S-10000-00007632-Amendment4.pdf

Solicitation #S10000-00007632 RFP#5657 Page 1 of 41

STATE OF OREGON

COVER PAGE

Oregon Department of Human Services/Child Welfare

Is issuing this Request for Proposals (RFP) under OregonBuys Bid Number OREGONBUYS S#10000-00007632 for

PEER PARENT MENTOR SERVICES

ODHS RFP#5657

Date of Issue: October 12, 2023

Opening Date and Time: Multiple Openings See Schedule Section 1.4

Single Point of Contact (SPC): Kathy McKenzie, Procurement Specialist

Address: 500 Summer St. E-03

City, State, Zip Salem, OR, 97301

Phone (voice) (503) 979-3757

Fax (503) 378-4324

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

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

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

mailto:dhs-oha.publicationrequest@state.or.us mailto:dhs-oha.publicationrequest@state.or.us

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION:

1.2 SINGLE POINT OF CONTACT (SPC):

1.3 SCHEDULE:

1.4 AUTHORITY AND METHOD

1.5 PROGRAM OVERVIEW AND PURPOSE

SECTION 2: DEFINITION OF TERMS

2.1 DEFINITION OF TERMS

2.2 OREGONBUYS TERMINOLOGY

SECTION 3: SCOPE OF WORK

3.1 GENERAL INFORMATION

3.2 PEER PARENT MENTORING ELIGIBILITYAND REQUIREMENTS

3.3 PARENT ELIGIBILITY:

3.4 STAFF TRAINING AND SUPPORT

3.5 APPLICANT REFERRAL PROTOCOLS

3.6 PERFORMANCE WORK STATEMENT

3.7 CORE PEER PARENT MENTORING REQUIREMENTS

3.8 PROVISION OF CORE PEER PARENT MENTORING SERVICES

3.9 COLLABORATION:

3.10 CLIENT TRANSPORTATION:

SECTION 4: PROCUREMENT REQUIREMENTS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SAMPLE CONTRACT EXCEPTIONS

4.5 SOLICITATION PROTESTS

4.6 PROPOSAL DELIVERY OPTIONS

4.7 PROPOSAL MODIFICATION OR WITHDRAWAL IN OREGONBUYS

4.8 PROPOSAL DUE

4.9 PUBLIC OPENING

4.10 PROPOSAL REJECTION

SECTION 5: PROPOSAL

5.1 PROPOSERS MINIMUM QUALIFICATIONS

5.2 PROPOSAL REQUIREMENTS

5.3 ROUND 1 PROPOSAL CRITERIA

SECTION 6: PROPOSAL EVALUATION PROCESS

6.1 EVALUATION COMMITTEE

6.2 STANDARDS FOR ASSIGNING POINTS

6.3 EVALUATION CRITERIA

6.4 POINT AND SCORE CALCULATIONS

6.5 RANKING OF PROPOSERS

6.6 NEXT STEP DETERMINATION

6.7 ROUND 2 REQUIREMENTS AND EVALUATION

6.8 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

SECTION 7: AWARD AND NEGOTIATION

7.1 AWARD NOTIFICATION PROCESS

7.2 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

7.3 CONTRACT NEGOTIATION

7.4 NEGOTIATION TIMEFRAME

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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 RFP; REJECTION OF PROPOSAL; NO DAMAGES

8.5 COST OF SUBMITTING AN PROPOSAL

8.6 CHECKLIST DISCLAIMER

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT/PRICE AGREEMENT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D PROPOSED BUDGET

ATTACHMENT E COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT F RESPONSIBILITY INQUIRY

ATTACHMENT G – SERVICE MAP

ATTACHMENT H – COVER PAGE TEMPLATE

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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, Child Welfare Program (“ODHS”), under the provisions of ORS 279B.060 is requesting Proposals from qualified Proposers who can provide Peer Parent Mentor Services, (“Services”), for Clients of ODHS Programs in the State of Oregon, throughout the 16 Districts. (Districts are listed below).

ODHS anticipates the award of multiple Contracts from this RFP. Proposer(s) will indicate the District in which they are proposing to provide services on the cover page, or counties within the District. If Proposer(s) is applying for multiple Districts, See Section 5.2.1 – Multiple Proposals. At the time of this posting this RFP will be open for one year. However, program reserves the right to close this RFP early or close each District of this RFP early once Districts are awarded.

ODHS intends to provide start-up costs (See Start-Up Costs Section: 2.1.20) and connections to support training and development to successful Proposer(s) to support the development of Peer Parent Mentor programs if applicable.

ODHS is seeking a Proposer(s) that reflects and embraces the communities we serve and provide trauma-informed, family and community-centered, and culturally responsive programs.

ODHS believes that communities have the wisdom and assets to provide safe, stable, and healthy lives for their children. As part of ODHS’ ongoing efforts to better serve children and families, and reduce racial disproportionality, and disparate outcomes, ODHS seeks to prioritize contracted services designed specifically to serve Tribes, Tribal communities and communities of color. Proposals from Culturally Specific Organizations (CSO) will be prioritized as well as proposals from organizations that employ people with lived expertise as parents formerly involved with child welfare. Additional details on the Scope of Services are included in the Scope of Work Section 3.

The Districts are as follows:

• Central Office

• District 1: Clatsop & Tillamook County

• District 2: Multnomah County

• District 3: Marion, Polk & Yamhill County

• District 4: Linn, Benton, & Lincoln County

• District 5: Lane County

• District 6: Douglas County

• District 7: Coos & Curry County

• District 8: Josephine & Jackson County

• District 9: Hood River, Wasco, Sherman, Gilliam & Wheeler County

• District 10: Jefferson, Deschutes & Crook County

• District 11: Klamath & Lake County

• District 12: Morrow & Umatilla County

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• District 13: Wallowa, Union & Baker County

• District 14: Grant, Harney & Malheur County

• District 15: Clackamas County

• District 16: Washington County

The initial term of each Contract is anticipated to be two years with options to renew up to a cumulative maximum of five years.

1.2 SINGLE POINT OF CONTACT (SPC):

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

Proposer will direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

1.3 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 RFP.

Event Date Time

Pre-Proposal Conference October 23, 2023 9:00 AM

Questions / Requests for Clarification Due October 26, 2023 3:00 PM

Answers to Questions / Requests for Clarification Issued (approx.)

October 27, 2023

1st Opening (Proposal Due) for Districts 1,2,3,4,5,6,8,10,12,15, and 16.

November 13, 2023 3:00 P.M.

2nd Opening (Proposal Due) for Districts 11, 13, 14, District 7 Coos County Only, and District 9 Hood River and Wasco County Only.

February 12, 2024 3:00 PM

3rd Opening (Proposal Due) May 6, 2024 3:00 P.M.

4th Opening (Proposal Due) August 5, 2024 3:00 P.M.

Interviews – Scheduled individually To Be Determined

1ST Issuance of Notice of Intent to Award (approx.)

November 30, 2023 3:00 PM

2nd Issuance of Notice of Intent to Award (approx.)

February 29, 2024 3:00 PM

3rd Issuance of Notice of Intent to Award (approx.)

May 31, 2024 3:00 PM

4th Issuance of Notice of Intent to Award (approx.)

August 30, 2024 3:00 PM

1.4 AUTHORITY AND METHOD

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

ODHS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. ODHS may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: (a) Competitive Range; (b) Discussions and Revised Proposals;

(c) Revised Rounds of Negotiations;(d) Negotiations; (e) Best and Final Offers; and (f) Multistep Sealed Proposals.

1.5 PROGRAM OVERVIEW AND PURPOSE

1.5.1 In the provision of all services, ODHS values: fairness, equity, inclusion, accessibility, diversity, and transparency; trauma-informed, family and community-centered, and Culturally Responsive programs and services focused on engagement, equity, safety, well-being, and prevention; and the voices, experiences, cultures, intellect and uniqueness of the Children and Families that are served.

ODHS’ Child Welfare has a vision that children do best growing up in their family and on values related to honoring and supporting cultural wisdom, building community resilience and voice, and ensuring the self-determination of our communities of color.

ODHS is part of a larger statewide social safety-net system that works to support Families and communities. This safety net not only works during a life-threatening crisis but well beforehand, when small interventions can make an enormous difference in their lives.

To achieve this vision, ODHS, its contractors, and public and private partners (collectively “Partners”) will need to work together to support Families and communities in a myriad of ways. This may include, but is not limited to, the following:

(1) Providing economic support;

(2) Enhancing parenting skills;

(3) Helping people with their housing needs and employment goals;

(4) Providing health and behavioral services;

(5) Helping treat alcohol and substance use disorders; and

(6) Ensuring Child safety and Family well-being.

ODHS and its Partners will help Families access resources within their natural support networks and the service provider community. This partnership will help Families address their own underlying needs and resolve the most common causes of stress and trauma linked to Child maltreatment.

Services provided will be Culturally Responsive, Evidenced-Based or Evidence- Informed, Parent-Centered, and Family-Focused. Services will be both front-end interventions to stabilize and prevent involvement with ODHS, and services in the home, community and with the resource parent, child, and biological parents to support early reunification.

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1.5.2 Peer Parent Mentoring Services Overview and Purpose

Peer Parent Mentoring is a service intended to provide parents with an ongoing, trusting, and supportive relationship to provide strengths-based, parent-driven, Culturally Responsive, trauma- informed, goal-focused contact during the time the parent is involved with ODHS. (See Scope of Work Section 3) for detailed information.

The purpose of the solicitation is to identify community partners to provide Peer Parent Mentor Services for referred clients throughout the State of Oregon. Agency may award multiple contracts for Districts or counties within a District. Agency reserves the right to not move forward with all that apply. Awarding will be based on the needs and funding of the service area.

SECTION 2: DEFINITION OF TERMS

2.1 DEFINITION OF TERMS

2.1.1 For the purposes of this RFP, excluding Attachment A, “Sample Contract”, capitalized words are defined in OAR 125-246-0110 or as defined below.

2.1.2 “Agency” in the RFP means the ODHS Child Welfare.

2.1.3 “Child” or “Child(ren)” means a Child who qualifies for Child Welfare services provided by ODHS.

2.1.4 “Client” – For this RFP means a Parent who qualifies for Child Welfare services provided by ODHS.

2.1.5 “Client Family” – For this RFP means the family of the Parent who qualifies for Child Welfare services provided by ODHS.

2.1.6 “Client-Focused Functional Outcome Measures” - means objective, observable measures of outcomes for Services provided to a Child and a Child’s Family under ORS 418.575 to 418.598, including but not limited to measures relating to Permanency.

2.1.7 “Community Based Organization (CBO)” - means an organization that is representative of a community or significant segments of a community, which is located within or in close proximity to the community it serves. This includes Culturally Specific Organizations that have an expressed mission of providing services to specific populations within a community.”

2.1.8 “Culturally Responsive Services (CRS)” are Services designed to show full respect for and relevance of the beliefs, practices, culture and linguistic needs of diverse people and communities being served. Culturally responsiveness describes the capacity to respond to the unique issues and characteristics of diverse communities. It may take into account language, cultural approaches, strengths, perspectives, experiences, values, and norms. The intended outcome is services and programs that are welcoming, accessible, appropriate, and effective for all

Solicitation #S10000-00007632 RFP#5657 Page 8 of 41 eligible intended recipients.

2.1.9 “Culturally Specific Organization (CSO)” - is an organization that serves a specific population and is primarily staffed and led by members of that community and uses language, structures, and settings familiar to the culture of the specific population to create an environment of belonging and safety in which services are delivered.

2.1.10 “Digital Signature” means a certificate-based electronic signature that is password protected, identifies the Authorized Representative, and authenticates the document. The Digital Signature must include credentials of the Authorized Representative next to it to include, but not limited to, printed name, title, and the date the Digital Signature was used. Examples of allowed Digital Signatures with the above completed criteria includes Adobe cloud signatures from Adobe Sign and DocuSign. Examples of electronic signatures that are not allowable forms for Digital Signatures include, but not limited to, stamps, hand-typed, Microsoft Word, and Adobe typing or drawing.

2.1.11 “Face to Face Contact” means an in-person interaction between individuals.

2.1.12 “Family” means, at a minimum but not to the exclusion of siblings as defined in ORS 419A.004 or other persons living in the same household with a Child, the Child and:

• The Child’s Parent as defined in ORS 419A.004;

• The Child’s guardian appointed pursuant to ORS chapter 125; or

• A person who has a caregiver relationship as defined in ORS 419B.116 with the Child.

2.1.13 “Inactive Status” means a Parent is not participating in the Parent Mentor program after 60 consecutive days of no contact with the Parent Mentor.

2.1.14 “Office of Child Welfare Programs” or “Child Welfare” is a Program office within the Oregon Department of Human Services.

2.1.15 “Parent” means a Parent who qualifies for Child Welfare services provided by

ODHS.

2.1.16 “Partners” for this RFP collectively means ODHS, its contractors, and public and private partners.

2.1.17 “Peer Parent Mentor” (“Mentor”) means an individual who provides Services to an ODHS referred Parent under the terms and conditions of this Contract.

2.1.18 “Permanency” means Family-based living situations that are permanent:

reunification with Parents, permanent placement with relatives, resource Parents, guardianship, or adoption.

2.1.19 “Services” means the required activities, tasks, deliverables, reporting and invoicing requirements, as described in Section 3, “Scope of Work” of this RFP and in Exhibit A, Parts 1 and 2 of the Sample Contract (Attachment A).

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2.1.20 “Start-Up Costs” – For this RFP is a one-time payment to Contractor upon execution of this Contract and completed invoice pursuant to (See: Attachment A:

Exhibit A, Part 2.) These funds are only for facility, staff, and supply costs that are directly associated with service delivery under this Contract. Start-Up funds must be spent within 90-calendar days after execution of a Contract. Remaining start-up funds not spent must be returned to ODHS within 120 calendar days from receipt of the startup funds.

2.1.21 “Virtual Contact” –During times of national, state, or local emergency, and when requested or prior approved by the ODHS Contract Administrator or delegate, Contractor may be authorized to hold services either virtually, or via teleconference, or a combination of virtual and in person. Contractor will abide by all restrictions in effect as prescribed by the national, state, or local authorities and/or the Contract Administrator at the times services are provided.

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 Proposal. OregonBuys modifications, if any, to this RFP will be made by written Amendment(s). Intent to Award notices will be posted as Amendments to the Bid Solicitation.

2.2.2 The Attachments described in subsection 5.2 of this RFP are Attachments in OregonBuys. These Attachments must be downloaded from OregonBuys in addition to this RFP Document.

2.2.3 Bid or Bid Solicitation is the same as Request for Proposal(s). The Bid Solicitation Number S-10000-00007632 is ODHS’ Request for Proposals from qualified Vendors 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 vendor Proposal(s) will no longer be accepted in OregonBuys.

2.2.6 A Quote is a Vendor’s response to a Bid Solicitation. The Vendor submits a Quote in OregonBuys using the Attachment documents provided by ODHS in OregonBuys.

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

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

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SECTION 3: SCOPE OF WORK

3.1 GENERAL INFORMATION

The successful Proposer(s) will provide Culturally Responsive, trauma-informed, client-centered, and family-focused Peer Parent Mentoring services to Parents involved with ODHS.

Services will be both front-end interventions to stabilize and prevent involvement with ODHS, and services in the home, community and with the resource parent, child, and biological parents to support early reunification.

Peer Parent Mentoring services will be provided to Parents who have voluntarily agreed to receive the service. Referrals will be initiated by ODHS or the parent for Peer Parent Mentoring services.

The successful Proposer(s) will support an average Peer Parent Mentor caseload of one Peer Parent Mentor to 12-14 Parents. On average, parents will receive 10-12 hours of services per month, with one to two contacts per week for the first 30 days, followed by an average of one contact per week thereafter.

The successful Proposer may be required to participate in a Federal evaluation of the Peer Parent Mentor Program. The evaluation will include an experimental impact evaluation in which eligible parents will be randomly assigned on a rolling basis to one of two groups. One group will be referred by child welfare to currently available services plus the Peer Parent Mentor Program. The successful Proposer must submit a statement of commitment to participate in a federal evaluation for the Proposer(s) and all partners. The evaluation may involve ongoing coordination with ODHS, evaluation and technical assistance partners through regular check-in meetings, and includes: following evaluation procedures as specified by the evaluation partner; providing program fidelity data to the evaluation partner; providing access to program and partner personnel and parents for interviews; participating in training and technical assistance offered by the evaluation and technical assistance partners; and consultation on evaluation design, operations and findings. Proposer(s)’ statement of commitment to participate in the evaluation does not impact the scoring of the Proposal.

3.2 PEER PARENT MENTORING ELIGIBILITYAND REQUIREMENTS

3.2.1 Services will be provided by the following:

1. Whenever possible, individuals with lived expertise as parents formerly involved with child welfare.

2. Individuals who reflect the diversity of the population of parents they are serving, inclusive of race, ethnicity, language, gender, linguistics, religion, and age.

3. Individuals with a minimum of two years of sobriety if individual is in recovery.

4. Individuals who are not the alleged perpetrator on a pending abuse or neglect assessment with Child Welfare and have not been determined to be

Solicitation #S10000-00007632 RFP#5657 Page 11 of 41 the perpetrator of an abuse or neglect allegation within at least one year.

5. Individuals with knowledge of ODHS and its processes and systems, and other relevant social and human service programs and systems, to assist parents in obtaining needed services.

Individuals who serve as Peer-Parent Mentors will also need to complete the training requirements in Section 3.4.

3.2.2 Mentors will be supervised by staff with either:

1. A Master’s Degree in a social service field; or

2. A Bachelor’s Degree and three years of experience in a related social services field; or

3. A minimum of seven years of experience in a related social services field; or

4. Other qualifications may be approved by contract administrator or delegate.

3.3 PARENT ELIGIBILITY:

3.3.1 To be eligible for Peer Parent Mentoring under this RFP, Parent(s) must meet the following eligibility requirements prior to the provision of Service:

1. Parents who have their Children in their care and custody and who may be at risk of Child Welfare involvement; or

2. Parents who have their Children in their care and ODHS has filed for temporary legal custody in a court of legal jurisdiction; or

3. Parents who have had their Children removed from their care and are in the temporary legal custody of ODHS.

3.4 STAFF TRAINING AND SUPPORT

3.4.1 Proposer(s) will be responsible for providing an orientation training to all staff providing services prior to staff providing services. Orientation training will include:

1. Mandatory reporting of child abuse,

2. Program policies and expectations,

3. Gender and culturally responsive services,

4. Behavior and crisis management,

5. Suicide prevention,

6. Strength-based service delivery, Solicitation #S10000-00007632 RFP#5657 Page 12 of 41

7. The child welfare system, including case plans, family meetings, court processes,

8. The role of the Peer Parent Mentor and peer-to-peer support process,

9. Clarification and support about shifting roles, moving from lived experience, to providing supportive mentoring experience,

10. Drug and alcohol use/abuse,

11. Mental health and domestic violence,

12. Confidentiality,

13. Presentation and communication skills,

14. Setting professional boundaries,

15. Impact of trauma, secondary trauma, and intergenerational trauma, and

16. Self-care.

3.4.2 Peer Parent Mentor(s) will receive supervision, support and on-going training from the successful Proposer(s) supervisory staff on a frequent and regular basis due to the activating nature of the work. The training will provide information and skills specific to the Peer Parent Mentor role, and the supervision will provide support, consistency, and fidelity.

3.5 APPLICANT REFERRAL PROTOCOLS

3.5.1 Peer Parent Mentoring services will be provided to Parents who have voluntarily agreed to receive the service. Referrals will be initiated by ODHS or the Parent and upon acceptance the successful Proposer(s) will collaborate with the Parent, referring Child Welfare Caseworker, Self Sufficiency Family Coach and any other parent supports to begin working collaboratively to identify the interests, goals and needs of the Parent. Referrals will be accepted during normal business hours, which are 8a.m. – 5p.m. Monday through Friday.

The successful Proposer(s) will initiate contact with the Family within two business days of receipt.

3.5.2 The successful Proposer(s) will notify the contract administrator and Child Welfare Caseworker assigned within two business days, Monday through Friday, of referral initiation in cases where the successful Proposer(s) does not accept referral. The successful Proposer(s) will initiate contact with the Parent within two business days, Monday through Friday. Upon acceptance of a Child Protective Services (CPS) related referral, the successful Proposer(s) may accompany the Child Welfare Caseworker in making the home assessment. While Child Welfare maintains responsibility to assess Child-safety and other associated factors, the successful Proposer(s) will begin to collaborate with the Parent as well as the Family to determine the impact of substance abuse, addiction, as well as other factors and will

Solicitation #S10000-00007632 RFP#5657 Page 13 of 41 work collaboratively with ODHS and other partners supporting the Family to identify needs of the Family.

3.5.3 Services may last from three to eighteen months. Cases will be reviewed every 90 days with the successful Proposer(s) and ODHS staff. In cases where additional time is necessary beyond eighteen months, the successful Proposer(s) will obtain prior approval from the ODHS assigned Child Welfare Contract Administrator or designee.

3.5.4 During times of national, state, or local emergency, and when requested or prior approved by the ODHS Contract Administrator or delegate, Contractor may be authorized to hold services either virtually, or via teleconference, or a combination of virtual and in person. Contractor will abide by all restrictions in effect as prescribed by the national, state, or local authorities and/or the Contract Administrator at the times services are provided.

3.6 PERFORMANCE WORK STATEMENT

ORS 418.580 (2)(c) allows for Contracts entered into for Program Services to be performance-based. The Contract(s), resulting from this RFP, will be entered into by the successful Proposer(s) with the understanding that the Contract(s) will be performance-based Contract(s) and as part of administration of the Contract(s), ODHS will be monitoring the outcome data and working with the successful Proposer(s) to assist in achieving specific performance measures as defined in (Section 3.10.4, “Performance Outcome Measures”).

3.7 CORE PEER PARENT MENTORING REQUIREMENTS

3.7.1 Peer Parent Mentor services will include: mentoring, goal setting, support, and system navigation support. This will be provided to parents during their involvement with ODHS.

3.7.2 Services will be provided to parents who voluntarily agree to receive the service.

3.7.3 Upon referral by ODHS or self-referral the successful Proposer(s) will assign a Peer Parent Mentor and begin providing Service to the Parent as soon as possible; but will begin outreach to the Parent within two business days of receiving referral.

3.7.4 The successful Proposer(s) will recruit and support Peer Parent Mentors who reflect the diversity of the population they are serving, inclusive of race, ethnicity, language, gender, linguistics, religion, and age.

3.8 PROVISION OF CORE PEER PARENT MENTORING SERVICES

3.8.1 The Peer Parent Mentors will work collaboratively with parents to determine the most appropriate contact frequency for each Parent’s circumstances. On average, Parents will receive 10-12 hours of mentoring services per month with Face-to- Face contact occurring 1-2 times per week for the first 30 days and one per week thereafter. The amount of scheduled Face-to-Face Contact must be at least once per month. If the Parent has not been in contact with the Mentor for 60 consecutive days, the Mentor will collaborate with the Parent’s team to determine if the referral

Solicitation #S10000-00007632 RFP#5657 Page 14 of 41 will be closed. Parent eligibility can be re-opened upon reengagement by the Parent.

3.8.2 Peer Parent Mentors will engage with Parents using strengths-based, Parent-driven, Culturally Responsive, goal-focused contact, including but not limited to:

1. Engaging in outreach efforts to referred Parents via telephone, text messages, email, virtual meeting platforms, home, and community visits, accompanying or transporting Parents to appointments;

2. Encouraging, identifying, and facilitating Parent’s interests, goals, and needs, and connecting them to Culturally Responsive resources;

3. Working on specific goals with Parents to achieve their over-all case planning objectives;

4. Empowering Parents to make positive life changes and learn to advocate for themselves and their Children; and

5. Supporting Parent’s recovery efforts by modeling a sober lifestyle, providing emotional support, helping Parents navigate treatment provider systems and processes, recovery groups and other community support systems and processes, providing information about drug and alcohol-free activities and resources and accompanying parents to 12-step or other recovery groups.

6. Assisting Parents in navigating the ODHS system, court systems and related social service systems by providing emotional support, information, and transportation as required;

7. Assisting Parents to develop their own social support networks in the community;

8. Participate in ODHS activities where Parents are present such as: meetings, court hearings, Family meetings, Citizen Review Board reviews, case planning and other activities.

3.8.3 Peer Parent Mentors will help Parents access concrete and immediate resources, for example transportation and food assistance, based upon individual needs.

3.8.4 Peer Parent Mentors will support Parent’s participation in required Services by providing emotional support, helping Parents navigate provider systems and processes, and providing information on community resources.

3.9 COLLABORATION:

3.9.1 Peer Parent Mentors will participate, at Parents discretion, in the case planning process through ODHS including family meetings of all types.

3.9.2 Peer Parent Mentors will participate, at Parent’s discretion, in meetings with Parent and Family Engagement Facilitator or Child Welfare Caseworker.

3.9.3 Peer Parent Mentors will work with Parents to prepare for and debrief after the

Solicitation #S10000-00007632 RFP#5657 Page 15 of 41 meeting, including helping with self-advocacy as needed.

3.9.4 The successful Proposer(s) will work with ODHS to support the following:

1. Treatment plans and Service goals set for the Parent(s);

2. Processes for case referrals;

3. Understanding the unique culture and cultural needs of the Family;

4. Attending case staffing meetings as requested by ODHS; and

5. Procedures for resolving issues related to the Peer Parent Mentoring

Program.

3.10 CLIENT TRANSPORTATION:

Successful Proposer(s) will provide Client transportation services as needed to facilitate Client’s participation in Peer Parent Mentoring Services. ODHS strongly prefers that all Client transportation services be provided using the successful Proposer(s) vehicles; however, the successful Proposer(s) may provide these services through its employees’ private vehicles. All vehicles and drivers providing transportation under the Contract(s), resulting from this RFP, are subject to the conditions below. Prior to performing Client transportation services for ODHS Clients, the successful Proposer(s) will provide the ODHS contract administrator a written certification that all drivers performing Client transportation services under the Contract(s), resulting from this RFP, meet all of the requirements listed below. (ODHS reserves the right to adjust and or update the language as necessary after award.)

3.10.1 Insurance: Successful Proposer(s) will obtain and maintain Commercial Automobile Liability insurance at the liability limits described in Exhibit C “Insurance Requirements” throughout the term of this Contract.

3.10.2 Driver Standards: Successful Proposer(s) will ensure any person performing transportation services under the Contract(s), resulting from this RFP, meets all the following requirements:

1. Is currently and legally licensed to operate the transporting vehicle according to the laws and regulations of the State of Oregon;

2. Does not have the following criminal history:

a. Has been convicted or currently under the investigation of a crime in the category of homicide;

b. Has been convicted or currently under the investigation of a crime related to a sexual offense; or

c. Currently has a pending or unresolved criminal charge as a result of a crime committed within the past two years.

3. Has not been convicted of a crime:

a) Listed in ORS 342.143(3)(a)(A), (B) or (C);

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b) Involving sexual offenses;

c) In the past two years, involving Child abuse, or Child neglect;

d) In the past two years, involving offenses against persons, violence, threat of violence, or theft;

e) Involving activity in the past two years, in drugs or alcoholic beverages, including driving under the influence of intoxicants; or

f) Been convicted of a crime that bears a substantial relation to the functions and duties under the terms and conditions of the Contract.

4. Has not had a driver’s license suspended by the Oregon Division of Motor Vehicles, or a similar ODHS in another state, for a cause involving the unsafe operation of a motor vehicle or because of sanctions against a driving record, within the past two years; or

5. Has not had driving privileges revoked or suspended as a habitual offender under ORS 809.600, or a substantially similar provision in another state, within the past two years; or

6. Does not have a driving record that has an accumulation of 31 points based on the point system established in OAR 581-053-0050(3)(G), within the past two years.

3.10.3 Driver Will:

1. Not consume any alcoholic beverage regardless of its alcoholic content or any drug that may affect the ability to operate a vehicle safely within eight hours prior to providing transportation services;

2. Refrain from smoking, this includes the use of e-cigarettes and vaping products, or the use of any tobacco product at any time while providing transportation services;

3. Secure any articles in the passenger compartment of the transporting vehicle likely to cause injury to the occupants in the event of an accident, sudden stop or emergency evasive action;

4. Ensure vehicle is sufficiently fueled prior to providing transportation services under the Contract(s), resulting from this RFP, and refrain from refueling the vehicle while transporting ODHS Client(s)/Parent and their Families;

5. Provide adequate lighting, ventilation, and heating in the transporting vehicle appropriate to the environment;

6. Not carry, nor will the vehicle transport, guns, knives, mace, pepper spray or weapons of any type, or any potentially hazardous material when providing transportation services; nor will the successful Proposer(s) allow any mace, Solicitation #S10000-00007632 RFP#5657 Page 17 of 41 pepper spray or weapons of any type to be stored in any vehicles used to transport ODHS Client(s) and their Families; and

7. Have telephonic means available and follow all applicable laws regarding use of telephonic devices while driving. Telephonic device will be used for contacting emergency assistance. Drivers are prohibited from use of a cell phone, or other telephonic or electronic device not specifically designed for use while driving while providing transportation services under the Contract(s), resulting from this RFP.

8. If a driver is in violation of any provision listed above, or, to the best of the successful Proposer(s) knowledge is currently under investigation of such actions, the successful Proposer(s) will immediately remove each such driver from providing any transportation services under the Contract(s), resulting from this RFP.

3.10.4 Vehicle Standards: Successful Proposer(s) will ensure vehicles meet the following standards when being used for transportation services under the Contract(s), resulting from this RFP:

1. Vehicle is fully registered and licensed according to the laws of the State of Oregon and is in good and safe operating condition that meets or exceeds the applicable minimum standards, rules, and laws for vehicle safety;

2. Vehicle has a clean and uncluttered passenger compartment;

3. Vehicle has a properly installed Child-safety seat, booster seat, or other device required by law or rule for the transport of Children that will be utilized as required by rule or law, if a Child is being transported; and

4. Vehicle has seat belts that are properly installed and always maintained and used by all occupants of the vehicle the vehicle is in operation.

3.10.5 Reports of Abuse and Safety Plan Violations:

1. Any concerns about the safety of the Children, or the safety and stability of the home environment will be immediately reported to the local Child Welfare Caseworker or Child Abuse Hotline 1-855-503-SAFE (7233).

2. Contact from alleged offenders will immediately be reported to the assigned Child Welfare Caseworker. Peer Parent Mentor Services will not be provided when uncontrolled offenders have continued access to Children in their homes.

3. Any violation of the protective action, safety plan or relapse prevention plan will be reported to the Child Welfare Caseworker within 24 hours of observation. For example: the Parent’s un-willingness or ability to comply with the protective action or safety plan.

3.10.6 Performance Outcome Measures

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With ODHS’s implementation of performance-based contracting, Child Welfare will gather end of Service data reported out by the successful Proposer(s) and validated by Child Welfare. Child Welfare will utilize this and other data to work with the successful Proposer(s) to support continuous improvement efforts which promote better outcomes for Children and Families.

1. The successful Proposer(s) performance will be based on successful achievement of the following outcome expectations:

2. Achieved: Client engaged with Peer Parent Mentor and completed self-identified Service goals.

3. Partially Achieved: Client made most agreed upon engagements with Peer Parent Mentors and completed one or more of the self-identified Service goals.

4. Not Achieved: Client did not engage with Peer Parent Mentor and did not complete any self-identified Service goals.

5. No progress: Client did not engage in services or was not located.

6. When a dispute arises regarding whether performance outcomes have been achieved by the successful Proposer(s), ODHS will make the final decision.

7. Outcome measures may be modified, deleted, or exchanged as necessary and if so, will be completed through written amendment to the Contract(s), resulting from this RFP.

3.10.7 Reporting Requirements:

Successful Proposer(s) will provide the following reports by secure email to the assigned Child Welfare Caseworker:

3.10.7.1 Initial Report:

Within 5 calendar days of the first Face-to-Face meeting with the Client, the successful Proposer(s) will provide a summary to include information about current barriers the Family is facing, the Parent’s service goals, and initial strategies identified to meet goals.

3.10.7.2 Monthly Report:

1. For each Client receiving services, the successful Proposer(s) will submit a monthly written report to be received no later than the 10th calendar day following the end of the reporting period describing the Services provided during the month, including Face-to-Face contacts, system navigation support, changes to barriers the Family is facing, and updated goal setting and progress toward identified goals. Monthly Reports will include the total number of hours spent providing services for each Parent, including outreach efforts via telephone, text messages, email, meetings, home or community visits, and accompanying Parents to Court or appointments in the community.

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2. Successful Proposer(s) will submit monthly summary report to be received no later than the 10th calendar day following the end of the Reporting Period. Contractor’s monthly summary report must be submitted on an approved ODHS monthly summary report format and include the following information:

a) Of those Parents that received Services in the Reporting Period, how many:

b) Children remained with Parents and did not enter substitute care;

c) Children in substitute care are reunified with their Parents; and

d) Parents were connected to community resources.

e) Progress toward, or final, Client Family outcomes (to also be included on

ODHS invoice); and

f) Next Steps or recommendation for further Parent engagement and support.

3.10.7.3 Closing Reports

As Contracts will be performance-based, Successful Proposers periodic or closing reports shall focus on providing necessary information that shall ultimately describe the results of Client-Families achieving program outcomes as described in Section 3.10.6. Program Outcome Measures. Specifically, the Contractor shall provide the following, within 10 calendar days of the last service provided for each Client Family:

(1) Progress toward, or final Client Family Outcomes (to also be included on ODHS invoice); and

(2) Next steps or recommendations for further treatment.

SECTION 4: PROCUREMENT REQUIREMENTS

4.1PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposer(s).

Agency Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer(s) are solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) when published are incorporated into the RFP Document and the Bid Solicitation by this reference.

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

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule, Section 1.3.

Prospective Proposer(s) participation in this conference is highly encouraged but not mandatory.

https://oregonbuys.gov/

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The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposer(s) may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposer(s) may be asked to submit questions in Writing.

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

• Conference call (+1 971-277-2343,; participant code: 111 684 123#)

Join Skype Meeting: (join by clicking on this link: Click here to join the meeting

Meeting ID: 229 121 347 062

Passcode: z3Dw6L

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via an OregonBuys submission;

• Reference the OregonBuys bid number S#10000-00007632;

• Identify Proposer(s) name and contact information;

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

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.3.

4.4 SAMPLE CONTRACT EXCEPTIONS

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

Proposer 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 Proposer(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 Proposer. Proposer(s) Contract exceptions Section 4.4 and the SPC’s responses will not be published in OregonBuys. If Agency finds the Proposer eligible for a Contract award, and enters negotiations with the Proposer, the exceptions and the SPC’s response (including DOJ’s opinion) may be used in those negotiations.

tel:+19712772343,,111684123# https://meet.dhsoha.state.or.us/rosemary.iavenditti/CFJFZW34 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWM1N2IwNWUtNDUzYS00NmQ5LWI0ODMtNmM2ZGJkM2JkMTBj%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22908f2084-52a7-4c06-9deb-730855e704e7%22%7d

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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 Proposer(s) substantially in the form set forth in the Sample Contract.

4.5 SOLICITATION PROTESTS

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

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

4.5.3 All Bid Solicitation protests must be delivered via email.

• Bid Solicitation protests are not submitted in OregonBuys.

• Reference the Bid Solicitation number S-10000-00007632;

• Identify Proposer’s name and contact information;

• State the reason for the protest, including:

o the grounds that demonstrate how the procurement process is contrary to law, unnecessarily restrictive, legally flawed, or improperly specifies a brand name;

and o evidence or documentation that supports the grounds on which the protest is based;

• State the proposed changes to the Bid Solicitation or Amendment provisions or other relief sought; and

• Be received by the due date and time identified in the subsection 1.3 “Schedule”; or

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

4.6 PROPOSAL DELIVERY OPTIONS

Proposer(s) is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys.

Proposal submission should be electronically through OregonBuys. At:

https://oregonbuys.gov/bso/.

Detailed instructions on how to submit an Proposal can be found at OregonBuys Vendor Formal https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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Solicitation Response.pdf

4.7 PROPOSAL MODIFICATION OR WITHDRAWAL IN OREGONBUYS

If a Proposer(s) wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.6 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.8 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before the Opening date found in the Schedule, Section 1.3. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening will NOT be accepted with the first round of openings. It will be received on the next opening date, see Schedule Section 1.3 for those times. At this time this posting will be open for one year, however, we reserve the right to close it early if all Districts are awarded.

4.9 PUBLIC OPENING

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

4.10 PROPOSAL REJECTION

Agency may reject a Proposal(s) for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer(s) authorized representative sign the Proposal.

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

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

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of…