Questions and Answers Set 1 - RFP 6189 final.pdf

STATE OF OREGON

OREGON HEALTH AUTHORITY

QUESTIONS & ANSWERS SET #1

Request for Proposals (RFP) 6189:

Strategic Communication Services for Family Connects Oregon

(OregonBuys Bid #S-44300-00015141)

Date of Issuance: December 17, 2025

Opening Date and Time (Proposals Due):

January 30, 2026 at 3:00 PM (Pacific Time)

Single Point of Contact (SPC): John F. Gardner Phone (voice) 503-509-5698 E-mail: john.f.gardner@odhsoha.oregon.gov

The following questions were received regarding RFGP 6189 and OHA responds as follows. Unless otherwise indicated, all Section number references in this document are to Sections of RFP 6189 posted on OregonBuys Bid Number S-44300-00015141. As used in RFP 6189 and in this document, “OHA” refers to the State of Oregon, acting by and through the Oregon Health Authority (OHA), Public Health Division, Family and Child Health Section.

Question # RFP Section (Page #) Question

1. Section 3.3.5 Price Proposal Requirements (Page 21)

Do you anticipate the Contract resulting from this RFP will be a deliverable-based or time-and-materials contract?

OHA Response to above question:

OHA anticipates the Contract resulting from RFP 6189 will include deliverables and/or milestone completion requirements corresponding to the Work described in Section 2.4 Scope of Work, and a budget proposed by the Contractor and approved by OHA for completion of the required Contractor services, deliverables and/or milestones.

Payments to the Contractor will be made in accordance with the approved budget, including any applicable payment rates, subject to OHA’s approval of the Contractor’s invoices for completed Work.

mailto:john.f.gardner@odhsoha.oregon.gov

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2. Section 3.3.5 Price Proposal Requirements (Page 21)

Section 3.3.5 requests costs, time estimates, and rates for each Key Person.

Please confirm whether all staff proposed to participate in the project should be listed in Attachment E - Price Proposal?

OHA Response to above question:

Yes, all of Proposer’s Key Persons who are anticipated to participate in the project by performing the work described in Section 2.4 Scope of Work should be listed in Attachment E, along with the other information underlined below in Section 3.3.5:

3.3.5 Price Proposal Requirements

Proposer must submit a detailed Price Proposal (Attachment E) electronically through OregonBuys for the initial term of the Contract - July 1, 2026 through June 30, 2027.

For each of the Services described in Section 2.4 Scope of Work, the Price Proposal must include identifiable costs, time estimates, and hourly rates for each Key Person for completing each activity, and a summary of all proposed costs.

For all fully loaded personnel costs, the Price Proposal must include the name and title of all positions for each individual Key Person who will perform the work and list the salary/wage and fringe rate separately for each such individual.

3. Sections 1.2 SCHEDULE (Page 4); 4.1 PUBLIC NOTICE (Page 22); and 4.3 QUESTIONS /

REQUESTS FOR

CLARIFICATION (Page 22)

How will OHA notify Proposers of answers to vendor questions?

OHA Response to above question:

Pursuant to Section 4.1 PUBLIC NOTICE, OHA will post Questions & Answers on OregonBuys in the File Attachments to RFP 6189 in response to all Questions received for the RFGP on this OregonBuys page: S-44300-00015141.

Multiple sets of Questions and Answers may be posted on that OregonBuys page depending on the number and timing of questions received by OHA.

https://oregonbuys.gov/bso/bid/bidSummary.sdo?docId=S-44300-00015141&mode=initial

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4. Section 1.2 SCHEDULE (Page 4)

If you experience a significant delay in responding to questions, will you consider extending the deadline (e.g., questions are answered less than 10 business days before proposals are due)?

OHA Response to above question:

Yes, if appropriate, OHA may choose to extend the Proposal Due date by an Addendum posted in the File Attachments to RFP 6189 on this OregonBuys page: S-44300-00015141.

Also, OHA has the option to answer late questions if OHA determines it is in the public interest to provide answers to such questions.

5. Section 2.3.3 OHA’s Purpose and Goals (Page 10)

Can you share any information about early challenges you have experienced with FCO communications?

OHA Response to above question:

1) Not all counties are an FCO site, thus impacting statewide messaging that is working to normalize the program as a standard of postpartum care for all Oregon families.

2) There are multiple audiences for FCO communications. Below is a list of audiences in order of priority and their role in FCO. The first three (bolded) are highest priority for targeted communications:

a. All families: receive FCO services

b. Hospitals: support family recruitment

c. Medical providers: recommend families to FCO services

d. Other home visiting systems: Support FCO services

e. Funding partners: opportunities to partner with FCO

f. Early Childhood system: opportunities to partner with FCO

g. Tribes: need to be aware of FCO and given the opportunity to participate if they choose

h. Community Based Organizations including culturally specific originations:

opportunities to partner with FCO

i. Internal state partners: opportunities to partner with FCO https://oregonbuys.gov/bso/bid/bidSummary.sdo?docId=S-44300-00015141&mode=initial

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6. Section 2.4.4 Website Maintenance (Page 13)

The RFP mentions developing and implementing an FCO Campaign based on program budget. Can you confirm whether media buys will come out of the Contractor’s budget?

OHA Response to above question:

Yes, media buys would come out of the Contractor’s budget.

7. Section 2.4 Scope of Work (Pages 11-15)

Do you anticipate any in person engagement to occur by the Contractor?

OHA Response to above question

There will be minimal in-person engagement between the contractor and the FCO team.

Recurring meetings will be done via Zoom/Teams, and we’ll coordinate and exchange information via email. There may, however, be in-person tasks such as video or photo shoots, requiring the contractor to engage in some in person work throughout Oregon.

Additionally, some FCO state team staff may be on hand for in-person meetings as needed.

8. Attachment F (Certified Disadvantaged Business Outreach Plan), Question 3:

“Include a list of firms that Proposer has had a contractual relationship with within the last two years that are not Certified Firms but may be minority-owned, woman-owned, service-disabled veteran-owned or emerging small businesses.”

Is Question 3 in Attachment F specific to firms based in Oregon?

OHA Response to above question:

No, Question 3. of Attachment F is not limited to Oregon firms and COBID certification is not limited to firms based in Oregon. However, please note that Attachment F is not a mandatory Proposal submission per this note on Page 17 of the RFP:

“** Note #2: re: COBID Certification - Outreach Plan (Attachment F): Attachment F is not required to be submitted with the Proposal but as stated in Section 6.2 below, if

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Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution of the Contract.”

9. Attachment F, Question 5 Do you have a list of certified firms?

When we called the state, we were told that no such list exists, making it challenging to identify prospective partners.

OHA Response to above question:

Please visit the Certified Vendor Directory on this page:

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2 315&TN=oregon4biz See also response to Question 8. Stating that Attachment F is not a mandatory Proposal submission for RFP 6189.

10. Section 4.11 POINT AND SCORE CALCULATIONS (Page 28)

Does the evaluation process include a points preference for small business?

OHA Response to above question:

No.

11. Section 3.3.3 Reference Check Forms (Attachment D), Page 19

Are we permitted to use a reference from a subcontractor as one of the references in Attachment D?

OHA Response to above question:

A subcontractor should not complete the Reference Check Form unless the Subcontractor qualifies as a current or former client of the Proposer: Section 3.3.3 states that Reference Check forms are to be completed only by firms who that are current or former clients of the Proposer per the following excerpt from that Section:

“*** The Reference Check Forms should be completed by current or former client firms for similar projects performed within the last five years References must be able to verify the quality of previous, related Work.***” https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz

“** Note #2: re: COBID Certification - Outreach Plan (Attachment F): Attachment F is not required to be submitted with the Proposal but as stated in Section 6.2 below, if Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution of the Contract.”