S-10000-00012344 (6076) Pre-Proposal Conference PowerPoint~1.pptx

ODHS Refugee Program Pre-proposal Conference for

RFP S-10000-00012344

January 23, 2025

Pre-Proposal Conference 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 would also be available on OregonBuys

1/23/25 ODHS – Refugee Program

Pre-Proposal Conference Agenda RFP Point of Contact OregonBuys Oregon Refugee Childrens Assistance Services (ORCAS) Program Overview and Expansion to Lane County 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 1/23/25

OregonBuys # S-10000-00009999 Sole point of contact for the RFP is: Sharon M. Landis, OPBC

Statements made in the Pre-Proposal Conference are not binding upon Agency or the Program. Proposers may be asked to submit questions in writing.

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

OregonBuys

OregonBuys Website: https://oregonbuys.gov/bso

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

ORCAS Program Overview

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

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

Services Services are provided to ORR-eligible children and youth from birth-18 years old (or older, if enrolled in a GED or equivalent program), to their parents/legal guardians, and to schools with high numbers of ORR-eligible enrollees.

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

ORCAS Expansion to Lane County

ORR-Eligible Population Growth in Lane County Refugee Resettlement in Lane County Catholic Community Services of Lane County became a refugee resettlement agency in early 2024 and continues to resettle refugees in Lane County each month.

In Federal Fiscal Year (FFY) 2024, 59 refugees were resettled in Lane County.

Growth in ORR-Eligible Population in Lane County In addition to the growing number of refugees, the number of other ORR-eligible individuals and families continues to grow in Lane County.

In FFY 2024, 128 ORR-eligible individuals living in Lane County were receiving state cash assistance.

In response to the increased numbers of ORR-eligible populations in Lane County and the growing need for ORCAS programming, the ODHS Refugee Program is expanding the ORCAS program to Lane County.

RFP Scope of Work (SOW) Overview

ORCAS program services focus on three areas:

Support for ORR-eligible children and youth.

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

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

Examples: interpreting/translation services, school-specific orientation.

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

Examples: document translation, interpreting services, providing trainings for staff to develop their capacity to support ORR-eligible students and families Depending on the services available in the community, the ORCAS program may serve to improve access to existing services, or may address gaps in services by directly providing these needed services for clients and schools.

Funding

One contract will be awarded. The contractor may subcontract.

The awarded contract under this RFP will not exceed $186,440 Awarded contracts will start (approx.) in March 2025 and continue until September 30, 2026.

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

Program Requirements

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

Meeting the Noncitizen Status Requirements in OAR 461-120-0125(5), confirmed by reviewing the individual’s immigration document(s) Be within 60 months of receiving their ORR-eligible immigration status Children/youth must be 18 years old or younger (unless enrolled in a GED or equivalent program) 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.

Note: for individuals with Ukrainian Humanitarian Parole (UHP) and Afghan Humanitarian Parole (AHP), the eligibility period is until the end of their parole term.

Program Requirements (continued)

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

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

Proposal Content & Submission Requirements

Proposal Evaluation Criteria Key Persons & Their Resumes (Section 3.3.2) (up to 20 points) How well does Proposer’s Key Persons summary identify each Key Person performing the work and identify their roles and responsibilities? (up to 5 points) How well do the Key Persons roles and responsibilities align with the Scope of Work of this RFP? (up to 5 points) How well does the Proposer demonstrate there is staff readily available to be able to begin work when the contract is executed? (up to 5 points) How well does each Key Persons resume demonstrate the qualifications and experience for the Scope of Work described in this RFP? (up to 5 points)

Implementation & Service Provision Plan (Section 3.2.3.1) (up to 15 points) How well does the implementation plan describe the schedule of how services will be implemented? (up to 5 points) How well does the implementation & service plan meet the need of the Agency? (up to 5 points) How well does the Proposal describe service provision across Lane County? (up to 5 points)

Proposal Evaluation Criteria (continued) Collaboration Plan (Section 3.2.3.2) (up to 10 points) How well does the Proposal describe the existing collaborations the Proposer has in place with community-based organizations, refugee resettlement agencies, schools, school districts, Early Learning and Care programs, Oregon Department of Human Services, other State agencies, faith-based organizations, behavioral health providers, other local service providers and ORR service providers? (up to 5 points) How well does the Proposal describe details for expanding collaboration for this work? (up to 5 points)

Equity & Inclusion Plan (Section 3.2.3.3) (up to 10 points) How well does the Proposal identify the equity and inclusion needs for Lane County? (up to 5 points) How well does the Proposal explain how they will ensure equity and inclusion in service provision? (up to 5 points)

Relevant Experience & Past Performance (Section 3.2.3.4) (up to 10 points) How well does the Proposer’s relevant experience and past performance in providing services align with the Scope of Work? (up to 5 points) How well do the examples of past projects align with the Scope of Work? (up to 5 points)

Proposal Evaluation Criteria (continued)

References (Section 3.2.4) (up to 10 points) How well do the Reference’s answers demonstrate their satisfaction with the work services provided? (up to 5 points) How well do the Reference’s answers demonstrate their satisfaction with the business relationship and the Proposer’s problem resolution skills? (up to 5 points)

Budget & Justification Template (3.2.5) (Up to 25 points) How well does the Personnel costs align with the Key Person’s identified to provide services? (Up to 5 points) How well do the Participant costs align with the services to be provided in the Scope of Work? (Up to 5 points) How well do Proposer’s costs align with Agency’s knowledge of the costs required to provide the services in Lane County? (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) How well does the justification narration describe the costs presented in the budget? (Up to 5 points)

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

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

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

Point and Score Calculations

TOTAL POINTS POSSIBLE : 100

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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