S-10000-00015419 Amendment 1.pdf

Bid Solicitation S-10000-00015419 – Mobile Child-Caring Agency (“CCA”) Program AMENDMENT 1

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BID SOLICITATION RFP S-10000-00015419

OREGON DEPARTMENT OF HUMAN SERVICE

MOBILE CHILD CARING AGENCY

AMENDMENT 1

This amendment makes fundamental changes to the RFP, including to the requirements for creating a Proposal in response to the requirements of the RFP, and an extension of the RFP Opening Date and Time (Proposals Due).

SECTION 1: PURPOSE

The purpose of this amendment is to:

• Respond to questions from the Pre-Proposal Conference;

• Extend the RFP’s Opening Date and Time (Proposals Due) to January 30, 2026;

• Require the successful Proposer to now be responsible for costs of travel and lodging. Those costs should now be included as part of the Proposal submitted by the Proposer; and

• Make changes to the RFP to clarify language in certain sections of the RFP.

SECTION 2: CLARIFICATIONS AND RESPONSES TO QUESTIONS

FROM THE PRE-PROPOSAL CONFERENCE

2.1 Clarification: A minimum requirement in subsection 3.1 “Minimum Qualifications” is that Proposer must be currently licensed as a Child Caring Agency to submit a Proposal. The requirements of the RFP is that the successful Proposer shall also be licensed as a Homeless, Runaway and Transitional Shelter prior to providing services. Licensure as a Homeless, Runaway and Transitional Shelter is not required at the time a Proposal is submitted.

2.2 Clarification: Subparagraph 3.3.3.3 “Key Persons and their Resumes” requires Proposers to attach a current resume for each Key Person that includes their qualifications and experience to provide services. If a position is open, not yet filled, or no one is currently filling the position, Proposer shall include a comprehensive position description for that Key Person position.

2.3 Clarification: Proposal shall reflect a staffing ratio of 2 awake staff to one child at all times.

Proposal shall account for travel time, sick leave, relief staff, and other costs to maintain the staffing ratio and the ability and flexibility to provide services state-wide.

2.4 Question: When the initial demonstration and pilot phase is complete, and if ODHS decides to move forward from hotel to an individual residential environment, will there be funding available from ODHS to assist the Proposer/Contractor create the infrastructure?

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Response: Collaborative conversations will occur with successful Proposers/current Contractors to explore funding needs to transition from Mobile CCA to small, traditional residential CCA environments. Those decisions are all part of the evaluation and assessment process of this demonstration/pilot project that will occur in the first few years of service.

2.5 Question: Is it all ‘general funds’ that are funding this project?

Response: Primarily, yes, at this time.

2.6 Question: How many Contracts will be awarded from this solicitation?

Response: We’ll review all Proposals received and hopefully are able to award contracts to at least two Proposers.

2.7 Question: What is a reasonable expectation of where the clients will be located and where service will need to be provided?

Response: History has shown the majority of clients are primarily from three major areas: Multnomah county, the Lane county area, and Marion county. However, there are clients that will require service in all parts of Oregon and the successful Proposer will be required to accommodate that work and those clients.

SECTION 3: MODIFICATIONS

Where appropriate, language new to the RFP is bold underlined; language to be deleted is indicated by [strikethrough and bracketed] font.

3.1 The RFP Cover Sheet is hereby amended to change the “Opening Date and Time” of the RFP, as follows:

MOBILE CHILD-CARING AGENCY (“CCA”) PROGRAM

Date of Issue: December 19, 2025 Opening Date and Time: [January 23, 2026] January 30, 2026 at 3:00 PM Pacific Time

3.2 Subsection 2.2 “Definition of Terms” of the RFP is hereby amended to add the definition of the term “Temporary” as paragraph 2.2.17, as follows. This language is new to the RFP:

2.2.17 “Temporary” for the purpose of this RFP relative to the term “Temporary Lodging,” is used to describe that the Child or Young Adult’s stay in a hotel is not permanent. Temporary Lodging is not a placement but there is not an upper limit to a Child or Young Adult’s stay in Temporary Lodging. The Child or Young Adult shall be transitioned out of Temporary Lodging as quickly as a placement or appropriate service is available.

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3.3 The third paragraph of Paragraph 2.4.2 “Project Overview and Background” of the RFP is hereby amended, as follows:

“… and ultimately reduce the reliance on Temporary Lodging.

The purpose of the Mobile CCA Program is to provide care and supervision to Clients in Temporary Lodging. The Mobile CCA Program must provide services as a licensed Child Caring Agency pursuant to OAR 419-400-0005 through 419-400-0310 and licensed per OAR 419-450-0010 through 419-450-0120 as a Homeless, Runaway and Transitional Shelter while the Child or Young Adult is in a Temporary Lodging setting. These services are intended to maintain the safety of Children and Young Adults with complex needs that have disrupted from their current placement and cannot immediately transition into another placement.

If this demonstration/pilot project is successful …”

3.4 Paragraph 2.5.1 “A Mobile CCA Program shall:” of the RFP is hereby amended by making changes in subparagraphs 2.5.1.1.1 and 2.5.1.1.2, as follows:

2.5.1 A Mobile CCA Program shall:

2.5.1.1 Be a licensed Child Caring Agency in accordance with the following:

2.5.1.1.1 At the time of Proposal submission and throughout the term of the resulting Contract, must be licensed in accordance with OAR 419-400-0005 through 419-400-0310 as a Child Caring Agency; and

2.5.1.1.2 Prior to service being provided and throughout the term of the resulting Contract, must be licensed in accordance with OAR 419-450-0010 through 419-450-0120 as a Homeless, Runaway, and Transitional Living Shelter.

3.5 Subparagraph 2.5.1.3 and its sub-subparagraphs of the RFP are hereby amended, as follows:

2.5.1.3 Be able to provide services in all parts of Oregon at all times. Contractor shall be responsible for all transportation costs, both for the Children and Young Adults served as well as Proposer’s staff, including mileage costs, for all assignments. The Proposer’s Proposal should reflect and include costs for those services.

[2.5.1.3.1 Contractor shall be responsible for all transportation costs, including mileage costs, for all assignments within a 50-mile radius of the successful Proposer’s home or satellite locations. The Proposer’s Proposal should reflect and include costs for those services.]

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[2.5.1.3.2 For assignments that exceeds a 50-mile radius, the successful Proposer shall separately include and identify mileage costs on the monthly invoice for services.]

[2.5.1.3.3 Mileage will be calculated by using an acceptable internet-based mileage calculator for the most direct route between two points.

Mileage reimbursement will be made at the federal General Services Administration (“GSA”) rate at the time of travel, found at the following:

https://www.gsa.gov/travel/plan-a-trip/transportation-airfare-rates-pov-rates-etc/privately-owned-vehicle-pov-mileage-reimbursement?topnav=travel]

[2.5.1.3.4 Only mileage will be reimbursed, and only for a single vehicle. No reimbursement shall be made for other travel costs, including travel time or per diem.]

3.6 Subparagraph 2.5.3.3 and its sub-subparagraphs are hereby amended, as follows:

2.5.3.3 Proposer shall be responsible for locating and obtaining appropriate Temporary Lodging through the reservation and utilization of rooms at hotels, motels, or inn settings for Children and Young Adults served.

Proposer shall be responsible for all lodging costs, both for the Children and Young Adults served as well as Proposer’s staff. The Proposer’s Proposal should reflect and include costs for those services.

[2.5.3.3.1 The cost of lodging is reimbursed at actual cost up to the daily maximum allowable rate in effect for the specific area or locality of the lodging facility at the time of stay. Lodging taxes and any required surcharges paid by the Contractor shall be reimbursed separately from the cost of lodging, and shall be separated and identified on the monthly invoice for service.]

[2.5.3.3.2 Unless an exception is granted, allowable maximum rates to be reimbursed for lodging costs are the GSA daily lodging rates for Oregon found at:

https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2026&city=&state=OR& zip=]

[2.5.3.3.3 An exception to the GSA rates may be approved by the ODHS Contract Administrator or their delegate. Successful Proposer shall list the ODHS staff person that granted the exception with the charge on the monthly invoice for service.]

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[2.5.3.3.4 Receipts for lodging, lodging taxes, and any surcharges on lodging are required to accompany the monthly invoice for service.]

3.7 Subparagraph 3.3.3.3 “Key Persons and their Resumes” of the RFP is hereby amended by making changes to subparagraph 3.3.3.3.2, as follows:

3.3.3.3.2 Attach to Attachment C a current resume for each Key Person that lists their qualifications and experience to perform the Work of a Key Person.

Each resume shall not exceed a total of two pages. If the Key Person position is vacant, the Proposer shall include a comprehensive position description of the vacant Key Person position.

3.8 Subparagraph 3.3.4.5.2 of the RFP is hereby amended, as follows:

3.3.4.5.2 The Budget Summary shall include a specific section that includes a proposed singular daily rate, based on a fee for service basis, that captures all costs for providing services, including travel and lodging costs, but excluding start-up costs (evaluation criteria is in subparagraph 5.6.9).

SECTION 4: PROTEST

Protests to this amendment must be submitted in the same manner required in RFP subsection 4.4 “Protests to the RFP,” and are due no later than 5:00 PM PST on DATE, 2026.