S-10000-00012344 (6076) Final.pdf

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STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF HUMAN SERVICES, REFUGEE PROGRAM

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-10000-00012344 for

OREGON REFUGEE CHILDREN ASSISTANCE SERVICES

(ORCAS)

Date of Issue: January 16, 2025

Opening Date and Time: February 18, 2025

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

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)

1.4 COMPLETE BID SOLICITATION DOCUMENTATION

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

4.1 PUBLIC NOTICE

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 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 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 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 CHECKLIST DISCLAIMER

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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 Children Assistance Services (ORCAS) in Lane County. The purpose of ORCAS is to promote academic performance and successful integration of Refugee Youth and to provide services to Oregon Area Public Schools impacted by the arrival of refugees, to increase their capacity to support Refugee Youth and their families.

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 contract from this RFP. The Apparent Successful Proposer may subcontract. The Agency is seeking a Proposer to develop an ORCAS program to provide services to Refugee Youth, refugee families and Schools in Lane County.

As a result of this RFP process, awarded Contract will start on March 1, 2025 continuing until September 30, 2026. The Agency budget for the awarded Contract under this RFP will not exceed $186,440.00.

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 Time.

All dates listed are subject to change.

Event Date Time

Pre-Proposal Conference January 23, 2025 10:00 AM

Questions / Requests for Clarification Due February 6, 2025 4:00 PM

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

Posted approximately three business days after receipt.

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

List of Proposers Posted to OregonBuys (approx.) February 20, 2025 By Close of Business Day

Issuance of Notice of Intent to Award (approx.) March 9, 2025 By Close of Business Day

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

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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.

1.4 COMPLETE BID SOLICITATION DOCUMENTATION

The complete Bid Solicitation S-10000-00012344 will include the following Attachments:

• 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” (if required by the Proposer)

• Attachment I, “Sample Contract”

To respond to this RFP, the Proposer shall create and return:

• Attachment B, “Key Persons and Their Resumes”

• Attachment C, “Technical Proposal”

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

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 Close of Business Day means 5:00 pm, Pacific Time.

2.2.1.3 Key Personnel or Key Persons means the person or persons on Proposer’s

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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 (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 Cultural Brokers: means the individuals who build trust between groups or persons of differing cultural systems. A cultural broker can be an intermediary between individuals, service providers or different cultural groups with the aim of helping people effectively navigate the health, education, or human service system.

2.2.2.4 Cultural Navigators: means the individuals who provide support to immigrants and refugees to help reduce the stress of cultural adjustment, strengthen linkages with local services and resources, and support opportunities for immigrants and refugees to engage in community involvement and family-focused activities.

2.2.2.5 Early Learning and Care Programs: means the programs and services that support the well-being of families with young children from birth through 5 years old. The array of services are individualized to meet family preferences and include: parenting education, respite, home visiting, high quality infant and toddler childcare, preschool programming and screening and referrals to concrete supports in community. Most of the services are free or offered at low-cost to families.

2.2.2.6 English as a Second Language Classes: means instruction to teach English language skills, which may include listening, speaking, reading, writing, study skills and content vocabulary.

2.2.2.7 Faith-Based Organization: means a charitable or nonprofit organization affiliated with a religious group or inspired by religious beliefs.

2.2.2.8 Federal Fiscal Year (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.

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2.2.2.9 Federal Office of Refugee Resettlement (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.

2.2.2.10 GED Program: means a program to give an individual an opportunity to demonstrate the level of achievement usually acquired through the completion of a traditional U.S. high school course of study. The GED is an equivalent certificate to a U.S. high school diploma.

2.2.2.11 Humanitarian Parolees: means the individuals who receive 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 admission 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.

2.2.2.12 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.

2.2.2.13 Newcomer Programs: means a program designed to meet the academic and transitional needs of newly arrived immigrants and refugees. Typically, students attend these programs before they enter general education classrooms.

2.2.2.14 Oregon Area Public Schools: means Schools that are free to attend and receive funding from local, State, Federal, or a combination of funding within the State of Oregon.

2.2.2.15 Other Local Service Providers: means local service providers that do not receive funding from ORR.

2.2.2.16 ORR Service Providers: means service providers that receive funding from ORR to provide culturally responsive, trauma-informed, and strengths-based services to refugees, unaccompanied children, and other eligible individuals and families.

2.2.2.17 Refugee School Impact (RSI): means funding provided to states from ORR to provide activities to promote academic performance and successful integration of eligible children from birth to 18 years old, or older if enrolled in high school or a high school equivalent GED Program. RSI is a set-aside of Refugee Support Services (RSS) funding.

2.2.2.18 Refugee Support Services (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.

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2.2.2.19 Refugee Youth: means individuals from birth to 18 years old, or older if enrolled in high school or a high school equivalent GED Program who are eligible for ORR services.

2.2.2.20 School Districts: means a unit for administration of a local public school system.

2.2.2.21 School-Specific Orientations: means providing children and families with information about their child’s school’s policies and procedures. The orientation may provide the opportunity for the child and family to tour the school campus and meet the child’s teacher(s) and other school employees.

2.2.2.22 Schools: means institutions that provide educational services to children from preschool through 12th grade.

2.2.2.23 Self Sufficiency Programs: means a collection of programs that provide resources, such as cash, food assistance, and additional targeted services to help people move out of poverty and toward whole well-being.

2.2.2.24 State Agencies: means an agency that is created by the state government to carry out specific functions or services on behalf of the state.

2.2.2.25 U.S. Department of State’s Reception & Placement (R & P): means a public-private partnership program between refugee resettlement agencies and the Department of State to support refugees who are selected to resettle in the U.S. through the U.S. Refugee Admissions Program. R & P services may include providing initial housing, essential furnishings, appropriate food, employment service enrollment, school registration for children, and accessing medical care and public benefits programs. R & P services are provided up to 90 days after a refugee arrives in the U.S.

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 9 of 29 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:

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 refugee cash and refugee medical programs. The Refugee Program distributes and manages State and Federal funds to provide Refugee Support Services (RSS) for refugees in Oregon to become self-sufficient and become integrated members of U.S.

society.

2.3.2 Project Overview, Background and Purpose

The Refugee Program has received RSI funding from the ORR to provide services to Refugee mailto:suppliersupport@periscopeholdings.com https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSteps.pdf 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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Youth, refugee families and the Oregon Schools impacted by the high numbers of refugee arrivals. The Refugee Program provides these services through the State’s ORCAS program. The ORCAS program has three focus areas:

• Improving access to, or the provision of, specialized services and support for Refugee Youth. This may include English as a Second Language Classes, tutoring, Newcomer or transitional programs, after school programs, summer programs, mentoring, behavioral health supports and programs that support integration.

• Improving access to, or the provision of, support for Refugee Youth and refugee families learning to navigate Oregon’s education system. This may include School-Specific Orientation for families and youth, Cultural Navigators, or Cultural Brokers and language access.

• Improving access to, or the provision of, activities and resources to develop capacity for school staff and systems to serve Refugee Youth and refugee families. This may include trainings around the unique and varied needs of refugee populations, translating documents, interpreting services and specialized staff dedicated to Refugee Youth and refugee families.

The Agency is issuing this RFP to expand the ORCAS program, in response to changes in refugee arrivals and resettlement in Oregon and in response to expanded ORR eligibility criteria for RSS and RSI services.

Historically, refugee resettlement occurred in the Tri-County area of Multnomah County, Washington County and Clackamas County. Due to this historical pattern, the ORCAS program has primarily been concentrated in the Tri-County area. The majority of refugees continue to resettle in the Tri-County area, but refugees are also now resettling in the Eugene and Springfield areas of Lane County. To capture a portion of the ORR-eligible population numbers, the Agency collects data for refugees arriving in Oregon each year through the U.S. Department of State’s Reception & Placement (R & P) program. In FFY 2024, 59 refugees were resettled in Lane County through the R & P program. To capture a larger portion of the ORR-eligible population numbers, the Agency also collects data on individuals who are eligible for ORR services and who are receiving State cash assistance. In FFY 2024, 128 ORR-eligible individuals living in Lane County received State cash assistance.

Another factor for expanding the ORCAS 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 Ukraine. In addition to expanding the eligible populations for RSS based on these immigration statuses, ORR also expanded the ages for RSI services to include birth through the age of 18 years old, or older if enrolled in high school or a high school equivalent GED Program. Due to these ORR eligibility criteria expansions and changes in refugee resettlement patterns in Oregon, the need for the ORCAS program has increased across the state. The Agency is issuing this RFP to expand the ORCAS program to meet the needs of Refugee Youth, refugee families and the Schools in Lane County who are impacted by refugee arrivals.

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

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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 Contractor shall provide specialized services and support for Refugee Youth to promote academic performance and successful integration.

2.4.1.1.1 Contractor shall provide access to needed services, such as: English as a Second Language Classes, tutoring, Newcomer Programs, after school programs, summer programs, mentoring programs, behavioral health supports and programs that support integration.

2.4.1.1.2 If needed services are not available, Contractor shall provide services, such as: English as a Second Language Classes, tutoring, Newcomer Programs, after school programs, summer programs, mentoring programs, behavioral health supports and programs that support integration.

2.4.1.1.3 Contractor shall engage in ongoing monthly communication with each enrolled Refugee Youth and their family.

2.4.1.2 Contractor shall support Refugee Youth and their families in learning to navigate the U.S. and Oregon education systems.

2.4.1.2.1 Contractor shall provide access to School-Specific Orientations for Refugee Youth and their families. If School-Specific Orientations are not available, Contractor shall provide School-Specific Orientations for Refugee Youth and their families.

2.4.1.2.2 Contractor shall provide orientation for Refugee Youth and their families, on the education systems. Topics include, but are not limited to, information on the U.S. school system, student and parental expectations, methods of communication with Schools, youth safety measures and disciplinary practices.

2.4.1.2.3 Contractor shall provide cultural navigation, or cultural broker, services for Refugee Youth and their families.

2.4.1.2.4 Contractor shall support Refugee Youth and their families in accessing language services. If language services are not available, Contractor shall provide interpreting services for Refugee Youth and their families.

2.4.1.3 Contractor shall develop capacity for Oregon school staff and education systems.

2.4.1.3.1 Contractor shall provide specialized trainings to school staff around the unique and varied needs of refugee populations.

2.4.1.3.2 Contractor shall provide document translation services for critical documents.

2.4.1.3.3 Contractor shall provide interpreting services for Refugee Youth and their

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2.4.1.3.4 Contractor shall provide specialized staff dedicated to working with Refugee Youth and their families.

2.4.1.4 Services shall only be provided to Refugee Youth and their parents who meet the Noncitizen Status Requirements in Oregon Administrative Rule (OAR) 461- 120-0125(5). Contractor shall review the participant’s legal immigration document(s) to confirm they meet these Noncitizen Status Requirements and shall maintain a legible copy of the immigration document(s) in the participant’s service file.

2.4.1.5 Services shall be provided to Refugee Youth from birth until the age of 18 years old, or older if enrolled in high school or a high school equivalent GED Program.

2.4.1.6 Services shall be prioritized for Refugee Youth and their families who have been in the U.S. for 12 months or less.

2.4.1.7 Contractor shall outreach to refugee communities and Schools with large numbers of refugee students.

2.4.1.8 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.

2.4.1.9 Services shall be offered at a variety of times, including: during school hours, after school, during the weekend and during school breaks.

2.4.1.10 Services shall be offered in-person and virtually. Virtual Services are any services provided through telephonic, digital and web-based platforms.

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

2.4.1.11.1 Services shall be provided to ORR-eligible populations regardless of race, religion, nationality, gender identity, sexual orientation, disability, or political opinion.

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

2.4.1.11.3 Equal access and provision of services to ORR-eligible LGBTQI+ populations.

2.4.1.11.4 Service provider must recognize the legal and civil rights of LGBTQI+ ORR-eligible individuals when determining access to and providing services.

2.4.1.11.5 As far as is feasible, 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

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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 LGBTQI+ ORR-eligible individuals.

4. Ensure appropriate service delivery methods for 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.

2.4.1.12 Contractor shall collaborate with Community-Based Organizations, refugee resettlement agencies, Schools, School Districts, Early Learning and Care Programs, Oregon Department of Human Services, 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.

2.4.1.13 Services must be provided in accordance with the Code of Federal Regulations, 45 CFR Part 400 (Refugee Resettlement Program), ORR Policy Letter 22-07, Federal laws and State of Oregon rules and laws.

2.4.1.14 Reporting and Invoicing Requirements

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

2.4.1.14.1.1 Report data shall include, but not be limited to: participant’s alien number, parent of participant’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.

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

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SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM SUBMISSION REQUIREMENTS

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):

• 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

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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 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

Proposer must address each of the items listed in this section and all other requirements set forth in this solicitation. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely proposes to provide the goods or services as stated in this solicitation will be considered non-Responsive to this solicitation 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)

3.2.3.1 Implementation and Service Provision Plan. Provide a detailed

DAS Procurement Services, Version 4.5 March 31, 2023 Page 16 of 29 implementation plan for the services identified in Section 2.4 Scope of Work.

Explain in detail how Proposer will provide services across Lane County.

3.2.3.2 Collaboration Plan. Explain the collaborations you have in place with Community-Based organizations, refugee resettlement agencies, Schools, School Districts, Early Learning and Care Programs, Department of Human Services, State Agencies, Faith-Based Organizations, Behavioral Health Providers, Other Local Service Providers and ORR Service Providers. Also include any details for expansion of collaboration.

3.2.3.3 Equity and Inclusion Plan. Explain how you ensure equity and inclusion when providing the services.

3.2.3.4 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.

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

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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.

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 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 purpose of the Pre-Proposal conference is to:

https://oregonbuys.gov/

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• 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 may be asked to submit questions in Writing.

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 1 p.m. on January 22, 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.

Pre-Proposal Conference Link: Join the meeting now https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRmNmZkYTYtMjY5MS00ODE4LWI5M2EtNDI3MGE1Njh jNGNl%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39- 499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22d33de125-2bac-4296-ab7e-edf11a7e14c6%22%7d

Meeting ID: 251 073 546 723

Passcode: AV7Ui3L7

Dial in by phone: 1-971-277-24343, 775671798# Portland, Oregon

Find a local number: https://dialin.teams.microsoft.com/2df0f08c-5e2f-4516-b2d9-ce7dd2663420?id=775671798

Phone Conference ID: 775 671 798#

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 https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRmNmZkYTYtMjY5MS00ODE4LWI5M2EtNDI3MGE1NjhjNGNl%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22d33de125-2bac-4296-ab7e-edf11a7e14c6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRmNmZkYTYtMjY5MS00ODE4LWI5M2EtNDI3MGE1NjhjNGNl%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22d33de125-2bac-4296-ab7e-edf11a7e14c6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRmNmZkYTYtMjY5MS00ODE4LWI5M2EtNDI3MGE1NjhjNGNl%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22d33de125-2bac-4296-ab7e-edf11a7e14c6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRmNmZkYTYtMjY5MS00ODE4LWI5M2EtNDI3MGE1NjhjNGNl%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22d33de125-2bac-4296-ab7e-edf11a7e14c6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRmNmZkYTYtMjY5MS00ODE4LWI5M2EtNDI3MGE1NjhjNGNl%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22d33de125-2bac-4296-ab7e-edf11a7e14c6%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODRmNmZkYTYtMjY5MS00ODE4LWI5M2EtNDI3MGE1NjhjNGNl%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22d33de125-2bac-4296-ab7e-edf11a7e14c6%22%7d https://dialin.teams.microsoft.com/2df0f08c-5e2f-4516-b2d9-ce7dd2663420?id=775671798

DAS Procurement Services, Version 4.5 March 31, 2023 Page 19 of 29 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:

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; and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer 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 in mail or by common carriers or 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: OregonBuys.gov

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 20 of 29

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (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 via email prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation.

A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.2 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal 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 the Evaluation Committee.

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

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4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

4.10.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

4.10.2 Evaluation Criteria

SCORE EXPLANATION

5 OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

4 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

2-3 ADEQUATE – Response meets all requirements in an adequate manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with no…