S-44300-00009441 final.pdf

RFP 5893-0

DAS Procurement Services, Version 4.5 March 31, 2023 Page 1 of 21

STATE OF OREGON

COVER PAGE

Oregon Health Authority – Health Systems Division

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-44300-00009441 for

SYSTEM OF CARE ADVISORY COUNCIL

FAMILY ENGAGEMENT

Date of Issue: February 16, 2024 Opening Date: 3:00PM April 22, 2024 (PST)

Single Point of Contact (SPC): Heidi Tracy Address: 500 Summer Street N.E, E-03 City, State, Zip: Salem, OR 97301 Phone (voice): 971-372-0652 E-mail: heidi.s.tracy@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- SOCAC.publicationrequest@state.or.us 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.

mailto:heidi.s.tracy@odhsoha.oregon.gov mailto:SOCAC.publicationrequest@state.or.us

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION…

1.1 INTRODUCTION…

1.2 SCHEDULE…

1.3 SINGLE POINT OF CONTACT (SPC)…

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE…

2.1 AUTHORITY AND METHOD…

2.2 DEFINITION OF TERMS…

2.3 OREGONBUYS…

2.4 OVERVIEW AND PURPOSE…

2.5 SCOPE OF WORK, SPECIFICATIONS………………………………………………………………………………………………………… 7

2.6 DELIVERABLES ……………………………………………………………………………………………………………………………….. 8

SECTION 3: PROCUREMENT REQUIREMENTS…

3.1 MINIMUM QUALIFICATIONS…

3.2 MINIMUM SUBMISSION REQUIREMENTS…

3.3 PROPOSAL REQUIREMENTS…

SECTION 4: SOLICITATION PROCESS…

4.1 PUBLIC NOTICE…

4.2 PRE-PROPOSAL CONFERENCE…

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS…

4.4 PROPOSAL DELIVERY OPTIONS…

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL…

4.6 PROPOSAL DUE…

4.7 PUBLIC OPENING…

4.8 PROPOSAL REJECTION…

4.9 EVALUATION PROCESS…

4.10 POINT AND SCORE CALCULATIONS…

4.11 RANKING OF PROPOSERS…

SECTION 5: AWARD AND NEGOTIATION…

5.1 AWARD NOTIFICATION PROCESS…

5.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS…

5.3 CONTRACT NEGOTIATION…

SECTION 6: ADDITIONAL INFORMATION…

6.1 COMMITMENT TO DIVERSTIY, 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 RFP; REJECTION OF PROPOSAL; NO DAMAGES…

6.6 COST OF SUBMITTING A PROPOSAL…

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE…

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H ATTESTATION OF EXPERIENCE AND STATEWIDE REACH, TECHNICAL PROPOSAL

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

Senate Bill 1 (2019) established the Oregon System of Care Advisory Council (SOCAC).

SOCAC acts as a central, impartial forum for statewide policy development, funding strategy recommendations and planning. The council's goal is to improve the effectiveness and efficacy of child-serving state agencies and the system of care that provides services to youth (ages 0-25).

System of Care (SOC) is both a philosophical framework and an organizational structure. As a framework, cross system collaboration is necessary to support children and youth who have complex behavioral health needs and related disability. SOC is also an organizational structure consisting of the state level SOCAC and a network of regional Systems of Care (SOCs) convened by Coordinated Care Organizations (CCOs) and Tribal partners. The SOC operates under three core values:

1.11 Family driven and youth guided, with the strengths and needs of the child and family determining the types and mix of services and supports provided;

and

1.12 Community based, with the locus of services, as well as system management, resting within a supportive, adaptive infrastructure of structures, processes, and relationships at the community level; and

1.13 Culturally and linguistically competent, with agencies, programs, and services that reflect the cultural, racial, ethnic, and linguistic differences of the populations they serve to facilitate access to and utilization of appropriate services and supports.

SOCAC anticipates awarding one Contract as a result of this RFP.

The aim of this contract is to build capacity within the SOC to ensure we are fully living into our shared value of centering family.

The term of the Contract is anticipated to begin upon execution of Contract through June 30, 2025, with a total budget for this project not to exceed $100,000.00. Additional details about this project are included in the Scope of Work and Specifications section.

1.2 SCHEDULE

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

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Event Date Time RFP Posting February 16, 2024 4:30 p.m.

Pre-Proposal Conference March 15, 2024 3:30-5:00 p.m.

Questions / Requests for Clarification Due March 26, 2024 4:30 p.m.

Answers to Questions / Answers to Questions Issued (approximately) March 29, 2024 4:30 p.m.

Opening (Proposal Due) April 19, 2024 3:00 p.m.

Issuance of Notice of Intent to Award (approx.) May 20, 2024 3:00 p.m.

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications 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.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 413.033.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137-047-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITIONS OF TERMS

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

Community based means services and supports that are provided within a 30 minute commute of someone’s home.

Culturally and linguistically responsive services means the provision of effective, equitable, understandable, and respectful quality care and services that are responsive to diverse cultural health beliefs and practices, preferred languages, health literacy, and other communication needs.

Family driven and youth guided means youth and families are included in decisions, strategies, budgeting, and priority setting with equal power to agency employees.

Proposal means a written response submitted to the Office of Contracts and Procurement (OC&P) in response to this RFP.

Proposer means the organization or person that submits a Proposal in response to this

RFP.

RFP means this Request for Proposals.

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Rural Communities means geographic areas in Oregon which are twenty or more miles from a population center of 40,000 people or more.

SPC means the OC&P sole point of contact who serves as the coordinator and focal point of information, communications and activities relating to this RFP.

Work means the required activities, goals, milestones and objectives, reporting, and invoicing, as described in this RFP.

2.3 OREGONBUYS

OregonBuys is the only delivery option permitted for this RFP (refer to subsection 4.4 “Proposal Delivery Options”). Proposals, referred to as “Quotes” in OregonBuys, should be submitted electronically through OregonBuys at: https://OregonBuys.gov/bso.

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

2.3.1 OregonBuys Guidelines

2.3.1.1 For Assistance with OregonBuys (Vendor Help Desk):

Email: suppliersupport@periscopeholdings.com

Phone: 1-855-800-5046

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

https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistration QuickSteps.pdf

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

https://www.oregon.gov/das/ORBuys/Documents/How%20to%20fin d%20open%20or%20closed%20bids.pdf

2.3.1.4 Detailed instructions on how to submit a Proposal (“Quote”) in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20V endor%20Formal%20Solicitation%20Response.pdf

If the above links are not an option, obtain the information through the Vendor Help Desk (2.3.1.1), or contact the SPC.

2.3.2 Terminology specific to OregonBuys:

2.3.2.1 Amendment” means a change to the RFP, which is a type of Bid Solicitation.

An Amendment to this RFP has the same meaning as “Addendum” or “Addenda.” Modifications to this RFP, if any, will be made by written Amendment and posted in OregonBuys.

Answers to Questions or Requests for Clarification may be posted as an Amendment or part of an Amendment in OregonBuys. OHA’s Notice of Intent to Award will be posted as an Amendment in OregonBuys.

2.3.2.2 “Bid Availability Date” means the date and time this Bid Solicitation will be visible in OregonBuys for Proposers/Vendors to view and respond.

https://oregonbuys.gov/bso mailto:suppliersupport@periscopeholdings.com https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20or%20closed%20bids.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20or%20closed%20bids.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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2.3.2.3 “Bid Solicitation” or “Bid” is a generic term in OregonBuys that refers to different types of solicitations. This Request for Proposal, or RFP, is a type of Bid Solicitation. OregonBuys uses the term “Bid Solicitation” to refer to all types of solicitations in OregonBuys.

2.3.2.4 “Opening Date and Time” means the date and time after which Proposals will no longer be accepted by OHA and OregonBuys. The Opening Date and Time begins the period where OHA will start to open Proposals and begin the review and evaluation period.

2.3.2.5 “Proposal” means the Proposer’s response to this RFP. The Proposal is known as the ‘Quote” once accepted by OregonBuys.

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

2.3.2.7 “Vendor” is a term in OregonBuys that means the public or private entity that registered in OregonBuys to download and respond to a Bid Solicitations, or to view awarded contracts and agreements. The Proposer is known as the Vendor in OregonBuys.

2.4 OVERVIEW AND PURPOSE

The primary purpose of this solicitation is to obtain services from organizations capable and suited for supporting culturally and linguistically responsive family engagement in the work of the SOCAC and SOC at large. While historically, OHA has supported family engagement in SOC efforts through existing contracts, with passage of SB4 and execution of an Interagency Agreement (IAA) with OHA, SOCAC is now establishing unique contracts to support this work.

The goal of the contract(s) is to actualize family engagement in Oregon’s SOC, ensuring family voices are diverse, included, and centered within every decision point. Primary beneficiaries of this contract will be the SOCAC and children youth and family who are impacted by the system.

2.5 SCOPE OF WORK AND SPECIFICATIONS

OHA anticipates launching a comprehensive family engagement initiative to ensure SOCAC is fully operationalizing the shared value of centered youth and family voice.

2.5.1 Map existing engagement opportunities to identify where families are already coming together for formal and informal support, including culturally and linguistically responsive CBOs, online groups, faith-based organizations, mutual aid groups, etc.

2.5.2 Implement mechanisms for bi-directional communication to ensure family understand how their input and voice was used to inform policy and system change.

2.5.3 Support continual assessment and evaluation of family’s experience within the system.

2.5.4 Address barriers to engagement in SOCAC by providing stipends and gift cards for participation in eligible activities and meetings (as articulated in the final

DAS Procurement Services, Version 4.5 March 31, 2023 Page 8 of 21 contract), transportation, technology and network access, childcare, food and other supports and services. Stipends will be provided for participants who are deemed eligible for such payments in the SOCAC Bylaws. Stipend amounts may vary depending on the activity.

2.5.5 Support development and implementation of policy and advocacy trainings for families, including hosting of decompression and processing spaces.

2.5.6 Provide training, capacity building and ongoing coaching to SOCAC about effective family engagement.

2.5.7 Support ongoing quality improvement and assurance towards SOCAC’s vision of family engagement.

2.6 DELIVERABLES

2.6.1 Landscape assessment and map of family engagement opportunities within the system of care.

2.6.2 Co-create a family engagement plan for the SOCAC - with aim of centering family voice in SOCAC and its subcommittees and work groups. Planning process will be family led and will include a variety of methods and engagement activities to address family identified barriers. Plan will include strategies related to outreach, communication, quality assurance and evaluation.

2.6.3 Develop a process or tool for measuring levels of engagement, belonging, and empowerment for family participating in SOCAC for ongoing use by SOCAC upon completion of the contract.

2.6.4 Develop and implement trainings, and other family identified supports needed for policy and systems change.

2.6.5 Submit quarterly reports on plan development and implementation, including number of family engaged and recommended adjustments and improvements to address gaps and ongoing barriers.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be qualified for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 Proposer must be an established, trauma-informed organization with at least five (5) years of experience engaging families who are system involved and must attest to this experience in Attachment H.

3.1.2 Proposer must have statewide reach or ability to sub-contract with other organizations for statewide reach and must attest to this ability in Attachment H.

3.1.3 Proposer must have the ability to compensate qualified participants who do not have a social security number, and must attest to this ability in Attachment H.

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3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Attestation of Experience and Statewide Reach, Technical Proposal (Attachment H)

3.2.2 Proposal Page Limits

Page limits, if any, will be identified in Section 3.3 below.

3.2.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response

Proposer must submit its Proposal electronically through OregonBuys. Detailed instructions on how to submit a proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf, for electronic submission.

• The Price Proposal must be submitted as a separate electronic response file.

• Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

• The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature.

3.2.4 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.2.5 OregonBuys Vendor Registration

All Proposers submitting a Proposal in response to this RFP must have a vendor account setup in OregonBuys. To register, visit https://oregonbuys.gov/ and click on the blue “Register” button in the top right. For assistance with 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://oregonbuys.gov/

DAS Procurement Services, Version 4.5 March 31, 2023 Page 10 of 21 registering, please call the Vendor Help Desk phone: 1-855-800-5046, or email:

suppliersupport@periscopeholdings.com.

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.3.2 Technical Proposal (30 Points max)

Using Attachment H, the Technical Proposal shall include the following items in the order listed below. Technical Proposal is limited to 15 pages.

• How does Proposer intend to carry out the major activities of this project to reach the intended Target Audience, and to achieve the intended Key Objectives (See Section 2.5 “Scope of Work and Specifications”):

• Demonstrate in the following sections how the proposed solution meets the technical requirements included in the Scope of Work (see Section 2.6 “Deliverables”):

o Landscape assessment and map opportunities o Developing a process or tool for measuring engagement o Co-creating a plan to include strategies related to outreach, communication, quality assurance and evaluation.

o Develop and implement trainings.

3.3.3 System Experience (10 Points Max)

Proposer shall describe subject matter expertise in family serving systems, including but not limited to early childhood, behavioral health, intellectual and developmental disabilities, child welfare, juvenile justice, education, and vocational training.

3.3.4 Outreach and Relationship Building (30 points Max)

Proposer shall demonstrate capacity and plan to map existing engagement opportunities and identify where families are already coming together for formal and informal support. These opportunities shall include but are not limited to:

mailto:suppliersupport@periscopeholdings.com

DAS Procurement Services, Version 4.5 March 31, 2023 Page 11 of 21 o Culturally and linguistically responsive CBO’s;

o Online groups;

o Faith-based organizations;

o Mutual aid groups.

3.3.5 Family Engagement (30 Points Max)

Proposer shall describe how the proposer’s organizational vision aligns with SOCAC’s vision of family engagement.

Proposer shall demonstrate subject matter expertise in assessment and evaluation of family’s experience within the system.

Proposer’s implementation plan shall address barriers to engagement in SOCAC by providing timely provision of stipends and gift cards for participation in eligible activities and meetings, transportation, technology and network access, childcare, food and other supports and services.

3.3.6 Training and Support (20 points Max)

Proposer shall describe how well the proposer can demonstrate subject matter expertise for training, capacity building and support to families engaged in policy and advocacy related work including hosting of decompression and processing spaces.

Proposer shall demonstrate the ability to provide training, capacity building and ongoing coaching to SOCAC about effective family engagement.

3.3.7 Price Proposal (15 points Max)

Using Attachment E the Cost Sheet must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges; and

The SPC will conduct the cost evaluation. The SPC will award a score to each Cost Sheet based upon the percentage of the proposed cost as compared to the lowest Offeror’s cost as described in section 4.9.2.6.

The Price Proposal shall be completed and submitted as a separate attachment from the Proposal and be submitted electronically through OregonBuys.

3.3.8 References

Provide 3 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Check Form (Attachment D) to its references.

Reference forms must be completed by the reference, returned to the Proposer, and submitted with the Proposal.

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SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective 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.

4.2 PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held for this RFP on March 14, 2024.

Topic: Pre-proposal conference: Family Engagement (RFP 5893) Time: Mar 14, 2024 03:30 PM Pacific Time (US and Canada)

ZoomGov Meeting

Join ZoomGov Meeting https://www.zoomgov.com/j/1604512690?pwd=QTl1UlpCSWNZWVRyYnBmU0R qS1l4Zz09

Meeting ID: 160 451 2690 Passcode: SOCAC One tap mobile

• +16692545252,,1604512690#,,,,*698812# US (San Jose)

• +16468287666,,1604512690#,,,,*698812# US (New York) Dial by your location

• +1 669 254 5252 US (San Jose)

• +1 646 828 7666 US (New York) Find your local number: https://www.zoomgov.com/u/abcO47AUNZ Join by SIP

• 1604512690@sip.zoomgov.com Join by H.323

• 161.199.138.10 (US West)

• 161.199.136.10 (US East) https://www.zoomgov.com/j/1604512690?pwd=QTl1UlpCSWNZWVRyYnBmU0RqS1l4Zz09 https://www.zoomgov.com/j/1604512690?pwd=QTl1UlpCSWNZWVRyYnBmU0RqS1l4Zz09 https://www.zoomgov.com/u/abcO47AUNZ mailto:1604512690@sip.zoomgov.com

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4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via an OregonBuys submission or email;

• Reference the OregonBuys bid number;

• Identify Proposer’s name and contact information;

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

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule.

4.4 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys:

Proposal submission must be done electronically through OregonBuys at:

https://oregonbuys.gov.

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

Should you need further assistance, you may contact the OregonBuys helpdesk at support.oregonbuys@das.oregon.gov or by phone at 1-855-800-5046.

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in the authorized method listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 137-047-0440. To be effective the notice must include the OregonBuys bid number.

4.6 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

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 mailto:support.oregonbuys@das.oregon.gov

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4.7 PUBLIC OPENING

A public Opening will not be held. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

4.8 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

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

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

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

• Proposer makes any contact regarding this RFP with State representatives such as

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

• Proposer attempts to influence a member of the Evaluation Committee.

• Proposal 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 RFP or Amendment(s).

4.9 EVALUATION PROCESS

4.9.1 Responsiveness and Responsibility Determination

4.9.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications 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 137-247-0470.

4.9.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

4.9.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation

DAS Procurement Services, Version 4.5 March 31, 2023 Page 15 of 21 criterion listed below in this Section 4.9.2 up to the maximum points available as specified in Section 4.10 (Point and Score Calculation).

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

4.9.2.1 Technical Proposal (Section 3.3.2)

Evaluation committee will award a maximum of 10 points total, based on the following areas of interest:

• How well does the proposer demonstrate ability to amplify family voices from marginalized communities, including but not limited to Tribal communities, Black and Brown communities, LGBTQIA+ communities, rural communities, non-English speaking communities, children and youth with intellectual and developmental disabilities, families impacted by the carceral system, and immigrant/refugee communities?

4.9.2.2 System Expertise (Section 3.3.3)

Evaluation Committee will award a maximum of 10 points total, based on subject matter expertise in child servings systems.

• How well does the proposer demonstrate subject matter expertise in child serving systems, including but not limited to early childhood, behavioral health, intellectual and developmental disabilities, child welfare, juvenile justice, education, and vocational training?

4.9.2.3 Outreach and Relationship Building (3.3.4)

Evaluation Committee will award a maximum of 30 points total based on the following three areas of interest:

• How well does the proposer demonstrate capacity to map existing engagement opportunities to identify where families are already coming together for formal and informal support, including culturally and linguistically responsive CBOs, online groups, faith-based organizations, mutual aid groups, etc.?

• How well does the proposer demonstrate ability to provide outreach to and relationship building with identified groups, and socialize system of care philosophy and organizational structure?

• How well does the proposer demonstrate capacity to implement mechanisms for bi-directional communication to ensure family understand how their input and voice was used to inform policy and system change.

4.9.2.4 Family Engagement (3.3.5)

Evaluation Committee will award a maximum of 30 points total based on the following areas of engagement:

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• How well does the proposer’s organizational vision align with SOCAC’s vision of youth and family engagement?

• How well does the proposer demonstrate subject matter expertise in assessment and evaluation of family’s experience within the system?

• How well does the proposer’s implementation plan address barriers to engagement in SOCAC by providing timely provision of stipends and gift cards for participation in eligible activities and meetings, transportation, technology and network access, childcare, food and other supports and services.

4.9.2.5 Training and Support (3.3.6)

Evaluation Committee will award a maximum of 20 points total based on how well proposer describes training and support as follows:

• How well does the proposer demonstrate subject matter expertise for training, capacity building and support to families engaged in policy and advocacy related work including hosting of decompression and processing spaces?

• How well does the proposer demonstrate ability to provide training, capacity building and ongoing coaching to SOCAC about effective family engagement?

4.9.2.6 Cost Evaluation

The SPC will award a maximum of 15 points total based on the following:

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible = price score price being scored

4.9.3 PREFERENCES

4.9.3.1 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

4.9.3.2 Tiebreakers

If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 137-046- 0300.

https://www.naspo.org/reciprocity1

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4.10 POINT AND SCORE CALCULATIONS

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

SPC will average evaluator scoring to determine the Final Score.

Section Evaluation Item Minimum Points

Maximum Points

4.10.2.1 Technical Proposal 0 10

4.10.2.2 System Expertise 0 10

4.10.2.3 Outreach and Relationship Building 0 30

4.10.2.4 Family Engagement 0 30

4.10.2.5 Training and Support 0 20

4.10.2.6 Price Proposal and Cost Evaluation 0 15

Total Points Possible - Final Score 115

4.11 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members). The SPC will combine the average score for each Proposal with Proposer’s price score to determine a total score.

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

Next Step Determination

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Reference verifications

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

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SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. Agency may award less than the full Scope of Work described in this

RFP.

5.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

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

5.2.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A.

5.2.2 Taxpayer Identification Number

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

5.2.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.2.4 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer 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.

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

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5.3 CONTRACT NEGOTIATION

5.3.1 Negotiation

After selection of a successful Proposer, Agency may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Contract and note exceptions.

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

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Contract listed below.

However, Agency is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

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

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

• Choice of law

• Choice of venue

• Constitutional requirements

• Requirements of applicable federal and State law In the event that the parties have not reached mutually agreeable terms within 90 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

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 proposals for this contracting opportunity.

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 20 of 21 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&T N=oregon4biz.

If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

6.3 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.2 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 Proposals are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

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

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

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

6.6 COST OF SUBMITTING A PROPOSAL

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

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

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6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

https://www.oregon.gov/das