Oregon City Together_RFP 1.6.25.docx.pdf

Oregon City School District

REQUEST FOR PROPOSALS

for Research, Evaluation and Data Analyst Services of Youth Drug Use Prevention

OREGON CITY SCHOOL DISTRICT NO.62

OREGON CITY, OREGON

March 28, 2025

Proposal Due Date: April 30, 2025 Proposal Due Time: 4:00 PM Proposal Opening: Oregon City School District

Administration Building 1417 12th Street Oregon City, OR 97045

Contact: Anne Haynes Telephone: 503-707-5177 Email: anne.haynes@orecity.k12.or.us

Mailing Address: Oregon City School District Attn: Oregon City Together 1417 12th Street P. O. Box 2110 Oregon City, Oregon 97045

FAXED OR LATE PROPOSALS WILL NOT BE ACCEPTED

mailto:anne.haynes@orecity.k12.or.us

TABLE OF CONTENTS

TABLE OF CONTENTS 2

LEGAL PUBLICATION 5

SECTION I. INTRODUCTION 6

Definitions 7

SECTION II – PROPOSAL PROCESS 9

1. Proposal Procedures 9

EVENT DATE 9

c. Obtaining RFP Documents 9

d. Proposal Requirements 10

PROPOSALS MUST BE TIME STAMPED AT THE ISSUING OFFICE RECEPTION DESK ON OR 10

e. Erasures 11

f. Signature 11

g. Sufficiency 11

h. Certificate of Compliance and Contract Offer 12

i. Rejection of Proposals 12

2. Proposal Requirements 12

c. Taxes 12

d. Payment 12 Unless otherwise provided in the terms and conditions of this RFP or of the Anticipated Contract provisions, payment will be made 30 days after receipt of invoice and acceptance of services provided under this RFP. 13

3. Public Information and Trade Secrets 13

4. Addenda 13

5. Inquiries and RFP Request for Clarifications 13

6. RFP Protests 14

SECTION III – PROPOSAL TERMS AND CONDITIONS 15

1. Independent Consultant/Partnerships 15

2. Qualifications – See Section IV for Detailed Proposal Outline 15

3. Minority, Women-owned, and Emerging Small Business 15

4. Immigration Reform and Control Act 15

5. Cost of Proposal 15

6. Contract 15

7. Financial Interest, Fraud, and Collusion 16

8. Duration of Offer 16

9. Risk of Loss and Damage 16

10. Publicity 16

11. Reservations 16

12. Ownership of Proposal Documents 17

13. Sufficient Information 17

14. Separate Contracts 17

15. Headings 18

SECTION IV – PROPOSAL OUTLINE AND SCORING 19

Proposals should be prepared simply and economically, providing straightforward, concise descriptions 19 of qualifications and previous experience to satisfy the requirements of the RFP. They should be no more than 20 pages, 12-font copy. Proposals will be evaluated and scored. Contract award will be based on Proposer’s qualifications and experience as described below. The District may also choose to hold interviews (zoom or in-person). 19

List all proposed team members and project leads. Describe experience and qualifications of each 19 proposed team member. 19 Project lead to hold Ph.D. or Masters in education, public health or related field with minimum three years experience in research and evaluation. (20 points) 19 Provide resume/CV of team account lead. (10 points) 19

SECTION V - AWARD PROCESS 21

1. Selection/Award Process 21

2. Criteria/Method of Award 21

3. Notice of Intent to Award 21

APPENDIX A SCOPE OF WORK 23

1. YEAR 2: MONITOR, EVALUATE AND ADJUST 23

2. YEAR 3: MONITOR, EVALUATE, AND ADJUST 23

3. YEAR 4: MONITOR, EVALUATE AND ADJUST 24

4. YEAR 5: 24

● Gather current and current updated data to determine any changes in the community. Assess capacity going forward. 24

● Attend up to three coalition meetings (in-person or Zoom). 24

● Provide description of accomplished deliverables in monthly statement/invoice. 24

ATTACHMENT 1 PROPOSAL CERTIFICATION 26

ATTACHMENT 2: INSURANCE REQUIREMENT – READ ONLY 27

Contractor shall at all times maintain in force at Contractor's expense, each insurance noted below: 27

ATTACHMENT 3 28

ATTACHMENT 4 REFERENCES 29

ATTACHMENT 5 FINANCIAL RESOURCES 31

ATTACHMENT 6 (READ ONLY) 32

The parties mutually agree as follows: 32

STANDARD TERMS AND CONDITIONS 32

Contract Performance. 32 When Work Is Performed on District Property Contractor Shall Comply with The Following: 36

THIS CONTRACT IS NOT VALID UNTIL ALL SIGNATORY APPROVALS ARE COMPLETED AND ALL

INSURANCE CERTIFICATES HAVE BEEN RECEIVED 39

For more information or for clarification of any part of this RFP the District point of contact is Anne Haynes, Program Director. EMAIL anne.haynes@orecity.k12.or.us Questions must be in writing and must be submitted NO LATER than April 10, 2025 at 4:00 PM.

LEGAL PUBLICATION

REQUEST FOR PROPOSALS

OREGON CITY SCHOOL DISTRICT

Research, Evaluation and Data Analyst Services of Youth Drug Use Prevention

The Oregon City School District 62 (OCSD) is seeking a research and evaluation company to support youth drug use prevention in Oregon City and Gladstone, Oregon. OCSD is supporting a Communities that Care process (based at University of Washington) to determine local risks and protective factors related to youth drug use. This multi-phase community-based process will require varied data collection and evaluation services to guide effective evidence-based prevention work.

The project/process is funded with a five-year Substance Abuse and Mental Health Services Administration (SAMHSA) Strategic Prevention Framework - Partnerships for Success Grant. The grant began September 30, 2024, and is scheduled to end September 30, 2029. The purpose of the grant is to reduce the onset and progression of substance misuse and its related problems by supporting the development and delivery of community-based prevention and mental health promotion services. The grant is intended to expand and strengthen the capacity of local community prevention providers to implement evidence-based prevention programs. The grant requires research and evaluation services be provided equivalent to .50 FTE/20 hours a week. The grant is being implemented by the Oregon City Together Coalition.

A complete description of the project, requirements and specific conditions for the Request for Proposal (RFP) are available on Oregon Buys or by emailing anne.haynes@orecity.k12.or.us

Proposals will be submitted to Oregon City School District, Administration Office, 1417 12th Street, Oregon City, OR 97045, or emailed to anne.haynes@orecity.k12.or.us before 4:00 p.m. PST, on April 30, 2025. Late proposals will not be accepted.

All proposals shall be submitted as set forth in Section I – Instructions to Proposers. Proposers are responsible for submitting proposals in the manner, format, and to the delivery point required by the District. Proposals will be submitted and will be inspected for basic documents submitted.

Oregon City School District reserves the right to reject any or all proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any or all proposals upon a finding of the District if it is in the public interest to do so.

Published: Oregon Buys & https://www.ocsd62.org/ The Daily Journal of Commerce

DATE: March 28th, 2025

SECTION I. INTRODUCTION

1. Proposal Introduction

Oregon City School District No. 62 is issuing a Request for Proposals (RFP) for Research, Evaluation and Data Analyst Services of Youth Drug Use Prevention

The proposed initiative will serve all youth and families in Oregon City and Gladstone, Oregon. These two adjacent communities are in the larger Portland Metro Area. These school districts serve 9,943 students. The project will prioritize underserved youth, ages 9 to 18, and their parents. The geographic catchment area includes two school districts with both suburban and rural areas.

The city of Gladstone (11,951 residents) is smaller than Oregon City (37,327 residents) and has been struggling to establish a community prevention coalition. Oregon City Together (OCT), a 10-year Drug-Free Community Grant recipient, is ready to expand its capacity. The two communities have similar youth substance misuse risk factors and protective factors.

The Oregon City School District 62 (OCSD) and the Oregon City Together Coalition are seeking a research and evaluation company to support youth drug use prevention in Oregon City and Gladstone, Oregon. OCSD is supporting a Communities that Care process (based at University of Washington) to determine local risks and protective factors related to youth drug use. This multi-phase community-based process will require varied data collection and evaluation services to support effective evidence-based prevention work.

The project/process is funded with a five-year Substance Abuse and Mental Health Services Administration (SAMHSA) Strategic Prevention Framework - Partnerships for Success Grant. The purpose of the grant is to reduce the onset and progression of substance misuse and its related problems by supporting the development and delivery of community-based prevention and mental health promotion services. The grant is intended to expand and strengthen the capacity of local community prevention providers to implement evidence-based prevention programs. The grant requires that research and evaluation services average an equivalent of .50 FTE./20 hours a week.

Phase I: Gather data from multiple sources to support development of a community profile that identifies priority community risks and protective factors. Services may include: gathering current available data from diverse sources; youth survey development and evaluation (above and beyond the Oregon Student Wellness Survey); developing, implementing and evaluating parent surveys;

youth and parent focus groups requiring recruitment, discussion guide development, facilitation and incentive payment; and development of stakeholder interview guide. You will be part of a process that assesses community resources to reduce risks and increase protective factors.

Phase II: The community profile informs the development of a community action plan. Research company will help develop measurable outcomes for the policies and programs in this plan.

Phase III: Research company will monitor and evaluate the selected programs and policies in the community action plan. Research company will measure and track progress to ensure outcomes are achieved, and determine any needed changes for improvement.

The five-year SAMHSA Grant (that began September 30, 2024) funds not to exceed $63,000 a year for research and evaluation.

Contract is scheduled to end September 30, 2029, when the SAMHSA grant is complete. This contract is fully dependent on the federal SAMHSA grant and will be terminated if federal funding becomes unavailable for any reason.

Proposers may obtain one set of proposal documents from Oregon Buys website. If further assistance is needed, contact:

Anne Haynes anne.haynes@orecity.k12.or.us

SOLICITATION CLOSING: April 30, 2025, 4:00 PM Deliver to the Oregon City School District Administration Office or email proposal to Anne Haynes at anne.haynes@orecity.k12.or.us by the same deadline.

Oregon City School District Administration Office

1417 12th Street Oregon City, Oregon 97045

The successful proposer will be required to provide Worker’s Compensation coverage for employees, as well as demonstrate non-discrimination in employment practices

All proposers are required to comply with the provisions of Oregon Revised Statutes and the District Board Policy. Attention is directed to ORS 244, Government Ethics, 279.A. B. and C., Public Contracts and Purchasing; and State of Oregon Department of Justice Attorney General’s Model Public Contract Rules Manual.

Oregon City School District reserves the right:

● to reject any or all proposals not in compliance with public proposal procedures

● to postpone award of the contract for a period not to exceed sixty (60) days from date of proposal opening

● to waive informalities in the proposal

● to select the proposal which appears to be in the best interest of the District.

Definitions

As used in this Request for Proposal, unless the context requires otherwise:

Addenda: An addition to or deletion of, a material change in, or clarification of, the RFP.

Award of the Contract: The decision by the District that indicates which Proposer the District has chosen to enter into an agreement with.

Contract: Once a Successful Proposer has been chosen, this is the agreement that the District and the Successful Proposer will enter into, at which point the Successful Proposer will become the

Contractor. That agreement will include the Provisions of this RFP and the Contract Provisions in similar form to those attached, and also any Appendices attached hereto, as well as the Provisions of the Proposal of the Successful Proposer, all of which will be incorporated therein in that Contract.

That Contract will constitute the entire agreement between the parties. The Contract may also include any purchase orders, bonds, and addenda incorporated in the documents before their execution, and all other agreements of a supplemental nature, in writing, signed by both parties, entered into during the progress of the work.

Contractor: The Contractor is the Successful Proposer that signs, executes, and enters into a Contract with the District.

District: Oregon City School District, its board of directors, departments, employees, and agents.

Limited Liability Entity: Any corporation, limited liability company, limited liability partnership, or other business entity that must register with a state agency in order to do business as that entity.

Notice of Intent to Award: A document proclaiming intent to award the Contract to a specified party.

OAR: Oregon Administrative Rules

ORS: Oregon Revised Statutes.

Proposal: A response to an RFP, created and submitted by a Proposer, which outlines the services the Proposer wishes to render to the District.

Proposer: Any corporation, limited liability company, limited liability partnership, other limited liability entity, company, partnership, firm, sole proprietorship, or individual that creates and submits a Proposal. A Proposer is a prospective Offeror / Contractor.

Provisions: Refers to all directions, terms, conditions, specifications, and requirements, etc., of the referenced subject.

Public Contract Rules: District Public Contract Rules adopted August 12, 2024.

RFP: A Request for Proposal. This is an official publication/statement by the District which outlines goods or services of which the District is in need. It outlines the general needs and goals of the District, but the means and methods used to achieve those ends will generally be left up to each Proposer to suggest in the Proposal.

Successful Proposer: The Proposer whose goods or services Proposal is accepted by the District, and upon acceptance, it is the Successful Proposer who is offered the Contract and who is obligated to sign the Contract for such goods or services, thus becoming the Contractor Proposal.

SECTION II – PROPOSAL PROCESS

1. Proposal Procedures

a. Issuing Office

This RFP document is issued by the Oregon City School District for the Oregon City Together Coalition and that office shall be the sole point of contact for this RFP. Please contact the following person:

Contact Name: Anne Haynes Title: Program Director, Oregon City Together Phone: (503) 708-6929 Email: anne.haynes@orecity.k12.or.us Address: Oregon City School District No. 62 1417 12th St.

Oregon City, Oregon 97045

b. RFP Timetable. The District reserves the right to deviate from this schedule.

EVENT DATE

Publication March 28, 2025 Inquiries/Questions Deadline April 10, 2025 Submission Deadline April 30, 2025 Interviews (if required) May 20, 2025 Deadline to withdraw proposal May 27,2025 Date of Notice of Intent to Award June 2, 2025 Contract Award Date June 16, 2025 Contract Execution Date July 1, 2025 Project Start Date July 2, 2025

All written questions related to the RFP must be received by the Inquiries Deadline as indicated above. Clarifications and responses to written questions regarding this RFP will be sent within one week of receipt of written inquiries.

All protests of the Award of Contract must be received within seven days of the date of the Notice of Intent to Award above. The contract execution date is the date by which the successful Proposer must execute the Contract with the District.

The District may, at its discretion, schedule interviews with the Proposers, and will contact any Proposers at that time.

c. Obtaining RFP Documents

RFP Documents may be reviewed or obtained from the OCSD office by contacting the following:

Contact’s Name: Anne Haynes Contact’s Title: Program Director Phone: 503-707-5177 Email: anne.haynes@orecity.k12.or.us

d. Proposal Requirements

All Proposers must prepare their Proposals according to the format outlined in this RFP and provide a response to the requirements. It is the sole responsibility of the Proposer to ensure that Proposals are received prior to the above stated Submission Deadline.

PROPOSALS MUST BE TIME STAMPED AT THE ISSUING OFFICE RECEPTION DESK ON OR

BEFORE THE STATED DEADLINE OR SUBMITTED VIA EMAIL BEFORE THE STATED

DEADLINE.The District will not consider late materials received after the Submission Deadline, and those materials will be returned unopened.

i. The Proposal should not exceed 20 pages in length,using a minimum of 12 point font size.

ii. The Proposer's name and address must appear on the proposal’s title sheet. If the proposal is delivered rather than emailed, the Proposer’s name and address must be on the outside of the envelope. In addition, the words, "Research, Evaluation and Data Analyst Services of Youth Drug Use Prevention” must be on the outside of the envelope and/or title page.

iii. Proposers mailing Proposals should allow normal mail delivery time to insure receipt of their

Proposals by the issuing office.

iv. Proposals not arriving by the Submission Deadline will not be considered. Time extensions will not be granted. The District will not accept faxed Proposals.

v. Materials should be prepared simply, economically, and neatly. Proposers are encouraged to be complete and concise. Attachments are limited to the required submittals included within the RFP. Any additional documents should be minimized and may not be considered in our evaluation of proposals.

vi. This RFP document is not to be distributed or made available by the Proposer to anyone outside their company. The RFP document is to be released only by the Issuing Office, or the District cannot ensure delivery of addenda to all holders of the document.

vii. In order to simplify the review process and to obtain the maximum degree of comparability, each Proposal shall include the required information as listed in Attachment 1, Request for Proposal Requirements Checklist, responses must be in the same order as listed.

e. Erasures

Any and all erasures or corrections in the Proposal documents must each be circled and initialed by the Proposer.

f. Signature

Any signature or initialing relating to this RFP certifies that the individual signing or initialing has read and fully understands all provisions. Anything relating to this RFP shall be deemed to have been properly signed or initialed if the procedures below are adhered to:

i. In the case of an individual Proposer, by each such individual Proposer.

ii. In the case of a partnership, the name of the partnership must appear directly above the initial or signature, and the initial or signature must be that of one of the authorized partner(s) of said partnership, signing for and in the name of the partnership. In addition, the names of all partners shall be stated in the document.

iii. In the case of a Limited Liability Entity, the entity's name shall be subscribed to by the president or other authorized managing officer, and the name of the office held in (or the capacity in which they act for) such corporation shall be listed under the signature of such officer.

g. Sufficiency

Please provide all requested and required information. Proposals which do not provide all information as required by this RFP will be rejected.

h. Certificate of Compliance and Contract Offer

The Proposal Certification (Attachment 1) must be signed before any Award of the Contract will be made. A Proposal will not be considered for any Award of the Contract where the Certificate has been deleted or modified or not properly signed prior to the Date of Notice of Intent to Award as specified above.

All Proposers who submit a Proposal must agree that the Provisions of this RFP and attached copy of the Contract Provisions are acceptable and that, within ten (10) days after receipt of a Notice of Intent to Award, any Proposer to whom a Contract is awarded will sign the Contract including those Provisions. Any objections to such Provisions must be stated in writing and received by the Issuing Office prior to the Deadline to Withdraw.

i. Rejection of Proposals

The District reserves the right to cancel the procurement or to reject any and all Proposals if it is determined to be in the interest of the District to do so. The information obtained will be used to help determine the suitability of the proposed products and services. The District reserves the right to waive any informality or irregularities should such action serve the interest of the District.

Non-acceptance of any Proposal will not imply any criticism of the Proposal or convey any indication that the Proposal or proposed products or services were deficient. Non-acceptance of any Proposal may mean that another Proposal was deemed to be more advantageous to the District or that no Proposal was deemed acceptable

Proposals will be evaluated and, unless all Proposals are rejected, an Award of the Contract will be made based upon the evaluation process outlined within this RFP. The evaluation may result in the Award of the Contract being made other than to the lowest priced Proposal.

2. Proposal Requirements

Required Qualifications – See Section IV for detailed proposal outline and requirements

a. Background in epidemiological and program analysis. Ph.D. or Masters in education, public health or related field. Minimum three years’ experience in research and evaluation.

Experience working with a SAMHSA grant or similar grant required. Experience with Communities that Care or similar process preferred.

b. Staffing and Cost Data

Any proposals not submitting pricing information in accordance with this RFP will be rejected.

A budget for Year One of the project as described in this RFP shall include all costs for which the District shall be responsible. Any unspecified costs shall be borne by the contract organization.

c. Taxes

District is tax exempt. All taxes will be the responsibility of the Proposer.

d. Payment

Unless otherwise provided in the terms and conditions of this RFP or of the Anticipated Contract provisions, payment will be made 30 days after receipt of invoice and acceptance of services provided under this RFP.

3. Public Information and Trade Secrets

a. All Proposals and related materials shall be kept by the District for a period of six years and will be considered public information.

b. Proposers who have concerns about revealing trade secrets or other proprietary information within their Proposal must preface each page of sensitive material with the following text: "This data constitutes a trade secret under ORS 192.501(2) and shall not be disclosed outside the District or duplicated, used, or disclosed in whole or in part for any purpose other than to evaluate the described products/services or in accordance with Oregon Public Records Law, ORS Chapter 192.

This restriction does not limit the District's right to use information contained herein if it is obtained from another source." All Proposers who respond to this RFP authorize the release of all information on any page that does not contain said above text.

c. Oregon Public Records law exempts only bona fide trade secrets from disclosure, "unless the public interest requires disclosure in the particular instance." ORS 192.501(2). Non-disclosure of documents submitted with a Proposal and marked as a trade secret may depend on official or judicial determinations made pursuant to Oregon Public Records Law.

d. Cost or price information does not constitute trade secrets and must be open to public inspection.

4. Addenda

a. If it becomes necessary to modify, revise, or clarify any part of this RFP, written addenda will be provided to all Proposers who completed a vendor registration form. No change will be binding on the District unless confirmed by written addendum.

b. Proposers shall acknowledge receipt of all addenda in the appropriate area of the Proposal Form, Attachment 1, which must be returned as part of the Proposal requirements. All addenda issued during the RFP period are incorporated into the Contract resulting from this RFP by this reference.

5. Inquiries and RFP Request for Clarifications

a. This RFP, the Anticipated Contract Agreement attached as Attachment 6, and all subsequent written modifications and addenda issued by the designated contact for the District thereto are hereby designated as the sole reference and authority for the preparation of Proposals and take precedence over any other source, either verbal or written.

b. No District employee or officer is authorized to make any oral interpretation of any Provisions within the RFP or Contract documents. The District will not be responsible for any oral remarks related to this RFP. Prospective Proposers who are in doubt about or who have any objection to any aspect of this RFP, the Anticipated Contract Provisions and all subsequent written modifications and addenda must submit a written objection or request for clarification by the Inquiries Deadline listed in the RFP Timetable.

c. To be considered, prospective Proposer's written questions and RFP Request for Clarification must be submitted to the Issuing Office in writing by the Inquiries Deadline in the RFP Timetable as follows:

Questions and RFP Request for Clarification Due no later than April 10, 2025, 4:00 pm PDT.

Submitted via email to: anne.haynes@orecity.k12.or.us

d. The District's clarification to a prospective Proposer, whether orally or in writing, does not change the RFP and is not binding on the District unless the District amends the RFP by Addendum.

e. The District reserves the right to cancel the RFP in lieu of clarification under, and in conformance with, OAR 137-048-0250.

f. An issue that could have been, but was not raised, as a request for clarification of the RFP shall not be grounds for protest of award.

6. RFP Protests

a. A prospective Proposer may protest the procurement process or the solicitation document ("RFP Protest") for a contract solicited under ORS 279C.100 to 279C.125, in accordance with this Section II., No. 6. Before seeking judicial review, a Proposer must file a written protest with the District and exhaust all administrative remedies.

b. RFP Protest Submission Requirements. To be considered, prospective Proposer's written RFP Protest must be submitted to the Issuing Office marked as follows:

RFP Protest RFP for Research, Evaluation and Data Analyst Services of Youth Drug Use Prevention RFP Protests must be submitted via email to anne.haynes@orecity.k12.or.us

c. Time Limitation on Protest. An RFP Protest shall be presented to the District at least seven (7) calendar days prior to proposal closing. The District will not consider a protest submitted after the time period established in this Section II.6.

d. Right to Protest RFP. The District will consider an RFP Protest filed in compliance with the requirement of this Section II, No. 6 if it: 1) states the grounds that demonstrate how the process is contrary to law, or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 2) provides evidence or supporting documentation that supports the grounds on which the protest is based; and 3) states the relief sought by prospective Proposer.

e. District's Response to RFP Protest. The District will issue a written disposition of the RFP protest no less than three (3) business days before proposals are due, unless a written determination by the District determines that circumstances exist that require a shorter time limit.

If the District upholds the protest, in whole or in part, the District may in its sole discretion either issue an Addendum reflecting its disposition under OAR 137-048-0240 or may cancel the RFP in the public interest under and in conformance with, OAR 137-048-0250.

f. Extension of Closing. The District may extend Closing if it determines an extension is necessary to consider and respond to a properly filed Protest under this Section II No. 6.

g. Failure to Protest the RFP. An issue that could have been, but was not, raised as a protest of the RFP shall not be grounds for protest of award.

SECTION III – PROPOSAL TERMS AND CONDITIONS

1. Independent Consultant/Partnerships

Nothing in this RFP shall be construed to create a partnership, joint venture or employment relationship between the parties. Consultant will not be, nor hold itself out to be, an officer, employee, agent of the District and will not make any such representations to third parties. Contractor acknowledges that Contractor's employees have no right to participate in District's employee benefit plans. Contractor further acknowledges that District is not responsible for the tax or other withholding of Contractor's employees.

2. Qualifications – See Section IV for Detailed Proposal Outline

Consultant shall demonstrate its qualifications for performance of the work described under this RFP.

Minimum qualifications include: experience/background in epidemiological and program research and analysis with a focus on public health/prevention; at least one staff/team member with Ph.D. or Masters in education, public health or related field; three years experience in research and evaluation.

Experience/background with a SAMHSA grant or similar process is required. Experience with the Communities that Care process is preferred.

To accomplish the scope of this work, the SAMHSA grant requires the data/research work to average .50 FTE/20 hours a week of work.

3. Minority, Women-owned, and Emerging Small Business

The district’s mission is to build a diverse and prosperous group of community consultant and trained employees who can effectively compete in business, while obtaining quality goods and services in a competitive, efficient, and non-discriminatory manner.

4. Immigration Reform and Control Act

All Proposers shall comply with the provisions of the Immigration Reform and Control Act of 1986 regarding the verification of employment eligibility.

5. Cost of Proposal

The District will not be responsible for any costs associated with the development or submission of Proposals.

6. Contract

The contents of the Proposal of the Successful Proposer, along with this RFP and Contract Provisions (similar in form to those attached) and any clarifications and addenda issued by the District, will become contractual obligations if the District accepts a Proposer's offer. The order of precedence for the Contract documents shall be the Contract, this RFP, its attachments and any addenda, and the Proposal of the successful Proposer, unless otherwise indicated in the Contract.

If a Proposer has objections to the RFP documents, terms or conditions, or Anticipated Contract terms or conditions, but fails to follow the RFP Protest procedure described above, the only options available to the Proposer are to either accept all obligations, or to withdraw by the Deadline to Withdraw as indicated in the RFP Timetable.

A Proposer that fails to object by the Inquiries Deadline and to withdraw its Proposal by the Deadline to Withdraw will be deemed to agree that, if chosen as the Successful Proposer, it will accept said obligations in a contract. Failure to do so may result in cancellation of the Award of the Contract, and may, at the sole discretion of the District, result in liability to the Proposer for whatever damages the District sustains as a result thereof.

The formation of the Contract shall not be complete and the District shall not be liable under it until it has been executed both by the Successful Proposer and by the District.

This Contract ends September 30, 2029, when the SAMHSA Grant is due to complete. The Contract term shall not exceed five (5) years. This contract is fully dependent on federal funds and will be terminated if federal funding becomes unavailable for any reason.

7. Financial Interest, Fraud, and Collusion

A Proposer filing a Proposal thereby certifies that, with regard to this RFP, no officer, agent, or employee of the District who has a pecuniary interest in this RFP or Proposal has participated in the Contract negotiations on the part of the District, and that the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other Proposer to this RFP. Further, the Proposer certifies that with regard to this RFP, the Proposer is competing solely on the Proposer's own behalf without connection with, or obligation to, any undisclosed individual, partnership, company, or Limited Liability Entity.

8. Duration of Offer

Proposal prices and Provisions shall remain firm for ninety (90) calendar days after the Submission Deadline indicated above. The Successful Proposer shall not alter the terms or price of their Proposal if said Proposal is accepted within ninety (90) days of the Submission Deadline indicated above.

Price increases or changes in terms by others after the acceptance will not be considered. An Award of the Contract to any Proposer shall not constitute a rejection of any other Proposal and the District will remain free to accept other Proposals.

9. Risk of Loss and Damage

The Proposer will be liable for all damages arising out of the Proposer's negligence or fault in connection with this RFP.

The District will not be responsible for the loss or damage of any items during the RFP process, unless negligence on the part of the District has been established in a court of law.

10.Publicity

News releases by any Proposer pertaining to this RFP or any Award of the Contract or other issue resulting from or related to it will be made only with prior written approval from the project lead, Oregon City Together, in consultation with the Oregon City School district.

11.Reservations

The District expressly reserves the following rights:

a. To reject all Proposals.

b. To reject any Proposal not in compliance with all prescribed public bidding procedures and requirements.

c. To reject any Proposal not meeting any Provisions set forth herein.

d. To waive any or all irregularities in Proposals submitted.

e. To award any or all items or services contained in the Proposal.

f. To award to more than one Proposer

g. To consider the competency and responsibility of Proposers in making any Award of the Contract.

h. To re-award the Contract to another Proposer in the event any Proposer who is chosen by the District as the Successful Proposer defaults in executing said formal Contract within the time and in the manner specified in the RFP documents.

i. To obtain clarification of any point in a Proposer's Proposal. The failure of a Proposer to make additional information available could result in the rejection of the Proposal. In addition, Proposers must be prepared to make presentations about their products and/or services at the District.

j. To obtain Proposals from other Proposers for specific jobs.

12.Ownership of Proposal Documents

All Proposals developed specifically for the District shall be the property of the District and all title and interest therein shall vest to the District. All Proposers, at their own expense, may and should retain a copy of their Proposal.

13.Sufficient Information

a. All Proposers represent and warrant that by responding to this RFP they have been sufficiently informed in all matters relating to the performance of duties required by this RFP and its attachments. Prior to submitting a Proposal, all Proposers shall make a careful examination of the RFP Provisions, including but not limited to terms and conditions, including any specifications. Failure to take these precautions will not release the Successful Proposer from performing the work in strict accordance with the terms of the Agreement.

b. The District will not be responsible for any loss or for any unanticipated costs that may be suffered by the Successful Proposer as a result of the Proposer's failure to fully inform themselves in advance in regard to all conditions pertaining to the duties required. No statement made by any officer, agent, or employee of the District will be binding on the District.

c. Additionally, Proposers warrant that they have checked their Proposal for errors and omissions and that the prices stated in the Proposal are correct and as intended and are a complete and correct statement of prices for performing the duties specified herein.

14.Separate Contracts

The District reserves the right to enter into other contracts in connection with this RFP. The Contractor shall afford those other contractors reasonable opportunity for the introduction and execution of their work, and shall properly coordinate all work efforts.

15.Headings

The Headings in this RFP and all attached documents are for convenience only and do not establish any other meaning or interpretation.

SECTION IV – PROPOSAL OUTLINE AND SCORING

Proposals should be prepared simply and economically, providing straightforward, concise descriptions of qualifications and previous experience to satisfy the requirements of the RFP. They should be no more than 20 pages, 12-font copy. Proposals will be evaluated and scored. Contract award will be based on Proposer’s qualifications and experience as described below. The District may also choose to hold interviews (zoom or in-person).

1. TITLE PAGE (Not Scored) Name and address of Proposer.

Title: Research, Evaluation and Data Analyst Services of Youth Drug Use Prevention

2. COVER LETTER (Not Scored)

The cover letter shall not exceed one page in total length and must include:

a statement that the Proposer accepts all terms and conditions contained in this solicitation a brief introduction of your firm/organization name and title of contact person for matters relating to this RFP contact information for your contact person.

3. GENERAL QUALIFICATIONS (40 possible points)

Demonstrate experience/background in epidemiological and program research and analysis with a focus on public health and/or youth drug use prevention.

Describe three to five current or past (within 10 years) projects with similar scope or mission.

(20 points)

Demonstrate experience/background with a SAMHSA grant or similar grant. (10 points) If you have worked with Communities that Care or similar processes, describe your experience. (10 points)

4. KEY PERSONNEL AND STAFF QUALIFICATIONS (30 possible points) List all proposed team members and project leads. Describe experience and qualifications of each proposed team member.

Project lead to hold Ph.D. or Masters in education, public health or related field with minimum three years experience in research and evaluation. (20 points)

Provide resume/CV of team account lead. (10 points)

5. RATES, FEES AND BUDGET (20 possible points)

Provide the dollar amount of your quarterly retainer fee that will cover all staff time. Dollar amount not to exceed the $63,000 annual budget of this proposal. (5 points)

Provide a proposed budget for the first year of the contract for items not considered staff time that will be needed to accomplish the scope of work described in this proposal. These should include “hard” costs related to surveys, focus groups, presentations, etc. Include travel costs for one in-person presentation/focus group in Oregon City, Oregon. This budget is not considered as part of the retainer. (15 points)

6. PROJECT MANAGEMENT (5 possible points) Describe the protocols/policies you have in place to ensure deliverables are accomplished in a timely cost-effective manner.

7. REFERENCES (5 possible points)

Provide a reference (USE ATTACHMENT 4) for three to five similar projects during the past 7 years.

SECTION V - AWARD PROCESS

1. Selection/Award Process

a. Evaluation Committee. A committee consisting of District staff will evaluate the Proposals.

Each member will evaluate all aspects of a proposed approach via a scoring system designed to be of internal assistance to the members of the evaluation team. Each Proposal will be scored based on the criteria and points listed herein. A possible 100 points may be accumulated.

b. Initial Scoring. Each of the evaluators shall independently assign a score to each of the written Proposals. Criteria scores will then be summed. The highest scoring Proposals will be identified and those Proposers may be invited to an oral evaluation with the evaluation committee.

c. Oral Evaluation. If it is determined to be in the best interest of the District, an oral Interview (in-person or zoom) will be scheduled with the Proposer’s Project lead and any team members selected by the Proposer. If unable to participate in an oral interview, the District reserves the right to remove that Proposer from consideration. Additional evaluation criteria and/or award of points may be considered during the oral interview phase.

d. Final Scoring. After the oral interview, scores from the written Proposal and oral interview, subject to the determined scoring methodology during the oral evaluation phase under 1.c.

above, will be summed, resulting in a final score. The award recommendation will be given to the Proposal(s) having the highest final score.

2. Criteria/Method of Award

a. Criteria. The specific criteria which will be used to determine how the best responsive, responsible Proposer will be selected is outlined in Section IV – Proposal Outline and Scoring Criteria.

b. The Contract resulting from this Proposal may be awarded on an "all-or-none" basis. All required items must be offered in a Proposal in order for a Proposal to be considered. A Contract will not be awarded for specific items separately.

c. The Contract will be awarded to the highest ranking Proposal(s) under the foregoing criteria.

The District may award one or multiple contracts to qualified firms as a result of this RFP process.

d. If the District awards a contract pursuant to this RFP, it will award a contract to the responsible Proposer whose proposal the District determines in writing is the most advantageous to the District based on the evaluation process and criteria described in this RFP, applicable references, and the outcome of any negotiations authorized by this

RFP.

3. Notice of Intent to Award

a. The District will provide written notice of its Intent to Award to all Proposers at least seven (7) days before the Award of a Contract. The District's Award will not be final until the later of either: 1) the expiration of the Award Protest period provided for in Section II No.6 of this RFP;

or 2) the District provides written decisions to all timely-filed protests denying the protests and affirming the Award.

b. The apparent Successful Proposer will be notified in writing, via email, of its apparent winning proposal, and a contract will be drawn that will include reference to this RFP, its attachments and addenda, the Proposer's proposal, and any additional contract language that may be required by District or by law. All other Proposers will be notified that the apparent winning proposal has been selected.

4. Award Protest

a. An adversely affected Proposer may protest the Notice of Intent to Award the Contract for any and all contracts solicited under ORS 279C.100 through 179C,125.055 if the Proposer can demonstrate that it would be eligible to be awarded the public contract in the event the protest were successful. Before seeking judicial review of an Award of the Contract, an adversely affected Proposer must file a written protest with the District and exhaust all administrative remedies.

b. Right to Protest Award: In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must itself claim to be eligible for Award of the Contract in the event the Protest were successful and must be next in line for the Award. In addition, the adversely affected Proposer must demonstrate that the reason for the Protest is that: (a) all higher-ranked Proposers are ineligible for Award of the Contract because their Proposals were non-responsive; (b) the District has failed to conduct the evaluation of proposals in accordance with the criteria or processes described in this RFP; (c) the District has abused its discretion in rejecting the Protesting Proposer's proposal as nonresponsive; or (d) the District's evaluation of the proposals or its subsequent determination of award is otherwise in violation of ORS Chapter 279A, 279B or 279C. In addition, the written protest shall specify the grounds upon which the protest is based and suggested changes that may remedy the defects. An issue that could have been addressed pursuant to an inquiry or request for clarification under Section II No. 5 or a protest of the RFP under Section II No. 6 shall not be grounds for protest of award.

c. Award Protest Submission Requirements. To be considered, the Proposer's written Award Protest may be submitted via fax but the protest must be sent to the Issuing office marked as follows: RFP Award Protest / RFP for Construction Management Services.

d. Time Limitation on Protest: To be considered by the District, a written protest must be received by the District within seven (7) days after issuance of the Notice of Intent to Award Contract.

e. Authority to Resolve Protests: The Superintendent of the District, or such person's designee, shall have the authority to settle or resolve a written protest submitted in accordance with the requirements of this Section V, No. 4.

f. Decision: If the protest is not settled or resolved by mutual agreement, the Superintendent of the District, or such person's designee, shall issue a written decision on the protest in a timely manner.

g. After the District has issued its response, Proposer may seek judicial review in the manner provided in ORS 279B.415.

h. Right to Cancel RFP. The District reserves the right to cancel the RFP in conformance with

OAR 137-048-0250.

APPENDIX A

SCOPE OF WORK

DESCRIPTION OF THE REQUESTED SERVICES: Tasks and deliverables are subject to change to meet project’s changing needs and timeline.

YEAR 1: COMMUNITY PROFILE, ACTION PLAN AND

EVALUATION

Assess needs. Gather data from multiple sources to support development of community profile that identifies priority community risks and protective factors.

● Gather available data from diverse sources such as state and county data.

● Develop up to two youth survey tools to cover perceptions not included in the Oregon

Student Health Survey. The surveys will be administered by the school districts. You will need to tabulate and evaluate the data.

● Develop, implement and evaluate one parent survey. Work with Latino organization/translator to tailor survey tool for Spanish-speaking parents. Conduct up to five youth focus groups requiring recruitment, discussion guide development, facilitation and incentive payment.

● Support development of community dialogue discussion guide.

● Develop stakeholder interview guide. Analyze data gathered via the interviews.

● Attend up to six Communities that Care meetings (in-person or Zoom).

● Communicate with client on regular basis.

● Partner with coalition members to develop community profile and community action plan.

● Develop evaluation plan to measure action items, strategies and interventions in community action plan.

● Develop process to review and revise interventions in the community action plan.

● Conduct year-end evaluation of progress and outcomes. Submit annual report.

● Determine any needed adjustments, technical assistance needs.

● Provide description of accomplished deliverables in monthly statement/invoice.

1. YEAR 2: MONITOR, EVALUATE AND ADJUST

● Track and monitor progress. Collect and monitor program data quarterly. This may require repeating several deliverables in Year 1 such as youth and parent surveys, and focus groups.

● Determine necessary improvements.

● Conduct year-end evaluation and related annual report.

● Attend up to three Communities that Care meetings (in-person or zoom).

● Communicate with client on a regular basis.

2. YEAR 3: MONITOR, EVALUATE, AND ADJUST

● Collect and monitor program data quarterly.

● Gather current and current updated data to determine any changes in the community as part of mid-point evaluation of effectiveness and capacity. Develop mid-point report.

● Conduct youth focus groups as necessary.

● Attend up to three coalition meetings (in-person or Zoom).

● Communicate with client on regular basis.

3. YEAR 4: MONITOR, EVALUATE AND ADJUST

● Gather current and current updated data to determine any changes in the community.

● Collect and monitor program data quarterly.

● Determine any necessary changes to strategies, interventions and programs.

● Develop annual year-end evaluation report.

● Conduct youth focus groups as necessary.

● Attend up to three coalition meetings (in-person or Zoom).

4. YEAR 5:

● Gather current and current updated data to determine any changes in the community. Assess capacity going forward.

● Develop detailed project report.

● Attend up to three coalition meetings (in-person or Zoom).

Research, Evaluation and Data Analyst Services of Youth Drug Use Prevention

RFP REQUIREMENTS CHECKLIST

Unless “READ ONLY” these documents must be submitted with your proposal.

Company Name:

Attachment 1: Proposal Certification

Attachment 2: Insurance Requirements (READ ONLY)

Attachment 3: Workers’ Compensation Exemption Certificate if needed

Attachment 4: References __________

Attachment 5: Financial Resources

Attachment 6: Contract Services Agreement

(READ ONLY)

ATTACHMENT 1

PROPOSAL CERTIFICATION

Legal Name of Contractor:

Mailing Address:

The Contractor certifies and agrees:

The prices in this Offer have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other Proposer relating to: the intention to submit an Offer, or the methods or factors used to calculate the prices Offered.

The Contractor has read and…