5843 final full RFP~1.pdf

RFP 5843 – Senior Loneliness Wellness Phone Line OregonBuys S-44300-00008826

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STATE OF OREGON

COVER PAGE

OREGON HEALTH AUTHORITY

Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-44300-00008826 for

SENIOR LONELINESS WELLNESS PHONE LINE

Date of Issue: December 8, 2023

Opening Date and Time: January 15, 2024 at 3:00 pm

Single Point of Contact (SPC): Shannon Welsh Procurement and Contract Specialist

Address: 500 Summer Street NE, E-03 City, State, Zip Salem, Oregon 97301 Phone (voice) (503) 930-7973 E-mail: Shannon.a.welsh@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.

RFP 5726 – State-Wide Immunization Coalition Services OregonBuys S-44300-00008008

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

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS ......................................................................Error! Bookmark not defined.

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.3 SOLICITATION PROTESTS

4.4 PROPOSAL DELIVERY OPTIONS

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

4.6 PROPOSAL DUE

4.7 PUBLIC OPENING

4.8 PROPOSAL REJECTION

4.9 EVALUATION PROCESS

4.10 POINT AND SCORE CALCULATIONS

4.11 RANKING OF PROPOSERS

4.12 NEXT STEP DETERMINATION

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

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT E 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 – Health Systems Division (HSD), (“Agency or OHA”), is issuing this Request for Proposal (RFP) under the provisions of ORS 279B.060 for a Senior Loneliness 24/7 Wellness Phone Line.

Social isolation and loneliness are different and yet similar conditions. Social isolation is the lack of social contacts and having few people to interact with regularly. Loneliness is the distressing feeling of being alone or separated. It’s possible to feel lonely while among other people. It’s also possible to live alone without feeling lonely or socially isolated.

The Agency requests Proposals from qualified professional organizations with the demonstrated experience, staffing, and capacity to establish and operate a call center on a continuous basis. The Senior Loneliness 24/7 Wellness Phone Line (“Senior Loneliness Line” or “SLL”) will address senior loneliness in Oregon, by providing Senior Citizens with access to a Senior Loneliness 24/7 Wellness Phone Line for a friendly conversation, suicide prevention, and to be responsive to the needs of older adults by making referrals to community mental health services, programs, and other appropriate resources.

The Agency anticipates the award of one Contract from this RFP, with a not-to-exceed (NTE) value of $1,000,000.00, during the initial contracting period. The initial term of the Contract is anticipated to be 18 months with options to renew for up to a cumulative maximum of five (5) years.

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

All persons or firms submitting Proposals are referred to as Proposers in this RFP; after execution of a contract, the awarded Proposer will be designated as Contractor.

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.

Event Date Time

Questions / Requests for Clarification Due December 22, 2023 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) January 2, 2024

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) January 15, 2024 3:00 PM

Issuance of Notice of Intent to Award (approx.) February 9, 2024

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

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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 SCOPEAUTHORITY AND METHOD

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137-047-0260. 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 137-046-0110 or as defined below.

2.2.1 Senior Oregonian: Any Oregonian age 60 years and older.

2.2.2 Trained Individual: A person who has received training in older adult mental health, social determinants of health, suicide assessment and prevention for older adults, dementia, and community resources.

2.2.3 American Association of Suicidology (AAS): The American Association of Suicidology is the world’s largest, and nation’s oldest, membership-based suicide prevention organization. ASS promotes the research of suicide and its prevention, public awareness programs, public education, and training for professionals and volunteers.

2.2.4 Question, Persuade, and Refer (QPR): Training program on how to recognize the warning signs of a suicide crisis and how to question, persuade, and refer someone to the proper help and resources.

2.2.5 Applied Suicide Intervention Skills Training (ASIST) Approved by the World Health Organization , Applied Suicide Intervention Skills Training by LivingWorks is a two-day, in-person workshop featuring powerful audio/visual, discussions, and simulations.

2.2.6 REALD: Race, Ethnicity, Language, Disability (See OAR Division 950, Chapter 30)

2.2.7 SOGI: Sexual Orientation and Gender Identity

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

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OHA’s vision is a healthy Oregon. Our mission is ensuring all people and communities can achieve optimum physical, mental, and social well-begin through partnerships, prevention, and access to quality, affordable health care.

Our strategic goal is to eliminate health inequities in Oregon by the year 2030.

OHA includes most of the state’s health programs, including the HSD. OHA created the HSD in 2015 by combining the Medical Assistance Programs (MAP), or the Medicaid Services which includes managing the Oregon Health Plan (OHP), Oregon’s Medicaid and the Children’s Health Insurance Program, and what is currently known as the Community Mental Health and Addiction Treatment, Recovery, & Prevention, and Problem Gambling Services divisions.

The HSD plays a key role in implementing and overseeing efforts to transform Oregon's health care system. HSD works with partners statewide to build and advance a system of care to create a healthy Oregon.

2.3.2 Project Overview and Background

Social isolation and loneliness are important, but often neglected, social determinants of health. High-quality social connections are essential for mental, physical, and overall well-being. A large body of research shows that social isolation and loneliness have a serious impact on older adult’s longevity, their physical and mental health, and their quality of life. One report indicates that one in three older adults feel lonely. For many older adults in Oregon, every day can bring some form of loneliness or isolation. Those feelings have grown exponentially with the onset of COVID-19 and other illnesses that require social distancing.

The purpose of the SLL is to help prevent and reduce the impact of social isolation and loneliness through a caring telephone contact with a trained individual. In addition, the SLL will help older adults get connected to resources and programs in their community, as well as other support services such as ideas for staying connected and referrals for care as needed.

2.3.3 Purpose

Human beings are social creatures. Our connection to others enables us to survive and thrive. Yet, as we age, many of us are alone more often than when we were younger, leaving us vulnerable to social isolation and loneliness—and related health problems such as cognitive decline, depression, and heart disease.

Fortunately, there are ways to counteract these negative effects.

Research has linked social isolation and loneliness to higher risks for a variety of physical and mental conditions: high blood pressure, heart disease, obesity, a weakened immune system, anxiety, depression, cognitive decline, dementia, and even death. Conversely, people who engage in meaningful, productive activities with others tend to live longer, boost their mood, and have a sense of purpose.

These activities seem to help maintain their well-being and may improve their cognitive function.

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Older adults may be at greater risk of social isolation or loneliness if they:

Live alone;

Can’t leave their home;

Have experienced a major loss, such as the death of a spouse or partner, or a significant life change, such as retirement;

Struggle with money or finances;

Are a caregiver;

Have psychological, cognitive challenges, or depression;

Have limited social support;

Have trouble hearing;

Live in a rural, unsafe, and/or hard-to-reach neighborhood;

Have language barriers within their community;

Experience age, racial, ethnic, sexual orientation, and/or gender identity discrimination where they live; or Are not meaningfully engaged in activities or feeling a lack of purpose.

People with hearing loss may find it hard to have conversations with friends and family, which can lead to fewer interaction with people, social isolation, and higher rates of loneliness.

The SLL is both a crisis intervention hotline and a warmline (non-urgent calls).

The services provided shall include, but are not limited to:

Reassurance for older adults;

Emotional support;

Access to resources and information;

Crisis intervention; and Referral to community agencies and programs.

The SLL will help to prevent and reduce the impact of social isolation and loneliness through a caring telephone contact with a trained individual. These trained individuals will have knowledge about the unique behavioral and physical health needs of older adults and knowledge about statewide resources.

In addition, the SLL will also help the older adult get connected to resources and programs in their community and offer other support such as ideas for staying connected and escalate referrals as needed. This work should provide real time referral, tracking, to Emergency departments, community mental health programs, tribal communities, and other Social Determinant Health resources that an individual would need. Each call should be ensured to have services regardless of background or language they speak.

2.4 SCOPE OF WORK

The resultant Contractor shall be expected to:

2.4.1 Operate a suicide prevention and mental wellness phone line specifically for older adults, “Senior Loneliness Line”, 24-hours per day, 7-days per

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2.4.2 Staff the Senior Loneliness Line with individuals who have experience and/or training with older adult populations.

2.4.3 Provide staffing for the Senior Loneliness Line that is responsive to older adults and provides informal on-line counseling; screening for mental health, substance use disorders, and problem gambling; and referral to community mental health and other appropriate resources.

2.4.4 Maintain a single phone number specific to older adults.

2.4.5 Maintain ability to make outbound calls and to sustain ongoing relationships with individuals.

2.4.6 Maintain a system for tracking calls on the specific phone number created for older adults, including:

2.4.6.1 Number of calls/contacts;

2.4.6.2 Frequency of repeat calls/contacts;

2.4.6.3 Day of week and time of day when caller contact occurs;

2.4.6.4 Demographics of callers/contacts in alignment with REAL-D rules and statutes;

2.4.6.5 Interpreter services used, including type of language;

2.4.6.6 Types of calls/contacts (stated problems or needs);

2.4.6.7 Number of older adults who report feeling lonely and/or suicidal;

2.4.6.8 Referrals to service(s) including type of service and location; if no referral is made, describe why not;

2.4.6.9 Follow-up calls/contacts by staff (if caller agrees to follow-up – what, when, and results);

2.4.6.10 Documentation of known gaps and coordination of service issues in local areas, referral sources for the Senior Loneliness Line, and caller zip code—used to identify the caller’s local area, referral for services in and around that area, and any service gaps in local areas; and

2.4.6.11 When scheduled check-ins with older adults via phone, Skype, or other similar mechanism are provided.

2.4.7 Maintain accreditation with AAS or a similar nationally recognized

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2.4.8 Maintain contractual affiliation with the National Suicide Prevention Line.

2.4.9 Coordinate consistently with the Senior Peer Outreach Line including warm hand-offs when appropriate.

2.4.10 Require Clinical Supervisor, Key Person, and staff answering calls to be trained in QPR or ASIST, international evidence-based protocols used by suicide crisis call-line workers to handle calls from older individuals with suicidal ideation or intent before they start answering calls.

2.4.11 Suicide crisis line training shall be no less than the minimum standard of training set by AAS or a similar nationally recognized accrediting body.

2.4.12 Comprehensive training on behavioral health needs of older adults;

normal aging, dementia, elder abuse and social isolation and loneliness.

2.4.13 Maintain interpretive services for individuals who do not speak English or prefer to speak another language.

2.4.14 Work with local entities responsible for delivering suicide crisis intervention services to County and tribal residents to ensure coordination of services locally.

2.4.15 Coordination of services includes keeping current with all crisis services provided locally and understanding how to inform callers of the availability of such services.

2.4.16 Maintain a list of referral resources statewide so staff answering calls have the latest information of referral resources.

2.4.17 This list should be updated at minimum, every six months.

2.4.18 Maintain confidentiality of caller’s information, including but not limited to information about caller as well as persons referenced in calls to the crisis line or otherwise obtained or received by Contractor.

2.4.19 Treat as privileged, all information as to personal facts and circumstances obtained by Contractor with respect to individuals and related persons. All such information shall be held confidential and shall not be divulged without the written consent of the individual.

2.4.20 Nothing prohibits disclosure of information in summaries, statistical, or other form, which does not personally identify individuals or allow for obvious discovery of those individuals.

2.4.21 Limit the use or disclosure of information concerning individuals to persons directly connected with the administration of this Contract. Confidentiality policies shall be applied to all requests from outside sources.

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2.4.22 Statewide media campaign, promoting the line in English and Spanish. Strategies to ensure underserved older adult populations are reached. Campaign efforts— reach or area of campaign and population demographics shall be reported quarterly.

2.5 REPORTING REQUIREMENTS

2.5.1 Project Summary Reports - Prepare and submit monthly project summary updates on Contract activities beginning no later than 30 calendar days after Contract execution. Report format to include narrative summary, as well as data displayed in graphs and charts.

2.5.2 Call Characteristic Reports - Prepare and submit monthly call characteristic reports which include the following call characteristics:

2.5.2.1 Data including analysis of gaps and needs for coordination or resolution of service problems in local areas.

2.5.2.2 Day of week and time of day when calls are received to determine heavy call times.

2.5.2.3 Number of calls/contacts (including average hold time, time to answer, and time to resolve).

2.5.2.4 Frequency of repeat calls/contacts.

2.5.2.5 Caller demographics aligned with the REALD (OAR Chapter 950, Division 30) rules.

2.5.2.6 Interpretive services used and type of language.

2.5.2.7 Whether call is related to COVID-19.

2.5.2.8 Types of calls/contacts (stated problems or needs).

2.5.2.9 Referrals to service (including type of service and location; reason if no referral is made).

2.5.2.10 Follow-up to calls/contacts by crisis line workers (if caller agrees to follow up - what, when, and results).

2.5.2.11 Recommendations for improving known gaps and needs for coordination of services issues in local areas.

2.5.3 Prepare and submit an annual report incorporating all monthly reports into one comprehensive analysis, with narrative summary and recommendations.

Format to also include graphs and charts.

2.5.4 Prepare and present a power point presentation within 45 calendar days after the end of the contract cycle. Presentation, to include key metrics, data, results/outcomes, barriers, and recommendations to be presented to OHA contract administrator and OHA leadership team.

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SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.1.1 Proposal Submissions

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

Proposal Cover Sheet (see Section 3.2.2) Proposer Information and Certification Sheet (see Section 3.2.3) Letter of Reference (see Section 3.2.4) Budget Proposal and Narrative (see Section 3.2.5) Price Proposal (see Section 3.2.6) Project Implementation Plan and Strategy (see Section 3.2.7) Proposer’s Specific Experience and Qualification (see Section 3.2.8) Key Persons, Resumes, and Qualifications (see Section 3.2.9) Disclosure Exemption Affidavit, if applicable (Attachment B) COBID Certification / Outreach Plan (Attachment D) Responsibility Inquiry (Attachment E)

3.1.2 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.

OregonBuys Electronic Response. Proposer must submit its Proposal electronically through OregonBuys.

Proposer shall submit its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). 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 and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature. Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.2 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

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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.

3.2.1 Proposal Page Limits

Project Proposal is limited to the page numbers set forth below. Any pages exceeding the limits set forth in this RFP will not be provided to the evaluation committee or considered in the evaluation.

3.2.2 Proposal Cover Sheet

Proposer shall submit a Proposer Cover Sheet with the following details:

3.2.2.1 Name of entity/organization of Proposer.

3.2.2.2 Name(s) of Key Persons to provide the Work.

3.2.2.3 Brief description of why Proposer is interested in providing the Work.

3.2.3 Proposer Information and Certification Sheet

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

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

3.2.4 References

Proposer shall provide 2 references, using a letter of reference provided on the referring agency’s letterhead. , References shall be from 2 different current or former client firms for similar projects performed within the last 5 years. References must be able to verify the quality of previous, related Work.

Proposer shall include each letter of e reference with their Proposal. .

3.2.5 Budget Proposal and Narrative

Proposer shall provide the following Budget Proposal and Narrative items for the initial Contract period referenced in the Introduction (Section 1):

3.2.5.1 Line-item budget proposal to demonstrate how Proposer will provide the Work within the timelines proposed.

3.2.5.2 Narrative description sufficiently detailed to support the

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3.2.5.3 For each activity described in the Scope of Work, the budget proposal must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs.

3.2.5.4 For all fully loaded personnel costs, the budget proposal must include the name and title of all positions for each individual staff who will perform the Work and list the salary/wage and fringe rate separately for each such individual. The budget proposal must also include complete job descriptions, minimum requirements, and anticipated salary/benefit information for personnel to be hired prior to performing the Work, but not currently employed by Proposer.

3.2.5.5 Budget Proposal shall also include:

Costs necessary for the organizational development of this Work;

Overhead (such as lease or rental costs, technology or equipment needs, and other associated costs for normal business operations); and

Other anticipated costs not included above, associated with activities included in the Scope of Work.

3.2.6 Price Proposal

Provide the final Budget Proposal amount from items in Section 3.2.5 on the Price Proposal. In addition, provide a detailed Price Proposal that includes identifiable fixed costs for all work contained in the Scope of Work (2 page maximum length).

3.2.7 Project Implementation Plan and Strategy

Describe how Proposer would carry out the major activities of this project in context with the Scope of Work. Provide a narrative response, with or without supporting documentation, which clearly identifies the applicable subsection below and describes the information requested for each:

3.2.7.1 Provide a comprehensive implementation timeline for Senior Loneliness Phone Line;

3.2.7.2 Management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work; and

3.2.7.3 Describe implementation plan for reporting elements. (4 page maximum, combined length for 3.2.7.1., 3.2.7.2., and 3.2.7.3. )

3.2.7.4 Proposer’s ability to be culturally, geographically, and linguistically responsive to callers who do not speak English as their first language (1 page maximum)

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3.2.8 Proposer’s Specific Experience and Qualifications

Provide a narrative on the Proposer’s specific experience relating to the Scope of Work, Services, and Reporting requirements from above. (1 page maximum

3.2.9 Key Persons, Resumes, and Qualifications

3.2.9.1 Key Person Resume - Specify the Key Person to be assigned to this project.

Include a copy of their current resume demonstrating the qualifications and experience for the Work described.

3.2.9.2 Describe Proposer’s qualifications, experience, and knowledge in overseeing and operating a 24/7 call center with the focus of senior wellness and addressing and making referrals for older adult’s specific needs. (2 page maximum length)

3.2.9.3 Describe how Proposer will coordinate with State Agencies, community partners, Tribal Governments, Culturally and Linguistically diverse stakeholders, and Provider Organizations to ensure all Senior Oregonians are aware of the SLL and will have equitable access to services and care. (2 page maximum length)

3.2.9.4 Describe Proposer’s experience with preparing reports for executive and non-technical audiences. Provide descriptions or examples of report formats and layout previously developed. (2 page maximum length)

3.2.10 Proposer’s Staffing Capability and Phone Line Capacity

Provide a brief narrative that describes how Proposer has or will have the staffing capability needed to run a 24/7 Telephone Line as described herein. Include current or target call capacity and how Proposer will implement safeguards or redundancies to ensure each call into the phone line is answered and caller is able to obtain the services needed. Proposer shall also include general and clinical staffing breakdowns that demonstrate the ability to meet call frequency.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC 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.

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4.2 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;

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.

4.3 SOLICITATION PROTESTS

4.3.1 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.

4.3.2 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.

4.3.3 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.

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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.

4.4 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 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:

Delivery through OregonBuys

Proposal submission should be electronically through OregonBuys. at: https://oregonbuys.gov/

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

4.5 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, prior to the Opening in accordance with OAR 137-047-0440. To be effective the notice must include the OregonBuys bid number.

4.6 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.

OregonBuys will not allow any Proposals to be submitted after Opening date and time.

4.7 PUBLIC OPENING

A formal public Opening meeting will not be held. Proposers may contact the SPC after the RFP Closing Date to obtain the names of the proposers who submitted a Proposal under this RFP.

4.8 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

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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 employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

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).

4.9 EVALUATION PROCESS

4.9.1 Responsiveness and Responsibility Determination

4.9.1.1 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 137-247-0470.

4.9.1.2 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 E) with Proposal.

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

4.9.2 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 4.9.2 up to the maximum points available as specified in Section 4.10 (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.

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4.9.2.1 Proposal Cover Sheet (5 points total)

How well does Proposer name the entity/organization?

How well does Proposer provide the names of the Key Persons that will be assigned to do the Work?

How well does Proposer provide a brief description of why Proposer is interested in providing the Work?

4.9.2.2 References (10 points total)

Based on the references received, evaluators will score as follows:

For each reference scores will range from a poor reference at 1 point each up to an excellent reference score receiving up to 5 points each.

Scoring is based on how well references are able to verify the quality of previous, related Work.

For any reference not received, evaluator will score the missing reference at zero points each.

4.9.2.3 Budget Proposal and Narrative (10 points total)

How well did Proposer provide a line litem budget to demonstrate how Proposer will provide the Work within the timeline proposed?

How well did the Proposer provide a narrative description sufficiently detailed to support the expenditures identified, as necessary, to achieve the Work within the timeline proposed?

How will did Proposer include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs?

How well did Proposer 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?

How well did Proposer include complete job descriptions, minimum requirements, and anticipated salary/benefit information for personnel to be hired prior to performing the Work, but not currently employed by Proposer?

How well did Proposer provide the costs necessary for the organizational development of the Work; the overhead; and other anticipated costs?

4.9.2.4 Price Proposal (25 points total)

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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4.9.2.5 Project Implementation Plan and Strategy (25 points total)

How well did Proposer describe how Proposer would carry out the major activities of this project in context with the Scope of Work?

How well did Proposer describe Proposer’s ability to be culturally, geographically, and linguistically responsive to callers who do not speak English as their first language?

Did Proposer provide a comprehensive:

o implementation timeline for Senior Loneliness Phone Line;

o management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work;

and o describe implementation plan for reporting elements.

4.9.2.6 Proposer’s Specific Experience and Qualifications (15 points total)

How well did Proposer describe specific experience relating to the Scope of Work, Services, and Reporting requirements?

4.9.2.7 Key Persons, Resumes, and Qualifications (25 points total)

Did the Proposer specify the key person to be assigned to the project and include their current resume?

How well did the Proposer describe Proposer’s qualifications, experience, and knowledge in overseeing and operating a 24/7 call center with the focus of senior wellness?

How well did Proposer describe how Proposer will coordinate with State Agencies, community partners, stakeholders, and provider organization to ensure Senior Oregonians are aware of the Senior Loneliness Wellness Line?

How well did Proposer describe Proposer’s experience with preparing reports for executive and non-technical audiences? Did Proposer provide descriptions or examples of report formats and layout previously developed?

4.9.2.8 Proposer’s Staffing Capability and Phone Line Capacity (25 points total)

How well did Proposer describe how they have the staffing capability needed to run a 24/7 telephone line as described herein?

How well did Proposer Include current or target call capacity and how Proposer will implement safeguards or redundancies to ensure each call into the phone line is answered and caller is able to obtain the services needed?

4.9.3 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

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4.10 POINT AND SCORE CALCULATIONS

4.11 RANKING OF PROPOSERS

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.

4.12 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

TOTAL POINTS POSSIBLE 140

4.9.2.1 Proposal Cover Sheet 5

4.9.2.2 References 10

4.9.2.3 Budget Proposal and Narrative 10

4.9.2.4 Price Proposal 25

4.9.2.5 Project Implementation Plan and Strategy 25

4.9.2.6 Proposer’s Specific Experience and Qualifications 15

4.9.2.7 Key Persons, Resumes, and Qualifications 25

4.9.2.8 Proposer’s Staffing Capability and Phone Line Capacity 25

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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 successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

All higher ranked Proposals are non-Responsive.

Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

Agency abused its discretion in rejecting the protestor’s Proposal as non- Responsive.

Agency’s evaluation of Proposal or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award.

5.2.2 Protest Requirements

Protests must:

Be delivered to the SPC via email, or hard copy;

Reference the OregonBuys bid number ;

Identify Proposer’s name and contact information;

Be signed by an authorized representative of Proposer;

Specify the grounds for the protest; and

Be received within 7 calendar days of the Intent to Award notice.

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5.2.3 Response to Protest

Agency will address all timely submitted 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.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) who are selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A.

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.3.4 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

5.3.5 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes

DAS Procurement Services, Version 4.5 March 31, 2023 Page 23 of 25 sexual harassment, sexual assault, or unlawful discrimination.

5.4 CONTRACT NEGOTIATION

5.4.1 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.

Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. If Agency agrees to make any requested changes to the Sample Contract/Price Agreement, Agency will issue an Amendment to notify Proposers of such changes. Unless Agency issues an Amendment modifying any of the terms and conditions, Agency intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A).

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Contract/Price Agreement 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 ONLY the Statement of Work and the following terms and conditions:

Pricing

Payment Schedule

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 6: ADDITIONAL INFORMATION

6.1 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.

6.2 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

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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 Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment D) prior to execution.

6.3 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.2 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.

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Agency issues the Notice…