S-10000-00003770 RFA Effective 05-07-2025.pdf

Oregon Buys RFA # S-10000-00003770

EFFECTIVE MAY 7, 2025

Vocational Rehabilitation Job Placement Services Page 1 of 42

STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF HUMAN SERVICES

Is issuing this Request For Application (RFA) under OregonBuys Bid Number S-10000-00003770 for

VOCATIONAL REHABILITATION JOB PLACEMENT SERVICES

EFFECTIVE MAY 7, 2025

Opening Date: September 1, 2022 Closing Date: September 30, 2026

Single Point of Contact (SPC): Louie Thomas

Address: 500 Summer Street E03 City, State, Zip Salem, OR 97301 Phone (voice) (971) 283-4755 E-mail: louie.thomas@odhs.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.

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@state.or.us or call 503-378-3486 (voice) or 503-378-3523 (TTY) to arrange for the alternative format.

Vocational Rehabilitation Job Placement Services Page 2 of 42

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS – (EFFECTIVE MAY 7, 2025)

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK – (EFFECTIVE MAY 7, 2025)

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 GENERAL APPLICANT SUBMISSION REQUIREMENTS

3.2 NEW APPLICANT / AWARDED CONTRACTOR MINIMUM QUALIFICATION REQUIREMENTS

3.3 EXISTING APPLICANTS / CONTRACTOR MINIMUM QUALIFICATION REQUIREMENTS

3.4 TRACK 2 AND TRACK 3 QUALIFICATIONS

3.5 INSURANCE REQUIREMENTS

SECTION 4: Application pACKAGE REQUIREMENTS

4.1 APPLICATION PACKAGE SUBMISSION REQUIREMENTS

4.2 AUTHORIZED REPRESENTATIVE

4.3 APPLICATION FORMAT

4.4 APPLICATION DELIVERY THROUGH OREGONBUYS

4.5 APPLICATION MODIFICATION OR WITHDRAWAL

SECTION 5: SOLICITATION PROCESS

5.1 PUBLIC NOTICE

5.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

5.3 APPLICATION DUE

5.4 APPLICATION REJECTION

5.5 EVALUATION PROCESS

SECTION 6: ADDITIONAL INFORMATION

6.1 GOVERNING LAWS AND REGULATIONS

6.2 OWNERSHIP/PERMISSION TO USE MATERIALS

6.3 CANCELLATION OF RFA; REJECTION OF APPLICATION; NO DAMAGES

6.4 COST OF SUBMITTING AN APPLICATION

Vocational Rehabilitation Job Placement Services Page 3 of 42

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 (VR), is soliciting applications from providers who are qualified to provide employment support Services to VR participants. This Request for Application (RFA) is open to businesses, non-profit organizations, and self-employed individuals who meet the experience and education and or training requirements to provide employment support Services to persons with disabilities.

Additional details on the scope of the Services are included in Section 2.4 and in Attachment E.

To submit an Application for this RFA, all Applicants must be registered with the OregonBuys eProcurement system. Applications will only be accepted electronically through OregonBuys consistent with Section 4.4. Registration with OregonBuys is not required to view the Solicitation document, but you must be registered to submit an Application. No manual or hard-copy Applications will be accepted.

ODHS may enter into multiple Contracts for a term ending on March 31, 2027, as a result of this RFA, based on ODHS’ satisfaction with Applicant’s performance under the Contract and other Program requirements.

1.2 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

Opening Date September 1, 2022 3:00 PM

Questions or requests for clarification

Questions or requests for clarification shall be submitted to the email of the SPC on the Cover Page, as described in Section 5.2, and will be accepted up to 30 calendars days prior to the RFA closing date.

Answers to questions or requests for clarification The SPC will answer questions or requests for clarification usually within ten (10) business days.

Application review and evaluation

Review and evaluation completed approximately 30 calendar days after the date an Application is received in OregonBuys.

Closing Date September 30, 2026 at 3:00 PM

Vocational Rehabilitation Job Placement Services Page 4 of 42

1.3 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.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

ODHS is issuing this RFA under the authority of the Department of Administrative Services (DAS) (as amended), “Class Special Procurement: Request for Application” and OAR 125-247- 0288(2) “Client Services Source Selection”.

2.2 DEFINITION OF TERMS – (EFFECTIVE MAY 7, 2025)

For the purposes of this RFA, capitalized words are defined in OAR 125-246-0110 or as defined below.

2.2.1 “Authorization for Purchase” or “AFP” means a document created in the Oregon Rehabilitation Case Automation (ORCA) system that allows expenditures to occur on behalf of a Participant. An AFP serves as Oregon VR’s guarantee of payment to a vendor or a Participant for the purchase of goods or services.

2.2.2 “Career Exploration” means the activities that support the Participant for the purpose of identifying the job goal for development of the Individualized Plan for Employment. It may include activities for the Participant to assess the feasibility of a job goal, strengths and concerns, job shadows, informational interviews, labor market surveys, vocational testing, and other job-related experiences.

2.2.3 “Coaching in Support of Pre-ETS” means coaching only available to students eligible for VR with approved Work Based Learning Experience (WBLE) included in a signed Individualized Plan for Employment (IPE). Student must require one-on-one coaching for the duration of the WBLE to qualify for this Service.

2.2.3.1 Assist the eligible student with a disability to perform the tasks assigned during WBLE, and if needed and in accordance with an approved IPE, participate in Pre-Employment Transition Services.

2.2.3.2 Coaching as a Program Service is only allowable for WBLE when the Student with a Disability is determined eligible by the Program and has a signed IPE with the Program.

Coaching Services may be provided by other programs, agencies or organizations if the student is only potentially eligible for Program Services.

2.2.4 “Community Based Work Assessments” or “CBWA” means the assessments utilized to determine a Participant’s work strengths, compensatory skills, types, Vocational Rehabilitation Job Placement Services Page 5 of 42 and levels of support needs that cannot be identified through the Vocational Rehabilitation Counselor’s comprehensive vocational assessment, eligibility documentation, or any other means. CBWA’s are not vocational goal specific but must be completed in a Competitive Integrated Employment setting. The CBWA will provide information that supports the Vocational Rehabilitation Counselor’s ability to write a thorough and comprehensive IPE.

2.2.5 “Company” means as a singular business structure falling under one Federal Employer Identification Number, regardless of subsidiary businesses or “doing business as” designations.

2.2.6 “Competitive Integrated Employment” or “CIE” means work that:

2.2.6.1 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.

2.2.6.2 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.

2.2.6.3 Is eligible for the level of benefits provided to other employees.

2.2.6.4 Is at a location typically found in the community.

2.2.6.5 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.

2.2.6.6 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.

2.2.7 “Contractor” means a person or business entity that agrees to legally enforceable terms and conditions under which the entity supplies products or performs Services according to an agency’s specifications and for the purpose of accomplishing results the agency intends.

2.2.8 “Contractor Signee” means the authorized representative that holds the responsibility for delivering and signing any Solicitation and Contract documentation for Contractor.

2.2.9 “Core Competency” means the foundation of an employment professional’s

Vocational Rehabilitation Job Placement Services Page 6 of 42 knowledge and are intended to be part of the larger organizational training and competency plan for individuals who deliver employment Services.

Demonstration of competency under this Contract must be achieved by completing 12 online Core Competency modules prior to providing Services under this Contract.

2.2.10 “Customized Employment” means competitive integrated employment for an individual with a significant disability, that is based on an individualized determination of the unique strengths, needs, and interests of the individual with a significant disability that is designed to meet the specific abilities of the individual with a significant disability and the business needs of the employer;

and carried out through flexible strategies, such as:

2.2.10.1 Working with an employer to facilitate Placement, including -

2.2.10.2 Customizing a job description based on current employer needs or on previously unidentified and unmet employer needs.

2.2.10.3 Developing a set of job duties, a work schedule and job arrangement, and specifics of supervision (including performance evaluation and review) and determining a job location.

2.2.10.4 Using a professional representative chosen by the individual, or if elected self-representation, to work with an employer to facilitate Placement.

2.2.11 “Direct Placement” means the immediate Placement of a Participant into Competitive Integrated Employment, that aligns with the Participant’s job goal and the number of work hours requested, at any point prior to referral to Contractor.

2.2.12 “Employee Roster” means a form that lists the Contract signee, and Contract employees, or VR approved Subcontractors. This form is required to be resubmitted when additions to and removal of Contractor employees or VR approved Subcontractors working under the Job Placement Services Contract are made, within 30 days of the change, for the duration of the Contract. It is Contractor’s responsibility to maintain all required documents and submit this Employee Roster to VR.ContractInquiries@odhsoha.oregon.gov for all changes in status of Contract signee, Contractor, Contractor’s employees or VR approved Subcontractor working under the Contract.

2.2.13 “Employment Network” or “EN” is defined as either an agency or instrumentality of a State (or political subdivision of the State) or a private entity that assumes responsibility for the coordination and delivery of employment, vocational rehabilitation or other support services to those beneficiaries who have assigned their Tickets to the EN.

2.2.14 “Individualized Placement and Support” or “IPS” means the model of supported employment for people with serious mental illness. IPS supported employment helps people living with behavioral health conditions work at CIE opportunities that align with their informed choices. For purposes of this Contract, IPS is an evidence-based practice of supported employment.

Vocational Rehabilitation Job Placement Services Page 7 of 42

2.2.15 “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.

2.2.16 “Informed Choice” means that an individual, and any guardian or representative, who applies for Vocational Rehabilitation Services or is eligible to receive Services, shall be an active and full partner throughout the vocational rehabilitation process as described in 34 CFR §361.52. Informed choice also means the counselor 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.

2.2.17 “IPS Career (Vocational) Profile” means a summary of information gathered from Participant’s support team and mental health treatment team. The summary information in the IPS Career (Vocational) Profile will indicate the support needs of the Participant on the job and will be used to help identify a job or career goal, for job searching, and for the on-the-job supports. It collects and stores information about a Participant’s workplace capabilities and limitations.

An IPS Career (Vocational) Profile goes beyond objective measures such as aptitude test scores to include notations regarding the Participant’s strengths, interests, needs, and goals.

2.2.18 “Job Coach” means the person who provides Job Coaching Services and who provides necessary prompts, develops natural supports for long-term success, and works with the employer toward a more effective working relationship with the Participant.

2.2.19 “Job Coaching” means the direct Services authorized by the Vocational Rehabilitation Counselor and provided to teach the Participant the essential skills necessary to complete required job tasks beyond what is normally provided by the employer. Job Coaching Services include onboarding activities, defined as necessary extensive assistance with activities such as attending new hire trainings, developing strategies to ensure comprehension of new hire expectations, and one-on-one review and study of employee manuals and job-related materials. Job Coaching may also include job related tasks such as basic work etiquette, job related time management, hygiene, organization, task analysis, self-advocacy, and disclosure.

2.2.20 “Job Placement Plan” means the plan that defines the Participant’s documented work conditions and involvement for success on the job including number of hours and job type, addresses the information in the Referral form, and outlines the unique set of steps Contractor will take for Placement and Retention in CIE.

2.2.21 “Job Placement Services” means activities completed by Contractor, after the

Vocational Rehabilitation Job Placement Services Page 8 of 42 acceptance of the Referral and the Job Placement Plan by the Vocational Rehabilitation Counselor and Participant, that are needed to obtain CIE. Job Placement Services include all work outlined and accepted in the Referral form, all strategies and methods outlined in the Job Placement Plan, as well as any additional meetings necessary to accomplish the work.

2.2.22 “Job Placement Services Contract Training” or “JPSCT” is a course intended to develop knowledge and skills for providing Services to VR Participants under this Contract, as well as covering changes from the previous Contract.

2.2.23 “Job Retention Plan” means the plan that defines how Contractor will support the Participant’s needs in maintaining CIE.

2.2.24 “Job Search Assistance” is a direct Service provided in place of Job Placement Services when the Participant will need limited job search assistance. It includes helping facilitate the Participant’s use of community resources in their independent job search.

2.2.25 “Job Search Plan” means a plan created after completion of the IPS Career (Vocational) Profile to plan for the barriers to Competitive Integrated Employment that are identified in the Profile, with the help of the Participant’s mental health treatment team and natural supports. Employment goals and preferences are also identified, and job search strategies are developed.

2.2.26 “Job Stability” means the Participant, VRC, and employer agree that the job is satisfactory, Participant is adequately performing the duties of the job to the Participant’s and employer’s satisfaction, job continues to match the vocational goal and number of hours as listed on the Individualized Plan for Employment and Job Placement Plan. Long-term supports have been defined and are in place, if needed.

2.2.27 “Licensed Mental Health Professional” or “LMHP” means an individual who is qualified by education, licensing, and training to meet the professional standards of conduct set forth by an Oregon state licensing authority.

2.2.28 “Monthly Job Placement Report” means the Monthly Job Placement Reports describing the effectiveness and progress of the steps and expectations outlined in the Job Placement Plan for Placement.

2.2.29 “Monthly Job Retention Report” means the Monthly Job Retention Report outlining the expectations identified in the Job Retention Plan.

2.2.30 “On the Job Training” or “OJT” means a type of training provided to a Participant in the work setting by an Employer. If OJT Services are provided by an employer, Job Placement is achieved and paid for when OJT is completed, and a permanent Job Placement is achieved. Contractor will not be paid under this Contract for OJT.

2.2.31 “Oregon Forward” formerly known as a “Qualified Rehabilitation Facility” or “QRF” means a qualified nonprofit agency as described in ORS 279.835 through 279.855.

Vocational Rehabilitation Job Placement Services Page 9 of 42

2.2.32 “Participant” means a reportable individual, sometimes also called a “client” has been determined eligible for VR Services and can benefit from rehabilitation Services to assist in achieving CIE.

2.2.33 “Placement” means obtaining CIE with the Participant’s agreed upon vocational goal and the hours the Participant requests to work as documented in the accepted Referral Form and Job Placement Plan.

2.2.34 “Pre-Employment Transition Services” or “Pre-ETS” means the earliest set of Services from VR. They are short-term and intermittent in nature. The intent of Pre-ETS is for students to learn skills which help them explore, narrow or refine a career goal. Eligibility for Pre-ETS, type and durations of Pre-ETS, and Services in support of Pre-ETS may only be authorized by an employee of Vocational Rehabilitation.

2.2.35 “Portfolio” means a Portfolio individualized for a Participant that includes elements as requested by the Vocational Rehabilitation Counselor in the Referral form and during the Job Placement Plan Meeting, or as listed in the AFP for Participants not referred to Job Placement Services.

2.2.36 “Qualified Mental Health Associate” or “QMHA” means an individual delivering Services under the direct supervision of an QMHP. The QMHA is responsible for providing rehabilitative mental health and some treatment Services to individuals suffering from severe emotional disorders.

2.2.37 “Qualified Mental Health Professional” or “QMHP” means a clinician in the human-services field who is trained and experienced in providing psychiatric or mental health services to individuals who have a psychiatric diagnosis.

2.2.38 “Referral” means the completed Referral form delivered to Contractor. The Referral will include the Participant’s vocational goal, amount of work hours per week desired by the Participant, disability barriers, predetermined Job Placement Services Track, all required Services available under a Contract, and additional elements necessary for Contractor to make an informed decision whether to accept or deny the Referral.

2.2.39 “Retention” means an array of individualized Services, provided by Contractor, while working with the Participant and employer, to determine issues, and solutions on the job, to ensure Participant’s employment success. It includes ongoing and routine engagement of employer and or Participant to identify issues affecting job performance and to establish a plan for remediation which will allow the Participant to make changes to maintain CIE. This will be based on Participant’s preference of disclosure. Retention has been successfully achieved when the Participant has reached 90 days of successful CIE and Job Stability.

Retention is not Job Coaching. Refer to the definition for Job Coaching.

2.2.40 “Self-Placement” means a Participant discovers a job lead, applies, interviews, and obtains CIE on their own without assistance from a Job Placement Services Contractor. Self-Placement may occur at the same time as Job Placement Services.

Vocational Rehabilitation Job Placement Services Page 10 of 42

2.2.41 “Student with a Disability” means an individual with a disability in a secondary, postsecondary, or other recognized education program who is:

2.2.41.1 As young as 14 years of age as determined by the Oregon Department of Education age range for IDEA transition planning; and

2.2.41.2 Not older than 21 years of age; and

2.2.41.3 Is a student with a disability who is:

(i) Eligible for, and receiving, special education or related services under Part B of the Individuals with Disabilities Education Act (20 U.S.C. 1411 et seq.) including secondary, post-secondary, and other recognized education programs; or,

(ii) A student who is an individual with a disability, for purposes of section 504, a recognized educational program may include students with disabilities enrolled in:

(iii) Home schooling; or

(iv) A private school; or

(v) An alternative schools or justice involved youth or other accredited school program.

2.2.42 “Subcontractor” means any individual who has an agreement with a Contractor to complete all or part of a service. Contractor must obtain ODHS written authorization prior to subcontracting.

2.2.43 “Supported Employment” means CIE, including customized employment, or employment in an integrated work setting in which an individual with a most significant disability, including a youth with a most significant disability, working towards CIE that is individualized, and or customized, and consistent with the unique strengths, abilities, interests, and informed choice of the individual, including with ongoing support services for individuals with the most significant disabilities for whom CIE has not historically occurred, or for whom CIE has been interrupted or intermittent as a result of a significant disability; and for whom CIE has not historically occurred, or for whom CIE has been interrupted or intermittent as a result of a significant disability; and because of the nature and severity of their disabilities, need intensive supported employment Services and extended Services after the transition from support provided by the designated State unit, in order to perform this work.

2.2.44 “Targeted Vocational Assessment” or “TVA” means a community-based opportunity that evaluates specific vocational skills, tasks, and determines accommodations needed for success in the desired employment field.

2.2.45 “Ticket To Work” or “TTW” means an employment program created in 1999 by the Ticket to Work and Work Incentives Improvement Act and administered by the Social Security Administration (SSA). The program is voluntary and offers beneficiaries, expanded opportunities to obtain the Services and supports that they need to work and to achieve their employment goals.

Vocational Rehabilitation Job Placement Services Page 11 of 42

2.2.46 “Work-Based Learning Experience” or “WBLE” means an experience outside the traditional school setting (including internships), that is provided in an integrated environment in the community to the maximum extent possible.

2.2.47 “Vocational Rehabilitation” or “VR” means the State program within the Oregon Department of Human Services, responsible for carrying out the responsibilities specified in ORS 344.511.(13).

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

ODHS’ Office of Vocational Rehabilitation Services (VR) is responsible for the administration and operation of Oregon’s 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 its 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.

Applicant’s provision of the tasks or Services and deliverables described in this Solicitation must meet the highest performance standards prevalent in the industry or business most closely involved in providing VR Job Placement Services. Applicant affirms Applicant is qualified to provide these VR Job Placement Services and will provide the Competitive, Integrated Employment (CIE) Services to Participants referred to Applicant by VR.

Applicant is prohibited from negotiating Services that are not in this Solicitation with VR branch managers, Vocational Rehabilitation Counselors (VRC), or VR support staff.

Conflict of Interest when working with VR Participants: Applicant recognizes their own personal or professional relationships may interfere with their ability to provide Services ethically and professionally.

Applicant acknowledges they will not provide Services under this RFA to family or co-workers family.

If Applicant, Applicant’s employees, or Subcontractor is an Employment Network (EN) with the Social Security Administration or the Ticket to Work (TTW) program, and Applicant has not signed the TTW General EN Contract with VR, as stated in 20 CFR 411.400, through 20 CFR 411.430. Applicant shall have the TTW General EN Contract signed and in place before Applicant can provide Job Placement Services under the impending Contract.

2.3.2 Purpose

The outcome-based Contracts with qualified Applicants will provide CIE Job Placement Services to VR Participants referred to the Contractor by VR.

2.3.3 Description of VR Job Placement Tracks

Vocational Rehabilitation Job Placement Services Page 12 of 42

2.3.3.1 Job Placement Services Track 1 – Standard Employment

Track 1 Participants have the ability and motivation necessary to do the job but may experience employment barriers that impact their access to available jobs in the market or their ability to maintain credibility with employers or both, which may prevent the employer from recognizing them as viable candidates. Due to these barriers, Track 1 Participants will require third-party placement assistance but will not require long term supports.

2.3.3.2 Job Placement Services Track 2 – Supported Employment

Track 2 is designed for Participants with significant disabilities who demonstrate motivation but lack the ability to be competitive in the job market, such as difficulty multi-tasking -or- who demonstrate lower productivity levels than others who perform similar work tasks in a CIE environment. Track 2 Participants may require more flexible strategies, such as working with employers to facilitate placement, customizing a job description based on existing or unidentified employer needs, developing a set of job duties, modifying the work schedule, and arranging for provision of job supports.

2.3.3.3 Job Placement Track 3 – Customized Supported Employment

Track 3 is intended for supported employment Participants who exhibit the most significantly challenging functional limitations. There is no job description with intensive support and or customized employment. The awarded Contractor must negotiate with the employer to create a job where the Participant can use their skills to benefit the employer. The employer will help the Participant develop their job description and support the development of supports at the worksite.

2.3.4 VR Non-HIPPA Confidentiality Statement

Both Oregon and federal law allow VR to use necessary Participant information without authorization for “purposes directly connected with the administration of the vocational rehabilitation program”. [34 CFR 361.38(b). See also ORS 344.600; ORS 411.320(1);

OAR 582-030-0010(2); OAR 407-014-0010(4); OAR 407-014-0020(2)].

2.4 SCOPE OF WORK – (EFFECTIVE MAY 7, 2025)

The following Services in Section 2.4 are non-negotiable. Any changes to the Scope of Work made by Vocational Rehabilitation will be made via an Amendment to the awarded Contract, affecting all parties.

2.4.1 Referral.

Prior to Referrals being provided to Contractor the VRC may ask multiple providers to voluntarily meet with the Participant at no cost to VR. This will ensure the Participant has informed choice.

The VRC will provide the chosen Contractor with a Referral form along with an AFP. The Participant, VRC and Contractor may meet to discuss the Referral with the objective to share information to assist in the development of the Job Placement Plan.

Vocational Rehabilitation Job Placement Services Page 13 of 42

The Participant, VRC or Contractor may agree that the Referral meeting is not necessary. The VRC will make the final decision about having the Referral meeting when there is a disagreement about its need.

Upon acceptance of the Referral, Contractor will not put a Participant on hold from Job Placement Services without written acceptance from the VRC.

Contractor will submit the reasons for a proposed hold in writing to the VRC at least seven (7) days prior to the proposed hold beginning. The VRC will respond in writing within seven (7) days to Contractor.

Contractor will notify the VRC immediately if the Participant is not participating or needs to pause Job Placement Services.

2.4.1.1 Referral Acceptance.

If the Referral is accepted, Contractor will return a copy of the signed Referral form and invoice to the VRC within seven (7) days of receipt of the Referral. For each accepted Referral, Contractor will be paid a one-time Referral payment upon submission of an invoice to the VRC.

2.4.1.2 Referral Rejection.

If the Referral is rejected without attending a Referral meeting, Contractor will state the reason for rejection on the Referral form and return the rejected Referral to the VRC within seven (7) days of receipt of the Referral. No payment will be made to Contractor.

When Contractor attends a Referral meeting and Contractor rejects the Referral, Contractor will receive an AFP by the VRC at the Referral meeting and be paid for the rejected Referral upon submission of an invoice to the VRC.

2.4.2 IPS Supported Employment Referral from VR.

When VR refers a Participant to an IPS Supported Employment Contractor, the IPS Supported Employment Contractor will submit a comprehensive IPS Career (Vocational) Profile assessment at the Referral meeting.

2.4.2.1 IPS Referral Acceptance.

If the Referral is accepted the IPS Supported Employment Contractor will return a copy of the signed Referral form to the VRC within seven (7) days of receipt of the Referral. Contractor will receive an AFP by the VRC at the Referral meeting and be paid for the accepted Referral upon submission of an invoice to the VRC

2.4.2.2 IPS Referral Rejection.

If the Referral is rejected without attending a Referral meeting the IPS Supported Employment Contractor will state, the reasons for rejection on the Referral form and return to the VRC within seven (7) days of receipt of the Referral. No payment will be made to Contractor.

When the IPS Supported Employment Contractor attends a Referral meeting and Contractor rejects the Referral, Contractor will receive an AFP by the VRC at the Referral meeting and be paid for the rejected Referral upon submission of an invoice to the VRC.

Vocational Rehabilitation Job Placement Services Page 14 of 42

2.4.3 IPS Supported Employment Referral to VR.

When an IPS Supported Employment Contractor refers a potential Participant to VR, the IPS Supported Employment Contractor will submit a comprehensive IPS Career (Vocational) Profile assessment at the Referral meeting to the VRC.

An IPS Career (Vocational) Profile is necessary for all IPS Participants. Contractor shall submit a completed Profile. Examples of Profile elements are a resumé, an online application in print, profile page, interview skill building, and other job preparation activities deemed necessary by the VRC to reach a CIE outcome.

Participant’s preferences, supports and benefits received should also be included in the Profile.

When an IPS Supported Employment Contractor refers a potential Participant to VR, the IPS Supported Employment Contractor will receive an AFP by the VRC at the Referral meeting and be paid for the Referral upon submission of an invoice to the VRC.

2.4.4 Portfolio.

Contractor will complete Portfolio Services as requested by the VRC through the Referral form and AFP, at the time of the Referral for Services. The Portfolio is not required for all Participants or all Job Placement Tracks.

Contractor will also complete a Portfolio, if authorized through an AFP when the Participant does not need Job Placement Services but requires assistance with Portfolio Services requested by the VRC on the AFP.

Contractor will not provide a Portfolio in situations where a Participant is receiving or has received Job Search Assistance by VR. Job Search Assistance will not be provided when Portfolio Services have been received. One exception may be made in extraordinary circumstances based on the VRC’s recommendation and the VR branch manager’s approval.

The completed Portfolio must be submitted to the VRC prior to or along with the first Monthly Job Placement Report, or within 30 days of AFP receipt by Contractor for Participants not referred for Job Placement Services.

The Portfolio must be individualized for each Participant. It must include elements as requested by the VRC in the Referral form and during the Job Placement Plan Meeting; or as listed in the AFP for Participants not referred for Job Placement Services. Examples of elements that may be requested include a resume´, an online application in print, a video profile, a profile page, mock interview skill building, and other job preparation activities deemed necessary by the VRC to reach CIE for the Participant.

Portfolio Services are not provided by IPS Supported Employment Contractor’s due to completion of the IPS Career (Vocational) Profile.

2.4.4.1 Portfolio Acceptance.

Contractor will submit the Portfolio and invoice to the VRC prior to, or along with the first Monthly Job Placement Report, or within 30 days of AFP receipt by Contractor for Participants not referred for Job Placement

Vocational Rehabilitation Job Placement Services Page 15 of 42

Services. The VRC will determine if the Portfolio includes all required elements requested on the Referral form or AFP and is of acceptable quality. If acceptable, payment will be processed.

2.4.4.2 Portfolio Rejection.

The VRC will reject the Portfolio if the Portfolio does not include all required elements requested on the Referral form or AFP and is not of acceptable quality. The VRC will notify Contractor in writing of the rejection within seven (7) days and may give Contractor up to 14 days to revise and resubmit the Portfolio.

2.4.5 Job Placement Plan.

Contractor will utilize the information included on the Referral form and the information provided by the VRC to prepare the Job Placement Plan. Contractor will meet with the Participant to discuss in detail the strengths, resources, priorities, concerns, abilities, legal issues, transportation needs, and interests, as related to the IPE goal listed on the Referral form, and how, if any functional limitations could impact work.

Contractor will conduct the activities required to complete a comprehensive and individualized Job Placement Plan for a Participant. The Job Placement Plan must outline the strategies and methods Contractor will use to achieve successful CIE.

Additional activities necessary to complete the Job Placement Plan may include job shadows with the Participant in the community to understand and observe behaviors and motivations, and the Participant’s CIE seeking abilities.

The Job Placement Plan must be completed using the required VR form and must be individualized and comprehensive. The plan will be submitted to the VRC after obtaining signatures from both the Contractor and Participant prior to, or at the Job Placement Plan meeting. When approved and signed by the VRC, the VRC will provide a copy of the Job Placement Plan to Contractor and Participant.

The Participant, VRC and Contractor will meet to review the Job Placement Plan and discuss the specific strategies outlined and determine if the Job Placement Plan matches the information included in the Referral form to achieve a CIE outcome.

If Job Placement Services last 120 days without reaching successful CIE for the Participant, the Participant, VRC and Contractor will meet to determine if Job Placement Services will continue. This meeting will determine what changes are needed to be made to reach a successful CIE outcome for the Participant. If the decision to continue Job Placement Services is agreed upon by the VRC, Contractor and Participant, the Contractor will then submit an updated Job Placement Plan within 14 days.

If the Participant’s vocational goal changes during Job Placement Services activities and the VRC and Participant agree that a new vocational goal is acceptable, Contractor will update the Job Placement Plan to reflect the goal change with the new or additional strategies that will be used to obtain and retain successful CIE.

Vocational Rehabilitation Job Placement Services Page 16 of 42

The VRC will not authorize additional payments for Job Placement Plan updates required by Contractor to reflect goal changes and new or additional strategies needed to obtain and retain successful CIE.

2.4.5.1 Job Placement Plan Acceptance.

Contractor will submit the Job Placement Plan to the VRC within 45 days of acceptance of a Referral.

The VRC will accept the Job Placement Plan when the VRC, Contractor and Participant agree the outlined strategies match the Referral and are sufficient on meeting the Participant’s needs, and when the Job Placement Plan has been signed by the Participant, VRC and Contractor. Contractor may submit an invoice for payment upon acceptance of the Job Placement Plan by the VRC.

2.4.5.2 Job Placement Plan Rejection.

The VRC will reject the Job Placement Plan when the outlined strategies do not match the Referral and are insufficient on meeting the Participant’s needs. The VRC will provide the reason(s) for the rejection in writing, within seven (7) days to Contractor. Contractor will have 14 days to revise and resubmit the Job Placement Plan.

Contractor may not invoice for the Job Placement Plan until the Job Placement Plan has been accepted by the VRC.

2.4.6 Monthly Job Placement Report.

Contractor will submit the required Monthly Job Placement Report form, beginning with the first, full calendar month of Job Placement Services.

Only the first Monthly Job Placement Report will generate a payment. Contractor will submit an invoice requesting payment with Contractor’s submission to the VRC of the first Monthly Job Placement Report.

Contractor will continue to submit the required Monthly Job Placement Reports by the fifth day of each month to the VRC detailing the monthly progress for the Participant up to Placement.

If a Placement is achieved within the first full calendar month of Job Placement Services, Contractor will submit the Monthly Job Placement Report along with the required signed Placement Verification form.

2.4.6.1 Monthly Job Placement Report Acceptance.

The VRC will accept the Monthly Job Placement Report when the report outlines the details on the monthly progress for the Participant during Job Placement Services.

2.4.6.2 Monthly Job Placement Report Rejection.

The VRC will reject the Monthly Job Placemat Report when the report does not outline the details of monthly progress for the Participant during Job Placement Services. The VRC will provide the reason(s) for the rejection in writing, within seven (7) days to the Contractor. Contractor will have 14 days to revise and resubmit the Monthly Placement Report.

Vocational Rehabilitation Job Placement Services Page 17 of 42

2.4.7 Placement

Contractor is required to inform the VRC of the Participant obtaining initial Placement within three (3) days of the Participant obtaining CIE.

The VRC, Participant, and Contractor must agree that the Placement is a match for the needs, informed choice, and number of work hours identified in the Referral for the Participant.

Contractor will place the Participant in a competitive, integrated employment setting that meets the Participant’s vocational goal as outlined in the Referral, the Job Placement Plan and is approved by the VRC and the Participant.

Contractor will not place Participant’s within Contractor’s own place of business or Company, nor a Company substantially controlled by Contractor’s Company.

Additionally, Contractor will not place the Participant within an Oregon Forward facility, formerly known as a Qualified Rehabilitation Facility (QRF).

If the Placement does not meet the vocational goal as stated in the Referral but is acceptable and deemed a good fit by the Participant and VRC, Contractor will update the Job Placement Plan to reflect the new vocational goal. No additional payment will be made to Contractor for updates to the Job Placement Plan.

The Participant will be on the job for three (3) days prior to Contractor submitting the Placement Verification form and requesting an AFP for an initial Placement. Contractor will complete the Placement Verification form for the initial Placement within seven (7) days. Contractor will then submit the required signed Placement Verification form and invoice to VR.

If Placement occurs as a result of On the Job Training, Contractor will not be paid for the Placement until On the Job Training is complete, the Participant is hired, and requirements have been met for Placement. Contractor will not be paid for setting up the On the Job Training as this is considered training and part of the path to Placement.

2.4.7.1 Additional Placements.

Contractor is required to inform the VRC of the Participant obtaining a second Placement within three (3) days of the Participant obtaining CIE.

When approved by the VRC and a second Placement occurs, the Participant will be on the job for 30 days prior to Contractor submitting the required signed Placement Verification form and requesting an AFP for a second Placement.

An updated Job Placement Plan shall be submitted to the VRC by Contractor. Contractor is to complete the Placement Verification form and request an AFP for the second Placement within seven (7) days of the Participant reaching CIE. Contractor shall then submit the required signed Placement Verification form and invoice to VR.

Contractor is required to inform the VRC of the Participant obtaining a third Placement within three (3) days of the Participant obtaining CIE.

Vocational Rehabilitation Job Placement Services Page 18 of 42

When approved by the VRC and a third Placement occurs, the Participant will be on the job for 30 days prior to Contractor submitting the required signed Placement Verification form and requesting an AFP for a third Placement.

A third Placement is only allowable under extenuating circumstances. No Placements will be paid to Contractor beyond a third Placement.

An updated Job Placement Plan shall be submitted to the VRC by Contractor. Contractor is to complete the Placement Verification form and request an AFP for the third Placement within seven (7) days of the Participant reaching CIE. Contractor shall then submit the required signed Placement Verification form and invoice to VR.

2.4.7.2 Placement Acceptance by the VRC.

The VRC will accept the Placement when the Participant, VRC and Contractor agree the Placement meets the vocational goal, or the revised vocational goal, as appropriate, and the Placement Verification form is signed. Contractor is required to submit all monthly Placement reports prior to submitting an invoice for the Placement payment. Contractor will submit an invoice requesting payment upon acceptance and signature from the VRC on the Placement Verification form.

2.4.7.3 Placement Rejection by the VRC.

The VRC will reject the Placement if the Placement does not meet the vocational goal, or the Placement fails for any other reason, the VRC and the Participant will evaluate the reasons for the failed Placement and may request Contractor to attempt an additional Placement. If Contractor agrees to additional Placement, Contractor will be paid according to the additional Placement Contract guidelines.

2.4.7.4 Track 2 and Track 3 Cumulative Placements.

Participant’s that utilize Track 2 and 3 service levels may require more than one Placement to meet their required work hours as stated in the Referral.

VR will issue payments for Placements incrementally:

(i) 50% of the total payment is paid for the first Placement.

(ii) A second payment of 50% of the total payment is paid for Placement that reaches the total number of hours agreed upon in the Participant’s Referral.

(iii) In the event one of the prior Placements has ended unexpectedly a third payment of 50% may be authorized by the VRC to achieve the total number of hours required for the Participant in the Referral to reach

CIE.

2.4.7.5 Pay Stub Submission Requirements at the time of Placement.

Contractor shall submit a copy of the Participants first pay stub within 45 days of Placement date. The submission of the pay stub may be submitted separately from the Placement Verification form and invoice.

Vocational Rehabilitation Job Placement Services Page 19 of 42

If Contractor is unable to obtain a copy of the Participant’s pay stub, Contractor will document attempts on the Monthly Job Retention Report.

Payment will not be withheld as long as the pay stub is received or attempts to obtain a pay stub are clearly documented on the Monthly Job Retention Report.

2.4.8 Direct Placement.

Direct Placement is the immediate Placement of a Participant into CIE that aligns with the Participants job goal and number of work hours, at any point prior to Referral for Job Placement Services.

The Direct Placement fee will be paid after the Participant has successfully completed 30 days of CIE.

VR will not pay the Direct Placement fee if the Participant’s CIE ends before 30 days.

2.4.8.1 Direct Placement Acceptance.

The VRC will accept the Direct Placement when Participant, VRC and Contractor agree the Direct Placement meets the vocational goal and the Direct Placement Verification form is signed. Contractor will submit an invoice requesting payment upon acceptance and signature from the VRC on the Direct Placement Verification form.

2.4.8.2 Direct Placement Rejection.

The VRC will reject the Direct Placement if it does not meet the vocational goal of the Participant. The VRC will provide the reason(s) for the rejection in writing, within seven (7) days to Contractor.

2.4.9 Participant Self-Placement.

When a Participant discovers a job lead, applies, interviews, and obtains CIE on their own without assistance from a Job Placement Services Contractor. Self- Placement may occur at the same time as Job Placement Services.

If a Participant’s Self-Placement occurs within 45 days of Contractor’s acceptance of a Referral for Job Placement Services, Contractor will complete the Job Placement Plan and submit an invoice for payment for the Job Placement Plan to the VRC and Job Placement Services will end.

If the VRC determines Retention Services are needed, the VRC will create a new Referral to Contractor for Retention Only Services. Contractor will submit the required Monthly Retention Report form beginning with the first full calendar month of Retention Only Services.

Only the first Monthly Retention Report will generate a payment. Contractor will submit an invoice requesting payment with Contractor’s submission to the VRC of the first Monthly Retention Report.

Contractor will continue to submit the required Monthly Retention Reports by the fifth day of each month to the VRC detailing the monthly progress for the Participant up to Retention.

Vocational Rehabilitation Job Placement Services Page 20 of 42

2.4.10 Retention.

Once a Participant’s Placement has been successfully obtained Job Placement Services will then move forward to Retention Services. Contractor will submit the Retention Plan to the VRC within 14 days after Placement.