RFP 6314 FINAL.pdf

STATE OF OREGON

COVER PAGE

OREGON HEALTH AUTHORITY

Is issuing this

Request for Proposals (RFP) 6314 (OregonBuys Bid Number S-44300-00018189) for Panel Survey Services for the Oregon

BRFSS State Supplemental Panel Survey

Date of Issue: October 21, 2026 Opening Date and Time* (Proposal Due Date):

November 23, 2026 at 3:00 PM (Pacific Time)

*Opening Date and Time refers to the date and time set for Opening of Proposals.

OregonBuys Electronic Response or Email Response. Per RFP Sections 3.2.3 and

4.5 below, Proposer must submit its Proposal electronically through OregonBuys.

See the process for electronic submission at OregonBuys Supplier Bid Solicitation Response and Section 4.5 Proposal Delivery Option for more information.

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 Number S-44300-00018189.

Single Point of Contact (SPC): John F. Gardner E-mail: john.f.gardner@odhsoha.oregon.gov Phone: 503-509-5698 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:john.f.gardner@odhsoha.oregon.gov

RFP 6314: Panel Survey Services for the Oregon BRFSS State Supplemental Panel Survey (OregonBuys Bid # S-44300-00018189)

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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 ROUND 1 PROPOSAL REQUIREMENTS

SECTION 4: ROUND 1 SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTION

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 ROUND 1 EVALUATION PROCESS

4.11 ROUND 1 POINT AND SCORE CALCULATIONS

4.12 ROUND 1 RANKING OF PROPOSERS

4.13 NEXT STEP DETERMINATION

4.14 ADDITIONAL ROUNDS

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 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 PRINTING, BINDING, AND STATIONERY WORK

6.10 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

The following are posted in the Attachments for OregonBuys # S-44300-00018189:

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

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, Office of the State Public Health Director, Epidemiology, Evaluation, and Policy Research (“OHA” or “Agency”), is issuing this Request for Proposals to procure panel survey services from a qualified Proposer in support of the Oregon Behavioral Risk Factor Surveillance System State Supplemental Panel Survey. OHA is seeking the services of firm that provides both probability-based and non-probability-based (i.e., opt-in) panel surveys to conduct a series of panel surveys to complement the Oregon BRFSS survey data.

The Behavioral Risk Factor Surveillance System (BRFSS) is a joint initiative of the CDC and U.S. states and territories. It is administered and supported by the CDC’s Population Health Surveillance Branch within the Division of Population Health and functions as an ongoing, state-based telephone survey of noninstitutionalized adults (age 18+) measuring behavioral risk factors. Established in 1984, Oregon has participated since 1988. Agency anticipates the award of one Contract as a result of this RFP.

OHA anticipates the initial term of the Contract will be two (2) years, with options to amend the Contract for additional, related work, funding up to a cumulative maximum of five (5) years.

Additional details about this project are included in Section 2.4 Scope of Work.

1.2 SCHEDULE

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

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

Event Date Time

Questions / Requests for Clarification Due November 6, 2026 5:00 PM (Pacific Time)

Answers to Questions / Requests for Clarification Issued (approx.) November 10, 2026

RFP Protest Period Ends 7 calendar days prior to the RFP Opening date listed on RFP Cover Page (Page 1)

Protests to Amendment(s) to RFP Second Business Day following the issuance of the Amendment or the date/time specified in the Amendment (See Section 4.4.2 below)

Opening/Proposal Due See RFP Cover Page (Page 1)

Optional Round 2 Presentations, Demonstrations, or Interviews

To be announced by OregonBuys Amendment to this RFP if applicable

Issuance of Notice of Intent to Award on OregonBuys (approx.) December 15, 2026

Award Protest Period Ends 7 calendar days after Issuance of the Notice of Intent to Award on OregonBuys

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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 regarding 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 137-046-0110, defined below, or defined in Attachments to this RFP. Terminology specific to the OregonBuys system may be found at OregonBuys.

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

• “CDC” means the Centers for Disease Control and Prevention, a public health agency of the United States that operates under the authority of the U.S. Department of Health and Human Services (HHS). The CDC is responsible for preventing and controlling diseases, injuries, and other health threats, and for providing scientific and technical support to federal, state, territorial, tribal, and local public health programs.

• 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 Personnel or Key Person(s) means the person or persons on Proposer’s staff who will complete the Work under the Contract, as well as Contractor’s Project Manager and any Subcontractors and Subcontractor personnel who will complete the Work.

• Non‑probability panel: Opt-in panel consisting of a group of potential survey Respondents who are selected using non-random methods rather than random sampling and who joined the panel voluntarily or were recruited in a way that does not give everyone in the population an equal chance of being selected. Members of a Non-probability panel may be invited to participate in one or more Non-probability panel surveys.

https://oregonbuys.gov/bso/

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• Non‑probability panel survey: A survey that uses a panel of survey Respondents who were not selected through random sampling. People join the panel voluntarily or are recruited in a way that does not give everyone in the population an equal chance of being selected. Results can be useful but are not statistically projectable to the full population.

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

• OHA means the Oregon Health Authority.

• Oregon Buys means the State of Oregon’s official procurement network system at website https://oregonbuys.gov/.

• Probability panel is a group of potential survey Respondents who were selected through a random, scientifically designed sampling method, in which every individual in the target population has a known chance of selection. Members of a probability panel may be invited to participate in one or more probability panel surveys.

• Probability panel survey A survey that uses a panel of survey Respondents who were selected through a random, scientifically designed sampling method. Everyone in the target population has a known chance of being selected. This allows survey results to be generalized to the broader population with measurable accuracy.

• Proposal means a written response to this RFP.

• Proposer means the person or entity with the legal capacity to enter into a Contract that submits a Proposal. All persons or firms submitting Proposals are referred to as Proposers in this RFP. After execution of the Contract, the awarded Proposer will be designated as Contractor.

• PHD means Public Health Division of the Oregon Health Authority

• RFP means Request for Proposal.

• Respondent or Survey Respondent means an individual who provides information, opinions, or data by completing a survey instrument or questionnaire. Respondents may be members of the public, targeted stakeholder groups, program participants, or other identified populations. Their participation supplies the data necessary to allow analysis, reporting of the survey results, and related activities.

• Responsive means a Proposal that substantially complies with the request for proposals and all prescribed procurement procedures and requirements.

• Sample is the subset of individuals selected from a larger population to participate in a survey. The sample represents the group from which data are collected and upon which the survey’s findings, analyses, and conclusions are based.

• Sampling means selecting a portion of a population to participate in a survey.

https://oregonbuys.gov/

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• Services means the Paid Advertising and Social Marketing and other communication services, and related deliverables, as described in Section 2.4, Scope of Work, of this RFP.

• State means the State of Oregon.

• Statement of Work means the specific description of Services required to be performed under the Contract, including delivery schedule and associated performance obligations.

• Subcontractor means a vendor retained under contract by Contractor to perform the Services and complete the Work under the Contract as described in the Section 2.4 Scope of Work of this RFP.

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

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Oregon Health Authority (OHA) works to ensure that all people and communities can achieve optimum physical, mental, and social well-being through partnerships, prevention, and access to quality, affordable health care. OHA’s strategic plan goal is to eliminate health inequities in Oregon by 2030.

OHA’s Public Health Division (PHD) works to protect and promote the health of all Oregonians and the communities where they live, work, play, and learn. This includes managing public health modernization, public health accountability metrics, the state health improvement plan, state health assessment and indicators, partnering with community-based organizations, local public health authorities, and regional health equity coalitions, and other initiatives that work to create health equity.

• Mission & Purpose of OHA’s Epidemiology, Evaluation, and Policy Research (EEPR) Section

OHA’s EEPR Section is responsible for the following functions within the Office of the State Public Health Director at the Oregon Health Authority’s Public Health Division (PHD):

• Applied Public Health Data Collection & Research o Conducts population-based and practice-based research to assess the health status of Oregonians and monitor emerging public health trends.

• Evaluation of Public Health Programs and Policies o Develops and performs evaluations to ensure public health interventions are effective, efficient, equitable, and grounded in evidence.

o Provides data-driven recommendations for program improvements across tobacco control, cannabis, opiates, housing policies, violence prevention, maternal and child health, and more.

• Policy Analysis and Support for Decision-Makers

DAS Procurement Services, Version 4.5 March 31, 2023 Page 8 of 29 o Offers policy research and evaluation to inform legislative and administrative decisions, highlighting both potential impacts and unintended consequences.

o Covers key areas like substance use policies, tobacco-free housing, health equity legislation, and public facility standards.

• Consultation and Technical Assistance o Partners with state and local health agencies by providing epidemiological guidance, evaluation planning, consultation services, and support in research study design.

2.3.2 Project Background

The Behavioral Risk Factor Surveillance System (BRFSS) is a collaborative project of the Centers for Disease Control and Prevention (CDC) and U.S. states and territories. The BRFSS is an on-going telephone survey using Random Digit Dialing (RDD) to collect data on the health risk behaviors that contribute to the occurrence of chronic diseases, disabilities, and injuries in the adult population. This data collection program is designed to measure behavioral risk factors in the adult non-institutionalized population. Oregon has conducted the Behavioral Risk Factor Surveillance System (BRFSS) annually since 1988.

Historically, Oregon has administered the Core BRFSS Survey (n=5,000), as well as a BRFSS State Supplemental Survey (n=3,200 to 3,500) to complement the Core BRFSS data. The methodology and questionnaire used for the State Supplemental Survey has typically mirrored the Core BRFSS to obtain a larger sample size and provide more robust estimates for sub-population groups (those with diabetes or other specific chronic conditions, screening/testing information for older adults, family planning information for younger adults, etc.).

However, telephone surveys have become increasingly concerning due to:

• Increasing inefficiency of RDD (both landline and cell) sample;

• The general public’s increasing reluctance to answer unsolicited telephone calls from unknown numbers due to fears of scams and identify theft

• Rising costs; and

• Decreasing response rates and concerns about the representativeness of the data.

Since the Core BRFSS Survey requires strict adherence to CDC protocols, as part of survey modernization efforts, OHA has recently explored alternative methodologies for data collection in the State Supplemental Survey to enhance the survey’s representativeness:

• In 2020, OHA conducted a pilot Address-based Sampling (ABS) Push-to-Web survey with both an online and paper-and-pencil component. A 32% response rate was achieved;

however, this was conducted during the height of the pandemic when many people were isolated at home and eager to participate in a survey.

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• To determine the response rate following the pandemic, OHA conducted follow-up ABS Push-to-Web Surveys in 2024 and 2025, which obtained response rates of 22% and 21%, respectively.

Although the ABS surveys achieved fairly good response rates, this methodology also has its challenges:

• The demographics of ABS respondents are similar to that of Core BRFSS respondents (older, female, White/ higher SES). In other words, the ABS does not reach respondents who are typically under-represented in telephone surveys, such as young adults (18 to 24), people of color, and those with lower socio-economic status (SES)

• The increasing cost and deteriorating reliability of USPS mail delivery service. Since the ABS relies on mailing materials (introductory letter, post card reminder and two mailings with a paper-questionnaire and BRE) to potential respondents, rising postage costs and uncertainty of timely mail delivery has made ABS surveys a less attractive option.

2.3.3 Project Purpose and Summary

Services required under the Contract awarded from this RFP will include conducting both Probability panel surveys and Non-probability panel surveys as a pilot in the spring and fall of 2027. The purposes of the surveys are to obtain data on the health, health practices, and risk factors of Oregon adults to complement Oregon’s Behavioral Risk Factor Surveillance System (BRFSS) Core data and to compare differences between respondents and results obtained from the two types of surveys.

In summary, OHA anticipates the Contractor to complete the following work, as detailed further in Section 2.4 Scope of Work:

• The Contractor shall conduct two waves of both a Probability panel surveys and non- Probability panel surveys in the Spring 2027 (Wave 1) and Fall 2027 (Wave 2).

• OHA will provide the survey questions to the Contractor.

• Contractor shall program the questions, establish processes to ensure that surveys are completed over the course of a week, rather than within the first several hours or days, send qualifying panel members an invitation to participate, and conduct follow-ups/reminders to non-respondents.

• Contractor shall provide and deliver incentives to respondents.

• For both Probability and Non-probability panel surveys, Contractor shall deliver a preliminary dataset to OHA after Wave 1 data collection ends, a final weighted dataset (including data from Waves 1 and 2) following the completion of Wave 2, as well as a methods report.

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2.4 SCOPE OF WORK

2.4.1 Required Contractor Tasks:

2.4.1.1 Task 1 Survey Panels: Contractor shall recruit and provide Probability survey panels and Non-probability survey panels for this project that include Oregon adult residents in sufficient numbers to conduct two waves of an online panel survey: Wave 1 in the Spring 2027, and Wave 2 in the Fall 2027, and the anticipated sample size is 1,000 respondents per wave per each panel type as summarized in the table below, subject to the Note below. *

Respondent Sample Sizes for Probability and Non-probability Panel Surveys

(See Note below*)

Wave

PROBABILITY

PANEL:

NON-PROBABILITY

PANEL:

Wave 1 (Spring 2027): 1,000 1,000 Wave 2 (Fall 2027): 1,000 1,000 Total: 2,000 2,000

*Note: the Sample sizes listed above are subject to negotiation with the highest ranked Proposer. See further explanation in the Note in Section 3.3.3.3 below.

2.4.1.2 Task 2 Test questionnaire: Contractor shall program and test a questionnaire provided by OHA to collect survey responses from adult Oregonians throughout the state. Contractor shall provide OHA with at least two weeks to test the survey prior to launch.

2.4.1.3 Task 3 Survey administration for Waves 1 and 2: Contractor shall conduct Probability panel surveys and Non-Probability panel surveys using the OHA-approved survey questionnaire during a survey window of at least two weeks for each Wave listed above to obtain the targeted number of completed surveys.

Contractor shall track participation and send follow-up reminders to respondents.

Contractor shall offer and provide incentives to respondents who complete the online panel survey. The form of incentives offered and provided to respondents shall include a variety of options such as Visa, MasterCard, Amazon, gift cards, and donations to charities in amounts approved by OHA.

2.4.2 Required Contractor Deliverables

2.4.2.1. Wave 1 Preliminary Data Set: Upon completion of the first wave, Contractor shall provide a preliminary dataset to OHA EEPR in for each type of panel within two weeks of the close of data collection for the Wave 1 (2 preliminary datasets).

2.4.2.2. Final Data Sets for Waves 1 and 2: Upon completion of the Wave 2 of the panel survey, Contractor shall provide a dataset to OHA EEPR for each type of panel that contains data from both Waves 1 and 2. Contractor shall also weight each dataset and provide the final weighted datasets within 30 days of the close of data collection for Wave 2. (2 final weighted datasets).

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2.4.2.3. Summary Report: Contractor shall provide a summary report of the project’s methods, including, but not limited to:

1) Demographics of the sampling frame populations and comparisons to survey demographics for each wave and in total

2) Quality assurance processes and procedures

3) Survey implementation

4) Data processing, data validation, and data cleaning

5) Weighting methodology

6) Challenges that were identified, how they were resolved, and any potential impact on the data collected.

2.4.3 Completion Timeline

The following is an estimated timeline for completion of the Work.

Task, Deliverable or Milestone Estimated Completion Due Date

Kick-off meeting Within two weeks after Contract execution

Task 1 Survey Panels: Contractor shall provide a probability survey panel and non-probability survey panel per Section 2.4.1.1 above.

February 2027

OHA provides survey questionnaire to Contractor March 2027

Task 2 Test questionnaire Contractor shall program survey per Section 2.4.1.2 above.

March 2027

OHA reviews programmed survey March 2027

Task 3 Survey administration (Wave 1): Launch Wave 1 per Section

2.4.1.2 above.

April 2027

Wave 1 Preliminary Data Set:

Contractor delivers preliminary datasets with Wave 1 results per Section 2.4.2.1 above.

May 2027

If needed: OHA provide any revisions to questionnaire to Contractor August 2027

If needed: Contractor revises programmed survey September 2027

Task 3 Survey administration (Wave 2): Launch Wave 2 per Section

2.4.1.2 above.

October 2027

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Task, Deliverable or Milestone Estimated Completion Due Date

Final Data Sets for Waves 1 and 2:

Contractor delivers final weighted datasets with Wave 1 and Wave 2 results for each type of panel per Section 2.4.2.2 above.

November 2027

Summary Report: Contractor delivers Summary Report of the project’s methods, per Section 2.4.2.3 above.

December 2027

2.4.4 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, each Proposer must certify and explain how Proposer meets or exceeds the following requirements in the “Minimum Qualifications Statement” attached to Attachment C - Proposer Information and Certification Sheet.

3.1.1 At least one of Proposer’s Key Persons identified in response to Section 3.3.3.4 Key Persons’ Qualifications, Experience and Resumes must have the following qualifications: at least 5 years of direct experience conducting probability and non-probability panel surveys, including recruitment and retention, programming, survey administration and data collection for those surveys.

3.1.2 Proposer must currently employ or subcontract all Key Persons needed to administer the surveys described in Section 2.4 Scope of Work, including but not limited to: programmers, recruiters, supervisors and monitors, a data manager and a project manager.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Round 1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Section 3.3 Round 1 Proposal Requirements below):

• Disclosure Exemption Affidavit (Attachment B) and a redacted copy of the Proposal (from which the confidential portions have been removed or obscured) clearly identified as the redacted copy. (Note: this affidavit and a redacted copy of its Proposal are only required by Section 3.3.1 below if Proposer believes its Proposal includes information that is exempt from public disclosure).

• Proposer Information and Certification Sheet (Attachment C) including a Minimum

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Qualifications Statement;

• Technical Proposal Responses to Sections 3.3.4.1 through 3.3.4.5;

• Price Proposal Form (Attachment D) in response to Section 3.3.4; and

• Responsibility Inquiry (Attachment F).

3.2.2 Proposal Page Limits

Proposer’s Technical Proposal Responses to Sections 3.3.4.1 through 3.3.4.5 other than Key Person Resumes is limited to 20 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. Key Person Resumes are not subject to the 20-page limit, but Key Person Resumes are subject to the two-page limit per resume set by Section 3.3.4.4.

3.2.3 Proposal Format and Quantity

Proposer should follow the format and reference the sections listed in Section 3.3 Round 1 Proposal Requirements. Responses to each section and subsection should be labeled to indicate the item being addressed. Proposers shall submit their Proposals, and all other submittal requirements, on 8 ½” x 11” size pages with portrait layout and a minimum 12-point font.

Proposal submission: Proposer shall submit its Proposal electronically through OregonBuys (by following the procedures outlined in OregonBuys Vendor Formal Solicitation Response.pdf (https://www.oregon.gov/das/ORBuys/Documents/ OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf).

See also Section 4.5 PROPOSAL DELIVERY OPTION for more information.

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 the following format: Adobe Acrobat (pdf).

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 and Proposer shall submit a redacted copy of its Proposal (from which the confidential portions have been removed or obscured) clearly identified as the redacted copy.

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

3.2.4 Authorized Representative

Failure of Proposer’s authorized representative to sign Attachment C as required by Section

3.2.3 may result in rejection of the Proposal by Agency.

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 https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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3.3 ROUND 1 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 a cover page, extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Proposal should be straightforward, concise 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.

Proposers are welcome to share visual examples of work samples within the pages submitted for their Technical Proposal. However, any such pages are subject to the 20-page limit of Section

3.2.2 Proposal Page Limits, and no links to internet pages containing work samples may be submitted.

3.3.1 Disclosure Exemption Affidavit (Attachment B)

If Proposer believes its Proposal includes information that is exempt from public disclosure in accordance with ORS 192.311 through 192.478 and the Uniform Trade Secrets Act as adopted by the State of Oregon which is set forth in ORS 646.461 through 646.475, Proposer must complete and submit Attachment B Disclosure Exemption Affidavit,” and Proposer shall submit a redacted copy of its Proposal (from which the confidential portions have been removed or obscured) clearly identified as the redacted copy. Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

3.3.2 Proposer Information and Certification Sheet (Attachment C)

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C), including the Minimum Qualifications Statement attached to Attachment C.

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

3.3.3 Technical Proposal

3.3.3.1 Cover Letter and Executive Summary

Submit a Cover letter describing Proposer’s willingness and commitment to provide the services offered and a brief statement why the Proposer should be selected to receive a Contract award from this RFP.

Include an Executive Summary in the Cover Letter to provide an overview of how Proposer will provide the services detailed in Section 2.4 Scope of Work in alignment with Agency’s mission, goals and project objectives outlined in Section 2.3 Overview and Purpose.

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3.3.3.2 Proposer’s Technical Expertise, Organizational and Management Capacity

Describe Proposer’s technical expertise, and organizational and management capacity to perform and prioritize the Services described in Section 2.4 Scope of Work.

Note: this requirement applies to Proposer as an organization, rather than to individual Key Persons, whose qualifications are required to be provided in response to Section

3.3.3.4 below.

3.3.3.3 Survey Implementation Strategy and Management Plan and Proposed Statement of Work

a. Describe Proposer’s strategy and management plan and proposed Statement of Work for performing and completing the Services and Deliverables described Section 2.4 Scope of Work consistent with the schedule in Section 2.4.3 Completion Timeline including but not limited to the following, other than the Panel Recruitment Processes covered by Section 3.3.3.5 below:.

b. Process for programming and testing the survey instruments;

c. Process for editing and submitting data; and

d. Process and protocols for maintaining confidentiality.

e. Proposer shall prepare and submit a Proposed Statement of Work for the project described in Section 2.4 Scope of Work, using that Section as a baseline and adding all necessary details, and removing all items Proposer deems unnecessary:

• The Proposer’s Proposed Statement of Work shall include and describe in sufficient detail all work and services required for completing the project described in Section 2.4 Scope of Work and address all design considerations and requirements described therein.

Note: Sample sizes of 1,000 for each probability panel wave may be cost prohibitive or otherwise not feasible. Therefore, Proposer may propose an alternate feasible sample size for both probability and non-probability panels that still allows for a robust comparison between the probability and non-probability panel results.

• Proposer’s Proposed Statement of Work should include the recommended incentive for both waves and rationale, based on a 15-minute survey.

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3.3.3.4 Key Persons’ Qualifications, Experience and Resumes

a. Describe Proposer’s plan for staffing this project. Specify each Key Person 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 performing the Work described in Section 2.4.

b. Provide the names and position titles of each Key Person and state their professional qualifications, and relevant experience. Provide any applicable experience and certifications.

c. Describe each Key Person’s availability to perform the tasks described in Section 2.4 Scope of Work and describe each Key Person’s ability to attend meetings remotely or in person at the Portland State Office Building located at 800 NE Oregon Street in Portland, Oregon for the duration of each project authorized by the Contract.

d. Describe how Key Persons will ensure continuity of services during staff absences or turnover.

3.3.3.5 Panel Recruitment Processes (Selection, Recruitment, Retention, and Quality Assurance Processes)

Describe and detail the following:

a. Probability and Non-Probability Panels

• Does Proposer have a Probability panel?

• Does Proposer also have a Non-probability panel?

• If Proposer does not have a Non-probability panel and plans on subcontracting, describe the process and criteria used to evaluate the quality of the subcontractor’s panels and criteria for selection of subcontractors.

b. Process used to select, recruit, screen, and retain panel members

• For both Probability panels and Non-probability panels, describe the Sample source(s) and the Sampling method(s) used to select panel members and the process(es) used to contact, screen, recruit, and retain panel members.

• Describe the quality assurance processes used to confirm that panel members are verified human persons who meet Oregon residency and age requirements, and are not automated bots or AI-driven fraudulent actors.

• Describe the quality assurance processes and procedures for flagging satisficing/disengaged Respondents.

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c. Demographic Profile of Panel Members

• For both types of panels, provide a count of panel members who are adult Oregon residents and include a demographic profile (age, race/ethnicity, income, geographic dispersion across Oregon, etc.).

3.3.4 Price Proposal (Attachment D)

Submit a detailed Price Proposal (Attachment D) electronically through OregonBuys for the 2-year period of approximately January 1, 2027 through December 31, 2028 that includes the following:

• For each of the Services described in Section 2.4 Scope of Work, the Price Proposal must include identifiable costs, time estimates and fully loaded hourly rates for each Key Person for completing each task or deliverable, and a summary of all proposed costs.

• For all fully loaded personnel costs, the Price Proposal must include the name and title of all positions for each individual Key Person who will perform the Work and list the salary/wage and fringe rate separately for each such individual.

• Price and recommended incentives for each completed interview for the Probability panels and Non-probability panels, assuming a survey length of 15 minutes.

• Proposer’s Total Price for all Work described in Section 2.4.

SECTION 4: ROUND 1 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 RFP 6314;

• Identify Proposer’s name and contact information;

https://oregonbuys.gov/

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• Refer to the specific part of the RFP the question(s) relate to (i.e. page, section and paragraph number or Attachment); and

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

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 Section 5.4 Contract Negotiation.

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

• 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.

As stated in Section 4.4.2, 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.

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4.5 PROPOSAL DELIVERY OPTION

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 Proposal submission, transmission, or for any mis-delivery 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 Proposers sufficient time to resolve any technical issues that may arise before Proposals are due.

The following delivery option is permitted for this RFP:

Delivery through OregonBuys: Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf (https://www.oregon.gov/das/ORBuys/Documents/ OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf).

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.

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-44300-00018189. 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 137- 047-0630.

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 https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:support.oregonbuys@das.oregon.gov

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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 ROUND 1 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 137-047-0470.

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 E) with Proposal.

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

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and 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 4.10.2 up to the maximum points available as specified in Section 4.11 (Round 1 Point and Score Calculations).

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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: Cover Letter and Executive Summary (Maximum Score: 5 Points)

• How well does Proposer’s Cover Letter explain why Proposer should be selected for a Contract award?

• How well does Proposer’s Executive Summary and overall approach align with the mission, goals and objectives of Agency for this project as outlined in Section 2.3 Overview and Purpose?

4.10.2.2 Evaluation Item 2: Technical Expertise, Organizational and Management Capacity (Maximum Score: 10 Points)

• How well does the Proposer demonstrate Proposer’s technical expertise, organizational and management capacity to perform and prioritize the Services described in Section

2.4 with conscientious oversight and management?

• How well does the Proposer demonstrate Proposer’s organizational experience providing the Services described in Section 2.4?

4.10.2.3 Evaluation Item 3: Survey Implementation Strategy and Management Plan and Proposed Statement of Work (Maximum Score: 30 Points)

How well does the Proposer describe and demonstrate a feasible and effective strategy, plan and approach for accomplishing Work described in each section of the Scope of Work including but not limited to the following?

• Process for programming and testing the survey instruments;

• Process for editing and submitting data; and

• Process and protocols for maintaining confidentiality.

4.10.2.4 Evaluation Item 4: Key Persons Qualifications, Experience, and Availability (Maximum Score: 10 Points)

• Is the Proposer’s plan for staffing this project sufficient and appropriate for the project as described in Section 2.4 Scope of Work?

• Do the Proposer’s Key Persons have sufficient and appropriate knowledge, skills and experience to conduct the work proposed by the Proposer, as verified by the Key Person resumes?

• How well does the Proposer demonstrate Proposer’s Key Persons’ availability and ability to attend meetings remotely or in person at the Portland State Office Building?

• How well does Proposer demonstrate how Key Persons will ensure continuity of

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4.10.2.5 Evaluation Item 5: Panel Recruitment Processes (Selection, Recruitment, Retention, and Quality Assurance Processes) (Maximum Score: 35 points)

How well does the Proposer describe and demonstrate a feasible and effective strategy, plan and approach for accomplishing Work described in each section of the Scope of Work including but not limited to the following?

• Process for selection recruitment, screening, and retention of panel members; and

• Quality assurance processes.

4.10.2.6 Evaluation Item 6: Price Evaluation (Attachment D) (Maximum Score: 10 Points)

The SPC will conduct the price evaluation based on the formula below:

Lowest Total Price of all Proposers

Total Price of Proposal being Scored

X

Price points possible

= Proposer’s Price score

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 ROUND 1 POINT AND SCORE CALCULATIONS

Scores are the values assigned by each Evaluation Committee member.

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

ROUND 1 TOTAL POINTS POSSIBLE Maximum Points

4.10.2.1 Evaluation Item 1: Cover Letter and Executive

Summary

4.10.2.2 Evaluation item 2: Technical Expertise, Organizational and Management Capacity

4.10.2.3 Evaluation Item 3: Survey Implementation

Strategy and Management Plan

4.10.2.4 Evaluation Item 4: Key Persons Qualifications, Experience, and Availability

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4.10.2.5 Evaluation Item 5: Panel Recruitment Processes (Selection, Recruitment, Retention, and Quality Assurance Processes)

4.10.2.6 Evaluation Item 6: Price Evaluation 10

TOTAL Round 1 Total Points Possible: 100

4.12 ROUND 1 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…