Addendum 1 to RFP 6300 final.pdf

THE STATE OF OREGON

OREGON HEALTH AUTHORITY

ADDENDUM #1 to

REQUEST FOR PROPOSALS (RFP) 6300:

COMMERCIAL TOBACCO PREVENTION AND CESSATION

COMMUNICATIONS STRATEGY AND SERVICES

(OregonBuys # S-44300-00015366)

Date of Issue: September 14, 2026

Opening Date and Time* (Proposal Due Date):

October 26, 2026 at 3:00 PM (Pacific Time)

Single Point of Contact (SPC): John F. Gardner

E-mail: john.f.gardner@odhsoha.oregon.gov

Phone (voice) 503-509-5698

This Addendum amends RFP 6300 as follows. All other areas not changed or otherwise modified by this Addendum shall remain in full force and effect. This Addendum is hereby made an integral part of the RFP document. Proposals must be responsive to any requirements of this Addendum as if the requirements were set forth in the RFP. Failure to do so may result in Proposal rejection. See the RFP regarding requests for clarification or change and protests of this Addendum, and the deadlines for the foregoing.

1. The Opening Date and Time* (Proposal Due Date) on Page 1 (Cover Page) is changed from October 19, 2026 at 3:00 PM (Pacific Time) to October 26, 2026 at 3:00 PM (Pacific Time).

2. Section 2.1 SCHEDULE is amended to change the Intent to Award Date from November 12, 2026 to November 19, 2026 as follows:

Issuance of Notice of Intent to Award on OregonBuys (approx.)

November 19, 2026 mailto:john.f.gardner@odhsoha.oregon.gov

Addendum 1 to RFP 6300: Commercial Tobacco Prevention and Cessation Page 2 of 6 Communications Strategy and Services (OregonBuys Bid # S- 44300-00015366)

3. Section 2.4 Scope of Work is amended to add the following text after Section 2.4.4.3:

2.4.5 Social Media Services

Contractor shall maintain social media presence for Smokefree Oregon and its Culturally Specific Sub-brands. Contractor shall consult with OHA, and others designated by OHA such as LPHAs, CBOs, and other HPCDP contractors, during social media marketing campaign development. Contractor shall also work with OHA to engage communities and participate in collaborative creation, design, ownership, and dissemination of campaign materials.

2.4.6 Website Services

Contractor shall manage and update tobacco prevention and cessation website infrastructure for Smokefree Oregon and Culturally Specific sub-brands. Contractor shall maintain web platforms that support training and technical assistance for grantees and other partners, including the Smokefree Oregon Partners Portal.

4. Section 2.4.5 Advertising Services is renumbered as Section 2.4.7.

5. Section 2.4.6 Campaign Monitoring and Evaluation Services is renumbered as Section

2.4.8 and Subsections 2.4.6.1 – 2.4.6.4 are renumbered as 2.4.8.1 – 2.4.8.4..

6. Section 2.4.7 Training and Technical Assistance Services is renumbered as Section 2.4.9 and amended as follows. language to be deleted or replaced is struck through; new language is underlined and bold:

2.4.9 Training and Technical Assistance Services

2.4.79.1 Contractor or Contractor’s approved Subcontractor shall provide training and technical assistance to OHA and HPCDP grantees and partners, including county programs, Tribal Programs, CBOs, Regional Health Equity Coalitions, CCOs, and other partners or grantees as requested to OHA.

Contractor shall develop and implement strategy for technical assistance and training to meet the needs of community partners that effectively communicates priority information to the communities they serve. The strategy may include work with specific organizations or larger groups with allied interests and goals. Contractor or Contractor’s approved subcontractor shall provide communications and public relations training and technical assistance to OHA and HPCDP grantees and partners, including county programs, tribal programs, CBOs, Regional Health Equity Coalitions, CCOs, and other partners or grantees as requested to OHA.

2.4.79.2 Specific to helping people quit nicotine addiction, the Contractor shall assist OHA in maintaining relationships with CCOs, health care providers, and social service organizations to provide technical assistance and tailored materials for populations most at risk for nicotine addiction.

7. Section 2.4.9 General Conditions and Performance Standards is renumbered as Section

2.4.11 and Subsections 2.4.9.1 – 2.4.9.7 are renumbered as 2.4.11.1 – 2.4.11.7.

Addendum 1 to RFP 6300: Commercial Tobacco Prevention and Cessation Page 3 of 6

8. Section 2.4.8 Other Communication Services is renumbered as Section 2.4.10 and amended as follows. language to be deleted or replaced is struck through; new language is underlined and bold:

2.4.10 Other Communication Services

Contractor shall provide, upon request by OHA, other strategic communication services. This may include, but is not limited to, process design, strategic facilitation, Strategic communications for Tobacco Retail Licensure Program;

Development of TRL retailer educational materials and talking points and community engagement;

Contractor shall provide earned media support and technical assistance, such as managing news conferences, generating news releases, story placement, production, and placement of guest opinions, coordinating editorial board meetings, issuing media advisories, and talking point preparation for spokespeople.

9. Section 3.2.1 Round 1 Proposal Submissions on Page 20 is amended as follows, language to be deleted or replaced is struck through; new language is underlined and bold:

3.2.1 Round 1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Section 3.3 Round 1 Proposal Requirements below):

• Disclosure Exemption Affidavit (Attachment B) and a redacted copy of the Proposal (from which the confidential portions have been removed or obscured) clearly identified as the redacted copy (Note: this affidavit and a redacted copy of its Proposal is only required per Section 3.3.1 below if Proposer believes its Proposal includes information that is exempt from public disclosure

• Proposer Information and Certification Sheet (Attachment C) including a Minimum Qualifications Statement

• Reference Check Forms (Attachment D) in response to Section3.3.3

• Technical Proposal Responses to Sections 3.3.4.1 through 3.3.4.6;

• Price Proposal Form (Attachment E) in response to Section 3.3.5 3.3.7; and

• Prior Contract Performance Information in response to Section 3.3.6

• Responsibility Inquiry (Attachment G)

• Tobacco, Alcohol, and Cannabis Certification Sheet (Section 3.3.2) (Attachment H)

10. Section 3.2.3 Proposal Format and Quantity on Page 19, 4th paragraph, is amended as follows, new language is underlined and bold:

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure and Proposer shall submit a redacted copy of its Proposal (from which the confidential portions have been removed or obscured) clearly identified as the redacted copy.

Addendum 1 to RFP 6300: Commercial Tobacco Prevention and Cessation Page 4 of 6

11. Section 3.3 ROUND 1 PROPOSAL REQUIREMENTS on Page 24, is amended as follows, new language is underlined and bold:

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further. A Proposal for this RFP 6300 may only be submitted by a single Proposer entity, not by multiple Proposer entities. Also, each Proposer entity may only submit one (1) Proposal for this RFP.

Proposal should not include a cover page, extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Proposal should be straightforward, concise and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

Proposers are welcome to share visual examples of work samples within the pages submitted for their Technical Proposal. However, any such pages are subject to the 20-page limit of Section 3.2.2 Proposal Page Limits, and no links to internet pages containing work samples may be submitted.

12. Section 3.3.1 Disclosure Exemption Affidavit (Page 20) is amended as follows, new language is underlined and bold:

3.3.1 Disclosure Exemption Affidavit (Attachment B)

If Proposer believes its Proposal includes information that is exempt from public disclosure in accordance with ORS 192.311 through 192.478 and the Uniform Trade Secrets Act as adopted by the State of Oregon which is set forth in ORS 646.461 through 646.475, Proposer must complete and submit Attachment B Disclosure Exemption Affidavit and Proposer shall submit a redacted copy of its Proposal (from which the confidential portions have been removed or obscured) clearly identified as the redacted copy. Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

13. Section 3.3.5 Price Proposal (Attachment E) (Page 23) is deleted and replaced in its entirety with the following text:

3.3.5 Price Proposal (Attachment E)

Submit a detailed Price Proposal (Attachment E) electronically through OregonBuys for the period December 1, 2026 through June 30, 2027 which shall not exceed $1,500,000

PART 1 PROPOSED COSTS: For each of the Services described in Section 2.4 Scope of Work, the Price Proposal must include identifiable costs, time estimates and fully loaded hourly rates for each Key Person for completing each Service, and a summary of all proposed costs.

The fully loaded hourly rates to be provided for PART 1 of in the Price Proposal are the personnel rates, which must be all-inclusive rates (to include salary / base hourly rates, fringe and other any additional costs (e.g., overhead, administrative costs, etc.) for each Key Person who will be

Addendum 1 to RFP 6300: Commercial Tobacco Prevention and Cessation Page 5 of 6 performing Services under the Contract. Hourly rates for PART 1 are acceptable if those hourly rates are all-inclusive as explained above. The term “Key Person(s)” is defined in Section 2.2 Definitions.

PART 2: KEY PERSON ROLES AND HOURLY SALARY/WAGE AND FRINGE RATES: For all fully loaded personnel costs, the Price Proposal must include the name and title of all positions for each individual Key Person who will perform the Services and list the hourly salary/wage and hourly fringe rate separately for each such individual.

OHA does not plan to pay any markups or commissions for media buys and Proposers should not include any such markups or commissions in their Price Proposals.

14. Section 4.12 ROUND 1 RANKING OF PROPOSERS on Page 30 is amended as follows, language to be deleted or replaced is struck through; new language is underlined and bold:

4.12 ROUND 1 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s price score and reference score.

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

15. The heading “NEXT STEP DETERIMINATION” on Page 31 is amended as follows, language to be deleted or replaced is struck through; new language is underlined and bold:

4.13 NEXT STEP DETERMINATION

16. Section 4.12.1 Competitive Range Determination on Page 31 is renumbered as

4.13.1 Competitive Range Determination.

17. Section 4.13 ADDITIONAL ROUNDS is renumbered on Page 32 as 4.14 ADDITIONAL

ROUNDS.

18. Section 4.14 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS on Page 32 is renumbered as 4.15 SCORING AND RANKING OF PROPOSERS FOR

SUBSEQUENT ROUNDS.

Addendum 1 to RFP 6300: Commercial Tobacco Prevention and Cessation Page 6 of 6

19. Attachment A Sample Contract, Exhibit A, Part 1 – Statement of Work, Section 1.

Background and Purpose , Item 4) on Page 8 is amended as follows, language to be deleted or replaced is struck through:

4) Promote and connect people to cessation supports that are culturally-specific and aligned with an individual’s needs, including Oregon’s Tobacco Quitline, Native Quitline, and Vive Sin Fumar.

20. Attachment A Sample Contract, Exhibit A, Part 1 – Statement of Work, Task 1 Deliverable Due Dates is amended as follows, language to be deleted or replaced is struck through and new language is underlined and bold:

Task 1 Deliverables Due Dates:

• Year 1: Within 45 days 30-days of Contract execution

• Years 2-5: August 1 of each year

21. Attachment A – Sample Contract, Exhibit A, Part 3 – Special Provisions, Section 2.

Amendments, Subsection a.(1) on Page 30 is amended as follows, language to be deleted or replaced is struck through; new language is underlined and bold:

(1) OHA may extend the Contract for additional periods of time up to a total Contract period of 7 years 5 years, and for additional money associated with the extended period(s) of time. The determination for any extension for time may be based on OHA’s satisfaction with performance of the work or services provided by the Contractor under this Contract.

22. Attachment C - PROPOSER INFORMATION AND CERTIFICATION SHEET is deleted and replaced with Attachment C - PROPOSER INFORMATION AND CERTIFICATION SHEET Revised by Addendum 1 which is posted with this Addendum on OregonBuys in the File Attachments for OregonBuys Bid # S- 44300-00015366.

23. ATTACHMENT E – PRICE PROPOSAL is deleted and replaced in its entirety with ATTACHMENT E – PRICE PROPOSAL Revised by Addendum 1 which is posted with this Addendum on OregonBuys in the File Attachments for OregonBuys Bid # S- 44300- 00015366.

24. Attachment H – TOBACCO, ALCOHOL AND CANNABIS CERTIFICATION SHEET is deleted and replaced with TOBACCO, ALCOHOL AND CANNABIS CERTIFICATION SHEET Revised by Addendum 1 which is posted with this Addendum on OregonBuys in the File Attachments for OregonBuys Bid # S- 44300-00015366.

***End of Addendum*** https://quitnow.net/oregon https://smokefreeoregon.com/native-quit-line/ https://smokefreeoregon.com/vive-sin-fumar/