S-10700-00010098_RFP for DEIB_Final.pdf

STATE OF OREGON

Acting by and through the Department of Administrative Services

On the behalf of Oregon State Agencies and Members of the Oregon Cooperative Procurement Program

IS ISSUING THIS REQUEST FOR PROPOSALS (RFP)

UNDER OREGONBUYS BID NUMBER S-10700-00010098

FOR

DIVERSITY, EQUITY, INCLUSION AND BELONGING SERVICES

Date of Issue: April 17, 2024 Closing Date and Time: May 31, 2024 at 11:59 PM

Single Point of Contact (SPC): Jennifer Jolley, State Procurement Analyst

Address: 1225 Ferry St SE City, State, Zip Salem, Oregon 97317 Phone (voice) 971-900-7695 E-mail: Jennifer.Jolley@das.oregon.gov

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.

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 2

1. GENERAL INFORMATION

The State of Oregon, ac�ng by and through the Department of Administra�ve Services, Procurement Services (“DAS PS”) is issuing this Request for Proposal on behalf of Oregon State Agencies and members of the Oregon Coopera�ve Procurement Program for Diversity, Equity, Inclusion and Belonging (“DEIB”) Services, as described on the Scope of Services atached as Atachment A, Scope of Services. Generally, the service categories include:

Service Category A: DEIB Consul�ng Services

Service Category B: DEIB Training and Facilita�on Services

Service Category C: DEIB Strategic Planning Services

DAS PS an�cipates the award of mul�ple agreements to small, medium and large firms for the Services in each of the categories. The ini�al term of the Agreement(s) to Agree (“ATA”) will be two (2) years with op�ons to renew. DAS PS intends to award by service category listed in Atachment A, Scope of Services. A copy of the proposed ATA is atached as Atachment B, Sample Agreement to Agree.

Persons interested in providing the DEIB Services may submit a Proposal using the Proposal Form atached as Atachment C, Proposal Form and the Price Proposal Form atached as Atachment D, Price Proposal Form. Proposals must be submited using Atachments C and D and submited via OregonBuys, or email to SPC.

ATA(s) resul�ng from this RFP may be used by State agencies that are under the purchasing authority of DAS PS and by ORCPP members (“Authorized Purchasers”). DAS PS does not guarantee any specific sales volume for this procurement. A current list of ORCPP members can be found at: htps://www.oregon.gov/das/Procurement/Pages/Orcpp.aspx.

Any purchases under the ATA must be authorized by Service Order Contracts (“SOC”) issued by an Authorized Purchaser in accordance with the ordering procedures described in the Atachment B - Sample Price Agreement.

1.1 Schedule:

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

https://www.oregon.gov/das/Procurement/Pages/Orcpp.aspx

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 3

Event Date Time

Pre-Proposal Conference April 25, 2024 9:00 AM –

11:00 AN

Questions / Requests for Clarification Due May 1, 2024 5:00 PM

Answers to Questions / Requests for Clarification Issued (approx.) May 6, 2024

RFP Protest Period Ends

7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Issuance of Notice of Intent to Award (approx.) September 2, 2024

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

1.2 Single Point of Contact:

The Single Point of Contact (SPC) for this RFP is iden�fied on the Cover Page, along with the SPC’s contact informa�on. Proposer shall direct all communica�ons related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

2. BACKGROUND

January 2023, Governor Tina Kotek sent a leter to execu�ve branch agencies with a series of expecta�ons for the leaders of state agencies. One of those expecta�ons is requiring all agencies to have a DEI Ac�on Plan that outlines DEI strategies, goals and implementa�on processes.

At the �me this expecta�on was set, many agencies had DEI plans in place. For other agencies, boards and commissions, this marked the first �me they would be crea�ng DEI Plans and formally “doing” DEI work.

Since this is a new expecta�on, many agencies, boards and commissions will the need support of DEIB Consultants in the development and implementa�on of their DEI Plans.

Agencies may also need DEIB Consultants’ support in other areas such as training, strategic planning, and opera�onalizing DEIB.

DAS has established a DEI Ac�on Plan that agencies can use as a framework for their own DEI plans. DAS’ DEI Ac�on Plan can be found here:

htps://www.oregon.gov/lcd/Commission/Documents/2021-09_Item-2_Directors- Report_Atachment-A_DEI-Ac�on-Plan.pdf

While the Governor’s leter may not directly apply to en��es other than state agencies, as a courtesy DAS PS wishes to make the ATAs entered into under this RFP available to all https://www.oregon.gov/lcd/Commission/Documents/2021-09_Item-2_Directors-Report_Attachment-A_DEI-Action-Plan.pdf https://www.oregon.gov/lcd/Commission/Documents/2021-09_Item-2_Directors-Report_Attachment-A_DEI-Action-Plan.pdf

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 4 government en��es (ORCPPs) across the State. Proposer may be working with a variety of en��es, including state agencies, school districts, community colleges, ci�es, coun�es, transit districts, etc., each with their own unique way of doing things and each with their own unique DEIB needs.

Successful Proposers will consist of firms or individuals able to exhibit in their Proposal responses, they have the experience, training and knowledge to provide the Services. The State of Oregon seeks to conduct business with industry professionals able to consistently provide services.

It is the goal of this RFP process to have a diverse pool of Consultants to provide DEIB Services to state agencies and ORCPP members.

3. SOLICITATION PROCESS

3.1 Posting of the RFP, Amendments, or other Communications:

DAS PS will post the RFP and all documents or other communica�on on OregonBuys.

Documents will not be mailed or emailed to prospec�ve Proposers. As a courtesy, DAS PS may post the RFP and other documents or no�ces on other websites, but OregonBuys is the official place for all informa�on related to this RFP. (For notes on OregonBuys, see Sec�ons 3.5.2 and 5 below.)

Modifica�ons, if any, to this RFP will be made by writen Amendment(s) published in OregonBuys only. Prospec�ve Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

3.2 Pre-Proposal Conference:

DAS PS will hold a pre-proposal conference on the date and �me set forth in the Schedule above to discuss the RFP, the Scope of Services, the solicita�on process (including submital of Proposals and evalua�on), and the terms and provision of the ATA. Statements made at the Pre-Proposal conference are not binding upon DAS PS.

Proposers may be asked to submit ques�ons in wri�ng.

Atendance at the pre-proposal conference is voluntary, but highly encouraged.

Interested par�es may par�cipate in the Pre-Proposal Conference by:

Microso� Teams Need help?

Join the mee�ng now Mee�ng ID: 210 559 758 929 Passcode: pVjyjh

Dial-in by phone +1 503-446-4951,,693196546# United States, Portland Find a local number Phone conference ID: 693 196 546# https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2U5OGM1NzUtNDlkYS00NGViLWJkNTUtZjJjN2JiZWMzYzcw%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22f4777d1b-12a2-46e7-9cb2-165bcad3f4a1%22%7d tel:+15034464951,,693196546 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=693196546

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 5

3.3 Questions:

Proposers interested in the RFP may submit writen ques�ons to DAS PS via OregonBuys or email. DAS PS will answer the ques�ons as soon as possible. All ques�ons must:

• Reference the OregonBuys bid number and RFP �tle.

• Iden�fy Proposer’s name and contact informa�on.

• Refer to the specific area of the RFP being ques�oned or clarified (i.e. page, sec�on and paragraph number).

Be received on or before the due date and �me for Ques�ons/Requests for Clarifica�on iden�fied in the Schedule above.

3.4 Protests of the RFP or Amendments:

Prospec�ve Proposer may submit a writen protest of anything contained in this RFP, including but not limited to, the RFP process, Scope of Services, and the Sample ATA.

This is prospec�ve Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

A protest of the RFP must be received on or before the due date and �me set forth in the Schedule above. Protest(s) of Amendments, if issued, must be received on or before 5:00 pm Pacific Time on the second Business Day following the issuance of the amendment unless otherwise set forth in the Amendment.

Requirements for RFP or RFP Amendment Protests: Protest(s) must be sent to the SPC via email within the �me frames set forth in the RFP or the Amendment. The protest must include the following:

• OregonBuys Bid Number,

• iden�fy the Proposer (including the Proposer’s name and contact informa�on),

• be sent by an authorized representa�ve.

• specify the grounds for the protest, including:

o Grounds that demonstrate how the Procurement Process is contrary to law, unnecessarily restric�ve, legally flawed, or improperly specifies a brand name; and o Evidence or documenta�on that supports the grounds on which the protest is based.

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

DAS PS will address all protests within a reasonable �me and will issue a writen decision to the respec�ve Proposer. Protests that do not include the required informa�on may not be considered by DAS PS.

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 6

3.5 Submittals:

3.5.1 Minimum qualifica�ons:

Proposer must show that Proposer meets the following minimum qualifica�ons in order to be considered for an award:

• For each Service Category Proposer is offering, Proposer must have a minimum of 3 years’ experience. This experience can be from a combina�on of professional experience and educa�on.

• Subcontractors – Any subcontractors that Proposer includes with Proposal (Atachment F Subcontractor Form) must also have a minimum of 3 years’ experience. This experience can be from a combina�on of professional experience and educa�on.

3.5.2 Proposal Submital Documents:

Proposer must submit one copy the following required documents electronically through OregonBuys (see the process for electronic submission at: OregonBuys Vendor Formal Solicita�on Response.pdf), or via email to the SPC (the following required documents together comprise Proposer’s “Proposal”):

• Atachment C, Proposal Form. Proposer shall submit one copy of Atachment C, bearing the Proposer’s authorized representa�ve’s Signature. Proposer entries in Atachment C, are restricted to the box or space provided for each evalua�on criteria and must contain text only. Proposer should not reference or incorporate links to websites or online documents in its responses, as all documents must be submited on or before Closing. Proposer is advised not to make any unnecessary edits or reproduce the Proposal Form. Edits to the Proposer’s Proposal Form such as adding headers, footers, logos or graphics may result in lower evalua�on scores if specific informa�on is difficult to locate.

Regardless of the Service Category(ies) Proposer is offering, Proposer must fill out the following sec�ons:

o Top sec�on to provide name, address, incorpora�on (if any), contact informa�on and business registry number.

o Read and complete the General Informa�on Sec�on.

o Management Proposal. Provide responses to each ques�on. Failure to respond to one or more ques�ons will result in rejec�on of Proposer’s Proposal.

o Read and complete the Proposer Cer�fica�ons & Responsibility Inquiry Sec�ons (beginning on approximately page 10 of Atachment C). Failure to respond to one or more ques�ons will result in rejec�on of Proposer’s Proposal.

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

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 7 o Sign the Proposal Form. Failure to sign the Proposal Form will result in rejec�on of Proposer’s Proposal.

For each Service Category offered, Proposer must fill out the Technical Proposal sec�on for that Service Category. For example, if Proposer is only offering Service Categories A and C, Proposer is only required to fill out the sec�ons of the Technical Proposal for Service Categories A and C.

• Atachment D, Price Proposal Form. Proposer shall submit one copy of Atachment D, as a separate electronic response file.

• Atachment E, COBID Cer�fica�on (If applicable)

• Atachment F, Subcontractor Form (if applicable) – If Proposer intends to use subcontractor(s), Proposer must fill out and include the Atachment F with its Proposal submission.

*If Proposer believes any of the informa�on in either Atachment C, D, or F is exempt from disclosure under the Oregon Public Records Laws, Proposer must submit a redacted copy of the applicable Atachment(s), in addi�on to an unredacted copy of the Atachment(s), and Proposer must detail the applicable exemp�on in a writen statement submited along with the redacted copy.

*If Proposer submits the Proposal via email to the SPC, the email subject line must read as follows:

• RFP #S-10700-00010098, DEIB Services – Proposal Submission (If there is a need to send mul�ple emails, because of file size, please number them Email #1, Email #2, etc.)

The email size cannot be more than 20Megabytes and cannot contain zip files.

All Proposals must be submited on or before the Opening Date and �me set forth in the Schedule above. LATE PROPOSALS WILL NOT BE ACCEPTED OR EVALUATED.

3.6 Opening:

There will be no public opening of Proposals. DAS PS will post the names of all Proposers on OregonBuys within three Business Days a�er Opening, but no other informa�on will be available. Proposals received will not be available for inspec�on un�l a�er the evalua�on process has been completed and the No�ce of Intent to Award is issued pursuant to OAR 125-247-0630.

3.7 Rejection of Proposals:

DAS PS may reject a Proposal for any of the following reasons:

• Proposer fails to substan�ally comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representa�ve sign the Proposal.

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 8

• Proposer has undisclosed liquidated and delinquent debt owed to the State or any agency, board, commission, department or division of the State.

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

• Proposer makes any contact regarding this RFP with State representa�ves such as

State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer atempts to influence a member of the Evalua�on Commitee.

• Proposal is condi�oned on DAS PS’ acceptance of any other terms and condi�ons or rights to nego�ate any alterna�ve terms and condi�ons that are not reasonably related to those expressly authorized for nego�a�on in the RFP or Amendment(s)

3.8 Evaluation:

3.8.1 Responsiveness Determination: DAS PS will review all Proposals submited prior to the Opening to determine if the Proposal is Responsive to all RFP requirements. If the Proposal is unclear, the SPC may request clarifica�on from Proposer. However, clarifica�ons may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

3.8.2 Responsibility Determination: Prior to award of an ATA with any Proposer, DAS PS must determine whether a Proposer is Responsible based upon the informa�on set forth in Atachments C & F. DAS PS may reject a Proposer found to be not Responsible, any �me prior to award.

3.8.3 Attachment C, Proposal: If DAS PS finds Proposal(s) Responsive, DAS PS will divide the Proposals into to three groups based upon each Proposer’s self-designa�on that Proposer is a small company, a medium sized company, or a large company (see ques�on #3 in the General Informa�on sec�on of Atachment C).

Evalua�on Commitee members will individually evaluate each Proposer’s Atachment C, Proposal as part of a group against other Proposers of similar company size. Evalua�on Commitee members may change, and DAS PS may have addi�onal or fewer evaluators during addi�onal rounds of compe��on, if any.

Evaluators will assign a score for each evalua�on criterion listed in Atachment C up to the maximum points available as set forth in Atachment C. Evaluators will use the following approach in awarding points:

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 9

Rating Scale (10 Point Maximum) Point Range Explanation

0 Response of no value

1 - 4 Fair. Limited applicability – The Proposer has demonstrated adequate knowledge of the subject matter.

5 Good. Applicable – Response meets all requirements in a satisfactory manner.

6 - 8 Very Good. Substantial applicability – Response shows a high level of sophistication and understanding, is detailed, backed by relevant knowledge and experience, and goes beyond the minimum requirements.

9 – 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 Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

Rating Scale (20 Point Maximum)

0 - 3 Response of no value

4 - 8 Fair. Limited applicability – The Proposer has demonstrated adequate knowledge of the subject matter.

9 - 12 Good. Applicable – Response meets all requirements in a satisfactory manner.

13 - 17 Very Good. Substantial applicability – Response shows a high level of sophistication and understanding, is detailed, backed by relevant knowledge and experience, and goes beyond the minimum requirements.

16 - 20 Outstanding - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject

Rating Scale (25 Point Maximum)

0 - 3 Response of no value

4 - 9 Fair. Limited applicability – The Proposer has demonstrated adequate knowledge of the subject matter.

10 - 13 Good. Applicable – Response meets all requirements in a satisfactory manner.

14 - 19 Very Good. Substantial applicability – Response shows a high level of sophistication and understanding, is detailed, backed by relevant knowledge and experience, and goes beyond the minimum requirements.

20 - 25 Outstanding - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 10

Rating Scale (30 Point Maximum)

0 - 2 Response of no value

3 - 9 Fair. Limited applicability – The Proposer has demonstrated adequate knowledge of the subject matter.

10 - 16 Good. Applicable – Response meets all requirements in a satisfactory manner.

17 - 23 Very Good. Substantial applicability – Response shows a high level of sophistication and understanding, is detailed, backed by relevant knowledge and experience, and goes beyond the minimum requirements.

24 - 30 Outstanding - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject

Rating Scale (35 Point Maximum)

0 - 3 Response of no value

4 - 11 Fair. Limited applicability – The Proposer has demonstrated adequate knowledge of the subject matter.

12 - 19 Good. Applicable – Response meets all requirements in a satisfactory manner.

20 - 27 Very Good. Substantial applicability – Response shows a high level of sophistication and understanding, is detailed, backed by relevant knowledge and experience, and goes beyond the minimum requirements.

28 - 35 Outstanding - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject

Rating Scale (40 Point Maximum)

0 - 4 Response of no value

5 - 13 Fair. Limited applicability – The Proposer has demonstrated adequate knowledge of the subject matter.

14 - 22 Good. Applicable – Response meets all requirements in a satisfactory manner.

23 - 31 Very Good. Substantial applicability – Response shows a high level of sophistication and understanding, is detailed, backed by relevant knowledge and experience, and goes beyond the minimum requirements.

32 - 40 Outstanding - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 11

Rating Scale (50 Point Maximum)

0 - 6 Response of no value

7 - 17 Fair. Limited applicability – The Proposer has demonstrated adequate knowledge of the subject matter.

18 - 28 Good. Applicable – Response meets all requirements in a satisfactory manner.

29 - 39 Very Good. Substantial applicability – Response shows a high level of sophistication and understanding, is detailed, backed by relevant knowledge and experience, and goes beyond the minimum requirements.

40 - 50 Outstanding - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject

Rating Scale (60 Point Maximum)

0 - 8 Response of no value

9 - 21 Fair. Limited applicability – The Proposer has demonstrated adequate knowledge of the subject matter.

22 - 34 Good. Applicable – Response meets all requirements in a satisfactory manner.

35 - 47 Very Good. Substantial applicability – Response shows a high level of sophistication and understanding, is detailed, backed by relevant knowledge and experience, and goes beyond the minimum requirements.

48 - 60 Outstanding - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject

Rating Scale (80 Point Maximum)

0 - 12 Response of no value

13 - 29 Fair. Limited applicability – The Proposer has demonstrated adequate knowledge of the subject matter.

30 - 46 Good. Applicable – Response meets all requirements in a satisfactory manner.

47 - 63 Very Good. Substantial applicability – Response shows a high level of sophistication and understanding, is detailed, backed by relevant knowledge and experience, and goes beyond the minimum requirements.

64 - 80 Outstanding - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 12

Rating Scale (125 Point Maximum)

0 - 25 Response of no value

26 - 49 Fair. Limited applicability – The Proposer has demonstrated adequate knowledge of the subject matter.

50 - 74 Good. Applicable – Response meets all requirements in a satisfactory manner.

75 - 100 Very Good. Substantial applicability – Response shows a high level of sophistication and understanding, is detailed, backed by relevant knowledge and experience, and goes beyond the minimum requirements.

101 - 125 Outstanding - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject

If a Proposal is unclear, the SPC may request further clarifica�on to assist the Evalua�on Commitee in gaining addi�onal understanding of a Proposal. A response to a clarifica�on request may only clarify or explain por�ons of the already submited Proposal and may not contain new informa�on not included in the original Proposal.

DAS PS, at its op�on, may hold one or more Evalua�on Commitee mee�ngs, including a final Evalua�on Commitee mee�ng to review scores. Evalua�on Commitee members may change their scores up to the �me that DAS PS requests final scores. If an Evalua�on Commitee member elects to change its independent score based upon the discussion with other Commitee members, the member changing his or her score must line-out the original score, ini�al and date the change, and may include the reason for the change on his or her scoring sheet.

3.8.4 Evalua�on Criteria and Available Points

3.8.4.1 Evalua�on Criteria & Available Points Management Proposal

Evalua�on Criterion Available Points Capabili�es Summary 125 Staffing/Resource Plan 125

3.8.4.2 Evalua�on Criteria & Available Points Service Category A: DEIB Consul�ng Services

Approach & Experience 750 Total Points

1. Describe Proposer’s approach to providing DEIB consul�ng services, including any theories, models or frameworks that inform your

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 13 approach. This could include your approach to developing new frameworks as well as building on and aligning with exis�ng frameworks.

2. Describe the skills, knowledge and experience that Proposer possess that demonstrate Proposer’s ability to provide the DEIB consul�ng services requested in this RFP.

3. Describe Proposer’s approach and experience comple�ng assessments, such as current work environment assessments, and those detailed in Atachment A Scope of Work of the RFP. This could include experiences developing surveys, using assessment tools and facilita�ng workgroups, focus groups, listening sessions and work sessions.

4. Describe how Proposer helps leaders embed performance measurements into DEIB.

5. Describe how Proposer measures the outcomes of the DEIB consul�ng services provided.

6. Describe Proposer’s approach to and experience providing leadership development and coaching and mentoring at various applicable organiza�onal levels, such as execu�ve leadership, midlevel management, first line managers and non-management.

7. Describe Proposer’s approach and experience engaging culturally and/or linguis�cally specific communi�es of varying socioeconomic status, ability levels, literacy levels, and experiences.

This may include Monolingual Immigrant communi�es, people who are undocumented, people with disabili�es, or people who are unhoused.

Previous Experience

1. List of most representa�ve projects conducted over the past three (3) years that involve services similar to the

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 14

Services requested in this RFP for consul�ng Services.

2. Please provide a detailed descrip�on of one (1) of the listed projects above in subsec�on D, #1, that is either completed or nearly completed.

3.8.4.3 Evalua�on Criteria & Available Points Service Category B: DEIB Training & Facilita�on Services

1. Describe Proposer’s approach to providing DEIB training & facilita�on services, including any theories, models or frameworks that inform your approach.

2. Describe Proposer’s approach to and experience customizing your exis�ng trainings to meet the needs of Authorized Purchasers.

3. Describe Proposer’s experience providing DEIB training and facilita�on.

The descrip�on should include Proposer’s experience providing different kinds of trainings, including consciousness-raising, tool introduc�on and prac�ce, and DEIB implementa�on. The descrip�on could include experience co-crea�ng and customizing trainings or modules.

4. How does Proposer measure the effec�veness of your trainings and facilita�on? The descrip�on should demonstrate the training and facilita�on techniques and processes are effec�ve to advance DEIB. Your descrip�on should also include examples for different kinds of training offerings.

5. Describe Proposer’s approach to facilita�on, including how you design a standalone training or training series, modali�es to engage adult learners, RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 15 approaches to in-person facilita�on versus virtual facilita�on.

6. Describe Proposer’s approach to and experience overcoming common barriers such as lack of engagement or interest from par�cipants, ac�ve challenges to the objec�ves of the trainings, disrup�ve behavior during the training, or demonstra�ve discomfort because a par�cipant’s knowledge or world view is being challenged?

Previous Experience

1. List of most representa�ve projects conducted over the past three (3) years that involve services similar to the Services requested in this RFP for consul�ng Services.

2. Please provide a detailed descrip�on of one (1) of the listed projects above in subsec�on D, #1, that is either completed or nearly completed.

3.8.4.4 Evalua�on Criteria & Available Points Service Category C: Strategic Planning Services

1. How does Proposer evaluate DEIB within an organiza�on and use that informa�on to inform strategic DEIB planning?

2. Describe Proposer’s skills, knowledge and experience crea�ng strategic DEIB plans that are sustainable and adaptable to changes in state government or scope of work.

Descrip�on should include how Proposer monitors and assists with implemen�ng the DEIB plans.

3. Describe how your Proposer engages internal and external par�es that will be impacted by the outcomes of, and ac�ons associated with, a strategic planning process.

Previous Experience

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 16

1. List of most representa�ve projects conducted over the past three (3) years that involve services similar to the Services requested in this RFP for consul�ng Services.

2. Please provide a detailed descrip�on of one (1) of the listed projects above in subsec�on D, #1, that is either completed or nearly completed.

3.8.5 Attachment D, Price Proposal: Proposer must submit a Price Proposal, Atachment D. The Price Proposal will not be scored. If Proposer is awarded an ATA, the Price Proposal will become a part of the ATA. Price may be used as a criteria in award of a Contract under the ATA, so Proposer is encouraged to offer its best prices. Proposer must also include the prices (in a separate tab on Atachment D) for any subcontractors listed on Atachment F Subcontractor form. If subcontractor prices are not included in the Price Proposal, subcontractor(s) will be subject to Proposer’s prices in all Contracts.

3.9 Additional Rounds:

DAS PS may determine an apparent successful Proposer(s) with no addi�onal rounds of compe��on. However, DAS PS may, at its op�on, conduct addi�onal round(s) of evalua�on, if DAS PS believes addi�onal rounds of compe��on may be in the best interest of the State.

If DAS PS elects to conduct addi�onal rounds of evalua�on, DAS PS will issue a No�ce of Compe��ve Range based upon a natural break in the scoring. DAS PS will send no�ce to all Proposers to be included in the addi�onal round with instruc�ons and next steps.

If a Proposer is excluded from an addi�onal round, the Proposer may submit a writen protest of its exclusion to the SPC within seven (7) calendar days of the issuance of the No�ce of Compe��ve Range. The protest must be emailed to the SPC, and the protest must include the OregonBuys Bid Number, iden�fy the Proposer (including the Proposer’s name and contact informa�on), and state the reason for the protest. DAS will address all protests within a reasonable �me and will issue a writen decision to the respec�ve Proposer. Protests that do not include the required informa�on may not be considered by DAS PS.

3.10 Ranking and Award:

DAS PS will determine the score from each Proposer’s Atachment C by averaging the scores for each Proposer per service category in a given round of compe��on; DAS PS will calculate the score by totaling the points awarded by each Evalua�on Commitee member and dividing by the number of Evalua�on Commitee members. DAS PS will

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 17 rank the Proposers in each company size group from highest to lowest based upon the score. If DAS PS conducts two or more rounds, DAS PS will add points from all rounds to determine a Proposer’s final ranking.

DAS PS, if it awards an ATA (s), will award an ATA (s) to the highest-ranking Responsible Proposer(s) in the following manner:

• Small Businesses: To be awarded an ATA, Proposer (per its self-designa�on of size in its response to ques�on #1 in the General Informa�on sec�on of Atachment C Proposal Form), must score a minimum of 70% of the total points possible in each service category being Proposed. If Proposer scores less than 70% of the total points, in any service category offered, Proposer will not receive an award for that service category.

• Medium Businesses: To be awarded an ATA, Proposer (per its self-designa�on of size in its response to ques�on #1 in the General Informa�on sec�on of Atachment C Proposal Form) must score a minimum of 70% of the total points possible in each service category being Proposed. If Proposer scores less than 70% of the total points, in any service category offered, Proposer will not receive an award for that service category.

• Large Businesses: To be awarded an ATA, Proposer (per its self-designa�on of size in its response to ques�on #1 in the General Informa�on sec�on of Atachment C Proposal Form) must score a minimum of 70% of the total points possible in each service category being Proposed. If Proposer scores less than 70% of the total points, in any service category offered, Proposer will not receive an award for that service category.

DAS PS may award less than the full Scope of Services described in this RFP.

DAS PS will issue a No�ce of Intent to Award an ATA to the selected Proposer(s) subject to successful nego�a�on of any nego�able provisions.

3.11 Protest of the Award:

An Affected Proposer may protest the Intent to Award. A Proposer is an Affected Proposer only if the Proposer would be eligible for an ATA award in the event the protest was successful and is protes�ng for one or more of the following reasons as specified in

ORS 279B.410:

• All higher ranked Proposals within the specific award category and company size are non-Responsive.

• DAS PS failed to conduct an evalua�on of Proposals in accordance with the criteria or process described in the RFP.

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 18

• DAS PS abused its discre�on in rejec�ng the protestor’s Proposal as non- Responsive.

• DAS PS’ evalua�on of Proposal or determina�on of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

The protest must be emailed to the SPC within seven calendar (7) days of the No�ce of Intent to award, and the protest must include the OregonBuys Bid Number, iden�fy the Proposer (including the Proposer’s name and contact informa�on), be signed by an authorized representa�ve of Proposer and specify the grounds for the protest. DAS PS will address all protests within a reasonable �me and will issue a writen decision to the respec�ve Proposer. Protests that do not include the required informa�on may not be considered by DAS PS.

If DAS PS receives only one Proposal, DAS PS may dispense with the evalua�on process and Intent to Award protest period and proceed with ATA Nego�a�ons and award.

3.12 Additional Awards

If DAS PS determines that addi�onal ATAs or Service Categories are required a�er the ini�al RFP process is complete, Special Procurement No. REQ-10700-00059457 (atached hereto as Atachment G) outlines an alterna�ve, shortened procurement process to add addi�onal ATA’s and Service Categories.

4. AGREEMENT TO AGREE NEGOTIATION AND ADDITIONAL SUBMITTALS

4.1 Agreement to Agree Negotiation: A�er issuance of the No�ce of Intent to Award, DAS PS will enter into ATA nego�a�ons with the successful Proposer(s). By submi�ng a Proposal, Proposer agrees to the terms and condi�ons of the Sample ATA (Atachment B), except for the provisions that DAS PS has iden�fied as nego�able.

DAS PS is willing to nego�ate only the following terms in the ATA:

• Descrip�on of the Services and Costs

• Term

• Indemnifica�on and Limita�on of Liability

• Required Insurance Limits

BE ADVISED: DAS PS is not required to make any changes to the ATA and many provisions cannot be changed. Proposer is also cau�oned that the State of Oregon believes modifica�ons to the standard provisions cons�tute increased risk and increased cost to the State. All modifica�ons to the Sample ATA are subject to review and approval by the Oregon Department of Jus�ce.

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 19

In the event that the par�es have not reached mutually agreeable terms within 14 calendar days a�er the beginning of nego�a�ons with an apparent successful Proposer, DAS PS may extend or terminate nego�a�ons with that Proposer.

4.2 Additional Submissions from Successful Proposer(s):

Proposer(s) who are selected for an ATA award under this RFP must comply with the following:

• Proposer must be registered in OregonBuys

• Proposer must be duly authorized by the State of Oregon to transact business in the State of Oregon before execu�ng the ATA. Visit htp://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry informa�on.

• Proposer must be determined to be Responsible (ORS 279B.110)

And Proposer must submit the following:

• Proposer’s tax iden�fica�on number and backup withholding status on a completed W-9

• Pay Equity Cer�ficate, if Proposer employs 50 or more full-�me workers and the value of the Contracts to be issued under the Price Agreement exceed $500,000, Proposer shall, if applicable, submit to DAS PS a true and correct copy of an unexpired Pay Equity Compliance Cer�ficate, issued to Proposer by the Oregon Department of Administra�ve Services. For instruc�ons on how to obtain the cer�ficate, visit htps://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

• Nondiscrimina�on in Employment Cer�fica�on: Proposer must cer�fy that Proposer has in place a policy and prac�ce of preven�ng sexual harassment, sexual assault, and discrimina�on against employees who are members of a protected class. The policy and prac�ce must include giving employees a writen no�ce that the policy both prohibits, and prescribes disciplinary measures for, conduct that cons�tutes sexual harassment, sexual assault, or unlawful discrimina�on.

4.3 Multiple Award; Consultant Selection Methodology

If mul�ple ATAs are awarded, Authorized Purchasers will conduct a secondary process to select a Consultant and award a Service Order Contract (SOC) as described in the ATA (Sec�on 5.3 Consultant Selec�on) , that secondary process may be a direct award if certain criteria are met or require issuance of an Opportunity No�ce and a best value analysis (BVA) among the ATA holders offering the needed category(ies) of Services. .

https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 20

5. OREGONBUYS

OregonBuys is the State of Oregon’s electronic procurement system and is found at: at htps://oregonbuys.gov/.

All Proposers must be registered in OregonBuys to do business with the State. Registra�on is free. To create a vendor account, click the blue “Register” buton in the top right corner of the OregonBuys website: htps://oregonbuys.gov/bso. For registra�on assistance, see vendor registra�on guidance.

PROPOSER IS SOLELY RESPONSIBLE FOR ENSURING ITS VENDOR INFORMATION IS CURRENT

AND CORRECT IN OREGONBUYS. DAS PS WILL ACCEPT NO RESPONSIBILITY FOR MISSING OR

INCORRECT VENDOR INFORMATION.

OregonBuys Assistance: Par�es needing assistance with OregonBuys (this includes registra�on) may contact the OregonBuys Helpdesk by telephone at (855) 800-5046 or by email at support.oregonbuys@oregon.gov.

6. LEGAL CONCERNS

6.1 Choice of Law: This RFP is subject to the laws of the State of Oregon, including the Public Contrac�ng Code, found at ORS 279A and 279B and the DAS Model Contrac�ng Rules, found at OAR 125-246 and 125-247. Venue for any administra�ve or judicial ac�on rela�ng to this RFP, evalua�on 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 Sec�on 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 Cons�tu�on of the United States or otherwise, to or from any claim or consent to the jurisdic�on of any court.

6.2 Procurement Authority: DAS PS has authority to issue this RFP under ORS 279A.050 and OAR 125-246-0170(3) and authority under Special Procurement #REQ-10700-00059457 to issue addi�onal solicita�ons to add services or providers.

6.3 Procurement Method: DAS PS is using the Compe��ve Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. DAS PS may use a combina�on of the methods for Compe��ve Sealed Proposals, including op�onal procedures: a) Compe��ve Range; b) Discussions and Revised Proposals; c) Revised Rounds of Nego�a�ons; d) Nego�a�ons; e) Best and Final Offers; and f) Mul�step Sealed Proposals.

6.4 Defini�ons: Defini�ons for the terms used in this RFP and its atachments are found in the RFP, DAS PS Model Contrac�ng Rules found at OAR 125-246-0110, or as defined https://oregonbuys.gov/

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 21 below. Terminology specific to the OregonBuys system may be found at:

Phase1TerminologyCrosswalk.pdf (oregon.gov).

Agreement to Agree: means the agreement between DAS PS and awarded Consultant(s) pursuant to this RFP se�ng forth the descrip�on of the Services, the terms and condi�ons related to the Services, the ordering process Authorized Purchasers will use to enter into Contracts under the ATA, and the rates applicable to the Services.

Authorized Purchaser: Those en��es authorized to purchase under an ATA(s) to be issued pursuant to this RFP. Authorized Purchases include state agencies, boards, commissions and ORCPP members.

Best Value Analysis (BVA): The process completed by an Authorized Purchaser to select a Consultant to preform requested services.

Monolingual: A person who speaks only one language.

Opportunity No�ce: During the BVA process, Authorized Purchasers will send the Opportunity No�ce to ATA holders detailing the services needed, the requirements, and evalua�on criteria. The Opportunity No�ce is what ATA holders will respond to providing the informa�on requested.

ORCPP: The Oregon Coopera�ve Procurement Program, which allows qualifying agencies and en��es to purchase goods and services from Department of Administra�ve Services Price Agreements. Program par�cipants include but are not limited to ci�es, coun�es, school districts, Oregon universi�es and community colleges, qualified rehabilita�on facili�es, American Indian Tribes and agencies of American Indian tribes.

Proposal: A writen response to this RFP.

Proposer: An individual, corpora�on, business trust, partnership, Limited Liability Company, associa�on, joint venture, governmental agency, public corpora�on or other legal or commercial en�ty that has submited a Proposal in response to this RFP.

RFP: Request for Proposals, including all documents, either atached or incorporated by reference, and any Addenda thereto.

Service Order Contract or SOC: The service-ordering document substan�ally in the form atached to this RFP as Exhibit C to the Agreement to Agree. The SOC is the contract between the Consultant and the Authorized Purchaser.

6.5 Ownership /Permission to Use Materials: Proposals submited in response to this RFP become the property of the State. Proposer grants the State a non-exclusive, perpetual, https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 22 irrevocable, royalty-free license for the rights to copy, distribute, display, prepare deriva�ve works of and transmit the Proposal documents solely for the purpose of evalua�ng the Proposal, awarding an ATA, or as otherwise needed to administer the solicita�on process, and to fulfill obliga�ons under Oregon Public Records Laws.

Proposals, including suppor�ng materials, will not be returned to Proposer.

6.6 No Liability for Transmission Issues: Proposer is solely responsible for ensuring its Proposal is received by DAS PS in accordance with the RFP requirements before Opening. DAS PS is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. Per OAR 125-247- 0330(6) in the event of a failure of an Electronic Procurement System that interferes with the ability of a Person to submit Electronic Submitals, to protest or to otherwise par�cipate in the procurement, DAS PS may cancel the procurement or may extend the date and �me of receipt of Electronic Submitals by providing no�ce of the extension immediately a�er the Electronic Procurement System becomes available.

6.7 Electronic Signatures: By submi�ng a response to the RFP, Proposer agrees with DAS PS that signatures and other forms of authorized representa�ve cer�fica�on, showing on documents submited via OregonBuys or email are “Electronic Signatures” under ORS Chapter 84 and bind the signing party and are intended to be and can be relied upon by the par�es.

6.8 Cost of Submi�ng a Proposal: Proposer must pay all costs of proposing including, but not limited to, the cost to prepare and submit Proposal, samples and other suppor�ng materials, or to par�cipate in demonstra�ons, if required by this RFP.

6.9 Proposal Modifica�on or Withdrawal: If a Proposer wishes to make modifica�ons to a submited Proposal, the Proposer must withdraw its Proposal and submit its modifica�on. To be effec�ve the modifica�on must include the OregonBuys bid number and be submited to the SPC prior to Opening.

Proposer must include an explana�on of the modifica�ons that includes a statement that the amendment or modifica�on amends and supersedes the previously submited Proposal. The explana�on must reference the RFP and affected sec�on or sec�ons. The modified Proposal may consist of only the sec�on or sec�ons modified or the en�re proposal if the modifica�ons are extensive.

It is the responsibility of the Proposer to ensure that a modified Proposal is submited before the due date and �me iden�fied in Sec�on 1.1. All modifica�ons made to a Proposal before the due date and �me must be made in wri�ng and must be properly signed by Proposer’s authorized representa�ve.

If a Proposer wishes to withdraw a submited Proposal, Proposer must submit a Writen no�ce signed by an authorized representa�ve of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 125-247-0440. To be effec�ve the no�ce must include the OregonBuys bid number.

6.10 Cancela�on and/or Rejec�on of Proposals; Damages: Pursuant to ORS 279B.100, DAS may reject any or all Proposals in whole or in part and may cancel this RFP at any �me when the rejec�on or cancella�on is in the best interest of the State. DAS PS, the State, and their officers, employees and agents are not liable to any Proposer for any loss or

RFP # S-10700-00010098 for Diversity, Equity, Inclusion and Belonging Services 23 expense caused by or resul�ng from the delay, suspension, or cancella�on of this RFP, or rejec�on of any or all Proposals.

6.11 Oregon Public Records: All submitals are public records and subject to public inspec�on a�er DAS PS issues the No�ce of Intent to Award pursuant to Oregon Public Records Laws (ORS 192.311 through 192.478). Applica�on of the Oregon Public Records Law will determine whether any informa�on is exempt from disclosure. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law, Proposer shall mark all such informa�on as “Confiden�al” and submit a fully redacted copy of the Proposal. Proposer also must detail in its submital the applicable exemp�on.

6.12 Commitment to Diversity, Equity and Inclusion: The State of Oregon is commited to taking ac�ve steps toward increasing and promo�ng 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 Proposals for this opportunity.

6.13 Cer�fied Firm Par�cipa�on: Pursuant to Oregon Revised Statute (ORS) Chapter 200, DAS PS encourages the par�cipa�on of small businesses, cer�fied by the Oregon Cer�fica�on Office for Business Inclusion and Diversity (COBID) in all contrac�ng opportuni�es. This includes cer�fied 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. DAS PS also encourages joint ventures or subcontrac�ng with cer�fied small business enterprises.

6.14 Recycled Products: Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the contract services or work set forth in this document and the subsequent Price Agreement. (ORS 279B.055(2)(f), ORS279B.225, and ORS279B.270-279B.280)