REQUEST FOR SPECIAL PROCUREMENT No. REQ-DASOBO-________

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

1. Requesting Agency Name: Oregon Department of Education, Early Learning Division (ELD)

2. Date of Request: _1/11/2023 3. Agency Number: 58000________

4. Agency Contact Name: Lori Nordlien 5. Phone: 971-301-3245

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

7. Time Period Requested: From: 2/1/2023 To: 1/31/2028

8. Total Estimated Cost: $1,460,000.00

9. Title: Supplies and/or Services to be Acquired:

Research Study on Suspension and Expulsion Practices in Early Care and Education (ECE) Settings and Data and Evaluation System for the Suspension and Expulsion Prevention Program (SEPP)

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

a. Request:

Early Learning Division (ELD) is requesting this Special Procurement to direct award a contract to Coalition of Communities of Color (CCC), an Oregon Nonprofit corporation. CCC will complete two projects as part of this contracted work: 1) design and conduct a research study on suspension and expulsion practices in ECE settings and ways to reduce those practices, and 2) design and implement a system for ongoing data collection and evaluation of SEPP. The research study will include a literature review to provide a baseline of knowledge, engagement with community partners, resource mapping, and other relevant work as needed. In addition, CCC will write a report to be submitted to the Legislature. The research study work and report will be completed by September 15, 2024. The data and evaluation system work will involve conducting a formative evaluation of the SEPP and designing a system for program monitoring and evaluation, in order to understand, at minimum, who is (and is not) being served, program satisfaction, engagement and outcomes, and effectiveness. In addition, CCC will provide ongoing review of and consultation on the data and evaluation system, and other relevant work as needed, through the end of January 2028.

b. Background:

In July 2021, the Oregon legislature established the Early Childhood Suspension and Expulsion Prevention Program (SEPP) (HB2166 https://olis.oregonlegislature.gov/liz/2021R1/Measures/Overview/HB2166 ;

SB236 https://olis.oregonlegislature.gov/liz/2021R1/Measures/Overview/SB236) The purposes of the Early Childhood Suspension and Expulsion Prevention Program are to:

· Reduce the use of suspension, expulsion, and other forms of exclusionary discipline in early care and education (ECE) programs, and

· Reduce disparities in the use of suspension, expulsion, and other forms of exclusionary practices in ECE programs based on race, ethnicity, language, ability, or gender.

ELD has intentionally committed to centering racial equity in the design of the SEPP, prioritizing the experiences and needs of the most impacted, most vulnerable communities.

As part of this new program, ELD is legislatively required (under HB2166 https://olis.oregonlegislature.gov/liz/2021R1/Measures/Overview/HB2166 ;

SB236 https://olis.oregonlegislature.gov/liz/2021R1/Measures/Overview/SB236 ) to conduct a research study on suspension and expulsion practices in ECE settings in Oregon and efforts to reduce these practices. ELD must submit a report on the study results to the appropriate interim committees of the Legislative Assembly by September 15, 2024. In addition, the SEPP must include a system for collecting and evaluating data in an ongoing way, for the purpose of continuous quality improvement.

Suspension and expulsion are traumatic experiences for young children and their families. Gathering the data will require listening to, talking with, and working directly with families impacted by suspension and expulsion. Specifically, the work will require engaging with families of color and families whose children are experiencing disabilities, who are disproportionately suspended and expelled from their ECE settings. It will also involve ECE professionals who serve and support those families. It is essential for researchers to be expert in using trauma-informed, culturally grounded approaches to family and community engagement.

Historically, the government has yet to build trusting relationships with families or ECE programs, so ELD needs to partner with a community provider that is seen as trustworthy to the priority populations we are trying to reach.

Because the required work focuses on children and families in Oregon, it is essential that ELD partner with an Oregon-based vendor. ELD reviewed information about the small number of organizations that exist in Oregon who are able to design and lead culturally competent and culturally grounded research and evaluation work. ELD considered organizations' expertise in research justice and research equity, track record of successfully completing research and evaluation projects that use equitable methods for qualitative and quantitative data collection and interpretation, ability to communicate findings to a wide range of audiences, current availability and capacity, and existing relationships with the prioritized communities. ELD discovered that only one entity clearly had all of the necessary knowledge, skills, and experience to meet ELD’s needs: Coalition of Communities of Color (CCC).

CCC’s work with dominant institutions (e.g., governments, universities, health systems, philanthropy) focuses on advancing equity within organizations so that communities of color are better represented and served. As a result of CCC’s depth and breadth of research knowledge, record of accomplishment, and existing relationships with communities, the organization is highly sought after by entities interested in centering research and data equity. In addition, CCC staff and board represent the racial diversity of the communities they serve.

CCC is an Oregon nonprofit corporation with almost 20 years of research and data equity experience. Based in Portland, Oregon, the CCC "is an alliance of culturally-specific community-based organizations with representation from the following communities of color: African, African American, Asian, Latino, Middle Eastern and North African, Native American, Pacific Islander, and Slavic." This means that the CCC is already connected to the Oregon communities where children and families are most impacted by suspension and expulsion and has well established relationships with the communities that ELD is prioritizing.

The CCC has recently conducted research and published reports that reflect their broad and deep knowledge about how systemic racism is embedded in Oregon’s state-administered programs, services, and systems (e.g., Addressing the Racial Wealth Gap ; Investing In Culturally And Linguistically Responsive Behavioral Health Care In Oregon ). Their recent projects showcase CCC's expertise and ability to conduct statewide, multi-sector research and data evaluation. Based on their recent projects, it’s clear that the CCC team also profoundly understands social determinants of health, resulting in integrated and holistic research approaches that reduce barriers. This expertise and knowledge will be vital in supporting and informing ELD’s data-driven decision-making for designing and implementing the SEPP.

CCC is uniquely positioned to do this work for three reasons: 1) they are experts in conducting research using methods that center and promote equity and justice, 2) they have established, trusted relationships with communities of color in Oregon, and 3) they have extensive knowledge about the effects of racist policies and practices in state systems that are interconnected with early care and education, including health and employment.

In prior work, the ELD has struggled to build and maintain trusted relationships with families and early learning and care professionals in communities of color. CCC can serve as a bridge between ELD and the communities most impacted to ensure that our approaches to reducing suspension and expulsion center these children and families.

Contracting with the CCC aligns with ELD’s stated aspirations for shifting the way ELD does research and evaluation work in order to prioritize community-led projects conducted in authentic relationship and with equitable methods. CCC’s explicit and intentional approach to supporting dominant institutions is critically needed for the research and data system work of ELD’s SEPP.ELD does not believe there is another vendor in Oregon, besides CCC, with the necessary background of research experience, knowledge, skills, community connections, and existing trusting relationships with Oregon families and communities.

c. Current Need:

Because ELD has yet to develop trusting relationships with communities of color, ELD needs trusted community partners to design and implement a research study and a data and evaluation system. ELD needs to contract with a research partner, such as Coalition of Communities of Color (CCC), who have established, trusted relationships with community partners and who are well positioned to do this work in a way that centers authentic community engagement.

ELD’s immediate need is to retain a provider to conduct a study on suspension and expulsion practices in ECE settings in Oregon and efforts to reduce these practices, and to prepare a report on the study results for submittal to the Legislative Assembly by September 15, 2024.

ELD also has a need for a provider to assist ELD in evaluation, development, growth and continual improvement of the SEPP.

d. Proposed Procurement and Contracting Procedure:

1. Upon receipt of approval from the Chief Procurement Officer, DASPS will issue a public notice on the Oregon Buys eProcurement System (“ORBuys”) as required by Oregon Administrative Rule (“OAR”) 125-247-0287, of the approval of the Special Procurement and DASPS’ intent to directly enter into a contract with the Coalition of Communities of Color, on behalf of ELD, through use of Special Procurement. The Special Procurement Notice will include notice providing that any Affected Person may protest the approval of the Special Procurement and contracting procedure within seven (7) calendar days of the posting of the Special Procurement.

2. DASPS will respond to and resolve protests, if any. If no protests to this Special Procurement are received or sustained, DASPS, on behalf of ELD, will proceed with negotiation and direct award of a contract as described in this Special Procurement. DASPS will obtain DOJ legal sufficiency review, as may be required.

3. The initial term of the contract will be for up to five (5) years.

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

1. ELD was required by the Legislative Assembly to create the Early Childhood Suspension and Expulsion Prevention Program. See: HB2166 https://olis.oregonlegislature.gov/liz/2021R1/Measures/Overview/HB2166

2. ELD is required by the Legislative Assembly to conduct a study on Oregon’s use of suspension and expulsion in early childhood care and education programs. See :) (HB2166 https://olis.oregonlegislature.gov/liz/2021R1/Measures/Overview/HB2166 ;

SB236 https://olis.oregonlegislature.gov/liz/2021R1/Measures/Overview/SB236 )

3. ELD must submit a report on the study to the Legislative Assembly by September 15, 2024. ELD is requesting this Special Procurement as a formal procurement process could take upwards of 10-12 months to obtain these services.

4. The subject (suspension and expulsion) is an extremely sensitive area to study and the majority of the work with families revolves around traumatic topics. At this time, ELD does not have the specialized experience, knowledge or relationships to conduct this type of research with the priority communities or to build a data and evaluation system to collect and track information from these communities.

ELD must contract with research partners who are experts in using trauma-informed, culturally grounded approaches to family, educator, and community engagement.

5. Again, because of the subject matter and the priority communities, an Oregon provider is essential. One research entity stands out in Oregon: the Coalition of Communities of Color. CCC has established trusted relationships with families throughout the priority communities of Oregon.

CCC is a racially, culturally, and linguistically diverse research organization with almost 20 years of research and data equity expertise. CCC does this work through a research and data justice lens.

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:

ELD has been unable to find any other entity that offers these types of services and has the unique experience, skill, understanding, and relationships that CCC has. CCC is the only organization that can complete the legislatively required research study and design the system for data collection and evaluation. As described above, ELD evaluated other potential vendors and their qualifications, but was unable to find one more qualified to do this work than CCC.

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 best interest of the State and the communities ELD has prioritized would not be served by a competitive procurement under ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder. ELD’s needs would be hard to quantify and compare as the success of the study and the SEPP program depend upon experience, skill, knowledge of and relationships with the target communities. CCC stands out in Oregon with its unique experience, skill, and understanding in addressing the issues of suspension and expulsion and the impact on the target communities, and, most importantly, due to CCC’s established relationships with the target communities.

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.

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