S-10000-00014646 Pre-Proposal Conference PowerPoint Presentation.pptx

Refugee Program:

Pre-Proposal Conference for

RFP #S-10000-000014646

October 6, 2025

Conference Reminders Please ensure your microphone is muted, unless speaking This conference will be recorded and available on OregonBuys Please type your questions in the chat, even if you verbally ask them. All questions and answers from this conference will be available on OregonBuys.

We may request that your question be emailed to Sharon Landis, the single point of contact for this Request for Proposal (RFP). Sharon will follow up with an answer to your question, and the question and answer will be available on OregonBuys.

Presenter: Sohail

Pre-Proposal Conference Agenda Single Point of Contact OregonBuys Scope of Work (SOW) Overview RFP Timeline Minimum Qualifications Submission Requirements Proposal Evaluation Criteria Evaluation Scoring Point and Score Calculations Questions

RFP Single Point of Contact Sole point of contact for the RFP is Sharon M. Landis, OPBC Contact info: Phone 971-208-4151 or email Sharon.m.landis@dhsoha.oregon.gov Statements made in the Pre-proposal Conference are not binding upon Agency or the Programs. Proposers may be asked to submit questions in writing.

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

Presenter: Sharon

OregonBuys

OregonBuys Support

Telephone: 1-855-800-5046

Email: Support.oregonbuys@das.oregon.gov

Project Overview Agency received funding for the 2025-2027 biennium for resettlement and case management services (referred to as Extended Case Management or “ECM”).

Agency anticipates awarding up to three contracts from this RFP. The total budget is $1,000,000.00.

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.

Scope of Work (SOW): Eligibility and Enrollment Client must not be a U.S. citizen and must be an Asylum Seeker with a pending application for asylum under 8 U.S.C. 1158.

Client must reside in Oregon.

Client must have been in the U.S. for less than 60 months.

Client may receive up to two years of services. The two-year service duration may be nonconsecutive months.

SOW: Priority of Enrollment Proposer must not prioritize services based on the client’s country of origin Enrollment in services shall be prioritized for:

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

Clients with multiple barriers and needs.

SOW: Tasks for ECM Services Assisting client with Agency programs Completing applications for assistance Transporting client to initial ODHS appointments Assisting client with navigating other services Accessing housing assistance and finding stable housing Navigating the health care and mental health systems Assisting client with other services and referrals Providing client with transportation to appointments Providing immigration assistance and referrals

Please note: this list is not exhaustive, please refer to Section 2.4 of the RFP for the full list of Tasks for ECM Services

SOW: Service Provision Requirements Non-Duplication of Services Safety (for clients under 18 years old) Transportation Services and Standards Maintaining Client Service Files Training Requirements Reporting Requirements Monitoring

Please note: this list is not exhaustive, please refer to Section 2.4 of the RFP for the full list of Service Provision and Additional Requirements

RFP Timeline

Minimum Qualifications 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 previously been an affiliate or subcontractor of a Resettlement Agency for the provision of initial resettlement and case management services to refugees.

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 a Community-Based Organization “CBO” in section 2.2.2.2 of the RFP, Have three years experience as a CBO, and Have experience working with asylum seekers.

Submission Requirements (continued) Attachment A – Proposer Information and Certification Must be signed Used to determine Responsiveness and Responsibility Not scored Attachment B – Key Persons Summary and Their Resumes Evaluated and Scored Attachment C – Technical Proposal Evaluated and Scored Attachment D – References Evaluated and Scored Attachment E – Budget and Justification Evaluated and Scored

Submission Requirements (continued) Attachment F – Responsibility Inquiry Used to determine Responsiveness and Responsibility Not scored Attachment G - Certified Disadvantaged Business Outreach Plan Used to determined Responsiveness Not Scored Attachment H – Disclosure Exemption Affidavit Only required if you are declaring a Public Records exemption.

Information used if a Public Records request is made.

Not Scored

Submission Requirements (continued) Attachment F – Responsibility Inquiry Used to determine Responsiveness and Responsibility Not scored Attachment G - Certified Disadvantaged Business Outreach Plan Used to determined Responsiveness Not Scored Attachment H – Disclosure Exemption Affidavit Only required if you are declaring a Public Records exemption.

Information used if a Public Records request is made.

Not Scored

Proposal Evaluation Criteria Attachment B – Key Persons Summary and their Resumes Summary should describe the key persons assigned to this project, their roles and responsibilities, and experience working with asylum seekers.

Key Persons Current Resume (not to exceed two pages) and shows education and work experience.

Attachment C – Technical Proposal Organization Structure and Experience Describe the Proposer’s structure, core ethics, mission and values. Describe the community you are representative of, and how you are engaged in meeting that community’s needs around social, human, or health services, including how many years you have provided services for the community. Describe your experience in working with asylum seekers.

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

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

Point and Score Calculations Scores are the values (0 through 10) assigned by each evaluator for each criterion question. The SPC will add each evaluator’s scores together then divide the sum by the total number of evaluators for an average score for each evaluation criterion. The average criterion scores will be added together for the total score of the Proposal.

Questions?

Sole point of contact for the RFP is Sharon M. Landis, OPBC Phone: 971-208-4151 Email: Sharon.m.landis@dhsoha.oregon.gov

Thank you!

Sole point of contact for the RFP is Sharon M. Landis, OPBC Phone: 971-208-4151 Email: Sharon.m.landis@dhsoha.oregon.gov image1.png image5.png image6.jpeg image7.png image8.png image9.svg

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