RFGP 5916-0 Final tlh.pdf

OHA #5916-0 tlh OregonBuys # S-44300-00009874

STATE OF OREGON

COVER PAGE

OREGON HEALTH AUTHORITY

PUBLIC HEALTH DIVISION

Health Promotion and Chronic Disease Prevention

Is issuing this Request For Grant Proposals (RFGP) under OregonBuys # S-44300-00009874 OHA #5916 for

FLAVORED TOBACCO AND MENTHOL USE PREVENTION

REGIONAL CONVENERS

DATE OF ISSUE: JUNE 13, 2024

Closing Date and Time: August 6, 2024 (OregonBuys calls this the Opening Date)

Single Point of Contact (SPC): Tammy L. Hurst, Procurement Specialist

Address: 500 Summer Street, E-03 City, State, Zip Salem, Oregon 97301 Phone (voice) 971-208-4108 E-mail: tammy.hurst@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.

mailto:tammy.hurst@odhsoha.oregon.gov

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 PROPOSAL DELIVERY OPTIONS

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

4.6 PROPOSAL DUE

4.7 PUBLIC OPENING

4.8 PROPOSAL REJECTION

4.9 EVALUATION PROCESS

4.10 POINT AND SCORE CALCULATIONS

4.11 RANKING OF PROPOSERS

4.12 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.3 NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFGP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE GRANT AGREEMENT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Health Authority, Public Health Division, Health Promotion and Chronic Disease Prevention (“Agency”), is issuing this Request for Grant Proposal under the provisions of ORS 413.033 and OAR 137-047-0250 for 6 Regional Coalition Convenors for the Oregon Commercial Tobacco Prevention Menthol Program.

Grant funds awarded as a result of this RFGP shall be used to create a shared statewide vision for commercial tobacco prevention, the Oregon Health Authority Health Promotion & Chronic Disease Prevention (HPCDP) Section is looking to onboard six regional conveners. HPCDP will train and support regional partners to increase capacity and resources to address inequities related to menthol and flavored tobacco use.

All organizations submitting a Proposal are referred to as Proposers in this RFGP. After execution of a Grant, an awarded Proposer will be designated as a Recipient.

The parties may negotiate the final Program Activities, Work Plan and Budget to be included in the Grant.

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

Agency anticipates the award of six Grants from this RFGP, in the amount of approximately $140,000.00.

The initial term of the Grant Agreements is anticipated to be through September 30, 2028 with options to renew up to a cumulative maximum of ten years.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFGP.

Event Date Time

Pre-Proposal Conference June 21, 2024 1 to 2 pm.

Questions / Requests for Clarification Due June 28, 2024 5:00pm

Answers to Questions / Requests for Clarification Issued (approx.) July 3rd, 2024

Opening (Proposal Due) See RFGP cover page

Opening of Proposal August 6th, 2024 3:00pm

Issuance of Notice of Intent to Award (approx.) August 20th , 2024 5:00pm

1.3 SINGLE POINT OF CONTACT (SPC)

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

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFGP pursuant to its authority under ORS 413.033 and OAR 137-047-0250.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137-047-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFGP and the resulting Grant(s) awarded, the terms below shall have the following meanings:

2.2.1 Grant means a Grant(s) awarded as a result of this RFGP.

2.2.2 Grant Agreement means a Grant agreement substantially in the form of

Attachment 5 that is entered into by OHA and a Proposer awarded a Grant as a result of this RFGP, which Grant agreement includes all exhibits and attachments identified therein.

2.2.3 Proposal means a written response submitted to OC&P in response to this RFGP.

2.2.4 Proposer means the organization or person that submits a Proposal in response to this RFGP.

2.2.5 Recipient means the Proposer(s) selected through this RFGP to enter into a Grant

Agreement with OHA.

2.2.6 RFGP means this Request for Grant Proposals.

2.2.7 SPC means the OC&P sole point of contact who serves as the coordinator and focal point of information, communications and activities relating to this RFGP.

2.2.8 Work means the required activities, goals, milestones and objectives, reporting, and invoicing, as described in this RFGP.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Oregon Health Authority (OHA) is committed to eliminating health inequities in Oregon by 2030. OHA’s Public Health Division (OHA-PHD) recognizes that addressing and preventing commercial tobacco use is critical to creating health equity. The Health Promotion and Chronic Disease Prevention Section (HPCDP) of OHA-PHD addresses inequities in the social determinants of health and the risk factors that contribute to chronic disease, including commercial tobacco use. HPCDP distributes approximately $48.6 million biennially to community-based organizations (CBOs), local public health authorities (LPHAs), regional health equity coalitions (RHECs), coordinated care organizations (CCOs), clinical providers, and Tribes and Tribal partners all working to end commercial tobacco addiction in Oregon.

In 1996, Oregon voters approved a cigarette tax and dedicated the resulting revenue to a new Tobacco Prevention and Education Program (TPEP). TPEP’s focus on policy, systems, and environmental change (PSE) strategies has contributed to a 42 percent decline in adult smoking rates and more than a 60 percent reduction in per capita cigarette sales. Despite this strong foundation, tobacco use remains the leading cause of preventable death in Oregon. Still, communities facing systemic racism and other discrimination, people with lower incomes and people who are stressed or struggling, the LGBTQI2S+ community, and people experiencing mental health issues experience an inequitable burden of tobacco-caused disease and death. Flavored tobacco products are a particular concern given that candy-flavored tobacco products are widely available in nine out of every ten tobacco retail stores in Oregon.

TPEP’s statewide partnerships and community engagement have built the groundwork for addressing menthol and flavored tobacco products. HPCDP investments in counties and CBOs to address the social determinants of commercial tobacco addiction have led to strong local coalitions successfully organizing for flavored tobacco prohibitions. This foundation has also led to statewide consideration of several flavored tobacco proposals.

The activities proposed for this grant opportunity will build on the local success of the Tobacco-Free Coalition of Oregon (TOFCO), organized by Upstream Public Health and the Center for Black Health and Equity (The Center). The proposed work will crystallize a statewide focus on flavors and flavor-related disparities to build an understanding of the harms of flavored tobacco products and mobilize around a comprehensive, equity-informed state law.

In Oregon, menthol cigarette use is highest among youth and African Americans. In addition, rural and frontier communities use smokeless tobacco products at higher rates, many of which are flavored, and experience less access to cessation resources. In 2021, OHA-PHD funded 94 culturally specific CBOs to address the root causes of commercial tobacco use and create culturally appropriate cessation resources with and for communities targeted by tobacco industry marketing. However, OHA-PHD still needs to adapt its state-level infrastructure to develop a coordinated approach to flavored tobacco disparities.

2.3.2 Purpose

To create a shared statewide vision for commercial tobacco prevention, the Oregon Health Authority Health Promotion & Chronic Disease Prevention (HPCDP) Section is looking to onboard six regional conveners. HPCDP will train and support regional partners to increase capacity and resources to address inequities related to menthol and flavored tobacco use.

The scope of work for these “Regional Convenors” will be to enhance community connectivity and collective impact by organizing, and conducting community listening sessions, support engagement in data collection and evaluation activities, and participate in the Tobacco Free Coalition of Oregon (TOFCO), a growing statewide coalition.

Regional Convenors will receive training and technical assistance from HPCDP, including invitations to affinity groups focused on policy, systems, and environmental change strategies to reduce flavored tobacco marketing and use, promote healthy retail initiatives, and address youth and culturally appropriate cessation needs.

2.4 SCOPE OF WORK/SPECIFICATIONS

The successful Proposer(s) will

• Serve as a regional hub to deepen relationships with community partners within your region, in the Black, African, and African American, rural, and frontier communities, and especially in youth within communities.

• Support the creation of a shared vision for commercial tobacco prevention and culturally appropriate cessation options for populations most likely to use flavored tobacco products.

• Partner with HPCDP and participate in TOFCO to expand statewide reach, building off their successful engagement in the Portland Metro area and leveraging recent investments in community-centered tobacco control efforts in all parts of Oregon.

• Assess, develop, and promote new culturally appropriate cessation resources, especially for youth within the African American, Black, rural, and frontier communities.

• Support cross-sector partners to embed culturally appropriate cessation resources into community-based programming.

Objectives/ Deliverables

The Contractor shall commit to the following activities, to be approved by the HPCDP Contract Administrator or Project Lead:

Activity Timeline Phase 1: Assess Strengths and Capacity Regional conveners will collaborate with HPCDP and TOFCO to define the priorities for their respective regions. Their responsibilities include evaluating and comprehending the current events and developments in their regions related to preventing menthol use, especially within youth populations. They will engage their communities to uncover culturally-specific best practices, community priorities, and menthol prevention initiatives in their regions. Additionally, they will regularly share back their progress with TOFCO and HPCDP.

Review & Understand: Review key documents and materials to fully understand the intent and goals of the regional convener's work.

Contract Execution - September 30, 2025

Meet with Regional Partners: Conduct meet and greets with community partners to uncover needs, strengths, motivators, capacity, and level of current involvement in menthol prevention work.

October 1, 2024 – December 30, 2024

Regular Communication: Complete kick-off and hold ongoing regular meetings with TOFCO and HPCDP Menthol Coordinator to provide updates, share experiences, and discuss any successes, issues, or challenges.

Ongoing

Phase 2: Develop the Plan Regional conveners will build regional coalition structure and cross-sector involvement. Convene partners to identify policy, system, and environmental changes to increase regional or statewide health equity. Through this activity, the convener will develop and foster relationships across organizational jurisdictions that are representative of the coalition’s region and enable the coalition to effectively address commercial tobacco and menthol use prevention focusing on our priority populations and especially on the youth within those communities.

Identify partners: Identify cross-sector partners and communities within the region with goals or priorities for addressing commercial tobacco and menthol use. Establish partner agreements or commitments that describe the roles of the individual(s) who will participate in the regional coalition, and anticipated resources (time, funds, expertise, etc.) to be contributed by that partner.

January – March 2025

Strategic Planning: Lead strategic planning processes to identify key priorities, goals, and action plans for addressing regional challenges.

Engage local partners in the planning process to ensure broad-based input and buy-in.

Contract Execution - September 30 2025

Policy Advocacy: Identify and advocate for policies that address the priorities of member organizations and communities. This can involve lobbying government officials, drafting policy recommendations, and organizing advocacy campaigns. Identify a plan for advancing regional priorities and influencing decision-making at local, state, and national levels.

Contract Execution - September 30 2025

Phase 3: Launch the Regional Collaborative and join under the TOFCO umbrella Regional conveners will create a platform for community members and organizations to network, exchange ideas, and collaborate on commercial tobacco and menthol prevention initiatives.

Conveners will bring together diverse voices and perspectives, help to identify areas where collective action is needed and support community-led efforts to address them. Conveners with join as a regional representative of TOFCO and be onboarded to the flavors work TOFCO is building. Activities will be centered on building stronger, more resilient communities that are equipped to tackle tobacco and menthol use reduction and prevention.

Community Engagement: Engage with local communities to understand their needs and priorities, including organizing community gatherings to ensure that community voices are heard and considered in decision-making processes.

Ongoing

Information Sharing and Networking: Facilitate the exchange of information and best practices among members. Which may include compiling and disseminating research, reports, and other resources, hosting conferences, workshops, and webinars to foster networking, promote learning, and knowledge sharing.

Ongoing

Resource Mobilization: Help mobilize resources, including funding, expertise, and in-kind support, to support regional initiatives. Seek funding from agencies, foundations, and other sources, as well as leverage resources from participating organizations.

Phase 4: Asses, Iterate and Evolve Regional conveners will monitor the progress of their initiatives and evaluate their impact to ensure accountability and continuous improvement. This may involve collecting data, tracking key performance indicators, conducting assessments, collecting feedback, and assessing outcomes to ensure accountability and continuous improvement.

Data Collection: Collect data quarterly from regional menthol prevention community participants to inform “rapid cycle” improvements.

Implement rapid cycle improvements each quarter.

Quarterly

Ongoing Improvements: Share recommendations for rapid cycle improvement with TOFCO, HPCDP Project Lead, and regional learning community participants.

Quarterly

Full Evaluation Participation: Fully and actively Participate in the core menthol grant evaluation user group.

The six regions are identified as follows:

Assumptions:

• Regional coalition will convene ten times per year at minimum.

• Present at TOFCO meetings at minimum 2 times. Meetings can be short updates on the work within the region or extended more elaborate presentations.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

Proposer must demonstrate:

• Proven experience convening and facilitating diverse community partners; experience coordinating with numerous partner organizations on shared goals; experience managing a grant or contract and submitting regular progress reports.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

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

• Executive Summary

• Administrative Proposal

• Project Implementation Plan

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Key Persons and Resumes

• Work Samples

• Other

3.2.2 Proposal Page Limits

Proposal is limited to 10 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check forms

• Price Proposal

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Work samples

3.2.3 Proposal Format and Quantity

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

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in See: OregonBuys Vendor Formal Solicitation Response.pdf for electronic submission.

The Price Proposal must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature.

3.2.4 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFGP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFGP may be considered non-Responsive to this RFGP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFGP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Executive Summary (1 Page)

Provide an overview of your organization, mission, values. Provide a description of the

3.3.2 Administrative Summary (2 Pages)

Provide an administrative summary, explain your structure and overview of staff and experience.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

3.3.3 Project Implementation Plan (7 Pages)

Briefly describe how Proposer would carry out each the major activities (Phases 1 through

4) of this project in context with the Scope of Work. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

3.3.4 Proposer Information and Certification Sheet

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

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

3.3.5 References

Provide 3 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, related Work.

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

Proposer shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, returned to the Proposer and submitted with the Proposal.

3.3.6 Key Persons and their Resumes

Specify key persons to be assigned to this project, and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFGP.

3.3.7 Price Proposal

Submit a detailed Price Proposal (Attachment E) in a separate file: Electronically though OregonBuys.

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

• The Price Proposal must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFGP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFGP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFGP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

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

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFGP process; and

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

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

Interested parties may participate in the Pre-Proposal Conference:

Please join us for a short and essential overview of the upcoming CDC Menthol grant opportunity. We will provide details regarding the Request for Grant Proposal (RFGP) process and provide opportunities for feedback, questions and clarification. All who are potentially interested should join.

Register using this link: https://www.zoomgov.com/meeting/register/vJIsf-murTIrHNgsazUokkqU-jgwwWZGj0g

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via an OregonBuys submission, email;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

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

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.4 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFGP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFGP:

https://oregonbuys.gov/ https://www.zoomgov.com/meeting/register/vJIsf-murTIrHNgsazUokkqU-jgwwWZGj0g https://www.zoomgov.com/meeting/register/vJIsf-murTIrHNgsazUokkqU-jgwwWZGj0g

Delivery through OregonBuys

Proposal submission should be electronically through OregonBuys. at: OregonBuys.gov Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email, or hard copy prior to the Opening in accordance with OAR 137-047-0440. To be effective the notice must include the OregonBuys bid number.

4.6 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

4.7 PUBLIC OPENING

A public Opening will not be held for this RFGP; however, a list of Proposers will be made available upon request to the SPC. Only the name of the Proposers will be provided, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 137-047-0630.

4.8 PROPOSAL REJECTION

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

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

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

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

• Proposer makes any contact regarding this RFGP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFGP or Amendment(s).

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

4.9 EVALUATION PROCESS

4.9.1 Responsiveness and Responsibility Determination

a. Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFGP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 137-047-0470.

b. Responsibility Determination Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Grant Agreement. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

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

4.9.2 Evaluation Criteria

SCORE EXPLANATION

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

6 – 9 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

1 – 4 FAIR – Proposer meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFGP. Proposer has not demonstrated knowledge of the subject matter.

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition.

Evaluators will assign a score for each evaluation criterion listed below in this Section

4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

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

a. Evaluation Item 1 (10 Points)

Phase 1: Assess Strengths and Capacity Regional conveners will collaborate with HPCDP and TOFCO to define the priorities for their respective regions. Their responsibilities include evaluating and comprehending the current events and developments in their regions related to preventing menthol use, especially within youth populations. They will engage their communities to uncover culturally-specific best practices, community priorities, and menthol prevention initiatives in their regions. Additionally, they will regularly share back their progress with TOFCO and HPCDP.

• How well does Proposer explain how they will review key documents and materials to fully understand the intent and goals of the regional convener's work.?

• How well did the Proposer describe how they will conduct meet and greets with community partners to uncover needs, strengths, motivators, capacity, and level of current involvement in menthol prevention?

• How well did the Proposer explain how they will engage their communities to uncover culturally specific best practices, community priorities, and menthol prevention initiatives in their regions?

• How well did the Proposer describe how it will complete the kick-off and hold ongoing regular meetings with TOFCO and HPCDP Menthol Coordinator to provide updates, share experiences, and discuss any successes, issues, or challenges?

b. Evaluation Item 2 (10 Points) Phase 2: Develop the Plan Regional conveners will build regional coalition structure and cross-sector involvement. Convene partners to identify policy, system, and environmental changes to increase regional or statewide health equity. Through this activity, the convener will develop and foster relationships across organizational jurisdictions that are representative of the coalition’s region and enable the coalition to effectively address commercial tobacco and menthol use prevention focusing on our priority populations and especially on the youth within those communities.

• How well did the Proposer explain how they will identify cross sector partners and communities with their region(s)? Did the Proposer include goals or priorities for addressing commercial tobacco and menthol use? Did the Proposer include the development of a partner agreement that describes the roles of the individual(s) who will participate in the regional coalition, and anticipated resources (time, funds, expertise, etc.) to be contributed by that partner?

• How well did the Proposer describe how it will lead strategic planning processes to identify key priorities, goals, and action plans for addressing regional challenges? Did the Proposer include engaging local partners in the planning process to ensure broad-based input and buy-in?

• How well did the Proposer explain how it will identify and advocate for policies that address the priorities of member organizations and communities? This can involve lobbying government officials, drafting policy recommendations, and organizing advocacy campaigns. Did they describe how they will identify a plan for advancing regional priorities and influencing decision-making at local, state, and national levels?

c. Evaluation Item 3 (10 Points) Phase 3: Launch the Regional Collaborative and join under the TOFCO umbrella Regional conveners will create a platform for community members and organizations to network, exchange ideas, and collaborate on commercial tobacco and menthol prevention initiatives. Conveners will bring together diverse voices and perspectives, help to identify areas where collective action is needed and support community-led efforts to address them. Conveners with join as a regional representative of TOFCO and be onboarded to the flavors work TOFCO is building.

Activities will be centered on building stronger, more resilient communities that are equipped to tackle tobacco and menthol use reduction and prevention.

• How well did the Proposer explain how it will engage with local communities to understand their needs and priorities, including organizing community gatherings to ensure that community voices are heard and considered in decision-making processes?

• How well did the Proposer describe how it will facilitate the exchange of information and best practices among members? Did they include compiling and disseminating research, reports, and other resources, hosting conferences, workshops, and webinars to foster networking, promote learning, and knowledge sharing?

• How well did the Proposer describe how it will help mobilize resources, including funding, expertise, and in-kind support, to support regional initiatives.

Seek funding from agencies, foundations, and other sources, as well as leverage resources from participating organizations.

d. Evaluation Item 4 (10 Points)

Phase 4: Asses, Iterate and Evolve Regional conveners will monitor the progress of their initiatives and evaluate their impact to ensure accountability and continuous improvement. This may involve collecting data, tracking key performance indicators, conducting assessments, collecting feedback, and assessing outcomes to ensure accountability and continuous improvement.

• Did the Proposer sufficiently describe how it will collect data quarterly from regional menthol prevention community participants to inform “rapid cycle” improvements. Did they describe how they will implement rapid cycle improvements each quarter.

• Did the Proposer describe adequately how they will share recommendations for rapid cycle improvement with TOFCO, HPCDP Project Lead, and regional learning community participants?

• Did the Proposer adequately describe how it will fully and actively participate in the core menthol grant evaluation user group?

4.9.3 PRICE EVALUATION (10 Points)

The Evaluation Member will each score the Cost Proposals and an average score will be calculated.

• How well did the Proposer describe each expense?

• Were the expenses reasonable?

• Did the expenses match the activities that the Proposer will perform?

4.9.4 PREFERENCES

a. Reciprocal Preference For evaluation purposes per OAR 125-246-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

b. Recycled Materials Agency will give preference to Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

c. Tiebreakers If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Grant Agreement, Agency shall award the Grant Agreement in accordance with the procedures outlined in OAR 137-046-0300.

4.10 POINT AND SCORE CALCULATIONS

TOTAL POINTS POSSIBLE : 50

POINTS POSSIBLE

4.9.2.a Evaluation Item 1 10

4.9.2.b Evaluation Item 2 10

4.9.2.c Evaluation Item 3 10

4.9.2.d Evaluation Item 4 10

4.9.3 Evaluation Item 5 10

PRICE POINTS POSSIBLE 50

Scores are the values (0 through 10) assigned by each evaluator.

Points are the total possible for each section as listed in the table below.

The SPC will average all scores for each evaluation criterion. Price points are calculated as stated in the Price Evaluation section.

https://www.naspo.org/reciprocity1

4.11 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s price score and reference score.

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, for each Region, with the highest score receiving the highest rank, and successive rank order determined by the next highest score. There will be one award for each Region with the highest ranking score.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer for a Region with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process. Additional rounds will be by Region, therefore some Regions may not be determined to need additional rounds and some Regions may be determined to need additional rounds.

If there are no Proposals for a Region, OHA may negotiate with a neighboring Region to act as the convener for that Region.

NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.11.1 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.11.2 Competitive Range Protest

Proposers excluded from a round may submit a Written protest of Competitive Range.

Protests must:

• Be emailed to the SPC;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative

• State the reason for the protest; and

• Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

Agency will address all protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

4.12 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If Agency conducts two or more rounds of competition, the rounds will be scored independently.

Once the ranking from a previous round is complete and a Competitive Range has been determined, Proposers participating in a subsequent round will compete on an equal basis – scores from the previous round will be set aside and will not carry over. The Proposer with the highest score from the final round will receive the highest final ranking.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Grant Agreement, will award a Grant Agreement to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4 in each Region. If there no Responsive / Responsible Proposal for any specific Region the Agency may expend another Proposal to that Region. Agency may award less than the full Scope of Work described in this RFGP.

5.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Grant Agreement to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) who are selected for a Grant Agreement award under this RFGP will be required to submit additional information and comply with the following:

5.2.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFGP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A.

5.2.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.2.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Grant Agreement. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

http://sos.oregon.gov/business/pages/register.aspx

5.2.4 Responsibility Inquiry

Prior to award, Proposer shall be required to complete and submit Attachment G — Responsibility Inquiry.

5.2.5 Pay Equity Certification

If selected for award and the Grant Agreement value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Grant Agreement.

5.2.6 Nondiscrimination in Employment

As a condition of receiving the award of a Grant Agreement under this RFGP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.3 NEGOTIATION

5.3.1 Negotiation

After selection of a successful Proposer, Agency may enter into Grant Agreement negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFGP, including the terms and conditions of the Sample Grant Agreement (Attachment A), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Grant Agreement and note exceptions.

Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. If Agency agrees to make any requested changes to the Sample Grant Agreement, Agency will issue an Amendment to notify Proposers of such changes. Unless Agency issues an Amendment modifying any of the terms and conditions, Agency intends to enter into a Grant Agreement with the successful Proposer substantially in the form set forth in Sample Grant Agreement (Attachment A).

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Grant Agreement listed below.

However, Agency is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency is willing to negotiate ONLY the Statement of Work and the following terms and conditions:

https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

In the event that the parties have not reached mutually agreeable terms within 14 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest ranking Proposer for that Region.

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

6.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

Agency also encourages joint ventures or subcontracting with certified small business enterprises.

For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=or egon4biz If the Grant Agreement has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

6.3 GOVERNING LAWS AND REGULATIONS

This RFGP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFGP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.2 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Agency issues the Notice of Intent to Award.