5751-0 Final.pdf

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STATE OF OREGON

COVER PAGE

Oregon Department of Human Services, Office of Child Welfare Programs, District 8

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-10000-00007013 for

NAVIGATOR SERVICES FOR JACKSON AND JOSEPHINE COUNTIES

Date of Issue: September 26, 2023 at 1:00 PM Pacific Time

Opening Date and Time: October 26, 2023 at 3:30 PM Pacific Time

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

Address: 500 Summer Street NE, E-03 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 7-1-1 (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.

mailto:dhs-oha.publicationrequest@state.or.us mailto:dhs-oha.publicationrequest@state.or.us

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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 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G 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, Office of Child Welfare Programs, District 8, (“Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for Navigator Services for Jackson and Josephine County, to assist Parents that have Agency involvement to navigate through the Child Welfare system. The need for these Services are a result of the Oregon State Legislature creating what is called the Strengthening, Preserving and Reunifying Families (SPRF) program through 2011 SB964.

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

Agency anticipates the award of one or more Contracts from this RFP. Proposers may propose to provide Services for Jackson County, Josephine County or both counties. All persons or firms submitting Proposals are referred to as Proposers in the RFP; after execution of a Contract, the awarded Proposer(s) will be designated as Contractor(s).

The initial term of the Contract is anticipated to be one year with options to renew up to a cumulative maximum of six 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

Questions / Requests for Clarification Due October 17, 2023 4:30 PM

Answers to Questions / Answers to Questions Issued, approximately three business days after submission through:

October 20, 2023

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Earliest Agency will make available the identity of all Proposers October 27, 2023 3:00 PM

Issuance of Notice of Intent to Award (approx.) November 22, 2023

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.

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246- 0170(2).

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

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

2.2.1.3 Proposal means a written response to Request for Proposals.

2.2.1.4 Proposer means a person who submits a Proposal in response to a Request for Proposals.

2.2.2 Project Specific Definitions

2.2.2.1 Agency Referred Families means parents or families that have Agency involvement.

2.2.2.2 Clients means any individual receiving services from the Agency, including the parent or legal guardian of a child or young adult, or the custodian of an unemancipated minor client.

2.2.2.3 Navigator(s) means Contractor provided staff to assist Agency Referred families to navigate through the Child Welfare system by completing items on their case plan of Services that are supportive of the Client’s success.

2.2.3 OregonBuys Terminology

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

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

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

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

2.2.3.5 Vendor means the same as a prospective Proposer.

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2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Child Welfare Programs help improve family capacity to provide safe and permanent living environment for foster children of all ages. The programs’ goals are to achieve safe and equitable reductions in the number of children experiencing foster care. This is accomplished by protecting children from abuse and neglect and safely maintaining them in their homes whenever possible and appropriate; finding safe, permanent, stable homes for children when needed; ensuring children in foster care are well cared for, remain connected to family, siblings and support networks and receive appropriate Services; providing culturally appropriate and equitable treatment for all children served; and practicing quality assurance and improvement for defining, measuring and improving outcomes for children and families.

Child Welfare Programs serve children and families when children are subject to abuse and neglect. Child protection workers respond to all reports of child abuse and neglect. If a child cannot be safe at home, a foster care placement is made. Child Welfare has a renewed focus and energy around keeping children safe and reducing its foster care population by implementing a system that prevents out-of-home placements and increases a timely and safe return to families.

The program areas within Child Welfare are Child Safety, Well-Being, Permanency, Program Design and Delivery and Federal Performance and Reporting.

2.3.2 Project Overview and Background

The SPRF Program was created by the 2011 Oregon legislature with the goal of reducing trauma to children who are risk of being removed from their families of origin because of reasons of abuse or neglect, and to resolve those issues by means of offering family-focused Services starting at the assessment phase of the case and extending into aftercare Services;

or for those children in substitute care, Services transitioning into after care Services when children are returned home.

The overall goals of the SPRF Program are to maintain children safely at home with their parents or caregivers, safely and equitably reduce the number of children in the foster care system, reduce the length of stay in foster care, and to reduce the referral or reentry rates of families into the Child Welfare system.

Services provided will be culturally-competent, evidenced-based, Client-centered, and family-focused. SPRF Program Services can be both front-end intervention programs in the home and community to support and maintain in-home placement; and Services in the home, community and with the foster parents, child, and biological parents to support early reunification programs.

The Services provided under the resulting Contract are focused primarily on Services to families whose children have been removed or are at significant risk of removal.

2.3.3 Purpose

The Agency has a need for Navigator Services to be provided for its Clients within Jackson County and Josephine County.

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2.4 SCOPE OF WORK

For the purposes of the section 2.4, Contractor means the successful Proposer.

Pursuant to ORS 279B.060(2)(c), Agency requires that the Contractor meets the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or Services.

Work to be performed under the Contract awarded through this RFP includes:

2.4.1 Communication

Contractor will ensure Contractor’s staff has the professional written and oral skills to communicate with Navigators, Community Partners, Clients, and Agency.

2.4.2 Referrals

• Agency will initiate referrals to the Contractor and the Contractor shall accept referrals during Agency’s normal business hours (8-5, M-F).

• Referrals made during the Child Protective Services (CPS) assessment must be assigned promptly so the Contractor can initiate contact with the family within two

(2) business days after Agency has initiated the referral.

• Contractor will notify Agency, within one business day of referral initiation if Contractor does not accept the referral.

• Contractor will perform an intake with the Client within five business days. This intake might identify additional service needs.

• Services are expected to last from one (1) to six (6) months for all referrals with the average being approximately three (3) months. In cases where additional time is necessary, Contractor shall obtain prior approval from Agency.

• Attend scheduled weekly meetings at Agency to discuss new referrals and current Client families.

• Participate in Agency Contractor meetings as scheduled by Agency.

2.4.3 Location of Services

• Services will be provided in Service District 8 which is comprised of Jackson and Josephine Counties. Clients will reside in all areas of the counties and Contractor must accept referrals for and provide Services to those Clients within the County or Counties Proposer has proposed to provide service for.

• During times of national, state, or local emergency, and when requested or prior approved by Agency Contract Administrator, Contractor may be authorized to hold services either virtually, or via teleconference, or a combination of virtual and in person. Contractor shall abide by all restrictions in effect as prescribed by the national, state, or local authorities and/or the Contract Administrator at the time Services are provided. Timing will depend on when a determination was made to shift to a virtual event.

• Contractor shall: Conduct Services via virtual teleconferencing application as a preferred method; if not available/appropriate/applicable for Service delivery, in-

DAS Procurement Services, Version 4.5 March 31, 2023 Page 8 of 31 person in the community or at the Contractor’s office. When conducting Services in-person and while 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 websites: https://govstatus.egov.com/OR-OHA-COVID-19.

2.4.4 Services

Contractor, through the provision of the Navigators, shall provide Services as described and defined in this RFP to Agency Referred Families as follows:

• Assist Agency Referred Families who face many barriers, with Services designed to remove barriers including but not limited to:

Financial barriers Communication and information barriers Child Welfare system barriers Fear and emotional barriers Legal issues Mental Health issues Alcohol & Drug issues Child Care issues Transportation barriers Housing barriers

• Eliminate barriers to understanding the issues and providing recommendations to the family.

• Assure that any family with a need will receive timely assistance. The Navigator accomplishes this most effectively through face-to-face contact with the referred family during the Child Protective Services (CPS) assessment or when planning for family reunification.

• Customized Services for each family. Services also need to be provided in Client’s home whenever possible and be culturally and linguistically appropriate.

• Increase coordination of Services; bridge the gaps in family’s access to care, guide parents or families through Agency and other community resource provider systems.

• Specifically:

Connect parents or families with resources and support systems;

Facilitate interaction and communication with Agency staff and providers;

Streamline tasks, appointments, and paperwork;

Help parents or families identify and access financial Services to pay for their case plan needs;

Help parents or families arrive at scheduled appointments on time and prepared;

Help decrease parents or families fear and anxiety;

Help parents or families identify and utilize appropriate social Services;

https://govstatus.egov.com/OR-OHA-COVID-

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Assist parent or families with accessing housing, parenting classes, transportation, and employment and training; and

Track interventions and outcomes

• Provide Supervision

The Contractor’s supervision of Navigator(s) shall include:

Local supervision a minimum of at least once a week, and will include assisting the Navigator(s) working with other community resource providers in regard to the needs of the family or parent(s); and

Monthly evaluation meetings with Agency regarding Navigator Services to discuss what is working well and what needs to be improved.

• Reports of Abuse and Safety Plan Violations:

Any concerns about the safety of the children, or the safety and stability of the home environment shall be immediately reported to the local child abuse reporting number.

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

Any violation of the protective action, safety plan or relapse prevention plan will be reported to the Agency caseworker within 24 hours of observation.

• Equal Access to Services:

Services provided under any Contract awarded as a result of this RFP shall consider equal access for both males and females less than 18 years of ages.

“Equal access” means access to appropriate facilities, Services, and treatment, to comply with ORS 417.270.

2.4.5 Transportation

Contractor shall provide Client transportation Services in order to facilitate Client’s participation in Navigator Services. Agency strongly prefers all Client transportation Services be provided using Contractor’s vehicles; however, Contractor may provide those Services through its employees’ private vehicles.

All vehicles and drivers providing transportation under the awarded Contract are subject to the conditions below. Prior to performing Client transportation Services for Agency Clients, Contractor shall provide the Agency Contract Administrator a written certification that all drivers performing Client transportation Services under the Contract meet all of the requirements listed below.

• Insurance:

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

• Driver Standards. Contractor shall ensure any person performing Client transportation Services meets all of the following requirements.

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

Does not have the following criminal history:

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

Has been convicted or currently under the investigation of a crime related to a sexual offense; or Currently have a pending or unresolved criminal charge as a result of a crime committed within the past two years.

Has not been convicted of a crime:

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

Involving sexual offenses;

In the past two years, involving child abuse, or child neglect;

In the past two years, involving offenses against persons, violence, threat of violence, or theft;

Involving activity in the past two years, in drugs or alcoholic beverages, including driving under the influence of intoxicants; or Been convicted of a crime that bears substantial relation to the functions and duties under the terms and conditions of the Contract.

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;

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

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;

Driver shall:

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 Client transportation Services;

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

Secure any articles in 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;

Ensure vehicle is sufficiently fueled prior to providing transportation services under the Contract and refrain from refueling the vehicle while transporting Agency Clients and their families;

Provide adequate lighting, ventilation, and heating in the

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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 Agency Clients or staff and their families; and

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.

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.

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

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;

Vehicle has a clean and uncluttered passenger compartment;

Vehicle has a certified and 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; and

Vehicle has seat belts that are properly installed and maintained and used by all occupants of the vehicle at all times the vehicle is in operation.

2.4.6 Direct Support Services

• Contractor shall provide support services that assist in or prevent imminent placement of a Child to support reunification.

Allowable direct support services;

Housing expenses (including rent or utility deposits);

Utility payments needed to maintain or establish heat, water, power, or sewer;

Transportation: minor car repairs and other transportation expenses;

Essential furnishings and bedding needed for minimum safety and wellbeing;

Necessary clothing or diapers for family members;

Safety items: baby gates, child safety seats;

Emergency food;

Emergency child-care or respite care; or

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Other as approved by Contract Administrator

2.4.7 Reporting Requirements; Reports

• Contractor’s will provide written reports as follows: Initial Report Upon acceptance of a referral, a written summary that identifies the current status of the Client, the Client’s barriers, goals to be achieved, outcomes, and strategy to achieve outcomes. The initial report is required within the first five (5) days of first contact with the Client and is to be submitted to the Agency.

• Monthly Report Written reports to include any changes in the barriers to success, changes in strategies to achieve success, ongoing summary of Service provisions and progress towards outcomes. The monthly report is required by the 5th day of the following month, submitted with the invoice to the Agency.

• Closing Report Services provided and recommendations for continued Services, if needed.

This report is required within five (5) days of last contact with the Client.

The closing report must focus on providing the program outcome measures results as described in 2.4.8 a. through c. below. The closing report is to be submitted to the Agency.

2.4.8 Program Evaluation

With Agency’s implementation of performance-based contracting, Agency will gather end of Service data reported out by the Contractor and validated by Agency. Agency will utilize this and other data to work with the Contractor to support continuous improvement efforts which promote better outcomes for children and families.

Client-Driven Outcome Measures:

• Navigator Services will be based on successful achievement of the following outcome expectations:

Achieved: Client accessed all necessary, available resources and Services Partially Achieved: Client accessed one or more necessary, available resource(s) and Service(s) Not Achieved: Client did not access any necessary, available resource(s) and Service(s) No Progress: Client did not engage in services or was not located.

• When a dispute arises in regard to whether or not child-driven outcomes have been achieved by the Contractor, Agency will make the final decision.

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

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SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.1.1 Key Person Requirements

• Proposer must employ or contract Key Person(s) that meet all of the requirements in this section. Proposer may submit one or more Key Person(s) for each position, so long as all requirements are met.

• Navigator Supervisor Educational Requirements: at a minimum a Bachelor’s academic degree from an accredited college or university.

Experience Requirements: Two years of supervisory experience within the last five years.

• Navigator Educational Requirements: A bachelor’s degree in a social service field;

or Two years’ experience working with a high-risk population.

REFER TO SUBSECTION 3.3.5 FOR KEY PERSONS SUBMISSION INSTRUCTIONS.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

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

• Technical Proposal:

Fiscal Stability Experience Providing Similar Services Identifying Barriers and Networking with other Service providers Cultural and Linguistic Capacity Supervision Capacity

• Affidavit of Exemption From Disclosure (Attachment B) – only required if Proposer wants to exempt information in its Proposal to a Public Records request. (see 3.3.1 Disclosure Exemption Affidavit for additional information)

• Proposer Information and Certification Sheet (Attachment C) – This must be the first page of the Proposal

• Reference Check Form (Attachment D)

• Cost Proposal Form (Attachment E)

• Certified Disadvantaged Business Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Key Persons and Resumes

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3.2.2 Proposal Page Limits

Proposal is limited to 20 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Affidavit of Exemption From Disclosure (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• References (Attachment D)

• Cost Proposal (Attachment E)

• Certified Disadvantaged Business Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Key Persons and Resumes

3.2.3 Proposal Format and Quantity

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

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer 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 Cost Proposal must be submitted as a separate electronic response file.

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

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

3.2.4 Authorized Representative

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

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in 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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Proposal should not include extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Disclosure Exemption Affidavit

Exemption Affidavit is only required if Proposer wants to exempt information in its Proposal from disclosure to the public under Oregon Public Records Law (ORS

192.311 through 192.478). Proposer must download Attachment B from OregonBuys.

3.3.2 Proposer Information and Certification Sheet

Proposer must download Attachment C Proposer Information and Certification Sheet from OregonBuys.

Proposer will complete the information requested, sign the form, and submit Attachment B in OregonBuys as part of the Quote. Failure to demonstrate compliance with Oregon Tax Laws by not signing Attachment C may result in a finding of non-responsibility.

3.3.3 References

Proposer must download Attachment D Reference Check form from OregonBuys.

Proposer will provide three references from current or former client firms for similar projects performed for any Clients within the last three years. References must be able to verify the quality of previous, related Work.

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

Proposer shall send the Reference Check Form (Attachment D) to each of its references.

Reference forms must be completed by the reference, returned to the Proposer and submitted as an attachment with the Proposal in OregonBuys.

The references will be used for a qualitative evaluation of by the Evaluation Committee and the Committee will assign points based on the Evaluation Criteria.

3.3.4 Fiscal Stability

Briefly describe Proposer’s experience with, and current strategies for, ensuring that the Proposer conducts business in a fiscally responsible manner and remains financially solvent through the proposed Contract period. Identify the staff or board members that have fiscal responsibilities. Any Proposer that has generated financial statements shall submit copies for the most recent period. If financial statements have not been generated, then Proposer may submit an audit or fiscal review by a certified public accountant, or if the Proposer is a “new” business, include a copy of

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Fiscal Stability will be used for a qualitative evaluation by the Evaluation Committee and the Committee will assign points based on the Evaluation Criteria.

3.3.5 Experience Providing Similar Services

Describe Proposer’s experience providing services similar to the services required under this RFP. Proposer’s response must specifically address Proposer’s experience providing similar services that evidence the Proposer’s knowledge and understanding with the following:

a. Social Service delivery systems

b. Community resources available

c. Parent and child interactions

d. Child development

e. Collaboration with community partners and providers

f. Collaboration with Agency staff, child welfare policies and procedures and child welfare business processes

3.3.6 Identifying Barriers and Networking with other Service Providers

Describe how the Proposer will assist Clients in identifying barriers to obtaining services. Describe how the Proposer will collaborate with other community providers to meet the comprehensive needs of referred Clients. Community providers may include: the child, parents, other involved family members, Agency Caseworkers, educators, mental health providers, alcohol & drug providers, domestic violence providers and other involved community partners.

3.3.7 Cultural and Linguistic Capacity

a. Describe your organization’s knowledge and experience in providing program services that will be sensitive, responsive, and appropriate to culturally and linguistically diverse populations. Include a proposed model for working with disproportionally represented children in the child welfare population.

b. Describe the strategies your organization will use to implement culturally appropriate and gender specific services.

c. Describe how your organization will effectively provide objective, non-judgmental, professional, and responsive services in order to meet the needs of Agency Clients utilizing this service.

d. Describe any plan your organization has to recruit, train, and maintain culturally diverse staff.

3.3.8 Supervision

Describe Proposer’s understanding and plan for the role of the Supervisor for the assigned Navigators. Include Proposer’s understanding of assisting families through the use of flexible funds as identified in Section 2.4.6 of the Scope of Work.

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3.3.9 Capacity

a. Describe Proposer’s ability to meet the needs of Jackson County, or Josephine County, or both.

b. As part of Proposer’s response Proposer shall specifically address:

1) The number of families the Proposer believes the Navigator will be able to serve monthly. The Logic behind the number of families served.

2) A description of the Proposer’s current ability to meet the need and if not currently able to meet the need, a plan on how Proposer will meet this need within sixty days of award of the Contract.

3.3.10 Key Persons and their Resumes

Identify Key Persons to be assigned for Navigator Services including the Supervisor.

Include a current resume for each individual that demonstrates Section 3.1 Minimum Qualifications and the requirements, qualifications and experience for the Work described in Section 2.4 Scope of Work. For Key Persons not identified prior to Proposal submission, a detailed position description must be submitted and explanation of how the Key Person position will be filled.

Agency reserves the right to interview Key Persons.

3.3.11 Cost Proposal

Proposer must download Attachment E Cost Proposal from OregonBuys.

Proposer will complete the information requested and Submit Attachment E in OregonBuys as a separate attachment in OregonBuys. The Cost Proposal is for a twelve-month period of time.

The proposed Cost Proposal will be used for a qualitative evaluation by the Evaluation Committee and the Committee will assign points based on the Evaluation Criteria.

Note: The spend identified above, does not include the flexible funds of $300 per family defined in Section 2.4 of the Scope of Work.

3.3.12 COBID Outreach Plan

Certified Firms, as defined in Attachment F, must have an equal opportunity to participate in the performance of contracts and agreements financed with state funds. By submitting its Quote, Proposer certifies that it has taken, and will take, reasonable steps to ensure that Certified Firms are provided an equal opportunity to compete for and participate in the provision of services or the performance of any subcontracts resulting from this Bid Solicitation.

Proposer must download Attachment E COBID Outreach Plan from OregonBuys and must submit a completed Attachment E in OregonBuys as part of the Quote. Failure to provide this information may result in a finding of non-responsive.

3.3.13 Responsibility Inquiry

Proposer must download Attachment G Responsibility Inquiry from OregonBuys.

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Proposer will complete the information requested, sign the form, and submit the Attachment G in OregonBuys as part of the Quote. Failure to provide this information may result in a finding of non-responsive and non-responsibility.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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

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

4.2 PRE-PROPOSAL CONFERENCE

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

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

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

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

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

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

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

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

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific https://oregonbuys.gov/

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Time on the second Business Day following the issuance of the Amendment or the date and 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.

4.4.3 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:

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

and 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.

4.5 PROPOSAL DELIVERY OPTIONS

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

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

Delivery through OregonBuys

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

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

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

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

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

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

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4.7 PROPOSAL DUE

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

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

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

4.8 PUBLIC OPENING

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

4.9 PROPOSAL REJECTION

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

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

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

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

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

• Proposer attempts to 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 Amendment(s).

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

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

OAR 125-247-0470.

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4.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

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

4.10.2 Evaluation Criteria

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

a. Criteria Standards For 4.10.2.1 References

Points Standards for Evaluation

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

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

2-3 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 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.

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b. Criterion Standards For in 4.10.2.2 through 4.10.2.9

Points Standards for Evaluation

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

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 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

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

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4.10.2.1 References (3.3.3) Up to 25 points

a. How well does the Reference demonstrate the Proposer provided similar services to the Scope of Work/Specifications of this RFP?

b. How well does the reference demonstrate the Proposer provided customer service?

c. How well does the reference demonstrate the Proposer resolved problems?

d. How well does the reference demonstrate the Proposer worked within timelines?

e. How well does the reference demonstrate the Proposer engaged with clientele?

4.10.2.2 Fiscal Stability (3.3.4) Up to 30 points

a. How well does the Proposer demonstrate their experience with, and current strategies for ensuring business is conducted in a fiscally responsible manner and remains financially solvent through the proposed Contract Period?

b. How well does the Proposer identify the staff or board members that have fiscal responsibilities?

c. Did the Proposer submit either their financial statements, an audit, or a copy of a business plan that demonstrates their Fiscal Stability?

4.10.2.3 Experience Providing Similar Services (3.3.5) (Up to 60 points)

How well does the Proposer describe their experience and understanding to perform the Work described in this RFP based on previous experience with similar services that evidence the Proposer’s knowledge and understanding with:

a. Social Service delivery systems

b. Community resources available

c. Parent and child interactions

d. Child development

e. Collaboration with community partners and providers

f. Collaboration with Agency staff, child welfare policies and procedures and child welfare business processes

4.10.2.4 Identifying Barriers and Networking With Other Service Providers (3.3.6) (Up to 10 points)(Weight of 4 for a…