S-10000-00013544 RFA.pdf

Request for Application – OregonBuys Number S-10000-00013544 Behavioral Health – Treatment Foster Care Services

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STATE OF OREGON

COVER PAGE

The Oregon Department of Human Services, by and through its

OFFICE OF CHILD WELFARE PROGRAMS

Is issuing this Request For Applications under OregonBuys Bid Solicitation Number S-10000-00013544 for

BEHAVIORAL HEALTH – TREATMENT FOSTER CARE

Date of Issue: June 23, 2025 Applications due no later than:

August 19, 2025 at 3:00 PM Pacific Time

Single Point of Contact (SPC): Louie Thomas, ODHS Procurement Specialist Address: 500 Summer Street NE E03 City, State, Zip Salem, Oregon 97301 Phone (voice) (971) 283-4755 E-mail: louie.thomas@odhs.oregon.gov

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Single Point of Contact (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 OREGONBUYS

2.4 BACKGROUND

SECTION 3: SCOPE OF WORK/SPECIFICATIONS

3.1 A BH-TFC PROGRAM SHALL:

3.2 CONTRACTOR’S BH-TFC PROGRAM SHALL:

3.3 CONTRACTOR’S SUPPORT TO BRS PROCTOR-FOSTER PARENT SHALL INCLUDE:

3.4 BH-TFC PROGRAM TEAMS SHALL:

3.5 BH‐TFC SERVICES TEAM:

3.6 BH‐TFC ADMISSIONS CRITERIA:

3.7 BH‐TFC SERVICES PLAN:

3.8 BH-TFC REPORTING REQUIREMENTS

SECTION 4: PROCUREMENT REQUIREMENTS

4.1 MINIMUM SUBMISSION REQUIREMENTS

SECTION 5: APPLICATION REQUIREMENTS

5.1 ATTACHMENT A “APPLICANT INFORMATION AND CERTIFICATION SHEET”

5.2 ATTACHMENT B “TECHNICAL RESPONSE”

5.3 ATTACHMENT C “CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN”

5.4 ATTACHMENT D “RESPONSIBILITY INQUIRY”

5.5 ATTACHMENT E “DISCLOSURE EXEMPTION AFFIDAVIT”

SECTION 6: SOLICITATION PROCESS

6.1 PUBLIC NOTICE

6.2 PRE-APPLICATION CONFERENCE

6.3 QUESTIONS OR REQUESTS FOR CLARIFICATIONS

6.4 SOLICITATION PROTESTS

6.5 APPLICATION DELIVERY OPTIONS

6.6 APPLICATION MODIFICATION OR WITHDRAWAL

6.7 APPLICATION DUE

6.8 PUBLIC OPENING

6.9 APPLICATION REJECTION

SECTION 7: EVALUATION PROCESS

7.1 RESPONSIVE AND RESPONSIBLE APPLICANT DETERMINATION

7.2 EVALUATION COMMITTEE

7.3 EVALUATION OF APPLICATIONS

7.4 EVALUATION CRITERIA

7.5 RANKING OF APPLICANTS

SECTION 8: AWARD AND NEGOTIATION

8.1 AWARD NOTIFICATION PROCESS

8.2 APPARENT SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

8.3 CONTRACT NEGOTIATION

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SECTION 9: ADDITIONAL INFORMATION

9.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

9.2 CERTIFIED FIRM PARTICIPATION

9.3 GOVERNING LAWS AND REGULATIONS

9.4 OWNERSHIP/PERMISSION TO USE MATERIALS

9.5 CANCELLATION OF RFA; REJECTION OF APPLICATION; NO DAMAGES

9.6 COST OF SUBMITTING AN APPLICATION

9.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

9.8 RECYCLABLE PRODUCTS

LIST OF ATTACHMENTS

Attachments Available for Download at OregonBuys

Attachment A “Applicant Information and Certification Sheet”

Attachment C “Certified Disadvantage Business Outreach Plan”

Attachment D “Responsibility Inquiry”

Attachment E “Disclosure Exemption Affidavit”

Attachment F “Sample Contract”

Attachment Created by the Applicant in Accordance with Instructions In The RFA

Attachment B “Technical Response”

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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 (“ODHS”) and its Office of Child Welfare Programs (“CW”), is issuing this Request for Application (“RFA”) under the provisions of ORS 279B.060 for Behavioral Health – Treatment Foster Care (“BH- TFC”) services. Refer to subsection 2.4 “Background” for further information on the BH-TFC program, and additional details on the Scope of the services to be provided are included in section 3 “Scope of Work/Specifications.”

BH-TFC Services are currently being provided by a certain number of Providers under Contract to ODHS as a pilot program. Current Providers are required to respond to this Solicitation and meets its requirements to continue providing services. This Solicitation standardizes the Work and provides consistency in its application.

Responses to this RFA will be evaluated by an ODHS Evaluation Committee to determine whether the Application meets or exceeds the requirements of the RFA using a “meet/does not meet” criteria. For those Applications that meet or exceed the requirements, ODHS will begin Contract negotiations with the Applicant to provider to provide BH-TFC Services. ODHS will notify those Applicants that do not meet or exceed the requirements of the RFA, list the reasons why ODHS rejected the Application, and engage in active conversation with the Applicant.

ODHS anticipates the award of multiple Contracts from this RFA, and will negotiate with any Applicant that meet the requirements of this RFA and other statutory requirements. The initial term of the Contract is anticipated to be 2 years with options to renew up to a cumulative maximum of five years.

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

Questions or Requests for Clarification Due July 7, 2025 5:00 PM PDT

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

Usually within five business days from receipt.

RFA Protest Period Ends July 7, 2025 3:00 PM PDT

Opening Date and Time (Application Due) Refer to the RFA cover page

1.3 SINGLE POINT OF CONTACT (SPC)

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

Applicant shall direct all communications related to any provision of the RFA only to the SPC, whether about the technical requirements of the RFA, contractual requirements, the RFA process, or any other provision.

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SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

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

ODHS is using its authority under OAR 125-247-0288(2) and Department of Administrative Services (“DAS”) Special Procurement SP 826-16/REQ-DA SOBO-00019979 “Class Special Procurement: Request for Application” for these Client Placement Services, and is using a method based to some degree on the Competitive Sealed Proposal method as described in ORS 279B.060 and OAR 125-247-0260.

2.2 DEFINITION OF TERMS

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

2.2.1 “Behavioral Health Services” or “BH” means the planned, medically appropriate, individualized treatment, experiences, and activities designed to remediate symptoms of mental health and substance use disorders.

2.2.2 “Behavior Rehabilitation Services” or “BRS” are such services that are to remediate a Child’s debilitating psychosocial, emotional, and behavioral disorders.

Such services include behavioral intervention, counseling, and skills-training.

Services are delivered in a way that integrates a gender-responsive, culturally sensitive, trauma-informed, and age-appropriate or developmentally appropriate approach.

2.2.3 “BRS Proctor Care Services” means services provided in a foster home that meets requirements for BRS Proctor Care according to OAR 410-170-0030(c).

2.2.4 “Child” or “Children” means an individual under the age of 18. An individual with Medicaid eligibility who is in need of services specific to Children, adolescents, or young adults in transition, shall be considered a Child until age 21 for purposes of this RFA.

2.2.5 “Intensive Community‐Based Mental Health Services” means an array of comprehensive treatment services for Children with intensive and/or complex behavioral health needs that are delivered in the Child’s home, community, school, or other setting as determined by the Child and their family or caregivers. Services are to be offered a minimum of two times per week and are based on the individual Child’s current needs and may include, but not limited to: individual and family therapy, case management, psychiatric services, skills training, peer delivered services and crisis services.

2.2.6 “Memorandum of Understanding” or “MOU” means, for the purpose of this Contract, a legally binding agreement of understanding between two or more parties.

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2.2.7 “Key Person” means staff who function in a specific role with responsibility to support the operation, management and function of the BH-TFC program.

2.2.8 “Treatment Foster Care” or “TFC’ means a specialized, evidence based, type of care provided in a foster homes that meets the requirements for BRS Proctor Care.

2.3 OREGONBUYS

OregonBuys is the only delivery option permitted for this RFA (refer to subsection 6.5 “Application Delivery Options”). Applications, referred to as “Quotes” in OregonBuys, shall be submitted electronically through OregonBuys at: https://OregonBuys.gov/bso

You do not need to be registered in OregonBuys to view a Solicitation; but you do need to be registered as a “Vendor” to download and respond to a Solicitation.

OregonBuys Guidelines:

• For Assistance with OregonBuys (Vendor Help Desk):

Email: suppliersupport@periscopeholdings.com Phone: 1-855-800-5046

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

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

• 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%20or %20closed%20bids.pdf

• Detailed instructions on how to submit an Application (“Quote”) in OregonBuys:

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

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

2.4 BACKGROUND

In the 2019 general legislative session, the Oregon state legislature approved funding for ODHS, in consultation with the Oregon Health Authority (“OHA”) and the Oregon Youth Authority (“OYA”), to develop BH-TFC programs. This new level of care relies upon an integrated approach between Behavioral Health intensive community-based services funded through Coordinated Care Organizations (“CCOs”), and ODHS-funded, well trained, and supported BRS Proctor Care Services. BH-TFC Services are intended to build on services that currently exist and create connections between Oregon’s BRS program and mental health delivery systems. A sole contract was awarded in 2021 to support the development, implementation, and maintenance of several BH-TFC programs throughout Oregon.

https://oregonbuys.gov/bso 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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ODHS intends to award Contracts to Applicants who demonstrate the ability to maintain a program to provide BRS Proctor Care Services in coordination with integrated Medicaid funded Intensive Community-Based Mental Health Services.

ODHS is interested in a variety of Applications that meet the criteria of this RFA. An Applicant may propose a clinical model to provide both the BRS services and the Intensive Community- Based Mental Health Services. Alternatively, a BRS provider may propose a model to form an agreement through a Memorandum of Understanding (“MOU”) with one or more outpatient mental health providers to ensure that each Child receives timely and appropriate treatment services. All Applications must support integrated services and coordination between mental health and BRS.

Funding for services associated with this RFA is meant to cover costs that are not currently built into existing payment structures. This includes increased monthly proctor reimbursement, additional staffing-costs, and increased respite availability. Applicant may request funding to support Integrated Intensive Mental Health Services in coordination with the BRS program that are not reimbursable through Medicaid.

The goals and objectives of BH-TFC Services includes the following: establishment of a therapeutic home level-of-care; placement stabilization; flexibility of services to meet the individual Child’s needs as they change without needing to disrupt placement; service continuity; access to Intensive Community-Based Mental Health Services that are integrated into the BRS Proctor Care Services program; and delivery of culturally appropriate, inclusive, trauma informed services and supports. The anticipated results of this new level of care are to fill the current gap in the continuum of care related to a therapeutic, Behavioral Health Service delivery in a family setting and to meet the treatment and placement needs of children in the least restrictive setting possible.

SECTION 3: SCOPE OF WORK/SPECIFICATIONS

The successful Applicant or Applicants shall operate a Behavioral Health Treatment Foster Care program that contains the following requirements:

3.1 A BH-TFC PROGRAM SHALL:

Be licensed by ODHS and in good standing as a BRS Child Caring Agency in accordance with OAR 410-170-0330(1), and either be the sole provider of both BRS Proctor Care and Behavioral Health Services that offers intensive community based mental health services, or be a BRS Proctor Care Services provider that maintains a legally-binding MOU) with Behavioral Health Services providers to provide Intensive Community-Based Mental Health Services to Children in coordination and integration with BRS Proctor Care Services. The MOU must outline each agency’s roles and responsibilities including, at a minimum, the following:

3.1.1 How ongoing clinical services will be provided once the Child no longer needs Intensive Community-Based Mental Health Services;

3.1.2 Describes the integration of service planning of mental health services with BRS Proctor Care Services to support holistic care, such as:

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3.1.2.1 Behavioral health participation in coaching direct care staff about Child’s specific mental health needs and interventions;

3.1.2.2 Invitation to cross agency training on behavior rehabilitation model and clinical training;

3.1.2.3 Participation in meetings convened by the BRS agency;

3.1.2.4 Availability for consultation as needed;

3.1.2.5 Agreement to share and provide the current BRS service plan and the current mental health treatment plan;

3.1.2.6 Behavioral health attendance at monthly BH-TFC meetings to provide mental health treatment updates and inform BRS plans and goals;

3.1.2.7 Dedicated behavioral health capacity to support Children in BH-TFC program in timely access to services (maximum of 30 days from referral date);

3.1.3 A summary of the Behavioral Health Services available to meet the requirements of Intensive Community Based Mental Health services as defined in subsection 2.2 “Definition of Terms.”

3.1.4 Applicants that are both the BRS Proctor Care and Behavioral Health Services provider must maintain a written standard demonstrating how clinical services are integrated into BRS programming that reflects the minimum requirements in the MOU described above.

3.1.5 For Applicants serving Children in geographically disperse locations requiring coordination with multiple Behavioral Health Services providers, the requirement for a binding MOU with elements described in paragraphs 3.1.1 through 3.1.3, above, may be waived in geographic locations in which Applicant cannot enroll four or more Children with any one Behavioral Health Services provider. The requirement may also be waived if a BH-TFC Services provider will have three or less BH-TFC beds in their program.

3.2 CONTRACTOR’S BH-TFC PROGRAM SHALL:

3.2.1 Provide BRS Proctor Care Services in accordance with OAR 410-170-000 through 410-170-0120 and OAR 413-095-0000 through 413-095-0080;

3.2.2 Prior to placement, ensure the proctor parent(s) can meet the 24/7 supervision needs of the BH-TFC Child and continues to do so with support from Contractor as necessary;

3.2.3 Ensure the provision or coordination of Intensive Community-Based Mental Health Services, based on Child’s individual assessed needs, are able to be delivered in a foster home setting and at other community locations based on the foster parent and Child’s needs and preferences, and are provided by mental health providers that can receive Medicaid funding for medically appropriate services;

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3.2.4 Provide services in the language the Child is most comfortable with;

3.2.5 Ensure that only one ODHS-referred Child resides in a foster home at any given time;

3.2.6 Have a mechanism to ensure that the proper services are billed to the proper payers in order to prevent double billing using billing practices that meet state and federal regulations and guidelines;

3.2.7 Utilize an Outcome Measurement tool, approved by ODHS, a minimum of twice weekly to monitor the severity of symptoms and the progress that the Child makes towards achieving progress goals;

3.2.8 Adhere to a rigorous assessment and certification process of BH-TFC providers that reflects, at a minimum, the requirements of OAR 419-440-0040. All certified families, with support of the Contractor, shall be able to meet the complex and elevated needs of BRS Children appropriate for the BH-TFC level of care;

3.2.9 Prioritize Children discharging from a Psychiatric Residential Treatment Facility (“PRTF”) by maintaining a minimum of 1 bed or 5% of total available beds in BH- TFC program, whichever number is larger, or offer a minimum of 1 bed or 5% total available beds to Children discharging from a PRTF.

3.2.10 Actively engage in transition planning as defined in OAR 410-170-0020(61).

Contractor shall offer high quality after-care services tailored to meet the individualized needs of the Child and the discharging resource.

3.2.11 In the event the Child is no longer receiving Intensive Community Based Mental Health Services, Contractor shall provide up to 5 additional hours each week of skills training or skill building services and activities based on the Child’s individual needs and service plan goals.. These services are in addition to the required 6 hours of BRS each week.

3.3 CONTRACTOR’S SUPPORT TO BRS PROCTOR-FOSTER PARENT SHALL INCLUDE:

3.3.1 Provide regular and ongoing consultation for foster parent(s) with Social Service staff or Behavioral Health clinician as necessary and ensure that foster parents can access consultation each day when needed;

3.3.2 Provide monthly coaching and training in the Behavior Rehabilitation Services evidence-based or promising practices model required per OAR 410-170-0030 (11)(a)(E) to proctor parents;

3.3.3 Informing proctor foster parents that they have the opportunity to access planned and crisis relief care four days per month for use as the proctor and client deem necessary and which is in alignment with the Child’s best interest. Relief care shall be responsive and adaptive to both the Child and the proctor parent’s needs each month. Relief care can include both overnight or hourly support dependent on need. Contractor shall coordinate with other agencies providing BH-TFC Services if relief care needs cannot be met internally;

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3.4 BH-TFC PROGRAM TEAMS SHALL:

Include a team of professionals capable of maintaining the Applicant’s proposed BH-TFC program that includes, but is not limited to, the following:

3.4.1 Clinical Lead, designated as a Key Person, who, at minimum, has the following:

3.4.1.1 Is a behavioral health clinician in Oregon pursuant to OAR 309-019-0125 (12);

3.4.1.2 Three years’ experience providing direct care to children with intensive behavioral health needs; and

3.4.1.3 Two years’ experience providing clinical oversight and supervision.

3.4.2 The Clinical Lead may either be on Applicant’s staff or subcontracted to be assigned to perform activities or services under a resultant Contract. The Clinical Lead at a minimum shall have and maintain responsibilities of clinical and administrative supervision within the BRS program and provide BH-TFC program oversight to ensure BRS and Behavioral Health Services are integrated with collaboration occurring across agencies, as applicable.

3.5 BH‐TFC SERVICES TEAM:

3.5.1 The BH-TFC Services provider must ensure each Child has a BH-TFC Services Team.

A Child’s BH-TFC Services Team shall include, at a minimum, the following:

3.5.1.1 The Child;

3.5.1.2 Foster Parent(s);

3.5.1.3 ODHS caseworker;

3.5.1.4 Family members as possible. Family members include, as a minimum but not to the exclusion of, siblings, as defined in ORS 419A.004 or other person living in the same household with the Child, and:

• The Child’s parent as defined in ORS 419A.004;

• The Child’s guardian appointed pursuant to ORS Chapter 125; or

• A person who has a caregiver relationship as defined in ORS 419B.116 with the

Child.

3.5.1.5 A therapist working with the Child;

3.5.1.6 Skills trainers that work with the Child;

3.5.1.7 A person that can speak to the Child’s education progress; and

3.5.1.8 Other members of the Child’s community, as appropriate.

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3.5.2 Each BH-TFC Services Team shall meet, in person at locations that are preferable to the Child and foster parent(s), each month to:

3.5.2.1 Review each BRS and mental health service goal and strategy, and the Child’s progress towards them;

3.5.2.2 Update goals and strategies on the service plan as needed and agreed upon by the BH-TFC Services Team;

3.5.2.3 Review the crisis and safety plans to ensure that they are being used and that they are leading to safety for the Child and others; and

3.5.2.4 Discuss the transition plan and progress towards permanency.

3.5.3 Each member of the BH-TFC Services Team must participate in a transition planning meeting facilitated by ODHS at 12 months of the Child’s placement to discuss transition plans and ongoing need for BH-TFC level of care.

3.6 BH‐TFC ADMISSIONS CRITERIA:

3.6.1 A BH-TFC Services provider must maintain a policy for reviewing each ODHS issued referral that it receives. This policy must include, but not limited to, consideration of the following:

3.6.1.1 The Child’s strengths and needs;

3.6.1.2 The ability of the home that the Child will reside in to meet the Child’s behavioral health needs;

3.6.1.3 If the Child could be served at a lower level of care; and

3.6.1.4 All cultural or linguistic needs of the Child.

3.6.2 Prior to admission of a Child, the BH-TFC Services provider must facilitate at least one contact between the Child, the Child’s guardian if the Child is a minor, and the foster home that the Child is being considered for to help provide a smooth transition.

3.7 BH‐TFC SERVICES PLAN:

3.7.1 The BH-TFC Services provider must develop a unified BH-TFC Services Plan with the Child. Each BH-TFC Services Plan must follow the requirements of BRS service planning according to OAR 410-170-0070 and of a mental health treatment plan according to OAR 309-019-0140. Additionally, the BH-TFC Services Plan must also include, but is not limited to, the following:

3.7.1.1 A proactive crisis and safety plan;

3.7.1.2 A consultation plan with the foster parent;

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3.7.2 All service planning for a Child must be completed with input and support from the BH-TFC Services Team;

3.7.3 The BH-TFC Services provider shall ensure that each Child receives six Medicaid service hours each week;

3.7.4 If a Child is enrolled in a Wraparound, as defined in OAR 309-019-0163, the BH-TFC Services provider must ensure that the BH-TFC Services Plan is consistent with the wraparound plan of care.

3.8 BH-TFC REPORTING REQUIREMENTS

3.8.1 A BH-TFC Services provider must submit a written biennial data tracking report that includes the following information for services provided July 1 of every odd year through June 30 of the following odd year:

3.8.1.1 The number of Children that graduated from Contractor’s BRS BH-TFC program;

3.8.1.2 The number of Children unsuccessfully discharged from Contractor’s BRS BH- TFC program, broken out by: emergency discharge issued by contractor; 30-day discharges issued by Contractor; discharge initiated by guardian); and

3.8.1.3 The average length of stay.

3.8.2 Biennial data tracking reports are due to the ODHS Contract Administrator no later than July 30 of every odd year.

SECTION 4: PROCUREMENT REQUIREMENTS

Certain portions of this Section 4 “Procurement Requirements” apply to only those who are not currently providing BH-TFC Services, and other portions apply only to those who are currently under Contract with ODHS to provide BH-TFC Services. Unless specified as such, all other provisions of this section are relevant to all Applicants and their Applications.

4.1 MINIMUM SUBMISSION REQUIREMENTS

4.1.1 Application Submissions

To be considered for evaluation, Application must contain each of the following elements, further detailed in section 5 “Application Requirements,” below:

4.1.1.1 Attachment A “Applicant Information and Certification Sheet,” downloaded from OregonBuys and further described in subsection 5.1.

4.1.1.2 Attachment B “Technical Response,” a form created by the Applicant and further described in subsection 5.2. Attachment B is the portion of the Application that will be evaluated by an ODHS Evaluation Committee.

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A portion of the response to Attachment B is based on the Applicant’s status, of whether the Applicant is not currently providing BH-TFC Services or whether the Applicant is currently providing BH-TFC Services under Contract to ODHS.

4.1.1.3 Attachment C “Certified Disadvantage Business Outreach Plan,” downloaded from OregonBuys and further described in subsection 5.3

4.1.1.4 Attachment D “Responsibility Inquiry,” downloaded from OregonBuys and further described in subsection 5.4.

4.1.1.5 Attachment E “Disclosure Exemption Affidavit,” downloadable from OregonBuys only if required by the Applicant. If Applicant has no information to request exemption from public disclosure, then Attachment E is not required to be completed and submitted. Refer to subparagraph 4.1.3.6 and subsection 5.5.

4.1.2 Application Page Limits

4.1.2.1 The following element has a maximum page limit based on the status of the Applicant. Any pages exceeding the limits will not be provided to the Evaluation Committee nor considered in the evaluation, and could result in the Application being considered incomplete or non-Responsive.

• For those Applicants that are not currently BH-TFC Services, Attachment B “Technical Response” shall not exceed a maximum total of 10 pages; the required Letters of Support and the attached Resumes do not count towards the maximum total number of pages;

• For those Applicants that are currently providing BH-TFC Services under Contract to ODHS, Attachment B “Technical Response” shall not exceed a maximum total of 6 pages;

4.1.2.2 The following elements do not have maximum page limits:

• Attachment A “Applicant Information and Certification Sheet”

• Attachment C “Certified Disadvantage Business Outreach Plan”

• Attachment D “Responsibility Inquiry”

• Attachment E “Disclosure Exemption Affidavit,” if submitted.

4.1.3 Application Format and Quantity

The entire Application consists of the completed attachments listed in subsection 4.1.1 “Application Submissions,” either downloaded from OregonBuys and completed by the Applicant or created by the Applicant in accordance with the instructions in section 5 “Application Requirements”; then, together, formatted into an Adobe Acrobat (.pdf) document and submitted to ODHS through OregonBuys. The complete set of Attachments, known as the “Application Packet,” is what constitutes the complete Application.

4.1.3.1 All Applicants shall follow the instructions in subsection 5.2 for formatting and completing Attachments B “Technical Response.”

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4.1.3.2 The entire Application, including the Letters of Support and resumes, if required, shall be formatted as Adobe Acrobat (pdf) documents and submitted to ODHS through OregonBuys. Only one copy of the Application is required – unless Applicant is claiming an exemption to Public Disclosure of its Application. If so, refer to subparagraph 4.1.3.5, below, and subsection 5.5 “Attachment E ‘Disclosure Exemption Affidavit,’” and their requirements for a redacted version of the Application.

4.1.3.3 Applicant shall submit its Application electronically through OregonBuys in accordance with subsection 6.5 “Application Delivery Options.” Applicant should refer to subsection 2.3 “OregonBuys” for OregonBuys and electronic submission guidelines and assistance.

4.1.3.4 Attachment A “The Applicant Information and Certification Sheet” must bear the Applicant or the Applicant’s authorized representative’s Signature.

Failure of the Applicant or the Applicant’s authorized representative to sign Attachment A may result in rejection of the Application as non-Responsive.

4.1.3.5 If Applicant believes any of its Application is exempt from public disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Applicant shall: (a) complete and submit Attachment E “Disclosure Exemption Affidavit”; (b) submit an addition exact copy of the Application, fully redacted and clearly marked as the “Redacted Version,” simultaneously with the unredacted version; and (c) shall mark as “Confidential” in OregonBuys all attachments to its Application that Applicant believes are exempt from public disclosure. Refer to subsection 5.5 “Attachment E ‘Disclosure Exemption Affidavit’” for details and information.

SECTION 5: APPLICATION REQUIREMENTS

Application must address each of the items listed in this subsection and all other requirements set forth in this RFA. An Application that merely offers to provide the goods or services as stated in this RFA may be considered non-Responsive and not considered further.

Application should not include extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Application. Do not include marketing or advertising material in the Application; Applications containing unsolicited marketing or advertising material may receive a lower evaluation score. Application should be straightforward and address the requests of the RFA.

5.1 ATTACHMENT A “APPLICANT INFORMATION AND CERTIFICATION SHEET”

All Applicants shall download Attachment A from OregonBuys; then complete, sign, format as an Adobe Acrobat (.pdf) document, and submit the entire completed form in OregonBuys as the first part of the Application.

Applicant shall complete the information requested, including whether the Applicant is currently providing BH-TFC or not, and sign, or have signed by Applicant’s authorized representative, the Attachment A to certify to its truth and accuracy.

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Failure to complete Attachment A, which may also indicate a failure to demonstrate compliance with Oregon Tax Laws, may result in a finding of non-Responsive and the Application not considered further.

5.2 ATTACHMENT B “TECHNICAL RESPONSE”

5.2.1 Attachment B “Technical Response” is a form created by the Applicant, and its requirements are partially based on the Applicant’s status, as defined by:

• Applicant is not currently providing BH-TFC Services;

• Applicant is currently providing BH-TFC Services under Contract to ODHS.

5.2.2 Attachment B Requirements:

5.2.2.1 Once complete, Attachment B shall be formatted into an Adobe Acrobat (.pdf) document, including Letters of Support and Resumes, if required, and submitted in OregonBuys as the second part of the Application.

5.2.2.2 The response to the requirements of Attachment B is the only portion of the Application that is evaluated by an ODHS Evaluation Committee.

5.2.2.3 Applicant shall respond to the requirements of this paragraph 5.2 on a form created by the Applicant using 12-point Verdana font, with reasonable page margins and lines reasonably spaced.

5.2.2.4 Applicant must clearly and prominently display the following at the top of each page of Attachment B:

• The Applicant’s name;

• “Attachment B ‘Technical Response’”;

• A sequential page number relative to Attachment B only (may be formatted into the document footer, if preferred); and

• “RFA S-10000-00013544.”

5.2.3 Additional Requirements For Applicants Not Currently Providing BH-TFC Services:

In this section are the requirements for Applicants who are not currently providing BH-TFC Services. For Applicants who are currently providing BH-TFC Services under Contract to ODHS, refer to the requirements of paragraph 5.2.4, below.

The maximum total of pages for Attachment B for those Applicants who are not currently providing BH-TFC Services is 10 pages, not counting any Letters of Support or attached Resumes.

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5.2.3.1 Minimum Requirements for Applicants who are not currently providing BH-TFC Services:

5.2.3.1.1 Applicant shall submit a minimum of two Letters of Support that shows community support and collaboration for the services described in this

RFA:

• A minimum of one of the Letters of Support shall be from a mental health provider that operates in the Applicant’s identified service region if the Applicant does not currently provide mental health services within their organization;

• A minimum of one of the Letters of Support shall be from another organization that Applicant will collaborate with on any part of the services described in this RFA.

5.2.3.1.2 ODHS may check to determine if Letters of Support supports Applicant’s ability to perform and comply with the requirements of this RFA, and to obtain additional information or verify any information if needed.

5.2.3.1.3 Each Letters of Support shall be attached separately and submitted as part of Attachment B.

5.2.3.2 Responses to the following will be used to determine how well the Applicant has responded to the requirements of this RFA. Responses will be evaluated by an ODHS Evaluation Committee in accordance with section 7 “Evaluation Process.”

Applicant is encouraged to review the Evaluation Criteria in paragraph 7.4.1 prior to responding to the requirements in subparagraph 5.2.3.2.1 through 5.2.3.2.3, below.

The Evaluation Criteria may contain additional information and aid in responding.

5.2.3.2.1 Executive Summary

Applicant shall provide an executive summary that provides an overview of their proposed BH-TFC program and must, at a minimum, include the following elements:

(a) Organization overview;

(b) Description of Applicant’s experience and capacity to perform the Work described in this RFA, including capacity to begin and sustain the Work;

(c) Description of Applicant’s experience with, and current strategies for, ensuring the Applicant conducts business in a fiscally responsible manner and remains financially solvent through the proposed Contract period;

(d) Proposed BH-TFC program structure;

(e) Identification of the regions in which Applicant will operate proposed BH-TFC program;

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(f) A staffing model for the BH-TFC program that Applicant will use;

(g) A detailed description of the clinical model Applicant will implement to include draft MOU or minimum standards that describes the integration and coordination of behavioral health services with BRS.

5.2.3.2.2 Implementation Plan and Strategy

Briefly describe how Applicant would carry out the major activities in context with the Scope of Work.

(a) Describe the service capacity Applicant plans to achieve with proposed BH-TFC program to increase total bed capacity in the State of Oregon and recruit foster home for these services.

Specifically, describe the following:

i. The number of homes that will have capacity to provide BH- TFC Services within three months of Contract execution;

ii. The recruitment, training and retention strategy for new homes that will have the capacity to provide BH-TFC Services; and

iii. How the BH-TFC program will ensure that all required BRS and intensive community based mental health services are available to all referred Children.

iv. What intensive community based mental health services will be available to all referred Children and strategies to address barriers to timely access (30 days or less) to services.

(b) Describe how Applicant will ensure that the proper services are billed to the proper payers in order to prevent double billing using billing practices that meet state and federal regulations.

(c) Describe how Applicant will measure standardized outcomes with a focus on symptom reduction and placement stability, from services provided by the proposed BH-TFC program.

(d) How Applicant will ensure that services will be culturally responsible.

(e) Describe Applicant’s plan to engage community partners in BH- TFC Services.

(f) Describe Applicant’s plan to be able to offer each proctor family 4 days of respite per month.

(g) Describe Applicant’s plan to prioritize referrals for Children discharging from a PRTF.

(h) As needed, budget request (initial one year projection), to support integrated intensive community based mental health services. This must include clear financial need and a description of how the

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(i) Describe Applicant’s plan to actively engage in transition planning and what high quality after care services can be offered that are individualized to meet the child and family’s needs.

5.2.3.2.3 Key Persons and their Resumes

Specify Key Persons to be assigned to the BH-TFC program, and attach a current resume, not to exceed two pages each, for each. Key Persons shall demonstrates qualifications and experience to perform the Work required in this RFA.

5.2.4 Additional Requirements For Applicants Who Are Currently Providing BH- TFC Services Under Contract to ODHS:

In this section are the requirements for Applicants who are currently participating in a pilot program and providing BH-TFC Services under Contract with ODHS. For Applicants who are not currently providing BH-TFC Services, refer to paragraph 5.2.3, above.

The maximum total of pages for Attachment B for those Applicants who are currently providing BH-TFC Services under Contract with ODHS is 6 pages.

5.2.4.1 Minimum Requirements for Applicants who are Currently Providing BH- TFC Services:

Applicant must currently be participating in the pilot program and providing BH-TFC Services under Contract with ODHS.

5.2.4.2 Responses to the following will be used to determine how well the Applicant has responded to the requirements of this RFA and will be evaluated by an ODHS Evaluation Committee in accordance with the Evaluation Criteria in section 7 “Evaluation Process.”

Applicant is encouraged to review the Evaluation Criteria in paragraph 7.4.2 prior to responding to the requirements in subparagraph 5.2.4.3. The Evaluation Criteria may contain additional information and aid in responding.

5.2.4.3 For Attachment B “Technical Response,” the Applicant shall create an Executive Summary that provides an overview of their BH-TFC program that shall include, at a minimum, the following elements:

5.2.4.3.1 A detailed description of the clinical model Applicant utilizes to include draft MOU or minimum standards that describes the integration and coordination of Behavioral Health Services with BRS;

5.2.4.3.2 What Intensive Community Based Mental Health Services will be available to all referred Children and the planned strategies to address barriers to timely access (30 days or less) to services;

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5.2.4.3.3 The Applicant’s plan to be able to offer BRS Proctor Care Services to each proctor family a maximum of 4 days of respite per month.

5.2.4.3.4 Applicant’s plan to prioritize referrals for Children discharging from a

PRTF.

5.2.4.3.5 If needed, budget request (initial one year projection), to support integration of Intensive Community Based Mental Health Services. This must include clear financial need as well as a description of how the funding will support the integration of Behavioral Health Services with

BRS.

5.2.4.3.6 The Applicant’s plan to actively engage in transition planning and what high quality after-care services can be offered that are individualized to meet the Child and family’s needs.

5.2.4.3.7 How Applicant measures standardized outcomes with a focus on symptom reduction and placement stability, from services provided by the proposed BH-TFC program.

5.2.5 The Evaluation Criteria for Attachment B is in section 7.4 “Evaluation Criteria.” The specific Evaluation Criteria for Applicants that do not currently provide BH-TFC Services is in subsection 7.4.1; and for those that do currently provide BH-TFC Services under Contract to ODHS, the specific Evaluation Criteria is in subsection 7.4.2.

5.3 ATTACHMENT C “CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN”

5.3.1 Applicant shall download Attachment C from OregonBuys. Once complete, Attachment C shall be formatted into Adobe Acrobat (.pdf), and submitted in OregonBuys as the third part of the Application.

5.3.2 Certified Firms, as defined in Attachment C, must have an equal opportunity to participate in the performance of Contracts and Agreements financed with State of Oregon funds. By submitting its Application, Applicant 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.

5.3.3 If sections of Attachment C or individual questions do not apply, then mark the responses as such. Applicant must submit a completed Attachment C in OregonBuys as part of its Application.

5.4 ATTACHMENT D “RESPONSIBILITY INQUIRY”

5.4.1 Applicant shall download Attachment D from OregonBuys. Once complete, Attachment D should be formatted into Adobe Acrobat (.pdf), and submitted in OregonBuys as the fourth part of the Application.

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5.4.2 Attachment D will assist ODHS in determining if an Applicant is Responsible prior to execution of a Contract. Applicant will complete the information requested, sign the form, and submit the signed Attachment D in OregonBuys as part of its Application.

5.4.3 ODHS may reject an Applicant found to be not Responsible at any time prior to execution of a Contract.

5.5 ATTACHMENT E “DISCLOSURE EXEMPTION AFFIDAVIT”

5.5.1 Attachment E is only required to be part of the Application if Applicant wants to exempt information in its Application from disclosure to the public under Oregon Public Records Law (ORS 192.311 through 192.478).

5.5.2 If needed, Applicant shall download Attachment E from OregonBuys. If determined necessary, after Applicant completes Attachment E, including its completed Exhibit A, it should be formatted into Adobe Acrobat (.pdf), and submitted in OregonBuys as the fifth part of the Application. Applicant shall also mark as “Confidential” in OregonBuys all attachments to its Application that Applicant believes are exempt from disclosure.

5.5.3 If Applicant completes and submits Attachment E “Disclosure Exemption Affidavit,” a redacted version of the Application must also be submitted as part of the Application Packet, clearly identified as the “Redacted Version.” If the Application is received without the additional Redacted Version, the Application may be rejected in its entirety as being non-Responsive to the RFA and will not be considered further.

5.5.4 Not submitting Attachment E as part of the Application, the Applicant is certifying to ODHS that the Applicant has no information it wishes to exempt, and Applicant has waived any future claims of non-disclosure of information contained in its Application.

5.5.5 If Applicant does not have any information it wishes to exempt from public disclosure, then Attachment E is NOT required to be submitted as part of the Application Packet.

5.5.6 If Applicant fails to identify on Exhibit A to Attachment E the portions of the Application that Applicant claims are exempt from public disclosure, or if the form is incomplete, not completed properly, or not legally notarized, Application may be considered non-Responsive and the Application not considered further.

5.5.7 Public disclosure of the information included on Exhibit A to Attachment E may depend on official or judicial determinations made in accordance with the Public Records Law.

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SECTION 6: SOLICITATION PROCESS

6.1 PUBLIC NOTICE

The RFA and attachments are published in the State of Oregon’s electronic procurement system, OregonBuys, at https://oregonbuys.gov/. Documents will not be mailed or otherwise provided to prospective Applicants except through OregonBuys. All relevant material to consider and respond to this RFA is obtained or submitted through OregonBuys.

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

6.2 PRE-APPLICATION CONFERENCE

A Pre-Application conference for this RFA will not be held.

6.3 QUESTIONS OR REQUESTS FOR CLARIFICATIONS

6.3.1 All inquiries, whether relating to the RFA process, administration, deadline, method of award, or to the intent or technical aspects of the RFA, must:

• Be delivered to the SPC via email (SPC email address is listed on the RFA Cover Sheet);

• Reference the OregonBuys bid number (S-10000-00013544);

• Identify Applicant’s name and contact information;

• Refer to the specific area of the RFA being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions or Requests for Clarification identified in subsection 1.2 “Schedule.”

6.3.2 Response to Questions or Requests for Clarification

In most situations, responses will be issued by the SPC within 5 business days from receipt.

In some situations, responses, portions of responses, or example question/responses based on the actual response to Questions or Requests for Clarification, may be published in OregonBuys as an amendment to the RFA for the benefit of all potential and actual Applicants.

6.4 SOLICITATION PROTESTS

6.4.1 Protests to RFA

Prospective Applicant may submit a Written protest of anything contained in this RFA, including but not limited to, the RFA process, Specifications, Scope of Work, or the proposed Sample Contract (Attachment F). This is prospective Applicant’s only opportunity to protest the provisions of the RFA, except that Applicant may protest Amendment(s) as provided below, and Applicant may take exception to the terms and conditions of https://oregonbuys.gov/

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Attachment F “Sample Contract” as marked as negotiable as set forth in subsection 8.3 “Contract Negotiations.”

Protests to the RFA must be received by the due date and time for “RFA Protest Period ends” as identified in subsection 1.2 “Schedule.”

6.4.2 Protests to Amendment(s)

Prospective Applicant may submit a Written protest of anything contained in an Amendment.