6104-0 1st QA.pdf
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- Solicitation number
- S-10000-00013061
- Issued by
- Marion County, Oregon
About this file
This document is a first Question and Answer (Q&A) document for a Family Search and Engagement Services contract (S-10000-00013061) for the State of Oregon. The contract seeks to procure family engagement services statewide, with an estimated 200-280 service hours per week. Contractors are instructed to propose 280 hours of family engagement service hours for statewide coverage to enable direct bid comparisons. The current work is being performed by 3 Full-Time Equivalent (FTE) staff, and the primary goal is to initiate family finding work earlier in case management rather than at the end of the process.
The Q&A document emphasizes a strong preference for using the Seneca model for family searches, primarily due to privacy and confidentiality requirements involving minors in Child Welfare custody. Seneca is already approved and contracted with the state, and searches through this system would not incur additional costs. The document clarifies that while job descriptions for key personnel are required, resumes for staff not yet hired are not mandatory; instead, bidders should provide a plan for hiring staff who meet the necessary qualifications. No specific dollar amounts have been posted at this time, and while a reference form exists in Attachment D, the reference requirement has been removed, though references can still be voluntarily submitted.
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1st Q&A - S-10000-00013061
Family Search and Engagement Services
1. Question 1: Is there a required font size or maximum number of pages?
a. No. However, it should be easy to read, such as 12-14 pt font, ex: Cambria, or Arial. No specific limit on number of pages, but it should be kept a reasonable amount.
2. Question 2: Attachment D includes a reference form. However, the RFP does not mention a need to provide references.
a. The reference requirement was removed, but they can still be provided, if desired.
3. Question 3: The scope of work doesn’t equal number of youths, just hours?
a. The amount of hours is estimated to be between 200 and 280 hours per week, instead of being based on the number of youth. Supervision hours are included in the estimated number of hours above.
For the purposes of the price proposal, contractors should assume that there will be 280 hours of family engagement service hours to serve the contract statewide. This is so that there can be a set standard to allow for direct comparisons between the bids.
If a contractor chooses to submit a proposal covering a specific geographic area, then please define the number of hours covered by the total of the proposal and a plan of supervision or coordination hours as well.
4. Question 4: There is no dollar amount listed in proposal?
a. No dollar amounts have been posted at this time.
5. Question 5: There are currently 3 FTE doing this work statewide. Is the goal to double this number?
a. The overall goal is to increase the family finding work early in the case so it’s not being done on the back end.
6. Question 6: The Seneca model has 6 steps. Is the expectation that this is the only search method to be used? Or is it open to utilizing additional tools as part of the search process? (Ref: sec 2.4.2.1.2)
a. For this contract, there is an extremely strong preference to utilize Seneca. This is due to the fact that there are privacy and confidentiality requirements that must be met, especially since this contract would involve the personal information of minors in Child Welfare custody.
Seneca has already been approved and is currently contracted with the State of Oregon to provide these services. Any other search tools or other database systems, such as DNA testing, could be made available by exception, but this would be analyzed on a case-by-case basis.
Therefore, under this contract, Seneca is already a considered cost and any searches through Seneca would not result in additional cost to the contractor. Additionally, the cost of the training to utilize Seneca is a reimbursable expense under this contract.
7. Question 7: Can you clarify what “something learned about the person/family as part of the service” in section 2.4.2.1.4 means?
a. Level of engagement; connection and/or history with the family; level of involvement with the youth
8. Question 8: Job descriptions are not listed as a requirement? How to provide resumes for people who have not been hired to do the work yet? Can resumes for current staff be provided?
a. Key persons are considered the people required under the contract to do the work. Current staff, unless they will be doing the body of work do not fall under this definition. A description of the plan to hire staff and how to ensure they will meet the qualifications should be included.
9. Question 9: Would the State be open to vendors proposing tools beyond Seneca to conduct family searches, if those tools could better support Oregon’s goal of improving family engagement?
a. Please see Question 6.
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