S-44300-00015052 Jackson County Mobil Dental Van Grant Funding Opportunity Notice.pdf

OB S-44300-00015052

Oral Health Workforce Grant Jackson County Mobile Dental Van Expansion Funding Opportunity

Request for Grant Proposal (RFGP) Jackson County Mobile Dental Van Expansion Grant Funding Opportunity

OREGON BUYS # S-44300-00015052

Available Date: November 21, 2025 Opening Date: Proposals must be submitted by December 12, 2025 (by 3:00 p.m. PST)

Issuing Office: Oregon Health Authority (OHA) Office of Contracts and Procurement 500 Summer Street NE-E03 Salem, OR 97301

Sole Point of Contact (SPC):

Suzanne Christman Procurement and Contract Specialist Phone (971) 283-4505 E-mail: suzanne.christman@odhsoha.oregon.gov

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the SPC at the contact information above. We accept all relay calls. 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.

OHA issues this RFGP under the authority of ORS 413.033.

List of Additional Documents:

Attachment 1: Proposer Information Form

Attachment 2: Sample Grant Agreement

1. Definition of Terms

a. General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

(1) “Awardee” means the Agency's identification of the Proposer with whom the Agency intends to enter into a Grant Agreement.

(2) “Proposer” means an entity who submits a proposal in response to this

RFGP.

(3) “Proposal” means a written response to this RFGP submitted through OregonBuys by the Proposer. Proposal is used interchangeably with Proposal Packet.

(4) “Grant Agreement” or “Grant” means the agreement pursuant to which funds are awarded to support or stimulate a Recipient’s program in which OHA has no substantial involvement other than involvement with monitoring compliance with the Grant conditions.

(5) “Recipient” means an entity that has an executed Grant Agreement resulting from an award from this RFGP process.

b. OregonBuys Terminology Definitions

(1) “Amendment to a Bid” means the same as Addenda/Amendment to Request for Grant Proposal.

(2) “Bid” or “Bid Solicitation” means the same as Request for Grant Proposal or RFGP.

(3) “Bid Opening Date” or “Opening Date” means the date and time all proposals must be received by.

(4) “Quote” means a Proposer’s response to a RFGP. A proposal is another type of response to a RFGP.

(5) “Seller” or “Seller Administrator” means the same as a Proposer

(6) “Vendor” means the same as a prospective Proposer.

c. Program Definitions

(1) “Health Disparities” are disparities are preventable differences in health outcomes and access to healthcare services that are experienced by socially, economically, or environmentally disadvantaged populations. These disparities are often linked to factors such as race or ethnicity, socioeconomic status, geographic location, gender identity, sexual orientation, disability status, or other characteristics historically associated with discrimination or exclusion.

Efforts to address health disparities aim to ensure equitable access to resources and opportunities that promote optimal health for all individuals.

Source: Centers for Disease Control and Prevention (CDC), Office of Minority Health and Health Equity

2. Background/Purpose

Oregon Health Authority (OHA) is committed to eliminating Health Disparities and expanding access to oral health care for people from underserved populations. An integral part of that is helping ensure that the oral health care workforce is distributed equitably and utilized in an efficient manner. To help achieve this goal, OHA has allocated $70,000 for one Recipient for the Oral Health Workforce Grant Jackson County Mobile Dental Van Expansion funding opportunity.

The allowed uses for this funding are to procure equipment, recruit staff, and subsidize costs related to the provision of oral health services in order to provide preventive and comprehensive oral health services in Jackson County.

Funding for this opportunity is a one-time payment occurring after executed Grant Agreement between OHA and the Awardee. Funding must be used for the items listed above and in line with the expansion or creation of a mobile dental van program.

Deviations from this will require pre-approval from OHA staff administering this funding opportunity.

This funding opportunity is administered under the direction of OHA’s Clinical Supports, Integration, and Workforce (CSIW) Unit.

Proposals are invited from dental care organizations, private dental clinics, Federally Qualified Health Centers (FQHCs), and other health care organizations committed to expanding access to oral health care who have the organizational capacity to carry out the Program’s objectives. OHA’s CSIW Unit shall provide guidance throughout the project to help facilitate drafting agreements, recruiting personnel, and addressing barriers like raising patient utilization rates, connecting with community-based organizations, and recruiting providers.

3. Proposal Requirements and Parameters

a. Program goals

Below are the core values through which OHA will view proposals. Proposers are required to explain how their proposal address the following program goals:

(1) Augment or create a mobile dental van program with trained oral health professionals to render comprehensive, preventative oral health services.

(2) Address oral health disparities and provide care in Jackson County.

Item (1) above is required, Proposers that address item (2) will have met additional parameters that are in line with the Oral Health Workforce Grant Program goals.

b. Proposal Requirements

Proposals from organizations with established mobile dental van programs elsewhere in Oregon are strongly encouraged.

Proposals must leverage existing community resources and demonstrate a financial investment beyond the resources sought in the Proposal.

Proposals must provide information on how the proposed oral health workforce expansion will be sustainable over the next 24 months after grant funds are disbursed.

c. Notice of Non-Discrimination

Any grant recipient must represent that it does not and will not discriminate against anyone on the basis of age, ancestry, disability, race, color, citizenship, national origin, creed, political or religious affiliation, sex (including pregnancy-related conditions), familial or marital status, sexual orientation, gender identity or expression, military status, unfavorable discharge from the military, status as a protected veteran, or other groups protected by law

4. To Apply

For those interested in applying, refer to this RFGP that outlines eligibility requirements, expected contents of the proposal packet, review process and timeline.

5. Timeline*

a. Organizations interested in applying for this grant funding opportunity for the Oral Health Workforce Grant Mobile Dental Van Expansion Funding may do so by submitting a Proposal Packet via OregonBuys.

b. Questions/Clarifications; OHA will accept questions submitted via OregonBuys Q&A tab by December 3, 2025, 1:00PM. Answers will be posted on OregonBuys Q&A tab by December 5, 2025, 3:00PM.

c. Proposal Packets due to OHA via OregonBuys by December 12, 2025, at 1:00PM

(PST).

d. Proposal(s) evaluation review by grant evaluation panel December 19, 2025, through May 16, 2025.

e. Proposers notified (recipients and non-recipients) by December 23, 2025.

f. Grant agreement development December 24, 2025, through December 31, 2025.

g. Grant cycle beings January 1, 2026.

* Dates subject to change, notification via OregonBuys addendum/amendment.

6. Contact Information

RFGP Sole Point of Contact (SPC)

All communications concerning this RFGP must be directed only to the sole point of contact named below via the manner described in Section 7 Questions/Requests for Clarifications. Any unauthorized contact regarding this RFGP with other State employees or officials may result in Proposal rejection. Any oral communications will be considered unofficial and non-binding.

Suzanne Christman, Procurement and Contract Specialist

OHA Office of Contracts and Procurement

500 Summer Street NE E-03

Phone (971) 283-4505

E-mail: Suzanne.christman@odhsoha.oregon.gov

7. Questions/Requests for Clarification

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

a. Be submitted through OregonBuys using the Q&A tab. You must be logged into OregonBuys to submit a question. All questions will be answered via the Q&A tab.

All questions/answer will be viewable to all who are logged into OregonBuys and this opportunity.

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

c. Be received by the due date and time for Questions/Requests for clarification identified in Section 7. “Timeline”.

8. Proposal Delivery

Proposal Packet comprising of a completed PDF file including Attachment 1 Proposal Information Form and the Project Narrative shall be submitted electronically through the OregonBuys website (https://OregonBuys.gov) under number S-44300-00015052.

To submit a proposal a Proposer must create an OregonBuys account.

Instructions to create an account can be found at the following link:

https://www.periscopeholdings.com/assets/uploads/misc/OregonBuys_Registrat ionGuide.pdf If you have questions about OregonBuys website, please contact the OregonBuys Supplier Help Desk at 855-800-5046.

Proposers are encouraged to submit Proposals well in advance of the deadline to allow time for in case of downtime or errors. In the event an Proposer receives an mailto:Suzanne.christman@odhsoha.oregon.gov https://www.periscopeholdings.com/assets/uploads/misc/OregonBuys_RegistrationGuide.pdf https://www.periscopeholdings.com/assets/uploads/misc/OregonBuys_RegistrationGuide.pdf error message at the time of submission of their Proposal, Proposers must contact the OregonBuys Helpdesk at 855-800-5046 to resolve submission issues to ensure Proposals are received by the deadline.

Proposers are encouraged to view the OregonBuys Supplier Resource page found at:

https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx

9. Content and Form of Proposal Packet

Proposers must follow the RFGP guidelines. Any proposals exceeding the word and page maximums will not be reviewed and returned to the Proposer. Proposals not meeting other RFGP requirements may be returned to Proposers upon administrative review/determination.

For the following documents, Proposers shall use 12-point font with margins of one inch on all sides. OHA suggests using American Medical Association (AMA) style for citing sources. When creating your Proposal packet, Proposers should consider using plain language that is clear, relevant, brief, and active. A plain language guide can be found at:

https://www.oregon.gov/das/Docs/plain_language_guide.pdf .

The Proposal packet shall include the following documents combined into a single PDF document uploaded to the OregonBuys E-procurement system with the naming convention:

OrganizationName_LastNameofMainContact_ OralHealthGrant

(Example: DentalTime_Christman_OralHealthGrant)

a. Proposal Information Form

Proposers must complete and submit the Proposal Information form provided in Attachment 1.

The Proposal Information Form also includes the Project Abstract Summary (no more than 500 words). The summary will be used to provide reviewers with an overview of the Proposal and will form the basis for the Proposal summary in grants management and program summary documents. Abstract should include a brief description of the proposed project, including target workforce need, goal(s), objectives, and outcomes. If your organization is awarded, the Abstract may be published on the Oral Health Grant Program website and in other online and hard-copy publications.

b. Project Narrative: The Project Narrative is the most important part of the Proposal since it will be used as the primary basis to determine whether or not a project meets the minimum requirements for a grant under the Oral Health Workforce Grant Program. The Project Narrative must provide a clear and concise description of the project, addressing documented shortages in the specified area https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx https://www.oregon.gov/das/Docs/plain_language_guide.pdf of a community’s oral health care workforce and access. The Project Narrative shall include the following components:

(1) Problem Statement (1 page maximum): Identify and define the workforce shortage and access problems, as well as contributing factors that will be addressed by the proposed project and activities. Describe and document (with data) the significance or prevalence of the problem or issues affecting the oral health care workforce shortage being addressed. Describe the populations in the community that will be prioritized by the program being proposed.

(2) Organizational Capacity (2 page maximum): The Proposal should include an organizational capacity statement describing how the Proposer agency (or the particular division of a larger agency which will have responsibility for this project) is organized, the nature and scope of its work, and the capabilities it possesses. This description should cover capabilities of the Proposer organization not included in the program narrative, such as any current or previous workforce strategies, relevant experience and/or the record of the project team. The Proposer should document significant experience with oral health integration and the expansion of mobile dental van services.

(3) Plan for Program Sustainability (2 page maximum): A detailed description of how the Proposer expects to sustain the proposed program after the 24-month implementation process. Ongoing sustainability beyond the awarded funds is a key factor considered in the review process.

(4) Evaluation Plan (1 page maximum): The evaluation plan must clearly articulate how the Proposer will evaluate their program’s effectiveness in expanding oral health care access within the targeted area. Evaluation effectiveness report shall be submitted to OHA’s CSIW Unit on a semi-annual basis for a 24-month period after being selected as the Recipient.

10. Proposal Evaluation and Selection Process

A grant review panel will review completed Proposals submitted by the deadline, which will include OHA staff with a deep understanding of oral health needs, community-based research, and program assessment methodologies. Proposals that fully address the two Program Goals listed above will be scored the highest. The grant review panel will score each completed Proposal based on the following criteria.

a. Factor 1: Project Abstract Summary and Problem Statement (10 points)

(1) Quality and soundness of the Abstract Summary and the description in the Problem Statement of the proposed project

(2) The nature and scope of the specific problem and/or issue(s) and proposed intervention.

(3) The depth and breadth of knowledge of the problem demonstrated by the Proposal.

b. Factor 2: Organizational Capability (20 points)

(1) Appropriateness of the Proposer’s organizational structure and organizational chart provided to implement the project as proposed

(2) Evidence of the organization’s ability to successfully conduct the proposed program.

(3) Demonstrated ability of the organization to effectively implement community or regional initiatives and manage multiple projects.

(4) Demonstrated ability to collaborate with other non-affiliated organizations.

(5) Appropriateness of defined roles and responsibilities of project staff.

(6) Extent to which the organization demonstrates its ability to collect and analyze project outcome data.

(7) Ability of your organization to use expertise and leverage existing resources to sustain the program into the foreseeable future.

c. Factor 3: Evaluation Plan (10 points total)

(1) The degree to which expected results are appropriate for the proposed objectives and activities.

(2) Appropriateness of the proposed methods for data collection, analysis and reporting.

(3) The quality and suitability of the Proposer’s outcome measures.

(4) The quality and soundness of a clearly articulated and detailed plan for tracking, assessing, and documenting progress toward achieving objectives, planned activities, and intended outcomes.

(5) The quality, soundness and clarity of the Proposer’s plan for measuring project outcomes and accomplishments.

(6) The potential for the proposed project to have a sustained impact on oral health care access in the community.

11. Recipient Requirements

If awarded, below are a list of reporting requirements the awarded organization is expected to adhere to over the course of the Grant:

a. Attend bi-monthly check-ins with OHA staff to monitor progress of the project and discuss barriers;

b. Provide an annual expenditure report for usage of Grant funds;

c. Send an annual report on patient utilization levels, current sites where services are being performed, and types of procedures being rendered by the mobile van services team; and

d. Report any barriers to operationalizing the project as soon as possible to OHA staff administering the Grant.

12. Proposal Rejection

OHA may reject a Proposer’s Proposal if the Proposer attempts to influence a member of the Evaluation Committee serving this RFGP solicitation opportunity.

13. Changes/Modifications and Clarifications

When appropriate, OHA will issue revisions, substitutions, or clarifications as addenda to this RFGP by uploading the addenda to OregonBuys. Changes and modifications to the RFGP shall be recognized only if in the form of written addenda uploaded to OregonBuys by OHA.

14. Reservation of OHA Rights

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

a. Amend or cancel this RFGP without liability if it is in the best interest of OHA to do so.

b. Waive any minor informality or non-conformance with the provisions or procedures of this RFGP.

c. Seek clarification of any Proposal.

d. Negotiate the program activities described in this RFGP.

e. Amend or extend the term of any Agreement that is issued as a result of this RFGP.

f. Engage Proposer(s) by selection or procurement for different or additional program activities independent of this RFGP process and any agreements entered into pursuant hereto,

g. Enter into direct negotiations to execute a grant agreement with a successful Proposer in the event that the Proposer is the sole Proposer to this RFGP, and OHA determines that the Proposer satisfies the minimum RFGP requirements;

and

h. Reject any Proposal upon finding that to accept the Proposal may impair the integrity of the solicitation process or that rejecting the Proposal is in the best interest of OHA.

15. Selection Notice

The apparent successful Proposer shall be notified in writing by OHA.

16. Release of Information

No information shall be given to any Proposer (or any other individual) relative to Proposal scoring while the RFGP review process is in progress.

17. Public Information

After recipients are notified, the grant solicitation file is subject to public disclosure in accordance with the Oregon Public Records Law (ORS 192.311-192.478). If any part of a Proposal is considered a trade secret as defined in Oregon Revised Statues 192.502(2) or otherwise exempt from disclosure under Oregon Public Records Law, the Proposer shall submit one additional copy of their Proposal that redacts only the exempt language. Any person may request copies of public information. However, copies of Proposals will not be provided until the evaluation process has been completed and the recipients are notified. Requests for copies of public information shall be in writing. Requestors will be charged according to the current OHA policies and rates for public records requests in effect at the time OHA receives the written request for public information. Fees, if applicable, must be received by OHA before the records are delivered to the requestor.

Information on how to request public information may be found here:

https://www.oregon.gov/oha/ERD/Pages/Records.aspx

18. Grant Recipient Requirements

Prior to signing a Grant Agreement

a. Grant Recipient must provide proof through a certificate of Insurance, of meeting the minimum Insurance Requirements which include:

(1) $1,000,000 per occurrence and $2,000,000 in aggregate in Commercial General Liability Insurance.

(2) $1,000,000 per occurrence and $2,000,000 in the aggregate in Professional Liability Insurance.

(3) Other insurance as may be required depending upon the nature of the project (i.e., auto insurance, etc.).

b. Grant Recipient must be registered with the Oregon Secretary of State Business Registry.

19. Grant Agreement Documents

The final Grant Agreement(s) for Recipients of this RFGP will be substantially in the form of Attachment 2, “Sample Grant Agreement”.

https://sos.oregon.gov/business/Pages/register.aspx https://sos.oregon.gov/business/Pages/register.aspx

2. Background/Purpose