5897-0 RFP Final~1.pdf

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STATE OF OREGON

COVER PAGE

Oregon Department of Human Services

Is issuing this Intermediate Procurement under OregonBuys Bid Number S-10000-00010218 for

COMMUNITY INFORMATION EXCHANGE ASSESSMENT

Date of Issue: May 3, 2024, 2024 at 3:00 PM

Opening Date and Time: June 14, 2024, 2024 at 3:00 PM

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

Address: 500 Summer St., Suite E03

City, State, Zip Salem, OR 97301

Phone: 503-910-7821

E-mail: Burke.C.Barnett@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.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 Introduction

1.2 Schedule

1.3 Single Point Of Contact (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 Authority And Method

2.2 Definition Of Terms

2.3 Overview And Purpose

2.4 Scope Of Work/Specifications

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 Minimum Qualifications

3.2 Minimum Submission Requirements

3.3 Proposal Requirements

SECTION 4: SOLICITATION PROCESS

4.1 Public Notice

4.2 Pre-Proposal Conference

4.3 Questions / Requests For Clarifications

4.4 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 Interviews 15

4.11 Next Step Determination

4.12 Additional Rounds

SECTION 5: AWARD AND NEGOTIATION

5.1 Award Notification Process

5.2 Apparent Successful Proposer Submission Requirements

5.3 Contract Negotiation

SECTION 6: ADDITIONAL INFORMATION

Commitment To Diversity, Equity, And Inclusion Certified Firm Participation Governing Laws And Regulations Ownership/Permission To Use Materials Cancellation Of Rfp; Rejection Of Proposal; No Damages Cost Of Submitting A Proposal Statewide E-Waste/Recovery Procedure Recyclable Products

LIST OF ATTACHMENTS

ATTACHMENT A - Sample Contract ATTACHMENT B - Disclosure Exemption Affidavit ATTACHMENT C - Proposer Information And Certification Sheet ATTACHMENT D - Reference Check Form ATTACHMENT E - Price Proposal Form ATTACHMENT F - COBID Certification ATTACHMENT G - Responsibility Inquiry

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SECTION 1: GENERAL INFORMATION

1.1 Introduction

The State of Oregon, acting by and through the Oregon Department of Human Services, (“Agency”), is issuing this Request for Proposal (RFP) under the provisions of ORS 279B.060.

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

Agency anticipates the award of one or more Contracts from this RFP.

The initial term of the Contract is anticipated to be for one year with options to renew up to a cumulative maximum of 2 years.

1.2 Schedule

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Pre-Proposal Conference May 28, 2024 12:00 – 1:00 PM

Questions / Requests for Clarification Due May 31, 2024 3:00 PM

Answers to Questions / Requests for Clarification Issued (approx.)

Within 10 business days

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

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

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

1.3 Single Point Of Contact (SPC)

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

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

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 Authority And Method

Agency is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140.

Agency is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 125-247-0270.

2.2 Definition Of Terms

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

2.2.1 General Definitions

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

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

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

c) Community Information Exchange (CIE) means a network of collaborative partners using a multidirectional technology platform to connect people to the services and supports they need.

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

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

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

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

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

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

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

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

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

2.2.2 OregonBuys Terminology

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

b) The Attachments described in Section 6 of this RFP are Attachments in OregonBuys.

These Attachments must be downloaded from OregonBuys in addition to this RFP Document.

c) Bid or Bid Solicitation is the same as Request for Proposals. The Bid Solicitation number S-10000-00010218 is ODHS’ Request for Proposals from qualified Vendors to provide communications consulting, marketing, and public relations services.

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

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

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

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

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

2.3 Overview And Purpose

2.3.1 Agency Overview and Background

The Oregon Department of Human Services (ODHS) is Oregon’s principal agency for helping people achieve well-being and independence. The agency provides direct services to more than 1.5 million people each year. These services are a key safety net for people in diverse communities across the state.

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ODHS is a large and complex organization. It is the largest state agency in Oregon, with more than 10,000 employees, and it also has one of the largest budgets, managing billions of dollars on a biennial basis. The agency consists of six programs: Aging and People with Disabilities (APD), Child Welfare (CW), Office of Developmental Disabilities (ODDS), Oregon Eligibility Partnership (OEP), Self Sufficiency Programs (SSP), and Vocational Rehabilitation (VR). It also includes administrative services offices, some of which are shared with the Oregon Health Authority (OHA).

2.3.2 Project Overview and Background

For many of the people ODHS serves, accessing necessities like transportation, healthcare, and housing represents a daily struggle. ODHS workers lack access to the modern tools available for making referrals to such community-based resources.

Community Information Exchange (CIE) is a network of organizations working together using a versatile technology system to link individuals with the services and assistance they require through a closed-loop referral process. CIE can help eliminate barriers between people and the services designed to support them, connect disparate services, and coordinate more easily across organizations. Available in all 36 of Oregon’s counties, CIE also provides detailed reporting on resource gaps experienced across demographic groups and regions.

2.4 Scope Of Work/Specifications

The contractor will work with the Oregon Department of Human Services (ODHS) to conduct an assessment on the feasibility of adopting and using CIE at ODHS. The assessment will include a set of recommendations to ODHS detailing the benefits, risks, and states of program and partner readiness; as well as the legal, technical, and data governance considerations for CIE adoption among programs with a high degree of readiness to adopt CIE.

The work will take place between June 2024 and July 2025 and will include:

a. Partnering with ODHS staff to gather information via interviews, focus groups or surveys with interest holders among ODHS programs, subcontractors, Tribal leaders, and key partners to assess risks, benefits, and readiness to adopt CIE;

b. Reviewing legal, technical, and data governance considerations for supporting CIE among ODHS programs with high degree of readiness for adopting CIE;

c. Documenting ODHS staff workload considerations for CIE among ODHS programs with high degree of readiness for adopting CIE;

d. Recommending action steps and timeline for CIE implementation among ODHS programs with high degree of readiness for adopting CIE;

e. Identifying resources necessary to implement CIE among ODHS programs with high degree of readiness for adopting CIE;

f. Creating a report detailing the above components and an accompanying executive summary slide deck; and

g. Presenting assessment findings to ODHS leadership.

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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 Knowledge Requirements

All Proposals must demonstrate knowledge of human services delivery systems. This can include, but is not limited to:

a. Basic understanding of large federally funded programs (i.e. SNAP),

b. Knowledge of primary service populations,

c. Grasp of service delivery landscape, including direct services provided by ODHS and subcontracted services (i.e. Area Agencies on Aging)

d. Proficiency with issues of equity in access to services.

3.1.2 Key Person Requirements

3.1.2.1 Human Services Management Consulting Experience: Proposer must have a minimum of five years’ experience in consulting for human services organizations. The experience of two Key Persons may be combined to meet the five-year requirement.

3.2 Minimum Submission Requirements

3.2.1 Proposal Submissions

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

a. Administrative Proposal

b. Disclosure Exemption Affidavit (Attachment B)

c. Proposer Information and Certification Sheet (Attachment C)

d. Reference Check Form (Attachment D)

e. Price Proposal Form (Attachment E)

f. COBID Certification (Attachment F)

g. Responsibility Inquiry (Attachment G)

h. Key Persons and Resumes

i. Work Samples

3.2.2 Proposal Page Limits

Proposal is limited to 25 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count

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a. Disclosure Exemption Affidavit (Attachment B)

b. Proposer Information and Certification Sheet (Attachment C)

c. Reference Check forms

d. Price Proposal

e. COBID Certification (Attachment F)

f. Responsibility Inquiry (Attachment G)

g. Work samples

3.2.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in OregonBuys Vendor Formal Solicitation Response.pdf for electronic submission.

The Price Proposal and other separate Attachments must be submitted as separate electronic response file.

Proposer shall submit one copy of 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. Additionally, Proposer must also submit a redacted copy of the proposal with the exempt information already redacted.

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

3.2.4 Authorized Representative

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

3.3 Proposal Requirements

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

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising 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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3.3.1 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.

3.3.2 References

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

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

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

3.3.3 Price Proposal

Submit a detailed Price Proposal (Attachment E) electronically though OregonBuys.

For each activity described in the Scope of Work, the Price Proposal must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs, The Price Proposal must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges; and

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

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

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3.3.4 Key Persons and their Resumes

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

3.3.5 Project Implementation Plan

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

SECTION 4: SOLICITATION PROCESS

4.1 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 at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

a. Provide additional description of the project;

b. Explain the RFP process; and

c. Answer any questions Proposers may have related to the project or the process.

d. Statements made at the pre-submittal conference are not binding upon the State.

Proposers may be asked to submit questions in writing.

Date: May 28, 2024 Time: 12:00-1:00 PM PST

Location: Online meeting via Microsoft Teams:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWQ1MmMyZmEtOTY1OC00ZDZjLTk0YWYtZDE3ZjAzODE4NTU4%4 0thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48- 13adc9452f4c%22%2c%22Oid%22%3a%227eb327c1-21aa-4408-98c8- 2223f20ef109%22%7d https://oregonbuys.gov/

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4.3 Questions / Requests For Clarifications

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

a. Be delivered to the SPC via an OregonBuys submission or email;

b. Reference the OregonBuys bid number ;

c. Identify Proposer’s name and contact information;

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

e. Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

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 in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason.

A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Proposal submission should be electronically through OregonBuys at:

https://oregonbuys.gov/bso/.

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 125-247-0440. 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.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation.

A late Proposal will be returned to the Proposer or destroyed.

https://oregonbuys.gov/bso/ 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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4.7 Public Opening

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.2 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

4.8 Proposal Rejection

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

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

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

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

d. 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.

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

f. 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 125-247-0470.

4.9.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Selected Proposer(s) shall submit a signed Responsibility Inquiry form (Attachment G) within 5 Business Days of receipt of Intent to Award notice.

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

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4.9.2 Evaluation Criteria

SCORE EXPLANATION

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 Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

6 – 9 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 Proposer.

1 – 4 FAIR – Proposer meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

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

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

4.9.2.1 Evaluation Item 1: Assessment experience (30 points)

a. How much prior experience does Proposer have with similar assessments?

b. What is Proposer’s experience with human services?

c. What is Proposer’s experience and commitment to advancing equity?

4.9.2.2 Evaluation Item 2 : Assessment approach, plan, and timeline (35 points)

a. How well does Proposer’s approach and plan ensure the successful completion of the assessment as outlined in the statement of work?

b. What is Proposer’s approach to project management and change management ?

c. How does Proposer plan to incorporate an equity lens into assessment?

4.9.2.3 Evaluation Item 3: Key persons (25 points)

a. What are specific individual experiences of and familiarity with human services, data, or technology solutions?

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4.9.2.4 Evaluation Item 4: References (10 points)

a. Are Proposer’s references relevant and do they demonstrate ability to successfully complete this type of assessment.?

4.9.3 PRICE EVALUATION

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 (30) price score price being scored

4.9.4 PREFERENCES

4.9.4.1 Oregon Supplies and Services

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

4.9.4.2 Reciprocal Preference

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

4.9.4.3 Recycled Materials

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

4.9.4.4 Tiebreakers

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

https://www.naspo.org/reciprocity1

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4.9.5 POINT AND SCORE CALCULATIONS

TOTAL POINTS POSSIBLE : 160

Evaluation Points Possible 100

4.10.2.1 Assessment Experience 30

4.10.2.2 Assessment Approach, Plan, Timeline 35

4.10.2.3 Key Persons 25

4.10.2.4 References 10

Interview Points Possible 30

Assessment Experience 10

Assessment Approach, Plan, Timeline 10

Key Persons 10

4.10.3 PRICE POINTS POSSIBLE 30

4.9.6 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.

4.10 Interviews

ODHS reserves the right to include virtual interviews as a second round of the Proposal process. If ODHS elects to conduct second round interviews, then the top Proposers will be forwarded to the Evaluation Committee to be invited to participate in interviews. Interviews will be conducted via videoconferencing. The Interviews will consist of a slide presentation with a Questions & Answers period afterwards. All questions will refer to Proposer’s ability to provide the services required of this RFP

The following procedures shall apply:

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

2) ODHS will make two attempts to contact Proposers moving forward to interviews using the contact information provided on the Proposal Packet Cover Sheet. Due to tight program deadlines, Proposers who are not able to participate

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

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

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

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

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

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

Following the interview period, each Interview Committee Member will assign a score for each interview question asked, up to the maximum score available, based on the answers provided by the Proposer.

4.11 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:

a. Presentations/Demonstrations/Additional Submittal Items

b. Discussions and submittal of revised Proposals

c. Serial or simultaneous negotiations

d. Best and Final Offers

4.11.1 Competitive Range Determination

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

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4.11.2 Competitive Range Protest

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

Protests must:

a. Be emailed to the SPC;

b. Reference the OregonBuys bid number ;

c. Identify Proposer’s name and contact information;

d. Be sent by an authorized representative

e. State the reason for the protest; and

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

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

4.12 Additional Rounds

4.12.1 Best and Final Offers

Proposers in the Competitive Range may submit Best and Final Offers. The written Best and Final Offer (“Revised Proposal”) must be submitted on or before the due date and time set forth in the notice of Competitive Range and must be delivered to the Single Point of Contact. LATE

REVISED PROPOSALS WILL NOT BE ACCEPTED.

If Proposer elects not to submit a Revised Proposal, Proposer’s initial Proposal will be accepted as the Best and Final Offer and evaluated accordingly.

4.12.2 Best and Final Offer Requirements

Best and Final Offers must be submitted in writing in the form of an amendment to the Proposer’s initial Proposal. Best and Final Offers must comply with the following requirements and specifications:

a. Identify Proposer’s business name and reference RFP 5897; and

b. Submit One (1) copy of the revised Proposal with original Signature; and

c. Clearly identify the information included Proposer’s initial Proposal that Proposer intends to amend or replace in terms of the page, section and paragraph of Proposer’s initial Administrative, Technical or Price Proposal; and

d. Include a redlined version of the Sample Contract (attached to the RFP as Attachment A) and any and all other documents applicable to the requests set forth in the RFP or applicable Amendment(s); and

e. Include a Best and Final Offer letter, signed in ink by Proposer’s authorized representative, which summarizes the Proposal aspects amended by the Best and Final Offer and states that the information included in the Best and Final Offer supersedes the corresponding information included in Proposer’s Proposal; and

f. Include all information requested in the Best and Final Offer letter.

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4.12.3 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If Agency conducts two or more rounds of competition, the SPC will determine the cumulative score for Proposers advancing through all rounds of competition by adding the scores from each completed round. The Proposer with the highest cumulative score will receive the highest final ranking.

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 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:

5.2.1 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.

5.2.2 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.

5.2.3 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.

http://sos.oregon.gov/business/pages/register.aspx

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5.2.4 Responsibility Inquiry

Prior to award, Proposer shall be required to complete and submit Attachment G — Responsibility Inquiry.

5.2.5 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 Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

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

5.2.6 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 sexual harassment, sexual assault, or unlawful discrimination.

5.3 Contract Negotiation

5.3.1 Negotiation

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

Proposer shall review the attached Sample Contract and note exceptions.

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, 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 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.

https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

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Agency is willing to negotiate ONLY the following terms and conditions:

a. Statement of Work

b. Scope

c. Timeline

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

SECTION 6: ADDITIONAL INFORMATION

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.

CERTIFIED FIRM PARTICIPATION

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

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

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

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

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.

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

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OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer, except in the case of Proposals that were submitted late and rejected by Agency.

CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

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

COST OF SUBMITTING A PROPOSAL

Proposer shall pay all costs incurred in connection with its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work described in this RFP and the subsequent Contract. (ORS 279B.025) https://www.oregon.gov/das