RFP 2024-02 Durable Medical Equipment final.pdf

RFP 2024-02 DURABLE MEDICAL EQUIPMENT

REQUEST FOR PROPOSALS #2024-02

DURABLE MEDICAL EQUIPMENT & SERVICES

Publish Date: February 13, 2024

CareOregon, Inc. (“CareOregon”) on behalf of its Housecall Providers Services LLC, a wholly owned subsidiary of CareOregon, Inc., and is inviting submission of proposals for the Durable Medical Equipment and Services.

Closing Date/Time: March 5, 2024 - 2:00 PM, Pacific Time

Project Summary: Housecall Provider Services, LLC is seeking a Durable Medical Equipment (“DME”) provider to supply comprehensive DME goods and services to hospice patients.

Contact Information: The sole point of contact for procurement process or technical questions is:

Kim Randall Procurement Manager; randallk@careoregon.org 503-416-4760

RFP Location: RFP Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/. Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda or clarifying questions from OregonBuys.

Submission: All proposals must be emailed to vendorservices@careoregon.org

CareOregon encourages proposals from minority, women, service-disabled veteran, and emerging small businesses.

**NO PROPOSALS WILL BE RECEIVED OR CONSIDERED AFTER THE ABOVE

RFP CLOSING DATE/TIME**

SCHEDULE

Request for Proposals Issued…….................................................. February 13, 2024

Deadline to Submit Clarifying Questions....................................... February 27, 2024, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time (“Closing”)........... March 5, 2024, 2:00 PM, Pacific Time

Anticipated Contract Start Date……..............................................April/May 2024 mailto:randallk@careoregon.org https://oregonbuys.gov/bso/ mailto:vendorservices@careoregon.org

RFP 2024-02 Durable Medical Equipment Page 1

SECTION 2

INSTRUCTIONS TO PROPOSERS

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by Procurement, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP until the deadline in the Schedule. Requests for changes must include the reason for the change and any proposed changes to the requirements. The purpose of this requirement is to permit CareOregon to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition. CareOregon will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from CareOregon employees or agents to prospective Proposers shall bind CareOregon unless included in an Addendum to the RFP.

2.3 Addenda: If any part of this RFP is changed, an addendum will be published on OregonBuys. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.4 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (this may be on cover letter, or on the Proposal). The Certification page must be signed as well. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. No late Proposals will be accepted.

2.5 Notice of Award: CareOregon will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract.

2.6 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of CareOregon.

2.7 Investigation of References: CareOregon reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. CareOregon may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.8 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by CareOregon), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by CareOregon.

2.9 Clarification and Clarity: CareOregon reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.10 Right to Reject Proposals: CareOregon reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in CareOregon’s interest, as determined by CareOregon.

Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

RFP 2024-02 Durable Medical Equipment Page 2

2.11 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. CareOregon may require an extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.12 Oral Presentations: At CareOregon’s sole option, Proposers may be required to give an oral presentation of their Proposals to CareOregon, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by CareOregon. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted; therefore, written Proposals should be complete.

2.13 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Department will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee.

CareOregon reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive.

2.14 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other CareOregon employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected. Communication in violation of this restriction may result in rejection of a Proposer.

2.15 Prohibition on Commissions and Subcontractors: CareOregon will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly. Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically proposed or authorized to do so by CareOregon. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.16 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, or employee of CareOregon has a pecuniary interest in this Proposal.

2.17 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from CareOregon and potentially external representatives. CareOregon reserves the right to modify the make-up in its sole discretion.

2.18 Nondiscrimination: The successful Proposer agrees that, in performing the Work called for by this RFP and in securing and supplying materials, contractor will not discriminate against or treat differently, any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental disability, national origin or ancestry, or any other class protected by applicable law.

2.19 Best and Final Offer: CareOregon may request best and final offers from those Proposers determined by CareOregon to be reasonably viable for contract award. However, CareOregon reserves the right to award a contract on the basis of initial Proposal received. Therefore, each Proposal should contain the Proposer’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, CareOregon may select for final contract negotiations/execution the offers that are most advantageous to CareOregon, considering cost and the evaluation criteria in this RFP.

2.20 PROPOSAL CONFIDENTIALITY: Submitted proposals will be treated as confidential and will only be shared internally with applicable staff for this project. Names of awarded proposers will be shared in the Notice of Intent to Award.

Proposer scores and evaluation notes shall remain private and confidential information for CareOregon purposes only.

RFP 2024-02 Durable Medical Equipment Page 3

SECTION 3

SCOPE OF WORK

3.1 BACKGROUND

Founded in 1993, CareOregon is a 501(c)(3) public benefit nonprofit company that draws nearly all its revenue from public programs such as Medicaid (the Oregon Health Plan – “OHP”), Medicare and the State Children’s Health Insurance Program (“SCHIP”). Coordinated care organizations (“CCOs”) are an Oregon innovation that integrates physical, behavioral and oral health care, and treats the whole person.

Through partnerships with our CCOs, we provide integrated managed care services. We partner with Health Share of Oregon to serve the tri-county Portland metro area. We own Jackson Care Connect and Columbia Pacific CCO. In addition to Medicare plans and CareOregon Dental lines of business, Housecall Providers delivers primary, palliative and hospice care to home-bound patients.

Equity, Diversity, and Inclusion:

CareOregon recognizes that to achieve the vision of “Healthy communities for all individuals, regardless of income or social circumstances,” it must intentionally cultivate authentic member engagement, community partnerships, and recruit, retain and develop a staff as diverse as the communities it serves. CareOregon has embarked on a continuous effort to understand the effects of historical, institutional and structural oppression on the various communities represented within its membership and personnel. CareOregon strives to internally, and in partnership with other like-minded organizations across sectors, to redress policies, systems and health related environmental issues that affect health care disparities and inequities.

Equity, diversity, and inclusion is a cornerstone of CareOregon’s mission, vision and strategic objectives.

CareOregon’s priority is strengthening our communities by making health care work for everyone by ensuring access to a broader and more diverse network of physical, behavioral, and oral health services that address the individual needs and cultural values of our members and reduces barriers to getting needed care.

Hospice Background:

Housecall Providers Services, LLC (“HCP”) was founded in 1995 as a nonprofit with the purpose of expanding healthcare access and support to the homebound population. That purpose is still true today and aligns with our Mission to “Improve lives by bringing health care home”. In 2009 after experiencing significant growth providing In Home Primary Care our Hospice was founded to provide additional support and care for those patients and families dealing with a terminal illness. In 2014 HCP Hospice expanded its outreach and support in the community by taking external hospice referrals for the first-time expanding services to over 300 patients annually. Then in 2017 HCP merged with CareOregon, a strategic partner in the healthcare industry allowing for additional resources for our staff and patients and supporting further growth and innovation. Over the past 5+ years our Hospice has grown to now serving over 500 patients annually across 3 counties.

Housecall Providers Hospice serves patients in Multnomah, Clackamas, and Washington counties incorporating a 30-mile service area within the Portland/Metro region. As part of our core services our Hospice provides 24/7 availability and support care to our patients and families through skilled clinical staff members. These core staff members consist of Nurses, Social Workers, Chaplains, Certified Nursing Assistants and Physicians. In addition, we have a Bereavement team, Volunteer team and a number of ancillary support services to help support our core staff members.

In order to provide the highest quality of care to our patients and support for their families we work with a number of key Vendors to support our non-clinical needs. These services consist of pharmacy, transportation, durable medical equipment (“DME”) providers, medical supplies, telephonic and technology support. As part of

RFP 2024-02 Durable Medical Equipment Page 4 the Hospice requirement of services DME is a critical component at end of life. HCP Hospice sees DME as an integrated part of the Care Plan for every patient to ensure access, safety, and comfort at End of Life. HCP Hospice has provided DME services since it was founded in 2009.

It is the intent of Housecall Providers Services, LLC, through issuance of this RFP, to collaborate with like-minded firms that share the same values and that will take actual steps to embody those values in the services provided to HCP and its patients.

Project Background:

The purpose of this RFP is to enhance the patient and family experience for durable medical equipment (“DME”) services through technology, communication, quality, and accessibility. HCP Hospice is wanting a partnership with a Contractor who can meet these needs for our community and work with our staff to ensure the highest quality product is being delivered.

The awarded Contractor shall provide Durable Medical Equipment within the defined service areas in Multnomah, Washington, Clackamas, Yamhill, and Marion Counties.

3.2 SCOPE OF WORK

The Contractor shall provide Durable Medical Equipment within the defined service areas in Multnomah, Washington, Clackamas, Yamhill, and Marion Counties.

A. The following are the general categories included in this RFP. Proposers must have the capabilities to provide the DME services/supplies including but not limited to the following categories:

DME and Medical Supply Categories:

• Nebulizers and supplies

• Positive Airway Pressure Devices (i.e. CPAP, BIPAP)

• Tracheostomy/Respiratory supplies

• Respiratory suction and supplies

• Bathroom and room safety equipment and assisted devices including commodes and shower equipment.

• Wheelchairs and seating and accessories including (Geri Chair, High Back, Reclining, transport chairs)

• Ambulation aids (canes and walkers)

• Oxygen & oxygen equipment

• Ventilators including accessories and supplies.

• Gastric suction and supplies

• Bariatric supplies

• Patient lifts

• Hospital bed and accessories (including bariatric, long bed options), mattresses, supportive surfaces/cushions and pressure reducing surfaces.

B. Description of General Work:

1. Equipment/Supplies: Contractor must provide equipment that is medically necessary for the client, ordered by the prescribing physician and authorized by HCP in accordance with the plan provisions. Contractor will ensure suitable high quality supply inventory with guidance from selected providers. DME Contractor shall provide details on criteria used to select

RFP 2024-02 Durable Medical Equipment Page 5 product lines. DME Contractor should have the capability to carry multiple brands.

2. Distribution Off-site: Contractor must ensure that qualified staff deliver, set up and pick up equipment and supplies, and that service is provided within a time frame consistent with the prescriber orders. Contractor must ensure equipment is functioning properly upon initial set-up.

3. Education/Training: Contractor must provide education and training to clients and their caregivers about the use of equipment/supply upon initial delivery of the equipment and supplies, in accordance with the prescription and in the language understood by the member/patient.

• Education must be provided in a format and language readily understood by members/patients and their Caregivers. Supplemental written instructions should be provided as necessary.

• Education should include the return demonstration by the member/caregiver of the safe and appropriate use and understanding of the equipment.

• Contractor must maintain an acknowledgement statement signed by the patient and their caregivers, attesting that training was received from the Contractor.

• Contractor shall provide medical equipment in-service trainings to HCP Staff throughout the course of the resulting contract.

4. Security: Contractor staff will comply with all information technology policies related to approved access (i.e., pagers, email, EMR, etc.). Contractor will only provide DME product to identified patients per HCP policy. DME providers must not provide any other services outside of the scope of work to HCP patients without prior review and/or approval of HCP Contract Manager.

5. Contractor shall have policies and procedures in place that includes the following (but not limited to):

a) Handling equipment requests for out of stock or unavailable items

b) Returning broken and/or unused equipment, repair, and replacement of equipment, along with a shipping policy for the equipment

c) After hours, weekend coverage and emergency and/or urgent requests

d) Communication with physicians, nurses and allied health professionals when ordering or recommending services.

e) Documentation of communications around delivery of the product to HCP

f) Service response and how it will meet the needs of HCP patients 24 hours per day and 7days per week. Contractor will provide standard response times for routine repair requests.

g) Contractor to supply a loaner if equipment cannot be repaired in a timely manner, until such time that the repair/replacement is complete.

h) Must have a process in place for managing STAT requests.

i) Managing latex and/or latex free product information with staff and patients

j) Compliance with all manufacturers recommended guidelines to ensure patient safety.

k) Contractor will perform necessary maintenance and/or repair of DME equipment provided at recipient’s residence and if equipment is not repairable then equipment will be replaced. Emergency equipment repair will be available 24 hour a day/7 day a week.

6. Reports and Reporting:

a) Contractor shall provide monthly utilization reports.

b) Contractor shall participate in a minimum of one standard quarterly review

RFP 2024-02 Durable Medical Equipment Page 6 meeting.

c) Contractor shall be available at the request of HCP for meeting request within a reasonable time period.

d) Contractor shall also provide reports and access to reports at the request of

HCP within a reasonable time period.

C. Proposer Minimum Qualifications:

1. Not be debarred, suspended, or otherwise ineligible to contract with any Federal or State

Program and must not be included on the General Services Administration’s “List of Parties Excluded from Federal Procurement and Non‐Procurement Programs”.

2. Hold all licenses and certifications required by law and be in good standing with the State of Oregon.

3. Contractor is aware of and agrees to comply with Medicare Hospice Conditions of Participation (“COP”’s) as related to DME services 42 CFR 418.100.

4. Must comply with state regulatory requirements regarding DME, including Oregon Administrative Rules Chapter 410, Division 122.

5. Ability to maintain processes and procedures that are in compliance with the Health Insurance Portability and Accountability Act and its accompanying regulations (“HIPAA”) and Oregon privacy laws and regulations.

6. Contractor can provide 24 hours a day, 7 days per week service including weekends and holidays and will provide standard business hours of operation including afterhours service availability and plan.

3.3 Term of Contract:

The term of the initial contract shall be from the effective date through June 30, 2026 (or two years from effective date) with the option for two (2) additional two (2) year (or other increment as mutually agreed upon) renewals thereafter subject to the mutual written agreement of the parties.

3.4 Sample Contract:

Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 of this RFP pertaining to requests for clarification of the RFP/specifications. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract. The resulting contract will be entered into between Housecall Providers Services, LLC and the selected Vendor.

The applicable Sample Goods & Services Contract for this RFP can be found at https://careoregon.org/contact-us/vendor-resources.

The following paragraphs of the Goods & Services Contract will be applicable:

Criminal Background Check Requirements Key Persons Protection of Patient Privacy and Security Abuse & Molestation Medical Professional Liability ($1M/$3M) Travel and Other Expense is Authorized CareOregon Data Security Requirements Hosted Software (hosted software or platform) Cyber Liability ($1M/$2M) https://careoregon.org/contact-us/vendor-resources

RFP 2024-02 Durable Medical Equipment Page 7

Other:__________________________________________

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission, or negligent acts.

Commercial Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

RFP 2024-02 Durable Medical Equipment Page 8

SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive, and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete, and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final CareOregon decision maker based on the highest scoring Proposal. The CareOregon decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication must be facilitated through the assigned Procurement Analyst.

4.2 Evaluation Criteria

Category Points available:

Proposer’s General Background and Qualifications 0-30 Scope of Work 0-35 Equity, Diversity, and Inclusion Efforts 0-10 Fees 0-25

Available points 0-100

4.3 Once a selection has been made, CareOregon will enter into contract negotiations. During negotiation, CareOregon may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of Work and associated fee that best represents the efforts required. If CareOregon is unable to come to terms with the highest scoring Proposer, discussions shall be terminated, and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and CareOregon deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

RFP 2024-02 Durable Medical Equipment Page 9

SECTION 5

PROPOSAL CONTENTS

5.1 Vendors must adhere to submission instructions and be advised as follows:

1. Complete Proposals must be emailed to vendorservices@careoregon.org. The subject line of the email must identify the RFP title. Proposers are encouraged to contact Procurement to confirm receipt of the Proposal.

2. CareOregon reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should CareOregon deem such information necessary.

3. Proposal may not exceed a total of 30 pages (single-sided), inclusive of all exhibits, attachments or other information.

4. Proposers are required to structure Proposals following the below question outline. It is important for answers to be clear and concise.

5.2 Proposer’s General Background and Qualifications (Max 30 points):

1. Description of the firm.

2. Credentials/experience of key individuals that would be assigned to this project.

3. Description of providing similar services to non-profit entities of similar size within the past five (5) years.

4. Describe your typical customer profile, such as size and service provided. What are your customer retention rates?

5. Does the firm have any Government issued contracts for best pricing and terms? If so, please describe.

6. Description of the firm’s ability to meet the requirements in Section 3.

7. Description of what distinguishes the firm from other firms performing a similar service.

8. Describe if any of the proposed services will be performed by offshore (not US state or US territory) employees or subcontractors? Please also consider software applications associated with this Work that HCP may be using as a function of this Work.

9. Describe if your firm is currently or potentially engaged in litigation.

10. Provide information demonstrating that your firm is financially stable (Financial statements not required).

11. Identify any issues or concerns in social media about your firm?

5.3 Scope of Work (Max 35 points)

Order Fulfillment

1. Explain your order intake process by describing in detail your company’s workflow for filling order requests.

2. How does the above process work for afterhours, emergency, or urgent orders?

3. What is the average fulfillment time from receipt of order to delivery of equipment to patient?

4. Please describe a sample of communication provided to the recipient upon order received until order is delivered or picked up. How is communication facilitated (phone, email, text, website or a combination of these methods)?

5. What if the DME is not currently available when requested, is there communication while on a wait list or is repeated requests necessary?

Operations

6. Provide a detailed description of the proposed system, hardware, software and services, including how the proposed system will meet or exceed the requirements stated in this RFP for Durable Medical Equipment (DME) Service.

7. What is your process for missing equipment or parts discovered during delivery and setup?

8. Describe your company's loss prevention program. What would your company consider HCP's liability to be?

mailto:vendorservices@careoregon.org

RFP 2024-02 Durable Medical Equipment Page 10

9. What is your accreditation status and process? Provide proof of accreditation for all locations and facilities.

10. Explain how staff competency is assessed. Please describe how and to what level you train your personnel on DME product and product application.

11. Describe your company’s procedure and safeguards for protecting patient confidentiality, including HIPAA compliance and training.

12. Describe your company's experience with addressing large fluctuations in service demand. What policies and procedures does your company employ to properly handle such fluctuations?

13. Please describe how your company will handle and address complaints/grievances, including tracking and resolution?

Implementation Plan

14. Proposers to provide a sample timetable and outline of the following for implementation:

a. Implementation plan and schedule (with day 1 being contract award)

b. Define milestones and critical dates.

c. Specify needed actions for implementation for both Proposer and HCP.

d. Define any security requirements for software applications (if necessary).

5.4 Equity, Diversity and Inclusion Efforts (Max 10 points)

1. Describe your firm’s equity, diversity and inclusion values, policies, efforts, and successes. Include specific details of efforts and how they have shaped the composition and spirit of your firm.

2. Supplier diversity is the intentional inclusion of historically underutilized businesses in a firm’s supply base to achieve innovation, cost reduction, and building economic growth in our communities. If you plan to use subcontractors or other third-party services for the services proposed, describe your supplier diversity program.

3. Outline the specific elements of your proposed services that will support and advance our equity, diversity, and inclusion mission.

5.5 Fees (Max 25 points)

Fees and fee schedules should outline all estimated expenses, hourly rates for all assigned individuals, and any other reimbursable expense. Proposers must include any supplemental options or schedules offered by the proposer. If services are extended past the initial contract term, provide a maximum escalator to the fee for additional terms.

5.6 References (No points provided for this section)

Provide at least three (3) references from clients your firm has served similar to HCP in the past three (3) years, including one client that has newly engaged the firm in the past thirty-six (36) months and one (1) long-term client. Provide the name, address, email, and phone number of the references. Please note the required three references may not be from HCP staff, but additional references may be supplied. Points awarded for this criteria are based on both the providing of references as well as information gleaned from the provided contacts.

Evaluation Committee members may contact references at their sole discretion.

5.7 Completed Proposal Certification (see the below form)

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PROPOSAL CERTIFICATION

RFP #2024-02

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. NONDISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, color, creed, age, religious affiliation, sex, marital status, disability, sexual orientation, gender identity, national origin, veteran status, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION II. CONFLICT OF INTEREST: The undersigned hereby certifies that no officer, agent or employee of CareOregon is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the CareOregon, its officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION III. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments);

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Phone:_____________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Proposer Primary Point of Contact (Coordination during process and for award information):

Name:_______________________________________

Email:_______________________________________ Phone:_____________________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Minority (MBE), Women (WBE), Service-Disabled Veteran (SDV), and Emerging Small Business (ESB):

Certified by the State of Oregon (provide certification number as applicable):

MBE WBE SDV ESB

Self-identified (check as applicable):

MBE WBE SDV ESB