RFA 5729.pdf

STATE OF OREGON

COVER PAGE

Oregon Home Care Commission

EMPLOYER RESOURCE CONNECTION TRAINING AND CONSULTATION

REQUEST FOR APPLICATIONS (RFA)

OREGON BUYS NUMBER S-10000-00009790

OHA RFA 5729

Date of Issue: March 15, 2024 Closing Date: May 1, 2024

Single Point of Contact (SPC):

Benjamin Coleman

Address: 500 Summer St NE, E-03 City, State, Zip: Salem, OR 97301

Phone (voice): (503)910-6125 E-mail: Benjamin.R.Coleman@odhsoha.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection Training and Consultation

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 2 of 18

1. GENERAL INFORMATION AND SCOPE

1.1 INTRODUCTION.

The State of Oregon, acting by and through the Oregon Home Care Commission herein after referred to as (“OHCC”) or (“Agency”), seeks Applications (“Application Packet(s)”) from qualified “Applicants” to enter into Personal Service Contracts (“Contract(s)”) for the services described herein (“Services”) under the provisions of ORS 279B.060 for training and consultation services for the Employer Resource Connection. The Oregon Department of Human Service (ODHS) Office of Contracts and Procurement (“OC&P”) is issuing this RFA on behalf of the Agency.

To be considered, an Application must include all Application Requirements (Section 3) and must be submitted by the date and time described in this RFA. Agency reserves the right to extend or shorten the date(s) Applications will be accepted should it be determined that enough applications have been received.

1.2 PURPOSE.

The Employer Resource Connection fulfills a key duty of Agency, which is charged with ensuring the quality of home care services by “Ensuring training opportunities for home care workers and personal support workers”1 and “Providing training opportunities to elderly persons and persons with disabilities who employ home care workers or personal support workers.”2

The Employer Resource Connection provides information, tools, and support to help consumers of in-home services (or their representatives) fully assume their responsibilities as employer of their in-home workers, in accordance with applicable rules and policies established by Agency.

1.3 CONTRACT AWARD(S).

Agency anticipates the award of multiple contracts to qualified applicants from this RFA to adequately meet the needs of the clients within the counties identified below in Oregon.

Agency makes no guarantee that any contracts will be awarded or that any services will be scheduled and performed under any resulting contract. Any contract awarded as a result of this RFA will be substantially in the form of Attachment C-Sample Contract Form.

1.4 CONTRACT TERM:

The initial term of any resulting contract issued under this RFA (if any) is anticipated to be 5 years with options to renew for additional years up to a maximum total of 10 years.

1 Duties of the Commission can be found at ORS 410.604(1)(c).

2 Duties of the Commission can be found at ORS 410.604(1)(d).

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 3 of 18

1.5 CONTRACT RATE(S).

Agency has established approved billing rates for the services identified in this RFA. See rates in Attachment C-Sample Contract Form, Exhibit A, Part 2 “Payment and Financial Reporting” Section 1, subsections a. through c.

1.6 STATEMENT OF WORK AND PAYMENT PROVISIONS.

Exhibit A, Part 1, “Statement of Work” is broken into 3 parts for each Program listed in Section 1.7.1 below. Exhibit A, Part 2 “Payment and Financial Reporting” in Attachment C “Sample Contract Form” reflects the approved billing rates and expenses for the services to be provided under a resulting Contract.

1.7 PROGRAMS AND SERVICE AREA(S).

Applicant(s), through this RFA, will have the opportunity to apply to provide services for one or more of the “Programs” listed in Section 1.7.1 for one or more of the “Areas” identified in Section 1.7.2 below.

1.7.1 PROGRAMS.

Office of Developmental Disabilities Services

Oregon Health Authority’s Health Services Division

Aging and People with Disabilities

1.7.2 SERVICE AREA(S).

Area 1: Gilliam, Hood River, Sherman, Wasco, Wheeler Area 10: Douglas

Area 2: Morrow, Umatilla Area 11: Lane

Area 3: Union, Wallowa Area 12: Benton, Linn

Area 4: Baker, Grant Area 13: Lincoln, Tillamook

Area 5: Harney, Malheur Area 14: Clatsop, Columbia

Area 6: Klamath, Lake Area 15: Marion, Polk, Yamhill

Area 7: Crook, Deschutes, Jefferson Area 16: Washington

Area 8: Jackson, Josephine Area 17: Clackamas

Area 9: Coos, Curry Area 18: Multnomah

1.8 SINGLE POINT OF CONTACT (SPC)

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

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 4 of 18

2. AUTHORITY AND METHOD, DEFINITION OF TERMS, AND SCOPE

2.1 AUTHORITY AND METHOD.

Agency is issuing this RFA pursuant to its authority under ORS 279A.050 and ORS 413.033.

OHA is using the Request for Application method, pursuant to ORS 279B.085(1)(a) and Special Procurement SP 826-16.

2.2 DEFINITION OF TERMS

For the purposes of the Employer Resource Connection program and this Contract, the following Requirements and Program Terminology are set forth below and are applicable to Contractor and Contractor’s services:

2.2.1 “Administrative hours” include time for the following activities:

a. Binder/Folder Preparation-putting together the consumer binders suited to their goals and needs.

b. Contractor Consultant Training-time spent training a new consultant on how to provide services to participants. Limit the number of hours to 10 total per new consultant.

c. OHCC Meeting & Consultation-includes the required monthly consultant meeting, technical assistance calls/meetings, material creation meetings, workforce development, or any other meeting that the Executive Director or Contract Administrator invites consultants to participate.

d. Materials Review-when the Executive Director or Contract Administrator request consultants to provide feedback on materials related to the program.

e. NE (Newly Eligible) & Referral List Calls-Time spent contacting consumers from the APD Newly Eligible List or case management entity referrals. This may also include self-referrals made by consumers or their representative.

f. NE (Newly Eligible) & Referral List Calls Case Management Follow-Up-communication with case management entities regarding a consumer that has not received program assistance, i.e., refused program participation, pre-contact consumer communication with case management entity requested by Contract Administrator or case management entity, or non-response by consumer or representative.

g. No Show-A consumer or representative is not available at a confirmed meeting time that is either in person or virtual. Limit the time to less than half an hour.

h. Reporting/Billing-time spent completing the monthly billing or completing the quarterly report highlighting outreach activities, best practices, and success stories. Limit the number of hours to a total of two for monthly billing and three for quarterly reporting.

i. Travel time for administrative tasks such as outreach, training, and community events or consumer/representative no shows.

j. Workshop-this includes the preparation time, presentation creation, outreach, workshop session and tear down. There are no maximum limits on workshop time or number of consumers.

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 5 of 18

2.2.2 “Administrative Goods” means reimbursement for the following:

a. Postage to mail materials to consumers, their representatives, or agencies (such as the Employer Resource Connection Brochure).

b. Contractor purchase of binder materials for consumer or their representative such as:

i. 1-inch binders (white, blue, or green)

ii. Pocket folders (generally 25 to the package)

iii. White tab dividers

iv. Plastic dividers with pockets

v. Page protectors

c. Receipts will be required for both.

d. Upon execution of this contract, OHCC will no longer purchase these materials for contractor.

2.2.3 “Agency” means the Oregon Home Care Commission.

2.2.4 “Aging and People with Disabilities (APD)” means older adults and person experiencing physical disabilities and refers to services provided to such person by the ODHS/APD Delivery System.

2.2.5 “APD Service Delivery System” means county, community, and state offices operated by or under contract with APD, whose purpose is to provide case management and Medicaid and Older Americans Act services and resources to older adults and people with physical disabilities.

2.2.6 “Applicant” means an individual who submits an Application Packet for review and consideration.

2.2.7 “Application Packet” or “Application” means a written request containing all of the documents described herein.

2.2.8 “Back-up Consultant” means an individual within the Contractor’s organization who can provide consumer-training services, when the primary Consultant is unavailable.

a. Contractor shall ensure that Back-up Consultants meet the same criteria as Consultants.

b. Contractor shall ensure that Back-up Consultants provide services to consumers or their representatives every month to maintain their skills.

2.2.9 “Carina” means the online system used by consumers to find potential workers to provide their service needs.

2.2.10 “Case Management Entity (CME)” means regional, county, community, and state offices operated by or under contract with ODHS/APD, whose purpose is to provide Case Management and Medicaid services and resources to individuals who are aging or adults with physical disabilities.

2.2.11 “Common Law Employer (CLE)” (employer) means the employer of record (EOR) responsible for the duties described is OAR 411-375-0055.

OAR 411-375-0010.

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 6 of 18

2.2.12 “Consultant means an individual assigned by Contractor to deliver the consumer-training to eligible participants.

a. Contractor shall provide a copy of potential Consultants’ resume to OHCC for review.

b. Consultants must pass a criminal background check, as described in Exhibit A, Part 3, Section 4. “Background Checks”.

c. Contractor shall ensure that each Consultant understands the ODHS/APD rules pertaining to in-home services.

2.2.13 “Consultant Orientation and Training” means Contractor will provide all training to all individuals assigned to perform work as a Consultant or back-up Consultant.

a. Contractor should submit an overview of its onboarding orientation and training to OHCC when each new Consultant is hired.

b. Contractor shall require Consultants and Back-Up Consultants attend an in-person or online HCW/PSW/PCA orientation within 90 days of employment as a Consultant or Back-Up Consultant. Contractor may bill for travel time and mileage reimbursement to attend HCW/PSW/PCA orientation.

2.2.14 “Consumer or Consumer-Employer” means the Eligible Participant described in the “Eligible Participant” definition.

2.2.15 “Consumer Checklist” means a document provided by OHCC that is completed by the Consultant or Back-Up Consultant to determine the specific consumer training program services the consumer-employer and/or representative are requesting.

2.2.16 “Consumer Specific hours” means:

a. Direct Services -person-centered services provided to the consumer or representative provided via the Service Mode of the consumer or representatives choice to work on the goals, etc. listed in the Consumer Checklist.

b. Initial Meeting-time spent working with the consumer to complete their Consumer Checklist.

c. Indirect Services-any communication that is not Direct Services or Initial Meeting such as communicating with the case manager, making appointments, or reminders with the consumer or their representative.

i. Consumer check-in calls can be done on a monthly, quarterly, or yearly basis based upon the needs or preferences of the individual.

d. Travel Time-time spent traveling to consumers or their representatives to Initial Meeting or Direct Services.

e. Consumer specific hours are the number of hours required to provide person-centered services, both directly and indirectly, to an individual based on their specific needs, goals, and preferences. Consumer specific hours may vary by individual and do not have a predetermined maximum number of hours.

2.2.17 “Contractor” means the person assigned by OHCC to coordinate the consumer training program.

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 7 of 18

2.2.18 “Contractor In-service” means a 1 or 2-day in-person or virtual meetings at the request of the Coordinator or Executive Director.

2.2.19 “Contractor Review of Materials” means a consultant with prior approval may review materials created by OHCC and provide feedback.

2.2.20 “Coordinator” means the person assigned by OHCC to coordinate the consumer training program.

2.2.21 “Eligible Participant” for Contractor’s services means an ODHS/APD consumer, or their representative, who receives in-home services through the Medicaid Consumer-Employed Provider Program, Independent Choices Program, Oregon Project Independence, Spousal Pay Program, or State Plan for Personal Care Program (for older adults and person with physical disabilities). Or, Eligible Participant for Contractor’s services means an ODHS/ODDS consumer, common law employer (employer), or proxy who receives in-home services through an eligible program offered by ODHS/ODDS. Or, Eligible Participant for Contractor’s services means an OHA/HSD consumer, or their representative, who receives in-home services through an eligible program offered by OHA/HSD.

Depending upon the program type.

2.2.22 “Employer Resource Connection” means the program that provides information, tools, and support to help consumers of in-home services (or their representatives) fully assume their responsibilities as employer of their in-home workers, in accordance with applicable rules and policies established by Agency.

2.2.23 “Enhanced Homecare Worker” means a homecare worker who is certified by OHCC to provide services for consumers who require assistance with certain medically driven services and supports. See OAR 411-031-0020.

2.2.24 “Enhanced Personal Support Worker” means a personal support worker certified by the OHCC to deliver services to individuals who require advanced medically driven services and supports or behaviorally driven services and supports, as identified in a functional needs assessment. See

OAR 411-375-0010.

2.2.25 “Exceptional Personal Support Worker” means a person support worker certified by OHCC to deliver services to individuals who require extensive medically driven services and supports or behaviorally driven services and supports, as identified in a functional needs assessment and who service needs also require staff to be awake more than 20 hours in a 24-hour period.

See OAR 411-375-0010.

2.2.26 “Executive Director” means the individual who is the OHCC Executive Director.

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 8 of 18

2.2.27 “Homecare Worker (HCW)” means a provider, as described in OAR 411- 031-0040, who is directly employed by the consumer and provides hourly services to Eligible Participants described in the “Eligible Participant” definition.

2.2.28 "HSD" means Health Systems Division, Medical Assistance Programs under the Oregon Health Authority. OAR 411-317-0000

2.2.29 “Hourly Service Fee” means the amount that can be billed by Contractor for time spent performing tasks outlined in the contract.

2.2.30 “Independent Provider” means a personal support worker, a person who is paid as a contractor, or a self-employed person. An Agency or the employee of an agency is not an independent provider. OAR 411-375-0010.

2.2.31 “Independent and Qualified Agent (IQA)” means an entity meeting the provider qualification requirements identified in 42 CFR 441.730 and is under contract with OHA/HSD.

2.2.32 “Interpreter and language line services” are available from agencies selected by OHCC. Contractor must follow OHCC policies for requesting interpreter and language line services. All interpreter requests and language line logs must be submitted electronically to OHCC.ERC@odhsoha.oregon.gov unless instructed otherwise. If language line services are utilized, the phone log must be submitted immediately at the end of the month.

2.2.33 “Linking Consumer to Provider Program”. A subset program offered to contractors who provide services to APD, ODDS, and OHA/HSD consumers. The goal and purpose of this program is to locate and screen qualified workers using the Carina registry base upon the specific needs of the consumer and consumer choice to assist consumers with the selection and hiring process. It does not duplicate the purpose of the Employer Resource Connection( ERC )program; however, it serves as a resource for consumers who require assistance beyond training. This includes directly contacting potential workers on the Carina registry who may be able to meet the service needs and schedule requested by the consumer; scheduling the interviews and attend the interviews if requested by the consumer. Duties may include meeting and interviewing the consumer and potential worker to assess if they two could work well together. This program will require specific reporting until March 31, 2025.

2.2.34 “Office of Developmental Disabilities Services (ODDS)” means the division of ODHS that provides support choices for individuals with intellectual/developmental disabilities and their families by providing person-centered and directed, flexible, in-home and community services.

2.2.35 “Outreach hours” includes agency outreach, community outreach, community events, set up and tear down time for community events, marketing, promotional activities or social media posts. These cannot include

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 9 of 18

OHCC, Union, or Carewell events unless authorized by the Executive Director or Contract Administrator.

2.2.36 “Personal Care Attendant (PCA)” means a provider, as described in ORS

410.600 who is hired to provide personal care services to an individual with a behavioral health condition or disability who resides in their own home.

2.2.37 “Personal Care Attendant Service Coordinator” (PCA Service Coordinator) means the employee of the authority’s IQA designee authorized by OHA/HSD who assesses an individual’s service needs, determines eligibility, and offers service choices to eligible individuals.

2.2.38 “Personal Support Worker (PSW)” means a provider, as described in OAR 411-375-0010 who is:

a. Hired or selected by an individual experiencing an intellectual/developmental disability, common law employer (employer) or proxy;

b. Receives money from the state for the purpose of providing care to the person with an intellectual/developmental disability;

c. Whose compensation is provided in whole or in part through the department, a support services brokerage or other public agency; and,

d. Who provides services in the home or community.

2.2.39 “Proxy means” the common law employer (employer) proxy. The common law employer (employer) proxy is the person delegated specific tasks to assist a common law employer (employer) in the duties described in OAR 411-375-0055.

2.2.40 “Referral” means a request made for consumer-employer training services by an APD/AAA services delivery system office, OHCC, ADRC, or OPI.

a. Referrals may be submitted by telephone, email, or in-person.

b. Contractor is required to acknowledge a referral within 3 business days of receipt.

c. Contractor is required to attempt to contact the consumer-employer, or their representative, within 5 business days of receiving referral.

d. Contractor is required to communicate all attempts to contact the consumer-employer, or their representative to the case manager.

2.2.41 “Representative” means a person who is formally or informally designated to assist a consumer-employer with some or all the employer’s responsibilities.

2.2.42 “Self-Referral” means a consumer-employer or representative has submitted a request for consumer-employer training services directly to the Contractor.

Referrals may be submitted by telephone, email, in-person, or through social media messaging.

2.2.43 “Service Area(s)” means one or more ODHS/APD/ODDS/HSD counties in which Contractor is authorized to provide services.

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 10 of 18

2.2.44 “Service Mode” means method of providing services to an eligible participant. The OHCC prefers the in-person mode unless the consumer-employer and/or representative’s preference is an alternative service mode. The service modes allowable are as follows:

a. In person;

b. Virtual

c. By telephone;

d. TTY;

e. Electronically by email, text, messaging, chat; and

f. Mail.

2.2.45 “Statement of Work” means the document that includes all required contract activities task, deliverables, and reporting requirements required under this Contract.

2.2.46 “Training hours” means any OHCC training such as Fraud and Abuse, or Keeping It Professional, or the Mental Health First Aid training. The payment is specific to the class hours, not including breaks or lunch.

Consultants will not be paid by OHCC for travel time or reimbursed mileage to attend voluntary trainings.

b. “Workshops/Consumer-training” means a consumer-employer training offered to groups of consumers-employers and/or representatives by Contractor.

a. Workshop topics:

i. Topics based upon the consumer-employer training program materials provided by OHCC.

ii. How to use the state-approved registry system.

iii. How to use state-approved electronic visit verification systems.

iv. Other topics presented to and approved by the Executive Director or

Contract Administrator.

b. Workshops may be in-person or virtual.

c. Workshops must have a minimum of two participants.

d. Workshops must be a minimum of an hour and a half.

e. Contractor may create presentations based upon the topics listed above.

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 11 of 18

3. APPLICATION REQUIREMENTS.

3.1 MINIMUM REQUIREMENTS

For an application to be considered for review, Applicants must submit all the required elements of Section 3.2 as outlined below. Applicant must demonstrate in responses how the Applicant meets all qualifications and requirements of this RFA.

3.2 COMPLETE APPLICATION REQUIREMENTS

3.2.1 Application Format and Quantity.

Applications should be 8.5” x 11, single-spaced pages and must include all the required elements as outline in the RFA:

Applicants should submit Application Packets following the Application Form, Section 4, “Applicant Checklist” making sure each item is complete, clearly labeled and attached.

Applicant shall submit one combined copy of its Application Packet and attached information requirements bearing the Applicant’s authorized representative’s Signature, on the Application Form (Attachment A) in Adobe Acrobat (pdf).

If Applicant believes any of its Application Packet is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Applicant shall request a Disclosure Exemption Affidavit from the SPC, complete and submit with Application Packet. Applicant shall also mark as “Confidential” in OregonBuys all attachments to its Application Packet that the Applicant believes are exempt from disclosure.

Application Packet must include each of the items listed in this section and all other requirements set forth in this RFA. Applicant shall describe the Services to be performed. An Application Packet that merely offers to provide the services as stated in this RFA will be considered non-Responsive to this RFA and will not be considered further however, Applicant may resubmit Application Packet containing all materials specified herein.

Application Packet should not include extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Application. Do not include marketing or advertising material with the Application Packet, unless requested. Application should be straightforward and address the requests of the RFA.

3.2.2 Application Form (Attachment A)

Applicant must complete all sections of the Application Form (Attachment A) and sign. Failure to submit a complete Application Form with signature will result in rejection.

Section 1: General Applicant Information.

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 12 of 18

Complete all General Applicant Information which includes name, address, phone, years of service, area(s) of specialty, contact person information and organization type.

Section 2: Responsible Applicant Requirements.

COBID Certification. Provide Applicant’s COBID certification in Oregon or Applicant’s home state (if not currently certified, please include an explanation demonstrating an intent to gain certification before beginning work under this contract). For more information, see:

https://www.oregon.gov/biz/programs/cobid/pages/default.aspx

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPubl ic.asp?XID=6787&TN=oregon4biz

If the Contract has potential subcontracting opportunities, the successful Applicant may be required to submit a completed Certified Disadvantaged Business Outreach Plan prior to execution. Agency will provide a form to complete should it be needed.

Business Registry. Provide confirmation that Applicant is registered with the Oregon Secretary of State business registry or will register upon notice of award of a contract.

Insurance. Provide confirmation of Applicant’s ability to provide insurance in accordance with the requirements in the attached Sample Contract Form (Attachment C).

Section 3a and 3b:Program(s) and Area(s).

3a: Program(s): Applicant shall check any of the boxes in Section 3a of the Application Form indicating which Program(s) the Applicant would like to be reviewed to serve. This includes individuals who receive services through the three Program(s) listed.

Information provided by the Applicant in the Work History Section

3.2.5 below will be used to determine if the Applicant has sufficient skill to provide services for the consumer population(s) checked above. OHCC reserves the right to award all or none of the of the consumer population(s) applied for.

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 13 of 18

3b: Area(s): Applicant shall check any of the boxes of the 18 Area(s) made up of counties to be considered to serve the above Program(s).

If an applicant applies for two or more Areas, OHCC reserves the right to award only the Areas where services are needed.

Applicants are required to provide their own transportation

Section 4: Applicant Checklist.

Complete the Applicant Checklist and use as a guide to ensure Applicant has responded with the attached required information making sure it is complete, clearly labeled and in order.

(Any checklists that may be contained in this RFA are provided only as a courtesy to prospective Applicant. Agency makes no representation as to the completeness or accuracy of any Checklist. Prospective Applicant is solely responsible for reviewing and understanding the RFA and complying with all the requirements of this RFA, whether listed in a checklist or not. Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Applicant based upon, resulting from, or related to, Applicant’s failure to comprehend all requirements of this RFA).

3.2.4 Reference Check Form (Attachment B)

Applicant shall provide three references from current or former Programs for similar projects performed for any consumers within the last 7 years. References must:

Be from those not currently or formerly employed with OHCC.

Be able to verify the quality of previous, related Work.

Applicant must send Reference Check Forms (Attachment B) to its references in word form as provided with this RFA in OregonBuys. It is preferred that references return forms with typed information.

Reference Check Forms must be completed by the Applicants selected references, returned to the Applicant, and submitted with the Applicant’s Application Packet. It is the responsibility of the Applicant to ensure Reference Check Forms are complete for them to be considered for review with the Applicants Application Packet.

Agency may check to determine if references provided support Applicant’s ability to comply with the requirements of this RFA. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

If Agency is unsuccessful in obtaining or verifying the reference information provided by the Applicant, Agency reserves the right to reject the Application.

3.2.5 Work History

Applicant organization must attach a brief narrative that demonstrates a minimum of five (5) years of experience providing direct and/or educational services to persons who are aging or anyone with physical disabilities, OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 14 of 18 intellectual or developmental disabilities, or a behavioral health issue.

3.2.6 Organizational Summary

Applicant shall attach a summary of the Applicant’s mission, programs, history, services provided, and the capacity to serve the maximum eligible participants in each Area of counties applying for.

Explain how this information relates to the Employer Resource Connection Program.

3.2.7 Current Services to Similar Consumers

Applicant shall attach description of the current services the Applicant provides to persons who are aging or anyone with physical disabilities, intellectual or developmental disabilities, or a behavioral health issue.

3.2.8 Educational or Skills Training Material Examples

Applicant shall attach a brief example (we recommend 5 pages or less) of educational or skills training materials the applicant is currently using, with groups or individuals, and describe their use.

3.2.9 Percentages of Services

Applicant shall attach a description of the percentage of services that the Applicant has provided to family members or other consumer representatives.

3.2.10 Key Person(s) and Resumes

Applicant shall attach a list and description of the key persons to be assigned to the project and include a current resume (we recommend 3 pages or less each) for each individual that demonstrates qualifications and experience for the work described in this RFA.

Describe the relevant skills and knowledge of the key personnel applying to provide services under any resultant contract.

For key personnel, applying to provide services under any resultant contract, describe relevant and knowledge of DHS/APD, ODDS, and OHA/HSD in-home programs and Oregon Administrative Rules pertaining to these services. If key personnel do not have this experience and knowledge, describe how personnel will be trained in these areas.

For key persons not identified prior to Applicant’s submission, a detailed position description must be submitted, as well as an explanation of how the key person position will be filled.

Describe staff experience with person-centered planning. What specific models or techniques are currently used within your organization?

Describe the outreach plans and strategies for a program or service you are currently providing including evidence of the outcomes. Provide examples

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 15 of 18 of promotional or outreach materials your organization has developed and describe how the materials are used (recommend less than five pages total.)

Describe the strategies your organization would use to promote the Employer Resource Connection program to persons who are aging or anyone with physical disabilities, intellectual or developmental disabilities, or a behavioral health issue; their families, representatives, or employers, and the DHS/APD, DHS/ODDS, and OHA/HSD service delivery system employees or affiliates.

Applicant may include any education, certificates or degrees to support the required qualifications.

4. SUBMITTAL REQUIREMENTS.

Application submission must be done electronically through the OregonBuys website (https://OregonBuys.gov ). It is the responsibility of the applicant to confirm application and related documents have been received by emailing SPC for confirmation of receipt.

Please name your document so it includes the RFA number and the name of the Applicant in the title of the submittal (“RFA OregonBuys S-10000-00009790/OHA RFA 5729– Firm XYZ”)

Applications may be disqualified for the following:

Late submittals

Incompleteness

Failure of the authorized representative to sign the Application and documents listed in the RFA may subject the Application Packet to rejection by Agency.

Detailed instructions on how to submit a proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

Should you need further assistance, you can contact the OregonBuys helpdesk at support.oregonbuys@das.oregon.gov or by phone at 1-855-800-5046.

The deadline date and time for Application submission is found on the cover page of this RFA.

Applications received after the submission deadline date and time are late and will not be considered. Should OHA determine enough applications have been received, the deadline date may be changed by addendum to the RFA.

5. APPLICATION PACKET REVIEW AND SELECTION PROCESS

Each Application Packet received by the SPC will be:

Reviewed by the SPC to ensure that all of the items listed in Section 3 above are included in the Application Packet, SPC will not review Application for technical requirements.

Application Packets that are not complete will be rejected. If rejected, SPC will notify Applicant, Applicant may resubmit a new Application Packet with corrected or missing items.

SPC may request clarification before forwarding the materials to the Agency for review.

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 16 of 18

Reviewed by the Agency for technical requirements based on Applicant responses to the elements of Section 3. Agency will contact Applicant to schedule an interview. If Agency deems Application Packet and interview to be satisfactory, Agency may choose to proceed with awarding a contract however, Agency makes no guarantee of contract award or any amount of work to be performed.

In the event multiple Contracts are awarded within any selected geographic region, Agency will use the following methodology to determine from which Contractor to purchase.

Agency will review the Contractor’s geographic location compared to the client need per Area at the time of the need. Agency reserves the right to determine best fit for the Area and client population being served.

Agency will notify Applicants in Writing if Agency intends to award a Contract to an Applicant subject to successful completion of Application Packet, review, and interview process.

6. SCHEDULE

The following schedule of dates are approximate and provided as a guide only. All dates are subject to change.

Questions. Questions regarding this RFA will be accepted on an ongoing basis to the SPC and must:

Be delivered via email to the SPC;

Reference the OregonBuys number S-10000-00009790/OHA RFA NUMBER 5729;

Identify Applicant’s name and contact information; and

Refer to the specific area of the RFA being questioned (i.e. page, section and paragraph number).

Application Packet Deadline. The deadline for submissions is found of the cover of the RFA. Agency reserves the right to extend or close the RFA based on the needs of the Agency.

Notice of date change or any other change will be posted in OregonBuys by addenda. It is the responsibility of the Applicant to monitor OregonBuys for changes and addenda.

Application Packets received after Closing will be considered LATE and will NOT be accepted for review. Late Applications will be returned to the Applicant or destroyed.

Application Packet Review by SPC. SPC will conduct initial review according to Section 5 above within 7 business days of receipt and notify Applicant whether Application Packet will proceed to Agency for technical review.

Application Packet Review by Agency. Agency will conduct technical review according to Section 5 above within 14 business days of receipt from SPC.

Contract Award Notification. 30 days after Applicant submits a complete Application Packet.

Contract Execution. SPC will draft Contract for Agency review and issuance to Contractor within 14 business days from Contract award notification.

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 17 of 18

7. APPARENT SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

Applicant(s) who are selected for a Contract award under this RFA will be required to submit additional information and comply with the following:

7.1.1 Insurance

Upon award, Applicant shall secure and demonstrate to Agency proof of insurance as required in this RFA or as negotiated. Insurance Requirements are found in Exhibit C “Insurance Requirements” of Attachment C “Sample Contract Form” The State of Oregon, Department of Administrative Services, Office of Risk Management requires all contractors carry Commercial General Liability to include sole proprietors.

7.1.2 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Applicant shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Applicant by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

7.1.3 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFA, Applicant must certify by their Signature on Application Form-Attachment A in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

7.1.4 Pay Equity Compliance

As required by ORS 279B.235, Contractor shall comply with ORS 652.220 and shall not discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character, the performance of which requires comparable skills, or pay any employee at a rate less than another for comparable work, based on an employee’s membership in a protected class.

Commencing on January 1, 2019, Contractor must comply with ORS 652.220 as amended and shall not unlawfully discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class.

“Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age.

Contractor’s compliance with this section constitutes a material element of this Contract and a failure to comply constitutes a breach that entitles Agency to terminate this Contract for cause.

OREGONBUYS NUMBER S‐10000‐00009790/OHA RFA 5729 – Employer Resource Connection

DAS Procurement Services, Version 4.0 – March 25, 2018 Page 18 of 18

Contractor may not prohibit any of Contractor’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

Contractor may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

8. CONTRACT NEGOTIATION

Not applicable, the terms and conditions of the contract are not negotiable at the time this RFA is posted on OregonBuys.

9. GOVERNING LAWS AND REGULATIONS

This RFA is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFA, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

10. OWNERSHIP/PERMISSION TO USE MATERIALS

All Application Packets are public records and are subject to public inspection after Agency issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Proposals submitted in response to this RFA become the Property of Agency. By submitting an Application in response to this RFA, Applicant grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Application solely for the purpose of reviewing the Application Packet, drafting a Contract, if awarded to the Applicant, or as otherwise needed to administer the RFA process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Application, including supporting materials, will not be returned to Applicant, unless the Application Packet is submitted late.

11. CANCELLATION OF RFA; REJECTION OF APPLICATION PACKETS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Application Packets in-whole or in-part, or may cancel this RFA at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor any State agency is liable to any Applicant for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFA or a Contract/Price Agreement award, or the rejection of any Application Packet.

ALL APPLICATION MATERIALS ARE AVAILABLE ON OREGONBUYS.

APPLICATION FORMS ARE FILLABLE.