6104-0 RFP Final~2.pdf

DAS Procurement Services, Version 4.5 March 31, 2023 RFP S-10000-00013061 v23 (#6104) BCB Page 1 of 29

STATE OF OREGON

COVER PAGE

Oregon Department of Human Services

Office of Child Welfare

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-10000-00013061 for

FAMILY SEARCH AND ENGAGEMENT SERVICES

Date of Issue: August 29 ,2025 Opening Date and Time: September 30, 2025 at 3:00 PM Pacific Time

Single Point of Contact (SPC): Burke Barnett, Procurement Specialist

Address: 500 Summer St., Suite E03

City, State, Zip Salem, OR 97301

Phone: 503-910-7821

E-mail: Burke.C.Barnett@odhsoha.oregon.gov

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.

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Single Point of Contact (SPC) at the contact information found above. We accept all relay calls.

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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 OR 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

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT E PRICE 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 its Department of Human Services (ODHS), Office of Child Welfare (CW), (collectively the “Agency”), is issuing this Request for Proposal (RFP) for a qualified Proposer or Proposers to provide Family Search and Engagement Services for Clients who are in the legal care and custody of the Agency.

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 or more Contracts from this RFP.

The initial term of any Contract(s) resulting from this RFP is anticipated to be for two (2) years with options to renew up to a cumulative maximum of five (5) 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 September 10, 2025 10:00 AM

Questions / Requests for Clarification Due September 15, 2025 3:00 PM

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

Within 10 business days of receipt

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Issuance of Notice of Intent to Award (approx.) Within 60 days of Opening

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 pursuant to its authority under ORS 279A.050 and OAR 125-246- 0170(2).

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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

Capitalized terms not specifically defined in this document are defined in OAR 125-246- 0110.

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

Although Contractor will coordinate aspects of case management responsibility with one primary ODHS Child Welfare worker where the term “ODHS Caseworker” will also include ODHS supervisors, managers, and technical staff or Child Welfare workers responsible for other child welfare disciplines, such as Child Protective Services, Certification and Adoption or others.

2.2.1.3 “OregonBuys” is the State of Oregon’s eProcurement system which replaced the Oregon Procurement Information Network (ORPIN) on July 1, 2021. This web based system automates Oregon’s procurement process.

2.2.1.4 “Proposal” means a written response to a Request for Proposals.

2.2.1.5 “Responsible” means meeting the standards set forth in OAR 125-247-0640 or 125-249-0390(2), and not debarred or disqualified by the Authorized Agency under OAR 125-247-0575 or 125-249-0370.

2.2.1.6 “Responsive” means having the characteristic of substantial compliance in all material respects with applicable solicitation requirements.

2.2.1.7 “Scope” means the extent or range of view, outlook, application, operation, or effectiveness.

2.2.1.8 “Work” means the furnishing of all services, materials, equipment, labor, and incidentals necessary to successfully complete any individual item or the entire Contract and the carrying out and completion of all duties and obligations imposed by the Contract.

2.2.2 OregonBuys Terminology

2.2.2.1 “Affected Offeror” means an Offeror whose ability to participate in a Procurement is adversely affected by an ODHS decision.

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

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2.2.2.2 An “Amendment” is a change or addition to a Bid Solicitation. An Amendment to a Bid Solicitation is the same as an Addendum to a Request for Proposals.

OregonBuys modifications, if any, to this RFP will be made by written Amendment(s). Intent to Award notices will be posted as Amendments to the Bid Solicitation.

2.2.2.3 The “Attachments” described in Section 6 of this RFP are Attachments in OregonBuys. These Attachments must be downloaded from OregonBuys in addition to this RFP Document.

2.2.2.4 “Bid” or “Bid Solicitation” is the same as Request for Proposals. The Bid Solicitation number S-10000-00013061 is ODHS’ Request for Proposals from qualified Vendors to provide communications consulting, marketing, and public relations services.

2.2.2.5 “Bid Availability Date” is the date and time the Bid Solicitation will be visible in OregonBuys for vendors to respond.

2.2.2.6 “Bid Opening Date” is the date and time after which vendor Proposals will no longer be accepted in OregonBuys.

2.2.2.7 “Competitive Range” means the Offerors with whom ODHS will conduct discussions or negotiations if ODHS intends to conduct discussions or negotiations in accordance with OAR 125-247-0260 or 125-249-0650.

2.2.2.8 “Offeror” means an individual, corporation, partnership, limited liability company, association, joint venture, governmental agency, public corporation, or any other legal or commercial entity who submits a Proposal in response to a Request for Proposals.

2.2.2.9 A “Quote” is a Vendor’s response to a Bid Solicitation. The Vendor submits a Quote in OregonBuys using the Attachment documents provided by ODHS in OregonBuys.

2.2.2.10 As used in OregonBuys, “Seller” or “Seller Administrator” may be the same entity as a Vendor, supplier, or the Offeror.

2.2.2.11 “Vendor” refers to the public or private entity that registers in OregonBuys to respond to Bid Solicitations or view awarded contracts and agreements.

2.2.3 Project Specific Definitions

2.2.3.1 “Behavioral Rehabilitation Service” or “BRS” in addition to the definition in OAR 410-170-0020, are such services that are to remediate a Child’s debilitating psychosocial, emotional, and behavioral disorders. Such services include behavioral intervention, counseling, and skills-training. Services are delivered in a way that integrates a gender-responsive, culturally sensitive, trauma-informed, and age-appropriate or developmentally appropriate approach.

2.2.3.2 “Case“ means the cumulative Clients who are related to an individual family engagement activity due to the sharing of relatives or at least one biological

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2.2.3.3 “Client” or “Clients” means youth or a sibling set who is being supported through family engagement activities provided by the successful Proposer and important relationships for a youth and engaging those relationships in a youth’s life.

2.2.3.4 “Community Information Exchange” or “CIE” means a network of collaborative partners using a multidirectional technology platform to connect people to the services and supports they need.

2.2.3.5 “Family Engagement Program Coordinator” is a full-time employee, who coordinates program referrals and reports, supervises Family Engagement Specialists, and works to provide cooperative communication with ODHS Caseworkers.

2.2.3.6 “Family Engagement Specialist” is a full-time employee specializing in identifying relatives and important relationships for a youth and engaging those relationships in a youth’s life.

2.2.3.7 “Family Search and Engagement Services” is identifying and engaging relatives and important connections for youth in Child Welfare care and custody. Engagement is consistent communication and support offered by relatives and important relationship’s while a youth remains in Child Welfare care and custody as they transition home or to another permanent plan.

2.2.3.8 “Qualified Residential Treatment Program” or “QRTP”, in addition to the definition provided in OAR 413-070-0010(72), means a type of residential treatment program that meets specific federal requirements outlined in the Family First Prevention Services Act (“FFPSA”). These programs are designed to provide intensive, specialized care for children and youth involved with the child welfare system.

2.2.3.9 “Seneca© Model of Engagement”- is the Family Finding model provided by the National Institute for Permanency Family Connectedness through Seneca Family of Agencies. Seneca provides training, coaching, and skilled searches to implement the six steps to an effective family finding and engagement program.

The National Institute for Permanency Family Connectedness can be found at:

https://www.familypermanency.org/.

2.2.3.10 “Vision of Transformation” means a foundational guidance document for the Office of Child Welfare Programs that includes specific guiding principles, strategies, and measurable outcomes, available at the following website or from the ODHS Contract Administrator:

https://www.oregon.gov/odhs/child-welfare-transformation/pages/default.aspx https://www.familypermanency.org/ https://www.oregon.gov/odhs/child-welfare-transformation/pages/default.aspx

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2.3 OVERVIEW AND PURPOSE

ODHS Child Welfare values the engagement of extended family connections, either kith or kin, for families and Clients involved with ODHS’ Child Welfare program. Family Search and Engagement Services can contribute to the overall well-being of Clients in the care and custody of the Agency.

Engagement of identified relatives is necessary for youth and family well-being and is constrained by resource and time limitations of ODHS staff. Time, resources, and knowledge of engagement strategies are three key components that contribute to relative engagement in case planning, safety outcomes, and permanency.

Current ODHS Child Welfare practice of Family Search and Engagement Services can vary by district, with current search protocols primarily conducted through databases and contacting potential relatives via mailed letters requesting proactive response from the relative. Active engagement of identified relatives is necessary for youth and family well-being and is constrained by Agency resources, time limitations, and lack of dedicated practitioners. ODHS Child Welfare has previously contracted for enhanced Family Search and Engagement services under different pilot or focused projects with good outcomes and is wanting to contract with providers willing to implement and facilitate a statewide program model with consistent policy and practice for enhanced relative search and engagement for focused populations of children who are in the care and custody of the Agency.

The successful Proposer(s), referred to as “Contractor” upon award of a Contract, will work with ODHS to provide enhanced Family Search and Engagement services with dedicated practitioners trained in engagement strategies and in collaboration with Child Welfare staff.

ODHS is working to reduce the time it takes to identify and locate relatives while increasing the overall number of relatives engaged during Child Welfare’s involvement. The Agency is seeking to improve relative engagement strategies and encourage the participation of relatives in the wellbeing of Clients and families which may result in better permanency or reunification outcomes. The Agency seeks to have dedicated Family and Engagement Specialists that can provide practice fidelity and consistency that aligns with the Child Welfare Vision of Transformation.

2.4 SCOPE OF WORK

2.4.1 Referrals

2.4.1.1 Referrals shall be initiated by the ODHS Caseworker.

2.4.1.2 Contractor shall start accepting referrals after the Contract is executed and shall have thirty (30) days to initiate providing services.

2.4.1.3 Referrals shall be prioritized based on the following:

2.4.1.3.1 Client in non-relative care and are within three to nine months of the date in which they entered substitute care and relative search efforts have been limited or need enhanced services to support engagement.

2.4.1.3.2 Client in any substitute care setting who have been identified as having higher needs such as requiring BRS or QRTP services or may have been in

RFP S-10000-00013061 v23 (#6104) BCB Page 9 of 29 substitute care for an extended period of time.

2.4.1.3.3 Clients who are in non-relative care, who have no identified relative support or connections and ODHS diligent relative search efforts have not been successful.

2.4.1.3.4 Contractor shall maintain a waiting list for referrals if caseloads are full, and provide monthly updates to ODHS Caseworkers with a waiting referral when service is expected to begin.

If the waitlist is over two (2) months, Contractor shall contact the ODHS Contract Administrator to discuss referral process and prioritization.

2.4.2 Services:

2.4.2.1 Contractor shall provide Family Engagement Specialists dedicated exclusively to the Work under the resulting Contract. The Family Engagement Specialists shall identify relatives and other important relationships for Clients, utilizing, but not limited to, the following techniques and resources:

2.4.2.1.1 Use the Seneca © Model of Engagement;

2.4.2.1.2 Identify relatives through a search of various databases to include Seneca relative search services;

2.4.2.1.3 Produce a Family Tree or visual genogram for the Client, ODHS Caseworker, and family;

2.4.2.1.4 Create a table for ODHS that lists relative relationships, contact info, and something learned about the person or family as part of the service;

2.4.2.1.5 Facilitate meetings in-person, virtually, or through written notes, action items, or other identified venues of communication with the Client and relatives;

2.4.2.1.6 Coordinate the engagement of Client with those responsible for Client’s daily care and well-being;

2.4.2.1.7 Support engagement activities shall last for a minimum of six (6) months from first assignment and a maximum of twelve (12) months. Final timelines and timeline exceptions may be discussed between the Contractor and Agency and approved by the Agency on an as needed basis;

2.4.2.2 Once a referral for a Client is accepted by the Contractor:

2.4.2.2.1 With the assistance of the ODHS Caseworker, review all information in a Client’s file and other resources to locate community connections and relative information;

2.4.2.2.2 Maintain active and appropriate communication with the primary ODHS Caseworker regarding progress, issues or questions regarding the Client;

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2.4.2.3 In collaboration with the Agency, the priority and caseload size of each Family Engagement Specialist shall be determined jointly between the Agency and Contractor, based on several factors in order to assure the tasks are complete in a timely manner.

2.4.2.3.1 Complete means:

2.4.2.3.1.1 Relative resource for a Client has been identified and engaged for a minimum of the ODHS and Contractor agreed-upon specified amount of time.

2.4.2.3.1.2 Client and ODHS have a plan for continuous engagement post- Contractor involvement.

2.4.2.4 Family Engagement Specialists shall be primarily allocated to a specific ODHS administrative district or districts, with each area being assigned to one or more Family Engagement Specialist, as agreed upon by Contractor and the ODHS Contract Administrator. Although Work by the Family Engagement Specialist will primarily come from their assigned district or districts, Work may be assigned from other areas based on need and effective allocation of resources.

2.4.2.4.1 It is anticipated that to provide coverage statewide, 200 to 280 hours of Family Engagement Specialist services may be required each calendar week based on current workloads.

2.4.2.4.2 Contractor shall assign a single Family Engagement Program Coordinator to:

2.4.2.4.2.1 Manage and produce all reports;

2.4.2.4.2.2 Liaison with ODHS;

2.4.2.4.2.3 Supervise all Family Engagement Specialists;

2.4.2.4.2.4 Assure the Seneca© Model of Engagement is met;

2.4.2.4.2.5 Assure the quota of Cases are met per Contract year:

2.4.2.5 Contractor shall provide financial support to facilitate participation and engagement activities that promote in-person and consistent contact between referred Client, identified relatives, and important connections that have been pre-authorized up to the maximum amount allowed in the Contract. Limitation of financial support must include proper allocation of budget so that each Client be offered some form of engagement activity with their relatives. Travel costs, meals, and per diem rates shall be administered in accordance with paragraph 2.4.3, including receipt requirements, below. Other costs are reimbursable at actual cost upon presentation of a receipt. Eligible costs may include:

2.4.2.5.1 Flights;

2.4.2.5.2 Hotels;

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2.4.2.5.3 Meals;

2.4.2.5.4 Cell phone or pre-paid service card;

2.4.2.5.5 Activity Costs for age-appropriate family centered activities such as amusement park entry fees, movie tickets, board games, etc., and

2.4.2.5.6 Other items or services as pre-approved by the ODHS Contract Administrator.

2.4.2.6 Contractor shall provide a survey after Case completion about engaged family’s experience approximately six (6) months after ending services. The goal is to meet a minimum of a 50% return rate of surveys. Survey shall include, but not limited to, the following:

2.4.2.6.1 Quality of services;

2.4.2.6.2 Does engagement continue; and

2.4.2.6.3 Barriers to Engagement.

2.4.3 Travel and Other Expenses.

2.4.3.1 Payments to Contractor in overnight travel status to cover meals and daily commercial lodging will be based on the Per Diem rates, terms, and conditions in effect at the time the expense was incurred, as published by the United States General Services Administration (GSA).

Per Diem is the daily amount allowed for lodging (excluding taxes), meals, and incidental expenses. Incidental expenses includes all gratuities; therefore, Contractor shall not be separately reimbursed for gratuities or tips of any kind including, but not limited to, those for meals and transportation. The per diem meal allowance is a fixed amount of reimbursement for a meal. It is not reimbursement for the actual costs incurred.

Receipts are not required for meals when claiming Per Diem.

The GSA Portal for current Per Diem rates, terms, and conditions, including “Daily Lodging Rates (excluding taxes)” and “Meals & Incidentals (M&IE) Rates and Breakdown,” can be found at: https://www.gsa.gov/travel/plan-a-trip.

2.4.3.2 Application of meal per diem rates:

2.4.3.2.1 Meal per diems for the initial day of travel and final day of travel are determined on the following schedule based on departure and arrival times. Contractor shall apply the percentage to the appropriate meal rate.

Initial Day of Travel

Time - Leave Meal Allowance

Percentage

Prior to 6:00 AM 100%

6:00 AM to Noon 75% https://www.gsa.gov/travel/plan-a-trip

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12:01 PM to 6:00 PM 50%

After 6:00 PM 25%

Final Day of Travel

Time - Arrive Meal Allowance

Percentage

Prior to 6:00 AM 25%

6:00 AM to Noon 50%

12:01 PM to 6:00 PM 75%

After 6:00 PM 100%

2.4.3.3 Lodging expenses are reimbursed at actual cost up to the specific daily maximum allowable lodging rate in effect at the time of travel for the specific area or locality. Lodging taxes are not included in the per diem rates; therefore, lodging taxes paid by the Contractor are reimbursable as a miscellaneous travel expense.

2.4.3.4 For airline ticket purchases, ODHS will reimburse the Contractor at rates consistent with coach class. Upgrades and additional costs, if any, shall be the responsibility of the Contractor. Baggage and luggage fees are a reimbursable expense.

2.4.3.5 Vehicle rental fees are reimbursable. All drivers shall have a valid current driver’s license to operate the vehicle rented. ODHS will reimburse the Contractor at rates consistent with compact or compact-size economy vehicles.

Upgrades and additional costs, if any, shall be the responsibility of the Contractor.

2.4.3.6 Receipt Requirements:

• Receipts for meals and the incidental allowance are not required if the Contractor is claiming the meal per diem;

• Receipts for lodging, lodging taxes, and surcharges on lodging are required;

• Receipts for airline tickets, baggage and luggage fees, and other eligible costs are required;

• Receipts for vehicle rental and rental fees are required.

A credit/debit card payment slip does not constitute a receipt. A receipt should include the vendor, amount, date and itemized description of the item or items purchased or service provided. When any receipt is unavailable or lost, a written statement is required, signed and certified by the Contractor, providing the reason(s).

2.4.4 Payment

Contractor shall provide financial support to facilitate Case participation and engagement

RFP S-10000-00013061 v23 (#6104) BCB Page 13 of 29 activities up to a maximum amount to be determined during Contract negotiations for Costs associated with the Family Engagement Specialists. This allocation can be utilized for staff expenses in facilitating engagement. This cost is reimbursable and must be line item invoiced to a particular Case.

2.4.5 Reporting

2.4.5.1 Contractor shall record the amount of time spent on family engagement per quarter for each individual Client conducted in-person, by phone, or virtual means.

2.4.5.2 Contractor shall report number of Clients placed with relatives or connections made through Contractor services.

2.4.5.3 Contractor shall track number of Clients exiting QRTP or BRS upon initiation of request for family engagement.

2.4.5.4 Contractor shall report how Case was closed:

2.4.5.4.1 Successful: engaged with relative or person of importance with dedication to continue contact unfacilitated;

2.4.5.4.2 Unsuccessful: Case closed prior to six (6) months or recommendation to close. No commitment for continued engagement; or

2.4.5.4.3 Neutral: engagement will need to be prompted and facilitated by other party past six (6) months of initiated work.

2.4.5.5 Contractor shall compile Survey results.

2.4.5.6 Contractor shall record the total number of Clients supported.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.1.1 To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1.1 A minimum of five (5) years of program management experience focused on youth and family services.

3.1.1.2 A minimum of three (3) years of experience working with ODHS- Child Welfare and families served by ODHS-Child Welfare.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

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

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3.2.1.1.1 Project Implementation Plan;

3.2.1.1.2 Disclosure Exemption Affidavit (Attachment B);

3.2.1.1.3 Proposer Information and Certification Sheet (Attachment C);

3.2.1.1.4 Price Proposal Form (Attachment E);

3.2.1.1.5 COBID Certification / Outreach Plan (Attachment F);

3.2.1.1.6 Responsibility Inquiry (Attachment G);

3.2.1.1.7 Key Persons and Resumes.

3.2.2 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 procedures outlined in OregonBuys Vendor Formal Solicitation Response.pdf for electronic submission.

The Price Proposal must be submitted as a separate electronic 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 the following format: Adobe Acrobat (pdf). 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 and submit a redacted version of their Proposal.

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

3.2.3 Authorized Representative

Failure of the Proposer or the 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 this RFP may be considered non-Responsive to this RFP and will not be considered further.

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. Proposal should be straightforward and address the requests of the RFP. Proposal 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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3.3.1 Proposer Information and Certification Sheet

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.

3.3.2 Price Proposal

Submit a detailed Price Proposal (Attachment E) electronically though OregonBuys.

For each activity described in the Scope of Work, the Price Proposal must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs.

The Price Proposal must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges.

For all fully loaded personnel costs, the Price Proposal must include the name and title of all positions for each individual staff person who will perform the Work, and list the compensation and fringe rate separately for each such individual.

The included “Attachment E – Price Proposal” provides a suggested format, but this document may be changed in order to suit the needs of each Proposer. Additionally, while the Price Proposal is required to be submitted to be considered a valid Proposal, Proposer may utilize their own version of Attachment E, so long as it has all of the required information described in this RFP.

Additionally, Attachment E – Price Proposal is not binding on either party and the final costs will be negotiated during Contract negotiations.

3.3.3 Key Persons and their Resumes

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 is already employed that demonstrates the person’s qualifications and experience for the Work described in this RFP. If Proposer intends to hire new personnel for this position, then include a description for the plan on how to fill those positions while ensuring that the following minimum qualifications are met.

3.3.4 Background Check and Information Access

All positions providing services under this Contract must complete a full criminal history check in compliance with ODHS Child Welfare Background check policy, including a child welfare history and driving record check to insure public safety and access to confidential information needed to complete the goals of this project.

The criminal history check shall be completed and approved prior to any position providing services under this Contract.

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3.3.5 Family Engagement Specialists

3.3.5.1 To be considered qualified, all Family Engagement Specialists that provide services under this Contract must demonstrate through documentation submitted in response to this solicitation:

3.3.5.1.1 Bachelor’s degree in one of the following:

3.3.5.1.1.1 Human Services;

3.3.5.1.1.2 Psychology;

3.3.5.1.1.3 Social Work;

3.3.5.1.1.4 Counseling;

3.3.5.1.1.5 Child and Family Development;

3.3.5.1.1.6 Other degrees could be considered with at last 20 credit hours from an accredited university in course work related to previously referenced degree.

3.3.5.1.2 At least one (1) year of work experience providing services to youth and families involved in behavioral health services, supportive services for youth with developmental disabilities or with child welfare system involvement.

3.3.5.1.3 Alternatively, a Family Engagement Specialist may also be considered qualified if they meet the following:

3.3.5.1.3.1 Associate’s degree in one of the following:

1. Human Services;

2. Psychology;

3. Child Development;

4. or other similar Social Work based program.

3.3.5.1.3.2 At least three (3) years of work experience providing services to youth and families involved in behavioral health services, supportive services for youth with developmental disabilities or with child welfare system involvement.

3.3.6 Family Engagement Program Coordinator

3.3.6.1 To be considered qualified, the Family Engagement Program Coordinator must demonstrate through documentation submitted in response to this solicitation:

3.3.6.1.1 Bachelor’s degree or Master’s degree in one of the following:

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3.3.6.1.1.1 Human Services;

3.3.6.1.1.2 Psychology;

3.3.6.1.1.3 Social Work;

3.3.6.1.1.4 Counseling; or

3.3.6.1.1.5 Child and Family Development.

3.3.6.1.1.6 Other degrees could be considered with at last 20 credit hours from an accredited university in course work related to previously referenced degree.

3.3.6.1.2 At least three (3) years of work experience providing services to youth and families involved in behavioral health services, supportive services for youth with developmental disabilities, or with child welfare system involvement.

3.3.7 Project Implementation Plan

Briefly describe how Proposer would carry out the major activities of this project in context with the Scope of Work (Section 2.4). Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work to meet the needs of the requested services.

3.3.8 Demonstration of Knowledge

Provide documentation that demonstrates the knowledge, skills, and relevant understanding of the services being requested by Proposer.

3.3.8.1 Demonstration of Experience

Ensure that documentation is submitted that demonstrates the experience requirements listed in Section 3.1.1.

Additionally, ensure that documentation is submitted that includes detailed information regarding what types of programs and services have been offered to youths and families by Proposer. This information should also detail whether there was a direct service provision, access to records, whether Proposer worked with Youth, and details about any families interconnected within the Child Welfare system.

3.3.8.2 Geographical Service Area

Ensure that the geographical service area that Proposer is willing and able to provide services within is fully and accurately described. This can be demonstrated by a list of counties, but should also include how many staff would be assigned to each area.

If the Proposer is able to provide services state-wide, then a detailed plan of how Proposer will provide equitable service coverage will be achieved, such as a description of how staff would be assigned to each area, should also be submitted in the Proposal.

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SECTION 4: SOLICITATION PROCESS

4.1PUBLIC 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

4.2.1 A Pre-Proposal conference will be held at the date and time listed in the Schedule.

Prospective Proposers’ participation in this conference is highly encouraged but not mandatory. Additionally, the Pre-Proposal Conference shall be recorded.

4.2.2 The purpose of the Pre-Proposal conference is to:

4.2.2.1 Provide additional description of the project;

4.2.2.2 Explain the RFP process; and

4.2.2.3 Answer any questions Proposers may have related to the project or the process.

4.2.3 Statements made at the Pre-Proposal conference are not binding upon Agency.

Proposers may be asked to submit questions in Writing.

4.2.4 Interested parties may participate in the Pre-Proposal Conference by:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzZjNmFiMjItYjMxMi00NjQ5LWFjMDctOTUzOTcyMjQ4NDE1%40thread.

v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48- 13adc9452f4c%22%2c%22Oid%22%3a%22dd0a9d68-98c7-4f67-845d- 25c935730bf6%22%7d

Meeting ID: 247 090 883 730 0

Passcode: i3AG9GC9

Dial in by phone

+1 971-277-2343,,312738096# United States, Portland

Phone conference ID: 312 738 096#

4.3 QUESTIONS OR REQUESTS FOR CLARIFICATIONS

4.3.1 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:

https://oregonbuys.gov/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzZjNmFiMjItYjMxMi00NjQ5LWFjMDctOTUzOTcyMjQ4NDE1%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22dd0a9d68-98c7-4f67-845d-25c935730bf6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzZjNmFiMjItYjMxMi00NjQ5LWFjMDctOTUzOTcyMjQ4NDE1%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22dd0a9d68-98c7-4f67-845d-25c935730bf6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzZjNmFiMjItYjMxMi00NjQ5LWFjMDctOTUzOTcyMjQ4NDE1%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22dd0a9d68-98c7-4f67-845d-25c935730bf6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzZjNmFiMjItYjMxMi00NjQ5LWFjMDctOTUzOTcyMjQ4NDE1%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22dd0a9d68-98c7-4f67-845d-25c935730bf6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzZjNmFiMjItYjMxMi00NjQ5LWFjMDctOTUzOTcyMjQ4NDE1%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22dd0a9d68-98c7-4f67-845d-25c935730bf6%22%7d

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

4.3.1.2 Reference the OregonBuys bid number;

4.3.1.3 Identify Proposer’s name and contact information;

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

4.3.1.5 Be received by the due date and time for Questions or 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, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

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 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.

4.4.3 Requirements for Protests

4.4.3.1 All protests must:

4.4.3.1.1 Be delivered to the SPC via email;

4.4.3.1.2 Reference the OregonBuys bid number;

4.4.3.1.3 Identify prospective Proposer’s name and contact information;

4.4.3.1.4 Be sent by an authorized representative;

4.4.3.1.5 State the reason for the protest, including:

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

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

4.4.3.1.6 State the proposed changes to the RFP provisions or other relief sought.

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4.4.3.2 Protests to the RFP must be received by the due date and time identified in the Schedule.

4.4.3.3 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:

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 the authorized method 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.

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 not be accepted by OregonBuys. .

4.8 PUBLIC OPENING

A Public Opening for this Solicitation will not be held.

4.9 PROPOSAL REJECTION

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

4.9.1.1 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.

4.9.1.2 Proposer has liquidated and delinquent debt owed to the State or any 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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4.9.1.3 Proposer fails to meet the responsibility requirements of ORS 279B.110.

4.9.1.4 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.

4.9.1.5 Proposer attempts to influence a member of the Evaluation Committee.

4.9.1.6 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.

4.10.1.2 Responsibility Determination

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

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

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4.10.2 Evaluation Criteria

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.

4.10.2.1 Evaluation Item 1 (Knowledge) – 10 Points Possible

4.10.2.1.1 How well does proposer demonstrate knowledge, skills and relevant understanding of the services being requested?

4.10.2.2 Evaluation Item 2 (Experience) – 10 Points Possible

4.10.2.2.1 How well does proposer demonstrate experience in providing child welfare services?

4.10.2.3 Evaluation Item 3 (Services) – 10 Points Possible

4.10.2.3.1 How well does the proposed Project Implementation Plan meet the needs of requested services?

4.10.2.4 Evaluation Item 4 (Geographical Needs) – 10 Points Possible

4.10.2.4.1 How well does the Proposal’s approach to providing requested services meet the overall geographical needs of the Contract?

SCORE EXPLANATION

9-10

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.

7–8 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.

4-6 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.

2-3 FAIR – Proposer meets minimum requirements, but does not demonstrate sufficient knowledge of the subject matter.

0-1 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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4.10.3 PRICE EVALUATION

The SPC will conduct the price evaluation. The SPC will award a price score to each Price Proposal based upon the percentage of the proposed price as compared to the lowest Proposer’s price using the following formula:

lowest price of all Proposers X price points possible(10) price score price being scored

4.10.4 PREFERENCES

4.10.4.1 Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 10% from the price for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

4.10.4.2 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, Agency shall add a percentage increase to each out-of-state Proposer's Proposal price that is equal to the percentage preference, if any, given to a Resident Proposer in the Proposer's state.

4.11 POINT AND SCORE CALCULATIONS

TOTAL POINTS POSSIBLE : 50

4.10.2.1 Evaluation Item 1 - Knowledge 10

4.10.2.2 Evaluation item 2 - Experience 10

4.10.2.3. Evaluation Item 3 - Services 10

4.10.2.4 Evaluation Item 4 – Geographical Needs 10

4.10.3 PRICE POINTS POSSIBLE 10

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

4.12 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members).

After any applicable preference has been applied, the SPC will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an https://www.naspo.org/reciprocity1

RFP S-10000-00013061 v23 (#6104) BCB Page 24 of 29 apparent successful Proposer at any time during the solicitation process.

4.12.1 NEXT STEP DETERMINATION

4.12.1.1 At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

4.12.1.1.1 Interviews;

4.12.1.1.2 Presentations/Demonstrations/Additional Submittal Items;

4.12.1.1.3 Discussions and submittal of revised Proposals;

4.12.1.1.4 Serial or simultaneous negotiations;

4.12.1.1.5 Best and Final Offers.

4.12.1.2 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.