OB 10000-00005616 RFA A-3 Final.pdf

OregonBuys Bid # S-10000-00005616

5616/SML_2/28/23 DOJ Approval

STATE OF OREGON

COVER PAGE

Oregon Department of Human Services/Child Welfare is issuing this Request for Application (RFA) under OregonBuys Bid Number S-10000-00005616 for

PEER PARENT MENTOR SERVICES

Date of Issue: March 2, 2023

Opening Date: May 5, 2023

Single Point of Contact (SPC): Sharon M. Landis, OPBC

Address: 635 Capital Street NE, Suite 350 City, State, Zip Salem, OR 97301 Phone (voice) 971-208-4151 E-mail: sharon.m.landis@dhsoha.state.or.us

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW, BACKGROUND, AND PURPOSE

2.4 SCOPE OF WORK

SECTION 3: APPLICATION REQUIREMENTS AND EVALUATION

3.1 MINIMUM QUALIFICATIONS

3.2 TECHNICAL QUALIFICATIONS

3.3 AUTHORIZED REPRESENTATIVE

3.4 PROCURMENT PROCESS

3.5 APPLICATION PACKET REQUIREMENTS

3.6 EVALUATION PROCESS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 APPARENT SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 CERTIFIED FIRM PARTICIPATION

5.2 GOVERNING LAWS AND REGULATIONS

5.3 OWNERSHIP/PERMISSION TO USE MATERIALS

5.4 CANCELLATION OF SOLICITATION; REJECTION OF APPLICATIONS; NO DAMAGES

5.5 COST OF SUBMITTING AN APPLICATION

5.6 RECYCLABLE PRODUCTS

5.7 CHECKLIST DISCLAIMER

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A APPLICATION INFORMATION AND CERTIFICATION SHEET

ATTACHMENT B BUDGET FORM

ATTACHMENT C SAMPLE CONTRACT

ATTACHMENT D COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT E RESPONSIBILITY INQUIRY

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.1.1 The State of Oregon, acting by and through the Oregon Department of Human Services, Child Welfare Program (Agency), is issuing this Request for Application for qualified Applicants who are able to provide Peer Parent Mentor Services (Services), for referred Clients of Child Welfare Programs in District 10, which includes Crook, Deschutes, and Jefferson Counties. The need for these Services is a result of the Oregon State Legislature creating what is referred to as the Strengthening, Preserving, and Reunifying Families (SPRF) Program through Senate Bill (SB) 964, in the 2011 Regular Legislative Session and is now part of Chapter 418 of the Oregon Revised Statute.

1.1.2 Agency expects to award one Contract to serve Crook, Deschutes, and Jefferson Counties, however, Agency may award multiple contracts for specific Counties if one Applicant is not able to serve all of the listed counties. Agency may award one or more Contracts from this RFA up to a total of $600,000.00, per biennium, for all awards. No award will be an extension of current contracted Services unless the Application provides a new and innovative approach in providing Services. The term of the resulting Contract(s) is expected to begin approximately April 15, 2023 and will end December 31, 2023. Agency reserves the right to extend the resulting Contract(s) for additional periods of time up to a total Contract period of six years, and for additional monies associated with the extended period(s) of time.

1.1.3 Agency will use the successful Applicant’s requested level of funding to determine the not-to-exceed amounts of the resulting Contract(s) and for Contract negotiations with the successful Applicant(s). Agency reserves the right to fund the resulting Contract(s) below the proposed amount. Agency also reserves the right to award for work that is less than what is described in Section 2.4, “Scope of Work”.

1.1.4 Additional details on the Scope of Services are included in Section 2.4, “Scope of Work”.

1.1.5 All persons or firms submitting Applications are referred to as Applicants in the RFA; after execution of the Contract(s), the awarded Applicant(s) will be designated as Contractor.

1.2 SCHEDULE

The following table represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

Schedule Starts on Next Page

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Event Date Time

Webinar Presentation See section 3.4.3 Webinar for additional information

March 16, 2023 3:00 PM –

4:30 PM

Questions / Requests for Clarification will be accepted continuously through:

SPC will provide answers to questions or requests for clarification within five business days of receipt of Applicant’s email with questions or requests

March 22, 2023

5:00 PM

Application review and evaluation will be ongoing:

Applications will be reviewed approximately within 30 days after Application is received by SPC.

Contract negotiations Begin after evaluation and scoring of an Application that qualifies.

Selection Notice

When Agency has completed evaluation, the Applicant shall be notified of the results in writing by Agency.

Opening (Date the Application must be submitted by) May 5, 2023 4:30 PM

1.3 SINGLE POINT OF CONTACT (SPC)

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.1.1 Agency is issuing this RFP under the authority of the Department of Administrative Services (DAS) delegation SP 826-16/REQ-DASOBO-00019979 Class Special Procurement Request for Application.

2.1.2 Agency is using the Client Services Special Procurements method set forth in Oregon Revised Statute 279B.085(1)(a) and OAR 125-246-0170(2)(d)(D). Agency may use a combination of the methods for, including optional procedures: a) Competitive Range; b) Interviews; c) Revised Rounds of Negotiations; d) Negotiations; and e) Best and Final Offers.

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2.2 DEFINITION OF TERMS

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

2.2.1 General Definitions

For the purposes of this RFA, excluding Attachment C, “Sample Contract”, capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

2.2.1.1 “Applicant” means any entity serving Oregonians who submits an Application in response to this RFA.

2.2.1.2 “Application” means a response to this RFA submitted through OregonBuys by the Applicant. Application is used interchangeably with Application Packet.

2.2.1.3 “RFA” means Request for Application.

2.2.2 Oregon Buys Terminology

2.2.2.1 Amendment to a Bid means the same as Addenda to Requests for Proposals.

2.2.2.2 Bid or Bid Solicitation means the same as Request for Application or RFA.

2.2.2.3 Quote means an Applicant’s response to the RFA. Submitting an Application is another type of response to the RFA.

2.2.2.4 Seller or Seller Administrator means the same as an Applicant.

2.2.2.5 Vendor means the same as a prospective Applicant.

2.2.3 Project Specific Definitions

2.2.3.1 “Child” or “Child(ren)” means a Child who qualifies for Child Welfare services provided by Agency.

2.2.3.2 “Child Welfare Caseworker” or “Caseworker” means Agency Child Welfare staff.

Although Contractor will coordinate aspects of an individual Client-Family case management responsibility with one primary Agency Child Welfare Caseworker, there are circumstances where the term “Caseworker” will also include Agency supervisors, managers, or technical staff, and can include Child Welfare workers with experience in other Child Welfare disciplines, such as Child Protective Services, Foster Care, Family Based Services, Residential Services or Adoptions, among others.

2.2.3.3 “Client” means the Agency Child Welfare adult or Child, who is receiving the Service under the awarded Contract.

2.2.3.4 “Client Centered” means an emphasis on a Client’s autonomy and right to choose goals or interventions based on the Client’s identified needs for services.

2.2.3.5 “Client Family” see definition for “Family”.

2.2.3.6 “Culturally Appropriate” means affirming culturally diverse individuals, families, and http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

5616/SML_2/28/23 DOJ Approval communities in an inclusive, respectful, and effective manner, including materials and instruction that are inclusive of race, ethnicity, language, cultural background, immigration, status, religion, disability, gender, gender identity, gender expression, and sexual orientation.

2.2.3.7 “Culturally Competent” means to effectively interact, work, and develop meaningful relationships with people of various cultural backgrounds.

2.2.3.8 “Face to Face Contact” means an in-person interaction between individuals.

2.2.3.9 “Family” means, at a minimum but not to the exclusion of siblings as defined in ORS 419A.004 or other persons living in the same household with a Child, the Child and:

2.2.3.9.1 The Child’s Parent as defined in ORS 419A.004;

2.2.3.9.2 The Child’s guardian appointed pursuant to ORS chapter 125; or

2.2.3.9.3 A person who has a caregiver relationship as defined in ORS 419B.116 with the Child.

2.2.3.10 “Family Engagement Facilitator” means Agency Child Welfare staff whose primary role is to oversee enhanced relative search, engage with Family, and coordinate and facilitate case planning meetings for identified Agency Client Families.

2.2.3.11 “Front-end Intervention” means a Service that provides specialists in areas such as alcohol and drug treatment, domestic violence, mental health, or a human service generalist, who may accompany Agency caseworkers on initial CW calls and visits in response to allegations or reports of abuse and neglect.

2.2.3.12 “LGBTQ+” means identification of Lesbian, Gay, Bisexual, Trans/Transgender/Transsexual, Queer or Questioning, Intersex, Asexual.

2.2.3.13 “Office of Child Welfare Programs” or “Child Welfare” is a Program office within the Oregon Department of Human Services.

2.2.3.14 “Parent” means a Parent of a Child in the care or custody of Agency.

2.2.3.15 “Peer Parent Mentor” (“Mentor”) means an individual who provides Services to an Agency referred Parent under the terms and conditions of the awarded Contract.

2.2.3.16 “Permanency” means Family-based living situations that are permanent: reunification with Parents, permanent placement with relatives, resource Parents, guardianship, or adoption.

2.2.3.17 “Services” means the required activities, tasks, deliverables, reporting and invoicing requirements, as described in Section 2.4, “Scope of Work” of this RFA and in Exhibit A, Parts 1 and 2 of the Sample Contract (Attachment C).

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2.3 OVERVIEW, BACKGROUND, AND PURPOSE

2.3.1 Program Overview, Background, and Purpose

2.3.1.1 As directed by ORS 418.580 through 418.598, the successful Applicant(s) and Agency will execute the Contract(s), resulting from this RFA, for the provision of Strengthening, Preserving and Reunifying Families services (SPRF).

2.3.1.2 The Strengthening, Preserving and Reunifying Families Program (the “Program”) was created by the Oregon State Legislature with the goal of reducing trauma to Children who are removed from their Families of origin because of reasons of abuse or neglect, and to resolve those issues by means of offering Family-focused Services starting at the assessment phase of the case and extending into aftercare Services when Children are returned home.

2.3.1.3 The overall goals of the Program are to reduce the number of Children safely and equitably in the foster care system by reducing the length of stay in foster care, maintaining Children safely at home with their Parents or caregivers, reducing the re-referral and reentry rates of Families into the Child Welfare system, and increasing the timeliness to Permanency.

2.3.2 Peer Parent Mentoring Services Overview and Purpose

The Peer Parent Mentoring Services established through the awarded Contract(s), resulting from this RFA, will use Peer Parent Mentors to focus on support to Parents to alleviate circumstances that brought Parents and Children to the attention of Child Welfare.

2.4 SCOPE OF WORK

2.4.1 Population

2.4.1.1 The successful Applicants(s) will be required to provide Service to all Agency-referred Child Welfare Parents within the Agency Child Welfare Office for District 10. District 10 is comprised of Crook, Deschutes, and Jefferson Counties, and Applicant’s may apply to provide Services in one, two or all three of these counties

2.4.1.2 Agency will assign referred Parents based upon specific characteristics and Parent factors. Such as Parents who are identified as someone experiencing a substance use disorder or presenting with behaviors, attitudes, and actions associated with substance abuse

2.4.1.3 The successful Applicant(s) will support an average Peer Parent Mentor caseload of one Peer Parent Mentor to 10-12 Parents. Under the awarded Contract the successful Applicant(s) will provide Peer Parent Mentors who have experienced mental illness or mental health issues, or a substance use disorder, or both; resulting in behaviors, attitudes, and actions that have negatively impacted relationships and responsibilities and who have successfully navigated treatment or have current experience helping others with engaging treatment services.

2.4.1.4 Services provided will be culturally competent, evidenced-based or evidence-informed, Client-centered, and Family-focused. Services will be both Front-end Intervention

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Programs in the home and community to support and maintain in-home placement; and services in the home, community and with the foster Parent, Child, and biological Parents to support early reunification Programs.

2.4.2 Peer Parent Mentoring Eligibility and Requirements

2.4.2.1 The successful Applicants(s) will employ Parents who have experience being served by Child Welfare by having been a participant in a CPS assessment or Permanency Case. Supportive Services outlined below include assisting the Parents with navigating the Child Welfare and related social services systems in order to safely and effectively Parent their Children, avoid removal of Children, expedite Family reunification, and achieve timely Permanency.

2.4.2.2 The successful Applicants(s) is(are) encouraged to employ at least one Parent who has experience being served by Child Welfare by having been a participant in a CPS assessment or Permanency Case that identifies as a member of a Tribal Nation to ensure culturally appropriate Services.

2.4.2.3 The successful Applicant(s) is(are) encouraged to employ mentors who are of race and ethnicity other than White and Caucasian and mentors who identify as LGBTQ+ to ensure Culturally Appropriate and sensitive services.

2.4.2.4 The successful Applicant(s) will employ Peer Parent Mentors who have confirmed two years sobriety, when applicable.

2.4.2.5 The Successful Applicant(s) will employ Peer Parent Mentors who have successfully managed mental illness or mental health issues through engagement in treatment, when applicable.

2.4.2.6 Parent Eligibility

To be eligible for Peer Parent Mentoring under the awarded Contract, Parent(s) must meet the following eligibility requirements prior to the provision of Service:

2.4.2.6.1 Have an active Child Welfare case with at least one Child in a CW assessment or open CW case at the time of eligibility determination with Agency Child Welfare;

2.4.2.6.2 Not present a safety issue to a Parent Mentor; and

2.4.2.6.3 Be available and motivated to engage in the Service.

2.4.2.7 Mandatory Contractor Training

2.4.2.7.1 The successful Applicant(s) and Applicant’s staff who under the awarded Contract will provide Peer Parent Mentoring Services to Agency Parents, or who will supervise staff that will provide Peer Parent Mentoring Services to Agency Parents will attend identified training, including but not limited to a kick-off event and training, as well as ongoing quarterly trainings.

2.4.2.7.2 Successful Applicants(s) awarded a Contract, will receive at least 14 days advance notice by Agency of the dates/times/location of the trainings. Trainings

5616/SML_2/28/23 DOJ Approval will occur throughout the duration of the awarded Contract(s).

2.4.2.8 Peer Parent Mentor Qualifications and Supervision by Successful Applicant(s)

2.4.2.8.1 Minimum two years of sobriety if Peer Parent Mentor claims recovery. Parent Mentors must be drug and alcohol free at all times.

2.4.2.8.2 Peer Parent Mentor(s) will not have an active open abuse or neglect allegation record with Child Welfare for a minimum of one year immediately preceding providing these Services.

2.4.2.8.3 Peer Parent Mentor(s) will receive supervision and on-going Agency approved training from the successful Applicant’s supervisory staff. The training will provide information and skills specific to the Peer Parent Mentor role, and the supervision will provide consistency and fidelity.

2.4.3 Referral Protocols

2.4.3.1 Agency will initiate referrals for Services to the successful Applicant(s) based on identified Client or Client Family needs, and upon acceptance the successful Applicant(s) will collaborate with the referring Child Welfare Caseworker on the most suitable and beneficial treatment plan and Service goals under the respective Contract(s) resulting from the RFA. Referrals will be accepted during normal business hours, which are 8a.m. – 5p.m. Monday through Friday.

2.4.3.1.1 For Child Welfare (CW) referrals, the successful Applicant(s) will initiate contact with the Family within two (2) business days of receipt, Monday through Friday.

2.4.3.1.2 For referrals, the successful Applicant(s) will initiate contact with the Family within five calendar days.

2.4.3.2 The successful Applicant(s) will notify the contract administrator and Child Welfare Caseworker assigned within 24 hours, Monday through Friday, of referral initiation in cases where the successful Applicant(s) does(do) not accept referral. While Child Welfare maintains responsibility to assess Child-safety and other associated factors, the successful Applicant(s) will begin to assess the Parent as well as the Family to determine the impact of substance abuse on child safety and family well-being, effects on both Child(ren) and Parent(s) when substance use disorders are active in the Family home, as well as other factors. Successful Applicant(s) will work collaboratively with Child Welfare to identify needs of the Family.

2.4.3.3 Services are expected to last from six weeks to six months for all referrals with the average being approximately three months. Cases are to be reviewed every 30 days with the successful Applicants(s), casework staff, and Contract Administrator. In cases where additional time is determined necessary, the successful Applicant(s) will obtain prior approval to extend services from both the assigned Agency Child Welfare Caseworker and Caseworker’s Supervisor.

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2.4.4 Performance Work Statement

2.4.4.1 ORS 418.580 (2)(c) allows for Contracts entered into for Program Services to be performance-based. The Contract(s), resulting from this RFA, will be entered into by the successful Applicant(s) with the understanding that the Contract(s) will be performance-based Contract(s) and as part of administration of the Contract(s), Agency will be monitoring the outcome data and working with the successful Applicant(s) to assist in achieving specific performance measures as defined in Section 2.4.8, “Performance Outcome Measures”. The Services array is as follows:

2.4.4.1.1 Core Peer Parent Mentoring Requirements

2.4.4.1.1.1 Upon referral by Agency the successful Applicant(s) will assign a Peer Parent Mentor and begin providing Service to the Parent as soon as possible; but will begin outreach to the Parent within two business days of receiving referral.

2.4.4.1.1.2 The successful Applicant(s) will select and support Peer Parent Mentors who understand the cultural context of participating Families.

2.4.4.1.2 Provision of Core Peer Parent Mentoring Services

2.4.4.1.2.1 The Peer Parent Mentor will contact the referred Parent as frequently as the circumstances of the case requires, The Peer Parent Mentor will attempt at least twice weekly Face-to-Face Contact with the Parents for the first month. After a Face-to-Face Contact meeting has occurred, the Peer Parent Mentor and Parent will establish a schedule to meet the identified needs. From the second month on, the amount of scheduled Face-to-Face Contact must be at least two times per month, and other weekly contact may include phone call or text message. If the Parent has not been in contact with the Mentor for 14 consecutive days, the referral will be closed.

Parent eligibility can be re-opened if engagement is likely to improve as determined through caseworker evaluation of Parent’s willingness and motivation to engage in peer mentoring.

2.4.4.1.2.2 Peer Parent Mentors will engage with Parents through strengths-based, Parent-driven, Culturally Appropriate, goal-focused contact, including but not limited to:

1. Engaging in outreach efforts to referred Parents via telephone, text message, email, home visits, accompanying Parents to appointments.

2. Working on specific goals with Parents to achieve their over-all case planning objectives; and

3. Empowering Parents to make positive life changes and recognize their own role in realizing these changes., as it relates to improved protective capacity, safe parenting, sobriety and engaging in mental health and addiction treatment.

2.4.4.1.2.3 Peer Parent Mentors will help Parents access concrete and immediate

5616/SML_2/28/23 DOJ Approval resources, for example transportation and food assistance, based upon individual needs.

2.4.4.1.2.4 Peer Parent Mentors will support Parent’s participation in required Services by providing emotional support, helping Parents navigate provider systems and processes, and providing information on community resources.

2.4.4.1.2.5 Peer Parent Mentors will assist Parents in developing their own social support networks in the community.

2.4.4.1.3 Collaboration

2.4.4.1.3.1 Peer Parent Mentors will participate, at Parents discretion, in the case planning process through Agency Family Engagement Meetings.

2.4.4.1.3.2 Peer Parent Mentors will participate, at Parent’s discretion, in meetings with Parent and Family Engagement Facilitator or Child Welfare Caseworker.

2.4.4.1.3.3 Peer Parent Mentors will work with Parents to prepare for the meeting, including helping with presentation as needed.

2.4.4.1.3.4 The successful Applicant(s) will work with Agency to support the following:

1. Treatment plans and Service goals set for the Parent(s);

2. Processes for case referrals;

3. Attending case staffing meetings as requested by Agency; and

4. Procedures for resolving issues related to the Peer Parent Mentoring Program.

2.4.5 Client Transportation

2.4.5.1 Successful Applicant(s) will provide Client transportation services as needed in order to facilitate Client’s participation in Peer Parent Mentoring Services. Agency strongly prefers that all Client transportation services be provided using the successful Applicant’s vehicles; however, the successful Applicant(s) may provide these services through its employees’ private vehicles. All vehicles and drivers providing transportation under the Contract(s), resulting from this RFA, are subject to the conditions below. Prior to performing Client transportation services for Agency Clients, the successful Applicant(s) will provide the Agency Contract administrator a written certification that all drivers performing Client transportation services under the Contract(s), resulting from this RFA, meet all of the requirements listed below.

2.4.5.1.1 Insurance: Successful Applicant(s) will obtain and maintain Commercial Automobile Liability insurance at the liability limits described in Exhibit C “Insurance Requirements” throughout the term of this Contract.

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2.4.5.1.2 Driver Standards. Successful Applicant(s) will ensure any person performing transportation services under the Contract(s), resulting from this RFA, meets all of the following requirements.

2.4.5.1.2.1 Is currently and legally licensed to operate the transporting vehicle according to the laws and regulations of the State of Oregon;

2.4.5.1.2.2 Does not have the following criminal history:

1. Has been convicted or currently under the investigation of a crime in the category of homicide;

2. Has been convicted or currently under the investigation of a crime related to a sexual offense; or

3. Currently has a pending or unresolved criminal charge as a result of a crime committed within the past two years.

2.4.5.1.2.3 Has not been convicted of a crime:

1. Listed in ORS 342.143(3)(a)(A), (B) or (C);

2. Involving sexual offenses;

3. In the past two years, involving Child abuse, or Child neglect;

4. In the past two years, involving offensives against persons, violence, threat of violence, or theft;

5. Involving activity in the past two years, in drugs or alcoholic beverages, including driving under the influence of intoxicants; or

6. Been convicted of a crime that bears a substantial relation to the functions and duties under the terms and conditions of the awarded Contract.

2.4.5.1.2.4 Has not had a driver’s license suspended by the Oregon Division of Motor Vehicles, or a similar Agency in another state, for a cause involving the unsafe operation of a motor vehicle or because of sanctions against a driving record, within the past two years;

2.4.5.1.2.5 Has not had driving privileges revoked or suspended as a habitual offender under ORS 809.600, or a substantially similar provision in another state, within the past two years; or

2.4.5.1.2.6 Does not have a driving record that has an accumulation of 31 points based on the point system established in OAR 581-053-0050(3)(G), within the past two years.

2.4.5.1.2.7 Driver will:

1. Not consume any alcoholic beverage regardless of its alcoholic

5616/SML_2/28/23 DOJ Approval content or any drug that may affect the ability to operate a vehicle safely within eight hours prior to providing transportation services;

2. Refrain from smoking, this includes the use of e-cigarettes and vaping products, or the use of any tobacco product at any time while providing transportation services;

3. Secure any articles in the passenger compartment of the transporting vehicle likely to cause injury to the occupants in the event of an accident, sudden stop, or emergency evasive action;

4. Ensure vehicle is sufficiently fueled prior to providing transportation services under the Contract(s), resulting from this RFA, and refrain from refueling the vehicle while transporting Agency Clients and their Families;

5. Provide adequate lighting, ventilation, and heating in the transporting vehicle appropriate to the environment;

6. Not carry, nor will the vehicle transport, guns, knives, mace, pepper spray or weapons of any type, or any potentially hazardous material when providing transportation services; nor will the successful Applicant(s) allow any mace, pepper spray or weapons of any type to be stored in any vehicles used to transport Agency Clients and their Families; and

7. Have telephonic means available and follow all applicable laws regarding use of telephonic devices while driving. Telephonic device will be used for contacting emergency assistance. Drivers are prohibited from use of a cell phone, or other telephonic or electronic device not specifically designed for use while driving while providing transportation services under the Contract(s), resulting from this

RFA.

2.4.5.1.2.8 If a driver is in violation of any provision listed above, or, to the best of the successful Applicant’s knowledge is currently under investigation of such actions, the successful Applicant(s) will immediately remove each such driver from providing any transportation services under the Contract(s), resulting from this RFA.

2.4.5.1.3 Vehicle Standards. Successful Applicant(s) will ensure vehicles meet the following standards when being used for transportation services under the Contract(s), resulting from this RFA:

2.4.5.1.3.1 Vehicle is fully registered and licensed according to the laws of the State of Oregon and is in good and safe operating condition that meets or exceeds the applicable minimum standards, rules, and laws for vehicle safety;

2.4.5.1.3.2 Vehicle has a clean and uncluttered passenger compartment;

2.4.5.1.3.3 Vehicle has a properly installed Child-safety seat, booster seat, or other

5616/SML_2/28/23 DOJ Approval device required by law or rule for the transport of Children that will be utilized as required by rule or law, if a Child is being transported; and

2.4.5.1.3.4 Vehicle has seat belts that are properly installed and maintained and used by all occupants of the vehicle at all times the vehicle is in operation.

2.4.6 Reports of Abuse and Safety Plan Violations

2.4.6.1 Any concerns about the safety of the Children, or the safety and stability of the home environment will be immediately reported to the local Child Welfare Caseworker and Child Abuse Hotline 1-855-503-SAFE (7233).

2.4.6.2 Contact from alleged offenders will immediately be reported to the assigned Child Welfare Caseworker. Peer Parent Mentor Services will not be provided when uncontrolled offenders have continued access to Children in their homes.

2.4.6.3 Any violation of the protective action, safety plan or relapse prevention plan will be reported to the Child Welfare Caseworker immediately if during business hours Monday – Friday 8-5 and to Oregon Child Abuse Hotline nights, weekends, and holidays. For example: the Parent’s un-willingness or ability to comply with the protective action or safety plan.

2.4.7 Performance Outcome Measures

2.4.7.1 With Agency’s implementation of performance-based contracting, Child Welfare will gather end of Service data reported out by the successful Applicant(s) and validated by Child Welfare. Child Welfare will utilize this and other data to work with the successful Applicant(s) to support continuous improvement efforts which promote better outcomes for Children and Families.

2.4.7.1.1 Peer Parent Mentors performance will be based on successful achievement of the following outcome expectations:

2.4.7.1.1.1 Achieved: Client met all agreed upon meetings with Peer Parent Mentor and completed agreed upon Service goals.

2.4.7.1.1.2 Partially Achieved: Client made most agreed upon meetings with Peer Parent Mentors and completed one or more of the agreed upon Service goals.

2.4.7.1.1.3 Not Achieved: Client did not engage with Peer Parent Mentor and did not complete any Service goals.

2.4.7.1.1.4 No Progress: Client did not engage in Services.

2.4.7.1.2 When a dispute arises in regard to whether or not performance outcomes have been achieved by the successful Applicant(s), Agency will make the final decision.

2.4.7.1.3 Outcome measures may be modified, deleted, or exchanged as necessary and if so, will be completed through written amendment to the Contract(s), resulting

5616/SML_2/28/23 DOJ Approval from this RFA.

2.4.8 Reporting Requirements

2.4.8.1 Successful Applicant(s) will provide the following reports by secure email to the referred Child Welfare Caseworker and the corresponding discovery email box, as identified on the referral form.

2.4.8.1.1 Initial Report

2.4.8.1.1.1 Within 7 calendar days of the first Face-to-Face meeting with the Client, the successful Applicant(s) will provide a report that identifies the current status of the Client Family, the Client Family barriers, proposed outcomes, and strategy to achieve outcomes.

2.4.8.1.2 Monthly Report

2.4.8.1.2.1 Successful Applicants(s) will submit monthly progress reports including any changes in the barriers to success, changes in strategies to achieve success, ongoing summary of Service provisions and progress towards outcomes. This report is due by the 10th of the month following Services.

2.4.8.1.3 Closing

2.4.8.1.3.1 As the Contract(s), resulting from this RFA, will be performance-based, the successful Applicant(s) periodic or Closing Reports will focus on providing necessary information that will ultimately, describe the results of Client- Families achieving Program Outcomes as described in Section 2.4.8, “Performance Outcome Measures”. Specifically, the successful Applicant(s) will provide the following within 10 calendar days of the last Service provided for each Client-Family:

1. Progress toward, or final, Client Family outcomes (to also be included on Agency invoice); and

2. Next steps or recommendations for further treatment.

SECTION 3: APPLICATION REQUIREMENTS AND EVALUATION

3.1 MINIMUM QUALIFICATIONS

3.1.1 Applicants must be registered in OregonBuys.

3.1.2 Applicant must complete and submit all Application Packet items listed in Section 3.5.

3.1.3 Key Person Requirements

3.1.3.1 Peer Parent Mentor Supervisor must meet the following minimum qualifications:

a. Three years of experience in lead work, supervision, staff technical or

5616/SML_2/28/23 DOJ Approval professional-level work. This experience must have included participation in the management of a program, section, or unit including one or more of the following areas:

• Development of program rules and policies;

• Development of long- and short-range goals and plans;

• Program evaluation; or

• Budget preparation.

b. An Associate’s degree or equivalent work (144 quarter or 96 semester hours) in a field related to management, such as Business or Public Administration, an AA or equivalent work in Human Services, or a field related to the Applicant’s Service provision, may be substituted for up to one year of the required experience.

3.2 TECHNICAL QUALIFICATIONS

3.2.1 Applicant must demonstrate experience in navigating the Child Welfare or related social services systems, for referred Parents, in order to safely and effectively Parent their Children, achieve expedited Family reunification and timely Permanency.

3.2.2 Applicant must demonstrate their ability in providing prompt Service to referred Parents.

3.2.3 Applicant must demonstrate their ability in providing assistance to Parents in community resource coordination and navigation.

3.2.4 Applicant must demonstrate their ability to provide the Services in the Scope of Work (Section 2.4) including the number of Parents the Applicant has capacity to serve.

3.2.5 Applicant must demonstrate their ability to provide Client-Centered, Culturally Appropriate services.

Applicant must address each of the items listed in this section and all other requirements set forth in this RFA. Applicant will describe the Services to be performed. An Applicant that merely offers to provide the services as stated in this RFA may be considered non- Responsive to this RFA and will not be considered further.

3.3 AUTHORIZED REPRESENTATIVE

A representative authorized to bind the Applicant shall sign the Application. Failure of the authorized representative to sign the Application may subject the Application to rejection by Agency.

3.4 PROCURMENT PROCESS

3.4.1 Public Notice

The solicitation, including all Amendments and attachments, are published in the OregonBuys e-procurement system. Solicitation documents will not be mailed to prospective Applicants.

https://oregonbuys.gov/bso

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

3.4.2 Questions / Requests for Clarification

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

• Be emailed to the SPC

• Reference the OregonBuys bid number S-10000-00005616

• Identify Applicant’s name and contact information

• Be sent by an authorized representative

• Refer to the specific area of the solicitation 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

3.4.3 Webinar Information

Prospective Applicants’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Webinar is to:

• Assist Applicant with understanding the Peer Parent Mentor Services;

• Explain the Application process; and

• Answer any questions Applicants may have related to the Work to be provided or the Application process.

Statements made at each Webinar are not binding upon Agency. Applicants may be asked to submit questions in Writing.

Interpretation services will be provided upon request.

Webinar link for March 16, 2023, 3:00 PM – 4:30 PM

To participate in the March 16, 2023 Webinar, please click on the following link, to be directed to the Zoom Meeting. It is highly encouraged that interested parties click on this link at least 24 hours in advance of the Webinar to ensure that your computer can access the meeting. If access can’t be achieved from your computer, please contact Sharon Landis (sharon.m.landis@dhsoha.oregon.gov or 971-208-4078) for further support. If contact is made with less than 24-hours’ notice Sharon Landis, may not be available to provide technical assistance.

https://www.zoomgov.com/j/1604887000?pwd=dUdKVlRjc2hsMExOOUpGd0R wUS93UT09 mailto:sharon.m.landis@dhsoha.oregon.gov https://www.zoomgov.com/j/1604887000?pwd=dUdKVlRjc2hsMExOOUpGd0RwUS93UT09 https://www.zoomgov.com/j/1604887000?pwd=dUdKVlRjc2hsMExOOUpGd0RwUS93UT09

5616/SML_2/28/23 DOJ Approval

Meeting ID: 160 488 7000 Passcode: 062658

3.4.4 Application Submission

Applicant is solely responsible for ensuring its Application is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any transmission errors or delays or mistaken delivery. Applications submitted by any means not authorized may be rejected.

OregonBuys Electronic Response. Applicant should submit its Application Packet electronically through OregonBuys. Applicant should follow the procedures outlined in detailed instructions on how to submit an Application can be found at OregonBuys Vendor Formal Solicitation Response.pdf

Applicant shall submit one copy of its Application and Certification, Attachment A, bearing the Applicant’s authorized representative’s Signature, in one of the following formats:

Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

3.4.5 Application Modification or Withdrawal

3.4.5.1 Modifications: Applicant may modify its Application Packet through OregonBuys prior to Application Packet acceptance by Agency. Applicant should also email the SPC that they intend to modify an Application they have already submitted in OregonBuys.

3.4.5.2 Withdrawals: Applicant may withdraw its Application Packet prior to acceptance by Agency through OregonBuys. Applicant should also email the SPC that they intend to withdraw their Application Packet from consideration.

3.4.6 Application Opening Date

Application Packet must be received by the SPC through OregonBuys on or before Bid Opening. All Application modifications or withdrawals must be completed prior to Bid Opening.

Applications received after Opening are considered LATE and will NOT be accepted for evaluation. Late Applications will not be accepted in OregonBuys.

3.4.7 Application Rejection

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

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

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

• Applicant has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments, or divisions.

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

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

• Applicant is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the solicitation or Amendment.

3.4.8 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 Award is issued. Agency will record and make available the identity of all Applicants, approximately two business days after Bid Opening as an amendment on OregonBuys.

3.5 APPLICATION PACKET REQUIREMENTS

3.5.1 Application and Certification Sheet

The Applicant shall complete and submit the Applicant Information and Certification Sheet (Attachment A) electronically through OregonBuys.

3.5.2 Budget Form

Applicant shall complete and submit Budget Form as part of the Application packet (Attachment B).

3.5.3 Key Person Resume

Applicant shall submit, as part of the Application Packet, a Resume for the Peer-Parent Mentor Supervisor which demonstrates the Key Persons Requirements in Section 3.1.3.1, not to exceed two (2) pages.

3.6 EVALUATION PROCESS

3.6.1 Responsiveness and Responsibility Determination

3.6.1.1 Responsiveness Determination

Applications received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum 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 mistakes in accordance with OAR 125-247-0470.

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

3.6.1.2 Responsibility Determination

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

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3.6.2 Evaluation Process

3.6.2.1 Evaluation Criteria

Each Application will be evaluated by a review panel to determine if the Applicant is qualified to provide services. The review panel members may change, and the Agency may have additional or fewer review panel members.

The Applicant will receive notification regarding the status of the Application.

Applications will be evaluated in the order they are received. Qualified Applicants will be awarded a Contract, as long as there is still availability in the County the Applicant applies for. Once Agency has enough qualified Applicants within a County, an Amendment will be posted on OregonBuys stating the specific County is no longer accepting Applications.

If an Application is deemed not qualified, the Applicant may reapply as long as the RFA and County(Counties) the Applicant applies for is still accepting Applications.

The following Scoring Key shows how the Application criterion will be scored:

3.6.2.1.1 Criterion to determine if Applicant is Qualified:

3.6.2.1.1.1 How well does the Applicant’s narrative describe the innovative approaches the Applicant will employ to engaging Agency-referred Child Welfare parents including a summary of Applicant(s) experience in navigating the Child Welfare or related social services systems in order to safely and effectively Parent their Children, expedite Family reunification, and achieve timely Permanency?

3.6.2.1.1.2 How well does the Applicant demonstrate their ability in providing prompt Service to referred Parents?

SCORE EXPLANATION

10 OUTSTANDING -Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project.

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

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

5 ADEQUATE – Response meets all requirements in an adequate manner. The 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.

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

5616/SML_2/28/23 DOJ Approval

3.6.2.1.1.3 How well does the Applicant demonstrate their ability in providing assistance to Parents in community resource coordination and navigation specific to mental health and substance use disorder treatment?

3.6.2.1.1.4 How well does the Applicant demonstrate their ability to provide the Services under Scope of Work (Section 2.4) including the number of Parents the Proposer has capacity to serve?

3.6.2.1.1.5 How well does the Applicant demonstrate their ability in providing Culturally Appropriate, Client Centered Services, including a description of the different cultural populations that are served?

3.6.2.1.1.6 How well does Applicant’s Budget Form demonstrate an understanding of the cost of services for Parent Peer-Mentoring?

3.6.2.1.1.7 How well does the Key Person’s Resume for Parent-Mentor Supervisor demonstrate they meet the minimum qualifications?

3.6.2.1.2 Applicant Qualification Table

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

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

POINTS POSSIBLE

Total Points for Each Criterion

Weight Total Score

3.6.2.1.1.1 Narrative With Innovate Approaches to Engaging

Referred CW Parents

10 2 20

3.6.2.1.1.2 Providing Prompt Service to Referred Parents 10 1 10

3.6.2.1.1.3 Assisting in Community Resource Coordination and

Navigation

10 1 10

3.6.2.1.1.4 Ability to Provide Services Detailed in Scope of Work (Section 2.4) Including the Number of Parents Proposer has Capacity to Serve

10 1 10

3.6.2.1.1.5 Culturally Appropriate and Client Centered Services 10 3 30

3.6.2.1.1.6 Budget Form 10 1 10

3.6.2.1.1.7 Key Person Resume – Parent Peer Mentor

Supervisor

10 1 10

TOTAL POSSIBLE: 70 N/A 100

The review panel will assign the total criterion points, the total criterion points will be multiplied by the weight for the total points possible. All total points possible will be added together for the final total score, up to a maximum of 100 points. Applicant must have a total score of 70 points, to qualify and be awarded a Contract.

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SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to Responsible Applicant(s) based upon the evaluation rubric described in Section 3. 3.4.2. Agency may award less than the full Scope defined in this solicitation.

4.1.2 Notice of Selection

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

4.2 APPARENT SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

4.2.1 Insurance

Prior to execution of the Contract, the apparent successful Applicant shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating Negotiations. Applicant is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit C of Attachment C) prior to Application submission.

4.2.2 Taxpayer Identification Number

The apparent successful Applicant shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

• When requested by Agency (normally in an intent to award notice), or

• When the backup withholding status or any other information of Applicant has changed since the last submitted W-9 form, if any.

Agency will not make any payment until Agency has a properly completed W-9.

4.2.3 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. The selected Applicant shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site:

http://www.filinginoregon.com/index.htm.

http://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.filinginoregon.com/index.htm

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4.2.4 COBID Certification / Outreach Plan

If selected for award and the Applicant has indicated on their Application, they or their subcontractors are COBID certified, Applicant shall complete and submit the COBID Certification / Outreach Plan (Attachment ?).

4.2.5 Responsibility Inquiry

If selected for award, the Applicant shall complete and submit the Responsibility Inquiry (Attachment ?) electronically through OregonBuys within five business days, or the Application will be considered non-Responsive.

4.2.6 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000…