S-10000-00010108.pdf

Solicitation # 10000-00010108-(RFP#5804-0-V8FINAL12KM) DAS Procurement Services, Version 4.5 March 31, 2023, Page 1 of 34

STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF HUMAN SERVICES

By and through its Office of Aging and People with Disabilities

Is issuing this Request For Proposals under OregonBuys Bid Number S#10000-00010108 for

EARLY SUPPORT SERVICES FOR DEPRESSION AND ANXIETY

Date of Issue: September 10, 2024, at 3:00 PM PST

Opening Date and Time: October 15, 2024, at 3:00 PM PST

Single Point of Contact (SPC): Kathy J. McKenzie, Procurement Specialist

Address: 500 Summer St. E-03

City, State, Zip Salem, OR, 97301

Phone (voice) (503) 979-3757

E-mail: Kathy.j.mckenzie@odhsoha.oregon.gov

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

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

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

1.4 AUTHORITY AND METHOD

SECTION 2: DEFINITIONS

2.1 DEFINITION OF TERMS

2.2 OREGONBUYS TERMINOLOGY

2.3 OREGONBUYS RESOURCES:

SECTION 3: PURPOSE AND SCOPE OF WORK

3.1 AGENCY OVERVIEW AND BACKGROUND

3.2 PROJECT OVERVIEW

3.3 PURPOSE 8

3.4 SCOPE OF WORK

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

SECTION 5: PROPOSAL

5.1 MINIMUM PROPOSAL QUALIFICATIONS

5.2 PROPOSAL REQUIREMENTS

5.3 PROPOSAL CRITERIA

SECTION 6: PROPOSAL EVALUATION PROCESS

6.1 EVALUATION COMMITTEE

6.2 STANDARDS FOR ASSIGNING POINTS

6.3 POINTS AWARDED

6.4 EVALUATION CRITERIA

6.5 POINT AND SCORE CALCULATIONS

6.6 PROPOSAL POINT SCORE CALCULATIONS

6.7 RANKING OF PROPOSERS

6.8 NEXT STEP DETERMINATION

6.9 ADDITIONAL ROUNDS

6.10 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

SECTION 7: AWARD AND NEGOTIATION

7.1 AWARD NOTIFICATION PROCESS

7.2 INTENT TO AWARD PROTEST

7.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

7.4 CONTRACT NEGOTIATION

SECTION 8: ADDITIONAL INFORMATION

8.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

8.2 CERTIFIED FIRM PARTICIPATION

8.3 GOVERNING LAWS AND REGULATIONS

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8.4 OWNERSHIP/PERMISSION TO USE MATERIALS

8.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

8.6 COST OF SUBMITTING A PROPOSAL

8.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

8.8 RECYCLABLE PRODUCTS

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PROPOSED BUDGET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Human Services (“ODHS”) and it’s Office of Aging and People with Disabilities (“APD”), Long Term Services and Supports (“LTSS”), collectively referred to as “Agency,” is looking for qualified Proposers who can provide Early Support Services for Depression and Anxiety through an Evidence Based Program. This Program is intended to create new ODHS supportive services Contracts and is not intended to replace current Mental Health Treatment Services for chronic mental health conditions, nor is it meant to replace a person’s mental health benefits from other publicly funded programs to which they are entitled. This Program will assist older adults and adults with disabilities living in their own home or living outside of a Licensed Care Setting, and will provide Interventions as described in the federal Administration for Community Living (“ACL”) website at:

https://acl.gov/programs/health-wellness/disease-prevention#future and in Section 2.1.1 “Administration for Community Living (“ACL”),” below.

If a potential Proposer is a Medicaid enrolled provider or other Professional Mental Health Treatment Agencies currently providing Behavioral Health Services, including Mental Health Providers or organizations, through Medicaid, those services may not be eligible for funding under this RFP. The Proposal will not be evaluated by ODHS or considered for Contract award.

The State funding of this RFP is intended to develop new programs, not supplement existing programs. Additional details on APD's Early Support Services for Depression and Anxiety Program are included in Sub-Section 3.4 “Scope of Work”.

Agency anticipates the award of approximately four (4) Contracts from this RFP as determined through Proposal Evaluations as described in Section 6, for a total not to exceed of $350,000.00 per contract. Agency may award additional Contracts depending upon the requested funding of the top Proposals and is limited to available funding at the time of the award.

The term of the Contract is anticipated to be two (2) years with the ability to extend up to a maximum of five (5) years, subject to available funding.

***Remainder of this Page Intentionally Left Blank*** https://acl.gov/programs/health-wellness/disease-prevention#future

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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

Pre-Proposal Conference September 23, 2024 9:00 AM

Questions / Requests for Clarification Due September 30 2024 3:00 PM

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

October 2, 2024

RFP Protest Period Ends

7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Opening of Proposal October 15, 2024 3:00 PM

Issuance of Notice of Intent to Award (approx.) October 31, 2024

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

1.3 SINGLE POINT OF CONTACT (SPC)

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

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

1.4 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246- 0170(2).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. 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.

SECTION 2: DEFINITIONS

2.1 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

2.1.1 “Administration for Community Living” or “ACL” – means one of the Federal Agency that was created under U.S. Department of Health and Human Serves Agency (HHS).

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2.1.2 “Behavioral Health” – means the diagnosis and treatment of mental health, substance abuse, and related physical disorders. This also encompasses the emotional, psychological, and social well-being of an individual.

2.1.3 “Contract” – means the written document awarded as a result of this RFP.

2.1.4 “Contractor” – means the successful Proposer(s) selected through this RFP to enter into a Contract with Agency to perform the Early Support Services for Depression and Anxiety program through an Evidence Based Program.

2.1.5 “Early Support Services for Depression and Anxiety Program” – means for the purposes of this RFP, an Evidence Based Program to serve older adults or adults with disabilities who experience mild to moderate depression, anxiety, or substance use.

2.1.6 “Evidence Based Program” or “Program” – means, for the purposes of this RFP, the structured curriculum, sessions, or modules to address depression, anxiety or substance abuse for the older adult population or adults with disabilities.

2.1.7 “Experimental Designs” - means the process of planning and conducting scientific experiments to investigate a hypothesis or research a question. It involves carefully designing an experiment that can test the hypothesis and controlling for other variables that may influence the results that may include methods such as. use of random assignments and a control group, among others.

2.1.8 “Fully Translated in One or More Community Sites” - means that the Evidence-Based Program in question has been successfully carried out at the community level, with fidelity to the published research, at least one time before. Sites should only consider Programs that have been shown to be effective within a real-world community setting.

2.1.9 “Key Persons” - means Proposers staff directly involved with direct Program oversight or direct delivery of Program services. Key Persons must have a Masters or a Bachelor’s degrees with, or without direct experience. The Key Persons shall also participate in training related to the specific Program services delivered. (Refer to Section 3.4.15, “Staffing.”)

2.1.10 “Licensed Care Setting” – means for the purposes of this RFP include; group homes, community-based settings, or nursing facilities.

2.1.11 “Mental Health Treatment Services” – means an individualized plan developed collaboratively with a mental health clinician for an individual with a behavioral or mental health diagnosis.

2.1.12 “Person Centered Services” – means services that are responsive to an individual’s goals, values, and preferences.

2.1.13 “Professional Mental Health Treatment Agencies” – means an agency or organization that provides Mental Health Treatment Services to individuals who have been diagnosed with a mental illness by a licensed professional. The services include individualized treatment planning, individual therapy, and other treatment services delivered by licensed professionals.

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2.1.14 “Qualified Staff” – means to include Key Persons with a Masters or a Bachelor’s degrees with, or without direct experience, or the following experience, and who will provide direct delivery of the program:

• Volunteer – means an individual who is not directly employed by the Proposer, and who must have a minimum of two (2) years experiencing supporting older adults, or adults with disabilities, and participate in training related to the specific program to be delivered.

• Staff – means an individual employed by the Proposer and is an individual with Lived experience. “Staff” provides recovery and support services for depression, anxiety, or substance abuse, and participates in training related to specific program to be delivered.

(Refer to Section 3.4.15, “Staffing”)

2.1.15 “Quasi-Experimental Design” – means a research method that does not use random assignment of subjects to groups, but instead uses non-random criteria. This is used when full experimental control is not possible or ethical.

2.1.16 “Substance Use” – for this RFP means the use of legal or illegal substances that contribute to depression or anxiety. Selected substances including; alcohol, tobacco products, drugs, inhalants, and other substances that can be consumed, inhaled, injected, or otherwise absorbed into the body with possible dependence and other detrimental effects.

2.2 OREGONBUYS TERMINOLOGY

Terminology specific to the OregonBuys electronic procurement system follows.

2.2.1 An “Amendment” means a change or addition to a Bid Solicitation. An Amendment to a Bid Solicitation is the same as an Addendum to a Request for Proposal. OregonBuys modifications, if any, to this RFP will be made by written Amendment(s). Intent to Award notices will be posted as Amendments to the Bid Solicitation.

2.2.2 The “Attachments” described in subsection 5.2.4 through 5.2.10 of this RFP are Attachments in OregonBuys. If required for a response to the Proposal, these Attachments must also be downloaded from OregonBuys.

2.2.3 “Bid” or “Bid Solicitation” is the same as Request for Proposal. The Bid Solicitation Number S-10000-00010108 is the Agency’s Request for Proposals from qualified Proposers to provide an Early Support Services for Depression and Anxiety through an Evidence Based Program. that is designed to support older adults and adults with disabilities.

2.2.4 “Bid Availability Date” is the date and time the Bid Solicitation will be visible in OregonBuys for vendors to respond.

2.2.5 “Bid Opening Date” is the date and time after which a Proposal will no longer be accepted in OregonBuys.

2.2.6 “Vendor” refers to the public or private entity that registers in OregonBuys to respond to Bid Solicitations or view awarded Contracts and Agreements.

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2.3 OREGONBUYS RESOURCES:

2.3.1 For Assistance with OregonBuys (Vendor Help Desk):

Email: suppliersupport@periscopeholdings.com

Phone: 1-855-800-5046.

2.3.2 For information on how to register as a Vendor in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf

2.3.3 For guidelines on how to find an open or closed Bid Solicitation in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/How%20to%20advance%20search%2 0in%20OregonBuys.pdf.

2.3.4 Detailed instructions on how to submit a Proposal (“Quote”) in OregonBuys:

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

If the above-links are not an option, obtain the information through the Vendor Help Desk by phone or email, or contact the SPC.

SECTION 3: PURPOSE AND SCOPE OF WORK

3.1 AGENCY OVERVIEW AND BACKGROUND

APD provides services for Oregon’s older adults, people with disabilities, and their families for experience person-centered services, supports, and early interventions that are innovative and help maintain independence, promote safety and wellbeing, honor choice, respect cultural preferences, and uphold dignity. These services help people access the supports they need to live their best lives in the communities they choose and at every stage of life.

3.2 PROJECT OVERVIEW

ODHS is seeking Proposals from qualified Proposers who can provide Early Support Services for Depression and Anxiety through an Evidence Based Program for older adults or adults with disabilities, or both, that experience mild to moderate depression, anxiety, or substance use to assist the individual in addressing or managing their symptoms.

3.3 PURPOSE

The Program is intended to create new systems for Early Support Services for Depression and Anxiety and is not intended to replace Mental Health Treatment Services for chronic mental health conditions. Nor is it meant to replace a person’s mental health benefits from other publicly funded programs to which they are entitled.

mailto:suppliersupport@periscopeholdings.com https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20advance%20search%20in%20OregonBuys.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20advance%20search%20in%20OregonBuys.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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This will align with ODHS’ goals of providing person-centered services, supports and early interventions that are innovative and help maintain an older adult or adults with disabilities independence, promote safety and wellbeing, honor choice, respect cultural preferences, and uphold dignity. ODHS’ goals will apply regardless of whether the Program specifically addresses it in the curriculum or not.

3.4 SCOPE OF WORK

After execution of a Contract, the Proposer will be designated as a Contractor and will perform the services and complete the work described in this Section 3.4, “Scope of Work”. Agency and the selected Proposer(s) will negotiate a final Statement of Work for the Contract. The Statement of Work will include provisions based on this Scope of Work, the successful Proposer(s) Proposal, and other terms and conditions negotiated by the parties or required by statute or rule.

3.4.1 Agency is requesting proposals from Proposers who can provide Early Support Services for Depression and Anxiety that are Evidenced Based Programs for older adults, or adults with disabilities living in the community and not in a Licensed Care Settings. These individuals frequently experience a disruption in their lives due to mild to moderate depression, anxiety, or substance use. These funds are intended to serve individuals typically served by APD as defined in ORS 410. The proposed program must specifically address depression, anxiety, or substance use for older adults, adults with disabilities, or both.

3.4.2 Services will provide the skills and training necessary for the individuals to successfully manage and reduce their depression, anxiety, or substance use issues.

3.4.3 Services will be provided in person except when the individual explicitly requests otherwise.

3.4.4 Services will be provided by the Proposer. Agency will not allow sub-contracting for this solicitation.

3.4.5 The Agency is seeking services for older adults and adults with disabilities living on their own or with family in the community. The intent is for services to be provided in all counties in Oregon. Proposer will specify what counties Proposer will service, and the Contractor is expected to serve all areas within the counties they select.

3.4.6 Services for older adults and adults with disabilities shall be referred to the Contractor for services by the Agency or an eligible community partner, and shall be based on the individual’s needs.

3.4.7 To participate in the Program, referred individuals will need to consent to participating in pre- and post-screening for depression or anxiety and the Program will need to ensure that such screening takes place. While occasional exceptions can be made, the primary scope of work shall include older adults and/or adults with disabilities with corresponding depression or anxiety related scores in accordance with the following:

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• Patient Health Questionnaire, or “PHQ-9,” with scores ranging from 5 to 14;

• Center of Epidemiological Studies-Depression, or “CES-D,” with scores of 16 to 23; and or

• General Anxiety Disorder-7, or “GAD-7,” with scores of 5 to 14.

3.4.8 Early Support Services for Depression and Anxiety are not intended for people with serious mental illness when a third-party provider may be more appropriate to provide the Mental Health Treatment Services.

3.4.9 ODHS is seeking an Early Support Services for Depression and Anxiety program that includes a referral process to other services when those are appropriate for the individual. The referral process will include a structured referral intake and follow-up process to determine if the individual is being assisted in obtaining the services they need.

3.4.10 When an individual is being served by a mental health provider while participating in this Program, the Proposer must include a process to coordinate with the mental health provider as allowed by the individual. This is to encourage the engagement of treatment and support of that part of their work towards their recovery. The Program will not override nor replace the treatment and support provided by the mental health provider.

3.4.11 The Agency is seeking a Program that includes one (1) or both of the following two (2) choices:

3.4.11.1 Demonstrated through peer reviewed evaluations to be specific and effective for reducing depression, anxiety, or substance use in older adults or adults with disabilities;

or

3.4.11.2 Proven effective with older adult populations or adults with disabilities, using Experimental Designs or Quasi-Experimental Design as defined by the Administration for Community Living.

3.4.12 The Agency is seeking a Program that includes one or more of the following three (3) support approaches:

3.4.12.1 Research results published in a peer-review journal, which must show a significant impact on reducing depression, anxiety, or substance use; or

3.4.12.2 Fully translated in one (1) or more community site(s); or

3.4.12.3 Includes developed dissemination products that are available to the public.

3.4.13 The Work of this RFP provides services that are both person-centered and trauma-informed to identify challenges before they cause disruption for older adults that could result in the need for a higher level of care that may include removing them from their community.

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3.4.14 The Work of this RFP also requires access to ODHS Information Assets and Systems for reporting information and track required data elements. The Work will require a Privacy and Security Agreement between the parties substantially similar to the sample Privacy and Security Agreement found in Exhibit H, and will be part of the Contract document when presented for signature.

3.4.15 STAFFING:

The Agency is seeking services from qualified providers with demonstrated experience in working with older adults or adults with disabilities. Qualified providers shall have the following:

3.4.15.1 Identified Key Persons with the following minimum credentials:

3.4.15.1.1 Masters of Social Work (“MSW”) degree or related masters-level degree; or

3.4.15.1.2 Bachelor’s degree in a social services field of study and five (5) years of direct client experience working with older adults or adults with disabilities.

3.4.15.2 Qualified Staff to include the following:

3.4.15.2.1 Key Persons - must have a Masters or Bachelors related degree with any amount of direct experience, volunteers, or staff with lived experience.

3.4.15.2.2 Volunteers- must have a minimum of two (2) years’ experience supporting older adults, or adults with disabilities, and participate in training related to the specific program to be delivered.

3.4.15.2.3 Staff that have lived experience and provide recovery and support services for depression, anxiety, or substance use, and participate in training related to specific program to be delivered.

3.4.15.2.4 Employees that are hired into or currently employed by the provider providing services under this Contract, must meet or exceed the staff qualifications and competencies required by the RFP.

3.4.15.2.5 Qualifying degrees must be from an accredited College or University and be available upon request. The degree of study must be in social services including but not limited to: social work, psychology, mental health or any related degree.

(Also See Key Person Sub-Section 5.3.1 for additional information on Staffing.)

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SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in, Section 1.2 “Schedule”.

Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by:

• Microsoft Teams Need help?

Join the meeting now

Meeting ID: 259 079 770 975

Passcode: iTANSH

• Dial in by phone

+1 971-277-2343, 433552816# United States, Portland

Find a local number

Phone conference ID: 433 552 816#

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 an OregonBuys submission;

• Reference the OregonBuys bid number S-10000-00010108;

• Identify Proposer’s name and contact information;

https://oregonbuys.gov/ https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjU4ZjYwOWItNmVlOS00YjVmLWIwNWYtZWI5N2I5MmM2YWRh%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22b10b0912-af2c-4065-b0ba-ef6d636463c5%22%7d tel:+19712772343,,433552816 https://dialin.teams.microsoft.com/2df0f08c-5e2f-4516-b2d9-ce7dd2663420?id=433552816

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• Refer to the specific area of the RFP being questioned (i.e., page, section and paragraph number); and

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

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

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 3:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number S#10000-00010108;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o The grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o Evidence or documentation that supports the grounds on which the protest is based; and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason.

A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

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Delivery through OregonBuys

Proposal submission should be electronically through OregonBuys. At: OregonBuys.gov

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

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 125-247-0440. 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

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 of Intent to Award is issued pursuant to OAR 125-247-0630. However, Agency will record and make available the identity of all Proposers after Opening.

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.

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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• 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).

4.9.1 Responsiveness and Responsibility Determination

4.9.1.1 Responsiveness Determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 “Minimum Qualifications” and Section 3.2 “Minimum Submission Requirements”. If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

4.9.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall download and submit a signed Attachment G, “Responsibility Inquiry” with Proposal.

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

SECTION 5: PROPOSAL

5.1 MINIMUM PROPOSAL QUALIFICATIONS

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in “Proposal Requirements” section 5.2 below):

• Proposal with Cover Letter;

• Disclosure Exemption Affidavit (Attachment B);

• Proposer Information and Certification Sheet (Attachment C);

• Reference Check Form (Attachment D);

• Proposed Budget (Attachment E);

• COBID Certification / Outreach Plan (Attachment F);

• Responsibility Inquiry (Attachment G);

• Key Persons and Resumes;

• Position Descriptions Directly Related to the Program.

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5.1.1 Proposal Page Limits

Proposal is limited to 20 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);

• Reference Check Forms (Attachment D);

• Proposed Budget (Attachment E);

• COBID Certification / Outreach Plan (Attachment F);

• Responsibility Inquiry (Attachment G).

5.1.2 Proposal Format and Quantity

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

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in (Section 4.5 “Proposal Delivery Options” for delivery through OregonBuys.)

The Proposed Budget must be submitted as a separate electronic response file.

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 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 Attachment B “Disclosure Exemption Affidavit”.

Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure

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

5.1.3 Authorized Representative

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

5.1.4 Qualified Proposers

Proposers that are Medicaid enrolled providers or other Professional Mental Health Treatment Agencies currently providing Behavioral Health Services, including Mental Health Providers or organizations, through Medicaid, those services may not be eligible for funding under this RFP. The State funding of this RFP is intended to develop new programs not supplement existing programs.

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5.2 PROPOSAL REQUIREMENTS

5.2.1 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 shall be considered non-Responsive to this RFP and will not be considered further.

5.2.2 Proposal should not include extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

5.2.3 Proposal is considered a binding offer and shall be valid for 90 days following the date of Intent to award in accordance with the time necessary to complete Contract negotiations described in Section 7.4.

5.2.4 Attachment A Sample Contract:

Attachment A Sample Contract is not submitted with Proposer’s Proposal.

The final Contract will be subject to negotiations between Agency and Proposer, as described in subsection 7.4 “Contract Negotiations”.

Exhibit C of Attachment A contains the Insurance Requirements for a Contract resulting from this Bid Solicitation.

5.2.5 Attachment B Disclosure Exemption Affidavit:

Attachment B “Disclosure Exemption Affidavit” is only required if Proposer wants to exempt information in its Proposal from disclosure to the public under the Oregon Public Records Law (ORS 192.311 through 192.478). Proposer must download Attachment B from OregonBuys.

If Proposer believes information in its Proposal should be exempt from public disclosure, Proposer shall complete Attachment B, including the information on Exhibit A to Attachment B (page 3), and submit the entire Attachment B in OregonBuys, separate of the Proposal response and any other attachments, named “Attachment B Disclosure Exemption”.

If Proposer fails to identify on Exhibit A to Attachment B the portions of the Proposal that Proposer claims are exempt from public disclosure, or if the form is received incomplete or without proper Notarization, Proposer has waived any claim of non-disclosure of information.

If Proposer completes and submits Attachment B, a redacted version of the Proposal must also be submitted, clearly identified as the “Redacted Version,” as part of its Proposal Packet.

If Attachment B is received without the additional Redacted Version, the Proposal may be rejected in its entirety as being non-Responsive to the RFP and will not be considered further.

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Public disclosure of the information included on Exhibit A to Attachment B may depend on official or judicial determinations made in accordance with the Public Records Law.

5.2.6 Attachment C Proposer Information and Certification Sheet

Proposer(s) shall download Attachment C “Proposer Information and Certification Sheet” from OregonBuys. Proposer shall complete the information requested, sign the form, and submit Attachment C separate from the Proposal response and any other attachments and name it, “Attachment C-Proposers Information and Certification Sheet.”.

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

5.2.7 Attachment D Reference Check Form

Proposer(s) shall download Attachment D “Reference Check Form” from OregonBuys.

Proposer shall complete the information requested and submit Attachment D “Reference Check Form” separate of the Proposal response and other attachments. Proposer must provide three references from current or former client firms for similar projects performed for any clients within the last five (5) years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications. (See Section 5.3.3 “References,” for more information.)

5.2.8 Attachment E Proposed Budget:

Proposer(s) shall submit a completed Proposed Budget for each Program they are Proposing. The proposed budget format may be downloaded from OregonBuys, and completed by the Proposer, or it can be created by the Proposer in a substantially similar format .The budget shall be submitted in a file specifically named Attachment E“ Proposed Budget”, separate from the actual Proposal response and other attachments. If submitting more than one Budget, Proposer will name them accordingly. See subsection 5.3.4 “Proposed Budget,” for additional information.

5.2.9 Attachment F COBID Outreach Plan:

Proposer(s) shall download Attachment F “COBID Outreach Plan” from OregonBuys and must submit a completed Attachment F in OregonBuys separate of the Proposal and other Attachments. Attachment F is not required if Proposer is not COBID Certified.

Certified Firms, as defined in Attachment F, must have an equal opportunity to participate in the performance of contracts and agreements financed with state funds. By applying, Proposer certifies that it has taken, and will take, reasonable steps to ensure that Certified Firms are provided an equal opportunity to compete for and participate in the provision of services or the performance of any subcontracts resulting from this Bid Solicitation.

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5.2.10 Attachment G Responsibility Inquiry:

Attachment G “Responsibility Inquiry” will assist Agency in determining if a Proposer is Responsible prior to execution of a Contract. Proposer(s) must download Attachment G from OregonBuys.

Proposer(s) shall complete the information requested, sign the form, and submit the signed Attachment G in OregonBuys, named, Attachment G “Responsibility Inquiry”, separate of the Proposal and any other attachments.

Agency may reject a Proposal found to be not Responsible at any time prior to execution of a Contract.

5.2.11 Cover Letter

The Cover Letter is created by the Proposer. The Cover Letter must be submitted in OregonBuys as part of the “Proposal.” On the Cover Letter please address the following questions:

5.2.11.1 What County(s) Proposer is Proposing to serve;

5.2.11.2 What Evidence Based Program for Early Support Services for Depression and Anxiety is Proposer going to provide;

5.2.11.3 Will Proposer be serving older adults, adults with disabilities or both;

5.2.11.4 How many Individuals does Proposer anticipate processing thru the Screening, Enrolling and Completion Procedures.

5.3 PROPOSAL CRITERIA

Proposer(s) must respond to each of the criteria in this subsection 5.3 in a document (the “Proposal Response”) using 12-point font, with each criterion clearly identified. Proposer(s) will submit its Proposal Response in OregonBuys along with the Quote Attachments described in subsection 5.2 “Proposal Requirements” above. The numbers in parentheses next to these Proposal criteria are the subsection numbers for the evaluation criteria.

5.3.1 Proposers Key Persons and their Resumes (6.4.1)

Proposer(s) shall specify Key Persons to be assigned to this project in their Proposal and include a current resume (not to exceed two pages each.) Key Persons that demonstrate the person’s qualifications and experience for the Work described in the “Scope of Work”, Section 3.4 of this RFP, must have the following credentials:

• Master’s degree of Social Work (MSW) or related masters level degree; or

• Bachelor’s degree in a social services field of study and five (5) years of experience working directly with older adults or adults with disabilities; and Degrees must be in the following:

o Social services, social work, psychology; mental health, or other degree in a social science.

• Degrees must be from an accredited College or University and be available upon request.

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• All resumes must be provided and demonstrate both reported degree as well as any direct experience related to the “Scope of Work” Section 3.4.

5.3.2 Project Implementation Plan (6.4.2)

Proposer shall briefly describe how Proposer would carry out the major activities of this project in context with the “Scope of Work”, Section 3.4. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

5.3.2.1 A brief description of the selected Early Support Services for Depression and Anxiety program that has been developed and demonstrated specifically to address depression, anxiety, or substance use in older adults or adults with disabilities. The evidenced-based interventions must meet the criteria above.

5.3.2.2 The Proposal shall briefly describe the Proposer’s Early Support Services for Depression and Anxiety Program that is recognized by a division of the U.S. Department of Health and Human Services (HHS) such as Administration Community Living, the Centers for Medicare and Medicaid Services and the Substance Abuse and Mental Health Services Administration, and is shown to be effective and appropriate for older adults as an early intervention or prevention program designed to reduce depression, anxiety or substance use .

5.3.2.3 A description on how the program will recruit and enroll individuals who meet the target population criteria, defined as:

5.3.2.3.1 Older adults and/or adults with disabilities living outside a Licensed Care Setting;

5.3.2.3.2 Individuals who are assessed as having mild-to-moderate depression, anxiety, or substance use issues. While occasional exceptions can be made, the primary focus should be people with PHQ-9 scores of 5 to 14; CES-D scores of 16 to 23; and/or GAD-7 scores of 5 to 14. Individuals with a chronic and serious mental illness should not be served in these programs.

5.3.2.4 A staffing plan that will enable the Agency to coordinate program implementation, quality and fidelity of the program, reporting, and coordination with ODHS agreement administrator.

5.3.2.5 A description of how the program will ensure staff will see individuals enrolled in this program in person regularly.

5.3.2.6 A brief description of how the program will track and report required data elements through the Agency’s required reporting process and data system including running of a quarterly report, Key Persons information for the personnel responsible for data entry.

Required data must include:

5.3.2.6.1 Demographics of persons served including but not limited to age, gender identity, race/ethnicity, and living situation;

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5.3.2.6.2 Program specific pre- and post-depression and anxiety assessment measures;

5.3.2.6.3 A description of the areas that Proposer intends to provide services, identifying the counties and city locations where services will be made available to older adults and adults with disabilities;

5.3.2.6.4 Descriptions regarding how the program will onboard new program staff and how the program provide supervision to program staff to ensure program integrity;

5.3.2.6.5 An organizational chart detailing the Proposers organizational structure based on the Implementation Plan and utilization of Key Persons through staffing levels coordinated to meet the Early Support Services for Depression and Anxiety Program proposed services found in the Proposal.

5.3.3 References (6.4.3) (Attachment D)

The Attachment D “Reference Check Form” shall be used to complete this requirement for reference submission and evaluation of each reference. Proposer shall send the Reference Check Form to its references. Reference forms must be completed by the references. Reference forms must be received prior to Opening. Reference forms not received before Opening will not be scored and no value assigned to the total score. The Reference narrative responses are evaluated by the evaluation committee with a possible maximum score described in Section 6.4.3, “References”.

5.3.3.1 Provide three references from current or former client firms for similar projects performed for any clients within the last five years. References must be able to verify the quality of previous, related Work.

5.3.3.2 Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

5.3.4 Proposed Budget (Attachment E) (6.4.4)

The Proposed Budget will include reasonable, necessary, and allocable costs for Proposed services utilizing document of Proposers making . This Proposed Budget shall be submitted in a file specifically named Attachment E “Proposed Budget” in a separate file from the actual Proposal and other documents and will be submitted Electronically though OregonBuys. The Proposed Budget shall address the following costs anticipated for The Early Support Services for Depression and Anxiety Program: (See also Section 5.2.8 “Proposed Budget,” above)

5.3.4.1 Base Funding as follows:

5.3.4.1.1 No more than 20% for funding to support staff retention and indirect costs;

5.3.4.1.2 This base funding is aimed at supporting outreach, coordination, training, and other program related costs to support program availability and

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5.3.4.1.3 The budget must include an estimate of the total numbers to be served in the following categories:

5.3.4.2 Screening:

5.3.4.2.1 Number of individuals anticipated to be Screened in the Program;

5.3.4.2.2 Screening/referral/care coordination is to screen individuals for this specific program including implementing the PHQ-9, CES-D, or GAD-7 screening as part of the screening process. Referral to partner programs could also be part of this process as well as care coordination in conjunction with this program.

5.3.4.3 Enrolled Individuals:

5.3.4.3.1 Number of individuals anticipated to be enrolled in the Program;

5.3.4.3.2 Program enrollment includes the individuals that were screened and found eligible per screening tool scores and agreed to participate in the agency’s program being offered;

5.3.4.3.3 The individual must remain enrolled for at least one third (1/3) of the program to qualify for enrolled funding.

5.3.4.4 Completion of Program:

5.3.4.4.1 Number of individuals anticipated to complete the program;

5.3.4.4.2 Program Completion is the number of sessions completed as determined by the fidelity of the program itself. This also includes the post program screening scores.

5.3.4.5 Payments:

5.3.4.5.1 Payments will be made quarterly in the following manner for the information above: (See also Exhibit A Part 2, “Payment and Financial Reporting” of Sample Contract.

5.3.4.5.2 Base funding: 20% per quarter. Base funding will only be provided in quarters when documented services…