RFP 5826 final~3.pdf

RFP # 5826, LEARNING COLLABORATIVE FACILITATION SERVICES

STATE OF OREGON

COVER PAGE

OREGON HEALTH AUTHORITY

HEALTH SYSTEMS DIVISION

Request For Proposals (RFP)

OregonBuys Bid Number S-44300-00009162 for

LEARNING COLLABORATIVE FACILITATION SERVICES

Date of Issue: January 11, 2024

Opening Date & Time (Proposals Due): 11AM, February 12, 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.

DAS Procurement Services, Version 4.5 March 31, 2023 OregonBuys Bid Number S-44300-00009162 Page 2 of 26

RFP # 5826

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/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

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G F RESPONSIBILITY INQUIRY

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Health Authority, Behavioral Health Equity and Community Partnerships unit (“OHA” or “Agency”), is issuing this Request for Proposals under the provisions of ORS 279B.060 for a Contractor to provide Learning Collaborative Model Facilitation Services. A Contractor awarded a contract resulting of this RFP will use the Learning Collaborative Model to facilitate learning and collective problem-solving sessions with a group of 15 Participants who have been pre-identified by OHA. The sessions will be aimed at addressing complex issues that lack singular or simple solutions;

identifying strengths, gaps, and unmet needs in culturally and linguistically specific Behavioral Health and Co-Occurring Disorder Services and make recommendations for developing goals and strategies to address those gaps.

The Learning Collaborative sessions will bring together individuals, experts, and representatives from participating organizations, alliances, and coalitions in Behavioral Health.

Its purpose is to address complex issues through collective problem-solving, focusing on enhancing existing strengths and addressing gaps in culturally and linguistically specific Behavioral Health services. The Contractor will guide approximately 15 Participants comprised of professionals in Behavioral Health, external to OHA (Participants will be recruited by OHA and will have experience providing services to historically marginalized/diverse providers throughout the State). OHA will be selecting 15 Participants via grant process. OHA may provide Contractor a Stipend for Technical Assistants as deemed necessary by OHA.

OHA anticipates the award of one Contract from this Solicitation. The initial term of the Contract is anticipated to be 18 months from the date of contract award. The maximum not-to-exceed compensation of the Contract will be $150,000.00.

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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 January 16, 2024 11AM

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

January 18, 2024

RFP Protest Period Ends

7 calendar days prior to RFP Opening

Opening (Proposals Due) See RFP cover page

Public Opening of Proposal February 13, 2024

Issuance of Notice of Intent to Award (approx.) February 28, 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.

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2.2.1 General Definitions

Contract means the Contract awarded as a result of this RFP.

Contractor means the Proposer selected through this RFP to enter into a Contract with OHA to perform the Work.

Key Person or Key Personnel means the person or persons on Proposer’s staff to be assigned to perform the Work under the Contract. For Key Persons not identified prior to Proposal submission, a position description must be submitted.

Office of Contracts and Procurement (“OC&P”) means the entity that is responsible for the procurement process for OHA.

Proposal means a written response submitted to OC&P in response to this RFP.

Proposer means the person or entity that submits a Proposal.

RFP means Request for Proposal.

Work means the required activities, tasks, deliverables, reporting and invoicing requirements, as described in Section 2.4 Scope of Work of this RFP.

2.2.2 Program Specific Terminology

Capitalized terms not specifically defined in this document are defined in OAR 309- 065-0000.

“Learning Collaborative Model” means bringing together teams from different organizations and using experts to educate and coach the teams in quality improvement, implementing evidence-based practices, and measuring the effects which is described at the National Library of Medicine -https://www.ncbi.nlm.nih.gov/pmc/articles/PMC9935679/. Contractor will use the Learning Collaborative model to bring Participants together in order to facilitate collective problem-solving aimed at addressing complex issues that lack singular or simple solutions. This model is particularly effective in tackling problems that require collaboration among various invested parties.

“Implementation Science” means the scientific study of methods to promote the systematic uptake of research findings and other Evidence-Based Practices (EBPs) into routine practice, and, hence, to improve the quality and effectiveness of health services which is described at the National Library of Medicine -https://www.ncbi.nlm.nih.gov/pmc/articles/PMC4573926/.

“Culturally and linguistically specific behavioral health services” means quality mental health, substance use, problem gambling, and other behavioral health prevention, treatment, and recovery supports and services that are designed specifically for a distinct minoritized cultural community, developed based on the languages used and cultural values of the distinct minoritized cultural community and

OregonBuys Bid Number S-44300-00009162 Page 6 of 26 designed to elevate their voices and experiences, and that have the aim of enhancing emotional safety, belonging, and a shared collective cultural experience for healing and recovery among the distinct cultural community served.

“Culturally and linguistically specific behavioral health organization” means an outpatient entity or institution that is structured to provide culturally and linguistically specific behavioral health services in its entirety as evidenced by its organizational mission.

“Culturally and linguistically specific behavioral health program” means a division or associated component of an organization that provides culturally and linguistically specific behavioral health services as evidenced by the program mission, that exists within the subset of services provided by an organization whose mission does not focus on a distinct minoritized community.

“Culturally and linguistically specific behavioral health individual provider” means an independently licensed and Medicaid eligible clinician that provides culturally and linguistically specific behavioral health services and is in private practice rather than employed by an agency.

“Minoritized cultural community” is a community that has experienced historical and contemporary discrimination and oppression primarily on the basis of race, ethnicity, gender identity, sexual and affectional orientation, ability status, and/or migration history.

“Participant” is an individual, expert, and/or representative from participating organizations, alliances, and coalitions in behavioral health who will come together for this project for the purpose of addressing complex issues through collective problem-solving, focusing on enhancing existing strengths and addressing gaps in culturally and linguistically specific Behavioral Health services.

2.2.3 Terminology specific to the OregonBuys system may be found at:

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

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

OHA is Oregon’s principal agency for helping Oregonians achieve well-being and independence through opportunities that protect, empower, respect choice, and preserve dignity, especially for those who are least able to help themselves.

OHA provides direct services to more than 1 million Oregonians each year. These services provide a key safety net for those in our society who are most vulnerable or who are at a difficult place in their life. OHA’s goal is the elimination of health inequities by 2030.

Vision: Safety, health, and independence for all Oregonians.

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Mission: To help Oregonians in their own communities achieve well-being and independence through opportunities that protect, empower, respect choice, and preserve dignity.

Goals:

People are safe and living as independently as possible.

People are able to support themselves and their families through stable living wage employment.

Children and youth are safe, well and connected to their families, communities, and cultural identities.

Choices made by seniors and people with disabilities about their own lives are honored.

Partners, clients, and stakeholders are actively engaged in a variety of collaborative and meaningful ways.

Culturally specific and responsive services are provided by highly qualified and diverse staff.

The department is committed to equal access, service excellence and equity for all

Oregonians.

2.3.2 Project Overview and Background

Contractor will use the Learning Collaborative model to bring Participants together in order to facilitate collective problem-solving aimed at addressing complex issues that lack singular or simple solutions. This model is particularly effective in tackling problems that require collaboration among various invested parties. This project will span 18 months and includes 18 sessions.

During the first 3 learning sessions, Participants will gather information about current methods of offering culturally and linguistically specific Behavioral Health services, including their effectiveness, strengths, gaps, and unmet needs in minoritized communities in Oregon.

Starting from the 4th session, Participants will use the gathered information and collaborate to develop change ideas and test tools or processes that aim to address the identified problems. Contractor will provide technical assistance to the Participants through conference calls or virtual interactions. As Participants gain a deeper understanding of effective strategies to strengthen their services and tackle identified gaps, subsequent learning sessions will create opportunities for information sharing, mutual learning, and further refinement of knowledge pertaining to culturally and linguistically specific Behavioral Health and Co-Occurring Disorder Services.

By the end of the Learning Collaborative, Participants will have developed service and system improvement recommendations that can be replicated or adapted by service providers to fulfill the unmet needs identified by the Learning Collaborative. Additionally, Learning Collaborative Participants will be invited to share their work at a conference for culturally and linguistically specific Behavioral Health and co-occurring disorder service

OregonBuys Bid Number S-44300-00009162 Page 8 of 26 providers, organizations, and invested parties fostering the sharing of best practices, knowledge refinement, and discussions on cross-system collaboration.

Contractor will be responsible for developing and providing all curriculum and materials, as well as any necessary preparation.

OHA may provide a co-facilitation as-needed to provide additional support and expertise during the Learning Collaborative process, and OHA will provide technical guidance to support the Contractor on this project. OHA may require Contractor to participate in developmental improvement exercises. OHA will conduct ongoing evaluations of the progress of the Learning Collaborative.

2.3.3 Purpose

The Contractor of the culturally and linguistically specific Behavioral Health services Learning Collaborative plays a critical role in ensuring the program's success. Their primary responsibility is to guide the collaborative process and create a safe and supportive learning environment for all Participants. This includes:

a. Planning and organizing the collaborative sessions with the goal of ensuring inclusivity, accessibility, psychological safety, and creating a comprehensive timeline.

The Contractor is responsible for developing a comprehensive Project Plan for the Learning Collaborative, which involves setting goals, identifying objectives, and creating a timeline for the sessions.

b. Engaging Participants and encouraging their active participation in the learning process. This can include creating community agreements with the participants. The Contractor must actively engage Participants and encourage their active participation in the learning process. This includes creating opportunities for discussion, posing open-ended questions, and providing constructive feedback.

c. Ensuring that the learning environment is inclusive and supportive. This includes but is not limited to facilitating access to cultural and linguistic support and ADA accommodations. The Contractor must be sensitive to the participants' cultural and linguistic needs and offer appropriate support to ensure that everyone can fully engage in the learning process.

d. Monitoring the progress of the collaborative and making necessary adjustments. This includes collaborating with OHA for technical assistance, documenting challenges and successes, and continuous evaluation of the Learning Collaborative’s progress. The Contractor must monitor the progress of the Learning Collaborative and make necessary adjustments to ensure goals and objectives are being achieved.

2.4 SCOPE OF WORK (SOW)/SPECIFICATIONS

Contractor shall complete the following tasks in carrying out the essential functions of this SOW.

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2.4.1 General Requirements

a. Finalize Project Plan for the Learning Collaborative.

b. Develop session materials, including handouts, presentations, and discussion prompts. Design and implement a comprehensive curriculum that addresses the goals and objectives of the Learning Collaborative.

c. Attend one or more Participant Selection Committee meetings during the Participant selection process.

d. Facilitate 18 Learning Collaborative sessions over 18 months (one session per month at 4-5 hours per month per session).

e. Attend a minimum of 2-4 in-person meetings with OHA staff to discuss curriculum development.

f. Submit Quarterly Reports documenting the progress, achievements, challenges, and outcomes of the Learning Collaborative sessions.

g. Final Report will describe system improvement recommendations learned identified during the Learning Collaborative sessions which can be replicated or adapted by service providers to fulfill unmet needs within Behavioral Health systems and Co- Occurring Disorder Services.

h. Contractor shall attend and participate in one on-site OHA Conference to discuss the process, progress, and successful culmination of the Learning Collaborative sessions and overall project.

2.4.2 Curriculum Requirements

Contractor shall provide a curriculum which fulfills the following requirements:

a. Effectively address the root causes of Behavioral Health disparities, such as biases, systemic racism, oppression, ineffective treatment approaches, and the impact of these disparities on Behavioral Health systems and Co-Occurring Disorder Services.

b. Prioritize the needs of minoritized communities, particularly those that experience the most significant health disparities, such as communities of color, LGBTQ+ communities, individuals with disabilities, refugees, and immigrants.

c. Be culturally and linguistically appropriate, acknowledging the diverse backgrounds and centering the lived experiences of minoritized communities, while also affirming and supporting individuals with intersectional identities from any of these communities.

d. Demonstrate respect for and responsiveness to the health beliefs, practices, and

OregonBuys Bid Number S-44300-00009162 Page 10 of 26 needs of diverse patients, adhering to the standards set by the National Standards for Culturally and Linguistically Appropriate Services (CLAS).

e. Overview of the current state of culturally and linguistically specific Behavioral Health services and Co-Occurring Disorder Services, including identification of existing gaps in knowledge and service.

f. Equip Participants with the knowledge, skills, and process required to identify and address gaps in service and knowledge within their own practice settings.

g. Provide Participants with strategies for collaborative engagement with minoritized communities to co-create effective and culturally appropriate Behavioral Health and Co-Occurring Disorder Services.

h. Integrate best practices for culturally and linguistically specific Behavioral Health and Co-Occurring Disorder Services, including evidence-informed culturally and linguistically specific interventions and approaches.

i. Provide opportunities for Participants to engage in reflection, self-assessment, and constructive feedback from peers and the Contractor (Learning Collaborative Facilitator).

j. Deliver curriculum in an accessible and inclusive manner, considering the diverse learning needs and preferences of the Participants.

k. Conduct regular evaluation and updating of the curriculum based on feedback from Participants and emerging developments in the field.

2.4.3 Learning Collaborative Session Requirements

a. Learning Collaborative sessions will be conducted virtually.

b. Provide the following services and tasks during each Learning Collaborative Session:

1) Provide technical assistance to help Participants design, implement, and track innovative solutions during the 18 Learning Collaborative sessions.

2) Incorporate principles and values derived from the use of Implementation Science into the Learning Collaborative process.

3) Gather information about current methods of offering culturally and linguistically specific Behavioral Health and Co-Occurring Disorder Services.

4) Identify strengths, gaps, and unmet needs involving culturally and linguistically specific Behavioral Health and Co-Occurring Disorder Services provided to minoritized communities in Oregon.

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5) Engage Participants through various facilitation techniques, such as large peer-led conversations and interactive exercises.

6) Collaborate to develop change ideas and tools or processes to address identified gaps in services and unmet needs.

7) Share information, mutual learning, and refining knowledge related to culturally and linguistically specific Behavioral Health services.

8) Develop service and system improvement recommendations for replication or adaptation by Culturally and linguistically specific behavioral health service providers.

9) Ensure a respectful and productive environment is maintained and is inclusive of diverse backgrounds.

c. Collaborate with Participants and OHA program staff to evaluate the effectiveness of the Learning Collaborative sessions and make necessary adjustments.

d. Spend approximately 20-40 hours per month on the following required tasks/activities (this excludes the 4-5 hour Learning Collaborative sessions and excludes time taken to develop instructional/educational materials, curriculum, and prepare for the sessions):

1) Engage with and attend-to Participant needs and questions related to this SOW between sessions. Conduct virtual meetings with Participants as-needed and as requested by Participants to answer questions and guide Participants in the overall Collaborative Learning process.

2) Participate in program or developmental improvement exercises prescribed by OHA to further enhance the Contractor’s skills and knowledge in culturally and linguistically specific Behavioral Health services Learning Collaboratives.

3) Collaborate with OHA and conduct research to prepare and produce Deliverables and desired outcomes under this Contract.

4) Lead a formal debrief of Participants after each session which could involve addressing content, accessibility, areas of improvement, and strengths.

Contractor shall provide debrief format to OHA for review.

2.4.4 Participate in a debrief process after each learning session which could involve addressing content, accessibility, areas of improvement, and strengths.

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RFP # 5826

2.4.5 Deliverables

SOW Section Deliverable Due Date

2.4.1(a) Final Project Plan Within 1 week from date of Contract award

2.4.2 Draft Curriculum TBD

2.4.2 Final Curriculum Draft

2 weeks post OHA approval of Draft

Curriculum

2.4.3(d)(4) Draft Format of Participant

Debrief

Within 2 weeks from the date of award of this

Contract 2.4.1(f) Quarterly Reports Quarterly

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)

Reference Check Form (Attachment D)

Price Proposal

COBID Certification / Outreach Plan (Attachment E)

Responsibility Inquiry (Attachment F)

Resumes

3.1.2 Proposal Page Limits

Proposal is limited to 15 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 Form (Attachment D)

Price Proposal

COBID Certification / Outreach Plan (Attachment E)

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Responsibility Inquiry (Attachment F)

Resumes

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).

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.

3.2 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.

3.2.1 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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3.2.2 Technical Knowledge & Expertise

3.2.2.1 Proposer will describe its knowledge, background, and experience related to each topic below in Sections a-i below and describe its ability to carry-out OHA’s requirements in the Specifications/Statement of Work set forth in Section 2.4 based on your knowledge, background, and experience of each topic below in Sections a-i.

a. Providing culturally and linguistically specific services.

Experience and knowledge providing culturally and linguistically specific services as well as an understanding of minoritized communities’ needs.

The ability to support and affirm the unique needs of clients experiencing intersectional oppression may be evidenced through details of established collaboration with other culturally specific providers, details of dedicated spaces or groups provided for clients experiencing intersectional oppression, or any other support

Provide a minimum of one (1) example of past work that demonstrates experience relevant to providing culturally and linguistically specific services which are similar in nature to that of this RFP.

b. Principles and values derived from implementation science.

Describe your understanding of the principles and values derived from teaching and applying implementation science.

What experiences has the Proposer had teaching and advising implementation science?

c. Learning Collaborative Model.

What training has Proposer had with the Learning Collaborative Model?

Describe familiarity and experience using Learning Collaborative Model in previous situations.

d. Targeting specific populations.

How has Proposer affected diverse populations in a similar role?

e. Providing technical assistance to design teams.

Provide information on knowledge, experience or training in Behavioral Health.

Describe how this experience relates to the Scope of Work.

Proposer demonstrates an understanding of providing technical assistance to design teams and demonstrates mastery of using this in a collaborative setting.

Describe the types of technical assistance you have provided under contracts of similar scope.

f. Root causes of Behavior Health disparities.

Demonstrate your knowledge of root causes of disparities.

Provide detailed examples of situations that showcase understanding of identifying root cause disparities.

g. Intersectional identities.

Proposer understands this concept and demonstrates awareness of potential

OregonBuys Bid Number S-44300-00009162 Page 15 of 26 impacts.

Provides examples that demonstrate understanding and discusses potential avenues to improve impacts of Behavioral Health outreach.

h. Facilitation.

Provide examples of successful collaboration and facilitation expertise.

Demonstrate expertise in teaching and facilitating large peer-led conversations in-person and virtual environments.

Provide an example of creating inclusive spaces and ensuring accessibility.

i. Communication and Interpersonal skills.

Provide examples of previous situations that improved upon group communication dynamics.

Demonstrates skill at reaching diverse groups, and tailoring teaching methods to align with group dynamics.

Provides examples of modifying and adapting messages to groups and encouraging success in various environments.

3.2.2.1 Project Implementation Plan

a. Pursuant to Section 2.4.1(a), provide a summarized draft Project Plan to include your plans to set goals and identify objectives.

b. Describe how proposer would carry out the major activities of this project in context with the Scope of Work.

c. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

d. Propose a projected schedule for delivering each of the 18 Learning Collaborative sessions over the life of the contract given an estimated award date of March 4, 2024.

e. Propose due dates for Final Project Plan and Draft Curriculum deliverables as per Section 2.4.3 of this solicitation.

3.2.3 References

Provide 3 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.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Check Form (Attachment D) to its references. Reference

OregonBuys Bid Number S-44300-00009162 Page 16 of 26 forms must be completed by the reference, returned to the Proposer and submitted with the Proposal.

3.2.4 Key Persons and their Resumes (2 pages maximum per resume)

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. Resumes of each individual must include their education, chronological history of employment, and relevant licenses and certifications.

3.3 PRICE PROPOSAL

Submit a detailed 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.

3.4 PROPOSER INFORMATION AND CERTIFICATION SHEET

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

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:

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Be delivered to the SPC via an OregonBuys submission, email, or hard copy;

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.

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.

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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.

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.

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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.

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 Scoring

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 up to the maximum points available as specified in Section 4.10 (Point and Score Calculation).

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.

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TECHNICAL EVALUATION CRITERIA

Maximum

Weight Possible

Technical Knowledge & Expertise

Proposer's responses to Section 3.3.2 of this RFP demonstrate a clear knowledge, experience, and understanding of the Learning Collaborative Model and the Work required for this procurement under Section 2.4, Scope of Work/Specifications. Degree to which Proposer’s technical solution to implementation of this project and to carrying-out the Work seems feasible and advantageous to OHA.

Proposer’s knowledge and experience demonstrates effective impacts on diverse populations that align with OHA goals.

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.

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

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.

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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.

TECHNICAL EVALUATION CRITERIA

Maximum

Weight Possible

Technical Approach 45 References 20 Key Persons and Resumes 20 Price 15

Total: 100

4.12 RANKING OF PROPOSERS

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 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

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4.12.2 Competitive Range Determination

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

4.13 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

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

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

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

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

5.1.2 Intent to Award Notice

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

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

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

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

All higher ranked Proposals are non-Responsive.

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

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

Agency’s evaluation of Proposal or determination of award otherwise violates ORS

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Chapter 279B or ORS Chapter 279A.

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

5.2.1.1 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.

5.2.2 Response to Protest

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

5.3 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 Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit C 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 Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

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 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or

OregonBuys Bid Number S-44300-00009162 Page 24 of 26 more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services.