S-10000-00012342 Final.pdf

DAS Procurement Services, Version 4.5 March 31, 2023 Page 1 of 30

STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF HUMAN SERVICES, REFUGEE PROGRAM

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-10000-00012342 for

OREGON REFUGEE HEALTH PROMOTION SERVICES

Date of Issue: February 20, 2025

Opening Date and Time: March 25, 2025 3:00 PM

Single Point of Contact (SPC): Sharon M. Landis, OPBC

Address: 500 Summer Street NE, E03 City, State, Zip Salem, OR 97301 Phone (voice) 971-208-4151 E-mail: sharon.m.landis@odhsoha.oregon.gov

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the SPC at the contact information found above. We accept all relay calls.

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.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

3.2 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 POINT AND SCORE CALCULATIONS

4.12 RANKING OF PROPOSERS

4.13 ADDITIONAL ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 INTENT TO AWARD PROTEST

5.4 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.5 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 RECYCLABLE PRODUCTS

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LIST OF ATTACHMENTS

ATTACHMENTS FOR DOWNLOAD ON OREGONBUYS

ATTACHMENT A PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E BUDGET AND JUSTIFICATION TEMPLATE

ATTACHMENT F RESPONSIBILITY INQUIRY

ATTACHMENT G CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT H DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT I SAMPLE CONTRACT/PRICE AGREEMENT

ATTACHMENTS TO BE CREATED OR PROVIDED BY PROPOSER

ATTACHMENT B KEY PERSONS AND THEIR RESUMES

ATTACHMENT C TECHNICAL PROPOSAL

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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, Office of Self-Sufficiency Programs, (“Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for Proposals from qualified Proposers who are able to provide Oregon Refugee Health Promotion Services (RHP). The purpose of the RHP program is to promote the health and well-being of refugees and other Federal Office of Refugee Resettlement (ORR)-eligible populations by:

• Providing opportunities to increase health literacy.

• Coordinating health care.

• Organizing wellness groups.

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

The Agency may choose to award one (1) contract from this RFP. The Apparent Successful Proposer may subcontract. The Apparent Successful Proposer will be responsible for providing services statewide. Funding will be prioritized, and services will primarily be provided, in Oregon counties experiencing the highest number of refugee arrivals. The counties in Oregon currently with the highest number of refugee arrivals include: Multnomah, Clackamas, Washington, Marion, Lane, Polk, Benton, and Linn counties.

As a result of this RFP process, the awarded Contract will start on April 1st, 2025, and is anticipated to continue until September 30, 2026. The Agency budget for the awarded Contract under this RFP will not exceed $1,066,777.

No award will be an extension of current contracted services. Agency reserves the right to amend the Contract for additional funding for increased work, or clarification of the Statement of Work based on this RFP’s original Scope of Work. Agency reserves the right to extend the Contract for additional periods of time up to a total Contract period of five years, and for additional money associated with the extended period(s) of time.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Standard Time (PST). All dates listed are subject to change.

Event Date Time

Pre-Proposal Conference March 5 2025 11:00 AM

Questions / Requests for Clarification Due Answers will be posted on OregonBuys approx.

within three business days after received

March 14, 2025 4:00 PM

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Issuance of Notice of Intent to Award (approx.) April 24, 2025

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1.3 SINGLE POINT OF CONTACT (SPC)

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

Proposer shall 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.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

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

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency 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.

2.2 DEFINITION OF TERMS

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

2.2.1 General Definitions

2.2.1.1 “Addendum” or “Addenda” means an addition to, deletion from, a material change in, or general interest explanation of a Solicitation Document.

2.2.1.2 “AB” means Aid to the Blind.

2.2.1.3 “Key Personnel” or “Key Persons” means the person or persons on Proposer’s staff to be assigned to perform the Work under the Contract.

2.2.1.4 “Proposal” means a written response to Request for Proposals.

2.2.1.5 “Proposer” means a person who submits a Proposal in response to a Request for Proposals.

2.2.2 Project Specific Terms

2.2.2.1 “Behavioral Health Providers” means the individuals or organizations that provide services to support an individual’s emotional and mental well-being, which includes, but is not limited to, the prevention and treatment of mental and substance use disorders.

2.2.2.2 “Community-Based Organizations” or “CBOs” means a public or private nonprofit organization that is representative of a community, or significant segments of a community, and engaged in meeting that community's needs in the areas of social, human, or health services.

2.2.2.3 “Culturally Responsive” means to adapt, honor, and align with the beliefs, practices, culture, and linguistic needs of diverse populations and communities

Event Date Time

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

DAS Procurement Services, Version 4.5 March 31, 2023 Page 6 of 30 whose members identify as having particular cultural or linguistic affiliations by virtue of their place of birth, ancestry or ethnic origin, religion, preferred language, or language spoken at home. Culturally Responsive services are adapted to the varied and intersecting biological, social, and cultural categories such as gender identity, class, ability, sexual orientation, religion, caste, and other axes of identity.

2.2.2.4 “Evidence Based Practice” means a process of integrating the best available research evidence with clinical expertise and the individual’s unique values and circumstances.

2.2.2.5 “Faith-Based Organization” means a charitable or nonprofit organization affiliated with a religious group or inspired by religious beliefs.

2.2.2.6 “Federal Fiscal Year” or “FFY” means the accounting period of the Federal government. The accounting period begins on October 1st and ends on September 30th of the next calendar year. Each Federal fiscal year is identified by the calendar year in which it ends.

2.2.2.7 “Federal Office of Refugee Resettlement” or “ORR” means the office under the Federal Department of Health and Human Services that promotes the health, well-being, and stability of refugees, unaccompanied children, and other eligible individuals and families through culturally responsive, trauma-informed, and strengths-based services.

2.2.2.8 “Health Literacy” means the degree to which individuals have the ability to find, understand, and use information and services to inform health-related decisions and actions for themselves and others.

2.2.2.9 “Humanitarian Parole” means the temporary parole granted by the U.S.

Department of Homeland Security for urgent humanitarian reasons or significant public benefit, and who may be inadmissible or otherwise ineligible for admissions into the U.S. The Immigration and Nationality Act (INA) allows the Secretary of Homeland Security to use their discretion to parole any noncitizen applying for admission into the U.S. temporarily for urgent humanitarian reasons or significant public benefit.

2.2.2.10 “LGBTQI+” means an acronym for lesbian, gay, bisexual, transgender, queer or questioning, intersex and more. These terms are used to describe a person’s sexual orientation or gender identity.

2.2.2.11 “Medicaid” means medical assistance provided under a State plan approved under title XIX of the Act.

2.2.2.12 “ORR-Eligible Individual” means someone who is a member of a population that is eligible for benefits and services from ORR

2.2.2.13 “Oregon Department of Human Services” or “ODHS” means the principal human services agency, which provides services to over 1 million people across Oregon, including food and cash benefits, disability services, and support for children, families and older adults.

2.2.2.14 “ORR-Eligible Population” means a group of individuals who are eligible for benefits and services from ORR.

2.2.2.15 “Other Service Providers” means local service providers that do not receive

DAS Procurement Services, Version 4.5 March 31, 2023 Page 7 of 30 funding from ORR.

2.2.2.16 “Plan of Care” or “POC” means a mechanism that records the Client’s request for and need of specific health Services, the Services provided, and the outcomes per receipt of provided Services. It includes clearly defined and appropriate referrals and access to medical assistance or insurance to sufficiently address the health needs of the ORR Eligible Individuals.

2.2.2.17 “Refugee Cash Assistance” or “RCA” means cash assistance (https://www.law.cornell.edu/definitions/index.php?width=840&height=800 &iframe=true&def_id=17a048606a69402a2c6739351d9fc39b&term_occur=9 99&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2) provided under section 412(e) of the Act (https://www.law.cornell.edu/definitions/index.php?width=840&height=800 &iframe=true&def_id=5b220de90a8f5192150c93158a178262&term_occur=9 99&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2) to refugees (https://www.law.cornell.edu/definitions/index.php?width=840&height=800 &iframe=true&def_id=7cc198281e3b15fcf9ee35c3865b64b4&term_occur=99 9&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2) who are ineligible for TANF, (https://www.law.cornell.edu/definitions/index.php?width=840&height=800 &iframe=true&def_id=b37beda3da3863c57375e0cc3aeb3bc1&term_occur=9 99&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2). OAA, (https://www.law.cornell.edu/definitions/index.php?width=840&height=800 &iframe=true&def_id=a4d12867c85622208c4af295940b667f&term_occur=9 99&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2) AB, APTD, (https://www.law.cornell.edu/definitions/index.php?width=840&height=800 &iframe=true&def_id=75a38c2206fe96cbbb6e181d8a53ac0a&term_occur=99 9&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2) AABD, (https://www.law.cornell.edu/definitions/index.php?width=840&height=800 &iframe=true&def_id=001f10c863d872486871cea998bae8f9&term_occur=99 9&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2)or SSI (https://www.law.cornell.edu/definitions/index.php?width=840&height=800 &iframe=true&def_id=53080ddf1337955beebe75a125a01715&term_occur=9 99&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2).

2.2.2.18 “Refugee Health Promotion” or “RHP” means an ORR program consisting of services, which aim to increase health literacy, coordinate physical and mental health care, and organize wellness groups.

2.2.2.19 “Refugee Medical Assistance” or “RMA” medical assistance (https://www.law.cornell.edu/definitions/index.php?width=840&height=800 &iframe=true&def_id=7f64ef0bccd7251e2834c011eacdfbfc&term_occur=999 &term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2)provided under section 412(e) of the Act to refugees who are ineligible for the Medicaid program; and services provided in accordance with 45 CFR §§ 400.106 (https://www.law.cornell.edu/cfr/text/45/400.106) and 400.107 (https://www.law.cornell.edu/cfr/text/45/400.107).

2.2.2.20 “Refugee Resettlement Agencies” or “RAs” means a private agency that https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=17a048606a69402a2c6739351d9fc39b&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=17a048606a69402a2c6739351d9fc39b&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=17a048606a69402a2c6739351d9fc39b&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=17a048606a69402a2c6739351d9fc39b&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=5b220de90a8f5192150c93158a178262&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7cc198281e3b15fcf9ee35c3865b64b4&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=b37beda3da3863c57375e0cc3aeb3bc1&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=a4d12867c85622208c4af295940b667f&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=a4d12867c85622208c4af295940b667f&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=a4d12867c85622208c4af295940b667f&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=a4d12867c85622208c4af295940b667f&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=75a38c2206fe96cbbb6e181d8a53ac0a&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=75a38c2206fe96cbbb6e181d8a53ac0a&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=75a38c2206fe96cbbb6e181d8a53ac0a&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=75a38c2206fe96cbbb6e181d8a53ac0a&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=001f10c863d872486871cea998bae8f9&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=001f10c863d872486871cea998bae8f9&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=001f10c863d872486871cea998bae8f9&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=001f10c863d872486871cea998bae8f9&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=53080ddf1337955beebe75a125a01715&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7f64ef0bccd7251e2834c011eacdfbfc&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7f64ef0bccd7251e2834c011eacdfbfc&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7f64ef0bccd7251e2834c011eacdfbfc&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7f64ef0bccd7251e2834c011eacdfbfc&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=5b220de90a8f5192150c93158a178262&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=7cc198281e3b15fcf9ee35c3865b64b4&term_occur=999&term_src=Title:45:Subtitle:B:Chapter:IV:Part:400:Subpart:A:400.2 https://www.law.cornell.edu/cfr/text/45/400.106 https://www.law.cornell.edu/cfr/text/45/400.106 https://www.law.cornell.edu/cfr/text/45/400.107

DAS Procurement Services, Version 4.5 March 31, 2023 Page 8 of 30 enters into a grant, contract or cooperative agreement with the U.S.

Department of State to provide for the reception and initial placement of refugees.

2.2.2.21 “Refugee Social Services” or “RSS” means funding provided to states from ORR to provide services for eligible individuals to gain employment and economic independence. These services may also address barriers to gaining employment.

2.2.2.22 “Target Population” means a group of individuals for whom benefits and services are designed to reach.

2.2.3 OregonBuys Definition of Terms

2.2.3.1 “Amendment” means a change to the RFP, which is a type of Bid Solicitation.

An Amendment to this RFP has the same meaning as “Addendum” or “Addenda.” Modifications to this RFP, if any, will be made by written Amendment and posted in OregonBuys.

Answers to Questions or Requests for Clarification may be posted as an Amendment or part of an Amendment in OregonBuys. ODHS’ Notice of Intent to Award will be posted as an Amendment in OregonBuys.

2.2.3.2 “Bid Availability Date” means the date and time this Bid Solicitation will be visible in OregonBuys for Proposers/Vendors to view and respond.

2.2.3.3 “Bid Solicitation” or “Bid” is a generic term that refers to different types of solicitations.

This Request for Proposal, or RFP, is a type of Bid Solicitation. OregonBuys uses the term “Bid Solicitation” to refer to all types of solicitations in OregonBuys.

2.2.3.4 “Opening Date and Time” means the date and time after which Proposals will no longer be accepted by ODHS and OregonBuys. The Opening Date and Time begins the period where ODHS will start to open Proposals received and begin the review and evaluation process.

2.2.3.5 “Proposal” means the Proposer’s response to this RFP. The Proposal is known as the “Quote” once accepted by OregonBuys.

2.2.3.6 “Quote” means a response to any type of Bid Solicitation. The response to this RFP, the Proposal, is known as the Quote in OregonBuys. In most cases, OregonBuys uses the generic term “Quote” to refer to all responses to most type of Bid Solicitations.

2.2.3.7 “Vendor” means the public or private entity that registered in OregonBuys to download and respond to a Bid Solicitations, or to view awarded contracts and agreements. The Proposer is known as the Vendor in OregonBuys.

2.2.4 OregonBuys Resources:

2.2.4.1 For Assistance with OregonBuys (Vendor Help Desk):

Email: suppliersupport@periscopeholdings.com

Phone: 1-855-800-5046

2.2.4.2 For information on how to register as a Vendor in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf

2.2.4.3 For guidelines on how to find an open or closed Bid Solicitation in OregonBuys:

mailto:suppliersupport@periscopeholdings.com https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf

DAS Procurement Services, Version 4.5 March 31, 2023 Page 9 of 30 https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20 or%20closed%20bids.pdf

2.2.4.4 Detailed instructions on how to submit a Proposal (“Quote”) in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Forma l%20Solicitation%20Response.pdf

If the above-links are not an option, obtain the information through the Vendor Help Desk, or contact the SPC.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The mission of ODHS is to help Oregonians in their own communities achieve well-being and independence through opportunities that protect, empower, respect choice, and preserve dignity. The Agency provides resources and targeted services to help people move out of poverty and toward whole well-being. This RFP is for expanding services under the Refugee Program. The Refugee Program serves as Oregon’s State refugee services program. The Refugee Program administers the State’s RCA and RMA programs. The Refugee Program distributes and manages State and Federal funds to provide Refugee Social Services (RSS) for refugees in Oregon to become self-sufficient and become integrated members of U.S. society.

2.3.2 Project Overview and Background

2.3.2.1 The Refugee Program has received RHP funding from the Federal Office of Refugee Resettlement (ORR) to provide services to ORR-Eligible Populations to complement, not duplicate, other ORR-funded services. RHP funds must not be used to supplant services provided under other federal and ORR funding sources. RHP services shall not duplicate services provided under Medicaid. The Refugee Program provides these services through the State’s RHP program. The RHP program focuses on providing direct services for ORR-Eligible Populations to promote their health, both routinely and during time of crisis, and has three focus areas:

• Health Education Classes and Targeted Health Outreach to Individuals. RHP programs provide opportunities to increase health literacy for ORR-Eligible Populations and empower them to make informed health decisions.

• Medical and Mental Health Navigation and Support. RHP programs coordinate health care for ORR-Eligible Individuals and provide services to ensure individuals most at-risk can navigate and access complex health care systems.

• Adjustment Groups, Skill-Building Networks, and Peer Support Meetings. RHP programs organize wellness groups and connect ORR-Eligible Individuals with social groups and learning activities that promote their health and well-being.

2.3.2.2 The Agency is issuing this RFP to expand the RHP program, in response to changes in refugee arrivals and resettlement in Oregon and in response to increases in health and behavioral health community needs in ORR-Eligible Populations.

2.3.2.3 The Agency collects data for the number of refugees arriving in Oregon each year through the U.S. Department of State’s Reception & Placement (R & P) program. This data captures a portion of the ORR-Eligible Population numbers in Oregon. As illustrated in the R & P Arrivals in Oregon by FFY chart below, the number of refugees arriving through the R & P program has increased since FFY 2018. In FFY 2018, 589 refugees arrived in Oregon through the R & P program and this number increased to 1,755 in FFY https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20or%20closed%20bids.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20or%20closed%20bids.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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2024.

2.3.2.4 The Agency also collects data on the number of ORR-Eligible Individuals who are receiving State cash assistance. This data captures a larger portion of the ORR-Eligible Population numbers in Oregon. As illustrated in the Refugees Receiving Cash Assistance in Oregon by FFY chart below, the number of ORR-Eligible Individuals receiving cash assistance has increased since FFY 2018. The number of ORR-Eligible Individuals receiving cash assistance in Oregon totaled 1,285 individuals in FFY 2018 and increased significantly to 7,255 individuals in FFY 2024.

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2.3.2.5 Historically, refugee resettlement occurred in the Tri-County area of Multnomah County, Washington County and Clackamas County. Due to this historical pattern, the RHP program has primarily been concentrated in the Tri-County area. As illustrated in the FFY 2023 Refugees Receiving Cash Assistance by County in Oregon chart below, most ORR-Eligible Individuals continue to resettle in the Tri-County area, but are also resettling in Marion County, Lane County, Polk County, Benton County, Linn County and beyond. This shift in Oregon’s refugee resettlement pattern is, in part, driving the need to expand the RHP program.

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ORR-Eligible Individuals receiving Cash Assistance speak over 70 languages. The table below illustrates the top languages spoken by these individuals in FFY 2024. Due to the diverse language needs of ORR-Eligible Individuals, RHP services shall be provided in the individual’s preferred language.

2.3.2.6 Another factor for expanding the RHP program is due to changes in the eligibility criteria for ORR services. Beginning in 2021, ORR expanded the eligible populations who may receive RSS, to include certain humanitarian parolees from Afghanistan. In 2022, ORR further expanded eligibility for RSS, to include certain humanitarian parolees from

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Ukraine. Due to these ORR eligibility criteria expansions and changes in refugee resettlement patterns in Oregon, the need for the RHP program has increased across the state. The Agency is issuing this RFP to expand the RHP program to meet the needs of ORR-Eligible Populations and the increasing number of individuals with a high prevalence of behavioral health challenges and psychological distress, including post-traumatic stress disorder, depression, and anxiety.

2.4 SCOPE OF WORK/SPECIFICATIONS

The Agency is seeking proposals from qualified Proposers to provide services with at least the levels of experience, abilities and expertise identified in this RFP. For purposes of this section 2.4 Scope of Work/Specifications, Contractor means the Apparent Successful Proposer.

2.4.1 Work to be performed under the Contract awarded through this RFP includes:

2.4.1.1 Service Requirements

2.4.1.1.1 Services shall be provided to ORR-Eligible Individuals within the first 60 months of their date of ORR eligibility, but services shall prioritize individuals who have the most persistent, pressing, or underserved health needs.

2.4.1.1.2 ORR-Eligible Individuals may concurrently participate in more than one type of RHP service.

2.4.1.1.3 Services shall be responsive to changes in ORR eligibility criteria, to changes in the number of refugee arrivals and to changes in communities where refugee arrivals are resettling.

2.4.1.1.4 Contractor shall provide interpreting services for individuals receiving RHP services.

2.4.1.1.5 Services shall be provided in accordance with the following Equity and Inclusion principles:

2.4.1.1.5.1 Services shall be provided to ORR-Eligible Populations regardless of race, religion, nationality, gender identity, sexual orientation, disability, or political opinion.

2.4.1.1.5.2 Services shall be provided in a culturally and linguistically appropriate manner.

2.4.1.1.5.3 Equal access and provision of services to ORR-Eligible LGBTQI+ populations.

2.4.1.1.5.4 Service provider must recognize the legal and civil rights of LGBTQI+ ORR-Eligible Individuals when determining access to and providing services.

2.4.1.1.5.5 Seek resources and technical assistance in the following ways:

1. Refer ORR-Eligible Individuals as necessary and possible to services that address needs related to the individual’s status as

LGBTQI+

2. Enroll ORR-Eligible Individuals using their preferred gender and provide non-binary individuals alternatives from strict male or female designation, as possible.

3. Provide a gender-affirming environment to ORR-eligible

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LGBTQI+ individuals.

4. Ensure appropriate service delivery methods for ORR-eligible

LGBTQI+ individuals, as necessary.

5. Facilitate the creation of a service environment in which an

ORR-Eligible Individual feels safe to identify as LGBTQI+, confidentially or otherwise.

2.4.1.1.6 Contractor shall collaborate with CBOs, RAs, ODHS, other state agencies, faith-based organizations, behavioral health providers, other local service providers, and ORR service providers to ensure service coordination and to avoid duplication of services.

2.4.1.1.7 Services must be provided in accordance with the Code of Federal Regulations, 45 CFR Part 400 (Refugee Resettlement Program), ORR Policy Letter 20-05, ORR Policy Letter 22-06, Federal laws and State of Oregon rules and laws.

2.4.1.2 Services

2.4.1.2.1 Contractor shall provide direct services for ORR-Eligible Individuals to promote their health

2.4.1.2.2 Contractor shall provide health education classes and targeted health outreach to ORR-Eligible Individuals.

2.4.1.2.3 Contractor shall provide services for ORR-Eligible Individuals to increase their personal health literacy.

2.4.1.2.4 Contractor shall conduct outreach and provide educational opportunities for ORR-Eligible Individuals to learn about behavioral health and emotional wellness to decrease stigma, and increase access to, services.

2.4.1.2.5 Contractor shall utilize Evidence Based Practice curricula and materials for service provision.

2.4.1.2.6 Contractor shall provide services in a Culturally Responsive manner.

2.4.1.2.7 Contractor shall conduct pre- and post-assessments to gauge the level of knowledge gained by ORR-Eligible Individuals attending educational opportunities and classes.

2.4.1.2.8 Contractor shall develop relationships with behavioral health service providers to ensure a well-coordinated referral process.

2.4.1.2.9 Contractor shall coordinate health care for ORR-Eligible Individuals.

2.4.1.2.10 Contractor shall provide services to ensure ORR-Eligible Individuals most at risk are able to navigate and access complex health care systems.

2.4.1.2.11 Contractor shall develop a method to identify the ORR-Eligible Individuals most in need of services.

2.4.1.2.12 Contractor shall develop a Plan of Care (POC) for each ORR-Eligible Individual.

2.4.1.2.13 Contractor shall ensure each POC complements any health care plan established by medical professionals for the ORR Eligible Individual.

2.4.1.2.14 Group Activity Services

https://www.ecfr.gov/current/title-45/part-400 https://www.acf.hhs.gov/sites/default/files/documents/orr/pl_20_05_rhp_transitions_to_rss6_1.pdf https://www.acf.hhs.gov/sites/default/files/documents/orr/pl_20_05_rhp_transitions_to_rss6_1.pdf https://www.acf.hhs.gov/sites/default/files/documents/orr/orr-pl-22-06-refugee-mental-health-initiative-within-the-refugee-health-promotion-program-2021-12-08.pdf

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2.4.1.2.14.1 Group Activity Services may include but are not limited to: wellness group activities and health education group activities.

2.4.1.2.14.2 Contractor shall develop a plan for determining the group activities that are most beneficial for Target Populations and a plan for selecting the ORR-Eligible Target Populations most in need of group activities.

2.4.1.2.14.3 On an annual basis, Contractor shall assess relevant health topics, activities, and identify ORR-Eligible Target Populations.

2.4.1.2.14.4 Contractor shall provide services utilizing Evidence Based Practice curricula, effective interventions, or promising practices.

2.4.1.2.14.5 Contractor shall conduct pre- and post-assessments with group activity participants. Contractor shall utilize the assessment data to improve program services.

2.4.1.2.15 Individual Level Activity Services

2.4.1.2.15.1 Contractor shall establish criteria to identify the ORR-Eligible Individuals who are most in need of services.

2.4.1.2.15.2 Contractor shall collaborate with ORR-Eligible Individuals to identify goals based on their needs.

2.4.1.2.15.3 Contractor shall develop activities which align with the specific needs of the ORR-Eligible Individual.

2.4.1.2.15.4 Contractor shall track the ORR-Eligible Individual’s progress towards identified goals and outcomes.

2.4.2 Reporting and Invoicing Requirements

2.4.2.1 Contractor shall submit monthly, semi-annual, and annual reports to the Refugee Program, in an Agency approved format.

2.4.2.2 Report data shall include, but not be limited to: ORR-Eligible Individual’s alien number, principal applicant’s alien number, full legal name, date of birth, immigration status, gender identification, nationality, zip code, city, county, date the individual gained their eligible immigration status, and dates of service provision. An “alien number”, or “A-Number”, or “Alien Registration Number” or “A#” means a unique seven-, eight- or nine-digit number assigned to a noncitizen by the U.S. Department of Homeland Security. “Immigration status” means the legal permission to remain in the U.S. under specific conditions defined by a visa category, or other visa document. “Nationality” means the status of belonging to a particular country, whether by birth or naturalization. “Date the individual gained their eligible immigration status” means the date the individual gained their immigration status to become eligible for ORR services.

2.4.2.3 Contractor shall submit a monthly invoice to the Refugee Program, in an Agency approved format, for services provided during the previous month.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

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3.1.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Proposer Information and Certification Sheet (Attachment A)

• Key Persons and Resumes (Attachment B)

• Technical Proposal (Attachment C)

• Reference Check Form (Attachment D)

• Budget and Justification Template (Attachment E)

• Responsibility Inquiry (Attachment F)

• Certified Disadvantaged Business Outreach Plan (Attachment G)

• Disclosure Exemption Affidavit (Attachment H) Only required if claiming an exemption.

3.1.2 Proposal Page Limits

Proposal is limited to 20 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Proposer Information and Certification Sheet (Attachment A)

• Key Persons and Resumes (Attachment B)

• Reference Check Form (Attachment D)

• Budget and Justification Template (Attachment E)

• Responsibility Inquiry (Attachment F)

• Certified Disadvantaged Business Outreach Plan (Attachment G)

• Disclosure Exemption Affidavit (Attachment H) Only required if claiming an exemption.

3.1.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in Section 4.5 Proposal Delivery Options for Delivery through OregonBuys (electronic submission).

The Price Proposal must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment A - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment H). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure. Proposer also shall submit a fully

DAS Procurement Services, Version 4.5 March 31, 2023 Page 17 of 30 redacted version of its Proposal, clearly identified as the redacted version.

The Proposer Information and Certification Sheet (Attachment A) must bear the Proposer’s authorized representative’s Signature.

3.1.4 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.2 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further. All attachments shall be formatted in a 12-point font and submitted in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

Proposal should not include extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material, or any links in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing, advertising material, or links may receive a lower evaluation score if required information is difficult to locate.

3.2.1 Proposer Information and Certification Sheet (Attachment A)

Proposer shall download from OregonBuys, complete and return the Proposer Information and Certification Sheet.

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.2.2 Key Persons and Their Resumes (Attachment B)

Proposer shall provide a summary identifying each of the Key Persons performing the work and identify their roles and responsibilities. Proposer shall also submit a resume for each Key Person that demonstrates their qualifications and experience for the work described in the RFP. Resumes shall be no more than two pages. If a Key Persons position is vacant, please submit a position description for that Key Persons role. The summary and resumes shall be submitted with the Technical Proposal.

3.2.3 Technical Proposal (Attachment C)

Proposers must submit a single Proposal.

3.2.3.1 Implementation and Service Provision Plan. Provide a detailed implementation plan to promote health and well-being of refugees and other ORR-Eligible Populations, including all the services identified in Section 2.4 Scope of Work. Explain in detail how Proposer will provide these services for the counties in Oregon currently with the highest number of refugee arrivals (Multnomah, Clackamas, Washington, Marion, Lane, Polk, Benton, and Linn Counties), and statewide. Also include a plan for collaboration as required in the Scope of Work/Specifications section 2.4.1.1.6.

3.2.3.2 Culturally Responsiveness Plan. Provide a detailed plan for how you ensure

DAS Procurement Services, Version 4.5 March 31, 2023 Page 18 of 30 services will be provided in a Culturally Responsive manner.

3.2.3.3 Relevant Experience and Past Performance. Explain the Proposer’s relevant experience and past performance in providing the services identified in the Scope of Work. Provide three examples of past projects your organization has worked on. Describe some of your successes and areas that were challenging and what you have learned to provide better services from those challenges.

3.2.4 References (Attachment D)

Provide three references from current or former client firms for similar projects performed for any clients within the last five years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall download from OregonBuys the Reference Check Form (Attachment D) and send to its references. Reference forms must be completed by the reference, returned to the Proposer and submitted with the Technical Proposal.

3.2.5 Budget and Justification Template (Attachment E)

Proposer shall download the Budget and Justification Template (Attachment E) from OregonBuys, and complete all four tabs in the Excel Worksheet, and submit with the Technical Proposal.

3.2.6 Responsibility Inquiry (Attachment F)

Proposer shall download from OregonBuys and complete the information requested, sign the form, and submit with the Technical Proposal. Attachment G will assist Agency in determining if a Proposer is Responsible prior to execution of a Contract.

Agency may reject a Proposer found to be not Responsible at any time prior to execution of a Contract.

3.2.7 Certified Disadvantaged Business Outreach Plan (Attachment G)

Proposer shall download from OregonBuys then complete and submit with the Technical Proposal.

Certified Firms, as defined in Attachment G, must have an equal opportunity to participate in the performance of contracts and agreements financed with state funds. By submitting its Quote, Proposer certifies that it has taken, and will take, reasonable steps to ensure that Certified Firms are provided an equal opportunity to compete for and participate in the provision of services or the performance of any subcontracts resulting from this Bid Solicitation.

If sections of Attachment G or individual questions do not apply, then mark the responses as such.

3.2.8 Disclosure Exemption Affidavit (Attachment H)

Proposer shall download from OregonBuys and complete and submit with the Technical Proposal, only if claiming a public records exemption.

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All Proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If a Proposer believes that any portion of its Proposal contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information.

SECTION 4: SOLICITATION PROCESS

4.1.1 PUBLIC 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 Proposers.

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

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory. The meeting is scheduled for one hour.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

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

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers will be asked to submit questions in the chat.

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

Copying and pasting into your browser the link, to be directed to the Teams Meeting. It is highly encouraged that interested parties try this link no later than 10 a.m. on March 4, 2025, in advance of the Pre-Proposal Conference, to ensure your computer can access the meeting. If access cannot be achieved from your computer, please contact the SPC listed on page 1, for further support. If contact is made with less than 24-hours’ notice, the SPC may not be available to provide technical assistance.

https://oregonbuys.gov/

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Pre-Proposal Conference Link: https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjZlMzMwOTktNzdkNy00ZjQ2LTlmZDEtMzljYjhjZDdhYjE0%40threa d.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48- 13adc9452f4c%22%2c%22Oid%22%3a%2266b052bb-c1f2-46fa-806e-acc7a91a5780%22%7d

Meeting ID: 239 527 118 307

Passcode: UA3i93RK

Dial in by Phone: 971-277-2343 (Portland)

Phone Conference ID: 719 026 643#

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, or email;

• Reference the OregonBuys bid number ;

• 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 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract marked as negotiable as set forth in the Negotiations Section.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjZlMzMwOTktNzdkNy00ZjQ2LTlmZDEtMzljYjhjZDdhYjE0%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%2266b052bb-c1f2-46fa-806e-acc7a91a5780%22%7d…