S-34000-00012445.pdf

DAS Procurement Services, Version 4.5 March 31, 2023 Page 1 of 22

STATE OF OREGON

COVER PAGE

Department of Environmental Quality

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-34000-00012445 for

REMOTE SENSING EMISSION STUDY

Date of Issue: August 4, 2025

Opening Date and Time: September 4, 2025 @ 5:00 PM PST

Single Point of Contact (SPC): Tempest Roberts, Procurement and Contract Specialist

Address: 700 NE Multnomah St., Suite 600

City, State, Zip Portland, OR 97232

E-mail: tempest.roberts@deq.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

mailto:tempest.roberts@deq.oregon.gov

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

POINT AND SCORE CALCULATIONS

4.11 RANKING OF PROPOSERS

4.12 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

ATTACHMENT A – SCOPE OF WORK / SPECIFICATIONS

ATTACHMENT B - DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C - PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D - REFERENCE CHECK FORM

ATTACHMENT E - PRICE PROPOSAL FORM

ATTACHMENT F - COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G - RESPONSIBILITY INQUIRY

ATTACHMENT H – SAMPLE CONTRACT

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Department of Environmental Quality, (“Agency” or “DEQ”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for a Remote Sensing Emission Study.

Additional details on the Scope of the services are included in Scope of Work/Specifications – Attachment A.

Agency anticipates the award of one (1) Contract from this RFP. The term of the Contract is anticipated to be ten (10) years.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Pre-Proposal Conference N/A

Questions / Requests for Clarification Due August 20, 2025 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.)

August 22, 2025

RFP Protest Period Ends August 11, 2025

Opening (Proposal Due) September 4, 2025 5:00 PM

Opening of Proposal September 5, 2025 3:00 PM

Issuance of Notice of Intent to Award (approx.) October 15, 2025

Award Protest Period Ends (approx.) October 22, 2025

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP under the authority of the Department of Administrative Services (DAS) delegation REQ-DASOBO-00099227 (as amended), Vehicle Emissions Study.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed

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Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

“Advanced Clean Cars II (ACC II)” means the Oregon rules requiring auto manufacturers to produce and deliver for sale increasing percentages of new zero emission light-duty vehicles.

The Permanent Administrative Order DEQ 23-2022 can be found here:

https://www.oregon.gov/deq/rulemaking/Documents/DEQ232022.pdf.

“Assessment Area” means the geographic areas included within this project, including the Oregon metropolitan areas in and around the cities of Portland, Salem, Eugene and Medford, with the option to add additional location(s).

“CO” means Carbon Monoxide.

“Colorado COVERS” means the specifications established by the Colorado Vehicle Emissions Remote Sensing program, represented in this link:

https://oitco.hylandcloud.com/cdphermpop/docpop/docpop.aspx?docid=43939834.

“DMV” means the Oregon Department of Transportation, Division of Motor Vehicles.

“Emission Constituents” means the air pollutants that will be assessed in this project including, but not necessarily limited to, CO, HC and NOx.

“GVWR” means Gross Vehicle Weight Rating.

“HC” means Hydrocarbons.

“I/M” means Inspection and Maintenance.

“Light-duty” means vehicles with a GVWR of less than 14,000 pounds

“MIL” means Malfunction Indicator Light.

“NOx” means Oxides of Nitrogen.

“OBD” means On-board Diagnostic.

“RSD” means Remote Sensing Device.

“Sampling Site” means the location at which monitoring equipment will be placed for purposes of sampling vehicle emissions.

“SIP” means State Implantation Plan.

“VIN” means Vehicle Identification Number.

https://www.oregon.gov/deq/rulemaking/Documents/DEQ232022.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Foitco.hylandcloud.com%2Fcdphermpop%2Fdocpop%2Fdocpop.aspx%3Fdocid%3D43939834&data=05%7C02%7CWade.SADLER%40deq.oregon.gov%7C237b916bb8424356c47a08ddacf3f636%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638856885986049668%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=JFtARAebJ%2BVwJdT7SidLymdM1Bpe7WZVBOY3CvJAiRg%3D&reserved=0

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“VIN Stem” means the first ten (10) characters of a 17-character VIN which uniquely identifies a vehicle’s specific data such as its year, make, model, engine size, transmission type, fuel type, GVWR.

“VIP” means the Vehicle Inspection Program of the Department of Environmental Quality.

“ZEV” means Zero Emissions Vehicle.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The mission of DEQ is to be a leader in restoring, maintaining and enhancing the quality of Oregon's air, land and water. DEQ has centralized and regional offices to accomplish this mission.

VIP is comprised of seven (7) Clean Air Station locations, and a Technical Center that also houses administrative offices. VIP conducts mandatory vehicle emissions testing through various options, including full-service and self-service testing at Clean Air Stations and testing for the local community through a program called DEQ Too, which is a partnership between VIP and over 300 private businesses that provides convenient and equitable testing locations for local community members. VIP also manages self-certifying fleets, mobile and remote testing for automotive dealerships, and a program to recognize specific certified automotive repair shops. 1.4 million vehicle owners who live in Oregon are required to have their vehicle(s) inspected, and as a result, VIP tends to have a high public, legislative, and media profile. VIP plays a significant role in the Ozone SIP, air toxics reductions, and implementation of Oregon’s low emissions vehicle program for reducing greenhouse gases.

Within its mandatory testing boundaries, VIP performs approximately 58% of the 1.6 million testable vehicle registrations for the DMV. VIP also assists DMV by performing over 53,000 VIN inspections annually which supports vehicle owners as they complete vehicle registration processes. VIP employees constitute approximately eleven percent (11%) of DEQ’s entire workforce.

2.3.2 Project Overview and Background

VIP has completed two (2) similar individual studies of the same type requested in this RFP: one (1) over 15 years ago, and another more recently in 2022. Changes occurring in Oregon’s population and environment, new vehicle technology, and aging vehicles make ongoing analysis necessary.

With an extended ten (10) year study, expected trends can be validated and potential new trends discovered. This study will enable DEQ and VIP to further evaluate the impact of its current I/M program, identify influences from vehicle traffic operating within mandatory testing boundaries that are not subject to emission certification, and assist in determining appropriate mandatory testing boundary configuration. It will also collect critical data comprehensive program evaluation, including vehicle age demographics and data regarding the impact of diesel-powered vehicles and ZEVs. DEQ also recognizes that the State of Oregon has recently adopted regulations under the ACC II framework, mandating the phased implementation of ZEV adoption.

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DEQ seeks a Contractor to conduct a study involving the sampling of exhaust emissions from gasoline- and diesel-powered vehicles with a GVWR of less than 14,000 pounds.

The sampling shall include, at a minimum, measurements of HC, CO, and NOₓ, as well as other similar constituents of concern as may be identified during the course of the study.

An optical license plate reader shall be used to identify individual vehicles and to correlate registration data, such as the vehicle’s registered residence address, along with geographic influences, including those within and outside of DEQ’s mandatory vehicle emissions testing program boundaries.

2.4 SCOPE OF WORK/SPECIFICATIONS

The Scope of Work/Specifications are attached as Attachment A.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 Licensing Requirements:

The Proposer shall be legally permitted to conduct business within the State of Oregon at the time of proposal submission and throughout the duration of the contract.

3.1.2 Key Person Requirements:

Proposer shall provide evidence to show that members of their team possess the specific qualifications, competence, resources, integrity, and experience necessary to carry out the work.

3.1.3 Other Requirements:

• Proposer shall provide evidence to show experience of at least three (3) Remote Sensing sampling projects within the five (5) consecutive years prior to submitting their proposal. This will be demonstrated by the Proposer’s provided Reference Check Forms (see Section 3.3.4).

• Proposer shall supply all instruments and equipment necessary to perform the work.

3.1.4 All equipment used for emissions sample collection shall, at a minimum, meet the specifications set forth by the Colorado COVERS program or an equivalent standard approved in writing by the Agency. Specifications for Colorado COVERS can be found here:

https://oitco.hylandcloud.com/cdphermpop/docpop/docpop.aspx?docid=43 939834 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Foitco.hylandcloud.com%2Fcdphermpop%2Fdocpop%2Fdocpop.aspx%3Fdocid%3D43939834&data=05%7C02%7CWade.SADLER%40deq.oregon.gov%7C237b916bb8424356c47a08ddacf3f636%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638856885986049668%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=JFtARAebJ%2BVwJdT7SidLymdM1Bpe7WZVBOY3CvJAiRg%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Foitco.hylandcloud.com%2Fcdphermpop%2Fdocpop%2Fdocpop.aspx%3Fdocid%3D43939834&data=05%7C02%7CWade.SADLER%40deq.oregon.gov%7C237b916bb8424356c47a08ddacf3f636%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638856885986049668%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=JFtARAebJ%2BVwJdT7SidLymdM1Bpe7WZVBOY3CvJAiRg%3D&reserved=0

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3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Project Plan – Including Executive Summary, Project Team and Key Persons Summary, and Project Timeline Summary. (MANDATORY)

• Disclosure Exemption Affidavit – Attachment B (OPTIONAL)

• Proposer Information and Certification Sheet – Attachment C (MANDATORY)

• Reference Check Form - Attachment D (MANDATORY)

• Price Proposal (MANDATORY)

• COBID Certification / Outreach Plan – Attachment F (MANDATORY)

• Responsibility Inquiry – Attachment G (MANDATORY)

3.2.2 Proposal Page Limits

There is no proposal page limit.

3.2.3 Proposal Format and Quantity

Proposal shall follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer shall submit its Proposal electronically through OregonBuys. Proposer shall follow the procedures outlined in OregonBuys Supplier Bid Solicitation Response for electronic submission.

The Price Proposal shall be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP shall be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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RFP. Proposals containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Project Plan

In a separate attachment labeled “Project Plan”, Proposer shall describe how they will accomplish the activities described in Attachment A – Scope of Work. The Project Plan must also include:

• Summary. The Summary shall describe the Proposer’s overall approach to the Project and shall describe the equipment that will be used and how it meets the requirements set forth in Attachment A – Scope of Work. The Summary shall also include:

1. The measures used to ensure test accuracy.

2. Equipment factory certification and testing information.

3. Type of equipment audits performed and their period of frequency.

4. Equipment calibrations and their period of frequency.

5. Proposed Sampling Site selection and the criteria for selection.

6. Data screening to ensure the data used in the analysis is accurate and consistent.

• Project Team.

Proposer shall provide:

1. A list of the specific individuals, including subcontractors, who shall be assigned as Key Persons for this project.

2. For each Key Person, a description of the duties and responsibilities. Substitutions or replacements must be approved by DEQ in advance.

3. For each Key Person, a resume detailing the skills and experience as needed to perform their duties and responsibilities for the Project. DEQ will determine comparability at its discretion.

• Project Timeline. Proposer shall identify no fewer than three (3) milestones, with associated project deliverables for each of those milestones, and the estimated dates of completion which may be used to gauge progress for the purpose of determining project success and may be used as the basis for interim payments.

3.3.2 Disclosure Exemption Affidavit – Attachment B

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If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

3.3.3 Proposer Information and Certification Sheet – Attachment C

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet shall result in a finding of non-Responsibility.

3.3.4 Reference Check Form – Attachment D

Proposer shall provide three (3) references from current or former client firms for similar projects performed for Government Agency type clients within the last five (5) consecutive years prior to submitting their proposal. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Check Form (Attachment D) to its references.

Reference forms shall be completed by the reference and submitted with Proposal.

3.3.5 Price Proposal

In a separate attachment labeled “Price Proposal”, Proposer shall:

• Identify hourly rates to be applied for each Key Person. These rates will be used for estimating any negotiated changes or Contract Amendments.

• Provide an estimate of hours for each Key Person involved in the Project and total costs associated with the accomplishment of each milestone or project deliverable listed in the Proposer’s Project Plan.

• Include separate line items for travel or travel related costs. Reimbursement for travel expenses shall be in accordance with the rates and guidelines established in the Oregon Accounting Manual (OAM), as in effect on the date such expenses are incurred. The OAM is available online at:

http://www.oregon.gov/DAS/CFO/SARS/policies/oam/40.10.00.pdf.

3.3.6 COBID Certification / Outreach Plan – Attachment F

Proposer shall complete and submit the COBID Certification / Outreach Plan (Attachment F).

3.3.7 Responsibility Inquiry – Attachment G

Proposer shall complete and submit the Responsibility Inquiry (Attachment G).

http://www.oregon.gov/DAS/CFO/SARS/policies/oam/40.10.00.pdf

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SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered via an OregonBuys submission;

• Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or, if different, by the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

https://oregonbuys.gov/

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• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;,

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o evidence or documentation that supports the grounds on which the protest is based; and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received on the second Business Day following the issuance of the Amendment or, if different by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. The following delivery options are permitted for this RFP:

Delivery through OregonBuys

Proposal shall be delivered electronically through OregonBuys.

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email, prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation.

A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

https://oregonbuys.gov/bso/view/login/login.xhtml https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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A public Opening will be held via videoconference on the date and time listed in the Schedule set forth in Section 1.2. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

Interested parties may participate in the public opening by using this link:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 255 046 787 753 4 Passcode: dD7E77Tv Dial in by phone +1 503-446-4951,,648252637# United States, Portland Find a local number Phone conference ID: 648 252 637#

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with

OAR 125-247-0470.

4.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzFkZThiNjUtM2E3ZC00NzE5LWIzZjYtZjZiY2NlZDc3MjBj%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%2232db86ca-48fd-414d-af2e-149ff6bf22ce%22%7d tel:+15034464951,,648252637 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=648252637

DAS Procurement Services, Version 4.5 March 31, 2023 Page 14 of 22 and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition.

Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

4.10.2.1 Evaluation Item 1: Summary (0-20 Points Possible)

• How well does the Summary describe all appropriate elements of the Project?

• Are the measures used to ensure test accuracy appropriate?

• Is the factory certification and testing information appropriate?

• Are the types of equipment audits and audit frequency appropriate?

• Is the equipment calibration processes appropriate?

• Do the proposed Sampling Site selections meet the needs of the Agency?

• Will the process for screening the data that will be used in the analysis effective?

4.10.2.2 Evaluation Item 2: Project Team (0-20 Points Possible)

• Do the Key Persons assigned to the project possess the skills and experience necessary to perform the work?

4.10.2.3 Evaluation Item 3: Project Timeline (0-10 Points Possible)

• Does the Project Timeline meet the needs of the Agency?

• Is the Project Timeline clearly defined?

4.10.2.4 Evaluation Item 4: References (0-20 Points Possible)

The total scores from the three (3) required references will be averaged.

• Please describe the nature of the project the Contractor completed for your organization.

Scoring Guidance (0-4 Points):

0 – Unrelated. The project is not relevant to remote sensing, vehicle emissions, or environmental data analysis.

1 – Minimally related. The project involved environmental work or data

DAS Procurement Services, Version 4.5 March 31, 2023 Page 15 of 22 collection, but not directly related to remote sensing or vehicle emissions.

2 – Somewhat Related. The project included data analysis, environmental monitoring, or vehicle-related work with some technical overlap.

3 – Closely Related. The project involved remote sensing, emissions analysis, or similar field data collection, though not fully aligned with the scope of this study.

4 – Highly Relevant. The project was directly related to remote sensing of vehicle emissions, including data collection, analysis, and regulatory application—strong alignment with the scope of this study.

• Did the Contractor demonstrate technical expertise in analyzing HC, CO, and

NOx emissions and applying this data to regulatory or policy decisions?

In your response, please indicate how these analyses informed regulatory or policy decisions, such as supporting rulemaking, program evaluation, or compliance strategies. If applicable, discuss the accuracy, clarity, and usefulness of the Contractor’s findings, and whether their recommendations contributed meaningfully to environmental or public health outcomes.

Scoring Guidance:

0 – No Demonstrated Expertise. Vendor did not perform emissions analysis or was not involved in regulatory or policy application.

1 – Limited Expertise. Vendor performed basic analysis but lacked depth or connection to policy/regulatory decisions.

2 – Moderate Expertise. Vendor demonstrated some technical understanding and contributed to regulatory or policy discussions.

3 – Strong Expertise. Vendor performed thorough emissions analysis with direct application to regulatory or policy decisions.

4 – Exceptional Expertise: Vendor demonstrated deep technical expertise;

analysis significantly informed or influenced policy or regulatory outcomes.

• How would you rate the Contractor’s data reporting and visualization tools

(include charts, graphs, pictures, GIS mapping, etc.)?

0 – Unacceptable. Reports lacked visuals or were unclear, disorganized, or misleading.

1 – Poor. Basic visuals were used, but they were inconsistent, inaccurate, or unhelpful in conveying findings.

2 – Fair. Visuals were present and somewhat informative but lacked clarity, consistency, or professional quality.

3 – Good. Visualizations were clear, accurate, and supported the findings effectively.

4 – Excellent. Visuals were of high quality, well-integrated, and enhanced understanding of complex data; presentation met or exceeded professional and technical standards.

• How responsive and professional was the Contractor in communicating with your team?

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0 – Unacceptable. Contractor was unresponsive, difficult to reach, or demonstrated unprofessional behavior.

1 – Poor. Communication was inconsistent, delayed, or occasionally unprofessional.

2 – Fair. Communication was generally timely and professional, with some minor issues.

3 – Good. Contractor was consistently responsive, clear, and professional in all communications.

4 – Excellent. Contractor was highly responsive, proactive, courteous, and communicated clearly and professionally throughout the project.

• How would you rate the Contractor’s overall performance and ability to deliver a successful outcome for our project?

0 – Unacceptable. The project was unsuccessful or severely flawed; outcomes did not meet expectations.

1 – Poor. Major issues were encountered; deliverables were incomplete, late, or required rework.

2 – Fair. Project was completed with some issues; most deliverables met basic expectations.

3 – Good. Project was successful; deliverables met expectations with minor or no issues.

4 – Excellent. Contractor exceeded expectations; the project was delivered on time, met all objectives, and added value beyond the original scope.

4.10.3 PRICE EVALUATION

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible price score price being scored

4.10.4 PREFERENCES

4.10.4.1 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

4.10.4.2 Recycled Materials

Agency will give preference to Goods manufactured from Recycled Materials if each of https://www.naspo.org/reciprocity1

DAS Procurement Services, Version 4.5 March 31, 2023 Page 17 of 22 the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

4.10.4.3 Tiebreakers

If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract/Price Agreement in accordance with the procedures outlined in OAR 137-046-0300.

POINT AND SCORE CALCULATIONS

Points are the total possible for each section as listed in the table below.

The SPC will average all scores for each evaluation criterion. Price points are calculated as stated in the Price Evaluation section.

4.11 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s price score and reference score.

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

TOTAL POINTS POSSIBLE: 100

POINTS POSSIBLE 70

4.10.2.1 Project Plan

• Summary 20

• Project Team 20

• Project Timeline 10

4.10.2.2 References 20

4.10.3 PRICE POINTS POSSIBLE 30

DAS Procurement Services, Version 4.5 March 31, 2023 Page 18 of 22

• Best and Final Offers

4.11.1 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.12 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If Agency conducts two or more rounds of competition, the rounds will be scored independently. Once the ranking from a previous round is complete and a Competitive Range has been determined, Proposers participating in a subsequent round will compete on an equal basis – scores from the previous round will be set aside and will not carry over. The Proposer with the highest score from the final round will receive the highest final ranking.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4.

Agency may award less than the full Scope of Work described in this RFP.

5.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Proposals are non-Responsive.

• Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

• Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

• Agency’s evaluation of Proposal or determination of award otherwise violates ORS

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Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award.

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

• Be received within 7 calendar days of the Intent to Award notice.

5.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) who are selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment H.

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.3.4 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an http://sos.oregon.gov/business/pages/register.aspx

DAS Procurement Services, Version 4.5 March 31, 2023 Page 20 of 22 unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

5.3.5 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, Agency may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment H), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Contract and note exceptions.

Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. If Agency agrees to make any requested changes to the Sample Contract/Price Agreement, Agency will issue an Amendment to notify Proposers of such changes. Unless Agency issues an Amendment modifying any of the terms and conditions, Agency intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment H).

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Contract/Price Agreement listed below.

However, Agency is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency is willing to negotiate ONLY the Statement of Work.

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

DAS Procurement Services, Version 4.5 March 31, 2023 Page 21 of 22 compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

6.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN= oregon4biz

If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

6.3 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.3 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer, except in the case of Proposals that were submitted late and rejected by Agency.

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor any State agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

DAS Procurement Services, Version 4.5 March 31, 2023 Page 22 of 22 cancellation of the RFP or a Contract/Price Agreement award, or the rejection of any Proposal.

6.6 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all costs incurred in connection with its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

6.8 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work described in this RFP and the subsequent Contract. (ORS 279B.270(2)

6.9 CHECKLIST DISCLAIMER

Any checklists that may be contained in this RFP are provided only as a courtesy to prospective Proposer. Agency makes no representation as to the completeness or accuracy of any Checklist.

Prospective Proposer is solely responsible for reviewing and understanding the RFP and complying with all the requirements of this RFP, whether listed in a checklist or not. Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this RFP.

https://www.oregon.gov/das