6291 final.pdf

RFGP #6291 OregonBuys#S-44300-00017979 jmb

THE STATE OF OREGON

OREGON HEALTH AUTHORITY

ISSUES THE FOLLOWING

REQUEST FOR GRANT PROPOSALS

RFGP #6291

OregonBuys #S-44300-00017979 for

Oregon Health Plan (OHP) Health System Navigation Grant Program

Provide partner-based outreach to individuals and families that may be eligible for health coverage through OHP and provide direct enrollment assistance and system navigation to consumers, regardless of health coverage eligibility.

Date of Issuance: September 17, 2026

Proposals Due by: 3:00 pm Pacific Time on Tuesday, November 3, 2026

NOTE: Proposals must be submitted through the OregonBuys system

Issuing Office: Office of Contracts and Procurement

500 Summer Street NE, E-03 Salem, Oregon 97301

Sole Point of Contact: Jewelee Bell Email: jewelee.m.bell@odhsoha.oregon.gov Phone: 971-208-4144

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Sole Point of Contact for this RFGP. We accept all relay calls.

The State of Oregon promotes equal opportunity for all individuals.

Table of Contents

SECTION 1 – PURPOSE/OVERVIEW

1.1 Introduction

1.2 Background and Overview

1.3 Definitions

1.4 Authority

SECTION 2 – MINIMUM REQUIREMENTS

2.1 Minimum Requirements

2.2 Eligibility

2.3 Conflicts of Interest

SECTION 3 – PROJECT DESCRIPTION

Health Systems Navigation Results Framework

3.2 Reporting Requirements

3.3 Required Standards

SECTION 4 – RFGP PROCESS

4.1 Sole Point of Contact (SPC)

4.2 Timeline for RFGP and Proposal Submission

4.3 Closing Date for Submittal of Proposals

4.4 Withdraw or Resubmit a Proposal

4.5 Pre-proposal Questions Relating to this RFGP

SECTION 5 – PROPOSAL REQUIREMENTS

5.1 General Proposal Requirements

5.2 Technical Proposal Requirements

5.3 Budget Proposal Requirements

SECTION 6 – PROPOSAL EVALUATION

6.1 Technical Proposal Evaluation

6.2 Final Selection and Award

6.4 Cancellation of RFGP; Rejection of Proposals; No Damages

SECTION 7 – GENERAL INFORMATION

7.1 Changes/Modification and Clarifications

7.2 Reservation of OC&P Rights

7.3 Award Notice

7.4 Release of Information

7.5 Cost of Proposals

7.6 Grant Period

7.7 Obligation

7.8 Grant Documents

7.9 Insurance Requirements

ATTACHMENT 1 – Proposer Information and Certification Form ATTACHMENT 2 – Disclosure Exemption Affidavit

ATTACHMENT 3 – Budget Guidelines ATTACHMENT 4 – Budget Table ATTACHMENT 5 – Form of Grant Agreement

SECTION 1 – PURPOSE/OVERVIEW

1.1 Introduction

The State of Oregon, Oregon Health Authority (OHA), invites qualified organizations to submit a Proposal to participate in the Oregon Health Plan (OHP) Outreach and System Navigation Grant Program (Program).

Grant funds awarded as a result of this RFGP must be used to support 1) outreach to uninsured or underinsured Oregonians who may be eligible for the OHP, in all regions of the state; 2) system navigation for any individual seeking assistance through the Oregon Health Plan.

Depending on legislative approval of funds, OHA intends to award 40-45 OHP Outreach and System Navigation Grants (HSN Grants). Each grant awarded will be for an amount not to exceed $150,000 for a 24-month period, beginning July 1, 2027, and ending June 30, 2029.

All organizations submitting a Proposal are referred to as Proposers in this RFGP.

After execution of a Grant Agreement, an awarded Proposer will be designated as a Recipient.

If awarded a Grant, OHA will negotiate a Work Plan and Final budget with the Recipient.

1.2 Background and Overview

The Oregon Health Plan serves over 1,400,000 Oregonians and is guided by the vision for better health, better care, and lower costs for all Oregonians.

The Oregon Legislature in 2009, through statutory changes and funding appropriations, directed that outreach grants be awarded to partner-led organizations serving all communities, particularly those focusing on enrollment of all children, youth, and families in rural regions and with additional obstacles to accessing health care, such as those with physical, cognitive, sensory, behavioral health conditions or chemical dependency, and those experiencing homelessness. Since that time, the OHA Office of Community Health and Engagement (OCHE), previously known as the Community Partner Outreach Program (CPOP), has supported local organizations across the state in their work to expand their outreach efforts to all populations across the state and has multiplied the network of local organizations from 32 grantees to over 350 local organizations serving all Oregonians.

The Affordable Care Act (ACA) has realized the largest expansion in health coverage enrollment in US history. However, there continue to be individuals who need health coverage, need to re-enroll in it, or who “churn” between Medicaid and private plans, challenging both continuity and quality of care.

A key partnership for OHA has been the collaboration with the Marketplace. OHA and the Marketplace will continue to work together to support a statewide outreach and system navigation network of application assisters that provides Oregonians of all income levels with access to public and private health insurance. The Office of Community Health and Engagement has partnered with organizations across the state that have connected Oregonians to health care for the past decade. Local organizations, Application Assisters, and Community Health Workers will continue to be critical to reach many working families that may have incomes above Medicaid eligibility levels. While this RFGP is focused on the OHP-eligible population, all certified assisters funded through OHA-managed outreach, enrollment, and system navigation grants must be prepared to assist anyone through the Oregon Eligibility (ONE) system, through Oregon’s online Health Insurance Marketplace, or by referring clients applying for private health insurance to a licensed insurance agent.

1.3 Definitions

For the purposes of this RFGP and the resulting Grant Agreement(s) awarded, the terms below have the following meanings:

1.3.1 Activity means a specific action or set of actions that the Recipient performs to produce the desired Outcome.

1.3.2 Community Health Worker (CHW) means a frontline public health worker who is a trusted member of or has an unusually close understanding of the population they serve.

1.3.3 Grant means a grant awarded as a result of this RFGP.

1.3.4 Grant Agreement means a grant agreement substantially in the form of

Attachment 5 that is entered into between OHA and a Recipient, which includes all exhibits and attachments identified therein.

1.3.5 Key Personnel or Key Persons means the person or persons on Proposer’s staff assigned to perform the activities under the Grant Agreement. For Key Persons not identified prior to Proposal submission, a position description must be submitted. OHA reserves the right to approve or deny Key Persons submitted for approval after award of the Grant.

1.3.6 Objective means a clear, specific statement of what the Recipient aims to achieve in order to advance the overarching goal.

1.3.7 Office of Contracts and Procurement (OC&P) means the office that is responsible for this procurement process for OHA.

1.3.8 Oregon ONE Eligibility means the system where applicants apply for

OHP coverage via ONE (Medicaid Eligibility Determination).

1.3.9 Outcome means the specific change the Recipient expects to see or achieve because of their Grant project.

1.3.10 Proposal means a written response submitted by Proposers through the

OregonBuys system in response to and in accordance with the process described in this RFGP.

1.3.11 Proposer means the entity that submits a Proposal in response to this

RFGP.

1.3.12 Recipient means the Proposer(s) selected through this RFGP to enter into a Grant Agreement with OHA.

1.3.13 RFGP means this Request for Grant Proposals.

1.3.14 SPC means the OC&P Sole Point of Contact who serves as the coordinator and focal point of information, communications and activities relating to this RFGP.

1.3.15 System Navigation, or Health System Navigation, means the process by which a local organization supports individuals who are in need of health care by: (a) Assisting with application for or renewal of Oregon Health Plan (OHP); (b) Assisting with the management of the application process for OHP; (c) Assisting with accessing available benefits; (d)

Identifying and removing obstacles to care; (e) Providing the information needed to build the knowledge and confidence necessary for utilizing benefits; or (f) Promoting the establishment of healthcare services and continuity of care. For the purposes relating to this RFGP, there may be multiple instances of System Navigation for a single individual.

1.4 Authority

OHA issues this RFGP under the authority of ORS 413.033 and ORS 413.201.

SECTION 2 – MINIMUM REQUIREMENTS

2.1 Minimum Requirements

Within the general Grant project description, OHA is requesting Proposals outlining plans for focused outreach to uninsured or underinsured Oregonians that may be eligible for OHP, and for providing system navigation to any applicant, regardless of the type of health insurance they may be eligible for.

Proposers must demonstrate a physical presence in one or more specific counties and describe the population(s) on which the Proposer will focus its outreach and system navigation efforts.

2.2 Eligibility

Only one Proposal may be submitted by any one eligible organization or coalition.

Eligible organizations working together as a coalition and proposing to perform outreach and system navigation activities may submit only one Proposal. No more than one Grant Agreement will be awarded to any eligible organization, whether it proposes as an individual organization, as part of a coalition, or as the lead agency of any coalition.

Proposers will not finance the same Activities under more than one outreach and system navigation grant, and they will not supplant or duplicate existing local, state, or federal funding for any Activity described in this RFGP.

To be eligible to submit a Proposal, Proposers must be one of the following:

• A non–profit 501(c)(3) organization;

• A hospital;

• A safety net clinic;

• A public health department; or

• A school.

Proposers that are receiving Medicaid Administrative Claiming (MAC) or Medicaid outreach, enrollment, and education funds are not eligible for this funding opportunity unless the Proposer is able to demonstrate that funding will not be used for the same activities and separate financial tracking processes exist, distinguishing the funding sources and uses from each other.

2.3 Conflicts of Interest

Proposals will not be accepted from an individual or entity that has a conflict of interest.

A Proposer has a conflict of interest if they are any of the following:

a. Insurers and their subsidiaries.

b. Insurance companies.

c. Associations and their subsidiaries that include members of, or lobby on behalf of, the insurance industry.

d. Entities receiving direct or indirect consideration from insurers in connection with the enrollment of any individuals or employees in health insurance.

e. Individuals or entities, including insurance agents, receiving direct or indirect compensation or other consideration from health insurers or their subsidiaries. Such consideration includes, but is not limited to, commissions for renewals, pension income, and other sources of income from health insurers.

SECTION 3 – PROJECT DESCRIPTION

The Health System Navigation (HSN) Grant Program aims to provide funding to organizations to complete work to help all people and families access their OHP benefits. Recipients awarded HSN grant funding as a result of this RFGP will assist individuals and families with OHP enrollment services, explain how to use their benefits, and remove obstacles to care. Recipients will also build confidence and support ongoing care through outreach, engagement, and system navigation. Recipients must meet the highest standards prevalent in the industry or business most closely involved in completing the activities described in the objectives, outcomes, and activities outlined in the Health Systems Navigation Results Framework flowchart provided below. This visual is meant as a high-level flowchart to demonstrate how activities, outcomes, and objectives are connected.

Recipients will use grant funds awarded under this RFGP to support OHA’s goal of strengthening access to affordable care for all by contributing to Objective 1 and Objective 2 as stated in the HSN Results Framework. More specifically, Recipients will:

Objective 1: Expand and deepen partner-led outreach efforts to ensure individuals and families are informed about and connected to OHP services.

Outcome 1: Individuals and families have increased awareness and understanding of how to access and use OHP benefits.

Activity 1.1: Host and participate in events to share information on OHP system navigation services, including but not limited to:

• Conducting outreach activities to inform local populations of health coverage options and methods of applying primarily for public coverage through the Oregon ONE Eligibility System.

• Focusing efforts in geographic areas with high rates of uninsured and underinsured, including rural areas; demographic groups, and language minority populations with additional obstacles to accessing health care, such as those with physical, cognitive, sensory, or behavioral health conditions, chemical dependency, social and economic challenges, and those experiencing homelessness.

• Conducting partner-led outreach to inform all populations with limited access to care in the state of Oregon.

Activity 1.2: Share information on OHP system navigation services through advertising and distribution of OHA-approved promotional, educational, and marketing materials.

Objective 2: Advance equitable access to healthcare by strengthening individuals’ and families’ capacity to navigate the ONE Eligibility and health benefits system, maintain OHP coverage, and obtain needed services.

Outcome 2.1: Individuals and families obtain and sustain enrollment in OHP benefits.

Outcome 2.2: Individuals and families face fewer barriers to accessing healthcare and receiving care when they need it.

Activity 2.1: Provide OHP application assistance, including completing new OHP applications and/or renewals, reporting changes to clients' cases, and responding to requests for information.

NOTE: Recipients can choose to help individuals and families apply for the State-Based

Marketplace, but those efforts will not be reimbursed through grants awarded as a result of this RFGP. Organizations that wish to help individuals in applying for the State-Based Marketplace will need to have a current and updated volunteer agreement with the Oregon Health Insurance Marketplace.

Activity 2.2: Train staff on health system navigation through the Health System Navigation training, Community Health Worker (CHW) certification, OHP Application assister training, and other required training and meetings, such as regional collaboratives.

Activity 2.3: Provide health system navigation education for individuals and families to improve navigation of health insurance systems and health insurance literacy.

Activity 2.4: Schedule medical appointments for OHP members.

Activity 2.5: Provide or connect OHP members with services that support their ability to access healthcare.

Health Systems Navigation Results Framework

3.2 Reporting Requirements

3.2.1 Activity Reporting Requirements

Recipients will be required to collect and submit data on the Activities they complete as part of the Health System Navigation grant. OHA will provide details on the Activity Reporting requirements once a grant has been awarded. These reporting requirements may be changed or updated by OHA at any time.

3.2.2 Finance Reporting Requirements

Recipients will be required to submit monthly financial reports in the format required by OHA. Reports will be submitted to OHA on the 15th of each month, for Activities completed in the previous month. For example, reports for the month of January are due February 15. All financial reports must include a description of expenses incurred.

Failure to include a description of expenses will require Recipient to submit corrected financial reports which could result in delayed or disallowed disbursement of grant funds. Activity reports must support financial reports, and grant funds will only be disbursed for OHA-approved reports. Monthly reporting elements and guidelines may be changed or updated by OHA at any time.

3.2.3 Language Access Reporting Requirements

Recipient shall collect and report to the OHA Agreement Administrator quarterly data on the number of clients with language and modification needs, served under the Grant Agreement, languages and modifications required, methods of service (e.g., qualified interpreters, qualified bilingual staff, etc.) and service modalities (e.g., in-person, video remote interpretation, etc.). Details on the methods to report this data will be provided by OHA.

3.3 Required Standards

The following Community-Responsive and Linguistic Competency Standards, Organization Standards, and Application Assister and Community Health Worker Standards will be incorporated into all Grant Agreements resulting from this RFGP. The following standards are not intended to be all-encompassing.

3.3.1 Community-Responsive and Linguistic Competency Standards

Consistent with the philosophy that attaining community-responsive and linguistic competency standards is an ongoing developmental process, certain indicators must be in place on the day the Recipient’s Grant project begins. Recipients will be required to:

3.3.1.1 Demonstrate the alternatives and options available for consumers requesting application assistance that accommodate individual preferences and linguistic differences, and people with functional limitations or facing other obstacles.

3.3.1.2 Demonstrate the existence of policies and procedures for meeting consumer language needs.

3.3.1.3 Demonstrate in-person, phone, and electronic consumer access to bilingual-bicultural staff for the languages and cultures of the target populations being served.

3.3.1.4 Identify populations whose primary language is other than English by region or county within the regions served.

3.3.1.5 Demonstrate how consumers whose primary language is

other than English, but not a language broadly available, will be assisted to secure or link to appropriate services. Also demonstrate the progressive steps to assist these consumers to obtain services in their primary language.

3.3.1.6 Availability of culturally and linguistically appropriate written information for identified consumer populations. Such information will read at the sixth-grade reading level.

3.3.1.7 Demonstrate an approach to informing consumers and

prospective consumers of the availability of cultural and linguistic services and programs.

3.3.1.8 Demonstrate willingness to partner with other organizations.

3.3.1.9 Assess factors and develop a plan to facilitate the ease with which all individuals and families can obtain services. Such factors should include location, hours of operation or other relevant areas; adapting physical facilities to be comfortable and inviting to all people; locating facilities in settings that are welcoming, including co-location of services or partnerships with local organizations. May include travel to the consumer or providing services off-site.

3.3.2 Organization Standards

3.3.2.1 In a secure and locked manner, the Application Assister or

CHW shall maintain for six years, copies of all records including, but not limited to, paper applications submitted on a consumer’s behalf and the consent form if applying online, related to enrollment assistance, whether in paper, electronic or other form. Access to these records will be limited to authorized personnel only, including OHA or its delegates.

The following activities are not allowed. A Recipient must not:

3.3.2.2 Offer or provide any gift, favors or other inducement (including food) to potential Applicants without prior approval from OHA.

3.3.2.3 Accept money or premium payments.

3.3.2.4 Submit eligibility or enrollment information without first obtaining an OHA approved consent form from the Applicant.

3.3.2.5 Divulge any personal information obtained while assisting an Applicant with an application for purposes other than enrollment assistance.

3.3.2.6 Invite or influence an individual or their dependents to separate from any health insurance plan or arrange for this to occur.

3.3.2.7 Allow any person who has not passed a criminal history check through OHA’s required process to perform Activities under the Grant.

3.3.2.8 Provide inaccurate, misleading or coercive oral or written information or materials.

3.3.2.9 Encourage Applicants to include any false or misleading information regarding income, residency, alienage and other eligibility information on an application.

3.3.3 Application Assister and Community Health Worker Standards

3.3.3.1 All Application Assisters and CHWs will be trained and certified as required by OHA. Potential Application Assisters and CHWs must complete the required Oregon specific training(s) and recertification as required by OHA.

3.3.3.2 Application Assisters and CHWs will provide information about available public and private health insurance coverage options to potentially eligible Oregonians. The information must, at a minimum, include an explanation of the role of Application Assisters and CHWs.

3.3.3.3 Application Assisters and CHWs will encourage Applicants to provide accurate and truthful information, and will not attempt to pre-determine consumer eligibility, or make any assurances regarding the eligibility of a consumer for any health coverage option.

3.3.3.4 All Application Assisters and CHWs will provide enrollment assistance through ONE, including HealthCare.gov resources as applicable. Assistance will be provided to both new Applicants and to members seeking to renew coverage.

3.3.3.5 Application Assisters and CHWs shall obtain appropriate permissions from the Applicant prior to helping the Applicant to submit an application. Application Assisters and CHWs will provide a copy of and explain the OHA-approved consent form. A signed copy of the consent form must be kept on file.

3.3.3.6 Application Assisters and CHWs shall provide impartial health coverage choice counseling using filters embedded in the online application and information provided by OHA or its delegates. If a consumer needs additional assistance choosing a qualified health plan, the Application Assister or CHW shall refer the applicant to a certified agent.

3.3.3.7 Application Assisters and CHWs shall disclose any

relationships the Application Assister, CHW or organization has with insurers, their subsidiaries, or other conflicts of interest as defined by OHA.

3.3.3.8 Application Assisters and CHWs shall assist the client to navigate both OHP and Coordinated Care Organization systems.

SECTION 4 – RFGP PROCESS

4.1 Sole Point of Contact (SPC)

All communications concerning this RFGP must be directed only to the SPC named above. Any unauthorized contact regarding this RFGP with other state employees or officials may result in Proposal rejection. Any oral communications will be considered unofficial and non-binding. The OregonBuys system will be used to distribute all information regarding this RFGP. Any additional information received in writing from the SPC is also considered official, except that changes, addenda, or amendments to the RFGP are official only when posted to OregonBuys in accordance with Section 7.1.

4.2 Timeline for RFGP and Proposal Submission

RFGP Issued ............................................................... September 17, 2026 RFGP Questions due ......................................... October 7, 2026 1:00 pm RFGP Answers provided (approximately) ................... October 14, 2026 RFGP Closes. Proposals due .................. November 3, 2026 at 3:00 pm Notice of Award issued (estimated) ............................... January 1, 2027

4.3 Closing Date for Submittal of Proposals

Proposals must be submitted through the OregonBuys system no later than the date and time specified in Section 4.2, Timeline for RFGP and Proposal Submission.

Proposals will only be accepted electronically through the OregonBuys system.

4.4 Withdraw or Resubmit a Proposal

The OregonBuys system allows Proposers to Withdraw any documents submitted and allows Proposers to Resubmit a Proposal up to the date and time that the RFGP closes.

4.5 Pre-proposal Questions Relating to this RFGP

Questions about this RFGP, including specifications, Grant terms and conditions, or the solicitation process, must be submitted in writing and received by the SPC by the date and time specified in Section 4.2. Questions may be submitted by email to the SPC directly, or they may be submitted through the OregonBuys system. Notification of any substantive clarifications provided in response to any question will be published through the OregonBuys system.

For complete RFGP documentation, please go to the OregonBuys web site at https://oregonbuys.gov/bso/

OC&P will not automatically mail/email copies of any amendments or answers but will publish Amendments and Questions and Answers through OregonBuys. Amendments may be downloaded from OregonBuys.

Proposers are responsible for frequently checking OregonBuys until the date the RFGP closes.

https://oregonbuys.gov/bso/

SECTION 5 – PROPOSAL REQUIREMENTS

All Proposals must include the items listed in this Section. Proposals must address all Proposal and submission requirements set forth in this RFGP and must describe how the Grant Activities will be performed. Proposals that merely offer to “provide services as stated in this RFGP” or use other generic language regarding services will be considered non-responsive and will not be considered further.

OHA will evaluate the overall quality of content and responsiveness of Proposals to the purpose and specifications of this RFGP.

5.1 General Proposal Requirements

5.1.1 Proposer must submit one signed Proposal electronically using the

OregonBuys system, without extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Proposal.

Proposer must submit the Proposal, bearing the Proposer’s authorized representative’s signature on the completed Proposer Information and Certification Form (Attachment 1), as one complete electronic copy of the Proposal including all required attachments, in one of the following formats: Adobe Acrobat (pdf) or Microsoft Word (docx).

A representative authorized to bind the Proposer must sign the completed Proposer Information and Certification Form. Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in the Proposal being rejected by OC&P.

5.1.2 If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment 2) and a fully redacted version of its Proposal, clearly identified as the redacted version.

5.2 Technical Proposal Requirements

The Technical Proposal includes the following sections: 5.2.1 Organizational Experience and Capacity and Experience, 5.2.2 Implementation Approach Narrative, 5.2.3 Service Area, and 5.2.4 Focus Population. The Technical Proposal must include all sub-sections listed and not exceed 10 pages. The Technical Proposal should follow the formatting specifications in the table below.

Font type Aptos (Body) Font size 12 Line spacing 1.25 Page Margins 1” top, bottom, left and right

The Technical Proposal should focus on the following:

90% Health System Navigation 10% Outreach

5.2.1 Organizational Experience and Capacity

5.2.1.1 Mission and History

Provide a narrative describing how the organization’s mission and history align with the objectives of this RFGP. This narrative should include:

• Proposer’s experience conducting outreach specific to healthcare-related programs, Healthcare System Navigation, or similar services

• Proposer’s work experience with uninsured and underinsured Oregonians.

• Past programs or accomplishments that demonstrate Proposer’s capability

5.2.1.2 Staffing and Expertise

Provide a snapshot of the staff who will support the Grant Activities, including:

• Key roles (e.g., outreach coordinators, enrollment specialists, Community Health Workers, navigators)

• Language skills, client-based responsive competencies, or lived experience relevant to the populations served

• Training or certifications applicable to OHP/Medicaid, community health, or case management

• Staff resumes are not required and will count towards the page limit - in the alternative, please include brief descriptions of relevant skills and experience.

5.2.1.3 Commitment to Serving All and Client-Centered Practice

Describe how Proposer:

• Integrates client-centered practices

• Engages priority individuals and families in planning and decision‑making

• Ensures services are accessible (language, differently-abled access, scheduling, transportation)

5.2.2 Implementation Approach Narrative

Provide an implementation approach narrative describing how HSN grant funding will be used to implement all of the Activities outlined in the HSN Results Framework. At a minimum, the implementation approach narrative should include:

5.2.2.1 Key Activities

Proposers must describe the expected Activities their organization will carry out, including the direct and measurable results their organization will successfully accomplish through those activities.

Activities typically describe things like the number of events held, materials distributed, people reached, or services delivered.

The Implementation Approach Narrative must include a list of key Activities Proposer expects to complete during the Grant term.

Attributes of “strong” Activities:

• Specific and concrete

• Use numbers or estimates whenever possible

• Ensure that proposed Activities logically connect to the HSN Grant activities outlined in the Health Systems Navigation Results Framework

• Keep key Activities and targets realistic and achievable within the Grant term

When describing expected Activities, it is important to remember that 90% of the HSN proposed Grant Activities must support the health system navigation objective and 10% of the HSN proposed Grant must support the local outreach and engagement objective.

The Implementation Approach Narrative must include a brief description of how each Activity supports the HSN Grant outcomes described in the Health Systems Navigation Results Framework, such as improving awareness, reducing barriers, or helping individuals and families access and use OHP benefits.

5.2.2.2 Targets

A target is the specific quantity or level of an Activity Proposer expects to reach during the Grant term. Targets help set expectations and allow OHA to understand the planned/proposed scale of work.

The Implementation Approach Narrative must include a numeric target describing what the Proposer plans to achieve as a result of each key Activity completed during the Grant term.

Examples of Activities with targets include:

• “Conduct 12 community outreach events during the grant term”

• “Complete 200 health system navigation encounter during the grant term”

• “Distribute OHP navigation material to 24 locations before the end of the grant term”

5.2.2.3 Service Area

Proposers should include a description of the geographical area your organization will be serving.

Describe the strategies Proposer will use to address outreach challenges or other challenges specific to the areas Proposer will serve.

Please include the:

• Counties, cities or towns

• Tribal lands or reservation areas

• Rural vs. urban distinctions

• Any other relevant geographical or place of interest subdivision

5.2.2.4 Focus Population

Proposers should describe the demographic populations it intends to reach through the HSN Grant activities, while also acknowledging that no one seeking help may be turned away. Health System Navigation Grant activities must support outreach to uninsured or underinsured Oregonians who may be eligible for the OHP, in all regions of the state.

This section should describe the strategies Proposer will use to:

• Reach the proposed focus populations

• Provide healthcare system navigation to all individuals and families that are eligible to access health coverage through the OHP

5.3 Budget Proposal Requirements

Provide one detailed Budget Proposal for the entire 24-month grant period, substantially in the form of Attachment 4, Budget Table, as well as a budget narrative (not to exceed 2 pages) according to the instructions in Attachment 3, Budget Guidelines.

The Budget Proposal must include separate line items for personnel salary, benefits, travel (mileage included must not exceed the current state of Oregon rate), training, outreach, enrollment, system navigation services, supplies (supplies not to exceed 20% of the total budget), and indirect/administrative expenses (not to exceed 15% of the budget subtotal).

Please refer to Attachment 3, Budget Guidelines for information regarding budget categories.

SECTION 6 – PROPOSAL EVALUATION

Proposals must be complete at the time of submission and include all required documents.

OC&P will conduct a comprehensive and impartial evaluation of the Proposals received to verify that each Proposal meets all Proposal Requirements in Section 5 and to determine whether the Proposal is responsive. The Proposals meeting those requirements will be forwarded to the Evaluation Committee for evaluation and scoring. Those Proposals that do not meet all requirements will be deemed non-responsive and will not be further evaluated.

Responsive Proposals will be evaluated by an Evaluation Committee selected by OHA. The Evaluation Committee will evaluate the Proposals and score them according to the criteria described below.

Proposals must provide a concise description of the Proposer’s ability to accomplish the Outcomes and reach the Objectives of the Program with emphasis on completeness and clarity of content. Evaluators will consider brevity and clarity of responses when scoring Proposals.

Maximum point values and the evaluation criteria for each section are described below.

Award(s), if one or more are made, will be made to responsive, responsible Proposer(s) subject to Section 6.2.

6.1 Technical Proposal Evaluation

The Evaluation Committee members will use a 1–5 scale to evaluate how well each part of the Proposal meets the requirements. A score of 1 means the information provided in that section of the Proposal is minimal or not clearly developed, while a score of 5 reflects an exceptional, complete, and well-supported response.

Reviewers will use the same 1–5 scale for every section, and each section is weighted to show its importance in the overall evaluation (see table below for the level of importance or weighting for each section). This ensures Proposals are rated consistently, fairly, and based on the strength and clarity of the information provided in the Proposal.

Proposal Section Level of Importance

(Weight) RFGP Sections 5.2.1.1, 5.2.1.2, and 5.2.1.3

Organizational Capacity

30%

RFGP Sections 5.2.2.1, 5.2.2.2, 5.2.2.3, and 5.2.2.4

Implementation Narrative

50%

Section 5.3 Budget Proposal 25%

Organizational Capacity & Experience Score Criteria Evaluated

5 – Exceptional:

The proposal demonstrates outstanding organizational experience and readiness.

Mission and history clearly align with the HSN Program, supported by extensive, relevant experience in healthcare outreach, OHP enrollment, system navigation, or similar services.

The Proposer has provided an exceptional history of engagement with uninsured and underinsured Oregonians.

Shows a history of excellence in their work with past programs or accomplishments that demonstrate their capability.

Staffing is fully appropriate for the Activities, with key roles identified and strong relevant skills, language abilities, training, or lived experience connected to the populations served.

Shows clear, detailed examples of client-centered practices, meaningful engagement of priority individuals and families, and strong accessibility strategies.

All staff who may be conducting Grant Activities are or will be trained as OHP application assisters and/or CHWs and brief descriptions of relevant skills, experience, or training plan have been provided.

4 – Strong: The organization shows solid organizational capability and alignment in the proposal.

Mission and history align well with the HSN Program and relevant experience is evident.

The Proposer has demonstrated a strong track record of engagement with uninsured and underinsured Oregonians.

Most key staff roles and skills are presented clearly, with some relevant training or experience.

Demonstrates commitment to client-centered practices and accessibility, with some strong examples.

Organization appears fully capable, though minor gaps may exist.

3 – Adequate:

The organizational capacity and experience meets basic expectations.

Mission and history are generally aligned with the HSN Program, with some relevant experience.

The Proposer has experience working with uninsured and underinsured Oregonians.

Proposer has some experience conducting outreach to healthcare-related programs, Healthcare System Navigation or similar services.

Staffing information is provided with some relevant skills, though details may be missing or unclear.

Mentions client-centered practices and accessibility in general terms with limited examples.

Shows basic capability to perform the work.

2 – Limited: The proposal provides incomplete or unclear information on the organization's capacity and experience.

Mission and history show only limited connection to the HSN Program objectives or focus populations.

Staffing descriptions lack clarity or relevance; key roles or critical experience may be missing.

Mentions client-centered practices vaguely, with little evidence of engagement or accessibility efforts.

Capability appears uncertain.

1 - Minimal: The proposal does not demonstrate sufficient organizational experience or capacity.

Minimal or no relevant mission history or experience related to healthcare outreach or uninsured and underinsured Oregonians.

Staffing information is absent or not relevant.

No meaningful explanation of client-centered practices, engagement, or accessibility.

Response is incomplete or non-responsive.

Implementation Approach Narrative

5 - Exceptional:

The implementation approach narrative provides an outstanding, comprehensive, and clearly measurable implementation approach.

Key activities are specific, concrete, logically connected to HSN grant activities, and include clear numerical estimates.

Every activity includes realistic, meaningful, and measurable targets aligned with the proposed scale of Activities.

Provides strong, clear descriptions of how each activity supports required HSN outcomes (awareness, barrier reduction, access/use of OHP benefits), including alignment with the 90% HSN and 10% outreach structure.

Clearly identifies service areas (counties, cities/towns, tribal areas, rural/urban distinctions) and offers thoughtful, well-developed strategies to address outreach challenges specific to each area.

Provides a strong, realistic plan for reaching proposed focus populations while also demonstrating readiness to serve all individuals eligible for OHP.

Overall, the proposal demonstrates exceptional clarity, feasibility, alignment, and responsiveness to HSN Program goals.

4 - Strong: The implementation approach narrative provides a strong and mostly complete plan.

Activities are generally specific and measurable, with numerical estimates for most items.

Most activities include clear targets that are realistic and achievable.

Provides solid explanation of how activities support HSN outcomes, with only minor gaps.

Identifies service areas clearly and provides practical strategies for addressing outreach challenges.

Provides good strategies for reaching focus populations and serving eligible individuals statewide.

Overall strong, with only minor weaknesses in detail or completeness.

3 - Adequate:

The implementation approach narrative meets basic expectations.

Activities are described but may lack consistent specificity or measurable components.

Some activities have targets, but others are unclear or missing.

Provides a general explanation of how work supports HSN outcomes, though connections may be weak or inconsistent.

Service area is described, but strategies for addressing geographic challenges may be limited.

Some strategies for reaching focus populations are provided but not well developed or fully thought through.

The implementation plan is feasible but lacks depth or clarity.

2 - Limited: The implementation approach narrative provides incomplete or unclear information.

Activities are vague, not easily measurable, or appear unrealistic.

Few activities have usable targets; targets may be vague or not clearly linked to the activities.

Minimal explanation of how proposed work supports HSN outcomes.

Service area description is incomplete; strategies for outreach challenges are minimal or unclear.

Strategies for reaching focus populations are vague, limited, or not well aligned with the HSN Program.

The implementation plan raises concerns about feasibility, alignment, or clarity.

1 - Minimal: The implementation approach narrative does not meet the requirements.

Activities are not clearly described or measurable.

Targets are missing or unusable.

No meaningful explanation of support for HSN outcomes.

Service area is not described in a usable way; no outreach strategies included.

No clear plan for reaching focus populations or serving all individuals eligible for

OHP.

Budget Proposal

5 - Exceptional:

The budget proposal provides a complete, clear, and highly detailed 24-month budget.

Budget Table and narrative follow all required categories and formats.

All required line items are included: personnel salaries, benefits, travel, training, outreach, supplies (≤20%), and indirect/administrative expenses (≤15%).

Personnel expenses include detailed FTE allocations, clear role descriptions, tracking for part-time staff, and complete breakdowns for coalition members. If FTE is allocated to administrative support and oversight, such positions comprise no more than 10% of the total requested FTE for the grant.

Travel expenses adhere strictly to Oregon state rates and include only allowable local travel.

Outreach and system navigation materials are appropriate and exclude disallowed items.

Supplies and indirect costs comply with percentage limits and calculations are clearly documented.

Budget appears realistic, cost-effective, aligns with grant activities, and demonstrates strong financial stewardship.

Overall, the budget is fully compliant, well-constructed, and highly credible.

4 - Strong: The budget proposal provides a strong and mostly complete budget.

Budget Table and narrative meet structural requirements.

Nearly all required line items are present and correctly categorized.

Personnel expenses include clear FTE allocations and relevant staff roles, with only minor detail gaps.

Travel follows state rules; no concerning expenses.

Outreach/navigation material costs are appropriate.

Supplies and indirect costs comply with limits, with minor gaps in narrative explanation.

Budget is realistic and mostly well aligned with proposed activities.

Overall strong, with only minor clarity or detail weaknesses.

3 - Adequate:

The budget proposal meets basic requirements.

Budget includes required categories but may contain incomplete detail or unclear calculations.

Personnel expenses include some FTE information, but roles or allocations may be vague.

Travel is generally acceptable but may lack clarity about compliance with Oregon state rates.

Some outreach or navigation material descriptions may be general.

Supplies or indirect costs may approach limits without sufficient explanation.

Budget appears feasible but lacks clarity, thoroughness, or strong justification.

Overall sufficient but not well developed.

2 - Limited: The budget proposal provides incomplete or unclear budget information.

Several required line items are missing, miscategorized, or lack sufficient detail.

Personnel expenses lack clear FTE allocations, time tracking, or staff roles.

Travel costs may exceed allowable rates or include questionable items.

Outreach/navigation material costs may not meet guidelines.

Supplies or indirect/administrative expenses exceed limits or lack explanation.

Budget feasibility is uncertain or poorly aligned with proposed work.

Overall, the budget raises concerns about compliance or financial reasoning.

1 - Minimal: The budget proposal does not meet budget requirements.

Budget Table or narrative is missing or not usable.

Required categories are missing major components.

Personnel, travel, materials, supplies, and/or indirect costs violate program rules or lack documentation.

Costs are unrealistic, inappropriate, or not aligned with program expectations.

The budget does not demonstrate an ability to responsibly manage grant funds.

6.2 Final Selection and Award

Award(s), if they are made, will be to the highest ranked, responsive Proposer(s) whose Proposal(s) best addresses the goals and objectives of this RFGP, most accurately and completely fulfills the requirements of the Program, and are deemed by OHA to best meet the outreach and system navigation needs as defined in this RFGP. Notwithstanding the prior sentence, OHA may. in its discretion, make awards to lower ranked Proposers to ensure optimal service coverage.

If selected for an award, Proposer must be duly authorized by the state of Oregon to transact business in the state of Oregon before execution of the Grant Agreement. Visit https://sos.oregon.gov/business/pages/starting-business.aspx for Oregon Business Registry information.

If selected for an award, Proposer must secure and demonstrate proof of insurance as required before execution of the Grant Agreement. Insurance Requirements are found in Exhibit C to Attachment 5, Form of Grant Agreement. The terms and conditions included in Attachment 5, other than the Grant Activities, outcomes or Budget, are not subject to negotiation.

In the event that Grant negotiations are not successful within a reasonable time frame, OHA reserves the right to terminate negotiations with a specific Proposer(s) and continue negotiations with other Proposer(s) until successful negotiations are completed or OHA decides to terminate all negotiations or cancel this solicitation. The determination of what constitutes a reasonable time frame for purposes of this Section will be solely at the determination of OHA. This protocol will be followed until a Grant Agreement has been signed. If all Proposals are rejected, Proposers will be promptly notified.

6.3 Proposal Rejection

6.3.1 OC&P will reject a Proposer’s Proposal if the Proposer attempts to influence a member of the Evaluation Committee regarding the solicitation, Proposal review or evaluation process.

6.3.2 OC&P may also reject a Proposal for any of the following reasons:

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

https://sos.oregon.gov/business/pages/starting-business.aspx https://sos.oregon.gov/business/pages/starting-business.aspx

6.3.2.2 Proposer has liquidated and delinquent debt owed to, or is in default of any contract or grant agreement with, the State or any department or agency of the State.

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

6.3.2.4 Proposer makes any contact regarding this RFGP 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.

6.3.2.5 Proposal is conditioned on OHA’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 RFGP or Amendment(s).

6.4 Cancellation of RFGP; Rejection of Proposals; No Damages

OHA may reject any or all Proposals in-whole or in-part or may cancel this RFGP at any time when the rejection or cancellation is in the best interest of the State or OHA, as determined by OHA. 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 RFGP or a Grant Agreement award, or the rejection of any Proposal.

SECTION 7 – GENERAL INFORMATION

7.1 Changes/Modification and Clarifications

When appropriate, OC&P will issue revisions, substitutions, or clarifications as an amendment to this RFGP. Changes and modifications to the RFGP will be recognized only if in the form of a written amendment issued by OC&P and posted on the OregonBuys system.

7.2 Reservation of OC&P Rights

OHA reserves all rights regarding this RFGP, including, without limitation, the right to:

• Amend or cancel this RFGP without liability if it is in the best interest of

OHA to do so;

• Reject any and all Proposals received upon finding that it is in the best interest of OHA to do so;

• Waive any informality or non-conformance with the provisions or procedures of this RFGP;

• Seek clarification of any Proposal, if required;

• Negotiate the Activities described in this RFGP and to negotiate the final

Budget;

• Amend or extend the term of any Grant Agreement that is issued as a result of this RFGP;

• Engage Proposer by selection or procurement for different or additional services independent of this RFGP process and any Grants or Agreements entered into pursuant hereto;

• Enter into direct negotiations to execute a Grant Agreement with a responsive Proposer, in the event that the Proposer is the sole Proposer to this RFGP, and OC&P determines that the Proposer satisfies the minimum RFGP requirements; or,

• Reject any Proposal upon finding…