22-071-RFP Workforce Ready TA 20230220.docx

STATE OF OREGON

Workforce Ready Grants Technical Assistance Intermediate Request for Proposal: HECC #22-071-RFP OregonBuys #S-52500-000055544

Date of Issue: 02/10/2023 Closing Date: 02/24/2023 at 1:00 PM

HECC #22-071 Workforce Ready Technical Assistance OregonBuys #S-52500-0000055544

Single Point of Contact (SPC): Jeanie Stuntzner Jeanie.stuntzner@hecc.oregon.gov

BACKGROUND AND PURPOSE

The State of Oregon, acting by and through its Higher Education Coordinating Commission (“HECC”) is issuing this Request for Proposals (“RFP”) on behalf of Future Ready Oregon under the Office of the Executive Director to engage contractors who are skilled in providing technical assistance in grant writing and submission processes to potential grant applicants.

The State of Oregon has committed to supporting the educational and training needs of Oregonians through the establishment of Future Ready Oregon, also known as Senate Bill (“SB”) 1545 (2022). Future Ready Oregon is a comprehensive $200M investment package that supports the education and training Oregonians need to obtain family-wage careers, and providing job training and placement opportunities to historically underserved communities. Workforce Ready Grants are a major component of Future Ready Oregon and represent a total investment of $95,000,000. These Grants will be issued through a Request for Applications (“RFA”) process and will be available to workforce service providers and community-based organizations that administer workforce programs in the health care, manufacturing, and technology industry sectors. The Grants will prioritize equitable program participation by individuals from priority populations.

In order to assist applicants to the Workforce Ready RFA, HECC desires the services of Technical Assistance providers who have the knowledge and experience to assist applicants to develop strong applications. HECC is issuing this RFP to obtain those Technical Assistance providers. HECC anticipates the award of one or more contracts from this RFP. This contract will cover two periods of work related to the Second Round of Applications under the Workforce Ready Project. The first period of work will start upon execution of the contract(s) resulting from this RFP and will run the duration of time that the Workforce Ready Grants Request for Applications (“RFA”) is open to the public, which is anticipated to span 75 days. The second period of work will begin approximately two months after the first and will last another 60 days in support of applicants that were not selected to receive funding.

The not-to-exceed amount for all contracts issued under this RFP is $250,000. HECC reserves the right to amend any contract awarded under this RFP for time or money as it determines in its best interest.

SCOPE OF WORK

The HECC is seeking one or more contractors to provide technical assistance to potential Round Two applicants in the completion and submission of their response to the Workforce Ready Grants Round Two RFA. HECC plans to work with Technical Assistance Contractors to identify their expertise areas and list those on the RFA as well as the HECC website so that applicants can self-select a TA provider that seems to reflect the background and/or goals of their organization and proposed project.

HECC will refer potential applicants to the Technical Assistance providers awarded contracts under this RFA is a fair and equitable manner as it determines in its sole discretion. Activities include but are not limited to:

· Being available and responsive to requests from potential applicants

· Assisting potential applicants in determining if they are eligible to apply.

· Assisting potential applicants in understanding the RFA application process and the resources available to them

· Providing guidance and clarification on the requirements of the RFA

· Providing guidance and feedback on applicants’ draft submission materials including their application, project plan, program budget, and certification sheet

· Sharing best practices of grant application writing to assist potential applicants in submitting competitive applications.

· Providing guidance and feedback to applicants who were not selected for a grant award in order to prepare them for future grant opportunities.

PROPOSED STATEMENT OF WORK

Contractor will be expected to do the following:

· Attend one or more introductory and training meetings with HECC to understand the RFA and desired outcomes. Dates, times, and location (including virtual) will be mutually agreed upon.

· Consult with HECC when unsure of the appropriate response to potential applicants.

· Attend (in person or virtually) and participate in up to three Information Sessions for potential applicants.

· Provide HECC with a clear process and availability for potential applicants to use when accessing this service.

· Respond to requests from HECC within two business days.

· Respond to requests and inquiries from potential applicants within two business days.

· Perform the work described in the Scope of Work section, and any additional activities captured in future agreements.

· Track the work completed and submit a final report that details the following:

· The number of assistance inquiries received

· The unique number of potential applicants/organizations that accessed the service

· The type of assistance that was provided

· The number of hours spent directly consulting and communicating with potential applicants

· The number of hours spent completing activities that did not involve direct work with potential applicants

· A narrative on specific supports or resources provided to potential applicants that were culturally and linguistically responsive

· A narrative on lessons learned and recommendations for future RFA processes where technical assistance will be made available to potential applicants

REQUIRED ATTRIBUTES

Successful Proposers will demonstrate the following required attributes:

· A commitment to delivering services in a fair, just and equitable manner in alignment with the HECC Equity Lens.

· An understanding that by contracting for these services, your organization and its employees will not be allowed to compete for Workforce Ready Grants Round Two funding.

· Availability to meet with potential applicants.

· Prior experience providing contract or grant writing technical assistance to grant applicants (especially for competitive opportunities like Requests for Proposals (for contracting opportunities) or Requests for Applications (for grants opportunities.)

Desired attributes are:

· The ability to offer services in languages other than English, or in varying accessibility formats

· Prior experience working with culturally-specific organizations

· Prior experience with or knowledge of workforce development systems and services

· Prior experience providing contract or grant writing technical assistance to community-based organizations (especially for competitive opportunities like RFPs (for contracting opportunities) or Requests for Applications (for grants opportunities.)

SUBMISSION REQIREMENTS

If you are interested in this opportunity, submit a Letter of Interest (“LOI”) to HECC at HECC.Procurement@hecc.oregon.gov by February 24, 2023, at 1:00 p.m. PST. The LOI will be no more than 5 pages, and must address all of the following:

· Your prior experience providing technical assistance of this type or writing grants for state and/or federal grant opportunities.

· Your plan and capacity to complete the activities described in Section 5, and any additional activities you will perform.

· How you meet the attributes listed in the Required Attributes section.

· Which attributes from the Desired Attributes section you possess.

· Your proposed budget.

· Your preferred or required payment method, whether that is an hourly rate, a tiered rate (amount per a certain number of hours expended) or a flat fee.

After an initial evaluation session, HECC may ask leading Proposers for interviews.

If you have questions related to this solicitation, contact the SPC listed on the first page.

EVALUATION CRITERIA

LOIs meeting the requirements outlined in Section 6 will be reviewed by an Evaluation Committee. Evaluators will award points for the criterion listed below, with number of points awarded commensurate with the clarity and thoroughness of Proposer’s response to the Evaluation Items.

· Evaluation Item 1: Experience and capacity (30 points)

· How well has the Proposer demonstrated experience and/or capability to perform the services described in Section 4 – Proposed Statement of Work? (20 points maximum)

· How well does the Proposer demonstrate they have the capacity to successfully provide the services described in this solicitation document in the timeframe required by HECC? (10 points maximum)

· Evaluation Item 2: Project Approach (20 points)

· How well does the Proposer clearly and concisely describe their intended approach to performing the services described in Section 4? (5 points maximum)

· How well does the Project Approach demonstrate an understanding of the Project requirements? (5 points maximum)

· Does the Proposer offer any new or enhanced ideas to add value to the services requested in this RFP? (5 points maximum)

· Does Proposer’s Project Approach further diversity, equity, and inclusion? (5 points maximum)

· Evaluation Item 3: Cost Proposal (30 points)

· How clearly and concisely does the Proposer convey the basis on which prices are quoted? (15 points maximum)

· What is overall cost? (15 points maximum)

· Evaluation Item 4: Registration with the Certification Office for Business Inclusion and Diversity (COBID) (20 points)

· Vendor is a registered COBID firm SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Proposals. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

The top Proposer(s) awarded the most points will be selected to enter into contract negotiations with HECC.

SUCCESSFUL PROPOSER REQUIREMENTS

A. Insurance Prior to execution of the Contract, the apparent successful Proposer shall secure and demonstrate to HECC proof of commercial general liability insurance coverage in the amounts of $1,000,000 per occurrence and $2,000,000 aggregate, unless otherwise negotiated. Policies can usually be obtained for short-term durations for relatively low cost—please consult an insurance broker if you do not already carry the above-described insurance.

B. Taxpayer Identification Number The apparent successful Proposer shall provide its Taxpayer Identification Number on a completed W-9 form (which can be found here: https://www.irs.gov/pub/irs-pdf/fw9.pdf). The apparent successful Proposer must provide its backup withholding status on the W-9 form if either of the following applies:

When requested by HECC (normally in an intent to award notice), or When the backup withholding status or any other information of Proposer has changed since the last submitted W-9 form, if any.

HECC will not make any payment until HECC has a properly completed W-9.

C. Business Registry If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Proposer shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site: http://www.filinginoregon.com/index.htm.

PUBLIC RECORDS

All information and records submitted to HECC are subject to disclosure under the Public Records Law, ORS 192.311 to 192.478. If Proposer believes that any information or records it submits to HECC may be a trade secret under ORS 192.345(2), or otherwise is exempt from disclosure under the Oregon Public Records Law, Proposer must identify such information with particularity and include the following statement:

“This data is exempt from disclosure under the Oregon Public Records Law pursuant to ORS chapter 192, and is not to be disclosed except in accordance with the Oregon Public Records Law, ORS 192.311 through 192.478.”

If Proposer fails to identify with particularity the portions of such information that Proposer believes are exempt from disclosure, Proposer is deemed to waive any future claim of non-disclosure of that information.

ADDITIONAL INFORMATION

A. Governing Laws This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the Eleventh Amendment to the Constitution of the United States or otherwise, to or from any Claim or from the jurisdiction of any court.

B. Ownership All Proposals submitted in response to this RFP become the Property of HECC. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free, fully paid-up, worldwide 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 an Agreement, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer unless the Proposal is submitted late.

C. Cost of Submitting Material Proposer shall pay all the costs in submitting its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, or costs to participate in demonstrations.

D. Statewide E-waste If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure 107-011-050_PR. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

E. Recyclable Products Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract. (ORS 279B.025)

F. Printing, Binding Work Except as provided in ORS 282.210(2), all printing, binding and stationery work, including the manufacture of motor vehicle registration plates and plates required to be affixed to motor carriers, for the State or any county, city, town, port district, school district, or other political subdivision, must be performed within the State of Oregon.

ATTACHMENT A — PROPOSAL CERTIFICATION SHEET

Legal Name of Proposer:

Address:

City, State, Zip:

State of Incorporation:

Entity Type:

Contact Name:

Telephone:

Email:

Any individual signing below hereby certifies they are an authorized representative of Proposer and that:

If awarded a Contract, Proposer agrees to perform the scope of work and meet the performance standards set forth in the final negotiated scope of work of the resulting Contract.

I have knowledge regarding Proposer’s payment of taxes and by signing below I hereby certify that, to the best of my knowledge, Proposer is not in violation of any tax laws of the state or a political subdivision of the state, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

Proposer does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, gender, disability, sexual orientation, national origin. When awarding subcontracts, Proposer does not discriminate against any business certified under ORS 200.055 as a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business. If applicable, Proposer has, or will have prior to contract execution, a written policy and practice, that meets the requirements described in ORS 279A.112, of preventing sexual harassment, sexual assault and discrimination against employees who are members of a protected class. HECC may not enter into a contract with an anticipated contract price of $150,000 or more with a Proposer that does not certify it has such a policy and practice. See https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx for additional information and sample policy template.

Proposer and Proposer’s employees, agents, and subcontractors are not included on:

the “Specially Designated Nationals and Blocked Persons” list maintained by the Office of Foreign Assets Control of the United States Department of the Treasury found at: https://www.treasury.gov/ofac/downloads/sdnlist.pdf., or the government-wide exclusions lists in the System for Award Management found at: https://www.sam.gov/SAM Proposer certifies that, to the best of its knowledge, there exists no actual or potential conflict between the business or economic interests of Proposer, its employees, or its agents, on the one hand, and the business or economic interests of the State, on the other hand, arising out of, or relating in any way to, the subject matter of the RFP. If any changes occur with respect to Proposer’s status regarding conflict of interest, Proposer shall promptly notify the State in writing.

Proposer certifies that all contents of the Proposal (including any other forms or documentation, if required under this RFP) and this Proposal Certification Sheet are truthful and accurate and have been prepared independently from all other Proposers, and without collusion, fraud, or other dishonesty.

Proposer understands that any statement or representation it makes, in response to this RFP, if determined to be false or fraudulent, a misrepresentation, or inaccurate because of the omission of material information could result in a "claim" (as defined by the Oregon False Claims Act, ORS 180.750(1)), made under Contract being a "false claim" (ORS 180.750(2)) subject to the Oregon False Claims Act, ORS 180.750 to 180.785, and to any liabilities or penalties associated with the making of a false claim under that Act.

Proposer certifies it will comply with the Pay Equity law, ORS 652.220, if applicable.

Proposer is registered in the State’s electronic procurement system, OregonBuys, found here: https://oregonbuys.gov/bso/. (Registration is free by clicking the blue “Register” button on the top right corner of the webpage.)

Authorized Signature

Date

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