S-58800-00017884 Coordinated Enrollment Scoping RFP Final.9.22.2026.docx

Cover Page Oregon Department of Early Learning and Care Is issuing this Request For Proposals (RFP) under

OregonBuys Bid #S-58800-00017884 for Analysis Services for Scoping of Child Care and Preschool Enrollment Software Platform Date of Issue: September 23, 2026 Opening Date:

Single Point of Contact (SPC): Lori Nordlien Address: 700 Summer ST NE City, State, Zip: Salem, OR 97301 Phone (voice): 971-301-3245 E-mail: lori.nordlien@delc.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.

Last Updated: 7/1/2023 Page 1 of 45 Table of Contents

SECTION 1: GENERAL INFORMATION 3

ATTACHMENTS:

A = Sample Contract B = Disclosure Exemption Affidavit C = Proposer Information Certification Sheet D = Reference Check E = Price F = Certified Disadvantage Business Outreach Plan G = Responsibility Inquiry

SECTION 1: GENERAL INFORMATION

INTRODUCTION

The Oregon Department of Early Learning and Care (“DELC” or “Agency”) is issuing this Request for Proposal (“RFP”) to obtain analysis services for Child Care and Preschool Enrollment Software Platform.

Additional details on the Scope of the Services are included in Section 2.4, Scope of Services. The total Contract value shall not exceed $650,000. No amendments to any contract awarded will be made to increase the total Contract value stated in this RFP. Final invoices must be submitted within 30 days of 8/31/2027.

DELC anticipates the award of one Contract from this RFP. The initial term of the Contract will be through June 30, 2027, with options to renew.

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.

RFP Release to OregonBuys

September 24, 2026

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, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision only to the SPC.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

DELC is issuing this RFP pursuant to its authority under ORS 279A.050, as amended by Senate Bill 427 (2023).

DELC is using the Competitive Sealed Proposals method, pursuant to ORS 279B.060 and OAR 137-047-0260 and 137-047-0261. DELC may use a combination of the methods for Competitive Sealed 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.

DEFINITION OF TERMS

For the purposes of this RFP, capitalized words will refer to the following definitions. For terms used in reference to OregonBuys, the Terminology Crosswalk can be found at Terminology/Crosswalk (BothPhases).pdf (oregon.gov).

General Definitions Capitalized terms not specifically defined in this document are defined in OAR 137-046-0110.

Project Specific Acronyms BABOK: Business Analysis Body of Knowledge BP: Baby Promise DELC: Department of Early Learning and Care ELMS: Early Learning Management System EIS: Enterprise Information Services ERDC: Employment Related Day Care HS: Head Start PMBOK: Project Management Body of Knowledge PSP: Preschool Promise ODHS: Oregon Department of Human Services OPK: Oregon Prenatal to Kindergarten

BACKGROUND AND PURPOSE

Background Information The Department of Early Learning and Care (DELC) proposes an investment in planning services for a shared statewide Child Care and Preschool Enrollment Platform (or “platform”) to support coordinated enrollment across Preschool Promise (PSP), Head Start (HS), Baby Promise (BP), and Oregon Prenatal to Kindergarten (OPK) programs, with the long-term goal to also support Employment Related Day Care (ERDC). Planning services will support finding the best solution to address longstanding operational, data, and coordination challenges caused by Oregon’s decentralized preschool enrollment environment. Ideally, recommended solutions would be platforms flexible enough to include programs mentioned above as well as any new program DELC administers.

Currently, Oregon’s sixteen Early Learning Hubs, Preschool Promise providers, Baby Promise, and OPK/Head Start programs operate separate enrollment systems and manual processes. As a result, DELC lacks centralized access to child-level enrollment data and relies heavily on aggregate reporting and manual reconciliation processes to monitor enrollment activity, and program outcomes. The decentralized environment also creates barriers to coordinated enrollment across public preschool programs, increases administrative burden for families and providers, and limits DELC’s ability to conduct statewide equity analysis and data-informed decision-making. ERDC enrollment is currently managed by the Oregon Department of Human Services (ODHS) ONE platform.

The resulting Contract will complete planning activities such as stage gate artifacts required by Enterprise Information Services (EIS) to prepare for the implementation of the Platform. It will support DELC’s redesign of Oregon’s Coordinated Enrollment system and DELC’s broader goal of building a more cohesive, equitable, and family-centered public child care and preschool system. A shared statewide platform will improve coordination among Hubs, providers, and OPK/Head Start programs; streamline enrollment processes for families; provide DELC with access to disaggregated child-level data and possibly attendance data and strengthen statewide reporting, analytics, fiscal oversight, and program integrity. The solution would also reduce reliance on fragmented systems, spreadsheets, manual processes, and duplicative administrative work.

SCOPE OF SERVICES

DELC is requesting Proposals for strategic project planning and implementation readiness services to develop the foundational artifacts needed to support a successful procurement and implementation of the platform. Proposer should also detail the project management methodology that will be used to complete the deliverables as well as the recommended project management approach for solution implementation including testing whether it be waterfall, Agile, or hybrid.

When an EIS template exists, Contractor must use the EIS template such as for the business case, solution analysis and financials, etc. Deliverables must meet industry or PMI standards or be revised prior to contract end date if DELC submits to EIS and receives feedback while Contract is active. Deliverables must also align with industry best practices using key elements for project management from PMBOK (Project Management Body of Knowledge), business analysis from BABOK (Business Analysis Body of Knowledge), and organizational change management from Prosci (Professional and Science).

This work will define business and technical requirements, assess organizational and operational impacts, evaluate implementation approaches including solution feasibility as well as best fit with program, business process, and solution, and produce actionable recommendations for project governance, staffing, budget, and timeline. By the end of the contract, DELC will have a clearly defined project scope, implementation strategy, and the information needed to determine the appropriate staffing model, and overall readiness to launch the project.

2.4.1 Scope of Services Description

A. Conduct requirements discovery Facilitate stakeholder engagement and requirements-gathering sessions to identify and document detailed business, functional, technical, reporting, security, user, and any other relevant requirements needed for a successful Platform. Develop a comprehensive set of requirements to support future procurement and implementation activities.

Key Stakeholders include:

· DELC program, policy, IT, and data staff

· Sixteen Early Learning Hubs and their administrative users

· Providers participating in PSP, OPK, BP, and ERDC

· Partner agencies and programs including federal Head Start and Oregon Department of Human Services (ODHS) for ERDC eligibility integration

· Families seeking access to early learning and care services statewide

B. Define project scope, timeline, budget, and recommend staffing model

Develop an implementation approach that defines the project scope, major project phases, milestones, estimated schedule, preliminary budget, and staffing recommendations needed for successful implementation and ongoing operations of a Child Care and Preschool Enrollment Platform. Proposer should also consider other work DELC has planned and recommend sequencing based on agency’s existing roadmap of work. The Proposer will confirm and update the initial definition of what is in scope and out of scope for this project in their recommended approach:

In Scope:

Analysis with recommendation of best options for a statewide Child Care and Preschool Enrollment Platform to replace systems used by the following partners and providers (options should also evaluate whether systems used in other states are the best fit for DELC); analysis should include feasibility of whether it is best to include both partners and providers in the same solution due to large overlapping data points or if a separate solution per user type – partner vs. provider is recommended:

a. Use by all sixteen Early Learning Hubs with local administrative control.

b. Use by Preschool Promise providers, Head Start and OPK programs, Baby Promise providers, and Child Care Resource & Referrals (CCRRs).

c. DELC administrative access to statewide eligibility, placement, enrollment, and applicable waitlist data.

d. The solution analysis should include platforms that also perform post-enrollment capabilities (attendance tracking, parent and staff communication) in addition to enrollment capabilities if feasible based on analysis.

e. Centralized analytics, reporting, and data governance capabilities.

f. Impact of the replacement of the DHS ONE Eligibility System and ERDC eligibility and enrollment being managed by DELC.

Out of Scope

· Changes to statutory eligibility rules or policy

· Enrollment systems for non-DELC programs

C. Estimate staffing and governance needs for project launch and implementation Evaluate project management and organizational resource needs, including recommendations for governance structure, decision-making processes, project management roles, IT support, business resources, and long-term operational staffing. Provide recommendations regarding whether implementation should include an agency Project Manager, IT Project Manager, business lead(s), change management leads, or other key roles.

D. Document current and future state processes Analyze current business processes and workflows and develop future-state process maps that reflect new business processes and the capabilities of the proposed software solution. Identify opportunities for process improvement, standardization, and operational efficiencies.

E. Assess integrations, data migration, reporting, security, and operational impacts Evaluate system integration needs, data migration considerations, reporting requirements, data sharing agreements, security and privacy implications, technical dependencies, and operational impacts that should be addressed during implementation planning.

F. Complete Oversight Level 3 Project Artifacts required by EIS Develop the planning and governance artifacts as listed above required for an Oversight Level 3 State of Oregon IT project in accordance with Enterprise Information Services (EIS) guidance. Required Artifact Form - Level 3. Artifacts should be sufficiently detailed to support project approval, procurement, implementation planning, and to meet EIS approval requirements.

2.4.2 Deliverables

All documentation must be delivered in a format approved by DELC and kept current throughout the project lifecycle.

1. Detailed business case and market research on potential software solutions.

2. Solution analysis with associated financials.

3. Current and future functionality state and gap analysis identifying what parts of the process may or may not be included in a specific platform.

4. Detailed Functional and Non-Functional Requirements documentation: 1) system, 2) data storage, reporting, and integration, 3) user journey mapping, 3) integration with other DELC software platforms.

5. Project Management Plan.

6. Resource Management Plan (budget, staffing, scope and schedule).

7. Organizational Change Management Plan.

8. Stakeholder Registry and RACI.

9. Feasibility assessment on merging OPK, PSP, BP, ERDC enrollment; which might include assessing implications and requirements for other DELC-managed software platforms (e.g. AMS, ELMS, possibly Apricot and possibly the OneSystem).

10. Oversight Level 3 Project Artifacts required by EIS: Required Artifact Form - Level 3.

11. Readiness Assessment: The Readiness Assessment should answer the following questions including but not limited to:

a. Is a dedicated IT Project Manager needed?

b. Can an agency Project Manager lead implementation?

c. Is both an agency PM and IT PM recommended?

d. What implementation and operational staffing is needed (business, technical, SMEs, OCM)?

e. How will this platform impact and work with existing DELC software platforms and OPK, PSP, BP, ERDC–related platforms?

f. What governance structure is appropriate?

g. What is the realistic implementation schedule?

h. What is the estimated implementation budget?

i. Does DELC have the adequate staffing, technical infrastructure and operational capacity to procure and begin implementation? If not, what is needed?

Project Timeline The listed deliverables do not encompass everything above and the Proposer should detail the best order and timeframes for everything rather than DELC trying to guess the best order or how long something will take them to do.

· Start Monthly Status Reports and contractor and DELC check-ins

· Solution analysis

· Stakeholder Registry and RACI

· Current and future state and gap analysis including current and future state process mapping

· Phase 1 progress check-in

· Feasibility assessment on merging OPK, PSP, BP, ERDC, HS ERDC, Teen Parent, BOLI enrollment and implications with other DELC-managed platforms.

· Project Management Plan

· Resource Management Plan (budget, scope and schedule)

· Readiness assessment

· Phase 2 progress check-in

· Phase 3 progress check-in

PROCUREMENT REQUIREMENTS

MINIMUM SUBMISSION REQUIREMENTS

Round 1 Proposal Submissions To be considered for evaluation, the Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

· Proposer Information and Certification Sheet (Attachment C)

· Executive Summary

· Proposer’s Organization Profile

· Experience and Capabilities

· Key Persons, Organizational Chart, Subcontractors

· Scope of Services

· Price Proposal (Attachment E)

· Reference Check Form (Attachment D)

· Project Samples

· Disclosure Exemption Affidavit (Attachment B) – submit 1 copy only Proposal Page Limits Proposal is limited to 25 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

· Disclosure Exemption Affidavit (Attachment B)

· Proposer Information and Certification Sheet (Attachment C) Reference Check forms (Attachment D)

· Price Proposal (Attachment E)

· COBID Certification / Outreach Plan (Attachment F)

· Project samples

Proposal Format and Quantity Proposal should 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 should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in Section 4.5.1 for electronic submission.

The Price Proposal must 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.

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature.

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature. Authorized Representative Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by DELC.

ROUND 1 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 may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive art work, 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. Proposal should be straightforward and address the requests of the RFP. Proposal containing excess marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

Proposer Information and Certification Sheet (Not Scored) Proposer shall complete and submit the Attachment C (Proposer Information and Certification Sheet).

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

Executive Summary (Not Scored) Briefly describe the methodologies for providing the Services based upon Section 2.4 Scope of Services above. The Executive Summary, not to exceed three pages, should summarize the proposed services and how it will fulfill the State’s requirements. The Executive Summary may also contain a high-level “block” diagram of the proposed solution in addition to the three pages.

Proposer’s Organization Profile (Scored) Proposer must provide a profile of its organization. This is Proposer’s opportunity to give an overview of its organization, describe the structure of its business, and discuss how the organization can effectively deliver the Services described in this RFP. The Profile must include at:

1. Ownership. If incorporated, the state in which the organization is incorporated and the date of the incorporation;

2. Location of the organization’s offices (headquarters and branches);

3. Location of the office from which employees will be assigned to work on the Project for the Agency;

4. Number of employees located in the Pacific Northwest, nationally, and internationally;

5. Established business relationships with proposed subcontractors (e.g., data conversion contractor); and

6. Organization’s client base.

Experience and Capabilities (Scored) Proposer must demonstrate Proposer has a minimum of five (5) years of experience providing a services similar to those requested in this RFP.

Key Persons, Organizational Chart and Subcontractors (Scored) Key Persons. Proposer shall specify key persons to be assigned to the Services and include a current resume (not to exceed two (2) pages each) for each individual that demonstrates qualifications and experience for the Services proposed.

Key Person(s) Requirements are:

· Project Management Institute’s Project Management Professional (“PMP”) Certification is required for project management.

· Project management, business analysis, organizational change management (OCM) experience and knowledge are required.

· Project management, business analysis, budgeting, and financial analysis experience and knowledge are required.

· Recent experience, in last 3 years, and knowledge serving as key advisor and partner with business and IT executives in project management strategy, IT solution analysis, recommendations, and implementations, and approaches with complex IT projects is required including experience in the following: reviewing, analysis, feasibility assessment, making recommendations, and drafting procedures to implement best practices, mature project management practices, and meet requirements for successful solution implementation.

· Demonstrate Offeror has internal quality control practices for its Key Person(s) to use when reviewing, editing, and providing feedback on projects and project artifacts is required.

Demonstrated experience, within the last 3 years, in business analysis for complex information technology projects is required.

Demonstrated experience in the last 3 years, in data conversion/migration, and system integration is required.

Preferences for Key Persons:

· Recent experience in Business Analysis Body of Knowledge (“BABOK”), Project Management Body of Knowledge (PMBOK), and Prosci organizational change management guidelines are preferred.

· Bachelor’s degree or higher in computer science, public administration, business management or another relevant field is preferred.

· Strong understanding of public sector and early childhood policy environment is preferred.

Due to the nature of services, Key Person(s) must be available to work remotely and in the State offices as agreed upon between all parties. Work site is designated as DELC’s headquarters office in Salem, Oregon.

Organizational Chart. Proposer shall provide an organizational chart identifying the staffing that will provide the Services required by this RFP, illustrating the lines of authority as appropriate.

Subcontractors. If Proposer intends to work with subcontractor(s), Proposer shall include a statement detailing any subcontracting firms or individual subcontractors that may be engaged as part of the Proposal to this RFP, with those entities and the Services they will provide clearly identified.

Scope of Services (Scored) Proposer must submit a Scope of Services including project timeline, using the information provided in Section 2.4, Scope of Services.

Price Proposal (Scored) Proposer shall complete and submit the Price Proposal (Attachment E).

References (Scored) Provide 3 references from current or former client firms for similar projects performed for any clients within the last 5 years with contact information. References must be able to verify the quality of previous, related Work.

Proposer shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, and sent to the SPC. Reference forms must be received prior to Closing. Reference forms not received before Closing will not be scored. Proposer will not be found non-Responsive if the SPC does not receive the required references, but Proposer will receive zero points for a missing reference.

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

Project Samples (Scored) Proposer shall submit project samples for two (2) projects within the last 5 years that are similar to the scope of this RFP.

Disclosure Exemption Affidavit (Pass/Fail) Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) as part of the Proposal. Submission is required even if Proposer is not identifying confidential or proprietary information and data for nondisclosure. If Proposer is identifying items for nondisclosure as confidential or proprietary, Proposer must specify the reason for the exemption and Proposer must provide an appropriately redacted single hard copy and single electronic copy of the complete, original Proposal submission (see section 3.1.2).

Certified Disadvantaged Business Outreach Plan (Pass/Fail) Proposer shall complete and submit Certified Disadvantaged Business Outreach Plan (Attachment F).

ROUND 1 SOLICITATION PROCESS

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.

Pre-Proposal Conference A virtual pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is VOLUNTARY.

The purpose of the pre-Proposal conference is to:

Provide additional description of the project;

Explain the RFP process; and Answer any questions Proposers may have related to the project or the process.

The pre-Proposal meeting will be held on Wednesday, September 30, 2026, 11:00 AM Pacific Time.

The conference call in number is: 262 418 213 112 668 The conference passcode is: Wz3Ez9xG Statements made at the pre-Proposal conference are not binding upon DELC. Proposers may be asked to submit questions in Writing.

Questions / Requests for Clarification 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 to the SPC via an OregonBuys submission, email, or hard copy;

Reference the OregonBuys bid number;

Identify Proposer’s name and contact information;

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.

SOLICITATION PROTESTS

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 Services, and the proposed Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except for protests of Addenda or the terms and conditions of the proposed Contract, as provided below.

Protests to Amendment 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 the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the respective Amendment will not be considered.

Requirements for Protests:

Protests must:

· Be delivered to the SPC via email or hard copy;

· Reference the OregonBuys bid number;

· Identify prospective Proposer’s name and contact information;

· Be sent by an authorized representative;

· State the reason for the protest, including:

the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and evidence or documentation that supports the grounds on which the protest is based

· 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 Amendment must be received by the due date identified in the respective Amendment.

PROPOSAL DELIVERY

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. DELC is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys Proposal submission should be electronically through OregonBuys at: OregonBuys.gov.

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

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 notice 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 or hard copy prior to Opening in accordance with OAR 137-047-0440. To be effective the notice must include the OregonBuys bid number.

PROPOSAL DUE

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

A Proposal received after Closing is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

PUBLIC OPENING

There will be no public Opening of Proposals. 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 137-147-0630. However, DELC will record and make available the identity of all Proposers after Opening.

PROPOSAL REJECTION

DELC 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 agency, board, commission, department or division 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 those the SPC authorizes, or inappropriate contact with the SPC.

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

Proposal is conditioned on DELC’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.

ROUND 1 EVALUATION PROCESS

Responsiveness and Responsibility Determination Responsiveness determination A Proposal received prior to Closing will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.2, Round 1 Proposal Requirements section. 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, DELC may waive mistakes in accordance with OAR 137-047-0470.

Responsibility determination DELC will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposer shall submit a signed Responsibility Inquiry (Attachment G) within 5 Business Days of receipt of Intent to Award notice.

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

Evaluation Criteria Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and DELC 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 Proposal. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

The Proposals will be scored as follows for Round 1:

Experience and Capabilities, Section 4.10.2.1 (150 Points) Does Proposer demonstrate sufficient experience in providing the Services?

Key Persons, Organizational Profile, Organizational Chart and Subcontractors, Section 4.10.2.2 (150 Points) Degree to which Proposer shall provide a sufficient number of Key Persons and support personnel qualified by experience, credentials and capabilities to deliver the requested services.

Scope of Services, Section 2.4 and 3.2.6 (300 Points) The degree to which Proposer demonstrates a clear understanding of the System and the services requested in this RFP, and the business and technical resources that equip Proposer to consistently deliver superior service.

Price, Section 3.2.7 (200 Points) References, Section 3.2.9 (100 Points) References will be scored as follows:

The SPC will add the scores from each Proposer’s three (3) references to determine a total reference score for the Proposer. The Proposer with the highest total score will receive the maximum possible points for references (100). Each Proposer thereafter will receive a portion of the total reference points possible using the following formula:

Highest score for references

Divided by

Reference being scored

Reference Points

Project Samples, Section 3.2.10 (100 Points) Degree to which the project samples show work consistent with that required in this RFP.

PREFERENCES

Reciprocal Preference For evaluation purposes per OAR 137-046-0310, DELC shall add a percent increase to each out-of-state Proposer's Proposal price that is equal to the percent preference, if any, given to a Resident Offeror in the Proposer's state.

Recycled Materials In comparing Goods from two or more Proposers, if at least one Proposer offers Goods manufactured with Recycled Materials, and at least one Proposer does not, DELC will select the Proposer offering Goods manufactured from Recycled Materials if each of 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.

Tiebreakers Oregon Supplies: If DELC receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, DELC shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

ROUND 1 POINT AND SCORE CALCULATIONS

Scores are the points assigned by each evaluator. In each round, an evaluator may change a score up until the time the SPC has requested final scores for that round. If an evaluator elects to change any score, the evaluator must date and initial the change and include a reason for the change. The evaluator’s final score will be the score the SPC will document. The maximum points possible for each evaluation item are listed in the table below.

Cost points are calculated as stated in the Cost Evaluation section.

ROUND 1 RANKING OF PROPOSERS

The SPC, in its sole discretion, may conduct an evaluation committee meeting at the end of any round and the evaluators may review their scores. If the SPC elects to conduct an evaluation committee meeting, the SPC will ask for final scores at the end of the meeting.

The SPC will average the final 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).

DELC will rank all Proposers at the conclusion of the evaluation and scoring and may, in DELC’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, DELC 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.

The SPC will combine the average score for each Proposal with Proposer’s price score. After any applicable preference has been applied, SPC will describe the rank order for each Proposer, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

ROUND 1 NEXT STEP DETERMINATION

At the conclusion of Round 1 evaluation, DELC may determine the Apparent Successful Proposer or 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 Best and Final Offers Competitive Range Determination If DELC, in its sole discretion, determines that one or more additional rounds of competition is necessary, DELC 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 DELC’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. DELC will post a notice in ORPIN of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

Competitive Range Protest Proposers excluded from a round may submit a Written protest of Competitive Range. Protests must:

· Be emailed to the SPC;

· Reference the OregonBuys bid number;

· Identify Proposer’s name and contact information;

· Be sent by an authorized representative;

· State the reason for the protest; and

· Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

DELC will address all 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 DELC.

ROUND 2

Price Proposal As part of this round, price proposals will be evaluated by the Evaluation Committee.

Additional Submittals or Requirements This Round 2 may contain demonstrations, interviews, sandbox, site visits and best and final offers.

ADDITIONAL ROUNDS

Demonstration (Scored) Proposers progressing to Round 2 or a subsequent Round may be invited to provide demonstrations. Demonstrations may be in person at a location determined by DELC; however, DELC may elect to conduct demonstrations via teleconference or video conference. Further details will be provided prior to scheduling demonstrations.

Interviews (Scored) Proposers progressing to Round 2 or a subsequent Round may be invited to interviews. Interviews may be in person at a location determined by DELC; however, DELC may elect to conduct interviews via teleconference or video conference. Further details will be provided prior to scheduling demonstrations.

Best and Final Offers (Scored) Proposers in the Competitive Range may submit Best and Final Offers in Round 2 or a subsequent Round. Further details will be provided prior when and if Best and Final Offers will be used.

SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If DELC conducts two or more rounds of competition, the SPC will determine the cumulative score for Proposers advancing through all rounds of competition by adding the scores from each completed round. The Proposer with the highest cumulative score will receive the highest final ranking.

POINT AND SCORE CALCULATIONS

DELC will add the scores from all rounds conducted for a total by Proposer in the Competitive Range.

Round 1 Scores:

Round 2 Scores:

AWARD AND NEGOTIATION

AWARD NOTIFICATION PROCESS

Award Consideration.

DELC, if it awards a Contract, shall award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. DELC may award less than the full Scope defined in this RFP.

Intent to Award Notice.

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

INTENT TO AWARD PROTEST

Protest Submission.

An Affected Proposer will 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 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.

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

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

DELC’s evaluation of Proposals or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

If DELC receives only one Proposal, DELC may dispense with the intent to award protest period and proceed with Contract Negotiations and award.

Protests Requirements:

Protests must:

Be delivered to the SPC via email or hard copy;

Reference the OregonBuys bid number;

Identify prospective Proposer’s name and contact information;

Be signed by an authorized representative;

Specify the grounds for the protest; and Be received within 7 calendar days of the intent to award notice.

Response to Protest.

DELC 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 DELC.

APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Insurance.

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

Taxpayer Identification Number.

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

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. Information about these requirements may be found at http://sos.oregon.gov/business/pages/register.aspx.

Responsibility Inquiry Prior to award, Proposer shall be required to complete and submit Attachment G — Responsibility Inquiry.

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 DELC a true and correct copy of an 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 www.oregon.gov/das/Procurement/Documents/SB491PayEquity.pdf.

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

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 of a policy that both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

CONTRACT NEGOTIATION

Negotiation.

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

Any Proposal that is conditioned upon DELC’’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

All items, except those listed below, may be negotiated between DELC and the apparent successful Proposer in compliance with Oregon State laws:

Choice of law Choice of venue Constitutional requirements Any and all federal and state law rules, requirements, policies and procedures In the event that the parties have not reached mutually agreeable terms within thirty (30) calendar days of the date of the Notice of Intent to Award, DELC may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

MISCELLANEOUS

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 compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, DELC 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. DELC also encourages joint ventures or subcontracting with certified small business enterprises.