PeopleSoft Commitment Control and Grant Management Implementation

Location:	Oregon
Posted:	Aug 10, 2024
Due:	Sep 10, 2024
Agency:	Lane County
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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LANE COUNTY, OREGON

REQUEST FOR PROPOSAL

PeopleSoft Commitment Control and Grant

Management Implementation

Emailed responses due:

September 10, 2024, 4:00 PM Pacific Time

VS 04/2024

Lane County

County Administration Office - Operations

125 E. 8th Ave.

Eugene, Oregon 97401

1. ADVERTISEMENT FOR OFFERS

Notice to Offerors

Pursuant Lane County Contracting Policy 20.300.200, Lane County will receive offers for:

PeopleSoft Commitment Control and Grant Management Implementation

Until:

September 10, 2024, 4:00 PM (Pacific Time)

Submitted to:

Greg Holmes, Financial Services Manager/Treasurer

LCPROCUREMENT@lanecountyor.gov

Single Point of Contact during solicitation process:

Same as above

Project Description

In general, Lane County is soliciting proposals for professional services, including project

management, business process consulting, and ERP system configuration for the

implementation of Commitment Control, Grant Management and other process improvement

solutions in PeopleSoft Financials and Supply Chain Management version 9.2.

Solicitation Documents

Interested parties may download a complete set of solicitation documents from the Lane

County Procurement & Purchasing webpage at: www.lanecounty.org/bids. Changes to the

solicitation document will be made only by written addendum. County will publish notice of

addenda on the same webpage stated above.

Offers properly submitted and received will be opened immediately following the time offers

are due, and a list of the Offerors will be promptly sent to all such offerors.

Pre-Offer Conference

A VOLUNTARY Pre-Offer Conference will be held on August 21, 2024, 9:00 am Pacific Time

via Microsoft Teams. Interested parties may attend the meeting via this link Join the meeting

now or by calling 1-945-468-5504; conference ID 587365240#. Offerors are not required to

attend to be eligible to submit an offer for this project but are advised to do so if a site visit is

necessary to submit an offer. Statements made by County staff or representatives are not

binding upon the County unless confirmed by written addendum.

Prequalification

Not Required.

2. PREPARATION AND SUBMISSION OF OFFERS

2.1 Offer Preparation. Offerors are responsible to read and understand all portions of the

solicitation documents, including attachments and addenda, if any, and to include all

requirements in their submittals. To be responsive, offers must be made in writing, and

address the background, information, questions, criteria, and requests for information

contained in the solicitation. Offers must be submitted in the required form and

containing all required documents and responses, be signed by the Offeror or its

authorized representative, and submitted in the manner and number described in the

solicitation.

2.2 Addenda. Changes to the solicitation document will be made only by written addendum.

County will publish notice of addenda on the same County webpage stated above.

Offerors should frequently check the webpage until closing, i.e., at least once weekly

until the week of Closing and at least once daily the week of Closing. Addenda shall not

be issued without 72 hours of Closing unless the addendum also extends the Closing.

The requirements or clarifications contained in any addenda issued must be included in

the offers received and will become part of any resulting contract.

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2.3 Offers Subject to Oregon Public Records Law. Offers submitted in response to this

solicitation become public records under Oregon law and, following contract award, will

be subject to disclosure to any person or organization that submits a public records

request. Offerors are required to acknowledge that any submitted materials may be

disclosed in its entirety to any person or organization making a records request, except

for such information as may be exempt from disclosure under the law. If an offer contains

any information that is considered trade secret under ORS 192.345(2), that information

must be marked with the following:

“This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed

except in accordance with the Oregon Public Records Law, ORS 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets,

and the exemption from disclosure applies only “unless the public interest requires

disclosure in the particular instance.” ORS 192.345(2). Note that cost or price

information must be open to public inspection.

If the County receives a records request, including subpoena, covering information the

Offeror believes is covered by an applicable public records exemption, it is the Offeror’s

responsibility to defend and indemnify the County for any costs associated with

establishing such an exemption.

2.4 Nondiscrimination. Submittal of an offer in response to this solicitation evidences

offeror’s agreement that in performing the work called for by this solicitation and in

securing and supplying materials offeror has not and will not discriminate against: 1) any

person on the basis of race, color, religious creed, political ideas, sex, sexual orientation,

source of income, age, marital status, physical or mental handicap, national origin or

ancestry unless the reasonable demands of employment are such that they cannot be

met by a person with a particular physical or mental handicap; and 2) a subcontractor in

the awarding of a subcontract because the subcontractor is a minority, woman, or

emerging small business certified under ORS 200.055, or a business enterprise that is

owned or controlled by, or that employs a veteran as defined in ORS 408.225.

2.5 Offer Submission. Offers must be received by the time and date stated for receipt in

the solicitation. To be considered, offers must be submitted in the form and manner

stated in the solicitation, complete with an Offeror’s Statements & Certifications Form

signed by the Offeror or its authorized representative, responses to all criteria and

requirements included in the solicitation, other documents required to be submitted, if

any, and contain the number of copies required.

By submitting an offer, Offeror acknowledges that the Offeror has read and understands

the terms and conditions applicable to this solicitation and accepts and agrees to be

bound by the terms and conditions of the contract, including the obligation to perform

the scope of work and meet the performance standards.

2.6 Submittal Format. To be considered, offers must be submitted electronically in

accordance with all the following instructions:

2.6.1 Offers must be submitted as an attachment to an email, submitted to the email

address stated above,

2.6.2 The subject line of the email must clearly identify the submission as a response

to this specific solicitation,

2.6.3 Unless otherwise stated in the Offer Requirements, documents may be

submitted in PDF format only, and

2.6.4 Offers must not include .zip files and cannot be more than 30 megabytes in size.

2.7 Correction, Withdrawal, and Late Submissions. An Offeror may withdraw its offer at

any time prior to the deadline set for receipt of offers, by email to the person identified

for receipt of offers and may submit a new sealed offer in the manner stated in the

solicitation. The County will not consider offers received after the time and date indicated

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for receipt of offers. An Offeror may not modify its offer after it has been submitted to the

public officer, other than to address minor informalities as defined by the County, unless

the offer is withdrawn and resubmitted as described above.

3. CLARIFICATION OR PROTESTS OF SOLICITATION DOCUMENTS

3.1 Clarifications. If an Offer finds discrepancies or omissions in the solicitation documents,

or is in doubt as to their meaning, the Offeror must immediately notify the public officer

designated for receipt of offers or other person identified for submission of questions.

If the public officer believes a clarification is necessary, an addendum will be issued in

writing not less than 72 hours prior to the deadline for receipt of offers, and available on

the County's Procurement & Purchasing webpage listed above. Addenda issued within

72 hours of Closing will also postpone the date for submission of offers. The

requirements or clarifications contained in any addenda so issued must be included in

the offers received and will become part of any resulting contract.

The apparent silence of the solicitation documents regarding any detail, or the apparent

omission from the solicitation of a detailed description concerning any point, means that

only the best commercial or professional practice, material, or workmanship is to be

used.

3.2 Protest of Solicitation Documents. A prospective Offeror may protest the competitive

selection process or provisions in the solicitation documents if the prospective Offeror

believes the solicitation process is contrary to law or that a solicitation document is

unnecessarily restrictive, legally flawed, or improperly specifies a brand name pursuant

to the requirements of Lane Manual Contracting Policy 20.700. Any written protest must

be submitted to the public officer identified for receipt of offers in the solicitation not less

than 7 days prior to the deadline for submission of offers.

Lane County will consider the protest if the protest is timely filed and contains all the

following items:

• Sufficient information to identify the solicitation that is the subject of the protest;

• The grounds that demonstrate how the procurement process is contrary to law or

how the solicitation document is unnecessarily restrictive, is legally flawed or

improperly specifies a brand name;

• Evidence or supporting documentation that supports the grounds on which the

protest is based; and

• The protest must state the changes to the procurement process or the solicitation

document that the prospective Offeror believes will remedy the conditions upon

which the protest is based.

If the protest meets these requirements, the County will consider the protest and issue

a decision in writing. If the protest does not meet these requirements, the County will

promptly notify the prospective Offeror that the protest is untimely or that the protest

failed to meet these requirements and give the reasons for the failure. The County will

issue its decision on the protest not less than 3 business days before offers are due,

unless a written determination is made by the County that circumstances exist that justify

a shorter time limit.

4. OPENING OF OFFERS

4.1 Offers Held Until Time for Opening. The County will not examine any offer prior to

opening.

4.2 Late Submissions. Any offer or modification received after the designated deadline will

not be opened or considered.

4.3 Inspection of Offers Submitted. The offers submitted will be open to public inspection

after the issuance of notice of intent to award, with the exception of any information

covered by an exemption to disclosure.

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5. OFFER EVALUATION AND AWARD

5.1 Responsiveness. Offers will be reviewed by the public officer for responsiveness to the

minimum requirements established by the solicitation, which include, but are not limited

to:

• Submission of a completed Offer Statements & Certifications Form in the form

included in Attachment B.

• Compliance with solicitation procedures, public contracting laws, and the

requirements of the Lane Manual.

• Application of any applicable preferences for goods and services that have been

manufactured, produced, or performed in Oregon (ORS 279A.120), Resident

Bidders (ORS 279A.120), recycled materials (ORS 279A.125), or printing performed

within the State (ORS 282.210).

5.2 Offer Evaluation. The County will evaluate offers based on the requirements in

Attachments B, the applicable standards of Responsibility to complete the Scope of

Work included in Attachment A, which include overall price, qualifications, experience,

resources, proposed services, Offeror’s past record of performance, and any other

factors identified in the solicitation document.

In evaluating offers and selecting a contractor, Lane County reserves the right to:

• Reject any and all offers not in compliance with all prescribed procedures,

requirements, rules, or laws, and may reject for good cause any and all offers upon

the County's finding that it is in the public interest to do so,

• Issue subsequent solicitations for the same or similar scope of work,

• Not award a contract,

• Waive any irregularities or informalities,

• Accept the offer which the County deems to be the most beneficial to the public and

Lane County,

• Utilize procedures for Competitive Range, Multi-tiered, and Multistep Proposals

pursuant OAR 137-047-0261.

• Negotiate with any Offeror to further amend, modify, redefine, or delineate its offer,

• Negotiate and accept, without re-advertising, the offer of the next-highest scored

Offeror, in the event that a contract cannot be successfully negotiated with the

selected Offeror, which may occur prior to the time a final recommendation for award

is made for executive approval, and

• Further question any Offeror to substantiate claims of experience, background

knowledge, and ability.

5.3 Mistakes in Offers. County shall reject any Offer in which a mistake is evident on the

face of the Offer and the intended correct Offer is not evident or cannot be substantiated

from documents submitted with the Offer. County may waive, or permit an Offeror to

correct, a minor informality.

5.4 Notice of Award. The County will provide written notice of its intent to award to a given

Offeror(s) at least 7 days before the award, unless the County determines that

circumstances justify prompt execution of an award, in which case the County may

provide a shorter notice period. Unless otherwise stated in the solicitation, the Notice of

Intent to Award will be given by posting the notice on the Procurement & Purchasing

webpage in the same location as the solicitation posting.

5.5 Protest of Intent to Award. An Offeror that submitted an offer for the solicitation and is

not recommended for award may protest the County’s recommendation for award. To

be considered, the protesting Offeror must be eligible to be awarded the contract in the

event that the protest is successful. Determination on protests will be made by the

decision maker, either the Board or the County Administrator, depending upon which

has authority to execute the contract under County rules. To be considered, a protest

must be submitted in writing to the public officer issuing the Intent to Award and received

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

PeopleSoft Commitment Control and Grant Management Implementation

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See also