S-10000-00002145 Request for Proposal.pdf

STATE OF OREGON

COVER PAGE

Oregon Department of Human Services Is issuing this Request for Proposal (RFP) under

OregonBuys Bid Number S-10000-00002145 for

OUTREACH, REFERRAL, AND LANGUAGE SERVICES TO

MULTICULTURAL POPULATIONS WITH DISABILITIES

Date of Issue: July 19, 2022 Opening Date and Time: September 1, 2022 at 3:00 PM

Single Point of Contact (SPC): Louie Thomas, ODHS Procurement Specialist

Address: 635 Capitol Street NE Suite 350 City, State, Zip Salem, Oregon 97301 Cell Phone (NEW) (971) 283-4755 Fax (503) 378-4324 E-mail: louie.thomas@dhsoha.state.or.us

In compliance with the Americans with Disabilities Act, this document is available in alternate formats such as Braille, large print, audio recordings, Web-based communications, and other electronic formats. To request an alternate format, please send an e-mail to dhs-oha.publicationrequest@dhsoha.state.or.us or call 503-378-3486 (voice) or 503-378-3523 (TTY) to arrange for the alternative format.

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.

Bid Solicitation S-10000-00002145 RFP Document Page 2 of 31 (5273) FINAL v14 / l.thomas

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SINGLE POINT OF CONTACT (SPC)

1.3 AUTHORITY AND METHOD

1.4 SCHEDULE

1.5 OVERVIEW AND PURPOSE

SECTION 2: DEFINITIONS

2.1 DEFINITION OF TERMS

2.2 OREGONBUYS TERMINOLOGY

SECTION 3: SCOPE OF WORK

3.1 INTRODUCTION

3.2 KEY PERSONS

3.3 WORK TO BE PERFORMED

3.4 REPORTING REQUIREMENTS

3.5 PERFORMANCE STANDARDS

SECTION 4: PROCUREMENT PROCESS

4.1 PUBLIC NOTICE

4.2 QUESTIONS OR REQUESTS FOR CLARIFICATION

4.3 CONTRACT EXCEPTIONS

4.4 RFP AND AMENDMENT PROTESTS

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL IN OREGONBUYS

4.6 PROPOSAL SUBMITTED AS A QUOTE

4.7 BID OPENING DATE

4.8 PUBLIC OPENING

4.9 QUOTE REJECTION

4.10 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION

SECTION 5: PROPOSAL/QUOTE

5.1 PROPOSER QUALIFICATIONS

5.2 GENERAL QUOTE REQUIREMENTS

5.3 ATTACHMENTS TO THE BID SOLICITATION; WHAT CONSTITUTES THE PROPOSAL/QUOTE

SECTION 6: PROPOSAL EVALUATION

6.1 EVALUATION COMMITTEE

6.2 STANDARDS FOR ASSIGNING POINTS

6.3 EVALUATION CRITERIA

6.4 POINT AND SCORE CALCULATIONS

6.5 RANKING OF PROPOSERS

SECTION 7: AWARD AND NEGOTIATIONS

7.1 CONTRACT AWARD

7.2 CONTRACT NEGOTIATIONS

7.3 NEGOTIATION TIMEFRAME

7.4 SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

SECTION 8: ADDITIONAL INFORMATION

8.1 COBID CERTIFIED FIRM PARTICIPATION

8.2 GOVERNING LAWS AND REGULATIONS

8.3 OWNERSHIP AND PERMISSION TO USE MATERIALS

8.4 CANCELLATION OF BID SOLICITATION; REJECTION OF QUOTE; NO DAMAGES

8.5 COST OF SUBMITTING A QUOTE

8.6 RECYCLABLE PRODUCTS

Bid Solicitation S-10000-00002145 RFP Document Page 3 of 31 (5273) FINAL v14 / l.thomas

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Human Services (“ODHS”) and its office of Vocational Rehabilitation services (“VR”), is issuing this Request for Proposal (“RFP”) under the provisions of ORS 279B.060 for outreach, referral, and language services to multicultural populations with disabilities when English is not the primary language or when other multicultural services are required for the delivery of services.

VR is looking for wholistic and innovative services for individuals with disabilities from various cultures and linguistic backgrounds. This RFP will expand VR’s culturally- and linguistically-specific service provider base. Our intent is not to narrowly define how language, job ready, and employment skills are obtained for our participants. We are looking for providers who can help us meet the employment goals of individuals with disabilities for whom English is not their primary language and come from various backgrounds. VR is looking for providers who know best how to meet the cultural, linguistic, and employment service needs of those whose intersectional identity includes disabilities that are a barrier to employment.

The Contracts awarded through this RFP will provide language, referral, training, and employment services to populations for whom access and positive outcomes from VR services has historically been limited due to language, culture, and/or race. The services identified by the Contracts as a result of this RFP can be provided in any combination of one to one and group services if the individual needs of the Participant are being identified and met. Contractors shall assist participants in overcoming barriers to employment, to obtain employment outcomes that match their interests, goals, and abilities, and are available in the current labor market. The Contractor will work with individuals referred by VR and will also refer potential clients to VR so that VR can determine if they are eligible for VR services.

Additional details on the scope of requested services are included in Section 3 “Scope of Work.”

ODHS anticipates the award of multiple Contracts from this RFP. Contracts will be awarded on a county basis. Proposers shall indicate which County or Counties they’re proposing to provide services in as part of their Proposal.

At the Opening of Proposals, Proposals received will be documented and divided into Counties based on the locations selected on Attachment B “Proposer/Seller Information and Certification Sheet,” part of the series of Attachments to this RFP that forms the Proposal.

Once divided, Proposals will be processed and assessed for meeting minimum qualifications (Responsive/Non-Responsive), then forwarded to an ODHS/VR evaluation committee. The evaluation committee will evaluate the Proposals received for that County, and a successful Proposer/Proposal will be selected.

Because the Proposals are evaluated separately based on County, if a Proposal is for multiple counties, the Proposal may be evaluated multiple times, each time as part of the collective group of Proposals received for that specific county. ODHS may not award a Contract to provide services in all county locations included in a Proposer’s Proposal. If, when Proposals are evaluated for an individual county and another Proposal receive a higher score, the Contract

Bid Solicitation S-10000-00002145 RFP Document Page 4 of 31 (5273) FINAL v14 / l.thomas award will be made to the Proposal that receives the highest score.

The successful Proposer will be required to provide services in all areas of the County, including rural areas if a need for service is identified.

The initial term of any Contract awarded as a result of this RFP is anticipated to end on September 30, 2024, with options to renew up to a cumulative maximum of five (5) total years.

1.2 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP and its processes only to the SPC, whether about the technical requirements, contractual requirements, the RFP process, or any other related provisions.

1.3 AUTHORITY AND METHOD

ODHS is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246- 0170(2).

ODHS is using a modified Competitive Sealed Proposal method pursuant to its authority under OAR 125-247-0288(2) for “Client Services,” as defined by OAR 125-246-0110(24).

ODHS may use a combination of the methods for the Competitive Sealed Proposal process, including these optional procedures: (a) Competitive Range; (b) Discussions and Revised Proposals; (c) Revised Rounds of Negotiations; (d) Negotiations; (e) Best and Final Offers; and

(f) Multistep Sealed Proposals. It is not anticipated that any of these optional procedures will be used in this RFP; however, if there’s a need or the circumstance warrants, ODHS will issue an amendment or addendum to the RFP that defines the process and establishes the parameters of the procedures to be used, based on the appropriate Statute or Administrative Rule.

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 by amendment to the RFP.

Bid Solicitation S-10000-00002145 RFP Document Page 5 of 31 (5273) FINAL v14 / l.thomas

Event Date Time

Date of Issue July 19, 2022 3:00 PM

RFP/Bid Questions or Requests for Clarification are accepted in OregonBuys until: August 10, 2022 3:00 PM

Answers to Questions and Requests for Clarification issued in OregonBuys (approximately)

August 12, 2022

RFP Protest Period Ends 14 calendar days prior to the date the RFP closes.

Bid Open Date, which is the date the RFP closes, and Proposals/Quotes are no longer accepted: September 1, 2022 3:00 PM

Opening of Proposals/Bids. There will be no public opening.

Beginning on September 1, 2022, at 4:00 PM and continuing during regular business hours until Proposals are opened and Proposers identified.

Notice of Responsive/Non-Responsive Proposal issued (approximately) Beginning on September 7, 2022

Issuance of Notice of Intent to Award Contract (approximately). Beginning on September 16, 2022

Award Protest Period Ends 7 calendar days after Notice of Intent to Award is issued for each County.

1.5 OVERVIEW AND PURPOSE

1.5.1 ODHS’ VR Overview and Mission

Vocational Rehabilitation receives its federal authority through the Rehabilitation Act of 1973, as amended, which is used in conjunction with federal rules under Vocational Rehabilitation’s application requirements as set forth in 34 CFR § 361 and Oregon administrative rules (OAR) Chapter 582.

VR is responsible for the administration and operation of Oregon’s vocational rehabilitation programs. VR provides assistance to over 16,000 individuals experiencing a wide variety of disabilities, in service settings that include employment readiness, youth transition, and direct vocational support, through Vocational Rehabilitation Counselors (“VRC”). VR provides services to eligible Oregonians with disabilities consistent with their strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice.

The mission of VR is to assist Oregonians with disabilities to achieve and maintain employment and independence. This mission is achieved by assisting individuals with disabilities to obtain and maintain a job that matches their skills, interests, and abilities. VR staff work in partnership with the community and businesses to provide services that are individualized to help each eligible person receive services that are essential to their own employment success

Bid Solicitation S-10000-00002145 RFP Document Page 6 of 31 (5273) FINAL v14 / l.thomas

1.5.2 Project Overview and Purpose

The Contracts awarded through this RFP will provide culturally relevant and linguistically appropriate services to individuals from various cultural and linguistic backgrounds with Disabilities, within a defined service area (a county), to assist them in overcoming barriers to employment, and to obtain employment outcomes that match their interests, goals, abilities, and are available in the current labor market. These barriers may include language services in order to better access employment situations in the larger community.

SECTION 2: DEFINITIONS

2.1 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as stated below:

2.1.1 “Competitive Integrated Employment” or “CIE” means Work that:

(a) Is performed on a full-time or part-time basis (including self-employment) and for which an individual is compensated at a rate that is not less than the higher of the rate specified in section 6(a)(1) of the Fair Labor Standards Act of 1938 [29 U.S.C. 206(a)(1)] or the rate required under the applicable state or local minimum wage law for the place of employment; and

(b) Is not less than the customary rate paid by the employer for the same or similar work performed by other employees who are not individuals with disabilities and who are similarly situated in similar occupations by the same employer and who have similar training, experience, and skills; and

(c) Is eligible for the level of benefits provided to other employees; and

(d) Is at a location typically found in the community; and

(e) Where the employee with a disability interacts for the purpose of performing the duties of the position with other employees within the particular work unit and the entire work site, and, as appropriate to the work performed, other persons (e.g., customers and vendors), who are not individuals with disabilities (not including supervisory personnel or individuals who are providing services to such employee) to the same extent that employees who are not individuals with disabilities and who are in comparable positions interact with these persons; and

(f) Presents, as appropriate, opportunities for advancement that are similar to those for other employees who are not individuals with disabilities and who have similar positions.

2.1.2 “Culturally Appropriate” means the service delivery systems responds to the needs of the community being served as defined by the community and demonstrated through needs assessment activities, capacity development efforts, Bid Solicitation S-10000-00002145 RFP Document Page 7 of 31 (5273) FINAL v14 / l.thomas policy, strategy and prevention practice implementation, program implementation, evaluation, quality improvement and sustainability activities.

2.1.3 “Culturally Diverse” or “Multicultural” means a system of beliefs and behaviors that recognizes and respects the presence of all diverse groups in an organization or society, acknowledges and values their socio-cultural differences, and encourages and enables their continued contribution within an inclusive cultural context which empowers all within the organization or society.

2.1.4 “Disability” or “Disabilities” means a physical or mental impairment that constitutes or results in a substantial impediment to employment; or a physical or mental impairment that substantially limits one or more major life activity.

2.1.5 “Individualized Plan for Employment” or “IPE” means a plan for attaining an individual's vocational objective. The IPE identifies services necessary to assist the individual to prepare for, secure, retain, regain successful CIE, or advance in their career consistent with the individual's strengths, resources, priorities, concerns, abilities, capabilities, interests and informed choice. The IPE identifies the vocational goal, hours of work desired per week, required services, approved service providers, costs, time frames, and the individual's responsibilities under the plan.

2.1.6 “Informed Choice” means that an individual, and any guardian or representative, who applies for VR services or is eligible to receive services, shall be an active and full partner throughout the process as described in 34 CFR §361.52. Informed choice also means the VRC clarifies choices by using the preferred language of the applicant or participant and using rehabilitation counseling knowledge and skills;

and individuals receive sufficient information to make a decision concerning the rehabilitation process and CIE opportunities.

2.1.7 “Key Person” means all employees, staff and volunteers that have direct access to Participants or Participant information, and are the only persons authorized by the Proposer and ODHS to work directly with Participants under the terms and conditions of this RFP and any Contract or Agreement awarded as a result of this

RFP.

2.1.8 “Limited English Proficiency” or “LEP” means if English is not the participant’s primary language and they have difficulty communicating effectively in English, language interpretation or document translation in order to have meaningful access to programs may be required. Title VI of the Civil Rights Act of 1964 requires recipients of Federal financial assistance take reasonable steps to make their programs, services, and activities accessible by eligible persons with limited English proficiency.

2.1.9 “Linguistically Appropriate” means delivered in a manner that effectively communicates with persons of Limited English Proficiency, those who have low literacy or are not literate, and individuals with disabilities.

2.1.10 “Oregon Commission for the Blind” or “OCB” means the program responsible for carrying out the duties specified in Oregon Revised Statuses (ORS) 346.110 through

Bid Solicitation S-10000-00002145 RFP Document Page 8 of 31 (5273) FINAL v14 / l.thomas

346.570 and through the Workforce Innovation and Opportunity Act (WIOA) of 2014.

2.1.11 “Outreach” means the activities of seeking out and providing services to populations that might not otherwise have knowledge of or access to those services.

2.1.12 “Participant” means a reportable individual has been determined eligible for VR services and needs and can benefit from rehabilitation services to assist in achieving CIE.

2.1.13 “Services” means all services provided by the Contractor under the Contract awarded as a result of this RFP.

2.1.14 “Vocational Rehabilitation” or “VR” means the Agency within the Oregon Department of Human Services responsible for carrying out the duties specified in Oregon Revised Statutes (ORS) 582-001-0003 through 582-100-0040 and through the Workforce Innovation and Opportunity Act (“WIOA”) of 2014.

2.2 OREGONBUYS TERMINOLOGY

Terminology specific to the OregonBuys electronic procurement system follows.

2.2.1 “Amendment” means a change or addition to a Bid Solicitation. An Amendment to a Bid Solicitation is the same as an Addendum. OregonBuys modifications, if any, to this RFP will be made by written Amendment(s). Intent to Award notices will be posted as Amendments to the Bid Solicitation in OregonBuys.

2.2.2 “Attachments,” as described in subsection 5.2.2 of this RFP are Attachments in OregonBuys. These Attachments must be downloaded from OregonBuys in addition to this RFP Document. Completion of the Attachments in accordance with Section 5 “Proposal/Quote” constitutes the Proposal.

2.2.3 “Bid” or “Bid Solicitation” means the same as Request for Proposals. This Bid Solicitation S-10000-00002145 is ODHS’ Request for Proposals from qualified Vendors to provide outreach, referral, and language services to multicultural populations with disabilities when English is not the primary language or other multicultural services are required for the delivery of services.

2.2.4 “Bid Availability Date” means the date and time the Bid Solicitation will be visible in OregonBuys for vendors to respond.

2.2.5 “Bid Opening Date” means the date and time after which vendor Proposals will no longer be accepted in OregonBuys. Formerly known as the Bid Closing Date.

2.2.6 “Quote” means a Vendor’s response to a Bid Solicitation. The Quote is submitted in OregonBuys using the Attachment documents provided by ODHS.

2.2.7 “Seller” means the same entity as a Vendor, supplier, or the Proposer.

2.2.8 “Vendor” means the public or private entity that registers in OregonBuys to

Bid Solicitation S-10000-00002145 RFP Document Page 9 of 31 (5273) FINAL v14 / l.thomas respond to Bid Solicitations or to view awarded Contracts and Agreements.

SECTION 3: SCOPE OF WORK

3.1 INTRODUCTION

After execution of a Contract, the successful Proposer will be designated as a Contractor and will perform the services and complete the Work generally as described in this Section 3 “Scope of Work” and Attachment A “Sample Contract.”

ODHS and the Proposer will negotiate a final Statement of Work for the Contract based on this RFP and its Scope of Work and the Proposer’s Proposal.

The Contractor will provide services in all areas of the County where VR or the Contractor has determined services are needed for individuals with Disabilities.

3.2 KEY PERSONS

3.2.1 Key Persons shall be identified by the Seller on Attachment B “Proposer/Seller Information and Certification Sheet.” For the successful Proposer, the list of Key Persons shall be brought current at the time of Contract execution and will be required to be maintained during the Contract period.

3.2.2 All Key Persons shall be required to meet one of the following:

3.2.2.1 A Bachelor’s degree in a field related to the Work of this RFP, such as one that promotes the physical, psychosocial, or vocational well-being of individuals with Disabilities; and two years’ experience coordinating or administering a program; or

3.2.2.2 An Associate’s degree in Human Services; and three years of experience coordinating or administering a program that promotes the physical, psychosocial, or vocational well-being of individuals with Disabilities; or

3.2.2.3 A combination of experience and education equivalent to five years of experience that supports the knowledge and skill requirements of coordinating or administering a program that promotes the physical, psychosocial, or vocational well-being of individuals with Disabilities.

3.2.3 “Experience” for the requirements in subsections 3.2.2.1, 3.2.2.2 and 3.2.2.3 above includes:

3.2.3.1 Experience working with a variety of individuals with Disabilities;

3.2.3.2 Knowledge of and experience with VR, Office of Developmental Disabilities Services (ODDS), and other ODHS programs such as the office of Child Welfare (CW), Self Sufficiency Programs (SSP), and the office of Aging and People with Disabilities (APD);

3.2.3.3 Knowledge of the Workforce Innovation and Opportunities Act (WIOA) of 2014;

Bid Solicitation S-10000-00002145 RFP Document Page 10 of 31 (5273) FINAL v14 / l.thomas

3.2.3.4 Experience collaborating and working with community, county and other state partners, and familiarity with resources available in the communities to be served;

3.2.3.5 Experience providing employment services to individuals preparing for and entering into the labor market.

3.3 WORK TO BE PERFORMED

3.3.1 Contractor will actively recruit Participants and provide services through active participation in the community and through community resources

3.3.2 Contractor will build and maintain positive relationships with Participants, VR staff, community resource partners, and employers.

3.3.3 Contractor may provide Participants with connections to wrap-around services from community resource partners and employers in the community as necessary or beneficial. These services may include housing, legal assistance, medical facilities, other assistance programs, organizations that focus on providing equitable services, and other like services.

3.3.4 Additional tasks and responsibilities:

(a) Develop and implement an individualized linguistic and/or culturally appropriate services plan for each Participant, ensuring that services provided are individually tailored and coordinated to enhance employment independence, integration, and productivity.

(b) Provide potentially eligible Participants with information on the mission of VR.

(c) Refer potentially eligible Participants to VR through completion of proper referral forms and connect them with VR staff as appropriate, providing VR with the Contractor’s individualized plan for the Participant and the services provided thus far if and after Participant gives permission for Contractor to share the information.

3.3.5 Contractor will accept referrals for new Participants, as follows.

(a) Accept referrals from VR for Participants who have an IPE.

(b) Accept referrals from the OCB for Participants who have an IPE.

(c) At the request of either party, the referral shall also include a coordination meeting that includes the referring VRC, Participant, and Contractor representative.

3.3.6 All Services provided by the Contractor will be Culturally and Linguistically Appropriate for each Participant throughout the entire process.

3.3.7 Contractor shall work with VRC to ensure Participant has all necessary and reasonable supports and accommodations to overcome disability barriers to

Bid Solicitation S-10000-00002145 RFP Document Page 11 of 31 (5273) FINAL v14 / l.thomas communication and to enhance successful participation in services, including but not limited to ASL and other types of interpreters, captioning, and translation of documents.

3.3.8 Contractor shall provide their Key Persons with appropriate training and supervision to ensure they have the knowledge, skills, and understanding to work appropriately and effectively with Participants.

3.3.8.1 Contractor’s Key Persons must have ODHS and VR approved training credentials that apply to services and outcomes for Participants, including the following:

(a) ODHS Developmentally Disabled Employment (DHS-DD-EP) Core Competencies Trainings 101 through 112;

(b) VR Development Group Courses: Intro to Vocational Rehabilitation Parts 1 through 6 ;

(c) VR Development Group Courses; Medical Aspects of Disability Courses 1 through 5; and

(d) Proof of ability to provide services in the language(s) identified. This proof may be a historical ability to provide similar services, documented proficiency in the language used, or any reasonable demonstration of fluency in the identified language.

3.3.8.2 Contractor shall ensure training documentation and records are current and updated as necessary for all Key Persons. All required trainings must be completed successfully within 30 calendar days of execution of the Contract or the official hire date of a new employee.

3.3.9 Contractor shall write an individual service plan that addresses the needs of each individual Participant and meets the goals outlined in the IPE. Changes to an agreed upon plan must be done in consultation with the Participant and the VRC.

3.3.10 Contractor shall be able to assess and meet the pre-employment, language, and culturally relevant needs of Participants referred to them in the following areas:

3.3.10.1 Language needs in order to be successful in the labor market;

3.3.10.2 Employment training needs;

3.3.10.3 Job readiness skills;

3.3.10.4 Skills to obtain employment in an employment situation that meets the needs of the individuals they are working with.

3.3.11 Contractor shall create opportunities for work-based learning opportunities when determined it will benefit Participants.

3.3.12 Contractor shall provide assistance to Participants, if necessary, with access to

Bid Solicitation S-10000-00002145 RFP Document Page 12 of 31 (5273) FINAL v14 / l.thomas employers, and shall provide assistance submitting applications, resumes, etc. as needed.

3.3.13 Contractor must be able to adapt services to the meet the functional needs of the Participant with various disabilities.

3.3.14 Contractor shall have a variety of services and service delivery modalities that can be deployed to meet the individual needs of the Participants they serve. VR does not believe in a one-size-fits-all service delivery method.

3.3.15 Contractor shall conduct performance evaluations on a regular basis with Participants that provides feedback on the quality of services the Contractor has provided. Performance evaluations shall be jointly developed and updated in collaboration with VR.

3.4 REPORTING REQUIREMENTS

Contractor shall prepare and furnish to ODHS written reports as follows:

3.4.1 Monthly Program Report. Contractor shall provide a Monthly Program Reports for services provided for each calendar month (“Report Period”) during the Contract period in which services are provided.

Monthly Program Report shall cover Services provided as described in Section 3.3 “Work to be Performed” during the calendar month.

3.4.1.1 The Monthly Program Report shall include, at a minimum, the following:

(a) Be submitted in a format approved by VR

(b) Include the following information:

(1) A narrative description of Services provided during the Report Period;

(2) Outcome and Access-based information including the first name, last initial, city of residence, name of the VRC, the VR or OCB office the Participant was referred from, employment status of VR Participants receiving Services during the Reporting Period, and other information that may be reasonably requested by VR.

3.4.1.2 The Monthly Program Report:

(a) Shall accompany the monthly invoice for payment;

(b) Be received by ODHS no later than the 15th day of the month following the end of the Reporting Period, electronically via email, to the ODHS Contract Administrator listed on the first page of the Contract;

(c) Shall include individual progress reports for those served that are in alignment with their IPE.

Bid Solicitation S-10000-00002145 RFP Document Page 13 of 31 (5273) FINAL v14 / l.thomas

(d) Will include a summation of all work completed in the Reporting Period.

3.4.2 Annual Report. Contractor shall submit an annual report for July 1st through June 30th (“Annual Reporting Period”) of each Contract year. Reports shall cover Services provided as described in Section 3.3 “Work to be Performed” during the Annual Reporting Period, in a format and with a level of detail approved by VR.

The first annual report shall cover the period from the date of Contract execution through June 30th of the following calendar year.

3.4.2.1 Annual Reports shall include, at a minimum, the following:

(a) A summary of the Program accomplishments during the Annual Report Reporting Period.

(b) All Participant evaluations and a summary of strengths and opportunities for growth identified from the performance evaluations.

(c) Challenges and problems experienced by the Program during the Annual Report Reporting Period and describe actions that were taken or will be taken to address those issues.

(d) A reporting of actual expenditures of Contract funds during the Annual Reporting Period.

(e) An accounting of all Participants served during the Annual Reporting Period.

The accounting shall be submitted in the form of a comprehensive list including each Participant served in the Annual Reporting Period, identified by first name, first letter of last name and city of residence.

(f) A breakdown of number of Participants served, the services provided, and progress made towards employment.

(g) The total number and total percentage of Participants placed in CIE during the during the Annual Reporting Period.

3.4.2.2 Annual Reports shall be:

(a) Submitted in a format approved by VR.

(b) Be received by ODHS no later than August 1st of each calendar year, electronically via email, to the ODHS Contract Administrator listed on the first page of the Contract.

3.4.2.3 If the Contract is terminated or expires within the Annual Report Reporting Period, the Annual Report shall be due to ODHS within 30 calendar days of the last provision of service.

3.4.3 Progress Reports. The ODHS Contract Administrator may request and receive from the Contractor within a reasonable amount of time, an interim report, the contents of which shall be negotiated between the parties at the time of the request.

Bid Solicitation S-10000-00002145 RFP Document Page 14 of 31 (5273) FINAL v14 / l.thomas

3.5 PERFORMANCE STANDARDS

3.5.1 ODHS requires that the Contractor meets the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or Services, including upholding the vision and mission of both ODHS and VR, upholding ODHS Core Values, and working toward the ODHS Equity North Star.

Information about our visions and missions is located at the following websites:

https://www.oregon.gov/dhs/ABOUTDHS/Pages/index.aspx https://www.oregon.gov/dhs/EMPLOYMENT/VR/Pages/About-VR.aspx https://www.oregon.gov/dhs/DHSNEWS/Pages/DM-10-19-2020.aspx

Contractor’s ultimate goal with Participants is CIE for those they serve through providing services and in collaboration with VR. Contractor shall demonstrate a minimum agreed upon % of their Participants achieving CIE every 12 months (annually) for the term of this Contract or until the end of the Contract period.

3.5.2 Performance evaluations of the Service Provider shall be conducted at least once during services and at completion of Services

SECTION 4: PROCUREMENT PROCESS

4.1 PUBLIC NOTICE

The RFP (Bid Solicitation), including all Amendments and Attachments, are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/ . Bid Solicitation documents will not be mailed or emailed to prospective Proposers by ODHS or the

SPC.

Prospective Proposers are solely responsible for checking OregonBuys to determine whether any Amendments to the Bid Solicitation have been issued. Amendments are incorporated into the Bid Solicitation in OregonBuys and OregonBuys sends notices of Bid Solicitations to registered Vendors or Sellers.

Prospective Proposers do not need to be registered as a Vendor in OregonBuys to view the Bid Solicitation. However, Proposers must be registered as a Vendor to submit Proposal documents (the “Quote”) as a Seller.

4.2 QUESTIONS OR REQUESTS FOR CLARIFICATION

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

4.2.1 Be entered in OregonBuys on the Bid Q & A Tab of the Bid Solicitation.

4.2.2 Refer to the specific area of the Bid Solicitation being questioned (i.e., attachment, form name, page, section, paragraph number; etc.); and

4.2.3 Be received by the due date and time for Bid Questions or Requests for Clarification https://oregonbuys.gov/

Bid Solicitation S-10000-00002145 RFP Document Page 15 of 31 (5273) FINAL v14 / l.thomas identified in subsection 1.4 “Schedule.”

4.3 CONTRACT EXCEPTIONS

4.3.1 After reviewing Attachment A “Sample Contract,” a Proposer may have exceptions to the Contract language. Proposer must submit those exceptions to the SPC as described in subsection 4.2 “Questions or Requests for Clarification.”

Proposer may not take exception to the Contract terms and conditions listed as non-negotiable in subsection 7.2 “Contract Negotiations.”

Proposer is able to mark the Exception confidential in OregonBuys and not available for public view

4.3.2 The SPC will respond to the Proposer’s Contract exception requests. The SPC may request advice from the Oregon Department of Justice (DOJ) as to whether the language can be changed or modified, as well as input from Program and ODHS executive staff. The SPC response will not be published in OregonBuys. If ODHS finds the Proposer eligible for a Contract award, and enters negotiations with the Proposer, the exception request and the SPC’s response, including the DOJ advice, may be used in those negotiations.

4.3.3 Unless ODHS agrees to the exception request and modifies any of the Sample Contract terms and conditions, ODHS intends to enter a Contract with the Successful Proposer substantially in the form set forth in Attachment A “Sample Contract.”

4.4 RFP AND AMENDMENT PROTESTS

4.4.1 Protests to the RFP

Proposers may submit a written protest of anything contained in the RFP, including but not limited to, the RFP process, the Scope of Work, or the Sample Contract’s terms and conditions. This is a Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendments as provided below.

4.4.2 Protests to Amendments

Proposers may submit a written protest of anything contained in an Amendment posted in OregonBuys. Protests to Amendments must be submitted by the date and time specified in the respective Amendment, or they will not be considered. Protests of matters not added or modified by the respective Amendment will not be considered.

4.4.3 All RFP and Amendment protests must:

• Be delivered to the SPC via email. Bid Solicitation protests are not submitted in OregonBuys;

• Reference the OregonBuys Bid Solicitation number s-1000000002145;

• Identify Proposer’s name and contact information;

• State the reason for the protest, including:

Bid Solicitation S-10000-00002145 RFP Document Page 16 of 31 (5273) FINAL v14 / l.thomas o the grounds that demonstrate how the procurement process is contrary to law, unnecessarily restrictive, legally flawed, or improperly specifies a brand name; and o evidence or documentation that supports the grounds on which the protest is based;

• State the proposed changes to the RFP or Amendment provisions or other relief sought;

• Be received by the due date and time identified in the subsection 1.4 “Schedule”; or

• Be received by the due date and time identified in the respective Amendment.

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL IN OREGONBUYS

If a Proposer wishes to make modifications to a submitted Quote in OregonBuys, the Proposer must follow the ‘OregonBuys Supplier Bid Solicitation Response Guidelines’ to submit its modification. To be effective the modification must be submitted prior to the Bid Opening Date.

If a Proposer wishes to withdraw a submitted Proposal in OregonBuys, Proposer will follow the ‘OregonBuys Supplier Bid Solicitation Response Guidelines to withdraw its electronic response prior to the Bid Opening Date and, if Proposer is making a modification of its response, resubmit the response as a new Quote.

The ‘OregonBuys Supplier Bid Solicitation Response Guidelines’ is available at the following website or from the SPC:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20S olicitation%20Response.pdf

4.6 PROPOSAL SUBMITTED AS A QUOTE

4.6.1 Proposer is solely responsible for ensuring its Proposal, identified n OregonBuys as a “Quote,” is submitted before the Bid Opening Date and is in accordance with the Proposal requirements in Section 5 “Proposal (Quote).” ODHS is not responsible for any transmission errors or delays.

4.6.2 For assistance in submitting the Proposal as a Quote, the ‘OregonBuys Supplier Bid Solicitation Response Guidelines’ is available at the following website or from the

SPC:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal% 20Solicitation%20Response.pdf

4.6.3 Proposer must be registered as a Vendor in OregonBuys to submit a Quote in OregonBuys and should follow the OregonBuys Supplier Bid Solicitation Response guidelines to submit a Quote in OregonBuys.

4.6.4 ODHS will evaluate the Quotes for Contract award after the Bid Opening Date based on the Branch Office Service Area the Proposal was submitted for.

4.7 BID OPENING DATE

The Proposal and required attachments and forms (the “Quote”) must be submitted in OregonBuys on or before the Bid Opening Date. Quotes will not be accepted after the Bid

Bid Solicitation S-10000-00002145 RFP Document Page 17 of 31 (5273) FINAL v14 / l.thomas

Opening Date. All Quote modifications or withdrawals must be completed prior to the Bid Opening Date.

If ODHS receives only one Quote and the Quote has met the Responsiveness and Responsibility Determination in subsection 3.11, ODHS may dispense with the Proposal Evaluation process described in Section 5 and proceed with Contract negotiations.

4.8 PUBLIC OPENING

4.8.1 There will be no public opening of Proposals. If requested by email, the SPC will provide a list of the Proposer names only who submitted Proposals for a particular county. No other information will be made available. Proposals will not be available for inspection until after the evaluation process has been completed and the Notice of Award is issued in OregonBuys as an Amendment to the Bid Solicitation.

4.8.2 Proposals received will be opened and separated into the appropriate county. Once separated, the Proposals received for each county will be processed separately from other counties.

Proposals received will be initially assessed by the SPC for being Responsive and meeting minimum qualifications. Those that are Responsive and have met minimum qualifications shall be forwarded to a committee for evaluation with other responsive Proposals received for that County.

Three factors – the total number of bids received, the number of bids received for an individual county, and the order in which the counties are evaluated – will impact the timeliness of assessing the Responsiveness and meeting minimum qualifications and the evaluation process.

4.9 QUOTE REJECTION

ODHS may reject a Proposal or Quote for any of the following reasons:

4.9.1 Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Bid. Proposer’s signature on Attachment B “Proposer/Seller Information and Certification Sheet” meets this requirement.

4.9.2 Proposer has liquidated and delinquent debt owed to the State of Oregon or any department or agency of the State.

4.9.3 Proposer fails to meet the responsibility requirements of ORS 279B.110.

4.9.4 Proposer makes any inappropriate contact regarding the Proposal or Quote with state representatives, such as state employees or officials (other than the SPC or those authorized in writing by the SPC), or inappropriate contact with the SPC.

4.9.5 Proposer attempts to inappropriately influence a member of the Evaluation Committee.

Bid Solicitation S-10000-00002145 RFP Document Page 18 of 31 (5273) FINAL v14 / l.thomas

4.9.6 The Quote is conditioned on ODHS’ 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 Bid Document or the Amendments.

4.10 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION

4.10.1 Responsiveness Determination

A Quote received on or prior to the Bid Opening Date will be reviewed to determine if it is Responsive to all Bid requirements, including compliance with the Bid Document and OregonBuys submission requirements. If the SPC finds the Quote non-Responsive, the Quote may be rejected; however, ODHS may waive mistakes in accordance with OAR 125-247-0470.

If the Quote is unclear, the SPC may request clarification from the Proposer to gain understanding of the Quote. A Seller’s response to a clarification request from the SPC must be to clarify or explain portions of the already submitted Quote. The response may contain new information not included in the original Quote only if the information is required for compliance with the Bid Document requirements. However, clarifications may not be used to rehabilitate a non-Responsive Quote.

The SPC will send the Responsive Quotes to an Evaluation Committee comprised of subject matter experts. The Evaluation Committee will review and evaluate the Quote to determine if the Proposer meets the requirements to be awarded a Contract.

4.10.2 Responsibility Determination

ODHS will determine if an apparent Successful Proposer is Responsible prior to execution of a Contract. At any time prior to award, ODHS may reject a Seller found to be not Responsible.

4.10.3 Quote Clarification

The SPC may contact the Seller and request additional information to better understand a Quote. Seller’s response to the request for additional information must clarify or explain portions of the submitted Quote. The additional information may not be used to rehabilitate a non-Responsive Quote.

SECTION 5: PROPOSAL/QUOTE

5.1 PROPOSER QUALIFICATIONS

To be considered for a Contract, the Quote must demonstrate how Proposer meets the requirements in this Section 5. Proposer’s responses to subsection 5.2 “General Quote Requirements” will be used by the SPC and the Evaluation Committee to substantiate a Proposer’s qualifications.

5.2 GENERAL QUOTE REQUIREMENTS

5.2.1 By submitting a Proposal, Proposer agrees to comply with the requirements of this

Bid Solicitation S-10000-00002145 RFP Document Page 19 of 31 (5273) FINAL v14 / l.thomas

Bid Solicitation, including the terms and conditions contained in Attachment A “Sample Contract,” except for those terms and conditions which may be considered for exception (Section 4.3), or as described in subsection 7.2, which are non-negotiable.

5.2.2 Proposer must submit its Quote to this Bid Solicitation in OregonBuys.

5.2.3 Proposer should not include extensive artwork, unusual printing, marketing, or advertising material not essential to the utility and clarity of the Quote, unless requested by ODHS. Proposer’s Quote should be straightforward and directly address the Bid Solicitation requirements. Quotes containing unsolicited material may receive a lower evaluation score if required information is difficult to locate.

5.2.4 Information about the required Attachments in OregonBuys that constitutes the Proposer’s Quote is provided in Section 5.3, below, included to assist the Proposer in completing the Attachments and submitting the Quote.

5.2.5 Public Records Disclosure Exemption

All Quotes are public record and are subject to public inspection after ODHS issues the Notice of the Intent to Award. If Proposer believes that any portion of its Quote contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Proposer must complete and submit the Disclosure Exemption Affidavit (Attachment G).

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Quote, in whole, as exempt from disclosure is not acceptable. ODHS advises each Proposer to consult with its own legal counsel regarding disclosure issues.

Proposer may also mark as “Confidential” in OregonBuys all Attachments to its Proposal that Proposer believes are exempt from disclosure to the public.

If Proposer fails to identify, as set forth in Section 5.3.7 below of this Bid Document, the portions of the Quote that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

5.2.6 Authorized Representative

A representative authorized to bind the Proposer must sign the Proposal. Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by ODHS. The signature on Attachment B “Proposer Information Sheet” meets this requirement.

5.2.7 Quotes for Multiple Counties

Each Quote received will be evaluated with other Quotes received for that individual County, and a successful Proposal will be selected for each one. If the Proposal is for multiple Counties, the Quote will be evaluated more than once, in each of the Counties the bid was received for, with other bids received for that County, for services in that County only.

Multiple County Proposals should be inclusive of all Counties bid and include evaluative

Bid Solicitation S-10000-00002145 RFP Document Page 20 of 31 (5273) FINAL v14 / l.thomas responses for separate Work in each County. Because the Quote will be evaluated against other Quotes received for that County, the Quote and its responses should include information specific to each County bid.

5.3 ATTACHMENTS TO THE BID SOLICITATION; WHAT CONSTITUTES THE

PROPOSAL/QUOTE

The Quote shall consist of the completion and submission by the Proposer of the following Attachments to the Bid Solicitation Document in OregonBuys as indicated below. All Attachments listed below must be completed and submitted to constitute the Proposers Quote, except for Attachment A “Sample Contract,” unless it applies (refer to section 4.3);

and Attachment G “Disclosure Exemption Affidavit,” unless the Proposer wishes to exempt certain information from their Proposal.

If the Attachment or a portion of the Attachment does not apply, please mark “NA” and move to the next section or Attachment. If the Attachment requires a signature, failure to sign the Attachment document may subject the Quote to being non-Response and may be rejected by

ODHS.

5.3.1 Attachment A “Sample Contract”

Attachment A “Sample Contract” is not submitted with the Proposer’s Quote in OregonBuys except when required by subsection 4.3 “Contract Exceptions”.

The final Contract, including the Statement of Work and the Payment and Financial Reporting sections, will be subject to negotiations between ODHS and Proposer, as described in subsection 7.2 “Contract Negotiations”.

Exhibit C of Attachment A contains the Insurance Requirements for a Contract resulting from this Bid Solicitation.

5.3.2 Attachment B “Proposer/Seller Information and Certification Sheet”

Proposer must download Attachment B “Proposer/Seller Information and Certification Sheet” from OregonBuys.

Proposer will complete the information requested, sign the form, and submit Attachment B in OregonBuys as part of the Quote. The Attachment requires the Proposer to include basic information, identifying a contact person, identifying the county or counties the Proposal is proposing to provide services in, and identify and certify the qualification of Key Persons.

Failure to demonstrate compliance with Oregon Tax Laws by not signing Attachment B, or other errors or omissions, may result in a finding of non-Responsible.

5.3.3 Attachment C “Technical Proposal”

Proposer must download Attachment C “Technical Proposal” from OregonBuys. and must submit a completed Attachment C with responses to the following questions (subsections

5.3.3.1 through 5.3.3.6) in OregonBuys as part of the Quote.

Proposer must respond to each of the questions in this subsection using 12-point Times New Roman font, with each question and its response clearly identified. Proposer will post their response in OregonBuys as part of the Quote. The responses, and Attachment D “Price Proposal,” constitute the evaluative portions of the Quote. The evaluation criteria

Bid Solicitation S-10000-00002145 RFP Document Page 21 of 31 (5273) FINAL v14 / l.thomas and page limit for each question is listed with the question.

5.3.3.1 Please list the language and cultures of the population you are proposing to serve. Please specify the language and cultural considerations when serving this population. Explain the prevalence of this demographic in the counties you are proposing to serve. What potential barriers do they face in locating career focused employment.

Please limit your response to a maximum of one page. Evaluation criteria and maximum available points are listed in subsection 6.3.1.

5.3.3.2 Please explain the details of your program and the services you’ll provide as they relate to the Work identified in Section 3 “Scope of Work.” Be specific and identify the section(s) or…