RFP - AI-AN Special Education Guidance and Resources.docx

State of Oregon

COVER PAGE

OREGON DEPARTMENT OF EDUCATION

is issuing this Intermediate Procurement under S-58100-00012591 for

AMERICAN INDIAN/ALASKA NATIVE SPECIAL EDUCATION GUIDANCE AND RESOURCES

Date of Issue: January 16, 2025 Opening Date: February 17, 2025

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

RFP - OregonBuys Bid # S-58100-00012591- AI/AN Special Education Guidance and Resources

DAS Procurement Services, Version 4 - March 31, 2023 Page 4 of 18

Table of Contents

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, acting by and through the Department of Education, (“Agency”), is issuing this Intermediate Request for Proposals (“RFP”) for one comprehensive Toolkit and accompanying Mini-Guides, Video Learning Modules, and Infographics specifically tailored for American Indian/Alaska Native (“AI/AN”) students and their families navigating special education services. These resources aim to provide culturally responsive, accessible guidance, empowering AI/AN families to effectively advocate for their children's educational needs.

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

Agency anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to terminate on June 30, 2025.

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 solicitation.

SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the solicitation, whether about the technical requirements of the solicitation, contractual requirements, the solicitation process, or any other provision only to the SPC.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

Agency is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140.

Agency is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 125-247-0270.

DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

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

Project Specific Definitions For the purposes of this RFP, capitalized words will refer to the following project-specific definitions:

“AI/AN” means American Indian/Alaska Native, referring to individuals belonging to Indigenous peoples of the United States, including American Indian and Alaska Native.

“Culturally Relevant” or “Culturally Responsive” means resources that intentionally incorporate and utilize students’ cultural identities as strengths, fostering connections to learning through culturally informed practices and knowledge.

“Infographics” refer to visual summaries or representations of key information, designed to present complex data and concepts in a visually appealing and accessible format. The infographics developed as part of this RFP are intended to enhance understanding and engagement among AI/AN partners by distilling complex information into clear, easy-to-understand visuals. Language should be straightforward, minimizing jargon to ensure accessibility for diverse audiences, including those without a technical background in special education. Additionally, the infographics must be culturally relevant to AI/AN communities, incorporating culturally appropriate symbols, colors, and themes developed in collaboration with AI/AN partners to ensure accurate representation of the community.

“Mini Guides” mean concise supplemental resources that accompany the Toolkit, providing focused information on key aspects of special education services. Each Mini Guide addresses specific topics relevant to AI/AN students, families, and caregivers, offering detailed insights, practical recommendations, and actionable steps.

“Toolkit” means a comprehensive collection of materials, guides, and tools aimed at supporting AI/AN parents, families, and caregivers in navigating special education services. The Toolkit includes informational resources, best practices, and practical guidance tailored to meet the specific needs of AI/AN communities, providing relevant and accessible support.

“Video Learning Modules” means educational video modules delivered in a self-paced format, designed to inform parents, families, and caregivers about their rights, equip them with the knowledge to effectively advocate for their AI/AN children, and support their children’s educational journey. These video modules incorporate culturally responsive practices and strategies tailored to the needs of AI/AN learners and are made accessible to a broad audience, allowing participants to engage with the content at their own pace.

OVERVIEW AND PURPOSE

Office & Project Overview and Background The Office of Indian Education (“OIE”) provides assistance to school districts in meeting the educational needs of AI/AN students, youth, families, and educators and upholds the government to government relationship with the nine federally recognized tribal nations of Oregon. Additionally, OIE maintains and implements the American Indian/Alaska Native Student Success Plan (Attachment E). The purpose of this plan is to share a vision and identify actionable strategies for working together to achieve that vision.

The purpose of this RFP is to procure services that will create culturally specific and user-friendly materials that provide AI/AN families with the knowledge and tools needed to understand and navigate the complexities of special education. Agency defines "user-friendly materials" in this context as resources that are easy to understand, accessible, and practically applicable for families, regardless of their familiarity with special education terminology or processes.

SCOPE OF WORK/SPECIFICATIONS

Scope of Work The scope of work includes the development of a comprehensive Toolkit, Mini Guides, Video Learning Modules and Infographics. All deliverables must be explicitly aligned with the overarching goals of this project: addressing educational equity, supporting culturally responsive practices, and providing AI/AN families and caregivers with accessible, actionable resources to navigate special education.

See Statement of Work of the Sample Contract (Exhibit A of Attachment A) for details of Agency’s needs.

PROCUREMENT REQUIREMENTS AND EVALUATION

MINIMUM PROPOSER REQUIREMENTS

To be considered for evaluation, Proposer must have a minimum of three years of prior experience developing local, state or national-level educational materials with an emphasis on supporting AI/AN communities. Examples of local, state or national-level educational materials include reports, guidance documents and briefs.

MINIMUM SUBMISSION REQUIREMENTS

Proposal Format and Quantity Proposer should follow the format and reference the sections listed in the Proposal Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Proposer must describe in detail how requirements of this solicitation will be met and may provide additional related information.

Proposer shall submit one electronic copy of its Proposal. In addition, 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), and Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

Authorized Representative A representative authorized to bind the Proposer shall sign the Proposal. Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency.

PROCUREMENT PROCESS

Public Notice The solicitation, including all Amendments and attachments, are published in the OregonBuys e-procurement system. Solicitation documents will not be mailed to prospective Proposers.

Agency shall advertise all Amendments on OregonBuys e-procurement system. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

Questions / Requests for Clarification All inquiries, whether relating to the solicitation process, administration, deadline or method of award, or to the intent or technical aspects of the solicitation must:

Be delivered to the SPC via email;

Reference the OregonBuys bid number;

Identify Proposer’s name and contact information;

Be sent by an authorized representative;

Refer to the specific area of the solicitation being questioned (i.e. page, section and paragraph number); and Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule.

All Questions/Requests for Clarification will be answered via OregonBuys on the Q&A tab.

Pre-Proposal Conference A pre-submittal conference will not be held for this solicitation.

Proposal Submission Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Proposals submitted by any means not authorized may be rejected.

Submission Options OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf Proposer shall submit one copy of its Proposal and all other submittal requirements, with Proposer Information and Certification Sheet (Attachment C) bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). 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.

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

3.3.5 Modification or Withdrawal of Quotes or Proposals

Any Proposer who wishes to make modifications to a Proposal already received by Agency shall submit its modification in one of the manners listed in the Proposal Submission Options section and must denote the specific change(s) to the Proposal submission.

If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to Opening. The Proposer shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Proposal in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC.

0. Proposal Opening Date Proposal and all required submittal items must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must be completed prior to Opening.

Proposals received after Opening are considered LATE and will NOT be accepted for evaluation. Late Proposals will be returned to the respective Proposer or destroyed.

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

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

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

Proposer has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments or divisions.

Proposer makes any contact regarding this solicitation with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

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

Proposer 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 solicitation or Amendment.

Opening of Proposals There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued. However, Agency will record and make available the identity of all Proposers after Opening.

PROPOSAL CONTENT REQUIREMENTS

Proposer must address each of the items listed in this section and all other requirements set forth in this solicitation. 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 solicitation will be considered non-Responsive to this solicitation and will not be considered further.

Proposal is limited to 15 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

Disclosure Exemption Affidavit (Attachment B) Proposer Information and Certification Sheet (Attachment C) Cost Proposal (Attachment D) Key Persons and Resumes Proposer Information and Certification Sheet The Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Cost Proposal The Proposer shall provide all-inclusive Cost Proposal (Attachment D).

Administrative Plan The Administrative Plan shall clearly articulate Proposer’s understanding of the project’s objectives, scope, and requirements. The Administrative Plan is limited to five pages and shall include:

1. A comprehensive plan of how Proposer will coordinate and accomplish the work, including major activities, and timelines;

2. A demonstration of how Proposer’s approach aligns with the Scope of Work and supports the project’s goals; and

3. Detail of methodologies, tools, or strategies that will be used to meet the project’s needs.

Work Sample Work sample shall clearly articulate Proposer’s experience with producing culturally relevant, high-quality deliverables. Work sample must be limited to ten pages and shall include:

1. Work from a previous project related to AI/AN students or communities; and

2. Align with the Scope of Work.

Key Persons and their Resumes Specify key persons to be assigned to this project, and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

Public Record/Confidential or Proprietary Information All Proposals are public record and are subject to public inspection after Agency issues the Award. If a Proposer believes that any portion of its Proposal contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

EVALUATION PROCESS

Responsiveness and Responsibility Determination Proposals received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and Proposal Content Requirements section. If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive Proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

In accordance with OAR 137-047-0261(6)(a)(A), Agency may establish a Competitive Range of all Proposers who have made a good faith effort in submitting a Proposal in response to this solicitation for the purpose of correcting deficiencies in Proposals for determining responsiveness during Round 1.

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

Evaluation Criteria Proposals meeting the requirements outlined in the Proposal Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score for each evaluation criterion listed below in this section.

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

8-13 out of 20 available points;

12-18 out of 30 available points ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

1-7 out of 20 available points;

1-11 out of 30 available points FAIR – Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

Evaluation Category 1: Administrative Plan (60 points) 20 available points: How well does the Proposal provide a comprehensive plan for how Proposer will coordinate and accomplish the work, including major activities and timelines?

20 available points: How well does the Proposal demonstrate how Proposer’s approach aligns with the Scope of Work and supports the project’s goals?

20 available points: How well does the Proposal detail methodologies, tools, or strategies that will be used to meet the project’s needs?

Evaluation Category 2: Work Sample (40 points) 20 available points: How well does the Proposal’s work sample provide work from a previous project related to AI/AN students or communities?

20 available points: How well does the Proposal’s work sample align with the Scope of Work?

Evaluation Category 3: Key Persons and Resumes (30 points) 30 available points: How well does each key person’s resume demonstrate their qualifications and experience for the Work described in this RFP?

COST EVALUATION

The SPC will conduct the cost evaluation. The SPC will award a score based upon the following formula: 15 points will be awarded to the lowest cost proposal, the next lowest cost proposal will receive 10 points, then the next lowest cost proposal will receive 5 points. All cost proposals higher than the third lowest cost proposal will receive zero points.

NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

Establishing a Competitive Range Presentations/Demonstrations/Additional Submittal Items Interviews Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Proposers describing the next step. At any time, Agency may dispense with the selected additional round and: (1) issue a Notice of Award to the highest ranking Responsible Proposer; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

PREFERENCES

Oregon Supplies and Services Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 10% from the cost for any Proposal proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the cost score.

[RESERVED]

Tiebreakers Oregon Supplies: If Agency receives Proposals identical in cost, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

POINT AND SCORE CALCULATIONS

Scores are the values assigned by each evaluator.

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

The SPC will average all scores for each evaluation criterion.

Cost points are calculated as stated in the Cost Evaluation section.

Points possible are as follows:

RANKING OF PROPOSERS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), together with cost points, as applicable. After each applicable preference has been applied, SPC will determine rank order for each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

AWARD AND NEGOTIATION

AWARD NOTIFICATION PROCESS

Award Consideration Agency, if it awards a Contract, shall award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 3. Agency may award less than the full Scope defined in this solicitation.

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

SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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 B of Attachment A) prior to proposal submission.

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.

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 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.

CONTRACT NEGOTIATION

Negotiation After selection of a successful Proposer, Agency may negotiate the Statement of Work.

In the event that the parties have not reached mutually agreeable terms within 14 calendar days, Agency, at its discretion, may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

ADDITIONAL INFORMATION

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.

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: Business Oregon : Home : State of Oregon or email: COBID Biz*Biz

GOVERNING LAWS AND REGULATIONS

This intermediate procurement is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this intermediate procurement, 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 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.

OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals submitted in response to this solicitation become the property of Agency. By submitting a Proposal in response to this solicitation, 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 intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

CANCELLATION OF SOLICITATION; REJECTION OF PROPOSALS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part, or may cancel this solicitation 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 Agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Proposal.

COST OF SUBMITTING A PROPOSAL

Proposer shall pay all the costs in submitting 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, or costs associated with protests.

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. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract. (ORS 279B.025)

LIST OF ATTACHMENTS

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