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Request for Written Quotations – Technical Support – Tobacco Prevention Policy Initiatives

| June 11, 2014
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Lane County, Oregon


Written Quotations – Technical Support – Tobacco Prevention Policy Initiatives

DEPARTMENT:      Health & Human Services

DIVISION:               Public Health

PROGRAM:            Prevention

CONTRACT PERIOD:  Request for services, June, 2014 through June, 2015

RESPOND BY:                    Written Quotations must be received NLT 3:00 p.m. on  Monday, June 23, 2014

ESTIMATED VALUE OF RESULTING CONTRACT:  $48,000 (for the thirteen month period, June, 2014 – June, 2015)

NOTICE/SERVICES:  Lane County, on behalf of HHS/Public Health Prevention Program, seeks written quotations from eligible organizations to provide high-level technical support and capacity building opportunities for Public Health Division staff and partners in their efforts to advance the following tobacco prevention policy initiatives.  These initiatives are in alignment with Lane County’s Community Health Improvement Plan (CHIP), Tobacco Prevention and Education Program (TPEP) grant, and Strategies for Policy and enviRonmental Change (SPArC) Tobacco-free grant.

The County reserves the right to reject any and all quotations, when it is in the public interest to do so.


  1. Support partners at the City of Eugene in their efforts to create new tobacco-free environments within the City of Eugene.  Likely activities in support of this initiative are:
    • Develop an interview guide and administer in person with key staff from social service organizations that serve the underserved in Eugene.  Data collection will include, for example, information about the various agencies’ tobacco-free policies (or interest in tobacco-free policies) and support for cessation among staff and clients (or interest in providing cessation support)
    • Assist with the development of tobacco-free campus policy implementation and enforcement plans and sustainable cessation support system planning with interested partners identified though above interviews.
    • Develop guide, determine appropriate survey locations, and administer in-person interviews to collect input from people from vulnerable populations (homeless, at risk youth and others).
    • Develop an online survey to collect data on public attitudes about tobacco control.  Questions will include, for example, support for tobacco cessation initiatives, creating tobacco free environments and alternative products, such as e-cigarettes.
    • Develop data collection instrument and conduct additional outreach with businesses in the identified geographic area(s) regarding employers/employees in the area and identification and systematic promotion of tobacco cessation benefits.
    • Work with Public Health and CCO staff to identify and implement sustainable systems to support the provision of tobacco cessation services to vulnerable populations who are Medicaid clients.
    • Develop and assist with facilitation of meetings of a Healthy Eugene Business coalition or committee within the Eugene Chamber of Commerce in order to support policy change efforts.
    • Develop an interview guide and interview service providers who work in jurisdictions that have passed similar policies.  Identify lessons learned and develop messaging to share with partners as appropriate.
    • Work with local partners (public health staff, H&HS Department PIO) and state media staff to assist in the development and implementation of a media plan (paid, earned, social) to support overall objectives for areas #1 and #2 below.
    • Assist with the development and delivery of presentations related to assessment findings and facilitate discussion between key leaders at public and private organizations including, but not limited to, the CHIP Core Team and Steering Committee
  1. Provide technical support and capacity building opportunities to Public Health staff in their efforts to support the Lane County Board of Commissioners/Board of Health’s interest in supporting the CHIP’s tobacco retail licensure strategy 

Consideration of a possible Ordinance that might  include: Licensing system with fees requiring tobacco retailers to obtain a license to be renewed annually with to be determined enforcement agency(s); Fees of sufficient amount to cover all administrative and enforcement costs; Provision stating that a violation of any existing local, state or deferral tobacco regulation violates the license; Financial deterrents through fines and penalties including the suspension and revocation of the license; Retailers that sell any form of tobacco and/or electronic smoking devices; and a provision banning the sale of electronic smoking devices to minors

  • Identify and analyze e-cigarette policies in other jurisdictions (outside of Lane County).
  • Analyze e-cigarette retailer point- of- sale assessment data and evaluate e-cigarette policy options.
  • Assist with the facilitation of a forum/meeting with tobacco and e-cigarette retailers to present proposed policy, collect feedback and increase buy-in.
  • If warranted, assist with the creation of policy briefs for e-cigarette regulation for consideration by decision makers.
  • Conduct interviews with decision makers as necessary and based upon data collected confer with Prevention staff to determine appropriate next steps with leaders.
  • Possible engagement with Prevention staff in efforts to build support from every incorporated city in the county to adopt parallel ordinances.
  • Collaborate with Public Health staff and partners who work with and in schools to reach out to school districts on e-cigarettes.  Provide assistance to districts on including a prohibition against e-cigarettes in existing tobacco-free policies.  Identify school partners and students interested in engaging on this issue.
  • Coordinate work with Prevention staff with the CCO Clinical Advisory Panel, Mental Health Advisory/Local Alcohol & Drug Planning Committee, and other relevant groups to determine how to reach out to mental health and substance abuse providers on e-cigarettes, promotion of cessation benefits, and implementing systems to screen, treat, and refer for tobacco cessation.  Identify associated partners interested in engaging on this issue.
  • Coordination with Prevention staff in supporting the implementation of next steps to move forward a tobacco retail policy or policies across Lane County.

REQUIREMENTS (please address all of these elements in your response):

  • Demonstrated ability to develop and conduct health attitudes polling or surveying.  Please provide copies or links to related polling/surveying conducted within the past two years.
  • Experience with tobacco cessation & prevention policy planning required.  Please briefly reference experience in this field. Experience working with public/government institutions.  Please provide at least two examples and reference contact information.
  • Demonstrated data collection/analysis experience.  Please describe this experience.
  • Please describe any policy development or consensus building experience over the past 2 years.
  • Describe any relevant experience in Lane County and/or working with Lane County Public Health/Prevention.
  • Please describe any public relations experience, ability to develop a media plan and to garner “earned” placements.


The successful Respondent must –

  • establish themselves as an independent contractor under the standards of ORS 670.600
  • be willing to defend, indemnify and hold the County, its officers, agents and employees harmless from all damages, losses and expenses including but not limited to attorney fees and to defend all claims, proceedings, lawsuits and judgments arising our of the contractor’s performance or failure to perform the contract
  • meet applicable Oregon Administrative rules and provide proof of professional and/or general liability insurance coverage, which shall name the County as a named insured by endorsement and shall be primary and non-contributory.
  • have administrative, technical and physical safeguards in place, as referenced in ORS 646A.622(2) to protect the security, confidentiality and integrity of personal information covered by ORS 646.600 et. seq. (Oregon’s Consumer Identity Theft Protection Act)
  • have a current, approved management qualifications packet on file with Lane County Health & Human Services, or complete the management qualification process, prior to the date of contract issuance.
  • be an equal opportunity employer
  • have administrative, technical and physical safeguards referenced in ORS 464A.622(2) to protect the security, confidentiality and integrity of personal information covered by ORS 646.600, et. seq. (Oregon’s Consumer Identity Theft Protection Act).
  • accept that the terms of the contract will be interpreted according to and subject to the laws of the State of Oregon
  • willing to provide a certificate of insurance coverage, naming Lane County and the Oregon Health Authority as additional insureds, prior to execution of the contract with the County.  The insurance type and limits shall be consistent with Oregon Health Authority requirements:  $1,000,000 in auto insurance and $1,000,000 in general liability coverage.

QUOTATION:  Should include all costs associated with providing the services outlined above, under “Solicited Services” and, if applicable, “Requirements”.

RESPONSE FORMAT: Please provide a narrative response to this solicitation that details the experience and expertise that will permit your organization to provide the services solicited.  In your response, please outline:

  • an implementation plan
  • a timeline
  • mechanism for consultation with Lane County Prevention staff
  • itemized response that confirms your organization’s ability and willingness to provide the services detailed under “Solicited Services” and “Requirements” above.
  • include a budget outline indicating total anticipated expenditures, by category (salaries, overhead, supplies, transportation, “other”).

Please note:  The response should be no more than 15 pages.

RESPONSES:  Interested individuals should respond with a written quotation in the format state above by 3 p.m. on Monday, June 23, 2014.

Collette M. Christian
Health & Human Services/Administration
151 W. 7th. Avenue, Room 520
Eugene, OR 97401

Electronic submissions are permitted and should also be received by 3 p.m. on Monday, June 23, 2014.  Please send to:  [email protected].

Appropriate accommodations can be made upon notice of individuals with disabilities who wish to respond.  Lane County is an Equal Opportunity Employer.

PROCEDURE:  A committee of three prevention team members will rate the proposals based on the “Requirements” enumerated above and the other information requested under “Response Format” above and will rank order the responses.

Category: Data/Research

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