RFI-DEI FINAL.docx

State of Oregon Department of Environmental Quality

Request for Information Equity in Strategic Planning for Material Management Grants

This is a Request for Information (RFI), issued by the State of Oregon, Department of Environmental Quality (DEQ) to solicit information from interested consultants for services related to assisting with a review of the existing grant program and developing and implementing a strategic plan, which centers around diversity equity, equity, and inclusion.

BACKGROUND

This RFI is to gather feedback on the scope/framing, proposal content requirement, evaluation criteria as well as other recommendations to determine DEQ’s path for the future and to work on process improvement. This RFI is focused on the Request for Proposal (RFP) S-34000-00000781, which resulted in no award.

Responses provided to this RFI would be used to help DEQ understand how to better offer collaboration opportunities when potentially working with equity experts. However, responses will not be considered binding on any party. Reponses provided to this RFI will not be used in any scoring or evaluation for future RFPs. If Respondents have the time, DEQ strongly encourages you to respond to enable DEQ to have a deeper understanding of Respondents’ needs for future RFPs.

RFI RESPONSE

Please submit your response to the RFI Questions (below) no later than Tuesday December 7, 5:00 PM, PT. Responses may be submitted electronically to:

BIDSDEQ@deq.state.or.us

Respondents can respond to any part of the RFI; respondents do not have to respond to all questions. Any answer provided is helpful and greatly appreciated to help build better collaborative opportunities.

CLARIFICATION

If you have any questions regarding this RFI, please contact Lisa Tran at BIDSDEQ@deq.state.or.us or 503-229-6482.

QUESTIONS

Please respond to the following questions. Attached is the previous RFP for more details.

1. Do you have general comments about the Background provided below? Are you interested in this work?

Background (Summarized from RFP, Section 2.3.2) DEQ would like to make the grant programs more accessible to those who have historically not been empowered to apply for grant funds.

By revamping its questions and scoring criteria, DEQ revealed some important issues including:

· The need for clear goals and objectives for the DEI outcomes sought through granting activities;

· The challenges in balancing the needs and capacities of diverse communities in Oregon, from rural, suburban and urban regions of the state;

· How to best incorporate multiple perspectives in the development of grant applications and questions, scoring and evaluation criteria and other grant administrative processes; and,

· The need for better DEI guidance and training for the members of the grant application evaluation committee.

DEQ needed assistance with a review of its grant program and the development and implementation of a strategic plan to ensure its approach to DEI is as clearly defined, effective and inclusive as possible.

2. The previous RFP focused on five (5) elements (RFP, Section 2.4.1) in its scope of work:

a. Element 1: Strategic Plan development and review process

b. Element 2: DEI goals and objectives for Grant Program

c. Element 3: Application questions, evaluation criteria and scoring

d. Element 4: DEI training and capacity building for grant recipients

e. Element 5: Periodic review and evaluation of DEI approach in the Grant Program

If DEQ re-solicits for this work, DEQ may consider modifying and/or eliminating some/all of the five (5) elements. How would you prioritize or modify the five elements? In other words, how would you approach the integration of DEI into the Grant Program?

3. If DEQ re-solicits for this work, DEQ may consider revising the minimum Proposer Requirements (RFP, Section 3.1 – “3 years of experience in conducting consulting and DEI work for Grant Program Development”).

What type of relevant experience do you have regarding DEI work for grant program or competitive solicitation development (grant, loans, sponsorship, contracts, etc.)?

4. If DEQ re-solicits for this work, DEQ may consider modifying the Proposal Content Requirements (RFP, Section 3.4).

a. Project Plan (RFP, Section 3.4.2)

i. Project Team (RFP, Section 3.4.2.1)

b. Previous Experience (RFP, Section 3.4.4)

i. References What items, if any, would you propose would be included for evaluation instead? Would you modify some of the requirements?

5. If DEQ re-solicits for this work, DEQ may consider modifying the Evaluation Criteria (RFP, Section 3.5.2). Do you have any recommendations? Examples could include clarity, point distribution, and/or relevance.

a. Project Plan (0 – 35 Points)

i. DEI goals and objectives for Grant Program (0 – 10 Points)

ii. Application questions, evaluation criteria and scoring (0 – 5 Points)

iii. DEI training and capacity building for grant recipients (0 – 4 Points)

iv. Periodic review and evaluation of DEI approach (0 – 3 Points)

v. Overall Implementation Plan (0 – 3 Points)

vi. Project Team/ Key Persons (0 – 10 Points)

b. Previous Experience (0 – 35 Points)

c. Price Evaluation (0 – 30 Points)

6. For those who were aware of the previous RFP, what prevented you from sending in a bid?

Some examples could include:

a. availability based on previous proposed timeline (RFP, 2.4.2: Oct 2021 – Nov 2023)

b. minimum requirements (RFP, Section 3.1)

c. statement of work (RFP, Section 2.4.2)

d. evaluation criteria (RFP, Section 3.5.2)

e. perceived cost

f. RFP timeline constraints (Posting Period: Sept. 17-Nov 7, 2021)

g. Other, please share

7. What additional information would be helpful to potential consultants in providing a complete response to a Request for Proposal for the services described above?

8. Which NIGP codes do you use?

9. Would your organization be willing and able to meet in-person, or via conference call to further discuss this RFI and your response to its questions?

RFI (July 2015)