S-10000-00013621 RFP.pdf

Request for Proposal – OregonBuys Number S-10000-00013621 Annual CW Youth Transitions DREAM Conferences 2026 thru 2030

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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 Proposals under OregonBuys Bid Solicitation Number S-10000-00013621 for

ANNUAL YOUTH TRANSITIONS DREAM CONFERENCE

2026 THROUGH 2030

Date of Issue: May 8, 2025

Proposals due no later than:

June 9, 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 OVERVIEW AND PURPOSE

2.5 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS OR 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

SECTION 5: EVALUATION PROCESS

5.1 RESPONSIVE AND RESPONSIBLE PROPOSER DETERMINATION

5.2 EVALUATION COMMITTEE

5.3 EVALUATION OF PROPOSALS

5.4 STANDARDS FOR ASSIGNING POINTS

5.5 EVALUATION CRITERIA

5.6 POINT AND SCORE CALCULATIONS

5.7 RANKING OF PROPOSERS

5.8 NEXT STEP DETERMINATION

SECTION 6: AWARD AND NEGOTIATION

6.1 AWARD NOTIFICATION PROCESS

6.2 INTENT TO AWARD PROTEST

6.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

6.4 CONTRACT NEGOTIATION

SECTION 7: ADDITIONAL INFORMATION

7.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

7.2 CERTIFIED FIRM PARTICIPATION

7.3 GOVERNING LAWS AND REGULATIONS

7.4 OWNERSHIP/PERMISSION TO USE MATERIALS

7.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

7.6 COST OF SUBMITTING A PROPOSAL

7.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

7.8 RECYCLABLE PRODUCTS

7.9 PRINTING, BINDING, AND STATIONERY WORK

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LIST OF ATTACHMENTS

Attachments to be downloaded from OregonBuys:

• Attachment A “Proposer Information and Certification Sheet”

• Attachment E “Certified Disadvantaged Business Outreach Plan”

• Attachment F “Responsibility Inquiry”

• Attachment G “Disclosure Exemption Affidavit”

• Attachment H “Sample Contract”

Attachments created by the Proposer in accordance with instructions in the RFP, and submitted as part of the Proposal:

• Attachment B “Minimum Qualifications”

• Attachment C “Technical Response”

• Attachment D “Fiscal Stability and Cost 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 (“ODHS”) and its Office of Child Welfare Programs (“CW”), is issuing this Request for Proposal (“RFP”) under the provisions of Oregon Revised Statute (“ORS”) 279B.060 for Annual Youth Transitions DREAM Conference services for a 5-year period beginning in 2026 and continuing through 2030.

The annual Youth Transitions DREAM Conference, held during the summer months, is directed toward serving current foster youth or eligible former foster youth that are between 16 years of age and their 24th birthday, and who have been referred by ODHS staff, an Independent Living Program (“ILP”) Service Provider Group member, or Tribal representatives. This RFP seeks to find a public or private Contractor, including Units of Local Government or State Agencies that qualify under ORS 190 (“ORS 190 Agency”), who will, at the direction of the ODHS Contract Administrator, assume general responsibility for all aspects of the annual DREAM Conference beginning in 2026 and continuing through 2030, from the initial planning stages through final reporting and other close-out activities.

Additional details on the Scope of the goods or services or both are included in subsection 2.5 “Scope of Work/Specifications.”

ODHS anticipates the award of one Contract from this RFP. The term of the Contract is anticipated to be a 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

Pre-Proposal Conference (refer to subsection 4.2)

Monday, May 19, 2025 10:00 AM PDT

Questions or Requests for Clarification due (refer to subsection 4.3)

Friday, May 23, 2025 3:00 PM PDT

Answers to Questions or Requests for Clarification issued (refer to paragraph 4.3.2)

Usually within five calendar days of receipt.

RFP Protest Period ends (refer to subsection 4.4)

Friday, May 23, 2025 3:00 PM PDT

Opening Date and Time (“Proposals Due”) (refer to subsection 4.7)

Monday, June 9, 2025 3:00 PM PDT

Issuance of Notice of Intent to Award (refer to subsection 6.1)

Approximately Friday, June 27, 2025

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Notice of Intent to Award Protest Period ends (refer to subsection 6.2)

End of business on the 7th calendar day after the initial Notice of Intent to Award is posted in OregonBuys.

1.3 SINGLE POINT OF CONTACT (SPC)

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

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

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

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

ODHS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. ODHS 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/or (f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

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

2.2.1 “Amendment” means:

2.2.1.1 Any change to the RFP document or its requirements, and has the same meaning as “Addendum” or “Addenda.” Modifications to the actual RFP, if any, will be made by written Amendment and posted in OregonBuys.

2.2.1.2 Answers to Questions or Requests for Clarification, which 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

2.2.1.3 In OregonBuys, notices of any changes in the circumstance of the RFP, such as “Notices” or other informational documents, are also referred to as “Amendments,” although they don’t make any actual changes to the RFP.

2.2.2 “Independent Living Program Services Provider Group” or “ILP Services Provider Group” is a collective term for providers under separate Contract with ODHS to provide Independent Living Program (“ILP”) services.

2.2.3 “Key Persons” means the Proposer and all managers, staff, and volunteers on Proposer’s staff that have oversight responsibility for the performance of the Work under the Contract. For Key Persons not identified to ODHS in the Proposal, a

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If a Key Person position is vacant, or is vacated during the term of the resultant Contract, the Successful Proposer (“Contractor”) shall provide the Key Person information to the ODHS Contract Administrator for approval upon Contract Execution or when a decision is made to designate a new Key Person and prior to that Key Person performing services. ODHS maintains the right to approve or deny the Key Person from providing services under the resultant Contract prior to Work being performed by that Key Person.

2.2.4 “Opening Date and Time” means the date and time after which Proposals will no longer be accepted by ODHS and OregonBuys. The Opening Date and Time begins the period where ODHS will begin the review and evaluation phase.

2.2.5 “ORS Chapter 190 Agency” or “ORS 190 Agency” means a Public Agency identified in Oregon Revised Statute (“ORS”) Chapter 190, and includes but is not limited to the following entities:

• Units of local government (as defined in ORS 190.003)

• Public agencies (as defined in ORS 190.410)

• State agencies (as defined in ORS 190.480)

2.2.6 “Participant” is a Young Person who is participating in, or is or has been enrolled in, the relevant annual Dream Conference.

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

2.2.8 “Quote” is a term in OregonBuys that 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.

2.2.9 “Young Person” or “Young People,” for the purposes of this Contract, are between the ages of 16 and their 24th birthday, who are in foster care or who exited foster care on or after their 14th birthday and had at least 180 days of State or Tribal child welfare substitute care services after their 13th birthday.

2.3 OREGONBUYS

OregonBuys is the only delivery option permitted for this RFP (refer to subsection 4.5 “Proposal Delivery Options”). Proposals, 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 https://oregonbuys.gov/bso mailto:suppliersupport@periscopeholdings.com

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• 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 a Proposal (“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 OVERVIEW AND PURPOSE

2.4.1 ODHS and CW Overview and Background

ODHS is Oregon’s principal agency for helping Oregonians achieve wellbeing and independence, especially for those who are least able to help themselves. The six primary agencies that are included within ODHS – Office of Child Welfare Programs (“CW”), Aging and People with Disabilities (“APD”), Office of Developmental Disability Services (“ODDS”), Oregon Eligibility Partnership (“OEP”), Self-Sufficiency Programs (“SSP”), and Office of Vocation Rehabilitation Services (“VR”) – help Oregonians in their own communities achieve safety, well-being, and independence through services that protect, empower, respect choice, and preserve dignity.

The Office of Child Welfare Programs is a program within ODHS. Lead by ODHS’ Vision for Transformation, CW defines and develops safety, well-being and permanency programs for the administration of child welfare services; proposes legislation; and sets standards of practice and expectations by development of administrative rules and policy for the safety, well- being and permanency of children. CW manages a continuum of safety, family based, and out-of-home care services, including child protective services, in-home services, out-of-home services, residential treatment, adoptive placements, post-adoptive services, and federal programing, including the John H. Chafee Foster Care Program for Successful Transition to Adulthood, also referred to as the Youth Transitions Program.

In the provision of all service, we believe children and young adults do best when they grow up in a family. We value fairness, equity, inclusion, accessibility, diversity, and transparency, and value the voices, experiences, cultures, intellect, and uniqueness of the children and families that we serve.

2.4.2 Purpose

ODHS’ intent is to make this event a professional, informational, and fun conference for Participants. Conference activities shall include, but not be limited to, speakers, workshops, and guided discussion groups to discuss issues related to post-secondary education and training, with an emphasis on financial aid resources, career pathways, financial management, and living independently. The philosophy of the CW Youth Transitions Program is to empower, encourage, and allow Young People to move into adulthood with 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

Request for Proposal – OregonBuys Number S-10000-00013621 Annual CW Youth Transitions DREAM Conferences 2026 thru 2030

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The DREAM Conference shall be held each summer for the term of the Contract and will not exceed a combined total of four days and three nights in duration, two and a half days of which must be structured programming. The total number of Young People attending the Conference will vary from 50 to 100 Participants. There may be additional Young People who only attend the day of the College, Career, and Resource Fair.

The successful Proposer shall be responsible for working with ODHS staff, Tribal representatives, and the ILP Service Provider Group to ensure that Young People participating at the DREAM Conference will have adequate supervision and guidance.

For safety purposes, ODHS will be responsible for providing an on-site registered nurse for the duration of the DREAM Conference.

All expenses for Participants' food and lodging are included in the Contract. ODHS’ award includes funding to cover these costs.

The ILP Service Provider Group has an extensive knowledge base regarding the special needs of this population. The successful Proposer shall consult with the ILP Service Provider Group and the ODHS Contract Administrator when determining the best dates for Young People to attend, the lodging facilities and meal planning, and the activities planned.

2.5 SCOPE OF WORK/SPECIFICATIONS

2.5.1 Specifications or Performance Standards

For services performed under the resultant Contract, ODHS requires that the successful Proposer meets the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services.

2.5.2 Referral Process

Young People referred shall be between the ages of 16 and 24 and who are in high school or preparing to enter college, a trade school, or the workforce. Referred Young People may have physical or mental health impairments, be emotionally disturbed, or have dependency or delinquency supervision needs. It is expected that all eligible Young People referred by ODHS staff, ILP Services Provider Group, or Tribal representatives will be accepted by the successful Proposer unless:

2.5.2.1 The ODHS Contract Administrator agrees there are compelling reasons of safety or health that preclude the Young Person's participation; or

2.5.2.2 If the required limit of enrollment is achieved.

2.5.3 The Successful Proposer shall perform the following services and tasks:

2.5.3.1 For each annual Conference, in consultation with the ODHS Contract Administrator and the ILP Services Provider Group, create and have approved by ODHS an outline and plan of Conference activities, as follows:

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2.5.3.1.1 An outline and plan for all Conference activities, including the use of speakers, workshops, and guided discussion groups to address issues related to post-secondary education and training, with an emphasis on financial aid resources, career pathways, financial management and living independently, including housing options, and shall include provision of the CCRF, referred to in subparagraph 2.5.3.2, below. The Plan shall also include appropriate recreational and socialization experiences for Young People and ensure that adequate supervision and adult guidance is provided throughout the Young Person’s stay at the Conference.

2.5.3.1.2 In the plan, the successful Proposer shall create an atmosphere and setting at the Conference similar to an adult conference, including the facilities, lodging, meals, workshop options, keynote speakers, and structured leisure time. Historically, conferences have taken place on a college or university campus.

2.5.3.1.3 The Conference outline and plan shall be continuously submitted to the ODHS Contract Administrator for approval, and Contractor will work to resolve any identified issues until final approval is granted by ODHS. The finalized and approved outline and plan of Conference activities is due to the ODHS Contract Administrator in accordance with subparagraph 2.5.6.1, below, and shall accompany the proposed line-item budget as described in subparagraph 2.5.3.3, below.

2.5.3.2 For each annual Conference, host a 2 to 3 hour College, Career & Resource Fair (“CCRF”). The CCRF will be available to any interested current or former foster youth, whether or not they’re a Participant at the DREAM Conference. Young People will be required to have an adult chaperone in order to attend. The CCRF shall include community colleges, universities, trade schools, and community resources that may include Job Corp, military, banks, Oregon Health Authority (“OHA”), the ODHS CW Youth Transitions housing team, Higher Education Coordinating Commission (“HECC”), ODHS CW Youth Transitions Post- Secondary Analyst, Financial Aid, among other resources; and potential employers and business people to discuss how to enter a particular career field, such as welding, carpentry, mechanics, medical assistant/CNA, and others.

2.5.3.3 For each annual Conference, a proposed line-item budget that reflects the Work identified in the approved outline and plan of Conference activities (refer to subparagraph 2.5.3.1, above), shall be continuously submitted to the ODHS Contract Administrator for approval, and Contractor shall work to resolve any identified issues until final approval is granted by ODHS.

2.5.3.3.1 The proposed line-item budget will reflect all costs anticipated for implementing the approved outline and plan of Conference activities as it’s submitted, and shall include, as separate line-items, the separate costs for all staffing costs, lodging, meals, and any other anticipated costs separate from those relating to the outline and plan of Conference activities.

2.5.3.3.2 The finalized and approved line-item budget is due to the ODHS Contract Administrator in accordance with subparagraph 2.5.6.1, below, and shall

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2.5.3.4 For each annual Conference, develop and distribute registration forms and informational flyers:

2.5.3.4.1 In conjunction with ODHS, create and distribute registration forms and informational flyers announcing the time and place of the DREAM Conference, and actions necessary to enroll the Young People as Conference Participants, including identifying the adult chaperones or volunteers attending. Include language in the flyer and registration form informing the DREAM Conference is inclusive and affirming to all Participants and attendees. Notice informing staff and Young People of the CCRF will be included on the general DREAM Conference registration form and flyers.

2.5.3.4.2 The registration forms and informational flyers must be distributed to ODHS offices and the ILP Service Provider Group a minimum of 90 calendar days prior to the beginning date of the Conference. If this requirement is not met, the successful Proposer shall be subject to a penalty of $1,500.00, to be retained by ODHS from the first invoice submitted subsequent to the missed deadline.

2.5.3.5 Create and provide an orientation packet for all volunteers and paid ODHS staff, the ILP Services Provider Group, and chaperones regarding the rules and expectations of adults while attending and supervising Young People at the Conference, to be distributed upon receipt of an adult registration form.

Contractor shall conduct an in-person orientation for all volunteers, paid staff, and chaperones at the beginning of the first day of the Conference, and all volunteers, paid staff, and chaperones shall be provided a finalized copy of the Conference agenda and map and, if deemed necessary, a tour of the Conference site, including the meeting areas for all workshops and trainings, and including designated smoking areas and any areas considered “off limits” to Participants.

2.5.3.6 Provide adequate personnel to staff registration and room assignments during Participant arrival and check-in on the first day of Conference. Once all participants have checked-in, Contractor shall provide a copy of the room assignments to all adult volunteers and staff. Proposer shall ensure all Young People, chaperones, and staff have access to facilities aligned with their gender identity, and feel safe and comfortable within the facility. The selected Proposer will work with ODHS Caseworkers and the ILP Service Provider Group to ensure prior, private conversations with Participants identifying as transgender, nonbinary, gender nonconforming, etc., in order to identify the Participants’ preferred safe and comfortable lodging preferences – for example, occupy their own room, preference sharing a room with male/female-identified Young Person, have the opportunity to have privacy when changing, grooming or other activities, etc.

2.5.3.7 The successful Proposer will ensure the registered nurse, provided by ODHS, has adequate assistance organizing and cataloguing medications during

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Conference registration, and locating Young People who do not report for scheduled medication. The requirement of a registered nurse on site for the duration of the Conference must be met in order for the event to occur.

2.5.3.8 Provide debriefing sessions at the end of each day of the Conference. The debriefing sessions will allow the successful Proposer to update all adult staff and volunteers on the activities of the day and include time to discuss any issues that may have occurred during the day or prior evening. The successful Proposer shall be responsible to ensure that the supervision of Young People is maintained while the debriefing session is in progress; Youth Leaders can meet this requirement.

2.5.3.9 Train any Conference Youth Leaders to conduct themselves appropriately during interactions with Participants and other adults at the Conference.

Youth Leaders will be expected to follow Contractor’s guidelines established for both Young People and adults. A clear expectation of the Youth Leaders’ duties will be provided to the Youth Leaders.

2.5.4 Reporting

2.5.4.1 Submit detail and a summary of each Conference’s expenditures upon completion of each annual Conference, to be received by the ODHS Contract Administrator no later than 30 calendar days after completion of the final day.

Expenditure summary shall be submitted to ODHS on forms, and in a format, approved by ODHS.

2.5.4.2 Upon completion of each Conference, submit a written report summarizing the Conference’s highlights and activities, to be received by the ODHS Contract Administrator no later than 45 calendar days after completion of the final day.

The report shall include Participant’s evaluations of the Conference and basic demographics of the Participants from their submitted registration form, including but not limited to: legal name, gender identity/expression, county, whether referred by ILP, ODHS, or a Tribe, and the age of the Participant.

2.5.4.3 Payment of invoices is contingent upon receipt and acceptance by ODHS of required reports

2.5.5 ODHS Responsibilities.

ODHS will be responsible for the following collaborative tasks under the resultant Contract.

2.5.5.1 For safety purposes, ODHS will be responsible for providing a registered nurse on site for the duration of the Conference. The registered nurse will be available at all times. The registered nurse will be expected to catalogue all medications submitted by Participants during the registration period at the Conference, secure all medications until the end of the Conference, log all medications dispensed (per Oregon State Board of Nursing administrative rules and the Nurse Practice Act), and be able to provide first aid if needed. The requirement of a registered nurse on site for the duration of the Conference must be met in order for the event to occur.

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2.5.5.2 ODHS will collaborate with the successful Proposer to provide consultation and logistical support to ensure that the Conferences will occur as scheduled.

2.5.5.3 ODHS will collaborate with the successful Proposer to ensure that the ILP Provider Service Group, Tribal representatives and ODHS staff are updated frequently regarding event registration and adult volunteer orientation requirements. Frequency will be determined upon Contract award.

2.5.6 CONTRACT DELIVERABLES

2.5.6.1 Final approval granted for the outline and plan of Conference activities and the proposed line-item budget, and a copy provided to the ODHS Contract Administrator, for each annual Conference, in accordance with subparagraphs 2.5.3.1, 2.5.3.2, and 2.5.3.3, no later than:

2.5.6.1.1 For all the 2026 Conferences, no later than 90 calendar days after the date of Contract execution;

2.5.6.1.2 For the remaining annual Conferences in 2027 through 2030, no later than March 1st of the year in which the annual Conference is held.

2.5.6.2 Registration for each Conference will open and be available for Participant registration no later than 90 calendar days prior to the first day of each annual Conference.

2.5.6.3 Registration Forms and Informational Flyers, in accordance with subparagraph 2.5.3.4, above, shall be approved by the ODHS Contract Administrator prior to production; then available and distributed no later than 90 calendar days prior to the first day of each annual Conference.

2.5.6.4 Orientation packets, in accordance with subparagraph 2.5.3.5, above, shall be approved by the ODHS Contract Administrator prior to production and assembly; then, available, and distributed no later than 90 calendar days prior to the first day of each annual Conference.

2.5.6.5 Detail and summary of each Conference’s expenditures, in accordance with subparagraph 2.5.4.1, above, shall be received by the ODHS Contract Administrator no later than 30 calendar days after completion of each annual Conference.

2.5.6.6 Written report summarizing the Conference’s highlights and activities, in accordance with subparagraph 2.5.4.2, above, shall be received by the ODHS Contract Administrator no later than 45 calendar days after completion of each annual Conference.

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SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM REQUIREMENTS

3.1.1 Proposer shall identify all Key Persons in their Proposal and the role they’ll play in the provision of services; and include a resume, not to exceed one page each, that describes how the Key Person meets or exceeds the following qualifications:

3.1.1.1 All Key Persons must show a minimum of two years’ experience conducting or supervising youth workshops and conferences;

3.1.1.2 A minimum of one Key Person must also meet or exceed the following qualifications:

3.1.1.2.1 A minimum of five years’ experience in working with and supporting transition aged young people and collaborating with community organizations to benefit the population;

3.1.1.2.2 A minimum of one year’s experience counseling and providing:

• Instructions in basic living skills such as money management, home management, consumer skills, assessing transportation options, and post-secondary opportunities and financial aid; and

• Other assistance related services, such as assisting youth with scholarship applications, career aptitude assessments, college tours, career planning, etc., relative to post-secondary educational and vocational training.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submission

To be considered for evaluation, Proposal must contain each of the following elements, further detailed in subsection 3.3 “Proposal Requirements,” below:

3.2.1.1 Attachment A “Proposer Information and Certification Sheet,” downloaded from OregonBuys and further described in paragraph 3.3.1

3.2.1.2 Attachment B “Minimum Qualifications,” created by the Proposer in accordance with the instructions and requirements of paragraph 3.3.2

3.2.1.3 Attachment C “Technical Response,” created by the Proposer in accordance with the instructions and requirements of paragraph 3.3.3

3.2.1.4 Attachment D “Fiscal Stability and Cost Proposal,” created by the Proposer in accordance with the instructions and requirements of paragraph 3.3.4

3.2.1.5 Attachment E “Certified Disadvantage Business Outreach Plan,” downloaded from OregonBuys and further described in paragraph 3.3.5

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3.2.1.6 Attachment F “Responsibility Inquiry,” downloaded from OregonBuys and further described in paragraph 3.3.6.

3.2.1.7 Attachment G “Disclosure Exemption Affidavit,” downloadable from OregonBuys only if required by the Proposer. Refer to subparagraph 3.2.3.6 and paragraph 3.3.7.

3.2.2 Proposal Page Limits

3.2.2.1 The following elements have a maximum page limit. Any pages exceeding the limits will not be provided to the Evaluation Committee or considered in the evaluation and could result in the Proposal being considered incomplete or non-Responsive.

• Attachment B “Minimum Requirements” shall have a maximum page limit of two total pages, not including the attached resumes;

• Attachment C “Technical Response” shall have a maximum page limit of 13 total pages as listed for each question requiring a response in paragraph 3.3.3.2.

• Attachment D “Fiscal Stability and Cost Proposal” shall have a maximum page limit of five total pages for the entire Attachment D, not including the attached financial statements, fiscal or audit reviews, or copy of the business plan, whichever is appropriate.

3.2.2.2 The following elements do not have maximum page limits:

• Attachment A “Proposer Information and Certification Sheet”

• Attachment E “Certified Disadvantage Business Outreach Plan”

• Attachment F “Responsibility Inquiry”

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

3.2.3 Proposal Format and Quantity

The entire Proposal consists of the attachments listed in subsection 3.2.1 “Proposal Submissions,” either downloaded from OregonBuys and completed by the Proposer or created by the Proposer in accordance with the instructions in subsection 3.3 “Proposal Requirements”; then, together, formatted into an Adobe Acrobat (.pdf) document and submitted to ODHS through OregonBuys. The complete set of Attachments together, known as the “Proposal Packet,” is what constitutes the Proposal.

3.2.3.1 Proposer shall either download from OregonBuys and complete or create each Attachment, as instructed in accordance with subsection 3.3. Proposer shall follow the instructions for formatting and completing Attachments B, C and D.

3.2.3.2 When a response is required when completing Attachment C, the response should be clearly labeled with its paragraph/subparagraph number to indicate the item being addressed.

3.2.3.3 The entire Proposal shall be formatted and submitted in Adobe Acrobat (pdf).

Only one copy of the Proposal is required.

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3.2.3.4 Proposer shall submit its Proposal electronically through OregonBuys in accordance with subsection 4.5 “Proposal Delivery Options.” Proposer should refer to the guidelines in subsection 2.3 for OregonBuys and electronic submission guidelines.

3.2.3.5 Attachment A “The Proposer Information and Certification Sheet” must bear the Proposer’s authorized representative’s Signature. Failure of Proposer’s authorized representative to sign Attachment A may result in rejection of the Proposal as non-Responsive.

3.2.3.6 Exemption from Public Disclosure (Attachment G)

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall: (a) complete and submit Attachment G “Disclosure Exemption Affidavit”; (b) submit an addition exact copy of the Proposal, fully redacted and clearly marked as the “Redacted Version” together with the unredacted version; and (c) shall mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure. Refer to paragraph 3.3.7 “Attachment G ‘Disclosure Exemption Affidavit’” for further details and more information.

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive and not considered further.

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 in the Proposal; Proposals containing unsolicited marketing or advertising material may receive a lower evaluation score. Proposal should be straightforward and address the requests of the RFP

3.3.1 Attachment A “Proposer Information and Certification Sheet”

Proposer 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 Proposal.

Proposer shall complete the information requested and sign Attachment A to certify to its truth and accuracy.

Failure to sign 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 Proposal not considered further.

3.3.2 Attachment B “Minimum Qualifications”

3.3.2.1 Attachment B “Minimum Qualifications” is a form created by the Proposer in accordance with the following:

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3.3.2.1.1 Proposer shall respond to the requirements of this paragraph 3.3.2 on a form created by the Proposer using 12-point Verdana font, with reasonable page margins and lines reasonably spaced.

3.3.2.1.2 Proposer must clearly and prominently display the following at the top of each page of Attachment B:

• The Proposer’s name;

• “Attachment B ‘Minimum Qualifications’”;

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

• “RFA S-10000-00013621.”

3.3.2.1.3 Attachment B shall not exceed a maximum of two total pages.

3.3.2.2 Attachment B is how the Proposer describes how they meet or exceed the qualifications of subsection 3.1 “Minimum Requirements” and consists of three elements:

3.3.2.2.1 The first element of Attachment B shall consist of a “Cover Letter’ not to exceed a maximum of one page, that provides a summary of the Proposal;

3.3.2.2.2 Second element of Attachment B shall list the Proposer and all of Proposer’s Key Persons. If a Key Person position is currently vacant, Proposer shall substitute a position description for the position.

3.3.2.2.3 The third element of Attachment B consists of attaching resumes of the Proposer and Key Persons. For the Proposer and each individual listed in subparagraph 3.3.2.2.2, above, attach to Attachment B a maximum one page resume that articulates how they meet or exceed the minimum requirements as stated in paragraph 3.1.1. Resumes that exceed one-page will not be considered and the Proposal may be considered “non- Responsive” and not be considered further.

3.3.2.3 Once complete, Attachment B shall be formatted into an Adobe Acrobat (.pdf) document, including resumes, and submitted in OregonBuys as the second part of the Proposal.

3.3.3 Attachment C “Technical Response”

3.3.3.1 Attachment C “Technical Response” is a form created by the Proposer in accordance with the following:

3.3.3.1.1 Proposer shall respond to the requirements of this paragraph 3.3.3 on a form created by the Proposer using 12-point Verdana font, with reasonable page margins and lines reasonably spaced, with the subparagraph number, the requirements of the subparagraph, and its response clearly marked.

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3.3.3.1.2 Proposer must clearly and prominently display the following at the top of each page of Attachment C:

• The Proposer’s name;

• “Attachment C ‘Technical Response’”;

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

• “RFA S-10000-00013621.”

3.3.3.2 For Attachment C, responses to the following will be used to determine how well the Proposer has responded to the requirements of this RFP and will be evaluated by an ODHS Evaluation Committee through a scoring and ranking process in accordance with Section 5 “Evaluation Process.” The evaluation criteria for each question is included with the requirement.

3.3.3.2.1 Describe Proposer’s experience in conducting and supervising youth workshops and conferences such as described in this RFP. Describe the services provided, clientele served, and other relevant information.

Please limit your response to a maximum of 2 pages for this response.

Evaluation criteria and maximum available points for the response to this subparagraph 3.3.3.2.1 are listed in paragraph 5.5.1.

3.3.3.2.2 Describe Proposer’s plan for establishing DREAM Conference activities, including the use of speakers, workshops, and discussion groups to address issues related to youth achieving career goals, enrollment in post-secondary education or training programs and transition to living independently. Include a description of the efforts that will be taken to ensure the College, Career, and Resource Fair has a broad array of hosts (schools, businesses, resources, etc.). Include Proposer’s plan for consulting with the ODHS contract administrator regarding conference dates, activities, lodging, supervision, and other special needs of ILP-eligible young people.

Please limit your response to this question to a maximum of 5 pages.

Evaluation criteria and maximum available points for the response to this subparagraph 3.3.3.2.2 are listed in paragraph 5.5.2.

3.3.3.2.3 Describe Proposer’s experience in community networking and linkages Proposer has established with public and private agencies, and how these linkages may be used to enhance conference activities.

Please limit your response to this question to a maximum of 1 page.

Evaluation criteria and maximum available points for the response to this subparagraph 3.3.3.2.3 are listed in paragraph 5.5.3.

3.3.3.2.4 Explain the efforts the Proposer will make to ensure equal representation of all Young People statewide to the Conference and the CCRF.

Please limit your response to this question to a maximum of 1 page.

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Evaluation criteria and maximum available points for the response to this subparagraph 3.3.3.2.4 are listed in paragraph 5.5.4.

3.3.3.2.5 Explain the Proposer’s plan for guaranteeing that for every five Young People participating at the Conference there will be at least one adult chaperone/supervisor, including the use of staff and volunteers. Include the Proposer’s plan for providing orientation of adult supervisors and debriefing sessions during the Conference.

Please limit your response to this question to a maximum of 1 page.

Evaluation criteria and maximum available points for the response to this subparagraph 3.3.3.2.5 are listed in paragraph 5.5.5.

3.3.3.2.6 Describe Proposer’s plan for providing support to the registered nurse in organizing medications submitted by the participants and in locating Young People who do not report for medication disbursement.

Please limit your response to this question to a maximum of 1 page.

Evaluation criteria and maximum available points for the response to this subparagraph 3.3.3.2.6 are listed in paragraph 5.5.6.

3.3.3.2.7 Describe how Proposer’s services will be sensitive, inclusive, safe, responsive, and appropriate to all populations, in terms of culturally, language translation when necessary, varying developmental stages, physical limitations, and gender identity of Participants. Describe how Proposer’s Conference activities will focus on all Young People feeling comfortable to participate.

Please limit your response to this question to a maximum of 2 pages.

Evaluation criteria and maximum available points for the response to this subparagraph 3.3.3.2.7 are listed in paragraph 5.5.7.

3.3.3.3 Once complete, Attachment C shall be formatted into an Adobe Acrobat (.pdf) document and submitted in OregonBuys as the third part of the Proposal.

3.3.4 Attachment D “Fiscal Stability and Cost Proposal”

Attachment D “Fiscal Stability and Cost Proposal” are forms created by the Proposer in accordance with the following. Attachment D consists of three parts: (1) a statement of Fiscal Stability; (2) a Budget Summary that describes and explains certain budget proposals;

and (3) a 1-year representative line-item budget that includes all costs of providing meeting facilitation services as stated in subsection 2.5 “Scope of Work/Specifications” and the Proposer’s Proposal.

3.3.4.1 Proposer must clearly and prominently display the following at the top of each page of Attachment D:

• The Proposer’s name;

• “Attachment D ‘Fiscal Stability and Cost Proposal’”;

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

• “RFP S-10000-00013621.”

3.3.4.2 Attachment D, in its entirety, shall be evaluated by an ODHS Evaluation Committee through a scoring and ranking process in accordance with Section 5 “Evaluation Process.”

The evaluation criteria for Attachment D is listed in paragraph 5.5.8.

Attachment D should be formatted by the Proposer to account for and be related to the tasks of subsection 2.5 “Scope of Work/Specifications” and to the Proposer’s Proposal as drafted as a response to the requirements of paragraph 3.3.3:

3.3.4.3 As to the first part of Attachment D:

3.3.4.3.1 Describe Proposer’s corporate experience with, and current strategies for, ensuring that the Proposer conducts business in a fiscally responsible manner and remains financially solvent through the proposed Contract period. Identify the staff or board members that have fiscal responsibilities.

3.3.4.3.2 Any Proposer that has generated financial statements for audit purposes shall attach copies for the most recent period to Attachment D. If financial statements have not been generated, then Proposer shall submit an audit or fiscal review by a certified public accountant, or if the Proposer is a “new” business, include a copy of a business plan completed within the last year. These additional documents will not be included in the page count and will only be utilized to ensure the viability of the Proposer’s business

3.3.4.4 As the second part of Attachment D:

Proposer shall create a Budget Summary that addresses, at a minimum, the following general budget questions, along with other significant costs or areas of expenditure identified by the Proposer:

• An overall description and “flow” of the budget and any variables that have been or have yet to be considered. Identify any costs, including initial training and technology costs, if any, to be made in year 1 only and will not be required in subsequent years.

• Explain staff and administrative costs, including all benefit and related costs for personnel.

• Explain costs for technology and Technical Support, if any.

3.3.4.5 As the third part of Attachment D:

Proposer shall create a 1-year line-item Budget for the operation and maintenance of providing meeting facilitation services. At a minimum, the budget shall include the following:

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• Identifiable costs for activities described in subsection 2.5 “Scope of Work/Specifications” and the Proposers proposal drafted as a response to the requirements of paragraph 3.3.3;

• Separate line items for personnel, travel, supplies, technical support, training, other costs, and administrative and overhead charges;

• Separate line-item for any requested start-up or forward-funding costs;

• For all personnel costs, the Budget must include the title of all staff positions who will perform the Work and list the salary/wage and fringe rate separately for each such position.

3.3.4.6 Once complete, Attachment D shall be formatted into Adobe Acrobat (.pdf), and submitted in OregonBuys as the fourth part of the Proposal

3.3.5 Attachment E “Certified Disadvantaged Business Outreach Plan”

3.3.5.1 Proposer shall download Attachment E from OregonBuys. Once complete, Attachment E shall be formatted into Adobe Acrobat (.pdf), and submitted in OregonBuys as the fifth part of the Proposal.

3.3.5.2 Certified Firms, as defined in Attachment E, must have an equal opportunity to participate in the performance of Contracts and Agreements financed with State of Oregon funds.