ࡱ> { @ bjbjzz +u LLLLL$pppPt4puT,ttttttt$OwzruELuLL4_uP!P!P!FLLtP!tP!P!jo@[6<HF`m>tuu0umszsz|ooszLoP!uuZusz :  UNIVERSITY OF OREGON The State Board of Higher Education acting by and through the UNIVERSITY OF OREGON (University) REQUEST FOR PROPOSAL (RFP) Congressional Relations Consultant To advocate for congressional funding in the FY 2014 and FY 2015 RFP No. 500100-0007-RFP Proposals Due Not Later Than: March 29, 2013 at Issuing Office. Postmarks will not be considered. Issuing Office: Purchasing and Contracting Services 720 E. 13th Ave., Suite 302 Eugene, OR 97405  HYPERLINK "mailto:submit1@uoregon.edu" submit1@uoregon.edu Section I General Information Purpose: University is soliciting proposals from qualified proposers (Proposer(s)) for help advocating for congressional support for the University of Oregon and assistance managing congressional relations. Expected deliverables are listed in Scope of Services, below. It is anticipated that the term of the contract awarded under this RFP, will be for two years with an option, at Universitys sole discretion, to extend the contract for two additional two year terms. For additional information or clarification of requirements contact: Betsy Boyd Associate Vice President for Public and Govt Affairs, University of Oregon 1292 University of Oregon Eugene, OR 97403 gcr@uoregon.edu This RFP will be posted on the Oregon University System (OUS) website, under Business Opportunities, accessible at  HYPERLINK "https://secure.ous.edu/bid/" https://secure.ous.edu/bid/. Any addenda, including without limitation, extensions of closing date and time will be posted to the OUS website. Proposers are responsible for monitoring the OUS website on a periodic basis for any modifications to the RFP. University will not issue individual notifications. All proposals must be received by University's Issuing Office by 5 p.m. (Pacific Standard Time) on or before March 29, 2013 (Closing Date and Time). Postmarks will not be considered. Issuing Office mailing and delivery address and email listed on the cover page and below. Purchasing and Contracting Services 720 E. 13th Ave., Suite 302 Eugene, OR 97405 submit1@uoregon.edu ELECTRONIC submissions are encouraged. Office hours for receipt of proposals are: Monday through Friday 8a.m. 5p.m. Section II Scope of Services The following services will be provided by the successful Proposer: Assist University in identifying and procuring congressional funding for the University from federal agencies for federal Fiscal Year 2014 ("FY 2014") through Fiscal Year 2015 ("FY 2015"). As part of such assistance, the following services will be provided as requested by University: Advocate for congressional funding for FY2014 through FY 2015 in the areas of nanoscience, neuroscience, and energy research activities, basic and applied. Priorities are established for each federal fiscal year in consultation with the Associate Vice President for Public and Government Affairs and the Vice President for Research. Engage regularly via phone calls, email, and monthly written reports with the Associate Vice President for Public and Government Affairs to monitor and carryout work related to the University's federal congressional interest agenda. Advise the University on charting an advocacy strategy for congressional investment for the 113th Congress given changes in leadership and approach to congressional interest funding. Meet with the University's Vice President for Research and faculty as determined by University. Prepare point papers and background materials. Provide liaison assistance about the University's projects between members of the Oregon Congressional Delegation ("Delegation") and the House and Senate Appropriations and Authorizing Committees ("Committees"). Engage in regular communication and visits with the Delegation and their staff members. Complete and transmit necessary forms for University projects as required by each Delegation member Assist with securing and transmitting letters of support for University research projects to appropriate members of Congress and staff. Meet with and work with Committee chairs and ranking members' on behalf of University projects. Schedule meetings with congressional offices and federal agencies and participate in those meetings providing support to the Vice President for Research and the University of Oregon President at the start of the federal budget cycle (February/March) and as needed or requested by the University. Arrange meetings and accompany University faculty on visits to House and Senate offices including visits with Appropriations staff. Section III Submittal Requirements Requirements may be designated as Mandatory (M) or Evaluated (E), or both (M/E). (M) - Mandatory Requirement. The Proposer MUST meet this requirement. The determination as to whether the Proposer meets the mandatory specification rests solely with University. If University determines that a Proposer does not meet a mandatory requirement as specified, or has not included mandatory information, the proposal may be deemed non-responsive, and no further evaluation will occur. In addition, wherever the words must, shall, or will appear this denotes a Mandatory requirement. (E) - Evaluated. Proposers are expected to provide comprehensive written responses to evaluated specifications. Points will be awarded based on the degree to which the Universitys evaluators determine that the Proposer meets the requirement. A Proposer which does not respond to an evaluated specification will receive no points for that specification. Proposers must include the following information: Proposals will include the business name, address and telephone number and email of the Proposer, and a cover letter summarizing the proposal. (M) Proposer will list names, titles, and qualifications of the key personnel who will be assigned to this project. Include concise business biographies or resumes of the key personnel who will be doing the work described in the proposal. This information must include their areas of expertise, and their experience with projects of similar scope and nature. (M/E) Proposer must include a detailed description of procedures and other aspects of the working relationship expected between Proposer's project manager and University's representative, Betsy, Boyd, Associate VP, Public and Government Affairs. (M/E) Proposer Entity Verification Submittal Requirements: If the Proposer is an entity other than a sole proprietorship, Proposer must submit evidence in the form of a Secretary Certificate (or equivalent documentation) that the individual submitting the proposal is authorized to act for and bind the Proposer in all matters relating to the proposal and possible subsequent contract. This type of written documentation is commonly in the form of a Secretarys Certificate or Officers Certificate issued by the board or committee governing the entity. The written documentation, however, is not required to be in any particular form as long as it clearly shows the individual signing the proposal has authority to bind the Proposer. (M) If Proposer is an entity other than a sole proprietorship and the entity was not organized or incorporated in the State of Oregon, Proposer is required to provide written evidence that Proposer is in good standing in its state of organization or incorporation. This type of written documentation is commonly in the form of a certificate of good standing. The written documentation, however, is not required to be a certificate of good standing. For example: A corporation incorporated in Delaware could go to the Delaware Secretary of States website, perform a business entity search on itself, and submit with its proposal a copy of the record retrieved from that site. (M) Proposer must not be listed on the Federal Excluded Parties or Debarred Contractors listing. Proposer must not be excluded from contract awards by either the federal government or the State of Oregon. No written response from Proposer is necessary for this part of Section 3.4. Upon closing of this RFP, and as part of Universitys initial review of mandatory requirements, University will verify whether Proposer is excluded from contract awards by either the federal government or the State of Oregon. (M) Proposer must submit sufficient evidence of financial capability to meet the responsibilities to perform the contract which may include balance sheets, income statements, financial statements, independent financial compilation/review or other financial information whereby University can determine Proposers credit rating or financial capability. It will be at University sole discretion to determine if evidence submitted is sufficient to determine financial capability. University reserves the right to request further information as needed for clarification purposes. The successful Proposer to which the contract is awarded may, at the discretion of University, be required to provide periodic (in no case more than two (2) times per year) updates to the financial capabilities report submitted pursuant to this RFP. (M) Proposals must set forth the qualifications of the Proposer to perform the contract, including providing a firm resume, as well as a description of the resources available to Proposer to perform the project. Proposers will verify that the Proposer has any and all licenses (including, but not limited to, software licenses) necessary for the work contemplated under this RFP, as applicable. (M/E) Proposals must include a description of the Proposers experience performing projects similar in type and magnitude to the subject of this RFP. Experience described should demonstrate: A record of securing congressional funding in areas related to University research. Preference will be given to proposers with demonstrated experience in the areas of nanoscience, neuroscience, and energy research activities, basic and applied. Experience with and knowledge of the Oregon Delegation as a registered lobbyist. Expertise with the federal authorizing, appropriations and budget process. Preference will be given to proposers with demonstrated knowledge and experience with Oregon universities research activities, including the University of Oregon. Ability to work collaboratively with multiple project stakeholders over a multi-year period. Understanding of and compliance with federal lobby disclosure and reporting laws. Proposers must include a minimum of three examples demonstrating the above experience. Proposers must also include work samples of similar projects (e.g. photographs, literature, schematics, report samples, etc.). (M/E) 3.8 Proposals must include a list of three clients and contact information for whom similar projects have been completed by the Proposer. These clients may be contacted by University for an evaluation and assessment of the Proposer's performance. (M/E) 3.9 Proposals must include a full description of how Proposer would approach this project and fully address all deliverables identified in Section II above. (M/E) 3.10 A proposed timeline with breakdown of time allocated for delivery of all deliverables identified in Section II above. (M/E) 3.11 An itemized budget of cost estimates for work to be performed to complete the Project. The itemized budget must set forth a total price. (M/E) Section IV Proposal Procedures Proposals must be in writing and must be signed by an authorized representative of the Proposer. Alterations or erasures must be initialed in ink by the person signing the Proposal Statement. No verbal proposals will be accepted. Proposals may be submitted manually or electronically. Proposers are encouraged to submit their proposals electronically to the e-mail address provided in Section I, above. The subject line must clearly state that it is a PROPOSAL, noting the RFP Project Name, RFP Number, and Closing Date and Time. Electronic proposals must be in MS Word or Excel. Supporting documentation such as graphics, pictures, and financial statements may be in .pdf or other appropriate format. All proposals submitted electronically must be submitted by individuals with authority to legally bind the Proposer. Proposers submitting manually must submit four copies of their proposal, as well as an electronic version on CD or USB device. All manual submissions must be submitted in a sealed envelope appropriately marked. All envelopes in which the RFP, Proposal Statement and your proposal are submitted MUST be clearly marked PROPOSAL, noting the RFP Project Name, RFP Number, and Closing Date and Time. University will not be responsible for the proper identification and handling of proposals not submitted in the designated manner or format as required by this RFP. It is the Proposers responsibility to ensure that the proposal is received by University at the required delivery point, prior to the Closing Date and Time as indicated in this RFP, regardless of method used to submit the proposal. All manual submissions will be made to the address indicated in Section I of this RFP. Unless Proposers are specifically authorized by this RFP to take exceptions or to leave terms open to negotiation, proposals will be a complete offer and will be subject to the terms of this RFP. Proposals must include all information required herein to be fully responsive to this RFP and to be evaluated and considered for award. Failure to do so may be deemed sufficient cause for rejection of the proposal as nonresponsive. Although the general criteria to be used for final evaluation has been provided in this RFP; it is not intended to limit imagination or creativity in preparing a proposal that will accomplish the same goals and expectations. Submission of a proposal constitutes a firm, binding and irrevocable offer for a period of 90 days following the Closing Date and Time. Proposals may be withdrawn at any time prior to the scheduled Closing Date and Time. Withdrawal can only be accomplished by written notification, signed by an authorized representative. Notification of withdrawal may be submitted manually or electronically. The written notification must be received by University prior to the Closing Date and Time. The envelope or email subject line must be clearly identified with the words PROPOSAL WITHDRAWAL, and must display the RFP Project Name, the RFP number, and proposal Closing Date and Time. Proposers may modify a previously submitted proposal prior to the Closing Date and Time. Modifications must be made in writing and signed by an authorized representative. Modifications may be submitted manually or electronically. The envelope or e-mail subject line must be clearly marked MODIFICATION, and must display the RFP Project Name, the RFP number, and the proposal Closing Date and Time. Verbal modifications or corrections will not be recognized or considered. Proposers are strongly encouraged to utilize the same method of submission, either manual or electronic, throughout the solicitation process (e.g. if Proposer submits its proposal electronically, Proposer is encouraged to submit modifications and requests to withdraw via e-mail; if Proposer submits proposal manually, requests for modification or withdrawal should be submitted manually). Requests for change or protests of solicitation specifications or contract provisions must be received by University, in writing, no later than ten business days prior to the proposal Closing Date and Time. No requests for change or protests of solicitation specifications or contract provisions will be considered after the deadline stated above. Such requests for change or protests will include the reasons for the request for change or protest, and proposed changes to specifications or provisions. Envelopes or emails containing requests for change or protest must be marked SOLICITATION SPECIFICATION REQUEST FOR CHANGE or CONTRACT PROVISION PROTEST, and must identify the RFP Project Name, RFP number and proposal Closing Date and Time. University reserves the right to amend this RFP, extend the Closing Date and Time, or deny the request or protest. If University deems it necessary to amend this RFP, an Addendum will be prepared and posted to the OUS Business Opportunities webpage:  HYPERLINK "https://secure.ous.edu/bid/" https://secure.ous.edu/bid/. Proposers are responsible for monitoring the OUS website for any amendments to the proposal. Proposers will not receive an individual notification. Proposers will be required to sign and attach a copy of the Addendum to their proposal. If the Proposer has already submitted a proposal, the Proposer must follow the instructions set forth in Sections 4.8 or 4.9, above. University reserves the right to inquire in writing, and meet with individuals or representatives of a Proposer, for the purpose of clarifying points made in their proposal. University reserves the right, at its option, to reject any or all proposals. Notification of proposal rejection will be made in writing. University reserves the right to waive minor informalities and irregularities in proposals. University is not responsible for any costs of any Proposer incurred in connection with submitting or presenting its proposal. All Proposers who respond to solicitations do so solely at their own expense. Proposers agree that University will have the right to review and require modification of any terms or definitions used in the final contract. Failure to agree upon acceptable contract definitions or terms may result in cancellation of the proposed award. This RFP and one copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be retained by Universitys issuing department for the required retention period, and made a part of a file or record which will be open to public inspection. If a proposal contains any information that is considered a "trade secret" under ORS 192.501(2), the Proposer must mark each sheet of such information with the following legend: "This data constitutes a trade secret under ORS 192.501(2), and will not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192." Failure to mark a specific page with the legend set forth in this Section will conclusively establish that the information on that page does not constitute a trade secret as defined in ORS 192.501(2). The Oregon Public Records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies "unless the public interest requires disclosure in the particular instance". See ORS 192.501(2). As such, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. Proposals in which the entire document is marked or otherwise identified in its entirety as confidential or a trade secret may be rejected. If the proposal is not rejected, the proposal will be deemed available for disclosure to the public. University plans to award this project to the firm or individual who best meets the selection criteria detailed in this RFP. It is anticipated that notification of University's decision will be issued approximately April 19, 2013. Proposal responses must clearly identify the question or request to which the Proposer is addressing and restate the Section number with each response. All responses must be organized in the order in which the question or request was presented in the RFP. Proposals that do not follow the format described in this RFP may at Universitys sole discretion be deemed non-responsive, and receive no further consideration. All proposals submitted in response to this RFP become the property of University. By submitting a proposal in response to this RFP, Proposer grants the University 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 the proposal, negotiating a contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Laws, proposals, including supporting materials, will not be returned to Proposer. Section V Evaluation and Award 5.1 Proposals will be evaluated by a committee consisting of representatives of the requesting University department, and other interested individuals, as University deems appropriate (Committee). 5.2 Proposals will initially be evaluated for completeness and compliance with the mandatory requirements of this RFP. 5.3 Those proposals which are incomplete, which do not meet all Mandatory (M) requirements of this RFP, or are otherwise deemed by University to be "non-responsive," will be rejected. 5.4 The second phase of the evaluation process will involve an evaluation and allocation of points to all responsive proposals. The Committee will evaluate each responsive proposal received, as follows: Selection Criteria 1. Qualifications and Experience 70 points Key Personnel Firm Resume and description of resources available References Prior project experience with emphasis in the following areas: i. Demonstrated record of securing congressional funding in areas related to University research, preference given to contractors with demonstrated experience in the areas of nanoscience, neuroscience, and energy research activities, basic and applied ii. Demonstrated experience with and knowledge of the Oregon Delegation as a registered lobbyist iii. Demonstrated expertise with the federal authorizing, appropriations and budget process, preference given to contractors with demonstrated knowledge and experience with Oregon universities research activities, including the University of Oregon iv. Demonstrated ability to work collaboratively with multiple projects stakeholders over a multi-year period v. Demonstrated understanding and compliance with federal lobby disclosure and reporting laws. 2. Project Approach and Description of Working Relationship 15 points 3. Timeline and Itemized Budget 15 points TOTAL 100 points 5.5 Based on the allocation of points as set forth in Section 5.4, above, a range of proposals which are deemed to have a reasonable chance of being selected for award (the Competitive Range), will be determined. The Competitive Range is expected to consist of no more than three (3) proposals; however, University reserves the right to expand or reduce the number of proposals to be included in the Competitive Range. University will notify a Proposer if it is in the Competitive Range via the e-mail address provided in Proposers proposal. If no response is provided within 24 hours after the notification is sent, a follow-up phone call will be made to the phone number provided in the proposal. If no response is received by University within 48 hours after the notification is sent, the proposal may be withdrawn from the competitive range, and written notice provided to the Proposer. 5.6 Proposers of proposals within the Competitive Range may be asked to prepare and present a live presentation of their proposal to be delivered to the Committee at University. The Proposers presentations will take place on or about the week of April 8, 2013. Any special accommodations required for the live presentations (technical or otherwise) must be communicated to University at least seven days prior to the scheduled presentation. University will make all reasonable efforts to accommodate such requests. The purpose of the live presentations will be to allow the Proposers to provide supplemental information in order to provide clarification of the proposal contents, as well as to inform the Committee as they recommend a Proposer for ultimate award of the contract under this RFP. 5.7 The Committee may also consider and assess other factors, including but not limited to, any information submitted in response to this RFP; best value; experience working with other organizations, including higher education institutions; references; financial condition of the Proposer; resources of the Proposer; clarifications provided in response to inquiries by University; proposed additional terms for providing the service; and experience of persons assigned to this project. University reserves the right to require a Best and Final Offer pursuant to OAR 580-061-0155(3) from Proposers within the Competitive Range. 5.8 After considering and assessing all factors it deems relevant, the Committee will make a recommendation to Betsy Boyd, Associate VP, Public and Government Affairs who will then make a decision as to how to proceed. The University reserves the right to make its final decision based upon the solution that best meets the Universitys needs. The lowest cost Proposer may not be awarded a Contract. 5.9 The apparent successful Proposer will be notified in writing of its status, and a contract will be provided to the apparent successful Proposer, in substantially similar form to the one included with this RFP. All other Proposers will be notified in writing that the apparent winning proposal has been selected. It is anticipated that the Award Notice will be released on or about April 19, 2013. 5.10 Protest of the selection or award may be made pursuant to the conditions and limitations of OAR 580-061-0145. Section VI Contract Award The contract award will be pursuant to a separate agreement which will include terms and conditions substantially as set forth in the draft agreement attached to this RFP as Attachment A. If you have questions or concerns, or proposed modifications regarding any of the terms and conditions contained in this RFP, including the attached form of Agreement in Attachment A, you must address those during the time prescribed for questions. Additional or supplemental terms and conditions submitted by a Proposer as part of its response may be evaluated or considered at the sole discretion of University. If additional or supplemental terms and conditions, either intentionally or inadvertently appear separately in a proposal (e.g. in transmittal letters, specifications, literature, price lists or warranties), it is understood and agreed that the terms and conditions contained in this RFP are the only terms and conditions applicable to this RFP and any ensuing Agreement, and the Proposer's authorized signature affixed to its proposal attests to this. If Proposer conditions its proposal on any additional terms and conditions, which have not been accepted by a written addendum to the RFP, the proposal may be deemed nonresponsive. Section VII Proposal Statement The undersigned, on behalf of Proposer, states that he or she has read all of the terms and conditions of this Request for Proposal (RFP); that he or she understands that by signing below and submitting a proposal, if awarded the contract, Proposer will be bound by the terms and conditions of this RFP and its proposal. Certificate of Compliance Oregon State Laws I, the undersigned, being first duly sworn, Please Initial _____ hereby affirms, under penalty of perjury, as provided in ORS 305.385(6), that to the best of Proposers knowledge, Proposer is not in violation of any of the tax laws described in ORS 305.380(4). _____ certifies under penalty of perjury that Proposer is aware that the State Board of Higher Education has instituted policies that prohibit sexual harassment that Proposer will adhere to Universitys policy prohibiting sexual harassment in their interactions with members of Universitys community. _____ certifies under penalty of perjury that Proposer does not discriminate on the basis of age, disability, national origin, race, marital status, religion, sex, or sexual orientation. _____ certifies under penalty of perjury that Proposer has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining required subcontracts. Business Designation (check one): ( Corporation ( Partnership ( Sole Proprietorship ( Governmental/Non-profit ( Limited Liability Company Please indicate your Minority Women or Emerging Small Business (MWESB) Status: Women Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Minority Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Emerging Small Business  FORMCHECKBOX  Self Report  FORMCHECKBOX  State Certified #  FORMTEXT       Above information must be provided prior to the Closing Date and Time for the proposal to be considered responsive. RFP Project Name: _________________________________ RFP Number: _________________________________ The individual(s) signing this Proposal Statement warrants under penalty of perjury that he/she has authority to bind the Proposer by his/her signature. 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