C2022277_RFP_DEITrainingDevelopmentandDelivery_finalforPDF.docx

RFP [###-####-##] – [RFP title]

ATTACHMENT F - REFERENCE CHECK FORM

Request for Proposals:

DIVERSITY, EQUITY, AND INCLUSION TRAINING DEVELOPMENT AND DELIVERY

Proposal due date: August 2, 2022, at 1:00 p.m. Pacific Time

OBDD RFP no. C2022277 OregonBuys no. S-12300-00003741

Single Point of Contact (SPC):

Tabatha Hoge, Procurement and Contracts Specialist Oregon Business Development Department 775 Summer St., NE, Suite 200 Salem, OR 97301-1280 Telephone: 971-382-2721 Email: tabatha.l.hoge@biz.oregon.gov

The State of Oregon, acting by and through the Oregon Business Development Department (“Department” or “Business Oregon”), is issuing this Request for Proposals (“RFP”) for training development and delivery services focused on diversity, equity and inclusion (“DEI”).

The Department anticipates awarding one or more Contracts from this RFP to provide the requested services beginning September 1, 2022. The initial term of the resulting contract is anticipated to be one year with options to renew up to a cumulative maximum of 5 years, or a maximum not-to-exceed value referenced in ORS 279B.070.

The Department is the state’s economic development agency. With more than 80 grant, loan, and investment programs in place, the Department’s core functions include rural community development and infrastructure financing; business retention, expansion, and recruitment; export promotion and international trade; industry research, development, and entrepreneurship; small business assistance; and support for arts and cultural organizations. The Department has approximately 160 staff members, serving across the state of Oregon and is strongly committed to diversity, equity, and inclusion being part of its everyday operations.

Proposers should review and understand the following source material:

· Prosperity for All Oregonians: Business Oregon Strategic Plan // 2018-2022 https://www.oregon.gov/biz/Publications/Business Oregon Strategic Plan 2018-22.pdf

· Oregon’s 10-Year Innovation Plan (2021) https://www.oregon.gov/biz/Publications/InnoPlan2021.pdf

· Diversity, Equity, & Inclusion Assessment Insights (2021) – please see RFP supporting document #1 on OregonBuys posting

1.2.2 DESCRIPTION OF SERVICES NEEDED

The Department seeks two DEI trainings customized for Business Oregon. The trainings should engage Department staff on how they can incorporate DEI in their day-to-day work and how DEI impacts their work. The trainings should be holistic (not separate and distinct) and emphasize that DEI is a component of every piece of the work that Department staff accomplish. The initial training should be broad and organically lead into the topic(s) of the second training.

1.2.3 PROPOSED SCOPE OF WORK

Proposers may expand and add detail to this proposed scope of work based on their expertise and prior experience. The final scope of work will be negotiated between the apparent successful Proposer(s) and the Department. The scope of work may include, but is not limited to the following:

· Conduct a kickoff meeting with the Department’s DEI team to plan DEI training #1 and any activities or exercises that will be used in the training.

· Develop customized content for training #1 – including in-session exercises, handouts, and any interim supplemental work/activities between trainings to maximize effectiveness.

· Coordinate with the Department’s DEI team for review of training content (and modifications as requested) prior to delivery.

· Deliver training #1 content:

· Facilitate (3 or more) 90-minute training sessions. Trainings shall be provided using a combination of the following methods:

· In-person (Salem, OR)

· Live-virtual

· Hybrid (In-person and virtual)

· Conduct training # 1 debrief meeting with the Department’s DEI team, plan any interim activities/exercises (if applicable), and plan DEI training #2.

· Develop customized content for training #2 – including in-session exercises, handouts, and any interim supplemental work/activities between trainings to maximize effectiveness.

· Coordinate with the Department’s DEI team for review of training content (and modifications as requested) prior to delivery.

· Deliver training #2 content:

· Facilitate (3 or more) 90-minute training sessions. Trainings shall be provided using a combination of the following methods:

· In-person (Salem, OR)

· Live-virtual

· Hybrid (In-person and virtual)

· Conduct training #2 debrief meeting with the Department’s DEI team.

· Provide interim support including but not limited to providing strategies for ongoing implementation of the provided content.

· If there are additional potential value-added services not listed here, Proposers are encouraged to include them as part of their proposal package.

Approximate Project Timeline: September 1, 2022 – June 30, 2023

In addition to negotiations over the tasks proposed in this RFP, Department reserves the right to amend the resulting contract to include additional years of services and other activities reasonably related to the subject matter.

1.3 QUESTIONS AND CLARIFICATIONS

The Single Point of Contact (“SPC”) for this RFP is identified on the Cover Page, along with the SPC’s contact information. All inquiries, whether relating to the RFP process, administration, deadlines, award, or to the intent or technical aspects of the services must be submitted in writing via email to the SPC. All inquiries should reference the RFP number; identify Proposer’s name and contact information; and refer to the specific area of the RFP being questioned (i.e., page, section and paragraph number if applicable).

All questions must be received by July 20, 2022, on or before 3:00 p.m. Pacific Time by the SPC specified on the title page of this RFP.

Substantive questions and answers will be issued as official addenda to this RFP. Changes or modifications to this RFP shall be binding on the Department only if in the form of written addenda issued by Department.

The Department will provide addenda by posting them to OregonBuys. In addition, the Department may directly provide addenda to directly solicited firms. Anyone who has received a copy of this RFP from a source other than Department is responsible for checking with the SPC or online postings. Department is not responsible for sending addenda to any unknown potential Proposers.

Department may require any clarification it needs to understand a Proposal.

1.4 NO AWARD PROTEST REQUIREMENTS

As an Intermediate Procurement, no award protest opportunity is required or allowed.

1.5 DUE DATE

Proposals must be received by August 2, 2022, on or before 1:00 p.m. Pacific Time. Absolutely no Proposals will be accepted after this date and time. Department relies on the State of Oregon email system clock to determine the correct time and is not responsible for any delays or difficulties experienced in the transmission of any Proposal. Please do not wait until the last minute to email your Proposal; it will be too late to correct any problems.

1.6 ELECTRONIC RESPONSES BY EMAIL ONLY

Only electronic proposals sent by email are acceptable. Proposals sent by fax, regular mail, and physical deliveries are not acceptable. Please reference the RFP title and RFP number in email subject line.

Proposals will be received only at the following email address: tabatha.l.hoge@biz.oregon.gov.

The Department will accept Proposals in electronic files compatible with Microsoft Office applications. The signed cover sheet required by section 2.2.1 must be submitted as a .PDF file. Files in excess of 15 megabytes must be submitted incrementally. Proposals must not be submitted as .zip, .exe or .com files.

1.7 NO LATE OR MISDIRECTED SUBMISSION OF PROPOSALS

Submittals that are late or misdirected will be considered non-responsive, without exception. The Department is not responsible for errors of any kind involved with electronic submission, nor for notifying Proposers of complete or incomplete receipt of a Proposal.

1.8 FORMAT FOR PROPOSALS

A Proposal must be organized in accordance with the list of scored criteria in section 2.2. A Proposal must not exceed 10 pages total (excluding the Cover Sheet (Attachment A), the requested references (Attachment B), and the requested work sample referred to in section 2.2.3.1). Department will consider the pages up to the allowable number overall and specified in specific subsections of section 2.2 and discard all pages in excess of the allowable number.

One (1) page is defined as: one side of a single 8-1/2" x 11" page, with 12-point minimum font size for the substantive text. Proposers may use their discretion for the font size of other materials (e.g., graphics, charts). Any page or partial page with substantive text, graphics, charts, resumes, etc., will be counted as one (1) page.

1.9 PUBLIC RECORDS

This RFP, and one copy of every proposal accepted in response to it, will be kept by Department and made a part of its records. All accepted Proposals will become part of the public file without obligation to Department. If a Proposal contains any information that may be exempt from disclosure under the Oregon Public Records Law, ORS 192.311 through 192.431, the Proposer must clearly designate that portion of its Proposal it considers to be exempt, along with a justification and citation to the authority relied upon. Application of the Uniform Trade Secrets Act (UTSA), ORS 646.461 and 646.475, and the Oregon Public Records Law will determine whether any information is actually exempt from disclosure. Identifying an entire Proposal as exempt from disclosure is not acceptable and will not be effective to exempt the Proposal or any part of it from disclosure. Failure to identify the portion of the Proposal claimed as exempt from disclosure, and to specify a justification and the authority relied upon, will be deemed a waiver of any future claim based on disclosure of that information.

1.10 TERMS AND CONDITIONS

By submitting its Proposal, the selected Proposer agrees to be bound by the terms and conditions of a standard State of Oregon Personal/Professional Services Contract, including requirements for insurance as determined by Department. Any Proposal that is conditioned on Department’s acceptance of any other terms and conditions or rights to negotiate will be rejected as non-responsive.

PROPOSAL SUBMISSION CHECKLIST FOR USE BY PROPOSERS - INFORMATION ONLY

A Proposal must include a completed Cover Sheet (substantially in the form of RFP Attachment A), signed by a duly authorized representative of the Proposer empowered to bind the Proposer. The signed cover sheet required by this section must be submitted as a .PDF file.

2.2.2 REFERENCES (no page limit)

Proposers must fill out and submit RFP Attachment B, listing applicable references. References will not be scored, but may be used as part of a “responsibility” check to verify the Proposer’s ability to perform.

Please provide answers to the following prompts:

· Provide brief bios of key member(s) who will be performing the work on this project, and their associated role, responsibilities and committed percentage availability. Please provide information that demonstrates the team’s:

· Knowledge and experience related to developing and delivering DEI training to diverse audiences that are at different places on their DEI journey.

· Knowledge and experience related to facilitating meetings via virtual, in-person, and hybrid formats.

· Include a list of at least two projects performed within the past five years that are most similar to the requested services, and describe the size and scope of the projects, duration, Proposer’s role or responsibility, primary activities, and notable results of your work

· Please attach a copy of the work product(s) for the one project most comparable to Department’s need.

2.2.3.2 Project Approach 40 Points maximum

· Provide a description of the techniques, approaches and methods that you believe are most applicable for our Department and critique the information in section 1.2 with your confirmations, potential risks, and recommended changes or optional tasks to include.

· Describe anything about your approach that likely sets you apart from others.

· Please articulate the key factors for success and failure, and how your firm manages these.

2.2.3.3 Cost 20 Points maximum

· Proposer must show what can be accomplished within a budget of $45,000, formatted as deliverables based.

· Please list billing rates for the team members listed, and any other costs. Please include travel expenses in hourly rates or as part of a project’s costs and not billed as a separate expense. Under no circumstances may travel and per diem reimbursements exceed Oregon state per diem rules.

3.0 EVALUATION PROCESS

The selection process will be administered in accordance with the authority and procedures in ORS 279B.070, and OAR Chapter 123, Division 6 and OAR 137-047-0270. Proposals received on time will be reviewed against any Pass/Fail criteria. Proposals meeting those criteria will be forwarded to an evaluation committee that will independently score each Proposal according to the scored criteria in Section 2.2.

Without limiting the possibilities allowed under OAR 137-047-0270, the Department may, at any time in its sole discretion, (a) provide notice to a Proposer of selection for Contract negotiation and possible award; (b) gather more information for evaluation, (c) provide notice to a Proposer(s) of non-selection; or (d) provide notification to Proposer(s) that the RFP is cancelled (and either that the RFP may be resolicited or that Department intends to take no further action with respect to the RFP).

The Department reserves the right to employ any of the procedures allowed by Oregon Administrative Rule 137-047-0270, such as additional competitive steps or Proposals, modified or additional selection criteria, interviews, competitive simultaneous discussions or negotiations, etc. Information or issues revealed by a Proposer’s questions or Proposal, may, in the Department’s sole discretion, trigger such modifications or further steps. If there are further steps beyond the initial Proposal and scoring, the scoring results from the first step and any subsequent step will be added together.

Department reserves the right to reject any or all Proposals for good cause if it is in the public interest, and is not liable for any costs a Proposer incurs while preparing or presenting its Proposal or during further evaluation stages.

The Department, in its sole discretion, reserves the right to negotiate all terms and conditions in the attached Sample Contract (Attachment C) to the extent allowed by law.

If negotiations with the top ranked Proposer are not successful, Department may terminate negotiations and begin negotiating with the next highest ranked Proposer.

4.2 CERTIFICATES OF INSURANCE

The Contractor will be required to provide certificates of insurance for the insurance coverages required by the Personal/Professional Services Contract (Attachment C, Exhibit B).

4.3 CONTRACTOR RESPONSIBILITIES

The Contractor shall assume responsibility for any and all contractual matters, including performance of work and the stated deliverables finalized in the Contract, whether the Contractor, an agent or an allowed subcontractor produces them.

C2022277_RFP_DEITrainingDevelopmentandDelivery.docx Page 8

RFP ATTACHMENT A - COVER SHEET & CERTIFICATIONS

STATEMENT OF PROPOSAL to Oregon Business Development Department __________________________________________ (Legal Name of Proposer) accepts all the terms and conditions contained in the “DIVERSITY, EQUITY, AND INCLUSION TRAINING DEVELOPMENT AND DELIVERY” RFP, and a standard State of Oregon contract (as they may have been modified or reserved for negotiation).

|_| Corporation |_| Professional Corporation |_| Partnership |_| Limited Partnership |_| Ltd. Liability Company |_| Ltd. Liability Partnership |_| Sole Proprietorship |_| Other __________

Type name of contact/authorized representative _________________________________ Email address __________________________________________________________ Telephone __________________________ Other ____________________________ Type name of person(s) authorized to sign Contract _____________________________ Affirmative Action, Nondiscrimination: Department is an equal-employment-opportunity employer and values diversity in its work force. It also requires Proposers to have an operating policy as an equal employment opportunity employer, and to follow good faith diversity efforts when subcontracting.

We certify that we have a formal statement of nondiscrimination in employment policy and have an affirmative action program if over 50 employees. (Firms of 50 people or less do not need a formal program, but must have a policy). Does your firm have 50 or more employees? |_| Yes |_| No We also certify that we have not and will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a minority, women or emerging small business enterprise certified under ORS 200.055, and will follow good faith efforts in ORS 200.045 during any subcontracting.

Responsibility Certifications Has your company ever been declared in breach of any contract to provide services for unperformed or defective work?

|_| Yes |_| No If “yes,” explain.

Has any employee or agent of your company been convicted under state or federal law of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property or any other offense indicating a lack of business integrity or business honesty?

|_| Yes |_| No If “yes,” explain.

Has your company or any employee or agent of your company been indicted under state or federal false claims or antitrust laws, or charged with any other criminal offense arising out of obtaining, attempting to obtain, or performing a public or private contract or subcontract? |_| Yes |_| No If “yes,” explain.

During the last ten years, has your firm changed majority ownership or been the debtor in a bankruptcy case? |_| Yes |_| No If “yes,” explain.

Does your firm have any outstanding judgments pending against it? |_| Yes |_| No If “yes,” explain.

During the last ten years, has your firm been a party to litigation, arbitration or mediation where the amount in dispute exceeded $10,000? |_| Yes |_| No If “yes,” explain. (Include court, and party names.) ________________________________________ Conflicts of Interest: Please select (only) one of the following three options:

What does “financial interest” mean?

If your firm, or employee of your firm working on the project (or a member of the employee’s household), will/may or may be perceived to receive or lose private income depending on government business choices based on your firm’s services, findings or recommendations, this must be listed as a financial interest. An example would be ownership in physical assets affected by government business choices related to these services. The possibility of contracting for further consulting services is not included in this definition and is not prohibited.

What does “other interest” mean?

If your firm, or employee of your firm working on the project (or a member of the employee’s household), will/may or may be perceived to have political, legal or any other interests that will affect what goes into your firm’s services, findings or recommendations, or will be/may be, or may be perceived to be, affected by government business choices related to these services, this must be listed as an other interest.

Tax Information and Tax Compliance: The undersigned certifies and swears under penalty of perjury that: I am authorized to act on behalf of Contractor, I have authority and knowledge regarding Contractor’s payment of taxes, the taxpayer identification number and other information provided on Contractor’s IRS W-9 form is correct, Contractor is not subject to tax withholding, and Contractor is not in violation of any Oregon tax laws, including but not limited to a state tax imposed by ORS 320.005 to 320.150 and 403.200 to 403.250 and ORS chapters 118, 314, 316, 317, 318, 321 and 323 and the elderly rental assistance program under ORS 310.630 to 310.706 and local taxes administered by the Department of Revenue under ORS 305.620. Contractor shall continue to comply with the tax laws of this state or a political subdivision of this state during the term of the public contract.

Signature of Authorized Representative certifying the truth of all statements:

[signature]_________________________________________ [Type name] Date

RFP ATTACHMENT B - LIST OF REFERENCES

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

Proposer must provide at least three references from current or former client for similar projects performed within the last four years. References must be able to verify the quality of that related work.

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RFP ATTACHMENT C – SAMPLE CONTRACT

STATE OF OREGON PERSONAL/PROFESSIONAL SERVICES CONTRACT

Number: Contract Number Title: Title This Contract (“Contract”) is between the State of Oregon, acting by and through its Oregon Business Development Department (“OBDD”), and Contractor Name (“Contractor”).

Oregon Business Development Department 775 Summer Street, Suite 200 Salem, OR 97301-1280

CONTRACTOR DATA AND CERTIFICATION

Yes

No

Business Designation (check one):

Private for-profit, or non-profit Corporation

Professional Corporation

Partnership

Limited Partnership

Limited Liability Company

Limited…