5199_FINAL_092321.pdf

STATE OF OREGON

COVER PAGE

Oregon Department of Human Services (ODHS) on behalf of

Oregon Home Care Commission (OHCC)

ONLINE VIRTUAL CPR/FIRST AID

TRAINING & CERTIFICATION

FOR HOME HEALTH CARE WORKERS (HCW)

Request for Proposal (RFP)

ODHS-5199-21

Date of Issue: September 27, 2021

Closing Date and Time: November 2, 2021 @ 1:30 PM

Single Point of Contact (SPC): Phillip McCoy, Procurement and Contracts Specialist

Address: 635 Capitol Street NE, Suite 350 City, State, Zip: Salem, OR 97301 Phone (voice) (503) 945-5868 Phone (fax) (503) 378-4324 E-mail: phillip.mccoy@state.or.us

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

OHCC VIRTUAL/ONLINE CPR/FIRST-AID TRAINING SYSTEM

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 SUBMISSION REQUIREMENTS

3.2 MINIMUM QUALIFICATIONS (PASS/FAIL)

3.3 PROPOSAL REQUIREMENTS – ROUND 1

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 ROUND 2 EVALUATION PROCESS

4.12 ROUND 3 EVALUATION PROCESS

4.13 NEXT STEP DETERMINATION

4.14 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT FOR SAAS, CATEGORY 2 SOLUTION

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D COST PROPOSAL FORM

ATTACHMENT E COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT F RESPONSIBILITY INQUIRY

ATTACHMENT G SECURITY AND PRIVACY EXPECTATIONS

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Human Services (ODHS), on behalf of the Oregon Home Care Commission (“Agency” or “OHCC”), is issuing this Request for Proposal to procure an online virtual platform for Cardio-Pulmonary Resuscitation (CPR) and First-Aid training (“Solution”).

Agency does not intend for a Contractor to build a new technology solution but does recognize that some minor customization may be required.

The Solution may be either:

• Category 1: a non-cloud, configurable Solution, hosted by the Contractor at the Agency’s premises or hosted by the Contractor at the Contractor’s premises; or

• Category 2: a configurable cloud SaaS Solution. Software as a Service (SaaS) refers to a subscription-based services model in which the Contractor bears all responsibility for supporting the solution, including hardware and software. SaaS may or may not be hosted in the cloud. SaaS could be hosted at the Contractor’s premises. Likewise, some solutions that are hosted in the cloud are not subscription-based and would not be considered SaaS.

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

ODHS anticipates the award of one Contract resulting from this RFP. The initial term of the Contract is anticipated to be four (4) years with options to renew. Agency’s budget for a four (4) year contract is approximately $400,000.00.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

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Event Date Time

Questions / Requests for Clarification Due October 12, 2021 10:00 AM

Answers to Questions / Requests for Clarification Issued (approx.) October 18, 2021

RFP Protest Period Ends 7 calendar days prior to Bid Opening Date

Bid Opening Date (Proposal Due) November 2, 2021 1:30 PM

Additional Rounds of Evaluation/Scoring `(Competitive Range – if needed) including Product Demonstrations

TBD

Issuance of Notice of Intent to Award (approx.) TBD

Award Protest Period Ends 7 calendar days after posting Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

ODHS is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246-0170(2).

ODHS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125- 247-0260. ODHS may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

Capitalized terms not specifically defined in this document are defined OAR 125-246-0110.

Terms Description

Affected Proposer or Affected Offeror

Proposer whose ability to participate in this procurement is adversely impaired by a ODHS decision.

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BIN Business Identification Number for companies doing business in Oregon assigned by Department of Revenue

Bid Opening Date

The deadline for submitting Proposals as specified in Section 1.2 of this

RFP.

Concurrent Users

The number of users able to interact with/use the Solution at a single point in time under a licensing scheme that limits total logins.

Confidential Information See Section 9.1 of Attachments A-1 and A-2, Sample Contract

Contract The contract, together with its exhibits, entered into by ODHS on behalf of Agency and Contractor as a result of this RFP.

Contractor

A successful Proposer who enters into a Contract with ODHS on behalf of Agency as a result of this RFP. For the purposes of this RFP, the term “Contractor” may be used interchangeably with the term “Proposer” as a matter of convenience. Upon successful negotiation of a Contract, the selected Proposer will become the Contractor under the Contract.

CPR Cardio-Pulmonary Resuscitation

DOJ Department of Justice

End-User Agency employees or other stakeholders authorized by Agency to use the Solution whether such use is for read only, administrative, data entry, reporting and analysis, or any other authorized purpose.

Cyber Security Services (CSS)

Cyber Security Services is a division within Enterprise Information Services (EIS) and is responsible for statewide information technology security policies, monitoring, incident response, and training.

Implementation The process of guiding and assisting Agency from Solution acquisition to Go-Live; ensuring a fully operational Solution in a production environment and useable by Agency and End Users for its intended, contracted purpose.

Key Person

One or more of Proposer’s employees or other personnel (1) whom Proposer proposes to perform in a management or leadership position, specific Services solicited under this RFP, or (2) who will, if Proposer is a successful Proposer, provide some or all of the Services solicited under this

RFP.

Level 1 (Level 2, Level 3, Level 4) Data

The classification of information as defined by State of Oregon, Department of Administrative Services (DAS), Information Asset Classification Policy 107.004.050.

http://www.oregon.gov/das/Policies/107-004-050.pdf

NIST National Institute of Standards and Technology

OAR Oregon Administrative Rules http://www.oregon.gov/das/Policies/107-004-050.pdf

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Offer or Proposal Response to this RFP.

ORS Oregon Revised Statute

EIS State of Oregon, Enterprise Information Services.

Preventive Maintenance

The care and servicing of Agency assets to maintain them in satisfactory operational conditions through systematic inspection, detection, correction and prevention of failures.

Seat A single user or a single concurrent user of a software program or online service application/subscription

Services Services provided by Contractor to support implementation and ongoing support of the online virtual training.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview

The Oregon Home Care Commission (OHCC) provides training opportunities throughout the state monthly. The training program is a blended model of both online and in-person training courses. The courses are taught in a variety of languages which are designed to support the workforces’ diverse cultural backgrounds. The homecare workers (HCWs) and personal support workers (PSWs) provide in-home services to individuals who are approved to receive services through one of the following: Adults and People with Disabilities (APD), Office of Developmental Disabilities Services (ODDS), Children’s Intensive In-Home Services (CIIS), and Health Systems Division (HSD), which is part of Oregon Health Authority (OHA). OHCC offers educational opportunities to the HCWs and PSWS by offering independent courses and courses with multiple sessions offered through a cohort model. The OHCC courses are designed to help the worker earn credit toward an OHCC certification. OHCC certifications require that the workers hold a current cardiopulmonary resuscitation (CPR) and First Aid certificate which include completion of a demonstration of CPR skills that are approved by a certified CPR/First Aid instructor.

2.3.2 Purpose

The purpose of this solicitation is to obtain CPR/First Aid Certification Virtual Training. During the course of this training, Agency expects that CPR/First Aid students will learn basic lifesaving skills for immediate assistance given to a person suffering from minor or life-threatening illness or injury as well as learn CPR. The contractor will provide a training course that is delivered in two parts: 1) an on-demand online training course which includes a skill evaluation that the student must be score at least 80% in order to be considered passing and

2) a virtual webinar course instructed by a certified CPR/First Aid instructor who will conduct an evaluation of the student’s skills as they demonstrate CPR and First Aid. The CPR/First Aid instructor will determine if the student demonstrates the skills appropriately and will either approve or deny the demonstration skill. The student will require the Contractor to mail a disposable mannequin prior to the scheduled demonstration course.

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2.4 SCOPE OF WORK/SPECIFICATIONS

The Scope of this RFP includes all tasks necessary to implement a Solution that meets the needs of OHCC as described in Sections 1.1 (INTRODUCTION) and all subsections of 2.3 (OVERVIEW AND PURPOSE). This includes, but is not limited to, fulfillment of Section 2.4.1 “Solution Requirements and Functionality (below) and , Attachment A (Sample Contract) and includes all Products, Services and additional Work necessary to implement, maintain and update the Solution to meet OHCC requirements.

2.4.1 SOLUTION REQUIREMENTS AND FUNCTIONALITY

The proposed Solution should be a stand-alone solution that must meet or exceed requirements under the Americans with Disabilities Act (ADA) and will:

1. Integrate with a standard, computer system with Windows 7 or greater, and Mac OS.

2. Integrate mobile devices (e.g. Smart phones, scanners)

3. Support multiple web browser applications, e.g., Safari, Internet Explorer, Mozilla

Firefox, Chrome and Microsoft Edge.

4. Support iOS and Android mobile device platforms.

5. Meet State-approved security requirements.

6. Provide for the following OHCC Requirements:

OHCC Requirements Description CPR/First Aid Training Course Curriculum and Facilitation of Remote Learning

The guidelines for the curriculum and teaching methods should be based on the latest updates of the American Heart Association for Cardiovascular Care International Liaison Committee on Resuscitation (ILCOR) guidelines.

Specifically, the training must include the following elements:

• Self-Registering of student, once approved by OHCC

• On-demand (Available 24/7) CPR and First Aid course

• Student should be able to stop and start course and resume where they left off

• Supporting documents downloadable

• Access to online course material available after completion of the course

• Final test with student access to the final score; students should see which questions they missed; students should be able to retake the test if they fail

• Receive a downloadable certificate of completion for the coursework

• Course work and demonstration of skills must include:

o Adult and Pediatric CPR o Pediatric CPR training o Adult and Pediatric Automated External Defibrillator (AED) o Basic First-Aid

CPR/First Aid Pre-Certification Training

HCW Pre-Certification Training support must include the following elements:

• The on-demand online training course must be equivalent to an in-person classroom portion of CPR/First Aid that would take approximately 4-6 hours of training.

• Students must be allowed to take the course at their own pace and may do so in increments.

• All materials must be updated and provided electronically to student.

• Students must be able to access the course from a link sent to them in an email by OHCC.

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• The Contractor must provide an assessment following the online course. The student will be considered successful in passing the assessment with a score of 80% and better according to the standards set in the ILCOR guidelines. If the student fails to score an overall minimum score of 80%, they may choose to retake the assessment or the course for an unrestricted number of times.

• The Contractor must notify the student when they successfully pass the on-demand course and will then provide the student with a certificate of completion without unreasonable delay upon satisfactorily passing the course. The Contractor must then electronically invite successful students to register for a virtual skills demonstration phase.

Virtual Demonstration of CPR and First Aid Skills Prerequisite

• Pre-requisite includes successfully passing the on-demand CPR/First Aid course and include the following elements:

• Self-Registering tool for students

• Various virtual classroom accessible throughout the month and with enough slots to accommodate OHCC need

• Virtual class attendees do not need to be exclusive to OHCC

• Certified CPR/First Aid Instructors employed by contractor to conduct the virtual demonstration class

• A record of OHCC attendees and is accessible to OHCC staff

• OHCC students will complete a demonstration of CPR for both adults and pediatrics; AED and First Aid that is acceptable for passing the demonstration test that is monitored and approved by the CPR/First Aid Instructor.

• Virtual Demonstration Mannequin o The Contractor must provide a demonstration mannequin to each attendee registered to attend the virtual Demonstration of Skills course o The demonstration mannequin must be devised in such a manner that the instructor can determine if the student completed the CPR technique properly on observation, e.g., remotely.

o A mailing address for shipping the mannequin to students will not be provided by OHCC, but directly from the student. The mannequin must be delivered by Contractor in time to complete the Demonstration of Skills Course.

o Contractor’s Certified instructor will conduct the Demonstration of Skills Course virtually; verifying the OHCC student completed demonstration of CPR and AED techniques properly.

o OHCC students who pass the course will receive a certificate of completion and a CPR/First Aid card System Queries and Administrative Support

• Proposed solution must include the following elements:

• OHCC must be able to pre-approve students and be able to communicate this information through an access portal

• Access to reports and queries by OHCC staff

• The online portal/curriculum for virtual training sessions is maintained by the Contractor and technical support is provided to OHCC students as needed

• Invoicing for Course Completion (this detail will be included in the Cost Proposal) o Consolidated monthly invoicing (or subscription fee) provided to OHCC for:

completed curriculum courses demonstration of skills portion for all enrollees.

o Separate billings are acceptable for completed training phase completed demonstration phase

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 SUBMISSION REQUIREMENTS

3.1.1 Round 1 - Proposal

Proposal submission must contain all elements of the following Proposals (further detailed in Section 3.3, Proposal Requirements – Round 1):

1. Administrative Proposal (RFP Section 3.3.1)

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2. Technical Proposal (RFP Section 3.3.2)

3. Cost Proposal (Attachment D)

3.1.2 Proposal Format and Quantity

1. Proposal is limited to 75 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation.

Note: The following documents do not count toward the Proposal page limit:

• Table of Contents

• Attachment B – Disclosure Exemption Affidavit – Administrative Proposal requirement (RFP Section 3.3.1.8)

• Attachment C – Proposer Information and Certification Sheet – Administrative Proposal requirement (RFP Section 3.3.1.6)

• Attachment E – COBID Certification / Outreach Plan – Administrative Proposal requirement (RFP Section 3.3.1.9)

• Attachment F – Responsibility Inquiry – Administrative Proposal requirement (RFP Section 3.3.1.7)

• Attachment G – Security and Privacy Expectations

• Proposer’s standard Service Level Agreement (RFP Section 3.3.2.6)

• Proposer’s Key Persons and Resumes and, if necessary, a redacted copy (RFP Section 3.3.1.4)

• Proposer’s Reference List and, if necessary, a redacted copy (RFP Section 3.3.1.5) Each Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s Authorized Representative’s Signature.

Proposers shall submit:

• 1 electronic copy of the Proposal electronically via email. See Section 4.5 Proposal Delivery Option for Proposal delivery instructions.

The total combined size of the electronic Proposal files submitted, including all required items, should not exceed 10 megabytes.

All parts of Proposer’s Proposal (including all attachments), except for the Price Proposal required by Section 4.5, shall be contained in a single Adobe Acrobat (pdf) file. Proposer’s Price Proposal shall be submitted in a separate Adobe Acrobat (PDF) file.

The total combined size of the electronic Proposal, with all submittal requirements, should not exceed 10 megabytes.

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Proposer’s electronic copy of the Proposal must be formatted using .pdf file format. . All parts of Proposer’s Proposal (include including all attachments) should be contained in a single Adobe Acrobat (pdf) file.

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and Proposer also shall submit a fully redacted version of its Proposal, clearly identified as the redacted version in a separate Adobe Acrobat (pdf) file attachment.

Proposals must use 8 ½" x 11"-page format using 12-point font size, unreduced, single spaced, one-inch margins. Proposals will be evaluated on overall quality of content and responsiveness to the specifications of this RFP. Only those Proposals that include complete information as required by this RFP will be considered for evaluation.

3.1.3 Authorized Representative

Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by ODHS.

3.2 MINIMUM QUALIFICATIONS (PASS/FAIL)

1. Proposer shall provide all documents required to be submitted under Section 3.1, Submission Requirements.

2. Proposer’s Solution: Proposer shall certify in Attachment C, Proposer Information and Certification Sheet, the following:

a. Proposer’s Solution meets all OHCC Requirements and Functionality as listed in Section 2.4.1.

b. Major version of the proposed online/virtual solution (e.g. 5.XX) has been in operation for a minimum of one (1) year.

3. Security: Proposer shall certify in Attachment C, Proposer Information and Certification Sheet, that if awarded a Contract:

a. Proposer and Proposer's staff shall submit to all security checks requested by ODHS or Agency, which may include any combination of fingerprinting, Oregon LEDS and FBI CJIS background checks, and comply with the following State of Oregon security standards:

• Privileged Access to Information Systems

• Statewide Information Security Standards

• Statewide Information Security Plan

b. Proposer shall sign a non-disclosure agreement for any and all information received or processed on its equipment from the State of Oregon.

c. Proposer shall protect at all times State of Oregon sensitive material.

3.3 PROPOSAL REQUIREMENTS – ROUND 1

Proposal must address each of the items listed in this section and all other requirements set forth https://www.oregon.gov/das/Policies/107-004-140.pdf https://www.oregon.gov/das/OSCIO/Documents/2019StatewideInformationAndCyberSecurityStandardsV1.0.pdf https://www.oregon.gov/das/OSCIO/Documents/StatewideInformationSecurityPlan.pdf

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in this RFP. Proposer shall describe in detail how requirements of this RFP will be met and may provide additional related information. A Proposal that merely offers to provide the Solution or Services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal must be succinct and to the point. Proposer shall not submit unnecessary marketing or advertising, extensive art work, unusual printing or other materials not essential to the utility and clarity of its Proposal. Proposal should be straightforward and address the requests of the RFP.

Proposal containing unnecessary marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

3.3.1 ADMINISTRATIVE PROPOSAL (Scored)

In its Administrative Proposal, Proposer shall describe its experience in providing the required Solution and Services in engagements comparable to Agency’s project. The following subsections describe the minimum information to be provided in the Administrative Proposal.

3.3.1.1 Profile of Proposer’s Organization

Proposer must provide a profile of its organization. At a minimum, the organization profile must include the following information:

1. Ownership. If incorporated, the state in which the organization is incorporated and the date of the incorporation;

2. Confirmation of legal capacity to do business in the State of Oregon;

3. Location of the organization’s offices (headquarters and branches);

4. Location of the office to service the State of Oregon account(s);

5. Office location(s) from which employees will be assigned;

6. Number of employees located in Oregon, the United States, and internationally;

7. Name, address, and telephone number of Proposer’s point of contact for contract administration if awarded a Contract;

8. Length of time Proposer has been providing services comparable to those described in this RFP (Please provide a brief description.);

9. Proposer’s client base; and

10. Description of Proposer’s organizational security program, including policies, processes, procedures, and plans for business continuity, disaster recovery, incident response, and risk management.

3.3.1.2 Experience in Delivery of CPR/First Aid Training and Pre-Certification Demonstrations

Proposer shall, within the last five years, have successfully conducted at least 100 training courses with persons who are currently certified via the online training and virtual pre-certification curriculum solicited under this RFP.

Proposer must provide a description of Proposer’s background/history and why Proposer is

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qualified to provide the Solution and Services described in the RFP. Proposer must demonstrate its understanding of Agency’s expressed need, and discuss the qualities and characteristics of Proposer’s business that contribute to or enhance Proposer’s ability to align with Agency goals and meet the needs identified in this RFP. The description should include Proposer’s:

1. relevant prior work and how Proposer will apply this experience to the implementation of a Solution for Agency; and

2. experience implementing and supporting the proposed Solution.

3. business licenses or certifications, including certifications by the manufacturer/publisher to be a seller or reseller of the Solutions and Services being proposed.

3.3.1.3 Knowledge and Application of Regulatory Requirements

Proposer must provide a statement affirming Proposer’s knowledge of ILCOR guidelines and other regulatory requirements as it relates to the students and environment the proposed solution will facilitate learning in.

Failure to respond affirmatively to all requirements in this section 3.3.1.3 may result in a finding of non-Responsive.

3.3.1.4 Proposed Instructor(s) and Resumes

Proposer shall identify each proposed instructor to be providing training, their qualifications related to CPT/First-Aid training, and include a current resume (not to exceed 2 pages each). Proposer’s proposed Instructor personnel must have at least five (5) years of experience related to practical application, hands-on experience, and formal training in, CPR/First Aid.

If Proposer believes the names of its Instructors should be held in confidence, Proposer should:

1. indicate the same in Proposer’s Disclosure Exemption Affidavit (Attachment B); and

2. submit additional, redacted copies of Proposer’s Instructors and Resumes.

3.3.1.5 References

Proposer shall provide three references from Clients of similar size and scope of need (“Reference List”) for which Proposer has provided comparable Solutions and Services as those required in this RFP within the last five (5) years. The Reference List must include:

1. Client Name (i.e., the organization); and

2. Client contact information (contact name, office telephone number, email address and mailing address).

If Proposer believes its Reference List contains confidential information, Proposer shall:

• indicate the same in Proposer’s Disclosure Exemption Affidavit (Attachment B);

and

• submit an additional, redacted copy of Proposer’s Reference List.

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3.3.1.6 Proposer Information and Certification Sheet (Administrative Requirement

- Not Scored)

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

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.3.1.7 Responsibility Inquiry (Administrative Requirement - Not Scored)

ODHS will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposer shall submit a signed Responsibility Inquiry form (Attachment F) with its Administrative Proposal.

At any time prior to award, ODHS may reject a Proposer found to be not Responsible.

3.3.1.8 Disclosure Exemption Affidavit (Administrative Requirement - Not Scored)

Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B).

Submission of Attachment B is required even if Proposer is not identifying confidential or proprietary information and data for nondisclosure.

3.3.1.9 COBID Certification / Outreach Plan (Administrative Requirement - Not Scored)

Proposer shall complete and submit a COBID Certification / Outreach Plan (Attachment E) as part of its Administrative Proposal.

3.3.2 TECHNICAL PROPOSAL (Scored)

3.3.2.1 Solution Features and Functions

1. Proposer shall identify whether Proposer is offering a Category 1 (Non-Cloud) or Category 2 (SaaS) Solution.

2. Proposer shall provide a narrative describing the proposed Solution and how it meets the requirements of this RFP, including the Privacy and Security Expectations set forth in Attachment G.

3.3.2.2 Subscription, Licensing, and Hosting Services; Maintenance and Support Agreements

Proposer must describe proposed licensing and any subscription and hosting services necessary to deliver the proposed Solution or available maintenance and support services.

Provide any proposed agreements.

Volume: Given that classroom attendance may impact the number of workers needing the Services, Proposer must describe their capacity to provide services for an estimated average minimum of 80 persons per month.

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3.3.2.3 Service Level Agreement

Proposer must describe Proposer’s approach to development and maintenance of a service level agreement that addresses the ongoing needs of Agency over the course of the Contract period. Proposer shall provide Proposer’s standard service level agreement.

3.3.2.4 Subcontracting

Provide a statement of whether Proposer intends to use subcontractors to accomplish the work required by this RFP, and if so, provide a list of the proposed subcontractors and a description of the scope and portions of the work each subcontractor will perform.

3.3.3 COST PROPOSAL (Scored)

Using the template provided in Attachment D, Cost Proposal, Proposer shall provide a summary of the cost to implement and operate the Solution for the first four (4) years. The proposed costs must include all Agency requirements that are – or will be – included in the Solution upon implementation. Proposer should include costs for:

1. Software, volume online subscription or license fees

2. Training Curriculum and Facilitation by Qualified Instructors incl. hourly rates

3. On-going maintenance and support

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the OregonBuys system at https://oregonbuys.gov/bso/. RFP documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Addenda published in OregonBuys.

Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Addenda are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via email;

• Reference the RFP number;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and https://oregonbuys.gov/bso/

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• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the applicable Sample Contract.

This is prospective Proposer’s only opportunity to protest the provisions of the RFP and the applicable Sample Contract, except that Proposer may protest Addenda as provided below.

4.4.2 Protests to Addenda

Prospective Proposer may submit a written protest of anything contained in the respective Addendum. Protests to Addenda, if issued, must be submitted by 5 p.m. Pacific Time of the second Business Day or the date/time specified in the respective Addendum, or they will not be considered.

Protests of matters not added or modified by the respective Addendum will not be considered.

4.4.3 All Protests must:

• Be delivered to the SPC via email;

• Reference the RFP number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and o evidence or documentation that supports the grounds on which the protest is based

• State the proposed changes to the RFP provisions or other relief sought;

• Protests to the RFP must be received by the due date and time identified in the Schedule; and

• Protests to Addenda must be received by the due date identified in the respective Addendum.

4.5 PROPOSAL DELIVERY OPTIONS

Delivery by Email: Proposals shall be submitted by email to the SPC at the email address listed on the Cover Page. The email subject line must include this text: “RFP 5199 PROPOSAL by [Proposer Name].” A Proposal submitted by any other unauthorized means may be rejected.

Agency strongly encourages Proposers to submit their emailed Proposals well before the RFP Closing date and time. Emailed Proposals may not be submitted directly to ODHS OHCC Program Staff.

Important Notice re: above Delivery Option: Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Closing. Agency is not responsible for any transmission errors or delays, or for any mis-delivery for any reason.

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Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Closing. Agency is not responsible for any transmission errors or delays, or for any mis-delivery for any reason. See Section 3.2.1 Proposal Format and Quantity for Proposal formatting requirements applicable to this delivery option.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal it must submit its modification in one of the authorized methods listed in the Proposal Delivery Options section. To be effective the notice must include the RFP number and be submitted to the SPC prior to Closing.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to closing in accordance with OAR 125-247-0440. To be effective the notice must include the RFP number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Closing. All Proposal modifications or withdrawals must be received prior to Closing.

A Proposal received after Bid Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630. However, ODHS will record and make available the identity of all Proposers after Closing.

4.9 PROPOSAL REJECTION

ODHS may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer has undisclosed liquidated and delinquent debt owed to the State or any department or agency of the State.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• Proposal is conditioned on ODHS’ acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions of the applicable Sample Contract that are not reasonably related to those expressly authorized for negotiation in the RFP or Addenda.

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4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Closing will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Minimum Qualifications section and Submission Requirements section. If the Proposal is unclear, the SPC may request clarification from Proposer.

However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected, however, ODHS may waive mistakes in accordance with OAR 125-247-0470.

4.10.2 Evaluation Criteria

Each Proposal passing all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. The Evaluation Committee may also confer with Subject Matter Experts (SMEs), including representatives from the State’s Enterprise Security Office, to gain technical understanding of Agency’s need as detailed in this RFP and Proposer’s response thereto. Evaluation Committee members may change and ODHS may have additional or fewer evaluators for optional rounds of competition.

Evaluators will assign a score for each criterion listed for scored evaluation based upon whether the criterion meets or fails to meet the requirement according to the scores set forth in Table 4.10.3 below. These scores represent the percentage of total points available for distribution that the Evaluation Committee will award to an evaluated Proposal. Evaluators will use the assigned percentages to calculate the total points awarded for each evaluation criterion listed below in this section up to the maximum points available in the Point and Score Calculation section.

SPC will convene the Evaluation Committee intermittently to:

• provide instruction and guidance regarding the Evaluation process;

• discuss preliminary scoring; and

• discuss final scoring.

SPC may request further clarification from a Proposer at any time during the evaluation process to assist the Evaluation Committee in gaining additional understanding of that Proposer’s Proposal, Demonstration or Interview. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal, Demonstration or Interview documents and may not contain new information not included in the original Proposal. Based upon the discussions and any clarifications, an Evaluator may revisit and revise the scores assigned to any portion of a Proposal, Demonstration, Interview, or any other document or information submitted. Once the evaluator discussions and Proposal clarifications are complete, each Evaluator shall submit his or her final scores to the SPC.

4.10.2.1 Administrative Proposal

How well do Proposer’s organization, proposed personnel, and demonstrated business experience forecast effective delivery of required Solution and Services?

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Maximum Score 20 points

4.10.2.2 Technical Proposal

4.10.2.2.1 CPR/First Aid Training Course Curriculum and Facilitation of Remote Learning – 10 Points

• Does the Solution provide up to date curriculum that is easily accessible, self-pace, to students from any device?

• Does the Solution ensure students gain knowledge through assessments; have access to materials?

• Is scoring accessible and is there a pathway to retake if the students fails?

• Is a certificate of completion available?

4.10.2.2.2 Virtual Demonstration of CPR and First Aid Skills Prerequisite - 10 Points

• Does the Solution provide a way for students to successfully complete the demonstration aspect of CPR/First Aid; including access to a mannequin and other supplies?

• Does the Proposal describe what is included in the virtual training? Does it meet required standards?

• Does the Proposal explain process for virtual demonstration that includes all steps from registering to completing the certification? Does it meet required standards?

4.10.2.2.3 System and Administrative functions - 10 points

• Does the Proposal explain the features of the Learning Management system including issuance of course completion materials (e.g. Certification Cards) and how Proposer would ensure a smooth, reliable learning experience for the students that would also maintain security and accuracy?

• Does the Proposal describe reports, access that would be used when working with OHCC staff in pre-authorizing students, verify student activity and approving students?

• Does the Proposal explain how the system would ensure students have access to their records; ensure students who approved for the Training have a smooth transition to the demonstration part of the course?

Maximum Score 30 points

4.10.2.3 Cost Proposal

The SPC will conduct the Cost Proposal evaluation. The SPC will award a price score to each

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Cost Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible = price score price being scored

4.10.3 Point and Score Calculations

1. Administrative Proposal and Technical Proposal Scores are the points assigned by each evaluator according to Table 4.10.3.

2. The maximum points possible for each Round 1 evaluation item are listed in the table below.

3. For each Proposer, the SPC will average all scores for the Administrative Proposal and Technical Proposal evaluations by totaling the points awarded by each Evaluation Committee member by evaluation criterion and dividing by the number of Evaluation Committee members (“Round 1 Average Score”).

Table 4.10.3

POINTS POSSIBLE

ROUND 1

3.3.1 Administrative Proposal 20

Organization’s Profile 5

Experience in Solution and Services Delivery 5

Personnel Qualifications and Experience 10

3.3.2 Technical Proposal 90

CPR/First Aid Training Course Curriculum and Facilitation of Remote Learning

CPR/First Aid Pre-Certification Training 30

Virtual Demonstration of CPR and First Aid Skills 30

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Prerequisites and Requirements

3.3.3 Cost Proposal 10

TOTAL POINTS POSSIBLE – ROUND 1: 120

4.10.4 Round 1 Competitive Range

1. At the conclusion of Round 1 evaluation and scoring, ODHS will rank all Proposers according to each of their final Round 1 Scores. The highest Round 1 Score in each Solution Category will receive the highest rank and successive rank and order will be determined by the next highest score in the same Solution Category.

2. The two (2) highest ranked Proposers in Solution Category 1 and the two (2) highest ranked Proposers in Solution Category 2 will establish the Round 1 Competitive Range and will advance to Evaluation Round 2. ODHS may increase or decrease the number of Solution Category 1 Proposers, Solution Category 2 Proposers, or both advancing to Evaluation Round 2 if there is a natural break in the scores.

3. ODHS will post a notice on Oregon Buys of the Round 1 Competitive Range Determination, which will include the Proposers advancing to Evaluation Round 2.

4. Evaluation Round 1 Scores for all Competitive Range Proposers will be carried forward to all subsequent rounds of evaluation.

4.10.5 Competitive Range Protest

Proposers excluded from the Competitive Range may submit a written protest of Competitive Range.

Protests must:

• Be emailed to the SPC;

• Reference the RFP number;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative

• State the reason for the protest;

• Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

ODHS will address all protests within a reasonable time and will issue a written decision to the respective Proposer. Protests that do not include the required information may not be considered by

ODHS.

4.11 ROUND 2 EVALUATION PROCESS

4.11.1 Demonstrations, Discussions, Negotiations

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Competitive Range Proposers will be invited to facilitate a mandatory, on-site demonstration of the proposed Solution, including business and technical functionality. Agency requires on-site, in-person participation by Proposer’s Project Manager. All other proposed Key Persons may attend either on-site or via Proposer-hosted audio-conferencing. If used, audio-conferencing must enable the Evaluation Committee members to hear and interact with Proposer’s participants. All costs associated with Demonstrations including travel, travel-related expenses, and audio-conferencing shall be the responsibility of Proposers.

Each Proposer will be given four (4) hours, which must include two (2) 15-minute convenience breaks and provide for questions and answers throughout the demonstration. Proposers shall be responsible for managing their own time. In addition to Evaluation Committee members, State business, technical and security personnel may be in attendance; all of whom may pose questions and serve as SMEs for the Evaluation Committee. OHCC does not wish to have the demonstrations include functionality it is not requiring or receive additional unsolicited information e.g. a “marketing pitch”.

Agency will provide a projector, access to the internet, and conference calling equipment (i.e.

Proposer shall bring its own laptop or other equipment, if needed).

Proposer will be notified of the specific time and the location for the demonstration by the SPC.

The particular process, its related requirements, and evaluation criterion for the Demonstrations will be provided to Competitive Range Proposers by the SPC in an Addendum.

Maximum Score TBD

4.11.2 Round 2 Score Calculations

1. The SPC will average all scores for each Demonstration, calculated by totaling the points awarded to each Proposer by each Evaluation Committee member, and dividing by the number of Evaluation Committee members (“Round 2 Average Score”).

2. Evaluation Round 2 Scores for all Competitive Range Proposers will be carried forward to all subsequent rounds of evaluation.

4.12 ROUND 3 EVALUATION PROCESS

4.12.1 References

Competitive Range Proposer references will be contacted by the Evaluation Committee to determine if they are supportive of Proposer’s ability to comply with the requirements of this RFP. The Evaluation Committee will make up to three (3) attempts to contact each reference.

If the Evaluation Committee is unable to reach a reference within three (3) attempts (the Proposer will be contacted after the second attempt to allow them the opportunity to contact the reference; the Proposer may amend their Proposal to change the reference ), the Proposer will not receive consideration or points for that reference.

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For each reference, evaluators may award up to 25 points per reference based on the following criteria:

1. The general quality of Proposer’s Services.

2. The general quality of Proposer’s Solution.

3. Proposer’s overall delivery of services.

4. Proposer’s responsiveness.

5. Proposer’s competence, expertise, and accessibility.

Maximum Score 75 points

NOTE: ODHS and the Evaluation Committee may conduct other reference checks with entities whose identity has not been provided by Proposer, but of whom ODHS or Agency has knowledge, to verify or confirm that Proposer has the capability and resources to provide the Solution and perform the services set forth in this RFP.

4.12.2 Round 3 Score Calculations

1. The SPC will average all Reference scores for each Proposer, calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members (“Reference Average Score”).

2. Each Proposer’s Detailed Cost Score will be added to Proposer’s Reference Average Score to calculate Proposer’s final score (“Round 3 Score”).

3. Evaluation Round 3 Scores for all Competitive Range Proposers will be carried forward to all subsequent rounds of evaluation (if any).

4.13 NEXT STEP DETERMINATION

At the conclusion of a round of competition, ODHS may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.14 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

Scores from prior evaluation rounds will be carried forward to subsequent rounds of evaluation (e.g., Round 1 evaluation scores will be carried forward and added to Round 2 evaluation scores). The Proposer with the highest score in the final Round of evaluation will receive the highest final ranking.

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ODHS will apply the following preferences to the scores:

4.14.1 Preferences

4.14.1.1 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, ODHS shall add a percent increase to each out-of-state Proposer's Proposal cost that is equal to the percent preference, if any, given to a Resident Proposer in the Proposer's state.

4.14.1.2 Recycled Materials

In comparing Goods from two or more Proposers, if at least one Proposer offers Goods manufactured with Recycled Materials, and at least one Proposer does not, ODHS will select the Proposer offering Goods manufactured from Recycled Materials if each of the conditions specified…