AMENDED 08-07-2023 23-151 Navigator RFGP~1.pdf

RFGP OregonBuys #S-47100-00007425

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STATE OF OREGON

EMPLOYMENT DEPARTMENT

OREGON UNEMPLOYMENT INSURANCE NAVIGATOR GRANT

OPPORTUNITY

PARTNERING WITH COMMUNITY BASED ORGANIZATIONS TO HELP

INDIVIDUALS TO NAVIGATE THE UNEMPLOYMENT INSURANCE SYSTEM

Request for Grant Proposals (RFGP)

OED #23-151

OregonBuys #: S-47100-00007425

PROPOSALS MUST BE SUBMITTED THROUGH OREGONBUYS

Single Point of Contact (SPC):

Ronda Wirth, Procurement and Contracts Specialist Address: 875 Union Street NE City, State, Zip: Salem, OR 97301 Phone (voice): 971-375-3484 E-mail: ronda.g.wirth@employ.oregon.gov

In compliance with the Americans with Disabilities Act, the Oregon Employment Department offers alternate formats, auxiliary aids and services, and language services to individuals with disabilities free of cost upon request. Individuals with limited English proficiency may also request language services free of cost upon request. To request any of these services, please send an e-mail to OED_INTERPRETER@oregon.gov, or call (503) 947-1794 (voice), or dial 7-1-1 for TTY/TDD toll free relay service, or access free online relay service at: www.sprintrelayonline.com and enter phone number (503) 947-1794.

mailto:ronda.g.wirth@employ.oregon.gov

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 Introduction

1.2 Schedule of Events

1.3 Single Point of Contact (SPC)

SECTION 2: DEFINITION OF TERMS, OVERVIEW, AND SCOPE OF ACTIVITIES

2.1 Definition of Terms

2.2 Overview

2.3 Project Overview and Background

2.4 Scope of Activities

SECTION 3: PROPOSAL REQUIREMENTS AND EVALUATION

3.1 Eligibility Criteria

3.2 Minimum Requirements

3.3 Minimum Submission Requirements

3.4 Procurement Process

3.5 Proposal Content Requirements

3.6 Evaluation Process

3.7 Next Step Determination

3.8 [Reserved]

3.9 Point and Score Calculations

3.10 Ranking of Proposers

SECTION 4: AWARD AND NEGOTIATION

4.1 Award Notification Process

4.2 Grant Agreement Negotiation

SECTION 5: ADDITIONAL INFORMATION

5.1 Grant Period

5.2 Ownership/Permission to Use Materials

5.3 Cancellation of RFGP; Rejection of Proposals; No Damages

5.4 Cost of Submitting A Proposal

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5.5 Obligation

RFGP Attachments and Exhibits to the Attachments:

Attachment 1 – Proposer’s Certification and Informational Sheet Attachment 2 – Affidavit of Trade Secret Attachment 3 – Part 1, Project Narrative Attachment 3 – Part 2, CBO Goals and Objectives - Activities Attachment 4 – Budget Proposal Attachment 5 – Proposed Grant Agreement Exhibit A – Part 1, Project Description Exhibit A – Part 2, Payment and Financial Reporting Exhibit A – Part 3, Special Terms and Conditions Exhibit B – Standard Terms and Conditions Exhibit C – Required Federal Terms and Conditions

Exhibit D – Information Required by 2 CFR Subtitle B with guidance at 2 CFR Part 200

Exhibit E – Project Budget Exhibit F – Form of Request for Grant Reimbursement Exhibit G – Form of Monthly Narrative Report for the Oregon

Unemployment Insurance Navigator Grant Exhibit H – Monthly Reporting Schedule for the Oregon Unemployment

Insurance Navigator Grant Exhibit I –Recipient Key Persons Exhibit J – Insurance Exhibit K – Proposed Confidential Information Sharing Agreement

Appendix A – Letter of Commitment Appendix B – Organizational Chart Appendix C – Equipment Policy (not mandatory)

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Employment Department (OED), seeks Proposals from qualified Community-based organizations (CBOs) to improve equitable access to unemployment benefits. CBOs partnering with OED will:

• Conduct targeted outreach activities to people of color and other workers who have been historically underserved, marginalized, and adversely affected by persistent poverty and inequality.

• Raise awareness of UI benefits, including initial eligibility requirements, application procedures, continuing eligibility requirements, and certification requirements.

• Provide general assistance to workers in accessing UI benefits as well as refer matters of potential individual eligibility to OED.

• Work collaboratively with OED to facilitate outreach to increase awareness of the UI program through avenues best suited for their clients, including but not limited to in-person or over-the-phone assistance.

The grants are made possible through the American Rescue Plan Act UI Navigator Program.

ARPA funds awarded as a result of this RFGP through the UI Navigator Program will be used to:

• Enable OED to partner with CBOs to engage in activities that include outreach, training, education, and general assistance with completing applications for unemployment benefits.

• Deliver timely benefits to all workers, with emphasis on those who have been historically underserved, marginalized, and adversely affected by poverty and inequality.

• Provide regular reporting on observed barriers to greater UI access among these underserved populations to enable OED to better reach all eligible workers, and to the extent possible, improve services. Information provided may also be used to inform further equity analysis.

OED intends to award multiple grants from this RFGP for varying amounts. The total funds available for all grants are $3,000,000.

The initial term of the Grant Agreement is anticipated to be July 1, 2022 through June 30, 2025. OED, at its discretion, may offer funding to support the continuation of Project https://www.whitehouse.gov/american-rescue-plan/

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Activities after June 30, 2025, depending on the availability of federal funding.

All individuals or firms submitting Proposals are referred to as Proposers in this RFGP.

After execution of a Grant Agreement, an awarded Proposer will be designated as a Recipient.

Funding Amount: A maximum grant amount awarded per grant will be determined by OED based on OED review and acceptance of Proposal and budget which may be negotiated or revised at the discretion of OED. There is no guarantee of grant or funding dollar amount.

OED and Proposers will negotiate the final Project Activities and the grant amount for those activities to be included in the Grant Agreement.

1.2 SCHEDULE OF EVENTS

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 RFGP Advertised in OregonBuys Monday, July 3, 2023

Pre-Proposal Conference Call Monday, July 24, 2023 3:00 to 4:00 p.m.

Question / Requests for Clarification Due Wednesday, July 26, 2023 By 5:00 p.m.

Answers to Questions / Request for Clarification Issued Friday, July 28, 2023 By 5:00 p.m.

Closing (Proposals Due) Thursday, August 10, 2023 By 5:00 p.m.

Issuance of Notice of Intent to Award (approx.) Monday, September 4, 2023 (approximate)

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFGP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to this RFGP only to the SPC.

Any unauthorized contact regarding this RFGP with other State employees, or officials may result in Proposal rejection. OregonBuys will be used to distribute all information regarding this RFGP. Any additional information received in writing from the SPC is also considered official.

SECTION 2: DEFINITION OF TERMS, OVERVIEW, AND SCOPE OF

ACTIVITIES

2.1 DEFINITION OF TERMS

For the purposes of this RFGP, capitalized words will refer to the following definitions.

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2.1.1 General Definitions

“Grant Agreement” means a document substantially in the form of Attachment 5 that is entered into by OED and a Proposer awarded a grant as a result of this RFGP, which agreement includes all exhibits and attachments identified therein.

“Key Personnel” or “Key Persons” means the person or persons on Proposer’s staff to be assigned to implement the project under the Grant Agreement. For Key Persons not identified prior to Proposal submission, a position description must be submitted.

“Pass through entity” means OED or another state agency acting as a grantee in the Navigator program.

“Proposal” means a written response submitted through the OregonBuys system in response to this RFGP.

“Recipient” means the Proposer(s) selected through this RFGP to enter into a Grant Agreement with OED.

“SPC” means the OED sole point of contact who serves as the coordinator and focal point of information, communications, and activities relating to this RFGP.

“Work” means the required activities, goals, milestones and objectives, reporting and invoicing, as described in this RFGP.

2.1.2 RFGP Specific Definitions

2.1.2.1.1 “Measurable Outcomes” is an observable end-result that describes how a particular interaction benefits Project participants. It demonstrates the impact of the interaction. A measurable outcome is not a measurable output, such as the number of individuals served, or the number of training sessions held.

2.1.2.1.2 “OED’s Modernization” refers to a multi-year initiative focused on transforming the Agency’s business processes and core technology systems.

2.1.2.1.3 “Project Goal” is a broad statement of what is to be accomplished with the grant funding and should be linked to the problem statement,

2.1.2.1.4 “Project Objective” provides information on what the project will do to accomplish the project goal. It is stated in action terms, defines the population to be served, is measurable, and includes a timeline.

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2.2 OVERVIEW

2.2.1 OED Overview and Background

OED is a large state agency with a mission to support business and promote employment of Oregonians through developing a diversified, multi-skilled workforce, and providing support during periods of unemployment. We accomplish this by accurately administering the unemployment insurance (UI) benefits program; recruiting and referring applicants to job openings and assisting job seekers in their employment searches (Workforce Operations); developing and distributing workforce and economic information (Workforce and Economic Research).

OED employs approximately 1,300 employees in field offices located throughout the State with its central office located in Salem.

OED fosters fairness, equity, and inclusion to maintain a workplace environment where everyone is treated with respect and dignity regardless of race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, age, veteran status, disability, or status as a victim of domestic violence, harassment, sexual assault, or stalking.

This policy applies to every aspect of our employment practices, including recruitment, hiring, retention, promotion, and training.

2.2.2 Unemployment Insurance Benefits Overview and Background

The Unemployment Insurance Benefits Section is responsible for operating benefit programs; examining and adjudicating claims issues; providing technical and clerical support to unemployment claims programs; processing certification reports for claimants and issuing unemployment benefits to eligible individuals. Each person within the UI system protects the integrity of the UI program.

Unemployment insurance provides money to people who have lost their jobs or have had their hours reduced through no fault of their own. Weekly payments of unemployment insurance benefits support people as they actively look for work.

2.2.3 ARPA UI Navigator Program Overview and Background

The grants are made possible through the American Rescue Plan Act (ARPA). ARPA funding enables the Department of Labor to improve equitable access and timeliness of UI benefits, as well as reduce fraud. On March 11, 2021, the President signed ARPA into law (Public Law (Pub. L.) 117-2). Section 9032, ARPA, creates a new Section 2118 of the Coronavirus Aid, Relief, and Economic Security (CARES) Act (Pub. L. 116-136), as amended, and provides for a $2,000,000,000 appropriation to the Secretary of Labor (Secretary) to detect and prevent fraud, to promote equitable access, and to ensure timely payment of benefits to eligible workers with respect to UI programs.

The purpose of the ARPA UI Navigator Grant is to help workers learn about, apply for, and, if eligible, receive UI benefits and related services (i.e., navigate the UI program) and to https://www.whitehouse.gov/american-rescue-plan/

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Version 2.0 - July 6, 2015 support state agencies in delivering timely benefits to workers — especially workers who have faced obstacles to accessing UI benefits in the past.

States selected for the grant are instructed to partner with CBOs experienced in assisting UI claimants and/or unemployed job seekers to engage in activities that include outreach, training, education, and general assistance with completing applications for unemployment benefits, especially individuals in groups that are historically underserved, marginalized, and adversely affected by persistent poverty and inequality.

The ARPA UI Navigator Grant includes helping workers who may be victims of identity theft verify their identities when filing UI claims. This program is also intended to support state agencies in delivering timely benefits to all workers, such as people of color and others who have been historically underserved, marginalized, and adversely affected by persistent poverty and inequality.

This includes addressing disparities in accessing government UI programs facing individuals and communities including, but not limited to, workers who are low paid, Black, Hispanic/Latinx, American Indians, Alaska Native, Asian Americans, Native Hawaiians, Pacific Islanders, Indigenous persons, other persons of color, individuals with disabilities, members of religious minorities, LGBTQIA2S+ persons, individuals with limited English proficiency, women, formerly incarcerated workers, and individuals living in rural areas.

2.3 PROJECT OVERVIEW AND BACKGROUND

2.3.1 Purpose

OED will partner with Recipients to engage in activities that include outreach, training, education, and general assistance completing applications for unemployment benefits.

The UI Navigator Grant will enable OED to improve timely delivery of benefits to all workers, with emphasis on those who have been historically underserved, marginalized, and adversely affected by poverty and inequality. This includes women; racial and ethnic minorities, including Blacks, Hispanics, American Indian and Native Americans, Asian Americans, Native Hawaiians, Pacific Islanders and Indigenous persons; low-wage workers;

individuals with disabilities; members of religious minorities; LGTBQIA2S+ individuals;

individuals with limited English proficiency; formerly incarcerated individuals; and individuals living in rural areas. Recipients will help state UI agencies and the Department of Labor better reach all available workers by regularly reporting on the barriers to UI access Recipients observe among these underserved populations.

2.3.2 Core Values

The work done by OED is guided by:

• Integrity – We are trusted to keep our word, always acting with honesty and courage.

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• Respect – We value diverse perspective, assume good intent, and act with compassion.

• Community – We foster a sense of belonging for our employees, partners, and customers, creating positive impacts where we live and work.

2.3.3 Expectations of Recipients

Recipients will support OED in providing all individuals the opportunity to be informed of and take appropriate action(s) to apply for UI benefits, and, if eligible, maintain their entitlement to UI benefits, and to access UI services.

Recipients will assist workers in building the skills they need to be effective advocates for the UI system in their own communities by expanding awareness of the UI program, including eligibility requirements and application processes.

The Recipients will submit a monthly narrative report on their activities to OED as well as provide data related to customers they assisted.

2.4 SCOPE OF ACTIVITIES

2.4.1 Roles and Responsibilities of Community-Based Partners

Recipients selected under this project will have one main goal:

• Improve equitable access to unemployment benefits.

Recipients partnering with OED will:

Conduct targeted outreach activities to people of color and other workers who have been historically underserved, marginalized, and adversely affected by persistent poverty and inequality.

Raise awareness of UI benefits, including initial eligibility requirements, application procedures, continuing eligibility requirements, and certification requirements.

Provide general assistance to workers in accessing UI benefits as well as refer matters of potential individual eligibility to OED.

Recipients will work collaboratively with OED to facilitate outreach and increase awareness of the UI program through avenues best suited for their clients, including but not limited to in-person or over-the-phone assistance.

Recipients will coordinate communication strategies and outreach materials to ensure that:

• Members of their target population are aware of the UI program; and

• Members of their target population understand:

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Version 2.0 - July 6, 2015 o What the UI program is;

o What the monetary eligibility requirements are;

o What the adjudication process is;

o Who the UI program is for, and when to apply;

o How to apply for UI;

o Why OED needs demographic data in the initial UI application and facilitate connecting claimants with UI claims specialists to get their claim questions answered;

o The importance of filing timely weekly claims, providing accurate and truthful information, accurately reporting earnings, keeping addresses and phone numbers current, and completing work search requirements;

o How UI benefits work for non-US Citizens; and o What UI resources are available to them and how to access the resources.

Recipients will support OED in providing all individuals the opportunity to be informed of and take appropriate action(s) to apply for UI benefits, and, if eligible, help them maintain their eligibility for UI benefits, and to access UI services.

Recipients will assist workers in building the skills they need to be effective advocates for the UI system in their own communities by expanding awareness of the UI program, including eligibility requirements and application processes.

Recipients will serve their communities by completing activities such as:

• Creating and distributing flyers, posters, ads, and other paper materials targeted to members of their communities.

• Hosting informational booths at strategic places.

• Disseminating UI information through radio and social media.

• Host virtual or in-person educational trainings for potential claimants in multiple languages, where they will educate potential claimants about the UI program, how to apply, eligibility requirements, and how to get additional information

• Use their client database to disseminate information about the UI program.

• Engage with their partner organizations or agencies to disseminate information about UI.

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• Provide one-on-one UI Navigator services for claimants and potential claimants.

Recipients will be expected to distribute at least 250 paper materials per month. Recipients will be expected to post UI information in social media each week. Requirements about the frequency of postings and volume of the audience reached will be determined based on population size, county area, and the population the Recipients represent. Recipients will also be expected to host at least two UI educational trainings per month and attend at least one event per month where they provide UI information. Recipients will be expected to keep track of participants attending trainings, potential claimants reached, and number of materials distributed. These metrics are to be included in the monthly report.

Potential claimants reached will be encouraged to complete an anonymous survey to share their experience with the UI Navigator services provided by Recipients.

OED will provide Recipients with a survey requesting potential claimants’ feedback about OED’s communications. OED will analyze this data to gain insights into where OED could inadvertently be placing barriers to underserved populations’ ability to accessing UI program services. This data could answer the following questions:

• Are OED’s communications about UI effective?

• What methods work best for communicating with underserved communities?

• Do potential claimants understand what the program is about?

• How to apply?

• What is the process?

• What is their role within the process?

• Are OED systems user friendly?

• Do individuals understand how to reach OED staff for services?

• Are OED’s translations accurate?

• Do individuals clearly understand program requirements and instructions based on the information available in their languages?

• Is OED reach potential claimants throughout the state, or are there pockets of populations that are unaware of the existence of the UI program or how to access information about the UI program?

Recipients will use an OED-provided template to submit a monthly report. The report will be used to inform OED of existent systemic obstacles, and will be used to create a plan to address those obstacles. Based on demographic and recipiency data gathered through

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OED’s Equitable Access to Unemployment Insurance (EAUI) unit, we will be able to identify communities with lower benefit recipiency rates and communicate that information to Recipients to assist in targeted work with those communities. Also, in a reciprocal fashion, fundamental UI knowledge provided by Recipients through monthly reports will inform work being performed by the EAUI business unit.

Every other month, OED will host meetings with Recipients’ members to exchange information regarding how to effectively reach individuals from historically underserved communities. Information gathered from these meetings will be used in EAUI’s outreach efforts, and to inform UI leadership and the OED Modernization team on methods to continue to reach and serve these populations once the grants period is over.

Recipients will participate in meetings, conferences, and regular check-ins with OED. They may also be required to participate in similar events with Navigator grantees in other states, and with the US Department of Labor to share best practices and lessons.

Recipients will support OED with an evaluation of the ARPA UI Navigator Program, which may include interviews and surveys of staff and assisted workers, as well as sharing individual-level and aggregate data with OED in accordance with the required Agreement for Confidential Information Sharing.

Recipients’ staff will not process UI applications, resolve issues on claims, or perform any other merit staff functions. Recipients will be expected to provide UI guidance and educational services, and to facilitate contact between potential claimants and merit staff who can resolve issues and answer claim-specific questions.

Since Recipients know their target populations they are best suited to create a work plan that will effectively reach the populations they serve; implementing tools and methods consistent with the needs of members of the communities they serve. A guideline and proposed work plan template will be distributed to Recipients. Recipients will submit their outreach plan to OED. The outreach plan must include the project mission, goals, activities, milestones, deliverables, community impact, staff responsible, and timeline. OED will evaluate and must approve the outreach plan. Recipients will have the opportunity to create their own outreach materials if they choose to do so to ensure they appeal to the target population. All outreach materials must be reviewed and approved by OED before they are disseminated.

2.4.2 Roles and Responsibilities of Oregon Employment Department

OED shall partner with Recipients participating in the UI Navigator Program. Eligible community-based organizations with which states may partner include nonprofit or public entities, which can include labor unions, other entities representing workers, such as worker centers, other community-based organizations, and institutions of higher education. States are encouraged to partner with American Indian/Native American Tribal Governments. OED can apply for up to $3,000,000 in funding for a 36-month period.

Funding to OED will be structured as a cooperative agreement between OED and the

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Department of Labor. In addition to funding, the cooperative agreement also provides technical assistance to OED and Recipients – for instance, by helping OED to use their UI data to design and implement navigation activities to better reach underserved workers and creating a community of practice among grantees.

SECTION 3: PROPOSAL REQUIREMENTS AND EVALUATION

3.1 ELIGIBILITY CRITERIA

Selected CBOs partnering with OED for the ARPA UI Navigator Program should be able to demonstrate they:

• Have a successful track record of serving the same or similar communities they expect to provide targeted outreach to.

• Have relationships with unemployed workers likely to need assistance applying for and, if eligible, receiving UI benefits and related services (i.e., navigating the UI program).

• Have experience in assisting workers to navigate government program(s), especially on UI-related issues, and building the skills they need to effectively represent themselves and their communities in government program(s).

• Have significant experience supporting worker voice through assisting workers in navigating the UI program.

• Have experience working with the community or communities in accessing UI benefits and/or benefits provided through other federal entitlement programs.

This RFGP is limited to entities within the state of Oregon that are registered with the Oregon Secretary of State.

3.2 MINIMUM REQUIREMENTS

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

3.2.1 Minimum Proposer Requirements

Each Proposal must include the following requirements:

• Must be submitted by a nonprofit Community-Based Organization

• Proposer must have experience with UI and describe their experience with UI

• Describe how many underserved communities they reach

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• Describe and provide evidence of their ability to reach populations that are historically underserved, marginalized, and/or adversely affected by persistent poverty and inequality, including:

o Women; racial and ethnic minorities, including Blacks, Hispanics, American Indian and Native Americans, Asian Americans, Native Hawaiians, Pacific Islanders and Indigenous persons; low-wage workers; individuals with disabilities; members of religious minorities; LGTBQIA2S+ individuals;

individuals with limited English proficiency; formerly incarcerated individuals;

and individuals living in rural areas

• Provide a description and evidence of how they have served disparate populations

• Describe how accessible they make their services o Ability to demonstrate inclusive practices upfront o How they make adjustments and accommodations

• Have bilingual staff or the ability to provide interpretation services

• Describe how many ways they engage with the community in person; live but virtual; via radio or television; via social media; and any means of engagement

• Describe how many partnerships they have with other CBOs and in what way(s) they partner with other CBOs

• Describe how they invest in employee training and performance feedback to ensure excellent customer service

• Describe their social media reach

• Describe how they protect data

• Describe their ability to securely transmit the data

• Describe their ability to protect PII and securely share with OED

• Requestors must be willing to participate in data exchange with OED for this project

• Willingness to routinely meet with OED

• Coordinate training of OED staff on how to most effectively reach individuals in groups that are historically underserved, marginalized, and/or adversely affected by persistent poverty and inequality

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• Ability to continuously report how funds are used to meet requirements

3.3 MINIMUM SUBMISSION REQUIREMENTS

3.3.1 Proposal Format and Quantity

Proposal shall follow the format and reference the sections listed in the Proposal Content Requirements Section 3.5. Responses to each section and subsection shall be labeled to indicate the item being addressed. Proposal must address all Proposal and submission requirements set forth in this RFGP and must describe in detail how requirements of this RFGP will be met.

Proposer should submit one signed Proposal electronically using the OregonBuys system.

Proposer shall submit its Proposal using only white 8 ½” x 11”, typed without extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. A representative authorized to bind the Proposer must sign the original Proposal in ink. Failure of an authorized representative of the Proposer to sign the Proposal in ink may subject the Proposal to rejection by OED. Proposer shall submit only an original, bearing the Proposer’s authorized representative’s signature. In addition, if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the Affidavit of Trade Secret (Attachment 2) and a fully redacted version of its Proposal, clearly identified as the redacted version.

3.3.2 Proposal Page Limit

Page limits are noted, when relevant. Any pages exceeding the noted page limit will not be provided to the evaluation committee or considered in the evaluation. Unless otherwise specified, no particular form is required.

3.4 PROCUREMENT PROCESS

3.4.1 Public Notice

The RFGP, including all addenda and attachments, is published on the OregonBuys network at:

https://oregonbuys.gov/bso/external/bidDetail.sdo?docId=S-47100- 00007425&external=true&parentUrl=close

OED shall publish all addenda and questions and answers on OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any addenda have been issued. Addenda are incorporated into this RFGP by this reference.

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3.4.2 Questions / Requests for Clarification

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

• Be submitted in writing to the SPC via email or through OregonBuys;

• Reference this RFGP number: S-47100-00007425 ;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative of the Proposer;

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

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

3.4.3 Pre-Proposal Conference Calls

One pre-Proposal conference call will be held at the dates and times listed in Section 1.2, Schedule of Events. Prospective Proposers’ participation in these conference calls is highly encouraged but not mandatory.

The purpose of the pre-Proposal conference call is to:

• Provide additional description of the grants;

• Explain the RFGP process; and

• Answer any questions Proposers may have related to the grant process.

Statements made during the pre-Proposal conference call are not binding upon OED.

Proposers may be asked to submit questions in Writing.

To participate in a pre-Proposal conference call, contact the SPC with the Proposer’s email address. The SPC will email the pre-Proposal conference call information separately.

3.4.4 Proposal Submission

Proposer is solely responsible for ensuring its Proposal is received by the OregonBuys system in accordance with the RFGP requirements prior to the closing date and time. OED is not responsible for transmission errors or delays or mistaken delivery. Proposal submitted by any means not authorized will be rejected. The OregonBuys link is:

https://oregonbuys.gov/bso/external/bidDetail.sdo?docId=S-47100- 00007425&external=true&parentUrl=close

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3.4.5 Proposal Modification or Withdrawal

The OregonBuys system allows Proposers to withdraw any documents submitted and allows Proposers to resubmit a Proposal up to the date and time that the RFGP closes. Any Proposer who wishes to withdraw a submitted Proposal shall do so prior to the closing date and time.

3.4.6 Proposal Due

Proposal and all required submittal items must be received through OregonBuys on or before the closing date and time. Proposal received after the closing date and time will not be accepted. All Proposal modifications or withdrawals must be completed prior to the closing date and time.

Proposals received after the closing date and time are considered LATE and will NOT be accepted for evaluation.

3.4.7 Proposal Rejection

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

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

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

• Proposer attempts to inappropriately influence a member of the evaluation committee.

• Proposal is conditioned on OED’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 RFGP or Addenda.

3.4.8 Opening of Proposal

Proposals will not be opened publicly. Promptly after the opening of Proposals, a list with names of the Proposers will be posted in OregonBuys at:

https://oregonbuys.gov/bso/external/bidDetail.sdo?docId=S-47100- 00007425&external=true&parentUrl=close

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No other information will be made available at that time. Proposals received in response to this RFGP will be available for inspection after completion of the evaluation process and issuance of a Notice of Intent to Award.

3.5 PROPOSAL CONTENT REQUIREMENTS

Proposal must address each of the items listed in this Section and all other requirements set forth in this RFGP. A Proposal that merely offers to create or expand an existing CBO program as described in this RFGP will be considered non-responsive to this RFGP and will not be considered further.

OED will evaluate the overall quality of content and responsiveness of Proposals to the purpose and specifications of this RFGP.

Proposals shall include the following items in the order listed below. Page limits are noted, when relevant. Unless otherwise specified, no particular form is required.

3.5.1 Proposal Certification Sheet

The Proposer shall complete and submit the Proposal Certification and Information Sheet (Attachment 1).

3.5.2 Project Description of Scope.

Project Narrative (Page Limit: 2)

Please submit the narrative by using Part I of Attachment 3.

The Project Narrative will be used as the primary information to determine whether a project meets the minimum requirements for a grant under the UI Navigator Grant.

The Project Narrative must provide a clear and concise description of the project, and how the funds will be used to assist underserved and underrepresented communities when applying for unemployment insurance.

The Project Narrative should include the following components:

• Executive Summary

• Problem Statement – What limitations the communities they serve face

• Organizational Capability

• Goals and Objectives

• Outcomes

• Project Plan

• Plan for Project Sustainability

• Evaluation Plan

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3.5.2.1.1 Formatting and Naming of Proposal for Project Narrative

The following documents should be combined into a single PDF or a single Word document and submitted through OregonBuys at:

https://oregonbuys.gov/bso/external/bidDetail.sdo?docId=S-47100- 00007425&external=true&parentUrl=close with the naming convention:

• RFGPnumber_UINavigatorRFGPProposal_OrganizationName_LastNameOfMa inContact

• Proposals should use a 12-point font with margins of 1” all around.

Executive Summary (1 Page Maximum):

Dedicate the first half of the first page of the Executive Summary to provide the following information, in the following order:

• The total amount of funding requested.

• The project timeline for the milestones and deliverables including time period in months.

• A list of potential barriers to access the unemployment insurance system that exist within the communities you serve and how your organization will assist individuals in overcoming those barriers.

This section should include:

• A brief description of the proposed project, including but not limited to staff resources allocated for project, goal(s), objectives, outcomes, and evaluation plan.

• Clearly state if your organization has provided similar assistance or if they have previously participated with OED on similar projects.

• Include information on how funds will be used to perform outreach to underserved and underrepresented communities and assist in navigating the unemployment insurance system. Describe the demographics of your outreach including number of people estimated to reach.

• Clearly state the populations your organization serves including demographic information and estimated number of individuals served as well as geographical area your organization serves.

Organizational Capability (1 Page Maximum)

The proposal’s Organizational Capability statement must:

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• Include an organizational capability statement describing how the Proposer (or the division of a larger agency which will have responsibility for this Project) is organized, the nature and scope of its work, and the capabilities it possesses. This description should cover capabilities of the Proposer not included in the Project narrative, such as any current or previous relevant experience and the record of the project team in preparing cogent and useful reports, publications, and other products. The Proposer should document significant experience in serving historically underserved and underrepresented populations.

• Please include an organizational chart as appendices for the applicant agency or the particular division/office of a larger agency which will have responsibility for this project. Describe how personal information of participants will be safeguarded and how data transfers with OED will be secure.

Goals and Objectives (1 Page Maximum)

The proposal’s Goals and Objectives statement must:

• Include overall project goals, and annual short-term and project long-term objectives.

Definition: A “project goal” is a broad statement of what is to be accomplished with the grant funding and should be linked to the problem statement, Definition: A “project objective” provides information on what the project will do to accomplish the project goal. It is stated in action terms, defines the population to be served, is measurable, and includes a timeline.

In addition to the Goals and Objectives statement, complete Attachment 3: Part 2, CBO Goals and Objectives – Activities.

Outcomes (1 Page Maximum)

The proposal’s Outcomes statement must:

• Clearly identify the measurable outcome(s) that will result from the proposed Project.

• Describe how Proposer envisions the project will serve historically unrepresented and underserved communities.

• The focus of this section should be to describe what outcome(s) will be produced by the Project and should use the Evaluation Section noted below to describe how the outcome(s) will be measured and reported.

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Project Plan. (10 Page Maximum)

The Project Plan must:

• Clearly describe how the Project will be carried out

• Specify evidence-based strategies and practices to be used in proposed activities in relation to assist workers from historically underserved and underrepresented communities to navigate the Unemployment Insurance system.

• Describe specific strategies, practices, or activities planned to achieve each objective. For each objective, describe how, when, where, by whom, and for whom the strategies, practices, or activities will be conducted.

• Provide a description of proposed Project staff, including job descriptions for key staff (including the Project Director), qualifications and responsibilities of each staff member and percentage time each will commit to the project.

Evaluation Plan. (1 Page Maximum)

The Evaluation Plan section must:

• Clearly articulate how the Proposer will evaluate outreach efforts to ensure they are effective at reaching the target populations. The Proposer is expected to begin implementing the evaluation plan at the start of the project in order to capture and document actions contributing to relevant Project impact and outcomes.

• Describe the approach that will be used to monitor and track progress on the Project’s activities and objectives.

3.5.3 Budget Proposal

Budget Narrative – (2 Page Maximum)

Provide one detailed Budget Proposal for the entire grant period, substantially in the form of Attachment 4. The Budget Narrative should explain the line items listed on the Budget Table of Attachment 4.

The budget proposal must include separate line items for personnel salary, benefits, travel (mileage included shall not exceed the current federal rate), training, outreach, event enrollment fees, system navigation services, supplies, and indirect/administrative expenses.

• For all personnel costs, the budget proposal must include the total personnel expenses of all staff who will be assigned to support this project, including the salary range for the proposed positions. If an existing part-time or any percentage less than an FTE is assigned to

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Version 2.0 - July 6, 2015 work on this project, explain how Proposer will track the time spent specifically working on this project.

Budget Table (Attachment 4)

The Proposer must submit a completed Budget Table (Attachment 4).

• IMPORTANT: Please ensure that the completed Budget Table (Attachment 4) and Budget Narrative are in alignment with the Project Narrative (see Section 3.5.2.1 Project Narrative). It should be easy to identify the relationship between the financial requests and the Project.

Not doing so could negatively impact the score during the evaluation.

Major single expenditures should be itemized on the Budget Table and linked to the specific project activity. Budget Proposal must also include the following:

Separate line items for personnel salary, benefits, outreach services, facilities, systems infrastructure, supplies and any other expense. Administrative expenses directly related to the implementation of the project or to pay for shared expenses related to functions such as marketing or volunteer coordination that may not be provided by Key Persons, must be described. Indirect/Administrative Expenses up to 12% of the total budget may be used to cover Indirect/Administrative Costs. OED will not fund office space or furniture directly. It is expected that Proposer will provide this in-kind.

Include the name, title and total expenses of all staff and contractors who will be assigned to support this project and the percentage FTE assigned to work on this project.

Include the total cost of the project and the amount and percent contribution from grant funds resulting from this RFGP, the Proposer, industry and other collaborators and partners. If the project is an expansion or modification of an existing program, include only the contribution related to the expansion. Existing operations may not be used as a contribution to an expansion. Proposer must show additional or new contributions to co-invest with funds from this RFGP.

Provide sufficient narrative details about how salaries, benefits, and travel were determined for the budget.

3.5.4 Appendices

Appendix A - Letter of Commitment from all Community Based Organizations.

The Proposer must submit with its application a Letter of Commitment (LOC) between the Proposer’s organization and each partner organization. Each LOC must clearly delineate the roles and resources (including in-kind) that each entity will bring to the project and state the duration and terms of the agreement and cover the entire Project

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Version 2.0 - July 6, 2015 period. Each LOC must include all partners and be signed by the authorized representatives of each Partnership Project partner.

Signatures may be by facsimile transmission or other electronic means, and the LOC may be executed in any number of counterparts, all of which together shall constitute one signed LOC.

LOCs are not the same as letters of support. Letters of support are letters that are general in nature that speak to the writer’s belief in the capability of an Proposer to accomplish a goal or task. Letters of support also may indicate an intent or interest to work together in the future, but they lack specificity. The Proposer should NOT provide letters of support as they will not be considered during the review.

Appendix B: Organizational Chart

The Proposer must include an organization chart showing the relationship of the project to the current organization. This chart may also include the contractual and supportive organizations that will become part of the network. The Proposer must also include information about any contractual and supportive staff or organization(s) that will have a secondary role(s) in implementing the project and achieving project goals.

Appendix C: Equipment Policy (as applicable, not mandatory)

3.5.5 Public Record/Confidential or Proprietary Information

All Proposals are public record and are subject to public inspection and will be made available after OED issues the Notice of the Intent to Award. If a Proposer believes that any portion of its Proposal contains any information that is a trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall complete and submit the Affidavit of Trade Secret (Attachment 2).

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.410 through 192.505) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. OED advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

3.6 EVALUATION PROCESS

3.6.1 Responsiveness and Responsibility Determination

Proposals received prior to Closing will be reviewed for responsiveness to all RFGP

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3.4 “Proposal Content 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, OED may waive any minor informality or non-conformance with the provisions or procedures of this RFGP.

3.6.2 Evaluation Criteria

Responsive Proposals will be evaluated by an evaluation committee. Evaluators will assign a score of 0 to 4 for each evaluation criterion listed below in this Section.

Proposals must provide a concise description of the Proposer’s ability to reach the goals and objectives of the program with emphasis on completeness and clarity of content.

Evaluators will consider brevity and clarity of responses in scoring Proposals.

SCORE EXPLANATION

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.

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.

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.

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFGP. Proposer has not demonstrated knowledge of the subject matter.

Factor 1: Executive Summary and Problem Statement (40 points)

Quality and soundness of the Executive Summary and the description in the Problem Statement of the proposed project and the nature and scope of the specific problem and issue(s) and proposed outreach.

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Factor 2: Organizational Capability (40 points)

Appropriateness of the Proposer’s organizational structure and organizational chart provided to implement the project as proposed.

Evidence of the organization’s ability to successfully conduct the proposed Project.

Extent to which the organization demonstrates its ability to collect and analyze project outcome data.

Factor 3: Goals and Objectives (80 points)

Merit of the stated goals and objectives.

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