5749 - RFP Final.pdf

OregonBuys Bid # S-10000-00007742

STATE OF OREGON

COVER PAGE

Oregon Department of Human Services is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-10000-00007742 for

CBO COLLECTIVE LEAD ORGANIZATION FOR CHILD, YOUTH, AND

FAMILY SUPPORTS

Date of Issue: October 31, 2023 at 3:00 PM

Opening Date: January 4, 2024 at 3:00 PM

Single Point of Contact (SPC): Burke C. Barnett, Procurement Specialist

Address: 500 Summer St., Suite E03

City, State, Zip Salem, OR 97301

Phone (voice) 503-910-7821

Fax: 503-378-4324

Email: Burke.C.Barnett@odhsoha.oregon.gov

In compliance with the Americans with Disabilities Act, this document is available in alternate formats such as Braille, large print, audio recordings, Web-based communications, and other electronic formats. To request an alternate format, please send an e-mail to dhs-oha.publicationrequest@state.or.us or call 503-378-3486 (voice) or 503-378-3523 (TTY) to arrange for the alternative format.

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.

mailto:dhs-oha.publicationrequest@state.or.us mailto:dhs-oha.publicationrequest@state.or.us

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 AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 OFFERS CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 SELECTION CRITERIA

3.7 COST EVALUATION

3.8 NEXT STEP DETERMINATION

3.9 PREFERENCES

3.10 POINT AND SCORE CALCULATIONS

3.11 RANKING OF OFFERORS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES

5.6 COST OF SUBMITTING AN OFFER

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Human Services, Director’s Office and Central Services, (“Agency”), is issuing this Request for Proposal for a Community Based Organization (“CBO”) who will function as a backbone organization for informing the development of proposed array of services to be provided by a Collective of CBOs that work together towards the goals set by Agency.

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

Agency anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be one (1) year or with options to renew annually up to a cumulative maximum of five (5) years.

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 solicitation.

Event Date Time

Pre-Submittal Conference December 6, 2023 3:00 PM

Questions / Requests for Clarification Due December 5, 2023 1:00 PM

Opening (offer Due) January 4, 2023 3:00 PM

Issuance of Notice of Award (approx.) Within 60 days of Opening

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information. Offeror shall direct all communications related to any provision of the solicitation, whether about the technical requirements of the solicitation, contractual requirements, the solicitation process, or any other provision only to the SPC.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

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

Agency is using the Competitive Sealed Proposal solicitation method, pursuant to ORS 279B.060 and OAR 125-247-0260.

2.2 DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

2.2.1 General Definitions

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

a) Addendum or Addenda means an addition to, deletion from, a material change in, or general interest explanation of, a Solicitation Document.

b) Affected Proposer means a Proposer whose ability to participate in a Procurement is adversely affected by an ODHS decision.

c) Competitive Range means the Proposers with whom ODHS will conduct discussions or negotiations if ODHS intends to conduct discussions or negotiations in accordance with OAR 125-247-0260 or 125-249-0650.

d) OregonBuys is the State of Oregon’s eProcurement system which replaced the Oregon Procurement Information Network (ORPIN) on July 1, 2021. This web based system automates Oregon’s procurement process.

e) Proposal means a written response to a Request for Proposals.

f) Proposer means an individual, corporation, partnership, limited liability company, association, joint venture, governmental agency, public corporation, or any other legal or commercial entity who submits a Proposal in response to a Request for Proposals.

g) Responsible means meeting the standards set forth in OAR 125-247-0640 or 125-249- 0390(2), and not debarred or disqualified by the Authorized Agency under OAR 125-247- 0575 or 125-249-0370.

h) Responsive means having the characteristic of substantial compliance in all material respects with applicable solicitation requirements.

i) Scope means the extent or range of view, outlook, application, operation, or effectiveness.

j) Work means the furnishing of all services, materials, equipment, labor, and incidentals necessary to successfully complete any individual item or the entire Contract and the carrying out and completion of all duties and obligations imposed by the Contract.

2.2.2 OregonBuys Terminology

a) An Amendment is a change or addition to a Bid Solicitation. An Amendment to a Bid Solicitation is the same as an Addendum to a Request for Proposals. OregonBuys modifications, if any, to this RFP will be made by written Amendment(s). Intent to Award notices will be posted as Amendments to the Bid Solicitation.

b) The Attachments described in this RFP are Attachments in OregonBuys. These Attachments must be downloaded from OregonBuys in addition to this RFP Document.

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

c) Bid or Bid Solicitation is the same as Request for Proposals. The Bid Solicitation number S-10000-00005193 is ODHS’ Request for Proposals from qualified Vendors to provide communications consulting, marketing, and public relations services.

d) Bid Availability Date is the date and time the Bid Solicitation will be visible in OregonBuys for vendors to respond.

e) Bid Opening Date is the date and time after which vendor Proposals will no longer be accepted in OregonBuys.

f) A Quote is a Vendor’s response to a Bid Solicitation. The Vendor submits a Quote in OregonBuys using the Attachment documents provided by ODHS in OregonBuys.

g) As used in OregonBuys, Seller or Seller Administrator may be the same entity as a Vendor, supplier, or the Proposer.

h) Vendor refers to the public or private entity that registers in OregonBuys to respond to Bid Solicitations or view awarded contracts and agreements.

2.2.3 Project Specific Definitions

a) Backbone Agency is the contract recipient responsible for functioning as a coordinating entity of the Collective of CBOs to lead and carry out the purposes of the resulting contract.

b) Collective is a structured network of CBOs, identified and coordinated by backbone agency, collaborating together to carry out the purposes of the resulting contract.

c) Community Based Organizations (CBOs) refer to organizations aimed at making desired improvements to a community’s social health, well-being, and overall functioning.

d) Services Array is a comprehensive array of culturally and linguistically responsive and accessible, individualized services to meet the unique needs of children and families.

2.3 OVERVIEW AND PURPOSE

Families in Multnomah County require culturally specific and relational services, supports and resources that address their unique needs and support them in achieving safety and well-being.

ODHS believes that Community Based Organizations (CBOs) are better equipped to meet the needs of unique populations. The Agency is seeking to increase supports for whole families to prevent children and youth from becoming involved with Child Welfare, avoid placement disruption, improve family preservation and placement stabilization and also increase supports for youth who may already have experienced placement disruption.

There is a disproportionate number of youth of color who have experienced disrupted placements or who are at risk of placement disruption or removal from their family homes.

Adequate supports, culturally responsive resources and services are required to meet the needs of children and youth with complex needs and work to keep families together and stabilize placements in situations when foster care or other placements are required.

The community and families have identified a lack of culturally specific supports, in the following areas:

a) Housing assistance

b) Supportive placements (consider paying relatives to support youth in their homes)

c) Trauma Informed/Trauma Aware treatment services

d) Mentors and tutors in schools and communities

e) 1:1 support/coaching for children with complex behavior needs

f) Services and supports for children who are eligible with I/DD services and their families who are supporting them

g) 24-hour engagement/acute care support and response

h) Parent and peer mentors

i) System navigation support

j) LGBTQ specific services/supports

k) Supports for youth with Substance Use Disorders (SUDs)

l) Specific supports for CSEC (Commercial Sexual Exploitation of Children) involved youth

m) Drop-in centers for youth and families

ODHS is requesting quotes/proposals from qualified organizations prepared to address the service gaps identified to increase youth safety and placement stability, family preservation, placement stabilization, reduce further entry of youth of color into the Child Welfare system by functioning as a backbone organization or “lead organization” to develop and support a Collective of CBOs that work together, in community, toward the same goals and outcomes for children, youth and families.

2.4 SCOPE OF WORK/SPECIFICATIONS

A. Scope:

The lead organization will coordinate and manage the collective of CBO’s to inform ideas through forums and convenings to develop a proposal of an array of services that would provide culturally responsive, specific, and individualized supports to youth experiencing placement disruption or those at risk of placement disruption or removal from home, with an emphasis on children and youth of color. This array of services will be informed by a network of many types of providers that work together to serve children, youth and families in their local communities. The intent of the proposal is to identify an array of services that would be performed by a network of many types of providers that work together to serve children, youth and families in their local communities as a collective response. By pooling providers’ collective knowledge, community relationships, funding, and other resources, CBOs can take a holistic approach to preventing youth from further engagement with the child welfare system, remain in their communities and with their families, preventing placement disruption and have healthy and thriving lives.

B. Roles and Responsibilities:

The lead organization’s role will include managing the Collective to help ensure end goals are met, convene the Collective to ensure continued alignment with vision, purpose and goals, and develop a collective impact services array proposal with clear metrics for measuring success.

The role and responsibilities of the lead organization will include:

1) Create a broader understanding of what the agency needs to do and what services are required to support youth, with an emphasis on youth of color, who are involved with Child Welfare and what capacity is required to address youth identified needs. Facilitate collaborative efforts to reach shared goals across communities and organizations.

2) Through facilitating forums and convenings, develop a culturally responsive and specific services array proposal for the Agency informed by CBOs, community partners and community comprised of strategies to build capacity and align resources so that CBOs can effectively support youth, with an emphasis on youth of color, who are involved with Child Welfare in achieving stability and family preservation.

3) Ensure Agency is aware of what possible solutions are for identified issues, understands what is working, and where further efforts should be focused to help youth, with an emphasis on youth of color, reach stability, remain with their family and community and minimize deeper entry into the child welfare system.

4) Provide recommendations to ODHS on contract approaches for equitable and sustainable service delivery and CBO business models that will support successful implementation of culturally responsive services and supports as proposed by community.

Through engagement with community and children, youth and family with lived experience, the following questions may be explored;

a) What does it take to tailor culturally specific services to help Black, Brown and Indigenous youth experiencing distress achieve wellbeing?

b) How can culturally responsive and specific services and supports be provided to Black, Brown, and Indigenous families with flexibility and creatively?

c) What does it take for state agencies to lead with equity and be led by community?

d) What does the data tell us as it pertains to youth and families of color and what services and supports have the best outcomes or have been identified as best practice?

e) What do the people experiencing services tell us?

f) What are the future funding and policy implications?

g) What are the supports that create wellbeing and help families of color to thrive outside of systems?

h) How can the Agency simplify contracting practices to lift administrative burden off of providers?

i) How can the Agency simplify reporting requirements and still identify meaningful outcomes that are quantitative in nature?

These and other questions will be answered and addressed through the work of the local lead organization in close partnership with ODHS and CBO service providers.

Community engagement goals:

a) Build relationships and trust

b) Ensure services and supports are culturally responsive and specific and meet actual and identified needs

c) Embed recommendations and guidance from those with lived experience

d) Invest in and support the work of CBOs to flexibly and relationally address the unique needs of children, youth and their families

C. Tasks and Deliverables:

a) Organize and facilitate convenings of culturally responsive and specific CBOs.

b) Identify and generate a list of CBOs motivated to participate in the Collective as part of the network of providers who are able to deliver the services proposed in the proposal.

c) Facilitate conferences and other meetings that aim to develop an array of Culturally Responsive services to address the above identified needs.

d) Provide Agency with a report detailing an array of services that would provide culturally responsive, specific, and individualized supports to youth experiencing placement disruption or those at risk of placement disruption or removal from home, with an emphasis on children and youth of color.

e) All deliverables should be completed within one (1) year of the contract resulting from this solicitation going into effect.

D. Not to Exceed:

a) No bid will be accepted that is greater than $150,000.00.

b) The above amount is the amount allocated to the initial phase of this project and may be amended at a future date for additional funds to be allocated towards later phases.

c) Additionally, ensure that “Attachment E – Cost Sheet” is included in the submission documents and all requirements in Section 3.4.3 are met.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.1.1 BUSINESS

To be considered for evaluation, Offeror must demonstrate how Offeror meets all of the following business requirements:

1. Experience leading, organizing, managing and producing outcomes for community projects in the State of Oregon.

2. Minimum of 5 years of experience managing social services including 3 years minimum experience in community engagement with an emphasis on addressing service gaps.

3. Experience identifying historical barriers for communities of color.

4. Experience utilizing multiple sources of funding to support a service array.

5. Experience budgeting and managing finances for services as outlined in the RFP.

3.1.2 TECHNICAL

To be considered for evaluation, Offeror must demonstrate how the proposed solution meets all of the following technical requirements:

ODHS is seeking a Community Based Organization (CBO) who will function as a backbone organization for informing the development of a proposed array of services to be provided by a Collective of CBOs that work together towards the goals set by Agency.

Please tell us how you will operationalize this effort. Limit your response to no more than 20 pages with an ADA font type.

Consider including the following in your response:

a. Project Budget

b. Project Timeline

c. Proposers Organizational Chart

d. CBO Collective Organizational Chart

e. Community Outreach Strategy

f. Data Collection and Report Strategy

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Offeror Format and Quantity

Offeror should follow the format and reference the sections listed in the Offeror Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Offeror must describe in detail how requirements of this solicitation will be met and may provide additional related information.

Offeror shall submit one electronic copy of its Offer. In addition, if Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B), and Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

3.2.2 Authorized Representative

A representative authorized to bind the Offeror shall sign the Offer. Failure of the authorized representative to sign the Offer may subject the offer to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The solicitation, including all Amendments and attachments, are published in the OregonBuys e-procurement system Solicitation documents will not be mailed to prospective Offerors.

Agency shall advertise all Amendments on OregonBuys e-procurement system. Prospective Offeror is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

https://oregonbuys.gov/bso

3.3.2 Questions / Requests for Clarification

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

a) Be emailed to the SPC

b) Reference the OregonBuys bid number

c) Identify Offeror’s name and contact information

d) Be sent by an authorized representative

e) Refer to the specific area of the solicitation being questioned (i.e. page, section and paragraph number); and

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

3.3.3 Pre-Submittal Conference

A pre-submittal conference will be held at the date and time listed in the Schedule.

Prospective Offerors’ participation in this conference is highly encouraged but not mandatory.

The purpose of the pre-submittal conference is to:

• Provide additional description of the project;

• Explain the solicitation process; and

• Answer any questions Offerors may have related to the project or the process.

Statements made at the pre-submittal conference are not binding upon Agency. Offerors may be asked to submit questions in Writing.

3.3.3.1 Attendance at Pre-Submittal Conference

Zoom application: Interested parties may participate in the Pre-Proposal Conference by clicking on the below link (or copy/paste the link below into a web browser) to be directed to the Zoom Meeting. It is highly encouraged that interested parties click on this link at least 24 hours in advance of the Pre-Application Conference to ensure that your computer can access the meeting. If access can’t be achieved from your computer, please contact the SPC for further support. If contact is made with the SPC with less than 24-hours’ notice, the SPC may not be available to provide technical assistance.

Join ZoomGov Meeting;

https://www.zoomgov.com/j/1600063681?pwd=ZjhZKzVXNTRmbTlGQjdNeERLeUFh dz09

Phone: Interested parties may also participate in the Pre-Proposal Conference by calling +16692545252,,1600063681# US and using the phone conference information

ID: 160 006 3681 Passcode: 975606 https://www.zoomgov.com/j/1600063681?pwd=ZjhZKzVXNTRmbTlGQjdNeERLeUFhdz09 https://www.zoomgov.com/j/1600063681?pwd=ZjhZKzVXNTRmbTlGQjdNeERLeUFhdz09

3.3.4 Offer Submission

Offeror is solely responsible for ensuring its Application Packet, including Attachment C, is received by the SPC in accordance with the RFP requirements before Closing. ODHS is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason.

3.3.4.1 Submission Options

OregonBuys Electronic Response. Offeror should submit its Offer electronically through OregonBuys. Offeror should follow the procedures outlined in detailed instructions on how to submit an Offer can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

The cost sheet may be submitted as a separate electronic response file or can be included in the general submission.

Offeror shall submit one copy of its Offer and all other submittal requirements, with Attachment C - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Offeror shall also mark as “Confidential” in OregonBuys all attachments to its Offer that Offeror believes are exempt from disclosure

The Offeror Information and Certification Sheet (Attachment C) must bear the Offeror’s authorized representative’s Signature.

3.3.5 Modification or Withdrawal of Quotes or Offers

Any Offeror who wishes to make modifications to an Offer already received by Agency shall submit its modification in one of the manners listed in the offer Submission Options section and must denote the specific change(s) to the offer submission.

If an Offeror wishes to withdraw a submitted Offer, it shall do so prior to Opening. The Offeror shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Offer in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC.

3.3.6 Offer Packet Opening Date

The Offer and all required submittal items must be received by the SPC on or before the offer Packet ‘Opening’ date. All modifications or withdrawals must be completed prior to the offer packet Opening date.

Offers received after Opening are considered LATE and will NOT be accepted for evaluation.

Late Offers will be returned to the respective Offeror or destroyed.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

3.3.7 Offer Rejection

Agency may reject an Offer for any of the following reasons:

a) Offeror fails to substantially comply with all prescribed solicitation procedures and requirements, including but not limited to the requirement that Offeror’s authorized representative sign the offer.

b) Offeror fails to meet the responsibility requirements of ORS 279B.110.

c) Offeror has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments or divisions.

d) Offeror makes any contact regarding this solicitation with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

e) Offeror attempts to inappropriately influence a member of the Evaluation Committee.

f) Offeror is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the solicitation or Amendment.

3.3.8 Opening of Offers

There will be no public Opening of Offers. Offers received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued.

However, Agency will record and make available the identity of all Offerors after Opening.

3.4 OFFERS CONTENT REQUIREMENTS

Offeror must address each of the items listed in this section and all other requirements set forth in this solicitation. Offeror shall describe the Goods to be provided or the Services to be performed or both. An Offer that merely offers to provide the goods or services as stated in this solicitation will be considered non-Responsive to this solicitation and will not be considered further.

3.4.1 Offeror Information and Certification Sheet

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

3.4.2 References

Provide at least 3 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must verify the quality of previous, related Work.

Agency may check to determine if references provided support Offeror’s ability to comply with the requirements of this solicitation. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Offeror’s qualifications.

Offeror shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, returned to the Offeror and submitted with the Offer prior to opening.

3.4.3 Costs

Submit a detailed Cost Sheet (Attachment E) electronically through Oregon Buys For each activity described in the Scope of Work, the costs must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs.

a) The Cost Sheet must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges; and

b) For all fully loaded personnel costs, the costs proposed must include the name and title of all positions for each individual staff person who will perform the Work, and list the salary/wage and fringe rate separately for each such individual.

The included “Attachment E – Price Proposal” provides a suggested format, but this document may be changed in order to suit the needs of each Proposer. Additionally, while the Price Proposal is required to be submitted to be considered a valid proposal, Proposer may utilize their own version of Attachment E, so long as it has all of the required information described in this RFP.

3.4.4 Public Record/Confidential or Proprietary Information

All Offers are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If an Offeror believes that any portion of its Offer contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer.

Offeror is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Offer, in whole, as exempt from disclosure is not acceptable. Agency advises each Offeror to consult with its own legal counsel regarding disclosure issues.

If Offeror fails to identify the portions of the Offer that Offeror claims are exempt from disclosure, Offeror has waived any future claim of non-disclosure of that information.

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Offers received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and offer Content Requirements section. If the Offer is unclear, the SPC may request clarification from Offeror.

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

In accordance with OAR 137-047-0261(6)(a)(A), Agency may establish a Competitive Range of all Offerors who have made a good faith effort in submitting a offer in response to this solicitation for the purpose of correcting deficiencies in Offers for determining responsiveness during Round 1.

At any time prior to award, Agency may reject an Offeror found to be not Responsible.

3.5.2 Evaluation Criteria

Offers meeting the requirements outlined in the Offer Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0 to 10 for each evaluation criterion listed below in this section.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of offers. A response to a clarification request must be to clarify or explain portions of the already submitted Offer and may not contain new information not included in the original Offer.

SCORE EXPLANATION

9-10

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Offeror provides insight into its expertise, knowledge, and understanding of the subject matter.

7-8 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

5-6 ADEQUATE – Response meets all requirements in an adequate manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Offeror.

2-4 FAIR – Offeror meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

0-1 RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the solicitation. Offeror has not demonstrated knowledge of the subject matter.

3.6 SELECTION CRITERIA

Quote submissions will be reviewed to determine if all Submittal Requirements have been met.

Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for the State. “Best Value” is based solely on the evaluator’s determination of what best meets the needs of Authorized Purchaser taking into account price as well as the following considerations:

1. Project Budget Plan

2. Project Timeline

3. Proposers Organizational Chart

4. CBO Collective Organizational Chart

5. Community Outreach Strategy

6. Data Collection and Report Strategy

Final proposers may be invited to interview as a last step in the evaluation process.

3.6.1 Interviews.

Upon completion of the Application Packet screening described above, Applicants that have been deemed to meet the criteria required in this RFP will be forwarded to an interview committee to be invited to participate in interviews. Interviews will be conducted via videoconferencing through Microsoft TEAMS. All interview questions will refer to Applicant’s ability to provide the services required of this RFP.

The following procedures shall apply:

1) ODHS reserves the right to provide further procedures or change any of the following procedures, and if it does so, ODHS will notify the Applicants of such further procedures or changes when it notifies the Applicant of the time and date of the interview.

2) ODHS will make two attempts to contact Applicants moving forward to interviews using the contact information provided on the Application Packet Cover Sheet. Due to tight program deadlines, Applicants who are not able to participate in the interviews during the dates and times available will not be awarded a Contract.

3) Applicants can choose whomever they want to attend the interviews but will be limited to no more than five Applicant representatives. The attendees should be subject matter experts from the Applicant’s perspective, prepared to respond to interview questions related to this RFP.

4) Applicants will receive the interview questions 24 hours in advance of their scheduled interview time.

5) Applicants who do not show up to their scheduled interview time will be considered nonresponsive to the interview and their Application Packet will not be considered further.

6) Interviews are scheduled for 60 minutes to address each of the questions that will be answered by the Applicant. The SPC will facilitate the meeting providing opportunity for Applicants and Interview Committee Members to discuss each of the questions.

7) The SPC will need to take attendance of all attendees before the start of interviews. No discussion of questions or Applicant’s responses will be allowed until the official start of the interviews after the attendance process is completed.

8) Each question will be read by the SPC, one at a time. The Applicant will then have an opportunity to provide an answer to the question. After the Applicant has answered the question, each Interview Committee Member will have an opportunity to ask clarifying questions and the Applicant will be able to provide an additional response to their answer.

9) Following the interview period, each Interview Committee Member will assign a score for each interview question asked, up to the maximum score available, based on the answer provided by the Applicant. Scores are defined as follows:

3.6.1.1.1 SCORE EXPLANATION FOR INTERVIEWS

4 - OUTSTANDING – Good answer. Relevant information. All or most points covered.

Good examples. Thorough response to the question. Demonstrated a thorough understanding of the question asked. Demonstrated a good understanding of the expectations of the services to be provided.

3 - GOOD – Some points covered. Relevant information given. Some examples given.

Applicant’s understanding of the questions asked is equal to or slightly less than what the services to be provided requires. Complete response and minimal probing was required to attain an answer.

2 - FAIR – Some points covered, not all relevant. Some examples given. Provided a minimal response to the question. Response displayed minimal level of experience/expertise relative to services to be provided. Provided minimal experience/expertise relative to the services to be provided.

1 - POOR – A few good points but main issues missing. No examples/irrelevant examples given. Failed to provide an adequate response to the question. Response does not convey the level of experience/expertise required for the services to be provided.

Failed to provide experience/expertise demonstrative of the services to be provided.

0 - UNSATISFACTORY – No answer given or answer completely irrelevant. No examples given. Used inappropriate language. Vague/incomplete response.

3.7 COST EVALUATION

The SPC will conduct the cost evaluation. The SPC will award a score to each Cost Sheet based upon the percentage of the proposed cost as compared to the lowest Offeror’s cost using the following formula:

lowest cost of all Offerors X cost points possible (10)

= cost score cost being scored

3.8 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State.

Additional rounds of competition may consist of, but will not be limited to:

a) Establishing a Competitive Range

b) Presentations/Demonstrations/Additional Submittal Items

c) Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Offerors describing the next step. At any time, Agency may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest ranking Responsible Offeror; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

3.9 PREFERENCES

3.9.1 Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 10% from the cost for any Offeror proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the cost score.

3.9.2 Recycled Materials

In comparing Goods from two or more Offerors, if at least one Offeror proposes Goods manufactured with Recycled Materials, and at least 1 Offeror does not, Agency will select the Offeror proposing Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the cost of the Goods according to any applicable reciprocal preference.

3.9.3 Tiebreakers

Oregon Supplies: If Agency receives Offerors identical in cost, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

3.10 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 10) assigned by each evaluator. Points are the total possible value for each section as listed in the table below. The SPC will average all scores for each evaluation criterion. Cost points are calculated as stated in the Cost Evaluation section. Points possible are as follows:

SCORING SUMMARY

3.6 (1) Project Budget Plan 10

3.6 (2) Project Timeline 10

3.6 (3) Proposers Organizational Chart 10

3.6 (4) CBO Collective Organizational Chart 10

3.6 (5) Community Outreach Strategy 10

3.6 (6) Data Collection and Report Strategy 10

3.7 Cost 10

Total Points Possible 70

3.11 RANKING OF OFFERORS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), together with references, and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Offer and Offeror, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest ranking Responsible Offeror(s) based upon the scoring methodology and process described in Section 3. Agency may award less than the full Scope defined in this solicitation.

4.1.2 Notice of Award

Agency will notify all Offerors in Writing that Agency has awarded a Contract to the selected Offeror(s) subject to successful negotiation of any negotiable provisions.

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.2.1 Insurance

Prior to execution of the Contract, the apparent successful Offeror shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating Negotiations and commencing Negotiations with the next highest ranking Offeror. Offeror is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit B of Attachment A) prior to offer submission.

4.2.2 Taxpayer Identification Number

The apparent successful Offeror shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

a) When requested by Agency (normally in an intent to award notice), or

b) When the backup withholding status or any other information of Offeror has changed since the last submitted W-9 form, if any.

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

http://www.irs.gov/pub/irs-pdf/fw9.pdf

4.2.3 Business Registry

If selected for award, Offeror shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Offeror 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.

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

After selection of a successful Proposer, Agency may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Contract and note exceptions.

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Contract listed below. However, Agency is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency is willing to negotiate all items, except those listed below:

• Choice of law

• Choice of venue

• Constitutional requirements

• Requirements of applicable federal and State law

In the event that the parties have not reached mutually agreeable terms within 30 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

http://www.filinginoregon.com/index.htm

5.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN= oregon4biz

If the Contract has potential subcontracting opportunities, the successful Offeror may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

5.3 GOVERNING LAWS AND REGULATIONS

This procurement is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this procurement, 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 consent to the jurisdiction of any court.

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this solicitation become the property of Agency. By submitting an Offer in response to this solicitation, Offeror grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Offer solely for the purpose of evaluating the Offer, negotiating a Contract, if awarded to Offeror, or as otherwise needed to administer the procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Offers in-whole or in-part, or may cancel this solicitation at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor Agency is liable to any Offeror for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Offer.

5.6 COST OF SUBMITTING AN OFFER

Offeror shall pay all the costs in submitting its offer, including, but not limited to, the costs to prepare and submit the offer, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY