S-63500-00015017 RFP.pdf

OregonBuys RFP # S-63500-00015017- CVWA Integrated Pest Management Plan

(ODFW update 12/18/24) Page 1 of 21

STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF FISH AND WILDLIFE

is issuing this Intermediate Procurement under S-63500-00015017 for

CVWA INTEGRATED PEST MANAGEMENT PLAN

Date of Issue: October 24, 2025

Opening Date: November 14, 2005 @ 2:00 P.M

Single Point of Contact (SPC): Marcus Jones, Procurement Specialist 2

Address: 4034 Fairview Industrial Dr. SE City, State, Zip: Salem, OR. 97302 Phone (voice): (971) 707-8151

E-mail: Marcus.Jones@odfw.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.

OregonBuys RFP # S-63500-00015017-CVWA Integrated Pest Management Plan

(ODFW update 12/18/24) Page 2 of 21

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

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER OR REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 OFFER CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 PRICE EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 PREFERENCES

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF OFFERS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION………………………………………………………………….19

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFER NO DAMAGES

5.6 COST OF SUBMITTING AN OFFER

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.8 RECYCLABLE PRODUCTS

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT (must return) ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET (must return) ATTACHMENT D REFERENCE CHECK FORM (must return) ATTACHMENT E COST SHEET (must return) ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN (must return) ATTACHMENT G RESPONSIBILITY INQUIRY (must return) ATTACHMENT H SCORING COMPONENT (must return)

ATTACHMENT I SCIENTIFIC MANAGEMENT PLAN

https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4 https://www.oregon.gov/das/Procurement/Tutorials/TOC.mp4

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Fish and Wildlife, (“Agency”), is issuing this Intermediate Procurement for a qualified contractor to consult with Agency biologist and create an integrated pest management plan.

Additional details on the Scope of the goods or services or both are included in the Scope of Work section.

Agency anticipates the award of one Contract from this solicitation. The terms of the Contract are through June 2026.

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 solicitation.

Event Date Time

Pre-offer Site visit November 6, 2025 1:30 PM

Questions / Requests for Clarification Due November 11, 2025, 2025 5:00 PM

Answers to Questions / Requests for Clarification Due

November 12, 2025 5:00PM

Opening (offer Due) November 14, 2025 2:00 PM

Issuance of Notice of Award (approx.) December 4, 2025

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information. Offeror shall direct all communications related to any provision of the solicitation, whether about the technical requirements of the solicitation, contractual requirements, the solicitation process, or any other provision only to the SPC.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140.

Agency is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 125-247-0270.

2.2 DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246- 0110.

2.2.2 Project Specific Definitions

ODFW: Oregon Department of Fish and Wildlife

BSDD: Beaver Slough Drainage District

CDD: Coaledo Drainage District

Pest Management: For the purposes of this contract means mosquitoes only.

CVWA: Coquille Valley Wildlife Area

Larvae/Larva: Refers to instar stages of mosquitoes after hatching and prior to developing the ability to fly.

IPMP: Integrated Pest Management Plan

Agency: Refers to Oregon Department of Fish and Wildlife.

Agency Contract Administrator: Refers to an ODFW employee who has been appointed to oversee the contract.

Project Leader: Refers to the Offeror employee appointed by the Offeror to supervise the contract work and deliver a finalized product.

Committee: Group of ODFW and partner staff appointed by the agency to review drafts of the IPMP, provide feedback to the contractor, and approve the final IPMP.

2.3 OVERVIEW AND PURPOSE

The Coquille Valley Wildlife Area (CVWA) consists of 637 acres in Coos County and is predominantly freshwater emergent controlled tidal wetlands. It provides important habitat for a diverse array of wildlife species, most notably migrating waterfowl and coho salmon. Most of the wildlife area floods during winter and a muted tide gate controls tidal inundation on the wildlife area. During summer months, the muted tide gate is used to allow water inflow to the CVWA and adjacent agricultural lands for irrigation. These activities can create conditions favorable for mosquito larvae and potentially increase mosquito production.

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

The Coquille Valley Wildlife Area Management Plan (CVWAMP) guides management to minimize mosquito populations on the CVWA. An Integrated Pest Management Plan (IPMP) that focuses solely on mosquitoes will assist ODFW in achieving this objective on the CVWA.

2.4 SCOPE OF WORK/SPECIFICATIONS

Agency requesting a qualified contractor knowledgeable in biology, management, and transmitted diseases of mosquitoes to consult with Agency biologist and create a management plan.

A. Contractor Agrees to:

1. Review mosquito monitoring protocol, control, and management techniques in use by ODFW on the CVWA and in similar areas within Oregon. Material to be reviewed include but are not limited to:

1.1 Coquille Valley Wildlife Area Management Plan

1.2 Oregon Department of Fish and Wildlife’s Vector Control Guidance for Sensitive Areas

1.3 Winter Lake Phase III Mosquito Monitoring Plan (Attachment I:

Scientific management plan)

2. Provide additional guidance that aligns with best management practices for reducing mosquitoes and mosquito-transmitted disease risk.

3. Produce an Integrated Pest Management Plan. The plan should:

3.1 Incorporate current methods used and Contractor’s proposed methods into an achievable IPMP specific to the CVWA.

3.2 Adhere to the goals and work within the framework of the Coquille Valley Wildlife Area Management Plan as well as the Oregon Department of Fish and Wildlife’s Vector Control Guidance for Sensitive Areas.

3.3 Follow the format of a scientific management plan and contain all relevant sections (see attachment I: Scientific management plan).

3.4 The work described by the IPMP must be completed between June and November. The work should not exceed 8 hours per week or 180 cumulative hours per year.

3.5 Include topics such as: adult and juvenile mosquito monitoring, habitat management as a tool to reduce mosquito presence, biological control of mosquitoes, pesticide treatment of mosquitoes, and mosquito population thresholds for treatment along with justifications.

4. Adhere to the following schedule dates:

4.1 Submit a draft of the IPMP to the Agency Contract Administrator by May 1, 2026.

4.2 Submit the final IPMP to the Agency Contract Administrator by June 5, 2026.

B. Agency Agrees to:

1. Provide known documentation and information relevant to current mosquito management practices on the CVWA and statewide.

2. Consult with the contractor bi-weekly or as specified by the Agency Contract Administrator throughout the duration of the contract.

3. Provide relevant technical expertise on site conditions, local habitat, and hydrology.

4. Assemble a committee of ODFW staff members and Coos County Health and Wellness Department staff to review draft(s) of the IPMP and provide feedback to the contractors to develop a final IPMP.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.1.1 Project Leader Qualifications

To be considered for evaluation, Proposer must demonstrate how the Proposer’s designated project leader will meet all the following qualifications:

o Experience and education in ecological principles, habitat management, and mosquito biology.

o Knowledge about and experience implementing the following vector control methodologies; pesticide application, habitat modification, larval and pupal control, adult control, and biological controls.

o At least five years of professional work in pest management with a focus on vector control.

o Experience writing technical management plans that focus on vector control.

o Knowledge of Federal and State Regulations pertaining to the application of pesticides.

o Knowledge and experience with sampling methods for all stages of mosquitoes.

3.1.2 Previous Similar Work Samples

To be considered for evaluation, Proposer must submit an example of a management plan or technical document that Offeror has written previously for another client.

o Document must have been written or accepted by client within the past five years.

o Document must follow the format of a scientific or technical management plan.

o Document must be similar in scope to this project.

3.1.3 General Qualifications

To be considered for evaluation, Proposer demonstrates that they will meet the following qualifications.

o Ability to track billable employee hours and associated costs for the project and provide this information to the agency quarterly.

o Ability to deliver an approved IPMP to the agency by the scheduled dates (June 2026) in this contract and do not exceed maximum cost for the project.

3.1.4 Understanding of Requested Services/Projects

To be considered for evaluation, Proposer must demonstrate an understanding of the requested service/project.

o Relevant background, best management practices, and specific vector control information to be included in the IPMP.

o IPMP is specific to the CVWA and adheres to the goals set forward by the Coquille Valley Wildlife Area Management Plan.

o Focuses on ecosystem function, biological controls, and habitat management as ways to achieve vector control with pesticide application being used only in acute situations that meet pre-established conditions.

3.1.5 References

To be considered for evaluation, Proposer must provide at least 2 references from current or former client for similar projects performed within the last five years.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposer Format and Quantity

Proposer should follow the format and reference the sections listed in the Proposer Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Proposer must describe in detail how requirements of this solicitation will be met and may provide additional related information. Cost information must be submitted as a separate electronic file.

Proposer shall submit one electronic copy of its Offer. In addition, 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), and Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

3.2.2 Authorized Representative

A representative authorized to bind the Proposer shall sign the Proposal. Failure of the authorized representative to sign the Proposal may subject the proposal to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The solicitation, including all Amendments and attachments, are published in the OregonBuys e-procurement system Solicitation documents will not be mailed to prospective Proposers.

Agency shall advertise all Amendments on OregonBuys e-procurement system.

Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

3.3.2 Questions / Requests for Clarification

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

https://oregonbuys.gov/bso

• Be emailed to the SPC at Marcus.Jones@odfw.oregon.gov

• Reference the OregonBuys bid number

• Identify Proposer’s name and contact information

• Be sent by an authorized representative

• Refer to the specific area of the solicitation 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

3.3.3 Pre-Offer Conference

A pre-submittal conference will be held at the date and time listed in the Schedule.

Prospective Proposers’ participation in this conference is mandatory.

The purpose of the pre-submittal conference is to:

• Provide additional description of the project;

• Allow Proposers to view the area and associated habitat for which the IPMP will be written for;

• Explain the solicitation process; and

• Answer any questions Offerors may have related to the project or the process.

Statements made at the pre-submittal conference are not binding upon Agency.

Proposers may be asked to submit questions in Writing.

3.3.3.1 Attendance at Pre-Submittal Conference

The pre-submittal conference will be held at the CVWA parking lot (43.21607, -124.25882) off of North Bank Lane, Coquille, Oregon and will include walking/driving around CVWA.

Proposers may participate in person only and are required to RSVP to Skyler Gerrity, District Wildlife Biologist via phone 541-857-2381 or email, Skyler.R.Gerrity@odfw.oregon.gov by November 4, 2026.

3.3.4 Proposer Submission

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Proposals submitted by any means not authorized may be rejected.

3.3.4.1 Submission Options

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in detailed mailto:Marcus.Jones@odfw.oregon.gov mailto:Skyler.R.Gerrity@odfw.oregon.gov instructions on how to submit a Proposal can be found at OregonBuys Supplier Bid Solicitation Response.pdf.

The cost sheet 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.

3.3.5 Modification or Withdrawal of Quotes or Offers

Any Proposer who wishes to make modifications to a Proposal already received by Agency shall submit its modification in one of the manners listed in the offer Submission Options section and must denote the specific change(s) to the offer submission.

If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to Opening.

The Proposer shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Offer in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC.

3.3.6 Proposal Opening Date

Proposal and all required submittal items must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must be completed prior to Opening.

Proposals received after Opening are considered LATE and will NOT be accepted for evaluation. Late Proposals will be returned to the respective Proposer or destroyed.

3.3.7 Proposal Rejection

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

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

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

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

• Proposer has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments or divisions.

• Proposer makes any contact regarding this solicitation 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.

• Proposer 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 solicitation or Amendment.

3.3.8 Opening of Proposals

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 Award is issued. However, Agency will record and make available the identity of all Proposers after Opening.

3.4 PROPOSALS CONTENT REQUIREMENTS

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

3.4.1 Offeror Information and Certification Sheet

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

3.4.2 References

Provide at least 2 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must 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 solicitation. Agency may use references to obtain additional information, break tie scores, 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 must be completed by the reference, returned to the Proposer and submitted with the Proposal prior to opening.

3.4.3 Costs (ATTACHMENT E)

A Cost Sheet with separate line items for personnel, travel, per diem, supplies, and other costs. Travel and per diem rates must match federal standardized rates.

Item Description Est.

Quantity Unit Unit Price Total Price

1. Staff Time Hours $ $

2. Travel State Rates http://www.gsa.gov Miles $ $

3.

Per diem (per day, per person) if different than State Rates http://www.gsa.gov

Days $ $

4. Any costs not included above (must be itemized) $ $

Total Cost of Offer $______________________

DELIVERABLE REVIEW & ACCEPTANCE PROCESS

Agency staff and Coos County Health and Wellness Department staff (the committee) will review contractor’s draft IPMP and provide feedback to the contractor.

The committee will by consensus approve the final IPMP.

If the final IPMP is not approved by the committee, the contractor will work with ODFW staff to adjust the IPMP until it is fully approved.

All payment will be held until a final IPMP is approved by the committee and delivered to the agency by June 5, 2026.

3.4.4 Public Record/Confidential or Proprietary Information

All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If a Proposer believes that any portion of its Proposal contains any information that is a trade secret under ORS Chapter 192.345(2) or is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through http://www.gsa.gov/ http://www.gsa.gov/

192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Proposals received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and proposal Content 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, Agency may waive mistakes in accordance with OAR 125-247-0470.

In accordance with OAR 137-047-0261(6)(a)(A), Agency may establish a Competitive Range of all Proposers who have made a good faith effort in submitting a proposal in response to this solicitation for the purpose of correcting deficiencies in Proposals for determining responsiveness during Round 1.

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

3.5.2 Evaluation Criteria

Proposals meeting the requirements outlined in the Proposal Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0% to 100% for each evaluation criterion listed below in this section.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of proposals. 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.

SCORE EXPLANATION

90 – 100%

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

60 – 89%

VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

50 – 59%

ADEQUATE – Response meets all requirements in an adequate manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

11 – 49%

FAIR – Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

0-10% RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the solicitation. Proposer has not demonstrated knowledge of the subject matter.

3.5.2.1 Understanding of Requested Services/Projects

o Did the Proposer provide an understanding of requested services/projects?

3.5.2.2 General Qualifications

o Does the Proposer have the ability to deliver an approved IPMP to the agency by the scheduled dates in this contract while not exceeding the maximum cost for the project?

3.5.2.3 Project Leader Qualifications

o Does the Proposer’s project leader have experience and education in ecological principles, habitat management, and mosquito biology?

o Is the Proposer’s project leader knowledgeable about and have experience implementing vector control methodologies such as; pesticide application, habitat modification, larval and pupal control, adult control, and biological controls?

o Does the Proposer’s project leader have at least five years of professional work in pest management with a focus on vector control?

o Has the Proposer’s project leader demonstrated experience writing technical management plans that focus on vector control?

o Is the Proposer’s project leader knowledgeable about Federal and State Regulations pertaining to the application of pesticides?

o Does the Proposer’s project leader have knowledge and experience with sampling methods for all age stages of mosquitoes?

3.5.2.4 Previous Similar Work Sample

o Is the provided Previous Similar Work Sample written or accepted by the client within the past five years?

o Does the Previous Similar Work Sample follow the format of a technical management plan?

o Is the Previous Similar Work Sample similar in scope to this project?

3.5.2.5 References

o Did the Proposer provide two references from current or former clients for similar projects performed within the last five years?

3.6 COST EVALUATION

The SPC will conduct the cost evaluation. The SPC will award a score to each Cost Sheet based upon the percentage of the proposed cost as compared to the lowest Offeror’s cost using the following formula:

lowest cost of all Proposers X cost points possible = cost score cost being scored

3.7 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State.

Additional rounds of competition may consist of, but will not be limited to:

• Establishing a Competitive Range

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Proposers describing the next step. At any time, Agency may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest ranking Responsible Proposer; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

3.8 PREFERENCES

3.8.1 Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 10% from the cost for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the cost score.

3.8.2 Recycled Materials

In comparing Goods from two or more Proposers, if at least one Proposer proposes Goods manufactured with Recycled Materials, and at least 1 Proposer does not, Agency will select the Proposer proposing Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the cost of the Goods according to any applicable reciprocal preference.

3.8.3 Tiebreakers

Oregon Supplies: If Agency receives Proposals identical in cost, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

3.9 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 10) assigned by each evaluator.

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

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 1=10%, 5=50%, 9=90%, etc.

Cost points are calculated as stated in the Cost Evaluation section. Points possible are as follows:

TOTAL POINTS POSSIBLE: 150

POINTS POSSIBLE

3.5.2.1 Understanding of Requested Services/Projects 30

3.5.2.2 General Qualifications 25

3.5.2.3 Project Leader Qualification 30

3.5.2.4 Previous Similar Work Sample 30

3.5.2.5 References 20

3.12 Price 15

EXAMPLE:

Proposer A receives scores of 10, 9, and 8 for a criterion worth 50 points. The SPC averages 10, 9, and 8 for a score of 9. 9 is used as a 90% multiplier to the possible points of 50. 50 multiplied by 90% is 45. Offeror A’s points for the criterion is 45.

3.10 RANKING OF OFFERORS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), together with references, and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Proposal and Proposer, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

Agency, 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 3.

Agency may award less than the full Scope defined in this solicitation.

4.1.2 Notice of Award

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

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT (must return) ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET (must return) ATTACHMENT D REFERENCE CHECK FORM (must return) ATTACHMENT E COST SHEET (must return) ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN (must return) ATTACHMENT G RESPONSIBILITY INQUIRY (must return) ATTACHMENT H SCORING COMPONENTS (must return) SAMPLE MANAGEMENT PLAN (PREVIOUS SIMILAR WORK SAMPLE) (must return)

4.2.1 Insurance

Prior to execution of the Contract, the apparent successful Proposer shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating Negotiations and commencing Negotiations with the next highest-ranking Proposer. Proposer is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit B of Attachment A) prior to offer submission.

4.2.2 Taxpayer Identification Number

The apparent successful Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

• When requested by Agency (normally in an intent to award notice), or

• When the backup withholding status or any other information of Proposer has changed since the last submitted W-9 form, if any.

Agency will not make any payment until Agency has a properly completed W-9.

4.2.3 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. The selected Proposer shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site: http://www.filinginoregon.com/index.htm.

http://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.filinginoregon.com/index.htm

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

Proposer shall review the attached Sample Contract and note exceptions. Unless Proposer notes exceptions to the terms and conditions identified as negotiable in its Proposal, the State intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A). It may be possible to negotiate some provisions of the final Contract; however, 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 Proposal that is conditioned upon Agency’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.

Agency will only negotiate the following provision:

• Term of the contract

• Descriptions of goods and services

• Compensation

In the event that the parties have not reached mutually agreeable terms within 15 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

SECTION 5: ADDITIONAL INFORMATION

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

5.2 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: Business Oregon : Home : State of Oregon or email: COBID https://www.oregon.gov/biz/Pages/default.aspx mailto:Biz.COBID@biz.oregon.gov

Biz*Bizhttps://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID= 6787&TN=oregon4biz

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

5.3 GOVERNING LAWS AND REGULATIONS

This intermediate procurement is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this intermediate procurement, 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 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.

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals submitted in response to this solicitation become the property of Agency. By submitting an Proposal in response to this solicitation, 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 intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part, or may cancel this solicitation 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 Agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Proposal.

5.6 COST OF SUBMITTING AN OFFER

Proposer shall pay all the costs in submitting its offer, 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, or costs associated with protests.

5.7 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. Download mailto:Biz.COBID@biz.oregon.gov https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

5.8 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract.

(ORS 279B.025)

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET (MUST BE

RETURNED WITH PROPOSAL)

ATTACHMENT D REFERENCE CHECK FORM (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT E COST SHEET (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN (MUST BE RETURNED WITH

PROPOSAL)

ATTACHMENT G RESPONSIBILITY INQUIRY (MUST BE RETURNED WITH PROPOSAL)

ATTACHMENT H SCORED PROPOSAL COMPONENTS FORM (MUST BE RETURNED WITH

PROPOSAL)

ATTACHMENT I EXAMPLE OF A SIMILAR MANAGEMENT PLAN

http://www.oregon.gov/DAS