Solicitation_No.S-10700-00017778_Primary_Document.pdf

RFP No. S-10700-00017778 – Supply of Vehicles and Related Goods for Fleet-use Transportation

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STATE OF OREGON

COVER PAGE

The Department of Administrative Services – State Procurement Services [“DAS – SPS”] issues this Request for Proposals (RFP) under OregonBuys Bid Number S-

10700-00017778 for

Supply of Vehicles, Related Goods and Services

Date of Issue: September 16, 2026

Closing Date and Time: October 26, 2026 @ 5:00 PM

Single Point of Contact (“SPC”): John Starrs

Address: 155 Cottage Street NE

City, State, Zip Salem, OR. 97301

Phone (voice) 971-349-2539

E-mail: John.Starrs@Das.Oregon.Gov

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

Approved for Release by Jeff Wheeler, Sr. Assistant Attorney General on September 16, 2026.

mailto:John.Starrs@Das.Oregon.Gov

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LIST OF ATTACHMENTS

ATTACHMENT A – Sample Price Agreement

ATTACHMENT B – Proposer Information and Certification Form

ATTACHMENT C – COBID Certification / Outreach Form

ATTACHMENT D – Proposal Bid Form

ATTACHMENT E – Disclosure Exemption Certificate Form

ATTACHMENT F – Responsibility Inquiry Form

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon [“State”], acting by and through the Department of Administrative Services;

State Procurement Services [“DAS – SPS” or “Agency”], issues this Request for Proposal (“RFP”) for fleet vehicles, related Goods and Services to vehicles for required maintenance and warranty upkeep. Vehicle types include, but are not necessarily limited to, new passenger cars, vans, trucks, police, sport utility, crossover utility and certified pre-owned, collectively referred to as “Goods.” Vehicles using various fuel types including electric are expected to be offered.

Executive Order No. 20-04 outlined greenhouse gas reduction goals of at least 45 percent below 1990 emissions levels by 2035 and at least 80 percent below 1990 emissions levels by 2050.

Based on the Legislative Assembly findings and goals for zero emission vehicles as outlined in Oregon Revised Statutes (“ORS”) 283.398, the State has adopted goals (codified in ORS 283.327) to increase the number of zero emission and alternative fuel vehicles in the State fleet.

Additional details on the Scope of the Goods or Services or both are included in the Scope of Work/Specifications section.

DAS – SPS anticipates at least 3 price agreements per Make or Brand from this RFP.

The initial term of any price agreement is 3 years with options to renew up to a cumulative maximum of 7 years.

DAS – SPS, all Oregon state agencies and OrCPP Members (collectively, the “Authorized Purchasers”) will use purchase orders to obtain Goods pursuant to the terms of the price agreement and issued in accordance with the terms and conditions described in Attachment A, Sample Price Agreement. Proposers are advised there is no guarantee of any specific volume of purchases under an awarded Price Agreement.

Agency reserves the right to conduct separate solicitations, award project-specific agreements or purchase orders for Goods and related Goods like those described in this RFP. This action, though allowed by law, is used if requirements are not met using existing price agreements.

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1.2 SCHEDULE

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

All dates listed are subject to change.

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page. Proposer must direct all communication, including technical or contractual requirements, the RFP process, or any other provision only to the SPC.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency issues this RFP pursuant to authority under ORS 279A.050 and OAR 125-246-0170(2).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of methods for Competitive Sealed Proposals, including optional procedures via the following: a) Competitive Range; b) Discussions and Revised Proposals; c) Negotiations; d) Revised negotiations; e) Added rounds of negotiations;

and f) Best and Final Offer methods.

2.2 DEFINITION OF TERMS

Event Date

Time

Pre-Proposal Conference September 30, 2026 2:00 PM

Last Date/Time for Bidder to submit Questions October 14, 2026 5:00 PM

Last Date/Time for DAS-SPS to provide Answers October 15, 2026 5:00 PM

Last Date/Time for Protest of RFP October 19, 2026 5:00 PM

Last Date/Time for Submitting Proposal October 26, 2026 5:00 PM

Appx. Date DAS-SPS issues Notice of Intent to Award November 4, 2026 5:00 PM

Last Date/Time to protest Notice of Intent to Award November 11, 2026 5:00 PM

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For this RFP, capitalized words are defined either below or in OAR 125-246-0110 .

Authorized Purchaser means any state agency or an OrCPP Member. OrCPP Member is defined below in this list.

Base Model means a new vehicle with standard, entry-level trim package.

Biodiesel means renewable fuel manufactured from vegetable oils, animal fats or recycled, cooking grease specifically for use in diesel-powered vehicles.

Body Upfit means the addition of a body type mounted to a Cab/Chassis base. Examples include dump, service box and crane bases and arms.

Brand means a name of a manufacturer or a trade name used by a manufacture. Example would be Hyundai – which is a brand under KIA.

Cab/Chassis means a vehicle with only a cab and chassis rails.

Certified, Pre-owned means any vehicle meeting the manufacture’s criteria for this designation. Agency prefers vehicles to be 3 years old or newer and no more than 25,000 miles, free of defects, rust and any malfunctions.

Compact Car: means a passenger car with a combined interior and cargo volume of 100–109 cubic feet. Some examples include Chevy Cruz, Honda Civic, Hyundai Elantra, Nissan Sentra, Subaru Impreza, Toyota Corolla and Volkswagen Jetta.

Compact CUV or SUV means a CUV or SUV approximately between 12 and 14 feet, respectively. Examples include Chevy Equinox, Honda CR-V, Hyundai Tucson, Jeep Compass, Kia Sportage, Subaru Forester, Toyota Rav-4 and Volkswagen Tiguan.

Electric Vehicle (“EV”): means a vehicle that uses one or more electric motors or traction motors for propulsion. Vehicle may be powered through a collector system by electricity from off-vehicle sources, or may be self-contained with a battery, solar panels or an electric generator to convert fuel to electricity.

Fleet Vehicle means a group of motor vehicles owned by a business, government agency or other public organization.

Full Size Car: means a passenger car with a combined interior and cargo volume of 120 cubic feet or more. Some examples include Chevy Impala, Dodge Charger, Kia Cadenza, Nissan Maxima and Toyota Avalon.

Full-Size Van/Cargo means a van characterized by a large, boxy appearance, short hood, and very heavy cargo/passenger-hauling capacity. Examples include Chevy Express, Ford Transit, Mercedes Sprinter and Dodge Ram Promaster.

Hybrid Vehicle: means a vehicle that uses two or more distinct types of power.

Mid-Size Car: means a passenger car with a combined interior and cargo volume of 110-119 cubic feet. Some examples include Chevy Malibu, Ford Fusion, Honda Accord, Hyundai Sonata, Kia Optima, Nissan Altima, Subaru Legacy, Toyota Camry and Volkswagen Passat.

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Mid-Size CUV/SUV: means a CUV or SUV that is between 14 and 16 feet in length.

Examples include Dodge Journey, Ford Explorer, GMC Acadia, Hyundai Santa Fe, Jeep Grand Cherokee, Kia Sorento, Nissan Pathfinder, Subaru Outback and Toyota 4Runner.

Minivan: means a small van designed to transport passengers in the rear seating rows.

Examples include Dodge Grand Caravan, Honda Odyssey, Kia Sedona, Nissan Quest and Toyota Sienna.

Model: means the manufacturer designation, which identifies a particular vehicle that a manufacturer produces.

Model Year means the calendar year of a manufacturer’s annual production period.

OrCPP Members means the Oregon Cooperative Procurement Program whose members are public entities and have an intergovernmental agreement with the state of Oregon allowing access to statewide price agreements. Some examples of members are cities, counties, school districts, Oregon universities and community colleges.

One Ton Pickup: means a Class 3 or higher (GVWR 10,000 lbs. or more) medium-duty truck having an enclosed cab and an open cargo area with low sides and tailgate. Some examples are Chevrolet Silverado/GMC Sierra 3500, Ford F-350, Ram 3500.

Pursuit Rated Vehicle means a police vehicle enhanced to support the tougher duty cycles of patrol vehicles.

Services means performing preventative maintenance, repairs, replacement of parts or any other related work to vehicles for which the contractor is authorized by the manufacture to complete.

Small Pickup: means a Class 1 (GVWR up to 6,000 lbs.) light-duty truck having an enclosed cab and an open cargo area with low sides and tailgate. Some examples include Chevy Colorado, Honda Ridgeline, Nissan Frontier and Toyota Tacoma.

Special Service Vehicle (Non-Pursuit): means a specialized vehicle generally heavier-duty and may come with specialized option packages for specific tasks, not recommended by the manufacturer for use as pursuit vehicles.

Sport Utility Vehicle (“SUV”): means vehicles based on a truck platform that combine elements of road-going passenger cars with features from off-road vehicles.

Standard Equipment: means the equipment in a Vehicle Model from the manufacturer before any upgrade package, trim or options are added.

Sub-Compact Car: means a passenger car with a combined interior and cargo volume of 85–99 cubic feet. Some examples include Chevy Sonic, Ford Fiesta, Kia Rio, Toyota Yaris, Nissan Versa, Honda Fit and Hyundai Accent.

Sub-Compact CUV/SUV means a CUV or SUV 13 feet or less in length. Examples

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Trim Package: means a vehicle's level of equipment or special features.

Van: means vehicle with a boxy shape and high roof, rear or side doors used for transporting goods or passengers.

½ Ton Pickup means a Class 2a (GVWR 6,001 to 8,500 lbs.) light-duty truck having an enclosed cab and an open cargo area with low sides and tailgate. Some examples include Chevy Silverado 1500, Dodge Ram 1500, Ford F-150, Nissan Titan and Toyota Tundra.

¾ Ton Pickup means a Class 2b (GVWR 6,001 to 8,500 lbs.) light-duty truck having an enclosed cab and an open cargo area with low sides and tailgate. Some examples are Chevrolet Silverado/GMC Sierra 2500, Ford F-250, Nissan Titan XD, Ram 2500.

2.3 OVERVIEW AND PURPOSE

The purpose of this RFP is to establish multiple price agreements per Manufacture or Brand of vehicle offered. All agreements will be used by state agencies and current ORCPP members to purchase vehicles in support of their fleet requirements. The initial term of each agreement will be 3 years with options to renew. The renewal term length will be decided at least 60 days before the expiration of the current term in effect. Maximum length of a price agreement, with renewals, will be 7 years. Categories of vehicles are provided in Attachment D – Proposer Bid Form.

2.4 SCOPE OF WORK/SPECIFICATIONS

Proposers are instructed to provide vehicle pricing in terms of a percentage discount calculated from the current Manufactured Suggested Retail Price [MSRP] for each base model offered.

Proposers are asked to offer new and certified, pre-owned vehicles.

New vehicles are to be no older than one year from the manufacturer’s current model year, unused, free of damage, rust, and any other defects which affect appearance or serviceability.

Certified, pre-owned vehicles will be accepted as optional Goods. Only vehicles which meet the manufacture or authorized dealership’s criteria for eligibility in qualifying as a certified, pre-owned vehicle will be acceptable. Agency’s preference is for vehicles to be not more than 3 years old from the current model year and not more than 25,000 miles, free of damage, rust, and any other defects which affect appearance or serviceability. Pricing for Certified pre-owned vehicles should be provided in terms of best and final offer. Certified pre-owned WILL NOT be part of the evaluation process in determining an award of a price agreement.

All vehicles must be designed, equipped and assembled for their intended use. No alterations shall be made to a vehicle which prohibits the equipment from performing as intended.

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All Base-Model vehicles must include OEM standard features, equipment, and components, manufacturer or dealer installed according to the manufacturer’s standard procedures, requirements, specifications, user manuals and two (2) sets of “keys”.

Optional equipment, trim packages, factory-installed or aftermarket Goods may be offered but must be clearly identified in the proper Tab within Attachment D – Proposer Bid Form.

All vehicles must comply with current Federal and State laws, requirements, and regulations applicable to the type and class of vehicles. This includes, but not limited to, Federal Motor Vehicle Safety Standards (“FMVSS”), Occupational Safety and Health Administration (“OSHA”), Environmental Protection Agency (“EPA”) Standards.

Any specifications, safety and environmental requirements, or other requirements applicable to the Goods or related Services imposed by Federal or State legislation which may become effective during the term of an awarded Price Agreement, such new requirements will automatically be incorporated into the Price Agreement as dictated. The Contractor shall meet or exceed any applicable requirements of Federal and State laws and regulations. If an apparent conflict exists, the Contractor must contact the SPC immediately.

Any required installation Services must be completed by manufacturer, authorized dealer or authorized sub-contractor certified to perform such Service. Installer must certify each completed vehicle conforms to all FMVSS standards and requirements. All modifications must have National Highway Traffic Safety Administration (“NHTSA”) certification, where applicable.

Vehicles received by Authorized Purchasers must not contain any dealer’s advertising or identification (name, logos, etc.) including all base equipment, OEM options, accessories, implements, OEM or 3rd-party replacement parts and the components of such parts. Any manufacturer’s advertising or identification (name, model, logos, etc.) is permitted if it is standard practice.

Acceptable vehicle fuel options include gasoline (E-10), diesel, biodiesel, renewable diesel, natural gas (compressed or liquefied), ethanol flex (E-85), liquefied petroleum gas, hydrogen cell and all forms of electric. Additional fuel types for powering vehicles may be accepted if become available after initial award of a price agreement provided it is approved by DAS – SPS and confirmed through amendment to all price agreements.

SECTION 3: PROPOSER SUBMISSION REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS – DOCUMENTS MEETING BELOW CRITERIA

3.1.1 Manufacturer or Authorized Dealer: If the Proposer is not the vehicle manufacturer, the Proposer must provide a valid, signed authorization from the manufacturer stating Proposer is an authorized distributor, dealer or service representative and is authorized to represent the manufacturer's Goods.

3.1.2 Certificate: Proposer must possess and maintain a valid, current Oregon dealer certificate issued under ORS 822.020 allowing the sale of vehicles proposed.

3.2 MINIMUM DOCUMENTATION – DOCUMENTS REQUIRED TO COMPLETE BY PROPOSER

• Attachment B – Proposer Information and Certification Form. Signed.

• Attachment C – COBID Certification / Outreach Form

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• Attachment D – Proposal Bid Form – submitted as separate file

• Attachment E – Disclosure Exemption Certificate Form

• Attachment F – Responsibility Inquiry Form

3.3 ELECTRONIC ENTRY

Proposer must submit its complete Proposal electronically through OregonBuys.

All Proposers are required to be registered in OregonBuys which is the State’s eProcurement platform for all solicitations.

To register, the link below takes you to OregonBuys’ Home page. There you will see “New Supplier Registration” in the upper, right-hand corner. Click to begin.

OregonBuys - /view/login/login.xhtml

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.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

This RFP and Attachments are published in OregonBuys at https://oregonbuys.gov/.

Documents will not be mailed to prospective Proposers.

Modifications, if any to this RFP, are made by written Addenda and published in OregonBuys.

The OregonBuys system will automatically generate an Email to all registered suppliers notifying the supplier of a recent change to the RFP status. However, OregonBuys is set up to send Auto-generated email once an addendum has been published. However, all proposers are cautioned that it is solely their responsibility for monitoring OregonBuys to determine if any addenda have been issued. All addenda issued are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Voluntary Pre-Proposal conference will be held virtually via Microsoft Teams on the date and time listed in the schedule of events. The purpose of the conference is to highlight noteworthy areas of the solicitation and answer any questions or clarifications by proposers.

Statements made during the conference are not binding unless they are put in writing and added to the RFP through an addendum.

Participation is confirmed by emailing the SPC requesting an invitation with all email addresses included in the meeting request.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline, method of award, or https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/

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4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP / Addenda (Amendments)

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 Price Agreement. This is a prospective Proposer’s only opportunity to protest the provisions of the RFP, except an Amendment as provided below.

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.

4.4.2 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:

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

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

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

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

Protests to an Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL SUBMISSION METHOD

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason.

A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Proposal submission must be provided electronically through OregonBuys.

Detailed instructions on how to submit a Proposal are provided here using the link below:

OregonBuys Vendor Formal Solicitation Response.pdf

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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Proposers wishing to make modifications to a Proposal already submitted, must advise the SPC of its intentions via email, cancel the existing submission and re-submit the modified version before Closing (Opening Date shown in solicitation) of the RFP.

Proposers wishing to withdraw their submitted Proposal must submit an email to the SPC by an authorized representative and clearly state its intent to withdraw. Email to the SPC must be received prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

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

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

4.8 PUBLIC OPENING

A Public Opening will not be held. Names of Proposers whose submissions received by the due date and time will be documented. 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.

4.9 PROPOSAL REJECTION

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

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

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

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

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

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

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

4.10 EVALUATION PROCESS

4.10.1 Responsiveness Determination

4.10.1.1 Responsiveness Determination

All Proposals received on or before the Closing Date and Time will be reviewed to determine if it meets the RFP requirements stated in Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements).

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If any Proposal is unclear, the SPC may request clarification from the Proposer.

Clarifications received may not be used to rehabilitate a potential, non-Responsive Proposal. Agency may waive mistakes in accordance with OAR 125-247-0470.

If all above requirements are met, the Proposer is deemed Responsive and eligible for advancing to the evaluation stage conducted by the evaluation committee.

4.10.2 Evaluation Criteria

THE FOLLOWING WILL BE EVALUATED AND SCORED:

ATTACHMENT D – PROPOSAL BID FORM

ALL TABS PROPOSER ELECTS TO COMPLETE WITH THE EXCEPTION OF THOSE

BELOW:

• GENERAL

• INSTRUCTIONS

• CERTIFED, PRE-OWNED

• TYPES NOT LISTED

Each Proposal meeting Responsiveness requirements will be independently evaluated by members of the Evaluation Committee. Evaluation Committee members may change, and Agency may have additional or fewer evaluators for additional rounds of competition, if created.

SPC may request clarification on a submitted Proposal to better assist the evaluation committee in scoring. Any response to a clarification may only explain an existing portion of the submission and not contain new information.

4.10.3 EVALUATION / SCORING

All Proposals deemed Responsive (See Section 4.10.1.1) will be evaluated and scored using a point system.

Proposals will be grouped by Make/Brand and evaluated/scored compared to each other.

Attachment D – Proposal Bid Form with 13 TABS will be the only document evaluators will review and score. 9 will be evaluated and scored as follows:

8 of the tabs are vehicle types with each tab having 13 columns. 4 of these will be scored.

These 4 columns are H, I M, and N. Below is an example using Column I.

• Proposer with the lowest Sub-Total NET Price (Column I) receives 50 pts.

• Proposer with 2nd lowest Sub-Total NET Price (Column I) receives 40 pts.

• Proposer with 3rd lowest Sub-Total NET Price (Column I) receives 30 pts.

• Proposer with 4th lowest Sub-Total NET Price (Column I) receives 20 pts.

• Proposer with 5th lowest Sub-Total NET Price (Column I) receives 10 pts.

• Proposer with 6th lowest Sub-Total NET Price (Column I) receives 0 pts.

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The last scoring tab is Service Locations within Oregon. This tab will be evaluated on the Shop Rate amount. And ranked using the same method as above – 1st through 6th.

4.10.4 PREFERENCES

4.10.4.1 Oregon Supplies and Services - RESERVED

4.10.4.2 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, Agency shall add a percentage increase to each out-of-state Proposer's bid price equal to the percentage preference given to a resident Proposer within the proper’s state.

4.10.4.3 Recycled Materials - RESERVED

4.10.4.4 Tiebreakers

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

4.11 RANKING OF PROPOSERS

The SPC will document the score for each qualifying Proposal and divide score by the number of evaluators in the committee to achieve a final score.

After any applicable preference has been applied, DAS – SPS will determine the rank of each Proposal using the highest score and all others in successive ranking order. These scores will be used to determine the apparent, successful Proposers for award of a price agreement.

If additional rounds are conducted, DAS – SPS will advise all Proposers of the criteria to be used for each round and will rank Proposers at the conclusion of each subsequent round.

4.12 Responsibility Determination

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

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

DAS – SPS intends to award price agreements to the 3 highest-ranking, Responsible Proposers per Make or Brand . However, DAS – SPS reserves the right to award more, or less, if it is deemed to be obvious or in the best interest of the State. Example of more than 3 agreements would be to allow for geographical coverage.

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5.1.2 Intent to Award Notice

DAS – SPS will notify all Proposers of any intending awards through OregonBuys.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

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

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

• All higher ranked Proposals are non-Responsive.

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

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

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

Chapter 279B or ORS Chapter 279A.

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

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

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

5.2.2 Response to Protest

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

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposers selected for an award will be required to comply with the following:

5.3.1 Insurance

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

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5.3.2 Taxpayer Identification Number

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

5.3.3 Business Registry

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

5.3.4 Pay Equity Certification

If selected for award, the Price Agreement value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer must submit 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 Proposers provide this prior to any execution of a price agreement.

5.3.5 Nondiscrimination in Employment

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

5.3.6 Other Required Information - RESERVED

5.3.7 PRICE AGREEMENT NEGOTIATION

After selection of a successful Proposer, Agency may enter into Price Agreement 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 Price Agreement (Attachment A), except for those terms listed below for negotiation.

Proposer must review the attached Sample Price Agreement and note exceptions.

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

Following the selection of the apparent successful Proposers, Agency may agree to negotiate changes to some provisions of the sample price agreement. However, Agency is not required http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

DAS Procurement Services, Version from Mandatory Use Template Link dated July 9, 2026 Page 16 of 17 to make any changes, and many provisions cannot be changed. Proposer is cautioned the state 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. If the parties have not reached mutually agreeable terms within 30 calendar days, Agency, at its discretion, may terminate negotiations and initiate discussions with the next highest-ranking Proposer.

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

• Choice of law

• Choice of venue

• Constitutional requirements

• Applicable Federal and State law

• Vendor Collected Administrative Fees (Details in Exhibit D of Attachment A)

• Volume Sales Reports [VSR] submitted quarterly (Details in Exhibit D of Attachment A)

5.3.8 Contractor Selection Methodology

Since multiple price agreements are anticipated to be awarded, Authorized Purchasers may choose to use the criteria below to determine a final contractor for purchase:

• Highest-ranking Contractor.

• A list of most-purchased items to compare to each awarded Contractor.

SECTION 6: ADDITIONAL INFORMATION

6.1 STATEMENT OF VALUES

The State of Oregon is committed to taking steps towards promoting fair and accessible procurement processes for all small and resource limited businesses by reducing obstacles and negative impacts. We encourage all interested businesses to participate in this contracting opportunity.

6.2 CERTIFIED FIRM PARTICIPATION

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

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

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

If a price agreement has any subcontracting opportunities, the successful awardee is required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment C) prior to the use of the subcontractor subject to this criterion.

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

DAS Procurement Services, Version from Mandatory Use Template Link dated July 9, 2026 Page 17 of 17

6.3 AGENCY USE OF FEDERAL GRANTS OR SUBSIDY APPLICATION FOR ACQUISITION

Proposers are advised, if awarded a price agreement an authorized purchaser may use funding from the federal government to secure purchasing of Goods listed in an awarded price agreement. In such cases, the authorized purchaser will forward a separate set of provisions and guidelines for the contractor to review. Due to the stringent federal language of certain grant disbursements, compliance with such provisions and guidelines must be agreed upon before a transaction of purchase is accepted.

6.4 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.

6.5 OWNERSHIP/PERMISSION TO USE MATERIALS

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

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

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

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor any State agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP or a Price Agreement award, or the rejection of any Proposal.

6.7 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.