5828-0 Final.pdf

OHA RFP #5828-0

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STATE OF OREGON

COVER PAGE

Oregon Health Authority, Behavioral Health

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S44300-00009049 for

PROBLEM GAMBLING AND CO-OCCURRING DISORDER

WORKFORCE DEVELOPMENT

Date of Issue: January 10, 2024

Opening Date and Time: February 29, 2024 @ 3:00PM

Single Point of Contact (SPC): Karissa Montano

Address: 635 Capitol St NE, Suite 350 City, State, Zip: Salem, OR 97301-2532

Phone: (503) 509-2532 E-mail: karissa.montano@odhsoha.oregon.gov

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:karissa.montano@odhsoha.oregon.gov

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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 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

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 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

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 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT/PRICE AGREEMENT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

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SECTION 1:GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Health Authority (OHA) is issuing this Request for Proposal (RFP) under the provisions of ORS 279B.060 for Problem Gambling and Co-Occurring Disorder Workforce Development, for the Health Systems Division.

The purpose of this RFP will be to facilitate the development of the Problem Gambling and Integrated Co-Occurring Disorder Services System Workforce by administering contracts and coordinating connections to subject matter experts in the field of Problem Gambling, Co- Occurring Disorder (ICD), and others within the behavioral health system, along with facilitating the development of in-person and online trainings, and other consultations for projects.

Facilitation will include (but not limited to) the following:

• Planning, coordination, and logistics of conferences;

• Ensuring delivery of 30 hour - Problem Gambling Certified Gambling Addiction

Counselor course(s);

• Ensuring delivery of Problem Gambling Prevention and Treatment courses;

• Ensuring delivery of Integrated Co-Occurring disorder courses;

• Facilitation, coordination, and purchase of specialized consultation services;

• Administering sponsorship funds to support behavioral health conferences and trainings;

• Facilitation of mentorship of up to two Oregon graduate students per biennium;

• Assisting students in the preparation of presentations;

• Awarding scholarships to students as requested by OHA;

• Facilitating and overseeing research and evaluation grant projects;

• Assisting grant recipients in the preparation of presentations;

• Developing, administering, and monitoring small contracts in conjunction with OHA;

• Working in cooperation with OHA Problem Gambling Services and Integrated Co-

Occurring Disorder Program; and

• Submitting quarterly progress reports.

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

Agency anticipates a single award from this RFP.

The term of the Contract is anticipated to begin July 1, 2024, and end June 30, 2025, and may be extended to June 30, 2029, with a total budget for this project not to exceed $900,000.00 for the initial year. Additional details about this project are included in the Scope of Work/Specifications section.

OHA anticipates the award of one Contract as a result of this RFP.

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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.

Event Date Time

RFP Posting January 10, 2024 3:00PM

Questions / Requests for Clarification Due February 14, 2024 3:00PM

Answers to Questions / Requests for Clarification Issued (approx.) February 21, 2024

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening of Proposal (Proposal Due) February 29, 2024 3:00PM

Issuance of Notice of Intent to Award (approx.) March 15, 2024

Award Protest Period Ends 7 calendar days after 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

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

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

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

2.2.1 General Definitions

• “Contract” means the Contract awarded as a result of this RFP.

• “Proposer” means the Proposer selected through this RFP to enter into a Contract with OHA to perform the Work.

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• “Office of Contracts and Procurement (“OC&P”)” means the entity that is responsible for the procurement process for OHA.

• “Project” means the work as defined below.

• “Proposal” means a written response submitted to OC&P in response to this RFP.

• “Proposer” means the person or entity that submits a Proposal.

• “RFP” means Request for Proposal.

• “Work” means the required activities, tasks, deliverables, reporting and invoicing requirements, as described in Section 2.4 Scope of Work of this RFP.

2.2.2 Project Specific Definitions

• “Administrative Costs” means expenses associated with the management and direction of a program, policy, or business activity. The administration cost typically includes executive compensation, office costs and other expenses not directly associated with the execution of the activity.

• “Co-Occurring disorder or ICD,” sometimes referred to as comorbidity, occurs when an individual has a substance use disorder (SUD) and a mental health disorder either simultaneously or one after the other. Co-occurring also suggests that these health disorders interact with one another and impact the course of both illnesses, as well as the prognosis and treatment of each. Oftentimes, when a person has co-occurring disorders, one disorder exacerbates or worsens the other and vice versa.

• “Evaluation research”, also known as program evaluation, refers to research purpose instead of a specific method. Evaluation research is the systematic assessment of the worth or merit of time, money, effort, and resources spent in order to achieve a goal. The process of evaluation research consisting of data analysis and reporting is a rigorous, systematic process that involves collecting data about organizations, processes, projects, services, and/or resources. Evaluation research enhances knowledge and decision-making and leads to practical applications.

• “Key Person or Key Personnel” means the person or persons on Proposer’s staff to be assigned to perform the Work under the Contract, as well as Partners of Proposer assigned to do Work. For Key Persons not identified prior to Proposal submission, a position description must be submitted.

• “Mental Health and Addiction Certification Board of Oregon (MHACBO)” means an entity that offers a continuum of certifications for Oregon behavioral health workforce.

• “Problem Gambling” means gambling behavior which causes disruptions in any major area of life: psychological, physical, social, or vocational. The term "Problem Gambling" includes, but is not limited to, the condition known as "Pathological", or "Compulsive" or “Gambling Disorder”, a progressive addiction characterized by increasing preoccupation with gambling, a need to bet more money more frequently, restlessness or irritability when attempting to stop, "chasing" losses, and loss of control manifested by continuation of the gambling behavior in spite of mounting, serious, negative consequences.

• “Research” means the creation of new knowledge and/or the use of existing knowledge in a new and creative way so as to generate new concepts, methodologies, and understandings. This could include synthesis and analysis of previous research to the extent that it leads to new and creative outcomes.

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• “Workforce Development” means an interconnected set of solutions to meet employment needs. It prepares workers with needed skills, emphasizes the value of workplace learning and addresses the hiring demands of employers from the outset.

Workforce development is an essential process for organizations that want to cultivate a top-quality workforce. Workforce development is also sometimes referred to as employee development and is considered an important aspect of business success.

• “SAMHSA” means Substance Abuse and Mental Health Services Administration.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

OHA is Oregon’s principal Agency for helping Oregonians achieve well-being and independence through opportunities that protect, empower, respect choice, and preserve dignity, especially for those who are least able to help themselves.

OHA provides direct services to more than 1 million Oregonians each year. These services provide a key safety net for those in our society who are most vulnerable or who are at a difficult place in their life.

2.3.1.1 Mission

Ensuring all people and communities can achieve optimum physical, mental, and social well-being through partnerships, prevention, and access to quality, affordable health care.

2.3.1.2 Vision

A healthy Oregon.

2.3.2 Purpose

Oregon's Problem Gambling Services are guided by a public health paradigm and approach that takes into consideration the biological, behavioral, economic, cultural, and policy determinants influencing gambling and health. It incorporates prevention, harm reduction and multiple levels of treatment by placing emphasis on quality-of-life issues for the gambler, families, and communities.

Oregon’s Problem Gambling Services funds come from Legislative action transferring funds from Oregon State Lottery’s net proceeds into a Gambling Treatment Fund. OHA has administrative responsibility over these funds. Services are provided through the continuum, of care areas: prevention, outreach, treatment, and recovery.

Unlike training for other behavioral health professionals, problem gambling prevention and treatment classes and continuing education opportunities are infrequently offered by community colleges, private training agencies and other providers. Therefore, OHA has filled in the gaps by providing the training and continuing education opportunities providers need to meet the OHA requirements and MHACBO certification requirements and contractual requirements. Through the contract awarded as a result of this RFP, OHA seeks to expand the problem gambling service systems workforce development services without increasing OHA staffing levels.

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The 2018 National Survey on Drug Use and Health (NSDUH, 2018) reported that approximately 3.7% of the National population suffered from co-occurring mental health and substance use disorders during the past year. Further, over 17% of Oregonians dealing with SUD attempted to access MH treatment in 2018. SAMHSA estimates that between 40% and 60% of individuals dealing with AMI (Any Mental Illness) will deal with a co-occurring Substance Use Disorder. Further, it is estimated that approximately 6% of people in mental health treatment are dealing with a co-occurring Gambling Disorder, and 10-15% of people in SUD treatment are also dealing with Gambling Disorder (Petry, 2014 -https://pubmed.ncbi.nlm.nih.gov/31318226/ ). Clinically, the relationship between multiple disorders as they manifest within an individual and families creates complex conditions due to the interplay of disorders.

In Oregon, treatment of co-occurring disorders within the public behavioral health services sector has been conducted in a separate and fragmented way. This fragmented treatment does not adequately address the complex interplay of co-occurring disorders as experienced by individuals and families. OHA has identified the need to readdress access and treatment of co-occurring disorders within communities in Oregon. This is being driven by House Bill 2086, passed during the 2021 legislative session) that directs the OHA to:

1) Develop and implement payment structures/models that support integration of treatment of addiction (Substance Use Disorders and Gambling Disorders) and mental health diagnoses under one payment model.

2) Develop and implement a two-tiered rate enhancement process for certified programs utilizing properly credentialed providers.

3) Provide start-up funding for participating programs to use for development of internal operations processes and training of clinical staff.

4) Develop a specialty clinical endorsement/credential for Integrated Co- Occurring Disorders providers.

5) Conduct a study of reimbursement processes for inclusion of Intellectual & Developmental Disorders and Problem Gambling into the Integrated Co- Occurring Disorders treatment framework.

6) Legislation directed $10.2 million to utilize for rate enhancements/increase, administrative costs, and start-up grant funding.

The integration process will include changes in payment processes/mechanisms (including rate enhancements), technical assistance support for program development and operations on community mental health clinic level, and specialty workforce development and training. This request for proposal and resulting contract will address the workforce development and training component of this House Bill.

Approximately 95 percent of individuals with gambling disorder have one or more co-occurring psychiatric disorders, with more than 60 percent have at least three psychiatric disorders. Studies have also found that people with gambling disorders had very high rates of personality disorders (more than 60 percent), mood disorders (almost 50 percent) and anxiety disorders (more than 40 percent). It is rare to observe a disordered gambler without a comorbid condition, and it is often the comorbid condition that ultimately leads the individual to treatment.

https://pubmed.ncbi.nlm.nih.gov/31318226/

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Unlike the Problem Gambling Services system, co-occurring disorders trainings and courses are much easier to find, however with a cost associated with it.

There has been little research conducted on evaluating Integrated Co-Occurring Disorders (ICD) treatment systems in different states. It is imperative to the new ICD program within OHA to ensure that opportunities and trainings are available to providers and Proposers at a no or low cost or these services to ensure compliance with staff training and qualifications may not occur. Like Problem Gambling Services, OHA’s ICD seeks to expand the ICD service systems workforce development services without increasing OHA staffing levels and ensuring that the workforce and training includes problem gambling services as part of ICD.

2.4 SCOPE OF WORK/SPECIFICATIONS

Pursuant to ORS 279B.060(2)(c) OHA requires that the Proposer meets the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services. Proposer oversees and ensures completion of the work. The problem gambling and ICD workforce development program created and supported by the Proposer shall include the following:

2.4.1 Conferences. Planning, coordination, and logistics for a minimum of two conferences, approximately two days in length each, per biennium for problem gambling prevention, treatment, and/or recovery providers. Proposer will not charge participants for this training unless a fee is pre-approved by OHA.

Proposer will consult with OHA on the site selection, topics, speakers, price, and availability of subsidies for participants.

2.4.2 Courses. Accessible in various locations across Oregon or by video or web conferencing or self-paced online to help problem gambling professionals and ICD staff acquire qualification or certification within OAR 309-109-0125, 309-019-0145, or contractual requirements under Service Element (SE) 80 or

81. Contract language for A&D 80 and A&D 81 can be found at:

https://www.oregon.gov/oha/HSD/Problem- Gambling/Pages/Requirements.aspx . Courses to be provided, but not limited to, are:

• Basic Certification Course. Problem Gambling Counselor Certification Course. Proposer will deliver at minimum of one online Problem Gambling course to satisfy the MHACBO’s educational requirements to apply for a Certified Gambling Addiction Counselor. OHA will retain ownership of all materials and any online presentations and tests. Proposer will prepare and submit a written course syllabus to OHA staff for review and approval at least 30 days prior to course delivery. Proposer will revise and resubmit the course syllabus to OHA satisfaction. Proposer shall handle all logistics as follows:

o Online Training platform site development to include contracting and payment;

o Development and dissemination of marketing materials;

o Registration information and materials;

o Ensure use of platform for hybrid learning;

o Development of supplemental educational materials; and https://www.oregon.gov/oha/HSD/Problem-Gambling/Pages/Requirements.aspx https://www.oregon.gov/oha/HSD/Problem-Gambling/Pages/Requirements.aspx

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Proposer charges per participant for this course shall not exceed $195 without pre-approval by OHA.

• Advanced Course. Problem Gambling Counselor Advanced Course.

Proposer will deliver a minimum of one - 30 hour online – self-paced problem gambling treatment course, offering no less than 30 Counselor Education Units (CEUs) to satisfy the MHACBO’s educational requirements to apply for a Certified Gambling Addiction Counselor Level II. This course will be offered as a Problem gambling counseling advanced training content. Proposer will provide a course syllabus to OHA for review and approval at least 30 days prior to course development. Proposer will revise and resubmit the course syllabus to OHA’s satisfaction. Proposer will handle all logistics as follows:

o Development and dissemination of marketing materials;

o Online registration;

o Development of training packets and other educational materials;

o Ensure all trainings are ADA approved and format acceptable for use on

OHA PGS training platform Advanced Career Online Resource Network (ACORN) https://www.acorncourses.org; and o OHA will retain ownership of all materials and any online presentations and tests.

o Proposer shall not charge participants for this course unless pre-approved by OHA.

2.4.3 Consultation. Proposer shall facilitate coordination, implementation, and purchase of specialized consultation services to be delivered at or for a program within the problem gambling or ICD services system. Consultations will be authorized and pre-approved by OHA as to consultant/instructor, content/scope of work, duration, location, reimbursement, and time of implementation.

2.4.4 Event Sponsorships. From time-to-time OHA may request that Proposer make available sponsorship funds to support behavioral health conferences and trainings across Oregon. The amount, logistics, and processing of any sponsorship funds are to be directed by OHA.

2.4.5 Participant Scholarships. Provision of scholarship or subsidy funds. From time-to-time OHA may request that Proposer make available scholarship funds or subsidy funds to help offset costs of conference/training participation. The amount, logistics, and processing of any scholarship or subsidy funds are to be directed by OHA.

2.4.6 Student Mentorship Program. Proposer will mentor up to two Oregon graduate students per biennium on current problem gambling prevention or treatment research projects. Oregon graduate students are students who live in Oregon or are attending an Oregon college or university and are in a master's, doctorate, or internship program. Proposer will conduct all aspects of the mentoring process including outreach to prospective mentees, mentee selection, supervision, and evaluation. Students selected for the mentorship program by Proposer shall be approved by OHA. The intent of the program is to cultivate new group of professionals with an interest in problem gambling. Each https://www.acorncourses.org/

DAS Procurement Services, Version 4.5 March 31, 2023 Page 11 of 27 mentorship opportunity will accompany a research grant award of $2,500 for graduate students who are interested in either:

o Utilizing existing state data to apply to their master’s or dissertation research project which will contribute to the field of knowledge and benefit the current state-funded gambling treatment system;

o Performing original research in the field of problem gambling that has the potential to improve gambling treatment services or problem gambling prevention services in the State of Oregon. Each student will receive $2500 with $3500 going to mentor. Each project has up to one year to complete. Proposer will assist students in the preparation of a presentation to be given as part of a regularly scheduled Problem Gambling Services (PGS) conference, or meeting where feasible, as negotiated by Proposer and OHA to OHA’s satisfaction.

Proposer shall provide a stipend to grant recipients to attend the conference, to include meals, transportation, and lodging; or other topics approved by OHA.

2.4.7 Problem Gambling Research and Evaluation Grants. Proposer may assist a minimum of 2 grant recipients in the preparation of a presentation to be given as part of a regularly scheduled Problem Gambling Services (PGS) or ICD conference, or meeting where feasible, as negotiated by Proposer and OHA to OHA's satisfaction. Proposer shall provide a stipend to grant recipients to attend the conference, to include meals, transportation, and lodging. Research and Evaluation grants will be dependent on funding available and will be a line item included in the OHA Workforce Development budget proposed. Proposer will facilitate and oversee research and evaluation project grants related to problem gambling prevention or treatment or ICD projects. Proposer shall conduct all aspects of the research of problem gambling or treatment / ICD projects processes including outreach to prospective grant recipients, assisting in grant selection, supervision, and evaluation. Proposer shall prepare and submit to OHA written summary reports every quarter during the term of the Contract or on a schedule determined by OHA and in a format approved by OHA. Proposer will revise and resubmit summary reports to OHA's satisfaction.

2.4.8 Contract Management.

Proposer will assist in the development, administration and monitoring of small contracts to problem gambling or ICD subject matter experts in order for particular tasks, training, and projects to be completed.

2.4.9 Partnership. In creating and supporting the problem gambling and ICD services workforce program, Proposer must work in cooperation with OHA Problem Gambling Services or Interacted Co-Occurring Services and any other entities, at OHA’s discretion, whose partnership and cooperation are essential to the provision of problem gambling and ICD services in Oregon.

2.4.10 Reports. Proposer will prepare and submit to OHA written activity reports every quarter, providing a short narrative of events from previous quarter, during the term of the Contract or on a schedule determined by OHA and in a format approved by OHA. Proposer will revise and resubmit activity reports to OHA’s satisfaction. Proposer will be required to submit quarterly reports, in an OHA-approved format, on progress toward completion of

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SECTION 3:PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

Proposers or the combination of up to three Key Persons must have at least five years of experience with each of the following disciplines:

• Conference/event planning;

• Training or curriculum development;

• Workforce development;

• Topic specific research, and evaluation research;

• Contract development, management and administrative experience;

• Problem gambling expertise and knowledge; and

• Co-occurring expertise.

3.1.1 Key Person Requirements

Proposers must submit Key Person resumes with its Proposal demonstrating Proposer meets the above minimum qualifications.

• Resumes of three of Proposer’s Key Persons may be used in combination to show Proposer’s Key Persons collectively meet the above minimum qualifications.

• Key Persons not identified prior to Proposal submission, a position description must be submitted.

• The page limit for Key Person resumes is two pages per Key Person resume.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Executive Summary

• Administrative Proposal

• Technical Proposal

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Key Persons and Resumes

3.2.2 Proposal Page Limits

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Proposal is limited to 15 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check forms

• Price Proposal (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

3.2.3 Proposal Format and Quantity

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.

Proposer should submit its entire Proposal electronically through OregonBuys in Adobe Acrobat (pdf) format.

The Price Proposal must be submitted as a separate electronic response 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). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

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

3.2.4 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.3 PROPOSAL REQUIREMENTS

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

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet

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

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

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3.3.2 References

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

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

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

3.3.3 Price Proposal

Submit a detailed Price Proposal (Attachment E) on a separate sheet(s) that includes the following items:

• For each activity described in the Scope of Work, the Price Proposal must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs,

• The Price Proposal must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges; and

• For all fully loaded personnel costs, the Price Proposal 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.

3.3.4 Key Persons and their Resumes

Specify key persons to be assigned to this project, and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

3.3.5 Project Implementation Plan

Briefly describe how Proposer would carry out the major activities of this project in context with the Scope of Work. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

SECTION 4: SOLICITATION PROCESS

4.1PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys.

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

4.2 PRE-PROPOSAL CONFERENCE

https://oregonbuys.gov/

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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 an OregonBuys submission, email, or hard copy;

• Reference the OregonBuys bid 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

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

Schedule in Section 1.2.

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

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment.

Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid 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;

and

• 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.

Protests to an Amendment must be received by the due date identified in the Amendment.

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4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency 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. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Proposal submission should be electronically through OregonBuys. at: OregonBuys.gov Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

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, , or hard copy prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

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

A Proposal received after 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 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.

4.9 PROPOSAL REJECTION

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

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

• Proposal 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 RFP or Amendment(s).

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). 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, Agency may waive mistakes in accordance with OAR 125-247-0470.

4.10.1.2 Responsibility Determination

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

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

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

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

4.10.2.1 Evaluation Item 1 (Organizational Capacity)

Maximum-15 points

• Describe experience and capacity to perform the Work described in this RFP.

• Demonstrate that Key Persons possess the knowledge, understanding and experience of service delivery to perform the required Work.

• Identify Key personnel to be assigned to the project and include resume(s) that demonstrate qualifications and experience necessary for performing the Work described in Section 2.4 Scope of Work.

• For Key Persons not yet hired, provide detailed position descriptions.

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4.10.2.2 Evaluation Item 2 (Knowledge and Experience)

Maximum 15 points

• Describe knowledge of and experience with problem gambling prevention, outreach, treatment and recovery and ICD services.

• Demonstrate the knowledge and experience necessary to perform the Work described in Section 2.4 Scope of Work.

4.10.2.3 Evaluation Item 3 (Conference Event Planning)

Maximum 10 points

• Describe experience in conference/event planning and logistics.

• Demonstrate the experience necessary to perform the Work described in Section 2.4 Scope of Work.

4.10.2.4 Evaluation Item 4 (Training and Curriculum)

Maximum 10 points

• Describe experience in curriculum development or training content development for in person and online (hybrid or self-pace) trainings.

• Demonstrate the experience necessary to perform the Work described in Section 2.4 Scope of Work.

4.10.2.5 Evaluation Item 5 (Workforce Development)

Maximum 10 points

• Describe knowledge of and experience in workforce development.

• Demonstrate the knowledge or experience necessary to perform the Work described in Section 2.4 Scope of Work.

4.10.2.6 Evaluation Item 6 (Research and Evaluation Development) Maximum 10 points

• Describe knowledge of and experience related to research and evaluation development.

Demonstrate the knowledge or experience necessary to perform the Work described in Section 2.4 Scope of Work.

4.10.2.7 Evaluation Item 7 (Contract Management)

Maximum 15 points

• Describe knowledge of and experience in contract development, management, and administration.

• Demonstrate the knowledge or experience necessary to perform the Work described in Section 2.4 Scope of Work.

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4.10.2.8 Evaluation Item 8 (Fiscal Stability)

Maximum 5 points o Address all elements of Fiscal Stability.

o Demonstrate the ability for sound fiscal policy either based on successful completion of similar projects, successful audits, or a copy of a recent business plan.

4.10.2.9 Evaluation Item 9 (Administrative Cost-Maximum 5 points)

Maximum 5 points

• Describe experience controlling administrative costs.

• Demonstrate the knowledge or experience necessary to perform the Work described in

Section 2.4 Scope of Work.

• Address the following hypothetical scenarios for scoring assessment:

o Scenario #1: OHA requests contractor to draft 20 contracts each fiscal year.

OHA will provide contractor with the statement of work to be used in contracts.

How many estimated hours will this take and at what cost?

o Scenario #2: Of the 20 contracts, each contract has monthly invoices. Estimate how much time admin time will it take to process invoices and make payments for the contracts each month and the cost.

o Scenario #3: OHA would like to make a sponsorship to the NW Instituto Latino conference. OHA informs the contractor they would like to sponsor $5000 from line item/task c from the contact budget. What is the process to complete this task and how much time and cost are associated with it.

o Scenario #4: OHA requests a 2-day conference to occur at the central Oregon Coast. Map out an estimate cost of this event for 100 participants, along with breakfast and lunch for both days, and how much time contractor would allocate to activities for them to properly implement and host. Please break out activities by activity types and time allocation.

4.10.3 PRICE EVALUATION

4.10.3.1 Cost Evaluation

Maximum 5 points

• Explain how the Cost Proposal contains all required items and cost elements.

• Detail the cost for each activity category in the Scope of Work using Attachment E (Price

Sample).

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

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4.10.4 PREFERENCES

4.10.4.1 Reciprocal Preference

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

4.10.4.2 Recycled Materials

Agency will give preference to Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

4.10.4.3 Tiebreakers

If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

4.11 POINT AND SCORE CALCULATIONS

• Scores are the values 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.

Points possible are as follows:

4.12 RANKING OF PROPOSERS

TOTAL POINTS POSSIBLE : 100

INDEX CRITERIA POINTS POSSIBLE

3.5.2.1 Organizational Capacity 15

3.5.2.2 Knowledge 15

3.5.2.3 Conference Planning 10

3.5.2.4 Training and Curriculum Development 10

3.5.2.5 Workforce Development 10

3.5.2.6 Research and Evaluation Development 10

3.5.2.7 Contract Management 15

3.5.2.8 Fiscal Stability 5

3.5.2.9 Administrative Costs 5

3.5.2.10 Cost Evaluation 5

https://www.naspo.org/reciprocity1

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The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s price score and reference score.

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency 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

4.12.1 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.12.2 Competitive Range Protest

Proposers excluded from a round may submit a Written protest of Competitive Range. Protests must:

• Be emailed to the SPC;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative

• State the reason for the protest; and

• Be received within 7 calendar days after issuance of the Notice of the Competitive Range

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Agency 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 Agency.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. Agency may award less than the full Scope of Work described in this RFP.

5.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was…