15139-0 1st QA.pdf

1st Q&A - S-10000-00015139

SACU Project Management

1. Question 1: Can the State extend the Closing (Due Date and Time to submit Proposals) by one week to allow more time for vendors to submit quality responses?

a. Yes, the State can extend the closing date by one week to explore a larger pool of responses.

2. Question 2: Can the state provide clarity on co-location expectations throughout the course of the 36 month project?

a. The project may be completed through a combination of remote work and scheduled in person meetings as determined by ODDS.

3. Question 3: On page 8, section 1.2 of the SOW Template, it is stated that the implementation plan should position SACU as a short term crisis stabilization resource within 18 months. Can the state clarify if that is 18 months beginning on September 1, 2026 upon approval of the

a. The expectation per budget notes is 1) Bring SACU into full HCBS compliance, and 2) develop and operationalize a short-term crisis response program to support the IDD Community statewide. The September 30, 2026, deadline is for the submission of the proposed plan to the legislature. Implementation is to begin no later than July 1 of 2027.

4. Question 4: On page 9, section 1.2.8, it states that the initial phase of the redesign operational plan should begin no later than July 1, 2027. Can the state confirm that this date is in reference to implementation for section 1.3 of the SOW template and Track 2 of the current Strategic Plan?

a. The July 1, 2027, implementation date is tied to the launch of the full SACU redesign effort as required by Section 1.2.8. Section 1.3 is not a separate track, it is part of the same redesign work informed by the HSG Strategic Plan. The Strategic Plan serves as the guide for developing the legislatively required operational plan, which must be ready to begin implementation by July 1, 2027.

5. Question 5: Is the vendor that developed the April 2025 SACU Proposed Strategic Plan prohibited from responding to this RFP?

a. No.

6. Question 6: Was a similar team established and used as part of development of the Stabilization and Crisis Unit (SACU) Proposed Strategic Plan (April 2025)? If so, is there a desire by the Department to use this same team as part of the proposed work outlined within this SOW?

a. If possible, yes, but is not required.

7. Question 7: Is the SACU Transition Leadership Team referenced at 1.2.1 the same or different than the planning team referenced at 1.1.2?

a. Both will consist of the same individuals.

8. Question 8: How many existing workgroups does the Department anticipate the selected vendor to support? Please include information about how often these groups meet and in what manner (e.g., in-person, virtual).

a. Currently there are 3-5 internal SACU Advisory Groups, three of which are active at this time. Meetings occur monthly.

9. Question 9: Is the detailed legislative report on the operational redesign plan and Oregon’s Crisis Response System referenced at 1.1.15 the same as the Legislative Redesign Operational Plan referenced at 1.2.8?

a. Yes.

10. Question 10: Are labor leaders intended to be included in the SACU Transition Leadership Team?

Note that they are not listed in 1.2.1.

a. No.

11. Question 11: The April 2025 SACU Proposed Strategic Plan references an independent contractor to co-create, with residents and family/trusted supporters, a comprehensive person-centered transition plan for each resident. Has this independent contractor been procured and/or what is the timeline of this procurement specific to 1.2.2 Develop Person-Centered Planning for All Individuals.

a. Not procured as part of this process. SACU is not interested in outsourcing a contractor to develop individual plans.

12. Question 12: Please confirm that the selected vendor will create a comprehensive Person- Centered Planning process for SACU and that they will not be responsible for developing person-centered plans for each person receiving services at SACU as this is typically the responsibility of the case manager with support from the interdisciplinary team (including the member).

a. Not as part of this procurement.

13. Question 13: What instruments are currently used to assess the acuity and associated needs of people currently supported through SACU? Who completes these assessments and how often are they completed?

a. Oregon Needs Assessment is currently utilized. Functional Analysis and Behavior Plans, Ongoing Individual Support Plan reviewed ongoing by ISP Teams and Case Management entities.

14. Question 14: For the 48% of individuals living in adult homes who can make their own planning decisions, do these decisions include being able to select a different provider of residential and other home and community based services?

a. Yes, all individuals in care have the choice of where they want to live in compliance with HCBS requirements.

15. Question 15: It is noted that a new Medicaid Authority will be chosen during Month 1, the practice model under the new Medicaid Authority outlined in Month 2, and finalized in Month 3. What is the timeline the Department expects to receive CMS approval of the new Medicaid Authority?

a. The expectation is that the contractor will advise on the best path forward to meet the development need and timelines. CMS approval itself occurs outside the scope and timeline of this process.

16. Question 16: It is noted that the person-centered transition plans are to be implemented in cohorts with a proposed timeline that transitions 50% of current residents by Month 9 and any remaining planned transitions to be initiated in Month 13. There is also reference to completing transition of all long-term SACU residents during Phase 4 of Track 2 (Months 17-18). Please confirm the expectation that all current residents will be transitioned from the current SACU homes and the timeframe for accomplishing this.

a. The SOW does not require that all current SACU residents be transitioned out within the project timeline. The timelines shown in the HSG report are planning guides, not mandates. The Contractor’s role is to develop the transition process and framework, while actual transitions will occur over time based on individual needs, provider capacity and system readiness.

17. Question 17: As this opportunity notice is identified as a REVISED Exhibit D, please provide a copy of the original Exhibit D.

a. The “Revised” was implemented when the Price Agreement was renegotiated and we do not currently have access to the original Exhibit D. Additionally, the original Exhibit D is not relevant to this solicitation.

18. Question 18: The schedule has a due date for questions/clarifications on December 3, 2025. When does the Department anticipate answers to submitted questions? Will these be answered on a rolling basis, or all at once?

a. They will be submitted all at once through OregonBuys as soon as possible.

19. Question 19: It is suggested that Contractors be able to propose their most qualified staff to perform the work outlined within this opportunity and associated statement of work. Please confirm that Contractors are able to propose Key Person's who have performed similar work on other projects not included in #6.

a. Yes - we want Key Persons to have experience in the IDD field.

20. Question 20: Please confirm that Contractors should provide a minimum of one reference for each project listed in #6 (not a minimum of one reference for each Key Person).

a. Yes.