STATE OF OREGON

COVER PAGE

Oregon Department of Human Services and its Office of Aging and People with Disabilities

Are issuing this Request For Applications (RFA) under OregonBuys Bid Number S-10000-00017902 for

CONSULTANT AND MANAGEMENT ENTITY APPROVAL

Date of Issue: September 25, 2026 at 3:00 PM Pacific

Final Opening Date and Time: September 26, 2031at 3:00 PM Pacific

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.

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.

RFA (S-10000-00017902) / BCB Page 2 of 22 DAS Procurement Services, Version 4.5 March 31, 2023

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 DEFINITIONS

2.3 OVERVIEW

2.4 SCOPE OF WORK FOR APPROVED CONSULTANTS

SECTION 3: REPORTING

3.1 GENERAL REQUIREMENTS

3.2 CONSULTANT REPORTING REQUIREMENTS FOR CONDITIONAL LICENSE ISSUES

3.3 CONSULTANT REPORTING REQUIREMENTS FOR NEW LICENSEES

3.4 APPLICANT EXPECTATIONS

SECTION 4: PROCUREMENT REQUIREMENTS

4.1 MINIMUM QUALIFICATIONS

4.2 AUTHORIZED REPRESENTATIVE SIGNATURE

4.3 PROCUREMENT PROCESS

4.4 APPLICATIONS CONTENT REQUIREMENTS

4.5 EVALUATION PROCESS

SECTION 5: AWARD

5.1 AWARD NOTIFICATION PROCESS

5.2 SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

SECTION 6: ADDITIONAL INFORMATION

6.1 ODHS’ RIGHT TO RESCIND APPROVAL

6.2 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.3 CERTIFIED FIRM PARTICIPATION

6.4 GOVERNING LAWS AND REGULATIONS

6.5 OWNERSHIP/PERMISSION TO USE MATERIALS

6.6 CANCELLATION OF RFA; REJECTION OF APPLICATION PACKET; NO DAMAGES

6.7 COST OF SUBMITTING AN APPLICATION

LIST OF ATTACHMENTS

ATTACHMENT A – Applicant Identification and Certification Statements

ATTACHMENT B – Consultant Key Person and Administration

ATTACHMENT C – Applicant Consultant Business and Contact Information

ATTACHMENT D – Responsibility Inquiry

ATTACHMENT E – Disclosure Exemption Affidavit

RFA (S-10000-00017902) / BCB Page 3 of 22

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 Aging and People with Disabilities (“APD”), Safety, Oversight and Quality Unit, collectively referred to as “Agency”, is seeking Applications from qualified firms or individuals, hereinafter referred to as “Applicant” to provide consultant services for Residential Care and Assisted Living Facilities licensees, including facilities endorsed as Memory Care Facilities. Applicants are being sought with expertise in operations, licensure standards, and levels of care through this RFA and encouraged to submit an Application Packet.

This RFA will create a list of Agency- approved Consultants who will be pre-qualified and available to work with various Residential Care and Assisted Living Facilities.

Agency expects to see improvements in existing Residential Care and Assisted Living Facilities, and expanded choices for prospective licensees who do not have experience operating Residential Care and Assisted Living Facilities, including those facilities who are Endorsed Memory Care Communities. Current licensees or prospective licensees may select Approved Consultants to hire or contract with. Additional details on the Scope of the goods or services or both are included in the Scope of Work section.

(Remainder of page intentionally left blank)

RFA (S-10000-00017902) / BCB Page 4 of 22

1.2 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.

1.3 SINGLE POINT OF CONTACT (SPC)

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFA pursuant to its authority under ORS 279A.050, OAR 125-246-0170(2)(C), and DAS SP # 826-16.

2.2 DEFINITIONS

2.2.1 GENERAL TERMS

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

2.2.1.1 “Applicant” means the public or private entity submitting an Application in response to this RFA.

2.2.1.2 “Application” or “Application Packet” means the completed

Event Date Time

RFA Opens See Cover Page

Questions / Requests for Clarification Due Responses will be posted on OregonBuys generally within ten business days after receipt.

August 29, 2031 3:00 PM PST

RFA Applications will be reviewed monthly by the SPC

Last Business Day of Each Month

RFA Final Opening See Cover Page

Notice of Inclusion on ODHS’ List of Approved Consultants Ongoing

RFA (S-10000-00017902) / BCB Page 5 of 22

Application Packet submitted in response to this RFA by an Applicant.

2.2.1.3 “Consultant” means a Contractor with the skills and experience to provide consultation services as a professional experienced in licensed Residential Care and Assisted Living Facilities, including Memory Care or have equivalent related expertise meeting those requirements described in this RFA Scope of Work and who have submitted an Application Packet identifying the Applicant and has been approved by the Agency. Applicants who have scored 100 or higher on their Application Packet will be approved and listed on the Agency approved Consultant list that will be provided to eligible Residential Care and Assisted Living Facilities for consultation.

2.2.1.4 “Close of Business Day” means 5:00 pm Pacific time.

2.2.1.5 “Endorsed Memory Care Community” means those a special care units that are described in OAR 411-047-0110 (15).

2.2.1.6 “Residential Care and Assisted Living Facilities” means those facilities that are described in OAR 411-054-0005 and, for the purposes of this RFA, includes those facilities who are Endorsed Memory-Care Communities.

2.2.2 OregonBuys Terminology

2.2.2.1 An “Addendum” to an RFA is a written change to the RFA.

2.2.2.2 An “Amendment” is a change or addition to the electronic Bid Solicitation. An Amendment includes Applicant List, Intent to Award Notice, Questions and Answers, and Written Addendums.

2.2.2.3 The Attachments described in subsection 3.5 “Applications Content Requirements” of this RFA are Attachments that must be downloaded from OregonBuys in addition to this RFA Document.

2.2.2.4 “Bid” or “Bid Solicitation” is the same as RFA. The Bid Solicitation number S- 10000-00017902 is Agency’s RFA for qualified Applicants to submit an Application Packet to provide Services.

2.2.2.5 Bid Available Date is the date and time the Bid Solicitation will be visible in OregonBuys for Applicants to respond and remains visible until the Bid Opening Date and time.

2.2.2.6 Bid Opening Date is the date and time after which Applications will no longer

RFA (S-10000-00017902) / BCB Page 6 of 22 be accepted in OregonBuys.

2.2.2.7 A Quote is an Applicant’s submission of an Application. The Applicant submits a Quote in OregonBuys using the Attachment documents provided by Agency in OregonBuys.

2.2.2.8 As used in OregonBuys, “Seller” or “Seller Administrator” may be the same entity as a Vendor, Supplier, Proposer, or the Applicant.

2.2.2.9 “Vendor” refers to the public or private entity that registers in OregonBuys to respond to Bid Solicitations or view awarded Contracts and Agreements.

2.2.3 OregonBuys Resources:

2.2.3.1 For Assistance with OregonBuys (Vendor Help Desk):

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

2.2.3.2 OregonBuys Vendor Resource Page:

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

2.3 OVERVIEW

2.3.1 Background

2.3.1.1 The Agency is seeking to revise a previous RFA and restart the process to request Applications from qualified firms or individuals to provide Consultant services for licensees of Residential Care and Assisted Living Facilities, including those facilities who are Endorsed Memory Care Communities.

2.3.2 Project Purpose

2.3.2.1 The purpose of this RFA is to identify firms or individuals that possess the operational expertise and meet the requirements and expectations to provide Consultant services to current or prospective Residential Care and Assisted Living Facilities, and Endorsed Memory Care Communities. As a result of this RFA, Agency intends to compile a list of qualified and pre-approved Applicants that it will use to expand the choices of Consultants available throughout Oregon. No payments will be paid by Agency to any approved Applicant. The purpose of this RFA is to create a list of qualified Consultants available to Residential Care and Assisted Living Facilities, and Endorsed Memory Care Communities in all areas of Oregon.

mailto:support.oregonbuys@das.oregon.gov https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx

RFA (S-10000-00017902) / BCB Page 7 of 22

2.3.3 Project Overview

2.3.3.1 This RFA is open to any interested and experienced service provider who may be interested in providing support to Residential Care and Assisted Living Facilities, including Endorsed Memory Care Communities, as an Approved Consultant. The SPC will receive Application Packets that will be reviewed and scored by the Agency as described in this RFA.

2.3.3.2 Application Packets received by the SPC will be screened for completeness and evaluated by the Agency for consideration to be placed on the Approved Consultant list through the evaluation process described in Section 4 of this RFA.

2.3.3.3 The Purpose or need for Consultants is based on a need for the Agency to obtain support from Consultants who can work with and support Residential Care and Assisted Living Facilities in two different situations.

2.3.3.3.1 The first type of consultation to be provided will be to those facilities that are new licensee Applicants that do not have experience managing Residential Care and Assisted Living Facilities or Endorsed Memory Care Communities in Oregon, with the goal of successful licensure by the Applicant.

2.3.3.3.2 The second type of consultation required will be for those facilities that are already licensed. Consultation is needed for those licensed facilities subject to inspection by the Agency. The Agency inspects facilities to ensure facilities are in substantial compliance with licensing rules and regulations. Consultation is needed when a facility is not in substantial compliance. In this instance the Agency may impose a condition on a license, such as requiring the facility to hire a Consultant who can assist them in achieving compliance.

2.3.3.4 Agency will provide the list resulting from this RFA to the facility as a resource listing available Consultants qualified to provide the necessary services.

Consultant support is required in light of the requirements for Residential Care and Assisted Living Facilities Applicants and the licensing standards described in OAR 411-054-0016 regarding new Applicant qualifications, that states, among other things, that the Applicant for licensure, excluding license renewal but including all changes of ownership, management, or operator, must meet the following Criteria:

RFA (S-10000-00017902) / BCB Page 8 of 22

2.3.3.4.1 If an Applicant does not have experience in operating or managing Residential Care and Assisted Living Facilities, the Applicant must employ the services of an Agency-approved Consultant or management entity with experience in the provision of assisted living or residential care. The Applicant must contract with a Consultant or management entity at least one (1) month before the facility is licensed and must retain the Consultant or management entity for a period of at least six (6) months from the date the initial license is issued. The Consultant and the terms and length of employment are subject to the approval of the Agency.

2.3.3.4.2 The Agency inspects every facility to determine whether the facility is maintained and operated in accordance with OAR Chapter 411 Division 54. As part of those inspections, ODHS can also impose a condition on a facility’s license to require a facility to hire a Consultant.

2.4 SCOPE OF WORK FOR APPROVED CONSULTANTS

2.4.1 Contractor shall:

2.4.1.1 Help facilities identify areas in which they can achieve improvements in care and services in accordance with current licensing standards.

Consultants will have skills that will support facilities, allowing them to improve efforts toward addressing deficiencies and operational systems. Consultants may also assist facilities who wish to earn added licensure endorsements in order to provide more complex or higher levels of care to residents.

2.4.1.2 Will work to support facilities through their consultation within the service parameters described in this Scope of Work.

2.4.1.3 Follow all requirements in OAR Chapter 411, Division 54 and 57, specifically, as it relates to all residential services authorized by the Agency.

2.4.1.4 Shall provide comprehensive consultation in their review and feedback to those facilities that have requested or are required to have consultation services. Consultant will enter into an agreement with the facility to provide the services required.

2.4.1.5 In addition to an understanding of the OAR requirements stated above, shall be able to provide comprehensive review and feedback to each

RFA (S-10000-00017902) / BCB Page 9 of 22 facility and the Agency about the facility’s systems, policies, and procedures in the following areas:

2.4.1.5.1 Resident Rights;

2.4.1.5.2 Abuse Reporting and Investigation;

2.4.1.5.3 Activities of Daily Living;

2.4.1.5.4 Life Enrichment Activities;

2.4.1.5.5 Resident Move in and Evaluation;

2.4.1.5.6 Person-Centered Service Planning;

2.4.1.5.7 Change of Condition and Monitoring; Weekly skin/weight monitoring;

2.4.1.5.8 RN assessments;

2.4.1.5.9 Medication/Treatment Administration System; Physicians orders;

2.4.1.5.10 Staffing Requirements;

2.4.1.5.11 Staff training and Criminal Background Checks;

2.4.1.5.12 On-site and off-site coordinator of care; and

2.4.1.5.13 Dementia Care.

2.4.1.6 Be expected to act professionally and independently while providing services and determining the most appropriate actions necessary to ensure the facility follows applicable OARs.

2.4.1.7 May be asked to be onsite at the facility to oversee and manage the closure of a facility as it relates to residents or to provide specific trainings to facility staff.

2.4.1.8 Be required to ensure compliance with OARs governing Residential Care and Assisted Living Facilities in any of the services they may provide.

2.4.2 All Applicants pre-approved and qualified by the Agency will be included on the list, and any licensee Applicant or facility, including those with a condition imposed on its license, may choose one of the listed Approved Consultants.

RFA (S-10000-00017902) / BCB Page 10 of 22

2.4.3 Consultants selected by a licensee shall agree as to the number of hours and the Work the Consultant will provide. ODHS requires the Applicant contract with an ODHS-approved Consultant for a period of at least one (1) month prior to licensure and must retain the Consultant for at least six (6) months from the date the initial license is issued. For a facility with a condition imposed on its license, the Agency may determine the number of hours the Consultant will provide services and a specific date when services are anticipated to begin.

2.4.4 Consultation is provided based on the two situations described above in Section 2.3.3.3.1 or Section 2.3.3.3.2. Residential Care and Assisted Living Facilities, including Endorsed Memory Care Communities, are solely responsible to obtain and hire or contract with a Consultant who is recognized by the Agency by having been placed on the Agency’s Approved Consultant list. Agency will be involved in setting the first date of the visit to ensure assignment has been accepted due to a condition imposed on a facility’s license. Agency may also determine the most appropriate number of hours expected and the Work required to resolve the imposed condition.

2.4.5 It is expected that both parties will come to an agreement of terms so that the consultation can be completed in a reasonable time frame and all costs borne by the Residential Care and Assisted Living Facilities, including Endorsed Memory Care Communities, as agreed upon by both parties.

Agency shall not be responsible for nor liable for any claims for payment not met by the facility in conjunction with their agreements with the Consultant.

SECTION 3: REPORTING

3.1 GENERAL REQUIREMENTS

3.1.1 The Agency must receive written reports prepared by the Consultant in a timely manner. The frequency of the reports will be decided by the Agency prior to the start date of the Consultant service. The actual period for reporting will be commensurate with referral and service start times and anticipated periods of services.

3.2 CONSULTANT REPORTING REQUIREMENTS FOR CONDITIONAL LICENSE ISSUES

3.2.1 Among other relevant topics, written reports for conditional license issues must include and address the following topics:

3.2.1.1 Consultation plan with time frames and goals established for each

RFA (S-10000-00017902) / BCB Page 11 of 22 facility assigned.

3.2.1.2 Overall training assessment determination by Consultant with the goal of bringing each referred facility into compliance with OARs.

3.2.1.3 Training provided to facility staff, including the administrator and facility registered nurse. This includes: Training provided to direct care staff;

training provided to facility management; and training provided in group settings, such as an in-service.

3.2.1.4 Consultant’s steps completed toward OAR compliance with specific improvements stated.

3.2.2 Consultant will also report on any remaining areas of general concern and how they are being addressed, including the facility’s overall progress, barriers still existing, and any Consultant recommendations.

3.3 CONSULTANT REPORTING REQUIREMENTS FOR NEW LICENSEES

3.3.1.1 Among other relevant topics, written reports for new Licensees shall include a review of the facility’s policies, procedures and quality improvement program.

3.3.1.2 Contractor shall conduct audits at least monthly as well as conduct periodic on-site compliance audits, which must include a review of facility systems.

3.3.1.3 Submit monthly reports to the Agency and the licensee after the facility becomes licensed and begins operation. Each of the reports must include documentation evaluating the facility systems, policies and procedures. Each report must include the facility’s actions taken to correct any deficient practices.

3.4 APPLICANT EXPECTATIONS

3.4.1 The Consultant must comply with ODHS’ rules and perform the following tasks required by OAR 411-054-0017, including, but not limited to:

3.4.1.1 Review the facility’s policies, procedures, and quality improvement program in the following areas:

3.4.1.1.1 Staff training;

3.4.1.1.2 Criminal Background Checks;

RFA (S-10000-00017902) / BCB Page 12 of 22

3.4.1.1.3 Physical Plant;

3.4.1.1.4 Fire and Life Safety;

3.4.1.1.5 Kitchen;

3.4.1.1.6 Resident Move-In and Evaluation;

3.4.1.1.7 Medication/Treatment Administration System;

3.4.1.1.8 Resident Services;

3.4.1.1.9 Change of Condition and Monitoring;

3.4.1.1.10 Activities;

3.4.1.1.11 Activities of Daily Living;

3.4.1.1.12 Resident Rights;

3.4.1.1.13 Service Planning;

3.4.1.1.14 Abuse Reporting;

3.4.1.1.15 Home and Community-Based Services;

3.4.1.1.16 Quality Improvement Program;

3.4.1.1.17 Acuity-Based Staffing Tool;

3.4.1.1.18 Nurse Delegation in accordance with the Oregon Administrative Rules adopted by the Oregon State Board of Nursing in chapter 851, division 047.

3.4.1.1.19 Infection Control;

3.4.1.1.20 LGBTGQIA2S+;

3.4.1.1.21 Conduct audits at least monthly as well as conduct periodic on-site compliance audits, which must include a review of facility systems.

3.4.1.2 Submit monthly reports to ODHS and the licensee after the facility begins operation. Each of the reports must include documentation evaluating the facility systems, policies, and procedures. Each report must include the facility’s actions taken to correct any deficient practices.

RFA (S-10000-00017902) / BCB Page 13 of 22

SECTION 4: PROCUREMENT REQUIREMENTS

4.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, an Application Packet must demonstrate how Applicant meets all the following minimum qualifications:

4.1.1 Holds, or employs a person who holds, an active residential care facility administrator license issued under ORS 678.710 to 678.820 that is in good standing;

4.1.2 Within the last five (5) years, has at least three (3) years of demonstrated experience operating or managing a Residential Care and Assisted Living Facilities in Oregon in a satisfactory manner.

4.1.3 Within the last five (5) years, has at least three (3) years of demonstrated experience operating or managing an assisted living or residential care facility with a memory care endorsement under ORS 443.886 in Oregon in a satisfactory manner. This is required if the Consultant is consulting with an Applicant applying for a license to operate an assisted living or residential care facility with a memory care endorsement under ORS 443.886.

4.1.4 Is not listed as an excluded provider on the comprehensive listing maintained by the United States Department of Health and Human Services’ Office of Inspector General of providers that are excluded from participation in federal health care programs.

4.1.5 The Consultants and management entities will be required to demonstrate the minimum qualifications listed in subparagraph 4.1. ODHS will review these materials, and review any prior investigations, sanctions, and enforcement actions initiated by ODHS or another licensing authority, if relevant.

4.2 AUTHORIZED REPRESENTATIVE SIGNATURE

4.2.1 Attachment A – “Application Packet: Part 2 “Information and Certification Sheet”, Failure of Applicant’s authorized representative to sign the Information and Certification Sheet, may result in rejection of the Application Packet by Agency.

RFA (S-10000-00017902) / BCB Page 14 of 22

4.3 PROCUREMENT PROCESS

4.3.1 Public Notice.

4.3.1.1 The RFA, including all Amendments and attachments, are published in the OregonBuys e-procurement system. RFA documents will not be mailed to prospective Applicants.

4.3.1.2 Agency shall advertise all Amendments on OregonBuys e-procurement system. The prospective Applicant is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into this RFA by this reference.

4.3.2 Questions / Requests for Clarification

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

4.3.2.1.1 Be emailed to the SPC (burke.c.barnett@odhsoha.oregon.gov)

4.3.2.1.2 Reference the OregonBuys bid number (S-10000-00017902)

4.3.2.1.3 Identify Applicant’s name and contact information

4.3.2.1.4 Be sent by an authorized representative

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

4.3.2.1.6 Be received by the due date and time for Questions or Requests for Clarification identified in section 1.2 “Schedule”

4.3.3 Submission Options

4.3.3.1 OregonBuys Electronic Response. Applicant should submit their Application Packet electronically through OregonBuys. Applicant should follow the procedures outlined in detailed instructions on how to submit a RFA can be found at:

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

4.3.3.2 Applicant shall submit one (1) copy of its Application Packet in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

RFA (S-10000-00017902) / BCB Page 15 of 22

4.3.4 Modification or Withdrawal of Applications

4.3.4.1 Any Applicant who wishes to make modifications to an Application Packet already received by Agency shall withdraw their Application Packet, in writing to the SPC, and resubmit an Application Packet in OregonBuys prior to the Final Opening.

4.3.4.2 If an Applicant wishes to withdraw a submitted Application Packet, it shall do so in writing, to the SPC as follows: The Applicant shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Application Packet in accordance with OAR 125-247-0440.

The notice must include the OregonBuys Bid number and be submitted to the SPC.

4.3.5 Application Opening Date

4.3.5.1 The Application Packet must be received by the SPC on or before the Final Opening date listed in section 1.2 “Schedule”, of this RFA. All Application Packet modifications or withdrawals must be completed prior to Opening.

4.3.6 Application Rejection

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

4.3.6.1.1 Applicant fails to substantially comply with all prescribed RFA procedures and requirements, including but not limited to the requirement that Applicant’s authorized representative sign the Application.

4.3.6.1.2 Applicant has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments or divisions.

4.3.6.1.3 Applicant 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 RFA or Amendment.

4.3.7 Opening of Applications

4.3.7.1 There will be no public Opening of Application Packets. Application Packets received will not be available for inspection until after the

RFA (S-10000-00017902) / BCB Page 16 of 22 evaluation process has been completed.

4.4 APPLICATIONS CONTENT REQUIREMENTS

4.4.1 All written responses should be 12-point font in the “Noto Sans” or similar, which is the type style used in this RFA document.

4.4.2 To apply, an Applicant must submit a completed Application Packet as a Quote to RFA S-10000-00017902 in OregonBuys, which consists of the following:

4.4.2.1 Attachments A – Applicant Identification and Certification Statement;

4.4.2.1.1 The Applicant shall complete and submit the Applicant Information and Certification Sheet (Attachment A). This attachment is binding for up to sixty (60) days and also a statement that the Applicant will abide by the other requirements stated in this Attachment.

4.4.2.2 Attachment B – Consultant Key Person and Administration

4.4.2.2.1 The Applicant shall complete and submit the Applicant’s Key Persons and Administration Sheet (Attachment B). This identifies Applicants staff as those Key Persons who will fulfil the requirements of an Approved Consultant on behalf of the Applicant.

4.4.2.3 Attachment C Business and Contact Information

4.4.2.3.1 The Applicant shall complete and submit Attachment C as part of their submission in OregonBuys.

4.4.2.4 Attachment D – Responsibility Inquiry

4.4.2.4.1 `The Applicant shall complete and submit Attachment D as part of their submission in OregonBuys.

4.4.2.5 Applicant Written Technical Requirements Summary

4.4.2.5.1 The Applicant shall complete and submit a summary of how the Applicant demonstrates their knowledge of Residential Care and Assisted Living Facilities and showing the ability to comply with the OAR requirements set forth in this document.

RFA (S-10000-00017902) / BCB Page 17 of 22

4.4.2.6 Scope of Services Narrative

4.4.2.6.1 The Applicant shall complete and submit written narratives to specifically demonstrate how Applicant will meet the scope of services and the agency’s expectations for Consultant, including:

4.4.2.6.1.1 A complete and comprehensive written description of their experience working in Residential Care and Assisted Living Facilities;

4.4.2.6.1.2 Employee job descriptions for all employees that will be performing duties within this Scope of Services, which clearly describe Applicant’s ability to be a Consultant for Residential Care and Assisted Living Facilities and Endorsed Memory Care Communities; and

4.4.2.6.1.3 Applicant’s philosophy and approach to providing Consultant services.

4.4.2.7 Resumes and Training

4.4.2.7.1 The Applicant shall submit resumes or other supporting documents to specifically demonstrate how Applicant meets the expectations and requirements described in the Scope of Work.

4.4.2.8 Writing Sample

4.4.2.8.1 Applicant will include a writing sample that demonstrates Applicant’s ability to communicate key topics in a real residential care Consultant setting as an original work created by the Applicant.

4.4.3 Public Record

4.4.3.1 All Applications are public record and are subject to public inspection after Agency issues a letter to the Applicant to disclose the evaluation results of the Application Packet that the Applicant submitted.

4.4.3.2 If an Applicant believes any of its Application Packet is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Applicant shall complete and submit the Disclosure Exemption Affidavit (Attachment E). Applicant shall also mark as “Confidential” in OregonBuys all attachments to its Application that Applicant believes are exempt from disclosure.

RFA (S-10000-00017902) / BCB Page 18 of 22

4.5 EVALUATION PROCESS

4.5.1 Responsiveness and Responsibility Determination

Applications received prior to the Final Opening Date will be reviewed for responsiveness to all RFA requirements including compliance with Minimum Qualification section and Application Content Requirements section. If the Application is unclear, the SPC may request clarification from Applicant. However, clarifications may not be used to rehabilitate a non-responsive Application. If the SPC finds the Application non-responsive, the Application may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

Agency will determine if an apparent successful Applicant is Responsible prior to being selected. Selected Applicant(s) shall submit a signed Responsibility Inquiry form with the Application Packet.

At any time prior to an Applicant being added to the Agency list of Consultants, Agency may reject an Applicant found to be not Responsible.

4.5.2 Application Review and Acceptance

Applications meeting the requirements outlined in the Application Content Requirements section will be evaluated by ODHS Safety, Oversight and Quality Unit on an ongoing basis until the closing date of this RFA. Each Application deemed acceptable and qualified per the “Acceptance Range”, delineated below, will be placed on a list of Agency’s Approved Consultants.

As part of the Application acceptance and review process, Agency may contact Applicant. After submission of an Application, ODHS reserves the right to obtain clarification from Applicants regarding Application content. Thereafter, an Applicant may submit additional information if the RFA is still open for Applications.

Should Agency obtain additional information based on any interview, Agency will review, and screen said information in conjunction with Applicant’s original RFA submittal, and in accordance with the screening matrix described in 3.7.3 Screening Matrix.

4.5.3 Application Screening Matrix for Approving Consultants

Agency will use the below screening matrix to review and screen each Application.

Applicants must achieve a passing score in each Section in order to be approved. ODHS will provide a scoring rubric upon request.

RFA (S-10000-00017902) / BCB Page 19 of 22

RFA Section Header Title/Subject Matter Screening Points

Required points to Pass*

3.2.3.1 Applicant Information and Certification

Sheet (Attachment A)

Pass/Fail n/a

3.2.3.2 Applicant’s Staff and Training

Qualifications Sheet (Attachment B)

50 40/50

3.2.3.4 Applicant Technical Requirements

Summary

20 16/20

3.2.3.5 Scope of Services Narrative 60 48/60

3.2.3.6 Resumes and Training 40 32/40

SECTION 5: AWARD

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

5.1.1.1 As Applications are received, Agency will review each Application in the order they are received.

5.1.1.2 Once evaluations are completed, if an Application Packet scores one hundred (100), Agency will notify the Applicant that they will be placed on the Agency approved Consultant list.

5.2 SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

Applicant(s) who are selected under this RFA will be required to submit additional information and comply with the following:

5.2.1 Business Registry

5.2.1.1 If selected to be placed on the Agency approved Consultant list, Applicant shall be duly authorized by the State of Oregon to transact business in the State of Oregon before being placed on the list. The selected Applicant shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

5.2.1.2 All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site: http://www.filinginoregon.com/index.htm.

http://www.filinginoregon.com/index.htm

RFA (S-10000-00017902) / BCB Page 20 of 22

5.2.2 Non-Discrimination in Employment

5.2.2.1 As a condition of being selected for the Agency’s approved Consultation list under this RFA, Applicant must certify by its Signature on the “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.

SECTION 6: ADDITIONAL INFORMATION

6.1 ODHS’ RIGHT TO RESCIND APPROVAL

6.1.1 ODHS retains the right to rescind approval of a Consultant or management entity. Reasons for rescinding approval include, but are not limited to, one or more of the following:

6.1.1.1 A substantiated abuse allegation against the Consultant or their employee;

6.1.1.2 Failing to report abuse or suspected abuse;

6.1.1.3 Omitting or consistently failing to include required information in Consultant reports;

6.1.1.4 Consistently failing to meet deadlines for submitting Consulting reports;

or

6.1.1.5 Conviction of any felony or misdemeanor that would prevent an approved background check.

6.2 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 being selected. All interested businesses are encouraged to submit Application Packets for this opportunity.

RFA (S-10000-00017902) / BCB Page 21 of 22

6.3 CERTIFIED FIRM PARTICIPATION

Pursuant to 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:

Business Oregon : Home : State of Oregon or email: COBID

Biz*Biz.https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?X ID=6787&TN=oregon4biz

6.4 GOVERNING LAWS AND REGULATIONS

This RFA is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFA, evaluation and selection 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 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

6.5 OWNERSHIP/PERMISSION TO USE MATERIALS

All Applications submitted in response to this RFA become the property of Agency. By submitting an Application in response to this RFA, 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, or as otherwise needed to administer the RFA process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

6.6 CANCELLATION OF RFA; REJECTION OF APPLICATION PACKET; NO DAMAGES.

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

https://www.oregon.gov/biz/Pages/default.aspx mailto:Biz.COBID@biz.oregon.gov mailto:Biz.COBID@biz.oregon.gov https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

RFA (S-10000-00017902) / BCB Page 22 of 22

6.7 COST OF SUBMITTING AN APPLICATION

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