S-10000-00014646-1 Final.pdf

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STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF HUMAN SERVICES – OFFICE OF SELF-

SUFFICIENCY PROGRAMS – REFUGEE PROGRAM

Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-10000-00014646 for

EXTENDED CASE MANAGEMENT FOR ASYLUM SEEKERS 2025-2027

Date of Issue: September 30, 2025

Opening Date and Time: October 30, 2025 at 3:00 PM

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

Address: 500 Summer Street NE, E-03 City, State, Zip Salem, Oregon 97301 Phone (office/cell) 971-208-4151 E-mail: sharon.m.landis@odhsoha.oregon.gov

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the SPC at the contact information found above. We accept all relay calls.

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL CONTENT REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.1 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.2 SOLICITATION PROTESTS

4.3 PROPOSAL DELIVERY OPTIONS

4.4 PROPOSAL MODIFICATION OR WITHDRAWAL

4.5 PROPOSAL DUE

4.6 PUBLIC OPENING

4.7 PROPOSAL REJECTION

4.8 EVALUATION PROCESS

4.9 POINT AND SCORE CALCULATIONS

4.10 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

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LIST OF ATTACHMENTS

ATTACHMENTS FOR DOWNLOAD ON OREGONBUYS

ATTACHMENT A PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E BUDGET AND JUSTIFICATION TEMPLATE

ATTACHMENT F RESPONSIBILITY INQUIRY

ATTACHMENT G CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT H DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT I SAMPLE CONTRACT

ATTACHMENTS TO BE CREATED OR PROVIDED BY PROPOSER

ATTACHMENT B KEY PERSONS AND THEIR RESUMES

ATTACHMENT C TECHNICAL PROPOSAL

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Human Services, Office of Self-Sufficiency Programs, Refugee Programs, (“Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for extended case management for asylum seekers 2025- 2027.

HB 5006 (2025) provided for resettlement and case management services. Resettlement Agencies, defined in SB960 as: “Eligible Entity” which means an entity that has, or previously had, contracted with the United States Department of State under 8 U.S.C. 1522(b) or (c) to provide initial resettlement and case management services to refugees, are not eligible to submit Proposals.

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

Agency anticipates the award of up to three Contracts with Community Based Organizations from this RFP. The total budget amount is $1,000,000.

The initial term of the Contract is anticipated to be through June 30, 2027 with options to renew up to a cumulative maximum of six years, if additional funding is made available.

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. N/A denotes that event is not applicable to this RFP.

Event Date Time

Pre-Proposal Conference October 6, 2025 10:00 AM

Questions / Requests for Clarification Due October 22, 2025 3:00 PM

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

Approximately three business days after receipt, by close of the business day.

RFP Protest Period Ends

7 calendar days prior to RFP Opening

Bid Opening Date (Proposal Due) See RFP cover page

Issuance of Notice of Intent to Award (approx.) December 9, 2025

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

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, DAS Procurement Services, Version 4.5 March 31, 2023 Page 5 of 30 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

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

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

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

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246- 0110.

2.2.1.1 “Addendum” or “Addenda” means an addition to, deletion from, a material change in, or general interest explanation of, a Solicitation Document.

2.2.1.2 “Attachments”, described in subsection 3.2.1 of this RFP, means the Attachments located in OregonBuys that must be downloaded or created by Proposer.

2.2.1.3 “Affected Proposer” means a Proposer whose ability to participate in a Procurement is adversely affected by an ODHS decision.

2.2.1.4 “Close of Business Day” means 5:00 pm Pacific time.

2.2.1.5 “OregonBuys” means the State of Oregon’s eProcurement system which replaced the Oregon Procurement Information Network (ORPIN) on July 1, 2021. This web-based system automates Oregon’s procurement process.

2.2.1.6 “Proposal” means a written response to a Request for Proposals.

2.2.1.7 “Proposer” means an individual, corporation, partnership, limited liability company, association, joint venture, governmental agency, public corporation, or any other legal or commercial entity who submits a Proposal in response to a Request for Proposals.

2.2.1.8 “Responsible” means meeting the standards set forth in OAR 125-247-0640 or 125-249- 0390(2) and not debarred or disqualified by the Authorized Agency under OAR 125-247-0575 or 125-249-0370.

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html

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2.2.1.9 “Responsive” means having the characteristic of substantial compliance in all material respects with applicable solicitation requirements.

2.2.1.10 “Scope” means the extent or range of view, outlook, application, operation, or effectiveness.

2.2.2 Project Specific Definitions

2.2.2.1 “Asylum Seeker” means an individual with a pending application for asylum under 8 U.S.C.

1158.

2.2.2.2 “Community-Based Organizations” or “CBOs” means a public or private nonprofit organization that is representative of a community, or significant segments of a community, and engaged in meeting that community's needs in the areas of social, human, or health services.

2.2.2.3 “Client” means an individual who fulfills the eligibility requirements described in Section 2.4.1.1 (Eligibility and Enrollment Guidelines).

2.2.2.4 “Contractor” means the Apparent Successful Proposer.

2.2.2.5 “Eligible Case” means a case with at least one “eligible Client” on the case.

2.2.2.6 “Resettlement Agency” (RA) means “eligible agency” as provided in Section 12. of SB 960 (2025) https://olis.oregonlegislature.gov/liz/2025R1/Downloads/MeasureDocument/SB0960/Enrolled.

2.2.3 OregonBuys Terminology

2.2.3.1 An “Amendment” is a change or addition to the electronic Bid Solicitation. An Amendment includes Applicant List, Intent to Award Notice, Questions and Answers, and Written Addendums.

2.2.3.2 “Bid” or “Bid Solicitation” is the same as Request for Proposals.

2.2.3.3 “Bid Availability Date” is the date and time the Bid Solicitation will be visible in OregonBuys for vendors to respond.

2.2.3.4 “Bid Opening Date” is the date and time after which vendor Proposals will no longer be accepted in OregonBuys.

2.2.3.5 A “Quote” is a Vendor’s response to a Bid Solicitation, which is the same as a Proposal. The Vendor submits a Quote in OregonBuys using the Attachment documents provided by Agency in OregonBuys, and the Attachment documents that must be created by Vendor, if any.

2.2.3.6 As used in OregonBuys, “Seller” or “Seller Administrator” may be the same entity as a Vendor, supplier, or the Proposer.

2.2.3.7 “Vendor” refers to the public or private entity that registers in OregonBuys to respond to Bid Solicitations or view awarded contracts and agreements.

2.2.3.8 An “Addendum” to an RFP is a written change to the RFP.

2.2.3.9 An “Amendment” is a change or addition to the electronic Bid Solicitation. An Amendment includes Applicant List, Intent to Award Notice, Questions and Answers, and Written https://olis.oregonlegislature.gov/liz/2025R1/Downloads/MeasureDocument/SB0960/Enrolled

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Addendums.

2.2.4 OregonBuys Resources:

2.2.4.1 For Assistance with OregonBuys (Vendor Help Desk):

Email: support.oregonbuys@das.oregon.gov Phone: 1-855-800-5046 (Support Hours: 7 am – 6 pm, PT, Monday – Friday, closed state holidays)

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

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

2.2.4.3 For guidelines on how to find an open or closed Bid Solicitation in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20 or%20closed%20bids.pdf

2.2.4.4 Detailed instructions on how to submit a Proposal (“Quote”) in OregonBuys:

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

2.2.5 OregonBuys Resources:

2.2.5.1 For Assistance with OregonBuys (Vendor Help Desk):

Email: support.oregonbuys@das.oregon.gov Phone: 1-855-800-5046

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

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

2.2.5.3 For guidelines on how to find an open or closed Bid Solicitation in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/How%20to%20find%20open%20 or%20closed%20bids.pdf

2.2.5.4 Detailed instructions on how to submit a Proposal (“Quote”) in OregonBuys:

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

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The mission of the Agency is to help Oregonians in their own communities achieve well-being and independence through opportunities that protect, empower, respect choice, and preserve dignity. The Agency provides resources and targeted services to help people move out of poverty and toward whole well-being. The Refugee Program serves as Oregon’s State refugee services program. The Refugee Program administers the State’s Refugee Cash Assistance and Refugee Medical Assistance programs. The Refugee Program distributes and manages State and Federal funds to provide Refugee Social Services (RSS) for refugees in Oregon to become self-sufficient and become integrated members of U.S. society.

mailto:support.oregonbuys@das.oregon.gov 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 mailto:support.oregonbuys@das.oregon.gov 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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2.3.2 Project Overview, Background, and Purpose

Agency received funding for the 2025-2027 biennium for resettlement and case management services, “Services”.

2.4 SCOPE OF WORK

The Agency is seeking proposals from qualified Proposers to provide services with at least the levels of experience, abilities and expertise identified in this RFP. For purposes of this section 2.4 Scope of Work, Contractor means the Apparent Successful Proposer.

2.4.1 Extended Case Management Services

2.4.1.1 Eligibility and Enrollment Guidelines

2.4.1.1.1 Immigration Status: A potential Client must not be a United States (U.S.) citizen and is an Asylum Seeker with a pending application for asylum under 8 U.S.C. 1158.

2.4.1.1.2 Residence and Service Area: Only Clients residing in Oregon are eligible to receive the Services of this RFP. Services may be provided to Clients anywhere within the state of Oregon.

2.4.1.1.3 Period of Eligibility and Service Duration:

2.4.1.1.3.1 Potential Clients who have been in the U.S. for 60 months or less shall be eligible to receive these Services.

2.4.1.1.3.2 Clients may receive Services, under the awarded Contract, for up to two (2) years after enrollment.

2.4.1.1.3.3 The two-year service duration may be nonconsecutive months.

2.4.1.1.4 Establishing Priority of Service: Enrollment in Services shall be prioritized for:

2.4.1.1.4.1 Clients within 12 months of arrival to the U.S.

2.4.1.1.4.2 Clients with multiple barriers and needs.

2.4.1.1.4.3 Proposer shall not prioritize services based on the Client’s country of origin.

2.4.1.2 Outreach or Referral

2.4.1.2.1 Contractor may conduct outreach to enroll Clients.

2.4.1.2.2 Contractor shall receive referrals for Services from Agency and community partners, and self-referrals from individual walk-ins requesting Services.

2.4.1.3 Tasks for Extended Case Management Services

Contractor will provide Extended Case Management Services, to a minimum of 500 Clients during the awarded Contract term, which will include the following:

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2.4.1.3.1 Assisting Clients with Agency programs

2.4.1.3.1.1 Referring Clients to the Agency within three days of the Client’s arrival in the state;

2.4.1.3.1.2 Completing applications for assistance;

2.4.1.3.1.3 Transporting the Client to Initial appointments with the Agency;

2.4.1.3.1.4 Providing Agency with all necessary eligibility information known to the Contractor; and

2.4.1.3.1.5 Coordinating Services of the Agency with other social service agencies.

2.4.1.3.2 Assisting Clients Navigating Other Services

2.4.1.3.2.1 Navigating the health care and mental health systems, including providing assistance in applying for medical assistance;

2.4.1.3.2.2 Accessing housing assistance and finding stable housing;

2.4.1.3.2.3 Setting up utilities and paying utility bills;

2.4.1.3.2.4 Resolving issues with landlords;

2.4.1.3.2.5 Navigating legal or criminal issues, including services for victims of crime;

2.4.1.3.2.6 Accessing in-home services;

2.4.1.3.2.7 Navigating the culture of the U.S.;

2.4.1.3.3 Providing Clients with transportation to appointments;

2.4.1.3.4 Training Clients on using public transportation;

2.4.1.3.5 Providing immigration assistance and referrals;

2.4.1.3.6 Advocating on behalf of Clients regarding domestic violence, federal laws, and hate crimes;

2.4.1.3.7 Providing Clients with interpretation services and assistance with access to language services;

2.4.1.3.8 Providing referrals for Clients to culturally specific support groups and services, including religious organizations;

2.4.1.3.9 Pairing Clients with volunteers for English as a second language training and ongoing language support;

2.4.1.3.10 Providing support to Clients in budgeting and achieving financial literacy;

2.4.1.3.11 Identifying Client’s employment skills and providing referrals to employment skills training and other job support services;

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2.4.1.3.12 Problem solving with Clients and assisting Clients with life skills development;

2.4.1.3.13 Ensuring that Clients has access to psychosocial support and emotional wellness education;

2.4.1.3.14 Coordinating medical services for Clients, including coordinating with agencies that determine eligibility for disability benefits;

2.4.1.3.15 Providing family preservation services, legal services, and social service support for domestic violence and child welfare issues;

2.4.1.3.16 Assisting newly arrived Client’s children in accessing services to strengthen the children’s academic performance and successful integration into the community; and

2.4.1.3.17 Other services necessary to assist Clients in accessing programs administered by the Agency.

2.4.1.4 Service Provision Requirements

2.4.1.4.1 Non-duplication of Services

Contractor shall collaborate with RAs, Agency family coaches, Agency Refugee Program contractors, and other service providers to ensure service coordination and to avoid duplication of Services.

2.4.1.4.2 Safety

To ensure the safety of Clients who are under 18 years old, Contractor shall:

• Obtain parent or legal guardian’s permission for the Client’s enrollment and participation in Services, prior to providing any Services.

• Provide adult supervision of the Client during Service provision.

2.4.1.4.3 Transportation Services.

Contractor may provide transportation services to Clients as needed in order to facilitate Client’s participation in Services. Agency prefers that all transportation services be provided using Contractor’s vehicles, however Contractor may provide these services through its employees’ personal vehicles if the employee’s vehicle meets the standard requirements found in Subsection 2.4.1.4.3.5 below:

2.4.1.4.3.1 Policies and Procedures. Contractor shall create and adhere to written policies and procedures that describes the Contractor’s practices for ensuring the safety of all involved during the provision of transportation services. Contractor’s policies and procedures shall address all requirements of this Section 2.4.1.4.3, “Transportation Services.” Contractor shall make such policies and procedures available to the Agency Contract Administrator or delegate upon request.

2.4.1.4.3.2 Driving Record Evaluation and Risk Assessment. Contractor’s policies and procedures must include a process for conduction a driving record

DAS Procurement Services, Version 4.5 March 31, 2023 Page 11 of 30 evaluation and risk assessment (“Assessment”) for each individual who will be performing the duties of a driver in providing transportation services under the awarded Contract. The Contractor’s Assessment process must include (1) the requirement that the Assessment must be conducted before the individual begins performing the duties of a driver, and (2) verification of each individual’s current and valid driver’s license confirmed through a review of a current personal driving record from the Department of Motor Vehicles in all states in which the driver has held a license in the past three years. Contractor shall keep a copy of the completed Assessment in the driver’s personnel file and make available to Agency upon request.

2.4.1.4.3.3 Verification. Prior to performing transportation services, Contractor shall provide the Agency Contract Administrator a completed “Contractor Staff Roster”, or other written document as approved by the Agency Contract Administrator, verifying that each individual who will be performing the duties of a driver has been determined to be suitable to perform transportation services per the Contractor’s driving record evaluation and risk assessment process and procedure.

2.4.1.4.3.4 Transportation Standards.

• Contractor shall ensure that each individual performing the duties of driver as part of providing transportation services under the awarded Contract follows all applicable traffic laws at all times when operating a vehicle.

• Contractor shall ensure that each individual performing transportation services, whether the individual is performing the duties of driver or not:

o Receives a copy of Contractor’s policies and procedures that addresses all requirements of this Section 2.4.1.4.3 “Transportation Services.”;

o Does not carry on their person, nor shall the vehicle transport, guns, knives, or weapons of any type, or any potentially hazardous material while providing transportation services;

o Carry a fully charged and operational cellular telephone while providing transportation services and shall follow all applicable laws regarding use of telephonic devices while driving pursuant to

ORS 811.507;

o Does not smoke, vape or use any tobacco products while providing transportation services;

o Requires all occupants properly use seat belts in accordance with Oregon law. This includes child safety systems pursuant to ORS 811.210; and o Immediately notifies Contractor if involved in an accident, receives a traffic citation, or is convicted of a traffic violation at any time.

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• Violations.

o Contractor’s policies and procedures must include a process for addressing concerns if there is reason to believe an individual providing transportation services under the awarded Contract has violated any of the transportation standards listed in the above bulleted sections of 2.4.1.4.3.4 “Transportation Standards.”

o If Contractor discovers that an individual who performs the function of driver under the awarded Contract has been convicted of any new traffic violations, Contractor shall immediately remove the individual from performing the function of driver under the awarded Contract until the Contractor has conducted a new driving record evaluation and risk assessment pursuant to the Contractor’s policies and procedures; and o If there is credible reason to believe that a new conviction or condition may be found during a criminal history check of an individual providing transportation services, whether performing the function of driver or not, Contractor shall initiate a new background check pursuant to OAR 407-007-0220.

2.4.1.4.3.5 Vehicle Standards. Contractor shall ensure each vehicle being used for transportation services under the awarded Contract meets the following standards:

• Vehicle is properly registered;

• Vehicle is maintained in a safe operating condition;

• Vehicle has an uncluttered passenger compartment;

• Vehicle is covered by an insurance policy that is in full force and effect as required in the Sample Contract (Attachment I), Exhibit C, “Insurance Requirements”;

• Vehicle is equipped with a first aid kit;

• Vehicle contains vehicle manufactured seats and seat belts that are properly installed and maintained; and

• Vehicle has an appropriated and properly installed child safety seat if transporting children who are required to be in one based on the child’s age, weight, and height pursuant to ORS 811.210.

2.4.1.5 Maintaining Client Service Files

Contractor shall create and maintain a Service file for each Client served under the awarded contract. Services files shall Contain:

2.4.1.5.1 A legible copy of immigration documentation for the Client.

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2.4.1.5.2 For Clients who are under 18 years old, a permission slip for Service enrollment and participation signed by the Client’s parent or legal Guardian.

2.4.1.5.3 Basic demographic information of the Client being Served:

• Full legal name

• Address and phone number

• Date of birth

• Date individual gained eligible immigration status

• Alien number

• Household size

• Preferred language

• Household Income

2.4.1.5.4 Specific Services requested by the Client.

2.4.1.5.5 Needs assessment.

2.4.1.5.6 Service Plan. The service plan shall be created in collaboration with the Client. The service plan shall be informed by the Client’s needs assessment and include specific services to be provided, referrals needed and will identify who is responsible for each action and the follow-up date.

2.4.1.5.7 Case Notes. Case notes shall include, but not be limited to, referrals provided, actions taken, dates of contact with the Client, scheduled follow-up dates, and the provision of interpreting or translation services.

2.4.1.5.8 Outcomes of Services provided.

2.4.1.5.9 Case closure, and documented communication with the Client of case closure.

2.4.1.6 Training Requirements

Contractor will complete all training required by Agency. Agency will inform the Contractor of specific trainings required under the awarded Contract, staff roles required to complete the trainings, and deadlines for completion. The Contractor will maintain records to document the trainings required for the Contract, the personnel employed within the duration of the Contract period that meet the staff role definition(s) of required participants set forth by Agency and will document the course title and completion dates of trainings completed by personnel.

2.4.1.7 Reporting Requirements

2.4.1.7.1 Contractor shall collect data on applicants and recipients of Services and outcomes;

analyze the data; and be prepared to provide the information to Agency upon request.

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2.4.1.7.2 Contractor shall submit monthly reports to Agency in a format approved by Agency.

Monthly reports are due by the 8th day of the following month when Services were provided.

2.4.1.7.3 Contractor shall submit yearly narrative reports due by July 15th of 2026 and 2027.

2.4.1.8 Monitoring

Agency will conduct onsite monitoring and evaluation of the awarded Contract.

The monitoring may include the following:

2.4.1.8.1.1 Performance monitoring;

2.4.1.8.1.2 Compliance monitoring; and

2.4.1.8.1.3 Financial records monitoring.

2.4.1.9 Specifications or Performance Standards.

Agency requires that Contractor meets the highest standards prevalent in the industry or business most closely involved in providing the appropriate goods or services.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To meet the minimum qualifications for this RFP, Proposer must not be or previously been a Resettlement Agency, defined in SB 960 as: “Eligible entity” which means an entity that has, or previously had, contracted with the United States Department of State under 8 U.S.C. 1522(b) or

(c) to provide initial resettlement and case management services to refugees. Proposer must also not be or have been an affiliate or subcontractor of a Resettlement Agency for the provision of initial resettlement and case management services to refugees.

3.2 MINIMUM SUBMISSION REQUIREMENTS

Proposal must demonstrate how Proposer meets these requirements:

• Registered as a non-profit with the Oregon Secretary of State’s Corporation Division.

• Meets the definition of CBO as listed in this RFP (see section 2.2.2.2).

• Have three years of experience as a CBO.

• Have experience working with asylum seekers.

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Proposer Information and Certification Sheet (Attachment A)

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• Key Persons and Resumes (Attachment B)

• Technical Proposal (Attachment C)

• Reference Check Form (Attachment D)

• Budget and Justification Template (Attachment E)

• Responsibility Inquiry (Attachment F)

• Certified Disadvantaged Business Outreach Plan (Attachment G)

• Disclosure Exemption Affidavit (Attachment H) Only required if claiming an exemption.

3.2.2 Proposal Page Limits

Proposal is limited to 20 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Proposer Information and Certification Sheet (Attachment A)

• Key Persons and Resumes (Attachment B)

• Reference Check Form (Attachment D)

• Budget and Justification Template (Attachment E)

• Responsibility Inquiry (Attachment F)

• Certified Disadvantaged Business Outreach Plan (Attachment G)

• Disclosure Exemption Affidavit (Attachment H) Only required if claiming an exemption.

3.2.3 Submission Through OregonBuys

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined, in detailed instructions, on how to submit a Proposal which can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

Each attachment must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment A - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment H).

Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure, and Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

The Proposal or Information and Certification Sheet (Attachment A) must bear the Proposer’s authorized representative’s Signature.

3.2.4 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.3 PROPOSAL CONTENT REQUIREMENTS

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Proposer must address each of the items listed in this section and all other requirements set forth in this solicitation. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely proposes to provide the goods or services as stated in this solicitation will be considered non-Responsive to this solicitation and will not be considered further. All attachments shall be formatted in a 12-point font and submitted in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

Proposal should not include extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material, or any links in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing, advertising material, or links may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet (Attachment A)

Proposer shall download from OregonBuys, complete the Proposer Information and Certification Sheet (Attachment A), and upload as part of the Quote, to OregonBuys as Attachment A – Proposer Information and Certification Sheet.

Be sure you have included your business registration number with the Oregon Secretary of State’s Corporation Division.

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility. This attachment is not scored, it is only used to determine if the Proposal is Responsive and Responsible.

3.3.2 Key Persons Summary and their Resumes (Attachment B)

Proposer shall provide a Key Persons Summary and their Resumes (Attachment B) and upload as part of the Quote to OregonBuys as Attachment B – Keys Persons Summary and their Resumes.

Attachment B should contain the following:

3.3.2.1 The Key Persons Summary describing the key persons to be assigned to this project, their roles and responsibilities, and experience working with asylum seekers.

3.3.2.2 Key Persons Current Resumes (not to exceed two pages for each resume) and will demonstrate their education and work experience.

3.3.3 Technical Proposal (Attachment C)

Proposer shall create their Technical Proposal (Attachment C) using a 12-point font, and upload as part of the Quote to OregonBuys as Attachment C – Technical Proposal.

Attachment C should contain the following:

3.3.3.1 Organizational Structure and Experience

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Describe the structure of your organization. Describe your organization’s core ethics, mission, and values. Describe the community you are representative of, and how you are engaged in meeting that community’s needs in the area of social, human, or health services, including how many years you have provided services for the community. Describe your experience in working with asylum seekers.

3.3.3.2 Project Management Plan

Describe the project management plan for providing extended case management services including outreach, referrals, assisting Clients with Agency programs, assisting Clients in navigating other services, , ensuring safety of Clients under 18 years old, providing transportation services, maintaining Client service files, ensuring staff complete Agency required training, and meeting reporting requirements. The project management plan shall also clearly state that the proposer will provide Services to all eligible Clients regardless of their country of origin.

3.3.3.3 Collaboration Plan

Collaboration Plan. Explain the collaborations you have in place with Community-Based organizations, refugee resettlement agencies, Department of Human Services, State Agencies, Faith-Based Organizations, Other Local Service Providers and ORR Service Providers. Also include any details for expansion of collaboration and how your organization will ensure that duplicate services are not being provided.

3.3.4 References (Attachment D)

Proposer shall download the Reference Check Form (Attachment D) from OregonBuys.

Provide two references from current or former client firms for similar projects performed for any clients within the last three years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, returned to the Proposer. Proposer shall upload as part of the Quote to OregonBuys as Attachment D – Reference Checks.

3.3.5 Budget and Justification (Attachment E)

Proposer shall download the Budget and Justification Template (Attachment E) from OregonBuys and complete all tabs in the Excel Worksheet. Proposer shall upload the completed Budget and Justification as part of the Quote, to OregonBuys as Attachment E – Budget and Justification.

3.3.6 Responsibility Inquiry (Attachment F)

Proposer shall download Responsibility Inquiry (Attachment F) from OregonBuys to complete and upload as part of the Quote through OregonBuys as Attachment F – Responsibility Inquiry. This attachment is not scored. Not submitting Attachment F may

DAS Procurement Services, Version 4.5 March 31, 2023 Page 18 of 30 result in a finding of non-Responsive and non-Responsible.

3.3.7 Certified Disadvantaged Business Outreach Plan (Attachment G)

Proposer shall download Certified Disadvantaged Business Outreach Plan (Attachment G) from OregonBuys to complete and upload as part of the Quote through OregonBuys as Attachment G – Certified Disadvantaged Business Outreach Plan. This attachment is not scored. Not submitting Attachment G may result in a finding of non-Responsive.

3.3.8 Disclosure Exemption Affidavit (Attachment H)

Proposer shall download Disclosure Exemption Affidavit (Attachment H) from OregonBuys if it applies.

Attachment H is required only if Proposer wants to exempt information in its Proposal from disclosure to the public under Oregon Public Records Law (ORS 192.311 through 192.478).

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Attachment H “Disclosure Exemption Affidavit,” including its Exhibit A, in OregonBuys as the seventh section of its response to this RFP.

Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

If Proposer does not have any information it wishes to exempt, then Attachment H is NOT required to be submitted as part of the Proposal. Non-receipt of Attachment H is verification and confirmation to ODHS that the Proposer has no information it wishes to exempt, and Proposer has waived any future claims of non-disclosure of information contained within its Proposal.

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

If declaring an exemption of information in the Proposal, Proposer shall upload as part of the Quote to OregonBuys as Attachment H – Disclosure Exemption Affidavit. This attachment is not scored.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

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

4.2 PRE-PROPOSAL CONFERENCE

https://oregonbuys.gov/

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A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by:

Copying and pasting into your browser the link, to be directed to the Teams Meeting. It is highly encouraged that interested parties try this link no later than 1 p.m. on January 22, 2025, in advance of the Pre-Proposal Conference, to ensure your computer can access the meeting. If access cannot be achieved from your computer, please contact the SPC listed on page 1, for further support. If contact is made with less than 24-hours’ notice, the SPC may not be available to provide technical assistance.

Pre-Proposal Conference Link: https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmM3MzU5NGEtZDUwYy00NzMxLWJiZWEtMTgyM2JkMWZkODYw%40t hread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48- 13adc9452f4c%22%2c%22Oid%22%3a%22ec97c048-6ab1-4d0b-baf4-bd2b65456a74%22%7d

Meeting ID: 231 582 983 224 0

Passcode: Kf6Fc9s7

Dial in by phone: +1 971-277-2343,,978495013# United States, Portland

Find a local number: https://dialin.teams.microsoft.com/2df0f08c-5e2f-4516-b2d9-ce7dd2663420?id=978495013

Phone Conference ID: 978 495 013#

4.1 QUESTIONS / REQUESTS FOR CLARIFICATIONS

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

• Be delivered to the SPC via an OregonBuys submission, or email;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

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

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmM3MzU5NGEtZDUwYy00NzMxLWJiZWEtMTgyM2JkMWZkODYw%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22ec97c048-6ab1-4d0b-baf4-bd2b65456a74%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmM3MzU5NGEtZDUwYy00NzMxLWJiZWEtMTgyM2JkMWZkODYw%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22ec97c048-6ab1-4d0b-baf4-bd2b65456a74%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmM3MzU5NGEtZDUwYy00NzMxLWJiZWEtMTgyM2JkMWZkODYw%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22ec97c048-6ab1-4d0b-baf4-bd2b65456a74%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmM3MzU5NGEtZDUwYy00NzMxLWJiZWEtMTgyM2JkMWZkODYw%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22ec97c048-6ab1-4d0b-baf4-bd2b65456a74%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmM3MzU5NGEtZDUwYy00NzMxLWJiZWEtMTgyM2JkMWZkODYw%40thread.v2/0?context=%7b%22Tid%22%3a%22658e63e8-8d39-499c-8f48-13adc9452f4c%22%2c%22Oid%22%3a%22ec97c048-6ab1-4d0b-baf4-bd2b65456a74%22%7d https://dialin.teams.microsoft.com/2df0f08c-5e2f-4516-b2d9-ce7dd2663420?id=978495013 https://dialin.teams.microsoft.com/2df0f08c-5e2f-4516-b2d9-ce7dd2663420?id=978495013

DAS Procurement Services, Version 4.5 March 31, 2023 Page 20 of 30

4.2 SOLICITATION PROTESTS

4.2.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Contract (Attachment I). This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Contract (Attachment I) marked as negotiable as set forth in the Negotiations Section.

4.2.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.2.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o evidence or documentation that supports the grounds on which the protest is based; and

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

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

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

4.3 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason.

A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys

Proposal submission should be electronically through OregonBuys. at: OregonBuys.gov

DAS Procurement Services, Version 4.5 March 31, 2023 Page 21 of 30

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

4.4 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.3 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email, prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.5 PROPOSAL DUE

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

OregonBuys will not accept Proposals after the Opening date and time listed on the cover page.

4.6 PUBLIC OPENING

There will be no public Opening. A list of Proposer’s will be made available on OregonBuys within three business days of the RFP Opening, Only the name of the Proposer will be provided, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

4.7 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

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

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

DAS Procurement Services, Version 4.5 March 31, 2023 Page 22 of 30

4.8 EVALUATION PROCESS

4.8.1 Responsiveness and Responsibility Determination

4.8.1.1 Responsiveness determination

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

4.8.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility as identified in section 3.2.6.

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

4.8.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and Agency may have additional or fewer evaluators for optional rounds of competition.

Evaluators will assign a score for each evaluation criterion listed below in this Section 4.8.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

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

SCORE EXPLANATION

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project.