S-10000-00013581 RFA.pdf

Request for Application – OregonBuys Number S-10000-00013581 Pre-Formative Assessments and Evaluation Support Services

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STATE OF OREGON

COVER PAGE

The Oregon Department of Human Services, by and through its

OFFICE OF CHILD WELFARE PROGRAMS

Is issuing this Request For Applications (“RFA”) under OregonBuys Bid Solicitation Number S-10000-00013581 for

PRE-FORMATIVE ASSESSMENTS AND

EVALUATION SUPPORT SERVICES

Date of Issue: May 5, 2025 at 10:00 AM PDT

This Solicitation will close when an Applicant has been selected who meets the RFA’s minimum requirements

Single Point of Contact (SPC): Louie Thomas, ODHS Procurement Specialist Address: 500 Summer Street NE E03 City, State, Zip Salem, Oregon 97301 Phone (voice) (971) 283-4755 E-mail: louie.thomas@odhs.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 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.4 OVERVIEW AND PURPOSE

2.5 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: APPLICATION REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS TO APPLY

3.2 APPLICATION REQUIREMENTS

SECTION 4: ADDITIONAL INFORMATION

4.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

4.2 GOVERNING LAWS AND REGULATIONS

4.3 OWNERSHIP/PERMISSION TO USE MATERIALS

4.4 CANCELLATION OF RFA; REJECTION OF APPLICATION; NO DAMAGES

4.5 COST OF SUBMITTING AN APPLICATION

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LIST OF ATTACHMENTS

The Application consists of two document. Both Attachments, together, constitute the complete Application:

• Attachment A “Applicant Information and Certification Sheet,” downloaded from OregonBuys, shall be completed and submitted as the first part of the Application

• Attachment B “Minimum Qualifications – Cover Letter,” a form created by the Applicant in accordance with instructions in the RFA, and submitted as the second part of the Application.

Attachment C “Sample Contract” is also included in OregonBuys for the Applicant’s reference. It is substantially similar to the Contract document that will be issued to the Successful Applicant upon completion of successful Contract Negotiations between ODHS and the Applicant, Request for Application – OregonBuys Number S-10000-00013581 Pre-Formative Assessments and Evaluation Support Services

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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 its Office of Child Welfare Programs (“Child Welfare Programs” or “Child Welfare”), is issuing this Request for Application (“RFA”) under the provisions of Oregon Revised Statute (“ORS”) 279B.060 for pre-formative assessments and evaluation services to guide Child Welfare in developing a practice model to translate its values and principles into defined practice behaviors and strategies for its workforce.

ODHS is searching for a PhD level social work researcher with expertise in how relationships between frontline caseworkers, managers, organizational structures and processes, and the broader institutional context can be leveraged to improve services, enhance organizational resilience, and build capacity for change if needed. The Contract’s Scope and Specifications of the Work is in subsection 2.5 “Scope of Work/Specifications.”

This RFA is available for receipt of Applications beginning on May 5, 2025 at 10:00 AM PDT.

Potential Applicants should refer to subsection 3.1 “Minimum Qualifications to Apply.” Once an Application is received that fully meets the Minimum Qualifications to ODHS’ sole satisfaction, this RFA will close and Applications will no longer be accepted for the Work. ODHS will then begin Contract negotiations with the selected Applicant.

Applications will be reviewed by ODHS in chronological order based on the date and time of their acceptance into OregonBuys. ODHS anticipates the award of one Contract from this RFA.

The term of the Contract is anticipated to be less than 2 years, most likely less than 1 year, and the expectation will be that the Work be accomplished fairly quickly. Timelines and benchmarks will be discussed with the successful Applicant as part of the Contract negotiations.

1.2 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 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 pursuant to its authority under ORS 279A.050 and OAR 125-246- 0170(2), and “Class Special Procurement: ‘Request for Application’” DAS Special Procurement

SP 826-16/REQ-DA SOBO-00019979.

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2.2 DEFINITION OF TERMS

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

2.2.1 “Applicant” is the person or organization that has submitted an Application to complete the Work of this RFA.

2.2.2 “Application” means the Applicant’s response to this RFA. The Application is known as the “Quote” once accepted by OregonBuys and, for the purpose of this RFA, consists of Attachment A and Attachment B submitted simultaneously through OregonBuys.

2.2.3 “Quote” is a term in OregonBuys that means a response to any type of Bid Solicitation. The response to this RFA, the Application, is known as the Quote in OregonBuys. In most cases, OregonBuys uses the generic term “Quote” to refer to all responses to most type of Bid Solicitations.

2.2.4 “Solicitation” or “Bid Solicitation” is a generic term in OregonBuys that refers to all types of bids or proposals seeking responses. This Request for Application, or RFA, is a type of Bid Solicitation. OregonBuys uses the generic term “Bid Solicitation” to refer to all solicitations in OregonBuys.

2.2.5 “Vision for Transformation” means the foundational guidance document for the Office of Child Welfare Programs that includes specific guiding principles, strategies, and measurable outcomes, available at the following website or from the ODHS Contract Administrator:

https://www.oregon.gov/odhs/child-welfare-transformation/pages/default.aspx

2.3 OREGONBUYS

OregonBuys is the only delivery option permitted for this RFA. Applications, referred to as “Quotes” in OregonBuys, should be submitted electronically through OregonBuys at:

https://OregonBuys.gov/bso

You do not need to be registered in OregonBuys to view a Solicitation; but you do need to be registered as a “Vendor” to download and respond to a Solicitation.

OregonBuys Guidelines:

• For Assistance with OregonBuys (Vendor Help Desk):

Email: suppliersupport@periscopeholdings.com Phone: 1-855-800-5046

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

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

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

https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20or %20closed%20bids.pdf https://www.oregon.gov/odhs/child-welfare-transformation/pages/default.aspx https://oregonbuys.gov/bso mailto:suppliersupport@periscopeholdings.com https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20or%20closed%20bids.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20or%20closed%20bids.pdf

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• 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 or contact the SPC.

2.4 OVERVIEW AND PURPOSE

2.4.1 Agency Overview and Background

ODHS is Oregon’s principal agency for helping Oregonians achieve wellbeing and independence, especially for those who are least able to help themselves. The six primary agencies that are included within ODHS –office of Child Welfare Programs, Aging and People with Disabilities (“APD”), Office of Developmental Disability Services (“ODDS”), Oregon Eligibility Partnership (“OEP”), Self-Sufficiency Programs (“SSP”), and Office of Vocation Rehabilitation Services (“VR”) – help Oregonians in their own communities achieve safety, well-being, and independence through services that protect, empower, respect choice, and preserve dignity.

In the provision of all services, ODHS values fairness, equity, inclusion, accessibility, diversity and transparency, and ODHS values the voices, experiences, cultures, intellect and uniqueness of the children and families it serves.

Child Welfare Programs, one of the agencies within ODHS, is responsible for defining and developing safety, well-being, and permanency programs for the administration of child welfare services in Oregon; proposing child welfare related legislation; and setting standards of practice and expectations by development of administrative rules and policy for the safety, well-being, and permanency of children. CW manages a continuum of safety, family based, and out-of-home care services, including child protective services, in-home services, out-of-home services, residential treatment, adoptive placements, post-adoptive services, youth transition services, and federal programing.

2.4.2 Project Overview and Background

Oregon Child Welfare is developing a practice model to translate its values and principles into defined practice behaviors and strategies for its workforce. Practice models connect an agency’s mission, vision, and values with behaviors and relationships among employees, families, and the community. In child welfare, practice models serve as an organizing framework that provides details of how the agency should function to support the safety, permanency, and well-being of children and families. Practice models ensure the agency’s workforce is moving towards the same goals.

In Oregon, a practice model will turn the aspirations of the Vision for Transformation into achievable actions. The model will create a foundation for the work we want to do with families and children by supporting all levels of leadership, management, and staff with tools, practically defined behaviors, and clear performance measures. Alongside people with lived experience, Tribes, and communities, the Contractor, in collaboration with ODHS, will design and implement a practice model that describes how we interact with children and families in a collaborative, dependable way.

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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2.5 SCOPE OF WORK/SPECIFICATIONS

Contractor shall:

2.5.1 Provide a Pre-Formative Assessment

The focus of the pre-formative assessment is to identify needed supports and change agents for the implementation of the practice model. This will include identifying current and anticipated barriers to implementation and approaches for addressing those barriers. Tasks to be completed in the development of the pre-formative assessment include the following:

2.5.1.1 Develop a plan for a pre-formative assessment that will identify suitable methods of original data collection, including qualitative and quantitative data, and needed analytic methods.

2.5.1.2 Develop, submit, and oversee an Institutional Review Board (“IRB”) application for the pre-formative assessment.

2.5.1.3 Develop the assessment instruments, including the design, pre-testing, and improvement of semi-structured interview questionnaires and survey instruments, using original survey questions for the pre-formative assessment.

2.5.1.4 Conduct data collection to support the pre-formative assessment, including remote interviews with a purposive sample of key stakeholders and retrospective and prospective surveys.

2.5.1.5 Develop and submit to ODHS a report which reflects the analysis of the qualitative and quantitative data gathered. The report shall include an Executive Summary; a basic description of the purpose of the pre-formative assessment; a description of the assessment’s main research questions and study methodology, including the analysis of the qualitative and quantitative data; a description of main qualitative and quantitative findings; and a Discussion section that identifies what has been learned on the main research questions, and that identifies sensible next steps for the implementation.

2.5.2 Create and conduct Pilot usability test evaluation plan for Child Welfare.

2.5.2.1 Develop an evaluation plan for a pilot usability test, which shall include the design of a retrospective and prospective usability evaluation, the identification of suitable methods of original and secondary data collection involving both qualitative and quantitative data, and strategies to promote cross-case analysis.

2.5.2.2 Develop, submit, and oversee an IRB application for the evaluation of the pilot usability test.

2.5.2.3 Develop an evaluation instruments for the pilot sites, which will involve the design, pre-testing, and improvement of semi-structured interview questionnaires, focus group questionnaires, and survey instruments, using both original survey questions and validated measures, for the subject-site. It shall also include the design, pre-testing, and improvement of methods to gather and collate data from secondary sources at each pilot site.

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2.5.2.4 Conduct data collection to support the evaluation of the pilot sites. This will include remote interviews with a purposive sample of key leaders, focus groups, retrospective and prospective surveys, and the gathering of additional secondary data for the yet to be determined non-metro pilot site.

2.5.2.5 Develop and submit an evaluation report which reflects the analysis of the qualitative and quantitative data gathered for the pilot sites. The report will include an Executive Summary; a basic description of the practice model implementation, its pilot implementation in the sites, and its evaluation plan; a description of the evaluation main research questions and study methodology, including the analysis of the qualitative and quantitative data from the original and secondary data sources; a description of main qualitative and quantitative findings; and a Discussion section that identifies what has been learned on the main research questions, and that identifies sensible practice and policy implications for the full-scale implementation of the practice.

SECTION 3: APPLICATION REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS TO APPLY

To be considered for review, Application must demonstrate how Applicant meets all requirements of this section:

3.1.1 A PhD in social work from an accredited college or university;

3.1.2 A minimum of ten years of research and evaluation experience in the child welfare field as evidenced by related, peer-reviewed publications;

3.1.3 Knowledge of the Oregon public child welfare system;

3.1.4 Knowledge of Child Welfare practice and policy development, implementation, and analysis;

3.1.5 Leadership of work groups and teams in complex environments;

3.1.6 Experience in assessing organizational capacity for large systems-change; and

3.1.7 Knowledge of quantitative and qualitative analysis and evaluation to support decision-making.

3.2 APPLICATION REQUIREMENTS

3.2.1 The Application

To be considered by ODHS, Application must contain both of the following elements, in accordance with subparagraph 3.2.1.1 “Attachment A,” below, and created in accordance with subparagraph 3.2.1.2 “Attachment B – Cover Letter,” below, by the Applicant in accordance with the following instructions. Both Attachments shall be formatted into Adobe Acrobat (.pdf) and, together, submitted to ODHS through OregonBuys. The set of both Attachments together, known as the “Application Packet,” is what constitutes the Application.

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3.2.1.1 Attachment A “Applicant Information and Certification Sheet ” is a form downloaded from OregonBuys.

3.2.1.1.1 Applicant shall complete the information requested on Attachment A.

3.2.1.1.2 Attachment A must bear the Applicant’s authorized representative’s Signature to certify to its truth and accuracy. Failure of Applicant’s authorized representative to sign Attachment A may result in rejection of the Application as being non-Responsive and it will not considered further.

3.2.1.1.3 When complete, Attachment A shall be formatted into an Adobe Acrobat (.pdf), document and submitted in OregonBuys as the first part of the Application.

3.2.1.2 Attachment B “Minimum Qualifications Cover Letter,” also referred to as the “Cover Letter,” is created by the Applicant to address and respond to the requirements of subsection 3.1 “Minimum Qualifications to Apply.”

3.2.1.2.1 The Cover Letter is limited to a maximum of 15 pages. If the Cover Letter exceeds 15 pages, the Application may be considered “non- Responsive” and it will not considered further.

3.2.1.2.2 When discussing or responding to a question or requirement in the Cover Letter, the response should be clearly labeled with the paragraph number as identified in subsection 3.1 to indicate the item being addressed.

3.2.1.2.3 Applicant must clearly and prominently display the following at the top of each page of the Cover Letter:

• The Applicant’s name;

• “Attachment B – Cover Letter”;

• A sequential page number relative to the Cover Letter only (may be formatted into the document footer, if preferred); and

• “RFA S-10000-00013581.”

3.2.1.2.4 The Cover Letter shall articulate, in full and complete detail, how the Applicant meets or exceeds the requirements of subsection 3.1 “Minimum Qualifications to Apply.” The Cover Letter should be thorough and clearly describe to the ODHS reviewer or review team how the Applicant would be best suited to perform the Work of the RFA based on how completely they meet or exceed the requirements of subsection 3.1.

At a minimum, the following should be addressed in the Cover Letter:

• A description of the educational accomplishments leading to a PhD in social work, and the accredited college or university that granted the advanced degree (paragraph 3.1.1);

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• Description on how you meet the minimum of ten years of research and evaluation experience in the child welfare field, and describe any related, peer-reviewed publication you’ve had published (paragraph 3.1.2);

• A description of your knowledge of the Oregon public child welfare system (paragraph 3.1.3);

• A discussion on how you gain your knowledge of Child welfare practice and policy development, implementation, and analysis (paragraph 3.1.4);

• A description of your leadership of working groups and teams in complex situations and environments (paragraph 3.1.5);

• A discussion regarding your experience in assessing organizational capacity for large systems change (paragraph 3.1.6); and

• Your knowledge and experience using quantitative and qualitative analysis and evaluation to support decision-making (paragraph 3.1.7).

3.2.1.2.5 Once complete, Attachment B shall be formatted into an Adobe Acrobat (.pdf), document and submitted in OregonBuys as the second part of the Application.

3.2.2 Submitting the Application

3.2.2.1 Applicant shall submit its Application electronically through OregonBuys.

OregonBuys is the only method authorized for submission for this Solicitation.

Applicant should refer to the guidelines in subparagraph 2.3 for OregonBuys and electronic submission guidelines and assistance.

3.2.2.2 Application should not include artwork, unusual printing, or other materials not essential to the utility and clarity of the Application. Do not include marketing or advertising material in the Application. Applications containing unsolicited marketing or advertising material may receive a lower evaluation score.

3.2.3 Review of the Applications

3.2.3.1 ODHS will review Applications in the order in which they’re accepted into OregonBuys. Applications may be initially accepted but held for a period of time pending receipt of a more qualified Application at the discretion of ODHS.

3.2.3.2 Applications will be reviewed by Program staff for how well the Application meets or exceeds the Minimum Qualification as stated in subparagraph 3.1.

The ODHS Reviewer or Review Panel, referred to, generally, as the “Review Panel” regardless of its makeup, will be the same for all Applications received and reviewed.

3.2.4 Closing the RFA to further Applications

Once a successful Application has been selected, ODHS will close the RFA to further submissions, and issue their notice of intent to award a Contract subject to successful negotiations between the parties.

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3.2.5 Negotiation and Contract Award

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

• Insurance

Prior to award, Applicant shall secure and demonstrate to ODHS proof of insurance as required in this RFA or as negotiated. Insurance Requirements are found in Exhibit C of Attachment C “Sample Contract.”

• Taxpayer Identification Number

Applicant shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by ODHS or when the backup withholding status or any other relevant information of Applicant has changed since the last submitted W-9 form, if any.

• 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. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

• Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFA, Applicant must certify by its Signature on Attachment A “Applicant Information and Certification Sheet,” in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

3.2.6 CONTRACT NEGOTIATION

After selection of a successful Applicant, ODHS 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 Attachment C “Sample Contract,” with the exception of those terms listed below for negotiation.

Applicant shall review t Attachment C “Sample Contract,” and note exceptions. ODHS intends to enter into a Contract with the successful Applicant substantially in the form set forth in Attachment C “Sample Contract.”

Following the selection of the apparent successful Applicant, ODHS may agree to negotiate changes to the negotiable provisions of Attachment C “Sample Contract” listed below.

However, ODHS 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.

http://sos.oregon.gov/business/pages/register.aspx

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ODHS may be willing to negotiate all items, except those listed below:

• Choice of law

• Choice of venue

• Constitutional requirements

• Requirements of applicable federal and State law

In the event that the parties have not reached mutually agreeable terms within 60 calendar days, ODHS may terminate Negotiations and commence Negotiations with the next qualified Applicant, or reopen the RFA to further submissions.

SECTION 4: ADDITIONAL INFORMATION

4.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit Applications for this contracting opportunity.

4.2 GOVERNING LAWS AND REGULATIONS

This RFA is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFA, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 4.3 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

4.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Applications are public records and are subject to public inspection after ODHS issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Applications submitted in response to this RFA become the Property of ODHS. By submitting a Application in response to this RFA, Applicant grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Application solely for the purpose of evaluating the Application, negotiating a Contract, if awarded to Applicant, or as otherwise needed to administer the RFA process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Applications, including supporting materials, will not be returned to Applicant, except in the case of Applications that were submitted late and rejected by ODHS.

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4.4 CANCELLATION OF RFA; REJECTION OF APPLICATION; NO DAMAGES.

Pursuant to ORS 279B.100, ODHS may reject any or all Applications in-whole or in-part, or may cancel this RFA at any time when the rejection or cancellation is in the best interest of the State or ODHS, as determined by ODHS. Neither the State nor any State agency is liable to any Applicant for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFA or a Contract award, or the rejection of any Application.

4.5 COST OF SUBMITTING AN APPLICATION

Applicant shall pay all costs incurred in connection with its Application, including, but not limited to, the costs to prepare and submit the Application, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.