REQ-DASOBO-00143198_IP Stewards_ODE_Approved~1.pdf

SP_REQ-DASOBO-00143198_IPStewards_ODE Page 1 of 7

REQUEST FOR SPECIAL PROCUREMENT No. REQ-DASOBO-00143198

PART A. Requesting Agency must complete Items 1 through 13.

1. Requesting Agency Name: Oregon Department of Education ("ODE” or “Department”)

2. Date of Request: July 18, 2025 3. Agency Number: 58100

4. Agency Contact Name: Julia Alpernas 5. Phone: 503-569-2834

6. Type of Request: X Class Special Procurement Contract-specific Special Procurement

7. Time Period Requested: From: August 1, 2025 To: August 31, 2033

8. Total Estimated Cost: $12,000,000 (Up to $140,000 per Steward role per year)

9. Title: Supplies and/or Services to be Acquired: Coaching Services in the fields of education leadership, teaching and learning, and community engagement for the Student Investment Account Intensive Program

(“IP”)

10. Request, Background, Current Need, and Proposed Contracting Procedure:

a. Request:

ODE requests approval of this Special Procurement (“SP”) No. REQ-DASOBO-00143198 to:

1. conduct an alternative procurement process, as generally set out in Section 10.d below, which will establish an application process to build a pool of contractors (“Stewards”) for Coaching Services to various school districts (“Districts”) enrolled in the IP;

2. reinstate Contracts with the following Stewards in accordance with Oregon Administrative Rules (“OAR”) 125-246-0570 retroactively to August 1, 2025; and

Stewards (“Contractors”): Contract Number Feicke Consulting, Inc. 21696 High Desert Education Service District 21697

OMNIS, LLC. 21698

WeiWei Adventures, LLC. 21699 Sarah Rosman, LLC. 32610 Kenneth J. Parshall, Inc. 32611 Umatilla School District 35443 Houghton Mifflin Harcourt Publishing Company 36941

3. amend the Contracts to:

a. extend the Term of the Contracts, through August 31, 2033; and

b. increase the Maximum not-to-exceed (“NTE”) Compensation to $140,000 per Steward role per year for a total estimated cost of $12,000,000.

b. Background:

The Oregon Department of Education fosters equity and excellence for every learner through collaboration with educators, partners and communities.

SP_REQ-DASOBO-00143198_IPStewards_ODE Page 2 of 7

Intensive Program Design:

Oregon Revised Statutes (“ORS”) 327.222 directs the Department of Education to establish an Intensive Program for school districts with the highest needs in the state. Districts will receive additional funding if they agree to participate in the program for at least four years. To provide support for participating districts, the statute directs the Department to establish Student Success Teams (“SSTs”), which “shall be composed of personnel with expertise in school and school district improvement strategies, including the use of differentiated instruction and inclusionary practices.”

OAR 581-017-0738 sets forth the details regarding how the IP will be structured and administered, including the requirement that the IP will be made up of no less than three and no more than 10 School Districts per biennium. Meaning, ODE needs a pool of at least 12 and up to 30 Stewards in order to provide the required SSTs to each District.

To implement this program in accordance with OAR 581-017-0729, ODE staff initially attempted to build a pool of Stewards by publishing Request for Proposals (“RFP”) #ODE-2525-21 on the Oregon Procurement Information Network (“ORPIN”) and RFP #S-58100-00000427 on OregonBuys®, to identify qualified Contractors to serve in the required Steward roles. Out of those two attempts, only one qualified Contractor was identified and awarded a Contract. Due to the lack of success utilizing the RFP process, the Department proceeded with a sole-source process from November 2021 through January 2024, to identify and onboard the required Stewards for the school districts that were invited and accepted participation in the IP.

Using the identified Contractors, ODE was able to create the SSTs required by ORS 327.222 and defined in OAR 581-017-0729 into two complementary bodies, the Stewarding Body and the Advisory Body. The membership of the Advisory Body is meant to be broad and flexible to reflect the district, its community, and the ODE. The Stewarding Body has seven members – three from the district (the superintendent, a school board member or community member, a teacher), three contracted Stewards, and an ODE point person. The three types of contracted Stewards include a Leadership Steward, a Teaching and Learning Steward, and a Community Steward.

The purpose of the Student Success Team is to assist school districts participating in the Intensive Program.

ORS 327.222 provides, in part, that participating school districts “shall”:

(a) Commit to regular student success plan meetings to monitor practices;

(b) Use data to track student progress;

(c) Ensure school employees receive appropriate professional development and training;

(d) Create safe and inclusive learning environments;

(e) Improve school and school district practices and structures to support teaching and learning; and

(f) Improve the skills of the members of the school board.”

In order to be effective in accomplishing the purposes listed above, SSTs, and especially the Stewards who are contracted experts in their field, need to be able to support participating districts across these areas. A combination of experience, expertise and relational trust is critical to the success of the Stewarding Body;

the Department must be able to contract with Stewards who have this balance of attributes and skills and are poised to support different types of participating districts, ideally over four years. ODE currently has four participating districts. Given the limited number of stewards, several are currently supporting multiple districts, which is not ideal for long-term sustainability. To operate the program at full capacity with the current number of districts, 12 stewards are needed. Furthermore, with the passage of SB141/HB2009, SP_REQ-DASOBO-00143198_IPStewards_ODE Page 3 of 7 there is a strong possibility that additional districts will join the IP. To accommodate this potential growth, additional stewards will be essential to support and sustain the program effectively. Expertise and shared experience help to build credibility, which is necessary for building a strong, trusting relationship with participating districts.

c. Current Need:

ODE is in need of retaining and building on its current list of qualified Stewards in order to quickly establish or replenish a Stewarding Body for each participating school district as required by ORS 327.222 and OAR 581-017-0729, 581-017-0732 and 581-017-0738.

d. Proposed Contracting Procedure:

Step 1 - Special Procurement

1. As required by OAR 125-247-0287, and under Delegation Agreement No. REQ-DASOBO-00150152, ODE will issue a public notice (“Notice”) of the approved SP on OregonBuys® for a period of seven (7) calendar days.

2. The Notice will include provisions that any Affected Person(s) may protest the approval of this SP.

3. The Department of Administrative Services, State Procurement Services (“DAS SPS”), in collaboration with ODE, will respond to and resolve all protest(s) of the SP, if any.

4. If no protests are received and sustained, ODE will proceed with issuing a Request for Application

(“RFA”) as described in Section 10.d., Step 2 below.

5. Pursuant to OAR 137-045-0015, ODE will work with the Department of Justice (“DOJ”) and obtain legal sufficiency approval prior to executing all contract(s) or contract amendment(s), as required.

Step 2 - Request for Application (RFA) / Creation of Qualified Provider List (QPL)

1. ODE intends to issue a multiple award opportunity Request for Application (“RFA”). This opportunity to participate will be posted on OregonBuys®.

2. Potential Steward(s) or Applicant(s) will submit their applications demonstrating how they meet the

“Minimum Qualifications” set forth in the RFA.

3. ODE will conduct a pass/fail review and will enter into an Agreement to Agree with each Applicant who meets the Minimum Qualifications. Upon full execution of the Agreement to Agree, the Applicant will be added to a Qualified Provider List (“QPL”) under each category in which the Applicant meets the additional Qualifications and expresses a desire to provide services.

4. ODE will publish the QPL in OregonBuys® and on its website. ODE estimates entering up to thirty (30) Agreements to Agree with qualified Applicants.

5. ODE reserves the right to re-open RFA opportunities as needed throughout the term of this Special Procurement and to award additional contracts to additional Steward(s) at ODE’s sole discretion.

Step 3 – Award of Work Order Contracts (WOCs)

1. As new districts are invited or required to participate, ODE will send an “interest form” to all identified entities from the QPL listed for each of the anticipated required Steward types to gauge their availability and interest as well as their suitability for the specific requirements of the potential new or continuing District(s). This same process will be utilized if a change is needed in staffing for a current district.

2. ODE staff will then evaluate the completed interest forms to determine which Steward(s) would be most beneficial in the coaching role(s) for each potential new or continuing District(s) based on a rubric that compares the Stewards experience against the potential or continuing district’s demographics, identified needs from Longitudinal Performance Growth Targets, areas for coaching identified in the

SP_REQ-DASOBO-00143198_IPStewards_ODE Page 4 of 7

Integrated Application review process, and needs assessment data from the District outlined in their Integrated Application, and interview process. A Scope of Work would then be drafted.

3. Once a Steward(s) has been identified for potential assignment they will complete onboarding by the IP team, which will include but is not limited to familiarization with Intensive Program structures when working with districts ( i.e. Stewarding Body, Advisory Body, recommendation process); steward collaborative meeting and learning structures; key differences between an instructional coach and the steward role to ensure they understand each element outlined in the Scope of Work and are knowledgeable enough about program elements for interviews with districts.

4. The IP team will then schedule and conduct interviews, using an interview team made up of IP team and District staff, of the potential Steward(s) utilizing a standardized interviewing rubric. The interview team will collaboratively make a final determination of which Steward(s) would be a best fit for assignment to that District. If there is disagreement over which Steward(s) should be assigned, the IP team will make the final determination for assignments. Once final determinations are made, the Steward(s) identified as the best fit will be issued a Work Order Contract (“WOC”) for execution. This process would take place for each new or continuing district.

In addition to the OregonBuys® solicitation record, ODE staff will continue to utilize a non-traditional approach of seeking out recommendations from qualified persons to contact and refer to the OregonBuys® solicitation record to be added to the QPL, if the person(s) identified wish to participate.

11. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation.

The procurement methods identified in ORS 279B are not feasible options for meeting the business needs of ODE. ODE issued two RFP’s that failed to identify the necessary number or quality of proposals. Through the Sole Source process, program staff worked with ODE Procurement to identify and contract with the eight current Stewards who exemplified the combination of attributes stated above, only one of whom applied through the two initial processes. It is important to note that multiple districts invited to participate in the program expressed concerns pertaining to the caliber of Stewards with whom ODE would be able to contract. ODE will conduct an open, competitive Request for Application process via OregonBuys®. This RFA process will allow for maximum competition and multiple awards for Steward(s).

ODE wants to ensure a competitive process.

12. Findings to Satisfy the Required Standards: This proposed special procurement:

X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

Agency issued two RFP’s resulting in only one viable contract then issued a sole source notice with no protests. The Special Procurement suggested still allows for competition through a public solicitation posting, while retaining the ability to organically identify and route qualified entities to the OregonBuys® listing throughout its active period. The RFA process identified in Section 10.d. will not diminish competition— any Steward can respond to the open, competitive Request for Application process, which could result in an Agreement to Agree for those that meet the eligibility requirements and successfully complete the negotiation process. ODE intends to open the Request for Application process periodically throughout the term of this Special Procurement based upon future business needs.

SP_REQ-DASOBO-00143198_IPStewards_ODE Page 5 of 7 and

___ (b)(i) will result in substantial cost savings to the contracting agency or to the public because:

or

X (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because:

The time and effort already expended to work within the traditional methods shows they are not appropriate for these services. Timing is critical to have Stewards in place as new school districts are being invited to participate in the four-year program, as well as the funding associated to the work being required as a result of ORS 327.222. In addition, new legislation is being considered that could result in the need for a much larger pool of Stewards in order to continue to meet law and rule. Using this alternate method of procurement will promote competition and offer more opportunities to other applicants, because ODE will reopen the RFA and advertise for new Steward(s) periodically. Districts will be better served using this alternate procurement method, which may avoid possible delays in the contracting and operational processes inherent in one of the statutory procurement methods under Oregon’s Public Contracting Code, ORS 279.

13. Signature: The actual signature of the Agency Head or designee (e.g., Designated Procurement Officer) is not required on the Request if it is submitted through OregonBuys®. Agency may elect to attach a signed Request.

Signature: e.g. Electronically in OregonBuys® _________________ Type Name: Date:

SP_REQ-DASOBO-00143198_IPStewards_ODE Page 6 of 7

PART B. The Department of Administrative Services completes Part B.

STATUTORY AND RULE AUTHORITY:

ORS 279B.085(2) states the Director of the Department of Administrative Services may approve a special procurement if the Director finds that a written request submitted under ORS 279B.085(4) demonstrates that the use of a special procurement as described in the request, or an alternative procedure prescribed by the Director will:

(a) Be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and (b)(A) Result in substantial cost savings to the contracting agency or to the public; or

(B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder.

OAR 125-246-0170 delegates the authority of the Director of the Department of Administrative Services to approve special procurements to the State Chief Procurement Officer. OAR 125-247-0285 through 125-247- 0288 implement ORS 279B.085.

OAR 125-247-0700(2) Protests and Judicial Review of Special Procurements designates the State Chief Procurement Officer as the Contract Review Authority.

FINDINGS: The findings are accepted, adopted, and incorporated by reference herein.

CONDITIONS OF APPROVAL:

1. Notice Period. The Authorized Agency shall post the Public Notice on OregonBuys. The Special Procurement may not be used until after the completion of the seven (7) day notice period required pursuant to OAR 125-247-0287(4), and either:

a. No Written protests are received by the Contract Review Authority, State Chief Procurement Officer, from an Affected Person in response to the notice, or

b. If any protest is received during the notice period, then not until:

i. the State Chief Procurement Officer or delegate issues a written disposition of the protest in accordance with ORS 279B.400 and OAR 125-247-0700 and OAR 137-047-0700, and

ii. confirms in writing the first possible date of use of the Special Procurement.

2. ORS 279A.165 Requirements. Authorized Agency shall comply with the requirements of ORS 279A.165 and OAR 125-247-0287(12) regarding a report about this Special Procurement. Agency shall use a form and follow the instructions provided by the State Chief Procurement Officer or delegate.

3. Reporting Requirements. During the term of this Special Procurement, ODE will track the following information for all procurements and contracts to ensure that the cumulative total does not exceed $12,000,000 (Up to $140,000 per Steward role per year):

a. WOC Number

b. Contractor Name

c. Term of WOC

d. Contract Value

e. Description of Supplies or Services, or both

SP_REQ-DASOBO-00143198_IPStewards_ODE Page 7 of 7

ODE will submit a report (e.g., Microsoft Word or Excel report) to DAS SPS detailing the above information

1) before pursing an amendment to this Special Procurement and 2) upon request of the State Chief Procurement Officer (“CPO”), or delegate(s).

4. Upon completion of the Notice (section 1) the DAS PPO’s approval applies retroactively to August 1, 2025.

APPROVED

Jay Jackson, Procurement Policy Officer (“PPO”) Date:

Department of Administrative Services, State Procurement Services

10/01/2025