Description

This is a Request for Intermediate Proposals (RIP) used when County expenditure will be less than $150,000 for the initial term of the resulting contract. PRE-PROPOSAL CONFERENCE: There will not be a pre-proposal conference for this sourcing event. INTRODUCTION AND BACKGROUND: Multnomah County Elections is seeking a document management software solution to print ballots in-house using existing hardware. CURRENT SERVICES/SOLUTION: Not applicable to this sourcing event.  MULTNOMAH COUNTY TECHNICAL ENVIRONMENT Not applicable to this sourcing event FUNDING Adequate funding has been budgeted for the purchase of these services. SOLUTION REQUIREMENTS/SCOPE OF WORK Multnomah County's Election's office is seeking a new document management solution to print in house.  The new solution needs to be secure, compatible with existing hardware (printers) and provide for certain reporting functionalities. Below are the basic requirements for the solution: Solution must be compatible with OKI 9650 printers. Solution must be available as ‘software only,’ no hardware purchase required Solution must be on Prem/local, working in an isolated secure network without access to the world wide web. Solution must be password protected. Solution must have auditing capabilities [if any specific ones, need to identify] The solution must track who prints, which files were printed, how many and when they were printed with each print job identified with a unique job number. The solution must have functionality to report on the tracked information. The solution must be able to batch individual PDFs and print from a picklist. The solution must be able to split large print jobs and send them to 2 separate printers. The solution must have a print job progress indicator. PRE-AWARD RISK ASSESSMENT Successful proposers whose contract award includes federal funding (as identified by a Catalog of Federal Domestic Assistance number) will be subject to a PreAward Risk Assessment (which includes an evaluation of financial stability, quality of financial /management systems, experience with federal funds, reports and findings from audits) completed by Multnomah County (if one has not been submitted in the last year) prior to the issuance of a contract. Contractors who fail to submit the required documents will not be eligible for a contract from the County. MINIMUM PROPOSAL SUBMITTAL REQUIREMENTS Timely submission of responsive, responsible offers is the only minimum requirement for this sourcing event. FISCAL REQUIREMENTS AND REPORTING Not applicable to this sourcing event. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING Not applicable to this sourcing event CONTRACT NEGOTIATION The County will initiate contract negotiations with the responsive and responsible Supplier with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Supplier. This process may continue until a contract agreement is reached.  Multnomah County reserves the right to score the acceptance of its standard contract terms and conditions as a part of this sourcing event. CONTRACT AWARD County is seeking to award one contract through this sourcing event.  Award, as determined by the County, will be made to the responsible Supplier whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this sourcing event.  Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. CONTRACT TERM The contract term will be negotiated at time of contract award and will be dependent upon the product and/or services provided. The Negotiated contract term will be in compliance with all public procurement laws and Multnomah County PCRB public contracting rules. COMPENSATION AND METHOD OF PAYMENT Compensation method for implementation services and hardware: deliverables-based payments upon acceptance with a not to exceed cap. Compensation method for ongoing services, software maintenance and support or subscriptions, etc. will be subject to negotiation once the County has selected a Supplier. INSURANCE REQUIREMENTS The Supplier awarded a Contract as a result of this sourcing event will be required to provide at a minimum the insurance outlined in the table below. The type of insurance required will depend on the type of services and or products provided under the contract which will be negotiated during the contract process. Type of Insurance Per Occurrence Aggregate Professional Liability $1,000,000 $2,000,000 Commercial General Liability $1,000,000 $2,000,000 Cyber Liability (only if Software as a Service) $5,000,000 $10,000,000 Workers Compensation Required  MULTI-STAGE SOURCING EVENT SUMMARY Multnomah County will follow a multi-stage sourcing event that incorporates the following potential steps in the Multco Marketplace Supplier Portal: Panel Questionnaire Solution and Supplier Research (Unscored) Autoscored Supplier Qualification based on Solution Requirements Scripted Remote Demo Site Visit(s) Panel Questionnaire Proposal Solution Requirements Panel Questionnaire Proposal Doing Business with Multnomah County Oral Evaluation Pricing Evaluation Best and Final Offer (BAFO) The purpose of a multistage process is to identify and adjust the competitive range between proposed solutions based on the evaluation of each stage with the goal of identifying the most advantageous solution at the conclusion of the process.  The first stage for this Sourcing Event will be an auto-scored Supplier Qualification Based on Solution and County Requirements. The follow-on stages will be determined based on the results of the first stage. Multnomah County reserves its right, at its sole discretion, to modify, adjust, re-order, repeat, re-schedule or cancel individual steps by written notification to all affected parties.  Multnomah County may, at its sole discretion, make an award at such time as the most advantageous solution for the County has been identified through this competitive process. EVALUATION PROCESS AND CRITERIA Proposed solutions will be evaluated using a combination of auto-scoring and scoring by an evaluation panel depending on the stage.  Scores of each stage will be added together for a total score for all stages excluding BAFO.  If the County uses an optional BAFO process, prior scores will be considered but a new score will be determined based on evaluation of Best and Final Offers. Multnomah County is seeking a solution and/or services that meets or exceeds its identified requirements based on the judgment of the evaluators and the score of the supplier’s offer determined by this process, at a cost that is deemed by evaluators to be reasonable, responsible and optimal for purchase with public dollars. DETERMINATION OF COMPETITIVE RANGE Multnomah County will determine Competitive Range based on a natural break in scores for those proposers that are determined to be closely competitive and have a reasonable chance to be the Most Advantageous Proposer.  At the conclusion of each stage, all proposers will be receive notification of which Proposers have been determined to comprise Competitive Range.  Proposers determined to be within the Competitive Range will continue to the next stage unless the County chooses to make an award.

Attachments

This project has the following solicitation documents. You will need to visit the agency's original website to download these documents.

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