039001-0 Sole Source Determination.docx

SOLE-SOURCE DETERMINATION MEMO

FOR SUPPLIES AND SERVICES - DRAFT

ODHS Office of Contracts & Procurement

Contract specialist:

DAS Delegation 649-11, as amended

Estimated total contract value: $52,311.00

Description of goods or services: Tribal Health Strategic Plan

1. Background: This sole source justification applies to the purchase of:

a. The purpose of this Sole-Source is to develop an overall Tribal Health Strategic Plan, including facilitation of a three-day strategic planning session, review of existing documents, interviews with tribal health directors and to produce a written plan.

b. Facilitator shall conduct the following tasks:

(1) Task 1. Environmental Scan & Document Review

(a) Document Review

Initiate a targeted document review to gather information pertinent to understanding key stakeholders (both internal and external) and relevant operational processes/structures. Facilitator will review pertinent materials, including budgets, organizational charts, policies, bylaws, evaluations, operational/managerial data, other strategic planning efforts, and any other documents deemed important, to understand AGENCY and its current state.

(b) Key Stakeholder Meetings

Conduct virtual meetings with these stakeholders to understand and categorize the major areas of concern or opportunity. Consultant will work with the POC to identify major focus areas (e.g., public health, behavioral health, Medicaid) to help structure questions and prompts in the key stakeholder interview guides.

Utilize the PESTEL framework (political, economic, social, technological, environmental, and legal) to identify and categorize the external factors impacting AGENCY. Once the PESTEL framework has been populated, Consultant will use a SWOT framework (strengths, weaknesses, opportunities, and threats) to summarize relevant internal factors of AGENCY (strengths and weaknesses) and identify the strategic implications (opportunities and challenges) of external factors contained in the PESTEL.

(2) Task 2. Strategic Planning Retreat

(a) Planning & Preparation (Planning Workshops & Run-of-Show Checklist)

Facilitator will develop agendas (for the overall retreat and any workshops) and will generate the run-of-show checklist to ensure that all agenda topics are addressed and that the strategic planning retreat runs smoothly. If these sessions are converted to a virtual platform, the times will be decreased for each session to reduce screen time for participants and include more breaks.

(b) Activities:

Pre-Meeting

Strategic Planning Session

Day 1

Debrief Session with

AGENCY

Day 2

Debrief Session with

AGENCY

Day 3

Workshop #5 – Implementation Plan

Debrief Session with

AGENCY

(c) Facilitation (In-Person)

During the strategic planning retreat, Facilitator will use “Technology of Participation (ToP)” group facilitation methods that encourage a high degree of participation. Techniques will minimize discussion dominance by a few and create an environment where all participants are respected, valued, and validated.

Facilitator will also use exercises that acknowledge and honor inclusive participation means that participants can focus on building a shared vision and commit to a focused implementation plan and the attainment of AGENCY’s goals, which might include determining the primary advocacy areas, discerning priority program areas, and developing a 5-year strategic plan to achieve identified goals and objectives.

Facilitator will schedule and facilitate a 3-day on-site or virtual planning retreat with AGENCY’s staff and principals to determine the strategic goals and priorities of your programs - including by identifying and developing goals for AGENCY’s priority advocacy and program areas, as well as developing a plan with actionable steps over the next 5 years. Facilitator will conduct the strategic planning with participants via workshops. Facilitator will guide the retreat participants through Facilitator’s approach to strategic planning, which inherently includes discussion of a practical vision, challenges and obstacles, and strategic pillars, along with implementation workshops. Facilitator will also work with AGENCY to determine the topics that will be covered during the 3-day session.

(d) Methods

(a) Discussion – Facilitator will utilize a structure for effective communication provides meaningful dialogue, broadens participants’ perspectives, results in clear ideas or conclusions, and provides each member of the group with an opportunity to participate. Facilitator will identify four discussion methods: objective, reflective, interpretive, and decisional (ORID). This approach helps participants direct their thinking in stages rather than jump immediately to disputes over outcomes. It provides a clear path for sequenced questions and a logical, conscious progression.

(b) Facilitation - A structured strategic planning session helps provide a forum for creativity, energy, and ownership of outcomes. ToP strategic planning methods were developed by the Institute of Cultural Affairs in developing countries to build consensus around a community’s shared vision and strategy. Facilitator will provide for high energy and strong participation while catalyzing integrated thinking (rational and intuitive) to build practical team consensus. Facilitator will utilize the following five steps:

· Understand the context (setting the stage),

· Brainstorm (generating new ideas),

· Organize (forming new relationships),

· Name the category (discerning the consensus and “aha moments”), and

· Reflect (confirming the resolve of the group).

(e) Approach

(a) Action Planning - Facilitator uses methods to bring together the visioning and discussion session objectives, thereby achieving specific action planning to start addressing AGENCY’s strategic goals. Action planning provides quick steps that enable the group to decide upon their view of a successful or victorious outcome and discern the key actions needed to achieve success. In addition, action planning helps stakeholders create a calendar of specific actions and assignments that will improve the project’s effectiveness and set the goals, objectives, and strategies for doing so.

During facilitation and strategic planning retreats, facilitator always ensures that meeting participants agree to basic ground rules and that everyone is clear about the purpose, process, and outcomes of the strategic planning. This approach encourages participants to make an active effort to support the outcomes outlined and creates accountability through action assignments and specific timelines for completion, thereby ensuring broad participation from a diverse group.

The core approach is to facilitate an on-site planning retreat with AGENCY that will enable all participants to move through the topics outlined below:

· Facilitator’s team will arrive on-site the day before the retreat, giving them time to meet with AGENCY and board/staff and prepare for the workshops. Facilitator will bring expertise in cultural sensitivity and organizational transformation.

· During the first day of the retreat, Facilitator will draw out ideas and guide the group to a strategic plan, an environmental scan, a vision statement, and challenges and obstacles. On the second day, Facilitator will facilitate the development of strategic pillars— including the outcomes, activities, responsibilities, and timelines for each pillar—and an implementation plan.

(b) Environmental Scan - The AGENCY’s designated speaker will present the major trends that impact business planning to the group. Adequate time will be devoted to this basic overview, which will provide a common framework that will enable participants to understand the services and support currently provided, review existing feedback from previous strategic meetings, and understand feedback collected from key staff and principals on the strategic direction of AGENCY.

(c) Vision Statement - Facilitator will then conduct a visioning workshop with all participants and confirm their support and understanding of the existing AGENCY vision. Specifically, Facilitator will facilitate a discussion to identify and develop updates to the vision regarding what the participants would like to accomplish over the next 5 years. Facilitator will assist AGENCY in answering the questions related to the outcomes and impacts of increasing community engagement and leveraging available resources.

(d) Challenges & Obstacles - As part of this workshop, Facilitator will conduct a brief workshop in which participants can identify existing needs, challenges, or obstacles that block or undermine progress toward achieving the vision identified above. These challenges will be clustered by root causes behind each category. Facilitator’s facilitator will guide this focused conversation and name each cluster of obstacles.

(e) Strategic Pillars - Identifying strategic pillars is a key step in the strategic planning process. Facilitator will conduct a brainstorming workshop with the participants to determine the pillars. These ideas will be clustered into major strategic pillars, forming the plan of action outline. Each strategic pillar will be considered and named for the general direction it represents in the strategic plan.

(f) Implementation Plan - Facilitator will conduct an implementation planning workshop to review the strategic pillars and will then focus the participants on implementation and operational planning using the findings from the environmental scan, vision statement, and challenges and obstacles. Facilitator’s facilitator will guide the group in developing a 90-day launch operational plan that includes a calendar of specific actions and assignments to help identify and implement measurable goals and outcomes AGENCY should accomplish.

Facilitator will provide AGENCY with an Excel-based implementation tracker that identifies strategic pillars, initiatives, owners, and timelines to create accountability and transparency for the implementation of agreed-upon strategies.

(g) Notetaking - Facilitator’s PM will provide notetaking support for the strategic planning retreat and develop a meeting summary. The presence of a notetaker will allow the facilitator to focus on the discussion as key issues emerge. Facilitator’s notes and written summaries convey the depth and detail of the content discussed and the atmosphere in the room during the conversation. Notes will include a record of attendees, a summary of presentations and discussions, documentation of all question-and-answer portions, and a list of action items taken. Facilitator’s notetakers use Microsoft Word to develop the notes into summaries that highlight the theme of the discussions; they will also apply Word styles to build a reference tool and a bibliography, thereby ensuring consistency.

(h) Debrief - Facilitator’s PM will schedule and hold a 1-hour debriefing session with the AGENCY POC and Facilitator’s facilitator immediately after each strategic planning days to debrief on topics that arose during facilitation that day and to discuss lessons learned, methods for improvement, and next steps.

(i) Follow-Up Virtual Meetings - Facilitator will schedule up to three 4-hour-long virtual meetings to further refine strategies and implementation plans developed during the in-person retreat. These virtual meetings will help ensure that AGENCY’s major focus areas (public health, behavioral health, and Medicaid) are sufficiently represented in strategic planning efforts. Facilitator will coordinate with the project sponsor from AGENCY to develop virtual workshop topics and the list of invitees.

(j) Strategic Plan - Facilitator will collect and distill all materials from the key stakeholder meetings, document review, and insights from the strategic planning retreat into a strategic plan document that will serve as AGENCY’s roadmap. The plan will include an overview of the organizational environmental scan; a SWOT analysis; an updated vision statement; and an actionable, operational plan with the steps identified to accomplish measurable goals and outcomes.

AGENCY will have 2 weeks to provide comments and feedback, with the option to hold a virtual meeting with Facilitator to review Facilitator’s and/or AGENCY’s document edits. Upon receiving any comments or edits from AGENCY, Facilitator will provide a final, updated strategic plan to the AGENCY POC within 1 week.

(3) Task 3. Project Management

(1) Kickoff Meeting - Facilitator will hold a virtual kickoff with the AGENCY POC to review project goals, data needs, responsibilities, and timelines. Facilitator will provide an agenda 24 hours before the kickoff meeting and meeting minutes 24 hours after the meeting.

(2) Biweekly Virtual Meetings

Facilitator will schedule 30-minute biweekly check-in meetings with AGENCY to review progress and obstacles.

(4) Monthly Reports

On no later than the 5th day of the month, the Facilitator will provide AGENCY with a written report summarizing the prior month’s key activities, accomplishments, progress toward milestones, challenges, risks, and mitigation strategies.

c. AGENCY is seeking this Sole-Source Determination for the following reasons:

(1) Time is of the essence. Internal Tribal planning has commenced, and any delay from AGENCY could derail the entire planning process.

(2) Established relationship. Prospective Contractor has conducted Strategic planning under Contract # 158133 and had established trust and connections with the Tribal leaders.

(3) Knowledge of Plan. Bringing in a new Contractor would not only take time to understand the needs of the Tribes, but would also require a detailed understanding of the history of the Strategic Plan and how this plan affects AGENCY’s relationship with the 9 Federally Recognized Tribes within the State of Oregon.

2. Prospective contractor/vendor:

Protests are due by 3:00 PM within seven calendar days after the first date the notice is posted on OregonBuys. Protests must be sent via mail, fax, email, or hand carried to the following address: Protests via telephone will not be accepted.

Oregon Health Authority

Office of Contracts and Procurement

Agency reserves the right to purchase additional planning services

3. Written findings of fact (market research):

The findings below must include factual information supporting the determination that meet the sole source requirement in statute.

Pursuant to ORS 279B.075, Agency must conduct market research that supports the assertion that there is only one source that can provide the goods or services. Market research includes utilization of the internet, trade journals, agency vendor lists, professional organizations, studies, catalogs/industrial periodicals, vendor sources, yellow pages, etc.

Agency must select at least one of the findings and prepare the determination as it specifically relates to the good or service being procured. More than one finding can be addressed. The findings are as follows:

|_| Pursuant to ORS 279B.075 (2)(a): Provide findings supporting the determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source. [Enter supporting documentation] or |_| Pursuant to ORS 279B.075 (2)(b): Provide findings supporting the determination that the goods or services required for the exchange of software or data with other public or private agencies are available from only one source. [Enter supporting documentation] or |_| Pursuant to ORS 279B.075 (2)(c): Provide findings supporting the determination that the goods or services are for use in a pilot or an experimental project. [Enter supporting documentation] or

APPROVED:

By:

Signed by DPO electronically via OregonBuys

Kirk N. Rhoades or acting DPO

BRAND NAME DETERMINATION:

If a brand name is involved, Agency must also satisfy the requirements of OAR 125-247-0691 by completing Attachment 1.