DEQRFP FINAL~1.pdf

RFP DEQ-1215-21 – On call - Diversity, Equity, and Inclusion Services

STATE OF OREGON

COVER PAGE

DEPARTMENT OF ENVIRONMENTAL QUALITY

ON CALL - DIVERSITY, EQUITY, AND INCLUSION SERVICES

Request for Proposal (RFP)

RFP DEQ-1215-21

Date of Issue: June 9, 2021

Closing Date and Time: July 12, 2021 – 12PM PT

Single Point of Contact (SPC): Lisa Tran, Procurement & Contracts Specialist

Address: 700 NE Multnomah Street, Suite 600 City, State, Zip Portland, OR 97232 Phone (voice) (503) 229-6482 E-mail: BIDSDEQ@deq.state.or.us

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.

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 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: ROUND 1 SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 ROUND 1 EVALUATION PROCESS

4.11 ROUND 2 EVALUATION PROCESS .......................................................................................Error! Bookmark not defined.

4.12 POINT AND SCORE CALCULATIONS

4.13 RANKING OF PROPOSERS

4.14 NEXT STEP DETERMINATION

4.15 ADDITIONAL ROUNDS ................................................................................................................Error! Bookmark not defined.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 PRICE AGREEMENT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

6.8 CHECKLIST DISCLAIMER

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE PRICE AGREEMENT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D PRICE PROPOSAL FORM

ATTACHMENT E COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT F RESPONSIBILITY INQUIRY

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Environmental Quality, (Agency), is issuing this Request for Proposals (RFP) for on-call Diversity, Equity, and Inclusion (DEI) services in three (3) category areas: (1) consultation services, (2) facilitation services, and (3) training services for Agency, including for the Executive Leadership Team, managers, and staff.

A Proposer may submit a Proposal for any or all of these three categories.

Additional details on the scope of the goods or services or both are included in the Scope of Work/Specifications section.

Agency anticipates the award of up to a total of three (3) Price Agreements from this RFP for all three (3) categories. Agency intends to award by category listed in Section 2.4. Agency’s anticipated total budget for all Price Agreements is $500,000. Successful Proposers will become Agency contractors and because Agency may award multiple price agreements, contractors may need to work together and with Agency to coordinate activities.

The initial term of the Price Agreement(s) is anticipated to be two (2) years with options to renew up to a cumulative maximum of five (5) years.

Agency may issue purchase orders or work orders pursuant to this Price Agreement up to five

(5) years from the effective date of the Price Agreement.

Any purchases under the Price Agreement must be authorized by purchase orders or work orders issued by Agency in accordance with the ordering procedures described in the Attachment A - Sample Price Agreement. Proposers are advised that there is no guarantee of any specific amount of purchases under the Price Agreement. Notwithstanding the award of a Price Agreement, Agency may conduct separate solicitations or award project-specific contracts or purchase orders for goods or services similar to what is described within this RFP using any method allowed by law.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Pre-Proposal Conference June 14, 2021 10:30 AM

Questions / Requests for Clarification Due Revisions to Attachment A (OPTIONAL)

June 25, 2021 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) July 2, 2021

RFP Protest Period Ends 7 calendar days prior to RFP Closing

Closing (Proposals Due) See RFP cover page

Opening of Proposals July 12, 2021 3:00 PM

Presentations, Demonstrations, or Interviews TBD

Issuance of Notice of Intent to Award (approx.) August 6, 2021

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC by email, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP under the authority of the Department of Administrative Services (DAS) delegation 1111-21 (as amended), DEI Program.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

Unless specifically defined herein or unless the context clearly requires otherwise, the definitions in ORS 279B.005 and OAR 137-046-0110 apply to this RFP.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Agency provides vital services and protections to the health and well-being of Oregon’s citizens and environment. Agency monitors environmental conditions, promotes programs to ensure that Oregon’s air, water, and land are restored and protected, responds to environmental emergencies, and works with regulated entities to ensure compliance with environmental laws and rules using a combination of regulatory, technical assistance tools, and enforcement if necessary.

2.3.2 Project Overview, Background and Purpose

Agency is currently examining its office culture, organizational policies and procedures, and exploring various ways to create a more diverse, equitable, and inclusive work environment. Agency Executive Leadership Team, managers, and staff are expressing commitment to developing a diverse, inclusive, and equitable workplace that ensures all Agency employees feel safe and welcomed for who they are.

Improving outcomes for all Agency employees through diversity, equity, and inclusion (DEI) is the responsibility of all managers and staff and is in direct alignment with Agency’s values. Recognizing these principles and goals, Agency is leaning into efforts to support diversity and equity within.

Agency is committed to institutionalizing and prioritizing DEI within Agency and the work that Agency does. The psychological safety for all Agency employees is paramount. To meet this commitment Agency is looking for services, which would include consultation, facilitation, and training in the wide variety of topics and subject areas under DEI. To best meet Agency’s ongoing needs, these services would be on an “on-call, as needed” basis.

Agency may award multiple Price Agreements as a result of this RFP. If Agency awards more than one Price Agreement, awarded contractors shall work together and with Agency to coordinate activities.

2.4 SCOPE OF WORK

Agency is seeking services in consulting, facilitation, and training focused on DEI.

Proposers may be selected to provide services in one (1) or more of the areas, and, if Agency selects more than one Proposer for an award, successful Proposers (who shall become Agency contractors) shall work together to provide a holistic approach in supporting DEI within Agency. Below are the three (3) service area categories in which Agency is seeking DEI services (Consultation Services, Facilitation Services, and Training Services) and projects for Consultation Services and examples of projects for Facilitation Services and Training Services that Agency may order under an awarded Price Agreement. In each project area, the contractor shall provide services to Agency that meet the highest standards prevalent in the industry for such services.

2.4.1 Consultation Services

Contractor shall work with Agency staff, managers, and the Executive Leadership Team to build commitment to champion and lead DEI efforts throughout Agency by providing advice and assessments Consultation shall be within the following areas:

Element #1: Organizational Assessment

This assessment will allow Agency to develop an understanding of existing culture, strengths, and opportunities for improvement within Agency for DEI. This assessment may include, but is not necessarily limited to, the following services if ordered by Agency under an awarded Price Agreement:

• Review of existing organizational assessment data, including but not limited to, assisting Agency with development of strategic plan for DEI;

• Development and execution of climate survey to collect data necessary to inform the assessment;

o Climate survey shall include quantitative and qualitative data including employee experience within Agency; and o Climate survey shall be designed as to be a current baseline and be administered multiple times in the future for comparison;

• Review of existing Agency policies, procedures, and practices to determine whether they are equitable and support a psychologically safe workplace;

and

• Provision of a written report with recommendations that augment and further enhance Agency’s strategic plan and DEI action plans which develop from Agency’s strategic plan.

Recommendations shall include actions necessary to provide accountability to policies, procedures, and practices.

Element #2: Strategic Plan

As a DEI subject matter expert, contractor shall work with Agency’s current strategic planning contractor in developing Agency’s strategic plan to center around DEI. This planning may include, but is not necessarily limited to, the following services if ordered by Agency under an awarded Price Agreement:

• Engaging with Agency’s strategic planning committee, strategic planning contractor, leadership, and employees throughout the planning process;

• Co-facilitating strategic planning meetings to guide the reflection, analysis, and decision-making process;

• Interviewing or surveying relevant stakeholders such as Agency staff, managers, or Executive Leadership Team where necessary; Agency may require interviewing or surveying relevant stakeholders outside the Agency;

• Engaging in iterative drafting of a strategic framework and responding to and incorporating input and revisions from Agency; and

• Assisting in development of DEI action plans and system for ongoing monitoring of execution of those plans, including:

o Identifying and setting timelines, staffing, organizational resources, and accountability to help ensure Agency’s DEI goals identified in the plans are met; and o Developing a short-term and long-term evaluation process and metrics for evaluating outcomes identified in the strategic plan and DEI action plans.

Element #3: Coaching and General Consulting

Contractor shall work with various Agency employees and groups to provide coaching and consultation on general and specific areas around DEI work. This coaching and general consultation may include, but is not necessarily limited to, the following services if ordered by Agency under an awarded Price Agreement:

• Coaching and providing feedback to Agency leadership on how to best support and encourage managers’ desire to learn and lead strategic changes in DEI as well as hold managers accountable by using change management techniques and establishing metrics;

• Coaching and providing feedback to Agency employee resource group efforts, DEI council, and Equity Coordinator to lead DEI strategic changes;

• Preparing and positioning Agency employees as internal contractors to support and guide the process in their respective programs by deepening staff fluency and analysis of disparities in service provision and workplace culture;

• Working with Agency to develop, train, and communicate consistent understanding of DEI terms and concepts including infographics or other communication tools; and

• Developing complex processes to advance DEI involving multiple stakeholders, including but not limited to, design of projects or services and policy development.

2.4.2 Facilitation Services

As Agency employees in various programs and groups work on DEI efforts, Agency will want contractor to provide facilitation services to assist various groups in those efforts. The facilitation services will focus on initiating conversations to create a safe space for employees to discuss and work on DEI efforts while being sensitive to the difficulties faced given current events. It is critical that the person providing these facilitation services be a professional trained in racial equity and experienced in how to carefully hold these conversations to both reduce stress and promote connection.

This is critical to build trust within the groups and provide clarity on how any information may be used in other ongoing efforts in Agency.

Facilitation services may include, but are not necessarily limited to, the following services if ordered by Agency under an awarded Price Agreement::

a. Gathering information through various communication channels by planning and helping lead conversations to move toward common DEI goals and actions.

i. In doing this work, contractor shall provide ample employee support for those learning and for those who have first-hand experience with marginalization, as well as other lived experiences or trauma informed; and

ii. Contractor shall handle any information gathered from these conversations within Agency in a safe, and responsible manner. If information is shared from these conversations, employees will be notified ahead of time.

b. Helping employees plan, design, conduct and evaluate effective meetings and processes to achieve DEI goals. Meetings and processes include, but are not limited to:

i. Meetings among staff and staff committees;

ii. Meetings between staff and community and other regional stakeholders;

iii. Meetings between staff, managers, and the Executive Leadership

Team; and

iv. Meetings with the Executive Leadership Team.

2.4.3 Training Services

Contractor shall develop and provide real-time interactive DEI training. The requested training will work at either the interpersonal or institutional change levels, or both. Training shall be tailored to Agency’s needs and geared towards three (3) primary audiences: the Executive Leadership Team, managers, and staff.

Training services may include, but are not necessarily limited to, the following services if ordered by Agency under an awarded Price Agreement:

a. Designing and conducting training on topics that may specifically address, but are not limited to the following:

i. Microaggressions – how to recognize them and how to respond when encountering them;

ii. Implicit and unconscious bias – how they shows up and how to recognize them;

iii. Becoming an ally to historically marginalized staff and communities;

iv. Cultural awareness and inclusion;

v. Physical accessibility issues;

vi. Language and accessibility issues;

vii. Providing inclusive customer service;

viii. Structural and institutional racism;

ix. Environmental justice;

x. Historical racism in Oregon;

xi. Impact versus intent;

xii. De-centering whiteness;

xiii. Racist vs. non-racist vs. anti-racist;

xiv. Active bystander training; and

xv. Equitable decision making.

b. Developing trainings that allow a “train the trainer” program in conjunction with Agency. The “train the trainer” scenarios shall be well-developed with easy-to-follow facilitator guides and professional, well-developed participant guides and materials.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section for each category in which Proposer is submitting a Proposal.

3.1.1 Requirements

Proposer shall demonstrate the below years of experience for:

1) Each Key Person, or

2) The firm or business.

3.1.1.1 Consulting

• A minimum three (3) years of DEI-related experience in conducting assessments, creating frameworks, implementing practices, and coaching.

3.1.1.2 Facilitation

• A minimum three (3) years of experience in planning, designing, facilitating, and evaluating meetings and processes to achieve DEI goals.

3.1.1.3 Training

• A minimum three (3) years of experience in planning, designing, conducting, and evaluating trainings on DEI subjects listed in in Section 2.4.3 (a).

3.2 MINIMUM SUBMISSION REQUIREMENTS (ROUND 1, SUBMISSION OF PROPOSALS).

3.2.1 Proposal Submissions & Page Limits

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below) along with the Proposal Page Limits:

FOR ALL CATEGORIES*

*If applying to multiple categories, only one copy of each document must be submitted with the Proposal unless the documents are different for each category.

Document Mandatory References Attachment Page Limit

Disclosure Exemption Affidavit

No 3.2.2 Attachment B N/A

Price Proposal Yes 3.3.1.2 4.10.2.1

Attachment D N/A

COBID Certification / Outreach Plan

Yes 4.11 Attachment E N/A

Responsibility Inquiry Yes 3.3.1.3 Attachment F N/A

CONSULTATION

Document Mandatory References Attachment Page Limit

Approach to Consultation Services

Yes 2.4.1 Proposer-provided

Implementation Plan Yes 3.3.2.1 Proposer-provided

Project Team Yes 4.10.2.1 Proposer-provided

Key Persons Resumes (individual)

Yes 4.11 Proposer-provided

2 PAGES PER KEY

PERSON

Experience (List) Yes 2.4.1 Proposer-provided

Work Projects

[Up to two (2)]

Yes 3.3.2.2 Proposer-provided

2 PAGES PER

WORK SAMPLE

FACILITATION

Document Mandatory References Attachment Page Limit

Approach to Facilitation Services

Yes 2.4.2 Proposer-provided

Project Team Yes 3.3.4.1 Proposer-provided

Key Persons Resumes (individual)

Yes 4.10.2.2 Proposer-provided

2 PAGES PER KEY

PERSON

Experience (List) Yes 4.11 Proposer-provided

Work Projects

[Up to two (2)]

Yes 3.1.1.2 Proposer-provided

2 PAGES PER

WORK SAMPLE

TRAINING

Document Mandatory References Attachment Page Limit

Approach to Training Services

Yes 2.4.3 Proposer-provided

Project Team Yes 3.3.4.1 Proposer-provided

Key Persons Resumes (individual)

Yes 4.10.2.3 Proposer-provided

2 PAGES PER KEY

PERSON

Experience (List) Yes 4.11 Proposer-provided

Work Projects

[Up to two (2) trainings]

Yes 3.1.1.3 Proposer-provided

5 PAGES PER

WORK SAMPLE

3.2.2 Proposal Format and Quantity

Proposal shall follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection shall be labeled to indicate the item being addressed.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet, bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). The total combined file size of all documents shall be compressed so it does not exceed 10 megabytes. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS

192.311 through 192.478), Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version. Proposer should be aware that identification of information that Proposer believes is exempt from disclosure does not guarantee that Agency will maintain the confidentiality of that information in response to a public records request or otherwise.

3.2.3 Authorized Representative

Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency.

3.3 PROPOSAL REQUIREMENTS

Proposal shall address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Services to be performed. A Proposal that merely offers to provide the services as stated in this RFP shall be considered non-Responsive to this

RFP and not be considered further.

Proposal shall not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. It shall not include marketing or advertising material, unless requested. Proposal should be straightforward and address the requests of the RFP.

Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

3.3.1 All Services

3.3.1.1 Proposer Information and Certification Sheet (Attachment C)

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.3.1.2 Price Proposal (Attachment D)

Submit a detailed Price Proposal Form (Attachment D) in a separate electronic file that includes the following items:

For each activity described in the Scope of Work, the Price Proposal Form must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs.

The Price Proposal must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges, if any; and

For all fully loaded personnel costs, the Price Proposal Form must include the name and title of all positions for each individual staff person who will perform the Services, and list the salary or wage and fringe rate separately for each such individual.

3.3.1.3 COBID Certification / Outreach Plan (Attachment E)

Proposer shall complete and submit the COBID Certification / Outreach Plan (Attachment E).

Failure to return this may result in disqualification of Proposal.

3.3.1.4 Responsibility Inquiry (Attachment F)

Proposer shall complete and submit the Responsibility Inquiry (Attachment F).

Failure to return this may result in disqualification of Proposal.

3.3.2 Consultation Services. Proposer must only provide this information if Proposer wishes to submit an RFP for Consolidation services.

3.3.2.1 Approach to Consultation Services

Proposal shall demonstrate Proposer’s experience and ability to provide DEI Consultation Services to Agency.

Proposer shall include a detailed narrative explaining their approach to providing DEI consultation services, as it relates to the Services being requested in this RFP. Proposer’s detailed narrative shall at a minimum, describe the following:

• Proposer’s knowledge and experience in:

o Assessment of a current work environment;

o Development of a DEI framework (that will align with the

Agency’s existing framework) and action plans for execution;

o Assistance with centering DEI in strategic plan;

o Leadership skills development; and o Organizational development;

• Proposer’s approaches and philosophies to help a client address social inequities, historic and current, for a workforce and for the underserved and underrepresented communities the entity served and how Proposer would integrate Oregon’s history into the development of the DEI framework;

• Proposer’s experience in change management and performance measurement in DEI competence in complex government settings;

• How Proposer has helped leadership think strategically about DEI and conceptualize the practical implementation of developed plans;

• Situations where the strategic planning has been operationalized and what Proposer’s role was in that process;

• Proposer’s experience with training, coaching, and building rapport when working with leadership of large public or private entities in leading systemic change addressing DEI; and

• Proposer’s approach to organizational change and leadership development using examples from past or current projects.

3.3.2.2 Implementation Plan for Consultation Services

Proposer shall provide Proposer’s Implementation Plan for Agency.

Implementation Plan shall include:

• Timeline and action items and the respective responsible individuals for activities:

o Organizational Assessment;

o Strategic Plan; and o Coaching and General Consulting.

3.3.2.3 Project Team/Key Persons

Proposer shall provide a list of the Key Person(s) (or the Project Team) assigned to provide the Consultation Services. The list shall, at a minimum, include the following information:

• Their role and responsibility;

• Special qualifications and/or training they bring to the project;

• Demonstrates Key Person meets the minimum requirements in Section 3.1.1.1;

and

• Resume, limited to two (2) pages, for each person.

3.3.2.4 Previous Experience

Proposers shall provide a list of the most significant or representative projects conducted over the past three (3) years which involved services similar to the Services requested in this RFP for Consultation Services. If Key Persons do not demonstrate the minimum requirements in Section 3.1.1.1, this list must demonstrate how Proposer meets the minimum requirements in Section 3.1.1.1.

In addition to the list, Proposers shall also include a detailed description of two (2) previous projects on the submitted list. If possible, use previous projects with clients from a similarly sized (750+) organization in a government setting or non-profit organization. The detailed description, shall at a minimum, include the following:

• Demonstration that Proposer has the experience, training, and knowledge to provide the consultation Services requested in this RFP;

• A detailed overview of each project;

• Goals and objectives of each project;

• Techniques or approaches that illustrate what has worked, what barriers were encountered, what solutions were provided, and what the results were;

• A description of the results and value provided to the customer by Proposer and their Key Persons;

• Any Key Persons on the previous project and what their roles were;

• One reference for each project. Proposer must include the reference’s name, title, role on the project, email address and telephone number. Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use reference to obtain additional information, or verify an information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications; and

• Any other important and relevant information regarding the project.

3.3.3 Facilitation Services. Proposer must only provide this information if Proposer wishes to submit an RFP for Facilitation Services.

3.3.3.1 Approach to Facilitation Services

Proposal must demonstrate Proposer’s experience and ability to provide DEI Facilitation Services to Agency.

Proposer shall include a detailed narrative explaining their approach to providing DEI facilitation services, as it relates to the Services being requested in this RFP. Proposer’s detailed narrative shall at a minimum, describe the following:

• The skills and knowledge that Proposer has to ensure the effectiveness of meetings and processes to advance DEI;

• How Proposer uses Proposer’s skills and knowledge to overcome challenges including lack of interest from participants, active challenges to the objectives of the meetings and processes, and disruptive behavior during the meetings and processes;

• How Proposer protects participants on all sides within DEI conversations and work groups to allow for meaningful dialogue without further harm to those involved; and

• How the Proposer uses their interpersonal skills and emotional intelligence in the context of facilitation.

3.3.3.2 Project Team/Key Persons

Proposer shall provide a list of the Key Person(s) (or the Project Team) assigned to provide the Consultation Services. The list shall, at a minimum, include the following information:

• Their role and responsibility;

• Special qualifications and training they bring to the project;

• Demonstrates Key Person meets the minimum requirements in Section 3.1.1.2;

and

• Resume, limited to two (2) pages for each key person.

3.3.3.3 Previous Experience

Proposers shall provide a list of the most significant and representative projects conducted over the past three (3) years which involved services similar to the Services requested in this RFP for Facilitation Services. If Key Persons do not demonstrate the minimum requirements in Section 3.1.1.2, this list must demonstrate how Proposer meets the minimum requirements in Section 3.1.1.2;

In addition to the list, Proposers shall also include a detailed description of two (2) previous projects on the submitted list. If possible, use previous projects with clients from on a similarly sized (750+) organization in a government setting or non-profit organization. The detailed description, shall at a minimum, include the following:

• Demonstrates Proposer has the experience, training, and knowledge to provide the Services requested in this RFP;

• A detailed overview of each project;

• Goals and objectives of the project;

• Techniques or approaches that illustrate what has worked, what barriers were encountered, what solutions were provided, and what the results were;

• A description of the results and value provided to the customer by Proposer and their Key Persons;

• Any Key Persons on the previous project and what their roles were;

• One reference for each project. Proposer must include the reference’s name, title, role on the project, email address and telephone number. Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use reference to obtain additional information, or verify an information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications; and

• Any other important and relevant information regarding the project.

3.3.4 Training Services. Proposer must only provide this information if Proposer wishes to submit an RFP for Training Services.

3.3.4.1 Approach to Training Services.

Proposal must demonstrate Proposer’s experience and ability to provide DEI Training Services to Agency.

Proposer shall include a detailed narrative explaining their approach to providing DEI training services, as it relates to the Services being requested in this RFP. Proposer’s detailed narrative shall at a minimum, describe the following:

• The skills and knowledge that Proposer has to ensure the effectiveness of trainings to advance DEI;

• How Proposer uses Proposer’s skills and knowledge to overcome challenges including lack of interest from participants, active challenges to the objectives of the trainings, and disruptive behavior during the trainings;

• How Proposer protects participants on all sides within DEI trainings to allow for meaningful dialogue without further harm to those involved;

• How Proposer uses their interpersonal skills and emotional intelligence in the context of training; and

How Proposer would implement a “train the trainer” program with trainings that are conducive to a “train the trainer” program. This should include list of “train the trainer” trainings, if available.

3.3.4.2 Project Team/Key Persons

Proposer shall provide a list of the Key Person(s) (or the Project Team) assigned to provide the Training Services. The list shall, at a minimum, include the following information:

• Their role and responsibility;

• Special qualifications and training they bring to the project;

• Demonstrates Key Person meets the minimum requirements in Section 3.1.1.3;

and

• Resume, limited to two (2) pages for each person.

3.3.4.3 Previous Experience

Proposers shall provide a list of the most significant and/or representative projects conducted over the past three (3) years which involved training topics from Section

2.4.3(a) and topics similar to those topics requested in this RFP for Training Services. If Key Persons do not demonstrate the minimum requirements in Section 3.1.1.3, this list must demonstrate how Proposer meets the minimum requirements in Section 3.1.1.3.

The list should indicate for each training:

• Format of training (in-person, web conference, etc.); and

• Approximate date when the trainings were first created and whether Proposer will be modified to adjust to Agency’s needs, and if so, how.

If trainings need to be created, indicate how long training development typically takes.

In addition to the list, Proposers shall also include a detailed description of two (2) previous projects on the submitted list. If possible, use previous projects with clients from on a similarly sized (750+) organization in a government setting or non-profit organization. The detailed description, shall at a minimum, include the following:

• Project Topic;

• Goals and objectives of the project;

• Techniques or approaches that illustrate what has worked, what barriers were encountered, what solutions were provided, and what the results were;

• Any Key Persons on the previous project and what their roles were;

• One reference for each project. Proposer must include the reference’s name, title, role on the project, email address and telephone number. Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use reference to obtain additional information, or verify an information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications;

• Handouts or presentations; and

• Any other important and relevant information regarding the project.

SECTION 4: SOLICITATION PROCESS

4.1PUBLIC NOTICE

A. The RFP and attachments are published in the Oregon Procurement Information Network (ORPIN) at https://orpin.oregon.gov. RFP documents will not be mailed to prospective Proposers.

B. Modifications, if any, to this RFP will be made by written Addenda published in ORPIN. Once ORPIN is in read-only, modifications, if any, to this RFP will be made by written Addenda to OregonBuys. Prospective Proposer is solely responsible for checking ORPIN and OregonBuys to determine whether or not any Addenda have been issued. Addenda are incorporated into the RFP by this reference.

a. Proposers must register for an OregonBuys account to review these modifications.

https://orpin.oregon.gov/ https://oregonbuys.gov/bso/

b. If Proposers need help, review this step-by-step guide or contact the OregonBuys support desk (provided by vendor Periscope Holdings) at 1-855-800-5046 or suppliersupport@periscopeholdings.com.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in writing.

Prospective Proposers may participate in the Pre-Proposal Conference by:

Microsoft Teams meeting Hyperlink (Choose “continue on this browser” if you do not have the application):

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTJlM2ZjYmUtZjY1ZS00MGI5LWJlYjEtMjM1MDk5ZDg4MGY1%40threa d.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%222b1ab351-06ed-4b32-9017- 785c950408cc%22%7d

Or call in (audio only) +1 503-446-4951,,581286214# United States, Portland Phone Conference ID: 581 286 214#

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via email;

• Reference the RFP number;

• Identify Proposer’s name and contact information;

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

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

https://www.periscopeholdings.com/assets/uploads/misc/OregonBuys_RegistrationGuide.pdf https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTJlM2ZjYmUtZjY1ZS00MGI5LWJlYjEtMjM1MDk5ZDg4MGY1%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%222b1ab351-06ed-4b32-9017-785c950408cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTJlM2ZjYmUtZjY1ZS00MGI5LWJlYjEtMjM1MDk5ZDg4MGY1%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%222b1ab351-06ed-4b32-9017-785c950408cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTJlM2ZjYmUtZjY1ZS00MGI5LWJlYjEtMjM1MDk5ZDg4MGY1%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%222b1ab351-06ed-4b32-9017-785c950408cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTJlM2ZjYmUtZjY1ZS00MGI5LWJlYjEtMjM1MDk5ZDg4MGY1%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%222b1ab351-06ed-4b32-9017-785c950408cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTJlM2ZjYmUtZjY1ZS00MGI5LWJlYjEtMjM1MDk5ZDg4MGY1%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%222b1ab351-06ed-4b32-9017-785c950408cc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTJlM2ZjYmUtZjY1ZS00MGI5LWJlYjEtMjM1MDk5ZDg4MGY1%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%222b1ab351-06ed-4b32-9017-785c950408cc%22%7d

Prospective Proposer may submit a written protest of anything contained in this RFP, including but not limited to, the RFP process, and Scope of Work. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Addenda as provided below.

4.4.2 Protests to Addenda

Prospective Proposer may submit a written protest of anything contained in the respective Addendum. Protests to Addenda, if issued, must be submitted by 5 p.m. Pacific Time of the second Business Day or the date and time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

4.4.3 All Protests must:

• Be delivered to the SPC via email;

• Reference the RFP number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the Protest, including:

o The grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o Evidence or documentation that supports the grounds on which the protest is based;

• State the proposed changes to the RFP provisions or other relief sought;

• If a Protest to the RFP, be received by the due date and time identified in the Schedule;

and

• If a Protest to Addenda, be received by the due date identified in the respective

Addendum.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Closing. Agency is not responsible for any delays for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP: A Proposal must be submitted via email to the SPC.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, it must submit its modification by email to the SPC. To be effective the modification must include the RFP number and be submitted prior to Closing. A Proposer shall prepare and submit any modification to its Proposal to the Agency in accordance with OAR 137-047-0400 and 137-047-0410. Any modification must include the Proposer’s statement that the modification amends and supersedes the prior Proposal. If a Proposer wishes to withdraw a submitted Proposal, it must submit a written notice of withdrawal signed by an authorized representative, on its letterhead, of its intent to withdraw to the SPC by email. To be effective the notice must include the RFP number and be received prior to closing. The Proposer or authorized representative of the Proposer may also withdraw its Proposal in person prior to the Closing, upon presentation of appropriate identification and evidence of authority satisfactory to the Agency.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Closing. All Proposal modifications or withdrawals must be received prior to Closing. At Closing, all Proposals become Firm Offers, meaning that they may not be modified or withdrawn.

A Proposal received after Closing is considered LATE and shall NOT be accepted for evaluation.

A late Proposal shall be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

A public Opening will be held electronically on _____ due to the Coronavirus (COVID-19) pandemic. Due to the anticipated volumes nature of proposals, Agency will not read the Proposals out loud.

Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

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

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State;

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

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC;

• Proposer attempts to influence a member of the Evaluation Committee; or

• Proposal 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 RFP or Addenda.

4.10 ROUND 1 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Closing will be reviewed to determine if it is Responsive to all RFP. If the Proposal is unclear, the SPC may request clarification from Proposer.

However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected, however, Agency may waive mistakes in accordance with OAR 137-047-0470.

4.10.1.2 Responsibility determination

Agency will determine if a Proposer is Responsible prior to award and execution of the Price Agreement. Proposers shall submit a signed Responsibility Inquiry (Attachment F) with Proposal.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators. Evaluators will assign a score for each evaluation criterion listed below in this section up to the maximum points available in the Point and Score Calculation section.

SPC may request further clarification from Proposer to assist the Evaluation Committee in gaining additional understanding of Proposal. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information in the not included in the original Proposal.

4.10.2.1 Consultation Services

• Price Proposal (Attachment D)

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible = price score price being scored

• Approach to Consultation Services

How experienced and knowledgeable is the Proposer in:

a) assessment of a current work environment;

b) development of a DEI framework (that will align with the State’s existing framework) and action plans for execution that would incorporate Oregon’s history;

c) assistance with centering DEI in strategic plan;

d) leadership skills development; and

e) organizational development.

Possible Points: 15

How well does Proposer describe the DEI, and leadership skills frameworks, approaches, and philosophies used by the Proposer? How well does the Proposer describe Proposer’s experience helping a services organization(s) apply these to address Oregon’s social inequities, historic and current, for a workforce and for the underserved and underrepresented communities the organization(s) served?

Possible Points: 10

How well does the Proposer describe Proposer’s experience in change management and performance measurement in DEI competence in complex government or nonprofit settings? How well does Proposer’s examples of results illustrate what has worked, what barriers were encountered, what solutions were provided, and what the results were?

Possible Points: 10

How well does Proposer describe Proposer’s experience helping leadership think strategically about DEI and conceptualize the practical implementation of developed plans? How well does Proposer’s examples of results illustrate what has worked, what barriers were encountered, what solutions were provided, and what the results were? How well does Proposer describe situations where strategic planning has been operationalized and what Proposer’s role was in that process? Was Proposer’s role an active role as it relates to this RFP?

Possible Points: 15

• Implementation Plan

How well does the Proposer describe how Proposer will implement all activities as related to the Work? How well does Proposer’s Implementation Plan illustrate Proposer’s ability to accomplish the Work? Does Proposer’s plan and schedule include all requirements outlined in the Work? How well does the Proposer’s proposed timeline meet the needs of Agency?

Possible Points: 50

• Project Team/ Key Persons

How well does Proposer demonstrate the experience of Proposer’s project team to meet Agency’s needs? Does the project team have special qualifications?

Possible Points: 50

• Previous Experience

Are the projects substantially similar to work involving Agency’s project objectives? How well do Proposer’s projects demonstrate Proposer’s ability to complete Agency’s project objectives? Are the techniques appropriate for the work and did they overcome any barriers? Were solutions and results satisfactory?

Possible Points: 50

4.10.2.2 Facilitation Services

• Price Proposal (Attachment D)

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest

Proposer’s price using the following formula:

lowest price of all Proposers X price points possible = price score price being scored

• Approach to Facilitation Services

How well does Proposer describe Proposer’s experience and success using techniques to move individuals and teams to action during meetings and with processes?

Possible Points: 20

How well does Proposer describe Proposer’s experience in building rapport when working with the Executive Leadership Team, managers, and staff of large public or private entities in leading systemic change addressing DEI during facilitated conversations? How do they display their interpersonal skills and emotional intelligence?

Possible Points: 20

How well does Proposer describe Proposer’s experience in managing a safe space and protecting the participants?

Possible Points: 30

How well does Proposer describe Proposer’s approach and experience in managing resistance and fragility?

Possible Points: 30

• Project Team/ Key Persons

How well does Proposer demonstrate the experience of Proposer’s project team to meet Agency’s needs? Does the project team have special qualifications?

Possible Points: 50

• Previous Experience

Are the projects substantially similar to work involving Agency’s project objectives? How well do Proposer’s projects demonstrate Proposer’s ability to complete Agency’s project objectives? Are the techniques appropriate for the work and did they overcome any barriers? Were solutions and results satisfactory?

Possible Points: 50

4.10.2.3 Training Services

• Price Proposal (Attachment D)

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible = price score price being scored

• Approach to…