S-10000-00015105 REVISED Exhibit D Opportunity Notice.pdf

Department of Administrative Services Enterprise Goods & Services - Procurement Services

1225 Ferry Street Salem, Oregon 97301-4285

PHONE: 503-378-4642

FAX: 503-373-1626

REVISED Exhibit D Opportunity Notice Best Value Analysis Process for Organizational Improvement Services

November 25, 2025

To: Organizational Improvement Services Contractors – Service Categories C

Opportunity Notice: S-10000-00015105 - SACU Project Management – Home and Community Based Services Implementation Plan

Attached to this Opportunity Notice is a statement of work for your consideration.

Issuing Agency: Oregon Department of Human Services (ODHS), Office of Contracts and

Procurement on behalf of ODHS’ Office of Development Disabilities Services (ODDS), Stabilization and Crisis Unit (SACU)

Agency Contact Information: Burke Barnett Address: 500 Summer Street NE E-03, Salem Oregon 97301 Phone: 503-910-7821 Email: burke.c.barnett@odhsoha.oregon.gov

Due Date: a Contractor interested in this opportunity must submit its offer no later than December 11, 2025.

Agency intends to award one (1) Service Order Contract (SOC). The length of the SOC is estimated to be twelve (12)-months.

Agency Overview The Office of Developmental Disabilities Services (“ODDS”) is a State government agency whose purpose is to provide Oregonians, with an Intellectual and or Developmental Disability (“I/DD”), access to quality supports that are simple to use, responsive to their strengths, needs and choices, while they live and thrive as valued members of their community. ODDS seeks to increase awareness and access to the many services and supports they provide. ODDS strives to support choices of Individuals with I/DD and their families within communities by promoting and providing services that are person-centered and directed, flexible, community inclusive, and supportive of the discovery and development of each Individual's unique gifts, talents and abilities. ODDS is committed to

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S-10000-00015105/BCB

work toward service options to provide the opportunity to people with I/DD to have lives that are fulfilling and meaningful.

ODDS’ Stabilization and Crisis Unit (“SACU”) is a 24-hour crisis residential program, that serves Individuals with I/DD, whose support needs exceed the supports offered or provided by community-based residential programs and often-times the Individuals enter SACU homes in crisis.

Project Description The Contractor shall work with ODHS, specifically the Office of Developmental Disabilities Services (“ODDS”), to assess, propose, and facilitate developing an implementation plan that achieves and maintains SACU’s full compliance with federal Home and Community Based Services (HCBS) requirements under Oregon’s Medicaid program.

SACU was originally designed to provide housing for Individuals leaving state run institutions as a result of a federal lawsuit. In 2014, SACU transitioned to become a short-term crisis stabilization for Individuals with I/DD and co-occurring behavioral health needs; however, due to systemic gaps, SACU’s mission of temporary placement has not been realized., Current average stays exceed seven (7) years for many adults. This extended use has strained resources, disconnected Individuals with I/DD from community life, and limited SACU’s ability to serve as a true crisis intervention model.

ODDS is seeking to contract with the Successful Proposer to bring SACU into regulatory alignment with HCBS requirements. Focus of implementation plan shall include the following topics that are outlined in ODDS HCBS waiver, but are not limited to:

1) Bringing SACU into alignment with Code of Federal Regulations 42 CFR 441.530;

2) Development and delivery of staff training on HCBS values, including:

a) person-centered process for receipt of HCBS, which means that

i) the Individuals receiving services direct the planning process and

ii) the plan reflects their own preferences and goals they have set for themselves;

b) every person has full access to the benefits of community living; and

c) Individuals’ autonomy to make choices and to control the decisions in their lives.

This includes:

i) controlling personal resources;

ii) being treated with privacy, dignity, respect, and freedom from coercion and restraint;

iii) deciding what and when to eat;

iv) having visitors;

v) being able to lock doors;

vi) and having the protections of a lease or other legally enforceable agreement;

3) Development of a train-the-trainer model for the above;

https://www.ecfr.gov/current/title-42/chapter-IV/subchapter-C/part-441/subpart-K/section-441.530

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4) Development and delivery of staff training on roles and responsibilities between SACU, Individuals, ODDS Licensing, ODDS Quality Assurance Unit, Case Management Entities, Coordinated Care Organizations, Residential Facilities Ombudsman, families, and other community partners;

5) Development of detailed home-specific environmental and staffing ratio recommendations, to ensure the most home-like environments possible while maintaining safety;

6) Development of communications for residents, guardians, advocates in collaboration with ODHS communications department;

7) Research other state’s HCBS crisis and stabilization models; and

8) Research and recommend Medicaid HCBS authority:

a) Recommend HCBS service definitions and

b) Recommend provider standards for qualification.

The Successful Proposer must develop an implementation plan that will achieve and maintain HCBS compliance for SACU , and shall utilize the SACU Proposed Strategic Plan, April 2025 (https://www.oregon.gov/odhs/idd/Documents/sacu-proposed-redesign-plan-2025-04.pdf) as a starting point to guide their approach in development of the HCBS implementation plan. The Successful Proposer will not be implementing any of the HCBS requirements.

Schedule of Events:

Event Date Time Opportunity Notice Issued November 25, 2025 3:00 PM Due Date for Questions/Clarifications

December 5, 2025 3:00 PM

Closing (Due Date and Time to submit Proposals)

December 11, 2025 3:00 PM

Contractor Interviews (if required)

Contractors will be contacted as needed

Questions/Clarifications All inquiries, whether relating to the Opportunity Notice process, administration deadline or method or award or technical aspects of the Opportunity Notice must:

• Be delivered to the Agency Contact listed on page one via an OregonBuys submission, or email;

• Reference the OregonBuys bid number;

• Identify the Proposer’s name and contact information;

• Refer to the specific area of the Opportunity Notice being questioned (i.e. page and section); and

• Be received by the due date and time listed in the table above.

https://www.oregon.gov/odhs/idd/Documents/sacu-proposed-redesign-plan-2025-04.pdf

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Submittal Content Requirements:

Submittals must include the following:

1. A detailed narrative describing your firm’s approach to the Project and accomplishing the tasks and deliverables to achieve and maintain HCBS compliance for SACU. Tasks and deliverables shall include, but are not limited to:

a. Community engagement,

b. Implementation plan,

c. Mid-project status report, and

d. Final status report.

2. A tentative project schedule and plan that at a minimum includes the following:

a. Deliverable due dates;

b. Estimated number of hours to complete each deliverable required by the

Statement of Work and for those identified by Contractor, for each Key Person identified in #4 below; and

c. Total all-inclusive cost to complete all deliverables.

3. A detailed narrative describing the experience, skills and knowledge your firm has, including but not limited to:

a. Subcontractors to be used;

b. Experience and familiarity with the I/DD community, clinical mental health, community engagement, and mediation facilitation.

c. Ability to coordinate with other Contractors, as directed by ODDS, to put into practice the recommendations developed as a result of this Project.

4. A list of each of the Key Persons and any subcontractors to be assigned to this project. The list must at a minimum include the following information:

a. One (1) page resume of each Key Persons and subcontractors background, experience, expertise and training related to the specific work being requested;

b. Specific roles and responsibilities of each Key Person and subcontractor; and

c. Each Key Person and subcontractor hourly rate, as per Exhibit H of the

Contractor’s Price Agreement.

NOTE: If the execution of the work to be performed requires the hiring of subcontractors, it must be clearly stated in the documents submitted.

Subcontractors must be identified and the work they will perform must be defined.

Contractor shall also complete and submit with their proposal Exhibit B, Subcontractor sheet, to this Opportunity Notice. By filling out and submitting Exhibit B with each submission, Contractor is certifying that each subcontractor meets the minimum requirements set forth in this Opportunity Notice.

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5. A statement of confirmation that your firm has the ability to dedicate the staff listed above in #4 to this project within the specified timeframes, and the ability to participate in routine check-ins either monthly or as otherwise determined by

ODHS.

6. A detailed narrative describing up to two (2) previous projects completed, preferably for Oregon State agencies or government entities, within the last three

(3) years, and for which the proposed Key Persons (#4 above) provided similar services to those described in the Statement of Work. Information provided must at a minimum include the following:

a. Client name, telephone number and address;

b. Contact name (project manager), telephone number and email address;

c. Description of services provided;

d. Dates services were provided; and

e. Staff assigned to the project, their project roles and work performed for the referenced project.

7. Contractor shall submit for each Key Person (subcontractors included if used) a minimum of one reference for each of the pervious projects completed described above in #6. Contractor shall submit references on the provided Exhibit A to this Opportunity Notice.

Opportunity Notice BVA:

Offers received on or before the due date and time, will be reviewed by Agency. The firm offering the best value to the state will be selected based, in part, on the following criteria;

a. Demonstrated skill, experience and knowledge relevant to the services being requested; (20 Points Possible, or 16.67% of total points)

b. Proposed approach to the services being requested; (20 Points Possible, or 16.67% of total points)

c. Proposed cost; (20 Points Possible, or 16.67% of total points)

d. Availability; (20 Points Possible, or 16.67% of total points)

e. References; (20 Points Possible, or 16.67% of total points) and

f. Resource Capacity (20 Points Possible, or 16.67% of total points)

Agency reserves the right to include Contractor interviews as part of the BVA process. If Agency elects to conduct Contractor interviews, the selected Contractors with the highest first round evaluation scores will be included in the Contractor interviews. Contractors will be able to participate in interviews via teleconference.

Offers must be submitted via the OregonBuys e-procurement system. Offeror should follow the procedures outlined in detailed instructions on how to submit an Offer can be found at OregonBuys Vendor Formal Solicitation Response.pdf https://oregonbuys.gov/bso https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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Notice of Award:

Agency shall issue and send a notice of intent to award a Service Order Contract to all Contractors that submitted an Offer in response to this Opportunity Notice.

Protest of Award:

Pursuant to ORS 279B.410, an aggrieved Contractor may protest the award of the Service Order Contract. Contractor must submit its written protest to the undersigned within seven (7) days of the issuance of the notice of intent to award. The protest must state that Contractor is adversely affected because Contractor would be eligible for the award in the event the protest is upheld, because:

(A) All lower bids or higher ranked proposals are nonresponsive;

(B) Agency has failed to conduct the evaluation of proposals in accordance with the criteria or processes described in the solicitation materials;

(C) Agency has abused its discretion in rejecting the protestor’s bid or proposal as nonresponsive; or

(D) Agency’s evaluation of bids or proposals or the contracting agency’s subsequent determination of award is otherwise in violation of this chapter or ORS chapter 279A.

The undersigned shall respond to all protests in a timely manner.

Sincerely, /s/ Burke Barnett

Burke Barnett, PCS3

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Organization Improvement Services SOC

Statement of Work Template

Successful Proposer (“Contractor”) shall utilize the SACU Proposed Strategic Plan, April 2025 as a starting point and guide the approach to bring SACU into regulatory alignment with HCBS requirements.

1.1 Contractor Requirements

Contractor shall:

1.1.1 Provide a primary point of contact for ODDS, and to participate in regular check-in meetings at minimum monthly and as required by ODDS.

1.1.2 Collaborate with ODDS to establish a planning team including, but not limited to, ODDS, other state-agencies, self-advocates, families, Individuals receiving services (including at SACU) and their families, labor leaders, Providers, and other Community Partners as needed.

1.1.3 Support internal planning and coordination to achieve the purpose including oversight of existing workgroups.

1.1.4 Project manage all planning team efforts.

1.1.5 Create a project timeline with input from ODDS and planning team participants.

1.1.6 Engage with and seek input from all necessary community partners.

1.1.7 Ensure plans are presented to ODDS to be reviewed for viability and successful implementation.

1.1.8 Review SACU performance audit findings and recommendations and add further recommended actions as needed.

1.1.9 Prepare materials and support scheduling for the planning team meetings, including agendas, slides, notes, etc. with inputs from participants.

1.1.10 Develop and upload summary notes and action items post meetings to an electronic repository identified by ODDS.

1.1.11 Perform task closeout activities, including documenting and providing to ODDS the lessons learned.

1.1.12 Develop leadership update materials, including quarterly leadership briefings, that includes milestones achieved and planned activities.

1.1.13 Provide input and subject matter expertise across tasks, including leading practices from similar work in other states.

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1.1.14 Develop and provide monthly status reports for legislative updates.

1.1.15 Develop and submit a detailed report (Implementation Plan) on achieving and maintaining HCBS compliance to ODHS no later than by June 1, 2026 for initial review by ODDS. Report must be finalized no later than August 31, 2026.

1.2 Development of the Implementation Plan

Develop a Draft and Final Implementation Plan for bringing SACU into alignment with Code of Federal Regulations 42 CFR 441.530.

1.3 Deliverable Schedule

Deliverable or Task Due date

Check-In Meetings with ODDS Ongoing throughout contract (monthly, or as otherwise determined by ODDS)

Draft Implementation Plan June 1, 2026

Final Implementation Plan August 31, 2026

Community Engagement Ongoing throughout contract

Monthly status report Monthly, at ODDS’ direction

1.4 Cost

Deliverable or Task Cost

Check-In Meetings with ODDS

Draft Implementation Plan

Final Implementation Plan

Community Engagement

Monthly status report

Total Not to Exceed:

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Exhibit A Service Order Process Key Person Reference Form

Contractor Reference #1

Firm Name:

Address:

City, State & Zip:

Contact person:

Title:

Phone:

Email:

Contractor Reference #2

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Contractor Reference #3

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Exhibit B Joint Venture/ Partnership/ Subcontractor Sheet

Will you be using a Joint Venture / Partnership to perform work, as identified in the RFP and Attachment A, Section 1:

Yes I will; No I will NOT

CONTRACTOR MUST MARK ONE OF THE BOXES ABOVE.

Will you be using subcontractors to perform work, as identified in the RFP and Attachment A, Section 1 (Note: this will make you the PRIME contractor):

Yes I will; No I will NOT

CONTRACTOR MUST MARK ONE OF THE BOXES ABOVE.

Submit the information below for each partner, joint venture, or sub-contractor.

Note to Contractors: More sheets may be created by cutting, pasting and re-numbering the below sections as needed.

#1: Joint Venture Partnership Subcontractor

FIRM NAME: ________________________________________________

ADDRESS: __________________________________________________

CONTACT PERSON: _________________________________________

POSITION TITLE: ___________________________________________

TELEPHONE NUMBER: ______________________________________

E-MAIL:_____________________________________________________

#2 Joint Venture Partnership Subcontractor

FIRM NAME: ________________________________________________

ADDRESS: __________________________________________________

CONTACT PERSON: _________________________________________

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POSITION TITLE: ___________________________________________

TELEPHONE NUMBER: ______________________________________

E-MAIL:_____________________________________