| 1 | | | The Oregon Housing and Community Services Department ("Agency") has issued this Response to Questions document for RFP #6076, Wildfire Recovery Technical Assistance through Smartsheet. |
| This document is not an Addendum to RFP #6076 and does not change the requirements of this RFP. Answers given to the below questions that were submitted by prospective proposers are for clarification purposes only. This document will be updated as Agency responds to questions received. See the Posted Date column for the most recent response. |  |
| 2 | | | |
| 3 | |  | Question Received |
| Agency Response | Date Agency Posted Response |
| 4 | | | Is there an incumbent vendor currently providing these or similar services? |
| Agency has a consultant to help support the Oregon Disaster Housing Task Force. There is not a duplication of services, but an opportunity for complimentary services. | 02/18/21 |
| 5 | | | Does OHCS anticipate work will be performed remotely, onsite or a combination of both? |
| During COVID-19 the work will be occurring remotely, however, if and when there is availability to meet in person there would be the opportunity for some onsite work. | 02/18/21 |
| 6 | | | Will the state apply the use of a local preference in the scoring of proposals? |
| For this RFP, there are no preference points for local proposals. | 02/18/21 |
| 7 | | | Page 14, Section 4.9.3, Paragraph Number 5: The Cost Proposal requires an inclusive hourly rate; does the OHCS want this broken down into a single hourly blended rate for all individuals across the project or would the organization prefer a more efficient labor category and rate chart? |
| In addition to the information required in Section 4.9.3 Round 1 Evaluation Criteria, #5, please include the labor category and rate chart. | 02/18/21 |
| 8 | | | Page 13, Section 4.9.3, Paragraph Number 3: For Project Teams' Qualifications, Role on the Team, and Years of Experience and Expertise, the OHCS noted "10 preference points will be given for a firm's cultural diversity and equity experience, which includes the two Key Persons’ experience listed in Attachment D." Attachment D is the reference contact information for prior clients, is this the correct attachment to include for "a firm's cultural diversity and equity experience"? |
| See Addendum #1. | 02/18/21 |
| 9 | | | RFP Section 2.4 Scope of Work - Housing Program Design Services, Page 6, RFP Language: Help Agency understand options, including costs and economics, to run an internal housing mission (as opposed to FEMA) for wildfire impacted communities. This includes helping Agency create a temporary to a permanent housing strategy. Related Questions: 1. Is OHCS requesting guidance on how to run a housing recovery program using non-federal state-only resources?
2. Is OHCS seeking guidance on the use of funds from other Federal non-FEMA resources for housing recovery programs?
3. Should the temporary to permanent housing strategy include FEMA and other federal resources for recovery? |
| 1. Agency is requesting guidance on housing recovery programs using federal and state resources.
2. Yes, Agency is seeking guidance on the use of funds from other Federal non-FEMA resources for housing recovery programs.
3. Yes, the temporary to permanent housing strategy can include FEMA and other federal resources for recovery. | 02/18/21 |
| 10 | | | RFP Section: 4.9.3 Round 1 Evaluation, Page 13
3. Project Teams’ Qualifications, Role on the Team, and Years of Experience and Expertise (Total maximum 20 points). Up to 10 preference points will be given for a firm’s cultural diversity and equity experience, which includes the two Key Persons’ experience listed in Attachment D. - Proposer must provide written statements that address the following:
a. Describe Proposer’s key person or proposed project team and summarize the qualifications of each staff person who will be assigned to this work, including the role of each staff member, the numbers of years of related experience, and their expertise. Explain where the project team would be located. Please relate this experience back to specific requirements of the Services so that we can see all requirements are well covered.
b. Describe the equity analysis within the organization. Identify the cultural diversity of the intended project team. Illustrate experience in assessing culturally specific strategies for delivery.
Related Questions:
• The RFP mentions “two key persons” listed in Attachment D, but Attachment D requests 3 references.
1. Is OHCS requesting only two key personnel for the response? If so, can OHCS elaborate on titles for these personnel. Our understanding is that the RFP allows the proposer to identify key persons as needed.
2. Please explain the tie between Attachment D (references) and the requested two key persons from section 4.9.3
3. Are the references requested in Attachment D specific to the key persons/personnel proposed or for the proposer?
4. Can OHCS please elaborate on the manner in which the 10 preference points will be earned? |
| Please see Addendum #1. Preference Points will be evaluated based on response to the evaluation items and applicability to associated definitions/requirements. Attachment D should include the two Key Persons that worked with prior clients. | 02/18/21 |
| 11 | | | RFP Section: 4.9.3 Round 1 Evaluation, Page 13
Cost Proposal: The cost proposal language from the RFP states the following “Proposal that explains how Proposer prefers to charge for the Work including an all-inclusive hourly rate. Also include a Cost Proposal stating the price for each deliverable category found under the Scope of Work section and the total price for the entire project. Include a breakdown of expenses including travel.”
Related Questions:
1. Pricing is requested related to each “deliverable category” found under the scope of work. The scope of work describes activities to be undertaken, but not necessarily specific deliverables. Does OHCS have specific tangible deliverables the proposer should price to or should the proposal create these deliverable categories based on our understanding of the scope of work?
2. Can OHCS please provide information regarding where it is anticipated the majority of work to take place (percentage of onsite and remote work anticipated/preferred)? |
| 1. The Cost Proposal is based on how you will charge for the work listed in the Scope of Work and the Proposer creates the price for categories based on the items listed in the Scope of Work in the RFP. See Evaluation Question 5.
2. Due to COVID, we anticipate the majority of work to take place remotely until widespread vaccination is available; at that time we will work with the selected contractor to discuss opportunities for onsite work. | 02/18/21 |
| 12 | | | Attachment H – Separate Attachment
Attachment H describes one of the characteristics of a culturally specific organization is that the majority of staff and leadership are from the “community being served.”
Related Question:
1. How does OHCS define the community being served under this RFP?
2. Would the community being served be considered the state of Oregon, the impacted communities, etc.? |
| 1. Page 1 of Attachment H has related definitions. See Addendum #1 for additional definitions and changes.
2. The impacted communities being served. | 02/18/21 |
| 13 | | | Sections 3.2.4 Authorized Representative and 3.2.2 Proposal Page Limits. Please confirm that a Cover Letter- following the Cover Page and preceding the Table of Contents with a signature from the Authorized Representative- is not included in the 20-page limit? |
| Please refer to section 3.2.2 for items not counted toward the page limit. | 02/18/21 |
| 14 | | | Attachment B, Disclosure Exemption Affidavit, pages 1 of 3. Some of the required fields contain instructions for the Proposer. Can the Agency please provide a blank form either in Word or as a fillable PDF for Proposers to complete? |
| There is a Word version available in Addendum #1. | 02/18/21 |
| 15 | | | Attachment B, pages 1&2 of 3. Please confirm that references made to “Exhibit A” in Attachment B, paragraphs 4 and 5 are in reference to Exhibit A to Attachment B and not Exhibit A, the “Statement of Work” of the RFP in Attachment A? |
| Exhibit A referenced in Attachment B is for Attachment B (Disclosure Exemption Affidavit). See #4 in Attachment B (Disclosure Exemption Affidavit). | 02/18/21 |
| 16 | | | Attachment B, Disclosure Exemption Affidavit. Considering the national effort to reduce the spread of COVID-19, is the Agency amenable to waiving the notary requirement on Attachment B, Disclosure Exemption Affidavit form ? |
| See Addendum No. 1. Yes, the Agency will waive the notary requirement (Attachment B) for this RFP. | 02/18/21 |
| 17 | | | Attachment D, Reference Contacts. The description of services sections for each of the references required do not have enough space for Vendors to provide descriptions of their services. Please confirm additional pages may be included for the description of services. |
| See Addendum No. 1 | 02/18/21 |
| 18 | | | Attachment F, response fields does not provide enough space for Proposers to provide explanations for questions that may require explanation. Please confirm if Proposers can provide their responses on a separate page(s). |
| See Addendum No. 1. Yes, attach additional pages if needed. | 02/18/21 |
| 19 | | | Page 13, #3 Project Teams’ Qualifications, Section b. Describe the equity analysis within the organization. Identify the cultural diversity of the intended project team. Illustrate experience in assessing culturally specific strategies for delivery. Please provide additional information for clarification.
a. Are you looking for team employee information based on race/gender?
b. Can you provide further clarification on what you mean by “culturally specific” strategies for delivery?
c. And can you please clarify what the “equity analysis within the organization” should specifically address? |
| A-C. See Addendum No. 1.
B. This could include strategies to increase cultural diversity within the organization. It should also include a discussion of how they are responsive to the unique needs of culturally specific and diverse communities (i.e. Black/African American, Native American, Latino/a/x, Asian and Pacific Islander, LGBTQ+, etc.) in their service delivery strategies. For example, if they are working with a community that includes agricultural workers who may not have documentation, the strategies they propose to meet those needs should include an understanding of how that could impact that community’s ability to receive services, supports, financial assistance, etc., along with their plan to outreach to that community to understand all vantage points of the need and potential solutions. | 02/18/21 |
| 20 | | | Are subcontractors required to complete the following forms, or is it the sole responsibility of the prime contractor to complete these forms?
• Attachment E – Certified Disadvantaged Business Outreach Plan
• Attachment F – Responsibility Inquiry
• Attachment H – Culturally Specific Organization |
| This is the responsibility of the prime contractor (the "Proposer"). | 02/18/21 |
| 21 | | | Sec. 4.9.3. requires respondents to “include a minimum of two (2) similar work samples within the last seven (7) years relevant to the Services required herein.” Work samples are not among the list of documents in Sec. 3.2.2 which are exempted from the page limit. Please clarify whether work samples will be counted against the 20-page limit. |
| See Addendum No.1 | 02/18/21 |
| 22 | | | Proposed changes to Sample Contract (Attachment A) were submitted. |
| Agency intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A). | 02/18/21 |