S-10000-00015419 RFP.pdf

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 (“RFP”) under OregonBuys Bid Solicitation Number S-10000-00015419 for a

MOBILE CHILD-CARING AGENCY (“CCA”) PROGRAM

Date of Issue: December 19, 2025 Opening Date and Time: January 23, 2026 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 E-mail: louie.thomas@odhs.oregon.gov Phone: (971) 283-4755 (email preferred)

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

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

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 FOR TECHNICAL RESPONSE – ATTACHMENT C

5.6 EVALUATION CRITERIA FOR THE BUDGET AND COST PROPOSAL – ATTACHMENT D

5.7 POINT AND SCORE CALCULATIONS

5.8 RANKING OF PROPOSERS

5.9 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

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LIST OF ATTACHMENTS

The response to this RFP, known as the “Proposal” (and, once accepted in OregonBuys, also known as the “Quote”), consists of a series of completed Attachments, some available for download in OregonBuys and others are documents the Proposer creates. Together, this series of completed Attachments are what constitutes a complete response, or the Proposal, to this RFP.

The collection of required attachments is also collectively known as the “Proposal Packet.”

Required Attachments to be downloaded from OregonBuys:

• Attachment A “Proposer Information and Certification Sheet”

• Attachment E “Responsibility Inquiry”

• Attachment F “Certified Disadvantaged Business Outreach Plan”

• Attachment G “Disclosure Exemption Affidavit”

• Attachment H “Sample Contract”

Required Attachments created by the Proposer in accordance with instructions in the RFP:

• Attachment B “Minimum Qualifications”

• Attachment C “Technical Response”

• Attachment D “Budget 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”), collectively referred to as “Agency,” is issuing this Request for Proposal (“RFP”) under the provisions of Oregon Revised Statute (“ORS”) 279B.060 to create a mobile Child Caring Agency (“CCA”) Program that is designed to support Children and Young Adults, ranging from ages 5 through 20 and who are in the care and custody of ODHS, by providing supervision while a Child or Young Adult is without placement 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 or cannot be supported timely in any other placement setting that is safe and meets their needs.

The Mobile CCA Program outlined in this RFP is a demonstration/pilot project and the Work is new to ODHS. As such, the Work awarded from this RFP may be increased or redefined as the project becomes fully implemented.

If appropriate, ODHS may provide limited and reasonable start up costs to successful Proposers to support the development of a Mobile CCA Program. Start up costs may include initial staff and staffing costs, training costs, information technology costs, supplies, and administrative costs.

Proposer understands ODHS may have a Contract with multiple successful Proposers to provide these Mobile CCA Program services. ODHS will make every effort to equally engage each successful Proposer awarded a Contract under this RFP; however, ODHS makes no guarantee as to the number of Clients who may be referred to the successful Proposer for Services under any resultant Contract. ODHS reserves the right, in its sole discretion, to limit the number of Contracts awarded from this RFP.

All successful Proposers must provide services state-wide.

Additional details on the Scope of the goods and services are included in subsection 2.5 “Scope of Work” of the RFP.

Multiple Contracts may be awarded from this RFP. The initial term of all Contracts is anticipated to be 2 years, with options to renew up to a cumulative maximum of 6 years based on assessment and analysis of the Program. Based on ongoing research and evaluation of this pilot/demonstration project, it may be expanded in the future to include additional Work and may include traditional Contractor-provided small Residential CCA placement facilities with physical locations.

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.

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Event Date Time

RFP Protest Period Ends December 31, 2025 at 5:00 PM PST

Pre-Proposal Conference (refer to subsection 4.2)

Tuesday, January 6, 2026 1:05 PM PST

Questions and Requests for Clarification Due (refer to subsection 4.3)

Friday, January 9, 2026 5:00 PM PST

Answers to Questions and Requests for Clarification Usually within 5 business days

Opening Date and Time (Proposal Due) Refer to RFP Cover Page

Issuance of Notice of Intent to Award (approximately) February 27, 2026

Award Protest Period Ends

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

5:00 PM PST

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 Oregon Administrative Rule (“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 (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 “ODHS Caseworker” refers to the ODHS staff who is responsible for the coordination of services for an individual Client

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2.2.2 “Child” means an individual aged 0 through 17 years of age who qualifies for Child Welfare services provided by ODHS.

2.2.3 “Child Caring Agency” or “CCA,” in accordance with Oregon Revised Statute ORS 418.205, means any private school, private agency, or private organization providing the following services:

• Day treatment for Children and Young Adults with emotional disturbances;

• Adoption placement services;

• Residential Care, including, but not limited to, foster care or residential treatment for

Children and Young Adults;

• Outdoor youth programs;

• A secure transportation services provider;

• Any private organization or person that provides secure transportation services as defined by ORS 418.205(2)(a)(B); or

• Other similar care or services for Children.

2.2.4 “Client,” for the purposes of this Contract, is a collective term occasionally used meaning both the Child and Young Adult.

2.2.5 “Contractor” refers to the definition in OAR 125-246-0110 as being “the person with whom [ODHS] enters into a Contract …” For the purposes of this Solicitation, the term “Contractor” shall mean the person with whom ODHS enters into a Contract as a result of their response to this RFP and perform the services of a Mobile CCA Program and licensed in accordance with OAR 419-400-0005 through OAR 419-400-0310.

2.2.6 “Evaluation Committee” means the committee comprised of ODHS and Child Welfare, Oregon Health Authority, Oregon Developmental Disability staff, and other partners that review and evaluate Proposals received in response to this RFP.

2.2.7 “Evaluator” refers to a member of the Evaluation Committee.

2.2.8 “Family,” at a minimum is as defined in OAR 413-070-0000(30) and (31). It does not exclude siblings, the Child or Young Adult themselves, and does include:

• Any person related to the Child or Young Adult by blood, marriage, or adoption;

• An individual who is not related to the Child or Young Adult by blood, adoption, or marriage, but has an emotionally significant relationship with the Child or Yount Adult;

2.2.9 “OregonBuys” is the State of Oregon’s eProcurement system. This web based system automates Oregon’s procurement process, and is the only authorized method of submitting a Proposal to ODHS.

2.2.10 “ORS Chapter 190 Agency” or “ORS 190 Agency” means a Public Agency identified in ORS Chapter 190, and includes but is not limited to the following entities:

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

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• Public agencies (as defined in ORS 190.410)

• State agencies (as defined in ORS 190.480)

A Proposal from an ORS 190 Agency is considered and evaluated using different requirements and criteria, and uses different terminologies and references. Those differences are not reflected in this RFP document. In certain circumstances, a Proposal from an ORS 190 Agency may be given preference. An ORS 190 Agency should contact the SPC for additional information.

2.2.11 “Proposal” refers to the definition in OAR 125-246-110 as being “a written response to a Request for Proposal.” The Proposal is also known as the “Quote” once accepted by OregonBuys. The Proposal for this RFP consists of Attachments, created or completed by the Proposer in accordance with this RFP, and submitted to ODHS for evaluation through OregonBuys.

2.2.12 “Proposer” refers to the definition in OAR 125-246-0110 as being “a person who submits a proposal in response to a Request for Proposal.”

2.2.13 “Quote” is a term in OregonBuys that means a response to any type of Solicitation.

The response to this RFP, the Proposal, is known as the Quote after being accepted in to OregonBuys.

2.2.14 “Resource Management Director” or “RMD” means the designated ODHS Staff person who is responsible for authorizing any occasion of Temporary Lodging for any Child or Young Adult, and who must first confirm that ODHS has attempted to avoid Temporary Lodging of the Child or Young Adult through the utilization of available services and supports.

2.2.15 “Temporary Lodging” or “TL” means an overnight stay in a hotel, motel, or inn with a Child or Young Adult. Temporary Lodging shall occur only after approval by the ODHS Resource Management Director, and only when a Child or Young Adult cannot be supported in any other safe placement for that night. Temporary Lodging is not considered a placement.

2.2.16 “Young Adult” means an individual aged 18 through 20 who qualifies for Child Welfare services provided by ODHS.

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.

https://oregonbuys.gov/bso

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OregonBuys Guidelines:

• For Assistance with OregonBuys (Vendor Help Desk):

Email: suppliersupport@periscopeholdings.com Phone: 1-855-800-5046

• 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 Child Welfare Overview and Background

The Office of Child Welfare Programs is one of the eight programs within ODHS. 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 and Young Adults. 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, youth transition services, and federal programing.

2.4.2 Project Overview and Background

ODHS has made extensive efforts in recent years to prevent and reduce the use of Temporary Lodging for Children and Young Adults with complex needs. However, for less than 1% of Children and Young Adults in foster care, it is often still the only viable option due to the lack of access to recommended settings.

Ongoing systemic issues and constraints requires a new approach that improves Temporary Lodging services in the near-term and plans for better options in the long-term. ODHS will invest in a new care model that addresses the need for fully licensed and trained providers who can serve Children and Young Adults while in Temporary Lodging. Innovative and collaborative approaches are needed within the Child Welfare continuum of care to address 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 OAR 419-mailto:suppliersupport@periscopeholdings.com 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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450-0010 through 419-450-0120 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, ODHS may expand to create small scale CCA facilities to deliver individualized placement supports for Children and Young Adults. These settings could further reduce use of Temporary Lodging in the future.

2.5 SCOPE OF WORK

The successful Proposer shall operate a Mobile CCA Program that operates with the following requirements:

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 OAR 419-400-0005 through 419-400-0310 as a Child Caring Agency;

and

2.5.1.1.2 OAR 419-450-0010 through 419-450-0120 as a Homeless, Runaway, and Transitional Living Shelter.

2.5.1.2 Have the capacity and ability to be providing services, state-wide, within six months of the issuance of the notice of Intent to Award being published in OregonBuys (refer to subsection 6.1, below).

2.5.1.3 Be able to provide services in all parts of Oregon at all times.

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.

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.

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

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2.5.1.4 Be available 24 hours a day, seven days a week, to receive Service Requests from ODHS.

2.5.1.5 Be available for a pre-service authorization meeting for a brief consultation to determine the appropriateness of the Service Request.

2.5.1.6 Review the Service Request and notify the RMD within 24 hours of receipt indicating whether Proposer will or will not provide the service identified in the Service Request.

If service is denied, Proposer shall provide a written report to the ODHS Contract Administrator within 24 hour of receipt of the Service Request describing the reason for the service denial. Denial of a Service Request may not be based on the behavioral presentation, acuity, disability status, history, or support needs of a Child or Young Adult.

Proposer may deny a Service Request only for reasons related to staffing unavailability or Proposer operational emergency.

2.5.1.7 Provide services to the Child or Young Adult as indicated on the Service Request. Services provided shall be culturally responsive to honor and align with the beliefs, practices, culture, and linguistic needs of diverse Children and Young Adult populations and communities whose members identify as having a particular culture or linguistic affiliation by virtue of their place of birth, ancestry or ethnic origin, religion, preferred language, or language spoken at home. Culturally Responsive services also refer to services provided in a way that is culturally responsive to the varied and intersecting biological, social, and cultural categories such as gender identity, class, ability, sexual orientation, religion, and other axes of identity.

2.5.2 Staff Requirements:

Successful Proposer shall have a team of professionals capable of providing services and maintaining the Proposer’s Mobile CCA Program that meets, at a minimum, the following requirements:

2.5.2.1 Supervisor Requirements:

2.5.2.1.1 Shall have a Bachelor of Science or Master of Arts degree in a social services or related field from a properly accredited college or university; or

2.5.2.1.2 Shall have a Bachelor of Science or Master of Arts degree from a properly accredited college or university in a non-related field and have four years’ experience working with Families with high needs; or

2.5.2.1.3 Shall have at least seven years’ professional experience working with high needs children and young adults, Families, or both.

2.5.2.2 Direct Care Staff Requirements.

2.5.2.2.1 Shall have an Associate of Arts degree in social services or a related field;

or

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2.5.2.2.2 Shall have at least two years’ experience working with high needs children and young adults, Families, or both.

2.5.2.3 Additional Requirements for all Staff

2.5.2.3.1 All staff must be a minimum of two years older than the Child or Young Adult receiving services;

2.5.2.3.2 Prior to providing services, all staff must receive orientation training and be trained and certified in a crisis intervention system approved by ODHS under OAR 419-400-0160 and OAR 419-400-0170 to safely intervene when Children or Young Adults place themselves or others in risk of imminent harm.

2.5.3 Services to Provide:

2.5.3.1 Services will be provided in a Temporary Lodging setting reserved by the successful Proposer and meets ODHS and CW specifications and requirements for geographic location and room accommodations, among other criteria.

2.5.3.2 Intake and consultation between the Proposer and ODHS regarding submitted Service Requests will occur within 24 hours of receipt of the Service Request, including weekends.

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.

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.

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

2.5.3.4 Proposer shall provide supervision services to Children and Young Adults in Temporary Lodging that provides support, direction, observation, and guidance https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2026&city=&state=OR&zip= https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2026&city=&state=OR&zip=

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2.5.3.5 Proposer shall maintain a staffing ratio of a minimum of two staff to a maximum of one Child or Young Adult (2:1) at all times.

2.5.3.6 Proposer’s staff providing services shall be awake at all times and available to the Child or Young Adult during delivery of all services, and shall comply and conform to the Child or Young Adult’s supervision plan.

2.5.3.7 Prior to Proposer’s staff providing direct services to the Child or Young Adult, staff shall receive instruction from Proposer on the Child or Young Adult and their needs ,which must include information such as:

2.5.3.7.1 Safety plan;

2.5.3.7.2 Supervision plan and expectations;

2.5.3.7.3 Required services and supports;

2.5.3.7.4 Mental health protocol for emergencies; and

2.5.3.7.5 Child or Young Adult’s behavior support plan or temporary emergency safety plan, if applicable

2.5.3.8 Proposer shall provide supervision at all times as determined by the Child or Young Adult’s safety plan, even when the Child or Young Adult’s Family, resource Family, or ODHS staff are present.

2.5.3.9 In accordance with OAR 419-400-0010(4)(e), OAR 419-450-0020(2), and OAR 419-450-0040, Proposer must ensure that nutritional needs are met for each Child or Young adult served. Proposer’s staff working with food must possess a food handlers card. Proposer must maintain an environment that ensures safety for program staff, Children, and Young Adults

2.5.3.10 Proposer shall provide coaching to Children and Young Adults to support them in addressing individual needs or behaviors that may place the Child or Young Adult at risk, such as exposure to harm, unsafe relationships, substance use, or other actions that could jeopardize their physical and emotional safety.

2.5.3.11 Proposer shall provide guidance or support to the Child or Young Adult’s Family, resource Family, or ODHS staff to help them understand how to best support the Child or Young Adult in their current developmental stage.

2.5.3.12 Proposer shall have the ability to provide non-medical transportation services in accordance with OAR 419-400-0200, as needed in order to facilitate a Child or Young Adult’s participation in services as well as school and recreational, social, and cultural opportunities.

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2.5.3.13 Proposer shall have protocols in place to maintain safety in the Temporary Lodging setting which includes securing all potentially hazardous items at all times and conducting supervision checks, including while Child or Young Adult is sleeping, pursuant to their safety plan.

2.5.3.14 Proposer shall have a structure in place to provide daily reports to the ODHS Contract Administrator and the Child or Young Adult’s ODHS Caseworker each day services are provided from each staff member assigned to a Child or Young Adult.

2.5.3.15 Proposer shall have a system in place to submit written weekly reports to the ODHS Contractor Administrator based on data ODHS requests, such as number of active Service Requests under review, number of Children or Young Adults served during the reporting week, and number of staff and related costs supporting this Contract.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for Evaluation, Proposal must demonstrate how Proposer meets the requirements of this subsection 3.1. Refer to paragraph 3.3.2 “Attachment B ‘Minimum Qualifications’,” below:

3.1.1 Proposer must currently be a licensed Child Caring Agency; and

3.1.2 Proposer must be able to provide services state-wide.

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 “Budget 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 “Responsibility Inquiry,” downloaded from OregonBuys and further described in paragraph 3.3.5.

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3.2.1.6 Attachment F “Certified Disadvantage Business Outreach Plan,” 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 deemed necessary by the Proposer. Refer to 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 rejected as being non-Responsive.

• Attachment C “Technical Response” shall have a maximum page limit of 30 total pages in its entirety for all elements that require a response in subparagraph 3.3.3.2, not including attached resumes (which have an individual page limit of 2 pages each resume).

• Attachment D “Budget and Cost Proposal” shall have a maximum page limit of 10 total pages for Parts 1 and 2 only, not including any financial statements, fiscal or audit reviews, or copies of business plans that may be attached.

3.2.2.2 The following Attachments do not have maximum page limits:

• Attachment A “Proposer Information and Certification Sheet”

• Attachment B “Minimum Qualifications”

• Attachment D “Budget and Cost Proposal” – Part 3 only.

• Attachment E “Responsibility Inquiry”

• Attachment F “Certified Disadvantage Business Outreach Plan”

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

3.2.3 Proposal Format and Quantity

The entire Proposal consists of the Attachments listed in paragraph 3.2.1 “Proposal Submission,” either downloaded from OregonBuys and completed by the Proposer or created and completed by the Proposer in accordance with the instructions in subsection

3.3 “Proposal Requirements”; then, together, formatted into an Adobe Acrobat (.pdf) document or documents and submitted to ODHS through OregonBuys. The complete set of completed Attachments together is what constitutes a complete Proposal.

3.2.3.1 For required responses in Attachment C “Technical Response,” the response shall be clearly labeled with its paragraph/subparagraph number to indicate the item being addressed.

3.2.3.2 Only one copy of the Proposal is required. However, if the Proposer wishes to request any part of their Proposal be exempted from public disclosure and will be submitting Attachment G as part of its Proposal Packet, refer to the requirements in subparagraph 3.2.3.4, below, and paragraph 3.3.7.

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3.2.3.3 Attachment A “The Proposer Information and Certification Sheet” must bear the Proposer’s signature, or the signature of an authorized representative.

Failure of the Proposer or the Proposer’s authorized representative to sign Attachment A may result in rejection of the Proposal as non-Responsive.

3.2.3.4 Attachment G “Exemption from Public Disclosure.” If Proposer believes any of its Proposal is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478) or the Uniform Trade Secrets Act as adopted by the State of Oregon in ORS 192.311 through 192.478, Proposer shall: (a) complete and submit Attachment G “Disclosure Exemption Affidavit” as part of its Proposal Packet; (b) submit an additional exact copy of its Proposal, fully redacted and clearly marked as the “Redacted Version,” simultaneously with the unredacted version in OregonBuys; 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 additional information.

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in accordance with the following, and all other requirements set forth in this RFP. Proposer shall respond and describe the Services to be performed; 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 or considered non-Responsive and not considered further.

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 the form, sign to certify to its truth and accuracy, format as an Adobe Acrobat (.pdf) document, and submit the entire completed and signed form in OregonBuys as the first part of the Proposal Packet.

Failure of the Proposer or their authorized representative to sign Attachment A, which may also infer 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 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-10000-00015419.”

3.3.2.1.2 Proposer shall respond to the requirements of this paragraph 3.3.2 using 12-point Noto Sans, Aptos, or Verdana font, with reasonable page margins and lines reasonably spaced.

3.3.2.2 Attachment B is how the Proposer demonstrates how they meet or exceed the minimum qualifications outlined in subsection 3.1 “Minimum Qualifications.” Proposer shall provide the following as Attachment B:

3.3.2.2.1 A copy of the Proposer’s active Child Caring Agency license issued by ODHS or any other agency in another state with responsibility to license or certify similar services; and

3.3.2.2.2 A statement signed by the Proposer verifying the Proposal is for Work statewide, and services can and will be provided in all areas of Oregon.

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

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 using 12-point Noto Sans, Aptos, or Verdana font, with reasonable page margins and lines reasonably spaced, with the subparagraph number, the requirements of the subparagraph, and its response clearly marked.

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-10000-00015419.”

3.3.3.2 For Attachment C, responses to the following (and Attachment D) will be used to determine how well the Proposer has responded to the requirements of this

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RFP and will be reviewed and Evaluated by an ODHS Evaluation Committee through a scoring and ranking process in accordance with section 5 “Evaluation Process.” The evaluation criteria ODHS will use to evaluate each response is included with the requirement.

Proposer shall respond to the following:

• Qualifications and Organizational Experience

3.3.3.2.1 Describe Proposer’s area or areas of expertise and how it’s aligned with the Scope of Work as described in subsection 2.5. Evaluation Criteria for

3.3.3.2.1 is in paragraph 5.5.1.

3.3.3.2.2 How does the Scope of Work align with the Proposer’s agency’s vision, mission, and values. Evaluation Criteria for 3.3.3.2.2 is in paragraph 5.5.2.

3.3.3.2.3 Describe the services Proposer is currently providing. If not providing any services, please describe why. Evaluation Criteria for 3.3.3.2.3 is in paragraph 5.5.3.

3.3.3.2.4 Provide detailed information on all Proposer’s licensures or certifications Proposer currently has or has had in the past five years, both within and outside the state of Oregon, and include and describe any contracts for similar or related services Proposer has held in the past two years both within and outside the state or Oregon. Describe how these licensures, certifications, and contracts demonstrate Proposer’s ability to meet the requirements of the Scope of Work in this RFP.

Evaluation Criteria for 3.3.3.2.4 is in paragraph 5.5.4.

3.3.3.2.5 Describe Proposers business management experience and current strategies in managing a CCA that includes experience in hiring, on-boarding/training, and retaining staff to meet the required activities for a variety of services.

Evaluation Criteria for 3.3.3.2.5 is in paragraph 5.5.5.

3.3.3.2.6 Describe Proposer’s experience implementing new services. Evaluation Criteria for 3.3.3.2.6 is in paragraph 5.5.6.

3.3.3.2.7 Describe Proposer’s continuous improvement strategies and practices.

Evaluation Criteria for 3.3.3.2.7 is in paragraph 5.5.7.

• Implementation Plan. The responses in this section will be evaluated and scored based on the evaluative criteria described in paragraph 5.5.8:

3.3.3.2.8 Describe major milestones with timeframes to meet requirements as a Mobile CCA Program described in this RFP and to begin services.

Evaluation Criteria for this response is in subparagraph 5.5.8.1.

In conjunction with 3.3.3.2.8, above, your response should also include

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3.3.3.2.8.1 Recruiting and Hiring. Include the staffing model that will be used for a Mobile CCA Program and the plan to maintain staffing capacity throughout the awarded Contract. Describe recruitment, hiring, and retention strategies for staff as well as education and experience requirements (evaluation criteria is in subparagraph 5.5.8.2);

3.3.3.2.8.2 Staff Training. Describe staff training, both initial and ongoing, to include how staff will be trained both in a behavior management model and physical intervention model pursuant to OAR 419-400- 0160 and OAR 419-400-0170, and how staff will maintain the skill and certification (evaluation criteria is in subparagraph 5.5.8.3).

Include the following details:

(a) Explain how the behavior management model is trauma informed and includes de-escalation skills training, crisis prevention skills, positive behavior management and techniques that are focused on helping Children and Young Adults build positive personal relationships and self control and not punishment (evaluation criteria is in subparagraph 5.5.8.4);

(b) Give detail for the rationale for the physical intervention model selected and how it works within Applicant’s program framework (evaluation criteria is in subparagraph 5.5.8.5).

• Continuous Learning. This response will be evaluated and scored based on the evaluative criteria in paragraph 5.5.9:

3.3.3.2.9 Describe how Proposer acquires and maintain knowledge of the latest research and practices around working with Children and Young Adults with complex needs such as trauma-informed care, co-occurring mental health and developmental disorders, skill building, and co-regulation.

• Service and Supervision. The responses in this section will be evaluated and scored based on the evaluative criteria described in paragraph 5.5.10:

3.3.3.2.10 Describe Proposer’s strategy to meet a Child and Young Adult’s safety and supervision needs. Specifically include the following in your response:

3.3.3.2.10.1 How Proposer will ensure and maintain the safety of Children and Young Adults with complex needs while in the Temporary Lodging setting and in the community (evaluation criteria is in subparagraph 5.5.10.1);

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3.3.3.2.10.2 Describe what behaviors or needs, if any, would end Proposer’s consideration for approving a Service Request? Are there other reasons for which a Service Request would be denied (evaluation criteria is in subparagraph 5.5.10.2);

3.3.3.2.10.3 How Proposer will conduct intake and orient Child or Young Adult to staff, expectations, supervision, and routine (evaluation criteria is in subparagraph 5.5.10.3);

3.3.3.2.10.4 How Proposer will instruct staff on the Child or Young Adult’s needs before services begins (evaluation criteria is in subparagraph 5.5.10.4);

3.3.3.2.10.5 How Proposer will provide coaching to Children or Young Adults to address individual needs or behaviors that may place them at risk (evaluation criteria is in subparagraph 5.5.10.5);

3.3.3.2.10.6 How Proposer will provide guidance or support to the Child or Young Adult’s team to help them understand how to best support the Child or Young Adult in their current developmental stage (evaluation criteria is in subparagraph 5.5.10.6);

3.3.3.2.10.7 How Proposer will provide non medical transportation services (evaluation criteria is in subparagraph 5.5.10.7).

• Supporting Holistic Needs. The responses in this section will be evaluated and scored based on the evaluative criteria described in paragraph 5.5.11:

3.3.3.2.11 Describe Proposer’s strategy to meet a Child and Young Adult’s safety and overall well-being needs. Evaluation criteria for this response is in subparagraph 5.5.11.1.

In conjunction with 3.3.3.2.11, above, your response should also include details on the following:

3.3.3.2.11.1 How Proposer will support developmentally appropriate routines and expectations (evaluation criteria is in subparagraph 5.5.11.2);

3.3.3.2.11.2 Proposer’s approach to meals and nutrition (evaluation criteria is in subparagraph 5.5.11.3);

3.3.3.2.11.3 Proposer’s plan to meet the Child or Young Adult’s academic needs, both afterschool or in situations in which a Child or Young Adult cannot physically attend school (evaluation criteria is in subparagraph 5.5.11.4);

3.3.3.2.11.4 Proposer’s plan to provide opportunities for social, recreational and cultural activities (evaluation criteria is in subparagraph 5.5.11.5);

3.3.3.2.11.5 How Proposer will provide services that are culturally responsive (evaluation criteria is in subparagraph 5.5.11.6);

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3.3.3.2.11.6 Proposer’s plan for a daily schedule (evaluation criteria is in subparagraph 5.5.11.7).

• Reporting. This response will be evaluated and scored based on the evaluative criteria described in subparagraphs 5.5.12.1 through 5.5.12.4, which consists of four separate criteria and is worth a maximum of 40 points.

3.3.3.2.12 Describe how Proposer plans to meet the reporting and documentation of this RFP. What procedures will Proposer have in place for managing the budget, tracking data, and ensuring reports are completed timely and submitted to ODHS on time with the information requested?

• Reference Checks.

3.3.3.2.13 Proposer shall provide three references from current or former client firms for similar services performed for any clients within the last five years. References must be able to verify the qualify of previous, related work.

Proposer shall submit the following information for each of the three references:

• Reference Entity;

• Reference contact name and title;

• Contact telephone number;

• Contact email address; and

• Brief description of work performed or services provided.

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

Example questions ODHS may ask references, if contacted:

• For what type of services did you engage Proposer;

• Describe the services listed in your response, above;

• Describe the Proposer’s customer service;

• Describe your satisfaction with the business relationship with Proposer;

• Describe proposer’s methods for problem resolution;

• How likely would you be to use Proposer’s services again;

• With which aspects of Proposer’s services are you the most satisfied;

• With which aspects of Proposer’s services are you the least satisfied;

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• How long have you worked with the Proposer; and

• How well does Propose demonstrate flexibility and a willingness to collaborate

3.3.3.2.15 References will not be scored. However, the results of the reference checks, if conducted, may affect any decisions made by ODHS in selecting successful Proposers.

3.3.3.2.16 References are an important part of the Proposal. Three are requested. If only two are provided, 10 points will be deducted from the Proposal’s final score. If information for only one reference is provided, 20 points will be deducted from the Proposal’s final score.

If no reference information is received, 25 points will be deducted from the Proposal’s final score, and the Proposal may be considered non- Responsive and not considered further.

3.3.3.3 Key Persons and their Resumes

3.3.3.3.1 List each Key Persons to be assigned to the Mobile CCA Program. Key persons shall demonstrate qualifications and experience to perform the Work required.

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.

3.3.3.4 Once complete, the entire Attachment C, including resumes, 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 “Budget and Cost Proposal”

Attachment D “Budget and Cost Proposal” is a three-part form created by the Proposer in accordance with the following.

3.3.4.1 Attachment D consists of three parts:

3.3.4.1.1 Part 1 is a statement and description of Fiscal Management;

3.3.4.1.2 Part 2 is a Budget Summary that describes and explains the Budget, including any start up costs, travel, and the Budget and Cost Proposal in general;

3.3.4.1.3 Part 3 shall be a 1-year representative line-item budget that includes all costs of meeting the Mobile CCA Program requirements, including travel costs, as stated in subsection 2.5 “Scope of Work” and the Proposer’s Proposal.

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3.3.4.2 Proposer shall clearly and prominently display the following at the top of each page of Attachment D:

• The Proposer’s name;

• “Attachment D ‘Budget and Cost Proposal’”;

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

• “RFP S-10000-00015419.”

3.3.4.3 All three parts of Attachment D, (and Attachment C) 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 Attachment D is listed in Subsection 5.6.

Attachment D should be created by the Proposer to account for and be related to the tasks and responsibilities of subsection 2.5 “Scope of Work” and to the Proposer’s Proposal as drafted as a response to the requirements of paragraph 3.3.3 “Technical Response.”

3.3.4.4 For Part 1, Proposer shall respond to the requirements of this paragraph

3.3.4.4 using 12-point Noto Sans, Aptos, or Verdana font, with reasonable page margins and lines reasonably spaced. Response shall not exceed a maximum of two total pages.

Proposer shall respond to the following:

3.3.4.4.1 Describe Proposer’s experience with, and current strategies for, ensuring the Proposer conducts business in a fiscally responsible manner and remains financially solvent through the proposed Contract period.

(evaluation criteria is in subparagraph 5.6.1);

3.3.4.4.2 Identify the staff or board members that have fiscal responsibilities and their specific responsibilities (evaluation criteria is in subparagraph 5.6.2);

3.3.4.4.3 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.

(evaluation criteria is in subparagraph 5.6.3).

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3.3.4.5 For Part 2, Proposer shall respond to the requirements of this paragraph

3.3.4.5 using 12-point Noto Sans, Aptos, or Verdana font, with reasonable page margins and lines reasonably spaced. Response shall not exceed a maximum of four total pages.

Proposer shall respond to the following:

3.3…