S-DAS-OBO-00011270 Communication Public Relations and Marketing Services_OCB Final for Posting~2.docx

State of Oregon

Cover Page Department of Administrative Services, State Procurement Services, on behalf of the Oregon Commission for the Blind Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-DASOBO-00011270 for communication, public relations, PUBLIC EDUCATION, and Outreach services Date of Issue: September 16, 2024 Opening Date and Time: November 6, 2024 @ 5PM

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.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 2 of 27 Table of Contents

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, acting by and through the Department of Administrative Services, State Procurement Services, (“DAS SPS”), behalf of the Oregon Commission for the Blind (“OCB” or “Agency”) is issuing this Request for Proposal under the provisions of ORS 279B.060 for qualified Proposers to develop and implement strategic communication, public education, outreach and consulting services. These plans may include:

Market related activities for the Oregon Commission for the Blind;

Commission public relations, news and related information DAS SPS anticipates the award of one Contract from this RFP, with a not to exceed compensation of $250,000. DAS SPS may increase the not to exceed amount and the Scope of Work as mutually agreed upon through an amendment to the Contract, as long as the additional work is similar to the original Scope and intent of this solicitation. Refer to Attachment A, Sample Contract for details.

The initial term of the Contract is anticipated to be two (2) years with options to renew up to a cumulative maximum of ten (10) years.

Any purchases under the Contract must be authorized by Work Orders issued by DAS SPS or Agency in accordance with the ordering procedures described in the Attachment A - Sample Contract. Proposers are advised that there is no guarantee of any specific amount of purchases under the Contract. Notwithstanding the award of a Contract, DAS SPS or Agency may conduct separate solicitations or award project-specific contracts or purchase orders for Goods or Services similar to what is described within this RFP using any method allowed by law.

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 Protest Period Ends

7 calendar days prior to RFP Opening

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.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

DAS SPS is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246-0170(2).

DAS SPS 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 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 are defined in OAR 125-246-0110 or as defined below.

Terminology specific to the OregonBuys system may be found at: OregonBuys.

“Project” means a project or campaign with a defined list of actions and objectives.

“Service Categories” means a category of services that may be required for communications, public education and outreach projects. The examples listed under each Service Category in Section 2.4.1 may not be a comprehensive list.

“Work Examples” means: Examples of work that showcase your skills, knowledge, and expertise. This could include photography, publications, blog posts, videos, web design, ads, public education, outreach plans, etc. Some Work Examples may showcase services from multiple service categories.

OVERVIEW AND PURPOSE

Agency Overview and Background Agency has a few social media accounts in various platforms (Facebook, Linked In, YouTube). OCB staff monitor these platforms using internal resources but do not currently post/publish there.

Agency is seeking services in the design and implementation of a comprehensive strategy that shall include, but may not be limited to, public education (awareness raising), outreach, public relations, social media, and public story telling about the mission and impact of the Agency and on Oregon’s communities and economy as a whole.

Oregon’s Commission for the Blind (OCB) was established in 1937 as a state agency providing services to Oregonians who experience vision loss and need specialized training and support to live full and productive lives. OCB receives policy direction and oversight from a seven-member Commission representing consumer organizations, education, ophthalmology/optometry, business, and individual citizens.

OCB operates under ORS 346.110 through 346.570 and through the Workforce Innovation and Opportunity Act of 2014, which designated the US Department of Education, Rehabilitation Services Administration as the principal federal agency to oversee the national vocational rehabilitation system throughout the nation, in collaboration with the US Department of Labor and other workforce entities.

OCB has the following program objectives in service to support the OCB mission:

Helping Oregonians who are blind get and keep jobs that allow them to support themselves and their families Supporting Oregon businesses in hiring and retaining qualified job seekers who are blind in their workforce Supporting youth who are blind in the transition from high school into a career path/employment Training Oregonians in the alternative skills related to blindness such as adaptive technology, white cane travel, braille and activities of daily living Helping seniors and individuals with vision loss who are unable to work live with the highest levels of independence and self-sufficiency so that they can remain independent in their homes and active in their communities Licensing and supporting business owners who operate food service and vending operations in public buildings and facilities throughout the state To better understand OCB’s direction, please refer: Strategic Plan.

Purpose The intent of this solicitation is to enter into one or more Contract(s) for communication and public education (awareness raising), public relations and outreach services. These Service Categories may include:

Communications, public education and outreach Public Relations Writing Design Photography Website Design Video and Audio Research Training The Contract(s) resulting from this solicitation will be voluntary, convenience contract(s) that will be available for use by the OCB only. DAS SPS nor Agency does not guarantee any specific sales volume for this procurement or that overall funding will be authorized.

DAS SPS and Agency reserves the right to solicit for communication, public relations, public education and outreach services and engage other contractors that may not be parties to a Contract.

SCOPE OF WORK/SPECIFICATIONS

OCB anticipates the need for various types of communication, public relations, public education and outreach services. Proposers must demonstrate their experience in communication, public relations, public education and outreach planning, strategy, implementation, training, and consultation services as part of their Proposals. Proposer shall demonstrate innovation by being on the leading edge of technology in the communication, public relations, public education and outreach industry; have experience working on a variety of issues and have staff in positions of strategic importance working on the contracted work. See Section 2.4.1 for a detailed list of Service Categories.

If awarded a Contract, the Proposer shall perform tasks in any or all of the above Service Categories when issued a project-specific Work Order.

Refer to Attachment A, Exhibit A, Statement of Work for additional details.

Description of Services It is anticipated that Proposers may not have expertise in all Service Categories. Proposers may submit a Proposal in:

Any one Service Category; or Any combination of the Service Categories listed below:

Refer to Attachment H, Service Categories matrix for Proposer submission.

A. Communications & Outreach – this Service Category may include, but is not limited to:

1. Brand and brand strategy development.

2. Outreach and communication plan development.

3. Budget development.

4. Lead generation.

5. Retail or Food Service recruitment.

6. Scheduling and implementation of communications, public education and outreach elements.

7. Distribution planning.

8. Performance measurement.

9. Reporting and presentations.

10. Public relations.

11. Social media plan development.

B. Public Relations and Public Education (Awareness Raising) - this Service Category may include but is not limited to:

1. Public Relations and Public Education (Awareness Raising) plan development.

2. Budget development.

3. Traditional media buying.

4. Digital placement of public relations and public education (awareness raising) content.

5. Social media messaging strategy and placement.

6. Message tracking and performance measurement.

C. Writing - this Service Category may include but is not limited to:

1. Developing short format content for social media.

2. Public relations, public education and outreach materials.

3. Human interest stories.

4. Script writing for video or audio.

5. Agency or program reports.

6. Technical writing.

7. Educational or instructional writing.

D. Design - this Service Category may include but is not limited to:

1. Logo design.

2. Trade show material development.

3. Publication design.

4. Graphics or digital image creation.

E. Photography - this Service Category may include but is not limited to:

1. Digital photography and editing.

i. Documentary.

ii. Portraiture.

iii. Food.

iv. Landscape.

v. Event.

F. Web - this Service Category may include but is not limited to:

1. Website design.

2. User testing (usability and accessibility).

3. Website development may include custom feature development.

4. Online information or data submission development.

5. Online search and data display development.

6. Mapping.

7. Website maintenance.

8. Analytics gathering, interpretation, and reporting.

G. Video and Audio - this Service Category may include but is not limited to:

1. Video recording and editing.

i. Short form.

ii. Long form.

iii. Tutorial.

iv. Animation.

v. Advertising.

vi. Live for social media.

2. Audio recording and editing.

3. Distribution.

i. Broadcast.

ii. Digital.

H. Research - this Service Category may include but is not limited to:

1. Survey design and delivery.

2. Market research.

3. Measuring public opinion.

4. Data analysis.

5. Facebook surveys.

6. Twitter.

7. Instagram.

I. Training - this Service Category may include but is not limited to:

1. Software use.

2. Writing for the web.

3. Social media

i. Platform navigation and advertising

ii. Content development

iii. Live video.

iv. Strategy.

v. Performance analysis.

PROCUREMENT REQUIREMENTS

MINIMUM SUBMISSION REQUIREMENTS

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

Executive Summary Financial Statement and Fiscal Stability Administrative Proposal Experience and Qualifications Account Management Key Persons and Resumes Work Examples Disclosure Exemption Affidavit (Attachment B) Proposer Information and Certification Sheet (Attachment C) Reference Check Form (Attachment D) Cost Proposal Form (Attachment E) COBID Certification / Outreach Plan (Attachment F) Responsibility Inquiry (Attachment G) Proposed Service Category (Attachment H) Proposal Page Limits There is no Proposal page limit for this RFP.

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 shall submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in Section 4.5 for electronic submission.

The Cost Proposal must be submitted as a separate electronic response file.

Proposer shall electronically submit 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 and note the document and appropriate files accordingly. Proposer may submit redacted documents that pertain to those documents that are exempt from disclosure.

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

Authorized Representative Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by DAS SPS.

Authorized representative signature may be recognized on the Proposer’s Cover Page, the Executive Summary or on Attachment C, Proposer Information and Certification Sheet.

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

Executive Summary Proposer shall include an Executive Summary that condenses and highlights the contents of the Proposal, including an overview of the Proposer’s understanding of the contents of the RFP, and a description of how the Proposer generally intends to meet the RFP requirements. Proposal must document that the Proposer is an established firm and has provided the services requested in this RFP. Describe Proposer’s capacity to perform the Work described.

Financial Statement and Fiscal Stability Proposer shall include a brief description of Proposer’s experience with, and current strategies for, ensuring that Proposer conducts business in a fiscally responsible manner and remains financially solvent through the proposed contract period. DAS SPS has the right to request fiscal or financial information from the Proposer demonstrating responsibility standards provided in ORS 279B.110 and OAR 125-247-0640(1)(F) have been met.

Administrative Proposal Provide details of Company ownership and number of years in business. Provide location of company headquarters and the location of the office to service the State of Oregon account. Describe your firm’s management and organizational structure and how that structure aids in the delivery of the requested Services in each Service Category that you are proposing. Include the chain of command and process for managing projects, including contact person and their backup for project related issues. Provide a list of clients Proposer has worked with over the past five (5) years where Proposer provided the requested services. NOTE: Client(s) listed in the Administrative Proposal section cannot be used as References.

Proposal must demonstrate how Proposer is sufficiently staffed and experienced to be capable of successfully completing all requirements of this RFP for categories proposing.

Proposer shall include how they intend to create, provide and maintain a collaborative working relationship with Agency, and how Proposer will accommodate the varying levels of work assigned under the proposed Contract and the ability to provide timely services.

Experience and Qualifications Provide written documentation which demonstrates Proposer’s experience and qualifications to complete the requested Services. Describe in the Proposal any experience providing government services of similar scope and complexity.

Account Management Proposer shall provide a named account manager and a profile of the account manager in Proposal who is capable of attending virtual meetings with 48-hour notice. The account manager must be authorized to resolve any issues related to this contract and to include any other staff necessary to resolve an issue within the same 48-hour notice.

Key Persons and Resumes Proposer must employ or contract key person(s) who meet all of the requirements in the requested Service Categories. Proposer shall identify Key Persons (principals, staff and subcontractors) who will perform the services. Submit a narrative statement describing Key Person’s knowledge, experience and qualifications relevant to this RFP and include current resumes or biographies and any other relevant information including relevant education, certifications and training, length of time in industry, software proficiencies, and other relevant skills and abilities.

If awarded a Contract resulting from this RFP, DAS SPS or Agency reserves the right to pre-approve all Proposer Key Persons assigned to a project.

Work Examples Proposer shall submit in its Proposal, a detailed description of three (3) project work examples that have been within five (5) years from the Service Categories listed in Section 2.4.1, that exemplifies your team’s capabilities. Work Examples may be provided via on-line URL or electronically submitted with Proposal.

Identify the Service Categories using Section 2.4.1 that are represented for each work example submitted.

Provide a project overview for each project including underlying project type, size, budget, duration and objectives.

Where applicable, note for each project how the strategy was customized; how flexibility was demonstrated during the project process; was added value added and how; and was project measured for success and return on investment.

Specify any languages (other than English) used in the campaigns and identify which community organizations were consulted or subcontracted with for this work.

Provide as a reference, contact name, phone number and email address for each project provided. DAS SPS may check with reference to determine Proposer’s ability to comply with the requirements of this RFP. DAS SPS may use references to obtain additional information, or verify any information needed. DAS SPS may contact any reference, submitted or not, to determine Proposer’s qualifications.

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 may result in a finding of non-Responsibility.

References (Attachment D) Using Attachment D, provide three (3) references from current or former client firms for similar projects performed for any clients within the last five (5) years. References must be able to verify the quality of the service provided.

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

Cost Proposal Form (Attachment E) Provide all-inclusive hourly rates for all Key Persons and position descriptions proposed to perform the Services under resulting Work Orders. The proposed hourly rate must be fully loaded and all-inclusive of all overhead and expenses for the services, including but not limited to all salaries, benefits, overtime and holiday pay, supplies, tools, travel, rent, utilities, promotional efforts, insurance and other expenses of Proposer’s business. Hourly rates will not be scored. The Evaluators will compare Proposer’s Cost Proposal for consistency with Proposer’s submitted Proposal.

DAS SPS or Agency reserves the right to negotiate the final Cost under each Work Order issued with the successful Proposer.

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

Failure to submit may result in a finding of non-Responsibility.

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

Failure to submit may result in a finding of non-Responsibility.

Service Category Matrix (Attachment H) Proposer shall submit a completed Service Category matrix in which Proposer is proposing to provide services.

Failure to submit may result in a finding of non-Responsibility.

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 Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

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.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by:

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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 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 Work, and the proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Negotiations Section.

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

Requirements for Protests All protests must:

Be delivered to the SPC via email;

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; 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 by the due date identified in the Amendment.

PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. DAS SPS 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 option must be used for this RFP:

Delivery through OregonBuys Proposal submission must 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 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.

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.

PUBLIC OPENING

A Public Opening will not be held for this RFP. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposer(s) may request the Opening information via email to SPC as identified on Cover Page, any request must include the OregonBuys bid number. 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.

PROPOSAL REJECTION

DAS SPS 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).

EVALUATION PROCESS

Responsiveness and Responsibility Determination 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, DAS SPS may waive mistakes in accordance with OAR 125-247-0470.

Responsibility Determination DAS SPS will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, DAS SPS 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 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.

Executive Summary (15 Points) To receive the maximum possible points, Proposer must provide:

Understanding of the RFP contents How Proposer will meet requirements Degree to which Proposer has experience providing similar services; and Degree to which Proposer has experience working with similar entities or the public sector.

Financial Stability (5 Points) To receive the maximum possible points, Proposer must demonstrate business stability and background.

To what degree did Proposer adequately demonstrate its long-term stability as a service provider; is there reasonable belief that Proposer will remain financially solvent and provide uninterrupted service through the life of the contract?

Administrative Proposal (15 Points) To receive the maximum possible points, Proposer must demonstrate:

How well did the Proposer describe the organizational structure?

· Has Proposer documented over five (5) years where Proposer provided service categories proposed?

· How well does Proposer describe chain of command?

· How has Proposer created and maintained collaborative working relationships with their clients?

· Is Proposer experienced in similar services?

· Did Proposer provide a list of clients?

· Does Proposer provide Services in languages other than English?

Account Management (5 Points) To receive the maximum possible points, Proposal must clearly demonstrate the experience, qualifications, education, and training necessary to successfully complete requested services. Resume must be of the person who will be performing the Work.

Does Account Manager have the desired experience and qualifications?

Is Account Manager authorized to resolve issues?

Is Account Manager available within 48-hours?

Key Persons and Resumes (20 Points) To receive the maximum possible points, Proposal must clearly demonstrate the experience, qualifications, education, and training necessary to successfully complete requested services. Resume must be of the person who will be performing the Work.

Proposer must have been established and providing service in the Service Categories for which it is proposing.

Does Proposer have experience in the public sector?

How well does Proposer describe experience and qualifications?

Does the Proposer clearly describe the roles and responsibilities of each proposed Key Person and their level of experience?

How well does the experience and qualifications of the Key Persons who will be assigned to perform services under a resulting Contract meet the needs of the Agency?

Work Examples (30 Points) To receive maximum possible points, the Proposer’s Work Examples must substantially demonstrate the Proposer’s understanding and experience of similar projects.

How well do the provided examples demonstrate proposer’s capabilities and experience?

Do Proposer’s Work Examples demonstrate successful Project completion?

References (10 Points) Do the references support Proposer’s experience as described in Proposal?

Was reference satisfied with Proposer’s work?

Would reference contract with Proposer for future similar work?

Cost Proposal (Not Scored) Proposal will be reviewed for consistency with written Proposal but will not be scored.

PREFERENCES

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

POINT AND SCORE CALCULATIONS

Scores are the points assigned by each evaluator. The maximum points possible for each evaluation item are listed in the table below. The SPC will average all scores for each evaluation criterion.

POINTS POSSIBLE

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).

DAS SPS may, in DAS SPS’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, DAS SPS 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, DAS SPS 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

AWARD AND NEGOTIATION

AWARD NOTIFICATION PROCESS

1.1.1 Award Consideration

DAS SPS, 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. DAS SPS may award less than the full Scope of Work described in this RFP.

1.1.2 Intent to Award Notice

DAS SPS will notify all Proposers in Writing that DAS SPS intends to award a Contract to the selected Proposer subject to successful negotiation of any negotiable provisions.

INTENT TO AWARD PROTEST

1.1.3 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.

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

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

DAS SPS’s evaluation of Proposal or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

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

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.

1.1.4 Response to Protest

DAS SPS 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 DAS SPS.

APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

1.1.5 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 A.

1.1.6 Taxpayer Identification Number

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

1.1.7 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.

1.1.8 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 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.

1.1.9 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.

CONTRACT NEGOTIATION

1.1.10 Negotiation

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

Following the selection of the apparent successful Proposer, DAS SPS may agree to negotiate changes to the negotiable provisions of the Sample Contract listed below. However, DAS SPS 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.

DAS SPS is willing to negotiate all items, except those listed below:

Choice of law Choice of venue Constitutional requirements Requirements of applicable federal and State law In the event that the parties have not reached mutually agreeable terms within 30 calendar days, DAS SPS may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

ADDITIONAL INFORMATION

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, DAS SPS 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. DAS SPS 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.

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 6.2 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.

OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after DAS SPS 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 DAS SPS. 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 DAS SPS.

CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, DAS SPS 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 DAS SPS. 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 cancellation of the RFP or a Contract award, or the rejection of any Proposal.

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.

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.

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.025)

CHECKLIST DISCLAIMER

Any checklists that may be contained in this RFP are provided only as a courtesy to prospective Proposer. DAS SPS 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 DAS SPS 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.

ATTACHMENTS

Attachment A, Sample Contract w/:

· Exhibit A, Contract Terms and Conditions

· Exhibit B, Description of Services, Pricing

· Exhibit C, Work Order Form

· Exhibit C-1, Statement of Work-to-Work Order Contract Form

· Exhibit D, Federal Terms and Conditions

· Exhibit E, Independent Contractor Certification

· Exhibit F, Contract Contact Information Attachment B, Disclosure Exemption Affidavit Attachment C, Proposer Information and Certification Sheet Attachment D, Reference Check Form Attachment E, Cost Proposal Form Attachment F, Certified Disadvantage Business Outreach Plan Attachment G, Responsibility Inquiry Attachment H, Service Category Matrix

ATTACHMENT A – SAMPLE CONTRACT

(See separate attachment)

ATTACHMENT B — DISCLOSURE EXEMPTION AFFIDAVIT

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