6174-0 RFQ final.pdf

RFQ # S-10000-00015326 Environmental Modification Services Internal Agency #6174

STATE OF OREGON

COVER PAGE

Department of Human Services

OFFICE OF AGING AND PEOPLE WITH DISABILITIES

Environmental Modifications

Request for Qualifications (RFQ)

OREGONBUYS # S-10000-000015326

Agency #6174

Date of Issue: See OregonBuys

Closing Date: open until further notice

Single Point of Contact (SPC): Kristan Langley Address: 500 Summer St NE City, State, Zip Salem, OR 97301 Telephone: 971-972-0646 E-mail: kristan.e.langley@odhsoha.oregon.gov

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

mailto:kristan.e.langley@odhsoha.oregon.gov mailto:dhsalt@state.or.us

RFQ # S-10000-000015326 Environmental Modification Services

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 OVERVIEW

1.3 SCHEDULE 4

1.4 PRE-APPLICATION CONFERENCE

1.5 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY; METHOD AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OREGONBUYS

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 REQUIRED QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 APPLICATION REQUIREMENTS

SECTION 4: RFQ PROCESS

4.1 AUTHORIZED REPRESANTATIVE

4.2 PUBLIC NOTICE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 APPLICATION DELIVERY OPTIONS

4.5 APPLICATION WITHDRAWAL

4.6 APPLICATIONS DUE

4.7 PUBLIC OPENING

4.8 APPLICATION REJECTION

4.9 APPLICATION PACKET REVIEW PROCESS

SECTION 5: AWARD

5.1 AWARD CONSIDERATION

5.2 SUCCESSFUL APPLICANT BID PARTICIPATION REQUIREMENTS

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIIED FIRM PARTICIPATION

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFQ; REJECTION OF APPLICATION; NO DAMAGES

6.5 COST OF SUBMITTING AN APPLICATION

6.6 RECYCLABLE PRODUCTS

6.7 CHECKLIST DISCLAIMER

6.8 LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE ENVIRONMENTAL MODIFICATIONS SCOPE OF WORK AND BID SHEET with

EXHIBIT E SAMPLE ENVIRONMENTAL MODIFICATONS CONTRACT

ATTACHMENT B APPLICATION AND APPLICANT CERTIFICATION FORM

ATTACHMENT C CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT D RESPONSIBILITY INQUIRY

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.1.1 The Oregon Department of Human Services (Agency), Office of Aging and People with Disabilities (APD), is a state government agency that provides Oregonians with comprehensive and coordinated systems for the delivery of supportive services to older adults and people with disabilities. The Agency’s objectives include developing person-centered services and supports that help maintain independence, promote safety and well-being, honor choice, respect cultural preferences, and uphold dignity.

1.1.2 As part of APD’s Long-Term Services and Supports (LTSS) Medicaid K-Plan ancillary services (K-Plan), Crisis Support Program (CSP), and Oregon Project Independence – Medicaid (OPI-M), APD is redesigning the process for Environmental Modifications to ensure compliance with Oregon procurement requirements, improve consistency statewide, reduce burden on local staff, and improve timeliness for Consumers.

1.1.3 OAR 411-035(10) "Consumer" means the person applying for or eligible for Medicaid home or community-based services.

1.1.4 OAR 411-035(15) "Environmental Modifications" means the changes made to adapt living spaces to meet specific service needs of eligible individuals with physical limitations to maintain their health, safety, and independence.

1.2 OVERVIEW

1.2.1 The Agency seeks applications from qualified construction contractors to perform Environmental Modification for Consumers in their homes.

Environmental Modification are intended to ensure the individual’s health, welfare, and safety, enable greater independence, and reduce reliance on paid caregivers in completing activities of daily living (ADLs), instrumental activities of daily living (IADLs), or health-related tasks.

1.2.2 Environmental Modification are physical adaptations made to the interior or exterior of a Consumer’s home, limited to the current footprint of the home.

When available, the work must be consistent with the scope of work developed by Agency’s contracted occupational therapist.

1.2.3 Agency intends to develop a list of contractors that are vetted to provide individual Environmental Modifications. Agency will enter into contracts with a contractor selected from the list of contractors for a particular Environmental Modification on behalf of the Consumer as the Consumer’s agent or representative under express written authorization from the Consumer or their designated representative or homeowner, if other than the Consumer.

1.2.4 The maximum term of the list of qualified contractors will be five years. If the RFQ is still open, Applicant may reapply.

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1.3 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time, and all dates listed are subject to change.

Event Date of Events

Date of Issuance See page one of this RFQ

Pre-Application Conference June 16, 2026

1:00 – 2:00 See 1.4 below for Zoom Link

Questions and Answers, or Requests for Clarification (refer to subsection 4.3)

Received & responded to continuously until this RFQ is closed by Agency

Final Opening Date and Time (All Applications are Due) (refer to subsection 4.6)

See page one of this RFQ

1.4 PRE-APPLICATION CONFERENCE

Applicants may attend a virtual pre-application conference via Zoom link provided below, at the date specified above. Durning the conference, Agency will explain the process. Zoom Link:

https://www.zoomgov.com/j/1651977701?pwd=Q0aT1DIXdt1woG256aeAH5B4 ahMGeR.1

1.5 SINGLE POINT OF CONTACT (SPC)

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

SECTION 2: AUTHORITY; METHOD AND SCOPE

2.1 AUTHORITY AND METHOD

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

2.1.2 Method. Agency is direct awarding under OAR 125-247-0288(3)(B).

https://www.zoomgov.com/j/1651977701?pwd=Q0aT1DIXdt1woG256aeAH5B4ahMGeR.1 https://www.zoomgov.com/j/1651977701?pwd=Q0aT1DIXdt1woG256aeAH5B4ahMGeR.1

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2.2 DEFINITION OF TERMS

For the purposes of this RFQ, capitalized words are defined in OAR 137-046-0110 or as defined below.

2.2.1 “Agency” means the Oregon Department of Human Services “ODHS”.

2.2.2 “Applicant” means an individual or business who submits an Application Packet for review and consideration.

2.2.3 “Application Packet” or “Application” means a written request containing all of the documents described herein.

2.2.4 “Contract” has the meaning prescribed in OAR 137-046-0110(8).

https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=2

2.2.5 “Contractor” means the legal entity or person with whom the Agency, on behalf of Consumer, enters into a contract with.

2.3 OREGONBUYS

OregonBuys is the only delivery option permitted for initial applications submitted in response to this Solicitation (“RFQ”) (refer to subsection 4.4 “Application Delivery Options”).

Application Packets, referred to as “Quotes” in OregonBuys, should be submitted electronically through OregonBuys at: https://OregonBuys.gov/bso

Applicants do not need to be registered in OregonBuys to view an RFQ; but must be registered as a “Vendor” to download and respond to this RFQ.

2.3.1 OregonBuys Guidelines and Assistance

2.3.1.1 For Assistance with OregonBuys (Supplier Help Desk):

Email: support.oregonbuys@das.oregon.gov Phone: 1-855-800-5046

2.3.1.2 Supplier Resources, OregonBuys Program Information:

https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx

2.3.1.3 Detailed instructions on how to submit an Application (“OregonBuys Supplier Bid Solicitation Response”) in OregonBuys:

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

2.3.2 Terminology specific to OregonBuys:

2.3.2.1 “Amendment” means any change to the RFQ 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 RFQ, if any, will be made by written Amendment and is effective upon being published in OregonBuys.

https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=263 https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=263 https://oregonbuys.gov/bso mailto:support.oregonbuys@das.oregon.gov https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx 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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2.3.2.1.2 Answers to Questions or Requests for Clarification

may be posted as an Amendment or part of an Amendment in OregonBuys, and may include provisions that change the RFQ document or its requirements.

2.3.2.1.3 Notices of any changes in the circumstance of the RFQ, such as “Notices” or other informational documents or notifications, may also be referred to as “Amendments” in OregonBuys, although they may not make any actual changes to the RFQ, 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 to.

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 Qualifications, or RFQ, is a type of Bid Solicitation. OregonBuys uses the generic term “Bid Solicitation” to refer to all solicitations in OregonBuys, regardless of type.

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

2.3.2.5 “Quote” is a term in OregonBuys that means a response to any type of Bid Solicitation. The response to this RFQ, the Application, 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.

2.3.2.6 “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 Applicant is known as the Vendor in OregonBuys.

2.4 SCOPE OF WORK

The Scope of Work (SOW) includes changes made to adapt living spaces to meet specific service needs of eligible individuals with physical limitations to maintain their health, safety, and independence, and includes the physical adaptations made to the interior or exterior of a residence occupied by a Consumer, limited to the current footprint of the home, as set forth in OAR 411-035-0060. Each Scope of Work will be different based on the Consumer’s needs and will be provided by Agency staff for bidding opportunities. See Attachment A, “Environmental Modifications Scope of Work and Bid Sheet” which includes Exhibit A, “Sample Environmental Modifications Contract”.

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SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

Applicants, submit your responses using the Application Form, see Attachment B.

Applicants must:

3.1.1 Be actively registered (un-suspended) with the Oregon Construction Contractors Board (CCB). This is a mandatory requirement.

3.1.2 Insurance. In accordance with the CCB insurance requirements outlined in ORS 701.073 https://www.oregonlegislature.gov/bills_laws/ors/ors701.html Applicants shall have in effect public liability, personal injury, and property damage insurance.

3.1.3 Indicate whether Applicant holds a plumbing license, an electrical license, or both, by checking either the yes or no box on the application form. This will be used only to indicate whether applicant holds an active license.

In the event that an Applicant only holds one license at the time of Application submission, but later receives the other license, contractor will submit a new, revised, or amended application indicating both licenses, directly to the SPC for this RFQ, who will forward the new, revised, or amended Application to the Agency program contact for consideration.

3.1.4 Describe whether or not Applicant has any unpaid debt (claims or civil penalties), any history of complaints, any disciplinary history, or any administrative suspensions.

3.1.5 Indicate whether Applicant holds any certifications for asbestos abatement and/or lead paint, when applicable, by checking either the yes or no box on the application form. This will be used only to indicate whether applicant holds any certifications.

In the event that an Applicant only holds only one or two certifications at the time of Application submission, but later receives additional certifications, contractor will submit a new, revised, or amended application indicating all licenses (including new) directly to the SPC for this RFQ, who will forward the new, revised, or amended application to the Agency program contact for consideration.

3.1.6 Applicant must be in good standing with Agency. Indicate whether Applicant held a Contract that has been terminated or cancelled by the Agency. Agency reserves the right to check Agency’s databases.

3.1.7 Indicate which counties Applicant would be available to provide services or indicate statewide coverage.

3.1.7.1 Applicant will only be invited to participate in bidding for jobs in the counties that the Applicant has indicated on their Application.

https://www.oregonlegislature.gov/bills_laws/ors/ors701.html

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3.1.7.2 In the event that Applicant selects specific counties in the Application where services are to be provided but then later decides to provide services in additional counties, contractor must submit a new, revised, or amended application directly to the SPC for this RFQ, who will forward the new, revised, or amended application to the Agency program contact for consideration.

3.1.8 Indicate the types of Home Modification construction services Applicant is qualified and interested in completing for example, wheelchair ramp installation, kitchen, bathroom, bedroom remodels, ceiling track, stair lift, residential elevators, and other general contracting services as requested.

3.1.8.1 Contractor will only be invited to participate in bidding on jobs for the services that Applicant has indicated on their Application.

3.1.8.2 In the event that an Applicant identifies specific services Applicant is qualified to perform but then later decides to provide additional services, Applicant must submit a new, revised, or amended Application indicating all services including new services, directly to the SPC for this RFQ, who will forward the new, revised, or amended application to the Agency program contact for consideration for consideration.

3.1.9 Describe Applicant’s experience performing Environmental Modification construction services by indicating the number of years performing these types of service and which county services were performed in.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Application Submissions

To be considered for review, Application Packet must contain each of the following elements (further detailed in Section 3.3 “Application Requirements” section below):

• Attachment B Application and Applicant Certification Form

• Attachment C Certified Disadvantaged Business Outreach Plan

• Attachment D Responsibility Inquiry

3.2.2 Authorized Representative

Failure of the authorized representative to sign the Application and Applicant Certification Form (Attachment D) and documents listed in this Section 3.2.1 may subject the Application Packet to rejection by Agency.

3.3 APPLICATION REQUIREMENTS

Application Packet must address each of the items listed in this section and all other requirements set forth in this RFQ. Incomplete Application Packets are considered nonresponsive and will not be considered further, however Applicant may resubmit Application Packet containing all materials specified herein.

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Application Packet should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Application. Do not include marketing, advertising, or training materials with the Application Packet, unless requested. Application should be straightforward and address the requests of the RFQ.

3.3.1 Application and Applicant Certification Form

Applicant shall complete and submit the Application and Applicant Certification Form (Attachment B). Failure to submit the Application and Certification Form will result in rejection. Failure to demonstrate compliance with Oregon Tax Laws (see Section 4. of Attachment B) by signing the Application and Certification Form will result in rejection of Application.

3.3.2 Reserved.

3.3.3 Responsibility Determination

Applicants are required to submit a signed Responsibility Inquiry form (Attachment D) with Application Packet. Incomplete Application Packets will be rejected by Agency and Applicant will be found to be not Responsible.

3.3.4 Nondiscrimination in Employment

As a condition of being qualified under this RFQ, Applicant must certify by their Signature on the Application and Applicant Certification Form (Attachment B) 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 of a policy that both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination. See Section 5. of the Application and Applicant Certification Form (Attachment B).

SECTION 4: RFQ PROCESS

4.1 AUTHORIZED REPRESANTATIVE

Failure of Applicant’s authorized representative to sign “Application and Applicant Certification Form” (Attachment B) will result in rejection of the Application by Agency.

4.2 PUBLIC NOTICE

The RFQ 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 Applicants.

Modifications, if any, to this RFQ will be made by written Amendment(s) published in OregonBuys. Prospective Applicant is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFQ by this reference.

https://oregonbuys.gov/

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4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

4.3.1 Be delivered to the SPC via email (email address is on the RFQ Cover Sheet);

4.3.2 Reference the OregonBuys solicitation number (see number on page one of this RFQ);

4.3.3 Identify Applicant’s name and contact information;

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

4.3.5 Be received by the due date and time for Questions or Requests for Clarification identified in subsection 1.3 “Schedule.”

4.4 APPLICATION DELIVERY OPTIONS

4.1.1 Applicant is solely responsible for ensuring its Application Packet is received by the SPC in accordance with the RFQ requirements before the Final Opening time and date in accordance with subsection 1.3 “Schedule.” Agency is not responsible for any delays in or transmission errors, or for any mis-delivery for any reason. An Application Packet submitted by any means not authorized below will be rejected.

4.1.2 The following delivery option is the only method authorized and permitted for this RFQ. Delivery through OregonBuys: Initial Application submission should be electronically through OregonBuys at: OregonBuys.gov

4.1.3 Detailed instructions on how to submit the initial Application can be found in paragraph 2.3.1 “OregonBuys Guidelines and Assistance.”

4.5 APPLICATION WITHDRAWAL

If an Applicant wishes to withdraw a submitted Application, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to closing in accordance with OAR 137-047-0440. To be effective the notice must include the RFQ number listed on page one of this RFQ.

4.6 APPLICATIONS DUE

Application Packets must be received and accepted by OregonBuys on or before the Final Opening Date and Time (refer to subsection 1.3 “Schedule”). All Application withdrawals must also be received prior to the Final Opening Date and Time. Application Packets received after the Final Opening Date and Time is considered late and will not be accepted by OregonBuys.

4.7 PUBLIC OPENING

There will be no Public Opening of this RFQ

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4.8 APPLICATION REJECTION

Agency may reject an Application Packet for any of the following reasons:

4.8.1 Applicant fails to substantially comply with all prescribed RFQ procedures and requirements, including but not limited to the requirement that Applicant’s authorized representative sign the Application and Applicant Certification Form (Attachment B).

4.8.2 Applicant has liquidated, and delinquent debt owed to the State or any department or agency of the State. See Section 4. in the Responsibility Inquiry form (Attachment D).

4.8.3 Applicant fails to meet the responsibility requirements of ORS 279B.110.

4.8.4 Applicant makes any contact regarding this RFQ with State representatives such as state or Agency employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

4.8.5 Applicant attempts to influence a member of the Agency’s application review panel or employee of the state.

4.9 APPLICATION PACKET REVIEW PROCESS

4.9.1 Initial Review: Each Application Packet will be reviewed by the Agency Office of Contracts and Procurement SPC named on page one of this RFQ (as amended) to ensure that all items listed in Section 3.2.1 “Application Submissions” are included in the Application Packet. (SPC will not review content of the Application and Applicant Certification Form (Attachment B). Application Packets that are not complete will be rejected. If rejected, SPC will notify Applicant. Applicant may resubmit a new Application Packet prior to Closing date with corrected or missing items. SPC may request clarification before forwarding the materials to the Agency’s Office of APD for review.

4.9.2 Final Review:

4.9.2.1 Agency’s Office of APD staff will review materials to ensure Applicant meets minimum qualifications of Section 3.1. “Required Qualifications” of this RFQ, as recorded on the Application and Applicant Certification Form (Attachment B) and reserves the right to contact references if Agency deems necessary.

4.9.2.2 Applicants meeting the required qualifications will be placed on the list of contractors maintained by Agency and may be offered the opportunity to bid on an Environmental Modification and, if selected, offered a Contract, see Section 5. “AWARD” below. Agency makes no guarantee of a contract award or any amount of work to be performed under an awarded Contract(s).

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SECTION 5: AWARD

5.1 AWARD CONSIDERATION

5.1.1 Agency’s Office of APD will contact the Applicant within approximately 15 business days of receipt of the Application Packet in OregonBuys to ask clarifying questions, request missing information, and conduct brief informational interviews if needed.

5.1.2 After communications from 5.1.1 are complete Agency Office of APD will either accept or reject Applicant’s submission.

If rejected, Agency’s Office of APD will email the Applicant with a brief explanation of why their application is being rejected.

If accepted, APD will place Applicant on the list of qualified contractors for consideration to bid on Environmental Modifications projects. Once an application is accepted and all other requirements are met, the Applicant will be known as the “Contractor”.

5.2 SUCCESSFUL APPLICANT BID PARTICIPATION REQUIREMENTS

Applicant(s), shall be referred to as Contractors after applications are screened, approved, and if approved, Applicants names are placed on a master list. The Agency Program staff will follow the process listed below to determine who will receive individual project bid opportunities and contracts.

1. Contractor Selection Process.

a. Bid Notifications:

(1) Agency’s Central Office “CO” will send an email to all Contractors who meet the following criteria:

(a) Hold all the necessary licenses, and certifications. Contractor shall ensure subcontractors hold the necessary licenses and certifications;

(b) Approved to provide services in the specific counties indicated in Contractor’s application;

(c) Approved to provide the services indicated on Contractor’s application;

(d) Have an active Medicaid provider number.

(2) Agency’s CO email will include the following information:

(a) Contact information for Consumer (or their representative);

(b) ODHS Case Manager “CM” contact info;

(c) A general overview of the Environmental Modification request;

(d) A copy of Attachment A, “Sample Environmental Modifications Scope of Work and Bid Sheet”, for Contractors to complete for bidding purposes.

Attachment A includes Exhibit A, “Sample Environmental Modification Contract”;

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(e) Final bid due date; and

(f) Any additional information needed to obtain a bid.

(3) Contractors shall contact Consumer (or Consumer’s representative) to schedule a date and time to review the request, assess the space, and draft a SOW, which shall include the proposed estimate for the bid. ODHS CMs will assist Contractor with contacting Consumers when Consumer or their representative is not responding.

b. Bidders’ Response.

(1) Contractor shall submit a fully completed copy of Agency’s Exhibit A “Sample Scope of Work and Bid Sheet” to include a completed Scope of Work, photos, drawings, constraints, anticipated start date (start date shall be after execution of an Environmental Modification Contract), permit notes, and cost estimate. Contractor shall submit a completed copy of Exhibit A to the ODHS CO contact named in the ODHS email.

(2) Bids must be submitted using Exhibit A “Scope of Work and Bid Sheet” only.

Any other form including but not limited to, Bidder’s letterhead, alternate bid form, quote form, or other document will be rejected.

(3) All goods shall be new. Used or refurbished goods are not permitted.

(4) Bid Review: ODHS CO Contact will:

(a) Review bid packages for completeness and may conduct follow-ups with any outstanding items and ask clarifying questions.

i. If answers to clarifying questions results in a higher bid price, for example, if ODHS notices that grab bars were not included in the bid but are specified in the scope/statement of work, bidder may revise bid to include the grab bars.

ii. Additional goods and services may not be added to any bid price.

For example, if the project is for a bathroom modification that does not include a ceiling track, the bid may not be revised to add a ceiling track. To do so would be an unfair advantage to the other bidders.

iii. If the revised price increases the bid above the next lowest bidder’s price, ODHS will award to that next lowest bidder.

(b) Work with ODHS CM to ensure all required documentation is obtained before final approval.

2. Bid Selection & Award.

a. After the bid date, bids will no longer be accepted and may not be revised after the final bid due date indicated in the ODHS CO Contact’s email (except as set forth in this section 5.2).

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b. ODHS CO Contact will award to the lowest responsive bid meeting the SOW, however, in the event the lowest responsive bidder is unable to meet the desired start date, ODHS reserves the right to award to the next lowest bidding contractor who is able to meet the desired start date when that is in the best interest of the Consumer and ODHS.

c. Award. The ODHS CO Contact will email a notice of award to all participating contractors indicating who the winning contractor is. In the event ODHS does not award to the lowest bidder but rather, awards to the next lowest bid who can meet the desired start date, ODHS will provide that rationale.

d. After award, ODHS CO will contact winning Bidder to determine the timeline outlined in Attachment A, “Scope of Work and Bid Sheet” ..

3. Secretary of State business registration and Insurance Requirements. Selected Contractor shall

a. Be actively registered with the Oregon Secretary of State (SOS). If selected for award, Contractor 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. ODHS CO will confirm registration status. If selected Contractor is not registered with the SOS, Contractor shall have five business days to register online.

Failure to register within 15 business may result in bid rejection.

b. Secure and demonstrate to ODHS CO that selected Contractor holds required insurance by providing proof of insurance as required in Attachment A, Exhibit A, “Sample Environmental Modification Contract”, Section 8. “Insurance.” found in Attachment A “Sample Environmental Modifications Scope of Work and Bid Sheet” Contractor shall have 15 business days to secure and provide proof of insurance.

4. Pre-Construction, after Insurance and SOS confirmation, Contractor shall:

a. Confirm work schedule with the ODHS CO Contact;

b. Obtain required permits in the area Environmental Modification Services are to be provided in, including but not be limited to city, state, local, county, and tribal permits (if applicable);

c. Coordinate job site access with Consumer or Consumer’s representative identified on resulting Contract;

d. Arrange and schedule all inspections as needed.

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

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

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

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6.2 CERTIIED 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&T N=oregon4biz

Applicant is required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment D) prior to execution.

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Applications are public records and are subject to public inspection. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure. All Applications submitted in response to this RFQ become the Property of Agency. By submitting an Application in response to this RFQ, Applicant 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 Application solely for the purpose of evaluating the Application, negotiating a Contract, if awarded to Applicant, or as otherwise needed to administer the RFQ process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Applications, including supporting materials, will not be returned to Applicant, except in the case of Applications that were submitted late and rejected by Agency.

6.4 CANCELLATION OF RFQ; REJECTION OF APPLICATION; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Applications in-whole or in-part, or may cancel this RFQ 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 Applicant for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFQ, the rejection of any Application, or failure to issue a contract.

6.5 COST OF SUBMITTING AN APPLICATION

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

6.6 RECYCLABLE PRODUCTS

Applicant shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work described in this RFQ and the subsequent Contract

(ORS 279B.025).

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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6.7 CHECKLIST DISCLAIMER

Any checklists that may be contained in this RFQ are provided only as a courtesy to prospective Applicant. Agency makes no representation as to the completeness or accuracy of any Checklist. Prospective Applicant is solely responsible for reviewing and understanding the RFQ and complying with all the requirements of this RFQ, whether listed in a checklist or not. Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Applicant based upon, resulting from, or related to, Applicant’s failure to understand all requirements of this RFQ.

6.8 LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE ENVIRONMENTAL MODIFICATIONS SCOPE OF WORK

AND BID SHEET with EXHIBIT A SAMPLE MODIFICATION

CONTRACT

ATTACHMENT B APPLICATION AND APPLICANT CERTIFICATION FORM

ATTACHMENT C CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT D RESPONSIBILITY INQUIRY

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ATTACHMENT A

Sample Environmental Modifications

Scope of Work and Bid Sheet Under Separate Cover

Includes Exhibit A Sample Environmental Modifications Contract

ATTACHMENT B

APPLICATION AND APPLICANT CERTIFICATION FORM

ATTACHMENT C

CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT D

RESPONSIBILITY INQUIRY

2.4 SCOPE OF WORK

3.3 APPLICATION REQUIREMENTS