State of Oregon

Cover Page

Department of Administrative Services, Procurement Services, on behalf of State Agencies and Oregon Cooperative Procurement Program Participants

Information TECHNOLOGY PROFESSIONAL BUSINESS SERVICES

Request for Proposal (RFP)

rfp #DASPS-1348-17

Date of Issue: May 2, 2017

Closing Date: June 6, 2017

Single Point of Contact (SPC):Lori Nordlien, IT Procurement Strategist

Address:1225 Ferry St. SE

City, State, ZipSalem, OR 97301

Phone (voice)(503) 378-6781

Phone (fax)(503) 373-1626

E-mail:

Page 1 of 47

Table of Contents

SECTION 1:GENERAL INFORMATION...... 3

1.1INTRODUCTION...... 3

1.2SCHEDULE

1.3SINGLE POINT OF CONTACT (SPC)

SECTION 2:AUTHORITY, OVERVIEW, AND SCOPE...... 4

2.1AUTHORITY AND METHOD

2.2DEFINITION OF TERMS

SECTION 3:PROCUREMENT REQUIREMENTS AND EVALUATION

3.1MINIMUM PROPOSER REQUIREMENTS

3.2MINIMUM SUBMISSION REQUIREMENTS

3.3[ROUND 1] PROCUREMENT PROCESS

3.4[ROUND 1] PROPOSAL CONTENT REQUIREMENTS

3.5[ROUND 1] EVALUATION PROCESS...... 23

3.6[ROUND 1] NEXT STEP DETERMINATION...... 26

3.7[ROUND 1] COMPETITIVE RANGE...... 26

3.8[ROUND 2] PROCUREMENT PROCESS...... 26

3.9[ROUND 2] EVALUATION PROCESS...... 26

3.10[ROUND 2] NEXT STEP DETERMINATION...... 26

3.11POINT AND SCORE CALCULATIONS...... 27

3.12RANKING OF PROPOSERS...... 27

SECTION 4:AWARD AND NEGOTIATION

4.1AWARD NOTIFICATION PROCESS

4.2INTENT TO AWARD PROTEST

4.3APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

4.4MASTER SERVICE AGREEMENT NEGOTIATION

4.5COMPETITIVE CONTRACTOR SELECTION METHODOLOGY FOR WORK ORDER CONTRACTS...30

SECTION 5:ADDITIONAL INFORMATION...... 30

5.1Cobid Participation...... 31

5.2GOVERNING LAWS AND REGULATIONS...... 31

5.3OWNERSHIP/PERMISSION TO USE MATERIALS...... 31

5.4CANCELLATION OF RFP; REJECTION OF PROPOSALS; NO DAMAGES...... 31

5.5COST OF SUBMITTING A PROPOSAL...... 31

5.6STATEWIDE E-WASTE/RECOVERY POLICY...... 31

5.7RECYCLABLE PRODUCTS...... 31

5.8PRINTING, BINDING, AND STATIONERY WORK...... 31

5.9CHECKLIST DISCLAIMER...... 31

SECTION 6: LIST OF ATTACHMENTS...... 32

SECTION 1:GENERAL INFORMATION

1.1INTRODUCTION

The State of Oregon, acting by and through the Department of Administrative Services, Procurement Services (DAS or DASPS)is seeking to establish Master Price and Services Agreement(s)(MPSA) for IT Professional Business Services on an as-needed basis for current and future projects. These MPSA(s) may be used by agencies of the State of Oregon and the Oregon Cooperative Purchasing Program (ORCPP)(Authorized Purchaser).

Proposers are not expected to propose on all services being solicited with this RFP, only those services for which Proposer is qualified to perform. DAS anticipates making multiple awards. The service categories are listed in Section 3.4.6, Scope of Services. The Services Categories include:

  • Assessment and Planning
  • Project Management
  • Application Development, Integration andImplementation
  • Infrastructure Design and Implementation
  • Testing
  • Data Analysis and Reporting
  • Cyber Security
  • General Technical

The State intends to award by Service, not by Category. Proposer may submit a response for one or more of the Services listed in Section 3.4.6.

The State intends to award multiple MPSA(s) to the selected contractors provided the contractor meets the requirements of this RFP.This is not intended for temporary staffing companies.

The initial term of each MPSA will be for 1-5 years with a maximum term ending on or beforeDecember 31, 2025.

1.1.1Background and Overview

1.1.2Purpose

The purpose of this RFP is to provide Authorized Purchaser with multiple contractorswho have a given level of specialized employees to provide Authorized Purchaser with IT Professional Business Services covering one or more of the categorieslisted in Section 3.4.6 Proposers will be chosen for award of a MPSA based on their knowledge in one or more category, their qualifications, organizational performance history, and their capacity to meet Authorized Purchasers’project needs.

DAS anticipates entering into multiple MPSAs resulting from this RFP to meet Authorized Purchasers’ project needs while achieving the best combination of quality, service, and price. Key considerations throughout the term of the MPSAs will be a Contractor’scapability to maintain and provide skilled and experienced professionals to meet specific service requirements of Authorized Purchasersin one or more of the categories, and maintain competitive rates.

1.2SCHEDULE

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

Event / Date/Time
RFP Release to ORPIN / May 2, 2017
Voluntary Pre-Proposal Conference / May 9, 2017 10:00 AM PST
Questions / Clarification/Protests Due / May 16, 2017 2:00 PM PST
Answers to Questions / Clarification/Protest posted to ORPIN / May 19, 2017
Closing (Proposals Due) / June 6, 2017 2:00 PM PST
Evaluation Team Evaluates Proposer Response / June 13, 2017 = June 27, 2017
Competitive Range Announcement / June 27, 2017
Presentations, Demonstrations, or Interviews / July 11, 2017 – July 14, 2017
Issuance of Notice of Intent to Award (approx.) / July 14, 2017
Award Protest Period Ends / 7 days after posting of Intent To Award

1.3SINGLE 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 RFPonly to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFPprocess, or any other provision.

SECTION 2:AUTHORITY, OVERVIEW, AND SCOPE

2.1AUTHORITY AND METHOD

DAS is issuingthis RFP pursuant to its authority under OAR 125-246-0170(3) and Special Procurement No. 834-16, Amendment #1.

Special Procurement No. 834-16, Amendment #1, outlined the procurement processes to be used to acquire these Services. The procurement processes are more fully detailed in this RFP and include the following steps:

Step 1: Initial Request for Proposals. This initialRFP will: (1) establish one or more MPSA’s with Contractor(s) for IT Professional Business Services, and (2) also will define the on-going selection and procurement process for the IT Professional BusinessServices.

Step 2: Request for Quotes and Best Value Analysis. Once the initial MPSA’s are in place, as detailed in the Master Price and Services Agreement, Authorized Purchaser may, from time to time, issue request(s) for quotes from the MPSA Contractors that are capable of providing the neededIT Professional Business Services.

The request for quotes will identify the needed IT Professional Business Services, the specific category the requested Services fall into, the time periods for response, evaluation criteria, including costs, and any other issues applicable to the particular need. Authorized Purchaser will conduct a Best Value Analysis to determine the offer that best serve(s) the needs of the Authorized Purchaserin the particular circumstance(s). The Authorized Purchaser will use a Work Order Contract (WOC) substantially in the form ofMPSA-Attachment C of the Master Price and Services Agreement (Attachment A to this RFP). The WOC services can either be time and materials with a Not To Exceed compensation amount, or Deliverables based.

Step 3: MPSA Amendments and Shortened Solicitations. Once the initial MPSA’s are in place, DAS may, of course, amend each of the MPSA within the scope of this RFP.

DAS also may add other Contractorsor additional IT Professional Business Services job descriptions and roles within the scope of this RFP, by a Shortened Solicitation. When, and if, DAS PS determines that new contractors are available in the market place, DAS may conduct an additional Shortened Solicitation process. The additional Shortened Solicitationprocess will be conducted pursuant to the process and provisions set forth in this RFP.

The Shortened Solicitation Process will include: (1) issuance of a request for services, (2) a question and clarification period, (3) two (2) protest periods (one for contractual terms and specifications and one for notice of intent to award), and (4) a description of the evaluation process and criteria. The submitted responses will be reviewed and evaluated by an evaluation committee and additional MPSAs may be awarded.

2.2DEFINITION OF TERMS

2.2.1General Definitions.

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

SECTION 3:PROCUREMENTREQUIREMENTS AND EVALUATION

3.1MINIMUM PROPOSER REQUIREMENTS

To be considered for evaluation, the Proposal must demonstrate how Proposermeetsall requirements of this section:

3.1.1Proposer must submit a Proposal that addresses all requirements of this RFP, including Section 3.4.

3.1.2Proposer must have been in business for a minimum of three (3) years.

3.2MINIMUM SUBMISSION REQUIREMENTS

3.2.1Proposal Format and Quantity.

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

Proposals shall be succinct and to the point. Proposer shall not submit unnecessary marketing or advertising, extensive art work, unusual printing or other materials not essential to the utility and clarity of its Proposal.

Proposer shall submit its Proposal without extensive art work, unusual printing or other materials not essential to the utility and clarity of the Proposal. Proposer shall submit both a hard copy on white8 ½” x 11” and an electronic copy on electronic media such as thumb drive or CD.

Proposer shall submit an original, bearing Proposer’s authorized representative’s Signature, and 10electronic media such as thumb drive or CD, of the un-redacted Proposal. Proposer shall submit a fully redacted version of its Proposal on a separate thumb drive or CD clearly labeled “Redacted.”

Proposer shall submit its Proposal in a sealed package addressed to the SPC with Proposer’s name and the RFP number clearly visible on the outside of the package.

3.2.2Public Record/Confidential or Proprietary Information.

All Proposals are public record and are subject to public inspection after DAS issues the Notice of the Intent to Award.

If a Proposer believes that any portion of its Proposal contains any information that is a trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the Affidavit of Trade Secret (Attachment B) with its Proposal along with a fully redacted version of its Proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.410 through 192.505) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. DAS advises each Proposer to consult with its own legal counsel regarding disclosure issues.

3.2.3Authorized Representative.

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

3.3[ROUND 1] PROCUREMENT PROCESS

3.3.1Public Notice.

The RFP, including all Addenda and attachments, is published inthe Oregon Procurement Information Network (ORPIN) at RFP documents will not be mailed to prospective Proposers.

DAS shall advertise all Addenda on ORPIN. Prospective Proposer is solely responsible for checking ORPIN to determine whether or not any Addenda have been issued.Addenda are incorporated into the RFP by this reference.

3.3.2Questions / Requests for Clarification.

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

  • Be delivered to the SPCvia email, facsimile, or hard copy
  • Reference the RFP number
  • Identify Proposer’s name and contact information
  • Be sent by an authorized representative
  • 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 Clarificationidentified in the Schedule

3.3.3Pre-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 voluntary. Prospective Proposers may attend either in person or via conference call.

The purpose of the pre-Proposal conference is to:

  • Provide additional description of the project;
  • Explain the RFP process; and
  • Answer any questions Proposersmay have related to the project or the process.

The pre-Proposal conference will be held at the General Services Bldg, 1225 Ferry St., SE, Basement, East Mt. Mazama.

The conference call in number is: 888-557-8511 Participant Code 4659387

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

3.3.4Solicitation Protests.

3.3.4.1Protests to RFP.

Prospective Proposer may submit a written protest of anything contained in thisRFP, including but not limited to, the RFP process, Specifications, Scope of Work, andthe proposed Sample Master Service Agreement. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Addendaas set forth in Section 3.3.4.2 and Proposer may protestthe terms and conditions of the proposed Sample Master Service Agreement as set forth in Section 3.3.4.3.

3.3.4.2Protests to Addenda.

Prospective Proposer may submit a written protest of anything contained in the respectiveAddendum. Protests to Addenda, if issued, must be submitted by the date/time specified in the respective Addendum, or the next business day, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

3.3.4.3Protests must:

  • Be delivered to the SPCvia email, facsimile, or hard copy
  • Reference the RFP number
  • Identify prospective Proposer’s name and contact information
  • Be signed by an authorized representative
  • State the reason for the protest, including:
  • the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and
  • evidence or documentation that supports the grounds on which the protest is based
  • State the proposed changes to the RFP provisions or other relief sought
  • Protests to the RFP must be received by the due date and time identified in the Schedule
  • Protests to Addenda must be received by the due date identified in the respective Addendum
  • Protest Response.

DAS will respond timely to all protests submitted by the due date and time listed in the Schedule. Protests that are not received timely or do not include the required information may not be considered.

3.3.5Proposal Submission Options.

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Closing.DAS is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Proposal submitted by any means not authorized will be rejected.

3.3.5.1Submission through Mail or Parcel Carrier.

Proposalmay be submitted through the mail or via parcel carrier, andmust be clearly labeled and submitted in a sealed envelope, package or box. The outside of the sealed submission must clearly identify Proposer’s name and the RFP number. It must be sent to the attention of the SPC at the address listed on the Cover Page.

3.3.5.2Submission in Person

Proposal may be hand delivered, and must be clearly labeled and submitted in a sealed envelope, package or box. Proposal will be accepted, prior to Closing,during DAS’ normal Monday –Friday business hours of 8:00 am to 5:00 pmPacific Time, except during State of Oregon holidaysand other times when DAS is closed. The outside of the sealed submission must clearly identify Proposer’s name and the RFP number. It must be delivered to the attention of the SPC at the address listed on the Cover Page.

3.3.6Proposal Modification or Withdrawal.

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

If a Proposer wishes to withdraw a submitted Proposal, it shalldo so prior to Closing. Proposer shallsubmit a Written notice Signed by an authorized representative of its intent to withdraw its Proposal inaccordance with OAR 125-247-0440. The notice must include the RFP number and be submitted to the SPC.

3.3.7Proposal Due.

Proposal and all required submittal items must be received by the SPC on or before Closing. Proposalreceived after the Closing will not be accepted. All Proposal modifications or withdrawals must becompleted prior to Closing.

Proposalsreceived after Closing are considered LATE and will NOT be accepted for evaluation. Late Proposalswillbe returned to the respective Proposer or destroyed.

3.3.8Proposal Rejection.

DAS 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 in ink.
  • Proposer fails to meet the responsibility requirements of ORS 279B.110.
  • Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.
  • Proposer attempts to inappropriately influence a member of the Evaluation Committee.
  • Proposal is conditioned on DAS 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 Addenda.
  • Opening of Proposal.

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 in accordance with OAR 125-247-0630. However, DAS will record and make available the identity of all Proposers after Opening.

3.4[ROUND 1]PROPOSAL CONTENT REQUIREMENTS

Proposalmustaddress 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 will be considered non-Responsive to this RFP and will not be considered further.

3.4.1Proposal Certification Sheet. (Mandatory but not scored)

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

3.4.2Tax Certification (Mandatory but not Scored)

Proposer shall certify compliance with the tax laws of this State and its politicalsubdivisions. Proposer shall complete and submit the Tax Certification (Attachment G).

3.4.3Proposer Information Sheet. (Mandatory but not scored)

Proposer shall complete and submit Proposer Information Sheet (Attachment D).

3.4.4COBID Outreach Plan (Mandatory but not Scored)

Proposer shall complete and submit COBID Outreach Plan (Attachment H)

3.4.5Executive Summary (Mandatory but not Scored)

Briefly describe how the proposed services address the high level requirements as described in Section 3.4.6. These requirements form the basis for a comprehensive yet succinct Executive Summary, not to exceed three pages, that summarizes the proposed services, its distinctive features, and how it will fulfill the Authorized Purchaser’s requirements.