Request for Application S-10000-00011550~4.pdf

RFA S-10000-00011550 Page 1 of 44

The Oregon Department of Human Services, acting by and through the Office of Resilience and Emergency Management, hereinafter referred to as

“Agency” issues this

REQUEST FOR APPLICATIONS (RFA)

OREGON BUYS #

S-10000-00011550/ ODHS # 5894

For the purpose of delivering

DISASTER CONSULTING

AND

PROFESSIONAL SERVICES

DATE RFA ISSUED IN OREGON BUYS: November 22, 2024

APPLICATIONS WILL BE OPENED AND REVIEWED

ON AN ONGOING BASIS THROUGH: March 31, 2025 at 3:00 PM

Single Point of Contact (SPC):

Coral D. Ford, Procurement and Contract Specialist 3

Oregon Department of Human Services Office of Contracts and Procurement

500 Summer Street NE Salem, Oregon 97301

Phone: (503) 508-6471 Email: coral.d.ford@odhsoha.oregon.gov

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.

RFA S-10000-00011550 Page 2 of 44

Section 1. PURPOSE AND OVERVIEW.

The Oregon Department of Human Services (ODHS) is Oregon’s principal agency for helping Oregonians in their own communities achieve wellbeing and independence through opportunities that protect, empower, respect choice, and preserve dignity, especially for those who are least able to help themselves. Under the State’s Comprehensive Emergency Management Plan, ODHS is the primary state Agency responsible for Emergency Support Function 6 (ESF 6) which includes mass care, emergency assistance, evacuation assistance, shelter, food, water, and human and social services for people impacted by a declared emergency or disaster event; and the primary Agency responsible for Support Recovery Function 4 (SRF 4), which is social services recovery to include both direct case management and recovery supports to people impacted as well as supporting the restoration of social services systems following a disaster. ODHS’ Office of Resilience and Emergency Management (OREM) is tasked with carrying out ODHS’ ESF 6 and SRF 4 responsibilities.

This RFA is issued under the authority of ORS 409 and 401.025, and Special Procurement 826-16.

ODHS anticipates that the total of all services delivered by a qualified consultant during the Agreement period will not exceed $5,000,000. ODHS reserves the right to amend for additional time and increase the not-to-exceed amount by any amounts for any reason. No work is guaranteed to qualified consultants who are offered a Price Agreement.

Section 2. SCOPE OF WORK/SPECIFICATIONS.

2.1 General Information.

ODHS intends to procure qualified consultants to provide professional consulting services to the Agency to support preparedness, response and recovery from emergencies and disasters that affect people in Oregon.

To be considered, an Application must include all Application Requirements (Section 4) and must be submitted by the date and time described in this RFA. ODHS reserves the right to extend or shorten the date(s) Applications will be accepted should it be determined that enough applications have been received.

ODHS is seeking a large pool of Applicants and will award a Price Agreement to all qualified applicants who have met the Application Requirements. ODHS does not guarantee to Applicants awarded a Price Agreement that any amount of professional consulting services will be ordered by ODHS during the term of the resulting Price Agreement.

ODHS reserves the right to reject any or all Applications, to waive any minor informality or irregularity in any Application received, and to be

RFA S-10000-00011550 Page 3 of 44 the sole judge of the merits of the Applications received.

2.2 Project Description.

This project requires the preparation and delivery of professional consulting services to ODHS and ODHS’ business partners that support preparedness, response and recovery from a wide range of crises and disasters, as well secondary impacts on the human and social services systems. Applicants must be able to provide a dedicated on-scene and remote support team that integrates with ODHS.

2.3 Services Required.

The services offered for the maximum five (5) year term of the Price Agreement must support ODHS in building relevant portions of the following defined capabilities. These capabilities are listed for reference and context for the services, not as specific lines of service that must be offered. The selected consultant vendor will provide one or more of the following Services Categories:

Service Category 1: Planning Consultation.

• Plan development for state, local, Tribal governments and other entities that are all-hazards or hazard-specific to address such areas as preparedness, response, continuity of operations, continuity of government, emergency operations plans, mass care plans, and recovery plans.

• Read, evaluate or revise existing plans as part of a best practice review with a summary of strengths and opportunities for improvements as the final product.

• Analyze data and produce reports or products using quantitative or qualitative methods, such as Geographic Information System (GIS) outputs, historical disaster events reviews, forecasts and statistical analyses.

• Training and exercising of plans.

• Development of a curricula on plan development to be all hazards and inclusive of the whole community.

• Developing standby contracts and other agreements that can be used to rapidly access vendors during and after disaster and public health crises.

Service Category 2: Emergency Response Consultation.

• Staff augmentation during a real-world event and activation as well as for exercises.

• Staff augmentation to include personnel who can serve multiple roles within an Emergency Operations Center or Incident Management Team (working in the joint information

RFA S-10000-00011550 Page 4 of 44 center, request management logistics, finance and other emergency support functions). During an exercise staff augmentation includes trained personnel who can serve as controllers and evaluators (evaluators will again need to align with the same types of roles found in an Emergency Operations Center).

• Staff augmentation to include staff who can serve multiple roles in mass care response and recovery, such as supporting temporary evacuation points and shelters; distribution of emergency food, water, and other emergency supplies;

recovery and case management consultation; and other forms of mass care and human/social services supports.

• Contracted clinician coordination.

• Review requests for state-provided staffing received from local jurisdictions, ODHS licensed or operated facilities such as long-term care facilities, or other mass care or social services operations.

• Create the rapid onboarding guidance for staff involved in mass care and social services recovery, such as temporary evacuation point support, shelter operations, impact assessment, and case management and recovery supports.

• Support credential verification process with thorough knowledge of credentialing, classification capabilities and certification requirements.

• Develop a resource and asset tracking system utilizing processes of quality assurance and quality control.

• Manage dashboards on staffing levels, costs, expenditure forecasts and burn rates.

• Manage the invoice review and documentation process to support reimbursement requests, compliance and timely payments.

• Field operations planning, logistics and coordination.

• Advise on or coordinate the operations, planning, logistics, finance, public information, and safety for a large variety mass care and social services recovery operations.

• Coordinate with other government entities, health care facilities, other consultants and advisors, private sector, faith-based organizations, and other entities.

• Sourcing, recruitment, pre-rostering, onboarding and demobilization of trained clinical and non-clinical personnel, complying with human resources credentialing and background checks.

• Support vendor and contract management, pricing, assignments, invoicing, and auditing.

• Maintain situational awareness, common operating picture, and tracking of performance measures.

RFA S-10000-00011550 Page 5 of 44

• Research, advise and coordinate around legal and regulatory issues.

• Assist in site selection, layout, set-up and operations of field operations in partnership with host entities and other responding organizations.

• Contingency planning for supply chain disruptions.

• Identify solutions for “resource deserts”, such as rural or low-income to ensure equitable delivery of resources.

Service Category 3: Diversity, Equity and Inclusion (DEI) for Public Health Preparedness.

• Supporting equity-related projects and programs with data collection, data analysis, and equity reporting related to public health crises and disasters, focusing on underserved and hard to reach communities.

• Development and implementation of DEI and related training curricula related to crises and disasters, and in particular mass care and social services recovery with a trauma- and crisis-informed lens of people impacted by a disaster and complex socioeconomic factors they experience prior to a disaster.

• Assessing plans, policies and procedures through an equity lens.

• Planning promotion of public health programs and interventions through education, awareness-raising, and strategic community outreach to ensure equitable access to information and resources, such as vaccines.

• Utilizing diverse, multi-lingual and multi-cultural personnel.

Service Category 4: Evaluation and Quality Improvement for Mass Care Preparedness, Response, and Social Services Recovery.

• Conduct after action review, interview, and document reviews.

• Analyze and consolidate qualitative and quantitative data.

• Create written after action report, corrective action plans, and lessons learned repositories.

• Analysis of a collection of existing after-action reports for trends, themes and recommendations that are cross walked with program priorities and funding priorities.

• Track implementation of corrective actions and quality improvement.

Service Category 5: Training and Capacity-Building for Mass Care Preparedness, Response, and Social Services Recovery.

• Train and develop personnel to perform the duties listed here and duties performed by other personnel involved in the

RFA S-10000-00011550 Page 6 of 44 response and recovery.

• Develop documentation, such as job aides and standard operating procedures.

• Build and deliver training plans in-person or virtually, and either in steady state or just-in-time.

• Executive decision-making training through the development of tactical guidelines that guide rapid decision-making.

• Evaluate trainees and instructors.

Service Category 6: Recovery and FEMA Policy and Financial Consultation for Mass Care and Social Services Recovery.

• Identify available funding sources for preparedness, response, and recovery.

• Support disaster assistance applications: collect disaster related expenditures, estimates, and contracts, write project narratives, and submit the projects to FEMA, HHS or other entities, and respond to requests for information. Package grant project submissions and prepare for closeout submission.

• Supporting a recipient. Provide technical assistance ODHS, local governments, state agencies, institutions of higher education, private non-profits, and federally recognized tribes.

This includes supporting small and large project documentation review and reconciliation, monitoring reimbursement requests, quarterly reporting, and submission of closeout request to FEMA or other entities.

• Develop custom reports and dashboards that represents a holistic high-level view of the disaster progress. This includes visuals/graphic representations.

• Assist applicant appeals through FEMA Public Assistance and compliance with the regulatory appeal timelines.

• Support the coordination of FEMA Individual Assistance programs.

• Support short, medium, and long-term recovery planning for mass care/social services organizations.

• Provide subject matter expertise in areas of federal recovery policies and grant programs.

• Support public information needs, strategic marketing and promotions (event branding, signage, social media campaigns, street canvassing, other event marketing).

Service Category 7: General Management Consultation for Preparedness, Response, and Recovery.

• Lead and document business process improvement discussions and decisions related to any aspect of Agency

RFA S-10000-00011550 Page 7 of 44 business related to public health crises and disasters, to include financial practices, human resources management, strategic planning, emergency coordination procedures, and developing new processes that increases efficiency while maintaining effectiveness.

• Collaborate with the Agency to identify other gaps in operations, plans, and policies which need technical assistance or consulting services.

• Provide other business and professional consulting services that support preparedness, response and recovery from disasters and other emergencies that impact people.

2.4 Performance Expectations.

Qualified consultants offered a Price Agreement by ODHS shall provide the requested services, in compliance with the requirements provided in Attachment 4 “Sample Price Agreement”.

Section 3. RFA SOLE POINT OF CONTACT.

All communications concerning this RFA must be directed only to the SPC named on the cover page of this RFA. Any unauthorized contact regarding this RFA with other state employees or officials may result in Application rejection. Any oral communications will be considered unofficial and non-binding.

Section 4. APPLICATION REQUIREMENTS.

The Applicant(s) awarded Price Agreements(s) will be selected through a qualification-based selection process. A qualified applicant has at least 1 years’ experience in the defined capabilities and services in Section 2 “Scope/Specifications”. Applications should be no more than 20 (8.5” x 11, single-spaced) pages or the electronic equivalent (approximately 36,000 characters) and must include:

• Application Form (Attachment 1)

Applicant must complete all sections of Attachment 1-Application Form along with attaching any required information as outlined below and sign.

• COBID Certification, Statement of Qualifications, Signature (Attachment 2)

Only required if applicable. Applicant must complete all sections of Attachment 2 along with attaching any required information as outlined below and sign.

• Services List Form (Attachment 3)

Applicant must identify what Services Applicant is applying for.

RFA S-10000-00011550 Page 8 of 44

• Qualifications and Experience Summary

Explain your understanding of, and experience with specific topics, public health and medical disaster response, emergency response systems, emergency management and organizational crises.

Provide resumes of each proposed Applicant key personnel and list each key person’s relevant professional continuing education, certification, and experience with crisis management and public health preparedness, response and recovery. For each of the key personnel, indicate the services they support, their experience delivering that service, and note their role as Lead, Co-Lead, Support, etc.

Has Applicant held a similar Contract or Price Agreement with ODHS or another State of Oregon agency in the past 10 years?

• Capacity and Operations Summary

Surge capacity: Provide an indication of the size of team, in number of full-time equivalent (FTE) personnel, the Applicant is able to dedicate within 14 days of notification by Agency. Choose from among the following categories:

o Micro-sized: less than 10 FTE personnel o Small-sized: 10-49 FTE personnel o Medium: 50-249 FTE personnel o Large-sized: more than 250 FTE personnel

The Applicant’s answer to the above question will be used to help review the qualifications of applicants; the answer provided should align with the capabilities and services described in the application. After any Price Agreements are issued, the answer to this question may also be used to help select a vendor from among many who have executed Price Agreements, to match current needs with vendor capacity.

Base of operations: Indicate where the Applicant’s firm is geographically located and any trends in where the Applicant’s personnel are located. Due to the nature of disaster response and the intention to develop a robust suite of local and nationally based firms, ODHS requires this information to identify which firms are based in or near Oregon for certain situations, and which firms are outside Oregon or the Pacific Northwest and able to operate regardless of disruptions in Oregon. The Applicant’s answer to this question will not be used as a basis for selection of qualified candidates, but rather to understand the effectiveness of the procurement at developing a geographically diverse pool of vendors. After any Price Agreements are issued, the answer to this question may also be used to help select a vendor from among many who have executed Price Agreements, to match the current needs and situation with vendor characteristics.

• Project Understanding and Approach Summary

RFA S-10000-00011550 Page 9 of 44

Describe your understanding of this project within the context of ODHS, its mission, and the current state of mass care emergency management, response, and social services recovery.

Identify any potential problems/barriers as well as solutions to mitigate those problems/barriers.

Discuss additional factors, including:

Relevant priority areas for service categories identified by the Applicant, literature, FEMA, HHS, HUD, or other lead organizations.

• Professional References

Provide a minimum of three professional references for the Applicant.

• Price Proposal

Provide a price proposal for services offered. This price proposal may take the Applicant’s preferred format (flat fee, hourly rate, price range, formula, etc.).

The cost or pricing structure should clearly specify all anticipated services, equipment, supplies, travel, subcontracting and activities included or not included in the delivery of the services. Prices may be all-inclusive or separated by cost categories and contingencies. Indicate whether the services may be offered in person, virtual, or either.

Section 5. APPLICATION SUBMISSION REQUIREMENTS.

Application submission must be done electronically through the OregonBuys website (https://OregonBuys.gov ). It is the responsibility of the Applicant to confirm Application and related documents have been received.

Applications may be disqualified for the following:

• Late submittals

• Page limit exceeded

• Incompleteness

Detailed instructions on how to submit an application can be found at OregonBuys Vendor Formal Solicitation Response.pdf

Should you need further assistance, you can contact the OregonBuys Help Desk at support.oregonbuys@das.oregon.gov or by phone at 1-855-800-5046.

The deadline date and time for Application submission is found on the cover page of this RFA. Applications received after the submission deadline date and time are late and will not be considered. Should ODHS determine enough applications have been received, the deadline date may be changed by addendum to the RFA.

Section 6. SELECTION PROCESS AND SCHEDULE.

An ODHS Review Committee will review all Applications received as they are submitted. At the discretion of the ODHS Review Committee, they will meet with qualified Applicants before issuing an award of Price Agreements. The https://oregonbuys.gov/ https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:support.oregonbuys@das.oregon.gov

RFA S-10000-00011550 Page 10 of 44 meeting may include, but is not limited to: review pricing structure together and make modifications, as needed, to make sure Applicants have accounted for all costs; confirm that Applicants understand and have their questions answered about the nature of ODHS work and greater detail on what the Applicant will be doing under the Price Agreement; to go over the mechanics and process of the Price Agreements and Service Request Orders. ODHS anticipates that from the time of ODHS receiving an Application, to notifying Applicants of an award, it will be approximately 30 calendar days. Applicants who receive Price Agreements will be added to a vendor list to be considered to deliver services during the Agreement term.

RFA S-10000-00011550 Page 11 of 44

ATTACHMENT 1

APPLICATION FORM

Disaster Consulting and Professional Services

RFA S-10000-00011550

Section 1: General Applicant Information

Individual/Organization Name:

Mailing Address:

City: State: County: Zip Code:

Phone:

Years in Service

Area(s) of Specialty:

Contact Name and Title:

Address (if different than above):

City: State: County: Zip Code:

Email:

Organization Type: Individual Agency/organization Other

Section 2: Responsible Applicant Requirements

COBID CERTIFICATION – Only required, if applicable.

Yes, Applicant has COBID certification in Oregon or Applicant’s home state.

COBID Registration Date/Number Date: _______________Number: __________________State ____________ No, Applicant is not COBID certified but has attached an explanation demonstrating intent and ability to gain certification before beginning work under a contract.

BUSINESS REGISTRY

Yes, Applicant is currently registered with the Oregon Secretary of State business registry.

No, Applicant is not currently registered with the Oregon Secretary of State business registry but will meet requirement prior to Agreement execution.

INSURANCE

Commercial General Liability (CGL) Insurance:

Yes, we currently meet the CGL insurance requirement.

No, we do not currently meet CGL insurance requirements but will meet requirement prior to Agreement execution.

Automobile Liability Insurance:

Yes, we currently meet the Auto insurance requirement.

No, do not currently meet Auto insurance requirements but will meet requirement prior to

Agreement execution.

Professional Liability Insurance:

RFA S-10000-00011550 Page 12 of 44

Yes, we currently meet the Professional insurance requirement.

No, do not currently meet Professional insurance requirements, but will meet requirement prior to Agreement execution.

Section 3: Applicant Checklist

Please confirm that the following Application Submission Requirements are included in your Application by checking each box.

Application Form (Attachment 1)

COBID Certification, Statement of Qualifications, Signature (Attachment 2) – only required if applicable.

Services List Form (Attachment 3)

Qualifications and Experience Summary

Capacity and Operations Summary

Project Understanding and Approach Summary

Professional References

Price Proposal

Section 4: Applicant Signature

By signing below, Applicant confirms qualifications, ability, and availability to provide the service(s) described in this RFA and outlined in the Application submitted in response to this

RFA.

Name and Title:

Phone:

Email:

Authorized Signature:

RFA S-10000-00011550 Page 13 of 44

ATTACHMENT 2

COBID CERTIFICATION, STATEMENT OF QUALIFICATIONS, SIGNATURE

Applicant COBID registration number: ___________________

Date of certification:__________________

If not currently certified, please include an explanation demonstrating the Applicant’s intent to gain certification before beginning work issued through the Price Agreement).

For more information on COBID registration see:

https://www.oregon.gov/biz/programs/cobid/pages/default.aspx

Statement of Qualifications Verification

Applicant/Firm Name: _________________________________

Primary Contact Person: ___________________ Title: ______________

Address: ___________________________________________________

City, State, Zip:______________________________________________

Telephone:________________ Email:____________________________________

Website: ____________________________EIN: ______________________________

Statement of Insurance Coverage

_______ (initial here) I certify that ___________________________ (Applicant) currently holds or will hold by the time of contracting all the required insurance coverages listed below in Exhibit

C of the Price Agreement.

Signature Page

By signing below, I confirm the Applicant’s ability to provide the Service(s) described in this RFA and outlined in the Application submitted in response to this RFA.

Authorized Signer: __________________________________Date: _________________________________________ https://www.oregon.gov/biz/programs/cobid/pages/default.aspx

RFA S-10000-00011550 Page 14 of 44

ATTACHMENT 3

Services List Form

Applicant shall select from the following list of services to be provided:

Service Category 1: Planning Consultation. Service Provided – check all that apply

· Plan development for state, local, Tribal governments and other entities that are all-hazards or hazard-specific to address such areas as preparedness, response, continuity of operations, continuity of government, emergency operations plans, mass care plans, and recovery plans.

· Read, evaluate or revise existing plans as part of a best practice review with a summary of strengths and opportunities for improvements as the final product.

· Analyze data and produce reports or products using quantitative or qualitative methods, such as Geographic Information System (GIS) outputs, historical disaster events reviews, forecasts and statistical analyses.

· Training and exercising of plans.

· Development of a curricula on plan development to be all hazards and inclusive of the whole community.

· Developing standby contracts and other agreements that can be used to rapidly access vendors during and after disaster and public health crises.

Service Category 2: Emergency Response Consultation.

Service Provided – check all that apply

· Staff augmentation during a real-world event and activation as well as for exercises.

· Staff augmentation to include personnel who can serve multiple roles within an Emergency Operations Center or Incident Management Team (working in the joint information center, request management logistics, finance and other emergency support functions). During an exercise staff augmentation includes trained personnel who can serve as controllers and evaluators (evaluators will again need to align with the same types of roles found in an Emergency Operations Center).

RFA S-10000-00011550 Page 15 of 44

· Staff augmentation to include staff who can serve multiple roles in mass care response and recovery, such as supporting temporary evacuation points and shelters; distribution of emergency food, water, and other emergency supplies; recovery and case management consultation; and other forms of mass care and human/social services supports.

· Contracted clinician coordination

· Review requests for state-provided staffing received from local jurisdictions, ODHS licensed or operated facilities such as long term care facilities, or other mass care or social services operations.

· Create the rapid onboarding guidance for staff involved in mass care and social services recovery, such as temporary evacuation point support, shelter operations, impact assessment, and case management and recovery supports.

· Support credential verification process with thorough knowledge of credentialing, classification capabilities and certification requirements.

· Develop a resource and asset tracking system utilizing processes of quality assurance and quality control.

· Manage dashboards on staffing levels, costs, expenditure forecasts and burn rates.

· Manage the invoice review and documentation process to support reimbursement requests, compliance and timely payments.

· Field operations planning, logistics and coordination

· Advise on or coordinate the operations, planning, logistics, finance, public information, and safety for a large variety mass care and social services recovery operations.

· Coordinate with other government entities, health care facilities, other consultants and advisors, private sector, faith-based organizations, and other entities.

· Sourcing, recruitment, pre-rostering, onboarding and demobilization of trained clinical and non-clinical personnel, complying with human resources credentialing and background checks.

· Support vendor and contract management, pricing, assignments, invoicing, and auditing.

· Maintain situational awareness, common operating picture, and tracking of performance measures.

RFA S-10000-00011550 Page 16 of 44

· Research, advise and coordinate around legal and regulatory issues.

· Assist in site selection, layout, set-up and operations of field operations in partnership with host entities and other responding organizations.

· Contingency planning for supply chain disruptions.

· Identify solutions for “resource deserts”, such as rural or low-income communities to ensure equitable delivery of resources.

Service Category 3: Diversity, Equity and Inclusion (DEI) for Mass Care Preparedness, Response, and Recovery.

Service Provided – check all that apply

· Supporting equity-related projects and programs with data collection, data analysis, and equity reporting related to public health crises and disasters, focusing on underserved and hard to reach communities.

· Development and implementation of DEI and related training curricula related to crises and disasters, and in particular mass care and social services recovery with a trauma- and crisis-informed lens of people impacted by a disaster.

· Assessing plans, policies and procedures through an equity lens.

· Planning promotion of public health programs and interventions through education, awareness-raising, and strategic community outreach to ensure equitable access to information and resources, such as vaccines.

· Utilizing diverse, multi-lingual and multi-cultural personnel.

Service Category 4: Evaluation and Quality Improvement for Mass Care Preparedness, Response, and Social Services Recovery.

Service Provided – check all that apply

· Conduct after action review, interview, and document reviews.

· Analyze and consolidate qualitative and quantitative data.

· Create written after action report, corrective action plans, and lessons learned repositories.

· Analysis of a collection of existing after-action reports for trends, themes and recommendations

RFA S-10000-00011550 Page 17 of 44 that are cross walked with program priorities and funding priorities.

· Implement corrective actions and quality improvement.

Service Category 5: Training and Capacity-Building for Mass Care Preparedness, Response, and Social Services Recovery.

Service Provided – check all that apply

· Train and develop personnel to perform the duties listed here and duties performed by other personnel involved in the response and recovery.

· Develop documentation, such as job aides and standard operating procedures.

· Build and deliver training plans in-person or virtually, and either in steady state or just-in-time.

· Executive decision-making training through the development of tactical guidelines that guide rapid decision-making.

· Evaluate trainees and instructors.

Service category 6: FEMA Policy and Financial Consultation or Mass Care and Social Services Recovery.

Service Provided – check all that apply

· Act as a subject matter for FEMA Individual Assistance, Public Assistance, FMAG, and other assistance programs offered by FEMA or other federal agencies.

· Identify available funding sources for preparedness, response, and recovery.

· Support disaster assistance applications: collect disaster related expenditures, estimates, and contracts, write project narratives, and submit the projects to FEMA, HHS or other entities, and respond to requests for information. Package grant project submissions and prepare for closeout submission.

· Supporting a recipient. Provide technical assistance to ODHS, local governments, state agencies institutions of higher education, private non-profits, and federally recognized tribes. This includes supporting small and large project documentation review and reconciliation, monitoring reimbursement requests, quarterly reporting, and submission of closeout request to FEMA or other entities.

RFA S-10000-00011550 Page 18 of 44

· Develop custom reports and dashboards that represents a holistic high-level view of the disaster progress. This includes visuals/graphic representations.

· Support applicant appeals through FEMA Public Assistance and compliance with the regulatory appeal timelines.

· Support the coordination of FEMA Individual Assistance programs.

· Support short-, medium- and long-term recovery planning for mass care and human/social services organizations.

· Provide subject matter expertise in areas of federal recovery policies and grant programs.

· Support public information needs, strategic marketing and promotions (event branding, signage, social media campaigns, street canvassing, other event marketing).

Service Category 7: General Management Consultation for Preparedness.

Service Provided – check all that apply

· Lead and document business process improvement discussions and decisions related to any aspect of Agency business related to public health crises and disasters, to include financial practices, human resources management, strategic planning, emergency coordination procedures, and developing new processes that increases efficiency while maintaining effectiveness.

· Collaborate with the Agency to identify other gaps in operations, plans, and policies which need technical assistance or consulting services.

· Provide other business and professional consulting services that support preparedness, response and recovery from the public health crises and disasters.

Service Category 8: Other Consulting Services for Preparedness, Response, and Recovery.

Service Provided – check all that apply

· Applicant may offer other services not included in the above categories. Services must address the needs of the Agency and business partners to confront disasters and other emergencies that impact people.

RFA S-10000-00011550 Page 19 of 44

ATTACHMENT 4

SAMPLE PRICE AGREEMENT

(Applicant do not fill out the Sample Price Agreement)

Price Agreement Number 000000

STATE OF OREGON

PRICE AGREEMENT

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Price Agreement Administrator at the contact information found below. We accept all relay calls.

This Price Agreement is between the State of Oregon, acting by and through its Oregon Department of Human Services, hereinafter referred to as “ODHS” or “Agency,” and

Contractor d.b.a. Facility or Assumed Name

Address Address

Attention: (required) Telephone: (required)

E-mail address: (required) hereinafter referred to as “Contractor.”

Services or Work to be performed under this Price Agreement relates principally to ODHS’

Office of Resilience and Emergency Management 6035 NE 78th Court, Suite 200

Portland, Oregon 97218 Price Agreement Administrator: Max Seiler or delegate

Telephone: (503) 890-2388 E-mail address: max.seiler@odhs.oregon.gov

RFA S-10000-00011550 Page 20 of 44

1. Effective Date and Duration. This Price Agreement shall become effective on the later of: (I) the last date all required signatures in Section 6., below have been obtained, or (II) [insert start date (TBD Upon Award)] provided it is (i) signed by all parties on or before such date, and (ii) when required, approved in writing by the Oregon Department of Justice on or before such date, and (iii) when required, approved in writing by the Oregon Department of Administrative Services. Unless extended or terminated earlier in accordance with its terms, this Price Agreement shall expire on [insert end date (TBD Upon Award)]. Price Agreement termination shall not extinguish or prejudice ODHS’ right to enforce this Price Agreement with respect to any default by Contractor that has not been cured.

2. Price Agreement Documents.

a. This Price Agreement consists of this document and includes the following listed exhibits which are incorporated into this Price Agreement:

(1) Exhibit A, Part 1: Statement of Work

(2) Exhibit A, Part 2: Payment and Financial Reporting

(3) Exhibit A, Part 3: Special Provisions

(4) Exhibit B: Standard Terms and Conditions

(5) Exhibit C: Insurance Requirements

There are no other price agreement documents unless specifically referenced and incorporated into this Price Agreement.

b. This Price Agreement and the documents listed in Section 2., “Price Agreement Documents”, Subsection a. above, shall be in the following descending order of precedence: this Price Agreement less all exhibits, Exhibits B, A, and C.

3. Consideration.

a. The maximum, not-to-exceed compensation payable to Contractor is subject to the quantity of Services ordered and authorized by Agency in each Services Request Order (SRO) issued under this Price Agreement. Agency will not pay Contractor any amount in excess of the not-to-exceed compensation authorized by each SRO for completing the Services, and will not pay for Services performed before the date this Price Agreement becomes effective or after the termination or expiration of any individual SRO issued under this Price Agreement. Upon termination or expiration of the Price Agreement, and at the request of Agency, the Contractor will continue to provide the Services and meet the obligations under any applicable SRO issued prior to the expiration or termination of the Price Agreement unless such SRO is otherwise terminated pursuant to the terms and conditions of the SRO. If the Contractor provides Services under any applicable SRO during the period following the termination or expiration of the Price Agreement, the terms and conditions and pricing of such SRO shall remain in effect.

RFA S-10000-00011550 Page 21 of 44

b. Payments to Contractor shall be subject to ORS 293.462, and shall be made in accordance with the payment schedule and requirements in Exhibit A, Part 2., “Payment and Financial Reporting.”

c. Agency will only pay for Services performed and completed by the Contractor at the rates specified in Exhibit A, Part 2, upon receipt and approval of a Contractor submitted invoice for Services performed.

4. Contractor or Subrecipient Determination. In accordance with the State Controller’s Oregon Accounting Manual, policy 30.40.00.104, ODHS’ determination is that:

Contractor is a contractor Not applicable

Assistance Listing number(s) of federal funds to be paid through this Price Agreement: N/A

RFA S-10000-00011550 Page 22 of 44

5. Contractor Information and Certification.

a. Contractor Information. This information is requested pursuant to ORS

305.385 and OAR 125-246-0330(1).

PLEASE PRINT OR TYPE THE FOLLOWING INFORMATION

Contractor Name (exactly as filed with the

IRS):

Street address:

City, state, zip code:

Email address:

Telephone: ( ) Fax: ( )

Is Contractor a nonresident alien, as defined in 26 U.S.C. § 7701(b)(1), a foreign person, or a foreign entity? (Check one box): YES NO

Business Designation. (Check one box):

Professional Corporation Nonprofit Corporation Limited Partnership

Limited Liability Company Limited Liability Partnership Sole Proprietorship Corporation Partnership Other

Contractor Proof of Insurance. Contractor shall provide the following information upon submission of the signed Price Agreement. All insurance listed herein and required by Exhibit C must be in effect prior to Price Agreement execution.

Commercial General Liability Insurance Company: ______________________________________________ Policy #: ____________________________________________________ Expiration Date: ____________________ Automobile Liability Insurance Company: ________________________________________________________ Policy #: ____________________________________________________ Expiration Date: ____________________ Workers’ Compensation: Does Contractor have any subject workers, as defined in ORS 656.027? (Check one box): YES NO If YES, provide the following information:

Workers’ Compensation Insurance Company: ____________________________________________________

Policy #: ____________________________________________________ Expiration Date: ____________________

b. Certification. Without limiting the generality of the foregoing, by signature on this Price Agreement, the undersigned hereby certifies under penalty of perjury that:

(1) Contractor is in compliance with all insurance requirements in Exhibit C of this Price Agreement, and notwithstanding any provision to the contrary, Contractor shall deliver to the ODHS Price Agreement Administrator (see page 1 of this Price Agreement) the required

RFA S-10000-00011550 Page 23 of 44

Certificate(s) of Insurance within 30 days of execution of this Price Agreement. By certifying compliance with all insurance as required by this Price Agreement, Contractor acknowledges it may be found in breach of the Price Agreement for failure to obtain required insurance. Contractor may also be in breach of the Price Agreement for failure to provide Certificate(s) of Insurance as required and to maintain required coverage for the duration of the Price Agreement;

(2) Contractor acknowledges that the Oregon False Claims Act, ORS

180.750 to 180.785, applies to any “claim” (as defined by ORS 180.750) that is made by (or caused by) the Contractor and that pertains to this Price Agreement or to the project for which the Price Agreement work is being performed. Contractor certifies that no claim described in the previous sentence is or will be a “false claim” (as defined by ORS 180.750) or an act prohibited by ORS 180.755.

Contractor further acknowledges that in addition to the remedies under this Price Agreement, if it makes (or causes to be made) a false claim or performs (or causes to be performed) an act prohibited under the Oregon False Claims Act, the Oregon Attorney General may enforce the liabilities and penalties provided by the Oregon False Claims Act against the Contractor;

(3) The undersigned is authorized to act on behalf of Contractor and represents and warrants that Contractor has complied with the tax laws of the State of Oregon and the applicable tax laws of any political subdivision of Oregon. Contractor shall, throughout the duration of this Price Agreement and any extensions, comply with all tax laws of this state and all applicable tax laws of any political subdivision of Oregon. For the purposes of this Section, “tax laws” includes: (i) All tax laws of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of Oregon that applied to Contractor, to Contractor’s property, operations, receipts, or income, or to Contractor’s performance of or compensation for any work performed by Contractor; (iii) Any tax provisions imposed by a political subdivision of Oregon that applied to Contractor, or to goods, services, or property, whether tangible or intangible, provided by Contractor;

and (iv) Any rules, regulations, charter provisions, or ordinances that implemented or enforced any of the foregoing tax laws or provisions.

Contractor acknowledges that the Oregon Department of Administrative Services will report this Price Agreement to the Oregon Department of Revenue (DOR). The DOR may take any and all actions permitted by law relative to the collection of taxes due to the State of Oregon or a political subdivision, including: (i) garnishing the Contractor’s compensation under this Price Agreement; or (ii) exercising a right of setoff against Contractor’s compensation under this Price Agreement for any amounts that may be due and unpaid to

RFA S-10000-00011550 Page 24 of 44 the State of Oregon or its political subdivisions for which the DOR collects debts;

(4) The information shown in Section 5.a., “Contractor Information” above is Contractor’s true, accurate and correct information;

(5) To the best of the undersigned’s knowledge, Contractor has not discriminated against and will not discriminate against minority, women or emerging small business enterprises certified under ORS

200.055 in obtaining any required subcontracts;

(6) Contractor and Contractor’s employees and agents are not included on the list titled “Specially Designated Nationals” maintained by the Office of Foreign Assets Control of the United States Department of the Treasury and currently found at: https://www.treasury.gov/resource-center/sanctions/SDN-List/Pages/default.aspx;

(7) Contractor is not listed on the non-procurement portion of the General Service Administration’s “List of Parties Excluded from Federal procurement or Non-procurement Programs” currently found at: https://www.sam.gov/SAM;

(8) Contractor is not subject to backup withholding because:

(a) Contractor is exempt from backup withholding;

(b) Contractor has not been notified by the IRS that Contractor is subject to backup withholding as a result of a failure to report all interest or dividends; or

(c) The IRS has notified Contractor that Contractor is no longer subject to backup withholding; and

(9) Contractor’s Federal Employer Identification Number (FEIN) or Social Security Number (SSN) provided to ODHS is true and accurate. If this information changes, Contractor shall provide ODHS with the new FEIN or SSN within 10 days.

https://www.treasury.gov/resource-center/sanctions/SDN-List/Pages/default.aspx https://www.treasury.gov/resource-center/sanctions/SDN-List/Pages/default.aspx https://www.sam.gov/SAM

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CONTRACTOR, BY EXECUTION OF THIS PRICE AGREEMENT, HEREBY

ACKNOWLEDGES THAT CONTRACTOR HAS READ THIS PRICE AGREEMENT,

UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND PRICE

AGREEMENT.

CONTRACTOR: YOU WILL NOT BE PAID FOR SERVICES RENDERED BEFORE THE

EFFECTIVE DATE OF THIS PRICE AGREEMENT.

6. Signatures. This Price Agreement and any subsequent amendments may be executed in several counterparts, all of which when taken together shall constitute one agreement binding on all parties, notwithstanding that all parties are not signatories to the same counterpart. Each copy of the Price Agreement and any amendments so executed shall constitute an original.

Contractor Name By:

Authorized Signature Printed Name

Title Date

State of Oregon, acting by and through its Oregon Department of Human Services By:

Authorized Signature Printed Name

Title Date

Approved by the Oregon Department of Administrative Services:

Authorized Signature Title Date

Approved for Legal Sufficiency:

Oregon Department of Justice Date

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EXHIBIT A

Part 1

Statement of Work

1. Purpose. To establish a Price Agreement with the Contractor to provide and deliver Disaster Consulting and Professional Services, the “Services”. Agency does not guarantee to Contractor that a minimum or maximum quantity of Services will be ordered by Agency under this Price Agreement. Services ordered by Agency and provided by the Contractor under this Price Agreement shall be strictly on an as as-needed basis as requested by Agency through a Services Request Order (SRO).

Agency will follow the “Services Request Order Process” in Section 3. below to order Services from the Contractor.

2. Services Request Order Process.

a. When Agency needs Services, Agency will send Contractor a Services Request Order (SRO) by email to Contractor’s contact email address listed on page 1, or any other contact email address Contractor provides in writing to Agency, to order the Services. Each Agency SRO email will include [To be negotiated with Highest Ranked Proposer], the Services rate(s) listed in Exhibit A, Part 2 for the Services being requested, the total not-to-exceed amount of all Services being requested, and the following statement in order for the SRO to be effective:

“THIS SRO IS SUBMITTED PURSUANT TO STATE OF OREGON PRICE

AGREEMENT #000000. THE PRICE AGREEMENT INCLUDING ITS EXHIBIT B

STANDARD TERMS AND CONDITIONS (T'S&C'S), ANY SPECIAL PROVISIONS,

CONTAINED IN THE PRICE AGREEMENT ARE HEREBY INCORPORATED BY

REFERENCE AND SHALL APPLY TO THIS SRO AND TAKE PRECEDENCE

OVER ALL OTHER CONFLICTING T'S AND C'S, EXPRESSED OR IMPLIED.”

b. Upon Contractor’s email confirmation of acceptance of the SRO email sent by Agency, the SRO email and Contractor’s confirmation will be deemed an executed SRO between the Contractor and Agency (the “Parties”). This Price Agreement along with an executed SRO, all of which when taken together shall constitute one agreement binding on all Parties and will allow the Contractor to provide the Services described in this Exhibit A, Part 1, and in the executed SRO.

3. Provision of Services. [To be negotiated with Highest Ranked Proposer.]

4. Reporting and Documentation. [TBD based on the Provision of Services negotiated with Highest Ranked Proposer.]

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Part 2

Payment and Financial Reporting

1. Payment Provisions.

a. As consideration for the Services provided by Contractor during the period specified in any issued SRO, Agency shall pay the Contractor the per item Service rate set forth below for each of the following Services:

[To be negotiated with Highest Ranked Proposer based on Price Proposal submitted.]

b. Contractor understands and agrees that this Price Agreement does not provide or guarantee that Agency will order a minimum or maximum quantity of Services from the Contractor.

c. Contractor shall provide the Services set forth in Exhibit A, Part 1, to Agency at rates that do not exceed the rates listed above in Section 1.a.

2. Contractor Invoice.

a. Contractor shall submit invoices monthly to Agency. Contractor must submit their final invoice to Agency no later than 30 days after last date Services were provided. All invoices must be submitted via email to:

EmergencyManagement.Payments@odhs.oregon.gov, or to any other email address Agency may indicate in writing to Contractor.

b. All of Contractor’s invoices must include the following information:

(a) This Price Agreement Number,

(b) Date of SRO email;

(c) Invoice Number.

(d) Date of Invoice,

(e) Date(s) Services were provided,

(f) Quantity of Services provided,

(g) Rates for Services provided,

(h) Location Services were provided, and

(i) Total amount owing under the Invoice.

c. Agency will issue payment for invoices within 45 calendar days of receipt of an acceptable and approved invoice.

d.