S-10000-00009999 PowerPoint Presentation.pptx

OregonBuys # S-10000-00009999 July 9, 2024 Oregon Refugee Children Assistance Services (ORCA) Sole point of contact for the RFP is

Sharon M. Landis, OPBC

Contact info: Phone 971-208-4151 or email Sharon.m.landis@dhsoha.oregon.gov Statements made in the Pre-Proposal Conference are not binding upon Agency or the Programs. Proposers may be asked to submit questions in Writing.

The RFP can only be changed by a written Amendment posted in OregonBuys.

Pre-Proposal Conference Agenda Introductions to the ODHS Refugee Program team Current Oregon Refugee Childrens Assistance Services (ORCAS) Program Overview ODHS Refugee Program Data ORCAS Expansion Plans RFP Scope of Work (SOW) Overview RFP Funding and Service Areas Program Requirements RFP Timeline Questions ODHS – Self-Sufficiency Programs

Current ORCAS Program Overview

Funding The ODHS Refugee Program receives funding from the Office of Refugee Resettlement (ORR) to provide Refugee School Impact (RSI) services. These services are detailed in ORR Policy Letter 22-07 and inform Oregon’s ORCAS program.

Current Contracts The ODHS Refugee Program currently contracts with organizations to provide ORCAS program services for ORR-eligible populations in the Portland Metro and Salem areas.

Services Services are currently provided to ORR-eligible children and youth in grades K-12 and their parents/legal guardians, and to schools with high numbers of ORR-eligible enrollees.

Services include: school enrollment (for youth who are not currently enrolled in a Reception & Placement program), interpreting/translation services, school and school system orientations for students and parents, connections to (or provision of) after-school and summer programs, and training/support for schools.

ODHS Refugee Program Data

This data shows the growing number of ORR-eligible individuals receiving cash assistance in Oregon since Federal Fiscal Year (FFY) 2018

ODHS Refugee Program Data (continued)

This data shows the growing number of refugees arriving through the Reception and Placement (R&P) program in Oregon since FFY 2018

ORCAS Expansion Plans

Factors for expanding ORCAS Increasing number of R & P arrivals in Oregon Increasing number of overall ORR-eligible arrival numbers in Oregon Expansion of populations eligible for ORR services Expansion of the ages for ORR RSI services Refugee resettlement efforts expanding beyond the Portland Metro area This RFP will expand the ORCAS program:

To serve individuals from birth through 18 years old (or older, if enrolled in a GED or equivalent program) To provide services to a higher number of children, families and schools To provide services across the state of Oregon

RFP SOW Overview

ORCAS program services may focus on improving access to existing resources or providing these services in communities that lack resources (or who are experiencing long waitlists for existing services).

ORCAS program services will continue to focus on three areas:

Support for ORR-eligible children and youth.

Examples: ESL/ELL classes, tutoring, summer programs.

Support for ORR-eligible youth and their parents/legal guardians who are learning to navigate Oregon’s education system.

Examples: interpreting/translation services, school orientation.

Support for schools with high numbers of ORR-eligible enrollees.

Depending on the need, these services may include document translation, interpreting services, and providing trainings for staff to develop their capacity to support ORR-eligible students and families.

Funding

Up to five contracts will be awarded The combined total of all awarded contracts under this RFP will not exceed $3,393,220 The total budget has been divided into five service areas. Service Areas 1-4 correspond with the highest numbers of ORR-eligible arrivals in Oregon. Service Area 5 is for virtual service delivery to cover the remaining areas of Oregon, not covered by Service Areas 1-4.

Awarded contracts will start (approx.) in September 2024 and continue until September 30, 2026.

The ODHS Refugee Program reserves the right to amend the contracts and may extend the contracts for additional periods of time up to a total contract period of five years.

Service Areas

Program Requirements

Prior to providing services, Contractors are required to confirm each child, youth and parent/legal guardian meets the ORCAS program eligibility criteria. The criteria includes:

Meeting the Noncitizen Status Requirements in OAR 461-120-0125(5), confirmed by reviewing the individual’s immigration document(s) Be within 60 months of receiving their ORR-eligible immigration status For children and youth, be age 18 (or older, if enrolled in a GED or equivalent program) or younger Contractor must maintain a service (or case) file for each client. The service file must contain a legible copy of the client’s immigration document that demonstrates their eligibility for ORR services.

Program Requirements (continued)

Invoices Must be submitted by email to the ODHS Refugee Program monthly, for costs incurred during the prior month. Note: Contractors are reimbursed for costs incurred, no funds are provided up-front Reports Must be submitted by email to the ODHS Refugee Program monthly, semi-annually and annually.

The ODHS Refugee Program will provide contractors with report templates and all reports must be submitted using these templates.

RFP Timeline

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Oregon Refugee Children Assistance Services (ORCA)

Proposal Content & Submission Requirements

Oregon Refugee Children Assistance Services (ORCA) Attachment A: Proposer Information Certification Sheet – Must be completed and signed Proposer created Attachment B: Key Persons and Resumes Proposer created Attachment C: Technical Proposal Implementation and Service Provision Plan Collaboration Plan Equity and Inclusion Plan Relevant Experience and Past Performance Attachment D: Reference Check Form – Have Reference Complete, return to Proposer and included with Proposal (Reminder: I am the sole point of contact for ODHS while the solicitation is available on OregonBuys, so please do not contact any ODHS staff for references) Attachment E: Price Proposal/Budget Template – All three worksheet tabs must be completed Attachment F: Responsibility Inquiry – Must be completed and signed Attachment G: Certified Disadvantaged Business Outreach Plan – Complete and include with Proposal Attachment H: Disclosure Exemption Affidavit – Only required if declaring an exemption under Oregon Public Records Law (ORS 192.311 through 192.478)

Proposal Evaluation Criteria Key Persons and Their Resumes (Section 3.3.2) (up to 20 points) How well does Proposer’s Key Persons summary identify each Key Person performing the work and identify their roles and responsibilities? (up to 5 points) How well do the Key Persons roles and responsibilities align with the Scope of Work of this RFP? (up to 5 points) How well does the Proposer demonstrate there is staff readily available to be able to begin work when the contract is executed? (up to 5 points) How well does each Key Persons resume demonstrate the qualifications and experience for the Scope of Work described in this RFP? (up to 5 points) Implementation & Service Provision Plan (Section 3.2.3.1) (up to 15 points) How well does the implementation plan describe the schedule of how services will be implemented? (up to 5 points) How well does the implementation & service plan meet the need of the Agency? (up to 5 points) How well does the Proposal describe service provision across the service area? (up to 5 points)

July 9, 2024

Collaboration Plan (Section 3.2.3.2) (up to 10 points) How well does the Proposal describe the existing collaborations the Proposer has in place with community-based organizations, refugee resettlement agencies, schools, school districts, Early Learn and Care programs, SUN programs, Oregon Department of Human Services, other State agencies, faith-based organizations, behavioral health providers, other local service providers and ORR service providers? (up to 5 points) How well does the Proposal describe details for expanding collaboration for this work? (up to 5 points) Equity and Inclusion Plan (Section 3.2.3.3) (up to 10 points) How well does the Proposal identify the equity and inclusion needs for the region they propose to serve? (up to 5 points) How well does the Proposal explain how they will ensure equity and inclusion in service provision? (up to 5 points)

July 9, 2024

Relevant Experience and Past Performance (Section 3.2.3.4) (up to 10 points) How well does the Proposer’s relevant experience and past performance in providing services align with the Scope of Work? (up to 5 points) How well do the examples of past projects align with the Scope of Work? (up to 5 points) References (Section 3.2.4)(up to 10 points) How well do the Reference’s answers demonstrate their satisfaction with the work services provided? (up to 5 points) How well do the Reference’s answers demonstrate their satisfaction with the business relationship and the Proposer’s problem resolution skills? (up to 5 points) Budget Template (3.2.5) (Up to 20 points) How well does the Personnel costs align with the Key Person’s identified to provide services? (Up to 5 points) How well do the Participant costs align with the services to be provided in the Scope of Work? (Up to 5 points) How well do Proposer’s costs align with Agency’s knowledge of the costs required to provide the services in that service area? (Up to 5 points) How well do the Administration costs align with Agency’s knowledge of the costs required to provide services? (Up to 5 points)

July 9, 2024

Evaluation Criteria Each Proposal meeting all Responsiveness requirements will be evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

Scores are the values (0 through 5) assigned by each evaluator for each criterion question. The SPC will add each evaluator’s scores together then divide the sum by the total number of evaluators for an average score for each evaluation criterion. The average criterion scores will be added together for the total score of the Proposal.

Oregon Refugee Children Assistance Services (ORCA)

TOTAL POINTS POSSIBLE : 95

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