Mediation and Parenting Plan Support Services RFGA S-13700-00012751 Page 1 of 25

STATE OF OREGON

COVER PAGE

Department of Justice

Is issuing this Request for Grant Application (RFGA) under OregonBuys Bid Number S-13700-00012751 for

MEDIATION & PARENTING PLAN SUPPORT SERVICES

Date of Issue: May 14, 2025

Opening Date and Time: June 16, 2025 at Noon

Single Point of Contact (SPC): Michelle Long, Contracts Officer

Address: 1162 Court Street NE

City, State, Zip Salem, Oregon 97301

Phone (voice) 503-947-4386

Email: ChildSupportContracts@doj.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.

mailto:ChildSupportContracts@doj.oregon.gov

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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

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/REQUIREMENTS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM APPLICANT REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 APPLICATION REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-APPLICATION CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 APPLICATION DELIVERY OPTIONS

4.5 APPLICATION MODIFICATION OR WITHDRAWAL

4.6 APPLICATION DUE

4.7 OPENING OF APPLICATIONS

4.8 APPLICATION REJECTION

4.9 EVALUATION PROCESS

4.10 POINT AND SCORE CALCULATIONS

4.11 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.3 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFGA; REJECTION OF APPLICATION; NO DAMAGES

6.5 COST OF SUBMITTING AN APPLICATION

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

6.8 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT INCLUDING FEDERAL TERMS AND CONDITIONS,

REPORTING FORMS AND EXAMPLES

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E BUDGET FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H - CERTIFICATE OF NON-SUPPLANTATION

ATTACHMENT I - NONPROFIT SUBGRANTEE LIST

ATTACHMENT J - HOW TO SUBMIT AN ELECTRONIC RESPONSE IN OREGONBUYS

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Justice, on behalf of the Child Support Program (“Agency”), is issuing this Request for Grant Application (“RFGA”) under the provisions of ORS 279B.060 for services to facilitate non-custodial parents’ (NCP) access to and visitation with their children by serving parents living apart, who are having difficulty with visitation or who do not have a legally enforceable parenting plan. Allowable Services to be offered under this grant are identified under Section 2.2.

The Agency is charged with administering and distributing the Federal Access and Visitation (AV) Grant Program funds from the U.S. Department of Health and Human Services, Administration of Children and Families, Office of Child Support Services

(“OCSS”).

Congress instructed OCSS to distribute funds to each of the 50 states and territories using a formula that includes U.S. Census data on children living with one biological parent and the total number of children in each eligible jurisdiction.

Each state “may administer State programs funded with the grant directly or through grants to or contracts with courts, local public agencies, or nonprofit private entities.”

Such programs need not be operated statewide; they can operate in a specific locale.

Oregon has operated several of these programs in recent years; in Oregon they have been known as Parental Access and Visitation or AV projects.

For the purposes of this document, the Applicant’s response proposal is referred to as “Application.” The Agency may award to multiple Applicants.

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

Agency may award multiple contracts from this RFGA.

The term of the Contract is anticipated to be from October 1, 2025 through September 30, 2026 with the option to renew annually upon Agency amendment to the Contract.

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. N/A denotes that event is not applicable to this RFGA.

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Event Date Time

RFGA Release – Date of Issuance May 14, 2025 Noon

Questions / Requests for Clarification Due May 27, 2025 Noon

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

May 30 2025

Opening (Applications Due) See RFGA cover page

Issuance of Notice of Intent to Award (approx.)

The week of June 30,

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFGA is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFGA only to the SPC, whether about the technical requirements of the RFGA, contractual requirements, the RFGA process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY

Agency is issuing this RFGA pursuant to its authority under ORS 279A.010(1)(k)(A)(ii), ORS

180.345 and ORS 190. The administration of the Grant is authorized by Part D of Title IV section 469B of the Social Security Act.

2.2 DEFINITION OF TERMS

For the purposes of this RFGA, capitalized words are defined in OAR 125-246-0110 or as defined below.

Allowable Services For the purpose of this Grant, Allowable Services are specific services designed to assist noncustodial parents spend more time with their children. Allowable Services are limited to the development of parenting time plans, mediation, education, counseling, and visitation enforcement (including monitored and supervised visitation, and neutral drop-off and pick-up).

Committee The AV Grant Advisory Committee.

Community Partner Any entity that will be participating in the proposed project; if a Community Partner will be receiving AV grant funds, the Community Partner must be a Governmental Agency or a Nonprofit Entity as defined in the Definition section of this Grant Application.

Complimentary Services Any service not covered by the list of Allowable Services.

Complimentary Services cannot be funded with AV Grant

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DHHS United States Department of Health and Human Services.

FFY Federal Fiscal Year.

Geopolitical Relationship among politics, geography, demographics, and economics.

Governmental Agency Any governmental agency including; but not limited to, state courts, federal, state, county or city agencies.

Grantee Oregon Department of Justice, Child Support Program- Entity which is awarded the Federal grant directly from the Federal agency.

Grantor Department of Health and Human Services - Federal agency which awards the Grant.

Nonprofit entity Any organization that operates as a nonprofit entity as defined by the Internal Revenue Service, including a nonprofit faith-based organization.

Non-Custodial Parent Non-custodial parent(s). Parent who does not have primary legal or physical custody of a child.

OCSS Office of Child Support Services.

Other funds Funds from any source other than the AV Grant; may include other public or private grants, non-Federal sources.

AV Access and Visitation.

Participant A Participant can be any party or child associated with a child support case.

Program The Oregon Child Support Program.

RFGA Request for Grant Application or Proposal.

Subgrantee A state or local government, college, university or nonprofit organization that expends federal awards to carry out this federal grant program. A local service provider, a Subgrantee generally: determines who is eligible to receive federal financial assistance; has its performance measured against whether objectives of the federal programs are met; has responsibility for programmatic decision-making; has responsibility for adherence to applicable federal program

Mediation and Parenting Plan Support Services RFGA S-13700-00012751 Page 7 of 25 compliance requirements; and uses funds to carry out a program of the organization as compared to providing goods or services for a program.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Division of Child Support (DCS) is one of the ten divisions within the Department of Justice. DCS provides child support services to families in Oregon receiving some form of public assistance. DCS also provides services and benefits to families in other states, possessions, and territories of the United States and to governments of foreign countries when such services are requested under appropriate circumstances.

2.3.2 Project Overview and Background

The Federal Access and Visitation Grant supports programs that work to increase noncustodial parents access to and time with their children. States are permitted to use grant funds to develop programs and provide services such as: mediation, development of parenting plans, education, counseling, visitation enforcement (including monitored and supervised visitation, and neutral drop-off and pick-up) and the development of guidelines for visitation and alternate custody arrangements.

2.3.3 Availability of Funds

Agency is granted $100,000 annually for Access and Visitation projects. Federal funds awarded for this Grant may be used for 90% of the total costs of the AV project, up to the allocation awarded in a grant agreement resulting from this Grant Application. The remaining 10% must be from non-Federal sources, cash or in-kind. The 10% match requirement must be included in the Applicant’s Proposed Budget.

AV grant funds may be combined with other non-Federal funding sources (private or public) to fund AV projects. If other funding sources are used, the other sources must be clearly identified in the grant application.

NOTE: Agency reserves the right to make a portion or all of AV Grant funds available to the same Subgrantee(s) awarded from this RFGA, by amending the agreement(s) that result from this RFGA to include subsequent year Grant funds. Any Subgrantee(s) offered such an extension of an agreement resulting from this RFGA will be required to submit additional information for the amendment. Alternatively, Agency may implement a different process to allocate a portion or all of the future AV Grant funds.

2.3.4 Eligible Applicants

For an Application to be considered, Applicant must:

a. Be a governmental agency (i.e. state, county, city, etc.) state court, or a nonprofit entity, including nonprofit faith-based organizations.

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b. Have at least one (1) year active service delivery experience for allowable services to be provided under this Grant.

2.3.5 Program Funding

Agency will conduct a competitive process for selecting the project(s) to be funded.

Agency may allocate all funds to one successful Applicant, or may apportion the funds among several Applicants providing a range of integrated services in a defined community or area. If funds are awarded, each Applicant is expected to enter into a Subgrantee Agreement with Agency substantially in the form attached as Attachment A.

This opportunity is available to Applicants that have already received AV grant funds in the past and to Applicants that have not previously received such funds.

2.3.6 Grant Award Period

Funds awarded to begin on October 1, must be spent by September 30 of the following year.

2.3.7 Grant Award Amounts

The awards are subject to the availability of funding. The maximum grant amount for October 1, 2025 through September 30, 2026 that the Applicant may apply for is $100,000. Applicants are encouraged to apply for only the amount needed to implement their proposed programs. The total available funds will not necessarily be divided equally, nor will selected Applicants be guaranteed the entire amount requested. Subgrantees are responsible to use these funds as directed and to meet all the compliance requirements so they will not have to return any funds or become a high risk and ineligible for the Grant.

2.3.8 Matching Requirement

Federal funds under this Grant Program may be used to pay for no more than 90% of the total costs of the AV project. The AV Grant funding does not include reimbursement of funding from other sources for the project. The Subgrantee shall be responsible for the 10% matching funds from non-Federal sources, cash or in-kind. Subgrantee shall submit a monthly invoice to Agency accounting for 100% of their costs, including the cash or in-kind match. Agency will reimburse the Subgrantee at 90% of the total cost. EXAMPLE: For every $100.00 Subgrantee spends from this Grant, Subgrantee will be reimbursed $90.00 from the Grant funds.

NOTE: any matching funds money received by Subgrantee cannot originate from a Federal source.

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2.3.9 Reimbursement-based Funding

Grant funds will be disbursed on a monthly basis and only upon receipt of monthly statistical data and financial reports with necessary invoices. Only eligible expenses incurred during the contractual funding grant cycle will be considered reimbursable.

2.3.10 Certificate of Non-Supplanting

Public Agencies must complete the Certification of Non-Supplanting (Attachment H) in accordance with the provisions of The Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (commonly referred to as Welfare Reform). The Subgrantee certifies that federal funds will not be used to supplant or replace funds or other resources that would otherwise have been made available for access and visitation services.

a. The Subgrantee’s fiscal officer must sign this certificate.

b. Nonprofit entities and nonprofit faith-based organizations are not required to complete the Certificate of Non-Supplanting.

2.4 SCOPE OF WORK/REQUIREMENTS

This RFGA outlines the guidelines, requirements, and application process.

Applicants need to carefully review the eligibility criteria, program funding, and grant award amounts.

2.4.1 Target Population to be Served

Programs funded through this grant must facilitate Non-Custodial Parents’ access to and visitation with their children by serving parents living apart, who are having difficulty with visitation or who do not have a legally enforceable parenting plan.

Some of the services provided must be available on a statewide basis.

2.4.2 Allowable Services

Projects funded may provide Allowable Services as defined under Section 2.2.

Federal AV Grant funds cannot be used for construction, the purchase of land or the purchase of a building. Federal AV Grant funds can be used to lease space to provide Allowable Services.

In providing the Allowable Services, the Subgrantee shall strive to meet the following outcomes:

c. Increase NCP parenting time with their children compared to time spent with their children prior to receiving access and visitation services.

d. Facilitate access for non-custodial parents to courts and court-connected services throughout the state, such as filing parenting plans and visitation enforcement; and

e. Increase non-custodial parent awareness of, and participation in, services available through courts, public agencies and nonprofit entities in the community.

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2.4.3 Requirements Related to Delivery of Allowable Services

2.4.3.1 The Subgrantee shall meet the following requirements for the Allowable Services:

a. Ensure that no project activities result in a breach of a protective order of the court.

b. Implement safeguards to ensure the safety of parents and children in the provision of project services.

2.4.3.2 Submit monthly itemized invoices accounting for 100% of Subgrantee’s eligible expenses, including cash or in-kind, within thirty (30) days following the end of the month. Invoices must have an authorized representative’s signature and include detailed costs documentation reasonably satisfactory to Agency. Agency will reimburse the Subgrantee at 90% of the total cost. Subgrantee shall be responsible for the match of 10% of the total cost. If so requested by Agency, the Subgrantee shall submit additional documentation reasonably satisfactory to Agency. For eligible expenses, see Attachment E.

2.4.3.3 Submit a final Expenditure Report electronically with the detailed information submitted in your RFGA. If so requested by Agency, the Subgrantee shall submit additional documentation reasonably satisfactory to Agency.

2.4.3.4 Email quarterly reports to Agency, using reports included in Attachment A, within thirty (30) days following the end of the quarter, which contain the following information:

a. Progress towards meeting the outcomes:

• Report data on the measures proposed, and

• Project improvement plan that addresses any areas not showing expected success.

b. Child Support payment related data so Agency may evaluate the effect on child support payments:

• Participant’s full name, and

c. Child Support Case number (if available). Other information about the project and its impact (e.g., successes for participants, barriers encountered).

2.4.3.5 Email final Project Plan Summary outcomes to Agency no later than by October 15, 2026 showing results from your Project Plan submitted in your Grant Application or as requested by Agency.

2.4.3.6 Gather and maintain records to ensure the accurate and timely submission of the Federal annual reports, OMB 0970-0204 and the Federal Access and Visitation State Profiles Report Status reports may be required during the grant period as requested by Agency.

a. The Subgrantee must submit the Federal reports to Agency AV Grant Coordinator in Attachment A as requested by DCS.

b. Extensions may be pre-approved at the discretion of the Agency, but in no event will a report deadline be extended beyond October 30, 2026.

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2.4.3.7 Subgrantee’s Intake form that the Participant signs shall include release of information which may be shared with the Agency, and shall include language that ensures the client of our confidentiality and use of data.

2.4.3.8 The Federal Local Service Provider Survey and Local Service Provider Worksheet will be required and incorporated into the Agreement when executed. The Subgrantee will be required to track Frequency of Service or Service hours, as mutually agreed upon between Agency and Subgrantee.

2.4.3.9 The Agency Quarterly Project Report and Agency Quarterly Child Support Report will be required and incorporated into the Agreement when executed.

2.4.3.10 The Federal reporting requirement includes the following reports at the end of the grant year:

2.4.3.10.1 A report comparing the initial goals and objectives to the actual outcomes and the reasons the initial goals and objectives were not accomplished, if applicable.

2.4.3.10.2 A report describing the program costs -- contained in your grant application – with your actual expenses. At a minimum, the report will include a breakdown of costs for each service category (i.e. cost for parent education), any administrative costs, total program income (if any), required match, and other funding sources with their amounts (if any).

2.4.3.10.3 If Expenditure of AV funds spent were NOT related to services in Section 2.4.2, such as funds used for training, development of information materials (e.g., shared parenting, pro se materials, etc.), videos or other services or activities. Provide information on each of these “other” expenditures using the following format and attach it to the survey submitted to the Agency:

a. Brief Description of Activity or Project:

b. Length of Project (time period)

c. Target Audience

d. Number of Parents Service (if applicable)

e. Funds Allocated: $_________

2.4.4 Grant Compliance Requirements

Applicants awarded grant funding must comply with all applicable federal and state terms and conditions to receive AV Grant funds. See Attachment A for Federal terms and conditions.

2.4.5 Statistical Reporting Requirements

Program Subgrantees and Agency are required to collect data and maintain records. Subgrantees are required to submit quarterly statistical reports and year-end reports as instructed in the agreement. Reporting information must be submitted to Agency on a timely basis. Agency relies on the Subgrantee’s reports for Federal Reporting Requirements. Loss of future grant awards, suspension of

Mediation and Parenting Plan Support Services RFGA S-13700-00012751 Page 12 of 25 funds or both may result if reports are delinquent, inaccurate, or not clear. (See Attachment A). Reporting requirements are outlined below.

Form/Report Name Who completes Date due

1. DCS Quarterly Report Subgrantee- local provider

On the last business day of the following month after each calendar quarter

2. Final Expenditure Report with details

Subgrantee- local provider

October 15th for each FFY

3. Final Project Plan Summary

Results

Subgrantee-local provider

October 15th for each FFY

4. Child Access/Visitation Grant, Local Service Provider Survey

(OMB 0970-0204).

Subgrantee- local provider

*Complete for each client at intake.

Complete report

October 15 for each

FFY

5. Form D- Local Service Provider

Work Sheet (OMB 0970-0204)

Subgrantee- local provider

October 15 for each

FFY

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM APPLICANT REQUIREMENTS

To be considered for evaluation, Application must demonstrate how Applicant meets all requirements of this section:

3.1.1 Applicant must be a governmental agency (i.e. state, county, city, etc.), state court, or a nonprofit entity, including faith-based organizations. Applicant must meet the definition of a Subgrantee as defined under Section 2.2.

3.1.2 If Applicant is selected, evidence of nonprofit status must be provided to Agency prior to a contract being executed.

3.1.3 Applicant must have must have at least one (1) year active service delivery experience for Allowable Services included in their Application.

3.2 MINIMUM SUBMISSION REQUIREMENTS

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

• Executive Summary including business organization and experience

• Letter of Commitment

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• Project Plan

• Disclosure Exemption Affidavit (Attachment B)

• Applicant Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• Budget Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Certificate of non-supplantation (Attachment H)

• Nonprofit Subgrantee List (Attachment I)

3.2.2 Application Page Limits

Application is limited to 25 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Disclosure Exemption Affidavit (Attachment B)

• Applicant Information and Certification Sheet (Attachment C)

• Reference Check forms (Attachment D)

• Budget Form (Attachment E)

• COBID Certification / Outreach Plan (Attachment F)

• Responsibility Inquiry (Attachment G)

• Certificate of non-supplantation (Attachment H)

• Nonprofit Subgrantee List (Attachment I)

3.2.3 Application Format and Quantity

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

OregonBuys Electronic Response. Applicant should submit its Application electronically through OregonBuys. Applicant should follow the procedures outlined in Attachment J for electronic submission.

Applicant shall submit one copy of its Application and all other submittal requirements, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Applicant believes any of its Application is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Applicant shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Applicant shall also mark as “Confidential” in OregonBuys all attachments to its Application that Applicant believes are exempt from disclosure.

3.2.4 Authorized Representative

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

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3.3 APPLICATION REQUIREMENTS

Application must address each of the items listed in this section and all other requirements set forth in this RFGA. Applicant shall describe the Services to be performed in a narrative form by restating each mandatory requirement and providing information necessary to substantiate that the requirement has been met. An Application that merely offers to provide the goods or services as stated in this RFGA may be considered non-Responsive to this RFGA and will not be considered further.

Application should not include extensive art work, unusual printing or other materials not essential to the utility and clarity of the Application. Do not include marketing or advertising material in the Application. Application should be straightforward and address the requests of the RFGA. Application containing excess marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

3.3.1 Applicant Information and Certification Sheet

Applicant shall complete and submit the Applicant Information and Certification Sheet (Attachment C).

Attachment C must bear the Applicant’s authorized representative’s signature.

Failure to demonstrate compliance with Oregon Tax Laws and Attachment C, may result in a finding of non-Responsibility.

3.3.2 Letter of Commitment

Applicant must submit a cover letter on the Applicant’s letterhead that must be signed by the executive officer, director or other person who is authorized to legally bind the Applicant. In addition, the letter must:

3.3.2.1 Include a statement indicating the contents of the Application is true and accurate.

3.3.2.2 Include the name, title, address, telephone number, and email address (if available) of the individual authorized to legally bind the Applicant.

3.3.2.3 Identify the partners, if any, of the Applicant and describe the collaborative relationship among those partners;

3.3.2.4 Describe in detail the roles and responsibilities of each partner agency or organization; and

3.3.2.5 Demonstrate a commitment and intention on the part of all partners to collaborate and work towards achieving program goals and objectives.

3.3.3 Business Organization and Experience

3.3.3.1 Describe the legal structure of the Applicant’s organization and the state in which the organization is registered.

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3.3.3.2 Provide a brief description of the history of the Applicant’s organization and the current scope of activities.

3.3.3.3 Describe the Applicant’s experience in providing or securing the Allowable Services proposed in their Application.

3.3.3.4 Applicant shall complete and submit the Applicant Responsibility Inquiry (Attachment G).

3.3.4 Project Plan

The Applicant must provide a summary of the Applicant’s proposed project, and how the project supports the Scope of Work and Requirements identified under Section

2.4. At minimum, the project plan must:

3.3.4.1 Describe the objectives of the proposed project;

3.3.4.2 Detail how the Allowable Services are incorporated within the proposed project;

3.3.4.3 Estimate the number of individuals who will receive each Allowable Service, frequency of the service, total direct service hours, and completion date (if applicable);

3.3.4.4 Estimate the numbers of parents that will be served;

3.3.4.5 State how many families currently receive similar services;

3.3.4.6 Estimate how many new families Applicant will be able to serve annually as a result of receiving AV funding;

3.3.4.7 Describe the geopolitical area you plan to serve, including demographics and economics that may affect services in your service area. Include the type of areas being served (rural, urban, or suburban).

3.3.4.8 Describe the population targeted for participation in the proposed project.

3.3.4.9 Identify and address potential barriers that may affect successful completion of the project goals; and

3.3.4.10 Describe the plan to recruit participants to the project.

3.3.4.11 If the recruitment process involves referrals from other agencies, please detail referral sources and process. Note in the application if referral services will not be part of the project.

3.3.4.12 Describe the process to select participants. State whether there are any conditions that automatically exclude parents from participating.

3.3.4.13 Define when participation in the project begins and when it ends.

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3.3.4.14 Describe any Complimentary Services, which may be needed by the participants and not funded under the project.

3.3.4.15 Describe the safeguards that will be in place to ensure the safety of parents and children in the provision of Services.

3.3.4.16 Describe how you will comply with the monitoring and reporting requirements detailed under Section 2.4.3.

3.3.4.17 Provide a detailed timeline to implement the proposed project.

3.3.5 References

Provide 2 references (Attachment D) from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, related Work.

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

3.3.6 Proposed Budget

Complete Proposed Budget form (Attachment E). Include a budget narrative for the Applicant and each Subcontracting agency. Explain the proposed use of the grant funds and matching funds. Your explanation must provide sufficient detail to justify the total amount budgeted in each category and must correspond directly to the expenses outlined on your Proposed Budget form (Attachment E). The program budget must be complete and reasonable and must link to your proposed program activities.

3.3.6.1 The proposed budget must include all the following information:

3.3.6.1.1 Total proposed project budget. Use Attachment E, Applicant’s Budget Application Form.

3.3.6.1.2 Proposed cost for each service category in Attachment E - Anticipated Program Costs vs. Actual Expenses section.

3.3.6.1.3 Fees/costs (if any), charged to participants for receiving EACH proposed service.

3.3.6.1.4 If other funds will be used to provide Allowable Services for this Grant, state each funding source, the dollar amount from that source, and if the funds have been requested or secured.

3.3.6.1.5 Federal AV Grant funds can only be used to fund 90% of the project cost.

Explain how the remaining 10% will be funded by other than non-Federal sources. Describe all sources for matching funds.

3.3.6.1.6 If Applicant has centralized service costs (direct or indirect) and has an approved Central Service Cost Allocation plan, Applicant must submit the

Mediation and Parenting Plan Support Services RFGA S-13700-00012751 Page 17 of 25 plan with their Application as stipulated in 2 CFR 200. Applicant must be consistent in following their plan. If Applicant does not have a plan, Applicant may charge up to 10% of regular (no overtime) wages.

3.3.6.1.7 Indicate if the AV Program is funded only with funds from the AV Grant (and any required match) or whether the Provider is receiving additional funds from other sources used to increase and support the AV Program. If combined with funds from other sources, report the name and dollar amount for each source.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFGA 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 RFGA 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 RFGA by this reference.

4.2 PRE-APPLICATION CONFERENCE

A Pre-Application conference will not be held for this RFGA.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via an OregonBuys submission;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

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

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

4.4 APPLICATION DELIVERY OPTIONS

Applicant is solely responsible for ensuring its Application is received by the SPC in accordance with the RFGA 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.

An Application submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFGA:

https://oregonbuys.gov/

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Delivery through OregonBuys

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

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

4.5 APPLICATION MODIFICATION OR WITHDRAWAL

If an Applicant wishes to make modifications to a submitted Application, the Applicant must submit its modification in one of the authorized methods listed in Section 4.4 (Application Delivery Options). To be effective, the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If an Applicant wishes to withdraw a submitted Application, 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.

4.6 APPLICATION DUE

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

An Application received after Opening is considered LATE and will NOT be accepted for evaluation. A late Application will be returned to the Applicant or destroyed.

4.7 OPENING OF APPLICATIONS

There will be no public opening of Applications. Applications received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued consistent with OAR 125-247-0630. However, Agency will record and make available the identity of all Applicants after Opening.

4.8 APPLICATION REJECTION

Agency may reject an Application for any of the following reasons:

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

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

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

• Applicant makes any contact regarding this RFGA 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.

• Applicant attempts to influence a member of the Evaluation Committee.

http://www.oregonbuys.gov/ 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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• Applicant’s acceptance is conditioned on Agency’s agreement to 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 RFGA or Amendment(s).

4.9 EVALUATION PROCESS

4.9.1 Responsiveness and Responsibility Determination

4.9.1.1 Responsiveness determination

Applications received prior to Opening will be reviewed to determine if they are Responsive to all RFGA requirements including compliance with Minimum Qualifications section and Minimum Submission Requirements section. If an Application is unclear, the SPC may request clarification from Applicant. However, clarifications may not be used to rehabilitate a non-Responsive Application. If the SPC finds an Application non-Responsive, the Application may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

4.9.1.2 Responsibility Determination

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

At any time prior to award, Agency may reject an Applicant found to be not Responsible.

4.9.2 Evaluation Criteria

Each Application 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 up to the maximum points available in the Point and Score Calculation section.

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

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4.9.2.1 Evaluation Item 1.

Organization, Experience, and Project Staff

1. How well does the Applicant demonstrate experience or ability to provide or secure allowable services?

2. How much experience does the Applicant have working with non-custodial parents who have issues with visitation, custody, and child support problems?

3. How appropriate is the number of staff and roles assigned to the project?

4. How well does the education and experience of staff and contractors designated to work on the project support their ability to perform this project?

5. Do the reference letters indicate the applicant’s ability to perform under this project?

4.9.2.2 Evaluation Item 2 .

Project Plan

1. How clearly does the plan state the objectives of the project?

2. Does the plan identify the geopolitical area, including demographics and economics that may affect services in the identified service area?

3. Does the plan identify the population targeted to be served?

4. Does the plan include only Allowable Services?

5. Does the estimated number of service recipients appear realistic?

6. Does the plan include referrals or assistance to non-custodial parents with barriers to paying child support?

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 Applicant provides insight into its expertise, knowledge, and understanding of the subject matter.

6 – 9 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

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 Applicant.

1 – 4 FAIR – Applicant 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 RFGA. Applicant has not demonstrated knowledge of the subject matter

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7. Does the plan identify and address barriers to the successful completion of the goals?

8. Does the plan identify how participants will be identified and recruited?

9. Does the plan specify the number of families currently served?

10. Does the plan specify the number of new families to be served?

11. How comprehensive is the Applicant’s plan for implementing safeguards to ensure the safety of parents and children in the provision of project services?

12. Does the plan include the expansion of program services due to AV funding?

13. Does the plan address how the monitoring and reporting requirements will be incorporated?

14. How realistic is the Applicant’s timeline to implement the project’s services?

4.9.2.3 Evaluation Item 3 .

Proposed Budget

1. How specific is the Applicant’s details regarding items in the proposed budget?

2. What portion of funding is related to direct services?

3. What is the relationship between the project’s cost and expected rate of participation?

4. How well did the Applicant document non-federal sources on the 10% match?

Federal AV Grant funds can only be used for 90% of the total project cost.

5. How well does the Applicant document other funding requested or received?

6. Are participants charged for services and how much? Are Complimentary

Services provided to participants?

4.10 POINT AND SCORE CALCULATIONS

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

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

The SPC will average all scores for each evaluation criterion. The average score will be used as a percentage multiplier of the maximum possible points for that criterion; 1=10%, 5=50%, 9=90%, etc.

4.11 RANKING OF PROPOSERS

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

TOTAL POINTS POSSIBLE 100

4.9.2.1 Organization, Experience and Financial Background 30

4.9.2.2 Project Plan

4.9.2.3 Proposed Budget

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SPC will describe the rank order for each Applicant, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

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

Agency may award less than the full maximum grant amount of this RFGA. Agency, in its sole discretion, may make additional award(s) for up to 9 months following the close of this solicitation. Agency may select the next ranked Responsive and Responsible Applicant, issue an Intent to Award notice and begin a new award protest period. If agreement with that Applicant is not reached, Agency may offer award to the next ranked Applicant and so on until agreement is reached or until Agency terminates the process. Agency may require reconfirmation of the qualifications and staffing of any Applicant.

5.1.2 Intent to Award Notice

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

5.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Applicants who are selected for a Contract award under this RFGA will be required to submit additional information and comply with the following:

5.2.1 Insurance

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

5.2.2 Taxpayer Identification Number

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

5.2.3 Business Registry

If selected for award, Applicant shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Information about these requirements may be found at http://sos.oregon.gov/business/pages/register.aspx. The selected Applicant shall submit a current Oregon Secretary of State Business Registry number, or explanation if not available.

http://sos.oregon.gov/business/pages/register.aspx

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5.2.4 Responsibility Inquiry

Prior to award, the apparent successful Applicant shall be required to complete and submit Attachment G — Responsibility Inquiry.

5.3 CONTRACT NEGOTIATION

5.3.1 Negotiation

After selection of a successful Applicant, Agency may enter into contract negotiations with the successful Applicant. By submitting an Application, Applicant agrees to comply with the requirements of the RFGA, including the terms and conditions of the Sample Agreement (Attachment A). With the exception of those terms listed below for negotiation.

Applicant shall review the attached Sample Agreement and note exceptions. Unless Applicant notes exceptions in its Application, the State intends to enter into a contract with the successful Applicant substantially in the form set forth in Sample Agreement (Attachment A). It may be possible to negotiate some provisions of the final Agreement;

however, many provisions cannot be changed. Applicant is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State. Therefore, Agency will consider the scope of requested exceptions in the evaluation of Application.

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

Agency may negotiate the Statement of Work and the following terms and conditions:

• Term of the Contract

• Prices or Considerations, and

• Insurance

In the event that the parties have not reached mutually agreeable terms within 30 calendar days, Agency, at its discretion, may terminate Negotiations and commence Negotiations with the next highest-ranking Applicant.

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN= oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

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If the Contract has potential subcontracting opportunities, the successful Applicant may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

6.2 GOVERNING LAWS AND REGULATIONS

This RFGA is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFGA, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or from the jurisdiction of any court.

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Applications are public record and are subject to public inspection after Agency issues the…