RFQ 2022-05 Grant Writer Services.pdf

RFQ 2022-05 Grant Writing Services Page 1

REQUEST FOR QUOTES (RFQ) #2022-05

Issue Date: April 6, 2022

Project Name: Grant Writer Services for CPCCO Quote Due Date/Time: May 5, 2022, 2:00 PM PST Procurement Representative: Kim Randall Phone: 503-416-4760

Email: randallk@careoregon.org

SUBMIT QUOTES VIA EMAIL TO PROCUREMENT@CAREOREGON.ORG

PLEASE NOTE: EMAIL SUBMISSIONS SHOULD HAVE

“RFQ 2022-05” IN THE SUBJECT LINE

1. ANNOUNCEMENT AND SPECIAL INFORMATION

Quoters are required to read, understand, and comply with all information contained within this Request for Quotes (“RFQ”). All quotes are binding upon Quoter for sixty (60) days from the Quote Due Date/Time. Quotes received after the Quote Due Date/Time may not be considered. If authorized in the RFQ and resulting contract, travel and other expense reimbursement will only be reimbursed in accordance with the CareOregon Travel Reimbursement Allowance in effect at the time the expense is incurred. The Policy may be found at https://www.careoregon.org/contact-us/vendor-resources.

RFQ Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/. Prospective Quoters will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Quoters are responsible for obtaining any addenda or clarifying questions from OregonBuys.

Complete Quotes must be or emailed to Procurement@careoregon.org. The subject line of the email must identify the RFQ title. Quoters are encouraged to contact Procurement to confirm receipt of the Quote.

All questions regarding this RFQ are to be directed to the Procurement Representative named above.

Quoters may not communicate with CareOregon employees or representatives about the RFQ during the procurement process until the Procurement Department has notified Quoters of the selected Quoter. Communication in violation of this restriction may result in rejection of a Quoter.

2. SCOPE

The purpose of this RFQ is to contract with more than one consultants to provide Grant Writing Services to Columbia Pacific Coordinated Care Organization, LLC.

Background:

Columbia Pacific Coordinated Care Organization (“CPCCO”), a wholly owned subsidiary of CareOregon, Inc., serving Oregon Health Plan (“OHP”) members in Clatsop, Columbia, and Tillamook counties, is a partner in our service area to meet strategic goals focused on increasing access to social and health care. State and federal opportunities are numerous for funding supports to advance system improvement in social and health care, but often have quick turnarounds and many requirements that require intensive ad hoc work to complete the applications and meet deadlines.

CPCCO would like to support our partners to successfully complete and be competitive in accessing these funds through grant writing supports.

CareOregon, Inc.

Procurement Department

315 SW 5th Ave.

Portland, OR 97204

(503) 416-7646 (Office) mailto:Procurement@careoregon.org https://www.careoregon.org/contact-us/vendor-resources https://www.careoregon.org/contact-us/vendor-resources https://oregonbuys.gov/bso/ mailto:Procurement@careoregon.org

RFQ 2022-05 Grant Writing Services Page 2

The purpose of this RFQ is to contract with a consultant for grant writing who can demonstrate expertise in Behavioral Health, Trauma Informed Care and Housing. This project is seeking grant writers to be responsible for CPCCO identified grants meeting community/clinical partner criteria to apply for competitive state and federal funds, then working collaboratively with CPCCO community and clinical partners to complete the application. Responsibilities include:

• Reviewing identified grant opportunities with CPCCO staff and partners

• Preparing timelines and chart of tasks for grant submissions

• Writing all sections of grant applications using input from organizational subject matter experts

• Fulfilling administrative state and federal requirements for successful grant application submission and procurement

• Tracking, completing, and submitting grant award deliverables and reporting requirements

Scope of Work:

CPCCO is seeking up to three (3) grant writers to be available, as needed, to work closely with CPCCO identified community and clinical partners. Writers with a proven track record in writing successful proposals from diverse funding sources and previous experience working with health and social care entities who provide services to low-income individuals and families are preferred.

Previous experience working within the CPCCO service region is a plus.

The following is an outline of the requirements for writers to meet the criteria needed for this RFQ:

• Grant opportunities - Review of identified grant opportunities to assess for appropriateness to meet the goals of the strategic plans for behavioral, housing and trauma informed care.

Collaborate with health and social care community partners to develop a plan to apply for identified grant opportunities.

• Preparation - When a grant opportunity is identified provide an estimated number of hours required for grant application submission including but, not limited to scheduling and leading the initial kick-off meeting with applicable staff and/or recommended community partners.

The initial kick-off meeting shall identify a timeline and list of tasks required prior to the grant submission. It will be the responsibility of the selected proponent to track progress during the preparation period.

• Grant Writing - For each grant opportunity, work with the identified organization needing supports and the subject matter experts within that organization. The writer will support the collection of critical information for inclusion in the grant application. Selected proponent will use provided information to complete all sections of the grant application. Selected proponent is expected to communicate/coordinate with applicable grantor in clarifying the requirements and content for the grant application.

• Grant Submission - Compile all required documents needed for a grant application and submit the grant on behalf of the organization. In some circumstances this may require accessing federal or state systems for submitting a grant application.

• Post-Award Requirements - In the event a grant is awarded to the organization selected proponent will work with the organization to identify grant requirements and provide tracking and reporting in compliance with grant requirements.

Project Timeline:

The resulting contract(s) are expected to be for two (2) years and begin no later than September 1, 2022.

3. SAMPLE CONTRACT

Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a contract containing substantially the same terms of the below referenced contract, which can be found at:

RFQ 2022-05 Grant Writing Services Page 3 https://careoregon.org/contact-us/vendor-resources, with the requirements indicated below. No action or response to the sample contract is required under this RFQ. The applicable sample contract is the:

Personal Services Contract (unless checked, item does not apply)

The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 29 – Protection of Patient Privacy and Security Article II, Paragraph 30 – Criminal Background Check Requirements Article II, Paragraph 31 – Key Persons Article II, Paragraph 32 – On-Call Contract Basis Article II, Paragraph 33 – CareOregon Data Security Requirements

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission, or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage.

Cyber Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for network security (including data breach), privacy, interruption of business, media liability, and errors and omissions.

4. QUOTE

Quotes should be short and concise with the following information: (limit 20 pages)

A. Background and qualifications;

B. Please provide examples of grant sources from which the proposer has successfully obtained funding within the last 2 years (provide specific examples of grant programs, government agencies, foundations, amounts and purpose of grants);

C. Please provide an excerpt from a successful grant written by the proposer that is representative of his/her writing style. The excerpt should not exceed 2 pages and should not contain any confidential or proprietary information.

D. Please describe your firm’s equity, diversity and inclusion values, policies, efforts, and successes.

E. Fees should be on an hourly basis with a not-to-exceed amount. Fees should be sufficiently descriptive to facilitate acceptance of your firms quote/proposal. Fees and fee schedules should outline ALL estimated expenses including hourly rates for all assigned individuals, anticipated travel (if applicable) and any other reimbursable expenses.

F. Please provide two (2) references;

G. Completed Quote Certification Form (next page); and H. Any additional information that CareOregon should take into consideration for the project or qualifications.

5. EVALUATION

Quotes will be evaluated based on subjective factors including, but not limited to: background and experience, grant writing samples, price/fees, references, and proposal to complete the project (including timelines if applicable).

https://careoregon.org/contact-us/vendor-resources

RFQ 2022-05 Grant Writing Services Page 4

QUOTE CERTIFICATION FORM

RFQ #2022-05

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete, and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, color, creed, age, religious affiliation, sex, marital status, disability, sexual orientation, gender identity, national origin, veteran status, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION II. CONFLICT OF INTEREST: The undersigned hereby certifies that no officer, agent or employee of CareOregon is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the CareOregon, its officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION III. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand, and agree to be bound by and comply with all requirements, instructions, specifications, terms, and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal.

Name:_________________________________________ Date:__________________________________________

Signature:______________________________________ Title:__________________________________________

Email:_________________________________________ Phone:_________________________________________

Oregon Business Registry Number:__________________ OR CCB # (if applicable):____________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Minority (MBE), Women (WBE), Service-Disabled Veteran (SDV), and Emerging Small Business (ESB):

Certified by the State of Oregon (provide certification number as applicable):

MBE WBE SDV ESB

Self-identified (check as applicable):

MBE WBE SDV ESB

RFQ 2022-05 Grant Writing Services Page 5

CAREOREGON, INC.

INSTRUCTIONS TO QUOTERS

1. QUOTE FORMAT: Quotes must be submitted as indicated in the RFQ.

2. CONFORMANCE TO RFQ REQUIREMENTS: Quotes must conform to the requirements of the RFQ. Unless otherwise specified, all items quoted are to be new, unused, and not remanufactured in any way. Any requested attachments must be submitted with the quote and in the required format. Quote prices must be for the unit indicated on the quote. Failure to comply with all requirements may result in quote rejection.

3. ADDENDA: Only documents issued as addenda by CareOregon serve to change the RFQ in any way. No other directions received by the Quoter, written or verbal, serve to change the RFQ document. NOTE: IF YOU HAVE RECEIVED A COPY OF THE RFQ, YOU SHOULD CONSULT OREGONBUYS (https://oregonbuys.gov/bso/) TO

ENSURE THAT YOU HAVE NOT MISSED ANY ADDENDA OR ANNOUNCEMENTS. QUOTERS ARE NOT

REQUIRED TO RETURN ADDENDUMS WITH THEIR QUOTE. HOWEVER, QUOTERS ARE RESPONSIBLE

TO MAKE THEMSELVES AWARE OF, OBTAIN AND INCORPORATE ANY CHANGES MADE IN ANY

ADDENDA ISSUED INTO THEIR FINAL QUOTE. FAILURE TO DO SO MAY, IN EFFECT, MAKE THE

QUOTER'S QUOTE NON-RESPONSIVE, WHICH MAY CAUSE THE QUOTE TO BE REJECTED.

4. USE of BRAND or TRADE NAMES: Any brand or trade names used by CareOregon in the specifications are for the purpose of describing and establishing the standard of quality, performance, and characteristics desired and are not intended to limit or restrict competition. Quoters may submit quotes for substantially equivalent products to those designated unless the RFQ provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to approval by CareOregon.

5. PRODUCT IDENTIFICATION: Quoters must clearly identify all products quoted. Brand name and model or number must be shown. CareOregon reserves the right to reject any quote when the product information submitted with the quote is incomplete.

6. FOB DESTINATION: Unless specifically allowed in the RFQ, QUOTE PRICE MUST BE F.O.B. DESTINATION with all transportation and handling charges included in the Quote.

7. DELIVERY: Delivery time must be shown in number of calendar days after receipt of purchase order.

8. EXCEPTIONS: Any deviation from quote specifications, or the form of sample contract referenced in this RFQ, may result in quote rejection at CareOregon’s sole discretion.

9. SIGNATURE ON QUOTE: Quotes must be signed by an authorized representative of the Quoter. Signature on a quote certifies that the quote is made without connection with any person, firm or corporation making a quote for the same goods and/or services and is in all respects fair and without collusion or fraud. Signature on a quote also certifies that the Quoter has read and fully understands all quote specifications, and the sample contract referenced in this RFQ (including insurance requirements). No consideration will be given to any claim resulting from quoting without comprehending all requirements of the RFQ.

10. QUOTE MODIFICATION OR WITHDRAWL: Quotes, once submitted, may be modified in writing or withdrawn before the time and date set for quote closing. Quoters may not modify quotes after Quote Due Date/Time.

11. QUOTE SUBMISSION: Quotes may be submitted by returning to CareOregon by email at the email address provided in the introduction of the RFQ. The email subject line should contain the RFQ Number and RFQ Title.

12. PRIOR ACCEPTANCE OF DEFECTIVE PROPOSALS: Due to limited resources, CareOregon generally will not completely review or analyze quotes which fail to comply with the requirements of the RFQ or which clearly are not the best quotes, nor will CareOregon generally investigate the references or qualifications of those who submit such quotes. Therefore, neither the return of a quote, nor acknowledgment that the selection is complete shall operate as a representation by CareOregon that an unsuccessful quote was complete, sufficient, or lawful in any respect.

13. DELIVERY: Significant delays in delivery may be considered in determining award if early delivery is required.

14. CASH DISCOUNTS: Cash discounts will be considered if included in the Quote.

15. PAYMENT: Quotes which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

16. INVESTIGATION OF REFERENCES: CareOregon reserves the right to investigate references and or the past performance of any Quoter with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, sub-contractors, and workers.

CareOregon may postpone the award or execution of the contract after the announcement of the apparent successful Quoter in order to complete its investigation. CareOregon reserves the right to reject any quote or to reject all quotes at any time prior to CareOregon's execution of a contract if it is determined to be in the best interest of CareOregon to do so.

17. METHOD OF AWARD: CareOregon reserves the right to make the award by item, groups of items or entire quote, whichever is in the best interest of CareOregon.

18. QUOTE REJECTION: CareOregon reserves the right to reject any and all quotes.

19. QUOTE CONFIDENTIALITY AND RESULTS: Quoters who submit a quote will be notified of the RFQ results.

Quotes submitted will be considered confidential and will only be shared internally with applicable staff for this project.

https://oregonbuys.gov/bso/