S-10000-00018293 Main RFA Document.pdf

RFA # S-10000-00018293 (Agency Internal #6323)/jrf Page 1 of 18

STATE OF OREGON

COVER PAGE

Oregon Department of Human Services

Request For Applications for

Disaster Human Services Vendors

OregonBuys #: S-10000-00018293

Date of Issue: October 30, 2026, 3:00 P.M. (PST Closing Date and Time: January 31, 2027, 3:00 P.M. (PST)

Single Point of Contact (SPC): Jason Fong, Procurement and Contract Specialist Address: 500 Summer St. NE, E-03 City, State, Zip: Salem, OR 97301 Phone: (971) 374-3507 E-mail: Jason.fong@odhsoha.oregon.gov

In compliance with the Americans with Disabilities Act, this document is available in alternate formats such as Braille, large print, audio recordings, Web-based communications and other electronic formats. To request an alternate format, please send an e-mail to dhs-oha.publicationrequest@odhsoha.oregon.gov or call 503-378-3486 (voice) or 503-378-3523 (TTY) to arrange for the alternative format.

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 OVERVIEW AND PURPOSE

2.4 STATEMENT OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 APPLICATION REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.3 RESERVED

4.4 PROPOSAL DELIVERY OPTIONS

4.5 APPLCIATION PACKET MODIFICATION OR WITHDRAWAL

4.6 APPLICATIONS DUE

4.7 RESERVED

4.8 APPLICATION REJECTION

4.9 APPLICATION PACKET REVIEW PROCESS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 RESERVED

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 PRICE AGREEMENT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFA; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 CHECKLIST DISCLAIMER

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE PRICE AGREEMENT

ATTACHMENT B APPLICANT INFORMATION AND CERTIFICATION SHEET

ATTACHMENT C APPLICANT QUESTIONNAIRE AND SERVICES SELECTION

ATTACHMENT D COBID CERTIFICAITON / OUTREACH PLAN

ATTACHMENT E 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), Office of Resilience and Emergency Management (OREM), is issuing this Request for Applications (RFA) to establish multiple Price Agreements for Disaster Human Services Support.

Applicants may qualify for one or more of three Tracks and may select only the Services they are prepared to provide. The three Tracks are: (1) Community Human Services Support; (2) Human Services Network Coordination; and (3) Individual Assistance Implementation and Disaster Case Management. Flexible Funds and Training and Capacity Building are capabilities that may be authorized in connection with one or more Tracks.

Track 1 - Community Human Services Support includes direct community and household-facing assistance such as Resource Navigation, Referrals, Outreach, basic Casework, emergency assistance, resource distribution, impact-assessment support, and support delivered through Resilience Hubs, resource centers, shelters, or other community locations. Basic Casework may address household needs and follow-up but does not by itself constitute professional Disaster Case Management.

Track 2 - Human Services Network Coordination supports the broader human services ecosystem serving an affected community or region. Services may include network coordination, organization and asset mapping, coordinated intake and Referral, resource coordination, identification of gaps and duplication, information sharing, and continuity from response through recovery.

Track 3 - Individual Assistance Implementation and Disaster Case Management includes specialized household recovery services and implementation of Individual Assistance authorized by ODHS. Services may include Disaster Case Management, assessment and Recovery Planning, sustained case coordination, navigation and advocacy, administration of authorized household assistance or benefits, and related documentation and accountability.

Applicants may also select optional Flexible Funding and Training and Capacity Building capabilities associated with one or more Tracks for which the Applicant is qualified. Flexible Funding is funding to address emergency assistance and unmet needs for people impacted.

Training and Capacity Building include training, coaching, mentoring, facilitation, exercises, consultation, and technical assistance that helps another community or organization build or strengthen the same disaster human services functions the Applicant is qualified to perform.

Applicants will identify a Primary Service Area and may identify willingness to provide authorized Services outside that area.

No Price Agreement guarantees work or funding. ODHS will activate Services through a written Services Request Order (SRO) based on the specific disruption or assignment, selected Services, Applicant/Contractor capability, geography, availability, funding, and negotiated rates.

Applicants may apply for one, two, or all three Tracks and may select applicable subservices within each Track. Applicants may separately identify whether they can administer Flexible Funds and whether they seek the Training and Capacity Building capability. Applicants are not required to provide every Track, subservice, or cross-cutting capability.

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ODHS anticipates awarding multiple Price Agreements under this RFA. The initial Price Agreement term is anticipated to extend through June 30, 2028, with any extensions subject to applicable procurement authority and written amendment. A Price Agreement does not guarantee any minimum or maximum amount of Services or funding. Services will be ordered only as needed through an executed SRO.

Examples of eligible applicants may include community-based organizations (CBOs), nonprofit and community organizations, businesses, Tribal entities, and governmental entities. Applicants providing locally focused Services should demonstrate connection to the communities identified as their Primary Service Area. Applicants may also identify qualified out-of-area Services they are willing to provide when requested by ODHS.

For a governmental Applicant, ODHS may use an intergovernmental agreement or other appropriate agreement form. Any such agreement will incorporate the applicable Service, activation, SRO, pricing, reporting, and performance requirements established through this RFA.

ODHS may procure or enter into other agreements for similar or related services outside this RFA when authorized and appropriate.

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.

Schedule of Events

Applications will be accepted continuously until the Closing Date listed on Page 1

Application review and approval Approximately 60 calendar days after the date an Application is received.

Price Agreement negotiations After Agency approval of an Application.

Price Agreement award notice Upon completion of Price Agreement negotiations between Agency and Applicant.

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFA is identified on the Cover Page (page 1), along with the SPC’s contact information. Applicants shall direct all communications related to any provision of this 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

Agency is issuing this RFA pursuant to its authority under ORS 279A.050, OAR 125-246- 0170(2)(c), and DAS SP #826-16.

2.2 DEFINITION OF TERMS

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

“Assessment” or “Impact Assessment” means a structured evaluation of disruption-related

RFA # S-10000-00018293 (Agency Internal #6323)/jrf Page 5 of 18 effects on a Household, including damages, unmet needs, vulnerabilities, and eligibility for Disaster Case Management or other recovery programs.

“Case Manager” or “Disaster Case Manager” means a trained staff member responsible for providing Disaster Case Management services, including intake, assessment, recovery planning, Resource Navigation, coordination, documentation, monitoring, and ongoing support.

“Case Staffing” means regularly scheduled supervisory review of Disaster Case Management cases to discuss barriers, evaluate progress, identify risks, and develop strategies for Complex Cases or other high-risk cases.

“Casework” means support to individuals or Households related to discrete needs and immediate interventions. Casework may include activities that are also used in case management, such as Resource Navigation, Referrals, assistance completing applications, or follow-up, but does not by itself constitute Disaster Case Management.

“Complex Case” means a Household case requiring advanced coordination because of significant needs, multiple barriers, Vulnerability Factors, safety concerns, or stalled progress toward recovery goals.

“Cultural Competence” means the process by which individuals and systems respond respectfully and effectively to people of all cultures, languages, socioeconomic statuses, races, ethnic backgrounds, disabilities, religions, genders, sexual orientations, and other characteristics in a manner that recognizes, affirms, and values the worth of individuals, families, and communities and protects and preserves the dignity of each.

“Culturally Responsive” means using Cultural Competence as a framework for engaging individuals, families, organizations, and communities by providing services that respect and incorporate knowledge of their unique cultural experiences and needs.

“Disaster Case Management” or “DCM” means a structured, survivor-centered practice for identifying, assessing, and addressing disruption-related needs through individualized recovery planning, resource coordination, Referrals, advocacy, documentation, monitoring, and sustained case support.

“Disruption” means an actual or imminent event, condition, interruption, or incident that materially affects people, communities, or human services systems and for which ODHS determines Services under this RFA are needed. A Disruption may, but is not required to, be accompanied by a federal, state, Tribal, or local emergency or disaster declaration.

“Eligible Individual Household” or “Household” means an individual or group of individuals whom ODHS determines are eligible to receive individualized Services, Flexible Funds, DCM, or other household assistance. A Household generally includes people who live together but may be defined differently by ODHS based on the applicable Disruption, program, authority, funding source, or SRO.

“Flexible Funds” means household assistance funded by ODHS and administered by Contractor, when expressly authorized by ODHS through an SRO, to address disruption-related unmet needs and support stabilization or recovery.

“Human Services Network” means the broader local or regional ecosystem of governmental, Tribal, nonprofit, community-based, faith-based, voluntary, and private human services organizations; programs and service providers; community resources; intake and Referral pathways; and coordinating systems and relationships that collectively identify and meet disaster human services needs. A Human Services Network supports multiple points of access to services, coordinated intake, Resource Navigation and Referral, resource coordination, identification of service gaps and duplication, appropriate information sharing, and continuity of

RFA # S-10000-00018293 (Agency Internal #6323)/jrf Page 6 of 18 human services from response through recovery. A Resilience Network, COAD, VOAD, long-term recovery group, service integration team, or other coordinating organizations may help coordinate or operate within a Human Services Network but is not synonymous with the Human Services Network itself.

“Individual Assistance” or “IA” means financial assistance, services, and other support provided directly to or on behalf of disruption-affected individuals and Households to address disaster-related unmet needs and support stabilization and recovery. For purposes of this RFA, IA includes assistance implemented by ODHS under applicable Oregon state Individual Assistance authority, including HB 4121 (2026) when applicable, and may include Disaster Case Management, Flexible Funds, payments to Providers on behalf of Households, or other household assistance authorized by ODHS. IA does not refer to FEMA Individual Assistance.

“Intergovernmental Agreement” or “IGA” means an agreement authorized under ORS Chapter 190 or other applicable law between ODHS and a governmental Applicant. When ODHS uses an IGA under this RFA, applicable Service, activation, SRO, pricing, reporting, and performance requirements will be incorporated into the IGA.

“ODHS Representative” means the person or persons assigned by ODHS to coordinate or oversee Services under an SRO. Depending on the assignment, an ODHS Representative may include the Price Agreement Administrator, OREM regional or recovery staff, program or technical staff, or another authorized ODHS representative.

“Outreach” means proactive engagement with disruption-impacted or at-risk individuals and Households through onsite presence, canvassing, community events, resource centers, direct contact, or other methods approved by ODHS.

“Price Agreement” means an agreement between ODHS and a qualified Applicant that establishes authorized Service areas, terms, conditions, and negotiated rates for later activation through one or more SROs. A Price Agreement does not guarantee work or funding.

“Primary Service Area” means Contractor’s customary geographic service area, as identified in its Price Agreement or otherwise approved by ODHS. ODHS may request Contractor to perform authorized Services outside its Primary Service Area through an SRO.

“Provider” means an individual, agency, organization, facility, institution, business, or other entity, other than Contractor, that provides health care, housing, feeding, transportation, financial assistance, or other goods or services to individuals or Households.

“Recovery Plan” means a written, Household-specific plan that identifies disruption impacts, unmet needs, recovery goals, actions, responsible parties, resources, and timeframes for progressing toward recovery.

“Referral” means connecting an individual or Household to an organization, program, service, or resource and completing or assisting with any required intake or referral process.

“Resource Navigation” means assisting individuals or Households in identifying, accessing, and applying for disruption recovery, social service, housing, financial, health, or community-based resources.

“Resilience Hub” means a physical facility that meets the definition in ORS 409.760 and supports community members before, during, and after disruptions by facilitating gathering and communication, distributing resources, serving as a point for information sharing and coordination, supporting community members who shelter in place, and providing or connecting people to community resources and services. A Resilience Hub is intended to enhance community response and recovery and accommodate individuals with accessibility needs.

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“Resilience Network” means an association of facilities, organizations, resource providers, or service providers consistent with ORS 409.760 that collectively supports community members to prepare for, adapt to, or respond to social, emotional, and physical disruption generated by ongoing climate change or other causes, and during and after an adverse event, emergency, or disaster. A Resilience Network may include or be coordinated through a Community Organization Active in Disaster (COAD), Voluntary Organization Active in Disaster (VOAD), long-term recovery group (LTRG), service integration team, or other community or regional coordinating organization. A Resilience Network may coordinate or support part of the broader Human Services Network, but the terms are not interchangeable.

“Services” or “Disaster Human Services” means the community-facing, Household-facing, Human Services Network coordination, Individual Assistance implementation, Disaster Case Management, Flexible Funds administration, training, capacity-building, consultation, technical-assistance, and related activities authorized under this RFA, a resulting Price Agreement, and an

SRO.

“Services Request Order” or “SRO” means written authorization issued under a Price Agreement identifying the specific Services, assignment or Disruption, geography, period of performance, applicable rates, not-to-exceed amount, any Flexible Funds or other household-assistance authorization, travel authorization, deliverables, reporting requirements, and other assignment-specific requirements for Services ODHS orders from Contractor.

“System of Record” means the OREM-designated electronic system or module used for DCM or other required documentation, contact notes, assessments, Recovery Plans, uploads, reporting, and case records.

“Tier” means a classification assigned to a Household based on needs, Vulnerability Factors, recovery status, and service intensity. Tiers may be used to establish monitoring frequency, contact expectations, and caseload considerations.

“Training and Capacity Building Capability” means an optional cross-cutting qualification allowing an Applicant, when authorized by an SRO, to provide training, consultation, technical assistance, coaching, facilitation, exercises, or capacity-building support to other communities or organizations in the Track or Tracks for which Applicant is qualified.

“Vulnerability Factor” means a Household condition that increases disruption-related risk or impedes recovery, including disability, chronic illness, advanced age, low income, low literacy, language access needs, transportation barriers, housing instability, social isolation, or other conditions identified by ODHS or Contractor.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview

ODHS helps Oregonians in their own communities achieve well-being and independence through services that protect, empower, respect choice, and preserve dignity. Disaster Human Services under this RFA are intended to provide accessible, culturally responsive, and equitable support that reduces barriers to assistance and helps individuals, Households, and communities stabilize and recover after disruptions.

Under the State’s Comprehensive Emergency Management Plan ODHS is the primary Agency responsible for Emergency Support Function 6 (ESF 6) which covers the mass care, emergency assistance, shelter, food, water, and human/social services for people impacted by a declared emergency or disruption event. Similarly, the plan assigns ODHS Recovery Support Function (RSF) 4, Social Services Recovery for assessing community social services needs following a disruption, identifying areas of critical need, identifying key partners in

RFA # S-10000-00018293 (Agency Internal #6323)/jrf Page 8 of 18 social services delivery, supporting the restoration of social services systems, and ultimately promoting self-sufficiency and continuity of the health and well-being of impacted individuals and communities, through all phased of recovery. The plan emphasizes support to children, seniors, individuals with access and functional needs, people from diverse origins, displaced populations, at-risk populations.

ODHS' Office of Resilience and Emergency Management (OREM) leads and coordinates ODHS disaster human services, mass care, emergency assistance, and human-services recovery responsibilities. OREM identifies unmet needs, coordinates life-sustaining goods and services, supports continuity of human services, and develops pre-incident relationships and contracting capacity with public, private, Tribal, local-government, nonprofit, and community-based partners. OREM's operating approach emphasizes locally led, state-supported delivery: communities and trusted local organizations remain central to service delivery while the State provides coordination, specialized capacity, contracts, resources, and support when local capability is insufficient or disrupted.

ORS 409.760 directs ODHS to provide grants, equipment, technical assistance, contracted services, and other support to individuals and organizations for creating or sustaining Resilience Hubs and Resilience Networks. Price Agreements can maintain an ongoing operational relationship with qualified organizations and provide a mechanism for ODHS to activate Services when community needs, authority, and funding exist.

2.3.2 Project Overview and Background.

Disaster human services operate as an ecosystem rather than a single program or provider.

People may first seek assistance from a trusted Resilience Hub, community-based organization, local or Tribal government, voluntary organization, or other community entry point. Resilience Hubs are a core part of this community-facing service model because they can serve as local gathering, information, resource-distribution, coordination, and service-access points before, during, and after disruptions consistent with ORS 409.760. Those organizations may rely on a Human Services Network to coordinate resources and Referrals, and Households with complex or sustained recovery needs may require Individual Assistance and professional Disaster Case Management. This RFA creates a statewide pool so ODHS can activate the combination of local direct-service capacity, network coordination, household assistance, and specialized recovery capacity appropriate to a particular disruption.

2.3.3 Purpose

The purpose of this RFA is to establish a pool of qualified Contractors under pre-incident Price Agreements that ODHS may activate through SROs for Disaster Human Services, including Community Human Services Support, Human Services Network Coordination, Individual Assistance implementation, Disaster Case Management, Flexible Funds administration, and authorized training or capacity-building Services. The model is intended to preserve community leadership; support multiple trusted entry points; improve coordinated intake, navigation, Referral, and resource coordination; provide a durable mechanism for household stabilization and recovery; and make experienced technical or direct-service capacity available when another community needs assistance.

No work, funding, incident assignment, or minimum purchase is guaranteed.

2.4 STATEMENT OF WORK/SPECIFICATIONS

The Services described in Exhibit A, Part 1, “Statement of Work”, located in Attachment A “Sample Price Agreement” is a broad example of what Applicants will be expected to perform upon execution of a resulting Price Agreement and issuance of Services Request Order. Agency

RFA # S-10000-00018293 (Agency Internal #6323)/jrf Page 9 of 18 and the Applicant, upon an Agency approved Application Packet, will negotiate the precise Statement of Work for the final Price Agreement which may include requirements based on the terms of this RFA and the Services delivery option(s) the Applicant selected to provide in their Application Packet.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 APPLICATION CRITERIA

Applicant must provide a concise narrative addressing the criteria applicable to each selected Track or optional capability. The narrative response to this Section must not exceed two pages total, regardless of the number of Tracks or capabilities selected. ODHS will review responses on a pass/fail basis to determine whether Applicant demonstrates relevant experience and capability; responses will not be scored or ranked. A single example may be used to demonstrate qualification for more than one selected Track or capability when applicable.

Relevant experience may include work performed under grants, contracts, volunteer or community programs, or other arrangements; prior government contracting experience is not required unless otherwise stated.

Track 1 - Community Human Services Support (Resilience Hubs)

If selecting Track 1, briefly describe relevant experience providing community-based human services or comparable support and how the work aligns with Resilience Hub as defined in ORS 409.760.

One or more examples may include Resource Navigation, Referrals, Outreach, basic Casework, emergency assistance, resource distribution, operation or support of a Resilience Hub or community service location, or similar community-centered work. Prior disaster experience is not required.

Track 2 - Human Services Network Coordination (Resilience Networks)

If selecting Track 2, briefly describe relevant experience coordinating multiple organizations, services, or community partners. One or more examples may include convening, network coordination, information sharing, organization or asset mapping, Referral or resource coordination, or comparable work.

Track 3 - Individual Assistance Implementation and Disaster Case Management

If selecting Track 3, briefly describe relevant experience providing Disaster Case Management, recovery case management, sustained human-services case management, Individual Assistance implementation or administration, or comparable services. The response should demonstrate experience with assessment and planning, ongoing coordination and documentation, supervision or quality oversight, and complex or high-need cases.

Flexible Funds / Household Assistance Administration

If selecting Flexible Funds / Household Assistance Administration, briefly describe relevant experience administering client, household, recovery, or comparable assistance funds and maintaining documentation and financial controls for payments or purchases made to Providers or on behalf of Households.

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Implementation, Staffing, and Availability

Describe Applicant's staffing model, supervision, ability to scale when needed, nontraditional-hour availability when activated, geographic limitations, and other relevant information pertaining to Applicant’s capacity. ODHS does not require every Applicant to provide statewide coverage or every Service.

Training and Capacity Building Capability

If selecting this capability, briefly describe the Applicant’s relevant experience performing disaster human services, disaster case management, mass care, disaster recovery, community resilience, human services network coordination, or comparable work in connection with actual disruptions, emergencies, or disasters. Also describe the Applicant’s experience providing training, coaching, facilitation, consultation, technical assistance, or other capacity-building support relevant to the Track or Tracks selected.

3.1.1 Experience Requirements

Training and Capacity Building Capability. An Applicant selecting this capability must have at least six months of cumulative experience performing disaster human services, disaster case management, mass care, disaster recovery, community resilience, human services network coordination, or comparable work in connection with one or more actual disruptions, emergencies, or disasters.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Application Submissions

To be considered for review, Application Packet must contain each of the following elements (further detailed in Section 3.3 “Application Requirements” below):

• Application Information and Certification (Attachment B)

• Applicant Questionnaire and Services Selection (Attachment C),

• COBID Certification / Outreach Plan (Attachment D)

• Responsibility Inquiry (Attachment E) Failure of Applicant’s authorized representative to sign the Attachments listed in this Section

3.2.1 that require a signature may result in the Application Packet being rejected by Agency

3.2.2 Application Packet Page Limit

Application Packet is limited to 2 pages. Application Packets exceeding this limit will not be reviewed by Agency for consideration of a Price Agreement. The following items do not count toward the page limit:

• Application Information and Certification (Attachment B)

• Applicant Questionnaire and Services Selection (Attachment C)

• COBID Certification / Outreach Plan (Attachment D)

• Responsibility Inquiry (Attachment E)

3.2.3 Application Format and Quantity

Application Packet must include all the elements listed in Section 3.2.1 “Application Submissions” and how the Applicant meets and will abide by the minimum qualifications listed in Section 3.1 to perform the Statement of Work/Specification outlined in Section 2.4.

Applicant shall submit one copy of its Application Packet and all other submittal requirements of this RFA as set forth in Section 4.4 “Application Delivery Options.”

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Application Packet shall be prepared in the order of items listed in Section 3.3.

3.3 APPLICATION REQUIREMENTS

Application Packet must address each of the items listed in this section and all other requirements set forth in this RFA. An Application Packet that merely offers to provide the goods or services as stated in this RFA will be considered a Non-Responsive Application Packet and will not be considered for award of a Price Agreement.

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

3.3.1 Applicant Information and Certification (Attachment B)

Applicant must complete, sign, date, and submit the Application Information and Certification (Attachment B). Failure to demonstrate compliance with Oregon Tax Laws, sign, and submit the Applicant Information and Certification will result in rejection of the Application Packet.

3.3.2 Applicant Questionnaire and Services Selection (Attachment C)

Applicant must complete, sign, date, and submit the Applicant Questionnaire and Services Selection (Attachment C). Failure to complete all fields, sign, and submit the Applicant Questionnaire and Services Selection will result in Application Packet rejection.

3.3.3 COBID Certification / Outreach Plan (Attachment D)

Applicant must complete and submit COBID Certification / Outreach Plan (Attachment D) with the Application Packet. Failure to submit the COBID Certification / Outreach Plan will result in Application Packet rejection.

3.3.4 Responsibility Inquiry (Attachment E)

Applicant must complete, sign, date and submit the Responsibility Inquiry (Attachment F).

Failure to complete, sign, and submit the Responsibility Inquiry will result in Application Packet rejection.

3.3.5 Key Persons

Applicant must specify a minimum of one (1) key person to be assigned as Agency’s primary point of contact for ordering Feeding Service and/or Bottled Water Service and issues that may arise billing.

3.3.6 Applicant’s Demonstration of Minimum Qualifications Met (2 Pages Maximum)

Applicant must briefly describe how they meet all the minimum qualifications set forth in Section 3.1. Applicants, based on their selection of Services they are applying to provide, are encouraged to provide detailed information on their experience in preparing and delivering Meals, preparing and delivery of Food Boxes, details of their reloadable Meal Cards/Vouchers system, and providing and delivery Bottled Water.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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

RFA # S-10000-00018293 (Agency Internal #6323)/jrf Page 12 of 18 prospective Applicants. It is the sole responsibility of the Applicant to download all RFA documents from OregonBuys

Modifications, if any, to this RFA will be made by written Addenda(s)Amendment(s) published in OregonBuys. Prospective Applicants are solely responsible for checking OregonBuys to determine whether or not any Addenda(s)/Amendment(s) have been issued by Agency.

Addenda(s)/Amendment(s) are incorporated into the RFA by this reference.

4.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFA process, administration, deadline or method of award, or to the intent or technical aspects of the RFA must:

• Be delivered to the SPC via email;

• Reference the RFA OregonBuys bid number;

• Identify Applicant’s name and contact information;

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

4.3 RESERVED

4.4 APPLICATION DELIVERY OPTIONS

Applicant is solely responsible for ensuring its Application Packet is received by the SPC in accordance with the RFA requirements before the Closing Date and Time listed on page 1 of this RFA (“Opening Date” in OregonBuys terms). Agency is not responsible for any delays in electronic transmission errors or delays, or for any mis-delivery of Application Packets for any reason. An Application Packet submitted by any means not authorized below will be rejected by Agency. The following delivery options are permitted for this RFA:

• Electronic Submission through OregonBuys Applicants must submit their Application Packet electronically through OregonBuys at:

https://OregonBuys.gov

Instructions for submission via OregonBuys are found at the following link:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal% 20Solicitation%20Response.pdf The instructions are written for “Bid” responses to solicitations but the same process is used for submitting an Application Packet in response to an RFA. Follow the instructions to “Create the Quote”; in the Description field type “Application for On-Call Feeding and Bottled Water Deliver Service”, click Save & Continue;

click on the Terms & Conditions tab, click Yes, click Save & Continue; click the Attachments tab, click Add File, select the application documents from your computer and open to attach, type the name of the attachment where indicated (for example “Attachment C”), click Save & Exit after each document you attach. Once all documents are attached, click Save & Continue; click the Summary tab to review. Once the Application Packet (“Quote”) is submitted, Applicant cannot edit the document, however you may withdraw the quote (instructions are included in the above link) for editing and resubmission at any time before the RFA opportunity ends. Click Submit Quote. The screen will refresh, leaving you on the Summary tab and the status will have change to “Submitted”

Detailed instructions on how to submit an Application Packet (“Bid” responses in OregonBuys terms) can be found at OregonBuys Vendor Formal Solicitation Response.pdf

4.5 APPLCIATION PACKET MODIFICATION OR WITHDRAWAL

If an Applicant wishes to make modifications to a submitted Application Packet prior to receipt https://oregonbuys.gov/ 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 https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

RFA # S-10000-00018293 (Agency Internal #6323)/jrf Page 13 of 18 of Application by the Agency, the Applicant must submit its modification to their Application Packet via OregonBuys. Applicants may contact the OregonBuys Supplier help desk at 1-855- 800-5046 for assistance in making a modification to a submitted Application Packet.

If an Applicant wishes to withdraw a submitted Application Packet, it must submit a written notice signed by an authorized representative of its intent to withdraw the Application Packet to the SPC via email prior to receipt of Application by the Agency. To be effective the withdraw notice must include the OregonBuys bid number.

4.6 APPLICATIONS DUE

Application Packets must be received by the SPC on or before the Closing date and Time listed on page 1 of this RFA (“Opening Date” in OregonBuys terms). This RFA will remain open to accept Application Packets until the Closing Date and Time or until the Agency has sufficient Price Agreements to meet their needs. When the Agency has a sufficient number of Price Agreements, an amendment to this RFA will be added in OregonBuys to change the Closing Date and Time as determined by the Agency.

Application Packets received after the Closing Date will be considered late and will not be accepted by Agency for review. Late Application Packet submissions will not be opened or returned to the Applicant.

4.7 RESERVED

4.8 APPLICATION REJECTION

Agency may reject an Application for any of the following reasons:

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

• Applicant has liquidated and delinquent debt owed to the State or any department or agency of the State.

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

• Applicant makes any contact regarding this RFA with State representatives, such as Agency employees or other State officials, other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Applicant attempts to influence a member of the Agency application review panel.

• Application 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 RFA or Addends(s)/Amendment(s).

4.9 APPLICATION PACKET REVIEW PROCESS

4.9.1 Responsiveness and Responsibility Determination

4.9.1.1 Responsiveness determination

Application Packets received prior to the Closing Date and Time will be reviewed by the SPC to determine if it is Responsive to all RFA requirements including compliance with Section 3.2 “Minimum Submission Requirements” and Section 3.3 “Application Requirements.” The SPC will conduct their responsiveness determination on Pass/Fail basis, as follows:

• Applicant Information and Certification (Attachment B) completed, signed, and dated.

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• Applicant Questionnaire and Services Selection (Attachment C) completed, signed, and dated.

• COBID Certification / Outreach Plan (Attachment D) completed.

• Responsibility Inquiry (Attachment E) completed, signed, and dated.

• Applicant provided name(s) of Key Person(s).

• Applicant provided a description, not exceeding 5 pages, on how Applicant meets all the Minimum Qualifications listed in Section 3.1 of this RFA.

If the Application Packet materials are unclear, the SPC may request clarification from Applicant. If the SPC finds the Application Packet Non-Responsive, the Application may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247- 0470.

Applicants whose Application Packets pass the responsiveness determination criteria set forth in this Section will be forwarded to Agency for the review process as outlined in Section 4.10.2 “Application Packet Review Process.”

Applicants whose Application Packets fail the responsiveness determination criteria set forth in this Section will be rejected. If rejected, SPC will notify Applicant and Applicant may resubmit a new Application Packet prior to the Closing Date and Time.

4.9.1.2 Responsibility Determination

Agency will determine if an apparent successful Applicant is Responsible prior to award and execution of the Price Agreement. Applicants shall submit a signed Responsibility Inquiry form (Attachment E) with Application Packet.

At any time prior to award, Agency may reject an Applicant who is found to be not Responsible.

4.9.2 Application Packet Review Process

Application Packets forwarded by the SPC to the Agency will be reviewed by the Agency’s Application Review Panel on a pass or fail basis to ensure Applicant meets the Minimum Qualifications of Section 3.1 and if the Applicant’s selected Services option(s) will meet the Agency’s need to provide Meals and bottled water to Agency’s Clients. The Agency’s Application Review Panel will determine at its sole discretion if the Application Packet meets the needs of the Agency. Applicants whose Application Packets pass the Agency’s Application Review Panel will be allowed to enter into Price Agreement negotiations with Agency and may be offered a Price Agreement by the Agency upon completion of the negotiations, however Agency makes no guarantee of Price Agreement award to any Applicant who submits an Application Packet or any amount of work to be performed should the Applicant be awarded a Price Agreement.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency may award a Price Agreement to Applicants(s) based upon the methodology and process described in Section 4. Agency makes no guarantee of any specific award to an Applicant. Multiple Price Agreements may be awarded until a sufficient number of Price

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Agreements have been awarded to meet the Agency’s needs, or Agency has expended its available funding for the project.

5.1.2 Intent to Award Notice

Agency will notify, through the SPC, all Applicants in writing that Agency intends to award a Price Agreement to an Applicant, subject to successful Price Agreement negotiation of any negotiable provisions between the Agency and Applicant.

5.2 RESERVED

5.3 APPARENT SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

Applicants who are selected for a Price Agreement award under this RFA will be required to submit additional information to the Agency and comply with the following:

5.3.1 Insurance

Prior to execution of a Price Agreement, Applicant shall secure and demonstrate to Agency proof Applicant has the required insurance set forth in Exhibit C “Insurance Requirements” of Attachment A “Sample Price Agreement.” The State of Oregon, Department of Administrative Services, Office of Risk Management requires all contractors carry Commercial General Liability insurance coverage, including sole proprietors.

5.3.2 Taxpayer Identification Number

Applicant shall provide its Taxpayer Identification Number by completing a Contractor Tax Identification and Information (CTII) form that Agency will provide to Applicant prior to execution of a Price Agreement.

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

5.3.4 Pay Equity Certification

If selected for award and the Price Agreement value exceeds $500,000 and Applicant employs 50 or more full-time workers, Applicant shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Applicant by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Applicants provide this prior to execution of the Price Agreement.

5.3.5 Nondiscrimination in Employment

As a condition of receiving the award of a Price Agreement under this RFA, Applicants must certify by their signature on Attachment B - 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.

5.3.6 Pay Equity Compliance

As required by ORS 279B.235, Contractor shall comply with ORS 652.220 and shall http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

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Commencing on January 1, 2019, Contractor must comply with ORS 652.220 as amended and shall not unlawfully discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age.

Contractor’s compliance with this section constitutes a material element of the Price Agreement and a failure to comply constitutes a breach that entitles Agency to terminate this Price Agreement for cause.

Contractor may not prohibit any of Contractor’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person. Contractor may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

5.4 PRICE AGREEMENT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Applicant, Agency will enter into Price Agreement 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 Price Agreement” (Attachment A), with the exception of those terms listed below for negotiation.

Following the selection of the apparent successful Applicant, Agency may agree to negotiate changes to the negotiable provisions of the “Sample Price Agreement” listed below.

However, Agency is not required to make any changes and many provisions in the “Sample Price Agreement” cannot be changed. Applicant is cautioned that the State of Oregon believes modifications to the standard provisions of the “Sample Price Agreement” constitute increased risk and increased cost to the State.

Agency is willing to negotiate only Exhibit A, Part 1, “Statement of Work”, Exhibit A, Part 2, “Payment Provisions”, and Exhibit A, Part 3, “Special Provisions “of the “Sample Price Agreement” during Price Agreement negotiations.

5.4.2 Contractor Selection Methodology

See Section 4.9.2 “Application Packet Review Process.”.

SECTION 6: ADDITIONAL INFORMATION

6.1 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.

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6.2 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

6.3 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, review 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 6.3 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.

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Applications are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Agency will apply the Oregon Public Records Law in the determination of whether any information in the Application is exempt from…