S-10000-00012342 Pre-Proposal Conference PP.pptx

ODHS Refugee Program Pre-proposal Conference for

RFP S-10000-00012342

March 5, 2025

Pre-Proposal Conference March 5, 2025 Oregon Refugee Health Promotion Services Please ensure your microphone is muted, unless speaking This conference will be recorded and available on OregonBuys Please type your questions in the chat, even if you verbally ask them. All questions and answers from this conference will be available on OregonBuys We may request that your question be emailed to Sharon Landis, the single point of contact for this RFP. Sharon will follow up with an answer to your question, and the question and answer will be available on OregonBuys

Presenter: Pedro

Pre-Proposal Conference Agenda March 5, 2025 Oregon Refugee Health Promotion Services RFP Single Point of Contact OregonBuys Oregon Refugee Health Promotion Services (RHP) Program Overview RFP Scope of Work (SOW) Overview RFP Funding and Program Requirements RFP Timeline Proposal Content and Submission Requirements Proposal Evaluation Criteria Evaluation Committee, Point and Score Calculations Questions

OregonBuys # S-10000-00012342 March 5, 2025 Oregon Refugee Health Promotion Services Sole point of contact for the Request for Proposal “RFP” is

Sharon M. Landis, OPBC

Contact info: Phone 971-208-4151 or email Sharon.m.landis@dhsoha.oregon.gov Statements made in the Webinar 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.

Presenter: Sharon

OregonBuys March 5, 2025 Oregon Refugee Health Promotion Services OregonBuys Website: https://oregonbuys.gov/bso

Supplier Activities Complete Registration Open Bids Links – Supplier Resources for OregonBuys

RHP Program Overview March 5, 2025 Oregon Refugee Health Promotion Services Funding The ODHS Refugee Program receives funding from the federal Office of Refugee Resettlement (ORR) to provide Refugee Health Promotion (RHP) services. These services are detailed in ORR Policy Letter 20-05 and 22-06.

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

Services The RHP program focuses on providing direct services for ORR-Eligible Populations to promote their health and well-being.

Services can include: Providing opportunities to increase health literacy, coordinating health care, and organizing wellness groups.

RFP Scope of Work (SOW) Overview March 5, 2025 Oregon Refugee Health Promotion Services RHP services focus on three 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.

Examples: Chronic disease management, nutrition, smoking cessation.

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.

Examples: Assist with accessing healthcare, understanding how health systems operate, finding appropriate providers, referring to community-based resources.

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.

Examples: Wellness groups, community gatherings, sports events.

Funding March 5, 2025 Oregon Refugee Health Promotion Services One contract will be awarded. The contractor may subcontract.

The awarded contract under this RFP will not exceed $1,066,777 Awarded contracts will start (approx.) in April 2025 and continue until September 30, 2026.

The ODHS Refugee Program 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. The ODHS Refugee Program 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.

Program Requirements March 5, 2025 Oregon Refugee Health Promotion Services Prior to providing services, the contractor is required to confirm an individual meets the RHP 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 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.

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

Case file also need notes, for referrals, assessment results, Plan of care, identified health goals based on their needs, track of progress towards goals.

Program Requirements (Continued) March 5, 2025 Oregon Refugee Health Promotion Services Invoices Must be submitted by email to the ODHS Refugee Program monthly, for costs incurred during the prior month. Note: Contractor is 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 March 5, 2025 Oregon Refugee Health Promotion Services

Proposal Content & Submission Requirements March 5, 2025 Oregon Refugee Health Promotion Services Attachment A – Proposer Information and Certification Sheet (Not scored – used to determine responsiveness and responsibility) Attachment B – Key Persons and Their Resumes (Scored) Attachment C – Technical Proposal (Scored) Implementation and Service Provision Plan Culturally Responsiveness Plan Relevant Experience and Past Performance Attachment D – Three References (Scored) Attachment E – Budget and Justification (Scored) Attachment F – Responsibility Inquiry (Not scored – used to determine responsiveness and responsibility) Attachment G – Certified Disadvantaged Business Outreach Plan (Not scored) Attachment H – Disclosure Exemption Affidavit (Not scored, only required if declaring a disclosure exemption)

Proposal Evaluation Criteria March 5, 2025 Oregon Refugee Health Promotion Services Key Persons and Their Resumes 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 their staff is readily available 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 How well does the implementation and service plan describe the schedule of how services will be implemented? (Up to 5 points) How well does the implementation and service plan demonstrate the Proposer’s understand of the Services to be provided in section 2.4.1.2? (Up to 5 points) How well does the implementation and service plan describe providing services based on Evidence Based Practices curricula, effective interventions or promising practices? (up to 5 points) How well does the implementation and service plan meet the needs of the Agency and align 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? (up to 5 points) How well does the Proposal describe service provision for Multnomah, Clackamas, Washington, Marion, Lane, Polk, Benton, Linn Counties, and the rest of the state? (up to 5 points)

Proposal Evaluation Criteria (Continued) March 5, 2025 Oregon Refugee Health Promotion Services Implementation and Service Provision Plan (Continued) How well does the Proposal describe the plan for collaboration 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 avoid duplication of services? (up to 5 points) How well does the implementation and service plan describe the annual assessment of relevant health topics, activities, and identifying ORR-Eligible Target Populations? (up to 5 points) How well does the implementation & service plan describe the types of Group Activities that may be offered? (up to 5 points) How well does the implementation and service plan identify the use of pre- and post- assessments to improve program services? (up to 5 points) How well does the implementation and service plan describe how the Proposer will establish criteria to identify the ORR-Eligible Individuals who are most in need of receiving services? (up to 5 points) How well does the implementation and service plan describe how the Proposer will identify goals based on the ORR-Eligible Individual’s need? (up to 5 points) How well does the implementation and service plan describe how the Proposer will develop customized activities aligned with the specific needs of the ORR-Eligible Individual? (up to 5 points) How well does the implementation and service plan describe how the Proposer will track progress toward the identified goals and outcomes? (up to 5 points)

Proposal Evaluation Criteria (Continued) March 5, 2025 Oregon Refugee Health Promotion Services Culturally Responsiveness Plan How well does the Proposal identify the culturally responsive needs for Multnomah, Clackamas, Washington, Marion, Lane, Polk, Benton, Linn Counties and the rest of the state? (up to 5 points) How well does the Proposal explain how the Proposer will ensure they are providing services in a culturally responsiveness manner? (up to 5 points) Relevant Experience and Past Performance 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) How well does the Proposer describe the successes in their relevant experience and past performance? (up to 5 points) How well does the Proposer describe how they utilized information from challenges to provide better services? (up to 5 points) References 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)

Proposal Evaluation Criteria (Continued) March 5, 2025 Oregon Refugee Health Promotion Services Budget and Justification 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? (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)

Evaluation Criteria March 5, 2025 Oregon Refugee Health Promotion Services

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.

Point and Score Calculations 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.

March 5, 2025 Oregon Refugee Health Promotion Services

Please type all questions in the chat.

Questions may also be emailed to Sharon at: Sharon.m.landis@odhsoha.oregon.gov

Questions?

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