S-10000-00003770 RFA~4.pdf

Oregon Buys RFA # S-10000-00003770

Vocational Rehabilitation Job Placement Services Page 1 of 36

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

Opening Date: September 1, 2022 Closing Date: June 30, 2025

Single Point of Contact (SPC): Zachary S. Jurak

Address: 635 Capitol St. NE, Suite 350

City, State, Zip Salem, OR 97301

Phone (voice) (971) 388-8853

E-mail: zachary.s.jurak@dhsoha.state.or.us

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.

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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

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK

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 IPS APPLICANTS ONLY

3.6 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

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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 an initial term ending on June 30, 2025, as a result of this RFA. ODHS may extend a Contract up to a total Contract period of five (5) years, 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 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 June 30, 2025, at 3:00 PM

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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

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

2.2.1 “Application Package” means the entire list of Attachment documents that care to be downloaded and submitted when completed to OregonBuys with all the Attachments necessary stated throughout this Solicitation and in Section 4, in order to apply and obtain a Contract.

2.2.2 “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.

2.2.3 “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.

2.2.4 “Community Based Work Assessments” or “CBWA” means the assessments utilized to determine a Participant’s work strengths, compensatory skills, types, 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.

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

(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; and

(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; and

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

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

(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; and

(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 the Contractor.

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

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(1) Working with an employer to facilitate placement, including -

(2) Customizing a job description based on current employer needs or on previously unidentified and unmet employer needs.

(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.

(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 the 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 the 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 or Contractor’s employees or VR approved subcontractors 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.

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 mailto:VR.ContractInquiries@odhsoha.oregon.gov

Vocational Rehabilitation Job Placement Services Page 7 of 36 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 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 the Contractor will take for placement and retention in

CIE.

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

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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 “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.

2.2.31 “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.

2.2.32 “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.

2.2.33 “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.

2.2.34 “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.

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2.2.35 “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.

2.2.36 “Referral” means the completed Referral form delivered to the 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.

2.2.37 “Retention” means an array of individualized Services, provided by the 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.

2.2.38 “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.

2.2.39 “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.

2.2.40 “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.

2.2.41 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.

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2.2.42 “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.

2.2.43 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.

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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

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)].

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2.4 SCOPE OF WORK

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

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

The VRC, Participant or the awarded 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 accepting the Referral, awarded Contractor will not put VR Participants on hold from Job Placement Services without written acceptance from VR. The awarded Contractor will submit the reasoning for a hold in writing to the VRC at least seven (7) days prior to the proposed hold beginning. VRC will respond in writing within seven (7) days.

2.4.1.1 Referral Acceptance

The awarded Contractor shall return a copy of the completed signed Referral form to the referring VRC within seven (7) days of receipt of the Referral.

The awarded Contractor shall also submit an invoice requesting payment for an accepted Referral to VR. For each accepted Referral, the awarded Contractor will be paid a one-time Referral payment.

2.4.1.2 Referral Rejection

If the Referral is rejected, the awarded Contractor will state the reasons for rejection on the VR Referral form within seven (7) days of the Referral.

When the awarded Contractor attends the Referral meeting and the awarded Contractor decides to reject the Referral, the awarded Contractor will be paid for the Referral upon submission of an invoice to VR.

2.4.2 IPS Supported Employment Referral

For referral(s) to an IPS Supported Employment awarded Contractor from VR the VRC will provide the awarded Contractor with a Referral form and AFP.

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

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An IPS Career (Vocational) Profile is necessary for all IPS Participants. The awarded 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.

If the IPS Supported Employment awarded Contractor refers a potential Participant to VR, the IPS Supported Employment awarded Contractor will be paid a Referral fee.

2.4.3 Direct Referral

A Direct Referral form is not required when awarded Contractor initiates Service with VRC.

2.4.4 Portfolio

The awarded Contractor will complete a Portfolio when 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.

The awarded Contractor will also complete a Portfolio, if authorized through an AFP when the Participant does not need Job Placement Services, but requires assistance with resume´ building, interview skills, or application completion.

The awarded Contractor will not provide a Portfolio in situations where Participant is receiving or has received Job Search Assistance. Job Search Assistance shall not be provided when a Portfolio was 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 the awarded 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.

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

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2.4.4.1 Portfolio Acceptance

The awarded 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 awarded Contractor for Participants not referred for Job Placement Services. The VRC will determine if the Portfolio includes all required elements 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 and is not of acceptable quality. The VRC will notify the awarded Contractor in writing of the rejection within seven (7) days and may give the awarded Contractor up to 14 days to revise and resubmit the Portfolio.

2.4.5 Job Placement Plan

The awarded Contractor will utilize the information included on the Referral form and the information provided by the VRC to prepare the Job Placement Plan. The awarded Contractor will conduct meetings 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.

The awarded 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 the awarded 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 awarded Contractor will submit the Job Placement Plan to the VRC within 45 days of awarded Contractor’s acceptance of the Referral.

The Job Placement Plan must be completed using the required form and must be individualized and comprehensive. The report will be submitted to VR after obtaining signatures from both the awarded 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 the awarded Contractor and Participant.

The VRC, awarded Contractor, and Participant 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.

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If Job Placement Services last 120 days without reaching successful CIE for the Participant, the VRC, awarded Contractor, and Participant 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 Participant, VRC and awarded Contractor, the awarded Contractor will then submit an updated Job Placement Plan within 14 days.

If Participant’s vocational goal changes during Job Placement Services activities and the VRC and Participant agree that a new vocational goal is acceptable, the awarded 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.

VR will not make additional payments for Job Placement Plan updates required by the awarded 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 by the VRC

The Job Placement Plan will be accepted when the VRC, awarded Contractor, and the Participant agree on the outlined strategies and Services, and when the Job Placement Plan has been signed by the VRC, awarded Contractor, and the Participant. The awarded Contractor may submit an invoice for payment upon acceptance.

2.4.5.2 Job Placement Plan Rejection by the VRC

The VRC will reject the Job Placement Plan when outlined strategies do not match the Referral and are insufficient on meeting the Participants needs.

If the Job Placement Plan is rejected, the VRC will notify awarded Contractor within seven (7) days of receiving the Job Placement Plan. The VRC will give the awarded Contractor an additional 14 days from the date of rejection to revise the Job Placement Plan to meet the Participant’s needs.

The awarded 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

The awarded 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. The awarded Contractor will submit an invoice requesting payment with the awarded Contractor’s submission to VR of the first Monthly Job Placement Report.

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The awarded Contractor will continue to submit the required Monthly Job Placement Reports by the 5th day of each month to the VRC detailing the monthly progress for the Participant up to Retention.

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

2.4.7 Placement

The VRC, Participant, and awarded Contractor must agree that the placement is a match for the needs, job choice, and number of work hours for the Participant.

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

The awarded Contractor will not place Participants within the awarded Contractor’s own place of business or Company, nor a Company substantially controlled by the awarded Contractor’s Company. Additionally, the awarded Contractor will not place 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, awarded Contractor will update the Job Placement Plan to reflect the new vocational goal.

No additional payment will be made to awarded Contractor for updates to the Job Placement Plan.

Participant will be on the job for three (3) days prior to awarded Contractor submitting the Placement Verification form and requesting payment for an initial Placement. Once the three (3) days of CIE is fulfilled, the awarded Contractor is to complete the Placement Verification form and request an AFP for the initial Placement within seven (7) days. Once received from VR, the awarded Contractor shall then submit the required Placement Verification form and invoice to VR.

On the Job Training is considered training and part of the path to Placement. The awarded 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 first or second Placement. The awarded Contractor will not be paid for On the Job Training.

If a second Placement occurs, the Participant will be on the job for 30 days prior to the awarded Contractor submitting the Placement Verification form and requesting payment.

An updated Job Placement Plan shall be submitted to the VRC by the awarded Contractor. The awarded Contractor is to complete the Placement Verification form and request an AFP for the second Placement within seven (7) days of the

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Participant reaching the CIE milestone. The awarded Contractor shall then submit the required Placement Verification form and invoice to VR.

If a third placement occurs, the Participant will be on the job for 30 days prior to the awarded Contractor submitting the Placement Verification form and requesting payment.

This is only allowable under extenuating circumstances. No placements will be paid to the awarded Contractor beyond a third placement.

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

2.4.7.1 Placement Acceptance by the VRC

VR accepts Placement when Participant, VRC, and awarded Contractor agree the Placement meets the vocational goal, or the revised vocational goal, as appropriate, and the Placement Verification form is signed. The awarded Contractor will ensure all monthly reports are submitted prior to submitting an invoice for the Placement payment.

2.4.7.2 Placement Rejection by the VRC

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 the awarded Contractor to attempt an additional Placement.

2.4.7.3 Additional Placements

If a second Placement occurs, the Participant will be on the job for 30 days prior to the awarded Contractor submitting the Placement Verification form requesting payment, and an updated Job Placement Plan shall be submitted to the VRC by the awarded Contractor. The awarded Contractor is to complete the Placement Verification form and request an AFP for the second Placement within seven (7) days of the Participant reaching the CIE milestone. The awarded Contractor shall then submit the required Placement Verification form, and invoice to the VRC.

If a third Placement occurs, the Participant will be on the job for 30 days prior to the awarded Contractor submitting the Placement Verification form, requesting payment, and an updated Job Placement Plan shall be submitted to the VRC by the awarded Contractor. The awarded Contractor is to complete the Placement Verification form and request an AFP for the third Placement within seven (7) days of the Participant reaching the CIE milestone. The awarded Contractor shall then submit the required Placement Verification form, and invoice to the VRC.

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2.4.7.4 Cumulative Placements

Track 2 and 3 service levels may require a Participant to use more than one Placement to meet their required work hours at the same time as stated in their Job Placement Plan. The Placement for Track 2 and Track 3 service levels, as authorized by the Participant and the VRC, allows payments for multiple Placements using incremental steps of the standard Placement payment levels.

VR will issue payments for Placements incrementally:

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

(b) 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 Job Placement Plan.

The VRC may authorize a third payment of 50% when the Track 2 or Track 3 Placement is to achieve the total number of hours in the Participant’s Job Placement Plan, a previous job has been lost, and to reach Retention.

2.4.7.5 Pay Stub Submission Requirements at time of Placement

The awarded 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.

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

Payment will not be withheld for Placement as long as the pay stub is received or attempts to obtain a pay stub is 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 awarded Contractor shall submit a Direct Retention Plan to specify the strategies to be used to successfully retain the Direct Placement.

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.

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2.4.8.1 Direct Placement Acceptance

VR will accept the Direct Placement when Participant, VRC, and awarded Contractor agree the Direct Placement meets the vocational goal, and when the Direct Placement Verification form is signed. The awarded Contractor will ensure all monthly reports are submitted prior to submitting an invoice for the Direct Placement payment.

2.4.8.2 Direct Placement Rejection

If the Direct Placement does not meet the vocational goal of the Participant, the VRC will reject the Direct Placement in writing within seven (7) days.

2.4.9 Participant Self-Placement

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

2.4.10 Retention

When Retention is met, the awarded Contractor will submit all Monthly Retention Report forms to the VRC. This will inform the VRC of the Participant’s performance, employer’s expectations, and any performance evaluations during the Participant’s 90-day employment period. The awarded Contractor will also submit the Retention Verification form, the most recent pay stub for the Participant and an invoice to VR requesting payment for Retention within seven

(7) days once all expectations for the Participant’s Retention have been met.

Retention is accomplished when the vocational goal and the amount of work hours requested on the Job Placement Plan has been met, and when the VRC, Participant, and awarded Contractor, agree that the Participant has achieved Job Stability and 90 days of successful CIE.

VR will not pay a Retention fee if Participant’s CIE ends before 90 days.

2.4.10.1 Retention Acceptance

When all expectations for the Participant’s Retention have been met, including the submission of all required monthly Retention reports, the VRC will accept and sign the Retention Verification form and approve payment upon receipt of the invoice.

2.4.10.2 Retention Rejection

If the expectations for the Participant’s Retention have not been met by the Contractor, the VRC will reject the Retention Verification form and will provide the reason(s) for the rejection in writing, within seven (7) days to the Contractor.

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2.4.10.3 Pay Stub Submission Requirements at the time of Retention

The awarded Contractor shall submit a copy of the Participants most recent pay stub along with the requirements to submit the Retention Verification form, and invoice, to receive the Retention payment.

2.4.11 Direct Retention

During the Retention period the awarded Contractor will submit all Monthly Job Retention Report forms to the VRC. This will inform the VRC of the Participant’s performance, employer’s expectations, and any performance evaluations during the Retention period. The awarded Contractor will submit the Direct Placement or Retention form and an invoice to VR requesting payment for Retention when all expectations for the Participant’s Direct Retention have been met.

Direct Retention is accomplished when the vocational goal and the amount of work hours requested on the Job Placement Plan has been met, and when the VRC, Participant, and awarded Contractor, agree that the Participant has achieved Job Stability after 90 days of successful CIE.

The awarded Contractor will submit the Direct Placement or Retention form and an invoice to VR requesting payment for Retention within (7) days when all expectations for the Participant’s Direct Retention have been met.

VR will not pay a Direct Retention fee if Participant’s CIE ends before 90 days.

2.4.11.1 Direct Retention Acceptance

When all expectations for the Participant’s Direct Retention have been met, including the submission of all required monthly Retention reports, the VRC will accept and sign the Retention Verification form and approve payment upon receipt of the invoice.

2.4.11.2 Direct Retention Rejection

If the expectations for the Participant’s Direct Retention have not been met by the awarded Contractor, the VRC will reject the Retention Verification form and will provide the reason(s) for the rejection in writing, within seven (7) days to the awarded Contractor.

2.4.12 Job Coaching

Job Coaching will only be provided by prior authorization from the VRC. The VRC will issue an AFP to the Contractor prior to Job Coaching for a Participant.

The awarded Contractor will develop and deliver to the VRC a written Job Coaching plan using the required Job Coaching Plan form within 14 days of Participant’s CIE. The Job Coaching plan must be individualized for the Participant’s employment situation and must include:

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(a) An analysis and breakdown of tasks necessary to do the job,

(b) How the Job Coaching Services will be provided to match the Participant’s individual learning style,

(c) The tools and accommodations needed for Participant’s efficiency on the job, and

(d) A natural support plan, as well as a fading and transition plan.

The awarded Contractor will submit a monthly Job Coaching report using the required Monthly Job Coaching Report form by the…