Questions and Answers Set #1 for RFP S-44300-0010881 final.pdf

THE STATE OF OREGON

OREGON HEALTH AUTHORITY

Questions & Answers, Set #1

Request for Grant Applications RFGA # S-44300-00010881 for Culturally and Linguistically Specific Behavioral Health Services

Date of Issue: December 23, 2024

Opening Date and Time (Applications Due):

January 23, 2025 at 3:00 PM (Pacific Time)

Single Point of Contact (SPC): John F. Gardner

Address: 800 NE Oregon Street, Suite 640

City, State, Zip Portland, OR 97232

Phone (voice) 503-509-5698

E-mail: john.f.gardner@odhsoha.oregon.gov

The following questions were received regarding RFP RFGA # S-44300-00010881 and Agency responds as follows. Unless otherwise indicated, all Section number references in this document are to Sections of RFGA # S-44300-00010881 (OregonBuys Bid RFGA # S-44300-00010881).

As used in the RFGA and in this document, “Agency” and “OHA” refer to the State of Oregon, acting by and through the Oregon Health Authority, Behavioral Health Division.

Question # RFP Section (Page #) Question

1. Section 1.1 INTRODUCTION

(Page 5); Section 2.3 and

Section 2.3.2 Project

Background and Purpose (Page

11); Section 2.5 DISBURSEMENT

OF GRANT FUNDS (Page 13);

Section 2.6.1. Activity Reports, Subsection (a)(4) (Page 14).

• Section 1.1 on Page 5 of the RFGA states that the initial grant term will be from approximately February 1, 2025 through December 31, 2025, and that OHA will not disburse grant funds to Recipient after September 30, 2025, and all Program activities by Recipient under this Agreement must be completed by September 30, 2025.

• Section 2.3.2 also states that all SUPT BG grant funds must be fully spent by September 30, 2025.

• However, Section 2.5 states that funds must be spent by June 30, 2026.

Is the June 30, 2026 date in Section 2.5 incorrect? And should it be changed to

September 30, 2025? In other words, must all mailto:john.f.gardner@odhsoha.oregon.gov

RFGA # S-44300-00010881 for Culturally and Linguistically Specific Behavioral Health Services Page 2 of 13 of the Grant funds be spent by September 30, 2025, and all allowable Program activities be completed by September 30, 2025?

Agency Response to above question:

Yes: OHA anticipates the Program activities by Recipients will begin by February 2025 and must be completed by September 30, 2025, and all Grant funds must be spent no later than September 30, 2025. However the evaluation reports for the project described in Section 2.6.1.1 a.(4) may be completed and submitted to OHA by December 30 2025. Therefore, the June 30, 2026 date listed in Section 2.5 is incorrect and is being changed to September 30, 2025 in an Addendum #1 to be posted on OregonBuys as follows, language to be deleted or replaced is struck through; new language is underlined and bold:

2.5 DISBURSEMENT OF GRANT FUNDS

OHA anticipates that disbursement of funds will be made in two payments to Recipients.

Grant funds must be spent no later than September 30, 2025 June 30, 2026. Although OHA plans to distribute the funds according to the estimated schedule provided in the following table, this schedule is subject to possible future modifications as solely determined by OHA.

Further, as stated in Section 1.1. above, OHA reserves the right, in its sole discretion, to determine the amount of each grant award from this RFGA. OHA reserves the right to approve grant awards for less than the amount requested by an Applicant. OHA also reserves the right to adjust the amount of funding and negotiate modifications to the Applicant’s proposed project prior to the execution of a Grant Agreement.

Disbursement Date (Estimated) Amount

(Estimated)

Upon Grant Agreement Execution $75,000.00

7/1/2025 $75,000.00

Total $150,000.00

Linguistically Specific Behavioral Health Services Page 3 of 13

Question # RFP Section (Page #) Question

2. 2.4 SCOPE OF ALLOWABLE

PROGRAM ACTIVITIES (Page

11-13); Attachment B – Budget

Proposal - Budget Narrative

Would the purchase and implementation of AI/behavioral health translation software be an allowable activity / expense?

Agency Response to above question:

Please refer to Section 2.4 SCOPE OF ALLOWABLE PROGRAM ACTIVITIES describing the types of activities for which Applicants may propose expenses in their Budget Proposals.

Purchasing a linguistically specific AI behavioral health translation software may be an allowable expense, subject to OHA approval based upon the justification for the expense in the budget narrative section of Applicant’s Budget Proposal’s – including an explanation of how the proposed expenses will allow Proposer (Applicant) to achieve Program goals. See the following guidance in

Attachment B – Budget Proposal:

“Applicant’s Budget Proposal should include:

• Line items that are reasonable, cost-effective, and consistent with Proposer’s Application; and;

• budget narrative that provides a clear description and justification for the proposed expenses, which specifically explains how the proposed expenses will allow Proposer to achieve Program goals.”

Documentation to verify staffing and other operational costs will be requested at the time OHA enters into Grant negotiations with successful Proposers.”

The purchase and implementation of AI/Behavioral health translation software would be an allowable expense under this RFGA. Section 2.4 lists innovative program activities, including capacity building, technology integration, and initiatives aimed at reducing behavioral health inequities.

However, OHA encourages the Applicant to include a discussion of proposed Program activities in the Applicant’s Application, in addition to an evaluation plan, including an explanation of how the

AI/Behavioral health translation software would address gaps in services and unmet needs of the community. See also, this text Attachment B – Budget Proposal. regarding the Budget Narrative:

“The budget narrative of Applicant’s Budget Proposal should clearly explain and justify how budget items are necessary and related to carrying out proposed activities related to the accomplishment of Program goals for RFGA S-44300-00010881. See RFGA Section 2.3.2 Project Background and Purpose re: Goals of this RFGA. “

For example, the Applicant can explain and demonstrate how the proposed AI/Behavioral health translation software purchase will result in increased access to care, and improved

Linguistically Specific Behavioral Health Services Page 4 of 13 quality/efficiency by reducing administrative burdens or barriers to accomplishing Program goals for RFGA S-44300-00010881.

Question # RFP Section (Page #) Question

3. Subsection a. of Section 3.1

MINIMUM QUALIFICATIONS

(Page 16) which states:

a. Applicant is a “Culturally and Linguistically Specific Behavioral Health Organization” (CLSBHO) –that is, Applicant is an outpatient entity or institution whose mission is to provide Culturally and Linguistically Specific Behavioral Health Services;

We are seeking to verify whether our organization meets the minimum qualifications stated in Section 3.1, Subsection a.

To qualify under the that Section 3.1, Subsection a., must the Applicant’s sole mission be to provide Culturally and Linguistically Specific Behavioral Health Services? Or may the Applicant’s mission include the mission identified in Section 3.1.a., as well as other missions?

Our mission is to help the underserved immigrants and refugees from Eastern Europe and former Soviet Republics within the Portland area integrate into their new communities, advocate for equity and inclusiveness, and provide opportunities for personal and social growth through education, health care, and cultural initiatives. While we offer many services including Peer Mental Health Support and Culturally Specific Trainings for providers.

Our Adult Day Center has provider numbers under Medicaid, NPI, and APD, our services are not limited to providing Behavioral Health Services. And our mission is not limited to providing Culturally and Linguistically Specific Behavioral Health Services.

Agency Response to above question:

The minimum qualifications stated in Subsection a. of Section 3.1 does not require that the

Applicant’s sole mission is to provide Culturally and Linguistically Specific Behavioral Health Services.

Rather, that Subsection only requires that the Applicant’s mission includes providing Culturally and

Linguistically Specific Behavioral Health Services.

Linguistically Specific Behavioral Health Services Page 5 of 13

4. Section 4.2 PUBLIC NOTICE

(Page 21)

How can I access the Questions and Answers for this RFGA on OregonBuys if I will submit my Application via email?

Agency Response to above question:

Please review Section 4.2 PUBLIC NOTICE which reads in relevant part:

“*** OHA will advertise all Questions and Answers and Amendments for this RFGA on OregonBuys e-procurement system as file attachments to the RFGA Bid Solicitation on OregonBuys. Applicants are solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

If any Applicant has technical difficulties in accessing or using the OregonBuys e-procurement system, the Applicant may contact the OregonBuys Supplier Help Desk for assistance at support.oregonbuys@das.oregon.gov or call 1-855-800-5046. In addition, this website contains links to various supplier resources, instructions and guides regarding OregonBuys:

https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx”

The Attachments for OregonBuys Bid Solicitation #S-44300-00010881 may be found at the links listed below, regardless of the Application delivery option used by the Applicant pursuant to RFGA Section 4.4 – APPLICATION DELIVERY

OPTIONS:

• OregonBuys Bid Solicitation #: S-44300-00010881 (external link which may be used without logging in to OregonBuys and without registering with OregonBuys or logging into OregonBuys).

• OregonBuys Bid Solicitation #: S-44300-00010881 for use by registered users of OregonBuys, which you may use after registering and logging into OregonBuys).

Question # RFP Section (Page #) Question

5. SECTION 4.4 APPLICATION

DELIVERY OPTIONS (Pages 22-

23) and Section 1.1

INTRODUCTION (Page 5):

“Only one Application may be submitted by an Applicant meeting the Section 3.1 Minimum

Qualifications below.”

May I create an OregonBuys account for my Application to apply as an individual; and later submit an Application for a separate Non-Profit Organization if both the individual and the Non- Profit Organization each meet the minimum qualifications for Applicants stated in Section 3.1?

mailto:support.oregonbuys@das.oregon.gov https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx https://oregonbuys.gov/bso/external/bidDetail.sdo?docId=S-44300-00010881&external=true&parentUrl=close https://oregonbuys.gov/bso/bid/bidGeneral.sdo?docId=S-44300-00010881

Linguistically Specific Behavioral Health Services Page 6 of 13

You cannot use the same OregonBuys account to submit two Applications for this RFGA for two different Applicants. Each Application submitted via OregonBuys should be submitted using the account of the Applicant submitting the Application. So, an Application for an individual should be submitted from the individual’s OregonBuys account; and an Application for a non-profit entity should be submitted from the non-profit entity’s separate OregonBuys account. For more information about submitting Applications via OregonBuys or via email, please review Section 4.4 APPLICATION DELIVERY OPTIONS. All Applicants must meet the minimum qualifications of Section 3.1

Please note that Section 1.1 INTRODUCTION includes this statement:

“Only one Application may be submitted by an Applicant meeting the Section 3.1 Minimum Qualifications below.”

Therefore, if the non-profit entity Applicant is a separate legal entity (e.g., a non-profit corporation) and not merely the alter ego of the individual Applicant,* then one Application may be submitted on behalf of the non-profit organization, and a separate Application may be submitted for the individual.

*For the purposes of this RFGA, a business entity (e.g. a corporation or an LLC) is considered the alter ego of an individual if OHA determines that the individual-applicant has 51% or more ownership in the business entity-applicant.

Note re: OregonBuys Support: for any questions about using OregonBuys, Applicants should contact OregonBuys Supplier Support by phone call to 1-855-800-5046 or by email to support.oregonbuys@das.oregon.gov.

To register with OregonBuys, visit https://oregonbuys.gov/ and click on the blue “Supplier Registration” button in the top right corner.

Registration Quick Step Guide:

https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf

Full Registration Instructions:

https://www.periscopeholdings.com/assets/uploads/misc/OregonBuys_RegistrationGuide.pdf https://oregonbuys.gov/ https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf

Linguistically Specific Behavioral Health Services Page 7 of 13

6. Section 2.3.2 Project

Background and Purpose

(Pages 9-10); Section 2.4, SCOPE

OF ALLOWABLE PROGRAM

ACTIVITIES (Pages 11-13), Section 2.6, REPORTING AND

OTHER REQUIRED

SUBMISSIONS (Pages 14 -15)

We understand that the overall goal of the grants to be issued under this RFGA, as described on

Page 10 is to bolster the behavioral health workforce, including best practices that are culturally and linguistically specific within incentives to increase and maintain the workforce. However, please clarify: is OHA is seeking to fund direct community service projects, workforce related projects, or something else? That is, OHA seeking to fund:

A) direct service projects to serve culturally and linguistically specific community members;

B) the development, refinement, and/or evaluation of strategies and best practices to serve culturally and linguistically specific communities;

C) the implementation or evaluation of strategies that support a culturally and linguistically specific workforce; OR

D) something else?

Agency Response to above question:

While culturally specific behavioral health workforce would benefit from the Grants indirectly, the main purpose of the Grants awarded from the RFGA is not workforce development, recruitment, or retention.

OHA expects the Grant funding to support a broad range of culturally and linguistically specific behavioral health services which may include:

A) Direct services tailored to culturally specific communities;

B) Development, refinement, or evaluation of best practices for serving culturally specific populations;

C) Workforce-related projects, such as culturally specific training and capacity building in provision of culturally and/or linguistically specific services.

Based on Section 2.4 (Scope of Allowable Program Activities) and Section 2.6 (Reporting Requirements), Applications may cover direct community services, employee development, and innovative strategies designed to reduce behavioral health disparities.

Linguistically Specific Behavioral Health Services Page 8 of 13

7.

Section 4.2 PUBLIC NOTICE

(Page 21)

If I submit my Application by email. how can I access the Questions and Answers and

Amendments (Addenda) for this RFGA?

Please review Section 4.2 PUBLIC NOTICE which reads in relevant part:

“*** OHA will advertise all Questions and Answers and Amendments for this RFGA on OregonBuys e-procurement system as file attachments to the RFGA Bid Solicitation on OregonBuys. Applicants are solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

If any Applicant has technical difficulties in accessing or using the OregonBuys e-procurement system, the Applicant may contact the OregonBuys Supplier Help Desk for assistance at support.oregonbuys@das.oregon.gov or call 1-855-800-5046. In addition, this website contains links to various supplier resources, instructions and guides regarding OregonBuys:

https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx”

The Attachments for OregonBuys Bid Solicitation #S-44300-00010881 may be found at the links listed below, regardless of the Application delivery option used by the Applicant pursuant to RFGA Section 4.4 – APPLICATION DELIVERY OPTIONS:

• OregonBuys Bid Solicitation #: S-44300-00010881 (external link which may be used without logging in to OregonBuys and without registering with OregonBuys or logging into OregonBuys).

• OregonBuys Bid Solicitation #: S-44300-00010881 (for use by registered users of OregonBuys, which you may use after registering and logging into OregonBuys).

https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx https://oregonbuys.gov/bso/external/bidDetail.sdo?docId=S-44300-00010881&external=true&parentUrl=close https://oregonbuys.gov/bso/bid/bidGeneral.sdo?docId=S-44300-00010881

Linguistically Specific Behavioral Health Services Page 9 of 13

8. Section 3.1 Minimum

Qualifications (Page 16)

I am a Professional Counselor Associate, working towards Licensure under a Board

Supervisor. I am Medicaid eligible and was approved by OHA in 2023 as a Culturally and

Linguistically Specific Service (CLSS) provider in accordance with OAR 309-065-0020.

Do associates that are Medicaid eligible and approved to provide CLSS comply with minimum qualifications to apply Individually for this Grant?

Agency Response to above question:

Please review Subsection 3.1., Subsection c. requires Applicants applying as Medicaid eligible clinicians meet these requirements:

“c. Applicant is an independently licensed and Medicaid eligible clinician who provides Culturally and Linguistically Specific Behavioral Health Services and is in private practice, and not employed by a governmental entity [Emphasis added]“

If you are not yet licensed as a Medicaid eligible clinician who performs Culturally and

Linguistically Specific Behavioral Health Services in private practice, and not employed by a governmental agency, you would not qualify to apply for the RFGA under the above Subsection of

Section 3.1.

Question # RFP Section (Page #) Question

9. Section 3.5 APPLICANT

INFORMATION AND

CERTIFICATION SHEET

(ATTACHMENT C). Page 21

(“The Applicant Information and

Certification Sheet must bear the

Applicant’s authorized representative’s Signature. “)

Who should sign ATTACHMENT C as the

Applicant’s authorized representative?

Would the Board Supervisor of the Non Profit

Organization where the services will be offered.

be a valid authorized representative of the

Applicant?

The Applicant’s authorized representative who signs Attachment C - APPLICANT INFORMATION AND CERTIFICATION SHEET is any person who has been legally authorized by the Applicant to sign documents (such as Attachment C) on behalf of the Applicant.

Linguistically Specific Behavioral Health Services Page 10 of 13

10. Section 1. INTRODUCTION

(Page 5) – Required

Certifications

I have questions regarding my eligibility to apply for this RFGA. I currently work with OHA as a part of their CLSS pilot program "Service in the Learning Collaborative for Culturally and

Linguistically Specific Behavioral Health

Services." As such, I have received a $25,000 notice of award, and have begun with my pilot project.

I interpret the required certifications listed on

Page 5 of the RFGA to mean that if I am to receive this grant funding that I cannot use the grant funds to help pay any of my employees who are compensated from Medicaid for services provided and billed for under any

"billable encounters" with my group mental health practice.

If not prohibited by the referenced certification language on Page 5, I would apply for grant funding under this RFGA to expand my current

OHA CLSS pilot project. The proposed project expansion would be to increase the number of

LGBTQIA2S+ providers in rural Oregon, increase telehealth services in those areas, create access to a 24/7 mental health crisis line in the rural areas under my mental health group, and aid in the funding of a LGBTQIA2S+ listserv in the state of OR to increase resource flow from heavily populated areas to rural areas.

If the proposed expansion of my CLSS pilot project with OHA is not funded by any source, and will not be funded by any other source, is it permissible for me to apply for funding for that project expansion under this RFGA even though my current CLSS pilot project is funded?

Linguistically Specific Behavioral Health Services Page 11 of 13

To determine whether an Applicant meets the minimum qualifications for this Grant opportunity, please review Section 3.1 MINIMUM QUALIFICATIONS on Page 16 of the RFGA.

Also, OHA does not believe the following certification requirements on Page 5 of the RFGA copied below* require further clarification or elaboration beyond the following: there must be no other funding source for any of the costs of your proposed project expansion; if the proposed expansion of your current project is not funded by any other agency or department of the State of Oregon, any other state, the federal government or private insurance, and is otherwise consistent with the required certifications, that project expansion may be eligible for funding under this RFGA.

*Excerpt from Page 5 of the RFGA:

“All Applicants must include a completed Attachment C – Applicant Information and Certification Sheet, signed by an authorized representative of Applicant, that includes the following certifications and other certifications included in Attachment C:

a. Applicant shall not request funding for expenditures already funded by any other agency or department of the State of Oregon or the federal government, or by private insurance.

b. If Applicant is receiving Medicaid Administrative Claiming (MAC) or Medicaid outreach, enrollment and education funds, Applicant must demonstrate that funding shall not be used for the same activities and that separate financial tracking processes exist, distinguishing the funding sources and uses from each other.

c. Applicant certifies that Applicant shall not expend grants funds under any Grant Agreement issued from this RFGA # S-44300-00010881 on healthcare services if any other funding source for the services shall be obtained or sought from private health insurance, Medicaid, Medicare, or any other federal or state government funding source by Applicant to cover the cost of those services and Applicant understands and agrees that this certification will be included in Grant Agreement awarded under this RFGA.

d. If Applicant is awarded a Grant Agreement under this RFGA, Applicant’s performance of the Program activities described in Applicant’s Application under the Grant Agreement shall, to the best of Applicant’s knowledge, create no actual or potential conflict of interest, as defined by ORS 244, for Applicant or any of Applicant’s Key Persons, and creates no other violation of ORS Chapter 244 for Applicant’s employees, agents, or contractors. If any changes occur with respect to Applicant’s status regarding an actual or potential conflict of interest, Applicant will promptly notify the Agency in writing.

e. If Applicant is awarded a Grant Agreement under this RFGA, Applicant agrees to comply with all the Terms and Conditions included in the attached Notice of Award (NOA) for Award Number: 1B08TI083963-01 as are applicable to

Linguistically Specific Behavioral Health Services Page 12 of 13 subrecipients of funds awarded under that NOA. A copy of the Federal Notice of Award #1B08TI083963-01 re: Substance Abuse Prevention and Treatment Block Grant Funding referenced above is provided for Applicants’ review as Attachment G for this RFGA in the Attachments for OregonBuys Bid # S-44300-00010881.

f. By submitting an Application, Applicant agrees and understands that the parties may negotiate the final Program Activities, Reporting Requirements and Budget to be included in any Grant Agreement awarded to Applicant.”

11. Section 2.4 SCOPE OF

ALLOWABLE PROGRAM

ACTIVITIES (Pages 11-13)

We have an existing program that is dedicated to providing culturally and linguistically specific mental health support and peer support services in the Latin-American community in rural Oregon. We would like to seek seeking grant funding under this RFGA to fund the salary of a peer support staff from the Latin-

American community to increase outreach in the Latin-American community.

(A) Question re: Section 2.4.3 Option 3 - PEER SUPPORT PROGRAMS: Is this option limited to programs to develop new Peer Support Specialists? Or would this option allow us to use grant funds to further train and support our current Peer Support Specialist at our agency so he can better support community members?

(B) Question Re: Section 2.4.9 - Option 9:

Community Outreach and Education. Is this option only for funding entirely new community outreach and education project, or may it include expansion of a current outreach and education project?

Response to Question 11. (A): a project proposed under Section 2.4.3 (Option 3) need not be limited to establishing new peer support specialists. Option 3 would allow the grant funding from this RFGA to be used for further training and support for existing peer support specialists to provide Culturally and Linguistically Specific Behavioral Health Services through peer-led programs.

Response to Question 11. (B): Section 2.4.9 (Option 9) would allow grant funding from this RFGA to be used for expansion of a current outreach and education project.

Linguistically Specific Behavioral Health Services Page 13 of 13

In addition to the above responses, please review OHA’s Response to Question 10 above and the following text from Page 5 of the RFGA quoted above:

“*** a. Applicant shall not request funding for expenditures already funded by any other agency or department of the State of Oregon or the federal government, or by private insurance. ***”