Questions and Answers 4-8-24.docx
DOCX document 29 KB Posted
- Solicitation number
- S-C01010-00009110
- Issued by
- Clackamas County, Oregon
About this file
This is a Questions and Answers document for Request for Proposal S-10000-00009111, a Diversity, Equity, and Inclusion (DEI) Consultant engagement with the Oregon Department of Human Services (ODHS), specifically the Seniors and Children's University (SACU) division. The agency seeks a single consultant or prime contractor (with potential subcontracting allowed) to develop and implement comprehensive DEI initiatives including establishing a Diversity, Equity, and Inclusion Committee, conducting monthly committee meetings, developing curriculum and measurable goals, and delivering DEI training to SACU leadership and staff. SACU currently operates 20 home and community-based group homes organized in geographic "islands" between Eugene and Portland, serving approximately 660 employees including 53 managers and 600 support staff across multiple facilities and departments. All work must be completed by March 31, 2025, as the project is funded by an American Rescue Plan Act (ARPA) grant, with the existing DEI Committee having approximately 10 active monthly participants that the agency aims to expand.
The agency has declined to disclose the budget to encourage competitive and diverse proposals, with only 10 of 170 evaluation points awarded based on cost, indicating that project effectiveness is the primary evaluation criterion. The agency prefers fixed-price, deliverables-based cost proposals and is open to in-person, virtual, or hybrid service delivery models, leaving specific implementation details to proposer discretion. The consultant should suggest the appropriate number of training sessions necessary to meet project goals and may recommend either developing new curriculum or implementing existing programs, provided implementation occurs before the March 2025 contract expiration. SACU has demonstrated leadership support for this initiative across multiple organizational levels, including executive, senior, and union representatives, and aligns the work with ODHS Rise principles. The agency intends to sustain the DEI work beyond the contract period, with strategies for sustainability and potential funding sources to be addressed in the proposal.
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Request for Proposal S-10000-00009111 Diversity, Equity, and Inclusion Consultant Q&A Request for Proposal S-10000-00009111 Questions and Answers April 8, 2024 Questions: (Budget and Length of Contract) What does the agency have in mind when it comes to the length of the contract to support the variety of services identified and what is the budget the agency has allowed for this work?
To assist our preparation of an itemized cost proposal, can you share the anticipated budget for this RFP?
Is there a budget max or ceiling for the scope of work as outlined?
| Answers: | All work requested in resulting contract must be completed by 3/31/2025 because this is being funded by an ARPA grant. Agency is not sharing the budget to encourage competitive and diverse proposals. Only 10 points out of 170 are awarded based on the cost of proposals – the ability to meet the goals of the project are the primary concern. |
| Question: | (Budget) Section 3.3.4.4.1: Are you looking for a fixed price or hourly rates? |
| Answer: | Fixed price is preferred for a deliverables-based cost proposal. |
| Question: | (Funding Sources) Has ODHS already identified funds to sustain this work, or would that be a part of 2.5.6 and 2.5.7? |
| Answer: | It is a priority of Agency to continue to implement the work from this project after the expiration of the contract; strategies on how to maintain as requested in 2.5.7 could include a discussion of funding sources. |
| Question: | (Single of Multiple Contracts Awarded) Is the agency planning to consider a single consultant to contract for all worked described in the RFP, or is the agency potentially considering contracting with multiple consultants? |
| Answer: | Agency intends to award one contract, but the successful proposer may subcontract out as appropriate to complete the work requested. |
| Questions: | (Delivery of Services) What are the agency's expectations about the delivery of services being in person or virtual, especially training? |
Do you have a preference for whether this work is conducted virtually or in-person? Are there specific sections of this work which must be completed in-person?
| Answer: | Proposers should describe the service delivery that they believe would be most effective. Agency is open to in person, virtual, or hybrid delivery. |
| Question: | (Employees) How many employees does SACU have? |
| Answer: | Agency is budgeted for 745 FTE. That fluctuates. We currently have about 660 employees. |
| Question: | (Employee Demographics) How many SACU employees and managers will participate in the DEI training program? |
| Answer: | SACU is funded for 745 FTE. Agency currently has about 53 managers and 600 support staff. |
| Question: | (SACU Facilities) How many facilities does SACU operate and how many employees and managers are in each location? |
| Answer: | SACU operates 20 home and community-based group homes between Eugene and Portland. The homes are grouped together in what we call “islands” so they can support each other with staffing and resources. Each island is about 2-4 homes and have an area manager who oversees that group of homes and 2-3 assistant managers that rotate between the homes as well as a nurse and office specialist. Each home has: |
· A site manager
· A behavior professional
· A residential supports coordinator
· 25-35 direct care workers There is also a mobile support team called COAT (Crisis Outreach and Assessment Team) that is based regionally and consists of a Psychiatric Crisis Counselor and 3 direct support staff.
Other departments within SACU that are involved: Clinical Services, Training and Development, Maintenance, and Nursing.
| Questions: | (DAI Committee) How many members does the DAI Committee currently have? Do you have an estimate of how many additional members you are looking to recruit? | |
| Answers: | The DAI committee is very small due to COVID and staffing crisis. We need to boost our participation levels. Currently, about 10 people attend monthly however, membership changes based on schedules. | |
| Question: | (DAI Committee) Does the DAI Committee have any current activities / initiatives? | |
| Answer: | Agency is looking to increase participation and grow the committee. We would like to create a 12-month plan. | |
| Question: | (SACU Leadership) How many individuals are on the SACU leadership team? | |
| Answer: | There are 5 executive leaders and about 23 senior leaders. | |
| Question: | (Scope of Work/Authority to Affect Change) What is the anticipated authority for the established committee to affect change? | |
| Answer: | There is leadership support at the SACU, ODDS, and ODHS levels, including OEMS and our ODDS Service Equity Manager as well as representation from union members and Human Resources. The committee has a charter stating the commitment to affect change and outlined goals that we are willing to review, and change based on consultant recommendations and increased participation. | |
| Question: | (Scope of Work/Best Practice Models) Are there specific best practice models you have already identified and wish to draw on for this work? | |
| Answer: | Agency would like to align with ODHS Rise principles. | |
| Question: | (Scope of Work/Bilingual Services) Section 3.3.3.3.6: Are you looking for a specific language for the bilingual services? | |
| Answer: | If proposer has any capacity to provide services in a language other than English, please indicate which languages are available and describe the services available. | |
| Question: | (Scope of Work/Section 2.5.3) Are these meetings with the DAI Committee or with a larger group of employees? | |
| Answer: | These meetings are for the DEI committee. | |
| Question: | (Scope of Work) Could you provide more information on the differences between the monthly meetings, the Committee activities, and the DEI training program? | |
| Answer: | Monthly meetings with all SACU, curriculum activities to develop monthly meeting agendas and goals, training program specific to SACU leadership. | |
| Question: | (Scope of Work) Do you expect the consultant to only develop the curriculum and measurable goals for committee activities, or also facilitate these activities? | |
| Answer: | Agency would like proposer to facilitate during the contract term, at least until SACU leadership has received the training to be able to successfully facilitate these activities. | |
| Question: | (Scope of Work) Do you have an estimated number of sessions you would like to see in the DEI training program? | |
| Answer: | Proposer should suggest the number of sessions they feel will be necessary to meet the project goals. | |
| Questions: | (Scope of Work) For Scope of Work /Specification 2.5.6, are you wanting the Proposer to design and deliver the training curriculum or identify and recommend training programs? Are you looking for in-person, virtual, and/or self-paced training programs? | |
| Answers: | Proposers should describe the service delivery that they believe would be most effective. This could be an existing curriculum or one developed, so long as the curriculum can be implemented before the contract expiration in March of 2025. Agency is open to in person, virtual, or hybrid delivery. | |
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