5306-0 final S-10000-00003348.pdf

RFA OregonBuys Bid Number S-10000-00003348 – (ODHS-5306-21)

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STATE OF OREGON

COVER PAGE

Oregon Department of Human Services

Office of Child Welfare Programs

Request for Applications (RFA)

OregonBuys Bid Number S-10000-00003348

(ODHS-5306-21)

IN-HOME PARENT EDUCATION AND COACHING SERVICES

IN JACKSON COUNTY

Date of Issue: June 13, 2022

Closing Date and Time: July 13, 2022, 3:00 PM

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.

In compliance with the Americans with Disabilities Act, this document is available in alternate formats such as Braille, large print, audio recordings, Web-based communications and other electronic formats. To request an alternate format, please send an e-mail to dhs-oha.publicationrequest@state.or.us or call 503-378-3486 (voice) or 503- 378-3523 (TTY) to arrange for the alternative format.

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TABLE OF CONTENTS

GENERAL INFORMATION

1.1 INTRODUCTION

1.2 RFA POINTS OF CONTACT

1.3 RFA SCHEDULE

AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW

2.4 SCOPE OF WORK

APPLICATION PACKET REQUIREMENTS AND SUBMISSION

3.1 MINIMUM APPLICANT REQUIREMENTS

3.2 SUBMISSION REQUIREMENTS

APPLICATION PROCESS

4.1 PUBLIC NOTICE

4.2 QUESTIONS/REQUESTS FOR CLARIFICATION

4.3 APPLICATION SUBMISSION

4.4 MODIFICATION OR WITHDRAWAL

4.5 APPLICATION DUE DATE

4.6 APPLICATION PACKET PUBLIC OPENING

4.7 APPLICATION PACKET REJECTION

4.8 APPLICATION REVIEW AND ACCEPTANCE

4.9 APPLICATION ACCEPTANCE AND EVALUATION

AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 APPARENT SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

5.3 CONTRACT NEGOTIATION

ADDITIONAL INFORMATION

6.1 GOVERNING LAWS AND REGULATIONS

6.2 OWNERSHIP/PERMISSION TO USE MATERIALS

6.3 CANCELLATION OF RFA; REJECTION OF APPLICATION PACKET; NO DAMAGES

6.4 COST OF SUBMITTING AN APPLICATION PACKET

6.5 RECYCLABLE PRODUCTS

6.6 CONTRACTUAL OBLIGATION

6.7 CHECKLIST DISCLAIMER

ATTACHMENTS

7.1 ATTACHMENT A – SAMPLE CONTRACT

7.2 ATTACHMENT B – APPLICANT INFORMATION AND CERTIFICATION SHEET

7.3 ATTACHMENT C – APPLICATION FORM

7.4 ATTACHMENT D – CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

7.5 ATTACHMENT E – RESPONSIBILITY INQUIRY

7.6 ATTACHMENT F – PRICE PROPOSAL

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GENERAL INFORMATION

1.1 INTRODUCTION

1.1.1 The State of Oregon, acting by and through the Oregon Department of Human Services (ODHS), Office of Child Welfare Programs (Child Welfare), is issuing this Request for Applications (RFA), under the provisions of ORS 279B.060, from qualified Applicants to provide In-Home Parent Education and Coaching Services in Jackson County (“Services”). ODHS’s implementation of its strength/needs-based System of Care model for delivering Services to the Client has placed an increased emphasis on providing the Client and their primary care giver with the individualized Services they need in a timely manner. The Client’s strength/needs are collaboratively identified by the following parties, if appropriate: the Client, primary care giver, Family members in addition to the primary care giver, employees of ODHS, and other interested parties. Services are designed to meet the Client’s needs and reach the agreed-upon outcomes. The purpose of the Contract is to provide timely Services appropriate to the Client with the goal of attaining one of the identified outcomes outlined below. The Services required in this RFA are designed to meet Child(ren)’s specific needs. The specific outcomes need to be related to one or more of the ODHS agency-wide outcomes as follows:

1.1.1.1 Safety: To prevent placement or re-entry into substitute care and to ensure the Child’s safety in the home,

1.1.1.2 Permanency: To prevent movement in substitute care and to ensure stability in the living situation or facilitate permanency for a Child for who the plan is categorized as an “other planned permanent living arrangement”,

1.1.1.3 Facilitate Reunification: To facilitate the Child’s return home and preserve continuity of Family relationships and permanency for the Child,

1.1.1.4 Permanency: To facilitate the Child’s permanency plan of adoption or guardianship,

1.1.1.5 Well-being: To facilitate the Child’s well-being by enhancing the Family’s capacity to provide for the Child’s needs; or

1.1.1.6 Well-being: To facilitate the Child’s well-being by ensuring the Child receives adequate and appropriate Services to meet medical, physical, mental health, social, emotional-developmental, or educational needs.

1.1.2 Additional information on the In-Home Parent Education and Coaching Services is provided in this RFA in subsection 2.4 “Scope of Work”.

1.1.3 ODHS anticipates the award of one Contract to a qualified Applicant from this RFA.

The initial term of the Contract is anticipated to be until June 30, 2023, with the potential to renew based on need.

1.1.4 All persons or firms applying are referred to as Applicants in this RFA; after execution of a Contract, the awarded Applicant will be designated as Contractor.

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1.1.5 Qualified Applicants must complete all listed requirements identified in this RFA to submit an Application.

1.2 RFA POINTS OF CONTACT

Procurement and Contract Documents: Program and Application:

Kevin Tolson Sarah Northrop Oregon Department of Human Services Oregon Department of Human Services Office of Contracts and Procurement Office of Child Welfare Programs, District 8 635 Capitol Street NE, Suite 350 925 Town Centre Drive Salem, OR 97301 Medford, OR 97504 Telephone: 971-374-3508 Telephone: 541-841-8734 E-mail: Kevin.Tolson@dhsoha.state.or.us E-mail: sarah.northrop@dhsoha.state.or.us

All communications with ODHS concerning this RFA must be directed only to the Procurement and Contract Documents, Point of Contact (POC), Kevin Tolson. Any contact regarding this RFA with other State employees or officials may result in inaccurate information and delay of Application processing. Any oral communications will be considered unofficial and non-binding. The OregonBuys system will be used to distribute all information regarding this RFA. Any additional information received in writing from the POC, and when allowed, the “Program and Application Status” Contact, is also considered official.

1.3 RFA SCHEDULE

1.3.1 Application Packets will be received until the Closing date and time as referenced on the cover page of this RFA. Application Packets received after the Closing date and time shall be deemed late and will not be considered for evaluation.

1.3.2 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 RFA.

Event Date Time

RFA Opens June 13, 2022 N/A

Questions/Requests for Clarification Due June 27, 2022 3:00 PM

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

June 30, 2022

Closing (Applications Due) See RFA cover page

Issuance of Notice of Intent to Award (approx.) July 29, 2022

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AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.1.1 ODHS is issuing this RFA pursuant to the authority under OAR 125-246- 0170(2)(d)(E) and 125-247-0288(2).

2.2 DEFINITION OF TERMS

2.2.1 For the purposes of this RFA, excluding Attachment A, “Sample Contract”, capitalized words will refer to the following definitions. Capitalized terms not specifically defined in this document may be defined in OAR 125-246-0110.

2.2.1.1 “Applicant” is a potential Contractor who submits an Application pursuant to this RFA with the goal of entering into a Contract with ODHS for the provision of In-Home Parent Education and Coaching Services. ODHS will review and evaluate the Applications from Applicants that can provide In-Home Parent Education and Coaching Services.

2.2.1.2 “Application” or “Application Packet” means a written response submitted to ODHS in response to this RFA, containing all the documents described herein, to be considered for a Contract. The Application Packet submission requirements are found in Section 3, “Application Packet Requirements and Submission”.

2.2.1.3 “Child” or “Child(ren)” means a Child who qualifies for Child Welfare Services provided by the Oregon Department of Human Services.

2.2.1.4 “Child Welfare Caseworker” or “Caseworker” means ODHS Child Welfare staff.

Although Contractor will coordinate aspects of an individual Client Family case management responsibility with one primary ODHS Child Welfare Caseworker, there are circumstances where the term “Caseworker” will also include ODHS supervisors, managers or technical staff, and can include Child Welfare workers with experience in other Child welfare disciplines, such as Child Protective Services (CPS), Foster Care, Family Based Services, Residential Services or Adoptions, among others.

2.2.1.5 “Client” means the ODHS Child Welfare participant, adult or Child, who is receiving the Service under the Contract.

2.2.1.6 “Client Family” see definition for “Family”.

2.2.1.7 “Closing” means the date and time specified on the Cover Page of this RFA as the deadline for submitting Application Packets.

2.2.1.8 “Contract” means a Contract awarded because of this RFA.

2.2.1.9 “Contractor” means the entity contracted with ODHS to be responsible for providing Services to the Client.

2.2.1.10 “Digital Signature” means a certificate-based electronic signature that is password protected, identifies the Authorized Representative, and authenticates

RFA ODHS-5306-21/kst RFA Document Page 6 of 65 the document. The Digital Signature must include credentials of the Authorized Representative next to it to include, but not limited to, printed name, title, and the date the Digital Signature was used. Examples of allowed Digital Signatures with the above completed criteria includes Adobe cloud signatures from Adobe Sign and Docusign. Examples of electronic signatures that are not allowable forms for Digital Signatures include, but not limited to, stamps, hand-typed, Microsoft Word, and Adobe typing or drawing.

2.2.1.11 “Family” means, at a minimum but not to the exclusion of siblings as defined in ORS 419A.004 or other persons living in the same household with a Child, the Child and:

2.2.1.11.1 The Child’s parent as defined in ORS 419A.004;

2.2.1.11.2 The Child’s guardian appointed pursuant to ORS chapter 125; or

2.2.1.11.3 A person who has a caregiver relationship as defined in ORS 419B.116 with the Child.

2.2.1.12 “Office of Child Welfare Programs” or “Child Welfare” means a Program office within the Oregon Department of Human Services.

2.2.1.13 “Outcome Measures” means objective, observable measures of outcomes for Services provided to a Child and a Child’s Family under ORS 418.575 to 418.598, including but not limited to measures relating to permanency.

2.2.1.14 “RFA” means Request for Application.

2.2.1.15 “Services” means the required activities, tasks, deliverables, reporting and invoicing requirements, as described in Section 2.4, “Scope of Work” of this RFA and in Exhibit A, Parts 1 and 2 of the Sample Contract (Attachment A).

2.3 OVERVIEW

2.3.1 A Vision for Transformation

2.3.1.1 ODHS’ Office of Child Welfare Programs (OCWP) has a vision that all Children experience safe, stable, healthy lives and grow up in the care of a loving Family and community. OCWP is part of a larger statewide social safety-net system that works to support Families and communities. This safety net not only works during a life-threatening crisis but well beforehand, when small interventions can make an enormous difference in their lives.

2.3.1.2 Collectively, ODHS, public, and private partners are working together to support Families and communities in a myriad of ways. This may include, but is not limited to:

2.3.1.2.1 Providing economic support;

2.3.1.2.2 Enhancing parenting skills;

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2.3.1.2.3 Helping people with their housing needs and employment goals;

2.3.1.2.4 Providing health and behavioral Services;

2.3.1.2.5 Helping treat alcohol and substance use disorders; and

2.3.1.2.6 Ensuring Child safety and Family well-being.

2.3.1.3 OCWP helps Client-Families access resources within their natural support networks and the Service provider community. This helps them address their own underlying needs and resolve the most common causes of stress and trauma linked to Child maltreatment.

2.3.1.4 OCWP values fairness, equity, inclusion, accessibility, diversity, and transparency in our work and OCWP values the voices, experiences, cultures, intellect and uniqueness of the Children, and Client-Families we serve.

2.3.1.5 OCWP values trauma-informed, Family and community-centered, and Culturally Responsive programs and Services focused on engagement, equity, safety, well-being and prevention.

2.3.2 The Contractor shall provide multidisciplinary Services to strengthen the entire Family unit and work with the Child in the home. Contractor shall provide a continuum of Services focused on reunification.

2.3.3 The goals are to engage parents in Services necessary to keep their Children safe and to develop skills that support them in establishing parental protective capacities that keep Children safe and reunify the Family.

2.4 SCOPE OF WORK

2.4.1 Performance Work Statement.

2.4.1.1 ORS 418.580 (2)(c) allows for Contracts entered into for Program Services to be performance-based. The Contract entered into with the successful Applicant will be a performance-based contract, as part of administration of the Contract, ODHS will monitor the outcome data and work with the Contractor to achieve specific performance measures.

2.4.2 Staffing Requirements.

2.4.2.1 Contractor shall, in the provision of Services under the Contract, provided staff shall have, at a minimum:

2.4.2.1.1 A Master’s Degree, from an accredited University, in social work, psychology or counseling.

2.4.2.1.2 A minimum of two years’ experience working with high-risk Families within the last five years.

2.4.2.1.3 Ability to effectively work with physical/sexually abused youth, victims/perpetrators of domestic violence, and alcohol/drug addictions.

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2.4.3 All Service Providers must successfully pass a criminal background check conducted by ODHS prior to contact with any ODHS Client or Client Family.

2.4.4 Service Providers must have and maintain a respectful, open, unbiased, accepting attitude towards Clients and their Families.

2.4.5 ODHS has the right to interview, review the qualifications of, and approve or disapprove provision of Services by, any current or proposed Parent Education and Coaching Service provider.

2.4.6 Location and Provision of Services.

2.4.6.1 Services shall be provided to Clients who have their Child in their care, and also to Clients who have Children placed with resource Families.

2.4.6.2 Contractor shall provide Services in-person; however, during periods of declared national, state, or local emergencies, or when requested or prior approved by the ODHS Contract Administrator, Contractor may provide Services to Clients and Client Families virtually via a teleconference application or a combination of virtual and in-person.

2.4.6.3 In all cases, when conducting Services in-person, and while federal, state or local COVID-19 pandemic restrictions are in effect, Contractor shall perform Services in compliance with current COVID-19 safety precautions that can be found at the following website, and those restrictions defined by the ODHS Contract Administrator: https://govstatus.egov.com/OR-OHA-COVID-19

2.4.7 Referral Protocols.

2.4.7.1 ODHS will initiate referrals for Services to the Contractor based on identified Client or Client Family needs, and upon acceptance the Contractor shall collaborate with the referring Caseworker on the most suitable and beneficial Service outcome under the Contract. Referrals shall be accepted during normal business hours, which are 8a.m. – 5p.m. Monday through Friday.

2.4.7.2 ODHS will refer Clients utilizing an ODHS Contracted Service Referral (CSR). The Contractor shall be available to ODHS prior to issuance of the CSR at no cost to ODHS for a brief consultation to determine the appropriateness of the Service request and to schedule availability. No Services are obligated until ODHS issues, and Contractor accepts, an ODHS issued CSR.

2.4.7.2.1 For any non-CPS referral, Contractor shall initiate contact with the Family within 5 days of receipt of the referral.

2.4.7.2.2 In cases where the Contractor does not accept referral, Contractor shall notify the Jackson County Resource Developer at district8.servicereferrals@dhsoha.state.or.us within 24 hours of referral initiation. Lack of such an e-mail will constitute acceptance of a referral.

2.4.7.3 The CSR will include an authorized Begin Date and End Date. No Services performed outside of these date ranges will be approved for payment unless

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2.4.7.4 Services are expected to last between 3 and 6 months for all referrals.

2.4.7.5 Serve an average of 10 referred Families per month. ODHS will track and monitor the number of Families served monthly. This information will be used to begin capturing baseline measurements tied to outcomes identified in Section 8.

2.4.7.6 In cases where ODHS determines Services are no longer needed an e-mail or written notification from ODHS will effectively end authorized Services.

2.4.8 Work to be Performed.

2.4.8.1 All Services under the Contract as provided by the Contractor will be directly related to meeting one or more of the Outcome Measures listed in Section 1.1, “Introduction”.

2.4.8.1.1 Family Treatment Service array is as follows:

2.4.8.1.1.1 Highly skilled intensive Services can be used initially to maintain Family stability. Services can then evolve to less concentrated reinforcement and follow-up sessions. Services will utilize interventions with demonstrated effectiveness for improving Family functioning. When Services are initiated before final development of ODHS’ Case Plan, the Contractor shall use their professional judgement to:

1. Evaluate and report on parental capacity to protect their Children;

and

2. Recommend actions and Services to the parents and to ODHS which will improve parental care of their Children.

2.4.8.1.2 Crisis Intervention Services which may include:

2.4.8.1.2.1 Basic Parenting Assistance

2.4.8.1.2.2 Stress reduction

2.4.8.1.2.3 Respite Care

2.4.8.1.2.4 Social/Emotional support

2.4.8.1.2.5 Safe housing assistance

2.4.8.1.2.6 Food/Clothing/Basic Needs

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2.4.8.1.2.7 Assistance to access emergency medical, mental health, and additional Services as needed

2.4.8.1.2.8 Stabilization of home environment assuring Child’s need for stability and safety

2.4.8.1.2.9 Monitoring and supporting Family’s self-managed safety

2.4.8.1.3 Contractor shall work with non-offending Caregivers to protect all Family members from the disruption of Family routines and to help them provide physical and emotional security in the home. This will include behavioral interventions such as Collaborative Problem Solving for all Children in the Family.

2.4.8.1.4 Motivational interviewing, collaborative problem solving, cognitive behavioral therapy, and parent-Child attachment coaching sessions as follows:

2.4.8.1.4.1 May use parent-Child interaction interventions in live sessions and may also include parent sessions for review in small group formats (e.g. Attachment Coaching)

2.4.8.1.4.2 Assist parents with additional problem-solving skills to eventually become self-sufficient including problem solving to access needed community Services and supports

2.4.8.1.4.3 Assist parents to develop empathy for their Child’s experience and help the Child contribute to their solutions. Services will also help parents identify strategies for predictable problems relating to Child behavior, Child safety, depression, mood stabilization and other adult relationships.

2.4.8.1.5 Self-Management Services:

2.4.8.1.5.1 Self-management Services to assist referred Families to build additional problem-solving skills and to become self-sufficient.

Services will assist parents to improve any diminished protective capacities. This will include problem solving to access needed community Services and supports for their Children.

1. Facilitate access to counseling resources for Children traumatized by abuse and/or exposure to domestic violence.

a. Contractor shall work with the non-offending parent to identify immediate and ongoing needs of Child victims, including siblings. Resources for counseling should be identified from private health insurance, Oregon Health Plan, or Crime Victims Compensation. Contractor shall verify that a Crime Victim Assistance application is completed for all appropriate Child victims of crime.

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2. Health Care Needs:

a. Contractor shall assist parents in identifying and accessing resources to maintain Child health and safety.

3. Social Supports:

a. Contractor shall provide Services as needed to help Caregiver’s access and receive increased social support from Family, friends and neighborhood/community programs tailored to the cultural and emotional needs of Family members.

4. Basic Home Management Skills:

a. This includes meal planning, home safety, budgeting, housekeeping, Child activities and time management.

2.4.9 ODHS and Contractor Collaboration.

2.4.9.1 Contractor shall collaborate with ODHS to develop process for case referral, determination of Service needs, case staffing and reporting, and procedures for resolving issues related to the provision of Services under the Contract.

2.4.10 Service Extension.

2.4.10.1 Contractor shall contact the referring ODHS Caseworker, two weeks prior to the expiration of Service to discuss referrals that are anticipated to last longer than the duration stated on the ODHS approved referral. Extensions of Services are not approved unless received in writing on the ODHS approved extension form.

2.4.11 Transportation.

2.4.11.1 Contractor shall provide Client transportation Services as needed in order to facilitate Client’s participation in Family treatment Services. ODHS strongly prefers that all Client transportation Services be provided using Contractor’s vehicles; however, Contractor may provide these Services through its employees’ private vehicles. All vehicles and drivers providing transportation under the Contract are subject to the conditions below. Prior to performing Client transportation Services for ODHS Clients, Contractor shall provide the ODHS Contract Administrator a written certification that all drivers performing Client transportation Services under the Contract meet all of the requirements listed below.

2.4.11.1.1 Insurance: Contractor shall obtain and maintain Commercial Automobile Liability insurance at the liability limits described in Exhibit C “Insurance Requirements” throughout the term of the Contract.

2.4.11.1.2 Driver Standards. Contractor shall ensure any person performing transportation Services under the Contract meets all of the following requirements.

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2.4.11.1.2.1 Is currently and legally licensed to operate the transporting vehicle according to the laws and regulations of the State of Oregon;

2.4.11.1.2.2 Does not have the following criminal history:

1. Has been convicted or currently under the investigation of a crime in the category of homicide;

2. Has been convicted or currently under the investigation of a crime related to a sexual offense; or

3. Currently has a pending or unresolved criminal charge as a result of a crime committed within the past two years.

2.4.11.1.2.3 Has not been convicted of a crime:

1. Listed in ORS 342.143(3)(a)(A), (B) or (C);

2. Involving sexual offenses;

3. In the past two years, involving Child abuse, or Child neglect;

4. In the past two years, involving offensives against persons, violence, threat of violence, or theft;

5. Involving activity in the past two years, in drugs or alcoholic beverages, including driving under the influence of intoxicants; or

6. Been convicted of a crime that bears a substantial relation to the functions and duties under the terms and conditions of the Contract.

2.4.11.1.2.4 Has not had a driver’s license suspended by the Oregon Division of Motor Vehicles, or a similar agency in another state, for a cause involving the unsafe operation of a motor vehicle or because of sanctions against a driving record, within the past two years;

2.4.11.1.2.5 Has not had driving privileges revoked or suspended as a habitual offender under ORS 809.600, or a substantially similar provision in another state, within the past two years; or

2.4.11.1.2.6 Does not have a driving record that has an accumulation of 31 points based on the point system established in OAR 581-053-0050(3)(G), within the past two years.

2.4.11.1.2.7 Driver shall:

1. Not consume any alcoholic beverage regardless of its alcoholic content or any drug that may affect the ability to operate a vehicle safely within eight hours prior to providing transportation Services;

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2. Refrain from smoking, this includes the use of e-cigarettes and vaping products, or the use of any tobacco product at any time while providing transportation Services;

3. Secure any articles in the passenger compartment of the transporting vehicle likely to cause injury to the occupants in the event of an accident, sudden stop or emergency evasive action;

4. Ensure vehicle is sufficiently fueled prior to providing transportation Services under the Contract and refrain from refueling the vehicle while transporting ODHS Clients and their Families;

5. Provide adequate lighting, ventilation, and heating in the transporting vehicle appropriate to the environment;

6. Not carry, nor shall the vehicle transport, guns, knives, mace, pepper spray or weapons of any type, or any potentially hazardous material when providing transportation Services; nor shall the Contractor allow any mace, pepper spray or weapons of any type to be stored in any vehicles used to transport ODHS Clients and their Families; and

7. Have telephonic means available and follow all applicable laws regarding use of telephonic devices while driving. Telephonic device shall be used for contacting emergency assistance. Drivers are prohibited from use of a cell phone or other telephonic or electronic device not specifically designed for use while driving while providing transportation Services under the Contract.

2.4.11.1.2.8 If a driver is in violation of any provision listed above, or, to the best of the Contractor’s knowledge is currently under investigation of such actions, the Contractor shall immediately remove each such driver from providing any transportation Services under the Contract.

2.4.11.1.3 Vehicle Standards. Contractor shall ensure vehicles meet the following standards when being used for transportation Services under the Contract:

2.4.11.1.3.1 Vehicle is fully registered and licensed according to the laws of the State of Oregon, and is in good and safe operating condition that meets or exceeds the applicable minimum standards, rules, and laws for vehicle safety;

2.4.11.1.3.2 Vehicle has a clean and uncluttered passenger compartment;

2.4.11.1.3.3 Vehicle has a properly installed Child-safety seat, booster seat, or other device required by law or rule for the transport of Children that shall be utilized as required by rule or law, if a Child is being transported;

and

2.4.11.1.3.4 Vehicle has seat belts that are properly installed and maintained and

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2.4.12 Reports of Abuse and Safety Plan Violations.

2.4.12.1.1 Any concerns about the safety of the Children, or the safety and stability of the home environment shall be immediately reported to the Oregon Child Abuse Hotline at 1-855-503-SAFE (7233).

2.4.12.1.2 Contact from alleged offenders will immediately be reported to the assigned Caseworker. Contractor Services will not be provided when uncontrolled offenders have continued access to Children in their homes.

2.4.12.1.3 Any violation of the protective action, safety plan or relapse prevention plan will be reported to the Caseworker within 24 hours of observation. For example: the parent’s un-willingness or ability to comply with the protective action or safety plan.

2.4.13 Program Outcome Measures.

2.4.13.1 With ODHS’ implementation of performance-based contracting, Child Welfare will gather end of Service data reported out by Contractor and validated by Child Welfare. Child Welfare will utilize this and other data to work with Contractor to support continuous improvement efforts which promote better outcomes for Children and Families.

2.4.13.2 Counseling and Therapeutic Services: Family Treatment must be based on successful achievement of the following outcome expectations:

2.4.13.2.1 Achieved: Client met all therapeutic goals.

2.4.13.2.2 Partially Achieved: Client met one or more therapeutic goals.

2.4.13.2.3 Not Achieved: Client did not meet any agreed upon Service goals.

2.4.13.3 When a dispute arises in regards to whether or not Child-driven outcomes have been achieved by Contractor, ODHS will make the final decision.

2.4.13.4 Outcome measures may be modified deleted or exchanged as necessary and if so, will be completed through written amendment.

2.4.14 Reporting.

2.4.14.1 Contractor shall provide the following reporting to

district8.contractedservices@dhsoha.state.or.us:

2.4.14.1.1 Monthly Reports

2.4.14.1.1.1 Written Reports to be provided within 5 days of the month in which Services were provided for each Client-Family.

2.4.14.1.1.2 Written Reports shall be typed on agency letterhead or equivalent

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1. Identifying information including Client name, case number, and participant number

2. Author of report and author’s title

3. Summary of Service Provisions & Client Engagement

4. Progress towards outcomes

5. Any changes in the barriers to success

6. Any changes in strategies to achieve success

7. Any relevant information about access to community supports and resources

8. Dates Service provided

2.4.14.1.2 Closing Report

2.4.14.1.2.1 As the Contract is performance-based, Contractor’s periodic or Closing Reports will focus on providing necessary information that will ultimately, describe the results of Client-Families achieving program outcomes as described in Section 1.1, “Introduction”. Specifically, the Contractor shall provide a typed written report on agency letterhead or equivalent addressing the following points within 5 calendar days of the last Service provided for each Client-Family:

1. Identifying information including Client name, case number, and participant number

2. Author of report and author’s title

3. Summary of Service Provisions & Client Engagement including current housing circumstances and evaluation of housing stability

4. Support Services purchases made

5. Final Outcomes (to also be included on ODHS invoice) and supporting detail to explain outcome

6. Next steps or recommendations for additional Services

2.4.14.1.3 Acceptance and approval of these reports in accordance with Exhibit A. Part 2, Payment Provisions and Contractor Invoice, Completion and Submission, will be the basis for approving payment.

APPLICATION PACKET REQUIREMENTS AND

SUBMISSION

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3.1 MINIMUM APPLICANT REQUIREMENTS

This Section contains the requirements that must be met by all Applicants as well as key requirements and features of an Application and desirable capabilities. All Application Packets must demonstrate how Applicant and its staff providing In-Home Parent Education and Coaching Services meet the requirements of Section 3.1.1.1.

3.1.1 Application Packet Requirements. The Application, consisting of completed Attachments from this RFA, should be formatted and received by ODHS in the order listed in Section 3.2 “Submission Requirements”.

3.1.1.1 Key requirements and features of an Application to Child Welfare must include:

3.1.1.1.1 Applicant shall provide detail on their organizational values, mission and management including:

3.1.1.1.1.1 A description of the values and mission of the Applicants’ organization.

3.1.1.1.1.2 A description of the Applicants’ experience with, and current strategies for, ensuring the Applicant conducts business in a fiscally responsible manner and remains fiscally solvent over the proposed Contract period.

3.1.1.1.2 Applicant shall provide detail on their program staffing including:

3.1.1.1.2.1 A description of the Applicants’ approach to recruiting qualified staff that demonstrate shared experience and trust with the communities being served.

3.1.1.1.2.2 A description of how the Applicant takes into account the ability, racial, ethnic, cultural, socioeconomic or other personal background experiences of direct Service staff.

3.1.1.1.2.3 A description of the Applicants’ structures, systems, and practices currently in place to support staff to be successful within Applicants’ organization and with Clients.

3.1.1.1.2.4 A description of how these items directly contribute to staff retention and programmatic success.

3.1.1.1.3 Applicant shall provide detail on their organizational capacity and experience including:

3.1.1.1.3.1 A description of the Applicants’ experience providing Services to Families in crisis.

3.1.1.1.3.2 A description of Applicants’ experience providing Services that are trauma-informed, recognize the impact of trauma including historical trauma, and promote a culture of safety, empowerment, and healing.

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3.1.1.1.3.3 A description of the Applicants’ experience delivering and managing Services to Children and their Families, where intervention is provided primarily in the Family home in order to control Child safety in the home and to prevent out-of-home placement of a Child.

3.1.1.1.4 Applicant shall provide detail on their coordination with other Service providers and community partners including:

3.1.1.1.4.1 A description of how the Applicant will collaborate with multiple community partners to meet the comprehensive needs of Clients.

Community partners may include: The Child, parents, tribal partners, other involved Family members, Caseworkers, resource Family, educators, community care organizations (CCO), the local community mental health provider, and other involved community partners.

3.2 SUBMISSION REQUIREMENTS

3.2.1 Applications must be submitted to the Program and Application contact listed in Section 1.2 and to be considered for award, the Applicant must meet the requirements of this RFA and provide the required information as an Application Packet that consists of the following documents. The Application packet must be submitted with the below listed documents completed and should be in the following order:

3.2.1.1 Attachment B: Applicant Information and Certification Sheet. Attachment B must be signed, in ink or by Digital Signature, by an Authorized Representative of the Applicant. Failure of the Authorized Representative to sign the Applicant Information and Certification Form, in ink or by Digital Signature, may subject the Application Packet to rejection by ODHS.

3.2.1.2 Attachment C: Application Form. Complete all applicable sections of the Application Form and include all documentation as required.

3.2.1.3 Attachment D: COBID Certification/Outreach Plan. Pursuant to Oregon Revised Statute (ORS) Chapter 200, ODHS encourages the participation of small businesses certified by the Oregon Certification Office for Business Inclusion and Diversity (COBID) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. ODHS also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?X ID=6787&TN=oregon4biz.

3.2.1.3.1 Applicant shall submit a completed Certified Disadvantaged Business Outreach Plan (Attachment D) with Application Packet.

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3.2.1.4 Attachment E: Responsibility Inquiry. ODHS will determine if an apparent successful Applicant is responsible prior to award and execution of a Contract.

Applicant shall submit a signed Responsibility Inquiry form (Attachment E) with Application Packet.

3.2.1.4.1 At any time prior to award, ODHS may reject an Applicant found to be non-responsible.

3.2.1.5 Attachment F: Price Proposal. Complete all sections of Attachment F. The Price Proposal must include the following items:

3.2.1.5.1 fully loaded personnel costs of each individual staff person who will provide Services or conduct administrative functions necessary to perform the work under the Contract and must include the following for each individual staff:

3.2.1.5.1.1 the title of their position;

3.2.1.5.1.2 their salary/wage plus benefits; and

3.2.1.5.1.3 the average Client-Families they serve per month.

3.2.1.5.2 separate line items for personnel and non-personnel costs associated with program delivery and administrative functions; and

3.2.1.5.3 a budget narrative, created on a separate Applicant created document, that describes the following:

3.2.1.5.3.1 the average number of hours that staff providing Services directly to Client-Families will spend each month directly with individual Client- Families and the average number of hours that staff providing Services directly to Client-Families will spend each month providing administrative tasks related to each Client-Family;

3.2.1.5.3.2 any variables in fully loaded personnel costs or Client-Families served;

3.2.1.5.3.3 for staff who will not be providing Services directly to Client-Families but will be conducting administrative tasks necessary to perform the work, describe a) the administrative tasks the staff will do, and b) the average hours spent performing such tasks, and c) the reason the administrative tasks are necessary to the provision of Services; and

3.2.1.5.3.4 the necessity, reasonableness, and the calculation process used for each non-personnel line item allocation.

3.2.1.6 Application Packet should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Application Packet.

Do not include marketing or advertising material in the Application Packet.

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3.2.1.7 Applicant shall submit Application Packet to the Program and Application contact pursuant to Section 4.3 “Application Submission”. The Applicant Information and Certification Sheet (Attachment B) must bear the Applicant’s Authorized Representative’s ink signature or Digital Signature.

APPLICATION PROCESS

4.1 PUBLIC NOTICE

4.1.1 The RFA, including all amendments and attachments, are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/.

RFA documents will not be mailed or e-mailed to prospective Applicants. It is the sole responsibility of Applicants to download all mandatory documents posted on OregonBuys. Applicants are responsible for reading all mandatory documents prior to submitting an Application Packet pursuant to this RFA.

4.1.2 Incomplete Application Packets will be rejected; however, ODHS reserves the right to allow Applicants an opportunity to correct any deficiencies at ODHS’ sole discretion.

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

4.2 QUESTIONS/REQUESTS FOR CLARIFICATION

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

4.2.1.1 Be emailed to the RFA Point of Contact for Procurement and Contract Documents;

4.2.1.2 Be submitted by an Authorized Representative;

4.2.1.3 Reference this RFA number;

4.2.1.4 Identify Applicant’s name and contact information;

4.2.1.5 Refer to the specific area of the RFA being questions (i.e. page, section and paragraph number); and

4.2.1.6 Be received by the due date and time for Questions / Requests for Clarification identified in the Section 1.3 “RFA Schedule”.

4.2.2 ODHS may post Questions and Answers to OregonBuys on an ongoing, as needed basis. Questions and Answers must be downloaded via OregonBuys. Applicant is responsible to frequently check OregonBuys until the RFA has closed. The RFA may be viewed and downloaded at OregonBuys web site: http://oregonbuys.gov.

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4.3 APPLICATION SUBMISSION

4.3.1 Applications can be submitted by email (to the Program and Application contact as listed in Section 1.2, RFA Points of Contact), by mail, or may be hand delivered.

However, all Applications delivered by mail or by hand may be delayed due to COVID out of office staffing requirements. The Application must be addressed to the Program and Application Contact for this RFA. Fax copies of Applications will not be accepted. Mailed and hand delivered Applications must be submitted in a sealed envelope addressed to the attention of the Program and Application contact and the RFA # S-10000-00003348 must be visible on the outside of the envelope.

Applications received after this RFA has closed will not be considered.

4.3.2 Applicant is solely responsible for ensuring its Application is received by the Program and Application Contact in accordance with the RFA requirements. ODHS is not responsible for any transmission errors or delays or mistaken delivery. Applications submitted by any means not authorized may be rejected.

4.4 MODIFICATION OR WITHDRAWAL

4.4.1 Modifications. An Applicant may modify its Application in writing prior to the Closing date and time of this RFA. Applicant must prepare and submit any modification to its Application to ODHS in accordance with requirements set forth in this RFA. The Application must be marked with the wording “Application Modification RFA # S-10000-00003348” and be addressed to the attention of the Program and Application contact and submitted no more than 7 calendar days after submission of initial Application.

4.4.2 Withdrawals: An Applicant may withdraw its Application prior to acceptance by ODHS via written notice submitted on the Applicant’s letterhead, signed by an authorized representative of the Applicant, delivered to the Program and Application contact in the same manner specified for original RFAs. The withdrawal must be marked with the wording “Application Withdrawal to RFA # S-10000- 00003348”.

4.5 APPLICATION DUE DATE

4.5.1 Application Packets (including all required submittal items) must be received by the Program and Application contact on or before the Application Due date noted in Section 1.2, Schedule or the Closing Date noted on the Cover Page. All Application Packet modifications and withdrawals must be received prior to Closing.

4.5.2 ODHS may close or reopen this RFA at any time at its sole discretion. If this RFA is reopened, it will be issued under a different OregonBuys bid number.

4.5.3 Application Packets received after Closing are considered LATE and will NOT be accepted for consideration. A late Application Packet will be destroyed.

4.6 APPLICATION PACKET PUBLIC OPENING

4.6.1 A public opening will not be held. Application Packets received will not be available for inspection until after Closing.

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4.7 APPLICATION PACKET REJECTION

4.7.1 ODHS may reject an Application Packet for any of the following reasons:

4.7.1.1 Applicant does not meet the minimum applicant requirements outlined in Section 3.1.

4.7.1.2 Applicant fails to substantially comply with all prescribed RFA procedures and requirements including, but not limited to, the requirement that Applicant’s Authorized Representative sign the Application Packet.

4.7.1.3 Applicant has liquidated and delinquent debt owed to the State of Oregon or any department or agency of the State of Oregon.

4.7.1.4 Applicant fails to meet the responsibility requirements of ORS 279B.110.

4.7.1.5 Applicant makes any contact regarding this RFA with State representatives such as State employees or officials other than the RFA Points of Contact or those the RFA Points of Contact authorizes, or inappropriate contact with the RFA Points of Contact.

4.7.1.6 Applicant attempts to influence a member of the evaluation committee.

4.7.1.7 Application Packet is conditioned on ODHS’ 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 this RFA or amendment(s).

4.8 APPLICATION REVIEW AND ACCEPTANCE

4.8.1 An Application Packet received prior to Closing will be reviewed, by the Program and Application contact, to determine if it is responsive to all RFA requirements including compliance with Sections 3.2., “Submission Requirements”. If the Application Packet is unclear, the Program and Application contact may request clarification from Applicant and, if necessary, the Program and Application contact may request that Applicant resubmit a revised Application Packet. If the Program and Application contact finds the Application Packet non-responsive, the Application Packet may be rejected, however, the Program and Application contact reserves the right to request that Applicant resubmit a revised Application Packet prior to Closing. ODHS reserves the right to waive mistakes in accordance with OAR 125-247-0470.

4.8.2 If the Application Packet is deemed non-responsive, the Applicant will be notified by e-mail by the Program and Application contact within 5 business days from receipt of the Application Packet.

4.8.3 An Applicant that has not met one or more required criteria will not be offered a Contract. The Program and Application contact or designee, at ODHS’ sole discretion, may request that Applicant performs any needed activities in order to meet the criteria required in this RFA and resubmit a revised Application Packet to the Program and Application contact prior to Closing. In cases where Applicant is asked to submit a revised Application Packet, the revised Application Packet will be

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4.8.4 The Program and Application contact or designee, at ODHS’ sole discretion, may request from Applicant clarification of Application Packet, or to resolve minor differences or inconsistencies in the Application Packet. The Program and Application contact or designee, at ODHS’ sole discretion, may request that Applicant resubmit a revised Application Packet to the Program and Application contact prior to Closing. In cases where Applicant is asked to submit a revised Application Packet, the revised Application Packet will be processed and batched by the date it is received by the Program and Application contact.

4.9 APPLICATION ACCEPTANCE AND EVALUATION.

4.9.1 Applications will be accepted during the period this RFA is open and all Applications that meet the minimum qualifications stated in Section 3.1 will be reviewed by the Program and Application contact for further consideration and final evaluation. The Applications will be evaluated and scored based on how well each Applicant responded to the submission requirements. The Program and Application contact will assign a score for each Application based upon how well each Applicant responded to these requirements assigning a score for the areas that will be evaluated.

4.9.2 Application Evaluation Scoring Matrix

4.9.2.1 The Program and Application contact will evaluate all Applications further to determine the score that will be assigned for the various requirements stated in the RFA Application, 3.1, “Minimum Application Requirements”. ODHS will use the below scoring matrix to review and screen each Application.

4.9.2.2 Scoring Matrix

RFA

Section

RFA Requirement Total Possible Points

3.1.1.1.1 Organizational Values, Mission and Management –

Description of values and mission of Applicants’ organization

3.1.1.1.1 Description of Applicant’s fiscal responsibility 10

3.1.1.1.2 Program Staffing – Description of Applicant’s program staffing approach

3.1.1.1.2 Description of Applicant’s retention success 15

3.1.1.1.3 Organizational Capacity and Experience – Demonstration of providing Services to Families in crisis

3.1.1.1.3 Description of Applicant’s experience delivering and managing Services

3.1.1.1.4 Coordination with other Service Providers and

Community Partners – Description of how Applicant will collaborate with multiple community partners

3.2.1.5 Price Proposal – Submission of price proposal outlining proposed program costs

Total Possible Points 110 The minimum score to be eligible for a potential Contract, resulting from this RFA, is 80 points for all Applications scored by the Program and Application contact or their delegate.

RFA…