5889-0 Request for Proposals~1.pdf

STATE OF OREGON

COVER PAGE

The Oregon Department of Human Services, by and through its

OFFICE OF CHILD WELFARE PROGRAMS

Is issuing this Request For Proposals under OregonBuys Bid Solicitation Number S-10000-00011097 for

PROJECTS TO SUPPORT VICTIMS OF SEXUAL ASSAULT

Date of Issue: October 25, 2024 Opening Date and Time: November 29, 2024 at 3:00 PM Pacific Time

Single Point of Contact (SPC): Louie Thomas, ODHS Procurement Specialist

Address: 500 Summer Street NE E03 City, State, Zip Salem, Oregon 97301 Phone (voice) (971) 283-4755 E-mail: louie.thomas@odhsoha.oregon.gov

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Single Point of Contact (SPC) at the contact information found above. We accept all relay calls.

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.

OregonBuys Bid Solicitation S-10000-00011097 Projects to Support Victims of Sexual Assault

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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 OREGONBUYS

2.4 OVERVIEW AND PURPOSE

2.5 STATEMENT OF NEED

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 AND 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

SECTION 5: EVALUATION PROCESS

5.1 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION

5.2 RECLASSIFICATION OF PROPOSALS

5.3 STANDARDS FOR ASSIGNING POINTS

5.4 EVALUATION OF PROPOSALS

5.5 POINT AND SCORE CALCULATIONS

5.6 RANKING OF PROPOSERS

5.7 NEXT STEP DETERMINATION

SECTION 6: AWARD AND NEGOTIATION

6.1 AWARD CONSIDERATION

6.2 INTENT TO AWARD PROTEST

6.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

6.4 CONTRACT OR GRANT NEGOTIATION

SECTION 7: ADDITIONAL INFORMATION

7.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

7.2 CERTIFIED FIRM PARTICIPATION

7.3 GOVERNING LAWS AND REGULATIONS

7.4 OWNERSHIP/PERMISSION TO USE MATERIALS

7.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

7.6 COST OF SUBMITTING A PROPOSAL

7.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

7.8 RECYCLABLE PRODUCTS

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LIST OF ATTACHMENTS

The following Attachments are available in OregonBuys:

• Attachment A “Proposer Information and Certification Sheet”

• Attachment D “Responsibility Inquiry”

• Attachment E “Certified Disadvantaged Business Outreach Plan”

• Attachment F “Disclosure Exemption Affidavit”

• Attachment G “Sample Contract”

• Attachment H “Sample Grant Agreement”

The following forms are created by the Proposer according to instructions in the RFP:

• Attachment B “Technical Proposal”

• Attachment C “Cost Proposal”

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Human Services (“ODHS”) and its Office of Child Welfare Programs (“CW”), is issuing this Request for Proposal (“RFP”) under the provisions of Oregon Revised Statute (“ORS”) 279B.060 for projects to support victims of sexual assault in Oregon.

These funds are allocated from the American Rescue Plan Act of 2021 (“ARPA”), an economic stimulus bill designed to speed up America’s recovery from the economic and health effects of the COVID-19 pandemic. With the passage of this Act, the Family Violence Prevention and Services Act (“FVPSA”) received an historic investment for rape crisis centers and sexual assault programs to support sexual assault survivors impacted by the pandemic.

ODHS is seeking Proposals from eligible Proposers to provide direct interventions and related assistance services to victims of sexual assault. Proposals should be from organizations with demonstrated experience providing direct services to survivors of sexual assault or providing technical assistance to these direct service organizations, including nonprofits and Oregon Tribes. Projects are to increase service capacity/quality through technology, training, technical assistance, or program development. Proposals supporting local collaboration are encouraged

All potential Proposers shall review “HHS regulations 45 CFR § part 75 ‘Uniform Administrative Requirements, Cost Principles, and Audit Requirements for HHS Awards,’ Subpart E—Cost Principles” for allowable expenses and other relevant requirements, available at: https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-75

Additional details on the Scope of the goods or services or both are included in subsection 2.5 “Statement of Need,”” below.

In its sole discretion, ODHS may convert any Proposal received in response to this RFP that meets the criteria for a Grant, as determined by ODHS, to use its authority under ORS 409.110 to negotiate a Grant Agreement with the Proposer rather than negotiating a Contract as a result of this RFP. Refer to subsection 5.2 “Reclassification of Proposals.”

ODHS anticipates the award of several Contracts and Grants from this RFP, each one not to exceed $200,000, except that ODHS may consider an award in excess of $200,000.00 for a collaborative effort Proposal among two or more Eligible Proposers. The total amount allocated for all Contracts and Grants will not exceed $1,700,000, although ODHS may choose not to commit that entire amount to this Project, and some funding may be redirected to fund other projects or for other purposes. The term of all Contracts and Grants issued as a result of this RFP is anticipated to end, and all awarded money must be expended, no later than September 30, 2025.

https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-75

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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.

Event Date Time

Pre-Proposal Conference (refer to subsection 4.2)

November 6, 3:00 PM PDT

Questions or Requests for Clarification Due (refer to subsection 4.3)

November 8, 5:00 PM PDT

RFP Protest Period Ends (refer to subsection 4.4)

November 1, 3:00 PM PDT

Final Answers to Questions or Requests for Clarification issued as an Amendment in OregonBuys

No later than 5:00 PM PDT on November 15, 2024

Proposal Open Date and Time (“Proposals Due”) (refer to subsection 4.7)

November 22, 3:00 PM PDT

Issuance of Notice of Intent to Award (refer to subsection 6.2)

Approximately December 20, 2024

Award Protest Period Ends (refer to subsection 6.3)

End of business on the 7th calendar day after the initial Notice of Intent to Award is posted in OregonBuys

1.3 SINGLE POINT OF CONTACT (SPC)

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

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

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

ODHS is using a hybrid method that includes the Competitive Sealed Proposal method as described in OAR 125-247-0260, but modified under its authority set forth in OAR 125-247- 0288(2) “Client Services Source Selection.” Optional procedures may include, but not limited to, the following: (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.

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2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined in this section, below. Terminology specific to OregonBuys may be found in paragraph 2.3.2 “Terminology specific to OregonBuys.”

2.2.1 “American Rescue Plan Act” or “ARPA” means Public Law No. 117-2, which was signed into law on March 11, 2021 as the American Rescue Plan Act, to provide additional financial relief in the wake of the COVID-19 pandemic.

2.2.2 “Family Violence Prevention and Services Act” or “FVPSA” means the primary federal funding source dedicated to supporting immediate shelter and supportive services for victims of family violence, domestic violence, or dating violence and their dependents. FVPSA supports these activities through state and tribal shelter programs, state domestic violence coalitions, training and technical assistance service providers and the National Domestic Violence Hotline.

2.2.3 “Key Persons” means Contractor staff who has direct responsibility of the Work of the Proposer’s Proposal, who will be accountable for Program services, and whose skills, knowledge, and experience is relied upon by ODHS for the successful performance of the Work of the Contract, if awarded, issued by ODHS as a result of the Proposal.

2.2.4 “Proposal Packet” is a generic term referring to the collection of completed Attachments and resumes assembled by the Proposer in accordance with paragraph 3.2.1 “Proposal Submissions” that constitute the response to this RFP.

2.3 OREGONBUYS

OregonBuys is the only delivery option permitted for this Solicitation (RFP) (refer to subsection

4.5 “Proposal Delivery Options”). Proposals, referred to as “Quotes” in OregonBuys, should be submitted electronically through OregonBuys at: https://OregonBuys.gov/bso

You do not need to be registered in OregonBuys to view an RFP; but you do need to be registered as a “Vendor” to download and respond to an RFP.

2.3.1 OregonBuys Guidelines and Assistance

2.3.1.1 For Assistance with OregonBuys (Vendor Help Desk):

Email: suppliersupport@periscopeholdings.com Phone: 1-855-800-5046

2.3.1.2 For information on how to register as a Vendor in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf

2.3.1.3 For guidelines on how to find an open or closed Bid Solicitation in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20 or%20closed%20bids.pdf

2.3.1.4 Detailed instructions on how to submit a Proposal (“Quote”) in OregonBuys:

https://oregonbuys.gov/bso mailto:suppliersupport@periscopeholdings.com https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20or%20closed%20bids.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20or%20closed%20bids.pdf

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If the above-links are not an option, obtain the information through the Vendor Help Desk (subparagraph 2.3.1.1, above), or contact the SPC.

2.3.2 Terminology specific to OregonBuys:

2.3.2.1 “Amendment” means any change to the RFP document or its requirements. In addition:

2.3.2.1.1 The term “Amendment” has the same meaning as the terms “Addendum” and “Addenda.” Modifications to the RFP, if any, will be made by written Amendment and is effective upon being published in OregonBuys.

2.3.2.1.2 Answers to Questions or Requests for Clarification may be posted as an Amendment or part of an Amendment in OregonBuys, including those responses to questions received during the Pre-Proposal Conference, and may include provisions that change the RFP document or its requirements.

The Notice of Intent to Award will also be posted as an Amendment in OregonBuys.

2.3.2.1.3 Notices of any changes in the circumstance of the RFP, such as “Notices” or other informational documents or notifications, may also be referred to as “Amendments” in OregonBuys, although they don’t make any actual changes to the RFP, and are also effective when posted in OregonBuys.

2.3.2.2 “Bid Availability Date” means the date and time this Bid Solicitation will be visible in OregonBuys for Proposers/Vendors to view and respond.

2.3.2.3 “Bid Solicitation” or “Solicitation” is a generic term in OregonBuys that refers to all types of bids or proposals seeking responses. This Request for Proposal, or RFP, is a type of Bid Solicitation. OregonBuys uses the generic term “Bid Solicitation” to refer to all solicitations, regardless of type, in OregonBuys.

2.3.2.4 “Opening Date and Time” means the date and time after which Proposals will no longer be accepted by ODHS and OregonBuys. The Opening Date and Time begins the period where ODHS will begin the review and evaluation phases.

2.3.2.5 “Proposal” means the Proposer’s response to this RFP. The Proposal is known as the “Quote” once accepted by OregonBuys.

2.3.2.6 “Quote” is a term in OregonBuys that means a response to any type of Bid Solicitation.

The response to this RFP, the Proposal, is known as the Quote after being accepted in OregonBuys. In most cases, OregonBuys uses the generic term “Quote” to refer to all responses to most type of Bid Solicitations.

2.3.2.7 “Vendor” is a term in OregonBuys that means the public or private entity that registered in OregonBuys to download and respond to a Bid Solicitations, or to view awarded contracts and agreements. The Proposer is known as the Vendor in OregonBuys.

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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2.4 OVERVIEW AND PURPOSE

2.4.1 Domestic and Sexual Violence Fund Overview

ODHS contracts with, and provide Grants to, private nonprofit organizations that provide intervention and support services to victims of sexual offences and their families, as provided for in ORS 409.27. The standard FVPSA core funding, the primary funding source for those Contracts and Grants, does not normally allow spending on sexual assault services;

however, this one time ARPA authorization of funds to FVPSA has a portion of the funding designated for the purposes of supporting sexual assault services.

2.4.2 PURPOSE

The purpose of this RFP is to infuse support to nonprofits providing services to sexual assault survivors throughout Oregon to mitigate the impact of the COVID-19 pandemic. The funds are to create greater capacity for and stability of services in Oregon

2.5 STATEMENT OF NEED

2.5.1 ODHS is seeking Proposals from Eligible Proposers to fund projects or programs for one time investments to implement or stimulate projects that will increase or stabilize services to victims of sexual assault. Proposals shall increase service capacity/quality through technology, training, technical assistance, or program development. Proposals supporting local collaboration are encouraged.

2.5.2 ODHS anticipates the award of one or more Contracts and Grants from this RFP to Eligible Proposers, each one not to exceed $200,000.00, except ODHS may consider an award in excess of $200,000.00 for a collaborative effort among two or more Eligible Proposers. The total amount allocated for all Contracts and Grants under this RFP will not exceed $1,700,000.00, although ODHS may choose not to commit that entire amount to this Project, and some funding may be redirected to fund other projects or for other purposes. The term of all Contracts and Grants issued as a result of this RFP is anticipated to end, and all awarded money must be expended, no later than September 30, 2025.

2.5.3 For the purpose of this RFP:

2.5.3.1 “Eligible Proposer” is a non-profit organization with demonstrated experience providing direct services to victims of sexual assault, or providing technical assistance to those direct service organizations; or a program of an Oregon Tribal Nation. This includes, but not limited to: rape crisis centers, sexual assault programs, tribal sexual assault programs, and culturally specific programs, including LGBTQ+ organizations, sexual violence coalitions, and other such related programs within underserved communities.

2.5.3.2 “Victims of sexual assault” are individuals that are seeking services for support related to any non-consensual sexual experience perpetrated by someone known or unknown.

2.5.3.3 Also eligible for awards under this RFP are sexual violence coalitions, tribal coalitions, LGBTQ+ technical assistance providers, sexual violence technical

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2.5.4 ODHS supports flexibility in how Proposers will use the funding to support a range of eligible activities. Such eligible activities include, but are not limited to:

2.5.4.1 Providing virtual services, supportive services, temporary housing assistance, mobile advocacy services, and supplies that will ensure survivors of sexual assault receive the care, support and services they need while reducing the exposure to and risk of contracting the COVID-19 virus. Other eligible activities that assist victims of sexual assault include, but are not limited to: counseling, telehealth, teletherapy, peer support, rental assistance and nominal relocation expenses, supplies, equipment, and software to assist in carrying out virtual services.

2.5.4.2 Other activities and technical assistance for ensuring the continuity of sexual assault programs and rape crisis center services, culturally specific programs, and tribal programs during the COVID-19 public health emergency, which includes responding to issues such as adapting to fluctuating needs and changing circumstances, are also eligible for funding under this RFP.

2.5.4.3 Funding from this RFP that support victims of sexual assault can be used for workforce-related expansions and supports, or to reimburse Contractors or Recipients for such costs.

2.5.5 Reporting requirements will be negotiated during Contract or Grant negotiation with all successful Proposers. However, note a monthly report is usually required, and for Contracted services, the monthly report usually is required to accompany the monthly invoice for payment.

2.5.6 Additional Considerations

2.5.6.1 ODHS will make awards to successful Proposers based on a variety of factors, including but not limited to the ranking established by an ODHS Evaluation Committee (refer to subsection 5.6 “Ranking of Proposers”).

2.5.6.2 Proposer shall review “HHS regulations 45 CFR § part 75 ‘Uniform Administrative Requirements, Cost Principles, and Audit Requirements for HHS Awards,’ Subpart E—Cost Principles, for allowable expenses and other requirements, available at:

https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-75

2.5.6.3 Multiple Proposals received from a single Proposer will not be considered by ODHS. Each potential Proposer is eligible for one Proposal under this RFP. If multiple Proposals are received by the same Proposer, all Proposals submitted by the Proposer shall be considered non-Responsive and no Proposals from that Proposer shall be considered further.

https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-A/part-75

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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:

3.1.1 Eligibility. An Eligible Proposer shall be one of the following:

3.1.1.1 An entity that meets the definition of “Eligible Proposer” in subparagraph 2.5.3.1, above;

3.1.1.2 An Oregon Tribal Nation; or

3.1.1.3 A collaboration of the above with one entity as the primary Proposer. Each entity may only participate in one Proposal.

3.1.2 Key Persons

3.1.2.1 Proposer shall identify all Key Persons who have responsibility of the Work of the Proposer’s Proposal, who will be accountable for Program services, and whose skills, knowledge, and experience is relied upon by ODHS for the successful performance of the Work of the Contract, if awarded, issued by ODHS as a result of this RFP and the Proposer’s successful Proposal.

3.1.2.2 Key Persons shall meet or exceed the following minimum requirements:

3.1.2.2.1 Have passed the Eligible Proposer’s criminal background check process and be eligible to work with vulnerable populations.

3.1.2.2.2 Direct client services provision shall performed by a Certified Advocate in accordance with ORS 40.264, or a certified professional as it relates to the Work of the Proposal.

3.1.2.3 Proposer shall include a description of the organizational structure of the Key Persons positions, including supervision and management, that supports and directs the overall activities of the Proposal.

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 subsection 3.3 “Proposal Requirements,” below.

3.2.1.1 Attachment A “Proposer Information and Certification Sheet ” a form downloaded from OregonBuys and further detailed in paragraph 3.3.1;

3.2.1.2 Attachment B “Technical Proposal,” a form created by the Proposer and completed in accordance with paragraph 3.3.2;

3.2.1.3 Attachment C “Cost Proposal,” a form created by the Proposer and completed

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3.2.1.4 Attachment D “Responsibility Inquiry,” a form downloaded from OregonBuys and further detailed in in paragraph 3.3.4;

3.2.1.5 Attachment E “Certified Disadvantaged Business Outreach Plan,” a form downloaded from OregonBuys and further detailed in in paragraph 3.3.5;

3.2.1.6 Attachment F “Disclosure Exemption Affidavit,” if required by the Proposer, is a form downloaded from OregonBuys and further detailed in in paragraph 3.3.6.

3.2.2 Proposal Page Limits

3.2.2.1 The following Attachment is limited to the listed number of pages:

• Attachment B “Technical Proposal” is limited to a maximum of 10 pages.

3.2.2.2 The following have no maximum number of pages:

• Attachment A “Proposer Information and Certification Sheet”

• Attachment C “Cost Proposal”

• Attachment D “Responsibility Inquiry”

• Attachment E “Certified Disadvantaged Business Outreach Plan”

• Attachment F “Disclosure Exemption Affidavit”

3.2.3 Proposal Format and Quantity

Proposal consists of the attachments listed in subsection 3.2.1 “Proposal Submissions,” completed or created by the Proposer in accordance with the instructions in subsection 3.3 “Proposal Requirements”; formatted into Adobe Acrobat (.pdf); then, together, submitted to ODHS through OregonBuys. The complete set of Attachments together, the “Proposal Packet,” is what constitutes the Proposal.

3.2.3.1 Proposer shall either download from OregonBuys and complete or create each Attachment in accordance with subsection 3.2.1.

3.2.3.2 When a response to a question or comment is required in Attachments B “Technical Proposal,” the response should be clearly labeled with its paragraph/subparagraph number to indicate the item being addressed.

3.2.3.3 The entire Proposal shall be formatted and submitted in Adobe Acrobat (pdf).

Only one copy of the Proposal is required.

3.2.3.4 Proposer shall submit its Proposal electronically through OregonBuys in accordance with subsection 4.5 “Proposal Delivery Options.” Proposer should refer to the guidelines in paragraph 2.3.1 for OregonBuys and electronic submission guidelines.

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3.2.4 Attachment A “The Proposer Information and Certification Sheet” must bear the Proposer’s authorized representative’s Signature. Failure of Proposer’s authorized representative to sign Attachment A may result in rejection of the Proposal as non-Responsive.

3.2.5 Exemption from Public Disclosure (Attachment F)

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 Attachment F “Disclosure Exemption Affidavit,” submit an addition copy of the Proposal, fully redacted and clearly marked as the “Redacted Version” together with the unredacted version, and shall mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure. Refer to paragraph 3.3.6 “Attachment F ‘Disclosure Exemption Affidavit” for further details and more information.

3.3 PROPOSAL REQUIREMENTS

Proposal should be straightforward and address the requests of the RFP.

Proposal must include each of the elements listed in this section and all other requirements set forth in the 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 and 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. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score.

3.3.1 ATTACHMENT A “PROPOSER INFORMATION AND CERTIFICATION SHEET”

Proposer shall download Attachment A from OregonBuys; then complete, sign, format as an Adobe Acrobat (.pdf) document, and submit the complete form in OregonBuys as the first part of its Proposal.

Proposer shall complete the information requested, and sign Attachment A to certify to its truth and accuracy.

Failure to sign Attachment A, or failure to demonstrate compliance with Oregon Tax Laws by not signing Attachment A, may result in a finding of non-Responsive and the Proposal not considered further.

3.3.2 ATTACHMENT B “TECHNICAL PROPOSAL”

Attachment B “Technical Proposal” is a form created by the Proposer to describe and explain their Proposal, in detail, in accordance with the following requirements.

3.3.2.1 Proposer shall respond to the requirements of this paragraph 3.3.2 on a form created by the Proposer using 12-point Verdana font, with reasonable page margins and lines reasonably spaced. When responding to the requirements of subparagraph 3.3.2.3, below, the response should be noted with the subparagraph number, the requirements of the subparagraph, and its response

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Once complete, Attachment B should be formatted into Adobe Acrobat (.pdf), and submitted in OregonBuys as the second part of the Proposal.

3.3.2.2 Proposer must clearly and prominently display the following, in any order, at the top of each page of Attachment B:

• The Proposer’s name;

• “Attachment B Technical Proposal”;

• A sequential page number relative to this Attachment B only (may be formatted into the document footer, if preferred); and

• “RFP S-10000-00011097.”

3.3.2.3 Proposer’s response to subparagraphs 3.3.2.3.1 through 3.3.2.3.5 will be used by ODHS to determine how well the Proposer has presented their Proposal and met the requirements of this RFP. The responses will be evaluated and scored by an ODHS Evaluation Committee, and the evaluation criteria to be used in the evaluation of the responses are referenced with each requirement. Proposer shall respond to the following:

3.3.2.3.1 Describe how the Proposer meets the requirements of an Eligible Proposer, as defined in paragraph 2.5.3.1. The response to this question will be Pass/Fail. Those responses that do not meet the requirements of paragraph 2.5.3.1 and receive a “Fail” will be considered non-Responsive.

The Proposal will not be evaluated further.

3.3.2.3.2 Describe your Proposal to provide support victims of sexual assault.

Identify how it will improve or increase current services to victims of sexual assault. Response should include information about the number of victims to be impacted. Discuss expansion of staff knowledge, what impact COVID had on the provider, and what infrastructure improvements or creation will be accomplished. Does this project provide outreach to new audiences or introduces new programing.

Evaluation Criteria (criterion 1) for this subparagraph 3.3.2.3.1 is in subparagraph 5.4.4.1.

3.3.2.3.3 Provide a comprehensive implementation and management plan.

Describe how the Proposer would carry out the major activities of the proposed project or service. The Proposal should illustrate how the plan will serve to coordinate and accomplish the Work of the Proposal.

Evaluation Criteria (criterion 2) for this subparagraph 3.3.2.3.2 is in subparagraph 5.4.4.2.

3.3.2.3.4 Briefly describe the Proposer and Key Persons experience working with and on behalf of victims of sexual assault. Describe in detail how Key Persons meet the minimum requirements in accordance with paragraph 3.1.2.

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Evaluation criteria (criterion 3) for this subparagraph 3.3.2.3.3 is in subparagraph 5.4.4.3.

3.3.2.3.5 Outcomes and Sustainability: Describe the desired outcomes of Proposer’s project. Briefly describe how Proposer’s project could be sustained after the initial Award period or how it improves future services, regardless of sustainability.

Evaluation criteria (criterion 4) for this subparagraph 3.3.2.3.4 is in subparagraph 5.4.4.4.

3.3.3 ATTACHMENT C “COST PROPOSAL”

Attachment C “Cost Proposal” is a form created by the Proposer in accordance with the following requirements. Once complete, Proposer shall format Attachment C as an Adobe Acrobat (.pdf) document and submit as the third part of the Proposal.

3.3.3.1 The Cost Proposal must clearly and prominently display the following, in any order, at the top of each page:

• The Proposer’s name;

• “Attachment C “Cost Proposal”;

• A sequential page number relative to this Attachment C only (may be formatted into the document footer, if preferred); and

• “RFA S-10000-00011097.”

3.3.3.2 Proposer shall submit a detailed Cost Proposal that identifies detailed itemized descriptions of all direct and indirect costs of implementing the Proposal submitted by the Proposer in Attachment B “Proposal” including, but not limited to, start-up costs (if any), administrative costs, the costs for each deliverable, any equipment costs or costs of material, subcontractor costs (if any), personnel hours and costs, and benefits costs as allowable per 45 CFR 75.

3.3.3.3 Proposer shall format the Cost Proposal with each item, column, row, and dollar amount clearly marked, identified, and correlated to the goods, services, activities, and deliverables proposed and described in Attachment B “Proposal.”

3.3.3.4 If the Proposer’s Proposal is selected to be funded based on the evaluation by an ODHS Evaluation Committee of Attachment B “Proposal” and other criteria, this Attachment C “Cost Proposal” will be one of the basis’s for contract negotiations between the parties, and will be negotiated in conjunction with the Proposer’s successful Proposal in Attachment B. ODHS specifically does not accept this Attachment C “Cost Proposal” as submitted as binding on the parties.

3.3.3.5 Attachment C “Cost Proposal” will not be evaluated by the ODHS Evaluation Committee, and will not be scored

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3.3.4 ATTACHMENT D “RESPONSIBILITY INQUIRY”

Proposer shall download Attachment D “Responsibility Inquiry” from OregonBuys.

Once complete, Attachment D should be formatted into Adobe Acrobat (.pdf), and submitted in OregonBuys as the fourth part of its Proposal.

3.3.4.1 Attachment D will assist ODHS in determining if a Proposer is Responsible prior to execution of a Contract. Proposer will complete the information requested, sign the form, and submit the signed Attachment D in OregonBuys as part of its Proposal.

3.3.4.2 ODHS may reject a Proposer found to be not Responsible at any time prior to execution of a Contract.

3.3.5 ATTACHMENT E “CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN”

Proposer shall download Attachment E “Certified Disadvantaged Business Outreach Plan” from OregonBuys. Once complete, Attachment E should be formatted into Adobe Acrobat (.pdf), and submitted in OregonBuys as the fifth part of its Proposal.

3.3.5.1 Certified Firms, as defined in Attachment E, must have an equal opportunity to participate in the performance of contracts and agreements financed with state funds. By submitting its Proposal, Proposer certifies that it has taken, and will take, reasonable steps to ensure that Certified Firms are provided an equal opportunity to compete for and participate in the provision of services or the performance of any subcontracts resulting from this Bid Solicitation.

3.3.5.2 If sections of Attachment E or individual questions do not apply, then mark the responses as such. Proposer must submit a completed Attachment E in OregonBuys as part of its Proposal.

3.3.6 ATTACHMENT F “DISCLOSURE EXEMPTION AFFIDAVIT”

Attachment F is only required to be part of the Proposal if Proposer wants to exempt information in its Proposal from disclosure to the public under Oregon Public Records Law (ORS 192.311 through 192.478).

If needed, Proposer shall download Attachment F “Disclosure Exemption Affidavit” from OregonBuys. Once determined if necessary and if the form is completed, Attachment F, including its Exhibit A, should be formatted into Adobe Acrobat (.pdf), and submitted in OregonBuys as the sixth part of its Proposal.

3.3.6.1 If Proposer does not have any information it wishes to exempt, then Attachment F is NOT required to be submitted as part of the Proposal Packet.

Not submitting Attachment F as part of the Proposal is certifying to ODHS that the Proposer has no information it wishes to exempt, and Proposer has waived any future claims of non-disclosure of information contained in its Proposal.

3.3.6.2 If Proposer believes information in its Proposal should be exempt from public disclosure, Proposer will complete Attachment F, including the information on page 3 (Exhibit A) of Attachment F, have the document notarized, and submit

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If Proposer fails to identify on Exhibit A to Attachment F the portions of the Proposal that Proposer claims are exempt from public disclosure, or if the form is incomplete, not completed properly, or not notarized, Proposal may be considered non-Responsive and the Proposal not considered further.

3.3.6.3 If Proposer completes and submits Attachment F “Disclosure Exemption Affidavit,” a redacted version of the Proposal must also be submitted, clearly identified as the “Redacted Version,” as part of its Proposal. If Attachment F is received without the additional Redacted Version, the Proposal will be rejected in its entirety as being “non-Responsive” and will not be considered further.

3.3.6.4 Public disclosure of the information included on Exhibit A to Attachment F may depend on official or judicial determinations made in accordance with the Public Records Law.

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.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held for this RFP on Microsoft Teams:

Meeting ID: 255 799 943 10 Passcode: kQguiF

4.3 QUESTIONS AND REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via email (SPC email address is listed on the RFP Cover Sheet);

• Reference the OregonBuys bid number (S-10000-00011097);

• 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 or Requests for Clarification https://oregonbuys.gov/

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4.3.2 Response to Questions or Requests for Clarification

In most situations, responses will be issued by the SPC within 5 business days.

In some situations, responses, portions of responses, or truncated or consolidated responses to Questions or Requests for Clarification, or those received during the Pre-Proposal Conference, may be published in OregonBuys as an amendment to the RFP for the benefit of all potential and actual Proposers.

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, or the proposed Sample Contract (Attachment G) or Sample Grant Agreement (Attachment H). This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below, and Proposer may take exception to the terms and conditions of Attachment G “Sample Contract” or Sample Grant Agreement (Attachment H) as marked as negotiable as set forth in subsection 6.4 “Contract or Grant Negotiations.”

Protests to the RFP must be received by the due date and time for “RFP Protest Period ends” as identified in subsection 1.2 “Schedule.”

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 PM Pacific Time on the third Business Day following the issuance of the Amendment in OregonBuys, or by the date and time specified in the Amendment itself, or the Protest 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 (SPC email address is listed on the RFP Cover Sheet);

• Reference the OregonBuys bid number (S-10000-00011097);

• 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 subsection 1.2 “Schedule.” Protests to an Amendment must be received by the due date identified above, or as identified in the Amendment document itself.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is accepted into OregonBuys in accordance with the RFP requirements before the Proposal Open Date and Time identified in subsection 1.2 “Schedule.” ODHS is not responsible for any delays in email 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 is the only delivery option permitted for this RFP:

• Delivery through OregonBuys

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

Guidelines on how to submit a Proposal can be found in subsection 2.3 “OregonBuys.”

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in the authorized method listed in subsection 4.5 “Proposal Delivery Options.” To be effective the modification must include the OregonBuys bid number and be submitted prior to the Proposal Open Date and Time as stated in subsection 1.2 “Schedule.”

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 Proposal Open Date and Time as stated in subsection 1.2 “Schedule” 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 in OregonBuys on or before the Proposal Open Date and Time as stated in subsection 1.2 “Schedule.” All Proposal modifications or withdrawals must also be received prior to the Proposal Open Date and Time.

A Proposal received after the Proposal Open Date and Time is considered late and will not be accepted for review and evaluation. A late Proposal will not be accepted by OregonBuys, or will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

A public Opening will not be held for this RFP.

4.9 PROPOSAL REJECTION

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

• Proposal is non-Responsive. Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s

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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 has inappropriate contact with the SPC.

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

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

SECTION 5: EVALUATION PROCESS

5.1 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION

5.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with subsection 3.1 “Minimum Qualifications” and subsection 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, ODHS may waive mistakes in accordance with OAR 125-247-0470.

5.1.2 Responsibility Determination

ODHS will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Attachment D “Responsibility Inquiry” form with Proposal.

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

5.2 RECLASSIFICATION OF PROPOSALS

At any point subsequent to Proposal opening, in its sole discretion, ODHS may convert any Proposal received in response to this RFP, where both the Proposer and Proposal meets the criteria as determined by ODHS, to use its authority under ORS 409.110 to negotiate a Grant Agreement with the Proposer rather than negotiating a Contract as a result of this RFP. In such cases, for the purpose of this RFP, when the determination is made by ODHS to reclassify the Proposal, usually during the Evaluation phase but at any point after Proposal opening, the Proposal shall be considered to have been submitted by the Proposer as a Grant application and will be separated out and independent from the terms and conditions of this RFP.

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5.3 STANDARDS FOR ASSIGNING POINTS

5.3.1 Evaluation Standards and Definitions

The following standards and definitions will be used by an Evaluation Committee to assign points or scores:

Standard Definition

Outstanding

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

Very Good Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

Adequate Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Applicant.

Fair Response meets Minimum Qualifications but does not demonstrate sufficient knowledge of the subject matter.

No Value An unacceptable response that does not meet the requirements set forth in the RFGA. Proposer has not demonstrated knowledge of the subject matter.

5.3.2 Points Assigned:

5.3.2.1 Points assigned by an evaluator to a requirement, relative to the above Standards whose scores are between 0 and 10 points, the following points shall be awarded:

• 9 or 10 points for meeting the Standard of “Outstanding”;

• 7 or 8 points for meeting the Standard of “Very Good”;

• Between 3 and 6 points for meeting the Standard of “Adequate”;

• 1 or 2 points for meeting the Standard of “Fair”; and

• No points are awarded if the response is determined to be “No Value.”

5.3.2.2 Points assigned by an evaluator to a requirement, relative to the above Standards whose scores are between 0 and 30 points, the following points shall be awarded:

• Between 25 and 30 points for meeting the Standard of “Outstanding”;

• Between 19 and 24 points for meeting the Standard of “Very Good”;

• Between 8 and 18 points for meeting the Standard of “Adequate”;

• Between 1 and 7 points for meeting the Standard of “Fair”; and

• No points are awarded if the response is determined to be “No Value.”

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5.3.2.3 Points assigned by an evaluator to a requirement, relative to the above Standards whose scores are between 0 and 50 points, the following points shall be awarded:

• Between 40 and 50 points for meeting the Standard of “Outstanding”;

• Between 26 and 39 points for meeting the Standard of “Very Good”;

• Between 11 and 25 points for meeting the Standard of “Adequate”;

• Between 1 and 10 points for meeting the Standard of “Fair”; and

• No points are awarded if the response is determined to be “No Value.”

5.4 EVALUATION OF PROPOSALS

5.4.1 Each Proposal from a Responsible Proposer meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. If optional rounds of competition are held, Evaluation Committee members may change and ODHS may have additional or fewer evaluators for the optional rounds.

5.4.2 Evaluators will review subparagraph 3.3.2.3.1 and assign a Pass/Fail to the response; then assign a score for each of the responses to the requests in subparagraph 3.3.2.3.2 through subparagraph 3.3.2.3.5, based on subsection

5.3 “Standard for Assigning Points,” and evaluated based on the criteria in paragraph 5.4.4 “Evaluation Criteria,” and assigned a point value up to the maximum points available as specified in subsection 5.5 “Point and Score Calculation.”

5.4.3 SPC may request further clarification from the Proposer 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.

5.4.4 Evaluation Criteria

Evaluators will assign points for an evaluation criterion based on the evaluator’s experience, expertise, and the Scope of Work and subject matter of this Bid Solicitation.

5.4.4.1 Evaluation Criteria 1, regarding the Proposal (subparagraph 3.3.2.3.2):

Evaluators shall assign a maximum of 30 points based on the following criteria:

• How will this proposal improve or increase services?

• Who or how many survivors will be impacted? How does the staff knowledge increase? What is the Agency infrastructure improvement or creation?

• Was there a COVID related issue this Project solves? If so, was it clearly described.

• Outreach to new audiences or introducing new to Proposer programs?

5.4.4.2 Evaluation Criteria 2, regarding the implementation and management plan (subparagraph 3.3.2.3.3): Evaluators shall assign a maximum of 50 points based on the following criteria:

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• Cleary defines activities that relate to proposal description.

• Describe collaborations and any other leveraged resources.

• Address how…