State of Oregon

Crew Lead Training Facilitation Intermediate Request for Proposal: OregonBuys #S-52500-00009177

Date of Issue: 1/12/2024 Closing Date: 2/16/2024 at 1:00 PM PST

Single Point of Contact (SPC): Karen DeHut karen.e.dehut@hecc.oregon.gov

Table of Contents

1. INTRODUCTION

2. BACKGROUND

3. SCOPE OF WORK

4. PROPOSED STATEMENT OF WORK

5. PROPOSAL SUBMISSION

6. PROPOSAL CONTENT REQUIREMENTS

7. EVALUATION

8. SUCCESSFUL PROPOSER REQUIREMENTS

9. ADDITIONAL INFORMATION

mailto:karen.e.dehut@hecc.oregon.gov

1. INTRODUCTION

The State of Oregon, acting by and through the Higher Education Coordinating Commission (“HECC”), is issuing this Request for Proposals (“RFP”) for the Oregon Youth Works (“OYW”) Crew Lead Training Event to be held on June 4-5, 2024, in Redmond Oregon at Central Oregon Community College.

HECC is conducting this Intermediate Procurement under the authority of OAR 125-246- 0170(2)(c)(C). Funding is not guaranteed and is subject to competition, requirements, and the availability of funds. If HECC chooses to partially award a proposal, it will do so in a manner that does not prejudice any Proposers or affect the basis upon which the proposal or portion thereof was evaluated and selected for award. Awarded Contracts through this competitive RFP are not a guarantee of future contracts. Evaluation of proposals are based on the criteria in this RFP. HECC reserves the right to award contracts in discrete portions or phases.

HECC anticipates awarding one or more Contracts from this RFP. The Contract(s) is/are anticipated to expire no later than 30 days following the date of the 2024 Crew Lead Training Event. HECC has funds for the current 2023/2025 biennium and reserves the right to extend the Contract up to three additional years to include 2025, 2026, and 2027 Crew Lead Training Events, subject to further budget approval, and to award more than one Contract if it is in HECC’s best interest.

The successful Proposer(s) will provide the following services:

1. Assist in planning of the 2024 Annual Crew Lead Training event.

2. Provide daily training facilitation at the Annual Crew Lead Training event.

3. Additional components included and agreed upon from Proposals.

Proposals must include itemized budget estimates.

Proposals will be reviewed by HECC staff and a review panel. Proposer can submit more than one proposal.

Please see the Submission and Evaluation Criteria (Section 6) below for additional information

2. BACKGROUND/OVERVIEW

HECC commits to diversity, equity, and inclusion, inviting new partners into the workforce system and placing an emphasis on serving youth and young adults from priority populations which include, but are not limited to: communities of color, women, low-income communities, rural and frontier communities, veterans, persons with disabilities, youth who experience the justice system, members of Oregon’s nine federally recognized Indian tribes, and individuals who identify as members of the LGBTQ+ community.

In addition, HECC:

• Applies the HECC’s Equity Lens to all aspects of its work.

https://www.oregon.gov/highered/policy-collaboration/Documents/Equity/HECC-Equity-Lens-2021.pdf

• Engages with current partners and grantees to develop an inclusive, equitable, and low-barrier grant process.

• Solicits engagement in the scoring process from a diverse mixture of organizations, entities, and partners.

• Provides funding upfront to applicants that demonstrate a need for immediate funds.

OYW, an initiative of the HECC’s Office of Workforce Investments (“OWI”), embraces diversity, equity, and inclusion in its mission to increase opportunity for Oregon’s young people through the funding of workforce development programs.

3. SCOPE OF WORK

The Crew Lead Training opportunities bring together Oregon Youth Corps (“OYC”) and Oregon Conservation Corps (“OCC”) crew leaders. In both programs, crew leaders train, manage, advise, and coordinate crews of corpsmembers between the ages of 13-26 for a range of natural resource-related projects. The youth participants in these crews have a wide range of backgrounds, barriers, and support needs. While conducting stewardship and natural resource projects, a large part of each program is meant to provide workforce development supports to youth who have faced barriers or who have historically not been represented in the realm of natural resources.

Proposers should model the same expectations that HECC has for crew leaders, which includes providing a safe space for participants to engage, being culturally responsive and knowledgeable, demonstrating empathy and a willingness to learn, and valuing the strengths that each person brings to their work.

Crew Lead Training Opportunities:

Crew Lead Training Opportunities may consist of the following:

• June training event presentation, formats include:

o General sessions to the whole audience, 45-60 minutes

Panel Discussion Lunch Presentations Training Session o Breakout training sessions, 1- 2 hours

• Additional Continuous Learning Opportunities will be defined with the selected Proposer utilizing their proposal materials. These may include:

Develop workbook curriculum/syllabus to assist in on-boarding crew leaders either during a facilitated training or asynchronously.

Host 1:1 Facilitator to Organization (Grantee) coaching opportunities Host additional virtual training workshops (1-3 hours)

• These may have anywhere between 30-80 attendees.

Host additional regional mid-year training days to encourage continuous learning (OWI envisions 3, full 1-day opportunities that take place in 3 regional locations)

• These would be expected to have anywhere between 20-40 attendees.

Attendance:

HECC anticipate between 60-100 attendees at the June training event, which will be hosted in Bend, OR.

Key Training Themes:

OWI staff have brought together grantee partners to help develop the scope of the Crew Lead Training needs. In this workgroup, the following themes have been identified as core topics that could be covered. The successful Proposer will have a breadth of expertise in multiple areas:

• Trauma Informed and Culturally Responsive Supervision

• Youth Mental Health

• Leadership Responsibilities and Professionalism

• Cultural Competencies

• Conflict Resolution

• Effective Communication

• Bi-lingual/Bi-cultural Leadership

• Setting and Managing Expectations

• Teambuilding and Mentorship

• Coaching Essential Employability Skills

• Supporting adequate access to community resources (e.g., Racism, Language

Barriers, Poverty, etc.)

Breakout Sessions:

HECC will work with the selected Proposer, HECC’s Grantee workgroup, and HECC staff to select breakout session topics and presenters. Generally, breakout sessions:

• will be interactive and informative;

• include physical activities (accommodations for activities may be requested to accommodate all attendees);

• provide opportunities for sharing and co-learning and/or frameworks for advocacy, education, and support services;

• should include either innovative and evidence-supported or best practices from the field.

4. PROPOSED STATEMENT OF WORK

The below proposed Statement of Work is an example of what HECC is seeking to evaluate.

Proposer should use their experience and expertise to propose how the work shall progress.

A. Task 1 – Kick Off meeting

• Facilitate an initial meeting to gain complete understanding of the needs and requirements on this project from the following entities: HECC, OWI, OYC, OCC partners, stakeholders, customers, and others.

Deliverables: Kick Off meeting.

B. Task 2 – Plan and Manage the Project

• Assist in planning of the Annual Crew Lead Training event.

o Work in conjunction with HECC to coordinate presenters and schedule.

o Assist in finding and hiring Tribal Cultural Ambassadors to kick off HECC’s event and ground HECC’s work.

o Coordinate with staff and event speakers.

Deliverables: an agenda for the event, responsibilities plan, regular updates, and bi-weekly meetings.

C. Task 3 – Facilitation of Crew Lead Training Event

• Provide daily training facilitation at the Annual Crew Lead Training Event to an audience of approximately 60-100 individuals.

• May host their own session(s) during the event.

• Contractor must serve as an on-site facilitator on the day of the event.

Deliverables: Host/Emcee portions of the event, provide up to 20 hours of individual and/or team time for content delivery, provide event feedback post-event, hold debrief meeting with OYW.

D. Task 4 – Additional Ongoing Training

• HECC is interested in the successful proposer providing additional, on-going training opportunities to keep organizational staff leaders engaged throughout the year. This may include:

• Develop workbook curriculum/syllabus for either facilitated or asynchronously training;

• Host 1:1 Facilitator to Organization (Grantee) coaching opportunities;

• Host additional virtual or in-person training workshops;

• Host additional regional mid-year training days to encourage continuous learning (HECC envisions 3, full 1-day opportunities that take place in 3 regional locations).

Deliverables: Workbook/Syllabus delivered to OYW by June 2025, facilitate at least 2 virtual or in-person workshops (may be co-developed), host additional organizational coaching opportunities with grantee providers.

5. PROPOSAL SUBMISSION

Proposals should be submitted via e-mail to HECC.Procurement@hecc.oregon.gov by 1:00 PM PST on February 16, 2024. The subject line of the e-mail should have RFP S-52500-00009177.

6. PROPOSAL CONTENT REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both.

A Proposal that merely offers to provide the Goods or Services as stated in this RFP will be considered non-Responsive to this RFP and will not be considered further.

A. Proposal Certification Sheet

The Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment A).

mailto:HECC.Procurement@hecc.oregon.gov

B. Introduction to Proposer and Proposer’s Relevant Experience

To be eligible for a contract under this RFP, Proposers must demonstrate the following:

• Experience operating youth workforce development programming, have subject matter expertise in youth development, corps work, coaching young adult groups, and/or have experience performing natural resource projects with corpsmembers;

• Meet HECC’s requirements for insurance and background checks, as listed in RFP.

• Meet requirements to provide report(s) to HECC.

Describe Proposer/the firm.

• How long has it been in business?

• From which locations will the services be performed?

• How does Proposer support diversity, equity, and inclusion?

• How does the Proposer incorporate trauma-informed practices?

• What experience does the Proposer have working with vulnerable populations and/or their leaders?

• The Proposal must contain information that clearly demonstrates that Proposer has a minimum of three years of professional experience within the past five years, successfully providing services that are comparable to those described in this Solicitation Document.

• Proposals must contain a discussion that describes the experience Proposer has working with a government entity.

• Proposals should contain a discussion on Proposer’s ability to successfully complete the Project on time and within budget.

C. Proposer’s Implementation Plan

The Proposer shall describe how they intend to do the work. The description should include:

• Proposer’s knowledge and understanding of the Project,

• The approach that Proposer will take in performing the work described in this solicitation document; must include a sample timeline and proposed schedule for outlined deliverables.

• How Proposer plans to help achieve HECC’s charge of furthering diversity, equity, and inclusion through this Project.

• Does the Proposer have additional ideas that would further the impact of training opportunities for organizational staff?

D. Key Personnel Experience and Resumes

The Proposer should include the resumes of all key staff to perform the Services.

E. Cost Proposal

For each activity described in the Statement of Work, the cost proposal must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs pertaining to each deliverable listed in accordance with the itemized activity.

F. Work Samples

Two (2) samples of Proposer’s work product must be provided to Agency for evaluation.

This may be recorded video/clips of proposer presenting training, training materials or curriculum (may be abridged and/or watermarked), etc. Samples will be evaluated according to the criteria listed in the Evaluation Criteria section below.

G. References

Proposer should include 3 references from recent similar projects, particularly relevant to working with vulnerable populations.

7. EVALUATION

Proposals shall be evaluated on the following criteria:

Experience

• How well has the Proposer demonstrated experience and/or capability to facilitate training sessions?

Project Approach

• How well does the Proposer clearly and concisely describe their intended approach to performing the Project described in this solicitation?

• How well does the Project Approach demonstrate an understanding of the project requirements?

• Does the Proposer offer any new or enhanced ideas to add value to the work described in this solicitation?

• Does Proposer’s Project Approach further diversity, equity, and inclusion?

Work Samples

• How well do the work samples express ideas, concepts, findings, and outcomes effectively (clearly and concisely)?

• How well do the work samples show experience in producing the high-quality materials like those needed by the Agency?

• How well do the work sample demonstrate an understanding of diversity, equity, and inclusion?

Cost Proposal

• How clearly and concisely does the Proposer convey the cost per deliverable and any ongoing costs associated with website hosting and maintenance?

• How well do the proposed costs align with the Proposer’s project approach?

• What is the overall cost?

Resources

• How well does the Proposer demonstrate they have the resources to successfully provide the Services described in this solicitation document in the timeframe required by Agency?

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

8. 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 https://www.irs.gov/pub/irs-pdf/fw9.pdf 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.

9. 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)

http://www.filinginoregon.com/index.htm http://www.oregon.gov/DAS

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:

1. 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.

2. 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.

3. 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.

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

A. 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

B. the government-wide exclusions lists in the System for Award Management found at:

https://www.sam.gov/SAM

5. 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.

6. 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.

7. 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 https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx https://www.treasury.gov/ofac/downloads/sdnlist.pdf https://www.sam.gov/SAM 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.

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

9. 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

(Printed Name and Title) https://www.oregonlegislature.gov/bills_laws/ors/ors652.html