RFI S-10000-00006768~2.pdf

RFI – OB # S- 10000-00006768 ODHS #5556 Page 1 of 11

STATE OF OREGON

COVER PAGE

Oregon Department of Human Services, Office of

Developmental Disabilities, Stabilization and Crisis Unit is issuing this Request for Information under

OregonBuys #S 10000-00006768- ODHS #5556 for

Duress System

Closing Date and Time: June 02, 2023 at 5:00 PM

Single Point of Contact (SPC): Rosilyn A. Cordle, Contract Specialist

Address: 635 Capitol Street NE City, State, Zip Salem, Oregon 97301 Phone (voice) 971-208-4108 E-mail: rosilyn.a.cordle@odhsoha.oregon.gov

In compliance with the Americans with Disabilities Act, this document is available in alternate formats such as Braille, large print, audio recordings, Web-based communications and other electronic formats. To request an alternate format, please send an e-mail to dhsalt@state.or.us or call 503-378-3486 (voice) or 503-378-3523 (TTY) to arrange for the alternative format.

mailto:rosilyn.a.cordle@odhsoha.oregon.gov mailto:dhsalt@state.or.us

RFI – OB # S- 10000-00006768 ODHS #5556 Page 2 of 11

Table of Contents

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 BACKGROUND

1.3 REQUEST FOR INFORMATION OBJECTIVE

1.4 SINGLE POINT OF CONTACT (SPC)

1.5 DUE DATE

SECTION 2: SUBMISSION AND RESPONSE REQUIREMENTS

2.1 SUBMISSION REQUIREMENTS

2.2 OWNERSHIP/PERMISSION TO USE MATERIALS

2.3 RESPONSE REQUIREMENTS

2.4 INSTRUCTIONS TO RESPONDENTS:

2.5 QUESTIONS / REQUESTS FOR CLARIFICATION

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Oregon Department of Human Services (“ODHS” or “Agency”), Office of Developmental Disabilities Services(“ODDS”), Stabilization and Crisis Unit (“SACU”), is seeking information from industry experts to help identify what specific approaches might be taken to effectively implement an emergency duress system solution that will provide emergency assistance to direct support crisis staff working in the SACU homes.

ODHS is examining the option of releasing a Request for Proposals (RFP) at a later date. This Request for Information (RFI) will help inform cost, program design, and other logistical considerations pertinent to achieving successful outcomes.

This RFI will not result in any kind of contract, nor will obligate ODHS to procure goods or services of any kind. The information gained in this RFI, may be used by ODHS to help develop a future competitive selection process that could result in a contract. ODHS is not responsible for any expenses or costs incurred by any Respondent in submitting a Response to this RFI. Each Respondent does so solely at the Respondent’s own expense. All costs incurred in preparing and submitting a Response will be the responsibility of the Respondent and will not be reimbursed by

ODHS.

1.2 BACKGROUND

The Office of Developmental Disabilities Services is a State of Oregon government agency whose purpose is to provide Oregonians, with an Intellectual and or Developmental Disability (“I/DD”), access to quality supports that are simple to use, responsive to their strengths, needs and choices, while they live and thrive as valued members of their community. ODDS seeks to increase awareness and access to the many services and supports ODDS provides. ODDS strives to support choices of individuals with I/DD and their families within communities by promoting and providing services that are person-centered and directed, flexible, community inclusive, and supportive of the discovery and development of each individual's unique gifts, talents and abilities.

ODDS is committed to work toward service options to provide the opportunity to people with I/DD to have lives that are fulfilling and meaningful.

ODDS currently serves over 32,000 individuals throughout the State. The majority of these individual’s reside in urban areas of the State; however, a small percentage live in rural areas with limited internet or cell service.

SACU is a 24-hour crisis residential program, that serves individuals with intellectual and developmental disabilities, whose support needs exceed the supports offered or provided by community-based residential programs and often times the individuals enter SACU homes in crisis.

SACU operates twenty (20) group homes along the I-5 corridor from Portland to Eugene, serving about 100 individuals. Each home offers varying levels of environmental supports and modifications.

1.3 REQUEST FOR INFORMATION OBJECTIVE

ODDS is dedicated to the safety and wellbeing of our SACU Direct Support Crisis staff (Staff) and the individuals in their care. ODDS recognizes that Staff sometimes work unaccompanied with

RFI – OB # S- 10000-00006768 ODHS #5556 Page 4 of 11 individuals who may be in crisis in isolated parts of the SACU homes. Staff require immediate response when their personal safety is, or may become threatened, and in the event of an accident, violence, assault, intrusion, fire or medical emergency.

ODDS recognizes that duress system technology and monitoring systems have evolved since the implementation of the systems currently being used in SACU homes.

ODDS is seeking a solution that allows users to activate a wireless system from a wearable device that will identify their location and the nature of the emergency, and contact appropriate emergency responders that may include, but is not limited to:

• Consulting, planning, and design of duress system

• Installation and training

• GPS/Location tracking

• Monitoring units and software,

• Panic buttons and wearable devices

• Sound and lighting systems

• Event recording

• Reporting

• Monthly monitoring fees

• Personal cell phone compatibility

• Technical support

1.4 SINGLE POINT OF CONTACT (SPC)

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

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

1.5 DUE DATE

Responses to this RFI will be received until the Closing date and time as referenced on the cover page of this RFI. Responses received after the Closing date and time shall be deemed late and will not be considered.

SECTION 2: SUBMISSION AND RESPONSE REQUIREMENTS

2.1 SUBMISSION REQUIREMENTS

OregonBuys Electronic Response. Respondent must submit its Response electronically through OregonBuys. Respondent must follow the steps outlined in the link below on how to submit a Response.

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

2.2 OWNERSHIP/PERMISSION TO USE MATERIALS

All Responses are public record and are subject to public inspection. Application of the Oregon Public Records Law will determine whether any information is actually exempt from disclosure.

All Responses submitted to this RFI become the property of ODHS. By submitting a Response to this RFI, Respondent grants the State of Oregon a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Response solely for the purpose of reviewing the Response, or as otherwise needed to administer the RFI process, and 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

RFI – OB # S- 10000-00006768 ODHS #5556 Page 5 of 11 to fulfill obligations under Oregon Public Records Law (ORS 192.410 through 192.505). Responses, including supporting materials, will not be returned to Respondent.

If Respondent believes any of its Response is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Respondent shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and Respondent also shall submit a fully redacted version of its Response, clearly identified as the redacted version.

2.3 RESPONSE REQUIREMENTS

2.3.1. Minimum Project Requirements

All Attachments must be completed and provided in response to this RFI. Provide a Response that includes postulation and description of how to approach the Work requested of this RFI and include each attachment in your response.

Describe current technology that will meet the needs outlined in the scope of work:

a. Respondent Information and Certification Sheet

Respondent must complete the information requested in Attachment A “Respondent Information and Certification Sheet” sign, date and return as part of the Response Package. Attachment A can be found below.

b. Response Requirements

Respondent must answer questions below (see Section 2.3.2) as descriptive as possible.

Responses for each question shall be a maximum of 3 (three) pages and shall be submitted with the Response Package.

2.3.2. QUESTIONS

1. Question 1: Recommended Duress System

Please describe the recommended features and components in a duress system that would satisfy the goals of the project as described in Section 1.3 Request for Information Objective:

a) Please describe measures that would be used to determine inclusion of recommended features, and why they would be paramount to a duress system for ODDS SACU homes.

b) Please describe optional features that would potentially enhance the recommended duress system and the pros and cons of the additional features.

2. Question 2: Installation

Please describe a typical installation process for the recommended duress system including potential responsibilities of ODHS and responsibilities of the Respondent.

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a) Please include an estimated timeline from notice-to-proceed through initial use of a duress system; include major milestones and any potential or anticipated supply chain issues.

b) Describe the equipment/software/applications required for ODDS to accommodate the installation(s).

3. Question 3: Technical Support

a) Please describe the technical skill level required by ODDS to program, use and maintain the system.

b) Please describe the technical support ODDS would expect to receive from Respondent after the installation is complete.

2.3.3. Cost Structure

Please describe what the Respondent’s cost structure would be based upon and what will be included in the cost structure. What would you anticipate the approximate total cost would be (an itemized list is not required)? Describe the construction of the costs, and if there are any discounts based on the aggregate amount of services to be provided, devices, files, etc., that would affect the total cost structure for this project?

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2.4 INSTRUCTIONS TO RESPONDENTS:

OregonBuys Electronic Response. Respondent must submit its Response electronically through OregonBuys. Respondent must follow the steps outlined in the following link: OregonBuys Vendor Formal Solicitation Response.

Respondents to this RFI must upload 1 (one) pdf file that includes the following:

• Attachment A – Respondent Information and Certification Sheet

• Answers to questions outlined in Section 2.3.2 of this RFI.

• A Cost Estimate that includes software, training, maintenance, services, and any other requirements for the project.

• Attachment B – Disclosure Exemption Affidavit (only if applicable)

2.5 QUESTIONS / REQUESTS FOR CLARIFICATION

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

• Be delivered to the SPC via an OregonBuys submission;

• Reference the OregonBuys bid number ;

• Identify Respondent’s name and contact information;

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

• Be received by May 25, 2023 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

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ATTACHMENT A — RESPONDENT INFORMATION AND

CERTIFICATION SHEET

Legal Name of Responden (as filed with the IRS):

Address: City, State, Zip:

State of Incorporation: Entity Type:

Contact Name: Telephone: Email:

Oregon Business Registry Number (if required):

Any individual signing below hereby certifies they are an authorized representative of Respondent and that:

1. No attempt has been made or will be made by the Respondent to induce any other person or organization to submit or not submit a Response.

2. All contents of this Respondent Information and Certification Sheet are truthful and accurate and have been prepared independently from all other Responses, and without collusion, fraud, or other dishonesty.

3. Respondent acknowledges that the Response for any of the services described in this RFI will be used for planning and informational purposes only. ODHS may issue a separate procurement in the future or directly negotiate for the services required by ODHS

Authorized Signature Date

(Printed Name and Title)

*** THIS PAGE SHOULD BE THE COVER PAGE OF THE RESPONSE ***

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ATTACHMENT B — DISCLOSURE EXEMPTION AFFIDAVIT

_________________________________________ (Affiant), being first duly sworn under oath, and representing ______________________________________ (hereafter “Respondent”), hereby deposes and swears or affirms under penalty of perjury that:

1. I am an employee of the Respondent, I have knowledge of the Request for Information referenced herein, and I have full authority from the Respondent to submit this affidavit and accept the responsibilities stated herein.

2. I am aware that the Respondent has submitted a Response, dated on or about _____________________ (the “Response”), to the State of Oregon (State) in response to Request for Information (RFI) #5556, for the SACU Duress System and I am familiar with the contents of the RFI and Response.

3. I have read and am familiar with the provisions of Oregon’s Public Records Law, Oregon Revised Statutes (“ORS”) 192.311 through 192.478, and the Uniform Trade Secrets Act as adopted by the State of Oregon, which is set forth in ORS 646.461 through ORS 646.475. I understand that the Response is a public record held by a public body and is subject to disclosure under the Oregon Public Records Law unless specifically exempt from disclosure under that law.

4. I have reviewed the information contained in the Response. The Respondent believes the information listed in Exhibit A is exempt from public disclosure (collectively, the “Exempt Information”), which is incorporated herein by this reference. It is my opinion that the Exempt Information is exempt from disclosure under Oregon’s Public Records Law under the specifically designated sections as set forth in Exhibit A or constitutes “Trade Secrets” under either the Oregon Public Records Law or the Uniform Trade Secrets Act as adopted in Oregon because that information is either:

A. A formula, plan, pattern, process, tool, mechanism, compound, procedure, production data, or compilation of information that:

i. is not patented;

ii. is known only to certain individuals within the Respondent’s organization and that is used in a business the Respondent conducts;

iii. has actual or potential commercial value; and

iv. gives its user an opportunity to obtain a business advantage over competitors who do not know or use it.

or

B. Information, including a drawing, cost data, customer list, formula, pattern, compilation, program, device, method, technique or process that:

i. Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use;

and

ii. Is the subject of efforts by the Respondent hat are reasonable under the circumstances to maintain its secrecy.

5. I understand that disclosure of the information referenced in Exhibit A may depend on official or judicial determinations made in accordance with the Public Records Law.

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Affiant’s Signature

State of _____________________)

) ss:

County of ___________________)

Signed and sworn to before me on ____________ (date) by __________________________ (Affiant’s name).

Notary Public for the State of ____________________

My Commission Expires: __________________

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EXHIBIT A TO ATTACHMENT B

Respondent identifies the following information as exempt from public disclosure under the following designated exemption(s):