S-44300-00010313 RFP.pdf

RFP 5931-0

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

STATE OF OREGON

COVER PAGE

Oregon Health Authority is issuing this Intermediate Procurement under

RFP 5931: PUBLIC HEALTH VACCINE FINANCE

SUBJECT MATTER EXPERT

OregonBuys Bid Number S-44300-00010313

Date of Issue: May 9, 2024 Opening Date: 3:00PM May 16, 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………………………

2.5 PURPOSE………………………………………………………………………………………………………………………………………………. 8

2.6 SCOPE OF WORK, SPECIFICATIONS……………………………….……………………………………………………………………… 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 CALCULATION

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…

6.8 CHECKLIST DISCLAIMER………………………………………………………………………………………………………………………... 21

6.9 RESERVATION OF RIGHTS……………………………………………………………………………………………………………………

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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 COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT E RESPONSIBILITY INQUIRY

ATTACHMENT F ATTESTATION OF EXPERIENCE

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Health Authority, Public Health Division, (“Agency”), is issuing this Intermediate Procurement to obtain Subject Matter Expertise in commercial and governmental vaccine finance models and mechanisms to support Agency’s Oregon Immunization Program.

Additional details on the Scope of the goods or services or both are included in the Scope of Work section.

Agency anticipates the award of one Contract from this solicitation.

The initial term of the Contract is anticipated to be 18 months (approximately June 01, 2024 through December 31, 2025) with options to renew up to a cumulative maximum term of 5 years. Agency estimates that the maximum initial not-to-exceed amount for the Contract will be $150,000.00.

Agency reserves the option to amend the Contract to add additional compensation to the initial Contract not-to-exceed amount as necessary to extend Contractor’s performance of the Work described in Section 2.6 Scope of Work, to cover future time extensions of the Contract term, and to add additional phases of the Work, subject to additional funding being available and as permitted by with Attachment A Sample Contract.

Total Contract throughout the life including amendments, cannot exceed $250,000.00.

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.

Event Date Time Questions / Requests for Clarification Due May 13, 2024 3:00 PM

Answers to Questions Posted in OregonBuys (approx..) May 15, 2024 3:00 PM

Opening (Proposal Due) May 16, 2024 3:00 PM

Issuance of Notice of Award (approx.) May 23, 2024 3:00 PM

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.

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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 Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 137-047-0270.

2.2 DEFINITIONS OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 137-046-0110, or as defined below;

• Contract means the Contract awarded as a result of this RFP.

• Contractor means the Proposer selected through this RFP to enter into a Contract with Agency to perform the Work.

• Key Person or Key Personnel means the person or persons on Proposer’s staff to be assigned to perform the Work under the Contract. For Key Persons not identified prior to Proposal submission, a position description must be submitted.

• Office of Contracts and Procurement (“OC&P”) means the entity that is responsible for the procurement process for Agency.

• Proposal means a written response submitted to OC&P in response to this RFP.

• Proposer means the person or entity that submits a Proposal in response to this RFP.

• RFP means Request for Proposal.

• 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.

• Services or Work means the required activities, tasks, deliverables, reporting and invoicing requirements, as described in Section 2.6 Scope of Work of 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

• For Assistance with OregonBuys (Vendor Help Desk):

Email: suppliersupport@periscopeholdings.com

Phone: 1-855-800-5046

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

https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickS teps.pdf 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

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

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

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

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

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

2.3.2 Terminology specific to OregonBuys:

• 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.

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

• Bid Solicitation or Bid is a generic term 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.

• 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.

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

• Quote 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.

• Vendor 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

The Oregon Health Authority (OHA) is at the forefront of lowering and containing costs, improving quality, and increasing access to health care to improve the lifelong health of Oregonians. OHA’s mission is to help people and communities achieve optimum physical, mental, and social well-being through partnerships, prevention and access to quality, affordable health care.

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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The Oregon Health Authority is working to fundamentally improve how health care is delivered and paid for while also working to reduce health disparities and broaden the state's focus on prevention.

The Oregon Public Health Division (PHD) is a part of the OHA that works to protect and promote the health of all people in Oregon and the communities where they live, work, play and learn. The primary goal of the OHA/PHD is to achieve health equity and protect the health and well-being of all Oregonians. PHD’s vision is that Oregon will be a place where health and well-being are achieved across the lifespan for people of all races, ethnicities, disabilities, genders, sexual orientations, socioeconomic status, nationalities, and geographic locations.

PHD’s core values include equity and social justice, empowerment, strengths-based approaches, authentic community input and accountability.

The Oregon Immunization Program (OIP) is a part of the OHA located within the Public Health Division’s Center for Public Health Practice. OIP works to reduce the incidence of vaccine-preventable disease in Oregon. OIP staff identify and promote evidence-based public health best practices to both the public and private health care professionals and agencies throughout the state. OIP offers many programs, services and opportunities for our Oregon immunization partners such as the ALERT Immunization Information System (IIS), the Vaccines for Children Program (VFC), Immunization School Law Program, Immunization Quality Improvement Project (IQIP), assessment and evaluation and the Immunize Oregon Coalition.

OIP’s Mission: As public health professionals OIP seeks to enhance the quality of life in Oregon by:

• Preventing and mitigating vaccine-preventable disease through immunization;

• Managing immunization; and

• Identifying and promoting evidence-based public health best practices.

Immunization is a safe and effective way to protect people in Oregon from disease and keep our communities healthy. By far, most children in Oregon are immunized, yet there are still people in our state who want to be vaccinated but have difficulty accessing immunizations in their communities. The Oregon Health Authority (OHA) is committed to ensuring and increasing equitable access to vaccines for people of all ages.

Oregon’s current 30-year-old vaccine finance model relies on fragmented funding mechanisms dependent on an individual’s age and insurance status. The cost and complexity involved in managing the requirements of each component is challenging, both for providers and OHA.

Ultimately, this means an erosion of access points for those in Oregon who want to be vaccinated. Without a system-driven vaccine finance solution that reduces provider barriers and centers equitable access, we risk losing additional immunization providers, as well as access for those who want to be vaccinated.

In January 2024, OHA convened immunization providers, health plans, provider associations, and more from across the state and country to share ideas for modernizing and restructuring Oregon’s immunization finance model. The in-person event included presentations and panel discussions that examined Oregon’s current model and allowed attendees to share ideas and possible solutions. As next steps, OHA is examining other state vaccine finance models and continuing to work in collaboration with our partners throughout the healthcare ecosystem by convening a multidisciplinary Vaccine Finance Reform (VFR) steering committee tasked with the development of a new vaccine finance framework for Oregon.

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2.5 PURPOSE

Agency seeks Contractor with subject matter expertise and professional experience in both Oregon and Washington’s healthcare landscape, in public and private health plans and hospital systems, to support and collaborate with Agency’s examination of other state vaccine finance models. The purpose of this solicitation is to support Agency and the VFR steering committee’s informational needs by providing subject matter expertise on payor-sponsored vaccine funding models, also referred to as universal vaccine purchasing models. The OHA-convened, multidisciplinary steering committee will require the technical expertise of Contractor to present relevant materials, data, processes, and other supporting information to demonstrate how a similar model would impact Oregon immunization providers and access to vaccines.

Contractor will provide ongoing support to Agency and the steering committee as needed, depending on the type of vaccine finance reform the committee selects to move forward.

2.6 SCOPE OF WORK AND SPECIFICATIONS

Specifications or Performance Standards. Agency requires that the Contractor meets the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services.

Contractor shall provide subject matter expertise to Agency and the VFR steering committee as needed in the areas of:

• Payor-sponsored vaccine funding models (i.e., “universal vaccine purchase”), including assessment mechanisms, processes, and fundamentals;

• The Oregon healthcare and health insurance landscape, including scenarios for how a payor-sponsored vaccine funding model could be implemented in Oregon;

• Comparison of Washington and other state’s payor-sponsored models that highlight their differences and any recommendations or best practices for Oregon;

• Different mechanisms and processes used to calculate and recover payor assessments, including lessons learned from other state models;

• National health plans and payors that do business in Oregon, including considerations for including and engaging national plans in vaccine assessments; and

• Oregon public and private payor analysis and their potential financial impact under a payor-sponsored model;

Deliverables include the provision of assessments, data, documentation, presentations and guidance to Agency and the VFR steering committee as requested to support Agency and steering committee exploration and possible development of the payor-sponsored vaccine funding model.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be qualified for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section. Proposer must attest to this experience in Attachment F – “Attestation of Experience”. Proposer must complete the information requested and submit the signed Attachment F as a separate attachment from the Proposal and submit electronically through OregonBuys.

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Proposer or Proposer Key Persons must have a minimum of:

• Five years of experience working in leadership positions at health plans, insurance companies, and other payors;

• Five years of experience in clinical practice or directing clinical strategies, including knowledge of healthcare billing complexities;

• Five years of experience working in vaccine finance analysis to provide healthcare cost savings and lower the administrative burden on immunization providers;

• Five years of experience working on multidisciplinary committees, councils, or boards tasked with complex analyses and project implementation.

Resumes may be used to determine all requirements of this Section have been met.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements:

• Disclosure Exemption Affidavit (Attachment B) If applicable to your RFP only

• Proposer Information and Certification Sheet (Attachment C)

• COBID Certification / Outreach Plan (Attachment D) If applicable to your RFP only

• Responsibility Inquiry (Attachment E)

• Attestation of Experience (Attachment F)

• Technical Proposal

• Price Proposal

• Key Persons and their Resumes, curriculum vitae, or supportive documentation

3.2.2 Proposal Page Limits

There are no page limits on the Proposal for this RFP.

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).

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

• 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.

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 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 Services to be performed. A Proposal that merely offers to provide the 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 Disclosure Exemption Affidavit

Attachment B is required only if Proposer wants to exempt information in its Proposal from disclosure to the public under Oregon Public Records Law (ORS

192.311 through 192.478).

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 Attachment B “Disclosure Exemption Affidavit,” in OregonBuys.

Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure and provide a redacted copy of the Proposal.

If Proposer does not have any information it wishes to exempt, then Attachment B is NOT required to be submitted as part of the Proposal. Non-receipt of Attachment B is verification and confirmation to OHA that the Proposer has no information it wishes to exempt, and Proposer has waived any future claims of non-disclosure of information contained within its Proposal.

https://oregonbuys.gov/ mailto:suppliersupport@periscopeholdings.com

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3.3.2 Proposer Information and Certification Sheet – Attachment C

Proposer shall complete and submit the Proposer Information and Certification Sheet in OregonBuys.

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

3.3.3 Certified Disadvantaged Business Outreach Plan – Attachment D

Proposer shall complete and submit the Certified Disadvantaged Business Outreach Plan form in OregonBuys.

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.

Attachment D is not a required document if not applicable to your Proposal.

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

3.3.4 Responsibility Inquiry Form – Attachment E

Proposer shall complete the information requested, sign and submit the Responsibility Inquiry Form in OregonBuys.

Attachment E will assist Agency in determining if a Proposer is Responsible prior to execution of a Contract.

Agency may reject a Proposer found to be not Responsible at any time prior to execution of a Contract.

3.3.5 Attestation of Experience – Attachment F

To be qualified for evaluation, Proposal must demonstrate how Proposer meets all requirements of Section 3.1. Proposer must attest to this experience in Attachment F – “Attestation of Experience”.

Proposer shall complete the information requested, sign and submit the “Attestation of Experience” Form in OregonBuys.

3.3.6 Technical Proposal

To be considered for evaluation, Proposer must demonstrate how the proposed solution meets all the technical requirements.

3.3.6.1 Project Implementation Plan

Briefly describe how Proposer would carry out the major activities of this project in context with the Scope of Work activities stated in Section 2.6. As part of this plan, Proposer shall include a comprehensive management plan they intend to follow and illustrate how the plan will achieve successful results.

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3.3.6.2 Experience

Proposer must demonstrate experience, knowledge, and abilities in the following areas:

• Experience analyzing potential financial and operational impacts of a payor-sponsored vaccine funding model on a state’s healthcare system, including for different immunization provider types and payor groups;

• Ability to provide analysis, recommendations, and best practices for developing a payor-sponsored vaccine funding framework for Oregon;

• Knowledge of and experience working with national health plans and payors;

• Knowledge of Oregon and Washington’s healthcare landscapes including public and private health plans and hospital systems; and

• Experience with the Oregon Legislative process.

3.3.6.3 Key Persons

Specify Key Person(s) to be assigned to this project, and each Key Person’s responsibilities and roles.

Include a resume for each Key Person(s), curriculum vitae, or supportive documentation to be assigned to the project that demonstrates the person’s qualifications and experience for the Work described in Section 2.6 Scope of Work.

3.3.7 Price Proposal

Proposer shall submit a detailed Price Proposal in a separate Word, Excel, or PDF format electronically through OregonBuys.

The Price Proposal must include the all-inclusive hourly rate for all Key Persons, including all direct and indirect costs associated with each individual/position performing work.

All-inclusive costs means that all expenses required to provide services will be included in the rate. Agency will not reimburse Proposer for any travel or other expenses.

The Proposal must also include the total number of hours estimated to perform the work described in Section 2.6 Scope of Work, with a total dollar amount not to exceed $150,000.

The SPC will conduct the cost evaluation. The SPC will award a score to each Price Proposal based upon the percentage of the proposed cost as compared to the lowest Proposer’s cost as described in section 4.9.2.2.

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

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3.3.8 References

Proposer must provide 3 references that must be able to verify the Proposers experience, knowledge, and the ability to perform the work described in this RFP.

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. Failure to provide these references may result in finding the proposal non-responsive and will not be evaluated.

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-submittal conference will not be held for this solicitation.

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 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.

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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 4.4 (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 the Opening Date and Time (Proposal Due Date) listed on the Cover Page (Page 1) of this RFP. 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.

4.7 PUBLIC OPENING

A public Opening will not be held for this RFP. 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 137-047-0630.

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).

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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4.9 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 137-047-0470.

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 E) 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 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 3.3.6)

a. Project Implementation Plan

Evaluation committee will award a maximum of 20 points total, based on the following areas of interest:

(1) How well does the Proposer demonstrate how they would carry out the major activities of this project in context with the Scope of Work activities?

(2) How well does the Proposer’s comprehensive management plan demonstrate how they intend to achieve successful results?

b. Experience

Evaluation committee will award a maximum of 55 points, based on the following areas of interest:

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(1) How well does the Proposer demonstrate the minimum years of experience in the following areas: (maximum 10 points)

• leadership positions at health plans, insurance companies, and other payors;

• clinical practice or directing clinical strategies, including knowledge of healthcare billing complexities;

• vaccine finance analysis to provide healthcare cost savings and lower the administrative burden on immunization providers; and

• multidisciplinary committees, councils, or boards tasked with complex analyses and project implementation.

(2) How well does the Proposer demonstrate an ability to analyze potential financial and operational impacts of a payor-sponsored vaccine funding model on a state’s healthcare system, including for different immunization provider types and payor groups?

(maximum 10 points)

(3) How well does the Proposer demonstrate their ability to provide analysis, recommendations, and best practices for developing a payor-sponsored vaccine funding framework for Oregon? (maximum 10 points)

(4) How well does the Proposer demonstrate their knowledge of and experience working with national health plans and payors? (maximum 10 points)

(5) How well does the Proposer demonstrate their knowledge of Oregon and Washington’s healthcare landscape, including public and private health plans and hospital systems? (maximum 10 points)

(6) How well does the Proposer demonstrate their experience with Legislative processes and projects? (maximum 5 points)

Note: Preference will be given to Proposers with experience with Oregon’s legislative process.

c. Key Persons

Evaluation committee will award a maximum of 25 points total, based on the Key Person(s) resume, curriculum vitae, or supportive documentation demonstrating their qualifications and experience and based on:

• How well has the Proposer demonstrated that its Key Person(s) have the knowledge, skills, and experience necessary to perform the Work described in Section 2.6 and as evidenced through all documentation provided in response to this RFP?

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4.9.2.2 Cost Evaluation (Section 3.3.7)

The SPC will conduct the price evaluation. The SPC will award a price score (of up to 15 points) 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 (15) = 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.

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

4.9.2.1 Technical Proposal 0 100

4.9.2.1.a. Project Implementation Plan 0 20 4.9.2.1.b. Experience 0 55 4.9.2.1.c. Key Persons 0 25 Total Technical Proposal Points 0 100

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 https://www.naspo.org/reciprocity1

DAS Procurement Services, Version 4.5 March 31, 2023 Page 18 of 21 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

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 C 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.

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

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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.

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.

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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 in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=o regon4biz.

If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment D) 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 6.3 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All 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.

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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6.5 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.

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.

6.8 CHECKLIST DISCLAIMER

Any checklists that may be contained in this RFP are provided only as a courtesy to prospective Proposer. Agency makes no representation as to the completeness or accuracy of any Checklist.

Prospective Proposer is solely responsible for reviewing and understanding the RFP and complying with all the requirements of this RFP, whether listed in a checklist or not. Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this

RFP.

6.9 RESERVATION OF RIGHTS

OHA reserves all rights regarding this RFP, including, without limitation, the right to:

• Amend or cancel this RFP without liability if it is in the best interest of the State to do so;

• Waive any minor informality or non-conformance with the provisions or procedures of this RFP;

• Seek clarification of any Proposals;

• Negotiate the statement of work within the scope of work described in this RFP;

• Amend for additional compensation or extend the term of any Contract that is issued as a result of this RFP;

• Engage Proposer(s) by selection or procurement for different or additional services independent of this RFP process and any contracts/agreements entered into pursuant hereto;

• Enter into direct negotiations to execute a Contract with a responsive Proposer, in the event that the Proposer is the sole Proposer to this RFP, and OC&P determines that the Proposer satisfies the minimum RFP requirements;

• Reject any Proposal upon finding that to accept the Proposal may impair the integrity of the procurement process or that rejecting the Proposal is in the best…