S-10000-00010733~2.pdf

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STATE OF OREGON

COVER PAGE

Oregon Department of Human Services, Aging and People with Disabilities

Is issuing this Request For Applications (RFA) under OregonBuys Bid Number S-10000-00010733 for

SENIOR EMERGENCY MEDICAL SERVICES PILOT PROJECTS

Date of Issue: July 02, 2024, at 3:00 PM Pacific Time

Opening Date and Time: October 7,2024, 3:00 PM Pacific Time

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

Address: 500 Summer St. E-03

City, State, Zip Salem, Oregon 97301

Phone (office/cell) 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)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OREGONBUYS TERMINOLOGY

2.4 OREGONBUYS RESOURCES:

2.5 OVERVIEW AND PURPOSE

2.6 SCOPE OF ALLOWABLE ACTIVITIES, AND SPECIFICATIONS

SECTION 3: APPLICATION REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 COMPLETE APPLICATION REQUIREMENTS

3.3 APPLICATION CRITERIA RESPONSE

3.4 APPLICATION PROCESS

3.5 APPLICATION PACKET REQUIREMENTS

SECTION 4: EVALUATION PROCESS

4.1 MINIMUM APPLICATION PACKET SCREENING

4.2 SCORING METRICS

4.3 EVALUATION CRITERIA

4.4 POINT AND SCORE CALCULATIONS

4.5 RANKING OF APPLICANTS

4.6 NEXT STEP DETERMINATION

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFA; REJECTION OF APPLICATION; NO DAMAGES

6.5 COST OF SUBMITTING AN APPLICATION

LIST OF ATTACHMENTS

ATTACHMENT A - APPLICATION

ATTACHMENT B - SAMPLE CONTRACT

ATTACHMENT C - RESPONSIBILITY INQUIRY

ATTACHMENT D – COBID OUTREACH PLAN

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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, Aging and People with Disabilities, (“Agency”), is issuing this Request for Application for Senior Emergency Medical Services Pilot Projects.

House Bill 2397 (2021) established the Senior Emergency Medical Services Innovation Program within the Oregon Department of Human Services. This allows the program to solicit and select pilot projects to be funded through the Quality Care Fund Trust (As described in ORS 443.001) with the intention to improve emergency medical services of residents in Oregon’s long term care facilities.

Additional details on the Scope of the goods or services or both are included in the Scope of Allowable Activities (Section 2.4).

The Opening, reviewing and evaluation of Applications will be on a ‘rolling’ basis, the first opening shall begin on August 1, 2024. If the Application is received after this date and time the Application will not be opened and reviewed until the next scheduled opening time. (See Section 1.2, “Schedule”). Subsequent Openings, reviews and evaluations shall occur monthly on the Monday of the first full week of the month, until the close of this RFA. The review process shall be the same regardless of the Opening date. Agency reserves the right to close this RFA sooner than the date listed on the Cover Page.

Agency anticipates awarding a minimum of three Contracts as a result of this RFA. The initial term of the Contract is anticipated to start September 1, 2024, and go through no later than December 31, 2026. If there are more than three qualified Applications submitted at one time, Agency reserves the right to conduct Round 2 Interviews, or to bypass Round 2 in its entirety and move forward with awarding more than three applicants depending on funding available.

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.

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Event Date Time

Webinar (See section 3.4.3) July 11, 2024 2:00 PM

Questions / Requests for Clarification Due July 26, 2024 2:00 PM

Answers to Questions / Requests for Clarification Issued (approximately)

Up to three business days after receipt

Opening (Application Due) See RFA cover page

1st Opening of Applications, Review and Evaluations

August 1, 2024, 3:00 PM

Application review and Evaluation will occur monthly(approximately)

On the Monday of the first full week of every month until this RFA is closed

Application Interviews, if needed To be determined

Notice of Award (approximately) To be determined

1.3 SINGLE POINT OF CONTACT (SPC)

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

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

ODHS is issuing this RFA under the authority of the Department of Administrative Services (DAS) delegation SP 826-16/REQ-DASOBO-00019979 (as amended), (“Class Special Procurement: Request for Application”)..

2.2 DEFINITION OF TERMS

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

2.2.1 “Applicant” means any entity serving Oregonians who submits an Application in response to this RFA.

2.2.2 “Application” means a response to this RFA submitted through OregonBuys by the Applicant. Application is used interchangeably with Senior Emergency Medical Services Pilot Project Application Packet.

2.2.3 “Emergency Medical Services Provider” means as defined in ORS 682.025, a person who has received formal training in prehospital and emergency care and is licensed to attend any person who is ill or injured or who has a disability. Police officers, firefighters, funeral home employees and other persons serving in a dual capacity one of which meets the definition of “emergency medical services provider” are “emergency medical services providers” within the meaning of this solicitation.

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

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2.2.4 “RFA” means Request for Application.

2.2.5 “Senior Emergency Medical Services” – means services provided by an emergency medical services provider, as defined in ORS 682.025, to residents of a long-term care facility or residential care facility.

2.3 OREGONBUYS TERMINOLOGY

Terminology specific to the OregonBuys electronic procurement system follows.

2.3.1 An Amendment is a change or addition to a Bid Solicitation. An Amendment to a Bid Solicitation is the same as an Addendum to a Request for Applications.

OregonBuys modifications, if any, to this RFA will be made by written Amendment(s). Intent to Award notices will be posted as Amendments to the Bid Solicitation.

2.3.2 The Attachments described in subsection 3.2 of this RFA are Attachments in OregonBuys. These Attachments must be downloaded from OregonBuys in addition to this RFA Document.

2.3.3 Bid or Bid Solicitation means the same as Request for Applications. The Bid Solicitation Number S-10000-00010733 is Agency’ Request for Applications from qualified Vendors to provide Provider Navigator Services for individuals applying to join the homecare workforce.

2.3.4 Bid Availability Date means the date and time the Bid Solicitation will be visible in OregonBuys for vendors to respond.

2.3.5 Bid Opening Date means the date and time after which vendor Applications will no longer be accepted in OregonBuys.

2.3.6 A Quote is a Vendor’s response to a Bid Solicitation. The Vendor submits a Quote in OregonBuys using the Attachment documents provided by Agency in OregonBuys.

2.3.7 As used in OregonBuys, Seller or Seller Administrator may be the same entity as a Vendor, supplier, or the Applicant.

2.3.8 Vendor refers to the public or private entity that registers in OregonBuys to respond to Bid Solicitations or view awarded contracts and agreements.

2.4 OREGONBUYS RESOURCES:

2.4.1 For Assistance with OregonBuys (Vendor Help Desk):

Email: suppliersupport@periscopeholdings.com

Phone: 1-855-800-5046

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

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

mailto:suppliersupport@periscopeholdings.com

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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

2.4.3 Detailed instructions on how to submit an Application (“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.

2.5 OVERVIEW AND PURPOSE

2.5.1 Agency Overview and Background

Agency provides services for Oregon’s older adults and people with disabilities. These supports help individuals maintain their independence, promote safety, wellbeing, honor choice, respect cultural preferences and uphold dignity. Agency is one of the leading voices advocating for seniors and person with disabilities in Oregon.

Agency provides direct services to more than 1 million Oregonians each year. These services provide a key safety net for those in our society who are most vulnerable or who are at a difficult place in their life.

Vision: Oregon’s older adults, people with disabilities and their families experience person-centered services, supports and early interventions that are innovative and help maintain independence, promote safety, well-being, honor choice, respect cultural preferences and uphold dignity.

Mission: To help Oregonians in their own communities achieve well-being and independence through opportunities that protect, empower, respect choice, and preserve dignity.

Goals:

• People are safe and living as independently as possible.

• People are able to support themselves and their families through stable living wage employment.

• Choices made by seniors and people with disabilities about their own lives are honored.

• Partners, clients, and stakeholders are actively engaged in a variety of collaborative and meaningful ways.

• The department is committed to equal access, service excellence and equity for all Oregonians.

2.5.2 Project Overview and Background

The implementation of HB 2397(2021) established the Senior Emergency Medical Services Innovation Program in the Department of Human Services (“ODHS”).

The goal of this program is to improve emergency medical services to residents in Oregon’s long term care facilities.

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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Recommendations from the pilot project outcomes will be shared in a legislatively required report (HB2397) (2021). Based on these completed reports the Agency reserves the right to continue with or expand on the pilot project concepts, past the time when the Contract funds are completed. By applying to this RFA Applicant agrees to this stipulation.

2.5.3 Purpose

The purpose of the Senior Emergency Medical Services Innovation Program is to select and provide funding for and monitor local public sector pilot projects that are funded through the Agency’s Quality Care Fund Trust, “ORS 443.001”. Successful Applicants shall use funding towards allowable activities and proposed project goals.

2.6 SCOPE OF ALLOWABLE ACTIVITIES, AND SPECIFICATIONS

The entity applying is referred to as an Applicant in this RFA. After execution of a Contract, the Applicant will be designated as a Contractor. Contractor allowable activities are described in this subsection 2.6 “Scope of Allowable Activities and Specifications” and in Attachment B “Sample Contract”.

2.6.1 Allowable Activities:

Senior Emergency Medical Program public sector pilot projects will be funded through the Quality Care Fund Trust under ORS 443.001, which consists of General Funds. The funds will be used to offer financial assistance to applicants who provide innovative and efficient strategies to support the senior emergency medical service needs of residents in residential care and longer-term care facilities. Additionally, the funds will be used to support the following outcomes.

2.6.1.1 Develop innovative strategies for addressing the emergency medical services needs of the state’s increasing number of aging residents who receive care and services in residential care facilities and long-term care facilities that could be applied more broadly across the state;

2.6.1.2 Provide recommendations for the efficient and appropriate use of senior emergency medical services that could be applied more broadly across the state;

2.6.1.3 Provide recommendations that could reduce the overall cost of senior emergency medical services while promoting quality emergency medical services, and could be applied more broadly across the state;

2.6.1.4 Identify unique community-based responses to challenges faced by local communities in meeting their residents’ needs for senior emergency medical services.

2.6.1.5 The allowable activity will positively impact older adults and people with disabilities.

2.6.2 Budget:

Disbursement of funds will be based on deliverables such as:

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• Attend initial meetings with Program/Council;

• Required submission of progress reports which includes specific data negotiated for Contract awarded, (as aligned below in Sub-Section 2.4.3 Reporting.);

• Regularly scheduled meetings with Contract Administrator;

• If two-year project- Annual report, including presenting annual report update to Program/Council upon request;

• Final report within 45 days of end of award.

2.6.3 Reporting:

2.6.3.1 Agency will negotiate with the successful Applicants specific timelines, measurables and reporting requirements to be developed upon execution of the Contract. These categories may include, but not limited to:

• Minimum standards and data reporting requirements for pilot projects funded through the program;

• Other factors identified by the council as likely to facilitate successful pilot projects.

• The successful Applicants will provide aggregate data so the Agency can determine how funds were used.

2.6.3.2 The successful Applicants will submit a qualitative summary of progress that describes the impact the Senior Emergency Medical Services Innovation Program funds has made on the communities and populations being served by the successful Applicants. The summary of progress will be due on the 20th of every month for which the report is due and may be negotiated to quarterly upon mutual agreement.,

2.6.3.3 The Agency may use data, performance outcomes and project updates from the Applicant's summary of progress reports in its Legislative Report(s) required by HB2397 (2021).

2.6.3.4 The Agency in partnership with the successful Applicants will develop templates, or formatting of data needs and qualitative summary, or both.

2.6.3.5 The successful Applicants will keep reporting of Senior Emergency Medical Services Innovation Program funds separate from other funding streams received from the Agency, if applicable.

SECTION 3: APPLICATION REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

For an Application to be considered for review, Applicant(s) must submit all the required elements of this Section 3.2 as outlined below. Applicant will submit its Application and Attachments in OregonBuys as required. Applicant(s) must demonstrate in responses how the

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Applicant(s) meets all the necessary requirements of this section:

3.2 COMPLETE APPLICATION REQUIREMENTS

3.2.1 Application Format and Quantity

• Applications should be 8.5” x 11, single-spaced pages and must include all the required elements as outline in the RFA:

• Applicants should submit Application Packets following the Application Packet, Section

3.2.2. Making sure you use the “Applicant Checklist” in Attachment A making sure each item is complete, clearly labeled and attached.

• Applicant shall submit one copy of its Application Packet and attached information requirements bearing the Applicant’s authorized representative’s Signature, on the Application Form (Attachment A) in Adobe Acrobat (pdf).

• Application Packet must include each of the items listed in this section and all other requirements set forth in this RFA. Applicant shall describe the Services to be performed. An Application Packet that merely offers to provide the services as stated in this RFA will be considered non-Responsive to this RFA and will not be considered further however, Applicant may resubmit Application Packet containing all materials specified herein.

• Application Packet should not include extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Application. Do not include marketing or advertising material with the Application Packet, unless requested.

Application should be straightforward and address the requests of the RFA.

3.2.2 Application Packet (Attachment A)

Applicant(s) must complete all sections of the Application Form (Attachment A) and sign.

Failure to submit a complete Application Form with signature will result in rejection.

3.2.2.1 Section 1 – General Applicant Information:

Complete all General Applicant Information which includes name, address, phone, and contact person information.

3.2.2.2 Section 2 - Responsible Applicant Requirements:

• Business Registry. Provide confirmation that Applicant is registered with the Oregon Secretary of State business registry or will register upon notice of award of a contract.

• Insurance. Provide confirmation of Applicant’s ability to provide insurance in accordance with the requirements in the attached Sample Contract Form (Attachment B).

3.2.2.3 Section 3 – Applicant Program Type:

Applicant shall check the corresponding boxes of the type of program services they are proposing to support.

3.2.2.4 Section 4 – Applicant(s) Checklist:

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• Complete the Applicant Checklist and use as a guide to ensure Applicant has responded with the attached required information making sure it is complete, clearly labeled and in order.

• Any checklists that may be contained in this RFA are provided only as a courtesy to prospective Applicant(s). Agency makes no representation as to the completeness or accuracy of any Checklist. Prospective Applicant is solely responsible for reviewing and understanding the RFA and complying with all the requirements of this RFA, whether listed in a checklist or not. Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Applicant based upon, resulting from, or related to, Applicant’s failure to comprehend all requirements of this RFA).

3.2.3 Attachment B Sample Contract:

Attachment B Sample Contract it is not submitted with Applicant’s Application in OregonBuys. The final Contract Agreement will be subject to negotiations between Agency and Applicant, as described in subsection 4.3 “Contract Agreement Negotiation:

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

3.2.4 Attachment C - Responsibility Inquiry

Attachment C Responsibility Inquiry will assist Agency in determining if an Applicant is Responsible prior to execution of a Contract. Applicant must download Attachment C from OregonBuys. Applicant will complete the information requested, sign the form, and submit the signed Attachment C in OregonBuys separate from the Application Packet, named “Attachment C Responsibility Inquiry.

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

3.2.5 Attachment D – COBID - OUTREACH PLAN

This is only required if Applicant is a Certified Firm, as defined in Attachment D. COBID Outreach Plan must have an equal opportunity to participate in the performance of contracts and agreements financed with state funds. By applying, Applicant 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.

Applicant must download Attachment D COBID Outreach Plan from OregonBuys and must submit a completed Attachment D in OregonBuys separate of the Application, named “Attachment D COBID OUTREACH PLAN”, if applicable.

3.3 APPLICATION CRITERIA RESPONSE

Applicant must respond to each of the criteria in this subsection 3.3 in a document of Applicants making no more than 10 Pages (named the “Application Criteria Response”) using 12-point font, with each criterion clearly identified. Applicant will submit its Application Criteria Response in OregonBuys separate from other Application Attachments described in subsection 3.2 above.

The numbers in parentheses next to these Application criteria are the subsection numbers for

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3.3.1 Applicant will introduce Applicants Organization, including the following:

3.3.2 A brief summary of the organization;

3.3.2.1 Title of Program;

3.3.2.2 Amount requesting;

3.3.3 A summary that demonstrates how you will develop innovative strategies for addressing the emergency medical services needs of the state’s increasing number of aging residents who receive care and services in residential care facilities and long-term care facilities that could be applied more broadly across the state;

3.3.4 Please provide a summary that demonstrates your ability for efficient and appropriate use of senior medical services that could be applied more broadly across the state;

3.3.5 Provide a summary that demonstrates your ability to reduce the overall cost of senior emergency medical services while promoting quality emergency medical services;

3.3.6 Provide a summary that addresses the unique community-based responses to challenges faced by local communities in meeting their residents’ needs for senior emergency medical services;

3.3.7 Address how the program will positively impact older adult and disabled people populations;

3.3.8 Address how Applicants services will help older adults and people with disabilities;

3.3.9 Provide a summary that demonstrates the possibility of implementing application across the state;

3.3.10 If Applicant is already receiving or intends to receive other funds to support this project, please describe how these funds will be kept separate from the other funds. (This question will not be scored, for informational purposes only).

3.4 APPLICATION PROCESS

3.4.1 Public Notice

The solicitation, including all Amendments and attachments, are published in the Oregon Buys Public Procurement system at https://oregonbuys.gov/bso/. Solicitation documents will not be mailed to prospective Applicants.

Agency shall advertise all Amendments on OregonBuys e-procurement system. Prospective Applicant is solely responsible for checking OregonBuys to determine whether or not any

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Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

If Applicant has technical difficulties in accessing or using the OregonBuys e-procurement system, Applicant may contact the supplier help desk for assistance at support.oregonbuys@das.oregon.gov or call 1-855-800-5046.

3.4.2 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 emailed to the SPC

• Reference the OregonBuys bid number S-10000-00010733

• Identify Applicant’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 Section 1.2, “Schedule”.

3.4.3 Pre-Application Conference

A Pre-Application Conference will be held for this solicitation on July 11, 2024, at 2:00 PM PDT via Zoom.gov.

Prospective Applicants’ participation in this webinar is highly encouraged but not mandatory.

The purpose of the webinar is to:

• Provide an overview of the project;

• Explain the Contract Application process; and

• Answer any questions Applicants may have related to the project or the Contract Application process.

Statements made at the Webinar are not binding upon Agency. Applicants may be asked to submit questions in Writing.

Interpretation services will be provided upon request. For technical assistance please contact the RFA SPC listed on page 1.

Interested parties may participate in the Pre-Application Conference by registering clicking on this following link:

• Join the meeting now Meeting ID: 245 400 846 998 Passcode: Jwuvcv; or

• Dial in by phone

+1 971-277-2343, 286073863# United States, Portland Find a local number Phone conference ID: 286 073 863# mailto:support.oregonbuys@das.oregon.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2JiNTlkZjgtZmM4Ny00YWJkLWI0MjgtYjhjMjdhY2FhNjRh%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%2299ee2c1b-4a66-417b-8c72-61e6f56cb966%22%7d tel:+19712772343,,286073863 https://dialin.teams.microsoft.com/2df0f08c-5e2f-4516-b2d9-ce7dd2663420?id=286073863

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3.4.4 Application Submission

Applicant is solely responsible for ensuring its Application is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any transmission errors or delays or mistaken delivery. Applications submitted by any means not authorized may be rejected.

OregonBuys Electronic Response. Applicant should submit its Application Packet electronically through OregonBuys. Applicant should follow the procedures outlined in detailed instructions on how to submit an Application can be found at https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal% 20Solicitation%20Response.pdf.

Applicant shall submit one completed copy of its Application (Attachment A – Senior Emergency Medical Services Pilot Project Application Packet) bearing the Applicant’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

3.4.5 Application Modification or Withdrawal

3.4.5.1 Modifications: Applicant may modify its Application Packet through OregonBuys prior to Application Packet acceptance by Agency.

Applicant should also email the SPC that they intend to modify an Application they have already submitted in OregonBuys.

3.4.5.2 Withdrawals: Applicant may withdraw its Application Packet prior to acceptance by Agency through OregonBuys. Applicant should also email the SPC that they intend to withdraw their Application Packet from consideration.

3.4.6 Application Opening Date and Time

3.4.6.1 Applications will be opened, reviewed for responsiveness on a ‘rolling’ basis. The first opening date shall be August 1, 2024. Applications after the first initial opening shall be opened, and reviewed, monthly on the Monday of the first full week of the month after 3 pm until the Final Bid Opening Date and Time as identified in subsection 1.2, “Schedule”.

3.4.6.2 Application and all required items must be received and accepted in OregonBuys before the Final Bid Opening Date and Time identified in subsection 1.2. All Application modifications or withdrawals must be completed prior to the Opening date and time.

3.4.6.3 The Final Bid Opening Date and Time may be changed by Amendment if Agency, in its sole discretion, determines that an adequate number of Applications have been received. Conversely, if an adequate number is not received prior to the Final Bid Opening Date and Time, the date may be extended.

3.4.7 Application Rejection

Agency may reject an Application for any of the following reasons or any other reason 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

S-10000-00010733 (RFA#5903)/KJM Page 14 of 23 permitted by applicable law:

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

• Applicant fails to meet the requirements of this solicitation.

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

• Applicant 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.

• Applicant attempts to inappropriately influence a member of the Evaluation Committee.

• Applicant conditions the Application on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not expressly authorized for negotiation in the solicitation.

3.4.8 Public Opening of Application Packets

There will be no public Opening of Applications. Except as otherwise required by applicable law, Applications 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 Applicants after Opening.

3.5 APPLICATION PACKET REQUIREMENTS

3.5.1 Senior Emergency Medical Services Pilot Project Application Packet

The Applicant shall complete and submit the Senior Emergency Medical Services Application Packet (Attachment A) and any other requirements asked for from this RFA, electronically through OregonBuys (See Section 3.4.4 “Application Submission”). Incomplete applications may be considered non-Responsive to this RFA and will not be considered further.

3.5.2 Responsiveness and Responsibility Determination

3.5.2.1 Responsiveness determination

An application received prior to Bid Opening will be reviewed to determine if it is Responsive to all RFA requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Application is unclear, the SPC may request clarification from Applicant. However, clarifications may not be used to rehabilitate a non-Responsive Application. If the SPC finds the Application non-Responsive, the Application may be rejected; however, Agency may waive mistakes.

SECTION 4: EVALUATION PROCESS

4.1 MINIMUM APPLICATION PACKET SCREENING

4.1.1 After each opening, the SPC or delegate will ensure each Application meets all Responsiveness requirements. The SPC or delegate may request further

S-10000-00010733 (RFA#5903)/KJM Page 15 of 23 clarification to assist in gaining additional understanding of the Application. A response to a clarification request may only clarify or explain portions of the already submitted Application and may not contain new information not included in the original Application.

4.1.2 Upon completion of the initial review described above, Application Packets deemed Responsible and Responsive will be forwarded to an Agency Evaluation Committee to determine if the materials submitted with the Application Packet meet the requirements outlined in this RFA. An Applicant that has not met one or more required criteria will be found non-responsive and the Application will not be considered further. The SPC may request that the Applicant perform any needed activities in order to meet the criteria required in this RFA and resubmit a revised Application Packet to OregonBuys prior to the Opening Date found on the RFA Cover Page. In cases where Applicant is asked to submit a revised Application Packet, the revised Application Packet will be processed and batched on the next opening date the revised, complete application is accepted by the SPC. (See Section 1.2, “Schedule”)

4.1.3 SPC may request further clarification to assist the Agency Evaluation Committee in gaining additional understanding of Applications. A response to a clarification request must be to clarify or explain portions of the already submitted Application and may not contain new information not included in the original Application. The Evaluation Committee members may change, and Agency may have additional or fewer committee members for the first and second round.

4.1.4 Each Applicant will receive notification regarding the status of their Application. If the Application qualifies and there is no competition, a Contract will be awarded. If there is competition as stated in Section 1.1 Introduction, then Agency reserves right to move to Round 2 Interviews.

4.2 SCORING METRICS

The following standards will be used by the Evaluation Committee to assign points for the evaluation criteria.

SCORE EXPLANATION

10 OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Applicant provides insight into its expertise, knowledge, and understanding of the subject matter.

6 - 9 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

5 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 Applicant.

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1 - 4 FAIR – Applicant meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

0 RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFA. Applicant has not demonstrated knowledge of the subject matter.

4.3 EVALUATION CRITERIA

Evaluators will assign a score for each evaluation criterion listed below up to the maximum points available as specified in Section 4.4. (Point and Score Calculations).

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

Points assigned by an Evaluator relative to the above Standards shall be between 0 and 10 points. The following points shall be awarded:

• 9 or 10 points for meeting the Standard of “Outstanding”;

• Between 6 and 8 points for meeting the Standard of “Very Good”;

• Between 3 and 5 points for meeting the Standard of “Adequate”;

• 1 or 2 points for meeting the Standard of “Fair”; and

• No points are awarded if the response is determined to be “No Value.”

4.3.1 Allowable Activities

4.3.1.1 How well does the Application address innovative strategies for addressing the emergency medical services needs of Oregon’s increasing number of aging residents who received care and services in residential care facilities and long-term care facilities? (Score 0 to 10 Points)

4.3.1.2 How well does the Application encourage the efficient and appropriate use of the senior emergency services? (Score 0 to 10 Points)

4.3.1.3 How well does the Application address reducing the overall cost of senior emergency medical services while promoting quality emergency medical services? (Score 0 to 10 Points)

4.3.1.4 How well does the Application address encouraging unique community-based responses to challenges faced by local communities in meeting their residents’ needs for senior emergency medical services? (Score 0 to 10 Points)

4.3.1.5 How well does the Application address how the program will positively impact adult and disabled people populations? (Score 0 to 10 Points)

4.3.1.6 How well does the Application address how their services will help

S-10000-00010733 (RFA#5903)/KJM Page 17 of 23 adults and people with disabilities? (Score 0 to 10 Points)

4.3.1.7 How well does the Application address possibility of implementing application more broadly across the state. (Score 0 to 10 Points)

4.3.2 Services Provided:

Does the Application demonstrate the Applicant’s ability and capacity to provide, implement, expand services to meet the needs of older adults and people with disabilities populations, particularly in residential care facilities and long-term care facilities?

4.3.3 Planning of Initial Funds

Does the Application demonstrate the Applicant’s ability to utilize innovative approach(es) by the end of June 30, 2025?

4.3.4 Reporting

Does the Application demonstrate the Applicant’s ability to collect, disseminate aggregate data needed for Reconciliation for Senior Emergency Medical Services Pilot Projects Program funds?

4.4 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 10) assigned by each evaluator.

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

The average of the evaluators’ points for each criterion and the weight of each question will determine the Applicant(s) score for criterion.

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion. 1=10%, 5=50%, 7.2=72%, 9=90%, etc. Price points are calculated as stated in the Price Evaluation section.

POINTS POSSIBLE

Total Points for Each Criterion

Weight Total Score

4.3.1 Allowable Activities

4.3.1.1 Address Innovative Strategies 10 1 10

4.3.1.2 Encourage efficient and appropriate use of Senior Emergency Services?

10 1 10

4.3.1.3 Reduce the overall cost of Senior Emergency Medical Services while promoting quality?

10 1 10

4.3.1.4 Encourage unique community-based responses to challenges in meeting needs of their residents’ needs

10 1 10

4.3.1.5 How the program will positively impact older adults and people with disabilities

10 1 10

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POINTS POSSIBLE

Total Points for Each Criterion

Weight Total Score

4.3.1.6 How will their services help older adults and people with disabilities?

10 1 10

4.3.1.7 How well does the Application address possibility of implementing application more broadly across the state?

10 1 10

4.3.2 Services Provided 10 2 20

4.3.3 Planning of Funds 10 2 20

4.3.4 Reporting 10 1 10

TOTAL POSSIBLE: 100 N/A 120

The Evaluation Committee will assign the total criterion points, All total points possible will be based on average scores per scored response and added together for the final total score, up to a maximum of 120 points. Applicant must have a total average score of 60 points, to qualify and be awarded a Contract .

Agency reserves the right to conduct Round 2 Applicant Interviews, if more than three qualified Applications are received. Agency may elect to conduct interviews via teleconference. Further details will be included with Notice of Round 2 Interviews, to be posted in OregonBuys if Agency so chooses. The notice will include the scoring and ranking for Applicant Interviews.

EXAMPLE:

A response with a maximum of 10 possible points, “Application A” receives scores of 10, 9, and 8 from three Evaluators for a response to a question worth 10 points. The SPC averages 10, 9, and 8 for a score of 9.

4.5 RANKING OF APPLICANTS

At the conclusion of each evaluation and scoring of each opening, Agency may, at its sole discretion, determine apparent successful Applicant(s) from the applications received since the last period. Applications will only be ranked from among applications received in that evaluation period. Agency reserves the right to not move forward with all that apply. Agency does not guarantee the number of Contracts or Agreements or the total consideration.

4.6 NEXT STEP DETERMINATION

At the conclusion of evaluations of each group of Applicants, Agency may choose to conduct additional round(s) of competition for this opening, if in the best interest of Agency. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations with a question-and-answer session

• Discussions and submittal of revised Application(s)

• Serial or simultaneous negotiations

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• Best and Final Offers

Agency will score Round 1 and Round 2 independently. Once the ranking from Round 1 is complete and the Competitive Range is established, Applicants participating in Round 2 will compete on an equal basis. Scores from the previous round will be set aside and will not carry over to the next Round. The Applicant with the highest score from the final round will receive the highest final ranking.

4.6.1 Competitive Range Determination.

If Agency, in its sole discretion, determines that one or more additional rounds of competition are necessary after an opening, it will select a Competitive Range to indicate the Applicants that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’ sole discretion, some (based primarily on a natural break in the distribution of scores), of the Applicants from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.6.2 Competitive Range Protest.

This does not apply to this RFA.

4.6.2.1 Tiebreakers

If Agency receives Application(s) identical in price, fitness, availability, and quality and chooses to award a Contract/Price Agreement, Agency shall award the Contract/Price Agreement in accordance with the procedures outlined in OAR 137-046-0300.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to qualified Applicants. If Agency must move to Round 2, then the highest-ranking Responsible Applicant(s) based upon the scoring methodology and process to be described in an Amendment to this RFA.

5.1.2 Award Notice

Agency will notify all Applicants in Writing by posting an Amendment in OregonBuys that the Agency will award a Contract to a selected Applicant, subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Applicant shall have 7 calendar days from the date of the Intent to Award notice that is issued for that group of applications which includes Applicant’s application to file a Written protest.

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An Applicant is an Affected Applicant only if the Applicant would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Applicants are non-Responsive.

• Agency has failed to conduct an evaluation of Applications in accordance with the criteria or process described in the RFA.

• Agency abused its discretion in rejecting the protestor’s Applicant as non-Responsive.

• Agency’s evaluation of Application or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

If Agency receives only one Application for a given Opening period, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award, for each group of applications.

5.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number ;

• Identify Applicant’s name and contact information;

• Be signed by an authorized representative of Applicant;

• Specify the grounds for the protest; and

• Be received within 7 calendar days from the date of the Intent to Award notice that is issued for that group of applications including Applicant’s.

5.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Applicant. Protests that do not include the required information may not be considered by Agency.

5.3 SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

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

5.3.1 Insurance

Prior to execution of the Contract, the apparent successful Applicant 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 Applicant. Applicant is encouraged to consult its insurance agent about the insurance requirements contained in Exhibit C “Insurance Requirements” in Attachment B “Sample Contract” prior to Application submission.

5.3.2 Taxpayer Identification Number

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The apparent successful Applicant 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 Applicant has changed since the last submitted W-9 form, if any.

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

5.3.3 Business Registry

If selected for award, Applicant shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Applicant 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.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Applicant, Agency may enter into Contract negotiations with the successful Applicant. By submitting an Application, Applicant agrees to comply with the requirements of the RFA, including the terms and conditions of the Sample Contract (Attachment B), with the exception of those terms listed below for negotiation.

Applicant shall review the attached Sample Contract and note exceptions.

Applicant must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. If Agency agrees to make any requested changes to the Sample Contract , Agency will issue an Amendment to notify Applicants of such changes. Unless Agency issues an Amendment modifying any of the terms and conditions, Agency intends to enter into a Contract with the successful Applicant substantially in the form set forth in Sample Contract (Attachment B).

Following the selection of the successful Applicant(s), Agency may agree to negotiate changes to the negotiable provisions of the Sample Contract listed below. However, Agency is not required to make any changes and many provisions cannot be changed. Applicant is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency is willing to negotiate all items, except those listed below:

• Choice of law

• Choice of venue

• Constitutional requirements http://www.filinginoregon.com/index.htm

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• Requirements of applicable federal and State law

• Requirement of Commercial General Liability Insurance

In the event that the parties have not reached mutually agreeable terms within 60 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Applicant.

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN= oregon4biz

If the Contract has potential subcontracting opportunities, the successful Applicant may be required to submit a completed Certified Disadvantaged Business…