S-27400-00015534_Opportunity_Form_for_DEI_Consultant_Services_at_ODVA_Final.pdf

Opportunity Notice Form Best Value Analysis (“BVA”) for DEIA Consulting, Facilitation, Training & Education, and Strategic Planning

11/13/2025

To: DEIA Consultants – Service Categories:

☒ A - Consulting Services ☒ B - Training & Facilitation Services ☒ C - Strategic Planning Services

Issuing Authorized Purchaser / Contract Administrator:

Authorized Purchaser Name: Oregon Department of Veterans’ Affairs (“ODVA”) Contact Name: Jamal Fox, Deputy Director Contact Address: 700 Summer St NE, Salem, OR 97301 Contact Phone #: 503-580-4667 Contact Email: Jamal.Fox@odva.oregon.gov

Single Point of Contact:

Contact Name: Tina Reniere, Procurement and Contracts Specialist 3 Contact Address: 700 Summer St NE, Salem, OR 97301 Contact Phone #: 503-551-5302 Contact Email: Tina.Reniere@odva.oregon.gov

Project Title: Strategic Implementation of Diversity, Equity, Inclusion, and Accessibility (“DEIA”) Initiative Services for ODVA

See attached Statement of Work below, Attachment A.

Due Date: December 11, 2025 at 4:00PM (PST) Consultant must submit offers by the due date listed above.

Authorized Purchaser intends to award one Service Order Contract (“SOC”). The length of the SOC is estimated to be 3 years from date of SOC execution.

Estimated Project Budget: $250,000.00

Authorized Purchaser Overview The Oregon Department of Veterans’ Affairs (“ODVA”) is committed to Diversity, Equity, Inclusion, and Accessibility (“DEIA”) as one of its two primary strategic initiatives. While ODVA has long maintained Affirmative Action and Equal Employment Opportunity measures, the agency is at an early stage of embedding equity into all operations, culture, and service delivery. We seek to create and sustain a workforce that reflects the diversity mailto:Jamal.Fox@odva.oregon.gov mailto:Tina.Reniere@odva.oregon.gov of Oregon’s veteran community and that is culturally educated, inclusive, and accessible.

This diversity in thought and lived experience is essential to delivering compassionate, effective services to all Oregon veterans and their families.

Our second strategic initiative, Every Veteran-informed Performance (“EVIP”), envisions a future where all veterans in Oregon are aware of their earned benefits and ODVA is well-resourced to meet those needs. DEIA and EVIP are mutually reinforcing frameworks applying to external engagements, internal agency culture and workforce development.

To achieve this, ODVA will engage both:

1. A DEIA Consultant who will assist in embedding equity principles into our workforce, operations, communications, outreach, and service delivery.

2. An Organizational Change Management (OCM) Consultant who will assist in establishing an ad hoc cross-functional team of consultants guiding change management, performance systems, and operational improvements.

The DEIA Consultant will report and work directly with ODVA’s Deputy Director and partner closely with ODVA’s Director, and Chief Operating Officer. Other partners will be the Human Resources Administrator, DEIA Committee, Executive Leadership Team (“ELT”), and the OCM Consultant to ensure DEIA principles and our Every Veteran-informed Approach are fully integrated into organizational change efforts.

Project Description:

ODVA seeks a qualified contractor to support the implementation of its internal and external DEIA goals. The DEIA Consultant will:

• Guide strategic planning, training, communications, data, infrastructure, and outreach to build organizational capacity.

• Align DEIA goals with ODVA’s Action Plan and integrate them into Every Veteran-informed Performance.

• Advise ODVA leadership and the OCM Consultant to ensure organizational change efforts are embedded in DEIA principles.

• Develop sustainable systems for workforce diversity, learning, accountability, accessibility, partnerships, outreach, and data sharing.

ODVA is seeking multi-year, DEIA consulting services following the themes and goals structure from the ODVA Action Plan; Advice in partnership with the Director, Deputy, and COO on Organizational Change Management work (conducted by a different consultant):

1. Workforce Development

2. Learning

3. Accountability and Performance Management

4. Information (Internal)

5. Accessibility

6. Partnerships

7. Communications

8. Outreach

9. Information (Partner Data)

Key Partnerships are the following:

• Director: Established DEIA program and Every Veteran Approach

• Deputy Director: Oversees DEIA program.

• Chief Operating Officer (COO): Oversees Every Veteran Approach and operational improvements.

• Human Resources Administrator: Leads DEIA integration into personnel practices and policies and will drive culture change.

• DEIA Committee: Cross-agency group guiding DEIA strategy.

• Executive Leadership Team (ELT): Oversees implementation and sustainability of agency initiatives.

• OCM Consultant: Leads agency-wide change management, working in tandem with

DEIA Consultant.

ODVA anticipates the Contract to be for a period of no more than six (6) years.

Schedule of Events:

Event Date Time Opportunity Notice Issued November 13, 2025 4:00PM (PST) Questions and Clarification Requests Due

December 4, 2025 2:00PM (PST)

Pre-Submittal Conference November 20, 2025 1:00PM (PST) Opportunity Notice Closing (Offers Due)

December 11, 2025 4:00PM (PST)

Consultant Interviews TBD

Voluntary Pre-Submittal Conference:

A voluntary pre-submittal conference will be held to explain the project, the Opportunity Notice and to answer questions Consultants may have. Statements made at the pre-submittal conference are not binding upon the State.

Location: Online via Microsoft Teams (link below) Join the meeting now Teams Information:

Meeting ID: 233 473 550 486 1 Passcode: UA6cP2rN

Dial in by phone:

+1 503-446-4951,,249815725# United States, Portland Find a local number Phone conference ID: 249 815 725# https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTViMDk1ZGYtZWVkNy00Mzc5LWI4ZDctY2QxMjRkZmQyMjky%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%224ea2148e-b692-4da1-a37f-3416616d8788%22%7d tel:+15034464951,,249815725 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=249815725

Questions and Clarifications Requests Questions and requests for clarification must be submitted via email to the Single Point of Contact, Tina.Reniere@odva.oregon.gov by December 4, 2025 at 2:00 PM (PST). Official answers and clarifications will be provided to all solicited DEIA Consultants. Any oral communications will be considered unofficial and non-binding.

Offer Delivery Options Offeror is solely responsible for making sure its Offer is received by the Authorized Purchaser Contact in accordance with the Opportunity Notice requirements, before the Opportunity Notice closes, as shown in the Schedule of Events. Authorized Purchaser is not responsible for any delays or transmission errors, or for any mis-delivery for any reason. An Offer submitted by any means not authorized below will be rejected.

The following Offer delivery options are permitted for this Opportunity Notice:

Delivery through OregonBuys Consultant shall submit Offer electronically through Solicitation # S-27400-00015334 in OregonBuys at OregonBuys.com. Detailed instructions on how to submit an offer can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

Opportunity Notice BVA (Evaluation Criteria):

Offers received on or before the Opportunity Notice due date and time, will be reviewed and evaluated by Authorized Purchaser. Authorized Purchaser will evaluate eligible Offers, after the Offer Closing Date listed in the Schedule of Events. The Consultant evaluated to offer the best value to the State will be selected based, in part, on the following criteria:

1. Demonstrated skill, experience, and knowledge relevant to the services being requested: (25% of 100 total points)

2. Proposed approach to the services being requested: (25% of 100 total points)

3. Proposed cost: (15% of 100 total points)

4. Availability: (20% of 100 total points)

5. Certified firm: (COBID) or sub-contracts with a COBID firm; (5% of 100 total points)

6. References: (10% of 100 total points)

Interviews:

At the request of Authorized Purchaser, Consultant shall participate in interviews as part of the BVA process. If Authorized Purchaser elects to conduct Consultant interviews, Authorized Purchaser will invite Consultants based on a natural break in the distribution of scores. Authorized Purchaser will notify Consultants of the date, time, and location of the interview.

mailto:Tina.Reniere@odva.oregon.gov https://oregonbuys.gov/bso/view/login/login.xhtml https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

Notice of Award:

Authorized Purchaser shall issue and send a notice of intent to award a SOC to all Consultants who submitted an offer in Response to this Opportunity Notice. The notice of intent to award will provide the name of the Consultant awarded the SOC.

Protest of Award:

Pursuant to ORS 279B.410, an aggrieved Consultant may protest the award of the SOC.

Consultant must submit its written protest to the undersigned within seven (7) days of the issuance of the notice of intent to award. The protest must state that Consultant is adversely affected because Consultant would be eligible for the award in the event the protest is upheld, because:

(A) All lower bids or higher ranked Offers are nonresponsive.

(B) Authorized Purchaser has failed to conduct the evaluation of Offers in accordance with the criteria or processes described in the solicitation materials.

(C) Authorized Purchaser has abused its discretion in rejecting the protestor’s bid or Offers as nonresponsive; or

(D) Authorized Purchaser’s evaluation of bids or Offers or the contracting agency’s subsequent determination of award is otherwise in violation of this chapter or ORS chapter 279A.

The Authorized Purchaser contact shall respond to all protests in a timely manner.

Attachment A, to Exhibit D Opportunity Notice Statement of Work Template

DEIA Consulting Services The following are the Tasks and Deliverables that will be required of the selected Offeror for DEIA consulting services:

Goal 1: Workforce Development Objective: Develop a Diverse Workforce Skilled in Equity, Inclusion, and Accessibility Scope of Work – In partnership with the COO, Deputy, Human Resources Administrator team, and agency managers

• Advisory – Embedding equity into organizational restructuring and performance systems, ensuring a smooth and effective transition with minimal disruption, plans, programs, and ensuring ODVA's strategies, operations, performance management, and program analytics are aligned with DEIA sensibilities and objectives.

• Partnering with business strategic planning contractors to infuse DEIA into the strategic plan, organizational restructuring, and improvements, and ensure it is sustainable.

• Update job descriptions and recruitment materials to reflect DEIA responsibilities

• Train interview panels on implicit bias (or bias-free?) and inclusive inquiry

• Create onboarding DEIA modules

• Establish DEIA-focused hiring standards and train staff

• Integrate DEIA into quarterly Performance Accountability Feedback (PAF) assessments

• Provide DEIA executive coaching and learning opportunities

• Develop DEIA-specific competencies for evaluations

• Launch mentoring and leadership programs for staff and veteran community members, including historically marginalized employees

• Establish and support Employee Resource Groups (ERGs)

Deliverables Due Date

Executive Coaching & Learning Plan Year 1, Q1

DEIA Job Position Description Templates Year 1, Q2

Interview Panel Training Materials Year 1, Q3

Onboarding DEIA Module Year 1, Q4

DEIA Hiring Standards Guide Year 2, Q1

ERG Launch Toolkit Year 2, Q1

Performance Evaluation Framework Year 2, Q2

Mentoring Program Design Year 2, Q4

Goal 2: Learning Objective: Equip Team Members for Quality Service Delivery through DEIA Learning Scope of Work – in partnership with Human Resources Administrator, Deputy Director, DEIA Committee, and the Executive Leadership Team

• Deliver quarterly DEIA fundamentals training, topic-specific DEIA learning sessions

• Culture change strategies for the ELT (and agency) and incorporating these into our strategic planning, organizational changes, and DEIA Action Plan.

• Track and report annual learning participation and coaching data

• Coach managers and staff on field-based DEIA application and trauma-informed, equitable practices and approaches

• Develop and train staff on a DEIA Equity Lens Guide

Deliverables Due Date Learning & Coaching Data Reports Annually, Q4 Topic-Specific Learning Modules Ongoing, Quarterly DEIA Fundamentals Training Year 1, Q2 Manager and Staff Coaching Framework Year 2, Q1 DEIA Equity Lens Guide Year 2, Q3

Goal 3: Accountability and Performance Management Objective: Communicate Effectively About DEIA Work Scope of Work - in partnership with the COO, Deputy Director, Human Resources Administrator, and DEIA Committee. The Executive Leadership Team and the OCM Consultant

• With the OCM consultant, create DEIA SMART Goals and performance metrics tracking and report-out process at agency Quarterly Target Review (QTR) meetings.

• With the OCM consultant, build DEIA into the agency's Performance Management Program to develop new competencies and tracking for sustainability.

• SMART Goal Coaching – Assisting ODVA leadership in setting actionable DEIA goals and assisting with follow-through.

Deliverables Due Date Assist SMART Goal setting with ODVA leadership and establishing sustainable reporting and tracking. Year 1, Q3

Help establish the Performance Management Program. TBD

Goal 4: Information – Internal Data Objective: Leverage Data to Inform and Evaluate DEIA Work Scope of Work - in partnership with the COO, Deputy Director, CIO, Human Resources Administrator, DEIA Committee, and the Executive Leadership Team

• Data Collection – Conduct surveys, interviews, and focus groups.

• Advise on data collection opportunities, e.g., Home Loans BDR outreach

• Produce demographic reports

• Train managers and staff on data use and reporting

Deliverables Due Date Data Training Curriculum Year 2, Q2 Demographic Data Reports Year 2, Q4

Goal 5: Accessibility Objective: Ensure Accessibility to Services Scope of Work – in partnership with the Deputy Director, COO, Human Resources Administrator, Facilities Manager, CIO, DEIA Committee, and the Executive Leadership Team

• Audit facilities, websites, and materials annually

• Create accommodation request processes

• Provide materials in multiple accessible formats and languages

• Provide translation and interpretation services

• Create multilingual outreach materials

• Deliver comprehensive training for providing accessibility to individuals with disabilities, different abilities, and hidden trauma.

Deliverables Due Date

Accessibility Audit Report Biannually, odd years, Q4

Accessibility Training Within the learning module

Accommodation Request Process Year 1, Q3 Multilingual Materials Year 2, Q1

Goal 6: Partnerships Objective: Strengthen and Expand Strategic Partnerships Scope of Work - in partnership with the Deputy Director, DEIA Committee, and the Executive Leadership Team

• Identify and prioritize high-impact partners

• Develop written partnership agreements

• Facilitate resource sharing among partners

Partnership Prioritization Report Year 2, Q2

Partnership Agreement Templates Year 2, Q3 Resource Sharing Protocols Year 2, Q4

Goal 7: Communications Objective: Communicate About DEIA Work Scope of Work - in partnership with the COO, Deputy Director, Comms Department, DEIA Committee, and the Executive Leadership Team

• Recommend, create a roadmap, and implement change management strategies

• Provide quarterly e-news and annual updates to constituents

• Share partner DEIA updates

• Include successes, challenges, and next steps in communications

• Conduct listening sessions, surveys, and forums

• At QTRs, report findings from annual DEIA audits

• Use multi-channel platforms for outreach

• Help develop legislative budget requests, briefings, and reports

• Share quarterly DEIA updates via e-news and staff meetings

• Help develop, communicate, and implement DEIA-compliant policies and SOPs

• Include successes, challenges, and next steps in updates

• Establish an anonymous e-suggestion box protocol for staff feedback

Deliverables Due Date DEIA/Change Management Implementation Roadmap Year 1, Q3 Communications Plan Year 1, Q4 Feedback Loop Toolkit Year 2, Q1

DEIA Audit Report Template Biannually, odd years, Q4

Legislative Materials Year 1, Q2 Reporting & Accountability Guide Year 1, Q3 E-Suggestion Box protocol Year 1, Q4

Goal 8: Outreach Objective: Increase Outreach to the Largest-Growth and Traditionally Marginalized Veteran Communities to know about their earned benefits Scope of Work – in partnership with the Deputy Director, DEIA Committee, and the Executive Leadership Team

• Develop multi-year outreach strategies for:

o Black veterans o Women veterans o Latinx veterans o Multiracial veterans o LGBTQ+ veterans o Aging veterans with disabilities and houseless veterans o Rural and aging veterans

Deliverables Due Date Outreach Strategy: Black Veterans Year 1, Q2 Outreach Strategy: Women Veterans Year 1, Q3 Outreach Strategy: Latinx Veterans Year 1, Q4 Outreach Strategy: Multiracial Veterans Year 2, Q1 Outreach Strategy: LGBTQ+ Veterans Year 2, Q2 Accessibility Audit Report Year 2, Q3 Outreach Strategy: Rural and Aging Veterans Year 2, Q4

Goal 9: Information - Partner Data Objective: Increase Visibility and Effectiveness through Partner Data Scope of Work - in partnership with the Deputy Director, DEIA Committee, and the Executive Leadership Team

• Identify high-volume veteran service providers

• Identify external data sources for veteran demographics

• Develop policies and incentives for demographic data collection

• Train partner agencies and providers on data standards

• Share aggregate data publicly with stakeholders

Deliverables Due Date Provider Partner Analysis Year 3, Q2 Database Identification and Analysis Year 3, Q3 Data Collection Policy Toolkit Year 3, Q3 Partner Training Materials Year 3, Q4

Aggregate Data Sharing Plan Year 4, Q1 Updated Annually

Attachment B, to Exhibit D Opportunity Notice Additional Insurance Requirements

INSURANCE REQUIREMENTS:

Contractor shall obtain at Contractor’s expense the insurance specified in this Exhibit D prior to performing under this Contract. Contractor shall maintain such insurance in full force and at its own expense throughout the duration of this Contract, as required by any extended reporting period or continuous claims made coverage requirements, and all warranty periods that apply. Contractor shall obtain the following insurance from insurance companies or entities that are authorized to transact the business of insurance and issue coverage in the State of Oregon and that are acceptable to Agency. All coverage shall be primary and non-contributory with any other insurance and self-insurance, with the exception of Professional Liability and Workers’ Compensation. Contractor shall pay for all deductibles, self-insured retention, and self-insurance, if any.

If Contractor maintains broader coverage and/or higher limits than the minimums shown in this Exhibit, Agency requires and shall be entitled to the broader coverage and/or higher limits maintained by Contractor.

WORKERS’ COMPENSATION & EMPLOYERS’ LIABILITY:

All employers, including Contractor, that employ subject workers, as defined in ORS 656.027, shall comply with ORS 656.017, and provide Workers’ Compensation Insurance coverage for those workers, unless they meet the requirement for an exemption under ORS 656.126(2). Contractor shall require and ensure that each of its subcontractors complies with these requirements. If Contractor is a subject employer, as defined in ORS 656.023, Contractor shall also obtain Employers' Liability Insurance coverage with limits not less than $500,000 each accident.

If Contractor is an employer subject to any other state’s Workers’ Compensation law, Contactor shall provide Workers’ Compensation Insurance coverage for its employees as required by applicable Workers’ Compensation laws including Employers’ Liability Insurance coverage with limits not less than $500,000 and shall require and ensure that each of its out-of-state subcontractors complies with these requirements.

As applicable, Contractor shall obtain coverage to discharge all responsibilities and liabilities that arise out of or relate to the Jones Act with limits of no less than $5,000,000 and/or the Longshoremen’s and Harbor Workers’ Compensation Act.

COMMERCIAL GENERAL LIABILITY:

Required

Contractor shall provide Commercial General Liability Insurance covering bodily injury and property damage in a form and with coverage that are satisfactory to the State of Oregon.

This insurance must include personal and advertising injury liability, products and completed operations, contractual liability coverage for the indemnity provided under this Contract, and have no limitation of coverage to designated premises, project, or operation.

Coverage must be written on an occurrence basis in an amount of not less than $1,000,000 per occurrence and not less than $2,000,000 annual aggregate limit.

AUTOMOBILE LIABILITY INSURANCE:

Required Not required

Contractor shall provide Automobile Liability Insurance covering Contractor’s business use including coverage for all owned, non-owned, or hired vehicles with a combined single limit of not less than $1,000,000 for bodily injury and property damage. This coverage may be written in combination with the Commercial General Liability Insurance (with separate limits for Commercial General Liability and Automobile Liability). Use of personal automobile liability insurance coverage may be acceptable if evidence that the policy includes a business use endorsement is provided.

PROFESSIONAL LIABILITY:

Required Not required

NETWORK SECURITY AND PRIVACY LIABILITY:

Required Not required

POLLUTION LIABILITY:

Required Not required

EXCESS/UMBRELLA INSURANCE:

A combination of primary and Excess/Umbrella Insurance may be used to meet the required limits of insurance. When used, all of the primary and umbrella or excess policies must provide all of the insurance coverages required herein, including, but not limited to, primary and non-contributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The umbrella or excess policies must be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, must be called upon to contribute to a loss until the Contractor’s primary and excess liability policies are exhausted.

If Excess/Umbrella Insurance is used to meet the minimum insurance requirement, the Certificate of Insurance must include a list of all policies that fall under the Excess/Umbrella Insurance.

ADDITIONAL INSURED:

All liability insurance, except for Workers’ Compensation, Professional Liability, Directors and Officers Liability and Network Security and Privacy Liability (if applicable), required under this Contract must include an Additional Insured endorsement specifying the State of Oregon, its officers, employees, and agents as Additional Insureds, but only with respect to Contractor’s goods to be delivered and Services to be performed under this Contract.

Coverage shall be primary and non-contributory with any other insurance and self-insurance.

Regarding Additional Insured status under the General Liability policy, Agency requires Additional Insured status with respect to liability arising out of ongoing operations and completed operations, but only with respect to Contractor's goods to be delivered and Services to be performed under this Contract. The Additional Insured endorsement with respect to liability arising out of Contractor’s ongoing operations must be on, or at least as broad as, ISO Form CG 20 10 and the Additional Insured endorsement with respect to completed operations must be on, or at least as broad as, ISO form CG 20 37.

WAIVER OF SUBROGATION:

Contractor shall waive rights of subrogation which Contractor or any insurer of Contractor may acquire against the Agency or State of Oregon by virtue of the payment of any loss.

Contractor shall obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not Agency has received a Waiver of Subrogation endorsement from the Contractor or the Contractor’s insurer(s).

CONTINUOUS CLAIMS MADE COVERAGE:

If any of the required liability insurance is on a claims made basis and does not include an extended reporting period of at least 24 months, then Contractor shall maintain continuous claims made liability coverage, provided the effective date of the continuous claims made coverage is on or before the effective date of this Contract, for a minimum of 24 months following the later of:

(i) Contractor ’s completion and Agency’s acceptance of all goods and Services required under this Contract, or

(ii) Agency’s or Contractor’s termination of this Contract, or

(iii) The expiration of all warranty periods provided under this Contract.

CERTIFICATE(S) AND PROOF OF INSURANCE:

Contractor shall provide to Agency Certificate(s) of Insurance for all required insurance before delivering any goods and performing any Services required under this Contract. The Certificate(s) of Insurance must list the State of Oregon, its officers, employees, and agents as a Certificate holder and as an endorsed Additional Insured. The Certificate(s) of Insurance must also include all required endorsements or copies of the applicable policy language effecting coverage required by this Contract. If excess/umbrella Insurance is used to meet the minimum insurance requirement, the Certificate(s) of Insurance must include a list of all policies that fall under the Excess/Umbrella Insurance. As proof of insurance, Agency has the right to request copies of insurance policies and endorsements relating to the insurance requirements under this Exhibit.

NOTICE OF CHANGE OR CANCELLATION:

Contractor or its insurer shall provide at least 30 calendar days’ written notice to Agency before cancellation of, material change to, potential exhaustion of aggregate limits of, or non-renewal of the required insurance coverage(s).

INSURANCE REQUIREMENT REVIEW:

Contractor agrees to periodic review of insurance requirements by Agency under this Contract and to provide updated requirements as mutually agreed upon by Contractor and Agency.

STATE ACCEPTANCE:

All insurance providers are subject to Agency acceptance. If requested by Agency, Contractor shall provide complete copies of insurance policies, endorsements, self-insurance documents and related insurance documents to Agency’s representatives responsible for verification of the insurance coverages required under this Exhibit D.