RFP 5760 final.pdf

RFP # 5760, OREGON SUICIDE PREVENTION CONFERENCE EVENT PLANNING & PRODUCTION

STATE OF OREGON

COVER PAGE

OREGON HEALTH AUTHORITY

PUBLIC HEALTH DIVISION

Request For Proposals (RFP)

OregonBuys Bid Number S-44300-00009527 for

OREGON SUICIDE PREVENTION CONFERENCE EVENT

PLANNING & PRODUCTION

Date of Issue: February 20, 2024

Opening Date & Time (Proposals Due): 5PM on March 21, 2024

Single Point of Contact (SPC): Stephanie Morgan, Procurement Contract Specialist

Address: 635 Capitol Street NE, Suite 350 City, State, Zip Salem, OR 97301 Phone (voice) (971) 283-6279 E-mail: stephanie.b.morgan@dhsoha.state.or.us

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.

RFP # 5760, OREGON SUICIDE PREVENTION CONFERENCE EVENT PLANNING & PRODUCTION

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 ......................................................................................................Error! Bookmark not defined.

2.4 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 ...............................................................................................................................Error! Bookmark not defined.

4.2 PRE-PROPOSAL CONFERENCE ..............................................................................................Error! Bookmark not defined.

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 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

4.13 NEXT STEP DETERMINATION

4.14 ADDITIONAL ROUNDS ................................................................................................................Error! Bookmark not defined.

4.15 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 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 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 PRINTING, BINDING, AND STATIONERY WORK

6.9 CHECKLIST DISCLAIMER

DAS Procurement Services, Version 4.5 March 31, 2023 OregonBuys Bid Number S-44300-00009527 Page 3 of 27

RFP # 5760

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT E F RESPONSIBILITY INQUIRY

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Health Authority, (“Agency”), is issuing this Request for Proposals to seek proposals from qualified Contractors to support OHA in planning and conducting its annual Oregon Suicide Prevention Conference (OSPC).

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

Agency anticipates the award of one Contract from this RFP.

The initial term of the Contract is anticipated to be from the date of award of the Contract thru December 31, 2026.

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1.2 SCHEDULE

The table below represents a tentative schedule of events. All times in this RFP are listed in Pacific Time. All dates listed are subject to change.

Event Date Time

Questions / Requests for Clarification Due February 26, 2024 10AM

Answers to Questions / Requests for Clarification Issued (approx.) February 28, 2024

RFP Protest Period Ends

7 calendar days prior to RFP Opening

Opening (Proposals Due) See RFP cover page

Public Opening of Proposal March 22, 2024

Issuance of Notice of Intent to Award (approx.) April 22, 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

Agency is issuing this RFP pursuant to its authority under ORS 413.033.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137-047-0260. 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.

General Definitions Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

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Project Specific Definitions –

• Big River - The Big River program is a statewide initiative sponsored by Oregon Health Authority to increase access to suicide prevention and intervention trainings and programs at low to no-cost. These trainings and programs work to equip youth-serving professionals and community members with knowledge and skills to help prevent suicide.

• Trainings – Culturally relevant or evidence based practice directed suicide prevention or intervention structured learning opportunity.

• Workshops – Refer to a longer style suicide prevention training that may take up to 1-day to complete. All workshops refer to Big River approved programming.

• Suicide Prevention – A strategy or approach that reduces the likelihood of risk of onset or delays the onset of adverse health problems (suicidal actions) or reduces the harm results from conditions or behaviors.

• Suicide Intervention – A strategy or approach that is intended to prevent an outcome or to alter the course of an existing condition (such as educating providers about suicide Prevention or reducing access to lethal means among individuals with suicide risk).

• Suicide Postvention - Response to and care for individuals affected in the aftermath of a suicide death.

• Postvention Summit – A gathering of county staffed charged with postvention reporting and response, supporting state staff, and other relevant partners on the pre-conference day who support or work in suicide postvention.

• Attendee – Someone registered for the Oregon Suicide Prevention Conference who plans to be present at the conference to listen and learn, but is not otherwise involved with presenting at the conference. Attendees might include school-connected personnel, county staff involved in suicide pre and postvention, community partners, Community Based Organization’s (CBO), the Oregon Alliance to Prevent Suicide, those with lived experience, and loss survivors. Other Attendees will include experts, professionals, and community members who will to share ideas and resources, highlight community-centered and culturally specific strategies, and incorporate the insight and expertise of those with lived-experience of suicidality and suicide loss.

• Speaker - Someone registered for the Oregon Suicide Prevention Conference who has been selected to present at the conference.

• Plenary Speaker – A speaker as defined invited to present on the main stage to entire conference Attendees.

• Breakout Session – Dedicated space and time outside of the main stage for Attendees to hear and learn from speakers.

• Wellness space and activities – A dedicated room with a crisis-trained individual for

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Attendees and speakers to use throughout the conference duration. Activities are centered on whole being health – mental, emotional, social, physical, etc.

• Pre-con – One (1) day before the official start of the conference a training and workshop day is held.

• Advisory Committee (AC) – A diverse group of individuals representing the conference location (county level or more local), statewide subject matter experts, Oregon Alliance to Prevent Suicide Members, OHA SPT, and the Adult Suicide Intervention and Prevention Plan (ASIPP) advisory committee.

• Exhibitor – A sponsor who has paid for a table at the conference to display approved upon materials.

• Sponsor – An organization or community group that gives money to the contractor for the conference in exchange for promotion according to sponsorship level.

• Scholarship – Contractors financial support to individuals that include a waived registration fee and hotel stay for night before and each night of the conference.

• OHA Suicide Prevention Team (OHA SPT) – Consists of the five (5) dedicated suicide prevention coordinators for the Oregon Health Authority sitting across Public Health and Health Systems Divisions.

• Zero Suicide- The Zero Suicide framework is a system-wide, organizational commitment to safer suicide care in health and behavioral health care systems. Zero Suicide began as a key concept of the 2012 National Strategy for Suicide Prevention and is a project of Education Development Center’s Suicide Prevention Resource Center (SPRC), supported by the Substance Abuse and Mental Health Services Administration (SAMHSA).

https://zerosuicide.sprc.org/

• Conference theme – As decided on by the AC, the conference theme helps create what the event looks and feels like and helps decide the target audience, plenary topics or speakers, logos and colors, and event values.

• Phone-based application – Available for all iPhone or Android phones, this software will include all conference details and real time updates.

• Evaluation Questionnaire – A survey that shall be conducted at minimum at close of conference that includes questions on Attendee and presenter experiences throughout the conference including but not limited to breakout session and main stage presentation specific feedback and overall conference feedback.

• Scholarship application – Developed with the help of the AC – a set of questions for Attendees or speakers to answer shall they request scholarship.

Terminology specific to the OregonBuys system may be found at:

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCross walk.pdf https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

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2.3 AGENCY OVERVIEW

The Oregon Suicide Prevention Conference is managed through the Oregon Health Authority Public Health Division Injury and Violence Prevention Program (IVP) section of the Center for Prevention and Health Promotion. Injuries are the leading cause of death among Oregonians ages 1-44. The mission of the section is to reduce the burden of injury among Oregonians.

The IVP section conducts surveillance and monitors intentional (e.g., suicide and homicide) and unintentional (e.g., accidents) injuries occurring among Oregonians, and develops, implements, and promotes public programs and policies to prevent injuries. The five components of the state injury prevention and epidemiology program include: data collection and analysis; program design, implementation, and evaluation; coordination and collaboration; technical support and training; and work to guide public policy. The Program engages communities and other agencies in activities to reduce injury. The section collaborates with many agencies and organizations that are concerned with specific aspects of injury prevention. The Program also provides technical assistance related to injury problems in Oregon to local health departments, community-based organizations, state agencies, the media, health care facilities and providers, legislators and other government policy makers.

The scope of this program is statewide. The IVP Program currently carries out these activities:

Injury Epidemiology and Policy, Child Death Review Data System, Youth Suicide Prevention, Zero Suicide in Health Systems, State Child Fatality Review, Oregon Violent Death Reporting System, Overdose Prevention, nonfatal suicide-related outcomes and nonfatal firearm injury surveillance, the Oregon Prescription Drug Monitoring Program, and core State Violence and Injury Prevention activities in reducing sexual violence, motor vehicle accidents, child abuse and maltreatment, and traumatic brain injury among youth. These services are essential to the program mission of promoting and preserving the health status of Oregonians.

The OHA Suicide Prevention Team is a cross-division team that coordinates suicide prevention efforts across Public Health Division (embedded within IVP) and the Health Systems Division working on youth and adult suicide intervention and prevention plan implementation, data support, and local and other state agency collaboration. The 5-member team support OSPC development, highlights topics or speakers of interest for consideration and served as main stage Master of Ceremonies for the last few OSPC.

2.4 PROJECT SUMMARY AND PURPOSE

The Oregon Suicide Prevention Conference is an annual statewide event typically held each October or November. The Conference is hosted by the Oregon Health Authority and is supported by the OHA Suicide Prevention Team and community partners. An events planning contractor is needed for timely execution of contract deliverables. The goal of each Conference is to increase provider and prevention specialist knowledge and build competency in the momentum of suicide prevention, intervention and postvention efforts in Oregon by focusing on new developments and successful interventions within the field of suicide prevention and to also engage stakeholders from across the State of Oregon in suicide preventions. The Alliance – a state mandated body – in addition to the community at large anticipates that each year the Oregon Suicide Prevention Conference will take place somewhere in Oregon for them to connect in person, learn from subject matter experts, share knowledge, find time for restoration, and continue to find hope in this challenging work. Without the conference, these opportunities to connect would diminish and the rich culture of hope in Oregon would suffer.

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The Conference is supported through a number of funding sources including federal grant dollars (SAMHSA’s Zero Suicide in Health Systems Initiative Project and CDC’s Comprehensive Suicide Prevention Grant) and through Oregon state general funds.

See table below for a breakdown of some historical information related to the OSPC.

Conference Year Number of Attendees Location Conference Theme 2016 125 Portland Shouldn’t We All

Ask the Question 2017- no conference n/a n/a n/a 2018 202 Clackamas Strength in

Community:

Creating Healthy Connections

2019 300 Sunriver Communities Building Hope Together

2020 – no conference n/a n/a n/a 2021 240 Virtual Communities

Creating Stories of Hope

2022 230 Ashland Reconnecting to Hope: Growing Responsive Communities

2023 280 Hood River Hope Across the Lifespan: Care in Action

2.5 SCOPE OF WORK (SOW)/SPECIFICATIONS

a. Arrange and host two (2) annual Oregon Suicide Prevention Conferences ("Conference") for up to 350 Attendees in 2025 and 2026. The Conference will consist of a one-day Pre- Conference training options and a minimum of two-days for the actual Conference.

b. Initial conference must be held by April 30, 2025. Second conference must be held by November 6, 2026. Year one conference shall take place in Portland, Salem, or Eugene (no preference given for city selected) and year two conference shall take place in Central Oregon (Bend or Sun River).

c. Provide OHA with Final Implementation Plan within one week of Contract award for OHA feedback and revise and resubmit to OHA via email prior to Contract kick-off.

Kick-off meeting with OHA staff to take place a week following submission of Final Implementation Plan.

d. Contractor shall collaborate with OHA to determine Conference registration fee amount (minimum of $200per person and not-to-exceed $300 per person). Contractor shall collect registration fees from attendees and monies collected from registration

OregonBuys Bid Number S-44300-00009527 Page 9 of 27 fees will be utilized by the Contractor to cover costs associated with carry-out the tasks outlined in this Scope of Work. Speakers (up to 2 for breakout session speakers and all workshop or plenary stage speakers) shall have their registration fee waived. Note: For this conference in previous years, 2022 & 2023, an estimated average of 55% were fee-waived due to the individual having either received a scholarship to attend the conference, they were a speaker, or they were OHA or event planning staff. Therefore, the remaining estimated amount of 45% participation was fully paid via collection of a registration fee.

e. This Conference shall include dedicated and intentional wellness space and activities

(ie. meditation, yoga, comedian, reception, walks, etc.) throughout the pre-con and Conference days. At all times during the conference, a room shall be made available for wellness activities or Attendee downtime. Throughout the Conference hours, a crisis-trained support person shall staff the room at all times.

f. Pre-conference training day shall include Postvention Summit and 2-3 other Big River training opportunities approved by OHA.

g. Provide breakfast, lunch, and an afternoon snack to all pre-Conference and Conference days. Alternative meal options (ie. vegan, gluten free, dairy free, etc.) shall be made available and provided to Attendees requesting accommodation. Some federal grant funding sources have limitations or restrictions on using monies to pay for meals and snacks.

h. Provide staff as necessary to plan and implement each three-day Conference including moderators for each breakout space, crisis-trained staff for wellness space, AV support staff, registration and management support.

i. Distribute and collect an evaluation survey through phone-based application or mobile-friendly website to be conducted live during the conference that includes questions on demographics of registrant (eg. Region they live/work in, organization they represent, previous conference attendance, if lived experience or loss survivor, SOGI REALD data; this data all may be collected through registration), attendee and presenter experiences throughout the conference including breakout session feedback, plenary session feedback, overall Conference feedback, feedback on wellness offerings and sponsor booths, and ideas for future conferences.

j. Secure Conference venue with all necessary rooms, table and chairs, audio/visual equipment and support, and graphics. Ensure each breakout and plenary space has necessary AV support including laptop and USB thumb drive in room, AV Support person if necessary.

k. Establish an Advisory Committee (AC) consisting of diverse representatives from conference location, statewide subject matter experts, Oregon Alliance to Prevent Suicide members, and Adult Suicide Intervention and Prevention Plan (ASIPP) advisory committee, and OHA Suicide Prevention Team (SPT). Some AC members may be public servants (eg. County staff working in prevention or postvention). The AC shall consist of a minimum of 5 members, not including the OHA Suicide Prevention Team Representative. Contractor shall send out meeting invites, determine meeting agendas

OregonBuys Bid Number S-44300-00009527 Page 10 of 27 in collaboration with OHA, will host meetings on a virtual platform, and will send out meeting summaries including high-level notes and action items to OHA and AC members.

l. The AC shall meet at least monthly for a minimum of six (6) 1.5 hour meetings to support the Contractor in development and determination of event theme; make recommendations for all Conference speakers (excluding the one speaker listed in Section n. below) to include plenary and breakout speakers; develop venue selection solicitation and selection; and develop scholarship application process; all of which will be with OHA final approval.

m. Distribute minimum stipend per each AC meeting to qualified AC members and reimburse expenses to qualified and non-qualified AC members in accordance with ORS 292.495 and House Bill (HB) 2992. Contractor shall reimburse expenses to non-qualified members pursuant to ORS 292.495(2).

n. Postvention Summit shall be held on the pre-conference training day. A space large enough to hold 70 people should be secured for the summit. Summit registration should be managed by contractor but is invitation only. Contractor shall coordinate with OHA’S Postvention Planning Team and virtually attend their monthly planning meetings.

o. With approval from OHA and AC support, Contractor shall contact and hire all required speakers for Pre-Conference trainings and Conference days including keynote speakers and preconference training day workshop leaders. Solicit local, regional and national speakers. A minimum of 2 preconference day trainings shall be provided and a minimum of 4 plenary speakers need to be secured. Each plenary speaker shall be contracted for their time on the plenary stage plus one (1) breakout session. OHA will be providing one additional speaker (Section q below.). Conference event agenda should allot an additional block of time on the plenary stage and as a breakout session for this speaker.

p. Plenary Speakers shall speak on topics which promote and inform healthcare, education and prevention professionals on the subject of youth and other high-risk population suicide prevention, intervention and postvention.

q. Coordinate with Zero Suicide in Health Systems Coordinator to secure a plenary speaker focused on Zero Suicide implementation and suicide safer care practices for healthcare organizations.

r. Contractor will work with AC to establish RFP selection process for Conference breakout sessions. A conference agenda with at least 24 breakout sessions and one time block for up to 6 affinity spaces shall be created. OHA will work with contractor to determine appropriate affinity groups and group leaders.

s. Provide funding and make necessary travel arrangements for out-of-town Conference plenary speakers.

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t. Market and publicize the Conference throughout the state of Oregon including Conference theme (graphics to accompany message developed with guidance from AC), promotional flyer, social media promotions, and support additional promotional development needs as requested by AC. OHA will support promotion among suicide prevention partners by sending created promotional materials through email listservs.

A save-the-date must be disseminated as soon as event venue is secured or within 60 days of Contract award.

u. Create and host a Conference webpage including an email sign up to learn more and will include information on how event venue selection will be conducted, speakers are announced, agenda is announced, registration is open, etc.). Conference website shall be updated when new information is made available.

v. Create and maintain conference phone-based application presence through existing conference management app or website optimized for mobile accessibility to include agenda, speaker bios, event space map, resource area, conference updates, networking space, and evaluation.

w. Develop, copy and provide Conference materials for Conference Attendees, as needed.

Including provide agenda through paper copies or phone-based application, provide name badge and lanyard including space for pronoun designation, way to carry materials provided by exhibitors at conference.

x. Ensure all Attendees shall have access to free Wi-Fi throughout the conference.

y. Develop scholarship application and award process with AC for annual conferences including cost of registration and hotel accommodations for days of conference.

Scholarships shall be awarded to no less than 20% of registered Attendees. Scholarship application shall include OHA’s focus on equity. Scholarships shall be awarded no later than 45 days before the conference. Scholarships will be funded using sponsor fees acquired as per section cc. of this SOW.

z. Ensure the conference is accessible to all - providing language, mental, and physical supports so all can participate broadly in the conference.

aa. Contractor shall include registration question asking directly about accessibility needs or accommodations – including if languages other than English are requested, sign language requests, large print formatting, or other specified needs to be determined. If request is made by any Attendee 21-days prior to conference, contractor shall fulfill request.

bb. Simultaneous interpretation in Spanish shall be made available for all pre-con and conference sessions. Arrange and contract for simultaneous Spanish interpretation.

Organize onsite logistics including securing AV equipment for translation for approximately 50 individuals. American Sign Language (ASL) interpreters shall be available for hard of hearing and deaf Attendees. American Sign Language interpreters will be provided in either a special designated area during each Conference Session where Attendees can sit and observe ASL interpreters and fully participate in the speakers address during the entire series of conference meetings held during this

OregonBuys Bid Number S-44300-00009527 Page 12 of 27 conference event. The other option is a team of interpreters on stage with the conference speaker clearly visible to conference Attendees.

Contractor shall provide at minimum 5 Spanish-language interpreters for conference duration and shall work with translation company to translate conference materials (as listed in subsection w).

cc. Contractor shall secure a minimum of $20,000 in outside OHA sponsorship for the Conference to be used for Conference scholarships and other Conference fees.

Contractor shall determine sponsorship levels and incentives that will at least include a room for eligible exhibitors to interact with Attendees. Sponsor incentives may include designated exhibitor space, print on conference materials or bags, logo on conference website, but may not include guaranteed speaker time at the conference. In conjunction with OHA, develop sponsorship eligibility rules.

dd. Contractor shall secure and manage a hotel room block at conference venue with enough room to cover at least 75% of Attendees. Room block shall include some rooms with guaranteed government rate available.

ee. Require that any venue utilizes shall guarantee overnight lodging reservations for persons requesting accommodations or “barrier free” rooms. Include ADA compliance and related issues on hotel specification sheets and as event venue selection criteria.

Contractor will confirm whether or not facilities and services are accessible and must distinguish between mobility accessibility, visual accessibility, hearing accessibility, etc. Include in any hotel and event venue sub-contracts a clause indicating that the facility or company meets ADA requirements.

ff. Include in hotel and event venue sub-contracts an indemnification provision in which the facility agrees to assume full liability for the accessibility of the venue and to reimburse the OHA for its fees and expenses in defending any suit brought against the organization regarding the accessibility of the venue.

gg. Contractor shall record all Plenary speakers and host recordings on a publicly available website within 30 days of conference end and continue to display the recordings throughout the life of the Contract.

hh. Contractor shall secure NASW National Association of Social Workers CEUs from Oregon Chapter for Pre-con trainings and length of conference.

ii. Contractor shall provide thorough evaluation report to OHA after end of each conference. Evaluation support shall include information on conference description and broad event overview, attendee and speaker details, abstract process, advisory committee participation, scholarship report, and highlights for equity centered work.

jj. Submit thorough Timeline to include full scope of work above, at a minimum: Venue secured by date, Conference dates; Advisory Council meeting schedule; RFP breakout session selection open and close dates, registration open and close dates, scholarship announcement and selection open and close dates, conference venue postvention summit selection date, and speaker and agenda announcement dates.

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2.5.1 Deliverables

SOW

Section Deliverable Due Date

c. Final Implementation Plan Within one week of Contract award

jj. Timeline Within 30 days of Contract award

ii. Conference Evaluation Reports

30 days after close of initial Conference; and within 30 days following second Conference end date

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

• Technical Proposal

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Price Proposal

• COBID Certification / Outreach Plan (Attachment D)

• Responsibility Inquiry (Attachment E)

• Resumes

3.1.2 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:

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Price Proposal

• COBID Certification / Outreach Plan (Attachment D)

• Responsibility Inquiry (Attachment E)

• Resumes

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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 must submit its Proposal electronically through OregonBuys in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). Do not upload documents using any special characters.

Attachment C, Proposer Information and Certification Sheet, must be submitted bearing the Proposer’s authorized representative’s Signature. 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.

3.1.4 Authorized Representative

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

3.1.5 TECHNICAL 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.

3.1.6 Cover Letter (1 page maximum)

A cover letter shall accompany the proposal to set forth any information that the Proposer wishes to bring to the attention of OHA. The cover letter shall stipulate that the Proposers’ proposal is predicated upon all the terms and conditions of this RFP. In addition, it must contain a statement that the Proposers’ proposal acceptance period is valid for at least 120 calendar days from the date of receipt by OHA. Cover Letter shall also include the following:

• Identify the Contact person for the Proposer’s proposal

• Provide the Contact person’s address, phone number, and e-mail address

• Signature of an authorized representative of the Offeror’s organization.

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3.1.7 Technical Approach and Project Implementation

a. Describe the step-by-step Implementation Plan to include the methods Proposer will take to implement this project and continue to carry-out the Work from cradle-to-grave, describing how Proposer would perform and complete the major activities of this project in context with the Scope of Work.

b. Proposer will describe its approach to soliciting sponsors for conference as required in Scope of Work.

c. Proposer will describe its approach to providing dedicated and intentional wellness space and activities (ie. meditation, yoga, comedian, reception, walks, etc.) throughout the pre-con and Conference days.

d. Note: For the successful Proposer awarded the Contract resultant of this RFP, be advised that certain aspects of Proposer’s Implementation Plan (item b.

above) including proposed methods to accomplish the Scope of Work may be used by the OHA to further develop the Statement of Work that will be used in the Contract. As such, Proposers are instructed to describe its Implementation Plan in a format which clearly articulates specific step-by-step tasks that will be carried-out under the Contract.

e. Proposer will describe its approach to engaging an advisory committee in decision-making and conference buy-in.

f. Describe Proposers approach to engaging Advisory Committee in decision-making and conference buy-in.

g. Describe a plan to determine Group member candidates to be either qualified or non-qualified under HB 2992.

3.1.8 Management Approach & Staffing

a. List personnel proposed to carry-out each activity set forth in the Scope of Work to include subcontractors and describe the reporting relationships among all labor categories. Explain the level-of-effort each individual will devote to this Contract.

b. Proposal must explain the offeror’s approach to management of subcontractors and subcontracted work.

3.1.9 References

a. Proposers responding to this solicitation shall provide a list of three (3) previous contract references for which the offeror successfully and satisfactorily provided identical or similar work as the prime contractor within the last ten (10) years.

b. References information must include the following criteria listed below. Information provided must be up-to-date to include the contact person name, telephone, and email address.

• Name of the parties

• Title of the project

• Contract number

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• Aggregate dollar amount of contract

• Period of performance

• Contact person of the other party’s name, title, telephone number and email

• Describe how the current or past contracts identify your ability to perform the required effort successfully under this RFP/Contract.

• Indicated any involvement of proposed Key Personnel with any of the contracts referenced.

• Identify any performance problems with the referenced contracts and the corrective actions taken to resolve problems.

c. The OHA reserves the right to contact references regarding past performance experience to validate quality of the work performed and relevancy of the past performance as it may relate to the nature of the SOW for this solicitation.

3.1.10 Key Persons and Qualifications

Specify a minimum of two 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 related to the Work described in this RFP, including:

• A minimum of two years’ experience organizing and facilitating conferences.

• Experience working with an advisory committee to inform conference direction and agenda.

• Ideally, experience with similar subject matter and experience with supporting conference attendees.

OHA maintains the right to contact any issuer listed or to contact any educational institution listed to verify information provided.

3.2 PRICE PROPOSAL

a. Submit a detailed fixed-price Price Proposal electronically through OregonBuys, that includes identifiable itemized unit rates for all work contained in the Scope of Work, and a summary of all proposed costs. The Price Proposal must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges. The proposal must show the proposed overall fixed-price and all elements that make-up the total fixed price. Price Proposal should be a separate attachment submission in Oregonbuys.

b. This is a fixed price contract. OHA will not reimburse Contractor for AC member stipend or expenses related to HB 2992. Proposer’s Price Proposal must reflect pricing required to pay AC members according to HB 2992.

3.3 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.

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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, email;

• 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 proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Negotiations Section.

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.

https://oregonbuys.gov/

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4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• 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:

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. 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:

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, , or hard copy prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

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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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 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening, 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

4.10.1.1 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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4.10.1.2 Responsibility Determination

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 F) with Proposal.

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

4.10.2 Technical 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.

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.

TECHNICAL EVALUATION CRITERIA

Maximum

Weight Possible

Project Implementation

Proposer's responses to Section 3.2.3 of this RFP demonstrate creativity, innovation, organization, planning, and clearly articulates “how” the Work will be performed. Degree to which Proposer’s technical solution to implementation of this project and to carrying-out the Work seems feasible and advantageous to OHA.

Management Approach & Staffing

This factor considers how adequately the offeror’s Proposal adheres to Section 3.1.8 RFP requirements and overall Scope of Work requirements, and evaluates the management and organizational structure that is Proposed to accomplish contractual requirements.

Proposal will be evaluated based on feasibility of the Proposal's approach to managing subcontracts.

References

Agency will assess references with a focus on information that demonstrates quality and relevancy of the performance. Relevant work would be work that involves/involved work that is similar in nature, effort, and complexity to that of what this solicitation requires.

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Key Persons and Resumes Resume(s) demonstrates confidence in the candidate's ability to perform the work required of this RFP. 15

4.10.3 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 Price points Price Price being scored X possible = score

4.10.4 PREFERENCES

4.10.4.1 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.

4.10.4.2 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.

4.10.4.3 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 POINT AND SCORE CALCULATIONS

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

EVALUATION CRITERIA

Maximum

Weight Possible

Project Implementation 25 Management Approach & Staffing 20 References 10 Key Persons and Resumes 15 Price 30

Total: 100

4.12 RANKING OF PROPOSERS

https://www.naspo.org/reciprocity1

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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 members). The SPC will combine the average score for each Proposal with Proposer’s price 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.

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.

4.12.1 NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of…