14682-0 Request for Proposal.pdf

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STATE OF OREGON

COVER PAGE

Oregon Department of Human Services

Office of Developmental Disabilities Services

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-10000-00014682 for

OREGON INTERVENTION SYSTEM ADMININSTRATION

Date of Issue: October 9, 2025

Opening Date and Time: November 10, 2025 at 3:00 PM

Single Point of Contact (SPC): Burke Barnett, Procurement Specialist

Address: 500 Summer St., Suite E03

City, State, Zip Salem, OR 97301

Phone: 503-910-7821

E-mail: Burke.C.Barnett@odhsoha.oregon.gov

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.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 PROJECT OVERVIEW AND BACKGROUND

2.5 PURPOSE 9

2.6 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

SECTION 7: LIST OF ATTACHMENTS

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Human Services, (“Agency”), is issuing this Request for Proposal to find a Proposer to provide training and technical assistance on the Oregon Intervention System, a State approved behavior intervention system for Direct Support Professionals, Personal Support Workers and families who support individuals with developmental disabilities.

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

Agency anticipates the award of one Contract from this RFP.

The initial term of the Contract is anticipated to be two (2) years with options to renew up to a cumulative maximum of six (6) years.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Questions / Requests for Clarification Due October 20 2025 3:00 PM

Answers to Questions / Requests for Clarification Issued (approx.)

Within 10 business days of receipt

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Issuance of Notice of Intent to Award (approx.) Within 60 calendar days of Opening

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050 and DAS Delegation 649-1, as amended.

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Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

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

2.2.1 General Definitions

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

2.2.1.1 Addendum or Addenda means an addition to, deletion from, a material change in, or general interest explanation of, a Solicitation Document.

2.2.1.2 Affected Offeror means an Offeror whose ability to participate in a Procurement is adversely affected by an Agency decision.

2.2.1.3 Community Information Exchange (CIE) means a network of collaborative partners using a multidirectional technology platform to connect people to the services and supports they need.

2.2.1.4 Competitive Range means the Offerors with whom Agency will conduct discussions or negotiations if Agency intends to conduct discussions or negotiations in accordance with OAR 125-247-0260 or 125-249-0650.

2.2.1.5 Offeror means an individual, corporation, partnership, limited liability company, association, joint venture, governmental agency, public corporation, or any other legal or commercial entity who submits a Proposal in response to a Request for Proposals.

2.2.1.6 OregonBuys is the State of Oregon’s eProcurement system which replaced the Oregon Procurement Information Network (ORPIN) on July 1, 2021. This web based system automates Oregon’s procurement process.

2.2.1.7 Proposal means a written response to a Request for Proposals.

2.2.1.8 Proposer means the person or entity that submits a Proposal.

2.2.1.9 Responsible means meeting the standards set forth in OAR 125- 247-0640 or 125-249-0390(2), and not debarred or disqualified by the Authorized Agency under OAR 125-247-0575 or 125-249-0370.

2.2.1.10 Responsive means having the characteristic of substantial http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

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2.2.1.11 RFP means Request for Proposal.

2.2.1.12 Scope means the extent or range of view, outlook, application, operation, or effectiveness.

2.2.1.13 Work means the furnishing of all services, materials, equipment, labor, and incidentals necessary to successfully complete any individual item or the entire Contract and the carrying out and completion of all duties and obligations imposed by the Contract.

2.2.2 OregonBuys Terminology

2.2.2.1 An Amendment is a change or addition to a Bid Solicitation. An Amendment to a Bid Solicitation is the same as an Addendum to a Request for Proposals. OregonBuys modifications, if any, to this RFP will be made by written Amendment(s). Intent to Award notices will be posted as Amendments to the Bid Solicitation.

2.2.2.2 The Attachments described in Section 7 of this RFP are Attachments in OregonBuys. These Attachments must be downloaded from OregonBuys in addition to this RFP Document.

2.2.2.3 Bid or Bid Solicitation is the same as Request for Proposal. The Bid Solicitation number S-10000-00014682 is Agency’s Request for Proposals from qualified Vendors to provide communications consulting, marketing, and public relations services.

2.2.2.4 Bid Availability Date is the date and time the Bid Solicitation will be visible in OregonBuys for vendors to respond.

2.2.2.5 Bid Opening Date is the date and time after which vendor Proposals will no longer be accepted in OregonBuys.

2.2.2.6 A Quote is a Vendor’s response to a Bid Solicitation. The Vendor submits a Quote in OregonBuys using the Attachment documents provided by Agency in OregonBuys.

2.2.2.7 As used in OregonBuys, Seller or Seller Administrator may be the same entity as a Vendor, supplier, or the Offeror.

2.2.2.8 Vendor refers to the public or private entity that registers in OregonBuys to respond to Bid Solicitations or view awarded contracts and agreements.

2.2.3 Project Specific Definitions

2.2.3.1 Adult Foster Care has the meaning as defined in OAR 411-360- 0020(1).

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2.2.3.2 Associate's Degree is an undergraduate degree awarded after a course of post-secondary study lasting two to three years. It is a level of academic qualification above a high school diploma and below a bachelor's degree.

2.2.3.3 Bachelor's Degree means an undergraduate degree awarded by colleges and universities upon completion of a course of study lasting three to six years depending on the institution and academic discipline.

2.2.3.4 Child Caring Agency or CCA means a private (non-governmental) agency, organization, or school licensed by the Oregon Department of Human Services to provide care and services to children.

2.2.3.5 Community Developmental Disability Program or CDDP means an entity that is responsible for planning and delivering services for individuals with developmental disabilities according to OAR Chapter 411, Division 320. A community developmental disability program operates in a specific geographic service area of the state under a contract with Agency, Local Mental Health Authority, or other entity as contracted by Agency.

2.2.3.6 Community Partner means an individual or organization invested or involved in either an Individual with I/DD or the provision of services to Individuals with I/DD. Examples of a Community Partner may be self-advocate, family member, residential and employment provider, Brokerage, CDDP, Service Coordinator, Personal Agent, agency board member, or consultants.

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

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

2.2.3.9 Day Support Activities or DSA has the meaning defined in OAR 411-450-0020.

2.2.3.10 Developmental Disability has the meaning as defined in OAR 411- 317-0000.

2.2.3.11 Direct Support Professional or DSP means a paid employee responsible for providing developmental disability services to Individuals and whose wages are paid in part or in full through the Agency.

2.2.3.12 Functional Behavior Assessment or FBA has the meaning as set forth in OAR 411-317-0000.

2.2.3.13 Governmental Proposal means a Proposal submitted to Agency by a Governmental Proposer.

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2.2.3.14 I/DD means Intellectual and or Developmental Disabilities.

2.2.3.15 Individual means either a child or adult who experiences an Intellectual and or Developmental Disability that is eligible to receive services through ODDS.

2.2.3.16 Intellectual Disability has the meaning as defined in OAR 411-317- 0000.

2.2.3.17 Key Personnel or Key Persons means the person or persons on Proposer’s staff assigned to perform the Work under the Contract.

For Key Persons not identified prior to Proposal submission, a position description must be submitted.

2.2.3.18 Oregon Administrative Rules or OAR means the official compilation of rules and regulations, having the force of law in the U.S. state of Oregon. It is the regulatory and administrative corollary to Oregon Revised Statutes, and is published pursuant to ORS 183.360.

2.2.3.19 Office of Developmental Disabilities Services or ODDS means the Oregon Department of Human Services (ODHS) organizational unit that focuses on the planning of services, policy development, and regulation of programs for Individuals that have Intellectual or Developmental Disabilities.

2.2.3.20 OIS Instructor’s Manual means the policy and procedural guide which defines OIS roles, the requirements for OIS certification, and the manner in which OIS certification and training activities are conducted. The current version of the OIS Instructor’s Manual is the April 2025 version (Attachment H).

2.2.3.21 Oregon Intervention System or OIS means a system training, technical assistance, and credentialing to designated persons in positive behavior support and non-aversive behavior intervention rooted in person-centered best practices for people with I/DD. The system uses principles of proactive support and describes approved physical intervention techniques that are used only to maintain health and safety during a crisis.

2.2.3.22 OIS Independent Instructor means an instructor who is self-employed or not employed by a provider agency employing DSPs.

2.2.3.23 OIS Agency Instructor means an OIS instructor that works for a provider agency employing DSPs or other direct care workers.

2.2.3.24 OIS Mentor or Mentor means those instructors that have been reviewed and approved by the OIS-Steering Committee through an application process and have a desire to mentor new OIS instructors.

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2.2.3.25 OIS Parent means OIS training designed specifically for unpaid family caregivers.

2.2.3.26 OIS Steering Committee means a group of OIS Instructors, representatives from the Department and Community Partners who advise Agency on policy and procedures surrounding OIS curriculum, certification of OIS mentors and instructors, and accepted practices in behavior intervention techniques.

2.2.3.27 Positive Behavior Support means the evidence-based set of practices developed within fields of special education and behavioral psychology, based on philosophies of person-centered care, self-empowerment and autonomous decision-making.

2.2.3.28 Positive Behavior Support Plan or PBSP has the meaning as defined in OAR 411-317-0000.

2.2.3.29 Protective Physical Intervention or PPI means physical safety procedures that assist in keeping an individual protected from harming themselves or others through supportive measures, as taught in the Oregon Intervention System, which includes safeguarding interventions as defined in OAR 411-317-0000.

2.2.3.30 Project means the tasks and outcomes as defined in this RFP and reflected in the executed Contract.

2.2.3.31 Project Manager or Lead means the Proposer’s designated supervisor or point person, who will maintain responsibility for overseeing that the tasks and outcomes defined by this RFP and reflected in the executed contract are carried out. The Project Manager also serves as the primary contact person for Agency regarding work contained herein.

2.2.3.32 Regional Program(s) has the meaning as defined in OAR 411-320- 0020.

2.2.3.33 Senate Bill 710 or SB 710 means the Senate Bill 710 passed by the Oregon Legislature in the 2021 Regular Session which outlines the provisions for what is prohibited and permissible relating to restraint and involuntary seclusion of children in specific licensed or certified settings, including developmental disabilities residential facilities as defined in ORS 418.257.

2.2.3.34 Service Provider means a public or private community agency or organization or independent provider that provides recognized developmental disability services and is approved by the Agency or other appropriate agency to provide these services. For the purpose of this definition "provider", "program", "applicant" or "licensee" is synonymous with "service provider."

2.2.3.35 Support Service Brokerages has the meaning as defined in OAR

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411-317-0000.

2.2.3.36 Technical Assistance means the provision of specialized training designed to increase discrete skills in designated activities to a targeted audience. An example might be demonstrating behavioral intervention strategies for the direct support professionals of a residential program.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Agency’s Office of Developmental Disabilities Services (“ODDS”) purpose is to provide Oregonians, with an Intellectual and or Developmental Disability (“I/DD”), access to quality supports that are simple to use, responsive to their strengths, needs and choices, while they live and thrive as valued members of their community. ODDS seeks to increase awareness and access to the many services and supports they provide. ODDS strives to support choices of Individuals with I/DD and their families within communities by promoting and providing services that are person-centered and directed, flexible, community inclusive, and supportive of the discovery and development of each Individual's unique gifts, talents and abilities. ODDS is committed to service options that provide the opportunity to people with I/DD to have lives that are fulfilling and meaningful.

2.4 PROJECT OVERVIEW AND BACKGROUND

The Oregon Administrative Rules (OAR), Chapter 411, Divisions 303, 304, 320, 325, 328, 340 345, 346, 348, 360, 415, 435, and 450 require that programs funded by the Agency that may be required to engage in physical intervention with individuals receiving services, employ only techniques contained in an intervention program approved by ODDS. The State of Oregon has developed and implemented its own curriculum, titled Oregon Intervention System (OIS), for training and implementing the principles of Positive Behavior Support and a physical intervention response system for professionals who support individuals with challenging behaviors. The OIS is an approved system in accordance with these OARs. The OIS curriculum and related training materials are owned and distributed by the Agency. The OIS curriculum is currently the only curriculum approved for use in ODDS settings and must meet all requirements specified in OAR 411-303 and in Senate Bill 710 (2021 Regular Session).

OIS instructors must apply to participate in the OIS Instructor training program. The training program includes instruction, observation, co-training and solo training, the assurance of competency, and the issuance of time-limited certificates. Candidates are instructed and evaluated by OIS Master and mentor instructors. OIS instructors must participate annually in a recertification process. Current certification procedures are described in the Oregon Intervention System Instructor’s Manual, April 2025 version.

2.5 PURPOSE

The intent of the Project is to assure that OIS Community Partners maintain or develop the capacity to safely support Individuals with intellectual or developmental disabilities through the consistent application of positive behavior support philosophy, techniques, and procedures. The Project shall assist Community Partners to facilitate the use of safe, proactive behavioral supports for Individuals with intellectual or developmental disabilities funded to receive

DAS Procurement Services, Version 4.5 March 31, 2023 Page 10 of 29 community support. For other entities, such as Child Caring Agencies (CCAs), seeking safe, person-centered behavior intervention curriculum, OIS training will be made available according to a fee schedule set by the successful Proposer.

The successful Proposer shall demonstrate how they will partner with Agency to maintain the OIS and shall explain how they will support OIS instructors, the OIS Steering Committee, ODDS, and ODDS-contracted providers and case management entities. The successful Proposer will provide training and technical assistance on a statewide basis, and undertake efforts to increase access to certified OIS instructors in underserved geographic areas.

2.6 SCOPE OF WORK/SPECIFICATIONS

The Contractor shall provide for the ongoing coordination and management of OIS instructor certification and recertification process, and provide technical assistance, training, and networking activities to existing or potential OIS instructors. Contractor shall be responsible for determining the certification and recertification of all Oregon OIS instructors in accordance with the OIS Instructor’s Manual, to carry out the certification/decertification determinations made by OIS Steering Committee.

The Contractor shall manage the Project by providing training and technical assistance activities, updating and maintaining training materials as approved by OIS Steering Committee and Agency, recommend, concepts, best practices and resources to the OIS Steering Committee to support OIS instructors, the OIS Steering Committee, and ODDS.

The Contractor shall have a work plan based on the Scope of Work contained in this RFP, with measurable activities and timelines, and a performance-based budget for completing the activities described in the work plan. The Contractor’s work plan shall be approved by Agency and the associated budget shall be part of the Contract awarded by Agency.

2.6.1 Staffing Requirements

Successful Proposer shall:

2.6.1.1 Maintain adequate staff or subcontractor resources with the experience or skills needed to accomplish the work set forth in the Project. The Project personnel and governing board must include:

2.6.1.1.1 A designated Project Manager who shall serve as Agency’s primary contact. The designated Project Manager must have:

2.6.1.1.1.1 At least three years of project development, management or implementation experience in the field of I/DD services with demonstrated program management, policy development, communication and training skills; and

2.6.1.1.1.2 The lead instructor must have experience in training OIS and be able to meet the requirements of a master instructor per the OIS Instructor’s Manual. The Project Manager may also be the lead instructor.

2.6.1.1.2 The designated Project Manager must be able to:

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2.6.1.1.2.1 Attend either virtual or in-person monthly check-in meetings with Agency, or as upon requested; and

2.6.1.1.2.2 Respond to queries and/or questions about OIS within three (3) business-days.

2.6.1.2 Demonstrate that the Proposer’s organization has:

2.6.1.2.1 The ability to maintain high quality working relationships with Agency’s partners, including CDDPs, Support Service Brokerages, Service Providers and other Community Partners, and

2.6.1.2.2 The understanding of and ability to lead others by exhibiting and applying the values upon which the OIS is based, especially the values of dignity, respect, choice, positive behavioral supports, and person-centered thinking.

2.6.2 Training Requirements:

Successful Proposer shall:

2.6.2.1 Coordinate the provision of regularly scheduled trainings. The trainings shall be scheduled throughout the term of the Contract and shall consist of the following:

2.6.2.1.1 Conduct no less than five (5), forty-hour (40) OIS instructor training workshops per calendar year conducted in various locations throughout the state to certify new OIS instructors based on agency and regional requests.

2.6.2.1.2 Provide no less than three (3) recertification training workshops each calendar year, targeting certified OIS instructors on topics including, but not limited to, proactive behavioral support strategies and physical intervention practices in each regional area of the state. Proposer must submit a proposed description of the workshops including dates, agenda, course contents, and event plan for prior Agency approval.

2.6.2.1.3 Proposer must address in their proposed training workshop plan how they will:

2.6.2.1.3.1 Support an increase in the number of certified OIS instructors in underserved geographic areas; and

2.6.2.1.3.2 Meet the requirements of SB 710 (2021 Regular Session) for providers who work with Individuals with I/DD.

2.6.2.2 The successful Proposer shall be responsible for determining certification of new OIS instructors using criteria included in the most current version of OIS Instructor’s Manual. Proposer will submit a description of Proposer’s process to:

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2.6.2.2.1 Coordinate opportunities for observation and co-trainings with each new OIS instructor candidate. Contractor will coordinate opportunities for new instructors to observe & co-train with a certified Mentor or Independent Instructor, for purpose of providing review and evaluation of the new instructor’s skills.

2.6.2.2.2 Provide a formal review of each new OIS instructor following their initial training and mentorship. This process shall include on-site Technical Assistance when the new OIS instructor is providing training on positive behavior supports and physical intervention techniques.

2.6.3 Other Requirements:

Successful Proposer shall:

2.6.3.1 Commit to the vision and values of Oregon’s developmental disabilities service system, person-centered practices, and the philosophy of positive behavior supports.

2.6.3.2 Coordinate and facilitate the monthly OIS Steering Committee meeting for the purpose of:

2.6.3.2.1 Setting direction for the OIS project;

2.6.3.2.2 Providing oversight of curriculum and practices;

2.6.3.2.3 Approving and certifying all levels of OIS instructors; and

2.6.3.2.4 Reviewing and approving or denying physical technique modifications, according to relevant expert guidelines, for specific individuals when requested.

2.6.3.3 Provide written meeting minutes for the Steering Committee in a format acceptable to the Agency within ten (10) working days of the meeting. The meeting minutes and related documentation shall be provided to Agency’s designee and shall be made available to all OIS instructors.

2.6.3.4 Upon request by Agency, the successful Proposer may be assigned to participate in protective service investigation as OIS experts.

2.6.3.5 Comply with the following documentation requirements:

2.6.3.5.1 Update and distribute policy and procedure materials pertaining to the OIS system, OIS instructor levels and requirements, and any process revisions.

Updates and revisions must be reviewed and approved by the OIS Steering Committee and Agency designee before being finalized or distributed by Contractor.

2.6.3.5.2 Make necessary revisions to the OIS curriculum as appropriate. Updates and revisions must be reviewed and approved by the OIS Steering Committee and Agency designee before curriculum is used in training and

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2.6.3.5.3 Maintain written standards of certification for, and definitions of the roles of, each level of OIS instructor, the conditions under which an OIS instructor would lose certification, and the process involved in decertification. Updates and revisions to the standards and role definitions must be reviewed and approved by the OIS Steering Committee and Agency designee before implementation. Proposer shall address the proposer’s recommendations regarding simplification of the existing certification levels in their proposal.

2.6.4 Reporting Requirements:

Successful Proposer shall:

2.6.4.1 Establish, maintain, manage, and distribute data regarding the OIS system to the Agency designee, and must:

2.6.4.1.1 Provide ODHS reports and analysis of the data as requested by Agency;

2.6.4.1.2 Provide data on OIS instructor applicants, including date of application and date trained, OIS instructor names, certification levels, and attendance at required events within ten working days of the event;

2.6.4.1.3 Maintain and provide upon request data on the number and type of Technical Assistance requests from new trainees and the amount of time required for Technical Assistance each calendar quarter;

2.6.4.1.4 Maintain and provide upon request monthly data on the number of direct support professionals trained in OIS including county of employment, agency of employment, and level of certification; and

2.6.4.1.5 Provide information regarding scheduled OIS training and a list of certified OIS instructors on the Agency’s webpage.

2.6.4.2 By January 1, 2027, establish, maintain, and manage a publicly searchable database of OIS instructors and their credentials, including but not limited to their name, instructor identification number, and dates of certification.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.1.1 Proposer’s lead instructor must meet the experience requirements of a master instructor as follows, and must be easily identifiable by Agency:

3.1.1.1 Have six years of active and continuous experience teaching OIS; and

3.1.1.2 Have four consecutive years as a Mentor instructor; and

3.1.1.3 Have experience teaching OIS in at least three of the following program areas:

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3.1.1.4 Meet one of the following levels of training or experience:

3.1.1.4.1 A Bachelor’s degree in a behavioral science, social science, education or a related field; or

3.1.1.4.2 An Associate’s degree in a related field with six years’ experience developing and implementing Functional Behavior Assessments (FBAs), Positive Behavior Support Plans (PBSPs), and behavioral data systems for individuals with intellectual and/or developmental disabilities; or

3.1.1.4.3 Eight years’ experience in developing and implementing FBAs / PBSPs and behavioral data systems for Individuals with I/DD; and

3.1.1.4.4 Have been certified as a master instructor by OIS using an equivalent combination of education and experience approved by the OIS Steering Committee.

3.1.2 Proposer must be available to start Work immediately upon contract execution.

Proposer will need to provide evidence of this availability in the Proposal.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Executive Summary

• Technical Application

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Price Proposal Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Key Persons and Resumes

3.2.2 Proposal Page Limits

Proposal is limited to ten (10) pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check forms

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• Price Proposal

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

3.2.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in OregonBuys Vendor Formal Solicitation Response.pdf for electronic submission.

The Price Proposal must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure

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

3.2.4 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Technical Proposal

3.3.1.1 Experience

Describe Proposer’s experience performing the Work described in this RFP (2.6) including, but not limited to:

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

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3.3.1.1.1 Experience with project design, coordination, facilitation and quality assurance;

3.3.1.1.2 Experience in designing, training and technical assistance, and implementing training curriculum targeting OIS instructors and potential new OIS instructors across the state of Oregon; and

3.3.1.1.3 Capacity to begin and continue the Work for the period described in this RFP. Include names and addresses of any government or private agencies with which the Proposer has contracted to provide services within the last three years. Explain how this project will be managed separately from other contracts or responsibilities.

3.3.1.2 Organizational Capacity

Describe your organization’s capacity to:

3.3.1.2.1 Conduct no less than five (5) forty-hour (40) OIS instructor workshops per calendar year on a statewide basis;

3.3.1.2.2 Conduct no less than one (1) annual training workshop each year, targeting all instructors and Mentors on topics, including but not limited to, behavioral support strategies and physical intervention practices;

3.3.1.2.3 Conduct no less than three (3) recertification of master instructors each calendar year; and

3.3.1.2.4 Provide opportunities for observation and co-trainings with each new OIS instructor candidate.

3.3.1.3 Fiscal Stability

Briefly describe your experience with, and current strategies for, ensuring that the business is conducted in a fiscally responsible manner and remains financially solvent through the proposed contract period. If a corporation (as opposed to an individual):

identify the staff or board members that have fiscal responsibilities; and include a copy of the last fiscal review or audit, or, if a “new” business, include a copy of a business plan completed within the last year.

3.3.1.4 Project Implementation

Please briefly describe how you will ensure:

3.3.1.4.1 On-going coordination and management of the OIS re-certification process for training and technical assistance activities at least three hundred and fifty (350) existing or potential OIS instructors;

3.3.1.4.2 Activities and processes to determine certification, and re-certification and de-certification of OIS instructors: and

3.3.1.4.3 How these activities will be accomplished.

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3.3.1.5 Reporting

Provide specific information on:

3.3.1.5.1 How data will be managed and distributed; and

3.3.1.5.2 The format and distribution of OIS committee meeting minutes.

3.3.1.6 Key Persons and Resumes

3.3.1.6.1 Specify key persons to be assigned to this Project, and include a current resume (not to exceed two pages each) for each individual that demonstrates qualifications and experience for the requested services including OIS training experience and certification status.

3.3.1.6.2 Explain how the requirements for master instructor will be met. If the respondent is a corporation or other business with work in addition to OIS, include an organizational chart and explanation of business decision authority.

3.3.2 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

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

3.3.3 References

Provide two (2) completed Reference Check Forms from current or former community partners within the developmental disabilities services field for similar projects performed for any clients within the last five (5) years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, returned to the Proposer and submitted with the Proposal.

3.3.4 Price Proposal

Submit a detailed Price Proposal (Attachment E) for each training activity identified in the Scope of Work electronically though OregonBuys.

Provide a detailed cost proposal for each activity identified in Section 2.6, Scope of Work. If applicable, the cost proposal must include estimated Contractor revenue from training fees charged to participants. Proposed travel reimbursement cannot exceed approved State rates.

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SECTION 4: SOLICITATION PROCESS

4.1PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will NOT be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via an OregonBuys submission or email;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

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

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Contract Negotiations Section 5.4.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

https://oregonbuys.gov/

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4.4.3 Requirements for Protests

4.4.3.1 All protests must:

4.4.3.1.1 Be delivered to the SPC via email;

4.4.3.1.2 Reference the OregonBuys bid number;

4.4.3.1.3 Identify prospective Proposer’s name and contact information;

4.4.3.1.4 Be sent by an authorized representative;

4.4.3.1.5 State the reason for the protest, including:

4.4.3.1.5.1 the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and

4.4.3.1.5.2 evidence or documentation that supports the grounds on which the protest is based; and

4.4.3.1.6 State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason.

A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys

Proposal submission should be electronically through OregonBuys. at: OregonBuys.gov.

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

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

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4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation.

A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.2 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

4.9.1 Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

4.9.2 Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

4.9.3 Proposer fails to meet the responsibility requirements of ORS 279B.110.

4.9.4 Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

4.9.5 Proposer attempts to influence a member of the Evaluation Committee.

4.9.6 Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with

OAR 125-247-0470.

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4.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Selected Proposer(s) shall submit a signed Responsibility Inquiry form (Attachment G) within 5 Business Days of receipt of Intent to Award notice.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

4.10.2 Evaluation Criteria

SCORE EXPLANATION

5 10

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

4 6 – 9 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

2-3 5 ADEQUATE – Response meets all requirements in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

1 1 – 4 FAIR – Proposer meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

0 0 RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

4.10.2.1 Evaluation Item 1: Experience (Section 3.3.1.1)

4.10.2.1.1 How well does Proposer describe their experience with project design, coordination, facilitation, and quality assurance? (10 points)

4.10.2.1.2 How well does Proposer describe their experience in designing, training and providing technical assistance, and implementing training curriculum targeting OIS instructors and potential new OIS instructors across the State of Oregon? (10 points)

4.10.2.1.3 How well does Proposer describe their capacity to begin and continue the Work for the period described in this RFP, including a description for how

DAS Procurement Services, Version 4.5 March 31, 2023 Page 22 of 29 this project will be managed separately from other contracts or other responsibilities? (10 Points)

4.10.2.2 Evaluation Item 2 : Organizational Capacity (Section 3.3.1.2)

4.10.2.2.1 How well does Proper describe their capacity to conduct no less than five

(5) forty-hour (40) OIS instructor workshops per calendar year on a statewide basis? (10 Points)

4.10.2.2.2 How well does Proposer describe their capacity to conduct no less than one (1) annual training workshop targeting all instructors and Mentors on topics including, but not limited to, behavioral support strategies and physical intervention practices? (10 Points)

4.10.2.2.3 How well does Proposer describe their capacity to conduct no less than three (3) recertification of master instructors each calendar year? (5 Points)

4.10.2.2.4 How well does Proposer describe their capacity to provide opportunities for observation and co-trainings with each new OIS instructor candidate?

(5 Points)

4.10.2.3 Evaluation Item 3: Fiscal Stability (Section 3.3.1.3)

4.10.2.3.1 How well does Proposer describe their experience with, and current strategies for, ensuring that the business is conducted in a fiscally responsible manner and remains financially solvent through the proposed contract period? (10 Points)

4.10.2.4 Evaluation Item 4: Project Implementation (Section 3.3.1.4)

4.10.2.4.1 How well does Proposer describe their on-going coordination and management of the OIS re-certification process for training and technical assistance activities of at least three hundred and fifty (350) existing or potential OIS instructors? (10 Points)

4.10.2.4.2 How well does Proposer describe the activities and processes to determine certification as well as re-certification and de-certification of OIS…