RFP 5757-0 tlh final~3.pdf

RFP OB #S-44300-00008246 OHA RFA #5757-0 tlh DAS Procurement Services, Version 4.5 March 31, 2023 Page 1 of 21

STATE OF OREGON

COVER PAGE

OREGON HEALTH AUTHORITY

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number OregonBuys #S-44300-00008246, OHA RFP #5757 for

COMMERCIAL TOBACCO PREVENTION LEARNING

COMMUNITIES

Date of Issue: _November 15, 2023

Opening Date and Time: __December 19, 2023

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

Address: 500 Summer Street, E-03 City, State, Zip Salem, Oregon 97301 Phone (voice) 971-208-4108 E-mail: tammy.hurst@odhsoha.oregon.gov

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Sole Point of Contact at the contact information found below. We accept all relay calls.

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

mailto:tammy.hurst@odhsoha.oregon.gov

DAS Procurement Services, Version 4.5 March 31, 2023 Page 2 of 21

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 OVERVIEW AND PURPOSE

2.3 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.2 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 PRICE EVALUATION

4.12 POINT AND SCORE CALCULATIONS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT/PRICE AGREEMENT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

DAS Procurement Services, Version 4.5 March 31, 2023 Page 3 of 21

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Public Health Division, (“OHA”), is issuing this Request for Proposal to resource the creation of Commercial Tobacco Prevention Learning Communities.

Summary The Health Promotion and Chronic Disease Prevention Section (HPCDP) is seeking a vendor to create Commercial Tobacco Prevention Learning Communities. The scope of this work is to lead the co-development, facilitation, and coordination of 3-6 Learning Communities (LCs) that support Community Based Organizations (CBOs), Regional Health Equity Coalitions (RHEC), and Local Public Health Authorities (LPHAs) receiving commercial tobacco prevention funding for the 2023- 2025 biennium.

A LC meets regularly to discuss current successes, get support on shared challenges, try out new ideas, and build community across OHA’s varied goals and programs. These LCs will be a long-term sustained engagement co-designed with members of the LCs additionally focused on developing connections for peer-to-peer engagement, learning, and relationship building.

The scope will require planning, coordinating, and facilitating of the LCs, engagement with CBOs, RHECs, and LPHAs, maintaining communication between LCs and the OHA Contract Administrator and Project Lead, and supporting the evaluation of the LCs. The scope will also require strong technical and interpersonal skills, cultural competency, it will require oversight and maintenance of the LCs online engagement platform and portal that will archive all meeting materials, learning resources, contact information, etc. The portal will be hosted on the Higher Logic Platform.

Design Principles

Successful Proposer(s) shall include the following LC design considerations in the Technical Proposal “Project Implementation Plan”:

• Rooted in relationship: OHA does not do this work alone. This work is to be done with and for each other. Isolation in deep culture change work is exhausting. Each session should be structured to provide space for participants to build new relationships that can lead to deeper connections, trust, and stronger work.

• Personal Narrative as Primary Text: The knowledge, experience, and expertise participants need is already in the room. The contractor will explore story sharing methodologies to build connections, combat isolation, and learn from each other’s experiences.

• Equity and Decolonization: There should be active acknowledgment of systems of power, privilege, and racism which have created damaging impacts on learners linked to race, class, and other dimensions. Contractor will apply the theories of culturally sustaining pedagogies to examine issues linked to equity, access, justice, and the unique strengths in all communities. Contractor shall use a decolonizing lens to hold sacred the sovereign strengths of systematically marginalized communities.

• Emergent Design: Maintaining flexibility in the design will help meet the emergent needs of the participants as they navigate the ever-changing landscapes of the state of the world and their professional environments. Centering emergence is key to recognizing the role of

DAS Procurement Services, Version 4.5 March 31, 2023 Page 4 of 21 responsiveness, meaningful reflection, continuous improvement, openness to what arises through process, innovation, and honoring new elements.

• Informed by Adult Learning Principles: Adults want to make connections between what they already know and the new things they are learning in addition to opportunities for practical application. Additionally, adults bring their life experience to any learning opportunity; as a result, they have a lot to contribute and given the right opportunities, they will contribute to others’ learning.

• Promoting safety in all its forms: Create spaces with trust so that people can show up as their full selves without fear of physical, emotional, or psychological harm. Create a true practice space, with time for doing deep engagement, reflection, and healing that is necessary to navigate the tensions and harms of oppression.

Additional details on the Scope of Work are included in the Section 2 of this RFP.

OHA anticipates the award of one Contract from this RFP. The initial term of the Contract is anticipated to be 1 year with options to renew up to a maximum of 10 years.

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 November 21, 2023 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) November 24, 2023

RFP Protest Period Ends

7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Opening of Proposal December 15, 2023 3:00 PM

Issuance of Notice of Intent to Award (approx.) January 3, 2024

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.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

OHA is issuing this RFP pursuant to its authority under ORS 413.033 OHA is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125- 247-0260. OHA may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c)

DAS Procurement Services, Version 4.5 March 31, 2023 Page 5 of 21

Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 OVERVIEW AND PURPOSE

2.2.1 OHA Overview and Background

Oregon’s Public Health Division promotes and encourages healthy behaviors for Oregonians to protect themselves against disease and potential injury.

TPEP supports tobacco prevention and cessation statewide. In 1996 and 2020, Oregon voters increased the price of tobacco. They also dedicated funding to a comprehensive tobacco prevention and education program (TPEP) that centers health equity. Oregon’s Tobacco Prevention and Education Program: fosters smoke-free workplaces and outdoor spaces; transforms how health systems address tobacco use; supports community efforts to reduce tobacco use; and addresses root causes of tobacco inequities.

Since the program began in 1996, community-focused solutions have contributed to a 42 percent decline in Oregon adults who smoke. However, tobacco use is still the number-one cause of preventable death and disease in Oregon, and many groups still use tobacco at higher rates as a result of systemic inequities. Ending these inequities will require both proven practices and new approaches. TPEP will continue working with community partners throughout Oregon to lead on both fronts.

2.2.2 Project Overview and Background

Oregon’s Ballot Measure (BM) 108 increased the cigarette and cigar tax as of January 1, 2021. By passing BM108, Oregon voters have provided an unprecedented opportunity to increase direct investments in communities most disproportionately impacted by the use of Commercial Tobacco, “for the purpose of this RFP Commercial Tobacco is defined as tobacco that is manufactured by companies for recreational and habitual use in cigarettes, e-cigarettes, smokeless tobacco, pipe tobacco, cigars, hookahs and other products.

Commercial tobacco is mass-produced and sold for profit.”

Ten percent of the tobacco tax will be continuously dedicated to the state Tobacco Prevention and Education Program (TPEP) with a portion of the funding going to grants for culturally specific CBOs and Regional Health Equity Coalitions, as well as Tribal health and Urban Indian Health programs.

OHA committed to a collaborative, community-led process to determine the most equitable allocation of these new resources. OHA convened an advisory group consisting of 21 CBOs to make recommendations for new funding to CBO for Commercial Tobacco prevention. As part of this process, the advisory group recommended that OHA convene a peer learning space for CBOs working on Commercial Tobacco prevention to foster connection, learning, and support from one another. These spaces are being called CoPs. In addition, OHA has received requests from LPHAs, that also receive Commercial Tobacco prevention grants, to create peer learning spaces.

The successful contractor must ensure that grantee voices are at the center of this work guiding the design, creation, and sustenance of these LC spaces.

It is imperative that this space be about co-learning where all members are in learning and guiding roles at all points in time, activating as a living curriculum. The purpose is for members to gain new skills and perspectives as well as have space to think big about how

DAS Procurement Services, Version 4.5 March 31, 2023 Page 6 of 21 they can collectively do their work differently by disrupting current practices that cause harm and hinder mission achievement.

The community must center equity in the design of the engagements and agendas, and that the structure of the group (meeting frequency, communication channels) plus the topics the group will cover must be co-designed so that all perspectives are brought forth and everyone feels a deep sense of belonging in the group.

2.3 SCOPE OF WORK/SPECIFICATIONS

The successful Proposer(s) shall produce the following deliverables, to be approved by an OHA/HPCDP Contract Administrator or Project Lead:

Phase 1: Discovery: Assess Strengths and Capacity

• Review key documents that led to the creation of the LC.

• Conduct interviews with 3-5 key team members to uncover needs, strengths, motivators, and level of current relationships/trust.

• Provide recommendations for membership criteria as well as roles and responsibilities of the coordinator.

Phase 2: Establish: Create the Container for Conversation

• Co-create a clearly articulated purpose for being (consider employing story or other mechanisms that can bring out the creativity of the group).

• Develop shared LC membership agreements that resonate for all group members.

• Set a vision and trajectory in addition to an agreed upon meeting cadence, communication channels, and calendar logistics.

• Provide support with the development, testing, and launch of the accompanying online community platform.

• Develop a repository within the online platform for notes, resources, and recordings.

• Create a “roadmap” that includes:

o mechanisms for ongoing feedback;

o progress markers for goals;

o processes to compare results with desired goals; and o procedures for course corrections that can define new opportunities and address challenges.

Phase 3: Launch

• Based on the trajectory, design each engagement.

• Draft facilitation guide and meeting documents (handouts, PPT, etc.).

• Provide invitation language.

• Become oriented and familiar with OHA selected online community platform, Higher Logic.

• Develop a working relationship with OHA’s Higher Logic contact to ensure smooth implementation and maintenance of the online platform.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 7 of 21

• Create a password-protected directory of members and host it in the online platform so that members can engage inside and outside of the convenings.

• Engage guest facilitators and content experts as warranted to enhance the experience.

• Provide bullet summaries of key takeaways and next steps from these meetings.

• Send a recap to participants with key themes, quotes, resources, and other inspirations to encourage strong engagement.

• Facilitate engagements.

• Lead debrief sessions with key members of our team to assess strengths and new possibilities for content, engagement, membership, etc.

• Strategic counsel and/or coaching as requested for members of our team and/or participants in the community.

Phase 4: Evaluation: Asses, Iterate and Evolve

• Collect data quarterly from LC participants to inform “rapid cycle” improvements

• Share recommendations for rapid cycle improvement with HPCDP Contract Administrator or

Project Lead and LC participants

• Implement rapid cycle improvements each quarter.

• Co-develop evaluation questions and measure of success with HPCDP Contract Administrator or Project Lead and LC participants

• Conduct data collection to evaluate the success of the LC after 12 months LC convenings

• Provide evaluation summary with recommendations for improving and adapting the LC model

• Successful Proposer(s) shall include the following key principles for evaluation in the

Technical Proposal “Project Implementation Plan”:

o Continuous Improvement. The processes of evaluation and learning should inform each other in the pursuit of continuous improvement. Continuous improvement, sometimes called continual improvement, is the ongoing improvement of products, services, or processes through incremental and breakthrough improvements. These efforts can seek "incremental" improvement over time or "breakthrough" improvement all at once.

o Reciprocal in nature - Evaluation processes should not overburden participants but rather be as meaningful as the sessions. There is a delicate balance between time spent on evaluation and time spent in sessions. Strong evaluation is not cursory but rather invokes meaningful reflection for the participants and critical feedback for consultants.

o Transparency and confidentiality -- Because systems are not designed for sovereignty and liberation, oftentimes people do not speak truth to power in collective spaces. Therefore, it is imperative to name the purpose(s), audiences, and methodologies of all evaluation mechanisms to ensure, where necessary, confidentiality.

Assumptions:

• 45 participants across 3-6 LCs, including one LC dedicated to CBO and LPHA learning and alignment.

• 40 facilitated sessions over 1 year (10 for each LC and allowing for 8 weeks of discovery and to establish the container for the community).

• Each session is 90 minutes and is facilitated over Zoom.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 8 of 21

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.1.1 Proposal Submissions

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

• Cover Letter (2 Page)

• Executive Summary (3 Page)

• Technical Proposal “Project Implementation Plan” (5 Pages)

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Key Persons and Resumes (2 pages per person)

• Work samples

3.1.2 Proposal Page Limits

Proposal is limited to 10 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:

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check forms

• Price Proposal

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Key Persons and Resumes (limit 2 pages per key person)

• Work samples

3.1.3 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.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in See: OregonBuys Vendor Formal Solicitation Response.pdf for electronic submission.

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

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 9 of 21

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

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

3.1.4 Authorized Representative

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

3.2 PROPOSAL REQUIREMENTS

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 may be considered non-Responsive to this RFP and will not be considered further.

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.

3.2.1 Cover Letter

Proposer shall provide a summary of its organization, including history, missions, goals, etc.

3.2.2 Executive Summary

Provide an overall description of Proposer’s organization, including experience performing services similar to the services described in this RFP, including:

• Prior experience performing this type of service for other agencies or companies of similar size characteristics to the State of Oregon.

• Prior experiences convening and facilitating groups of culturally specific community-based organizations.

• Success achieved in regards to prior experience listed above.

• Number of years performing this type of service.

• Any requirements Proposer anticipates will be provided by the State.

• Working under tight timelines and meeting short deadlines.

• Making recommendations for improvements.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 10 of 21

3.2.3 Technical Proposal

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.

3.2.4 Key Persons and their Resumes

Specify key persons to be assigned to this project, 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.

3.2.5 Affidavit of Trade Secret (Attachment B)

If Proposer believes its Proposal includes information that is exempt from public disclosure in accordance with 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 646.475, Proposer must complete and submit Attachment B “Affidavit of Trade Secret”.

3.2.6 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.

3.2.7 References

Provide 2 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, related Work.

Proposer shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference and uploaded to OregonBuys with its Proposal

3.2.8 PRICE PROPOSAL

For each activity described in the Scope of Work, the Price Proposal must include an estimate for each associated deliverable that reflects personnel, supplies, administrative, and other costs.

3.2.9 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, OHA 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. OHA also encourages joint ventures or subcontracting with certified small business enterprises. For more information, please 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.

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 11 of 21

3.2.10 Responsibility Determination

Selected Proposer(s) shall submit a signed Responsibility Inquiry form (Attachment G) within 5 Business Days of receipt of Intent to Award notice.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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.

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 5:00 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:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

https://oregonbuys.gov/

DAS Procurement Services, Version 4.5 March 31, 2023 Page 12 of 21

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and o 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. OHA 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:

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

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

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.

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, prior to the Opening in accordance with OAR 137-047-0440. 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 NOT be held. A Proposer may request from the SPC the names of the Proposer 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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 13 of 21

4.9 PROPOSAL REJECTION

OHA 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 OHA’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

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, OHA may waive mistakes in accordance with OAR 125-247- 0470.

Responsibility Determination OHA will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Selected Proposer(s) shall submit a signed Responsibility Inquiry form (Attachment G) within 5 Business Days of receipt of Intent to Award notice.

At any time prior to award, OHA may reject a Proposer found to be not Responsible.

At any time prior to award, OHA may reject a Proposer found to be not Responsible.

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and OHA 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

4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

DAS Procurement Services, Version 4.5 March 31, 2023 Page 14 of 21

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.

Evaluation Item 1 - Phase 1: Discovery: Assess Strengths and Capacity (5 maximum points) Did the Proposer include all of the following in the Technical Proposal? How well does the Proposal meet the following tasks?

• Review key documents that led to the creation of the LC.

• Conduct interviews with 3-5 key team members to uncover needs, strengths, motivators, and level of current relationships/trust.

• Provide recommendations for membership criteria as well as roles and responsibilities of the coordinator.

Evaluation Item 2 - Phase 2: Establish: Create the Container (10 maximum points) How well does the Proposer’s plan meet the following criteria? Did Proposer provide reasonable timeline to complete the tasks?

• Co-create a clearly articulated purpose for being (consider employing story or other mechanisms that can bring out the creativity of the group).

• Develop shared LC membership agreements that resonate for all group members.

• Set a vision and trajectory in addition to an agreed upon meeting cadence, communication channels, and calendar logistics.

• Provide support with the development, testing, and launch of the accompanying online community platform.

• Develop a repository within the online platform for notes, resources, and recordings.

• Create a “roadmap” that includes:

o mechanisms for ongoing feedback;

o progress markers for goals;

o processes to compare results with desired goals; and o procedures for course corrections that can define new opportunities and address challenges.

Evaluation Item 3 - Phase 3: Launch (5 maximum points) Did the Proposer include all of the following in the Technical Proposal? How well does the Proposal meet the following tasks?

• Based on the trajectory, design each engagement.

• Draft facilitation guide and meeting documents (handouts, PPT, etc.).

• Provide invitation language.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 15 of 21

• Become oriented and familiar with OHA selected online community platform, Higher Logic.

• Develop a working relationship with OHA’s Higher Logic contact to ensure smooth implementation and maintenance of the online platform.

• Create a password-protected directory of members and host it in the online platform so that members can engage inside and outside of the convenings.

• Engage guest facilitators and content experts as warranted to enhance the experience.

• Provide bullet summaries of key takeaways and next steps from these meetings.

• Send a recap to participants with key themes, quotes, resources, and other inspirations to encourage strong engagement.

• Facilitate engagements.

• Lead debrief sessions with key members of our team to assess strengths and new possibilities for content, engagement, membership, etc.

• Strategic counsel and/or coaching as requested for members of our team and/or participants in the community.

Evaluation Item 4 - Phase 4: Asses, Iterate and Evolve (10 maximum points) Did the Proposer include all of the following in the Technical Proposal? How well does the Proposal meet the following tasks?

• Collect data quarterly from LC participants to inform “rapid cycle” improvements

• Share recommendations for rapid cycle improvement with HPCDP Contract Administrator or Project Lead and LC participants

• Implement rapid cycle improvements each quarter.

• Co-develop evaluation questions and measure of success with HPCDP Contract Administrator or Project Lead and LC participants

• Conduct data collection to evaluate the success of the LC after 12 months LC convenings

• Provide evaluation summary with recommendations for improving and adapting the LC model

• Reflect the following key principles for how OHA conducts evaluation:

o Continuous Improvement. The processes of evaluation and learning should inform each other in the pursuit of continuous improvement. Continuous improvement, sometimes called continual improvement, is the ongoing improvement of products, services, or processes through incremental and breakthrough improvements. These efforts can seek "incremental" improvement over time or "breakthrough" improvement all at once.

o Reciprocal in nature - Evaluation processes should not overburden participants but rather be as meaningful as the sessions. There is a delicate balance between time spent on evaluation and time spent in sessions. Strong evaluation is not cursory but rather invokes meaningful reflection for the participants and critical feedback for consultants.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 16 of 21 o Transparency and confidentiality -- Because systems are not designed for sovereignty and liberation, oftentimes people do not speak truth to power in collective spaces. Therefore, it is imperative to name the purpose(s), audiences, and methodologies of all evaluation mechanisms to ensure, where necessary, confidentiality.

Evaluation Item 5 – Availability and Prioritization (5 maximum points) Did the Proposer include all of the following in the Technical Proposal? How well does the Proposal meet the following tasks?

• Availability to meet with state staff supporting the CBO public health funding opportunity and the contract administrator virtually, and description of how this project will be prioritized in the organization/staff portfolio of existing and pending projects.

Evaluation Item 6 – Experience and Qualifications (10 maximum points) Did the Proposer include all of the following in the Technical Proposal? How well does the Proposal meet the following tasks?

• Staff experience and qualifications, staff roles, responsibilities, levels of management, reporting and oversight of each individual assigned to this project, including experience and qualifications to convene and facilitate groups of culturally specific community-based organizations.

4.11 PRICE EVALUATION

The SPC will conduct the price 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 points possible = price score price being scored

4.12 POINT AND SCORE CALCULATIONS

Points are the total possible for each section as listed in the table below.

POINTS POSSIBLE

Evaluation Item 1 5 Evaluation item 2 10 Evaluation Item 3 5

Evaluation Item 4 10

Evaluation Item 5 5

Evaluation Item 6 10

Price Points Possible 5

TOTAL POINTS POSSIBLE 50

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of

DAS Procurement Services, Version 4.5 March 31, 2023 Page 17 of 21 members). The SPC will combine the average score for each Proposal with Proposer’s price score and reference score.

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.

OHA may, in OHA’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, OHA 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.

4.12.1 NEXT STEP DETERMINATION

At the conclusion of a round of competition, OHA 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

4.12.2 Competitive Range Determination

If OHA, 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 OHA’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. OHA will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

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

5.1.2 Intent to Award Notice

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

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.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 18 of 21

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.

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

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

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

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

5.2.2 Protest Requirements

Protests must:

• Be delivered to the SPC via email;

• 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.

5.2.3 Response to Protest

OHA 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 OHA.

5.3 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:

5.3.1 Insurance

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

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by OHA or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 19 of 21

5.3.3 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.

5.3.4 Responsibility Inquiry

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

5.3.5 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 OHA 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.

5.3.6 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.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, OHA 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.

Proposer shall review the attached Sample Contract and note exceptions.

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

Following the selection of the apparent successful Proposer, OHA may agree to negotiate changes to the negotiable provisions of the Sample Contract/Price Agreement listed below.

However, OHA 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.

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 20 of 21

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

OHA 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

In the event that the parties have not reached mutually agreeable terms within 14 calendar days, OHA may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

6.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, OHA 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.

OHA 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=or egon4biz 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.

6.3 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.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 21 of 21

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

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

All Proposals submitted in response to this RFP become the Property of OHA.