RFP 6098 final~2.pdf

STATE OF OREGON

COVER PAGE

OREGON HEALTH AUTHORITY

AGENCY OPERATIONS DIVISION

Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number S-44300-00013107 for

RFP 6098 - COFA LANGUAGE AND

CULTURE SUBJECT MATTER EXPERTS

Date of Issue: May 06, 2025

Opening Date and Time (Proposals Due):

June 5, 2025 at 5:00 PM (Pacific Time)

Single Point of Contact (SPC): John F. Gardner, Procurement & Contract Specialist

Address: Office of Contracts and Procurement (OC&P) 800 NE Oregon Street, Suite 640 City, State, Zip Portland, OR 97232 Phone (voice) 503-509-5698 E-mail: john.f.gardner@odhsoha.oregon.gov

Proposal Delivery Options: Proposer may submit its Proposal electronically through OregonBuys or via email as stated in Section 4.5.

mailto:john.f.gardner@odhsoha.oregon.gov

RFP 6098: COFA Language and Culture Subject Matter Experts (OregonBuys Bid # S-44300-00013107)

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Note: The Public Opening described in Section 4.8, to provide the name of each Proposer, will be completed by posting an Amendment to OregonBuys Bid S-44300-00013107.

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

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

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL CONTENT REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL SUBMISSION 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 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

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6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

LIST OF ATTACHMENTS

The following are posted in the Attachments for OregonBuys #S-44300-00013107:

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT C-1 - STATEMENT OF MINIMUM QUALIFICATIONS

ATTACHMENT C-2 - TECHNICAL PROPOSAL FORM

ATTACHMENT D COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT E RESPONSIBILITY INQUIRY

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through Oregon Health Authority (“OHA” or “Agency”), is issuing this Request for Proposals under the provisions of ORS 279B.060 to procure consultation services from the best qualified Contractor to eliminate health inequities for migrants from the Compacts of Free Association (COFA) nations1 who reside in Oregon, including:

• Providing language and cultural expert consultation to OHA staff;

• Advising OHA staff on operations, systems and policies that affect COFA communities in Oregon; and

• Conducting outreach and engagement with the COFA community in Oregon on behalf of OHA.

Additional details are included in Section 2.4 Scope of Work.

OHA anticipates the award of multiple Contracts will result from this RFP. OHA is seeking at least two (2) and up to five (5) consultants to work .5 FTE (approx. 20 hours a week) per Contractor. OHA specifically needs at least one consultant each for Chuukese and Marshallese language/culture.

The initial term of the Contracts is anticipated to be two years, from approximately July 1, 2025 through June 30, 2027, with options to renew up to a maximum Contract term of 4 years. The total combined budget for all Contracts resulting from this RFP will not exceed $450,000 for the entire Contract term as explained below.

OHA estimates the Contractors will work approximately 20 hours per week for two years at a rate of approximately $40.00/hour2 and OHA estimates the maximum not-to-exceed (NTE) compensation for the Contracts as follows:

• 20 hours per week X 52 weeks per year = 1040 hours x 2 years = 2080 hours per consultant.

• Maximum NTE Amount for 1 consultant = 2080 hours X $40/hour = $83,200

• Maximum Combined NTE Amount for 2 consultants = $166,400 (2 X $83,200)

• Maximum Combined NTE Amount for 5 consultants = $416,000 (5 X $83,200)

1For purposes of this RFP, COFA nations (the Compacts of Free Association nations) refers to the three Pacific Island nations – the Republic of Palau, the Republic of the Marshall Islands, and the Federated States of Micronesia with which the United States has international treaty agreements.

2This $40/hour rate is subject to negotiation with the apparent successful Proposer(s) pursuant to

Section 5.4 below.

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OHA anticipates that the Proposers who will submit Proposals for this RFP will likely include individual sole-proprietor consultancies with similar part-time consulting work to translation companies who have individual consultants available. See Section 3.1 Minimum Qualifications for more information.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Questions / Requests for Clarification Due May 19 2025

5:00 PM

(Pacific Time)

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

May 23, 2025

RFP Protest Period Ends

7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Opening of Proposal June 5. 2025

5:00 PM

(Pacific Time)

Issuance of Notice of Intent to Award (approx.) June 30, 2025

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

1.3 SINGLE POINT OF CONTACT (SPC)

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

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

OHA is issuing this RFP pursuant to its authority under ORS 413.033

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

OHA may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

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2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 137-046-0110 or as defined below.

• COFA Islands or COFA Nation(s) (the Compacts of Free Association nations) means the three Pacific Island nations - Republic of Palau, the Republic of the Marshall Islands, and the Federated States of Micronesia with which the United States has international treaty agreements.

• Compacts of Free Association (COFA) means the international treaty agreements between the United States and three Pacific Island nations – the Republic of Palau, the Republic of the Marshall Islands, and the Federated States of Micronesia. Migrants from the COFA Islands often have specific health conditions resulting from nuclear testing and environmental damage on their home islands, and they have unique immigration conditions due to the treaty agreement.

• Contract(s) means the Contract(s) awarded as a result of this RFP.

• Contractor means the Proposer selected through this RFP to enter into Contracts with OHA to perform the Work described in the Scope of Work.

• Key Person(s) means the person or persons on the Proposer’s staff, including any subcontractors, to whom Proposer will assign the Work if Contractor is awarded a Price Agreement.

• Major COFA Languages means the major languages used by people from COFA nations, specifically, Chuukese, Pohnpeian, Yapese, Kosraean, Marshallese, and Palauan.

• Proposal means a proposal in response to this Request for Proposals.

• Proposer means each individual or firm submitting a Proposal for this RFP.

• RFP means this Request for Proposals #6098.

• Work means the required activities, tasks, reporting, invoicing and deliverables described in the Scope of Work.

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2.3 OVERVIEW AND PURPOSE

2.3.1 OHA Overview and Background

The Oregon Health Authority (OHA) is at the forefront of lowering and containing costs, improving quality and increasing access to health care to improve the lifelong health of Oregonians. OHA’s mission is to help people and communities achieve optimum physical, mental and social well-being through partnerships, prevention and access to quality, affordable health care. As stated in the OHA strategic plan, OHA set a goal in 2019 to eliminate health inequities in Oregon by 2030. OHA is the first health agency in the nation to set such an ambitious goal. This goal means ensuring that all people in Oregon:

• Can reach their full health potential and well-being.

• Do not face disadvantages due to their race, ethnicity, language, disability, immigration status, age, gender, gender identity, sexual orientation, geography, or social class.

This goal sets a daily intention in OHA’s work, systems, and policies. Every decision, action, and allocation of resources must move OHA toward this goal. This also means listening and partnering with the communities OHA serves, thinking differently, and taking new approaches to ensure Oregon becomes a place where everyone has an opportunity to thrive.

Under the OHA strategic plan, OHA is committed to the following five goal pillars:

1. Transforming behavioral health;

2. Strengthening access to affordable care for all;

3. Fostering healthy families and environments;

4. Achieving healthy Tribal communities; and

5. Building OHA’s internal capacity and commitment to eliminate health inequities.

2.3.2 Project Background and Purpose

During the COVID emergency and the recovery period, OHA discovered significant gaps in access to health information and services for members of the COFA community who reside in Oregon. Access to critical health information and programs is vital to maintaining public health and building community resilience. OHA has determined that if information and programs are not fully accessible to Oregon’s COFA community, it will create additional risks for these already vulnerable Oregon residents.

OHA is seeking Contractors to provide consultation services related to culture and language expertise for one or more COFA nations. The specific tasks and deliverables to be required from Contractors are more fully described in Section 2.4 Scope of Work below.

https://www.oregon.gov/oha/Pages/Strategic-Plan.aspx https://www.oregon.gov/oha/Pages/Strategic-Plan.aspx

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2.4 SCOPE OF WORK

OHA’s vision is to eliminate health inequities by 2030. Many thousands of migrants from the Compacts of Free Association (COFA) nations who reside in Oregon don’t have equal access to affordable healthcare, and they experience significant health disparities as a result.

As part of the OHA’s Strategic Plan and Call to Action, OHA seeks to contract with non-profits and private sector expert consultants to bolster work with COFA community non-profits, organizations, businesses and individuals by:

• Providing language and cultural expert consultation regarding Oregon COFA communities to OHA staff;

• Advising OHA staff on operations, systems and policies that affect Oregon COFA communities; and

• Conducting outreach and engagement with Oregon COFA communities as requested by

OHA.

OHA anticipates the Contracts will include some or all of the following tasks:

2.4.1 Outreach and Engagement – Contractor shall conduct outreach to inform COFA citizens about the availability of OHA and ODHS benefits and services (e.g., OHP, SNAP, TANF) and engage the community to inform the tasks below.

2.4.2 OHA and ODHS Benefit application and eligibility – Contractor shall help people find and apply for federal, state and local benefits for which COFA migrants are eligible.

2.4.3 Language Translation and Interpreters – Contractor shall provide consultation on OHA efforts to improve the quality and availability of interpreter and translation services for people from COFA nations

2.4.4 Social needs connection and referrals –Contractor shall connect COFA community members with info and referrals for Supplemental Security Income benefits, Employment services, Legal representation and Immigration services.

2.4.5 Traditional Health Worker recruitment and retention –Contractor shall provide consultation on incentives to increase the recruitment and retention of traditional health workers as defined in ORS 414.665 who are qualified to provide culturally specific health care services to COFA citizens.

2.4.6 Grant planning and evaluation – Contractor shall plan, draft and review and comment on requests for grant proposals directed at organizations that provide culturally specific services to COFA citizens.

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2.4.7 Data and reporting advocacy – Contractor shall represent COFA community needs in the gathering and reporting of data, conducting qualitative research, and engaging the COFA community in data education and improvement efforts.

2.4.8 Website Development – Contractor shall assist OHA with the design and content development of an OHA website that provides information, in the languages spoken by COFA citizens, about the services available to them.

2.4.9 Translation and Testing – Contractor shall translate/transcreate content, test language translations, and provide culturally informed user experience testing for

OHA websites and OHA web tools.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, the Proposer’s Proposal must demonstrate and certify in Proposer’s Statement of Minimum Qualifications in Attachment C-1 to Attachment C - Proposer Information and Certification Sheet submitted by Proposer, and supported by in Proposer’s Key Person resumes, that at least one of the Key Persons proposed by Proposer meets the requirement of this section:

3.1.1 At least one of Proposer’s Key Persons must have

• lived experience as a citizen of a COFA Nation; OR

• at least 5 years of experience working with members of Oregon’s COFA migrant population who have limited English proficiency and who represent a diversity of cultures, languages and geographic regions; AND

3.1.2 At least one of Proposer’s Key Person must have language proficiency in at least one of the Major COFA Languages (Chuukese, Pohnpeian, Yapese, Kosraean, Marshallese, or Palauan). This Section 3.1.2 language proficiency requirement can be met by either:

• 5 or more years of previous work experience in translation/transcreation/interpretation in at least one of these languages -OR-

• “Registered” with the OHA Equity and Inclusion Division as a Qualified Health Care Interpreter (HCI) of a Major COFA Language on this webpage:

https://hciregistry.dhsoha.state.or.us/.

Note: if a Proposer submits multiple Key Persons and only some of those Key Persons meet the above minimum qualifications, OHA reserves the right to reject the non-qualified Key Persons, if OHA awards a Contract to that Proposer.

https://hciregistry.dhsoha.state.or.us/

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3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Required Proposal Submissions

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

• Proposer Information and Certification Sheet (Attachment C) completed, and signed by Proposer’s Authorized Representative and including:

• Attachment C-1 – Statement of Minimum Qualifications and the Key Person Resume(s) verifying that each of Proposer’s Key Person(s) meet the requirements of Section 3.1 Minimum Qualifications;

• Attachment C-2 - Proposer’s Responses to all Requirements of Section 3.3 Proposal Content Requirements;

• Responsibility Inquiry (Attachment E); and

• Disclosure Exemption Affidavit (Attachment B), if applicable per Note below.*

*Note re: Disclosure Exemption Affidavit (Attachment B): This Affidavit is only required if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 – 192.478). In such cases, per Section 3.2.3, Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal, clearly identified as the redacted version.)

3.2.2 Proposal Page Limits

There are no page limits for Proposals submitted for this RFP.

3.2.3 Proposal Format and Quantity

Proposals 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.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet, including a completed Attachment C-1 Statement of Minimum Qualifications, and bearing the Proposer’s authorized representative’s Signature, in Adobe Acrobat (pdf) or Microsoft Word (docx), format.

For Proposal submission options, see Section 4.5 Proposal Submission Options.

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

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3.2.4 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal on Attachment C - Proposer Information and Certification Sheet may result in rejection of the Proposal by Agency.

3.3 PROPOSAL CONTENT 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.

3.3.1 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C) Sheet bearing the Proposer’s authorized representative’s Signature.

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

3.3.2 Key Persons Qualifications, Experience, and Resumes

Proposer shall:

a. Specify Key Persons to be assigned to this project, and each Key Person’s responsibilities and roles.

b. Provide a current resume (not to exceed two pages each) for each Key Person to be assigned to the Contract.

c. Describe each Key Person’s qualifications and experience3 to perform the work described in the Scope of Work, including, but not limited to the following:

i. COFA Lived Experience, and Experience working with Oregon COFA Community: The Key Person’s lived experience as a citizen of a COFA nation; and if applicable, experience working with members of Oregon’s COFA migrant population who have limited English proficiency and who represent a diversity of

3Note: The description of the Key Persons’ experience shall include statement of the scope and duration (in years) of the Key Person’s experience, as documented in the Key Person’s resume.

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ii. Major COFA Language Proficiency: The Key Person’s language proficiency in one or more of the major languages used by people from COFA nations (Chuukese, Pohnpeian, Yapese, Kosraean, Marshallese, or Palauan) including the Key Person’s

(a) status as a native speaker of a Major COFA Language;

(b) years of previous work experience in translation/transcreation/interpretation in a Major COFA Language;

and/or

(c) status of “Registered” with the OHA Equity and Inclusion Division as a qualified Health Care Interpreter (HCI) of a Major COFA Language on this webpage https://hciregistry.dhsoha.state.or.us/.

iii. Experience working with Governmental health and human services programs. Describe each Key Person’s experience and state their years of experience working with public-facing government programs, including but not limited to:

(a) experience with health and human services programs in a role such as benefit administration, grants, communications, health worker recruitment, and/or data analysis, etc.;

(b) lived experience as a recipient of health and human services programs;

and

(c) experience as an advocate or mentor regarding health and human services programs or other government service programs or functions such as education and school systems.

iv. Experience in conducting outreach, engagement and advocacy in the Oregon COFA community

Describe each Key Person’s experience and state their years of experience conducting outreach, engagement and advocacy in the Oregon COFA community, including but not limited to:

(a) Informing COFA citizens about the availability of OHA and ODHS benefits and services (e.g., OHP, SNAP, TANF);

(b) Connecting COFA community members with info and referrals for additional support programs (ex. SSI benefits, Employment services, Legal representation and Immigration services);

(c) Helping COFA communities and individuals advocate for their needs in local, state, national and international settings;

(d) Raising visibility and awareness of issues that affect COFA communities; and

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(e) Improving community representation and civic engagement in planning and decision-making areas (ex. writing and proposing legislation, elections and voting, serving on boards and committees).

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 email to john.f.gardner@odhsoha.oregon.gov;

• 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.

https://oregonbuys.gov/

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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.

4.5 PROPOSAL SUBMISSION 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 errors or delays in submitting a Proposal for any reason. A Proposal submitted by any means not authorized below will be rejected.

Important Tip: OHA strongly encourages Proposers to submit their Proposals early, well before the Proposal Due date, in order to allow themselves sufficient time to resolve any technical issues that may arise before Proposals are due.

The following delivery options are permitted for this RFP:

1) Option #1: Delivery through OregonBuys (Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor at How to electronically respond to a Bid in OregonBuys.

Note re: OregonBuys Support: for any questions about using OregonBuys, Proposers should contact OregonBuys Supplier Support by phone call to 1-855-800- 5046 or by email to support.oregonbuys@das.oregon.gov.

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 mailto:support.oregonbuys@das.oregon.gov

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2) Option #2: Delivery via Email to the SPC at john.f.gardner@odhsoha.oregon.gov as PDF file attachment(s) to an email with the subject line “PROPOSAL FOR RFP 6098 BY [PROPOSER’S NAME]”.

To avoid large emails being rejected by the State of Oregon email server, Proposers using Option #2 should limit the combined file size of all files attached to the email containing their Proposal to 25 megabytes for non-secure email and 10 megabytes for secure email.

The official limits on total message size for external emails to the SPC (which includes the combined size of the file attachments plus the size of the message without file attachments) are:

• 30 megabytes for a non-secure email; and

• 15 megabytes for a secure email.

Therefore, Proposers should not include lengthy text, embedded images or HTML in the body of emails to the SPC.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

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

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 137-047-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

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

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

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

4.8 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.3 by posting an Amendment to OregonBuys Bid Number # S-44300-00013107. 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 137-047-0630.

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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.

4.10.1.2 Responsibility Determination

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

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

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4.10.2 Evaluation Criteria

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

Evaluators will review each Proposal and assign scores based on the completeness and clarity of Proposer’s response to Section 3, up to the maximum points available for each criterion.

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

4.10.2.1 Evaluation Item #1: COFA Lived Experience, and Experience working with Oregon COFA Community (Maximum Score: 15 points)

Scoring Guidance:

Proposer demonstrates the following: Applicable Score

(Points)

At least one of Proposer’s Key Person(s) is

COFA community member(s) located in

Oregon or neighboring communities in

WA, ID and CA and proficient in at least 1

COFA language.

Proposer’s Key Person(s) is (are) not

COFA community member(s) but at least one of Proposer’s Key Persons is located in Oregon or adjacent communities of WA, ID and CA and is proficient in at least 1

COFA language.

At least one of Proposer’s Key Person(s) is a COFA community member(s), is located outside Oregon in neighboring communities of WA, ID and CA and is proficient in at least 1 COFA language.

Proposer’s Key Person(s) is (are) not a

COFA community member(s), and are located outside of Oregon in neighboring communities of WA, ID and CA, and is

(are) proficient in at least 1 language.

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4.10.2.1 Evaluation Item #2: Major COFA Language Proficiency

(Maximum Score: 15 points)

Scoring Guidance:

Proposer demonstrates the following:

Applicable Score

(Points)

Native Speaker Status

At least one of Proposer’s Key Persons is a native speaker of a Major COFA Language

Years of Experience

At least one of Proposer’s Key Persons) has

5+ years of experience

Registered as a Q-HCI

At least one of Proposer’s Key Persons is registered as a qualified Health Care

Interpreter for a Major COFA Language with the OHA E&I Division

(https://hciregistry.dhsoha.state.or.us/)

4.10.2.2 Evaluation Item #3: Proposer’s Key Persons’ experience working with government programs and functions? (Maximum Score: 15 points)

Scoring Guidance:

At least one of Proposer’s Key

Persons demonstrates the following years of experience working with government programs and functions:

Applicable Score

(Points)

10 or more years’ experience 15

6 to 9 years’ experience 10

5 years’ experience 5

Less than 5 years’ experience 0

4.10.2.3 Evaluation Item #4: Proposer’s Key Person(s)experience conducting outreach, engagement and advocacy in the Oregon COFA community (Maximum Score: 15 points)

Scoring Guidance:

At least one of Proposer’s Key Persons demonstrates the following:

Applicable Score

(Points)

10 or more years’ experience 15

6 to 9 years’ experience 10

5 years’ experience 5

Less than 5 years’ experience 0

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4.10.3 PREFERENCES

4.10.3.1 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 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).

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.

NEXT STEP DETERMINATION

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

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.11.1 Competitive Range Determination

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

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SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

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

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

5.1.2 Intent to Award Notice

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

5.2 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 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, or hard copy;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

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

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5.2.2 Response to Protest

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

5.3 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 B of Attachment A.

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by 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 more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

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

5.3.5 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

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5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

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

Proposer shall review the attached Sample Contract and note exceptions.

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

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

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

Agency is willing to negotiate ONLY the Statement of Work and the following terms and conditions:

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

• Choice of law

• Choice of venue

• Constitutional requirements

• Requirements of applicable federal and State law

In the event that the parties have not reached mutually agreeable terms within 15 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

5.4.2 Contractor Selection Methodology

In the event multiple Contracts are awarded, Agency will assign work to all of the Contractors to work as a team to consult on operations and policy.

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SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

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

6.2 CERTIFIED FIRM PARTICIPATION

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

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

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

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

6.3 GOVERNING LAWS AND REGULATIONS

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

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

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

All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

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192.478). Proposals, including supporting materials, will not be returned to Proposer, except in the case of Proposals that were submitted late and rejected by Agency.

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

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor any State agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP or a Contract award, or the rejection of any Proposal.

6.6 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all costs incurred in connection with its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

6.8 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work described in this RFP and the subsequent Contract. (ORS 279B.025) https://www.oregon.gov/das