IECMHC RFA FINAL OB7740.pdf

RFA # S-58800-00007740 - Infant and Early Childhood Mental Health Consultation Regional Service Providers

STATE OF OREGON

COVER PAGE

Oregon Department of Early Learning and Care

Is issuing this Request for Applications (RFA) for

INFANT AND EARLY CHILDHOOD MENTAL HEALTH CONSULTATION

REGIONAL SERVICE PROVIDERS

RFA # S-58800-00007740

Date of Issue: Wednesday August 2, 2023

Closing Date: Friday, September 15, 2023, at 5:00 PM (Pacific Time)

Single Point of Contact (SPC): Laura Sprehe, Procurement & Contract Specialist

Address: 700 Summer St

City, State, Zip Salem, OR 97310

Phone (cell) (971)-240-7719

E-mail: laura.sprehe@delc.oregon.gov

It is a policy of the State Board of Education and a priority of the Oregon Department of Early Learning and Care that there must be no discrimination or harassment on the grounds of race, color, sex, marital status, religion, national origin, age, sexual orientation, or disability in any educational programs, activities or employment. Persons having questions about equal opportunity and nondiscrimination should contact the Karin Moscon at 503-947- 5706; or by fax 503378-5156.

RFA # S-58800-00007740 - Infant and Early Childhood Mental Health Consultation Regional Service Providers

Opportunity Summary

Opportunity Type: Request for Applications (RFA)

Application Options: 1. Program Planning Grant

2. Program Implementation Grant

RFA Release Date: Wednesday, August 2, 2023

RFA Closing: Friday, September 15, 2023

Agreement/Award Period: Implementation Grant: Date of Agreement Execution – June 30, 2025 Program Planning Grant: Date of Agreement Execution to maximum of a one-year period.

Available Funding: $7,553,832 (This is an approximate amount.)

Single Point of Contact (SPC): Laura Sprehe, Procurement & Contract Specialist E-mail: Laura.Sprehe@delc.oregon.gov Phone (cell): 971.240.7719

Alternate Point of Contact (APC): Ashley Griffin, Procurement & Contract Specialist

E-mail: Ashley.Griffin@delc.oregon.gov Phone (cell): 971.240.2426

Address: Street Address: 700 Summer St City, State, Zip: Salem, OR 97310

Purpose: The Department of Early Learning and Care (DELC) is creating Regional Service Providers (RSPs) to implement an equity-focused approach for Infant and Early Childhood Mental Health Consultants (IECMHCs) to serve Early Educators (EEs) under the Early Childhood Suspension and Expulsion Prevention Program (ECSEPP). DELC is seeking up to 15 Regional Service Providers to serve within predetermined Service Delivery Areas (SDAs) throughout Oregon.

Eligibility: RSPs are defined as state, Tribe, or local government entities, private or public entities, including non-profit organizations, licensed to do business in Oregon and in good standing (current on required filings), and with successful contractual experience. Please review section 3.1 for additional eligibility criteria.

mailto:Laura.Sprehe@delc.oregon.gov mailto:Ashley.Griffin@delc.oregon.gov

RFA # S-58800-00007740 - Infant and Early Childhood Mental Health Consultation Regional Service Providers

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 PROGRAM SPECIFIC DEFINITIONS

2.4 OVERVIEW

2.5 TECHNICAL APPLICATION REQUIREMENTS

SECTION 3: APPLICATION REQUIREMENTS AND EVALUATION

3.1 MINIMUM APPLICANT REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 APPLICATION PROCESS

3.4 APPLICATION CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

4.3 PROTEST

4.5 NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 GOVERNING LAWS AND REGULATIONS

5.2 OWNERSHIP/PERMISSION TO USE MATERIALS

5.3 CANCELLATION OF RFA; REJECTION OF APPLICATIONS; NO DAMAGES

5.4 COST OF SUBMITTING AN APPLICATION

5.5 STATEWIDE E-WASTE/RECOVERY POLICY

5.6 RECYCLABLE PRODUCTS

5.7 CHECKLIST DISCLAIMER

SECTION 6: LIST OF ATTACHMENTS

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The Oregon Department of Early Learning and Care (“Agency” or “DELC”) is issuing this Request for Applications (RFA) for the provision of Infant and Early Childhood Mental Health Consultation (IECMHC). Infant and Early Childhood Mental Health Consultation (IECMHC) has been shown to be an effective strategy for improving crucial outcomes such as reducing the use of suspension and expulsion.

Applicants will have an opportunity to submit applications as Regional Service Providers (RSPs) for grants to implement an equity-focused approach for IECMHC under the Early Childhood Suspension and Expulsion Prevention Program (ECSEPP). The Agency is seeking up to 15 Regional Service Providers throughout Oregon, based on predetermined Service Delivery Areas (SDAs). Regional Service Providers are defined as: state, Tribe, or local government entities, private or public entities, including non-profit organizations, licensed to do business in Oregon and in good standing (current on required filings) and with successful contractual experience (See Section 3.1 for additional RSP requirements).

The disclosure of the budgeted amounts does not mean that these are the final funding amounts. DELC maintains the right to adjust or change the funding breakdown based on the needs of the regions.

The number of grant awardees will depend on requested budget and awardee applications for the 23- 25 biennium and is not expected to exceed 15 executed grant agreements (subject to change based on intended awardees). The terms of the Grant Agreements are anticipated to be one (1) year for planning grants (with the option to extend/transition to implementation grant) and two (2) years for implementation grants. If the awarded Applicant(s) is in good standing prior to the expiration of the Grant, Agency may, at its sole discretion, extend the Grant beyond the initial expiration date, consistent with available funding and applicable law.

All persons, organizations, or governmental entities submitting Applications are referred to as Applicants in this RFA. After execution of a Grant Agreement, the awarded Applicant must be designated as a Sub-Recipient or sub awardee.

Additional details on the Scope of the work are included in the Scope of Work/Specifications section 2.5.

The parties may negotiate the final Statement of Work to be included in the Grant.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in prevailing Pacific Time.

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All dates listed are subject to change.

Event Date Time RFA available to prospective Applicants Wednesday August 2, 2023 5:00 PM Pre-Application Webinar (optional) Tuesday, August 15, 2023 1:00 PM Questions / Requests for Clarification Due Monday, August 28, 2023 5:00 PM Closing (Applications Due) Friday, September 15, 2023 5:00 PM

Applicant Evaluation Process Friday, September 22, 2023 -

Issuance of Notice of Award (approx.) Tuesday, September 26, 2023 -

Protest Period 7 Days from Intent to Award posting 5:00 PM

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFA is identified on the Cover Page, along with the SPC’s contact information. Applicant shall direct all communications related to any provision of the RFA, whether about the technical requirements of the RFA, contractual requirements, the RFA process, or any other provision only to the

SPC.

Should assistance with language interpretation of this RFA be required, please contact the SPC for additional information on access to telephonic interpretation services.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

The Agency is issuing this RFA pursuant to its authority under ORS 329A.135.

Agency must accept Applications up to the Closing date and time as set forth in Section 1.2 of this RFA.

The Agency must then evaluate the Applications in accordance with Section 3 of this RFA.

Pursuant to ORS 329A.600 and ORS 329A.625, Oregon Department of Early Learning and Care is authorized to oversee the Early Childhood Suspension and Expulsion Prevention Program.

2.2 DEFINITION OF TERMS

The following definitions apply for purposes of this RFA.

“Affected Applicant” means an Applicant who would be eligible for a Grant in the event their protest was successful, and who is protesting because Agency failed to conduct an evaluation of Applications in accordance with the criteria or process described in this RFA.

“Applicant” means an entity who submits an Application in response to this RFA.

“Application” means a written response to this RFA.

“Evaluation Committee” means the group of people who will evaluate and score Applications submitted

RFA # S-58800-00007740 - Infant and Early Childhood Mental Health Consultation Regional Service Providers Page 6 in response to this RFA.

2.3 PROGRAM SPECIFIC DEFINITIONS

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

https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=7425

“Child Care Resource and Referral Agency” (“CCR&R”) means an entity designated under ORS 329A.100 that provides local and statewide services including 1) guidance and referrals for parents seeking child care through referrals to 211info; 2) recruiting, training, and supporting EEs to remain in the profession and provide high-quality child care programs; 3) the collection of information about the local supply of child care; and 4) community collaboration with Early Learning System partners.

“Community of Practice” (“CoP”) means a group of professionals, peers or group of professionals with common roles who come together to share skills, knowledge and routines of practice. Generally, there is a facilitator who leads the Community of Practice and supports the coordination of the group.

“Department of Early Learning and Care” (“DELC”) means a new agency that will centralize key functions and transform back-office services, positioning DELC to scale programs, increase access to child care, and more effectively support providers in delivering culturally responsive early learning services. DELC has consolidated child care functions previously housed in the Early Learning Division of the Oregon Department of Education and the Oregon Department of Human Services under one state agency. DELC is transforming how the State approaches early learning and child care by building a new, unified agency.

“Service Delivery Area” (“SDA”) means a defined geographic boundary with which the Child Care Resource and Referral (CCR&R) regions are defined.

“Early Childhood Education” (ECE”) means any part- or full-day group program in a center, school or home that serves children from birth through age five.

“Early Educator” (“EE”) means those who teach groups of young children. Depending on setting, early educators may have different job titles, including teacher, early learning teacher, owner-operator, director, provider. Settings can include family, friend or neighbor, license-exempt, regulated subsidy, registered family, certified family, and certified center environments.

“Early Intervention/ Early Childhood Special Education” (“EI/ECSE”) means services that provide a seamless system to support the developmental and educational needs of children ages birth to five and their families.

“Early Learning System” (“ELS”) means the network of services that support early care and education in Oregon. “Early Learning System” means a voluntary statewide system overseen by Oregon’s Early Learning Council and as defined by ORS 417.728.

“Infant and Early Childhood Mental Health Consultation” (“IECMHC”) means a prevention-based approach that pairs a mental health consultant with adults who work with infants and young children in the different settings where they learn and grow, such as childcare, preschool, home visiting, and early intervention. It employs a culturally responsive and Trauma-Informed lens and involves providing training and coaching to childcare and Early Care and Education Providers that helps promote healthy https://oregon.public.law/rules/oar_125-246-0110 https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=7425

RFA # S-58800-00007740 - Infant and Early Childhood Mental Health Consultation Regional Service Providers Page 7 social-emotional development, and which builds on child, family and provider strengths to ensure inclusive, supportive care for all children.

“Infant Toddler Specialist” (“ITS”) means a provider that develops and implements strategies to expand access to, and build the supply of, high-quality (culturally responsive, inclusive, developmentally appropriate) affordable, infant and toddler early care and education that meets the needs of Oregon families.

“Professional Development” ("PD”) means a continuum of learning and support activities designed to prepare individuals for work with and on behalf of young children and their families. Professional Development encompasses education, training, and Technical Assistance (including Consultation and Coaching).

“Quality Improvement Specialist” (“QIS”) means an individual who works in the Child Care Resource and Referral agency to provide Technical Assistance to Early Childhood Education Programs and/or Early Educators.

“Regional Service Provider” (“RSP”) means an entity that provides IECMHC services to Early Care and Education Providers and coordinates IECMHC services with other early childhood technical assistance providers, to promote Early Care and Education Provider access to resources, training, and other technical assistance opportunities.

“Suspension and Expulsion Prevention Program” (“SEPP” or “Program”) means a DELC program that was created by the Oregon Legislature to reduce: the use of suspension, expulsion, and other forms of exclusionary discipline in early care and education (ECE) programs; and to reduce disparities in the use of suspension, expulsion, and other forms of exclusionary practices in ECE programs based on race, ethnicity, language, ability, or gender.

“Technical Assistance” (“TA”) means targeted and individualized support by a professional(s) with specific knowledge and skills to develop or strengthen processes, application, or implementation of services for/by the TA recipients. TA may be delivered by an individual or a team, to one individual or a group. TA may be provided face-to-face, via distance methods, or a hybrid of the two. Typical forms of TA include coaching, mentoring, consultation, and professional development advising.

“Warmline” means an online access point for ECE providers and programs to submit a request for support in maintaining a child’s enrollment in the ECE program.

OVERVIEW

2.4.1 DELC Overview and Background

The Agency’s mission is to foster coordinated, culturally appropriate, and family-centered services that recognize and respect the strengths and needs of all children, families, and early learning and care professionals. The Agency’s values are equity, respect, trust, relationships, safety, continuous improvement and integrity. The Agency works as an integrated team focused on: child care, early learning programs and cross systems integration, policy and research, and equity.

2.4.2 Early Childhood Suspension and Expulsion Program Overview and Background

In 2020, former Governor Kate Brown convened the Racial Justice Council (RJC) to center marginalized

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Together, the RJC developed a Racial Justice Action Plan, which influenced the state’s short, medium, and long-term goals to address structural racism—putting Oregon on a track to build a stronger, fairer, and more equitable Oregon where everyone can thrive. The RJC has centered the dismantling of systemic racism from our civic institutions at a statewide level. During the 2021 Legislative Session, former Governor Kate Brown and the RJC secured over $3.2 billion in decisive investments to begin the process of recognizing–and undoing–systemic racism in Oregon. Within the plan was a $5.8 million investment through House Bill 2166 to establish the ECSEPP to support stable and inclusive placements for children and to prevent expulsion or suspension practices which disproportionately impact children of color.

Suspension and expulsion practices within Early Care and Education (ECE) settings will be prohibited starting July 1, 2026 (Senate Bill 236).

Because of the well-documented disparities in rates of early learning suspension and expulsion for children of color (Burton et al., 2020; Meek & Gilliam, 2016; U.S. Department of Education, 2016), DELC is creating a multi-tiered system of supports that will provide an array of on-the-ground supports for children, families, and ECE programs, while also addressing the complex underlying root causes that lead to the use of suspension and expulsion.

The purposes of the Early Childhood Suspension and Expulsion Prevention Program are:

(1) To promote inclusive values, policies, and practices that create opportunities for all Young Children and their families to participate in a broad range of activities and be supported to engage as full members of families, communities, and society. The desired result of inclusion is that children and their families of all race, ethnicity, age, appearance, language, socioeconomic status, ability, religion, immigration status, gender or gender identity, geographic location, and any other identity or intersectionality, feel a sense of belonging and membership, develop positive social relationships and friendships, and experience learning that engages the individual child’s development. The defining features of inclusion that can be used to identify high quality early childhood programs and services are access, participation, and supports; and

(2) To reduce the use of Suspension, Expulsion, and other forms of Exclusionary Practices in early childhood care and education programs and to eliminate disparities in the use of Suspension, Expulsion, and other forms of Exclusionary Practices in early childhood care and education programs based on race, ethnicity, age, appearance, language, socioeconomic status, ability, religion, immigration status, gender or gender identity, and any other identity or intersectionality, by:

(a) Providing and enhancing professional development of the early childhood education workforce with a focus on ensuring early childhood educators have the knowledge and skills to support children’s social, emotional, and positive racial identity development through the use of anti-bias, culturally-responsive, and inclusive practices in the early education environment.

(b) Ensuring that all Regional Service and Technical Assistance Providers have the knowledge and skills to offer supports that include, but are not limited to, training, coaching, technical assistance, and consultation to Early Care and

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Education Providers and programs to implement foundational anti-bias, culturally responsive, and inclusive Practices to ensure the stability of children’s placements within the early education environment.

(c) Developing and implementing culturally-responsive, Trauma-Informed Infant and Early Childhood Mental Health Consultation services to support Early Care and Education Providers and programs to effectively meet the needs of all children. To be genuinely trauma-informed, practices must also be culturally responsive and reflect the active process of anti-racism.

(d) Providing a coordinated system for Early Care and Education Providers across the state to seek support, technical assistance and/or IECMHC services in maintaining the placement of specific children who present with persistent challenging behaviors.

2.4.3 IECMHC Regional Service Provider Program Goals

Infant and Early Childhood Mental Health Consultation (IECMHC) has been shown to be an effective strategy for improving crucial outcomes for young children, including interrupting the impact of implicit bias and reducing the use of suspension and expulsion. However, IECMHC is currently available only in a few communities in Oregon and not available to childcare centers or family childcare programs. DELC is establishing a comprehensive IECMHC system throughout Oregon, including rural and remote regions, to work with ECE programs to reduce suspension and expulsion of children 6 weeks of age to entry to kindergarten. The IECMHC system will increase supports to all ECE professionals, thereby expanding their capacity to provide developmentally responsive care and social emotional support to each child in their program.

Alongside IECMHC, DELC is developing a Warmline to serve as an access point for ECE providers and programs to submit a request for support in maintaining a child’s ECE placement. Regional Service Providers will provide an initial response to Warmline requests and will work with regional partners to determine if the support is best provided by the IECMHC or by another Technical Assistance provider.

DELC is developing a system that prioritizes and centers the needs, experiences, and strengths of children, families, and ECE providers of color. Rather than replicating an existing model that may not have been developed for, by, or with Black, Indigenous and People of Color communities, The Agency sees this as an opportunity to create a system grounded in racial equity. Leading with race acknowledges inequities based on race within and across other dimensions of identity, such as income, gender, ability, and geography. We know that a system based on an understanding of the intersectional aspects of marginalization, and one that centers those most impacted by inequities, is more likely to meet the needs of all children (Ake & Menendian, 2019; Powell et al., 2009).

Oregon’s DELC is inviting interested and eligible organizations and entities to submit applications to become Regional Service Providers (RSPs) to implement an equity focused IECMHC program under the

ECSEPP.

The overarching goals of the IECMHC system are to prevent suspension and expulsion, and to reduce disparities in the use of suspension and expulsion based on race, ethnicity, age, appearance, language, socioeconomic status, ability, religion, immigration status, gender or gender identity, and any other

RFA # S-58800-00007740 - Infant and Early Childhood Mental Health Consultation Regional Service Providers Page 10 identity or intersectionality. Additional goals in support of this mission include:

• Increasing the racial, cultural, and linguistic diversity of the IECMHC workforce, including those at the supervisory and leadership levels

• Promoting racial equity in ECE programs, including addressing and interrupting implicit and explicit bias and implementing anti-bias classroom practices

• Supporting ECE programs to create a culture of belonging

• Increasing the capacity for reflective practice in ECE programs

• Increasing coordination and collaboration among ECE system partners in the region

• Providing a coordinated response to Warmline requests for support

It is recommended that applicants review and refer to the report: Centering Racial Equity: Design Considerations for Oregon’s Statewide IECMHC Program (https://www.oregon.gov/delc/Documents/delc-centering-racial-qquity-design-considerations-for-oregons-statewide-iecmhc-program.pdf) for additional background information and design recommendations for the IECMHC program. While some elements of the IECMHC model are still in development, this report provides key considerations and assumptions.

2.5 TECHNICAL APPLICATION REQUIREMENTS

2.5.1 Required Activities

Agency and the successful Applicant may negotiate the final Statement of Work (SOW) for the Agreement. To support the goals of the SEPP, Applicant must, at minimum, perform the following activities from the date of Agreement Execution to June 30, 2025.

Program Planning Grants

Program Planning Grants are one-time funds available to organizations to engage in planning, service delivery design, and other related activities that may be required before service delivery can begin.

Applicants may apply for a Program Planning Grant to develop readiness to implement equity-centered IECMHC services within the Service Delivery Area (SDA) in which they are located. Planning Grants are limited to one (1) year maximum period and may be converted to a Program Implementation Grant pending the availability of funding, in current and future biennia.

https://www.oregon.gov/delc/Documents/delc-centering-racial-qquity-design-considerations-for-oregons-statewide-iecmhc-program.pdf https://www.oregon.gov/delc/Documents/delc-centering-racial-qquity-design-considerations-for-oregons-statewide-iecmhc-program.pdf

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ACTIVITIES: Planning Grant Activity 1: Community Connections: Building Relationships in the Region 1a. Develop plan to ensure IECMH Consultants and Supervisors build authentic relationships with the community, including understanding the histories and current contexts of the communities being served.

1b. Build relationships with and gain understanding of the needs of different early learning and child care program types Activity 2: Coordinated System of Support: Building Readiness to Function as Part of a Coordinated System 2a. Establish collaborative partnerships with early learning system partners.

2b. Collaborate with early learning system partners to develop processes and agreements for “regional teaming” of Warmline requests for support.

Activity 3: Equity-Centered and Trauma Informed Organizational Policies and Procedures: Taking Care of People and Promoting Belonging 3a. Develop plan to ensure IECMH Consultants will receive regular 1:1 reflective supervision.

3b. Develop or review policies and procedures and develop strategies to support the professional and career development of IECMH Consultants.

3c. Develop or review compensation policies to ensure equitable salary structures.

Activity 4: IECMHC and Community Based Services: Building Readiness to Implement Equity Centered IECMHC to Prevent Suspension and Expulsion 4a. Develop or review organizational policies and procedures to ensure relevance to provision of community-based services.

4b. Develop knowledge and understanding of what is required to implement equity-centered

IECMHC.

4c. Participate in a Community of Practice and other structured learning events to develop a Collaborate with DELC and the ECSEPP Central Entity to 4d. Collaborate with the DELC and the ECSEPP Central Entity to develop an “IECMHC Workforce Equity Plan,” including short- and long-term workforce equity goals and tangible action steps in the areas of: recruitment, retention and compensation; competencies and qualifications; core training, communities of practice, and ongoing professional development; and reflective supervision.

Activity 5: Administrative Activities 5a. Meet monthly or as requested with DELC and ECSEPP Central Entity.

5b. Meet quarterly or as requested with Data and Evaluation Entity.

5c. Collect and track all data necessary for monitoring and evaluation of the program.

Program Implementation Grants

Applicants who are ready to begin completing deliverables according to the Statement of Work (SOW) table in section 2.5.1 may apply for a Program Implementation Grant.

Applicants are limited to submitting Applications for regions in which they are physically located. An

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ACTIVITIES: Implementation Grant Activity 1: Community Connections: Building Relationships in the Region 1a. Ensure IECMH Consultants and Supervisors build authentic relationships with the community, including understanding the histories and current contexts of the communities being served.

Activity 2: Coordinated System of Support: Function as Part of a Coordinated System 2a. Develop collaborative partnerships with early learning system partners.

2b. Collaborate with early learning system partners to develop processes and agreements for “regional teaming” of Warmline requests for support.

2c. Monitor Warmline, providing an initial response and/or coordinating with regional partners to determine the appropriate person to respond.

Activity 3: Equity-Centered and Trauma Informed Organizational Policies and Procedures:

Taking Care of People and Promoting Belonging 3c. Develop or review compensation policies to ensure equitable salary structures.

3a. Hire IECMHC staff in alignment with guidance from DELC.

3a. Ensure IECMH Consultants receive regular 1:1 reflective supervision.

3b. Ensure IECMH Consultants and Supervisors participate in core training, communities of practice, and ongoing professional development offered by the Agency and the ECSEPP Central Entity.

Activity 4: IECMHC and Community Based Services: Implement Equity Centered IECMHC to Prevent Suspension and Expulsion 4a. Provide equity-centered IECMH Consultation to ECE programs in alignment with guidance from Agency:

• A minimum length of 6 months of service

• 1-2 times per week, per program

• An equitable balance of center-based and family child care programs

Maintain IECMHC program assignments at an approximate rate of 12-14 programs (or 200-225 children served indirectly) per consultant. Numbers may be negotiated for rural and remote regions where significant travel is required.

4b. Collaborate with the DELC and the ECSEPP Central Entity to develop an “IECMHC Workforce Equity Plan,” including short- and long-term workforce equity goals and tangible action steps in the areas of: recruitment, retention and compensation; competencies and qualifications; core training, communities of practice, and ongoing professional development; and reflective supervision.

Activity 5: Administrative Activities 5a. Meet monthly or as requested with DELC and ECSEPP Central Entity.

5b. Meet quarterly or as requested with Data and Evaluation Entity.

5c. Collect and track all data necessary for monitoring and evaluation of the program.

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Application Budget Worksheet

Applicant must complete and submit a proposed budget for either a Program Planning Grant or a Program Implementation Grant, depending on whether Applicant is ready to begin providing services.

Applicant must utilize the budget templates included in Attachment D.

The budget must not exceed the Service Delivery Area allocation in Section 2.5.8 (Regional Service Provider (RSP) Tentative Agreement Amounts).

Applicant must adhere to the Administrative Costs Policy (https://www.oregon.gov/delc/about-us/pages/grants-contracts.aspx)

2.5.2 Regional Service Provider (RSP) Reporting Requirements

The Department of Early Learning and Care will fund up to 15 Regional Service Providers throughout Oregon, based on predetermined Service Delivery Areas (SDAs).

Awardee shall provide written reports to the Agency in accordance with the executed Grant Agreement.

Such reporting may include but is not limited to the following:

a. Data reporting will be completed by Grantee on a quarterly basis with monthly check-ins with SEPP team members. All required reports must be submitted to Agency by the due date using the tools/templates provided by Agency. Quarterly and final reports of projects/programs, and/or implementation data for the purpose of program monitoring and evaluation, as well as legislative, state, and federal accountability;

b. Expenditure reports (quarterly reports and a final report) or as required by State of Oregon or federal statutes, regulations, and/or guidelines and;

• Information reasonably requested by the Agency, for the purpose of developing the agreement, biennial legislative budget preparation, or legislative emergency board actions that may arise.

As the SEPP evolves and Program evaluation components become available, it is anticipated that processes will grow and adapt over time. It is expected that each Grantee will make the necessary adjustments to reporting data to suit the needs of the Program. The Agency will communicate any upcoming changes with sufficient time for Grantee implementation.

Regional Service Provider (RSP) Maximum Funding Allocation by Service Delivery Area (SDA)

DELC has determined disclosure of the anticipated project budget helps potential Applicants in preparing an application that meets the standards and expectations of the RFA. The disclosure of the below budgeted amounts does not mean that these are the final funding amounts. These figures are subject to change and DELC maintains the right to adjust or change the funding breakdown based on the https://www.oregon.gov/delc/about-us/pages/grants-contracts.aspx https://www.oregon.gov/delc/about-us/pages/grants-contracts.aspx https://www.oregon.gov/delc/about-us/pages/grants-contracts.aspx

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Service Delivery Area (SDA)

2023-2025 Maximum Funding Allocation

(Anticipated Amounts Subject to Change)

Blue Mountain (Union, Morrow, and Umatilla Counties) $348,280.08 Central (Deschutes, Crook, and Jefferson Counties) $349,113.51 Clackamas County $339,153.28 Eastern (Malheur, Wallowa, and Baker Counties) $363,147.46 Frontier (Grant and Harney Counties) $360,719.05 Lane County $511,676.38 Linn, Benton, and Lincoln Counties $342,652.53 Marion, Polk, and Yamhill Counties $844,449.21 Multnomah County $1,344,727.15 North Coast (Tillamook, Clatsop, and Columbia Counties) $340,364.93 South Central (Douglas, Klamath, and Lake Counties) $368,228.99 South Coast (Coos and Curry Counties) $341,434.91 Southern (Jackson and Josephine Counties) $343,457.37

The Gorge (Gilliam, Hood River, Sherman, Wasco, and Wheeler Counties) $347,206.10 Washington County $1,009,221.02 Grand Total $7,553,832.00

SECTION 3: APPLICATION REQUIREMENTS AND EVALUATION

3.1 MINIMUM APPLICANT REQUIREMENTS

Applicants must meet the following to be considered:

• Be a private or public entity, including non-profit organizations, licensed to do business in Oregon and in good standing (current on required filings) and with successful contractual experience.

• Serve communities within the geographic boundaries of Oregon or serve communities within Indian country of a federally recognized Indian tribe that is within the geographic boundaries of Oregon.

o Exist within the Service Delivery Area (SDA) or can successfully demonstrate ability to provide services within other SDAs (for Program Implementation Grants only).

Organizations physically located with the SDA will be prioritized during the award decision

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• Be a culturally specific organization and/or provide evidence of the organization’s ability to serve communities of color with staff representative of the cultures and languages served.

o Able to demonstrate ability or build capacity to provide consultation, coaching, outreach, support and resources to early childhood education programs serving children and families marginalized or experiencing inequities based on:

• Race/ethnicity

• Gender

• Ability

• Language o Able to demonstrate how people in leadership positions (e.g., directors, managers and board members) belong to the cultural community served.

o Able to commit IECMHC and other associated leadership and supervisors to participating in professional development, learning communities, and other coaching and mentoring supports provided by or sponsored by DELC or identified partners.

o Able to demonstrate evidence of cross-sector collaboration with other technical assistance providers (i.e., EI/ECSE, CCR&R, mental health, or other agencies/programs providing coaching or consultation to ECE programs) in a manner that promotes shared decision-making and the ability to effectively triage which service provider is best suited to respond to a request for support from an ECE provider.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Application Format and Quantity

The Application must follow the format and reference the sections listed in the Application Content Requirements Section 3.4 of this RFA. Responses to each section, subsection, and attachment should be labeled to indicate the item being addressed. The Application must describe in detail how requirements of this RFA must be met and may provide additional related information.

Applicant shall submit one (1) electronic copy of its Application to the SPC listed on the Cover Page of this RFA.

Applicant must indicate any portion of its Application that it considers to be exempt from public disclosure under the Oregon Public Records Law as a trade secret or exempt for any other reason under ORS 192.311 through 192.478. Applicant may not indicate that its entire Application is exempt from disclosure. Agency may be required under the Public Records Law to nevertheless disclose information that Applicant has indicated as exempt from disclosure if Agency determines, with the advice of counsel, that such marked information is not exempt from required disclosure under Oregon law.

3.2.2 Authorized Representative

A representative authorized to bind the Applicant shall sign the Application Cover Sheet Certification (Attachment C). Failure of the authorized representative to sign the Application must subject the

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Application to rejection by Agency.

3.2.3 Application Summary Page

Applicant must submit a one-page summary of its application. Failure to produce an Application Summary Page will subject the Application to rejection by the Agency.

3.3 APPLICATION PROCESS

3.3.1 Public Notice

The RFA, including all Amendments and attachments, is published in OregonBuys at https://oregonbuys.gov/. RFA documents will not be mailed to prospective Applicants.

The Agency shall advertise all Amendments on OregonBuys. Prospective Applicant is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the RFA by this reference.

3.3.2 Questions/ Requests for Clarification

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

o Be emailed to the SPC only for this RFA.

o Reference the RFA number, #S-58800-00007624 o Identify Applicant’s name and contact information.

o Be sent by an authorized representative.

o Refer to the specific area of the RFA being questioned (i.e. page, section and paragraph number); and o Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule

3.3.3 Pre-Application Conferences

Pre-Application webinar conference will be held for this RFA on Tuesday, August 15, 2023. Links to the webinar must follow the release of this RFA. Please see Section 1.2 for schedule of events. Attendance to all of these events is optional and not a requirement of the RFA.

3.3.4 Application Submission

Applicant is solely responsible for ensuring its Application is received by the SPC in accordance with the RFA requirements before Closing. The Agency is not responsible for any delays caused by transmission errors or delays or mistaken delivery. An Application submitted by any means not authorized may be rejected if not received by the closing date listed in this RFA.

Applicant shall email its Application, including the answers to questions included in Attachment B, to the SPC, in either pdf, Microsoft Word or Microsoft Excel format (or any combination thereof). SPC is the only authorized Agency representative to receive an Application for this RFA. Applications sent to any other https://oregonbuys.gov/

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Agency or DELC staff must be disqualified from this Application process.

3.3.5 Modification or Withdrawal of Applications

Any Applicant who wishes to make modifications to an Application already received by the Agency shall submit its modification in the manner required in the Application Submission Section and must denote the specific change(s) to the Application submission and submit by the closing date.

If an Applicant wishes to withdraw a submitted Application, it shall do so prior to the closing deadline specified in Section 1.2 of this RFA (Closing). The Applicant shall submit a written notice signed by an authorized representative of its intent to withdraw its Application. The notice must include the RFA number and be submitted to the SPC.

3.3.6 Application Due

An Application and all required submittal items must be received by the SPC on or before Closing specified in Section 1.2. Any Application received after the Closing must not be accepted. All Application modifications or withdrawals must be completed and submitted prior to Closing.

Applications received after closing are considered LATE and must NOT be accepted for evaluation. Late Applications must be returned to the respective Applicant or destroyed at the Agency’s option.

3.3.7 Application Rejection

The Agency may at its discretion reject an Application for any of the following reasons:

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

o Applicant makes any contact regarding this RFA with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

o Applicant attempts to inappropriately influence a member of the Evaluation Committee.

o Application is conditioned on the Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFA or addenda.

o Applicant fails to meet all requirements listed in section 3.1.

3.3.8 Opening of Application

There must be no public opening of Applications. Applications received must not be available for inspection until after the evaluation process has been completed and the Notice of Award is issued.

However, the Agency must record and make available the identity of all Applicants after opening.

3.4 APPLICATION CONTENT REQUIREMENTS

The Application must address all requirements set forth in this RFA. Applicant shall fully describe its program plan. An Application that merely offers to perform a program as stated in this RFA must be

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3.4.1 Application Contents

Applications must: describe how Applicant will carry out the major activities of this program in context with the Scope of Activities described in Section 2.5 of this RFA; provide a comprehensive program plan that the Applicant intends to follow; and illustrate how the plan will serve to coordinate and accomplish the work. Application Narrative, Application Questions, and Budget must be scored according to the evaluation process in section 3.5.

• Application Cover Sheet with signature of authorized representative (Attachment C).

• Application Narrative: Describe and illustrate how Applicant intends to meet all of the areas of focus and requirements identified in Section 2.5, identify preference for either a Program Planning Grant or an Implementation Grant, accountability metrics to help measure success, including data where appropriate, and answer all questions provided in Attachment B (Request for Application Questions). Accountability metrics may be used in agreement negotiations with awarded Applicants.

o Community Connections o Coordinated System of Support o Equity-Centered and Trauma Informed Organizational Policies and Procedures o IECMHC and Community Based Services

• Required Attachments o Completed Attachment B, Request for Application Questions o Completed Attachment D, Program Planning Budget or Program Implementation Budget Worksheet

3.4.2 Length and Formatting Requirements of Application

a. The Narrative described in Section 3.4.1 must not exceed 60 pages, excluding the Table of Contents.

b. Each page must be double-spaced, with one-inch margins on all sides.

c. Applicant must use a font size of 12.

d. A Table of Contents must be provided that follows the format and numbering detailed in RFA Section 3.4.1 above.

e. Each page must be numbered in the lower right hand corner.

f. Footer must be used that identifies the Applicant.

g. Supporting documentation and appendices are limited to 30 pages including:

Application Cover Sheet Certification (Attachment C).

Budget Worksheet (Attachment D).

Supporting Documents as determined by Applicant.

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3.4.3 Public Record/Confidential or Proprietary Information

All Applications are public record and are subject to public inspection after the Agency issues the Notice of Award. If an Applicant believes that any portion of its Application contains any information that is exempt from disclosure as a trade secret or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Applicant shall follow the process set forth in Section 3.2.1.

Applicant is cautioned that cost information generally is not considered a trade secret under the Oregon Public Records Law and identifying the Application, in whole, as exempt from disclosure is not acceptable. Agency advises each Applicant to consult with its own legal counsel regarding disclosure issues.

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

3.5 EVALUATION PROCESS

3.5.1 Responsiveness Determination

Applications received prior to Closing (section 2.1) must be reviewed for responsiveness to all RFA requirements including compliance with the Minimum Submission Requirements Section and Application Content Requirements Section. If the 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 the Application non-responsive, the Application may be rejected, however, Agency may waive minor mistakes at its sole discretion. SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Applications. 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.

3.5.2 Evaluation Criteria

Applications meeting the requirements outlined in the Application Content Requirements Section must be evaluated by an Evaluation Committee.

Applicant’s program budget costs must be sufficient and reasonable to meet the intended outcomes. The ratio of program costs to those served must be reasonable (See Attachment D).

The SPC must total the scores for each of the above criteria, together with references and Budget. After totaling the points, SPC must determine rank order for each respective Application and Applicant, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

The Evaluation Committee may elect to award a lower ranked Applicant in the case that the Applicant has demonstrated through the application process a greater alignment with DELC values and priorities

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Evaluators must assign a score for each evaluation criterion according to the below table.

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Evaluation Section

Maximum Points

Available for This Criteria

Does Not Meet

Standards Inconsistent Acceptable

Meets or Exceeds

Standards

Total Score

A. Applicant Information 10 0-5 6-7 8-9 10

B. Community Connections 38 0-19 20-29 30-34 35-38

C. Coordinated System of Support

22 0-11 12-15 16-19 20-22

D. Equity- Centered and Trauma Informed Organizational Policies & Procedures

50 0-29 30-39 40-45 46-50

E. IECMHC and Community Based Services

35 0-18 19-26 27-31 32-35

F. Application Narrative 50 0-29 30-39 40-45 46-50

G. Budget (Received or Not Received = Pass/Fail)

N/A N/A N/A N/A N/A Pass/Fail

Total Points Possible: 205 Total Points Awarded:

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Point Awards Standards Exceeds Standards

• Application demonstrates excellent level of understanding of and connection with the region.

• Application demonstrates organization has many established collaborative partnerships in the region and demonstrates evidence of ability to function as part of a coordinated system of support.

• Application demonstrates excellence in implementing policies and practices…