S-10000-00006578-Amend3.pdf

STATE OF OREGON

COVER PAGE

ODHS CHILD WELFARE YOUTH TRANSITIONS

INDEPENDENT LIVING PROGRAM SERVICES

Request for Applications (RFA)#5651

OREGONBUYS # S-10000-00006578

Date of Issue: June 12, 2023 Closing Date: July 13, 2023, 3:00 PM

Single Point of Contact (SPC): Kathy J. McKenzie

Address: 500 Summer St. E-03

City, State, Zip Salem, OR 97301

Phone (voice) 503-979-3757

E-mail: kathy.j.mckenzie@odhsoha.oregon.gov

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

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status mailto:kathy.j.mckenzie@ mailto:dhsalt@state.or.us

RFA S-10000-00006578 Independent Living Program Internal Agency #5651

TABLE OF CONTENTS

ATTACHMENT A SAMPLE CONTRACT FORM

• TRANSISTION READINESS DISCUSSION GUIDE,

• YOUTH ASSESMENT SUMMARY (YAS),

• TRANSISTION PLAN,

• ILP SERVICE PLAN CHECK LIST,

• MONTHLY SERVICE & PROGRESS REPORT,

• REFERRAL CONFIRMATION

ATTACHMENT B DISCLOUSURE EXEMPTION

ATTACHMENT C APPLICANT INFORMATION, CERTIFICATION, AND COVER SHEET

ATTACHMENT D PROPOSED BUDGET SUMMARY

ATTACHMENT E COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT F RESPONSIBILITY INQUIRY

ATTACHMENT G REFERENCES

ATTACHMENT H SERVICE AREA FUNDING RATES

ATTACHMENT I MAP OF SERVICE AREAS

ATTACHMENT J ANNUAL REPORT

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SINGLE POINT OF CONTACT (SPC)

1.3 AUTHORITY AND METHOD

1.4 SCHEDULE

1.5 OVERVIEW AND PURPOSE

1.6 RFA PURPOSE

SECTION 2: DEFINITION OF TERMS

2.1 DEFINITION OF TERMS

2.2 OREGONBUYS TERMINOLOGY

SECTION 3: SCOPE OF WORK

3.1 GENERAL INFORMATION

SECTION 4: APPLICATION REQUIREMENTS

4.1 PUBLIC NOTICE

4.2 PRE-APPLICATION CONFERENCE

4.3 QUESTIONS OR REQUESTS FOR CLARIFICATION

4.4 SAMPLE CONTRACT EXCEPTIONS

4.5 BID SOLICITATION AND AMENDMENT PROTESTS

4.6 APPLICATION MODIFICATION OR WITHDRAWAL IN OREGONBUYS

4.7 APPLICATION SUBMITAL

4.8 BID OPENING DATE

4.9 PUBLIC OPENING

4.10 APPLICATION REJECTION

4.11 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION

SECTION 5: Application

5.1 APPLICANTS MINIMUM QUALIFICATIONS

5.2 APPLICATION REQUIREMENTS

5.3 APPLICATION CRITERIA

SECTION 6: Application evaluation

6.1 EVALUATION COMMITTEE

6.2 STANDARS FOR ASSIGNING POINTS

6.3 EVALUATION CRITERIA

6.4 POINT AND SCORE CALCULATIONS

6.5 RANKING OF APPLICANTS

SECTION 7: AWARD AND NEGOTIATION

7.1 AWARD NOTIFICATION PROCESS

7.2 APPARENT SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

7.3 CONTRACT NEGOTIATION

SECTION 8: ADDITIONAL INFORMATION

8.1 CERTIFIED FIRM PARTICIPATION

8.2 GOVERNING LAWS AND REGULATIONS

8.3 OWNERSHIP/PERMISSION TO USE MATERIALS

8.4 CANCELLATION OF RFA; REJECTION OF APPLICATION PACKETS; NO DAMAGES

8.5 COST OF SUBMITTING APPLICATION PACKETS

8.6 CHECKLIST DISCLAIMER

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT FORM

• TRANSISTION READINESS DISCUSSION GUIDE,

• YOUTH ASSESMENT SUMMARY (YAS),

• TRANSISTION PLAN,

• ILP SERVICE PLAN CHECK LIST,

• MONTHLY SERVICE & PROGRESS REPORT,

• REFERRAL CONFIRMATION.

ATTACHMENT B DISCLOUSURE EXEMPTION

ATTACHMENT C APPLICANT INFORMATION, CERTIFICATION, AND COVER SHEET

ATTACHMENT D PROPOSED BUDGET SUMMARY

ATTACHMENT E COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT F RESPONSIBILITY INQUIRY

ATTACHMENT G REFERENCES

ATTACHMENT H SERVICE AREA FUNDING RATES

ATTACHMENT I MAP OF SERVICE AREAS

ATTACHMENT J ANNUAL REPORT

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Human Services, Child Welfare (“CW”), Youth Transitions Program is issuing this Request for Application (RFA) for Independent Living Life Skills Services (ILS) for young people who have experienced foster care as teens and young adults.

ODHS has a mission to protect abused and neglected children and provide them with safe and permanent families. The various Independent Living Services outlined in this RFA will assist Agency by providing children and young adults that experienced the Foster Care system or are expected to age out of the Foster Care system with the knowledge, skills, and ability to make a successful transition to self-sufficiency and adulthood.

ODHS’ authority to provide these services is under OAR 431-030-0400 to 413-030-0460. As authorized under the Families First Prevention Services Act (H.R. 5456, P.L. 115-123) and Oregon House Bill 2340, eligible children, and young adults as young as age 14 and eligible former foster children and young adults may be served up until their 24th birthday. The RFA requires each Applicant to provide trauma informed, equitable services, based on age and developmental readiness.

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications Section 3 and Attachment A Sample Contract.

Agency anticipates the award of multiple Contracts from this RFA, and there could be more than one per District listed. See Attachment I for the list of service areas, number of children and young adults to be served, and funding available per service area. If Applicant is interested in providing services in more than one service area, Applicant must submit a separate application for each service area(s) they would like to provide services to. Agency reserves the right to not move forward with all that apply depending on the need of the service area.

Eligible Applicants may include, but are not limited to, Community Based Organizations (CBOs), other nonprofits and community organizations, businesses, and governmental entities. Applicants should a have a presence within and connection to the community they intend to serve. While governmental Applicants do not compete on the same basis as private sector Applicants, Agency will review governmental applications according to the criteria described in this RFA and governmental Applicants must comply with all requirements applicable to governmental entities. Agency may enter into multiple intergovernmental agreements (“IGAs”) as a result of this RFA. The initial term of the Contract is anticipated to be two (2) years with options to renew up to a cumulative maximum of five (5) years.

1.2 SINGLE POINT OF CONTACT (SPC)

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

1.3 AUTHORITY AND METHOD

Agency is using the Request for Applications method, pursuant to its authority under OAR 125-246-0170(2) and ORS 279B.085(1)(a).

1.4 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFA.

Schedule of Events Date Time

Pre-Application Conference June 22, 2023 3:00 PM

Questions / Requests for Clarification Due June 30, 2023 3:00 PM

Answers to Questions / Requests for Clarification

Issued (approx.)

Within 5 business days of receiving question(s)

Applications will be accepted continuously until Closing Application review and evaluation Approximately 30 Calendar days after the date an application is received.

Contract or IGA Negotiations After evaluation and approval of an application

Closing Application July 13, 2023 3:00 PM

Contract or IGA award notices (approx..) Upon completion of contract negotiations with approved Applicants

Contract or IGA award protest period Ends at 3:00 P.M. seven calendar days after the date of the award notice.

1.5 OVERVIEW AND PURPOSE

1.5.1 Agency Overview and Background

The Office of Child Welfare Programs (OCWP) is a program within ODHS. The program defines and develops safety, well-being, and permanency programs for the administration of child welfare services; proposes legislation; sets standards of practice and expectations by development of administrative rules and policy for the safety, well-being, and permanency of children. The Office of Child Welfare

Programs manages a continuum of safety, family based, and out-of-home care services, including child protective services, in-home services, out-of-home services, residential treatment, adoptive placements, post-adoptive services, youth transition services and federal programing, including the John H. Chafee Foster Care Program for Successful Transition to Adulthood (referred to as Independent Living Program).

1.5.2 Project Overview and Background

The Agency’s Independent Living Services goal is to assist children and young adults in achieving a successful transition to adulthood. The Families First Prevention Services Act allowed for an expanded eligible population of children (as young as

14) and young adults (up until their 22nd birthday). With the addition of funding provided under Oregon’s House Bill 2340, ODHS can expand services through age 23 (ending on a young adult’s 24th birthday) and provide additional funding for overall youth transitions services. The previous RFP contract cycle will be ending September 30, 2023. It is for these reasons the Agency is issuing this RFA.

To appropriately serve the various ages and developmental stages of eligible young people, the Agency is introducing a Fee for Service model. This model will provide the Contractor with flexibility to serve young people in a manner which meets the young person’s needs as they fluctuate over time based on age and circumstance.

The Agency is seeking the services of non-profits, for-profits, or governmental entities to provide independent living skills training to foster children (age 14 – 20) and young people that experienced Foster Care at age 14 or older for at least 180 days after the child’s 13th birthday and have not yet reached age 24. Services are to be provided with a multicultural approach to meet the needs of the children and young adults. The Independent Living Services model is built upon, and Contractors will be expected to incorporate, a practice and service delivery model that:

A. Involves the child or young adult in making decisions that affect their life;

B. Involves the child or young adult in planning, developing, and providing services whenever possible;

C. Recognizes and values a child or young adult’s strengths and seeks ways to support them;

D. Promotes a child or young adult’s development in a planful way rather than identify and seek to “fix” a child or young adult through crisis services;

E. Honor and promote the diversity of the child or young adult involved, including sexual orientation and gender identity.

F. Incorporate trauma informed practices when interacting with and implementing services for children and young adults.

1.6 RFA PURPOSE

The purpose of the Independent Living Services is to assist children and young adults with their educational and employment skills; health education and access;

life skills; healthy and supportive relationships; transportation and housing needs.

Specific Independent Living Service activities that may be appropriate include the following:

1.6.1 Personal Growth and Social Development:

Services designed to assist a child or young adult to gain self-determination skills including, but not limited to, self-esteem, internal motivation, planning, goal setting, problem-solving, emotional regulation, communication skills, help-seeking skills, and Social Capital skills.

1.6.2 Academic Supports:

Services designed to help a child or young adult complete High School or obtain a General Equivalency Degree (GED). Services are individually based on the child or young adult and may include Academic counseling;

preparation for a GED, assistance in applying for or studying for a GED exam; tutoring; help with homework; study skills training; literacy training; and help accessing educational resources.

1.6.3 Post-Secondary Educational Supports:

Services designed to help a child or young adult enter or complete a post-secondary education and may include the following: test preparation for Scholastic Aptitude Test (SAT) or American College Testing (ACT);

counseling about college; college tours; information about financial aid and scholarships, including the Chafee Education and Training Grant (ETG) and the Foster Youth Tuition and Fee Waiver; help completing college or loan applications; or tutoring while in college.

1.6.4 Career Preparation:

Services may include instruction and support services for vocational and career assessment, career exploration and planning, guidance in setting and assessing vocational and career interests and skills, and help in matching interests and abilities with vocational goals; job seeking and job placement support, including identifying potential employers, writing resumes, completing job applications, developing interview skills, job shadowing, receiving job referrals, using career resource libraries, understanding employee benefits coverage, securing work permits and when necessary a driver’s license; retention support, including job coaching; learning how to work with employers and other employees;

understanding workplace values such as timeliness and appearance; and understanding authority and customer relationships.

1.6.5 Employment Programs/Vocational Training:

Services designed to build skills for a specific trade, vocation, or career through classes or on-site training. Employment programs include participation in an apprenticeship, an internship, or a summer employment program. Vocational training includes participation in vocational or trade programs and the receipt of training in occupational classes for skills such as, but not limited to: cosmetology, auto mechanics, building trades, nursing, computer science, and any other current or emerging employment sectors.

1.6.6 Budget and Financial Management:

Services include training and support of the following: living within a budget, fiscal responsibility, including the ILP housing budget worksheet;

opening and using a bank account, checking/savings account; balancing accounts; developing consumer awareness and smart shopping skills;

accessing information about credit, loans, and taxes; and filling out tax forms. Assist in review of child’s or young adult’s credit report and remediation if needed.

1.6.7 Housing Education and Home Management:

Housing education includes assistance or training: in locating and maintaining affordable housing, filling out a rental application and acquiring a lease, handling security deposits and utilities, understanding practices for keeping a healthy and safe home, understanding tenant’s rights and responsibilities, handling landlord complaints. This may also include assistance in preparation for applying to the ILP housing programs or being referred for a housing voucher. Home management includes instruction in food preparation, laundry, housekeeping, living cooperatively, meal planning, grocery shopping and basic maintenance and repairs.

1.6.8 Health Education and Risk Prevention:

Services include providing information about: hygiene, nutrition, fitness, exercise, weight control and first aid; medical and dental care benefits, health care resources and insurance, mental health, behavioral health, prenatal care and maintaining personal medical records; sex education, abstinence education, and HIV prevention, including education and information about sexual development and sexuality, pregnancy prevention and family planning, and sexually transmitted diseases and AIDS; substance abuse prevention and intervention, including education and information about the effects and consequences of substance use (alcohol, drugs, tobacco) and substance avoidance and intervention.

1.6.9 Family Support, Healthy Relationships, and Community Connections:

Services include education and information about healthy relationships, safe and stable families; healthy marriages, communication skills, parenting, and childcare skills; domestic, family and dating violence prevention or intervention/supportive services; involvement of the child or young adult, their parents, relatives, caseworkers, mentors, and resource parents in the development of the child’s or young adult’s goals, Comprehensive Transition Plan, and services; and assisting a child or young adult to access additional services and supports available in the local community.

1.6.10 Mentoring:

Matching with a screened and trained adult for a one-on-one relationship that involves the two meeting on a regular basis; so positive guidance, influence, advise and coaching can occur. Mentoring can be short-term, but it may also support the development of a long-term relationship.

1.6.11 Supervised Independent Living Services:

Includes assisting young people with preparing for the ILP housing screening committee, completion of ILP housing documents including the housing budget worksheet. Close coordination with the child or young adult’s Agency or Tribal caseworker is required for a child or young adult to access the IL Housing Subsidy Program.

1.6.12 Coordination with other components:

of the State's Youth Transitions services, including teen events, conferences, and the

National Youth in Transition Database (NYTD) requirements. The establishment of linkages with federal, state, and local agencies providing similar children and young adult services (e.g.: Homeless and Runaway Providers, Transitional Living Programs, Workforce Investment and Opportunities Act (WIOA) programs, Vocational Rehabilitation services, Housing Authority, etc.).

SECTION 2: DEFINITION OF TERMS

2.1 DEFINITION OF TERMS

For the purposes of this RFA, capitalized words are defined in OAR 137-046-0110 or as defined below.

2.1.1 Aftercare Client – young adult who has submitted a self-referral and has been accepted and enrolled in an ILP.

2.1.2 Agency – In this RFA means the ODHS Child Welfare Youth Transitions Program.

2.1.3 Applicant - An individual who submits an application for review and consideration.

2.1.4 Application Packet or Application - A written request containing all the documents described herein.

2.1.5 Basic Funding – The funds paid monthly to the Contractor for 60 minutes of Independent Living Services per client as outlined in Attachment H.

2.1.6 Client Participation - A process in which children and young adults are allowed to share their opinions, wants, and needs in a manner of their choosing. This includes goals for their transition plan, services they wish to receive, and methods for learning life skills.

2.1.7 Completion of Services – A young person’s ILP services will be considered completed when a young person has:

A. Achieved self-sufficiency to the extent that there is no longer a need for services; or

B. Made the voluntary and informed decision to no longer participate in services; or

C. The young adult reaches age 24.

2.1.8 Comprehensive Transition Plan – The Transition Plan crafted with input from the young person, ILP Provider, and other supportive adults the young person wants to be involved and must include the Agency or Tribal Nation’s caseworker, unless the young person is an Aftercare Client.

2.1.9 Contract - The Contract awarded as a result of this RFA in accordance with the requirements set forth in Section 6.

2.1.10 Contractor -The Applicant selected through this RFA to enter into a Contract with ODHS Child Welfare to perform the Work.

2.1.11 Experiential Learning Activities - The process where knowledge is created through the transformation of experience (i.e., Kolb’s Experiential Learning Cycle).

2.1.12 Fee For Service – A model in which the Contractor is paid a specific rate for the type of service provided and approved by Agency Rates are outlined in Attachment H.

2.1.13 Federally Recognized Tribal Nations in Oregon or Oregon Tribes– Burns Paiute Tribe; Confederated Tribes of Coos, Lower Umpqua, and Siuslaw Indians;

Confederated Tribes of Grand Ronde Community of Oregon; Confederated Tribes of Siletz Indians; Coquille Indian Tribe; Confederated Tribes of the Umatilla Indian Reservation; Confederated Tribes of Warm Springs; Cow Creek Band of Upper Umpqua Tribe of Indians; and Klamath Tribe.

2.1.14 Flex Funds – Funding to motivate or encourage youth engagement, or to stimulate a young person’s investment in services. Use of Flex Funds may include food at group sessions or one-on-one meetings, payment for participation in meetings/activities (gift cards, coffee, lunch, raffles, etc.) and program item(s) to assist young people during skill building activities (sensory items, music, etc.) that will remain at the program. Does not cover gifts for special occasions (birthdays, graduation, etc.), tips, staff meals or other costs for staff.

2.1.15 Foster Care – 24-hour substitute care for children and young adults placed away from their parents or guardians for whom the state agency or Tribe has placement and care responsibility, may include custody. This includes but is not limited to placements in foster family homes, relative care, group homes, emergency shelters, residential facilities, childcare institutions, supervised independent living, self-selected placements, and pre-adoptive homes. It further covers young people placed in the State’s Independent Living Subsidy Program.

A young person is in Foster Care in accordance with this definition regardless of whether the Foster Care setting is receiving payment from Agency or a Tribal Nation.

2.1.16 Funds Available – All funds provided under this Contract are to be used for ILS related activities, services, leadership opportunities, or Group Workshops for young people who have been referred to the program or those within a service area that are ILP eligible that would like to attend Group Workshops.

Expenditures may include administrative costs and direct program costs.

2.1.17 Group Workshops – Skill building activities or classes for three or more young people.

2.1.18 ILP Central – The Central and Administrative Center, housed at Central Office, for administering the Youth Transitions Programs which include Independent Living Skill Building, Discretionary Funds, the Independent Living Housing Subsidy Program (ILHSP), the Chafee Housing Program (ILP-CH), Driver’s Education, Credit Reports, the Education and Training Voucher Program (ETV), and the Tuition and Fee Waiver.

2.1.19 Independent Living Life Skills-Building Services (ILS) –Supports include, but are not limited to, skill building classes, Group Workshops, conferences, experiential learning outings/field trips, leadership opportunities/support and one-on-one meetings that are geared toward assisting a young person to gain the knowledge, skills, and ability to make a successful transition to self-sufficiency and adulthood. Services may be provided directly by the Contractor, or the Contractor may facilitate the young person’s services from another entity.

Facilitated services may include, but are not limited to, educational supports, vocational training, job placement, health education, supportive relationships (mentors) and community connections.

2.1.20 Independent Living Program or ILP – Program to assist Agency and Federally Recognized Tribal Nations in Oregon, by providing young people that experienced the Foster Care system or are expected to age out of the foster care system, with the knowledge, skills, and ability to make a successful transition to self-sufficiency and adulthood.

2.1.21 Intangible skills - Skills needed for building interpersonal relationships, self-determination, and maintaining employment, e.g., decision-making, problem solving, planning, communication, and social skills.

2.1.22 Key Personnel or Key Persons-the person or persons on Applicant’s staff to be assigned to perform the Work under the Contract. For Key Persons not identified prior to Application submission, a position description must be submitted.

2.1.23 Leadership Opportunity – Activities which allow a young person to develop their skills, work closely with others, share ideas and influence change. Requires Contractor to assist young person to prepare for the activity, ensure young person is supported during the activity, and debriefing the experience with the young person to determine whether support efforts were adequate, identifying opportunities for growth and providinge mutual feedback.

2.1.24 Life Skills – Skills a young person needs to function and succeed in everyday life including, but not limited to cooking, comparison shopping, money management, education, employment, housing options & maintenance, transportation, decision making, legal issues, personal hygiene, community resources, interpersonal skills, pregnancy prevention/parenting awareness, self-care, substance abuse prevention, emergency, and safety skills.

2.1.25 Mentor(s)-community members who volunteer to participate in group sessions or meet one-on-one with participants. Mentors are to be screened and trained before working with a young person.

2.1.26 ODHS Sponsored Teen Events – Agency sponsored events intend to bring children and young adults that are in or have experienced foster care together from across the state to provide a unique learning experience and fun activities they would otherwise not get to experience. Conference locations may vary each year. The events vary between 1 to 4 days, including overnight stays

2.1.27 Peer Specialist - a near-peer mentor usually aged 18-23 with experience living in foster care. This individual or individuals will facilitate or co-facilitate the curriculum, serve as inspirational role models to participants, and provide technical assistance to community Mentor(s).

2.1.28 Referring Agency – Either an ODHS Child Welfare Agency or a Federally Recognized Tribal Child Welfare Agency.

2.1.29 RFA-Request for Application.

2.1.30 Service Area – The area defined in Attachment I in the table of specific geographic areas where ILP Services shall be provided.

2.1.31 Social Capital – the social relationships and networks that support healthy development.

2.1.32 Self-Determination –the ability to set personal goals; take action; advocate for self; and believe in one’s own capacity to succeed.

2.1.33 Self-Referral – young adults may refer themselves to the local ILP Contractor.

This is reserved for those young adults who no longer have an open ODHS Child Welfare case.

2.1.34 Staff - the individual(s) employed by the Contractor and assigned the task of managing recruitment, training, support and retention of children and young adults, Peer Specialist(s), and Mentor(s).

2.1.35 State Meeting– is an activity the Contractor will be invited to participate in or a training the Contractor has obtained permission from the Contract Administrator to attend. State Meeting activities and trainings aid the Agency in carrying out the purpose of the Independent Living Program. Allowable costs include registration fees, state travel per diem (vehicle rental, mileage, lodging, meals, etc.), however, do not include the costs of staff wages. When necessary, State Meeting funds may also support a contractor’s attendance at ODHS Sponsored Teen Events.

2.1.36 Tangible Skills – Skills needed for daily living, self-maintenance, and obtaining/maintaining employment, e.g., money management, household management, and vocational aptitudes.

2.1.37 Transition Plan – The plan that is to be crafted, with the child or young adult’s involvement, that outlines the child’s or young adult’s seven areas (Personal Growth & Social Development, Family Support & Healthy Relationships, Health Education & Risk Prevention, Education, Employment/Career Preparation, Housing & Home Management. Money Management, Transportation, and Other Life Skills), and the steps and services necessary to help the children and young adults achieve their goals.

2.1.38 Work – the required activities, tasks, deliverables, reporting and invoicing requirements, as described in Section 3. Scope of Work of this RFA also referred to as Services or ILP Services.

2.1.39 Young Adult – A person who is between the ages of 18 to 24, who exited foster care on or after their 14th birthday and had at least 180 days of, State or Tribal, Child Welfare substitute care services after the age of 13.

2.1.40 Youth Advisory Committee – Referred young person who, with the help of Contractor, have created a committee to discuss various topics related to the ILP and services to be provided by the Contractor.

2.1.41 Youth Assessment Summary – A summary assessment that identifies a young person’s level of awareness, knowledge, and skill on a variety of topic areas, to be completed following assessment using the Life Skills Discussion Guide.

2.1.42 Youth Transition Plan – The Transition Plan crafted with input from the young person and other supportive adults, but the Agency or Tribal Child Welfare Caseworker is absent, or young person is an aftercare client.

2.1.43 Youth Served per Month (YSM) - In this RFA means the maximum number of young people that the potential Applicant may serve per month.

2.2 OREGONBUYS TERMINOLOGY

Terminology specific to the OregonBuys electronic procurement system follows.

2.2.1 An Amendment is a change or addition to a Bid Solicitation. An Amendment to a Bid Solicitation is the same as an Addendum to a Request for Application.

OregonBuys modifications, if any, to this RFA will be made by written

Amendment(s). Intent to Award notices will be posted as Amendments to the Bid Solicitation.

2.2.2 The Attachments described in subsection 5.2 of this RFA are Attachments in OregonBuys. If required for a Quote, these Attachments must be downloaded from OregonBuys in addition to this RFA Document.

2.2.3 Bid or Bid Solicitation is the same as Request for Application. The Bid Solicitation Number S-10000-00006578 is Agency’s Request for Application from qualified Applicants to provide communications, consulting, marketing, and public relations services.

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

2.2.5 Bid Opening Date is the date and time after which the Applicants’ Application will no longer be accepted in OregonBuys.

2.2.6 As used in OregonBuys, Seller or Seller Administrator may be the same entity as a Vendor, supplier, Applicant, or the Applicant.

2.2.7 Vendor refers to the public or private entity that registers in OregonBuys to respond to Bid Solicitations or view awarded contracts and agreements.

SECTION 3: SCOPE OF WORK

3.1 GENERAL INFORMATION

3.1.1 After execution of a Contract, the Applicant will be designated as a Contractor and will perform the services and complete the Work described in this Section 3.

Agency and the selected Applicant will negotiate a final Statement of Work for the Contract. The Statement of Work will include provisions based on this Scope of Work, the successful Applicant’s Application, or other terms and conditions negotiated by the parties or required by statute or rule.

3.1.2 Pursuant to ORS 279B.060(2)(c), the Agency requires Applicant to meet the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services. Work to be performed for Independent Living Services awarded through this RFA includes:

3.1.2.1 Services for children or young adults referred by a State or Federally

Recognized Tribal Nation’s child welfare agency (referring agent) or Self- Referral, based on the child or young adult’s needs and interests. Services are designed to address the needs of the child or young adult at various ages and stages of readiness. The required service array to be made available to young people is described below:

3.1.2.2 All Services shall be individualized, and both inclusive of, and attentive to a range of ages, and cultural and gender identities.

3.1.2.3 The Contractor is required to accept all Self-Referrals and referrals made by a Referring Agency, unless:

A. child or young adult poses a danger to self or others, B. child or young adult poses a health risk, C. child or young adult declines to participate in program services, D. Contract services have reached the maximum service capacity or funding available for contract services, or E. the young person is deemed ineligible.

3.1.2.4 Services require formalized youth skills assessment, transition planning documentation, and monthly progress reporting. There is some variation between the services in terms of who completes the skills assessment, transition plans, and the level of detail expected.

3.1.2.5 This RFA includes a 2-year evaluation period, after which Agency expects to review and determine whether to amend existing contracts for the remainder of the 5-year contract period. The evaluation period will include selected assessment of child or young adult outcomes. However, the primary areas for evaluation during this evaluation period will be focused on implementation and sustainability. Data will be collected from providers, children/young adults, caseworkers, agency staff, and community partners to analyze the service delivery model, the design of the service model eligibility, referral issues and identified training needs. The data collection burden is not expected to exceed that which typically occurs during the provider review process.

3.1.3 Independent Living Program (ILP) Groups for ages 14-23.

Group-based skills workshops and experiential learning events shall be provided monthly to allow for peer exposure and community building. Group events will rotate target populations throughout the year, four (4) months of curriculum devoted to the younger population (based on chronological age or developmental stage), four (4) months of curriculum devoted to the older population (based on chronological age or developmental stage), and (4) months devoted to group outings/experiential learning in the community (volunteering, holiday activities, excursions, field trips, etc.). Group events are not considered one-on-one, face-to-face skill building meetings with an assigned ILP provider. A young person may attend one monthly group and not receive one-on-one, face-to-face skill building services; however, the young person must be ILP eligible to attend groups.

A. The Contractor will provide a group schedule no less than three (3) months in advance for planning and engagement purposes.

B. The Contractor may coordinate with other ILP Contractors for regional group events, when possible.

C. For Group Experiential Learning Excursions, Contractor will submit an

Application to the Agency’s Contract Administrator requesting approval for expenditures.

D. The Contractor will confirm eligibility of young person interested in attending a Group with Youth Transitions.

E. Identify and recruit Peer Specialists to participate in the ILP Group meetings and be interactive with the young people. May use Leadership Opportunity Funds to compensate the Peer Specialist for their time.

3.1.4 Independent Living Program Skill-Building Services (“ILS”) for ages 14-23.

This service model reflects “typical ILP” services that have been provided in Oregon.

children and young adults ages 14-23 are eligible for ILS supports. ILS supports include one-on-one, face-to-face skill building meetings with an ILP provider, for a minimum of 60 minutes monthly, to facilitate access to individualized services and supports across all independent living domains. Because children and young adults are approaching the transition to increased independence (and into post-secondary education, work, and semi-supervised/non-supervised living situations) documentation of life skills assessment and transition planning is required within 90 days of acceptance to the Contractor’s program and is updated at least every 12 months (see Attachment A, Sample Contract)

3.1.5 Independent Living Program Plus_ (“ILP+”) for ages 16-23.

The ILP+ service is an optional model for Independent Living Programs with the capacity to: (1) serve youth more intensively, and (2) to accommodate additional skill building activities to support a young person during a time of higher need or transition (housing instability, substance use issues, tragedies, transitioning to college, parenting struggles, educational challenges, employment barriers, mental/behavioral health symptoms, etc.). Appropriate ILP+ children and young adults are those who will benefit from more intensive skills training focused on developing internal assets and external resources (housing, treatment services, medical care, community-based resources, etc.).

Contractor will focus on stabilization and building self-determination skills, such as youth-driven goal identification, problem-solving, and stress management. Contractor shall oversee ILP+ hours to ensure equity in service delivery. This will be demonstrated by the Contractor serving the ILP+ population in a way that mirrors the demographic makeup of their overall population. This allows the Contractor to serve young people aged 16+ in additional increments of 30-minutes (Basic 60-minute service plus 30 minutes, 60 minutes, or 90 minutes; not to exceed a total of 150 minutes of skill building services per young person, per month). The Contractor shall oversee ILP+ hours to ensure they are not serving more than 20% of their population at the maximum rate of 150 minutes. This service is not meant for compliant young people that might appreciate more time. It is designed to support young people experiencing circumstances that warrant additional skill-building activities to meet stabilization or transition goals.

3.1.6 Leadership Opportunities

Leadership Opportunities is a service to support young people to access leadership activities. These activities will allow the young person to develop their skills, by working closely with others, sharing ideas, and influencing change.

3.1.7 Engagement Efforts Only

Engagement efforts only is a service type to support the Contractor’s unsuccessful attempts to engage a young person in group or skill building activities within any given month. These efforts must include at least 3 attempts at contact via various means (phone, text, email, resource parent, caseworker, home visit). Engagement efforts only can be used for 2 consecutive months. If a young person has not re-engaged after two months of Engagement Efforts, no additional payment will be provided until the young person has either attended a Group Session or been provided an ILP Skill Building Service.

3.1.8 Response to Referral

Independent Living Life Skills-Building Services requires a written response of acknowledgment to the Referring Agent or young adult (if a Self-Referral) and ILP Central within five (5) working days of referral regarding the child’s or young adult’s acceptance or non-acceptance (i.e., child or young adult declines or is placed on a waitlist) into the Contractor’s Program. If a Contractor is experiencing a waitlist, the Contractor is to:

A. Include the number of waitlisted young people on their monthly invoice;

B. Indicate why they are experiencing a waitlist and plan to address;

C. Confirm Contractor is in communication with local branch office(s) regarding prioritization for young people experiencing foster care; and D. Submit a new referral confirmation once a young person is accepted for

Independent Living Life Skills-Building Services.

3.1.9 Life Skills Assessment

The following information provides details on when a Life Skills Assessment is due:

3.1.9.1 Independent Living Program Groups: If a young person opts to attend only ILP Groups or experiential learning excursions and no other ILP service, a life skills assessment and Transition Plan is not required.

3.1.9.2 ILP Contractors complete a Youth Assessment Summary (YAS) on each child or young adult accepted for Independent Living Life Skills-Building Services (ILS) within ninety (90) days of acceptance to the program. The assessment summary is completed by the provider based on information gathered from the child or young adult over multiple meetings using the Youth Readiness Discussion Guide (see Sample Contract, Attachment A).

Services may require gathering information in addition to assessments by conducting interviews with the child or young adult, caseworker, parents, resource parents, and other significant adults. The Youth Assessment Summary is to be updated at least every 12 months. The assessment provides vital information about a young person’s functioning that is critical when planning service delivery. The YAS also determines a knowledge and skills baseline that allows a Contractor to track progress over time.

3.1.10 Transition Plan

ILS supports require collaboration with the Agency in the development of a written

Youth Transition Plan for each child or young adult in Child Welfare custody within ninety (90) days of acceptance to the program. To create a Comprehensive Transition

Plan, the Agency Caseworker and or ILP provider must arrange for a youth decision-making meeting (YDM) between the child or young adult, Contractor, caseworker, family members, resource parent, attorney, CASA, and other significant adults the child or young adult has invited (the child or young adult must have the opportunity to invite up to two additional participants). The purpose of the decision-making meeting is to determine the child or young adult’s goals, identify what steps and services are needed to assist the child or young adult to achieve the identified goals, determine which ILS can be provided directly, and which services are best obtained within the community by means of other resources. The Transition Plan will outline the steps the Contractor and Agency will take to facilitate referral for those services that are to be obtained in the community. The Transition Plan will outline the services that will be offered, the needs the services intend to address, the anticipated time frame for when services will begin and end, and what responsibility each member of the decision-making team will assume. The Youth/Comprehensive Transition Plan is to be updated annually.

3.1.11 Monthly Services & Progress Reporting

A report outlining the skill building services delivered to a child or young adult is submitted monthly (including Groups/Experiential Learning excursions and leadership activities), or to document the three (3) Engagement Efforts Only provided. Communicate with the child or young adult on a regular basis as outlined in Section 3.1.6. Discuss accomplishments, needs, and progress toward goals. The Contractor shall communicate with the referring agent and Youth Transitions monthly to provide documentation regarding the date(s) of face-to-face, one-on-one skill building, the minutes spent during face-to-face skill building, the appropriate federal categories and subcategories for the skill building activities and a description of the skill building services delivered, using the Monthly Services & Progress Report (MSPR), which can be seen in (see Attachment A, Sample Contract) posted in Oregon Buys. If the young person only attended an ILP Group session/outing, the MSPR is to include the date, the duration of the group, the appropriate federal categories and subcategories for the group activities and a description of the skill building delivered, a summary of the group discussion and any noteworthy comments about the young person’s feedback and participation/engagement level. The Monthly Services & Progress Report is to be submitted by the 15th of the month following the month in which services were provided. Late submissions may result in a delay of payment for services provided.

It is the Agency’s plan to transition all MSPR documentation to be entered by the Contractor into a provider portal. Development of the provider portal is currently underway. The successful Applicant will be assigned security clearance and will receive training to utilize the provider portal (when available).

3.1.12 Final Monthly Services and Progress Report (MSPR)

Provide the referring agent and Youth Transitions a final MSPR of each child or young adult within fifteen (15) days of discharge from the program or Completion of Services.

3.1.13 Filing of Reports

Contractor must include reporting for each of the ILP Service areas listed above.

Reports must be submitted to the referring agent and Youth Transitions within five

(5) working days of completion to be filed in the child or young adult’s case records, or the Provider Portal (when available).

Agency reserves the right to adjust/update forms as needed to support service delivery and data collection purposes.

3.1.14 Annual Report

ILP Services require the submission of an annual report for all children or young adults served under the resulting contract, which is due December 1st of each year, for the time of October 1st of the prior year through September 30th of each contract year. The annual report form can be seen in the Attachment J. Agency reserves the right to adjust/update forms as needed to support service delivery and data collection purposes.

SECTION 4: APPLICATION REQUIREMENTS

4.1 PUBLIC NOTICE

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

Agency’s modifications, if any, to this RFA, will be made by written Amendment(s) published in OregonBuys. Prospective Applicant is solely responsible for checking OregonBuys to determine whether any Amendment(s) have been issued. Amendment(s) when published are incorporated into the RFA Document and the Bid Solicitation by this reference.

OregonBuys sends notices of Bid Solicitations and Amendments to Vendors or Sellers.

4.2 PRE-APPLICATION CONFERENCE

A Pre-Application conference will be held at the date and time listed in the Schedule, Section 1.4. Prospective Applicants’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Application conference is to:

• Provide additional description of the project;

• Explain the RFA process; and

• Answer any questions Applicants may have related to the project or the process.

https://oregonbuys.gov/

Statements made at the Pre-Applicant conference are not binding upon Agency.

Applicants may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Applicant Conference by:

• Conference call (669-254-5252; participant code: 16174481812#)

• Join Skype Meeting: (join by clicking on this link:

https://www.zoomgov.com/j/16174481812

4.3 QUESTIONS OR REQUESTS FOR CLARIFICATION

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

• Be delivered to the SPC via email;

• Reference the RFA number S-10000-00006578;

• Identify Applicant’s name and the authorized representative’s contact information;

• Be sent by the authorized representative;

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

• Be received by the SPC as described in subsection 1.4 “Schedule”.

Answers to questions or requests for clarification will be provided to the Applicant and may also be issued in ORPIN as an Addendum.

4.4 SAMPLE CONTRACT EXCEPTIONS

4.4.1 After reviewing the Sample Contract (Attachment A), an Applicant may have exceptions to the Contract language. Applicant must submit those exceptions to the SPC as described in subsection 4.3 “Questions or Requests for Clarification”.

Applicant may not take exception to the Contract terms and conditions listed as non-negotiable in subsection 7.3 “Contract Negotiations

4.4.2 The SPC will respond to the Applicant’s Contract exceptions. If the SPC requests a legal opinion from Oregon’s Department of Justice (DOJ) as to whether the language can be changed or modified, the SPC will provide the advice from DOJ to the Applicant. Applicant’s Contract exceptions Section 4.4 and the SPC’s responses will not be published in OregonBuys. If Agency finds the Applicant eligible for a Contract award, and enters negotiations with the Applicant, the exceptions and the SPC’s response (including DOJ’s opinion) may be used in those negotiations.

4.4.3 Unless Agency agrees to the exceptions and modifies any of the Sample Contract terms and conditions, Agency intends to enter a Contract with the successful https://meet.dhsoha.state.or.us/rosemary.iavenditti/CFJFZW34 https://www.zoomgov.com/j/16174481812

Applicant substantially in the form set forth in the Sample Contract.

4.5 BID SOLICITATION AND AMENDMENT PROTESTS

4.5.1 Protests to the RFA

This does not apply to this RFA.

4.6 APPLICATION MODIFICATION OR WITHDRAWAL IN OREGONBUYS

If an Applicant wishes to make modifications to a submitted Application, the Applicant must follow the OregonBuys Supplier Bid Solicitation Response Guidelines to submit its modification. To be effective the modification must be submitted prior to the Bid Opening Date.

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

4.7 APPLICATION SUBMITAL

4.7.1 Applicant is solely responsible for ensuring its Application is submitted before the Bid Opening Date and is in accordance with the Application requirements in Section 5 “Application”. Agency is not responsible for any OregonBuys submission or transmission errors or delays. Applicants do not need to be registered as a Vendor in OregonBuys to view the Bid Solicitation.