RFP 5342-0~3.pdf

STATE OF OREGON

Oregon Department of Human Services

Aging and People with Disabilities

Long Term Service and Supports

Is issuing this Request For Proposals (RFP)under

OregonBuys Bid Number # S-10000-00002545 /ODHS 5342-2022 for

MENTAL HEALTH SUPPORT

EVIDENCE-BASED COMMUNITY INTERVENTION

Date of Issue: March 23, 2022

Opening Date and Time: April 25, 2022

Single Point of Contact (SPC): Ronald Dickens

Address: 635 Capitol St. NE, Suite 350

Salem, OR 97301

Phone:(503)-798-2994

Facsimile: 503-378-4324 |

Email: ronald.d.dickens@dhsoha.state.or.us 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 dhs-oha.publicationrequest@state.or.us or call 503-378-3486 (voice) or 503-378-3523 (TTY) to arrange for the alternative format.

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:ronald.d.dickens@dhsoha.state.or.us mailto:dhs-oha.publicationrequest@state.or.us mailto:dhs-oha.publicationrequest@state.or.us

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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 AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 PROPOSAL POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

4.13 Additional Rounds

4.14 NEXT STEP DETERMINATION

4.15 ADDITIONAL ROUNDS

4.16 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

6.8 CHECKLIST DISCLAIMER

SECTION 7: LIST OF ATTACHMENTS

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Human Services (ODHS) Aging and People with disabilities (APD), Long Term Services and Supports, (“Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for Mental Health Support services for older adults and people with disabilities living in their own or family’s home specifically to provide Evidenced Based Community Intervention as described in the federal Administration for Community Living.

1.1.1 Mental Health Support through Evidenced Based Community Intervention details are included in the Scope of Work section 2.4.

1.1.2 Agency anticipates the award of one or more Contracts from this RFP to the highest ranked Proposers as determined through Proposal Evaluation as described in Section 4. 10. The number of awards will be dependent upon the budgets submitted by the highest-ranking Proposers and limited to available funding at time of award.

1.1.3 The initial term of the Contract is anticipated to be five years subject to available funding.

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 RFP.

Event Date Time

Questions / Requests for Clarification Due March 30,2022 3:00 PM PST

Answers to Questions / Requests for Clarification Issued (approx.)

April 4, 2022

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Opening of Proposal April 25, 2022 3:00 PM PST

Issuance of Notice of Intent to Award (approx.) May 5, 2022

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

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

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

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.1.1 Agency is issuing this RFP pursuant to its authority under ORS 279A.050, OAR 125-246-0170(2).

2.1.2 Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Oregon Department of Human Services Aging and People with Disabilities provides services for Oregon’s older adults, people with disabilities and their families who experience person-centered services, supports and early Intervention that are innovative and help maintain independence, promote safety, wellbeing, honor choice, respect cultural preferences and uphold dignity.

2.3.2 Project Overview and Background

Oregon Department of Human Services Aging and People with Disabilities is seeking Proposals from Qualified Proposers who can provide Mental Health Support services through Evidenced Based Community Intervention described in the federal Administration For Community Living (ACL) website listed here:

https://acl.gov/programs/health-wellness/disease-prevention#future.

2.3.3 Purpose

a) The Mental Health Support Evidenced Based Community Intervention will result in the establishment of specific supportive interventions for individuals with mild to moderate depression, anxiety, or substance use to assist the individual in addressing or managing their symptoms. This program is not intended to support behavioral health treatment modalities.

b) This program is intended to create new or expand existing supportive interventions and is not intended to supplant existing resources nor required benefits from other publicly funded programs.

https://acl.gov/programs/health-wellness/disease-prevention#future

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c) This will align with Agency goals of providing person-centered services, supports and early Intervention that are innovative and help maintain independence, promote safety, wellbeing, honor choice, respect cultural preferences and uphold dignity.

2.4 SCOPE OF WORK

2.4.1 The Agency is requesting proposals from Proposers who can provide Mental Health Support Evidenced Based Community Intervention services for older adults and people with disabilities living in the community not in licensed care settings and frequently experience a disruption in their lives due to mild to moderate depression, anxiety, or substance use.

2.4.2 The services are to provide older adults and people with disabilities with the skills and training necessary for the individual to successfully manage and reduce their depression, anxiety, or substance use.

2.4.3 The Agency is seeking services for older adults and people with disabilities living on their own, or with family, in the community with services being provided in all the counties in Oregon.

2.4.4 The Agency is seeking services from qualified providers with experience in working with older adults or people with disabilities, and who have key persons that are qualified in psychology, social work or mental health services with the experience needed to meet service requirements described in this Scope of Work.

2.4.5 The Agency is seeking Mental Health Support for Individuals who are not currently receiving, nor eligible for, publicly funded mental health or substance use services.

2.4.6 The Agency is seeking Mental Health Support for Individuals who are assessed as having mild-to-moderate depression, anxiety, or substance use issues.

2.4.7 The Agency is seeking Mental Health Support and assessment services through a defined and specific program for older adults and people with disabilities for which the program’s primary purpose is to assist individuals in successfully managing and reducing their depression, anxiety, or substance use. While occasional exceptions can be made, the primary scope of work shall include people with corresponding mental health assessment related scores from the PHQ9 with scores ranging from 5-14; or from the CESD with scores of 16-23;

and or the GAD7 with scores of 5-14. Intervention services are not intended for people with serious mental illness or for Mental Health Support services when a third-party provider may be more appropriate to provide the mental Health Services.

2.4.8 The Agency is seeking Mental Health Support services to include a referral process for older adults and people with disabilities that experience chronic and serious mental illness and referrals to other services when those are appropriate for the individual. The referral process will include a structured referral intake, assessment, assignment, completion, and follow up process.

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2.4.9 The Agency is seeking Mental Health services to include a) below and, at least one of the other four support approaches listed as follows:

a) Demonstrated through evaluation to be specific and effective for reducing depression, anxiety or substance use in older adults or people with disabilities; and

b) Proven effective with older adult populations or people with disabilities, using Experimental or Quasi-Experimental Design; * and

c) Research results published in a peer-review journal; and

d) Fully translated** in one or more community site(s); and

e) Includes developed dissemination products that are available to the public.

[*Experimental designs use random assignment and a control group. Quasi-experimental designs do not use random assignment.]

[**For the purpose of this program, being “fully translated in one or more community sites” means that the evidence-based program in question has been carried out at the community level (with fidelity to the published research) at least once before. Sites should only consider programs that have been shown to be effective within a real-world community setting.]

2.4.10 This Request For Proposal is to provide Evidenced Based Community Intervention services that are both person-centered and trauma-informed to identify challenges before they cause disruption for older adults that could result in the need for a higher level of care that may include removing them from their community.

2.4.11 This Request For Proposal is to provide Evidenced Based Community Intervention and requires Access to ODHS Information Assets and Systems for reporting information concerning Oregon’s Older Adults and track required data elements by using ODHS Assets sand Systems. Access requires a Privacy and Security Agreement like the sample found in Attachment A under Exhibit E.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 Proposal shall describe Proposer Evidence Based Community Intervention Program as described in Section 2.4.9.

3.1.2 Proposal shall describe Proposer’s Evidence Based Community Intervention Program through a recognized division of the U.S. Department of Health and Human Services (HHS) and is shown to be effective and appropriate for older adults.

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3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

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

a) Proposal Project Implementation plan

b) Disclosure Exemption Affidavit (Attachment B)

c) Proposer Information and Certification Sheet (Attachment C)

d) Reference Check Form (Attachment D)

e) Price Proposal Form (Attachment E)

f) COBID Certification / Outreach Plan (Attachment F)

g) Responsibility Inquiry (Attachment G)

h) Key Persons Resumes

3.2.2 Proposal Page Limits

Proposal is limited to 20 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

a) Disclosure Exemption Affidavit (Attachment B)

b) Proposer Information and Certification Sheet (Attachment C)

c) Reference Check forms (Attachment D)

d) Price Proposal (Attachment E)

e) COBID Certification / Outreach Plan (Attachment F)

f) Responsibility Inquiry (Attachment G)

3.2.3 Proposal Format and Quantity

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

a) OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined for OregonBuys found at:

b) OregonBuys Vendor Formal Solicitation Response.pdf for electronic submission.

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

d) Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), or Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure

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

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

3.3 PROPOSAL REQUIREMENTS

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

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

3.3.3 Proposal is considered a binding offer and shall be valid for 30 days following the date of Intent to award in accordance with the time necessary to complete Contract negotiations described in Section 5.3.

3.3.4 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C). Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non- Responsibility.

3.3.5 References

The Reference Check Form (Attachment D) shall be used to complete this requirement for reference submission and evaluation of each reference. Proposer shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference and sent to the SPC. Reference forms must be received prior to Opening. Reference forms not received before Opening will not be scored and no value assigned to the total score. The Reference narrative responses are evaluated by the evaluation committee with a possible maximum score described in Section 4.10.

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

b) Agency shall check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. References shall be assigned a score after Evaluation Committee reads each reference as described in Section 4.10.

c) Agency may use references to obtain additional information, or verify any

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3.3.6 Price Proposal

The Price Proposal will include reasonable, necessary, and allocable costs for Proposed services utilizing the Attachment E format. This proposal shall be submitted in a file specifically named as a detailed Price Proposal (Attachment E) in a separate file from the actual Proposal to be submitted Electronically though OregonBuys. The Price Proposal shall address the following costs anticipated for Mental Health Support Evidenced Based Community Intervention:

a) A proposed budget that describes the proposed cost of the program within the following framework:

(1) No more than 20% for base funding to support staff retention and indirect costs

(2) The base funding is aimed at supporting outreach, coordination, training, and other program- related costs to support program availability and enrollment.

b) A proposed budget that describes the proposed cost for each individual served per capita cost for the following:

(1) Screening/referral/care coordination rate- no more than 20% of the proposed budget

(2) Screening/referral/care coordination is to screen individuals for this specific program including implementing the PHQ-9, CESD, or GAD screening as part of the screening process. Referral to partner programs could also be part of this process as well as care coordination in conjunction with this program.

c) A proposed budget that describes the proposed cost for Program Enrollment-no more than 20%

(1) Program enrollment includes the individual has screened as eligible per screening tool score and agreed to participate in the agency program being offered.

(2) The individual must remain for at least 1/3 of the program

d) A proposed budget that describes the proposed cost for Program Completion-no greater than 40%

(1) Program Completion is the amount or number of sessions completed as determined by the fidelity of the program.

(2) This also includes the post program assessment scores.

3.3.7 Key Persons and their Resumes

Proposer shall specify key persons to be assigned to this project in their Proposal and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this

RFP.

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3.3.8 Project Implementation Plan

Proposer shall briefly describe how Proposer would carry out the major activities of this project in context with the Scope of Work. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

a) A description of the selected evidence-based intervention program that has been developed and demonstrated specifically to address depression, anxiety, or substance use in older adults or people with disabilities. The evidenced-based interventions must meet the criteria above

b) A description on how the program will recruit and enroll individuals who meet the target population criteria, defined as:

(1) Older adults and/or people with disabilities living on their own in the community, and not in group homes, community-based settings, or nursing facilities; and

(2) Individuals who are not currently receiving publicly funded mental health or substance use services; and

(3) Individuals who are assessed as having mild-to-moderate depression, anxiety, or substance use issues. While occasional exceptions can be made, the primary focus should be people with PHQ9 scores of 5-14;

CESD scores of 16-23; and/or GAD7 scores of 5-14. Individuals with a chronic and serious mental illness should not be served in these programs.

c) A staffing plan that will enable the Agency to coordinate program implementation, quality and fidelity of the program, reporting, and coordination with ODHS agreement administrator.

d) A description of how the program will track and report required data elements through the Agency’s required reporting process and data system including Key Persons information for the personal responsible for data entry. Required data must include:

(1) Demographics of persons served including but not limited to age, gender identity, race/ethnicity, and living situation;

(2) Program specific pre- and post-depression and anxiety assessment measures.

e) A description of the areas that Proposer intends to provide services, identifying the counties and city locations where services will be made available to older adults and people with disabilities.

f) An organizational chart detailing the Proposers organizational structure based on the Implementation Plan and utilization of Key Persons through staffing levels coordinated to meet the Evidenced Based Community Intervention program proposed services found in the Proposal.

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SECTION 4: SOLICITATION PROCESS

4.1PUBLIC NOTICE

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

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

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via an OregonBuys submission,

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

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

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

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 3:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

https://oregonbuys.gov/

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• Be delivered to the SPC via email, or hard copy;

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

➢ the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and

➢ evidence or documentation that supports the grounds on which the protest is based; and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason.

A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

4.5.1 Delivery through OregonBuys

Proposal submission should be electronically through OregonBuys at: OregonBuys.gov

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

4.5.2 Alternative Delivery Option: Delivery through Mail or Parcel Carrier

A Proposal may be submitted through the mail or via parcel carrier and must be clearly labeled and submitted in a sealed envelope, package or box. The outside of the sealed submission must clearly identify the Proposer’s name and the OregonBuys bid number. It must be sent to the attention of the SPC at the address listed on the Cover Page.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

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

4.6.2 If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email, or hard copy prior to the Opening in accordance with OAR 125-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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247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

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

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation.

A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.2.

Only the name of the Proposer will be available after the Opening, and posted in OregonBuys, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

4.9 PROPOSAL REJECTION

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

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

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

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

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

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

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

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

a) Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

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b) Responsibility Determination Responsibility Inquiry

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

(1) Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract.

Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

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

4.10.2 Evaluation Criteria

Evaluation Committee members will receive a copy of each Proposal for evaluation and shall determine how well each Proposal has responded to the Proposal from their evaluation of materials provided in response to the Proposal Requirements stated in Section 3.3.

4.10.3 Proposal Evaluation

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.11.2 up to the maximum points available as specified in Section 4.11 (PROPOSAL POINT AND SCORE

CALCULATIONS).

4.10.4 Proposal Clarification

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

4.10.5 Proposal Requirements Evaluation

a) References (Section 3.3.4)

References provided will be reviewed by the evaluation committee to determine if the Proposer has experience in the past five years providing services related to Evidenced Based Community Intervention program requirements. This will be evaluated based on how well references support the Proposer.

b) Price Proposal (Section 3.3.5)

The Price Proposal is a key requirement for the Proposal and will support the costs associated with Mental Health Support Evidenced Based Community Intervention services proposed. Price Proposals will be evaluated based on the actual costs described in the Price Proposal assigned a score based on a uniform evaluation formula.

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c) Key Persons (Section 3.3.6)

Key Persons are crucial to this project and will provide primary resource to carry out all of the requirements of Mental Health Support Evidenced Based Community Intervention. Key Person resumes will describe This will be evaluated based on how well Key Persons support the Proposer’s Project Implementation Plan as far as staffing needs, organizational structure as stated in the Proposal.

d) Project Implementation plan (Section 3.3.7)

Project Implementation is crucial to the success of the Mental Health Support Evidenced Based Community Intervention. This plan will need to be complete and detailed to clearly show how the Proposer will provide the services being procured. This will be evaluated based on how well the Implementation Plan meets requirements described the RFP and how it supports the Proposer intended services.

4.10.6 PRICE PROPOSAL EVALUATION

a) The Price Proposal will be based on final cost for all services described in the Proposers Proposal. The Price Proposal will be submitted in OregonBuys as a separate file from the main Proposal file and will be evaluated separately by the SPC prior to the evaluation committee.

b) The SPC will conduct the price proposal evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X

Price Proposal points possible price score price being scored

4.10.7 PREFERENCES

a) Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 5% from the price for any Proposer not proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

b) Reciprocal Preference

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

c) Recycled Materials

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

https://www.naspo.org/reciprocity1

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d) Tiebreakers

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

4.11 PROPOSAL POINT AND SCORE CALCULATIONS

4.11.1 The Price Proposal Scoring Example

The score to be assigned by the PCS will be based on a formula described in 4.10.6, an example of how that score is assigned is stated here:

EXAMPLE: Assigned Maximum Score Percentage Calculation Price Proposal Dollar

Amount Calculation Score

Percentage Net

Score Lowest Proposal Price $40,000 $40,000 /$40,000 100% 30 Second Proposal Price $50,000 $40,000 / $50,000 80% 24 Third Proposal Price $70,000 $40,000 / $70,000 57% 17 Fourth Proposal Price $80,000 $40,000 / $80,000 50% 15

4.11.2 The total Scores possible based on Proposal Requirements

Section Reference

Description Total Points

3.3.4 References Proposer’s references will be scored based on the response provided by references as submitted to the PCS.

3.3.5 and 4.10.6

Price proposal Price Proposal will be scored based on price evaluation formula by the PCS.

3.3.6

Key Persons Key Person resume will be the document used for the evaluation of Key Person’s qualifications to fulfill the requirements set forth in the Proposers Proposal.

3.3.7

Project Implementation Plan Project Implementation Plan will be reviewed for completeness in response to the requirements stated in the Request For Proposal.

4.12 RANKING OF PROPOSERS

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

4.13 ADDITIONAL ROUNDS

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

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4.14 NEXT STEP DETERMINATION

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

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.14.1 Competitive Range Determination

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

4.14.2 Competitive Range Protest

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

Protests must:

• Be emailed to the SPC;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative

• State the reason for the protest; and

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

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

4.15 ADDITIONAL ROUNDS

Agency Reserves the right to carry out additional rounds of competition, such as Interviews, and Bests and Final Offers.

4.16 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If Agency conducts two or more rounds of competition, the rounds will be scored independently. Once the ranking from a previous round is complete and a Competitive Range has been determined, Proposers participating in a subsequent round will compete on an equal basis – scores from the previous round will be set aside and will not carry over. The Proposer with the highest score from the final round will receive the highest final ranking.

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SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4.

Agency may award less than the full Scope of Work described in this RFP.

5.1.2 Intent to Award Notice

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

5.1.3 Single Proposal Award

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

a) A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Proposals are non-Responsive.

• Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

• Agency abused its discretion in rejecting the protestor’s Proposal as non- Responsive.

• Agency’s evaluation of Proposal or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

b) Protest Requirements

Protests must:

• Be delivered to the SPC via email, or hard copy;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

• Be received within 7 calendar days of the Intent to Award notice.

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5.2.2 Response to Protest

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

5.2.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

5.2.4 Insurance

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

5.2.5 Taxpayer Identification Number

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

5.2.6 Business Registry

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

5.2.7 Pay Equity Certification

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

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

5.2.8 Nondiscrimination in Employment

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

http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

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5.3 CONTRACT NEGOTIATION

5.3.1 Negotiation

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

a) Proposer shall review the attached Sample Contract and note exceptions.

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

c) Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Contract listed below. However, Agency is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

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

5.3.2 Negotiated Statement of Work

Agency is willing to negotiate Statement of Work and the terms and conditions, such as:

a) Effective Date and Duration

b) Consideration

c) Statement of Work Requirements.

d) Payment Provisions

5.3.3 Negotiation Time Limit

In the event that the parties have not reached mutually agreeable terms within 30 calendar days, Agency, at its discretion, may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

5.3.4 Negotiation Limit of Terms

Agency is willing to negotiate all items, except those listed below:

• Choice of law

• Choice of venue

• Constitutional requirements

• Requirements of applicable federal and State law

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In the event that the parties have not reached mutually agreeable terms within 30 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

5.3.5 Contractor Selection Methodology

In the event multiple Contracts are awarded, Agency will use the following methodology to determine from which Contractor to purchase.

• Issue all purchases to the highest ranked Contractor.

• Determine a list of the most commonly purchased items, price compare this list between all awarded Contractors. Issue all purchases to the Contractor with the most favorable Offer. A new comparison will be conducted at least once per year.

• Compare each item between all awarded Contractors, issue Purchase Order to the Contractor with the most favorable Offer.

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

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

Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN= oregon4biz

If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

6.2 GOVERNING LAWS AND REGULATIONS

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

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

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All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer, except in the case of Proposals that were submitted late and rejected by Agency.

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or…