RFP 6113 final~2.pdf

STATE OF OREGON

COVER PAGE

Oregon Health Authority Is issuing this Intermediate Procurement under

RFP 6113: FEASIBILITY STUDY FOR

MOBILE HEALTH UNIT PILOT PROGRAM

(OregonBuys Bid # S-44300-00013452)

Date of Issue: April 18. 2025 Opening (Proposal Due Date and Time):

May 15, 2025 at 3:00 PM (Pacific Time)

Proposal Submission Options: See Section 4.5 Proposal Submission below.

Sole Point of Contact (“SPC”): John F. Gardner Procurement & Contract Specialist ODHS-OHA Office of Contracts & Procurement

Phone (voice) 503-509-5698

E-mail: john.f.gardner@odhsoha.oregon.gov

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Sole Point of Contact at the contact information found below. We accept all relay calls. The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

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

RFP 6113: Feasibility Study for Mobile Health Unit Pilot Program (OregonBuys Bid # S-44300-00013452)

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 BACKGROUND AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL CONTENT REQUIREMENTS

SECTION 4: PROCUREMENT AND EVALUATION PROCESS

4.1 PUBLIC NOTICE

4.2 QUESTIONS / REQUEST FOR CLARIFICATIONS

4.3 PRE-PROPOSAL CONFERENCE

4.4 [Reserved]

4.5 PROPOSAL SUBMISSION OPTIONS

4.6 MODIFICATION OF WITHDRAWAL OF PROPOSALS

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING DATE

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 NEXT STEP DETERMINATION

4.12 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.3 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

The following attachments are posted as separate files in the Attachments for OregonBuys Bid # S-44300- 00010012.

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 - PRICE PROPOSAL FORM

ATTACHMENT E - COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT F - RESPONSIBILITY INQUIRY

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Health Authority, Public Health Division (“Agency” or “OHA”), is issuing this Request for Proposal under the provisions of ORS 279B.060 to procure feasibility study services pursuant to HB 4052 (2022) as detailed below.

See additional information in Section 2.3 Overview and details on the scope of the services in Section 2.4 Scope of Work below.

Agency anticipates the award of one Contract from this RFP.

Agency estimates the initial term of the Contract will be June 15, 2025 through June 30, 2026 with options to renew up to a cumulative maximum term of 5 years. Agency estimates that the maximum initial not-to-exceed amount for the Contract will be $124,000.

Agency reserves the options to amend the Contract to add additional compensation to the initial Contract not-to-exceed amount as necessary to extend Contractor’s performance of the Work described in Section 2.4 Scope of Work, to cover future time extensions of the Contract term, and to add additional phases of the Work, subject to additional funding being available and as permitted by with Attachment A Sample Contract, Exhibit A, Part 3 – Special Provisions, Section

2. Amendments.

However, the maximum not-to-exceed compensation amount payable to the Contractor under the Contract resulting from this RFP may not exceed $250,000.

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 April 30, 2025

5:00 PM

(Pacific Time)

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

May 2, 2025

Opening (Proposal Due) See RFP cover page

Issuance of Notice of Intent to Award (approx.) May 27, 2025

1.3 SINGLE POINT OF CONTACT (SPC)

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

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

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

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

Agency is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 137-047-0270

2.2 DEFINITION OF TERMS

For purposes of this RFP and the resulting Contract, the terms below shall have the following meanings:

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

• Contractor means the Proposer selected through this RFP with whom Agency enters into a Contract to perform the Work.

• Key Personnel or Key Persons means the person or persons on Proposer’s staff to be assigned to perform the Work under the Contract, including any proposed subcontractors. 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 Agency.

• Proposal means a written response submitted in response to this RFP.

• Proposer means the person or entity that submits a Proposal.

• RFP means Request for Proposal.

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

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2.3 BACKGROUND AND PURPOSE

Pursuant to HB 4052 (2022), Oregon Health Authority intends to establish a pilot mobile health program to provide an exemplar for a sustainable, culturally responsive model to increase access to care, that will inform a collaboratively developed statewide feasibility study through the award of Grant funds to eligible entities.

Grant awards will be used to support mobile health pilot programs in alignment with Oregon’s goal to remove barriers to quality health care for priority populations and communities of color.

House Bill 4052 (2022) and Mobile Health Pilot Program Grants

HB 4052 was passed in the 2022 Oregon legislative session, becoming effective on March 23, 2022. The bill was developed by the Oregon Health Equity Task Force, convened by the Oregon Public Health Association, to identify strategic actions to support House Resolution 6 (2021) which declared racism to be a public health crisis in the state. One of the main strategic actions identified in HB 4052 is: to remove barriers to increase access and quality of health care for “priority populations” and “communities of color.”

HB 4052 (2022) established the Mobile Health Pilot Program to reduce barriers to health care access by bringing care directly into communities, leveraging existing community assets, and providing culturally and linguistically specific services. These mobile health programs can help underserved communities overcome common barriers to accessing health care, including time, geography and trust.

By making health care more accessible than in traditional settings, mobile health clinics can improve health outcomes in the communities they serve. The Program centers equity and community by emphasizing community engagement and a focus on priority populations (groups that disproportionately experience poor health or social outcomes attributable to racism).

HB 4052 (2022) directs the Oregon Health Authority to study the feasibility of expanding mobile health units throughout the state of Oregon, with requirements to engage providers of health care, members of coordinated care organizations, medical assistance recipients, and other community members from priority populations. The study shall include:

a. An environmental scan of Oregon;

b. A needs assessment of the collective needs of underserved areas of this state;

c. The identification and development of regional parameters where mobile health units will operate;

d. The identification and development of a culturally and linguistically specific mobile health unit model staffed by health professionals who reflect the priority populations served;

e. An analysis of services to be provided by mobile health units;

f. The identification of opportunities to leverage matching federal funds;

g. An analysis of staff and resources needed for statewide mobile health units;

h. A financial analysis; and

i. How to ensure the authority’s goals for equity and inclusion are met.

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An interim report is due to the Legislative Assembly no later than December 30, 2025, and a final report no later than June 30, 2026.

Funds in the amount of $50,000 were appropriated for the feasibility study during the 2021-2023 biennium. The Governor’s budget includes funds in the amount of $124,000 to continue the work of the feasibility study during the 2023-2025 biennium.

The purpose of this RFP is for OHA to procure the following services from the best qualified

Contractor while ensuring that OHA’s goals for equity and inclusion are met:

a. Review and amend any existing environmental scan of current mobile health capacity within the state. This shall include:

(1) A needs assessment of the collective needs of underserved areas of this state;

(2) The identification and development of regional parameters for mobile health units.

b. Build from the existing evaluation plan for the mobile health pilot program, focusing on the feasibility of expanding mobile health units throughout Oregon.

(1) Evaluate year one and year two pilot programs, including methodology to collect demographic data;

(2) Identify and develop, with OHA and pilot programs, a culturally and linguistically specific mobile health unit model staffed by health professionals who reflect the priority populations served;

(3) Conduct an analysis of services to be provided by mobile health units;

(4) Identify opportunities to leverage matching federal funds;

(5) Conduct an analysis of staff and resources needed for statewide mobile health units; and

(6) Conduct a financial analysis.

2.4 SCOPE OF WORK/SPECIFICATIONS

2.4.1 Required Contractor Services:

Contractor and its Key Persons shall provide the following services for OHA:

a. Review and update existing evaluation plan and environmental scan

b. Conduct evaluative activities for the program in the implementation and maintenance phase.

c. Identify method of data collection given anticipated resources.

d. Develop activities for process and outcome measures.

e. Develop a timeline for evaluation and feasibility study activities.

f. Determine key roles and responsibilities necessary to conduct the evaluation and feasibility study.

g. Confirm current mobile health operators within the state.

h. Catalog service offerings of current mobile health operators within the state.

i. Detail geographic operating area of current mobile health operators within the state.

j. Identify gaps in mobile health capacity by region.

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k. Build a statewide plan for mobile health capacity, including financial analysis and funding pathways leveraging federal funds.

2.4.2 Reporting Requirements:

Contractor shall prepare and submit to the OHA Contract Administrator and to

Medicaid.Contracts@oha.oregon.gov a completed monthly progress report and other reports requested by OHA in a format approved by OHA by the 15th day of the month following the month covered by the report.

2.4.3 Specifications or Performance Standards.

OHA requires that Contractor meets the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposer must certify in the Attachment C-1 - Statement of Minimum Qualifications attached to Attachment C: Proposer Information and Certification Sheet, and attach Key Persons resumes demonstrating that Proposer’s Key Persons meet the following minimum qualifications:

• 3 years of experience in Project Management;

• 3 years of experience in Facilitation; and

• 3 years of experience in Report Analysis & Writing.

The above minimum qualifications may be met by a combination of experience of up to two Key Persons.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, a Proposal must contain each of the following elements as further detailed in Section 3.3 Proposal Content Requirements below:

• Disclosure Exemption Affidavit (Attachment B) if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478) 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) with a fully redacted copy of its Proposal, clearly identified as the redacted version.

mailto:Medicaid.Contracts@oha.oregon.gov

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• Proposer Information and Certification Sheet (Attachment C) 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; and

• Attachment C-2: Technical Proposal Form containing Proposer’s responses to all Section 3.3.2 Technical Proposal Requirements;

• Price Proposal Form (Attachment D) as required by Section 3.2.3 Price Proposal Requirements; and

• Responsibility Inquiry (Attachment F) completed by Proposer as required by Section

4.10.3 Responsibility Determination.

3.2.2 Technical Proposal Page Limit

The page limit for Proposer’s responses to the Section 3.3.2 Technical Proposal Requirements is 20 pages, subject to the Note below.*

Any pages exceeding that limit will not be provided to the OHA Evaluation Committee for scoring.

*Note: Key Person resumes are not subject to this 20-page limit, but are only subject to a 2-page limit per resume as stated in Section 3.3.2.1

3.2.3 Proposal Format and Quantity

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

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in Adobe Acrobat (pdf) format.

See also Section 4.5 PROPOSAL SUBMISSION OPTIONS.

Important Note: Proposers shall not include links to Proposal required Proposal items in internet locations such as Google drives – which requires them to be downloaded by clicking a link. Rather, all Proposal responses must in the form of Adobe Acrobat (PDF) file(s), submitted using one of the two options in 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) with a fully redacted copy of its Proposal, clearly identified as the redacted version.

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

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

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3.3 PROPOSAL CONTENT REQUIREMENTS

Proposer must address each of the items listed in this section and all other requirements set forth in this RFP. A Proposal that merely offers to provide the services described in this RFP will be considered non-Responsive to this RFP and will not be considered further.

Proposals 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. Proposals should be straightforward and address the requests of the RFP. Proposals 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) 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; and

• Attachment C-2: Technical Proposal Form containing Proposer’s responses to all Section 3.3.2 Technical Proposal Requirements.

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 Technical Proposal Requirements:

Proposer shall submit responses to the following requirements in Attachment C-2 - Technical Proposal Form attached to Attachment C – Proposer Information and Certification Sheet.

3.3.2.1 Key Persons’ Qualifications and Experience

(Maximum Score: 15 points)

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

Include a current resume (not to exceed two pages per person) for each Key Person to be assigned to the project that demonstrates the person’s qualifications and experience for the Work described in this RFP, including but not limited to experience Project Management, Facilitation, Report Analysis & Writing for state agencies, similar to the work described in Section 2.4 Scope of Work.

3.3.2.2 Proposer’s Approach to Project and Proposed Project Timeline / Schedule (Maximum Score: 8 points)

Proposer shall submit a detailed narrative describing Proposer’s approach to the Project, and a proposed timeline / project schedule for accomplishing the tasks and deliverables, and a list of each Key Person who will perform each task and deliverable that aligns with the Proposer’s response to Section 3.3.2.1 above.

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3.3.2.3 Key Persons’ Commitment to Equitable Practices

(Maximum Score: 2 points)

Proposer shall describe:

• Proposer’s Key Persons’ specific experiences clearly demonstrating their commitment to equitable practices – including experience integrating community and stakeholder engagement into their organization’s practices or processes for performing Project Management, Facilitation, Report Analysis & Writing services;

• Proposer’s Key Persons’ knowledge and experience dismantling structural, systemic, and institutional racism through policy and/or program implementation and including examples of their experience and how it informs their standard business practices.

3.3.3 Price Proposal Requirements

(Maximum Score: 5 points)

Using Attachment D, Proposers shall provide a detailed Price Proposal, in an Adobe Acrobat (PDF) file that includes the following items:

All-inclusive line-item budget, including a Total Proposed Price for completing the Work described in Section 2.4 during the initial Contract term of June 15, 2025 through June 30, 2026. The Price Proposal must include all labor, benefits, travel, per diem, materials and all other expenses associated with performing the Work as described in this RFP.

SECTION 4: PROCUREMENT AND EVALUATION 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 QUESTIONS / REQUEST 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;

• 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 https://oregonbuys.gov/

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

4.3 PRE-PROPOSAL CONFERENCE

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

4.4 [Reserved]

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 (Proposal Due Date and Time) listed on Page 1 (Cover Page) of this RFP. 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 recommends that Proposers submit their Proposals early, well before the Proposal Due Date and Time on Page 1 (Cover Page) of this RFP, to allow sufficient time to resolve any technical issues that may arise before Proposals are due.

The following Proposal submission options are permitted for this RFP:

1) Option #1: Submission 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.

2) Option #2: Submission 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 6113 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.

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

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4.6 MODIFICATION OF WITHDRAWAL OF PROPOSALS

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 Submission). 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 Date and Time (Proposal Due Date) listed on the Cover Page (Page 1) of this RFP. 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 DATE

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-44300-00010012). Only the name of the Proposer(s) will be provided , no other information will be made available in the Amendment. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125- 247-0630.

4.9 PROPOSAL REJECTION

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

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

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

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

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

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

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

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4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.2 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 137-047-0470.

4.10.3 Responsibility Determination

Proposers shall submit a signed Responsibility Inquiry form (Attachment F) with their Proposals. Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract.

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

4.10.4 Technical Proposal 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.

Technical Proposal Points and Scoring

Total points possible for each section as listed in the table below. Points will be awarded based upon how well Proposer responded to each Technical Proposal requirementlisted below.

RFP Section Evaluation Criteria: How well did Proposer respond to these Technical Proposal Requirements:

Maximum Score (Total Points Possible)

3.3.2.1 Key Persons Qualifications and Experience 15

3.3.2.2 Proposer’s Approach to Project and Proposed Project

Timeline / Schedule

3.3.2.3 Key Persons’ Commitment to Equitable Practices 2

Total Points Available for Technical Proposal 25

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4.10.5 Price Evaluation

The Price Proposal required by Section 3.3.3 will not be scored by the Evaluation Committee but a Proposer’s failure to submit a Price Proposal will cause the Proposer’s entire Proposal to be rejected as not Responsive.

4.11 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

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.

4.11.1 PREFERENCES

4.11.2 Recycled Materials

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

4.11.3 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.

4.12 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 for the Technical Proposal 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.

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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.

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 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

5.2.1 Insurance

Prior to execution of the Contract, the apparent successful Proposer shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating Negotiations and commencing Negotiations with the next highest-ranking Proposer. Proposer is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit C of Attachment A) prior to Proposal submission.

5.2.2 Taxpayer Identification Number

The apparent successful Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

• When requested by Agency (normally in an intent to award notice), or

• When the backup withholding status or any other information of Proposer has changed since the last submitted W-9 form, if any.

Agency will not make any payment until Agency has a properly completed W-9.

5.2.3 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. The selected Proposer shall http://www.irs.gov/pub/irs-pdf/fw9.pdf

DAS Procurement Services, Version 4.5 March 31, 2023 Page 17 of 19 submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site:

http://www.filinginoregon.com/index.htm.

5.3 CONTRACT NEGOTIATION

5.3.1 Negotiation

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

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.

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

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 30 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

http://www.filinginoregon.com/index.htm

DAS Procurement Services, Version 4.5 March 31, 2023 Page 18 of 19

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 E) 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

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

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)

6.9 CHECKLIST DISCLAIMER

Any checklists that may be contained in this RFP are provided only as a courtesy to prospective Proposer. Agency makes no representation as to the completeness or accuracy of any Checklist.

Prospective Proposer is solely responsible for reviewing and understanding the RFP and complying with all the requirements of this RFP, whether listed in a checklist or not. Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this RFP.

https://www.oregon.gov/das