OREGONCHARTERACADEMY DateofIssue:January23,2025
ClosingDateandTime:February20,2025at2:00PMPacificTime
SinglePointofContact(SPC):SteveNielsen,ORCAFinanceDirector
Address: 30485SWBoonesFerryRd,Suite202 City,State,Zip Wilsonville,Oregon,97070
Phone (503)856-6138
E-mail(SPC): snielsen@oregoncharter.org
Oregon Charter Academy 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,orveteranstatus.
LISTOFATTACHMENTS ATTACHMENTAPRICEPROPOSALFORM
ATTACHMENTBPROPOSERINFORMATIONANDCERTIFICATIONSHEET
ATTACHMENTCRESPONSIBILITYINQUIRY
ATTACHMENTDDISCLOSUREEXEMPTIONAFFIDAVIT
ATTACHMENTESAMPLESERVICESAGREEMENT
SECTION1:GENERALINFORMATION 1.1 INTRODUCTION OregonCharterAcademy(“ORCA”)isapublicK-12virtualcharterschoolandnon-profit corporationgovernedbyORSChapter338.FromitsbaseofoperationsinMillCity,OR,ORCA providesanonline,virtualeducationtoapproximately2,700publicschoolstudentsstatewide. PursuanttoOregonlaw,ORCAcurrentlyoperatespursuanttoawrittencharteragreementwith theSantiamCanyonSchoolDistrict129J.
NoticeisherebygiventhatORCArequestsproposalsfromqualified,responsibleproposers authorizedtodobusinessintheStateofOregontoprovideORCAwithcomprehensivevirtual charterschoolpayrollandhumanresourceservices.ORCAseeksafive(5)yearcontract proposedtobeginonJuly1,2025,andexpireonJune30,2030.ORCAexpectsthatany proposersharesORCA’svaluesofhighlyethicalconduct,fiscalresponsibility,respectfor ORCA’smissionandpurposes,andresponsivenesstotheneedsofORCA,itsstudents,parents, andotherstakeholders.
AdditionaldetailsonthescopeofthegoodsorservicessoughtareincludedintheScopeofWork sectionoftheRFP.
TheRequestforProposalsandrelateddocuments(“RFP2025-1”)canbeobtainedthrough OregonBuys,theStateofOregon’sweb-basedeProcurementsystemat https://oregonbuys.gov/bso/,orfromORCA’swebsiteatwww.oregoncharter.org/procurement. Hardcopiesofsolicitationdocumentswillnotbemailedtoproposers.Itisimperativethat proposerscheckOregonBuysregularlyforaddenda,clarifications,andothernotificationsthat maybepertinent.Inaddition,allproposersknownbyORCAtohavereceivedacompletesetof RFP2025-1documentswillreceivenotificationwhenadditionalitemsareposted.
ThesuccessfulproposerwillbeaskedtonegotiateandsignacontractwithORCAbasedonthat proposer’sproposalforservices,forthepricingtermssetoutandproposedtherein.ORCAwill requirethatanyproposerdemonstrate,amongotherthings,specificlevelsofinsurance,stateand locallicensurerequiredfortheservicesinquestion,andataxidentificationnumber
ProposalsshallbedeliveredtoOregonCharterAcademyviaemailtotheSPC.Thesubjectline oftheemailshallstateRFP2025-1andProposer’sname.
Proposalswillbereceiveduntil2:00PMonFebruary20,2025.Proposalsreceivedafterthe 2:00PMdeadlinewillnotbeconsideredandwillbereturnedunopenedtotheproposer(s).
ORCAmayrejectanyproposalnotincompliancewithallprescribedsolicitationproceduresand requirementsandotherapplicablelawandmayrejectanyorallproposalsinwholeorinpart whenthecancellationorrejectionisinthebestinterestofORCA,andatnocosttoORCA.
1.2 SCHEDULE Thetablebelowrepresentsatentativescheduleofevents.AlltimesarelistedinPacificTime. AlldateslistedaresubjecttochangethroughtheissuedAddenda.
IssuanceofRFP
January23,2025
Questions/Requestsfor ClarificationDue February13,2025 5:00PM RFPProtestPeriodEnds February13,2025 5:00PM AddendaDeadline February14,2025 2:00PM
IssuanceofNoticeofIntentto Award(approx.) February28,2025
AwardProtestPeriodEnds
ContractNegotiationPeriod
7calendardaysafterNoticeofIntenttoAward
30calendardayscommencinguponexpiration ofAwardProtestPeriod
1.3 SINGLEPOINTOFCONTACT(SPC) TheSPCforRFP2025-1isidentifiedontheCoverPage,alongwiththeSPC’scontact information.ProposershalldirectallcommunicationsrelatedtoanyprovisionofRFP2025-1 onlytotheSPCviaemail,whetheraboutthetechnicalrequirementsoftheRFP,contractual requirements,theRFPprocess,oranyotherprovision.
SECTION2:AUTHORITY,OVERVIEW,ANDSCOPE 2.1 AUTHORITYANDMETHOD ORCAisrequiredtoconductprocurementsofgoodsandservicesincompliancewithrelevant termsoftheOregonPublicContractingCode(ORSChapters279Aand279B),pursuanttoORS 338.115(1)(e).ORCAissuesRFP2025-1pursuanttoitsauthorityasa“localcontracting agency,”asdefinedbyORS279A.010(1)(p).
ORCAisusingtheCompetitiveSealedProposalmethodforthisprocurement,pursuanttoORS
279B.060andOAR137-047-0260.
2.2 OVERVIEWANDPURPOSE 2.2.1 ORCAOverviewandBackground ORCAwasfirstcharteredin2005andiscurrentlyinthefifthyearofitssecondfive-year ChartertermwiththeSantiamCanyonSchoolDistrict129J.TheORCABoardofDirectorsis excitedaboutthefutureofvirtualpubliceducationinOregonanddesirestomaximize opportunitiesforOregonfamilieswhochooseORCAastheprovideroftheirchildren’s education.Tothatend,ORCAconsistentlyexploresallpossibleoptionstoachieveitsgoalof offeringthehighestqualitypublicvirtualeducation.
ORCAservedapproximately2,700studentsinK-12duringthecurrent2024-25schoolyear. ORCAservesadiversestudentpopulationwith16.9%ofstudentsidentifiedasHispanic/Latino, 2.3%identifiedasAsian,2.5%identifiedasBlack/AfricanAmerican,0.1%identifiedasNative Hawaiian/OtherPacificIslander,and2.2%identifiedasAmericanIndian/AlaskanNative.In addition,specialpopulationsconstitute17.5%ofstudentsand46%ofstudentsqualifyforthe FreeandReducedLunchprogram.
Inrecognitionofitseffectiveandinnovativeeducationalapproach,ORCAisaccreditedby Cognia®,alsobeingrecognizedbyCogniaasaSchoolofDistinction.ORCAcontinuallystrives toimproveitsacademicperformanceandfocusresourcesandinterventionsonstruggling studentswhilealsosupportingandchallengingacceleratedstudents.
ORCAcurrentlycontractsforvirtualcharterschoolcomprehensivehumanresourcesandpayroll serviceswithADP,INC(“ADP”).ORCA’scurrentagreementwithADPexpiresonSeptember 30,2025.ORCAinvitesproposalsfromallqualifiedandresponsibleprovidersofHRServices, astheScopeofWorkoutlinesthoseservicesinSection2.3herein.ORCAseeksafive(5)year contractproposedtobeginonJuly1,2025,andrunthroughJune30,2030.Proposalsshould includetheProposer’sneedsforservicetransitiontoensurestaffcontinuitywithexistingHR servicesandpayrolladministration.
ORCArepresentsanoutstandingandinnovativeeducationalchoiceforOregonfamilies.Oneof themostsignificantbenefitsORCAbringsistheabilitytoservestudentswhoareunderservedor notbeingservedwithinthedistrictandthelargercommunity Manyathletes,medically homebound,bullied,homeschooled,orspecialneedsstudentsseekoutORCA.Somestudents choosetoenrollsimplybecausetheyneedaflexiblescheduleandcanbenefitfrominstruction thatisindividualized,personalized,andflexible.TheORCABoardofDirectorsisdedicatedto servingthesestudentsthroughoutthestateandseekspartnershipswithserviceproviderswho shareasimilardesiretoserveOregon’sunderservedstudentpopulations.
2.3 SCOPEOFWORK/SPECIFICATIONS ORCAisseekingproposalsfromqualifiedandresponsibleproposersabletoprovidetheHRand PayrollServicesdescribedbythisScopeofWork.AsfurtherdescribedinSection3,responsive
proposalswillinclude,ataminimum,eachofthespecificservicesoutlinedbelow(the“Scopeof Work”),andProposersmustbeabletodemonstrateanddescribeindetailhowallsuchservices withintheScopeofWorkwouldbeprovided.ORCAhasissuedRFP2025-2, contemporaneouslywiththisRFP,forTalentManagementServices,asthereindefined. PreferencewillbegiventoproposerswhocanfulfillbothRFPsinoneplatform.
ResponsiveProposalswillbebasedonthefollowingScopeofWork:
July1,2025–June30,2030:
2.3.1 Staff-andManagement-FacingHRPlatformManagementandSupport
2.3.1.1 Provideaccess,managementservices,andtechnicalsupportfora comprehensiveelectronicHRplatformforstaffandschooladministration (“HRSystem”);and
2.3.1.2 HRSystemmustincludeemployeebenefitsintegrationandpaidtimeoff (PTO)managementcapabilities,aswellasaccesstopayrollandpersonnel information.
2.3.2 PayrollServices
2.3.2.1 Payrolladministrationandprocessingservices,includingauditand reconciliation;
2.3.2.2 Timeandattendancetrackingandsupport;
2.3.2.3 Stateandfederalwithholdingandothertaxrecordkeepingissuance(e.g., W-2issuance);and
2.3.2.4 OregonPERSwithholding,asapplicable.
2.3.3 Transition
2.3.3.1 ProvideforunbrokenstaffcontinuitywithexistingHRservicesandpayroll administration,includingdatamigrationasneeded.
SECTION3:PROPOSALREQUIREMENTS 3.1 GENERALPROPOSALCONTENTGUIDELINES AResponsiveProposalmustaddresseachoftheelementslistedinthissectionandallother requirementssetforthinRFP2025-1,inlightofeachspecifiedservicelistedintheScopeof WorkofSection2.3.Asappropriate,aResponsiveProposalshalldescribethegoodstobe provided,theservicestobeperformed,orboth.AProposalthatmerelyofferstoprovidethe goodsorservicesdescribedinRFP2025-1willbeconsiderednon-ResponsivetoRFP2025-1, andwillnotbeconsideredfurther.
AProposalshouldnotincludeextensiveartwork,unusualprinting,orothermaterialsnot essentialtotheutilityandclarityoftheProposal.Donotincludemarketingoradvertising materialintheProposal,unlessrequested.AProposalshouldbestraightforwardandaddress directlythetermsofRFP2025-1.AProposalcontainingunsolicitedmarketingoradvertising materialmayreceivealowerevaluationscoreifspecificrequestedinformationisdifficultto locate.
3.2 PROPOSALSUBMISSIONREQUIREMENTS 3.2.1
ProposalElements Tobeconsideredforevaluation,aProposalmustcontaineachofthefollowing elements:
• ExecutiveSummary(Mandatory)
• HRandPayrollServicesProposal(Mandatory)
o Describeyourcompany’sphilosophyandapproachtoHRandpayroll servicesdeliverygenerally,focusingspecificallyonservicesto educationproviders;
o Describeyourcompany’sapproachtoprovidingeachofthe desiredservicesoutlinedintheScopeofWorkwithaneye towardcost-efficiencyandmeasurableoutcomes;
o Describeyourcompany’suniqueattributesandexperiencein providingsuchservices;
o Provide,ifpossible,adescriptionofthreesimilarprior orcurrentclientservicerelationshipswithinthelastfive years,highlightingsuccessfuloutcomesoruniqueissues overcome.Ifnotpossible,explainwhysuchinformation cannotbeprovided.
• PriceProposalForm(AttachmentA;Mandatory)
o ThePriceProposalFormshouldbesubmittedinaseparatePDF fromtherestoftheProposal.
o ForeachservicelistedintheScopeofWork,statetheunit andtotalpercontractyearpriceforeachdeliverable,aswell asanyadditionalfeesandexpensesproposedtobecharged, includinganyprospectiveincreasesoverthelifeofthe Contract.
o ProvidetotalContractpriceandaproposedmonthly paymentscheduleforthelifeoftheContract.
• ProposerInformationandCertificationSheet(AttachmentB;Mandatory)
• ResponsibilityInquiry(AttachmentC;Mandatory)
• DisclosureExemptionAffidavit(AttachmentD;Optional;attach onlyifclaimingexemptions)
• InformationRegardingKeyPersonsandResumes(Mandatory)
o Provideanorganizationalchartshowingcurrentstaffthat wouldbedirectlyresponsiblefortheprovisionofservicesto ORCAoutlinedintheScopeofWork,andprovideresumesfor allsuchcurrentpersonnel(nottoexceedtwopageseach), includingrelevantworkexperience,anddemonstrating familiarityandexperiencewithrelevantstateandfederal educationlaws.
3.2.2 ProposalPageLimits AProposalshallbelimitedtotwenty-five(25)pages.Anypagesexceedingthislimitwillnotbe providedtotheevaluationcommitteeorconsideredintheevaluation.Thefollowingitemsdonot counttowardthe25-pagelimit:
• ProposerInformationandCertificationSheet(AttachmentB)
• ResponsibilityInquiry(AttachmentC)
• DisclosureExemptionAffidavit(AttachmentD)
• KeyPersonsandResumes
3.2.3 ProposalFormatandQuantity AProposalshouldfollowtheformat,andreferencethesectionslistedintheProposalElements andScopeofWorksections.Responsestoeachelementandserviceshouldbeclearlylabeledto indicatetheitembeingaddressed.
Proposer shall submit one copy of its Proposal, including all attachments in PDF format. ProposershallsubmititsPriceProposalasaseparatePDF
IfProposerbelievesanyportionofitsProposalisexemptfromdisclosureunderOregonPublic RecordsLaw(ORS192.311through192.478),Proposershallcompleteandsubmitthe DisclosureExemptionAffidavit(AttachmentD).Proposeralsoshallsubmitafullyredacted versionofitsProposal,clearlyidentifiedastheredactedversion,inadditiontothe above-requiredcopies.
TheProposerInformationandCertificationSheet(AttachmentB)mustbecompleted,andbear theProposer’sauthorizedrepresentative’sSignature.Failureoftheauthorizedrepresentativeto signadeliveredProposalmaysubjecttheProposaltorejectionbyORCA.
SECTION4:SOLICITATIONPROCESS 4.1 PUBLICNOTICEANDADDENDA RFP2025-1andallrelatedattachmentshavebeenpublishedforaccessthroughOregonBuys https://www.oregon.gov/das/procurement/pages/oregonbuys.aspx
TheRFP2025-1andallrelatedattachmentscanalsobeobtainedbyaccessingORCA’swebsite
atwww.oregoncharter.org/procurement.HardcopiesofRFP2025-1orrelatedattachmentswill notbemailedtoprospectiveProposers.
Modifications,ifany,toRFP2025-1orrelatedattachmentswillbemadebywrittenAddenda publishedthroughOregonBuys.ProspectiveProposersareresponsibleforcheckingOregonBuys todeterminewhetherornotanyAddendahavebeenissued.Inaddition,ProspectiveProposers knownbyORCAtohavereceivedacompletesetoftheRFPdocumentswillreceivenotification whenAddendaareposted.
AllAddenda,ifany,areherebyincorporatedintoRFP2025-1bythisreference.
4.2 PRE-PROPOSALCONFERENCE Thereisnopre-proposalconferenceforthissolicitation.
4.3 QUESTIONS/REQUESTSFORCLARIFICATIONS QuestionsandrequestsforclarificationregardingthisRequestforProposalmustbesubmittedin writing,viaemail,totheSPCnolaterthanasspecifiedintheSolicitationSchedule.All questionsthatrequiremodificationstothetermsandconditionsoftheRFPwillbeansweredby addendatoRFP2025-1.Anonymityofthesourceofthespecificquestionswillbemaintainedin thewrittenresponse.
4.4 SOLICITATIONPROTESTS 4.4.1 ProteststoRFP
AnyprospectiveProposermaysubmitawrittenprotestofanythingcontainedinRFP2025-1, includingbutnotlimitedto,theRFPprocessandtheScopeofWork.Thisisaprospective Proposer’sonlyopportunitytoprotesttheprovisionsoftheRFP,exceptthatProposermay protestAddendatotheRFPasprovidedbelow
4.4.2 ProteststoAddenda
AnyprospectiveProposermaysubmitawrittenprotestofanythingcontainedintherespective Addendum.ProteststoAddenda,ifissued,mustbesubmittedby5p.m.PacificTimeofthe secondbusinessdayafterissuance,orthedate/timespecifiedintherespectiveAddendum,or theywillnotbeconsidered.Protestsofmattersnotaddedormodifiedbytherespective Addendumwillnotbeconsidered.
4.4.3 AllProtestsmust:
• BedeliveredtotheSPCviaemailwiththesubjectlineof“RFP2025-1 SolicitationProtest”;
• IdentifytheprospectiveProposer’snameandcontactinformation;
• Besentbyanauthorizedrepresentative;
• Statethereasonfortheprotest,including:
o thegroundsthatdemonstratehowtheprocurementprocessis contrarytolaw,unnecessarilyrestrictive,legallyflawed,or improperlyspecifiesabrandname;and
o evidenceordocumentationthatsupportsthegroundsonwhich theprotestisbased;
• StatetheproposedchangestotheRFPorotherreliefsought
4.5 PROPOSALDELIVERYOPTIONS ProposerissolelyresponsibleforensuringitsProposalisreceivedbytheSPCinaccordance withtheRFPrequirements.ORCAisnotresponsibleforanymis-deliveryforanyreason.A Proposalsubmittedbyanymeansnotauthorizedbelowwillberejected.Thefollowingdelivery optionispermittedforRFP2025-1:
DeliverythroughEmail AProposalmustbedeliveredthroughemailandmustbereceivedpriortoClosing.Thesubject lineoftheemailmustclearlyidentifytheProposer’snameandtheRFPnumber.Itmustbesent totheSPCattheemailaddresslistedonthecoverpageofRFP2025-1.
4.6 PROPOSALMODIFICATIONORWITHDRAWAL IfaProposerwishestomakemodificationstoasubmittedProposal,itmustsubmitits modificationinaccordancewithauthorizedmethodlistedintheProposalDeliveryOptions section.TobeeffectivethenoticemustincludetheRFPnameandbesubmittedtotheSPCprior toClosing.
IfaProposerwishestowithdrawasubmittedProposal,itmustsubmitawrittennotice,on Proposer’sletterheadandsignedbyanauthorizedrepresentativeofProposer,ofitsintentto withdrawtotheSPCviaemailpriortoClosing.TobeeffectivethenoticemustincludetheRFP name.
4.7 PROPOSALDUE AProposal(includingallrequiredsubmittalitems)mustbereceivedbytheSPConorbefore Closing.AllProposalmodificationsorwithdrawalsmustbereceivedpriortoClosing.
AProposal,modification,orwithdrawalreceivedafterClosingisconsideredLATEandwill NOTbeacceptedforevaluation,exceptaspermittedinOAR137-047-0470or137-047-0261.A lateProposalwillbereturnedtotheProposerordestroyed.
4.8 PUBLICOPENING ApublicOpeningwillbeheldonthedateandtimelistedintheScheduleandatthelocation statedonthecoverpageofRFP2025-1.OnlythenameoftheProposerwillbereadatthe Opening,nootherinformationwillbemadeavailableatthattime.Proposalsreceivedwillnotbe availableforinspectionuntilaftertheevaluationprocesshasbeencompletedandthenoticeof
IntenttoAwardisissued.
4.9 PROPOSALREJECTION ORCAmayrejectaProposalforanyofthefollowingreasons:
• TheProposerfailstosubstantiallycomplywithallprescribedRFPproceduresand requirements,includingbutnotlimitedtotherequirementthatProposer’s authorizedrepresentativesigntheProposal.
• TheProposerfailstomeettheresponsibilityrequirementsofORS279B.110.
• TheProposermakesanycontactregardingRFP2025-1withORCA representatives,officers,employees,orboardmembersotherthantheSPCorthose theSPCauthorizes,orhasinappropriatecontactwiththeSPC.
• TheProposerattemptstoinfluenceamemberoftheEvaluationCommittee.
4.10 EVALUATIONPROCESS 4.10.1 FIRSTLEVEL-ResponsivenessandResponsibilitydetermination 4.10.1.1
Responsivenessdetermination A Proposal received prior to ClosingwillbereviewedtodetermineifitisResponsivetoallRFP requirements stated herein. 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 theSPCfindstheProposalnon-Responsive,theProposalwillberejected.
4.10.1.2 Responsibilitydetermination
ORCAwilldetermineifanapparentsuccessfulProposeris“responsible,”asthattermisusedin theOregonPublicContractingCode,priortoawardandexecutionoftheContract.Proposers shallsubmitasignedResponsibilityInquiryform(AttachmentC)withaProposal.Atanytime priortoaward,ORCAmayrejectaProposerfoundnottoberesponsible.
4.10.2
SECONDLEVEL–WrittenProposalEvaluation EachProposalmeetingallresponsivenessrequirementswillbeindependentlyevaluatedby membersofanEvaluationCommittee.EvaluationCommitteenumberandmemberswillbe determinedandassignedinthesolediscretionofORCA,andmaybesubjecttochange.
SPCmayrequestfurtherclarificationtoassisttheEvaluationCommitteeingainingadditional understandingofaProposal.Aresponsetoaclarificationrequestmustbetoclarifyorexplain portionsofthealreadysubmittedProposalandmaynotcontainnewinformationnotincludedin theoriginalProposal.
EvaluatorswillevaluateandassignintheirdiscretionascorefortheEvaluationCriteriaofeach responsiveProposal,uptothemaximumlistedbelowforeachelement:
PriceProposalsshallbeopenedafterthetechnicalproposalisscored.PriceProposalsarescored onthefollowingbasis,foratotalmaximumProposalscoreof100:
• ProposerwiththelowesttotalPriceProposalwillreceive20points.
• ProposerwiththesecondlowesttotalPriceProposalwillreceive10points.
• ProposerwiththethirdlowesttotalPriceProposalwillreceive5points.
• AllotherProposerswillreceive0points.
ORCAprefersOregongoodsandservices,andforevaluationpurposes,ORCAreservestheright perORS279A.128tosubtract10%fromthepriceforanyProposerproposingallGoods fabricatedorprocessedorallServicesperformedentirelyinOregonbeforecalculatingtheprice score.
Basedontheabovescoringrubric,theEvaluationCommitteeshallscoreeachoftheresponsive ProposalsandpresenttheSPCwiththeirscoringworksheets.TheSPCwillthenrankthe Proposalsinorderofhighscore,andnotifyallProposersoftheirrank.Thethree(3) highest-scoredProposersmaybeinvitedtoattendinterviewsandgivepresentationsfor additionalevaluation,andtheremainingProposalsshallberejected.ORCAmayawardthe Contracttothehighest-rankedProposerattheendofthislevelwithoutinterviews.
4.10.3 THIRDLEVEL–Proposerinterviewsandpresentations ProposersprogressingtothislevelwillbeinvitedtoparticipateinProposerinterviewsand presentations.ThesemayoccurinpersonatalocationdeterminedbyORCA;however,ORCA mayelecttoconductvirtualinterviewsviaZoom.Furtherdetailswillbeincludedwhen Proposersarenotifiedoftheirrank,andinvitedtofurtherevaluation.Schedulingofinterview andpresentationsessionsshalloccurwithintheevaluationperiodstatedintheSchedule,subject tomodificationinORCA’sdiscretion.
Themake-upandnumberoftheInterviewPanelwillbedeterminedwithinthediscretionof ORCA,andmayincludesomeorallmembersofthewrittenEvaluationCommittee.Following
theinterviews,eachmemberoftheInterviewPanelwillevaluateandassignintheirdiscretiona secondscorefortheVirtualCharterServicesProposal,andKeyPersonnelelementsofthe Proposal,uptothemaximumlistedbelowforeachelement:
AllmembersoftheInterviewPanelwillthenprovidetheirinterviewscoringworksheetstothe SPCforfinalrankingandawarddetermination.
4.11 FINALDETERMINATION AttheconclusionofProposalevaluation,theSPCwilldeterminethecumulativescoreforthose Proposersadvancingthroughalllevelsofcompetitionbyaddingthescoresfromeachcompleted round.TheProposerwiththehighestcumulativescorethroughalllevelswillreceivethehighest finalranking.
SECTION5:AWARDANDNEGOTIATION 5.1
AWARDNOTIFICATIONPROCESS 5.1.1 AwardConsideration
ORCA,ifitawardsaContract,shallawardaContracttothehighestrankingResponsible ProposerwhoseProposalORCAdeterminesisthemostadvantageoustoORCAbasedonthe evaluationprocessandcriteriadescribedinSection4.InORCA’ssolediscretion,ORCAmay awardlessthanthefullScopeofWorkdefinedinthisRFP,ormaydeterminenottoawardthe ContracttoanyProposer,ifORCAdeterminesnoawardtobeinitsbestinterests.
5.1.2 IntenttoAwardNotice
ORCAwillnotifyallProposersinwritingthatORCAintendstoawardaContracttotheselected ProposersubjecttosuccessfulContractnegotiations.
5.2 INTENTTOAWARDPROTEST 5.2.1 ProtestSubmission
AnAffectedProposershallhaveseven(7)calendardaysfromthedateoftheIntenttoAward Noticetofileawrittenprotest.
AProposerisanAffectedProposeronlyiftheProposerwouldbeeligibleforaContractaward intheeventtheprotestwassuccessfulandisprotestingforoneormoreofthefollowingreasons asspecifiedinORS279B.410:
• AllhigherrankedProposalsarenon-Responsive;
• ORCAfailedtoconductanevaluationofProposalsinaccordancewiththecriteria orprocessdescribedinRFP2025-1;
• ORCAabuseditsdiscretioninrejectingtheprotestor’sProposalas non-Responsive;or
• ORCA’sevaluationofProposalordeterminationofawardotherwiseviolatesORS Chapter279BorORSChapter279A.
IfORCAreceivesonlyoneProposal,ORCAmayelecttodispensewiththeevaluationprocess andIntenttoAwardprotestperiodandproceeddirectlywithcontractnegotiationsandaward withthesoleProposer.
5.2.1.1 Protestsmust:
• BedeliveredtotheSPCviaemailwithsubjectlineof“RFP2025-1Award Protest”
• IdentifyProposer’snameandcontactinformation
• Besignedbyanauthorizedrepresentative
• Specifythegroundsfortheprotest
• Bereceivedwithin7calendardaysoftheIntenttoAwardnotice
5.2.2 ResponsetoProtest ORCAwilladdressalltimelysubmittedprotestswithinareasonabletimeandwillissuea writtendecisiontotherespectiveProposer Proteststhatdonotincludetherequiredinformation maynotbeconsideredbyORCA.
5.3 APPARENTSUCCESSFULPROPOSERSUBMISSIONREQUIREMENTS ProposerselectedforaContractawardunderRFP2025-1willberequiredtosubmitadditional informationandcomplywiththefollowing:
5.3.1 TaxpayerIdentificationNumber ProposershallprovideitsTaxpayerIdentificationNumber(TIN)andbackupwithholdingstatus onacompletedW-9formwhenrequestedbyORCAorwhenthebackupwithholdingstatusor anyotherrelevantinformationofProposerhaschangedsincethelastsubmittedW-9form,if any
5.3.2 BusinessRegistry
Ifselectedforaward,ProposershallbedulyauthorizedbytheStateofOregontotransact businessintheStateofOregonbeforeexecutingtheContract.Visit http://sos.oregon.gov/business/pages/register.aspxforOregonBusinessRegistryinformation.
5.3.3 PayEquityCertification IfselectedforawardandtheContractvalueexceeds$500,000andProposeremploys50ormore full-timeworkers,ProposershallsubmittoORCAatrueandcorrectcopyofanunexpiredPay EquityComplianceCertificate,issuedtotheProposerbytheOregonDepartmentof AdministrativeServices.ForinstructionsonhowtoobtaintheCertificate,visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.
ORS279B.110(2)(f)requiresthatProposerprovidethispriortoexecutionoftheContract.
5.3.4 NondiscriminationinEmployment AsaconditionofreceivingtheawardofaContractunderRFP2025-1,Proposermustcertifyby theirSignatureonAttachmentB-ProposerInformationandCertificationSheet,inaccordance withORS279A.112,thatithasinplaceapolicyandpracticeofpreventingsexualharassment, sexualassault,anddiscriminationagainstemployeeswhoaremembersofaprotectedclass.The policyandpracticemustincludegivingemployeesawrittennoticeofapolicythatboth prohibits,andprescribesdisciplinarymeasuresfor,conductthatconstitutessexualharassment, sexualassault,orunlawfuldiscrimination.
5.4 CONTRACTNEGOTIATION 5.4.1
Negotiation AfterselectionofasuccessfulProposer,ORCAmayenterintocontractnegotiationswiththe successfulProposer.BysubmittingaProposal,Proposeragrees(1)tocomplywiththe requirementsofRFP2025-1,and(2)thatallproposedtermsofserviceprovisionofaProposal, andthepriceslistedonasubmittedPriceProposalForm,shallconstituteafinalandbinding offerofProposerthroughoutthedurationofcontractnegotiations.
Intheeventthatthepartieshavenotreachedmutuallyagreeabletermswithinthirty(30) calendardaysofcommencementofnegotiations,ORCA,atitsdiscretion,mayterminate negotiationsandcommencecontractnegotiationswiththenexthighestrankingProposer
SECTION6:ADDITIONALINFORMATION 6.1 GOVERNINGLAWSANDREGULATIONS RFP2025-1isgovernedbythelawsoftheStateofOregon.Venueforanyadministrativeor judicialactionrelatingtoRFP2025-1,evaluationandawardistheCircuitCourtofLinnCounty fortheStateofOregon;provided,however,ifaproceedingmustbebroughtinafederalforum, thenitmustbebroughtandconductedsolelyandexclusivelywithintheUnitedStatesDistrict CourtfortheDistrictofOregon.InnoeventshallthisSectionbeconstruedasawaiverby
ORCAofanyformofdefenseorimmunity,orasconsenttothejurisdictionofanycourt.
6.2 OWNERSHIP/PERMISSIONTOUSEMATERIALS AllProposalsarepublicrecordandaresubjecttopublicinspectionafterORCAissuestheNotice oftheIntenttoAward.ApplicationoftheOregonPublicRecordsLawwilldeterminewhether anyinformationisactuallyexemptfromdisclosure.
AllProposalssubmittedinresponsetoRFP2025-1becomethepropertyofORCA.By submittingaProposalinresponsetoRFP2025-1,ProposergrantstoORCAanon-exclusive, perpetual,irrevocable,royalty-freelicensefortherightstocopy,distribute,display,prepare derivativeworksofandtransmittheProposalsolelyforthepurposeofevaluatingtheProposal, negotiatingaContract,ifawardedtoProposer,orasotherwiseneededtoadministertheRFP process,andtofulfillobligationsunderOregonPublicRecordsLaw(ORS192.311through 192.478).Proposals,includingsupportingmaterials,willnotbereturnedtoProposerunlessthe Proposalissubmittedlate.
6.3 CANCELLATIONOFRFP;REJECTIONOFPROPOSAL;NODAMAGES. PursuanttoORS279B.100,ORCAmayrejectanyorallProposalsin-wholeorin-part,ormay cancelRFP2025-1atanytimewhentherejectionorcancellationisinthebestinterestofORCA, asdeterminedbyORCA.ORCAshallnotbeliabletoanyProposerforanylossorexpense causedbyorresultingfromthedelay,suspension,orcancellationoftheRFP,award,orrejection ofanyProposal.
6.4 COSTOFSUBMITTINGAPROPOSAL Proposer shall pay all the costs in submittingitsProposal,including,butnotlimitedto,thecosts to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participateindemonstrations,orcostsassociatedwithprotests.
6.5 RECYCLABLEPRODUCTS Proposershalluserecyclableproductstothemaximumextenteconomicallyfeasibleinthe performanceoftheServicesorWorksetforthinthisdocumentandthesubsequentContract. (ORS279B.025).
ATTACHMENTA PRICEPROPOSALFORMINSTRUCTIONS CreateandincludewiththeProposalaPriceProposaldocumentitemizingthecost foreachservicelistedintheScopeofWork.
Showtheunitand/orper-pupilpricingforeachservice,andthetotalpercontract yearpriceforeachproposeddeliverable,includinganyadditionalfeesand expensesproposedtobecharged.
Pleasenoteandaccountforanypricingvariationsbasedonproposedservice add-onsorservicealternatives,andaccountforandexplainanyprospectiveprice increasesoverthelifeoftheContract.
Finally,providealsoatotalContractprice,andaproposedmonthlypayment scheduleoverthelifeoftheContract.
ATTACHMENTB PROPOSERINFORMATIONANDCERTIFICATION SHEET Legal Name of Proposer:
Address: City, State, Zip:
State of Incorporation: Entity Type:
Contact Name:
Oregon Business Registry Number (if required):
Telephone: Email:
Any individual signing below hereby certifies they are an authorized representative of Proposer and that:
1. ProposerunderstandsandacceptstherequirementsofRFP2025-1forHRandPayroll Services.BysubmittingaProposal,ProposeragreestobeboundbytheContractterms andconditionsinAttachmentAandasmodifiedbyanyAddenda,exceptforthoseterms andconditionsthatAgencyhasreservedfornegotiation,asidentifiedintheRFP.
2. ProposeracknowledgesreceiptofanyandallAddendatoRFP2025-1.
3. ProposalisaFirmOfferfor180daysfollowingtheClosing.
4. IfawardedaContract,Proposeragreestoperformthescopeofworkandmeetthe performancestandardssetforthinthefinalnegotiatedscopeofworkoftheContract.
5. IhaveknowledgeregardingProposer’spaymentoftaxesandbysigningbelowIhereby certifythat,tothebestofmyknowledge,Proposerisnotinviolationofanytaxlawsof thestateorapoliticalsubdivisionofthestate,including,withoutlimitation,ORS305.620 andORSchapters316,317and318.
6. Proposerdoesnotdiscriminateinitsemploymentpracticeswithregardtorace,creed,age, religiousaffiliation,gender,disability,sexualorientation,nationalorigin.Whenawarding subcontracts,ProposerdoesnotdiscriminateagainstanybusinesscertifiedunderORS 200.055asadisadvantagedbusinessenterprise,aminority-ownedbusiness,a woman-ownedbusiness,abusinessthataservice-disabledveteranownsoranemerging smallbusiness.Ifapplicable,Proposerhas,orwillhavepriortocontractexecution,a writtenpolicyandpractice,thatmeetstherequirementsdescribedinORS279A.112 (formerlyHB3060),ofpreventingsexualharassment,sexualassaultanddiscrimination againstemployeeswhoaremembersofaprotectedclass.ORCAmaynotenterintoa
contractwithananticipatedcontractpriceof $150,000ormorewithaProposerthatdoesnot certifyithassuchapolicyandpractice See https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspxforadditionalinformationand samplepolicytemplate
7. ProposercomplieswithORS652.220anddoesnotunlawfullydiscriminateagainstanyof Proposer’semployeesinthepaymentofwagesorothercompensationforworkof comparablecharacteronthebasisofanemployee’smembershipinaprotectedclass. “Protectedclass”meansagroupofpersonsdistinguishedbyrace,color,religion,sex, sexualorientation,nationalorigin,maritalstatus,veteranstatus,disabilityorage.
Contractor’scontinuingcomplianceconstitutesamaterialelementofthisContractanda failuretocomplyconstitutesabreachthatentitlesAgencytoterminatethisContractfor cause.
ContractormaynotprohibitanyofContractor’semployeesfromdiscussingthe employee’srateofwage,salary,benefits,orothercompensationwithanotheremployeeor anotherperson.Contractormaynotretaliateagainstanemployeewhodiscussesthe employee’srateofwage,salary,benefits,orothercompensationwithanotheremployeeor anotherperson.
8. ProposerisnotengagedintheprovisionofbroadbandInternetaccessservice,orifatany timeProposerisengagedinormayengageintheprovisionofbroadbandInternetaccess serviceProposerisincompliancewithOregonLaws2018,Chapter88(HB4155)and applicablePublicUtilityCommissionrules,andwillremainincompliancethroughoutthe termoftheContract.
9. ProposerandProposer’semployees,agents,andsubcontractorsarenotincludedon:
A. the“SpeciallyDesignatedNationalsandBlockedPersons”listmaintainedbythe OfficeofForeignAssetsControloftheUnitedStatesDepartmentoftheTreasury foundat:https://www.treasury.gov/ofac/downloads/sdnlist.pdf.,or
B. thegovernmentwideexclusionslistsintheSystemforAwardManagementfoundat: https://www.sam.gov/portal/
10. Proposercertifiesthat,tothebestofitsknowledge,thereexistsnoactualorpotential conflictbetweenthebusinessoreconomicinterestsofProposer,itsemployees,orits agents,ontheonehand,andthebusinessoreconomicinterestsofORCA,ontheother hand,arisingoutof,orrelatinginanywayto,thesubjectmatteroftheRFP Ifany changesoccurwithrespecttoProposer’sstatusregardingconflictofinterest,Proposer shallpromptlynotifyORCAinwriting.
11. ProposercertifiesthatallcontentsoftheProposal(includinganyotherformsor documentation,ifrequiredunderRFP2025-1)andthisProposalCertificationSheetare truthfulandaccurateandhavebeenpreparedindependentlyfromallotherProposers,and withoutcollusion,fraud,orotherdishonesty
12. Proposerunderstandsthatanystatementorrepresentationitmakes,inresponsetoRFP
2025-1,ifdeterminedtobefalseorfraudulent,amisrepresentation,orinaccuratebecause oftheomissionofmaterialinformationcouldresultina"claim"{asdefinedbythe OregonFalseClaimsAct,ORS180.750(1)},madeunderContractbeinga"falseclaim" {ORS180.750(2)}subjecttotheOregonFalseClaimsAct,ORS180.750to180.785,and toanyliabilitiesorpenaltiesassociatedwiththemakingofafalseclaimunderthatAct.
13. Proposeracknowledgesthesecertificationsareinadditiontoanycertificationsrequiredin theContractandStatementofWorkinAttachmentAatthetimeofContractexecution.
AuthorizedSignature Date
(PrintedNameandTitle)
ATTACHMENTC-RESPONSIBILITYINQUIRY ORCAwilldetermineresponsibilityofaProposerpriortoawardandexecutionofaContract.In additiontothisform,AgencymaynotifyProposerofotherdocumentationrequired,whichmay includebutisnotlimitedtorecentprofit-and-losshistory,currentbalancestatementsandcash flowinformation,assets-to-liabilitiesratio,includingnumberandamountofsecuredversus unsecuredcreditorclaims,availabilityofshortandlong-termfinancing,bondingcapacity, insurability,creditinformation,materialsandequipment,facilitycapabilities,personnel information,recordofperformanceunderpreviouscontracts,etc.Failuretopromptlyprovide requestedinformationorclearlydemonstrateresponsibilitymayresultinanAgencyfindingof non-responsibilityandrejection.
1. DoesProposerhaveavailabletheappropriatefinancial,material,equipment,facilityand personnelresourcesandexpertise,orabilitytoobtaintheresourcesandexpertise, necessarytodemonstratethecapabilityofProposertomeetallcontractual responsibilities?YES /NO .
2. Within thelastfiveyears,howmanycontractsofasimilarnaturehasProposercompleted that, to theextentthatthecostsassociatedwithandtimeavailabletoperformthecontract remained within Proposer′s control, Proposer stayed within the time and budgetallotted, andtherewerenocontractclaimsbyanyparty?Number: Howmanycontractsdidnotmeetthosestandards?Number: Ifany,pleaseexplain.
3. WithinthelastthreeyearshasProposer(incl.apartnerorshareholderowning10%or moreofProposer’sfirm)oramajorsubcontractor(receiving10%ormoreofatotal contractamount)beencriminallyorcivillycharged,indictedorconvictedinconnection with:
• obtaining,attemptingtoobtain,orperformingapublic(Federal,state,orlocal) contractorsubcontract,
• violationoffederalorstateantitruststatutesrelatingtothesubmissionofbids orProposals,or
• embezzlement,theft,forgery,bribery,falsificationordestructionofrecords, makingfalsestatements,taxevasion,orreceivingstolenproperty?YES /NO . If"YES,"indicatethejurisdiction,dateofindictment,chargeorjudgment,andnamesand summaryofchargesintheresponsefieldbelow.
4. Withinthelastthreeyears,hasProposerhad:
• anycontractsterminatedfordefaultbyanygovernmentagency,or
If"YES,"pleaseexplain.(Withregardtojudgments,includejurisdictionanddate offinaljudgmentordismissal.)
anylawsuitsfiledagainstitbycreditorsorinvolvingcontractdisputes?YES /NO .
IsProposerexperiencingfinancialdistressorhavingdifficultysecuringfinancing?YES /NO .
DoesProposerhavesufficientcashflowtofundday-to-dayoperationsthroughoutthe proposedcontractperiod?YES /NO
If"YES”onthefirstquestionorsecondquestion,or“NO”onthethirdquestion,please provideadditionaldetails.
5. DoesProposerhaveanyoutstandingorpendingjudgmentsagainstit?YES /NO .
6. Withinthelastthreeyears,hasProposerfiledabankruptcyaction,filedfor reorganization,madeageneralassignmentofassetsforthebenefitofcreditors,orhadan actionforinsolvencyinstitutedagainstit?YES /NO
If"YES,"indicatethefilingdates,jurisdictions,typeofaction,ultimateresolution,anddatesof judgmentordismissal,ifapplicable.
7. DoesProposerhaveallrequiredlicenses,insuranceand/orregistrations,ifany,andis ProposerlegallyauthorizedtodobusinessintheStateofOregon?YES /NO .
If"NO,"pleaseexplain.
8. PayEquityCertificate.ThiscertificateisrequiredifProposeremploys50ormore full-timeworkersandtheprospectivecontractpriceisestimatedtoexceed$500,000. DoesacurrentauthorizedrepresentativeofProposerpossessanunexpiredPayEquity CertificateissuedbytheOregonDepartmentofAdministrativeServices?YES /NO /N/A .[IfthecertificatewasprovidedwiththeBidorProposalsubmittedfora solicitationrelatedtotheprospectivecontract,thenitisnotnecessarytoresubmitit.Just
indicate“seeBid”or“seeProposal”intheresponsefield.Otherwise,ifapplicable, submitacopyofthecertificatewiththisform.]
AUTHORIZEDSIGNATURE
Bysignaturebelow,theundersignedAuthorizedRepresentativeonbehalfofProposercertifiesto thebestoftheirknowledgeandbeliefthattheresponsesprovidedonthisformarecomplete, accurate,andnotmisleading.
ProposerName: RFP:2024-2
ProjectName:VirtualChartersSchool CurriculumandTechnology ManagementServices
AuthorizedSignature
PrintName
Date
Title
ATTACHMENTD DISCLOSUREEXEMPTION AFFIDAVIT (Affiant),beingfirstdulyswornunderoath,andrepresenting[insertProposerName] (hereafter“Proposer”),herebydeposesandswearsoraffirmsunderpenaltyofperjury that:
1. IamanemployeeoftheProposer,IhaveknowledgeoftheRequestforProposals referencedherein,andIhavefullauthorityfromtheProposertosubmitthisaffidavitand accepttheresponsibilitiesstatedherein.
2. IamawarethattheProposerhassubmittedaProposal,datedonorabout[insertdate](the “Proposal”),toOregonCharterAcademyinresponsetoRequestforProposals2024-2,for virtualcharterschoolcurriculumandtechnologymanagementservices,andIamfamiliar withthecontentsofRFP2025-1andProposal.
3. IhavereadandamfamiliarwiththeprovisionsofOregon’sPublicRecordsLaw,Oregon RevisedStatutes(“ORS”)192.311through192.478,andtheUniformTradeSecretsActas adoptedbytheStateofOregon,whichissetforthinORS646.461throughORS646.475. IunderstandthattheProposalisapublicrecordheldbyapublicbodyandissubjectto disclosureundertheOregonPublicRecordsLawunlessspecificallyexemptfrom disclosureunderthatlaw
4. IhavereviewedtheinformationcontainedintheProposal.TheProposerbelievesthe informationlistedinExhibitAisexemptfrompublicdisclosure(collectively,the “ExemptInformation”),whichisincorporatedhereinbythisreference.Itismyopinion thattheExemptInformationisexemptfromdisclosureunderOregon’sPublicRecords LawunderthespecificallydesignatedsectionsassetforthinExhibitAorconstitutes “TradeSecrets”undereithertheOregonPublicRecordsLawortheUniformTrade SecretsActasadoptedinOregonbecausethatinformationiseither:
A. Aformula,plan,pattern,process,tool,mechanism,compound,procedure, productiondata,orcompilationofinformationthat:
i. isnotpatented,
ii. isknownonlytocertainindividualswithintheProposer’sorganizationandthat isusedinabusinesstheProposerconducts,
iii. hasactualorpotentialcommercialvalue,and
iv givesitsuseranopportunitytoobtainabusinessadvantageovercompetitors whodonotknoworuseit. or
B. Information,includingadrawing,costdata,customerlist,formula,pattern, compilation,program,device,method,techniqueorprocessthat:
i. Derivesindependenteconomicvalue,actualorpotential,fromnotbeing generallyknowntothepublicortootherpersonswhocanobtaineconomic valuefromitsdisclosureoruse;and
ii. IsthesubjectofeffortsbytheProposerthatarereasonableunderthe circumstancestomaintainitssecrecy.
5. IunderstandthatdisclosureoftheinformationreferencedinExhibitAmaydependon officialorjudicialdeterminationsmadeinaccordancewiththePublicRecordsLaw
Affiant’s Signature
STATE OF ___________) ) ss:
County of ___________)
Signed and sworn to before me on (date) by (Affiant’s name).
Notary Public for the State of MyCommissionExpires:
EXHIBITATOATTACHMENTD Proposeridentifiesthefollowinginformationasexemptfrompublicdisclosureunderthe followingdesignatedexemption(s):
