S-10000-00015652-0 RFA.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 Applications (“RFA”) under OregonBuys Bid Solicitation Number S-10000-00015652 for

INDIVIDUAL RESIDENTIAL CARE (“IRC”) SERVICES

Date of Issue: February 24, 2026 Opening Date and Time: Friday, May 1, 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

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

SECTION 3: SCOPE OF WORK

3.1 GENERAL PROVISIONS

3.2 REFERRAL AND ADMISSION

3.3 STAFFING REQUIREMENTS AND RESPONSIBILITIES

3.4 INTAKE AND PLACEMENT

3.5 PROGRAM REQUIREMENTS

3.6 CASE PLANNING AND TRANSITION PLANNING

3.7 QUARTERLY MEETING

SECTION 4: PROCUREMENT REQUIREMENTS

4.1 MINIMUM QUALIFICATIONS

4.2 MINIMUM SUBMISSION REQUIREMENTS

SECTION 5: APPLICATION REQUIREMENTS

5.1 ATTACHMENT A “APPLICANT INFORMATION AND CERTIFICATION SHEET”

5.2 ATTACHMENT B “MINIMUM QUALIFICATIONS”

5.3 ATTACHMENT C “TECHNICAL RESPONSE”

5.4 ATTACHMENT D “BUDGET AND COST PROPOSAL”

5.5 ATTACHMENT E “RESPONSIBILITY INQUIRY”

5.6 ATTACHMENT F “DISCLOSURE EXEMPTION AFFIDAVIT”

SECTION 6: SOLICITATION PROCESS

6.1 PUBLIC NOTICE

6.2 PRE-APPLICATION CONFERENCE

6.3 QUESTIONS OR REQUESTS FOR CLARIFICATIONS

6.4 APPLICATION DELIVERY OPTIONS

6.5 APPLICATION DUE

6.6 PUBLIC OPENING

6.7 APPLICATION REJECTION

SECTION 7: REVIEW PROCESS

7.1 RESPONSIVE AND RESPONSIBLE APPLICANT DETERMINATION

7.2 REVIEW COMMITTEE

7.3 REVIEW OF APPLICATIONS

7.4 APPLICATION REVIEW CRITERIA

7.5 RANKING OF APPLICANTIONS

SECTION 8: AWARD AND NEGOTIATION

8.1 AWARD NOTIFICATION

8.2 APPARENT SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

8.3 CONTRACT NEGOTIATION

SECTION 9: ADDITIONAL INFORMATION

9.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

9.2 CERTIFIED FIRM PARTICIPATION

9.3 GOVERNING LAWS AND REGULATIONS

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9.4 OWNERSHIP/PERMISSION TO USE MATERIALS

9.5 CANCELLATION OF RFA; REJECTION OF APPLICATION; NO DAMAGES

9.6 COST OF SUBMITTING AN APPLICATION

9.7 RECYCLABLE PRODUCTS

LIST OF ATTACHMENTS

The response to this RFA, known as the “Application” (and, once accepted in OregonBuys, also known as the “Quote”), consists of a series of completed Attachments, some available for download in OregonBuys and three created by the Applicant as part of their response. Together, this series of completed Attachments are what constitutes a complete Application. The complete set of required attachments is also collectively known as the “Application Packet.”

Attachments available for download in OregonBuys and required as part of the Application:

• Attachment A “Applicant Information and Certification Sheet”

• Attachment E “Responsibility Inquiry”

• Attachment F “Disclosure Exemption Affidavit”

Attachments created by the Applicant in accordance with instructions in the RFA, and required as part of the Application:

• Attachment B “Minimum Requirements”

• Attachment C “Technical Response”

• Attachment D “Budget and Cost Proposal”

To be accepted for Review by an ODHS Review Committee, Attachment B “Minimum Requirements” will be reviewed by the SPC, and those Applications that meet the minimum requirements will be forwarded to an ODHS Review Committee for their Review. Along with Attachment B, the Review Committee will review Attachment C “Technical Response,” in conjunction with Attachment D “Budget and Cost Proposal,” to determine whether the Application meets/does not meet the requirements of the RFA.

Attachment available for download in OregonBuys for Applicant’s Information and not required to be completed and submitted as part of the Application:

• Attachment G “Sample Contract”

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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”), sometimes collectively referred to as “Agency,” is issuing this Request for Application (“RFA”) under the provisions of Oregon Revised Statute (“ORS”) 279B.060 for one or more Individual Residential Care (“IRC”) Programs designed to support Children and Young Adults ranging from 5 to 21 years of age who are in the care and custody of ODHS and have extraordinary needs that require specialized care.

An IRC Program must be a Licensed Child Caring Agency (“CCA”) in accordance with Oregon Administrative Rule (“OAR”) 419-400-005 through 419-400-0310 or licensed by the Office of Development Disability Services (“ODDS”) as a 24-Hour Residential Setting pursuant to OAR 411-325-0010 through 411-325-0490. The IRC Program serves one Client at a time while working towards a recommended care setting or until a more permanent plan can be achieved.

ODHS may provide start-up costs to successful Applicants to support the development of an IRC Program that may include facility costs, initial staff and staffing costs, training costs, supplies, and other related costs as appropriate.

Eligible Applicants include, but are not limited to, community organizations, businesses, and governmental entities as defined as an ORS 190 Agency. ODHS will review Applications from ORS 190 Agencies using substantially similar criteria as described in the RFA, and an ORS 190 Agency awarded an Agreement will be required to comply with all requirements in the Scope and negotiated Statement of Work.

Additional details on the IRC Program are included in section 3 “Scope of Work.”

Responses to this RFA will be reviewed by an ODHS Review Committee to determine whether the Application meets or exceeds the requirements of the RFA using a “meet/does not meet” criteria. There is no scoring of Applications. For those Applications that meet or exceed the requirements of the RFA, Applicant shall begin direct Contract negotiations with the CW Treatment Services program.

Multiple Contracts from this RFA may be awarded. If multiple Contracts and Agreements are awarded, ODHS will make every effort to equally engage each Contractor; however, ODHS makes no guarantee as to the number of Clients who may be referred.

The IRC Program outlined in this RFA is a demonstration/pilot project and the Work is new to ODHS. As such, the Work awarded from this RFA may be increased, decreased, or redefined as the project matures and becomes fully implemented. Contractor’s work relative to this RFA includes an initial 2-year Contract period, known as a service evaluation period, during which ODHS expects to review and determine whether to amend existing Contracts and Agreements for the remainder of the 5-year Contract period. The service evaluation period will include selected assessments of Child and Young Adult outcomes; however, the primary areas for evaluation during this service evaluation period will be focused on implementation and sustainability. Data will be collected from the Contractor and their staff and ODHS Caseworkers to analyze the IRC Program, including the design of the service model, referral issues, identified training needs, and other issues that may arise. The data collection burden for the Applicant is

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1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

Event Date Time

Final Questions or Requests for Clarification Due:

(refer to paragraph 6.3.1)

April 10, 2026 3:00 PM PDT

Answers to Questions or Requests for Clarification Issued:

(refer to paragraph 6.3.2)

No later than April 17, 2026

Application reviewed by an ODHS Review Committee and a decision issued:

(refer to section 7)

In most situations, within 60 business days from receipt of the Application in OregonBuys

Final Opening Date and Time (Applications Due):

(refer to subsection 6.5)

Refer to the RFA cover page

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFA is identified on the Cover Page, along with the SPC’s contact information.

Applicant shall direct all communications related to any provision of the RFA only to the SPC, whether about the technical requirements of the RFA, contractual requirements, the RFA process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

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

ODHS is using its authority under OAR 125-247-0288(2) and Department of Administrative Services (“DAS”) Special Procurement REQ-DA SOBO-00019979 “Class Special Procurement: Request for Application” for these Client Placement Services, and is using a method based to some degree on the Competitive Sealed Proposal method as described in OAR 125-247-0260.

2.2 DEFINITION OF TERMS

For the purposes of this Solicitation document and its processes, capitalized words are defined in OAR 125-246-0110 or as defined below.

2.2.1 “24-Hour Residential Setting” means a residential home, apartment, or duplex, licensed by ODHS under ORS 443.410, where home and community-based services are provided to individuals with intellectual or developmental disabilities.

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A 24-Hour Residential Setting is considered a provider owned, controlled, or operated residential setting.

2.2.2 “Caseworker” means the ODHS staff who is responsible for the coordination of services for an individual Client.

2.2.3 “Child” or “Children,” for the purposes of this Solicitation, means an individual who is 5 years old but under the age of 18. Upon their 18th birthday, an individual with Medicaid eligibility who is in need of services specific to children, adolescents, or young adults shall be considered a Young Adult until age 21 for purposes of this

RFA.

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

• Day treatment for children with emotional disturbances;

• Adoption placement services;

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

• 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.

2.2.5 “Client” means the Child or Young Adult referred by ODHS to receive services under this RFA and awarded Contract.

2.2.6 “Comprehensive Assessment” means documentation on the Child or Young Adult’s needs, strengths, team/family goals, discharge planning, and transition planning. A Comprehensive Assessment also includes documentation of services provided to the Child or Young Adult, incident reports, and monthly progress reporting.

2.2.7 “Developmental Disability” or “DD” has the meaning as defined in OAR 411-320- 0020(12).

2.2.8 “I/DD” means both Intellectual Disability and Developmental Disability.

2.2.9 “Individual Care Committee” or “ICC” means a multi-disciplinary team facilitated by ODHS that identifies a Child or Young Adult who needs additional support and will determine the Child or Young Adult’s eligibility for the IRC Program.

2.2.10 “Intellectual Disability” or “ID” has the meaning as defined in OAR 411-320- 0020(23).

2.2.11 “Key Person” means all direct care staff providing services under the resultant Contract and all managers and supervisors that supervise direct care staff.

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2.2.12 “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)

• Public agencies (as defined in ORS 190.410)

• State agencies (as defined in ORS 190.480)

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

2.2.13 “Psychiatric Residential Treatment Facility” or “PRTF” means a non-hospital facility that provides intensive behavioral health inpatient services to Children and Young Adults who have complex health issues that require more treatment than outpatient settings can offer, as defined in OAR 309-022-0105(74).

2.2.14 “Qualified Residential Treatment Program” or “QRTP” means a specialized residential care facility for Children with significant emotional, behavioral, or mental health needs that use evidence-based, trauma-informed treatment models, in accordance with ORS 418.323.

2.2.15 “Referring Agency,” for the purpose of this Solicitation, means ODHS Child Welfare.

2.2.16 “Review Committee” means members of a group of ODHS and CW Program and licensing experts established by ODHS to assess the viability of an Applicant to provide IRC Services based on Applications received in response to this RFA.

Determinations made by the Review Committee shall be based on relevant Statutes, Oregon Administrative Rules, ODHS and CW policies, and other related standards and protocols. Review Committee members may change and ODHS may have fewer or additional reviewers for each Application reviewed, including those from other ODHS or child welfare disciplines.

2.2.17 “Temporary Lodging” or “TL” means a supervised overnight stay in a hotel, motel, or inn with a Child or Young Adult while ODHS works to resolve the placement crisis. 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.

2.2.18 “Young Adult,” for the purposes of this Solicitation, means an individual 18 through 20 years of age who qualifies for Child Welfare services provided by ODHS.

2.3 OREGONBUYS

OregonBuys is the only delivery option permitted for this RFA (refer to subsection 6.4 “Application Delivery Options”). Applications, also referred to as “Quotes” in OregonBuys, shall be submitted electronically through OregonBuys at: https://OregonBuys.gov/bso https://oregonbuys.gov/bso

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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.

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 an Application (“Quote”) in OregonBuys:

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

If the above links are not an option or are unavailable, 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, one of the principal agencies within ODHS, is responsible for defining and developing safety, well-being, and permanency programs for the administration of child welfare services, coordinating federal programing, proposing child welfare related legislation, and setting standards of practice and expectations by development of administrative rules and policy for the safety, well-being, and permanency of Children. 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, Behavior Rehabilitation Services, adoptive placements, post-adoptive services, and Youth transition services.

2.4.2 IRC Project Overview and Background

The IRC Program is a new initiative designed to support Children and Young Adults who are not able to efficiently access their recommended level of care in settings such as: psychiatric care, settings certified to support children with IDD/DD needs, and/or Qualified Residential Treatment Programs (“QRTP”). Additionally, the IRC Program will serve Children and Young Adults who cannot access any current placement and/or service settings within the continuum of care in Oregon, either because those settings are unavailable or do not meet the Children and Young Adult’s immediate needs. For example: a Child or Young Adult may not qualify for a Psychiatric Residential Treatment Facility (“PRTF”) level of care, yet they have needs, behaviors, or safety considerations preventing them from being supported in other available settings. These are the Children and Young Adults that heavily experience Temporary Living (“TL”) and have extraordinary needs.

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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2.4.3 Purpose

The purpose of the IRC Program is to provide skilled and individualized services to Children and Young Adults with extraordinary needs whose recommended care is not accessible, and who have needs, behaviors, or safety considerations preventing them from being supported in other available settings. An IRC Program shall be operated in a licensed Child Caring Agency (“CCA”) setting or an ODDS licensed 24-Hour Residential Setting, serving one Client at a time while working toward access to recommended care settings or until a more permanent plan can be achieved.

SECTION 3: SCOPE OF WORK

The information set forth in this Section does not include all services that may be required under an IRC Contract. Its purpose is to give a broad overview of required services, tasks, and requirements for an IRC Program. An IRC Contract’s final statement of work will be negotiated between ODHS and the successful Applicant based on this RFA, the Applicant’s successful response, program requirements, and other criteria required by Statue, Administrative Rule, or policy.

After execution of a Contract, the successful Applicant will be designated as a “Contractor.”

3.1 GENERAL PROVISIONS

3.1.1 IRC Services for Children and Young Adults will be referred to the Contractor for services by the Referring Agency, and will be based on the Child or Young Adult’s needs. Services shall be designed to individually address the needs of the Child or Young Adult at various ages and stages of readiness.

3.1.2 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.

3.1.3 All services provided shall be individualized, and shall be inclusive and attentive to:

3.1.3.1 A range of ages;

3.1.3.2 Cultural identities;

3.1.3.3 Sexual orientation; and

3.1.3.4 Actual or perceived gender identity and expression.

3.2 REFERRAL AND ADMISSION

3.2.1 Determination for referrals will be conducted by a multi-disciplinary team facilitated by ODHS’ Individual Care Committee (“ICC”). The ICC will identify a Child

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3.2.2 Contractor shall process referrals from the Referring Agency and be available for intake, admissions, and consultation 24 hours a day, 7 days a week.

3.2.3 Contractor shall respond to the Referring Agency of its admission decision, including denial reason, if applicable, within 24 hours from receipt of the referral.

3.2.4 The Contractor shall not reject any referred Client into its IRC Program that meets admission criteria as long as capacity permits. Referrals will be prioritized by ODHS in partnership with the Contractor.

3.2.5 Children or Young Adults referred may have PRTF authorization or eligibility in other levels of care such as through ODDS.

3.3 STAFFING REQUIREMENTS AND RESPONSIBILITIES

3.3.1 Staffing shall be based on the individual Child or Young Adult’s needs, with the ability to meet a minimum of 3 Contractor’s Staff to1 Child or Young Adult (3:1) ratio requirement.

3.3.2 Supervisor Requirements:

3.3.2.1 Shall meet or exceed the qualifications and competencies required by OHA related to a Qualified Mental Health Associate (“QMHA”) as defined in OAR 309- 019-0105(130) and described in OAR 309-019-0125(13); and

3.3.2.2 Have a minimum of:

3.3.2.2.1 A bachelor’s degree from an accredited college or university and a minimum of two years’ experience serving children or young adults with complex needs, either in Child Welfare, I/DD Services, or in a mental health setting; or

3.3.2.2.2 A combination of two years’ education from an accredited college or university and a minimum of four years’ experience serving children or young adults with complex needs, either in Child Welfare, I/DD services, or in a mental health setting, may be substituted for a bachelor’s degree.

3.3.2.3 If a Supervisor meets only the minimum requirements of a QMHA, Contractor shall ensure that one or more additional service staff meet or exceed the qualifications and competencies of a Qualified Mental Health Professional (“QMHP”) as defined in OAR 309-019-0105(131) and described in OAR 309- 019-0125 (14). Such QMHP-qualified staff must provide ongoing clinical supervision and oversight of the Supervisor who meets only QMHA qualifications.

3.3.2.4 All Supervisors or Managers who supervise Staff that performs any Work under the resultant Contract shall be designated as a Key Person.

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3.3.3 Direct Care Staff Requirements:

3.3.3.1 All Direct Care Staff must meet the following requirements prior to providing services:

3.3.3.1.1 Must meet or exceed the staff qualifications and competencies required by OHA related to a QMHA as defined in OAR 309-019-0105 (130) and described in OAR 309-019-0125(13); and

3.3.3.1.2 Have a minimum of 2 years’ experience supporting children with complex needs.

3.3.3.2 All Direct Care Staff shall be designated as Key Persons.

3.3.4 A minimum of one member of Contractor’s staff shall be designated to support decision making and family engagement, including: integration of family and natural supports into case planning, visitation, supporting Child or Young Adult in developing and strengthening natural relationships, etc.

3.3.5 Staff shall be trained and certified in a crisis intervention system in accordance with OAR 419-400-0160 for CCA settings, or in accordance with OAR 411-325-0350 for ODDS licensed 24-Hour Residential Setting, to safely intervene when Children or Young Adults place themselves or others in risk of imminent harm.

3.3.6 Services provided by the Contractor’s staff requires supervision and skilled interventions, and knowledge or expertise in supports related to those who have the following potential needs:

3.3.6.1 Psychiatric needs or instability, which may include harm to others, self-harm, or suicidal thoughts and behaviors (does not include the actual provision of psychiatric treatment services);

3.3.6.2 Serious aggression requiring physical interventions; and

3.3.6.3 Intellectual Disability and Developmental Disability.

3.4 INTAKE AND PLACEMENT

3.4.1 Placement of the Client in the IRC Program shall be within 24-hours from receipt of the referral.

3.4.2 Placement and care will be in a home like setting that can meet the licensure requirements of a CCA licensed residential building (OAR 419-470-0010 through 419-470-0180); or an ODDS endorsed 24-hour residential setting pursuant to OAR 411-325-0010 through OAR 411-325-0490 and OAR 411-323-0010 through 411-323-0075 for Children or Young Adults eligible, or pending eligibility, for DD services.

3.4.3 Within 48 hours of placement of the Client in the Contractor’s IRC Program, Contractor shall:

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3.4.3.1 Develop a written safety and supervision plan. The safety and supervision plan must identify and address risks, barriers, or concerns regarding the Client’s ability to be safe. It must also assess the appropriate level and type of supervision required both in the placement setting and community.

3.4.3.2 Develop an individualized behavior management plan (“BMP”). The BMP must be tailored to the Client’s unique needs and include clearly defined strategies for both preventing and responding to behaviors that may interfere with the Client’s safety or stability.

3.4.3.3 Develop an individualized service plan (“ISP”) that meets the Client’s needs such as activities of daily living, enhanced supervision, and medical needs.

3.4.4 Within 30 calendar days from Placement, Contractor shall develop a Comprehensive Assessment that documents the Client’s needs, strengths, and goals.

3.4.5 Contractor shall have a “limited ejection policy” that limits the ability of the Contractor from removing or ejecting a Client from the Contractor’s IRC program except for the following reasons:

3.4.5.1 The Client is recommended for psychiatric hospitalization, and a bed is immediately available;

3.4.5.2 Client is incarcerated;

3.4.5.3 Legal action prevents the Client’s return to the Contractor’s IRC program as a perpetuator or victim has been identified to work or live in the placement setting;

3.4.5.4 In closed custody; or

3.4.5.5 Client is placed in a hospitalization setting.

3.5 PROGRAM REQUIREMENTS

Contractor shall:

3.5.1 Maintain staff infrastructure and program operations to allow placement for one Child or Young Adult during periods of vacancy.

3.5.2 Perform services within a trauma-informed environment.

3.5.3 Ensure the physical, emotional and financial safety of Clients

3.5.4 Provide opportunities for parent visits and assist and support sibling contact.

3.5.5 Ensure the Client’s daily basic needs are met, including transportation, educational support, and access to recreational, social and cultural activities

3.5.6 Coordinate services with other providers and professionals to collaborate on strengths, needs, and supports, including:

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3.5.6.1 Facilitating, coordinating, and scheduling medical and mental health/clinical services and providing transportation to appointments;

3.5.6.2 Educational support, and access to recreational, social and cultural activities;

3.6 CASE PLANNING AND TRANSITION PLANNING

3.6.1 Contractor shall develop a supportive re-entry policy that addresses how Contractor will transition Clients back to Contractor’s IRC program after short absences, such as eloping or detention, or from temporary absences when Client goes to an Emergency setting such as a hospital. The policy must be trauma-informed, strength-based, and focus on the safety and stabilization of the Child or Young Adult and address any safety concerns or factors related to the absence.

3.6.2 Contractor shall facilitate a Child and Family Case Planning Team meeting a minimum of twice per calendar month to review services, permanency planning efforts, and timeline to achieve successful transition. Service plans are to be updated to reflect planning efforts. At a minimum, the team should include the Child or Young Adult, their family, including parents, siblings, and kith/kin, service providers, legal representative, Contractor staff, and ODHS staff.

3.6.3 Contractor shall develop a transition plan that describes how the Client will successfully transition from Contractor’s IRC program to the recommended level of care or into the community and identify the aftercare services that will be provided following discharge. The transition plan must be individualized and at a minimum include the following categories: personal growth and social development; family support and healthy relationships; home and community safety; ongoing outpatient services; education; respite; and other supports required to meet the Client’s ongoing needs while focusing on the first six months of discharge and the services necessary to help Child or Young Adult achieve their goals.

3.6.4 Contractor shall provide discharge supports for 180 calendar days after the Client’s discharge date which includes, but not limited to, training or coaching based skill development to support the discharge resource’s ability to meet the needs of the Client.

3.7 QUARTERLY MEETING

Contractor shall participate in quarterly placement redetermination meetings scheduled and facilitated by ODHS.

3.8 PROGRAM MONITORING AND ASSESSMENT

This IRC Program is a pilot/demonstration project. All IRC Services will be evaluated during the initial two-year Contract period of operations to assess the success of implementation and determine sustainability of the IRC Program. The following program outcomes will be reviewed:

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3.8.1 Number of Children or Young Adults discharging from Contractor’s IRC Program to Temporary Lodging, including situations where the Child or Young Adult discharges to an intermediate placement at an Emergency Department and then transitions to Temporary Lodging.

3.8.2 If the service plan reflects transition planning that is practical and actionable, and to the extent possible, supportive of permanency planning.

3.8.3 If Integrated collaboration with the Client and their family team occurred. For example: if ISPs are co-created or partially authored by the Client, their family, and the Caseworker.

3.8.4 If Contractor has strengthened and supported the development of community and natural supports for Clients.

3.8.5 Recommendations for changes in Oregon’s continuum of care for Children and Young Adults based on the Contractor’s experience supporting the Client in IRC..

3.8.6 Number of Children and young adults accepted to the program and if it occurred in a timely and thoughtful manner without unnecessary stays in Temporary Lodgings being used during the referral process;

3.8.7 The outcomes of Contractor identified goals that demonstrate success of the IRC program. Structure of this level of care will be determined by program outcomes and key performance measures.

SECTION 4: PROCUREMENT REQUIREMENTS

4.1 MINIMUM QUALIFICATIONS

To be considered for Review, Application must demonstrate how Applicant meets or exceeds the minimum requirements of this subsection 4.1. Refer to subsection 5.2 “Attachment B ‘Minimum Qualifications’,” below.

4.1.1 Applicant must currently be a licensed Child Caring Agency;

4.1.2 Applicant shall describe how its Supervisors and Direct Care Staff, who are all designated as Key Persons, meets or exceeds the requirements as stated in subsection 3.3 “Staffing Requirements and Responsibilities.”

4.2 MINIMUM SUBMISSION REQUIREMENTS

4.2.1 To be reviewed by an ODHS Review Committee, the Application must contain each of the following elements, further detailed in section 5 “Application Requirements,” below:

4.2.1.1 Attachment A “Applicant Information and Certification Sheet,” downloaded from OregonBuys and further described in subsection 5.1;

4.2.1.2 Attachment B “Minimum Qualifications,” is a form created by the Applicant in accordance with subsection 5.2.

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4.2.1.3 Attachment C “Technical Response,” is a form created by the Applicant in accordance with subsection 5.3.

Attachment C, in conjunction with Attachment B and Attachment D, are the portions of the Application Packet that will be reviewed by the ODHS Review Committee

4.2.1.4 Attachment D “Budget and Cost Proposal” is a form created by the Applicant in accordance with subsection 5.4.

4.2.1.5 Attachment E “Responsibility Inquiry,” downloaded from OregonBuys and further described in subsection 5.5.

4.2.1.6 Attachment F “Disclosure Exemption Affidavit,” downloadable from OregonBuys only if required by the Applicant. If Applicant has no information to request exemption from public disclosure, then Attachment D is not required to be completed and submitted as part of the Application. Refer to subparagraph 4.2.2.5 and subsection 5.6.

4.2.2 Application Format, Quantity, and Information

The entire Application consists of the completed attachments listed in subsection 4.2 “Minimum Submission Requirements,” either downloaded from OregonBuys and completed by the Applicant or created by the Applicant in accordance with the instructions in section 5 “Application Requirements”; then, together, formatted into an Adobe Acrobat (.pdf) document and submitted to ODHS through OregonBuys. The set of completed Attachments, completed and signed by the Applicant, when required, is what constitutes a complete Application.

4.2.2.1 All Applicants shall follow the instructions in section 5 for formatting and completing Attachment B “Minimum Requirements,” Attachment C “Technical Response,” and Attachment D “Budget and Cost Proposal.”

4.2.2.2 Only one copy of the Application is required – unless Applicant is claiming an exemption to Public Disclosure of its Application. If so, refer to subparagraph 4.2.2.5, below, and subsection 5.6 “Attachment F ‘Disclosure Exemption Affidavit,’” and their requirements for a redacted version of the Application.

4.2.2.3 Applicant shall submit its Application electronically through OregonBuys in accordance with subsection 6.4 “Application Delivery Options.” Applicant should refer to subsection 2.3 “OregonBuys” for OregonBuys and electronic submission guidelines and assistance.

4.2.2.4 Attachment A “The Applicant Information and Certification Sheet” must bear the Applicant or the Applicant’s authorized representative’s Signature.

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

4.2.2.5 If Applicant believes any of its Application is exempt from public disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), or the Uniform Trade Secrets Act as adopted by the State of Oregon, which is set forth in ORS 646.461 through ORS 646.475, Applicant shall: (a) complete and

CW IRC RFA (6161-0) v9 / l.thomas Page 16 of 28 submit Attachment F “Disclosure Exemption Affidavit”; (b) submit an additional exact copy of the Application, fully redacted and clearly marked as the “Redacted Version,” simultaneously with the unredacted version; and (c) shall mark as “Confidential” in OregonBuys all attachments to its Application that Applicant believes are exempt from public disclosure. Refer to Subsection

5.6 “Attachment F ‘Disclosure Exemption Affidavit’” for details and information.

SECTION 5: APPLICATION REQUIREMENTS

The Application must include each of the elements listed in this Section, and meet all other requirements set forth in this RFA. An Application that merely offers to provide goods or services may be considered non-Responsive and not considered further.

Application should not include extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Application. Do not include marketing or advertising material in the Application; Applications containing unsolicited marketing or advertising material may receive a lower review score or may be considered non-Responsive and not considered further. Application should be straightforward and address the requests of the RFA.

5.1 ATTACHMENT A “APPLICANT INFORMATION AND CERTIFICATION SHEET”

All Applicants shall download Attachment A from OregonBuys; then complete, sign, format as an Adobe Acrobat (.pdf) document, and submit the entire completed form in OregonBuys as the first part of the Application Packet.

Applicant shall complete the information requested, and sign, or have signed by Applicant’s authorized representative, the Attachment A to certify to its truth and accuracy.

Failure to complete and sign Attachment A, which may also indicate a failure to demonstrate compliance with Oregon Tax Laws, may result in a finding of non-Responsive and the Application not considered further.

5.2 ATTACHMENT B “MINIMUM QUALIFICATIONS”

Attachment B “Minimum Qualifications” is a form created by the Applicant. Once completed, Attachment B shall be formatted into an Adobe Acrobat (.pdf) document, including the Child Caring Agency license, and submitted in OregonBuys as the second part of the Application Packet.

5.2.1 Attachment B is how the Applicant demonstrates how they meet or exceed the minimum qualifications outlined in subsection 4.1 “Minimum Qualifications.”

Attachment B is reviewed and assessed by the SPC and a determination made.

Those Applications that meet or exceed the requirements of subsection 4.1 shall be forwarded to an ODHS Review Committee for review. Those Applications that do not meet or exceed the minimum requirements shall be deemed “non- Responsive” and the Application will not be considered further.

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5.2.2 Applicant shall clearly and prominently display the following at the top of each page of Attachment B:

• The Applicant’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-10000-00015652.”

5.2.3 Applicant shall respond to the requirements of this subparagraph 5.2 using 12-point Noto Sans, Aptos, or Verdana font, with reasonable page margins and lines reasonably spaced.

5.2.4 Applicant shall provide the following as Attachment B:

5.2.4.1 Include a copy of the Applicant’s active Child Caring Agency license issued by ODHS or an agency in another state with responsibility to license or certify similar services; and

5.2.4.2 A description of how each of the Applicant’s Supervisors and Direct Care Staff, who shall all be designated as Key Persons in the resultant Contract, meets or exceeds the requirements at stated in subsection 3.3 “Staffing Requirements and Responsibilities.”

For positions currently open or not yet filled, Applicant shall include the complete position description that includes a comprehensive description of the Work and responsibilities of the position.

5.3 ATTACHMENT C “TECHNICAL RESPONSE”

5.3.1 Attachment C “Technical Response” is a form created by the Applicant. Once completed, Attachment C shall be formatted into an Adobe Acrobat (.pdf) document, and submitted in OregonBuys as the third part of the Application Packet.

5.3.1.1 Applicant shall respond to the requirements of this subparagraph 5.3 on a form created by the Applicant using 12-point Noto Sans, Aptos, or Verdana font, with reasonable page margins and lines reasonably spaced.

5.3.1.2 Attachment C (in conjunction with Attachments B and D) are the parts of the Application reviewed by the ODHS Review Committee and include the Applicant’s responses to the questions and inquiries asked by ODHS in paragraph 5.3.2, below.

5.3.1.3 Applicant must clearly and prominently display the following at the top of each page of Attachment C:

• The Applicant’s name;

• “Attachment C ‘Technical Response’”;

• A sequential page number relative to Attachment C only (may be formatted into

CW IRC RFA (6161-0) v9 / l.thomas Page 18 of 28 the document footer, if preferred); and

• “RFA S-10000-00015652.”

5.3.2 Applicant will respond to the following. Responses will be used to determine how well the Applicant has met or exceeded the requirements of the RFA and its ability to perform IRC Services. Responses will be reviewed and a determination made by the ODHS Review Committee in accordance with section 7 “Review Process.”

5.3.2.1 Regarding Organizational Capacity

Describe the Applicant’s business management experience and past and current strategies in managing a CCA or other type setting serving Children and Young Adults.

Did the Applicants’ experience and capacity to perform the Work described in this RFA include the following? Please explain

• Experience with project coordination and evaluation;

• Experience in hiring, on-boarding/training, and retaining staff to meet the required activities for a variety of services;

• Experience serving children or young adults with diverse needs and identities;

• Experience implementing new services; and

• Capacity to begin and continue the Work for the period described in this RFA.

5.3.2.2 Regarding Fiscal Stability

Describe the Applicant’s experience with and current strategies for ensuring that the Applicant conducts business in a fiscally responsible manner and remains financially solvent through the proposed Contract period. Identify the staff or board members that have fiscal responsibilities. . If the Applicant is a “new” business, defined as being established within the last 24 months, Applicant shall include a copy of a business plan completed within the last year.

5.3.2.3 An Implementation Plan

Provide a comprehensive implementation and management plan that the Applicant intends to follow. Describes how the Applicant will implement their IRC Program and manage and accomplish the major activities of the Scope of Work as described in this

RFA.

5.3.2.4 Applicant Project Philosophy and Approach

Describe your philosophy of positive youth development and how your agency integrates developmentally appropriate and trauma-informed practices when working with Children and Young Adults. Describe how you maintain knowledge of the latest research and best practices for working with Children and Young Adults with extraordinary needs.

5.3.2.5 Services and Case Planning

Describe your ability to provide the skilled and individualized services required of the IRC Program to Children and Young Adults with extraordinary needs. Describe how you

CW IRC RFA (6161-0) v9 / l.thomas Page 19 of 28 will perform the intake, assessment, service, and case and transition planning activities required of the IRC Program. Include how these activities will be performed in collaboration with the Child or Young Adult, the family team, and partners.

Describe how the assessment and services will be individualized and address the Children or Young Adult’s diverse needs, identities, strengths, and goals. Potential needs and identities may include:

• Cultural identity;

• Sexual orientation;

• Gender identity and expression;

• Intellectual and/or developmental disabilities;

• Physical disabilities;

• Mental health symptoms;

• Psychiatric needs or instability, which may include self-harm and suicidality;

• Substance use;

• Sexualized behaviors;

• Adjudicated/non-adjudicated/registered sex offenders;

• Anger/aggression issues;

• Lack of engagement.

5.3.2.6 Staffing

Describe your plan to adequately staff for this service.

5.3.2.7 Regarding Facilities and Location

Describe the facility or building you plan to use to provide IRC Services. Describe how the facility will provide a trauma-informed environment while ensuring Client safety. If you do not already have a facility, be very specific and describe the setting in which IRC will be provided and how you can guarantee your ability to serve the Child and Young Adult referred.

5.3.2.8 Documentation and Reporting

Describe your approach to meeting the reporting and documentation requirements of this RFA. Include the procedures you will use for managing the budget, tracking data, and ensuring reports are completed on time and submitted to ODHS in a timely manner.

Explain how these processes will support ongoing monitoring of program outcomes and ensure compliance with contract requirements.

5.4 ATTACHMENT D “BUDGET AND COST PROPOSAL”

5.4.1 Attachment D “Budget and Cost Proposal” is a form created by the Applicant.

Once completed, Attachment D shall be formatted into an Adobe Acrobat (.pdf) document and submitted in OregonBuys as the fourth part of the Application Packet.

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5.4.2 Attachment D consists of three parts:

5.4.2.1 Part 1 is a statement and description of Fiscal Management, and Applicant shall respond to the inquiries in paragraph 5.4.6, below;

5.4.2.2 Part 2 is a Budget Summary that shall describe and explain the Budget, including any start up costs, travel, and the Budget and Cost Proposal in general in accordance with paragraph 5.4.7, below;

5.4.2.3 Part 3 shall be a 1-year representative line-item budget that includes all costs of meeting the IRC Program requirements as stated in subsection 2.5 “Scope of Work” and the Applicant’s Application, in accordance with paragraph 5.4.8, below.

5.4.3 Applicant shall clearly and prominently display the following at the top of each page of Attachment D:

• The Applicant’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

• “RFA S-10000-00015652”

5.4.4 All three parts of Attachment D, in conjunction with Attachments B and C, will be reviewed by an ODHS Review Committee through the process described in section 7 “Review Process.”

5.4.5 Attachment D should be created by the Applicant to account for and be related to the tasks and responsibilities of section 3 “Scope of Work” and to the Applicant’s Application as drafted in response to the requirements of subsection 5.3 “Attachment C ‘Technical Response’.”

5.4.6 For Part 1 of Attachment D, Applicant shall respond to the requirements of this paragraph 5.4.6 using 12-point Noto Sans, Aptos, or Verdana font, with reasonable page margins and lines reasonably spaced.

Applicant shall respond to the following:

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

5.4.6.2 Identify the staff or board members that have fiscal responsibilities and their specific responsibilities.

5.4.7 For Part 2 of Attachment D “Budget Summary,” Applicant shall respond to the requirements of this paragraph 5.4.7 using 12-point Noto Sans, Aptos, or Verdana font, with reasonable page margins and lines reasonably spaced.

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5.4.7.1 The Budget Summary should address, at a minimum, the following general budget questions, along with other significant costs or areas of expenditure identified by the Applicant that require an explanation.

5.4.7.1.1 Describe any start-up costs requested. Acceptable start-up costs include staff wages, new staff recruitment and new staff wages, human resources expenses, onboarding and training of new staff, technology and equipment, and administrative expenses. Start-up costs must be directly associated with service delivery.

5.4.7.1.2 An overall description and “flow” of the budget and any variables that have been or have yet to be considered or determined. Identify any initial costs, including initial training and technology costs, if any, to be made in year 1 only and will not be required in subsequent years.

5.4.7.1.3 Explain staff and administrative costs, including all benefit and related costs for personnel.

5.4.7.1.4 Explain complete costs for all ongoing technology and Technical Support, if any.

5.4.7.2 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, excluding start-up costs.

5.4.7.3 The Budget Summary shall include a specific section that includes the minimum number of Clients Applicant needs to serve to be financially and fiscally viable, and, if necessary, under what circumstances.

5.4.8 For Part 3 of Attachment D, Applicant shall create a 1-year line-item Budget for the operation and maintenance of providing IRC Services. At a minimum, the budget shall include the following:

5.4.8.1 Identifiable costs for activities described in section 3 “Scope of Work” and the Applicant’s Application, drafted as a response to the requirements of subsection 5.3 “Attachment C ‘Technical Response’.”

5.4.8.2 At a minimum, separate line items for the following: staff and personnel costs;

staff training; supplies; technology; operational costs; administrative and overhead costs; and any start-up costs requested, including staff recruitment and staff training costs and start-up supply costs

5.4.8.3 For all personnel costs, the line-item must include the title of…