ATTACHMENT E – Sample Contract

Department of Administrative Services, State Procurement Services, on behalf of Department of Corrections Request For Proposals (“RFP”) S-DASOBO-00015992 for Computerized Maintenance Management System Solution (“CMMS Solution”) Date of Issue: June 29, 2026 Bid Opening (i.e. Proposals Due) Date and Time: July 28, 2026, 10:00 AM Pacific Time Zone

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.

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, acting by and through the Department of Administrative Services, State Procurement Services (“DAS SPS”), on behalf of the Department of Corrections (“DOC” or “Agency”), is issuing this Request for Proposals to procure a cloud-based Computerized Maintenance Management System (“CMMS Solution”). The selected Proposer must be able to provide the CMMS Solution as described in RFP Section 2, including all required equipment, configurations, licenses, portals, training, integrations, maintenance and operations support. DAS SPS anticipates the award of one (1) Contract from this RFP. The initial term of the Contract is anticipated to include implementation services and 5 years of Operations and Maintenance Services for an estimated budget of $1,600,000, and 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.

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 AND METHOD

DAS PS is issuing this RFP pursuant to its authority under ORS 279A.050(2) and OAR 125-246-0140.

DAS PS is using the Competitive Sealed Proposals method, pursuant to ORS 279B.060 and OAR 125-247-0260. DAS PS 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

Terminology specific to the OregonBuys system may be found at https://oregonbuys.gov/bso/.

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

“Acceptance” means written confirmation by Agency that Contractor has completed a Deliverable in accordance with the acceptance criteria and accepted for purposes of interim payment. “Acceptance” is distinct from "Final Acceptance''.

“Agency” or “DOC” means Oregon Department of Corrections.

“Agency Data” means all data created by or in any way originating with Agency, and all data that is the output of computer processing of or other electronic manipulation of any data that was created by or in any way originated with Agency, whether such data or output is stored on Agency's hardware, Contractor's hardware or exists in any system owned, maintained or otherwise controlled by Agency or by Contractor.

“Agency Intellectual Property” means any intellectual property that is owned by Agency. Agency Intellectual Property includes any derivative works and compilations of any Agency Intellectual Property.

“Calendar days” means any day appearing on the calendar, whether a weekday, weekend day, national holiday, State holiday or other day.

“Cloud-Based Solution” is a system that is hosted, managed, and maintained by the vendor in the cloud and is accessible to authorized users through a standard web browser.

“COBID” means Certification Office for Business Inclusion and Diversity.

“Computerized Maintenance Management System” means a system that performs management and tracking of maintenance and operations activities such as but not limited to work request intake, prioritization, assignment, execution tracking, cost tracking, and record retention.

“Contractor” means the awarded Proposer in connection with this RFP/ “Contractor Intellectual Property” means any intellectual property that is owned by Contractor and contained in or necessary for the use of the Deliverables. Contractor Intellectual Property may include Documentation owned by the Contractor and derivate works and compilations of any Contractor Intellectual Property.

“Deliverables” mean the Services, Software or other products that Contractor is required to deliver to Agency under this resulting Contract.

“Documentation” means all documents, including documents that are Deliverables described in the Agreement and includes, but is not limited to, any and all user's manuals, training materials, guides, commentary, listings, requirements traceability matrices and other materials for use in conjunction with and for the operation of Products and Services that are to be delivered by Contractor under the Agreement.

“End-User Support” means User Assistance, issue resolution, training & onboarding, support coverage, system maintenance, configuration and doesn’t include customization or enhancements.

“Go Live” is based on Milestone(s) completion, and Agency’s notice to begin using the CMMS Solution in a live environment following completion of User Acceptance Testing.

“Proposal” means a written response to a Request for Proposals.

“Proposers” refers to all firms submitting proposals; the awarded Proposer will be designated as "Contractor" after negotiations.

“RFP” means Request for Proposal.

“Scope of Work” means the general character and range of Services and supplies needed, the work’s purpose and objectives, and an overview of the performance outcomes expected by Agency.

“Services” means all RFP work to be performed by the Contractor, including, but not limited to: installation, configuration, implementation, support, warranty, maintenance and support of the Application Services.

“Software as a Service” (SaaS) means Software hosted by Contractor and provided to an Authorized Purchaser as a subscription service. The software listed on a Subscription Schedule to which Contractor has granted Agency access and use as part of the resulting Contract. This includes any customization, other derivative works, upgrades, releases, fixes, patches, etc. related to the software that Contractor develops or deploys during the term of the resulting Contract Agreement, together with all documentation provided by or otherwise required of Contractor for any of the software, customization, other derivative works, upgrades, releases, fixes, patches, etc.

“State” means State of Oregon.

“Statement of Work” or “SOW” means the specific section of the final Contract that describes in detail the work to be performed by the awarded Proposer to this RFP within the defined SOW. The SOW establishes and documents the agreed-upon project objectives, business and technical expectations, performance standards, services to be provided, deliverables, milestones, timelines, roles and responsibilities of the parties, acceptance criteria, and any other duties, conditions, or obligations required for successful completion of the work. The SOW serves as the primary governing document for how the Services will be executed, measured, managed, and delivered under the Contract.

“Third Party Intellectual Property” or “Third Party Products” means any intellectual property owned by parties other than Agency or Contractor and contained in or necessary for the use of the Deliverables. Third Party Intellectual Property includes Software owned by Third Parties, and derivative works and compilations of any Third Party Intellectual Property.

“User” means Agency employees and any other individuals authorized by the Agency to access or use the CMMS Solution or any portion of the Services in the performance of work or services for the Agency. This includes, but is not limited to, Agency staff, temporary employees, interns, volunteers, agents, consultants, contractors, subcontractors, outsourced service providers, third-party support personnel, and other individuals acting on behalf of or under the direction of the Agency. Users may include individuals accessing the system for operational, administrative, technical, reporting, oversight, or support purposes, whether access is routine, temporary, or limited in scope, provided such access is approved by the Agency and consistent with applicable security and access control requirements.

“User Information” means all information directly or indirectly obtained from Users accessing applications where such information is obtained by Contractor or by any of its employees, representatives, agents or any Third Parties having a contractual relationship with Contractor or who are under Contractor's supervision or control.

“Work Product” means every invention, modification, discovery, design, development, customization, configuration, improvement, process, software program, work of authorship, documentation, formula, datum, technique, know-how, secret, or intellectual property right whatsoever or any interest therein (whether patentable or not patentable or registrable under copyright or similar statutes or subject to analogous protection) that is specifically made, conceived, discovered, or reduced to practice by Contractor or Contractor's subcontractors or agents (either alone or with others) pursuant to the Agreement. Notwithstanding anything in the immediately preceding sentence to the contrary, Work Product does not include any Agency Intellectual Property, Contractor Intellectual Property or Third Party Intellectual Property.

Note: Though not defined, the terms “subconsultant” and “subcontractor” are used interchangeably in this document.

OVERVIEW AND SCOPE

OVERVIEW AND PURPOSE

Agency Overview and Background The DOC is responsible for the safe, secure, and humane incarceration of adults in custody (“AIC”) across the State of Oregon. The mission of DOC is to protect communities, promote accountability, and transform lives. DOC’s operations are supported by a wide range of administrative, maintenance, and facility management functions that ensure the safety, security, and efficiency of its institutions. DOC operates twelve correctional institutions statewide, providing housing, rehabilitation, and support services for over 12,000 AICs:

· Coffee Creek Correctional Facility (“CCCF”), Wilsonville

· Columbia River Correctional Institution (“CRCI”), Portland

· Deer Ridge Correctional Institution (“DRCI”), Madras,

· Eastern Oregon Correctional Institution (“EOCI”), Pendleton

· Oregon State Correctional Institution (“OSCI”), Salem

· Oregon State Penitentiary (“OSP”), Salem

· Powder River Correctional Facility (“PRCF”), Baker City

· Santiam Correctional Institution (“SCI”), Salem

· Snake River Correctional Institution (“SRCI”), Ontario

· South Fork Forest Camp (“SFFC”), Tillamook

· Two Rivers Correctional Institution (“TRCI”), Umatilla

· Warner Creek Correctional Facility (“WCCF”), Lakeview Project Overview and Background As part of a statewide modernization initiative and in alignment with DOC’s strategic plan, the DOC has identified the need to replace its legacy facility maintenance system with a modern CMMS Solution that is Cloud based.

DOC currently utilizes a legacy system to manage maintenance, work orders, asset tracking, and compliance activities across its facilities. Over time, limitations of the existing system — including outdated technology, minimal integration with modern platforms, and insufficient reporting and analytics capabilities — have led to operational challenges and process inefficiencies. These challenges include reliance on manual workarounds, duplicate data entry, inconsistent workflows between facilities, limited real-time visibility into asset condition and maintenance status, and difficulty tracking labor, materials, and maintenance history.

The system’s constraints also impact the DOC’s ability to support proactive maintenance strategies, efficiently manage inventories and parts, produce timely compliance documentation, and generate reliable operational and performance metrics. Additionally, performance limitations, scalability concerns, and a lack of user-friendly functionality have increased administrative burden on staff and reduced overall productivity. This RFP is driven by the need to:

· Enhance operational efficiency and data-driven decision-making

· Improve compliance with safety and regulatory standards

· Enable centralized management and visibility across all DOC facilities

· Support integration with other enterprise systems (such as TRIRIGA*)

· Provide robust reporting, analytics, and mobile access for field staff The decision to issue this RFP follows an internal assessment of current and future needs, benchmarking against industry best practices, and consultation with stakeholders across DOC’s maintenance and facility management teams.

Purpose DOC is committed to advancing its mission to protect communities, promote accountability, and transform lives by modernizing the systems that underpin its facility operations. Through this RFP, DOC seeks to take a significant step forward in its technology modernization journey by procuring and implementing a state-of-the-art CMMS Solution.

The primary objective of this RFP is to identify and engage a qualified Proposer capable of delivering a comprehensive CMMS Solution that will:

· Provide a unified, centralized view of maintenance operations across all DOC institutions—without centralizing day-to-day operations—allowing authorized users with higher clearance to access consolidated reports, ensure visibility, and support improved oversight and consistency across locations.

· Enhance operational efficiency and resource utilization by automating work order management, preventive maintenance scheduling, and asset tracking.

· Strengthen compliance and reporting capabilities to ensure adherence to regulatory standards and support data-driven decision-making.

· Facilitate integration with other enterprise systems to promote seamless information flow and eliminate data silos.

· Empower staff at all levels with intuitive, mobile-friendly tools (such as ) that improve communication, accountability, and responsiveness.

By replacing its legacy system with a modern CMMS Solution, DOC aims to create a foundation for continuous improvement in facility management, reduce operational risks, and ensure the long-term sustainability of its infrastructure. The successful implementation of this project will not only address current operational challenges but will also position DOC to proactively meet future needs as the Agency evolves. This includes adapting to changing operational demands, aging infrastructure, evolving security and compliance requirements, and advancements in maintenance practices and technology.

Ultimately, this RFP represents DOC’s commitment to operational excellence, fiscal responsibility, and the safety and well-being of both staff and AICs. The selected CMMS Solution will be a critical enabler in achieving these goals and supporting DOC’s broader mission for years to come.

SCOPE OF WORK/SPECIFICATIONS

The Contractor shall deliver all products and services necessary to implement and maintain a comprehensive CMMS Solution. For complete requirements of the system, please refer to Attachment B-2, Requirements Matrix Fit/Gap Analysis. Key deliverables include:

1. Project Management

· Develop and execute a detailed Project Implementation Plan with milestones, roles, risk mitigation strategies, and statewide deployment schedule

· Provide training approach and documentation

2. Solution Design & Documentation

· Conduct stakeholder workshops and validation sessions

· Deliver design artifacts: process flows, architecture diagrams, requirements traceability, gap analysis

3. Software Configuration & Integration

· Configure and, if needed, develop components for full functionality

· Ensure integration with TRIRIGA and other systems using standard protocols.

Note: The Oregon Department of Administrative Services (DAS) utilizes the IBM TRIRIGA Integrated Workplace Management System (IWMS) to manage statewide facilities operations, including work orders, building and equipment repairs, service requests, maintenance activities, and asset data across DAS-managed properties. TRIRIGA serves as a centralized platform and system of record for statewide facilities and asset management, supporting lifecycle planning, reporting, and enterprise oversight. As part of this initiative, DOC intends for its new CMMS to be capable of interoperating with the state-level TRIRIGA system. This integration is intended to enable the exchange of relevant asset, maintenance, and operational data to support consistent enterprise reporting, improved visibility into asset condition and work activity, alignment of maintenance data standards, and more effective statewide facilities management and decision-making

4. Data Conversion and Migration

· Create and execute a secure migration plan for historical data from legacy systems

5. Organizational Change Management

· Support adoption through communication strategies, readiness assessments, and training

6. Configuration and Testing

· Develop and execute comprehensive testing (UAT, security, performance, regression)

7. Training and User Support

· Provide role-based training, user guides, and on-site workshops

8. Implementation and Hosting

· Deploy solution per approved plan; offer cost comparison for cloud vs on-premises options (if available)

· Go-live support and a stabilization period following deployment

9. Ongoing Operations and Maintenance, and Service Level Agreement (SLA)

· Deliver ongoing support, maintenance and updates, and adherence to defined service levels.

· Troubleshooting and technical assistance during business hours (Monday–Friday, 8am–5pm PT)

· Ensuring the CMMS Solution remains current and secure throughout its lifecycle in use by DOC, including the timely application of software patches, security updates, version upgrades, and other vendor-released fixes necessary to maintain system integrity, performance, and compliance with applicable security standards.

· Adherence to the SLA, which will define service standards, metrics, reporting, and remedies for non-performance.

10. Security Compliance Proposer shall submit a statement addressing its capacity to meet State information security requirements. The statement must reflect the information indicated in this section, and clearly demonstrate that if awarded a Contract:

1. Proposer and Proposer's staff monitoring its systems who will have access to State systems, facilities, and confidential information shall submit to all security checks requested by the State, which may include any combination of fingerprinting, Oregon Law Enforcement Data Systems (“LEDS”) and Federal Bureau of Investigation Criminal Justice Information Services (“FBI CJIS”) background checks.

1. Proposer shall comply with the Statewide Information Technology (IT) Control Standards found online at Enterprise Information Services: Guidance for State Agencies : Cyber Security Services : State of Oregon, specifically:

1. Oregon’s Statewide Information Technology (IT) Control Standards, by ensuring it maintains security controls that meet or exceed “Moderate” security controls in the National Institute of Standards and Technology (“NIST”) Special Publication (SP) 800-53.

1. Oregon’s Statewide Information Technology (IT) Control Standards. Proposer may (but is not required to) provide one of the following to demonstrate compliance with Oregon’s Information Technology Control Standards: Proof of current GovRAMP Authorized status (Ready, Provisionally Authorized, or Authorized) in the form of a GovRAMP Letter, or documentation of a valid GovRAMP Security Snapshot Score.

1. Oregon’s Statewide Information Security Program Plan.

1. Proposer shall comply with the Statewide Policy on Cyber and Information Security, DAS Statewide Policy 107-004-052, found online at https://www.oregon.gov/das/Pages/policies.aspx#IT, pertaining to State systems and security, including its restrictions on offshore and foreign services.

Proposer’s response to this section must specifically address its capacity to meet the policy’s restriction on offshore and foreign services for the duration of the Contract. State if fully compliant services and personnel are available, and part of Proposer’s Proposal. If the Proposal includes optional or necessary offshore or foreign services, Proposer must include in its Proposal a statement describing:

a. The offshore and/or foreign services that Proposer intends to use to deliver the Solution and Services.

b. The benefit to the State of the offshore and/or foreign services.

c. That Proposer will ensure it has systems and controls in place that will protect Agency Data and the State’s networks in the event offshore or foreign services are allowed, and what systems and controls Proposer expects the State to have in place.

d. What steps Proposer is willing and able to take to fully meet the policy’s restrictions on offshore and foreign resources. Describe any additional steps Agency would be requested to take, and any additional costs Agency may incur if Proposer provided the System and Services using fully compliant services.

1. As necessary, Proposer shall sign a non-disclosure agreement regarding information received or processed on its equipment from the State of Oregon.

1. Proposer shall protect at all times State of Oregon sensitive and confidential information.

Round 1 MINIMUM SUBMISSION REQUIREMENTS Round 1 Proposal must address each of the items listed in this section and all other requirements set forth in this RFP.

2.3.1 Proposer Responsive/Responsibility Check and Disclosure Exemption Forms RFP Attachment A consists of four forms that Proposer shall complete and submit with its Proposal, preferably combined into a separate single file, with “Vol1” in the file name (e.g., “RFP #_Proposer Name_Vol1_Responsiveness.pdf”):

These four forms must be complete and bear the Proposer’s authorized representative’s Signature where requested by the form. Failure of Proposer’s authorized representative to sign the Proposal or these forms may result in rejection of the Proposal by DAS SPS as non-Responsive, non-Responsible, or both.

A-4 Disclosure Exemption Affidavit

· 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 submit a redacted version of the Proposal document(s) with the information Proposer is identifying as exempt.

· If Proposer is selected to participate in later rounds of competition and submits information it considers confidential or proprietary in those rounds, then Proposer must follow the same procedure as above (e.g., identify information, provide redacted copy, submit Disclosure Exemption Affidavit) for those rounds of competition.

2.3.2 Project Proposal

The Proposal is a narrative addressing each of the following submission elements listed below in 2.3.2.1 – 2.3.2.6. RFP Attachment B provides a set of forms to use or assist in developing the Project Proposal:

The Project Proposal information should be combined into as few files as reasonably possible with “Vol2” in the file name, for example:

· RFP #_Proposer Name_Vol2_Proposal.pdf (incorporating Attachments B-1 and B-3)

· RFP #_Proposer Name_Vol2_RTM.xlsx (completed Attachment B-2)

· And, if submitting a redacted version, then also a file RFP #_Proposer Name_Vol2_Proposal REDACTED.pdf Proposer’s narrative shall describe the Goods to be provided and/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, especially when such material makes required information difficult to locate.

2.3.2.1 Executive Summary (Scored)

Proposer shall provide an Executive Summary, not to exceed three (3) pages, that describes how the proposed CMMS Solution will meet Agency’s needs. The Executive Summary should serve to summarize how the functional and non-functional features will fulfill DOC’s needs.

The Executive Summary may also contain a high-level “block” diagram of the proposed CMMS Solution in addition to the three (3) pages. Proposer’s response shall delineate any potential single points of failure in the proposed CMMS Solution.

2.3.2.2 Administrative Proposal (Scored)

The Administrative proposal is a profile of Proposer’s Organization. This is Proposer’s opportunity to give an overview of its organization, describe the structure of its business, and discuss how its organization can effectively deliver the Solution required in this RFQ, including but not limited to:

a. Organization Overview

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

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

· Location of the office from which employees will be assigned to work on the proposed Solution for Agency.

· Information on COBID status, if applicable (this is a summary of the information provided in Attachment A-2.)

· Established business relationships with proposed subcontractors (e.g. hosting services vendor),

· Organization’s client base.

b. Key Persons, Organizational Chart and Subcontractors

· Key Persons. Specify key persons to be assigned to the Solution and include a resume (not to exceed two (2) pages each) for each individual. Resumes should demonstrate relevant experience, training, and other qualifications for the services described by this RFP.

· Organizational Chart. Provide an organizational chart identifying the staffing that will provide the Solution required by this RFP, illustrating the lines of authority as appropriate. If the organizational chart will be different after implementation of the Solution, Proposal will include a separate organizational chart outlining the operations and maintenance staffing and 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.

c. Experience and Capabilities.

· Proposer should provide examples of at least three (3), but no more than five (5) successful implementations of projects with similar size, scope, and/or complexity as the Solution sought in this RFQ with one (1) of those being completed within the past three (3) years. Preference would be given to Proposer who provides a detailed description of a similar system developed by the Proposer that is currently in operation, including how the system is being used by other entities.

· Completed Reference Check forms (Attachment B-3) should be included as part of the response for this subsection. Note that DAS SPS and Agency reserve the option to contact references to verify information provided and the quality of previous services by Proposers.

2.3.2.3 Draft Statement of Work/Scope of Services (Scored)

Proposer must include a Statement of Work based upon the Scope of Services outlined in the Scope of Services (Section 2.2 above). Attachment B-1 SOW Template is provided as a guide and provides further instructions for developing a response.

The draft Statement of Work must include all tasks and deliverables required by Proposer to implement and maintain the proposed CMMS Solution.

2.3.2.4 Requirements Matrix (Scored)

Using Attachment B-2, Requirements Matrix Fit-Gap Analysis spreadsheet, Proposer must reflect the Proposer’s ability and intention to satisfy the list of required functional and business requirements described. Instructions for completing the Requirements Matrix are included on the “Instructions” worksheet.

NOTE: the Requirements Matrix Fit-Gap Analysis describes a series of Mandatory Requirements. If the proposed solution cannot meet or satisfy all of the Mandatory Requirements as indicated by the Proposer’s response, then the Proposal will be considered non-Responsive and be rejected.

The Successful Proposer creates and configures a Requirements Traceability Matrix (“RTM”) that describes its process for reconciling all project Requirements of RFP Attachment B-2) to ensure Proposer has met Requirements for the Solution. The RTM will include Agency agreed upon structure/elements and ensure clear mapping to Design Documentation and gap analysis identification between design Requirements and Solution capability. The Successful Proposer must be able to support requirement revisions throughout the implementation and lifecycle of their proposed Solution and shall maintain the RTM throughout the life of the contract. Prior to Final Acceptance, Proposer shall reconcile all requirements against the delivered, tested Solution to ensure Proposer has clearly and transparently met each requirement.

2.3.2.5 Licenses and Other Agreements

Proposer shall provide its proposed Support and Maintenance agreement, and any software licenses, End User License Agreements, subscription agreements, other third-party agreements that would be required for Agency to use Proposer’s proposed CMMS Solution.

* Software licenses and the support and maintenance agreement are excluded from the Proposal page count limit, if any.

2.3.3 Price Proposal

Proposer provides an estimated total cost of ownership (“TCO”) for their proposed solution, covering all project phases and five full years of operations and maintenance, to meet the in-scope goals, objectives, and requirements described in this RFP. At a minimum level of detail, the Price Proposal must provide a detailed breakout of one-time implementation fees, licensing, integration, on-going usage costs, and any assumptions Proposer uses for these costs (e.g. which costs included in the TCO are the responsibility of the Agency).

RFP Attachment C provides detailed instructions and a suggested form and format for the Price Proposal. The Price Proposal must be submitted as a separate single file, with “Vol3” in the file name (e.g., “RFP #_Proposer Name_Vol3_Price.pdf”).

PROPOSAL DRAFTING

Proposal must address each of the items and requirements set forth in this RFP. Proposal must follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection must be clearly labeled to indicate the item being addressed.

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.

EVALUATION OVERVIEW

The Agency plans to conduct two rounds of evaluation:

Round 1: Evaluation of the Written Proposals submitted in response to this RFP Round 2: Evaluation of Product Demonstration & Interviews At their discretion, DAS SPS and Agency may, during any evaluation round, elect to conduct additional evaluation activities of the Proposers participating in that round. Alternatively, DAS SPS and Agency may elect to establish a “competitive range” (short list) of Proposals for evaluation in subsequent competitive rounds that includes all or only some of the Proposers from a previous round, based primarily on a natural break in the distribution of scores but DAS SPS and the Agency may also consider other factors to distinguish a group of Proposers for further evaluation. DAS SPS and the Agency may also forgo conducting additional evaluation rounds at any time to issue a Notice of Intent to Award or cancel the RFP.

PRE-PROPOSAL CONFERENCE

There will be no Pre-Proposal Conference.

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 submitted to OregonBuys (preferred) or email to SPC. If submitted by email to SPC, then also include Reference the OregonBuys bid number in the subject line and 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 RFP 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 as set forth in Section 5.4 Contract Negotiations.

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

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 respective Amendment

PROPOSAL DELIVERY

Proposer’s Responsibilities

(a) Proposal Meets RFP Requirements. Proposer is solely responsible for ensuring its Proposal, including all required submittal items, meets the requirements outlined in this RFP.

(b) Signed by Authorized Representative. Proposer’s authorized representative must sign their Proposal and each of the Attachment A Responsiveness/Responsibility Check documents. Failure of Proposer’s authorized representative to sign these documents may subject the Proposal to rejection by DAS SPS

(c) Submit to OregonBuys by the Bid Opening Date and Time.

(1) Proposer is responsible to ensure their Proposal (all Volumes) are submitted to OregonBuys by or before the RFP Bid Opening Date and Time. DAS SPS is not responsible for any delays in transmission errors or delays, or for any mis-delivery for any reason.

(2) The Bid Opening Date and Time is the Proposal Due Date and Time. OregonBuys will not accept proposals or file uploaded at or after the Bid Opening Date and Time.

(3) A Proposal submitted by any means other than OregonBuys will be rejected.

(4) A Proposal received after Bid Opening Date and Time is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

3.6.2 File Format

Acceptable electronic file formats: .doc, .docx, .pdf, .xls, .xlsx

3.6.3 OregonBuys Submission

Detailed instructions on how to submit a Proposal and upload the electronic files can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

Contact the OregonBuys Supplier Help Desk using the email and phone numbers provided on the OregonBuys landing page for assistance with the use or operation of OregonBuys.

3.6.4 No Other Submission Method is Authorized or Permitted (e.g., email, email attachment(s), printed matter, etc.). Proposals submitted by any method not expressly listed above will be neither accepted nor considered.

PROPOSAL MODIFICATION OR WITHDRAWAL

Before Bid Opening Deadline, the Proposal may be deleted or withdrawn at any time.

After Bid Opening Deadline

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 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. 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, the State parties may waive mistakes in accordance with OAR 125-247-0470.

Responsibility Determination Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. At any time prior to award, Agency may reject a Proposer found to be not Responsible.

Proposal Evaluation Proposals meeting all Responsiveness requirements are independently evaluated by members of an Evaluation Committee (“Evaluators”). Evaluation Committee membership may change during or between evaluation rounds, and Evaluators may score all or only a subset of the Evaluation activities in an evaluation round..

Proposals submitted in response to this RFP will be evaluated and scored against the evaluation activities and criteria explained below.

Evaluation may include objective and/or subjective evaluations of proposal components. Each evaluation component is scored and converted to a point scale indicating the relative weight of each scored component. The Evaluator scores of each subjectively scored component are averaged to produce a score for that component, and all component scores are then summed to produce the total score for the Proposal.

Objective Scoring. Objective Scoring uses a formula, algorithm, or other repeatable metric to measure the evaluation component against a pre-determined benchmark(s) to generate a point value.

a) Proposer’s Price Proposal score is determined using the 5-year total cost of ownership from the Proposer’s Price Proposal (see Attachment C, Price Proposal Worksheet). Price Proposal must include all costs associated with the proposed solution, including implementation and maintenance and operation services, hosting and software licensing fees, one-time or special fees, etc.

Proposal Price being scored

b) Proposer’s Requirements Matrix score is determined by the point values assigned to Proposer’s responses in Attachment B-2, Requirements Matrix Fit/Gap Analysis.

Subjective Scoring. Subjective Scoring is a qualitative, subjective assessment of how well a Proposer addresses the elements and essentials prescribed in each scored submission requirement, to demonstrate the Proposer’s knowledge and likely capacity and capability to develop, deliver, and perform in the context of the relevant Tasks and Deliverables.

In Subjective Scoring, Evaluators perform their assessment of how well a given evaluated component performs against the provided criteria in the RFP and relative to other proposals received. Evaluators follow the guidance set out in the Subjective Scoring Guidance table below to assign a percentage score for the evaluated component. The percentage score is then converted to a point value from the total points available for the Evaluation Activity component.

Subjective Scoring Guidance

* Proposals evaluated under this guidance have met minimum submission requirements for Responsiveness and Responsibility.

EVALUATION ACTIVITIES – ROUND 1

The following table identifies the Evaluation Activities in Round 1 for the Proposals received and their weighted maximum points possible:

Subjective Components

Objective Components

Price Proposal (Calculated)

Proposals are then ranked according to their total score. The State Parties, in their discretion, may determine to award the contract in accordance with Section 4 Award and Negotiation, or to establish a Competitive Range to indicate the Proposers who will be invited to participate in a subsequent round(s) of competition.

PREFERENCES

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

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, Agency 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 Agency 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 125-246-0300.

EVALUATION ACTIVITIES - ROUND 2

Proposers in the Competitive Range at the end of Round 1 Evaluations, if any, will be invited to participate in Round 2 Evaluations. Round 2 Evaluation Activities tentatively include scored product demonstrations and interviews, but the specific activities are subject to change and will be announced on or about the same time as the Round 1 Results and Competitive Range announcement.

RANKING OF PROPOSERS

Agency will rank all Proposers at the conclusion of each round. For each Proposal in each round of competition, the SPC will average the Evaluation Activity scores from each Evaluator scoring that Evaluation Activity and then sum all Evaluation Activity scores for that Proposal to determine Proposal’s score for that round.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer at the conclusion of any Evaluation Round without additional rounds of competition. If a Round 2 Evaluation is conducted, however, the Round 1 and 2 scores will be combined to determine the final Round 2 ranking.

If additional Evaluation Rounds are conducted after a Round 2, scores will not carry forward. Agency will score and rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

COMPETITIVE RANGE

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

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.

Agency 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 Agency.

AWARD AND NEGOTIATION

AWARD NOTIFICATION PROCESS

1.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest-ranking Responsible Proposer based upon the scoring methodology and process described in Section 3. Agency may award less than the full Scope of Work defined in this RFP.

1.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Contract to the selected Proposer subject to successful…