NOI+325-25-355-058.docx

STATE OF NORTH DAKOTA

DEPARTMENT OF HEALTH AND HUMAN SERVICES

OFFICE OF REFUGEE SERVICES

600 E BOULAVARD AVE, DEPT 325

BISMARCK, ND 58505

NOTICE OF INTENT TO MAKE A NONCOMPETITIVE PURCHASE

SOLICITATION NUMBER: 325-25-355-058

July 24, 2025

The state of North Dakota intends to make a purchase for which we believe there is no competition. The purpose of this notice is to determine if other sources are available and whether the procurement method is appropriate.

Vendors are permitted to submit bids or proposals for equivalent commodities or services in response to this notice. A party interested in providing these commodities or services is instructed to submit a written response to the Procurement Officer by the Response Deadline.

PURCHASING AGENCY: ND Department of Health and Human Services, Office of Refugee Services (State)

PURCHASE DESCRIPTION: The State intends to make a noncompetitive purchase for Virtual Case Management (VCM) services. The State has historically offered in-person case management services to Refugee-eligible populations. Given a decline in arrivals during Federal Fiscal Year (FFY) 25 and an anticipated small caseload in FFY 26, State will offer VCM services to reduce costs, while continuing to ensure that clients are connected to local support. These services will be available to Refugee-eligible clients at any location in North Dakota.

VCM services are client-centered, strengths-based, and delivered through close collaboration with clients. The VCM provider and client jointly complete a Family Self-Sufficiency Plan (FSSP) to identify needs, strengths, and barriers, and set individualized goals and an action plan. Through regular communication with the client, from multiple times a day to once a month, VCM staff connect the client with necessary resources, empowering the client through their own strengths. The VCM program leads clients towards self-sufficiency and independence of services. VCM clients can receive up to six months of services, with the possibility of extension based on need. A 12-month check-in via the FSSP is required.

The following services are included in the scope of work delivered by the VCM program:

1. Ongoing case management.

1. Assist clients in securing temporary and permanent housing.

1. Connecting clients to health, dental, and mental health services.

1. Support applying for public benefits, when applicable.

1. Referrals to early employment programs.

1. Referrals to English Language Learning (ELL).

1. Referrals for immigration legal assistance.

1. Cultural orientation.

1. School enrollments.

The VCM program will be available to North Dakota clients through a team that speaks nine languages in addition to English: Amharic, Arabic, Dari, French, Haitian Creole, Pashto, Spanish, Swahili, and Tigrinya.

The State anticipates that an estimated 60 cases will receive services throughout the FFY 26.

INTENDED SOURCE:

International Rescue Committee P.O. Box 6068 Albert Lea, MN 56007-9847

PRICE: The amount is $87,000 for the contract period from October 1, 2025, through September 30, 2026. Upon satisfactory completion of the initial term, State reserves the right to execute two options to renew the Agreement under the same terms and conditions for a period of 12 months each. State may negotiate with the Intended Source to adjust the fixed price for each renewal period.

Additional funds may be used to expand the performance period, change the quantity being requested or complete additional work within the scope of work outlined above and State reserves the right to amend any resulting Contract with these additional items and associated funding.

JUSTIFICATION: The Intended Source is the only provider with demonstrated success delivering VCM services to Refugee-eligible populations on the national level and directly in North Dakota.

The Intended Source piloted a VCM program during Operation Allies Welcome that was enhanced in subsequent years to serve all Refugee-eligible arrivals without access to in-person services. Approximately 90 North Dakota Refugee clients received VCM services in FFYs 24 and 25. This was funded by a contract between the Office of Refugee Resettlement (ORR) and the IRC to assist those outside of resettlement sites. Clients receiving these services in North Dakota were able to make connections, navigate their new community, and begin laying a long-term foundation for success.

In 2023, State received a cost proposal from the largest Refugee case management provider in North Dakota to offer VCM services to rural clients. That cost proposal reflected a cost estimate of $189,842 to provide VCM services to 30 remote cases. Because of this cost, State utilized the VCM services managed by the Intended Source, funded directly by ORR. The Intended Source’s VCM program was highlighted as a best practice at the North American Refugee Health Conference in 2024 and 2025. The Intended Source’s VCM has also been highlighted as a best practice with State Coordinators of Refugee Resettlement (SCORR) membership, the Association of Refugee Health Coordinators, and with Resettlement Agencies. To the best of State’s knowledge, there is no other organization providing VCM at the experience level and affordability that is offered by the Intended Source.

Given State’s positive experience piloting VCM in rural areas of the country, State hopes to leverage this resource to maintain services. The current cost for an in-person case manager, including salary, benefits, office space, travel, interpretation, and other costs, is $100,000. Should State continue in-person case management, State would need at least three case managers (Bismarck, Grand Forks, and Fargo) and that would not mitigate the need to coordinate virtual support.

Serving the entire State’s Refugee eligible population with VCM will conserve critical resources for employment support and legal immigration services. The access point for VCM services will be the Intended Source, who will make referrals to local providers. An overview of the service model can be seen below:

The goal of the State is to develop community collaborations that strengthen and guide newcomers as they become welcomed neighbors and valued contributors to the economy.

The VCM program delivered by the Intended Source will assess client needs and refer them to services required to develop and apply their skills locally.

QUESTIONS:

A vendor may contact the Procurement Officer to discuss whether its proposed solution meets the requirements. Submit any questions or requests for clarification to the Procurement Officer as soon as possible and before the Response Deadline.

Holly Triska-Dally Procurement Officer E-mail: htriskadally@nd.gov Telephone: 701-328-4725 TTY Users call: 7-1-1

RESPONSE FORMAT:

Vendors interested in submitting a response to this notice must provide the following information for consideration:

· Company Information: Provide the name of the firm, address, and website, if available.

· Contact Information: Provide the name of a contact person, telephone number, and email address.

· Specifications: Vendors are instructed to examine the Purchase Description included in this notice. When preparing your response to this notice, provide a point-by-point response to each of the described requirements. Provide detailed specifications demonstrating that the offered solution meets or exceeds the requirements stated in this notice. Provide any available documents and links to information available on the vendor’s website.

· Value-Added: Vendors may provide information about value-added features, functionality, alternatives, and additionally available components or services that are not specifically identified in the purchase description within the notice.

· Cost: Provide detailed cost information, including any applicable shipping and handling. Responses may include pricing for any offered value-added options.

RESPONSE DEADLINE: July 31, 2025, at 12:00PM CT

RESPONSE INSTRUCTION:

ELECTRONIC SUBMISSION REQUIRED: An interested party must electronically submit their response through the State Procurement Office Online system (SPO Online) by the Response Deadline. This solicitation is posted on SPO Online: https://apps.nd.gov/csd/spo/services/bidder/main.htm. Upload instructions are provided below. Make sure to include your name and e-mail address when uploading responses to SPO Online.

DO NOT WAIT UNTIL THE “LAST MINUTE” TO SUBMIT A RESPONSE. We recommend uploading responses 24 hours prior to the Response Deadline.

Bidder must begin the electronic submission process well in advance of the Response Deadline to allow for transmission and resolution of any technical difficulties. Be advised that the STATE is not responsible for a vendors failure to timely submit a response due to any technical difficulties. If you experience any technical difficulties, contact the Procurement Officer listed in this notice or the State Procurement Office at infospo@nd.gov or 701.328.2740.

If documents are in the process of being uploaded when the Response Deadline occurs, the upload process will stop. The attempted submission will not be uploaded successfully and is ineligible for consideration. The STATE takes no responsibility for electronic submissions that are captured, blocked, filtered, quarantined, or otherwise prevented from uploading by any anti-virus software or other security software.

1. This solicitation is posted on SPO Online at: https://apps.nd.gov/csd/spo/services/bidder/main.htm

2. Select “Recent Solicitations” and find this solicitation. Solicitations are listed by close date.

3. Use “Upload Response” to upload a maximum of five (5), clearly labeled documents before the Response Deadline.

4. Offerors must upload their response as requested in the response instruction section of this notice.

5. The maximum file size allowed is 50mb per file.

6. There is a 50-character file name limitation for the document being uploaded.

7. There is a 75-character limit in the TITLE field within SPO Online.

8. All SPO Online field entries must be alphanumeric. Dashes and underscores are allowed; however, the system does not accept other special characters, such as apostrophes, & symbols, or quotation marks, etc.

9. DO NOT submit documents that are embedded (zip files), movies, wmp, encrypted, or mp3 files.

10.The vendor will receive an email confirmation from infospo@nd.gov that the upload response was received including the “File Description” for the uploaded files. Review this email to ensure all files were successfully uploaded. If the vendor does not receive an email confirmation, the upload was not successful, and you will need to upload the files again. If the vendor does not receive an email confirmation after the reattempt, contact the Procurement Officer listed in this notice or the State Procurement Office at infospo@nd.gov or 701.328.2740.

Visit https://www.omb.nd.gov/sites/www/files/documents/doing-business-with-the-state/procurement/spo-electronic-response-external-job-aid.pdf for the SPO Electronic Response Job Aid which describes how to submit an electronic response.

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