5621-1_OB 10000-00005750 Final A1~1.pdf

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STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF HUMAN SERVICES, CHILD WELFARE

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-10000-00005750 for

FOSTER PLUS PROGRAM (PROCTOR CARE)

Date of Issue: May 25, 2023

Opening Date and Time: August 24, 2023 at 3:30 PM Pacific Time

Single Point of Contact (SPC): Sharon M. Landis, Contract Specialist

Address: 500 Summer Street NE, E03 City, State, Zip Salem, OR 97301 Phone (voice) 971-208-4151 E-mail: sharon.m.landis@odhsoha.oregon.gov

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.

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 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 PROPOSER REQUIREMENTS

3.2 PROPOSAL SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 SOLICITATION PROTESTS

3.5 PROPOSAL CONTENT REQUIREMENTS

3.6 EVALUATION PROCESS

3.7 BUDGET PROPOSAL EVALUATION

3.8 POINT AND SCORE CALCULATIONS

3.9 RANKING OF PROPOSERS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 INTENT TO AWARD PROTEST

4.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

4.4 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 GOVERNING LAWS AND REGULATIONS

5.2 OWNERSHIP/PERMISSION TO USE MATERIALS

5.3 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

5.4 COST OF SUBMITTING A PROPOSAL

5.5 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.6 RECYCLABLE PRODUCTS

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT/PRICE AGREEMENT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT E RESPONSIBILITY INQUIRY

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Human Services, Child Welfare Division, (“Agency”), is issuing this Request for Proposal for a Coordinating Entity for the Collaboration of Behavior Rehabilitation Services (BRS) Proctor Care agencies working together and known as the Foster Plus program.

The Foster Plus program is a collaborative effort by the state’s BRS Proctor Care agencies to:

• Increase the amount of Certified Proctor Homes in Oregon willing and able to serve children with complex needs that are best met in a familial setting;

• Increase the retention of Certified Proctor Homes in Oregon;

• Increase utilization within certified Proctor Homes; and

• Create a space that facilitates knowledge sharing, best practices, and resource sharing.

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

Agency anticipates the award of one Contract from this RFP.

The initial term of the Contract is anticipated to be approximately 27 months. Three of the 27 months will be utilized to setup the administrative infrastructure. The Contract awarded as a result of this RFP, if any, shall include the option to renew up to a cumulative maximum of five 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.

Event Date Time

Pre-Proposal Conference See Section 3.3.2 for the Zoom link. May 31, 2023 9:00 AM

Questions / Requests for Clarification Due August 14, 2023 4:30 PM

Answers to Questions / Requests for Clarification Issued (approximately)

Approximately three business days after receipt

RFP Protest Period Ends 7 calendar days prior to RFP

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Event Date Time

Opening

Opening (Proposal Due) See RFP cover page

Issuance of Notice of Intent to Award (approximately) September 12, 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 under the authority of the Department of Administrative Services (DAS) delegation REQ-10000-000020921 (as amended), DHS Non-Client Delegation for $5 million.

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

2.2.1.1 Agile Funding is intended as a budget line item to purchase items or services not otherwise articulated. Use of these funds must directly enable a successful outcome of the Contract and must be prior authorized by the Contract Administrator.

2.2.1.2 Behavioral Rehabilitation Services (“BRS”) Medical Eligibility means a process in which a Licensed Practitioner of the Healing Arts (LPHA) determines a child or young adult is medically appropriate for a BRS program based on criteria outlined in 410-170-0040 (3).

2.2.1.3 Certification Completion means a family has been certified by the BRS Proctor

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Agency and can accept children and young adult for placement.

2.2.1.4 Complete Application means the application a family (applicant), derived from Foster Plus efforts, has submitted for consideration of Certification.

2.2.1.5 Coordinating Organization means contract recipient for Foster Plus coordinating entity.

2.2.1.6 Foster Plus (aka the Collaboration) means the collaboration of Participants and the Coordinating Organization to carry out the purposes of the resulting contract.

2.2.1.7 Governing Structure means the processes, roles, and responsibilities, including voting structure, established within the Foster Plus collaboration.

2.2.1.8 Inquires or Leads means interested families to which leads can be derived back to Foster Plus efforts.

2.2.1.9 Participant means a Proctor Foster organization that holds a contract with the Agency for full-time placement and services. Participants are voting members of Foster Plus.

2.2.1.10 Proctor Care means services and placement-related activities provided to the youth client who resides in the home of an approved proctor foster parent.

2.2.1.11 Resource Parent means an individual who operates a home that has been approved by the Department to provide care for an unrelated child or young adult placed in the home by the Agency.

2.2.1.12 Respite Home means a certified home that only accepts youth for up to 14 days and the youth is expected to return to their primary placement. Respite Homes provide intermittent relief care for primary caregivers

2.2.1.13 Training Completion means an individual or family that has completed all mandated training as outlined by the BRS Proctor Care agency.

2.2.1.14 Utilization means the placement in a certified proctor foster home.

2.2.1 Oregon Buys Terminology

2.2.1.1 Amendment to a Bid means the same as Addenda to Requests for Proposals.

2.2.1.2 Bid or Bid Solicitation means the same as Request for Proposal or RFP.

2.2.1.3 Quote means a Proposer’s response to the RFP. Submitting a Proposal is another type of response to the RFP.

2.2.1.4 Seller or Seller Administrator means the same as a Proposer.

2.2.1.5 Vendor means the same as a prospective Proposer.

2.3 OVERVIEW AND PURPOSE

2.3.1 Overview and Background

Oregon is experiencing a shortage of Approved Proctor Foster Parents, as defined in Oregon Administrative Rule (OAR) 410-170-0020(7), who are able to meet the specialized needs of the children and young adults currently eligible for placement in a BRS Program as defined in OAR 410-170-0020(11), utilizing a Proctor Care Model as defined in OAR 410- 170-0020(47).

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• OAR 410-170-0020(7) “Approved Proctor Foster Parent” means an individual who a BRS contractor, a BRS provider, or licensed Foster Care Child Caring Agency approved to provide services or placement-related activities to the BRS client in the home of that individual. Approved proctor foster parents who provide services are considered direct care staff and shall meet those qualifications in OAR 410-170- 0030.

• OAR 410-170-0020(11) “Behavior Rehabilitation Services (BRS) Program” means a program that provides services and placement-related activities to the BRS client to address their debilitating psychosocial, emotional, and behavioral disorders in a community placement utilizing either a residential care model or a Proctor Care Model.

• OAR 410-170-0020(47) “Proctor Care Model” means services and placement-related activities provided to the BRS client who resides in the home of an approved proctor foster parent.

Foster Plus is a collaboration of Proctor Foster participants (currently 11 organizations) within Oregon, (the Collaboration) that contract with the Agency to provide services to children, and young adults who need extra supervision and services by connecting them with care that provides additional support beyond traditional foster care.

The intent of Foster Plus is to increase the bed capacity, utilization, and skillset to efficiently meet the needs of children and young adults in Proctor Care across Oregon through proctor foster parent recruiting efforts, utilization efforts, retention efforts, and coordination efforts between individual agencies. The successful Proposer will be the Coordinating Organization of the Collaboration.

2.3.2 Purpose

The purpose of the awarded Contract is to support the Collaboration’s recruitment and retention efforts of Approved Proctor Foster Parents that can meet the needs of, or closely match, the characteristics and populations of children and young adults eligible for Proctor Care and best served in a familial setting. The retention and recruitment efforts should provide a general benefit to those not enrolled in the Collaboration and are Proctor Care agencies. Beyond recruitment, utilization, and retention efforts, the Contractor shall coordinate any efforts the collaborative and the state agree to that will increase the skill set and efficiency of the Proctor Care model as a whole.

2.4 SCOPE OF WORK

2.4.1 Project Management

The successful Proposer will be responsible for the Foster Plus Program organization, coordination, strategic planning, expenditures, and reporting for all participant Proctor agencies (Participants) and Child Welfare. The successful Proposer must demonstrate:

• necessary project management skills;

• capability of understanding complex policy relating to youth in need of treatment and in Child Welfare care and custody;

• capability to orient themselves around the ongoing work of the associated

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• ability to lead with an equity framework understanding the existing disproportionality of children and young adults of color in Child Welfare custody. Particular focus on how equity focused standards can combat placement related decision and discharges.

2.4.2 Participants

a. Participants in the Collaboration with an active Proctor Foster contract with Agency are voting members of the Collaboration and the successful Proposer will need to establish a working relationship with the Collaboration and work closely with the Agency in order to carry out Work contemplated by this RFP.

b. The Coordinating Organization will work with Participants to review local recruitment and retention efforts and recommend funding for these efforts to the Agency. Monies will be allocated to Participants based on Agency approval through direct contracts with each Participant based on an allocated budget.

2.4.3 Agency

Agency will provide technical assistance and data to support the success of the Foster Plus Program as requested by the apparent successful Proposer.

2.4.4 Expectations

In the first year, the successful Proposer will establish a baseline of leads. The baseline must be a total of leads generated from the Collaboration.

The successful Proposer is expected to:

2.4.4.1 Increase the rate of inquiries for potential Proctor Foster Parents by a minimum of 5% by the end of the initial Contract term and increase rate of conversion to fully certified homes by a minimum of 8%, leads and conversion must be evidenced to derive from Foster Plus activities. Metrics for conversion will consist of tracking:

a. Inquiries or Leads

b. Completed Applications

c. Training Completion

d. Certification Completion

e. Children Placed in certified homes

Homes that have not accepted a child by six months after certification will not count towards total targeted growth. Respite homes, while valuable to the children’s continuum and a critical retention strategy, do not count towards targeted growth metrics.

2.4.4.2 Increase retention and utilization of certified Proctor homes through:

a. Training and coaching support; and

b. Collection and documentation of disruption reasons.

Identifying length of time Proctor home has been supporting youth in BRS regardless of certifying agency and development of robust respite strategy.

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2.4.4.3 Within 60 days of execution of the awarded Contract, the successful Proposer must take a poll to determine the number of available homes for Foster Plus Members. This number will represent the baseline to which increases, and decreases will be tracked for reporting (Section 2.4.4.1). Methodology must be submitted along with the numbers.

2.4.4.4 Submit a policy about ethical coordination and support of agencies enrolled into Foster Plus. If a successful Proposer is a member of Foster Plus, they will articulate how their coordination would remain impartial. Additionally, how their policy and governing practices will assure the interest of its Participants when the interest of Participants are not aligned with successful Proposer’s goals as an individual agency.

2.4.4.5 Devise a strategy approved by Agency and multi-disciplinary team that will increase retention and capabilities of Proctor agencies to care for children and young adults who are medically eligible to receive Proctor Care in the community. The strategy will be formulated on both qualitative and quantitative data and must include key information about acuity of children or young adults not otherwise contained in any accessible data base. The strategy will clearly identify a problem statement, scope, and a solution. The desired outcome must coordinate with an expected delivery date, and clearly identified and concise determination of success.

This strategy must:

a. Be capable of uniformly benefiting individual proctor agencies and not result in the successful Proposer receiving future contracts as a lead organization or coordinating organization, based off of the strategy. The apparent successful Proposer is prohibited from bidding on any procurement derived from the resulting Contract’s recommendations.

b. Not be considered as lobbyist activities or support lobbyist activities.

c. Be approved by the Contract Administrator.

2.4.4.6 Hold regularly scheduled meetings for Foster Plus, a minimum of 11 per year, which do not include any specific work group meetings. No meeting can be associated with lobbying activities, nor can products be derived from the Contract to be used as lobbying materials. All agendas must align with the Contract scope of work . All workstreams must be approved by the Contract Administrator.

2.4.4.7 Announce any conflict of interest pertaining to the RFP in the Proposal submission. If the apparent successful Proposer sits on any boards, counsels, committees that oversee Oregon Department of Human Services efforts and activities, proposer must announce a conflict of interest in writing and continue this effort throughout the life of the resulting Contract.

2.4.5 Marketing Material Production

The Collaboration is responsible for maintaining current marketing material. The successful Proposer will coordinate this work and any future modification of the Marketing Material.

2.4.5.1 If new Marketing Material is needed, the Collaboration must agree. Contract Administrator will verify consensus and approve fund allocation as represented in the Contract budget.

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All imagery and videos (Marketing Material) will be shared with the Collaboration’s proctor collaboration team, so that each organization involved may leverage in their own recruitment efforts. All Marketing Material is owned by Agency.

2.4.5.2 Maintain current social media graphics, print, ads, and other materials for the Collaboration’s social media page as they relate to the recruitment of proctor foster parents. This material will be owned by Agency.

2.4.5.3 Maintain the Collaboration’s website with updated information relating to the recruitment of proctor foster parents.

2.4.6 Reporting

The successful Proposer shall submit a report to the Agency Contract Administrator each calendar quarter that documents the efforts completed to date. The reports must describe activities and timelines of recruitment and outreach implementation, specific retention efforts, utilization efforts, any concerns or barriers that have arisen during the previous three months, data validation concerns, and how the successful Proposer addressed or plans to address the concerns or barriers.

2.4.6.1 Using the baseline number of available homes for Foster Plus (Section 2.4.4), determine the conversion of:

a. Inquiries or Leads to,

b. Complete Applications to,

c. Training Completion to,

d. Certification Completion of new homes tied to interest through Foster Plus, and

e. Youth placed in the new home(s) that originated from Foster Plus activities.

Homes who have not accepted a child six months after certification will not count toward total targeted growth. Respite homes, while valuable to the children’s continuum and a retention strategy, do not count towards targeted growth metrics.

2.4.6.2 Retention of the baseline number of homes.

Each report shall also contain notification for any baseline homes lost per month, and per year.

2.4.6.3 The successful Proposer will work with the Agency to establish a method to characterize qualitative data that identifies key traits of the established homes relating to the youth they are ideally matched to support.

2.4.6.4 Provide recommendations that establish key traits and social rehabilitative needs that are best supported by Proctor Care.

2.4.6.5 Provider utilization rates, month over month, of active proctor homes by participant agency.

2.4.7 Budget, Financial Reporting and Payments

2.4.7.1 Budget

The successful Proposer will oversee and disburse the budget for all necessary costs associated with outcomes and services described in this RFP.

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Participants in the Collaboration will have a budget for completion of the work and are expected to work within those budgetary restrictions.

The successful Proposer will receive a monthly reimbursement for identified administrative costs and an amount for Marketing and Special Projects in line with the approved budget.

The Marketing amount must only be used for expenditures directly associated with carrying out the continuation of the Collaboration’s proctor foster parent recruitment activities in the Marketing Material production in Section 2.4.5

The Contract resulting from an award of this RFP, if extended by amendment, will not increase the Not to Exceed (NTE) amount more than 8%.

The successful Proposer may adjust funding allocated for Marketing Materials and Special Projects line items of the approved initial budget by reallocating up to a total of 10% of the original line-item amounts for the term of the Contract.

Adjusts of up to 10% do not require approval or amendment of the contract but must be reported to the Contract Administrator. Requests to adjust funding by more than 10% must be submitted to the Contract Administrator and if approved, the awarded Contract must be amended prior to implementing such budgetary changes.

2.4.7.2 Financial Reporting

a. The successful Proposer shall submit an expenditure report to the Agency Contract Administrator following the quarterly reporting schedule.

For Expenditures During: Expenditure Report Due By:

July through September October 30th

October through December January 30th January through March April 30th

April through June July 30th

b. The successful Proposer shall utilize a form as agreed upon by Agency and the successful Proposer.

c. Expenditures must be described by line and assigned to a category as allowed by in the payments section 2.4.7.3.

2.4.7.3 Payments

All invoices are to be sent to Well Being Contracts, WellBeing.Contracts@odhsoha.oregon.gov, unless otherwise directed.

Upon receipt and approval by Agency of the completed invoice submitted by the successful Proposer. Agency will not pay more than the NTE amount of a Contract awarded as a result of this RFP, if any. Agency will only pay for work expenses during the effective date and duration of a Contract awarded as a result of this RFP, if any.

a. The successful Proposer may expend funds solely to cover costs incurred in continuing the Collaboration’s effort to increase the general public’s view of serving as an approved Proctor foster parent and other services as listed in the Cost allocations following.

b. Costs will be allocated to the four the following categories:

i. Monthly Administrative;

mailto:WellBeing.Contracts@odhsoha.oregon.gov

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ii. Marketing;

iii. Special Projects Cost; and

iv. Agile Funding

c. All invoiced line items for Marketing Materials, Special Projects, and Agile Funding must have Contract Administrator’s prior authorization.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 PROPOSER REQUIREMENTS

3.1.1 Proposer must have expertise in project management, organization, coordination, strategic planning, expenditures, and reporting.

3.1.2 Proposer must have expertise in Governing Structure that includes working with a voting membership.

3.1.3 Proposer must have experience in interpretation and application of Oregon Administrative Rule and Oregon Revised Statute or similar experience.

3.1.4 Proposer must have experience in coordinating multiple entities with different and competing priorities.

3.1.5 Proposer must have experience in coordinating and creating Marketing Materials with a group like the Collaboration.

3.1.6 Proposer must have working knowledge of Oregon’s continuum of care for children and young adults as well as Behavior Rehabilitative Services.

3.2 PROPOSAL SUBMISSION REQUIREMENTS

3.2.1 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in subsection 3.4 Proposal Requirements. Responses to each section and subsection should be labeled to indicate the item being addressed. Proposer must describe in detail how requirements of this solicitation will be met and may provide additional related information.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer shall follow the OregonBuys Supplier Bid Solicitation Response guidelines to submit its electronic response. The OregonBuys Supplier Bid Solicitation Response can be found at https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal% 20Solicitation%20Response.pdf

The Budget Proposal must be submitted as a separate document titled Budget Proposal.

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).

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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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.

3.2.2 Authorized Representative

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

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The Bid Solicitation, including all amendments and attachments, is published in OregonBuys at https://oregonbuys.gov/bso/. Solicitation documents will not be mailed or emailed to prospective Proposers by Agency or the SPC.

Prospective Proposer is solely responsible for checking OregonBuys to determine whether any amendments to the Bid Solicitation have been issued. Amendments are incorporated into the Bid Solicitation and notices are sent to Sellers by OregonBuys.

3.3.2 Pre-Conference

A Pre-Conference will be held on May 31, 2023 at 9:00 am Pacific Time.

Participation in this Pre-Conference is highly encouraged but not mandatory.

The purpose of the Pre-Conference is to:

• Provide an overview of the Scope of Work;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the Scope of Work or the RFP process.

Statements made at the Pre-Conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interpretation services will be provided upon request. For technical assistance please contact the RFP SPC listed on page 1.

To participate in the Pre-Conference, please copy and paste into your browser the following link, to be directed to the Zoom Meeting. It is highly encouraged that interested parties try this link at least 24 hours in advance of the Pre-Conference, to ensure your computer can access the meeting. If access cannot be achieved from your computer, please contact the RFP SPC for further support. If contact is made with less than 24-hours’ notice, the RFP SPC may not be available to provide technical assistance.

Pre-Conference Zoom Link:

https://www.zoomgov.com/j/1612175769?pwd=R3pPMTI1Zjd6MzRhRlV4NWVqS3dQQT09

Meeting ID: 161 217 5769

Passcode: 919006

3.3.3 Modification or Withdrawal of Proposals

https://oregonbuys.gov/bso/ https://www.zoomgov.com/j/1612175769?pwd=R3pPMTI1Zjd6MzRhRlV4NWVqS3dQQT09

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Proposer shall follow the OregonBuys Supplier Bid Solicitation Response guidelines to withdraw the electronic response and, if Proposer is making a modification of its response, resubmit the response as a new Quote. The OregonBuys Supplier Bid Solicitation Response can be found at https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal% 20Solicitation%20Response.pdf

3.3.4 Proposal Due Date

Proposal and all required submittal items must be received by the SPC on or before Bid Opening Date. Proposal received after the Bid Opening Date will not be accepted. All Proposal modifications or withdrawals must be completed prior to the Bid Opening Date.

Proposals received after Bid Opening Date are considered LATE and will NOT be accepted for evaluation.

3.3.5 Proposal Rejection

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

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

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

• Proposer makes any contact regarding this solicitation with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Proposer attempts to inappropriately influence a member of the Evaluation Committee.

• 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 any amendment to the Bid Solicitation.

3.3.6 Opening of Proposals

There will be no public opening of Proposals. Proposals will not be available for inspection until after the evaluation process has been completed and the Notice of Award is issued, and any protests are resolved.

3.4 SOLICITATION PROTESTS

3.4.1 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 Negotiations Section.

3.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an

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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.

3.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

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

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

• 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.

3.5 PROPOSAL CONTENT REQUIREMENTS

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

3.5.1 Attachment B Disclosure Exemption Affidavit

If Proposer believes that any portion of its Proposal contains any information that is a trade secret or otherwise is exempt from disclosure under the Oregon Public Records Law, Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal or Quote.

3.5.2 Attachment C Proposer Information and Certification Sheet

The 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.

3.5.3 Attachment D, COBID Certification and Outreach Plan

Proposer shall complete, as indicated on the form, and submit the COBID Certification and Outreach Plan.

3.5.4 Budget Proposal (scored)

Proposer must submit a budget proposal based on the work described in Section 2.4 Scope of Work. The budget proposal should be in 12-point font and include the following:

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• For each activity described in the Scope of Work, the budget proposal must include costs, time estimates for completing each activity, and a summary of all proposed costs,

• The budget proposal must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges; and

• For all fully loaded personnel costs, the budget proposal must include the name and title of all positions for each person who will perform the Work and list the salary or wage and fringe rate separately for each person.

• The budget proposal must identify anticipated increased costs, such as salary increases and allowances for inflation.

• The budget proposal should also include quotes for any work that will be subcontracted.

3.5.5 Evaluation Criteria (Scored)

3.5.5.1 Project Management Experience (maximum two pages, 12-point font)

Briefly describe Proposer’s experience with Project Management. Including coordination, strategic planning, expenditures, and reporting.

3.5.5.2 Governing Experience (maximum two pages, 12-point font)

Briefly describe Proposer’s experience with Governing Structure that includes working with a voting membership.

3.5.5.3 Interpretation and Application of Rules and Statutes (maximum two pages, 12-point font)

Briefly describe Proposer’s experience of interpreting and applying Oregon Administrative Rule and Oregon Revised Statute, or similar experience.

3.5.5.4 Coordinating Multiple Entities with Different and Competing Priorities (maximum two-pages, 12-point font)

Briefly describe Proposer’s experience coordinating multiple entities with different and competing priorities.

3.5.5.5 Coordinating and Creating Marketing Materials (maximum two-pages, 12-point font)

Briefly describe Proposer’s experience in coordination and creating Marketing Materials with a group like the Collaboration.

3.5.5.6 Key Person(s) and their Resumes (maximum two-pages per resume, 12-point font)

Specify key persons to be assigned to this project and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

At minimum a lead staff must have two years project management experience and educational background to support this experience. A Project Management certificate will meet standards of educational background.

For any key person positions that are unfilled, a position description may be provided instead of a resume.

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3.6 EVALUATION PROCESS

3.6.1 Responsiveness and Responsibility Determination

3.6.1.1 Responsiveness and Responsibility determination

Proposals received prior to Bid Opening Date will be reviewed for Responsiveness to all solicitation requirements including compliance with Proposer Requirements section and Proposal Content Requirements section. If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non- Responsive Offer. 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.

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of a Contract. The successful Proposer will submit a signed Attachment G Responsibility Inquiry form within five 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.

3.6.2 Evaluation Criteria

The following standards will be used by the Evaluation Committee to assign points for the evaluation criterion.

Points Standards for Evaluation

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.

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.

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.

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

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 3.6.2 up to the maximum points available as specified in Section 3.8 (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

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3.6.2.1 Project Management Experience (3.5.6.1) (up to 60 points)

• How well does Proposer describe their experience with Project Management? (10 Points)

• How well does Proposer describe their experience with the Foster Plus Program organization? (10 Points)

• How well does Proposer describe their experience with project coordination? (10 Points)

• How well does Proposer describe their experience with strategic planning? (10 Points)

• How well does Proposer describe their experience with managing expenditures? (10 Points)

• How well does Proposer describe their experience with reporting? (10 Points)

3.6.2.2 Governing Structure Experience (3.5.6.2) (up to 20 points)

• How well does Proposer describe their experience with Governing Structure? (10 Points)

• How well does Proposer demonstrate working with a voting membership? (10 points)

3.6.2.3 Interpretation and Application of Rules and Statutes (3.5.6.3) (up to 10 points)

• How well does Proposer describe their experience of interpreting and applying Oregon Administrative Rule and Oregon Revised Statute, or similar experience?

3.6.2.4 Coordinating Multiple Entities with Different and Competing Priorities (3.5.6.4) (up to 10 points)

• How well does Proposer describe their experience in coordinating multiple entities with different and competing priorities?

3.6.2.5 Key Person(s) and their Resumes (3.5.6.5) (up to 20 points)

• How well does Proposer’s Key Person(s) demonstrate their experience in working on projects similar to this RFP’s Scope of Work?

• Does the lead staff’s resume demonstrate they have two years project management experience and educational background to support the experience?

3.7 BUDGET PROPOSAL EVALUATION (3.5.4) (up to 30 points)

• How well does the budget align with achieving the goals of the RFP?

• How well does the budget detail the line items including the name and title of positions of people performing the work?

• How well does the budget identify anticipated increased costs, such as salary increases and allowances for inflation?

3.8 POINT AND SCORE CALCULATIONS

Scores are the values (0 through 10) assigned by each evaluator for each criterion question.

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Points are the total possible for each section as listed in the table below.

Criteria Maximum Points

3.6.2.1 Project Management Experience (Section 3.5.6.1) 60

3.6.2.2 Governing Structure (Section 3.5.6.2) 20

3.6.2.3 Interpretation and Application of Rules and

Statutes (Section 3.5.6.3.)

3.6.2.4 Coordinating Multiple Entities with Different and

Competing Priorities (Section 3.5.6.4)

3.6.2.5 Key Person(s) and their Resumes (Section 3.5.6.5) 20

3.7 Budget Proposal (Section 3.5.4) 30

Total 150

The evaluators will independently score each Proposal. The SPC will add each evaluator’s scores together then divide the sum by the total number of evaluators for an average score for each evaluation criterion. The average criterion scores will be added together for the total score of the Proposal.

3.9 RANKING OF PROPOSERS

The SPC will determine the rank order for each respective Proposal and Proposer from the total scores, with the highest score receiving the highest rank, and the successive rank order determined by the next highest score.

The SPC will rank all Proposers at the conclusion of the evaluation and scoring and ODHS may, in its sole discretion, determine the apparent successful Proposer(s) with no additional rounds of competition.

3.9.1 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

3.9.2 Competitive Range Protest

Proposers excluded from a round may submit a Written protest of Competitive Range.

Protests must:

• Be emailed to the SPC;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative

• State the reason for the protest; and

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• Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

Agency will address all protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

If additional rounds of competition are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process. Agency will describe the rank order for each Proposer, at the end of each round, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4.

Agency may award less than the full Scope of Work described in this RFP.

4.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

4.2 INTENT TO AWARD PROTEST

4.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Proposals are non-Responsive.

• Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

• Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

• Agency’s evaluation of Proposal or determination of award otherwise violates ORS

Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award.

4.2.1.1 Protest Requirements

Protests must:

• Be delivered to the SPC via email;

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• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Be signed by an authorized representative of Proposer;

• Specify the grounds for the protest; and

• Be received within 7 calendar days of the Intent to Award notice.

4.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

4.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) who are selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

4.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit B of Attachment A.

4.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

4.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

4.3.4 Responsibility Inquiry

Prior to award, Proposer shall be required to complete and submit Attachment E — Responsibility Inquiry.

4.3.5 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

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4.3.6 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

4.4 CONTRACT NEGOTIATION

4.4.1 Negotiation

After selection of a successful Proposer, Agency may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment A), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Contract and note exceptions.

Proposer must submit those exceptions to Agency during the Questions / Requests for Clarification period set forth in Section 1.2. If Agency agrees to make any requested changes to the Sample Contract/Price Agreement, Agency will issue an Amendment to notify Proposers of such changes. Unless Agency issues an Amendment modifying any of the terms and conditions, Agency intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment A).

Following the selection of the apparent successful Proposer, Agency may agree to negotiate changes to the negotiable provisions of the Sample Contract listed below. However, Agency is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

Agency is willing to negotiate all items, except those listed below:

• Choice of law

• Choice of venue

• Constitutional requirements

• Requirements of applicable federal and State law

In the event that the parties have not reached mutually agreeable terms within 60 calendar days, Agency may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

SECTION 5: ADDITIONAL INFORMATION

5.1 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the

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State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.2 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction…