RFA - Early Intervention Early Childhood Special Education.pdf

RFA S-58100-00010636 - EI/ECSE Providers

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STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF EDUCATION

EARLY INTERVENTION AND EARLY CHILDHOOD

SPECIAL EDUCATION PROVIDERS

Request for Grant Applications (“RFA”)

BID NUMBER S-58100-00010636

Date of Issue: September 23, 2024

Closing Date and Time: November 8, 2024, 2:00 PM

Single Point of Contact (SPC): Michelle Choate, Procurement and Contract Specialist

Address: 255 Capitol Street NE City, State, Zip: Salem, OR 97310 Phone: 971-208-0372 E-mail: michelle.choate@ode.oregon.gov

In compliance with the Americans with Disabilities Act of 1990, this RFA may be made available in alternate formats such as Braille, large print, audiotape, oral presentation, or computer disk. To request an alternate format, call the Oregon Department of Education at (503) 947-5600.

mailto:michelle.choate@ode.oregon.gov

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 PURPOSE

1.2 GRANT AMOUNT AND DURATION

1.3 ELIGIBILITY

1.4 SCHEDULE

1.5 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY AND SCOPE

2.1 AUTHORITY

2.2 DEFINITION OF TERMS

2.3 OVERVIEW

2.4 SCOPE OF ACTIVITIES

2.5 IDEA SUBGRANT PROGRAM ASSURANCES

SECTION 3: PROCESS AND REQUIREMENTS

3.1 GRANT PROCESS

3.2 APPLICATION REQUIREMENTS

SECTION 4: EVALUATION

4.1 RESPONSIVENESS DETERMINATION

4.2 EVALUATION CRITERIA

4.3 POINT AND SCORE CALCULATIONS

4.4 RANKING OF APPLICANTS

4.5 NEXT STEP DETERMINATION

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

5.3 GRANT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 GOVERNING LAWS AND REGULATIONS

6.2 OWNERSHIP/ PERMISSION TO USE MATERIALS

6.3 CANCELLATION OF RFA; REJECTION OF APPLICATIONS; NO DAMAGES

6.4 COST OF SUBMITTING AN APPLICATION

SECTION 7: LIST OF ATTACHMENTS

ATTACHMENT A: SAMPLE GRANT

ATTACHMENT B: APPLICATION AND CERTIFICATION

ATTACHMENT C: BUDGET

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SECTION 1: GENERAL INFORMATION

1.1 PURPOSE

The State of Oregon, acting by and through its Department of Education, (“Agency”), is issuing this Request for Grant Applications (“RFA”). Grantee shall provide or cause to be provided in each county in the designated Services Area as identified in Exhibit A (the “Services Area”), early intervention (EI) and early childhood special education (ECSE) Services, collectively known as EI/ECSE (“EI/ECSE”) to preschool children with disabilities from birth to age of eligibility into kindergarten. Grantee shall provide all EI and ECSE Services to the Services Area, in accordance with the Services and other activities described in Exhibit A, The Program: either directly or through its contractors.

Additional details are included in the Scope of Activities section 2.4.

1.2 GRANT AMOUNT AND DURATION

Agency anticipates the award of 9 Grant Agreements (each a “Grant”) from this RFA. The initial term of each Grant is anticipated to be 2 years, from July 1, 2025, through June 30, 2027, with options to renew up to a maximum of 6 years.

Grant Amounts: The amount of each grant will be determined based on the number of children served and the geographic area covered.

Example Funding: For reference, prior grant recipients have received grant funds from the following sources for the 2023-25 biennium:

• State grants in aid for Special Education Programs (GF)

• Student Success Act: Early Learning Account (SSA)

• IDEA Part B 611

• IDEA Part B 619

• IDEA Part C federal funds (FF)

Example Funding Table:

Note The amounts listed are illustrative and may not reflect future allocations. The actual grant amounts for the 2025-27 biennium will be finalized following legislative review and approval.

SERVICE AREA GF SSA Part C IDEA Part B

IDEA Part B

619 Total

(9) Clackamas ESD $18,892,360 $11,056,769 $1,009,168 $1,749,903 $306,978 $33,015,178

(6) David Douglas SD $41,288,092 $24,448,621 $2,446,329 $3,978,583 $818,198 $72,979,823

(3) Douglas ESD $25,444,599 $14,921,556 $1,570,652 $2,319,372 $501,357 $44,757,536

(2) High Desert ESD $11,049,192 $6,502,013 $613,423 $1,534,835 $292,548 $19,992,011

(1) InterMountain ESD $9,713,279 $5,754,488 $545,378 $1,251,188 $234,010 $17,498,343

(7) Lane ESD $22,475,854 $13,207,875 $1,266,688 $3,179,539 $495,650 $40,625,606

(4) Linn-Benton-Lincoln ESD $12,951,914 $7,692,997 $608,969 $1,818,191 $412,145 $23,484,216

(8) Northwest Regional ESD $35,127,686 $20,642,411 $1,918,255 $3,476,019 $530,626 $61,694,997

(5) Willamette ESD $17,572,268 $10,370,913 $942,997 $1,521,345 $383,601 $30,791,124

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1.3 ELIGIBILITY

To be eligible for a Grant under this RFA, Applicants MUST meet the following criteria:

• Be an Oregon public school district or education service district;

• Be able to provide Services to the entire Service Area, or be prepared to contract with Education Service Districts, School Districts, or public University partners to ensure full coverage of all areas.

1.4 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

Event Date Time

Request for Applications opens September 23 2024 12:00 PM

Questions/ requests for clarification due October 04, 2024 5:00 PM

Answers to questions/ requests for clarification issued (approximate) October 11, 2024

Closing (Applications due) November 8, 2024 12:00 PM

Issuance of notice of award (approximate) December 15, 2024

1.5 SINGLE POINT OF CONTACT (SPC)

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

SECTION 2: AUTHORITY AND SCOPE

2.1 AUTHORITY

Agency is issuing this RFA pursuant to Oregon Revised Statute (ORS) 190.110, ORS 327.023 (6)(7), ORS 327.274 (1)(a), the Individuals with Disabilities Act (IDEA) at 20 USC 1400 et seq., 34 CFR 300.227 (a) and 34 CFR 303.501. The Agency is authorized to enter into a grant agreement and provide funding for the purposes described in this RFA and attached Sample Grant.

2.2 DEFINITION OF TERMS

For the purposes of this RFA, capitalized words will refer to the following definitions:

“Addendum” or “Addenda” means an addition to, deletion from, a material change in, or general interest explanation of this RFA.

“Applicant” means an entity who submits an Application in response to this RFA.

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“Application” means a written response to this RFA.

“Closing” means the date and time specified in this RFA as the deadline for submitting Applications.

“Evaluation Committee” means the group of people who will evaluate and score Applications submitted in response to this RFA.

“State” means the State of Oregon.

For the purposes of program administration, capitalized words refer to the following definitions:

“Early Childhood Special Education” (ECSE) means special education and related Services provided to children with disabilities from the age of three to five (until they are eligible for public school). These Services can include specialized instruction, related services, other supports that address the child's developmental and educational needs, and support for the family in fostering their child's development.

“Early Intervention” (EI) means Services provided to infants and toddlers, from birth to age three, who have developmental delays or specific health conditions that may lead to developmental delays. These Services are designed to meet the developmental needs of the child and to support the family in fostering their child's development.

“FAPE” means Free and Appropriate Public Education.

“Inclusion” means the values, policies, and practices that support the right of every infant and young child and his or her family, regardless of ability, to participate in a broad range of activities and contexts as full members of families, communities, and society. The desired results of inclusive experiences for children with and without disabilities and their families include a sense of belonging and membership, positive social relationships and friendships, and development and learning to reach their full potential.

The defining features of inclusion that can be used to identify high quality early childhood programs and Services are access, participation, and supports.

“Individuals with Disabilities Act” (IDEA) means federal legislation which ensures students with a disability are provided with a Free Appropriate Public Education that is tailored to their individual needs.

“Local Interagency Coordinating Council” (LICC) means local groups that ensure interagency coordination to support the ongoing development of quality statewide services for young children with disabilities and their families. Councils advise and collaborate on local and individual levels to maximize each child's unique potential and ability to participate in society. The LICC is an opportunity for parents and professionals to work together positively for infants, toddlers, and preschool children who qualify for Special Education services.

“Services” means range of supports, interventions, and resources provided to students with disabilities and their families.

“Services Area” means the county or counties designated by the Agency that comprise the area where the Services are delivered.

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2.3 OVERVIEW

2.3.1 AGENCY OVERVIEW AND BACKGROUND

The Agency oversees the education of over 560,000 students in Oregon’s public K-12 education system. The Agency encompasses early learning, public preschool programs, the state School for the Deaf, regional programs for children with disabilities, and education programs in Oregon youth corrections facilities. While the Agency is not in the classroom directly providing services, the Agency (along with the State Board of Education), focuses on helping districts achieve both local and statewide goals and priorities through strategies such as:

● Developing policies and standards;

● Providing accurate and timely data to inform instruction;

● Training teachers on how to use data effectively;

● Effectively administering numerous state and federal grants; and

● Sharing and helping districts implement best practices.

The Agency fosters equity and excellence for every learner through collaboration with educators, partners and communities and is guided by integrity, accountability, excellence and equity. The Agency’s priorities are graduating Oregon students college and career ready, closing the achievement gap and opportunity gaps, teacher and administrator effectiveness, increasing performance for all schools and districts, and a strong, seamless education system from early childhood through higher education.

2.3.2 OFFICE OF ENHANCING OPPORTUNTIES

The Office of Enhancing Student Opportunities (OESO) is responsible to ensure the free appropriate public education for all children experiencing disabilities in Oregon, birth through age 21, and assures that the education of these children is a vital element of Education Reform activities. This Office provides technical assistance to school districts and regional inclusive services; leads program development and improvement of services; works cooperatively with educators and parents to improve the achievement of students with diverse learning needs;

contracts for provision of state-operated programs and services locally; monitors districts for compliance with state and federal law; and monitors educational services. OESO functions internally with several significant work centers: Early Intervention/Early Childhood Special Education, Regional Inclusive Services, IDEA Programs, IDEA Compliance, and Oregon School for the Deaf. Staff interacts across work center responsibilities and throughout the Department to pursue the mission and goals of the Department of Education as well as the performance goals of the Office.

2.3.3 EARLY INTERVENTION/EARLY CHILDHOOD SPECIAL EDUCATION

EI/ECSE provides a comprehensive and coordinated system to support the developmental and educational needs of children aged birth to five and their families. EI/ECSE programs are dedicated to ensuring that eligible children receive a FAPE, as required in the Individuals with Disabilities Act (IDEA) of 2004.

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2.3.4 BACKGROUND AND GOALS

The Agency oversees the Early Intervention (EI) and Early Childhood Special Education (ECSE) programs to establish and maintain a comprehensive and equitable EI/ECSE system. The vision, mission, and values of the EI/ECSE system are clearly defined by the Agency and are as follows:

Vision: All of Oregon’s families with infants, toddlers, and young children with disabilities are healthy, learning, and thriving in communities that embrace disability as a natural part of the human experience and are welcoming, equitable, and accessible.

Mission: The EI/ECSE System exists to partner with families and caregivers providing free, equitable, timely, and individualized Services that enhance learning and development through everyday opportunities for all infants, toddlers, and young children with disabilities.

Values:

• Disability is to be appreciated as a natural part of the human experience that makes our families and communities stronger.

• Families have the right to enter relationships with EI/ECSE professionals trusting their child will be welcomed, loved, and seen in all their human dignity, including their culture, race, and/or disability.

• All learning environments for young children and their families should be inclusive, culturally responsive, and identity affirming.

• Every child should learn and thrive together with their families, peers, friends, and neighbors.

• Children achieve their best self when nurtured by empowered families, providers, and communities.

• The EI/ECSE System is enhanced and strengthened through a network of professionals, parents, and community members.

All activities and expenditures must be aligned with the mission, vision, and values through a system of coordinated activities in designated regions across the state.

2.4 SCOPE OF ACTIVITIES

The Scope of Activities in this section is a high-level description of what the successful Applicant will be expected to do under the Grant Agreement. Details for this Section 2.4, Scope of Activities, is provided in ATTACHMENT A: SAMPLE GRANT, EXHIBIT A, SECTION IV. PROGRAMS, SERVICES and ACTIVITIES.

2.4.1 GENERAL SERVICES. Grantee shall:

a. Ensure the required EI and ECSE programs are available for the counties within Service Area (Area # ) as specified in the table below during the Performance Period.

EI/ECSE Service Area Counties Served

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Area 1 Baker, Umatilla, Grant, Union, Malheur, Wallowa, Morrow Area 2 Crook, Jefferson, Deschutes, Sherman, Gilliam, Wheeler, Harney

(includes the Confederated Tribes of Warm Springs) Area 3 Douglas, Jackson, Josephine, Klamath, Lake Area 4 Benton, Coos, Curry, Lincoln, Linn Area 5 Marion, Polk, Yamhill Area 6 Hood River, Multnomah, Wasco Area7 Lane Area 8 Clatsop, Columbia, Tillamook, Washington Area 9 Clackamas

b. Provide EI and ECSE Services, as those terms are defined in ORS 343.035, to preschool children with disabilities from birth to age of eligibility for entry into kindergarten.

c. Perform all EI/ECSE Services in compliance with all applicable federal and state statutes and regulations pertaining to EI/ECSE statutes and regulations, including to the IDEA.

d. Ensure the required EI/ECSE services are available for the counties within the area specified in the table below during the performance period.

2.4.2 Local Interagency Advisory Councils and Early Learning Hubs

a. Facilitate the development of a Local Interagency Advisory Council (LICC) in each county within the Service Area.

b. Solicit and consider input from the LICCs and Early Learning Hubs regarding EI/ECSE program improvement, services coordination, long range planning, and changes in contractors or program services.

2.4.3 Specific Service/Program Requirements

a. Administer a system of direct services for EI and ECSE services or purchase services in each county within the designated Service Area.

b. EI services must meet all applicable requirements of the IDEA, ORS 343.455 to 343.534, and administrative rules adopted by the State Board of Education.

c. Establish a single referral point in each county of the Service Area called a Designated Referral and Evaluation Agency (OAR 581-015-2700).

2.4.4 Contracts

Require contractors or subcontractor to meet all applicable requirements for EI and ECSE services as described in the ATTACHMENT A: SAMPLE GRANT.

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2.4.5 Personnel Qualifications

a. Ensure all staff working in the EI/ECSE programs meet the qualification requirements per OAR 581-015-2905, 581-015-2910, and 581-015-2900.

b. Use the EI/ECSE competencies outlined in the document “Standards for Professionals Working in EI/ECSE in Oregon” as the basis for professional development plans for all staff working within EI/ECSE programs.

2.4.6 Reporting Requirements

In addition to reporting requirements for expenditures, the Grantee must submit all reports to the Agency as requested, ensuring timely submission according to the Agency’s schedule.

Reports include, but are not limited to:

a. Regular reports of child data as required by applicable state and federal statutes, regulations, and guidelines, or for program monitoring, evaluation, and legislative accountability.

b. Information requested by the Agency to inform biennial legislative budget

c. preparation or legislative emergency board actions.

d. Service Area Plan:

• The Agency will provide a template for the Annual EI/ECSE Service Area Plan each calendar year.

• The completed Service Area Plan must include input from:

1. Local Interagency Coordinating Council(s) (LICC) in each county within the

Grantee’s Service Area.

2. Early Learning Hubs.

e. State Performance Plan:

• Report on all indicators specified in the State Performance Plan, as required by federal regulations defined in 34 CFR §§ 300.601 and 303.701.

2.4.7 Medicaid Billing Requirements

The Grantee is responsible for establishing a comprehensive Medicaid billing system for eligible early intervention (EI) and early childhood special education (ECSE) services within the Service Area. This system must cover all contractors involved. The Grantee or contractors must identify EI/ECSE Medicaid-eligible children and obtain parental consent to bill Medicaid, including providing agency information in the consent form. All Medicaid revenue must be used specifically for the provision of EI/ECSE services as outlined in the Agreement. Additionally, the Grantee must submit annual reports to the Agency detailing Medicaid billing activities and reviews for both the Grantee and its contractors.

2.4.8 Due Process Hearings and Dispute Resolution

Grantee shall, and shall cause all its contractors, to:

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a. Inform and consult with the Agency concerning any disagreements with parents which may result in a complaint under ORS 343.041or a request for a due process hearing under ORS 343.615.

b. Pursue appropriate alternative dispute resolution activities, including mediation, as a strategy for resolving disputes with parents concerning any services provided through the grant agreement.

c. If there is a due process hearing brought against grantee or subcontractor by the parent of a child receiving EI/ECSE services, Agency will not assume responsibility for or reimburse Grantee for any such costs arising out of gross negligence or intentionally wrongful acts of Grantee, subcontractors or their officers, employees, or agents.

2.4.9 Evaluation and Utilization

The Agency reserves the right to monitor the active enrolled populations of children served by the Grantee or its contractors to ensure that all enrolled children meet the eligibility requirements for the services they are receiving.

2.4.10 Funding

a. Disbursement. Upon receipt of the Grantee’s disbursement request, the Agency will provide an initial disbursement of Grant Funds (GF and OF only) in the amount specified for the July 1 payment, as identified in the Disbursement Schedule. The Grantee must submit a Workbook report detailing the expenditure of this initial disbursement along with its first quarter request for reimbursement. All subsequent disbursements will be made only to reimburse moneys expended or contractually committed by the Grantee for the Program. All Funds are available for reimbursement of actual expenditures up to the maximum amount per quarter plus any unspent funds from prior quarters. Any remaining funds at the end of the biennium will be liquidated.

b. Budget and Expenditure Workbook (Workbook). Prepare and submit to Agency Workbook reports detailing costs for administration and delivery of EI/ECSE services.

c. Allowable Use of Federal Funds. Grantee shall not use any grant funds that are federal funds paid under the grant agreement to compensate its chief administrative officer (i.e., superintendent). Allowable costs are identified in the ATTACHMENT A:

SAMPLE GRANT, ATTACHMENT 1 TO EXHIBIT A.

d. Retain Interest Earned. Retain interest earned on non-Federal funds received under the grant agreement and use it on the Services set out in ATTACHEMENT 1 TO Exhibit A of the Sample Grant.

e. Disbursement Schedule. Agency will disburse funds on the schedule included in ATTACHEMENT 1 TO EXHIBIT A of the Sample Grant.

2.5 IDEA SUBGRANT PROGRAM ASSURANCES.

The Grantee assures and certifies compliance with all regulations, policies, guidelines, and requirements related to the acceptance and use of IDEA Federal Funds for this EI/ECSE program. Please refer to ATTACHMENT A: SAMPLE GRANT, ATTACHMENT 2 to EXHIBIT A:

IDEA SUBGRANT PROGRAM ASSURANCES.

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SECTION 3: PROCESS AND REQUIREMENTS

3.1 GRANT PROCESS

3.1.1 Public Notice

The RFA, including all Addenda and attachments, are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Applicants are encouraged to register for an OregonBuys account to receive notifications of possible future business opportunities with the State of Oregon. Documents will not be mailed to prospective Proposers.

3.1.2 Questions/ Requests for Clarification

All inquiries, whether relating to the RFA process, administration, deadline, or method of award, or to the intent or technical aspects of the RFA must:

• Be emailed to the SPC;

• Reference the RFA number;

• Identify Applicant’s name and contact information;

• Refer to the specific area of the RFA being questioned (e.g., page, section, paragraph number, etc.); and

• Be received by the due date and time for questions/ requests for clarification identified in the Schedule.

3.1.3 Application Due Date

Applications and all required submittal items must be received by the SPC on or before Closing.

Applications received after Closing will not be accepted. All Application modifications or withdrawals must be completed prior to Closing.

Applications received after Closing are considered LATE and will NOT be accepted for evaluation.

Late Applications will be returned to the respective Applicant or destroyed.

3.1.4 Application Submission

Applicant is solely responsible for ensuring its Application is received by the SPC in accordance with the RFA requirements before Closing. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Applications submitted by any means not authorized may be rejected. The following submission option(s) is permitted for this RFA:

Email. An electronic version of the complete 1) Application and Certification, and 2) Budget, must be emailed to the SPC. Only complete Applications submitted by Closing will be scored.

NOTE: SPC may contact Applicant after Application has been submitted to ensure all materials have been received.

3.1.5 Modification or Withdrawal of Applications

Any Applicant who wishes to modify or withdraw an Application already received by Agency must do so prior to Closing. Applicant must submit its modification or request to withdraw to the SPC https://oregonbuys.gov/

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3.1.6 Application Rejection

Agency may reject an Application for any of the following reasons:

• Applicant fails to substantially comply with all prescribed RFA procedures and requirements;

• Applicant makes any contact regarding this RFA with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or initiates inappropriate contact with the SPC;

• Applicant attempts to inappropriately influence a member of the Evaluation Committee;

or

• Application is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFA or Addenda.

3.2 APPLICATION REQUIREMENTS

Applicant must complete and submit the application form provided in ATTACHMENT B. Applicant should use definitive verbs in their narrative to describe what Applicant “will” do rather than aspirational verbs such as “hopes”, “expects”, “intends”, “plans”, or similar verbs that do not express a firm commitment to undertake a specific action.

It is strictly prohibited for applicants to collaborate or collude with others in the completion of their applications.

Mandatory submission materials:

• Application and Certification (ATTACHMENT B)

• Budget (ATTACHEMENT C)

SECTION 4: EVALUATION

4.1 RESPONSIVENESS DETERMINATION

Applications received prior to Closing will be reviewed for responsiveness to all RFA requirements. If the Application is unclear, the SPC may request clarification from Applicant. However, clarifications may not be used to rehabilitate a non-responsive Application. If the SPC finds the Application non-responsive, the Application may be rejected, however, Agency may waive minor mistakes in its sole discretion.

4.2 EVALUATION CRITERIA

Responsive Applications meeting the requirements outlined in the Application Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0 to 15 for each evaluation criterion listed below in this section.

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SPC may request more clarification to help the Evaluation Committee gain more understanding of Applications. A response to a clarification request must be to clarify or explain portions of the already submitted Application and may not contain new information not included in the original Application.

Total Possible Points = 100 Points

4.2.1 Evaluation Item 1: Staff Recruitment and Retention (5 points)

• How well does Applicant identify which required positions are considered "hard to fill" in their region and describe at least three strategies their program will implement to mitigate the lack of staffing in these positions?

4.2.2 Evaluation Item 2: Governance Structure (5 points)

• How well does Applicant describe the establishment of a Local Interagency Coordinating Council (LICC) including their plan to meet the requirements and how they will use the LICC to advance equity within the program?

4.2.3 Evaluation Item 3: Service Area (15 points)

• How well does the Applicant describe their plan to ensure that services are provided throughout the entire service area, including any Memorandums of Understanding (MOU(s)) or agreements, either proposed, in draft form, or finalized, that support this requirement?

4.2.4 Evaluation Item 4: Program Design: Communication and Collaboration (5 points)

• How well does the Applicant describe the communication and engagement plan with both local community partners (such as pediatricians, childcare providers, and community preschools) and families to ensure that the programming meets their respective needs?

4.2.5 Evaluation Item 5: Child Find Obligations (10 points)

• How well does the Applicant describe their comprehensive plan for locating, referring, and evaluating children who may be eligible for EI/ECSE services? Does their answer include:

a. A public awareness strategy for EI/ECSE services and access;

b. Strategies to ensure equitable outreach to Black/African American, Latino/a, American Indian/Alaska Native, Asian/Pacific Islander, and Immigrant/Refugee communities and families;

c. Coordination and support for referrals from pediatric practices, child welfare (CAPTA referrals), other community partners (e.g., Head Start, Preschool Promise, home visiting programs), and local school districts; and

d. Measures to ensure the 45-calendar day and 60-school day evaluation timelines are met.

4.2.6 Evaluation Item 6: Inclusion (15 points)

• How well does the Applicant describe how the Program will increase inclusionary practices for

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4.2.7 Evaluation Item 7: Cultural Responsiveness (15 points)

• How well does the Applicant describe how their program’s design will be culturally responsive to the unique needs of their service region?

• Do they include how they will plan, model, and strategize with underserved student and family populations at the forefront?

• Does the response include steps they are taking to reduce marginalization of students and barriers to accessing Free Appropriate Public Education (FAPE)?

4.2.8 Evaluation Item 8: State and Local Partnerships (10 points)

• How well does the Applicant describe how they will partner with local and state agencies, including the parent training information center, Early Learning Hubs, Oregon Family Support Network, mental health providers, Oregon Department Human Services, Department of Early Learning and Care, Tribal Early Learning Programs and Partners, and higher education institutions?

• Does their response include details of any Memorandums of Understanding (MOUs) they have with these partners or plan to establish?

4.2.9 Evaluation Item 9: Additional Programming (5 points)

• How well does the Applicant describe any additional early childhood programming their organization offers beyond Early Intervention (EI) and Early Childhood Special Education

(ECSE)?

• Do they include details about the program goals, target populations, and key activities?

4.2.10 Evaluation Item 10: Early Intervention Service Model (15 points)

• How well does the Applicant describe their plan for providing early intervention services within natural environments, such as home visiting and childcare settings?

• Does their response include specific strategies and methods they will use to ensure effective service delivery in these settings?

4.2.11 Budget (Not Scored, provided on agency provided Budget Worksheet Attachment C)

• Applicant’s budget must be reasonable and appropriate for the scope of the proposed entity and activities.

• The budget line items must be allowable based on RFA guidelines.

4.3 POINT AND SCORE CALCULATIONS

Scores are the values assigned by each evaluator.

Points are the total possible values for each section as noted per Item.

The SPC will average all scores for each evaluation criterion.

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4.4 RANKING OF APPLICANTS

The SPC will total the points for each Application. SPC will determine rank order for each respective Application, with the highest point total receiving the highest rank, and successive rank order determined by the next highest point total.

4.5 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

If Agency elects to conduct additional round(s), Agency will provide written notice to all Applicants describing the next step. At any time, Agency may dispense with the selected additional round and: (1) issue an award to the highest ranking Applicant; (2) elect to conduct an additional round of competition; or (3) cancel the RFA.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Grant, will award a Grant to the highest ranking Applicant(s) based upon the scoring methodology and process described in the Evaluation section. Agency may award less than the full scope described in this RFA.

AGENCY RESERVES THE RIGHT TO NOT SELECT ANY OR ALL APPLICANTS UNDER THIS RFA

IF AGENCY DETERMINES IN ITS SOLE DISCRETION THAT A SELECTION SHOULD NOT BE

MADE.

5.1.2 Notice of Award

Agency will notify all Applicants in writing that Agency intends to award a Grant to the selected Applicant(s) subject to successful negotiation of any negotiable provisions.

5.2 SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

5.2.1 Insurance

Prior to execution of a Grant, the apparent successful Applicant must secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the RFA or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating negotiations and commencing negotiations with the next highest ranking Applicant. Applicant is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit B of Attachment A) prior to Application submission.

For informational purposes, Oregon Department of Administrative Services Risk Management

ODE RFA, updated 20210119 Page 16 of 17 maintains a Commercial Insurance Agency Resource List. The list can be found at the following website: https://www.oregon.gov/das/risk/pages/index.aspx under Contracts and Risk Assessment.

5.2.2 Taxpayer Identification Number and Unique Entity Identifier

The apparent successful Applicant must provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form. Agency will not disburse any Grant funds until Agency has a properly completed W-9.

The apparent successful Applicant must provide its federal Unique Entity Identifier (UEI) in order to receive federal funds.

5.3 GRANT NEGOTIATION

By submitting an Application, Applicant agrees to comply with the requirements of the RFA, including the terms and conditions of the Sample Grant (Attachment A), with the exception of those terms reserved for negotiation. Applicant must review the attached Sample Grant and note exceptions. Unless Applicant notes exceptions in its Application, Agency intends to enter into a Grant with the successful Applicant substantially in the form set forth in the Sample Grant. It may be possible to negotiate some provisions of the final Grant; however, many provisions cannot be changed. Applicant is cautioned that Agency believes modifications to the standard provisions constitute increased risk and increased cost to the State. Therefore, Agency may consider the scope of requested exceptions in the evaluation of Applications.

Any Application that is conditioned upon Agency’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

In the event the parties have not reached mutually agreeable terms within 60 calendar days, Agency may terminate negotiations and commence negotiations with the next highest-ranking Applicant.

SECTION 6: ADDITIONAL INFORMATION

6.1 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, or 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 from the jurisdiction of any court.

6.2 OWNERSHIP/ PERMISSION TO USE MATERIALS

All Applications 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 https://www.oregon.gov/das/Risk/Documents/Commercial_Insurance_Agency_Resource_List.pdf https://www.oregon.gov/das/risk/pages/index.aspx http://www.irs.gov/pub/irs-pdf/fw9.pdf

ODE RFA, updated 20210119 Page 17 of 17 the Application solely for the purpose of evaluating the Application, negotiating a Grant, if awarded to 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).

6.3 CANCELLATION OF RFA; REJECTION OF APPLICATIONS; NO DAMAGES

Agency may reject any or all Applications, 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 Agency is liable to any Applicant for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFA, award, or rejection of any Application.

6.4 COST OF SUBMITTING AN APPLICATION

Applicant must pay all the costs in submitting its Application, including, but not limited to, the costs to prepare and submit the Application, costs of samples and other supporting materials, costs to participate in demonstrations.

SECTION 7: LIST OF ATTACHMENTS

ATTACHMENT A: SAMPLE GRANT

ATTACHMENT B: APPLICATION AND CERTIFICATION

ATTACHMENT C: BUDGET worksheet