S-44300-00014430 Request for Application Amendment 2.pdf

STATE OF OREGON

COVER PAGE

Oregon Health Authority (OHA)

Center for Public Health Practice/Health Security, Preparedness & Response program

Is issuing this Request for Applications (RFA) under OregonBuys Number S-44300-00014438

AIR AMBULANCE PRICE AGREEMENTS

Date of Issuance: July 25, 2025

Closing Date and Time: (Pacific Time) April 30, 2026

*See Section 2.2 Overview for more information on the Closing of this RFA.

Single Point of Contact (SPC): Mark Bustamante

City, State, Zip Salem, OR 97301

E-mail: mark.bustamante@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 dhsalt@state.or.us or call 503-378-3486 (voice) or 503-378-3523 (TTY) to arrange for the alternative format.

mailto:dhsalt@state.or.us

RFA 6010Oregon Buys #S-44300-00014438

TABLE OF CONTENTS

GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SINGLE POINT OF CONTACT (SPC)

AUTHORITY, OVERVIEW, AND STATEMENT OF WORK

2.1 AUTHORITY AND METHOD

2.2 OVERVIEW

2.4 Services Release Work Order and Payment Provisions

2.4.4 (1) Air Ambulance – Fixed Wing

SECTION 3: APPLICATION SUBMISSION REQUIREMENTS

3.1 APPLICATION SUBMISSION REQUIREMENTS

SECTION 4: APPLICATION EVALUATION AND SELECTION CRITERIA

4.1 APPLICATION DELIVERY OPTIONS

4.2CLOSING DATE FOR SUBMITTAL OF APPLICATIONS

4.3 APPLICATION REJECTION

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 APPLICANT SUBMISSION REQUIREMENTS

6.2 CONTRACT NEGOTIATION

SECTION 7: ADDITIONAL INFORMATION

7.2 CERTIFIED FIRM PARTICIPATION

7.3 GOVERNING LAWS AND REGULATIONS

7.4 OWNERSHIP/PERMISSION TO USE MATERIALS

7.5 CANCELLATION OF RFA; REJECTION OF APPLICATION; NO DAMAGES

7.6 COST OF SUBMITTING APPLICATION

7.7 CONTRACTUAL OBLIGATION

7.8 CHECKLIST DISCLAIMER

7.9 LIST OF ATTACHMENTS

GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, Oregon Health Authority (OHA) is issuing this Request for Applications (“RFA”) pursuant to the Agency’s role ensuring public health and medical services and the need to procure air ambulance and related EMS and medical logistical support services for communities throughout the State of Oregon if needed to confront major emergencies or unusual events.

The services are not expected to be used for regular, year-round air ambulance services.

The service categories sought include:

• Air Ambulance – Fixed-Wing

• Air Ambulance – Rotor-Wing

• Multi-Functional Rotor-Wing

• Multi-Functional Fixed-Wing

OHA anticipates awarding multiple Contracts to qualified Applicants from this RFA. The initial term of the Price Agreement (s) will be 5 years. OHA will have the option to renew and extend the Price Agreement for up to an additional 5 years. If adjustments to costs or services are needed during the life of the Price Agreement, an amendment can be created for such changes to the contractual amounts for service and services offered, up to a maximum term of ten (10) years by written amendment signed by both parties.

The maximum not-to-exceed amount for each Price Agreement awarded is $1,000,000.00. Due to the unforeseen nature of public health emergencies and expected cost of the services if used for extended periods, OHA reserves the right to amend for additional time and increase the not-to-exceed amount by any amounts for any reason.

An Award under this RFA is not a guarantee that the Contractor will be selected to perform services. Rather, all Work by Contractor(s) under the Price Agreement awarded from this RFA shall be performed only upon OHA’s Service Release Authorization (SRA) (Project Plan) to OHA-selected Contractors per Item 1) below and following all signature approvals for each project as described in item 2) below. Contractor shall within 5 business days, respond by email accepting, rejecting, or requesting modifications to the SRA. If Contractor rejects or requests modifications to the SRA, Contractor’s response shall include a statement of Contractor’s reasons. If Contractor requests modifications to the SRA, OHA and Contractor shall have the right, but not the obligation, to negotiate a solution acceptable to both parties. Acceptance of a SRA request is not final until both parties have emailed the other with their acceptance of the terms of the SRA, which is then considered a mutually approved SRA.

1) Initial Contractor Selection for Projects:

Once an Applicant’s Application has been accepted and a Price Agreement has been issued, the Applicant will be eligible for projects per the Project Plan Approval Process described below.

Service Release Authorization (SRA) Assignment Procedure: Any SRA issued pursuant to an awarded Price Agreement for services will be issued according to the process described below.

In order to meet emergency public health needs OHA will exercise its judgment and discretion in the public interest to request project work by one or more of the Contractor(s) who have received

Price Agreement awards using various criteria. While no formal procurement process will be utilized for that purpose, OHA will select a firm from among the pool of Price Agreement

Contractors using a simple selection process depending on the urgency or amount of time available to choose a Contractor:

Pre-planned service needs more than approximately 30 days in the future:

1. Outreach: OHA will create a request specific to each project (such as a scheduled event requiring extra EMS services beyond normal, local capacity) and email that request to each of the Price Agreement Contractors directly. The email request may include but will not be limited to, a description of the project, required Contractor information, selection criteria, the date and time for receipt of response, the estimated budget for the project, and any other project-specific details.

2. Criteria: OHA will exercise its judgment and discretion in the public interest to request project work by one or more of the Contractor(s) who have received Price Agreement awards using various criteria. While no formal procurement process will be utilized for that purpose, the criteria OHA may consider in seeking project work from Contractors include but are not limited to:

a) Availability to provide the services at the level required by OHA;

b) Geographic proximity of personnel and supplies to service location(s);

c) Capacity and or past performance of Contractor and any of its subcontractors to supply services within the required time frame;

d) Pricing for the services;

e) Demonstrated prior experience successfully completing similar projects within the project time limits and budgets;

f) Special skills required for certain projects, such as skills related to patient care or serving specific language or cultural groups;

g) Professionalism, cultural competency and interaction with patients, staff and other persons; and

h) Demonstrated communication and coordination skills.

i) Non-disruption: Contractor or their subcontractors will not significantly reduce the services they provide to Oregon communities in order to provide services to OHA under this Contract.

3. Evaluation: OHA will evaluate the responses received based on the criteria defined in the request and rank the responses. If OHA determines that two or more Contractors have the necessary qualifications the State may assign work on a rotating basis or conduct interviews or request information to determine which Contractor is best capable to perform the project.

4. Selection: OHA will select a Contractor or Contractors based on criteria defined within each request. Criteria may include but is not limited to, the ability to meet the project-specific requirements, the ability to meet the project timeline and all requirements necessary to deliver the services and products needed for the project, the specific qualifications and experience of proposed personnel, and cost.

5. Execution of SRA: OHA will then negotiate the Service Release Authorization with the most suitable Contractor (or Contractors if more than one contractor is needed).

Emergency or urgent needs for service less than approximately 30 days in the future:

1. OHA may conduct an expedited or abbreviated version of the process above.

2. OHA may review the list of Contractors and attempt to pre-identify the Contractor(s) that are likely to be the best fit, based on such factors as geography and services needed. OHA will contact the Contractor(s) directly by email, phone, or any other methods needed. If the Contractor(s) can provide the required services, OHA may immediately negotiate a

Service Release Authorization with the contacted Contractor(s).

2) Project Plan Approval Process for all Work to be performed under the Contracts Following the initial selection process, and upon OHA’s request by Service Release Authorization, the Contractor OHA selects to perform work for the project, the Service Release Authorization must be fully executed by Contractor and OHA. Each Service Release Authorization shall describe the work to be completed, completion schedule and not to exceed amount. The cumulative total of all Service Release Authorizations for all projects under each Contract shall be consistent with the overall budget and maximum not-to-exceed compensation for the Price Agreement.

Once a Service Release Authorization has been fully executed by Contractor and OHA, the Contractor’s work on the project may begin.

Each Contractor and its Key Persons shall complete all Work for each project in accordance with the schedule, budget and other requirements in the Service Release Authorization.

See Section 2.3 Definition of Terms for definitions of terms used in this RFA.

1.2 SINGLE POINT OF CONTACT (SPC)

The Single Point of Contact, (SPC) for this RFA is identified on the Cover Page. Applicant shall direct all questions and communications related to any provision of the RFA only to the SPC, whether about the technical requirements of the RFA, contractual requirements, the RFA process, or any other provision. The SPC will engage OHA Program representatives to resolve issues and obtain answers to questions as necessary.

AUTHORITY, OVERVIEW, AND STATEMENT OF WORK

2.1 AUTHORITY AND METHOD

OHA is issuing this RFA pursuant to its authority under ORS 413.033, ORS 433.441, ORS 431.133.

It is the sole responsibility of Applicants to download all mandatory documents posted on the OregonBuys web site accessible via the following link: https://oregonbuys.gov/bso/ to include addenda, notices, and other forms of communication. Applicants are responsible to read all mandatory documents prior to submitting an Application pursuant to this RFA.

2.2 OVERVIEW

OHA will use this RFA to execute Price Agreements with multiple Contractors who can provide air ambulance emergency medical services in preparation for, or in response to, an emergency, disaster, public health emergency, or planned event, or for other public health needs.

OHA expects this RFA to remain open until the closing date as stated on page 1. Although there is a Closing Date, OHA intends to enter into Price Agreements with approved Applicants as soon as possible and on an ongoing basis.

OHA will review all Applications for this RFA submitted in compliance with this RFA and Applicants will be notified whether they will receive an award for a Price Agreement. An Applicant whose Application was rejected, may resubmit their Application in order to correct deficiencies and to comply with all RFA requirements while the RFA remains open.

OHA reserves the right to determine in its sole discretion, which Applications will result in a Price Agreement. OHA will review Applications and award Price Agreements to approved Applicants in order based on the date and time the Applicant’s email is received by the RFA Sole Point of Contact, subject to prioritization to meet OHA operational goals (e.g., See Section 2.4).

OHA’s review of Applications will consider whether the Applicant meets the OHA’s expectations and the necessary qualifications for performing the Work.

Use of Subcontractors

Due to the complexity of service packages vendors may offer, OHA expects providers may subcontract to other entities, and that the use of subcontractors for different components of the services may vary over time, and that the subcontractors used for any particular component service may change over time. During the Project Plan Approval Process described in Section 1.1. above, the Contractor will describe any proposed use of subcontractors as set forth below.

Each Applicant must state in Attachment A (Application Form) its intention to use subcontractors to perform any portion of the work sought by this RFA. For each known subcontractor, Applicant must provide the name and address of each identified subcontractor, and a description of the work Applicant intends the named subcontractor to provide. During the course of planning or executing specific projects under an authorized Service Release Authorization, Contractors must notify OHA of changes in subcontractors used and request and obtain OHA’s approval of all subcontractors. OHA may request verification from subcontractors that they are able to deliver specific services.

2.3 DEFINITION OF TERMS

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

Applicant means an individual who submits an Application for this RFA OregonBuys#S- 44300-00014438_________

Application means an application in response to this RFA.

Business Days means Monday through Friday, 8:00 a.m. to 5:00 p.m., Pacific Time, excluding State of Oregon holidays and business closure days.

Calendar Days means contiguous days.

Contractor means an Applicant selected through this RFA to enter into a Contract with Agency to perform the Services described in Section 2.4 Scope of Work.

OHA means the Oregon Health Authority.

Emergency Support Function(s), per standard national and State of Oregon emergency management doctrine, means the grouping of organizations’ functions in response to an incident, per Federal and Oregon emergency response plans. OHA is the lead agency for Emergency Support Function #8: Health and Medical.

Facility means a building, room, outdoor space, or a series or campus of such things that serve a particular purpose or have a single identity. Examples include a residential care facility, school, hospital, or outdoor sporting venue, including all individual buildings and spaces that are part of its campus.

FEMA means Federal Emergency Management Agency

OHA means the Oregon Health Authority

NWCG means Northwest Wildfire Coordinating Group

PCR means Patient Care Report

PPE means personal protective equipment.

Price Agreement means the Price Agreement(s) awarded from this RFA, using the attached Sample Price Agreement form (Attachment F).

RFA means this Request for Applications . OregonBuys#S-44300-00014438

Services means the required activities, tasks, reporting, invoicing and deliverables described in Section 2.4 Scope of Work.

SEAR: Special Event Assessment Rating, determined by the U.S. Department of Homeland Security.

2.4 SERVICES RELEASE WORK ORDER AND PAYMENT PROVISIONS

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

2.4.1 Purpose

OHA seeks qualified professionals, equipment and services to provide operational support for public health and medical operations in times of disaster, emergency, planned events or for any other needs that arise within the State of Oregon or by special request to support other partners.

2.4.2 Service locations

Services may be requested anywhere within the State of Oregon or outside of Oregon’s borders in support of Oregon or other jurisdictions that Oregon is assisting under mutual aid. This may occur with or without a declaration of emergency. Service locations may require varying levels of support to provide reliable and timely interventions.

In emergencies, OHA will determine missions sets within service support areas that have been prioritized based on the capacity to do the greatest amount of good for the greatest amount of people in impacted locations. Additional determining priorities will focus on existing medical resources, personnel, access to basic life safety functions, survivability and connectivity to hospitals and other supporting infrastructure.

2.4.3 Service Responsibilities

All Applicants must be able to perform at least one of the services described in Sections 2.4.4(1) to 2.4.4.(4). If an application does not document an Applicant’s capacity to perform the required services in the application, that Applicant’s application will not be considered further for award of a Contract. There are many subcomponents of the services, such as human resource management, medical care, infection control, logistics, communication, record-keeping and licensing/certification of personnel, vehicles or entities. The State of Oregon seeks all-in-one service providers and therefore Applicants should, when in doubt, assume the Applicant is responsible for providing any necessary subcomponents or supporting activities.

For Contractors not currently licensed to operate in the State of Oregon, OHA expects that in major emergencies, or urgent situations, that OHA may need to facilitate rapid authorization of the Contractor to work in the State of Oregon, such as licensure/certification of personnel, vehicles, or organizations.

2.4.4 Selection by Service

Contractor shall indicate which of the following services they are able to provide to the State of Oregon. Applicants may propose additional, modified or specialty services related to air ambulance services that the Applicant can provide.

Contractor shall indicate in their application the services that they are able to provide and provide pricing or a pricing structure for each service.

2.4.4 (1) Air Ambulance – Fixed-Wing

Support ESF 8/health and medical capacities logistically with transportation of materiel, equipment and personnel. This may include but not limited to, for example, patients, emergent transportation of pharmaceuticals, and/or medical supplies.

a. The Contractor will provide the emergency medical services and transport services as coordinated and authorized by OHA.

b. Fixed-Wing service is primarily for moving injured or sick people to patient reception areas for continuation of medical care.

c. Service may at times include transportation of a family member or caregiver.

d. Service providers may also be utilized to transport personnel and/or equipment/supplies into the area of need.

e. Fixed-Wing services require the use of an airport that has matching runway and ramp capacity.

f. Flight planning should account for a complete round trip without possibly needing to refuel, unless otherwise noted in the mission assignment.

g. Security, transportation (including patient care crew to and from LZ for the sending and receiving medical facilities), food, and/or rest facilities will be provided by the receiving jurisdiction (entity requesting OHA/PHD procure services under the Price Agreement) unless other arrangements have been made.

h. All aircraft personnel and services will be provided by the contractor.

i. Aircraft communication equipment may be programmable for interoperability. Plan for augmenting existing communication equipment to allow Fixed-Wing aircraft to communicate with air operations coordination center. Coordination with ground ambulance service may be required.

2.4.4 (2) Air Ambulance – Rotor-Wing

Support health and medical capacities logistically with transportation of materiel, equipment and personnel. This may include but not limited to, for example, patients, emergency transportation of pharmaceuticals, or medical supplies.

i. The Contractor will provide the emergency medical services and transport services as coordinated and authorized by OHA.

ii. Rotor-Wing service is primarily for moving injured or sick people to patient reception areas for continuation of medical care.

iii. Service may at times include transportation of a family member or caregiver.

iv. Service providers may also be utilized to transport personnel and/or equipment/supplies into the area of need.

v. Rotor-Wing services when applicable require the use of an airport that has matching ramp capacity.

vi. Rotor-Wing service will likely be required to land at temporary landing zones.

These temporary landing zones may or may not be staffed/managed.

vii. Flight planning should account for a complete round trip without possibly needing to refuel, unless otherwise noted in the mission assignment.

viii. Security, transportation (including patient care crew to and from landing zone for the sending and receiving medical facilities), food, and/or rest facilities will be provided by the receiving jurisdiction (entity requesting OHA/PHD provide services under the Price Agreement) unless other arrangements have been made.

ix. All aircraft personnel and services will be provided by the contractor.

x. Aircraft communication equipment may be programmable for interoperability, but this capability must be verified. Plan for augmenting existing communication equipment to allow aircraft to communicate with air operations coordination center. Coordination with ground ambulance service may be required.

2.4.4 (3) Multi-Functional Rotor-Wing

Support ESF 8/health and medical capacities logistically with transportation of materiel, equipment and personnel. This may include but not limited to, for example, patients, emergent transportation of pharmaceuticals, and/or medical supplies.

a. All supporting elements to ensure rotor-wing assets remain functional is the responsibility of the contractor.

b. Programmable radios in the VHF/UHF Public Safety bands are required.

c. Contractor may be utilized to assist other ESF partners to ensure that loaded flight time is maximized.

d. The estimation of the quantity of rotor-wing resources needed is based on many factors such as the nature of the mission, logistics, intensity of demand, duration of service activity, and allowance for rest periods.

Due to the uniqueness of these airframes, they may not be typed by FEMA or NWCG.

Contractor will be required to provide a specification sheet detailing:

Types of configurations to support:

a. Cargo

i. Cargo – Internal

ii. Provide sizes and capacity of pallets, nets and tie downs etc.

b. Cargo – External (Sling load)

c. Personnel

i. Patients – Supine (Stretcher)

ii. Patients seated

iii. Personnel

iv. Personnel and gear

d. Fuel capacity, fuel type and operating ranges

i. Weekly estimate of fuel requirements for airframe and supporting vehicles

e. Flight capacity, IFR, VFR or both

f. Ramp requirements

g. Landing Zone requirements for each type of airframe

h. Programmable VHF Radio Capacity

2.4.4 (4) Multi-Functional Fixed-Wing

Support ESF 8/health and medical capacities logistically with transportation of material, equipment and personnel. This may include but not limited to, for example, patients, emergent transportation of pharmaceuticals, or medical supplies.

a. All supporting elements to ensure fixed-wing assets remain functional is the responsibility of the contractor.

b. Programmable radios in the VHF/UHF Public Safety bands are required.

c. Contractor may be utilized to assist other ESF partners to ensure that loaded flight time is maximized.

d. The estimation of the quantity of fixed-wing resources needed is based on many factors such as the nature of the mission, logistics, intensity of demand, duration of service activity, and allowance for rest periods.

Due to the uniqueness of these airframes, they may not be typed by FEMA or NWCG.

Contractor will be required to provide a general specification sheet that also details:

a. Types of configurations to support:

i. Cargo – Internal

1. Provide pallets, nets and tie downs etc.

ii. Personnel

1. Patients – Supine

2. Patients seated

3. Personnel

4. Personnel and gear.

b. Fuel capacity, fuel type and operating ranges

c. Flight capacity, IFR, VFR or both

d. Runway requirements

e. Ramp Requirements

f. Capacity to self-unload (Integrated stairs, ramp etc.)

g. Weight capacities

2.4.5 Patient Care Requirements

Contractor shall be required when transporting a patient with or without family members/caregivers to provide documentation.

All patient care will be provided at Basic Life Support Level unless resources and staffing are available to provide care at the Advanced Life Support or other level or specialty.

a. Documentation may be digital or paper form by agreement.

i. Patient Identification number

1. Originating Facility

2. Triage Tag Number

3. Patient Movement Tracking number

ii. Name, First and Last

iii. Date of Birth

iv. Identified Gender

v. Address (if known)

vi. Triage Status in a commonly accepted form

vii. Chief Complaint

viii. Summary of medical interventions – Notes

xi. Originating facility

xii. Destination facility

xiii. Transport times

xiv. Name and number of transporting contractor

xv. Care provider Name, level of training and ID #

b. Contractor may be required to enter the patient and caregiver information into an electronic system for registration and accountability.

c. OHA reserves the right to specify how patient and/or caregiver(s) registration and care will be documented.

d. Each patient will be assigned a unique identification number. A unique identification number will also be assigned to each caregiver that is transported along with the patient.

2.4.6 Required services: Hours of Operation.

Contractor shall Provide services with agreed upon hours of operation for services which may vary depending on mission needs and operating schedule, including 24/7 healthcare operations. Hours of operation are expected to vary with each project and

Service Release Authorization. Applicants may indicate typical hours of operation.

Hours of operation may be negotiated with each party receiving a Price Agreement or with each Service Release Authorization.

2.4.7 Optional service: Billing

Contractor shall assure no out-of-pocket charges to patients. If billing services is offered by Contractor, and approved by OHA for a specific assignment, Contractor shall bill the patient’s insurance for services and reduce the cost to OHA due under the executed Price Agreement.

SECTION 3: APPLICATION SUBMISSION REQUIREMENTS

3.1 APPLICATION SUBMISSION REQUIREMENTS

3.1.1 Application Submissions

Applications must be complete at the time of submission. All Applications shall include the items listed in this Section. Applicants must submit completed Applications, with the following information, in the following order:

1) ATTACHMENT A: APPLICATION FORM

2) ATTACHMENT B: APPLICANT INFORMATION AND CERTIFICATION

3) ATTACHMENT C: COBID CERTIFICATION/ OUTREACH PLAN

4) ATTACHMENT D: RESPONSIBILITY INQUIRY

5) ATTACHMENT E: DISCLOSURE EXEMPTION AFFIDAVIT (if applicable per Section 3.2.2)

6) ATTACHMENT F: SAMPLE PRICE AGREEMENT

3.1.2 Application Format and Quantity

Applications must use 8 ½" x 11"-page format using 12-point font size, unreduced, single spaced, one-inch margins. Applications will be evaluated on overall quality of content and responsiveness to the specifications of this RFA. Only those Applications that include complete information as required by this RFA will be considered for evaluation.

In addition, if Applicant believes any of its Application is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Applicant shall complete and submit the Disclosure Exemption Affidavit (Attachment E) and a fully redacted version of its Application, clearly identified as the redacted version.

For Application delivery options and requirement pertaining to each option, see Section 4.1 Application Delivery Options.

3.1.3 Authorized Representative

A representative authorized to bind the Applicant shall sign Attachment B – Applicant Information and Certification. Failure of the authorized representative to sign the document may subject the Application to rejection by OHA.

SECTION 4: APPLICATION EVALUATION AND SELECTION CRITERIA

OHA will evaluate Applicants’ Applications and select Contractors to receive Price Agreements awards using a qualification-based selection process. In order to qualify, Applicants must provide supporting material to establish that the Applicant satisfies all of the requirements set forth in Section 3.1 Application Content Requirements for the indicated services Applicant wishes to provide. Applications must be submitted to the SPC in the method described in Section 5. “APPLICATION PROCESS” below.

The SPC will review Applications only to ensure all required forms have been returned, and determine if the following minimum qualifications are met:

1. Applicant has a minimum of three years of experience providing emergency medical services.

2. Applicant provides at least 3 references by way of e-mail addresses so the OHA Program Administrator can contact the references personally.

SPC will reject all Applications that are incomplete. The SPC has no authority to determine whether or not an Applicant will be offered a Price Agreement. It is the sole responsibility of Applicants to understand this process.

The SPC will determine minimum qualifications and forward accepted Applications to OHA Program staff for content review, to check references (if applicable), and to decide whether or not to offer the Applicant a Price Agreement. It is the sole responsibility of OHA Program staff to determine whether or not to award a Price Agreement and to notify Applicants of OHA’s decision. OHA Program staff will contact Applicants regarding OHA’s acceptance or rejection of an Application Form. There is no guarantee of a Price Agreement award.

4.1 APPLICATION DELIVERY OPTIONS

The Office of Contracts and Procurement (“OC&P”) is issuing this RFA on behalf of the OHA.

Applications must contain all of the required forms specified herein or as otherwise requested by OHA, and an Applicant’s failure to do so will result in rejection of the Applicant’s Application. OC&P reserves the right to allow Applicants an opportunity to correct any deficiencies.

Applicant is solely responsible for ensuring its Application is received by the SPC in accordance with the RFA requirements before Closing. OHA is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. Applications submitted by any means not authorized below may be rejected.

Applications must be delivered to the attention of the Single Point of Contact, (SPC), at the email address listed on the Cover Page. The following delivery option is the only method permitted for this RFA:

Delivery by Email: Applications must be submitted by email to the SPC at the email address listed on the Cover Page (as amended). Any emailed Proposals must be in the form of Adobe Acrobat (PDF) files containing all parts of the Proposal, including all required attachments.

The email subject line must be clearly labeled “RFAS-44300-00014438 APPLICATION.”

Applicant is solely responsible for ensuring its Application is received by the SPC by following up with an email to the SPC. Emailed Applications may not be returned directly to OHA Program Staff.

4.2 CLOSING DATE FOR SUBMITTAL OF APPLICATIONS

Applications and all required submittal items must be received by the SPC on or before the RFA Closing listed on Page 1 (Cover Page). Applications received after the Closing will not be accepted, unless the Closing Date has been extended by amendment. All Application modifications or withdrawals must be completed prior to Closing.

The agency reserves the right to close this RFA 90 days after posting if the agency determines it has received sufficient applications, in its discretion, to move forward with awards.

Applications received after Closing are considered LATE and will NOT be accepted for evaluation. Late Applications will be returned to the respective Applicant or destroyed.

4.3 APPLICATION REJECTION

OHA may reject Applications for any of the following reasons:

a. Applicant fails to substantially comply with all prescribed RFA procedures and requirements, including but not limited to the requirement that Applicant signs the Applicant Information and Certification (Attachment B).

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

c. Applicant makes any contact regarding this RFA with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

d. Applications are conditional on OHA’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFA or Addenda.

4.3.1 Responsiveness and Responsibility determination

4.3.1.1 Responsiveness determination

An Application received prior to Closing will be reviewed to determine if it is Responsive to all RFA requirements including compliance with Section 3.1. “Minimum Application Submission Requirements.”

If the Application is unclear, the SPC may request clarification from Applicant and if necessary, SPC may request that Applicant resubmit a revised Application. If the SPC finds the Application non-Responsive, the Application may be rejected, however, OHA may waive mistakes in accordance with ORS 137-047-0470.

4.3.1.2 Responsibility determination

The SPC will determine if an apparent successful Applicant is Responsible prior to award and execution of the Price Agreement. Applicant shall submit a signed Responsibility Inquiry form (Attachment D) with Application. At any time prior to award, OHA may reject an Applicant found to be not Responsible.

4.4 SELECTION AND PROCESS SCHEDULE

An OHA review committee will review all Applications received. Applicants who are determined to be qualified will be added to a list of Contractors to receive Price Agreements and be considered for Service Release Authorization(s) to deliver services during the agreement term. At the discretion of the Review Committee, interviews with Applicants may be conducted or requests for additional information may made to Applicants before issuing an award of Price Agreements.

Questions regarding this opportunity will be accepted via email to the single point of contact shown on the cover of this RFQ until: Ongoing for 60 days after posting in OregonBuys.

Negotiation and edits to the Price Agreement template will only be considered to the Statement of Work and Payment Provision, not any other portion of the Price Agreement template.

While submissions will be accepted on an ongoing basis, the deadline for submissions is July 25, 2026, unless the date is changed by addendum.

Price Agreement award notifications: 30 - 60 days after Applicant receives notice of award (approx.).

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

OHA, if it awards a Price Agreement(s), shall award a Price Agreement(s) to Applicants whose Applications are reviewed and approved by the OHA. OHA may award less than the full Scope defined in this RFA.

5.1.2 Project Plan Approval Process for all Work to be performed under the Price Agreement

As stated in Section 1.1 above, OHA anticipates multiple projects under the Price Agreements awarded from this RFA Accordingly, all Work by Contractor(s) under the Price Agreements awarded from this RFA shall be performed upon OHA’s written request and consistent with an OHA-approved written project plan for each project and authorized Service Release Authorization. See Section 1.1 for additional information.

5.1.3 Award Notice

OHA will notify Applicants in writing of OHA’s intent to award a Price Agreement to the selected Applicant(s).

5.2 APPLICANT SUBMISSION REQUIREMENTS

Applicant(s) who are selected for a Price Agreement award under this RFA will be required to submit additional information and comply with the following Sections 5.2.1 through 5.2.4.

5.2.1 Insurance

Prior to award, Applicant shall secure and demonstrate to Agency proof of insurance as required in this RFA or as negotiated. Insurance Requirements are found in Exhibit C “Insurance Requirements” of Attachment F “Sample Price Agreement.” Commercial General Liability Insurance coverage is mandatory and is not negotiable.

5.2.2 Business Registry

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

5.2.3 Responsibility Inquiry

Applicant shall complete and submit Attachment D “Responsibility Inquiry” with Application, see Section 3.1 above.

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

5.2.4 Nondiscrimination in Employment

As a condition of receiving the award of a Price Agreement under this RFA, Applicant must certify by their Signature on Attachment B “Applicant Information and Certification,” 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 of a policy that both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

6.3 CONTRACT NEGOTIATION

The final Price Agreement will be based on the sample Price Agreement (Attachment F) and will include all exhibits and attachments identified in the Price Agreement. The terms and conditions included in the sample Price Agreement (Attachment F), other than Exhibit A, Part 1, “Statement of Work” and Exhibit A, Part 2, Payment and Financial Reporting are not subject to negotiation.

SECTION 7: ADDITIONAL INFORMATION

7.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, OHA 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. OHA also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

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

Applicants must submit a completed Certified Disadvantaged Business Outreach Plan (Attachment C) with their Applications indicating whether or not the Contract has potential subcontracting opportunities.

7.3 GOVERNING LAWS AND REGULATIONS

This RFA is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFA, 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 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz 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.

7.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Applications are public record and are subject to public inspection after OHA issues the Notice of the Intent to Award. Application of the Oregon Public Records Law will determine whether any information is actually exempt from disclosure.

All Applications submitted in response to this RFA become the Property of the State. By submitting an Application in response to this RFA, Applicant 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 Application solely for the purpose of evaluating the Application, negotiating a Price Agreement, if awarded to Applicant, or as otherwise needed to administer the RFA process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Applications, including supporting materials, will not be returned to Applicant unless the Application is submitted late.

Applicant may be responsible for return postage or may pick materials up at the address specified on the Cover Page of this RFA.

7.5 CANCELLATION OF RFA; REJECTION OF APPLICATION; NO DAMAGES.

Pursuant to ORS 279B.100, OHA may reject any or all Applications in whole or in part or may cancel this RFA at any time when the rejection or cancellation is in the best interest of the State or the OHA, as determined by OHA. Neither the State nor OHA is liable to any Applicant for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFA, award, or rejection of any Application.

7.6 COST OF SUBMITTING APPLICATION

Applicant shall pay all the costs in submitting its Application, including, but not limited to, the costs to prepare and submit the Application, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

7.7 CONTRACTUAL OBLIGATION

All Applicants who submit an Application in response to this RFA understand and agree that OHA is not obligated thereby to enter into a Price Agreement with any Applicant and, further, has absolutely no financial obligation to any Applicant.

7.8 CHECKLIST DISCLAIMER

Any checklists that may be contained in this RFA are provided only as a courtesy to prospective Applicant. OHA makes no representation as to the completeness or accuracy of any Checklist. Prospective Applicant is solely responsible for reviewing and understanding the RFA and complying with all the requirements of this RFA, whether listed in a checklist or not. Neither the State or the OHA is liable for any claims, or subject to any defenses, asserted by Applicant based upon, resulting from, or related to, Applicant’s failure to comprehend all requirements of this RFA.

7.9 LIST OF ATTACHMENTS

ATTACHMENT A: APPLICATION FORM

ATTACHMENT B: APPLICANT INFORMATION AND CERTIFICATION

ATTACHMENT C: COBID CERTIFICATION/ OUTREACH PLAN

ATTACHMENT D: RESPONSIBILITY INQUIRY

ATTACHMENT E: DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT F: SAMPLE PRICE AGREEMENT

Attachment A: Application Form

Oregon Health Authority

Air Ambulance

Request for Application (RFA) #6010

OREGONBUYS #S-44300-00014438

Applicant Name:

Ambulance Service

License(s) held (state, expiration, number)

Contents of this Application:

SECTION 1: Overview of Applicant

1.1 Organization overview

1.2 References

SECTION 2: Price Proposal

Note to Applicants:

This document is not a complete Application. Additional documents are required for submission of your Application for S-44300-00014438. See , Section 3.

Application Submission Requirements for additional requirements.

All tables in the form below may be expanded to allow sufficient space for Applicant’s responses.

Applicants are not required to use this form as long as the required information is provided.

SECTION 1: OVERVIEW OF APPLICANT

1.1 Organization overview: Summarize the qualifications and capacity of Applicant, its staff and subcontractors to perform the Work described in this RFA. Indicate whether the

Applicant and subcontractors are already authorized to provide the services in the State of

Oregon, such as Oregon licensure as a transporting ambulance agency, or describe the capacity to provide the services in other states and to quickly become authorized to provide the services in the State of Oregon. There is no minimum or maximum number of words.

1.2 References: List at least three individuals as references for whom Applicant has provided identical or comparable services to those proposed for this RFA. Include reference names, addresses, phone number and email addresses.

SECTION 2: PRICE PROPOSAL

List the services offered and prices or pricing structure. Due to the complexity of the services potentially required and the variation between Applicants, no specific structure or format is provided.

The Agency acknowledges that each specific project or service requested may have multiple cost variables, such as air frame, distance traveled, patients or materials transported, medical services provided, and infection control parameters. Due to those factors, Contractors may not be able to provide specific pricing at the time of application. Nonetheless, the Agency requires a pricing structure that allows the Agency to understand cost ranges and factors for different assignments and see that the Applicant has a mature business model.

ATTACHMENT B — APPLICANT INFORMATION AND

CERTIFICATION SHEET

Legal Name of Applicant:

Address:

City, State, Zip:

Entity Type:

State of Incorporation:

Contact Name:

Telephone:

Email:

Oregon Business Registry Number (if required):

Any individual signing below hereby certifies they are an authorized representative of Applicant and that:

Applicant understands and accepts the requirements of this RFA. By submitting an Application, Applicant agrees to be bound by the Price Agreement terms and conditions in Attachment F and as modified by any Addenda, except for those terms and conditions that Agency has reserved for negotiation, as identified in the RFA.

Applicant acknowledges receipt of any and all Addenda to this RFA.

If awarded a price Agreement, Applicant agrees to perform the scope of work and meet the performance standards set forth in the final negotiated scope of work of the Price Agreement.

I have knowledge regarding Applicant’s payment of taxes and by signing below I hereby certify that, to the best of my knowledge, Applicant is not in violation of any tax laws of the state or a political subdivision of the state, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

Applicant does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, gender, disability, sexual orientation, national origin. When awarding subcontracts, Applicant does not discriminate against any business certified under ORS 200.055 as a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business. If applicable, Applicant has, or will have prior to contract execution, a written policy and practice, that meets the requirements described in ORS 279A.112 (formerly HB 3060), of preventing sexual harassment, sexual assault and discrimination against employees who are members of a protected class. Agency may not enter into a contract with an anticipated contract price of $150,000 or more with an Applicant that does not certify it has such a policy and practice. See https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx for additional information and sample policy template.

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

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

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

Applicant is not engaged in the provision of broadband Internet access service, or if at any time Applicant is engaged in or may engage in the provision of broadband Internet access service Applicant is in compliance with Oregon Laws 2018, Chapter 88 (HB 4155) and applicable Public Utility Commission rules, and will remain in compliance throughout the term of the Contract.

Applicant and Applicant’s employees, agents, and subcontractors are not included on:

the “Specially Designated Nationals and Blocked Persons” list maintained by the Office of Foreign Assets Control of the United States Department of the Treasury found at:

https://www.treasury.gov/ofac/downloads/sdnlist.pdf., or the government wide exclusions lists in the System for Award Management found at:

https://www.sam.gov/portal/

Applicant certifies that, to the best of its knowledge, there exists no actual or potential conflict between the business or economic interests of Applicant, its employees, or its agents, on the one hand, and the business or economic interests of the State, on the other hand, arising out of, or relating in any way to, the subject matter of the RFA. If any changes occur with respect to Applicant’s status regarding conflict of interest, Applicant shall promptly notify the State in writing.

https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx https://www.treasury.gov/ofac/downloads/sdnlist.pdf https://www.sam.gov/portal/

Applicant certifies that all contents of the Application (including any other forms or documentation, if required under this RFA) and this Application Certification Sheet are truthful and accurate and have been prepared independently from all other Applicants, and without collusion, fraud,…