RFGP 6118 Final tlh~3.pdf

OregonBuys S-44300-00014987 Regional Health Equity Coalition OHA RFGP 6118

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STATE OF OREGON

COVER PAGE

Oregon Health Authority

Is issuing this Request For Grant Proposals (RFGP) under OregonBuys Bid Number S-44300-00014987 OHA Number 6118 for

REGIONAL HEALTH EQUITY COALITION

Date of Issue: September 23 2025

Closing Date and Time: November 13, 2025 at 3:00 p.m.

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

Address: 500 Summer Street NE, E03 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

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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

2.2 DEFINITION OF TERMS

2.3 BACKGROUND AND OVERVIEW

2.4 REQUIRED PROGRAM ACTIVITIES

SECTION 3: PROPOSAL REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.3 PROPOSAL DELIVERY OPTIONS

4.4 PROPOSAL MODIFICATION OR WITHDRAWAL

4.5 PROPOSAL DUE

4.6 PUBLIC OPENING

4.7 PROPOSAL REJECTION

4.8 EVALUATION PROCESS

4.9 POINT AND SCORE CALCULATIONS

4.10 RANKING OF PROPOSERS

4.11 NEXT STEP DETERMINATION

SECTION 5: AWARD AND NEGOTIATION

5.1 FINAL SELECTION AND AWARD

5.2 INTENT TO AWARD NOTICE

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 GRANT AGREEMENT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 GOVERNING LAWS AND REGULATIONS

6.2 OWNERSHIP/PERMISSION TO USE MATERIALS

6.3 CANCELLATION OF RFGP; REJECTION OF PROPOSAL; NO DAMAGES

6.4 COST OF SUBMITTING A PROPOSAL

ATTACHMENT B – DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C – PROPOSER INFORMATION and CERTIFICATION SHEET

ATTACHMENT D – PROPOSED WORK PLAN

ATTACHMENT E – BUDGET PROPOSAL

ATTACHMENT F – BUDGET NARRATIVE

ATTACHMENT G - CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT H - RESPONSIBILITY INQUIRY

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Health Authority (OHA), is seeking a Regional Health Equity Coalitions (RHEC) in the State of Oregon.

Grant funds awarded as a result of this RFGP shall be used to support increasing Health Equity in Oregon by completing tasks and activities that build the capacity of the RHEC to engage in regional and statewide policy, system and environmental change efforts, including action on the Social Determinants of Health.

RHECs will coordinate, collaborate, communicate, and engage with Culturally Specific community-based organizations, Federally Recognized Tribes in Oregon, state and local public health partners, as well as Coordinated Care Organizations (CCOs), other health systems, and other Cross-Sector partners as necessary to successfully complete all activities in this grant program.

In addition, RHECs will provide timely recommendations and feedback to state, county or tribal agencies or organizations on policy language in order to promote equity in policy development, implementation and enforcement. To be considered, Proposers must provide information requested below in Sections 3.2 and 3.3.

OHA intends to one award based on a proposed work plan. The successful Proposer will execute a Grant Agreement with OHA that is anticipated to begin January 1, 2026 and end June 30, 2027.

OHA reserves the right to renew the Grant Agreement for an additional 9 years for a maximum of 10 years.

The initial award is expected to be for $225,000 to a RHEC representing a Federally Recognized Tribe in Oregon or a 2-3 county area in the following counties: Clatsop, Columbia, Tillamook, Sherman, Gilliam, Jefferson, Wheeler, Deschutes, Crook, Klamath, Lake, Grant, Harney, Baker, Marion, Polk, Yamhill and Wallowa.

All organizations submitting a Proposal are referred to as Proposers in this RFGP. After execution of a Grant Agreement, 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 Agreement.

Additional details on the Program Activities are included in Section 2.4 “Required Program Activities.”

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 October 13, 2025 1:00 PM – 2:30 AM

Questions / Requests for Clarification Due October 16, 2025 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) October 22, 2025

Closing (Proposal Due) See Page 1 of this RFGP

Presentations, Demonstrations, or Interviews (approximately and if determined to use) December 3, 2025

Issuance of Notice of Intent to Award (approx.) December 15, 2025

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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

OHA is issuing this RFGP pursuant to its authority under ORS 413.033.

2.2 DEFINITION OF TERMS

For the purposes of this RFGP, capitalized words are defined below.

2.2.1 Communities of Color means members of the following racial or ethnic communities:

(a) American Indian/Alaska Native;

(b) Hispanic/Latino/a/x;

(c) Asian;

(d) Native Hawaiians/Pacific Islanders;

(e) Black/African American;

(f) Middle Eastern/North African;

(g) Mixed race individuals; or

(h) Other racial or ethnic minorities.

2.2.2 Community-Led means actions based on a set of core principles that, at a minimum:

(a) Engages the people living in a geographic community to establish goals and priorities;

(b) Engages and empowers local residents as leaders;

(c) Builds on strengths rather than focusing on problems; and

(d) Involves Cross-Sector collaboration that is intentional and adaptable and works to achieve systemic change.

2.2.3 Cross-Sector means involving individuals, public and private institutions and communities working together to address the Social Determinants of Health and equity.

2.2.4 Culturally Specific means led by individuals from the community served, using language, structures, and settings familiar to the members of the community.

2.2.5 Equity and Inclusion Division means the OHA division that works with diverse communities to eliminate health gaps and promote optimal health in Oregon. By connecting people and programs, we can make substantial, measurable progress in improving the health of all Oregonians.

2.2.6 Fiscal Sponsor means the entity that is the successful Proposer and enters into a Grant Agreement with OHA that passes through resources to grassroots community partners to form a Regional Health Equity Coalition. Decision making for priorities, agenda, and efforts shall remain within the coalition. Eligible Fiscal Sponsors include entities that are:

(a) Culturally Specific organizations;

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(b) A social service provider;

(c) An organization that provides health care;

(d) An organization that conducts public health research;

(e) An organization that provides behavioral health treatment;

(f) A private foundation; or

(g) A faith-based organization

2.2.7 Grant Agreement or Agreement means the agreement entered into by the Successful Proposer and OHA as a result of this RFGP, substantially in the form of Attachment I.

2.2.8 Health Equity means, as applied to a health system, when all people can reach their full health potential and well-being and are not disadvantaged by their race, ethnicity, language, disability, age, gender, gender identity, sexual orientation, social class, intersections among these communities or identities, or other socially determined circumstances. Achieving Health Equity requires the ongoing collaboration of all regions and sectors of the state, including tribal governments to:

(a) Address the equitable distribution or redistributing of resources and power; and

(b) Recognize, reconcile and rectify historical and contemporary injustices.

2.2.9 Key Personnel or Key Persons means the person or persons on Proposer’s staff to be assigned to perform the Activities under the Grant Agreement. For Key Persons not identified prior to Proposal submission, a position description must be submitted. OHA reserves the right to approve or deny Key Persons submitted for approval after award of the Grant Agreement. Due to conflict of interest, staff may not be OHA employees.

2.2.10 Office of Contracts and Procurement (OC&P) means the office that is responsible for this RFGP process for OHA.

2.2.11 Priority Populations means:

(a) Communities of Color;

(b) Oregon’s nine federally recognized Indian tribes, including descendants of

(c) the members of Oregon’s nine federally recognized Indian tribes;

(d) Immigrants;

(e) Refugees;

(f) Migrant and seasonal farmworkers;

(g) Low-income individuals and families;

(h) Persons with disabilities; and

(i) Individuals who identify as lesbian, gay, bisexual, transgender, or queer, or who question their sexual or gender identity.

2.2.12 Program Activities means the required activities, goals, milestones and objectives, reporting, and invoicing, as described in this RFGP.

2.2.13 Proposal means the documents submitted through OregonBuys in response to this RFGP.

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2.2.14 Proposer means the organization or person that submits a Proposal in response to this

RFGP.

2.2.15 Regional Health Equity Coalition (RHEC) means an autonomous, Community-Led, Cross- Sector group that:

(a) Is focused on addressing, at the policy, system and environmental levels, health in-equities experienced by Priority Populations, with the leading priority being Communities of Color;

(b) Is completely independent of coordinated care organizations and public bodies as defined in ORS 174.109;

(c) Is supported by a federally recognized Indian tribe in Oregon or one of the following community-based nonprofit entities:

(i) A Culturally Specific organization;

(ii) A social service provider;

(iii) An organization that provides health care;

(iv) An organization that conducts public health research;

(v) An organization that provides behavioral health treatment;

(vi) A private foundation; or

(vii) A faith-based organization; and

(d) Has a decision-making body that:

(i) Strives to include individuals who identify as members of Communities of Color who have experienced health inequities; and

(ii) Prioritizes the recruitment of members who work in roles that address health inequities and institutional racism.

2.2.16 The Regional Health Equity Coalition Model means an approach that:

(a) Recognizes the impact of structural, institutional and interpersonal racism on the health and well-being of Communities of Color and other Priority Populations;

(b) Meaningfully engages Priority Populations to lead efforts to address health inequities;

(c) Supports and strengthens leadership development for Priority Populations; and

(d) Honors the wisdom of members of Priority Populations by ensuring that policy solutions and system changes build upon the strengths of the Priority Populations.

2.2.17 RFGP means this Request for Grant Proposals.

2.2.18 Shared Leadership Model means a governance approach where RHEC Staff, decision-making body and Fiscal Sponsor work together in decision-making and project management. Each party contributes their unique vision, expertise and resources to guide the collective work ensuring accountability and alignment with goals while establishing shared ownership and responsibility.

2.2.19 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.

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2.2.20 Social Determinants of Health means the situations and environment in which people are born, grow up, live, work, and age, and the systems people interact with that impact their health. These situations are shaped by factors such as housing, food, economics, education, employment, transportation, and social policies.

2.2.21 System Navigation means an approach to improving healthcare delivery and wraparound services that helps individuals access the care they need. For the purposes relating to this RFGP, there may be multiple instances of System Navigation for a single individual.

2.3 BACKGROUND AND OVERVIEW

The OHA Equity and Inclusion Division works with diverse communities to eliminate health gaps and promote optimal health in Oregon. By connecting people and programs, we can make substantial, measurable progress in improving the health of all Oregonians.

In 2021, the Oregon State Legislature set into law that the OHA needs to work with Regional Health Equity Coalitions (RHECs) as defined by ORS 413.256(1)(e). The legislation also requires OHA to provide these RHECs with ongoing technical and operational support. OHA meets the law’s requirements by awarding grants to the RHECs.

A goal of providing this support to the RHECs is to increase Health Equity in Oregon. RHECs will complete tasks and activities that help build its capacity to engage in regional and statewide policy, system, and environmental change efforts. These activities will include action on the Social Determinants of Health.

RHECs coordinate, collaborate, communicate, and engage with the following entities to successfully complete grant activities:

• Community-based organizations (CBOs);

• Tribes;

• State and local public health partners;

• CCOs;

• Other health systems; and

• Other Cross-Sector partners.

RHECs also provide timely recommendations and feedback on policy language to promote equity in policy development, implementation, and enforcement to the following entities:

• State agencies;

• Counties;

• Tribes and Tribal agencies; and

• Private organizations.

An essential part of the RHEC model is the meaningful engagement of community members of color who experience health inequities. The membership of the coalition's decision-making body(ies) will reflect those with lived experience, so they can identify the most pressing Health Equity issues in the region, and develop culturally appropriate policy, system, and environmental solutions. The RHECs act as a link between diverse communities and OHA to better ensure community needs are identified and met so that health inequities, institutional racism, and discrimination can be addressed. The RHECs foster equity and mitigate harm in policy development and implementation by providing recommendations and policy guidance to OHA.

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ORS 413.256(2) and (3) requires OHA to work with RHECs, and to provide technical assistance, contract administration, program planning and daily operational support. Due to the fact that the RHEC may not be a legal entity with which OHA can enter into a grant agreement, funds are awarded through a Fiscal Sponsor who takes on the responsibility of accomplishing the activities and funds accountability.

Continued eligibility for grant funds is contingent upon the Fiscal Sponsor working with the RHECs to meet the legislative criteria.

2.4 REQUIRED PROGRAM ACTIVITIES

OHA requires that the successful Proposer meets the highest standards prevalent in the industry or business most closely involved in completing the appropriate program activities.

2.4.1 Program Goals and Objectives

Regional Health Equity Coalitions (RHECs) will increase Health Equity in Oregon by completing tasks and activities that build the capacity of the RHEC to engage in regional and statewide policy, system and environmental change efforts, including action on the Social Determinants of Health.

RHECs will coordinate, collaborate, communicate, and engage with community-based organizations, Tribes, state and local public health partners, as well as CCOs, other health systems, and other Cross-Sector partners as necessary to successfully complete all activities in this Section 2.4 Required Program Activities.

The ultimate decision-making authority of RHECs is vested in their decision-making bodies (i.e. leadership teams, steering committees, etc.). Essential to the RHEC Model is the meaningful engagement of Community of Color who experience health inequities.

Membership of the respective RHEC’s decision-making body(ies) needs to include those with lived experience so they can identify most pressing Health Equity issues in the region, and develop culturally appropriate policy, system and environment solutions.

In addition, RHEC will provide timely recommendations and feedback to state, county or tribal agencies or organizations on policy language in order to promote equity in policy development, implementation and enforcement.

2.4.2 Required Activities of Fiscal Sponsor

a. Key Person Requirements

Fiscal Sponsor is required to have at least one (1) full time (1.0 FTE) staff person responsible for coordinating the Program Activities in the Fiscal Sponsor Activities below. While it is acceptable to have more than one key staff person, combinations of multiple part-time staff to collectively coordinate RHEC Program Activities is not acceptable due to the need for coordination and continuity. If other funding sources beyond this funding support the salary of this staff person become unavailable, Fiscal Sponsor must ensure this position remains intact at full time (1.0 FTE) status.

Due to conflict of interest, staff may not be OHA employees.

b. Fiscal Sponsor Activities and Timelines

If RHEC is not a legal entity registered with the Secretary of State, RHEC must have a Fiscal Sponsor. The Fiscal Sponsor must ensure the following:

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(1) MOU between Fiscal Sponsor and RHEC

(a) In partnership with the RHEC, Fiscal Sponsor shall create a memorandum of understanding (MOU) substantially in the form of the template provided in Attachment A of this RFGP. The MOU must contain a detailed description of the program activities, operational details, and the roles and responsibilities for the RHEC and Fiscal Sponsor consistent with this Section 2.4 Required Program Activities.

The MOU must also include the following:

i. Identification of the primary points of contact for both the Fiscal Sponsor and the RHEC.

ii. All Fiscal Sponsor Activities and RHEC Activities outlined in this Section 2.4 Required Program Activities.

iii. A detailed description of fiscal reporting responsibilities to OHA, including which party is responsible.

iv. Any other relevant information that supports describing the roles, responsibilities and expectations of the Fiscal Sponsor and RHEC.

(b) Fiscal Sponsor shall submit a copy of the MOU to OHA within one month of the date a Fiscal Sponsor Agreement is fully executed.

(c) The Fiscal Sponsor shall amend the MOU if within 30 days of the execution of any amendment to the Grant Agreement.

(d) The Fiscal Sponsor shall ensure that all sub-grants, subcontracts or agreements where RHEC resources are used are approved in advance by OHA and detailed in the Expenditure Reports submitted to OHA.

(2) Governance

(a) The Fiscal Sponsor shall be responsible for ensuring the completion of all deliverables in alignment with the goals established by the RHEC decision-making body, and for the appropriate utilization of funds. Furthermore, the Fiscal Sponsor shall act as the employer for the RHEC staff, consisting of at least one full-time equivalent (FTE) position, and shall oversee all employment-related decisions, investigations, and ensure compliance with applicable state and federal employment laws. The RHEC staff must be employed directly by the Fiscal Sponsor and may not be a contracted employee.

(b) The Fiscal Sponsor must ensure the RHEC establishes and maintains a decision-making body, separate from the Fiscal Sponsor board of directors or governing body, that is specifically responsible for decisions related to the RHEC. This decision-making body shall be responsible for providing strategic direction, guiding the development of governance structures, and ensuring community-driven solutions to health inequities. This includes overseeing the creation of a 3-5 year strategic plan, informed by a community needs assessment. The decision-making body promotes equity and continuous learning by fostering an environment of growth, ongoing training, and partnerships with racial equity organizations. It ensures

RFGP 6118-0 tlh Page 10 of 71 the community needs assessment is both community-driven and data-informed, utilizing primary and secondary data to address local priorities. The decision-making body supports the development and implementation of strategic plans aligned with grant activities, while maintaining accountability and transparency through active community engagement. It works to fill gaps in representation and inclusivity, ensuring all Priority Populations are involved.

Additionally, the decision-making body supports securing resources and funding, managing them responsibly, and ensuring the completion of activities and reporting. A commitment to continuous improvement is embedded within their work, with regular training on racial justice, health inequities, and practices that encourage inclusivity, accessibility, and cultural responsiveness. Members of the decision-making body must participate in any hiring processes for the RHEC. In the event that there is no decision-making body, RHEC Staff must recruit and select members.

(3) Fiscal

(a) Fiscal Sponsor shall accept grant funds from OHA and pass through those funds to the RHEC, minus a permitted administration fee of no more than 15% of the funding. Fiscal Sponsor must keep all RHEC funds in a separate account and tracked separately from other funding in Fiscal Sponsor’s control.

(b) Fiscal Sponsor must directly provide financial reporting to OHA at least four times a year or as requested using the Expenditure Report template provided by OHA. Fiscal Sponsor must make available documentation pertaining to expenditures if requested by OHA.

Details regarding the level of support provided to the RHEC for this activity must be outlined in the MOU.

(c) Fiscal Sponsor shall work with the RHEC to create a budget, budget narrative, and work plan that details the expenses and activities for which grant funds are requested, and submit the budget, budget narrative, and work plan to OHA for approval. The budget, budget narrative, and work plan must be approved by OHA prior to any disbursing of grant funds. Expenditures are only allowed for what is included in the OHA-approved RHEC budget, budget narrative, and work plan.

(d) The Fiscal Sponsor shall not reject RHEC’s expenditure requests unless Fiscal Sponsor reasonably believes the proposed expenditure is outside the scope of the Agreement. Fiscal Sponsor shall promptly notify OHA of any expenditure concerns or request rejections, and OHA will determine if expenditures are outside the scope of the Agreement.

(e) Budgets and budget narratives may be updated throughout the term of the Agreement and must go through an approval process each time with the RHEC decision-making body, Fiscal Sponsor, and OHA.

General areas for RHEC spending include the following:

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i. Personnel expenses are allowed only for Fiscal Sponsor staff who directly or consistently provide support to the RHEC for the RHEC Activities (“RHEC Support Staff”) outlined in Subsection 2.4.2.c. below. Employees of the Fiscal Sponsor who do not directly or consistently provide support to the RHEC shall not be paid using grant funds without prior written approval from OHA. Fringe benefits for RHEC Support Staff may be included. Personnel expenses, including fringe benefits, may not represent more than 60% percent of the overall budget without prior approval from OHA.

ii. Professional services may be obtained from individuals who are not RHEC Support Staff or coalition members. Approval from OHA must be requested in writing via email prior to securing sub-contracts or sub-grants. Details of these services must be included in the approved budget, and documentation of the agreements must be provided to both the Fiscal Sponsor and OHA.

iii. Partnership investments are allowed and shall be outlined in the budget narrative along with the requested details of those investments in the approved budget narrative.

iv. Equity trainings that are needed will be identified by the RHEC and will be provided to Fiscal Sponsor and RHEC members.

Fiscal Sponsor staff may participate if approved by the decision-making body of the RHEC.

v. Supplies may only be purchased for the sole benefit and support of the RHEC, and not for the Fiscal Sponsor’s general operations.

vi. Any equipment purchased with these grant funds will be returned at OHA’s request to OHA in the event of the dissolution of the RHEC. Any RHEC Support Staff who transition to employment and roles that are not focused on the RHEC Activities must return any equipment purchased with these funds to OHA within 30 days of leaving their position as RHEC Support Staff.

(4) Personnel

(a) Fiscal Sponsor shall hire at least one full time (1.0 FTE) employee, in coordination with and approval from the RHEC, to serve as a RHEC Support Staff person to work and coordinate with the RHEC to complete the tasks identified in the RHEC Activities, provide meeting and other support, and assist the RHEC with financial reporting. The

1.0 FTE may not be divided by multiple individuals. In the event that the RHEC decision making body has not yet been established, Fiscal Sponsor shall coordinate with OHA and to support hiring processes.

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(b) Within one week of the employee filling the position, Fiscal Sponsor shall notify OHA of the identity of the employee who will be working with the RHEC, including their name, email, and phone contact information.

(5) Other Requirements and Supports

(a) Fiscal Sponsor shall review the RHEC developed-budget, budget narrative, and workplan for approval. Fiscal Sponsor will not unreasonably withhold approval of the budget, budget narrative, and workplan, and if Fiscal Sponsor refuses to approve any of these documents, Fiscal Sponsor shall promptly notify OHA.

(b) Fiscal Sponsor may provide additional supports such as providing administrative and HR support.

(c) Fiscal Sponsor certifies that they have a written policy and practice for preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. Fiscal Sponsor agrees, as a material term of this Agreement, to maintain such policy and practice in force during the entire Agreement term.

Activities outlined in this Agreement must reasonably accommodate the cultural, language and other special needs of RHEC Staff, members, and partners.

(d) Disbursements will be distributed only after budget and budget narratives have been received and approved by both the Fiscal Sponsor and OHA.

(6) Decision-making framework

(a) Roles and Responsibilities

i. Fiscal Sponsors shall act as financial overseers, ensuring compliance with financial regulations and appropriate fund allocation while guaranteeing that all deliverables are met per the agreements in this grant agreement.

ii. The RHEC staff shall carry out day to day operations, completing project activities in accordance with the goals, timelines, and deliverables established by OHA and guided by the RHEC decision making body. Provide regular updates to the decision-making body regarding project progress and successes and ensure they have access to key program documents such as workplans, grant agreement, budget, budget narrative, and expenditure reports. RHEC grantee staff will submit periodic reports that detail the status of deliverables, expenditures, and any adjustments that stay aligned with deliverables. These reports shall be made available to the Fiscal Sponsor, decision making body and OHA.

iii. Decision-Making Body will provide oversight and strategic guidance to ensure the RHEC aligns with goals and objectives.

They will review project plans, reports, and other relevant documentation. They will participate in collaborative

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(b) Decision-Making

Decisions will be made following a Shared Leadership Model where all parties will participate in regular collaborative meetings to discuss progress, make joint decisions on significant changes. Decisions will be made through consensus with all outcomes documented to ensure transparency and accountability.

(c) Accountability for Deliverables

Fiscal Sponsors shall monitor project progress and report to OHA as requested on use of funds and completion of deliverables, ensuring all obligations are met. The RHEC grantee staff shall provide updates to both the Fiscal Sponsor and the decision-making body regarding the status of deliverables.

c. RHEC Activities and Timelines

Fiscal Sponsor must ensure that the following activities are performed by the RHEC.

If the RHEC is unable to perform the following activities, the Fiscal Sponsor must promptly notify OHA. Fiscal Sponsor shall not perform the RHEC Activities.

(1) RHEC Activity #1. Preparing for Action

The first six months of the grant agreement will be used for planning and preparation to put the work plan into action. Activities will focus on:

(1a) Hiring Staff. If individuals have not yet been identified to support the grant, outreach, recruitment, and interviewing will be conducted.

(1b) Participate in orientations provided by OHA.

(1c) Conduct outreach and engagement to build the coalition

(1d) Conduct outreach and engagement to build the decision-making body of the RHEC

(2) RHEC Activity #2. Creating Operational RHEC Documents

(2a) Document Creation. The RHEC will create operational documents, including a detailed work plan, budget, and budget narrative related to the activities in this Agreement. Unless a RHEC Activity has a deadline explicitly provided in this Agreement, all RHEC activities shall have deadlines listed in the work plan.

(2b) Goals Provided. The work plan, budget, and budget narrative must thoroughly describe and reflect the ways that RHEC invests time and resources in capacity building and partnership with the end goal of addressing structural and institutional racism and discrimination in policies, laws, systems, and environments in Oregon.

(2c) Acceptance Criteria. Documents are due to OHA within 30 days of the grant agreement being finalized. RHEC will use a work plan

RFGP 6118-0 tlh Page 14 of 71 template provided by OHA. Work plans will include the following information:

• Milestones to reach.

• Target dates and deadlines the RHEC Activities are expected to take place.

• Documentation of each RHEC Activity to be provided to OHA, evidence of meaningful outcomes, and status of RHEC Activities.

*Note: no disbursements will be provided until there is budget approval by both Fiscal Sponsor and OHA.

(2d) Grantee will develop a charter outlining coalition governance structure which assures equity in leadership, membership and decision-making processes to ensure that populations experiencing inequities in health outcomes are equitably engaged in the coalition.

Grantee will develop a charter which will include the following elements: RHEC vision and mission; define roles and expectations around general coalition membership, subcommittees (if applicable), and leadership or steering committee roles and expectations; and decision-making processes. OEI can provide example charters if needed.

Due Date: To be specified within work plan (work plan submitted as part of proposal and finalized no later than one month after the grant is finalized).

(2e) Conduct a community needs assessment. Through this activity the Grantee will work with coalition members to collect: 1) existing data from within their region on health disparities; and 2) collect information from people in your region on most pressing issues that should be prioritized. Compile existing local data related to the Social Determinants of Health and health inequities into a brief report.

(2f) Documentation of at least two qualitative assessment activities such as focus groups, key informant interviews, or town hall meetings where highlights from the data compiled in deliverable 4a is shared, and people are asked what Health Equity issues are most important in their community and should be prioritized. At least one of these activities should include the participation of at least one policy decision-maker relevant to the issue the coalition is impacting.

(2g) Write a regional strategic plan based on information collected in the community needs assessment. The plan will describe findings from the community needs assessment and selected priority policy(ies) on which the coalition will focus, and the systems and environmental changes required to improve Health Equity and address the Social Determinants of Health. Additionally, the regional plan will describe the political and individual support and the feasibility of addressing Health Equity through policy changes.

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A written three-to-five-year regional Health Equity plan that includes policy, system and environmental change objectives, one-year objectives, and mid-term objectives. By the end of year 1, the Grantee is expected to have a final plan for improving Health Equity in the region that demonstrates clear goals, objectives and strategies, evaluation methods, and identifies who will lead each objective.

Strategies must include engagement in policy development and implementation, including ongoing capacity building to increase the ability of the coalition and its membership to participate on state-level boards, advisory councils, committees, and task forces.

(3) RHEC Activity #3. Partnership Building and Data Collection

(3a) Community Outreach and Engagement. The RHEC will engage with grassroots community members of color who have experience with health inequities. Membership from local agencies and organizations should prioritize individuals who hold equity related positions. This ensures better understanding of equity issues than those without this skillset and can also help facilitate capacity and skill building among the decision-making body when necessary. Membership of individuals and organizations must be documented and tracked over time.

• Documentation must be provided to indicate what communities the RHEC conducted outreach and engagement with throughout the year. It is expected that engagement efforts should be inclusive and representative of the diversity of Priority Populations within the RHEC’s region.

• Community outreach and engagement may not be conducted solely on a virtual basis as this excludes populations with limited access to technology and broadband. This engagement shall be documented in the data collection template and entered into the data update form.

Due Date: Collect data throughout the year, enter data once annually through the data collection form by June 1, 2026.

(3b) Demographic Data Collection. The RHEC will collect information from Race, Ethnicity, Language and Disability (REALD) on a REALD Demographic Collection Form, for individuals who are part of its decision-making body, and submit to OHA once annually via the link provided by OHA in RHEC Data Update Form in Alchemer.

Due Date: RHEC will enter data in Alchemer once, annually.

(3c) Community Partnership. The RHEC will invest in partnership activities that meaningfully engage communities of Priority Populations. The RHEC shall include activities within the work plan, budget and budget narrative that reflect this. These partnership investments also need to be itemized in the budget and budget narrative and should include an agreement with the partner that outlines the understanding of what the partner will use the fund for.

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Due Date: To be specified within work plan, budget, and budget narrative.

(3d) Tribal Partnership. The RHEC will work to form meaningful, mutually beneficial partnerships with Tribes in their region. The RHEC will include activities within the work plan, budget and budget narrative that reflect this effort, as well as providing documentation to OHA that efforts were made to form meaningful, mutually beneficial partnerships with Tribes.

Due Date: Collect data throughout the year, enter data once annually through the data collection form by June 1, 2026.

(3e) Language Access. RHEC will focus on addressing language access related to community outreach and engagement.

Due Date: To be specified within work plan

(4) RHEC Activity #4. Build and Strengthen Organizational Capacity

(4a) Management Support. Provide project management support, including monitoring progress toward goals and connecting partners to discuss opportunities, challenges, gaps, and overlaps using RHEC Staff

Due Date: To be specified within work plan.

(4b) Gap Identification. Identify gaps in cultural competency and look for opportunities to build and grow relevant skillsets through training opportunities and information sharing for the RHEC.

Due Date: To be specified within work plan.

(4c) Equity Trainings. Ensure fiscal investment and participation in equity trainings. Equity- related trainings will be identified, funding allocated for, and training participated in to support continuous equity expertise development of their region for the broader community (i.e. beyond members of the RHEC).

Due Date: To be specified within budget, budget narrative, and work plan.

(5) RHEC Activity #5. Creating Social Norms and Environmental Change

(5a) Capacity Building. Build the capacity of the local community to address the Social Determinants of Health and increase Health Equity.

RHEC partners and the broader community will learn about Health Equity and the Social Determinants of Health, why it is important, and start making the connection to Health Equity and health outcomes.

Due Date: To be specified within work plan.

(5b) Cross-Sector Partnerships. Form partnerships with Cross-Sector partners that impact the Social Determinants of Health in the RHEC’s region for the purpose of working to address structural and institutional racism and discrimination. This includes but is not

RFGP 6118-0 tlh Page 17 of 71 limited to education, transportation, health systems, corrections, parks and recreation, etc.

These partnerships must be documented throughout the grant cycle.

Due Date: Collect data throughout the year, enter data once annually through the data collection form by June 1, 2026.

(6) RHEC Activity #6. Policy and Systems Change

The ultimate goal of all activities focus on policy and systems change as it relates to improving Health Equity by addressing structural and institutional racism and discrimination.

(6a) Policy Development. Use both qualitative data (such as stories and statements) and quantitative data (using numbers and percentages), and community wisdom to lead policy and systems change solutions which intend to improve Health Equity regionally.

These efforts must be documented throughout the grant cycle.

Due Date: To be specified within work plan.

(6b) Relationship Building. Establish, build, and maintain relationships with decision makers (i.e., policy developers, legislators, etc.).

Due Date: To be specified within work plan.

(6c) OHA Conduit. Act as a conduit between diverse communities and OHA. Submit recommendations and feedback to OHA on policy concepts and initiatives to improve equity in policy development and implementation.

Due Date: Ongoing and as requested by OHA.

(6d) RHEC Lobby Day. Have at least two RHEC members participate in the RHEC Lobby Day, either during legislative days or legislative session, to share policy priorities with legislators as well as educate legislators about RHECs. Funds will be allocated in the budget to support at least two RHEC members to participate by traveling to the Salem state capitol building (i.e. travel, lodging, and per diem). Attendance of RHEC Lobby Day may include:

• Preparation to participate that will include pre-planning and strategizing with other RHECs

• Participation in the event, and

• Resources to support participation in the budget.

Due Date: To be determined, but will only occur during odd numbered years.

(6e) Policy Trainings. Provide and/or attend trainings related to legislative or local policy and systems change. These opportunities shall be offered at least once a year.

Due Date: To be specified within work plan.

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(7) RHEC Activity #7. Reporting to OHA

(7a) Conference Calls. Participate in monthly conference calls with OHA.

Due Date: Ongoing, monthly

(7b) All-RHEC Meetings. Attend monthly all-RHEC meetings with OHA for the purpose of relationship building, collaboration, coordination, and cross-learning. OHA will coordinate these meetings. Participate in monthly virtual meetings and include activities within the work plan that reflect this. If RHEC Staff are unable to attend it is expected they will ensure a representative from the RHEC is in attendance.

Due Date: Ongoing, monthly

(7c) Decision-Making Body Meetings. Coordinate meetings between OHA and decision- making body. RHEC decision making body must participate in virtual meetings with OHA at least once annually.

Due Date: Once annually.

(7d) Status Updates. Provide status updates via work plans tri-annually.

Submit work plans to OHA three times per year, completing the “status of activities” column to provide updates on each activity. If activities are not met by the specified timeline, OHA shall be notified to explain why and how a comparable activity will be accomplished instead. This activity should be included within the work plan.

Failure to complete deliverables or be responsive reporting may result in being placed on a corrective action plan.

Due Date: Tri-annually (Fall, Spring, and Summer).

(7e) OHA Evaluation. Participate in OHA evaluation activities including an annual site visit, ongoing data collection, and yearly data submission.

Throughout the year, collect programmatic data using the data collection tool/spreadsheet provided by OHA. At the end of the year, enter this data into the RHEC Data Update Form using Alchemer, OHA’s designated online survey platform. Submit the completed form to OHA once annually. Additionally, attend one site visit per year, with participation expected from core RHEC Staff and members of the decision-making body. OHA may request participation in other evaluation activities as needed. These responsibilities should be reflected in the work plan.

Due Date: Collect data throughout the year, enter data once annually through the data collection form by June 1, 2026.

Site visit to be scheduled during the last quarter of the grant term.

(7f) Semi-Annual Report. Throughout the year, collect programmatic data using the data collection tool/spreadsheet provided by OHA. At the mid-year point in December, enter this data into the Semi-Annual Report Form using Alchemer, OHA’s designated online survey platform. Submit the completed form to OHA once annually. The report will include Information related to number of coalition https://survey.alchemer.com/s3/8020432/RHEC-Site-Visit-Update

RFGP 6118-0 tlh Page 19 of 71 partners, initiative adaptations and scaling, policy change impact, and environment change in communities. Data collection must be conducted on an ongoing basis throughout the term of this Agreement to ensure accurate and up-to-date reporting. Some data provided to OHA will be posted on the Equity and Inclusion Division website for public transparency.

Due Date: December 31, 2026

(7g) Expenditure Reports: RHEC will work with Fiscal Sponsor (as agreed upon in the MOU) to provide OHA and RHEC with accurate Expenditure Reports four times annually. Failure to provide timely and accurate expenditure reports may result in being placed on a corrective action plan. This activity should be included within the work plan.

Due Date: (Fall, Winter Spring, and Summer) Specific due dates are found in Exhibit A, Part 2, Section 2.

(7h) Gathering Plan Committee. Participate in a RHEC Gathering Plan Committee to hold gatherings at a frequency decided by the committee. For each gathering, the RHEC Gathering Planning Committee will:

• Establish the purpose of the gathering.

• Develop a gathering agenda.

• Provide ideas and recommendations on training topics, trainers and gathering activities.

Due Date: To be determined only during even numbered years.

Meeting frequency and schedule will be decided by RHEC Gathering

Planning Committee

(7i) RHEC Spring Gathering. Have at least two RHEC members participate in the annual RHEC Spring Gathering. Grant funds must be allocated in the budget to support this activity (i.e. travel, lodging, and per diem).

Due Date: To be determined only during even numbered years, and the RHEC Spring Gathering date and location to be decided.

(7j) Annual Report. Provide an annual report due by June 30 of each year of the term of the Agreement, using the Annual Report Outline to OHA with the following elements:

• Executive summary

• Introduction

• Summary of Activities (e.g. meaningful community engagement, organizational capacity building, social norm and environment change, system and policy changes, etc.).

• Achievements

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• Policy & System Change Recommendations

Due Date: June 2026

d. Required Use of Forms and Templates

Fiscal Sponsor will use and ensure that RHEC uses the following OHA-provided forms to complete

RHEC Activities:

• Work Plan Template

• Annual Report Outline

• REALD Demographic Data Collection Form

• Site Visit Update Form

• Budget Template

• Budget Narrative Template

• Expenditure Report Template

• MOU Template

• RHEC Data Collection Tool

• Gift Card and Stipend Tracking Tool

e. Corrective Action Process for Grant Default

Should the Fiscal Sponsor or RHEC fail to meet the goals, objectives, or deliverables as outlined in this Grant Agreement, the Fiscal Sponsor shall be subject to being placed on a corrective action plan in accordance with the terms and expectations of this grant agreement. This also includes unresponsiveness to provide accurate documentation of completion of goals, objectives, or deliverables. This process is designed to identify and address any issues or deficiencies in performance, with the ultimate goal of working collaboratively to remedy challenges and unmet requirements to ensure the successful completion of the grant’s objectives.

SECTION 3: PROPOSAL REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.1.1. The Proposer must be one of the following types of organizations or entities:

• Community based organization with non-profit status (i.e. Culturally Specific organizations, social service providers, health care organizations, public health research organizations, behavioral health organizations, economic development organizations, private funders, and faith-based organizations, etc.) or;

• Existing coalition or network (a single organization must be identified as the fiscal agent) or;

• Faith-based organization or;

• Tribe.

As necessary, Proposer must be registered with Oregon Secretary of State, Corporation Division and in Active Status.

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3.1.2. The Proposer must demonstrate that key persons have a minimum of two (2) years of experience providing services to or programming to eliminate health gaps and promote optimal health in Oregon for at least one community of color (as defined in Section 2.2) of this RFGP.

3.1.3. The Proposer must demonstrate that key persons have a minimum of two (2) years of experience addressing health disparities or promoting equity for one or more Communities of Color of this RFGP.

The Proposer must represent a 2-3 county region and may not represent overlapping county regions. Exceptions will only be allowed for overlap of a Proposer who is a Federally Recognized Tribe in Oregon. Eligible Oregon county areas include the following: Clatsop, Columbia, Tillamook, Sherman, Gilliam, Jefferson, Wheeler, Deschutes, Crook, Klamath, Lake, Grant, Harney, Marion, Polk, Yamhill, Baker and Wallowa.

3.1.4. The Proposer may be a fiscal agent that passes through resources to grassroots community partners to form a Regional Health Equity Coalition. Decision making for priorities, agenda, efforts and staffing shall remain within the coalition.

Fiscal agents may not receive more than 15% of the total award for administrative and indirect costs.

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):

• Proposer Information and Certification Sheet (Attachment C)

• Disclosure Exemption Affidavit (Attachment B) Letters of Commitment

• Proposed Workplan (Attachment D)

• Technical Proposal

• Budget Proposal (Attachment E)

• Budget Narrative (Attachment F)

3.2.2. Proposal Page Limits

Page limits are listed below in each Section of 3.3 where there is a page limit. 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)

• Proposed Workplan

• Proposed Budget

• Budget Narrative

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3.2.3. Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section.