S-10000-00016189 Request for Application RFA.pdf

STATE OF OREGON

COVER PAGE

The Oregon Department of Human Services, by and through its

OFFICE OF VOCATIONAL REHABILITATION SERVICES

Is issuing this Request For Applications (“RFA”) under OregonBuys Bid Solicitation Number S-10000-00016189 for

JOB PLACEMENT SERVICES

Date of Issue: October 5, 2026 Final Opening Date and Time: March 31, 2032, at 3:00 PM Pacific Time

Service Begin Date: April 1, 2027 or later

Current JPS Providers must submit an Application no later than January 31, 2027 to avoid a possible gap in service.

Single Point of Contact (SPC): Louie Thomas, ODHS Senior 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.

RFA S-10000-00016189 – VR Job Placement Services

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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: SPECIFICATIONS AND STATEMENT OF WORK

3.1 GENERAL PROGRAM TERMS AND CONDITIONS

3.2 JOB PLACEMENT TRACKS

3.3 STATEMENT OF WORK

3.4 STANDARDIZED FORMS

SECTION 4: MINIMUM REQUIREMENTS TO APPLY

4.1 MANDATORY TRAINING REQUIREMENTS

4.2 REQUIREMENTS FOR ADDITIONAL TRAINING OR CERTIFICATION

4.3 RESUME REQUIREMENT

4.4 APPLICANT INSURANCE REQUIREMENT

4.5 BACKGROUND CHECK REQUIREMENT

SECTION 5: SUBMISSION REQUIREMENTS

5.1 MANDATORY APPLICATION SUBMISSION

5.2 APPLICATION PAGE LIMITS

5.3 APPLICATION FORMAT AND QUANTITY, AND INFORMATION

SECTION 6: ATTACHMENT REQUIREMENTS

6.1 ATTACHMENT A “APPLICANT INFORMATION AND CERTIFICATION SHEET”

6.2 ATTACHMENT B “CONTRACTOR INFORMATION”

6.3 ATTACHMENT C “EMPLOYEE ROSTER”

6.4 ATTACHMENT D “EMPLOYEE QUALIFICATIONS CHECKLIST“

6.5 ATTACHMENT E “RESPONSIBILITY INQUIRY”

6.6 ATTACHMENT F “CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

6.7 ATTACHMENT G “DISCLOSURE EXEMPTION AFFIDAVIT

SECTION 7: RFA PROCESS

7.1 PUBLIC NOTICE

7.2 PRE-APPLICATION CONFERENCE

7.3 QUESTIONS OR REQUESTS FOR CLARIFICATIONS

7.4 APPLICATION DELIVERY OPTIONS

7.5 APPLICATION DUE

7.6 PUBLIC OPENING

7.7 APPLICATION REJECTION

SECTION 8: REVIEW PROCESS

8.1 RESPONSIVE AND RESPONSIBLE APPLICANT DETERMINATION

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8.2 REVIEW COMMITTEE

8.3 REVIEW OF APPLICATIONS

8.4 APPLICATION REVIEW CRITERIA

8.5 RANKING OF APPLICANTS

SECTION 9: AWARD AND NEGOTIATION

9.1 AWARD NOTIFICATION

9.2 APPARENT SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

9.3 NO CONTRACT NEGOTIATION

SECTION 10: ADDITIONAL INFORMATION

10.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

10.2 CERTIFIED FIRM PARTICIPATION

10.3 GOVERNING LAWS AND REGULATIONS

10.4 STEVENS AMENDMENT

10.5 OWNERSHIP/PERMISSION TO USE MATERIALS

10.6 CANCELLATION OF RFA; REJECTION OF APPLICATION; NO DAMAGES

10.7 COST OF SUBMITTING AN APPLICATION

10.8 RECYCLABLE PRODUCTS

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LIST OF ATTACHMENTS

The response to this RFA, known as the “Application,” consists of a series of Attachments downloaded from OregonBuys, Oregon’s e-procurement system. Once the Attachments are completed, the Applicant submits the Application to ODHS through OregonBuys. Once successfully uploaded, the Application is considered “received” by ODHS.

The complete set of required Attachments is also collectively known as the “Application Packet.”

The Application Packet consists of the following Attachments:

• Attachment A “Applicant Information and Certification Sheet”

• Attachment B “Contractor Information”

• Attachment C “Employee Roster”

• Attachment D “Employee Qualifications Checklist”

• Attachment E “Responsibility Inquiry”

• Attachment F “Certified Disadvantaged Business Outreach Plan”

• Attachment G “Disclosure Exemption Affidavit” if determined necessary by

Applicant (refer to subsection 6.7, “Attachment G ‘Disclosure Exemption Affidavit’.”)

With the exception of possibly Attachment G, all of the Attachments listed above must be included to constitute a complete Application.

In addition, the following Attachment is available for download in OregonBuys for the Applicant’s Information. Attachment H “Sample Contract” is substantially similar to the final Job Placement Services (“JPS”) Contract that ODHS will execute with successful Applicants, who will then be known as “Contractors.” The Sample Contract has important terms and conditions that may not be fully described in the RFA, and the Applicant is encouraged to read it before submitting an Application.

• Attachment H “Sample Contract”

The “Sample Contract” itself is informational and not required to be completed or submitted as part of the Application Packet.

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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 Vocational Rehabilitation Services (“VR”), sometimes collectively referred to in this Request for Application (“RFA”) as “Agency,” is issuing this RFA under the provisions of Oregon Revised Statute (“ORS”) 279B.060 for multiple Job Placement Services (“JPS”) Contractors to provide JPS to Individuals referred by VR. This RFA is available to businesses, non-profit organizations, and self-employed individuals who meet the experience, education, and training requirements to provide employment support services to persons with disabilities.

The Work of all Contracts resulting from this RFA shall be performed with no variance from how it’s established and defined in the RFA and Sample Contract (Attachment H) unless the Work is changed by written Amendment and effective with all JPS Contractors. The Work has been established by ODHS; the purpose of this RFA is finding qualified vendors to provide the services under Contract as described in section 3 “Statement of Work” and Attachment H “Sample Contract.”

ODHS anticipates the award of multiple Contracts from this RFA and all will become effective on April 1, 2027 or later. The term of Contracts awarded shall end on March 31, 2032, based on ODHS’ satisfaction with the Contractor’s performance and other Program requirements and standards.

Please note that, in accordance with House Bill (“HB”) 4016, passed by the 2026 session of the Oregon Legislature, prior to execution of a JPS Contract, all successful Applicants will be required to certify that the Applicant and each owner holding at least 20% ownership interest in the awarded entity is in full compliance with Oregon tax law as described in ORS 305.380. For those Contracts that exceed $250,000, whether originally or by amendment during the course of the Contract period, the successful Applicant must submit tax compliance certificates from the Oregon Department of Revenue for the provider AND any owner holding at least 20% ownership interest in the awarded entity, dated no earlier than 6 months prior to Contract or Amendment execution.

All current JPS Contracts expire on March 31, 2027, and current JPS Contractors must reapply by responding to this RFA and being awarded a new JPS Contract to continue to provide JPS services beyond that date. Applications from current JPS Contractors shall be received and accepted in OregonBuys no later than 3:00 PM PST on January 31, 2027, to avoid a possible open gap in Contract coverage. Applications will be accepted from current JPS Contractors after January 31st, but ODHS cannot guarantee a new Contract will be executed in time to avoid a gap in service. If a new Contract is

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All Applications received will be initially reviewed and accepted based primarily on meeting the requirements of section 4 “Minimum Requirements to Apply.”

Those Applications that meet Minimum Requirements shall then be reviewed by an ODHS Review Committee to determine compliance with section 5 “Submission Requirements” and section 6 “Attachment Requirements.” Those that are determined to be in compliance, including Background Check requirements, shall then be offered a JPS Contract upon acceptance of the terms and conditions described in section 3 “Statement of Work” and Attachment H “Sample Contract.”

To submit an Application, all Applicants must be registered with the OregonBuys eProcurement system. Applications will only be accepted electronically through OregonBuys in accordance with subsection 7.4 “Application Delivery Options.” No manual, hard-copy, hand-delivered, or emailed Applications will be accepted. Refer to guidelines in subsection 2.3 “OregonBuys” for OregonBuys assistance. Registration with OregonBuys is not required to view the RFA document, but you must be registered to download and submit an Application.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time, and are subject to change.

Event Date Time

Answers to Questions or Requests for Clarification issued:

(refer to paragraph 7.3.3)

In most situations, within 5 business days of receipt.

Final Questions or Requests for Clarification due:

(refer to paragraph 7.3.2)

December 31, 2031

Application reviewed by an ODHS Review Committee:

(refer to section 8)

In most situations, within 30 business days from receipt of the Application in OregonBuys.

Final date for current JPS Contractors to submit an Application to avoid an open gap in Contract coverage. No service can be provided in an open gap.

(refer to subsection 7.5)

January 31, 2027 3:00 PM PST

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Final Opening Date and Time (Date and Time after which Applications will no longer be accepted by ODHS or OregonBuys):

(refer to subsection 7.5)

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 Oregon Administrative Rule (“OAR”) 125-246-0170(2).

The method ODHS is using is in accordance with its authority under Department of Administrative Services (“DAS”) Special Procurement REQ-DA SOBO-00019979 “Class Special Procurement: Request for Application” for these Client Services.

2.2 DEFINITION OF TERMS

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

Note that the terms “Applicant” and “Contractor” may used interchangeably throughout this RFA when assigning responsibility to Work. The term “Applicant” refers to the application phase of acceptance, review, evaluation, decision, and negotiation; the term “Contractor” refers to a successful Applicant under Contract with ODHS to provide Job Placement Services.

2.2.1 “Applicant” means an individual or business entity that has submitted an Application to ODHS through the OregonBuys e-procurement system in response to a Request for Application.

2.2.2 “Authorization for Purchase” or “AFP” means a document created by VR in the Oregon Rehabilitation Case Automation (“ORCA”) system that allows expenditures to occur on behalf of a Participant. An AFP serves as VR’s authorization to a Contractor or Participant for the purchase of goods or services if certain terms or conditions are met.

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2.2.3 “Coaching in Support of Pre-Employment Transition Services” or “Coaching in Support of Pre-ETS” means one-on-one coaching that is only available to Students with a Disability who are eligible for VR services and have an authorized Work Based Learning Experience (“WBLE”) service included in a signed Individualized Plan for Employment (“IPE”). Students with a Disability must require Coaching for the entirety of the WBLE to qualify for this service.

2.2.3.1 Contractor shall assist the Student with a Disability in performing the tasks assigned during the WBLE, and if needed and in accordance with the approved IPE, shall also participate in Pre-Employment Transition services (“Pre-ETS”);

2.2.3.2 Coaching in Support of Pre-ETS as a program service is only allowable for WBLE when the Student with a Disability is determined eligible by VR and has a signed IPE with VR.

2.2.4 “Community Based Work Assessments” or “CBWA” means a community-based opportunity that evaluates specific vocational skills and tasks, and determines accommodations needed for success in the desired employment field.

2.2.5 “Competitive Integrated Employment” or “CIE,” in addition to its meaning in OAR 582-001-0010(18), means Work that:

2.2.5.1 Is performed on a full-time or part-time basis, including self-employment, and for which an Individual is compensated at a rate that is not less than the higher of the rate specified in section 6(a)(1) of the Fair Labor Standards Act of 1938 [29 U.S.C. 206(a)(1)] or the rate required under the applicable state or local minimum wage law for the place of employment;

2.2.5.2 Is not less than the customary rate paid by the employer for the same or similar work performed by other employees who are not Individuals with Disabilities, and who are similarly situated in similar occupations by the same employer and who have similar training, experience, and skills;

2.2.5.3 Is eligible for the level of benefits provided to other employees;

2.2.5.4 Is at a location typically found in the community;

2.2.5.5 Where the employee with a disability interacts for the purpose of performing the duties of the position with other employees within the particular work unit and the entire work site, and, as appropriate to the

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2.2.5.6 Presents, as appropriate, opportunities for advancement that are similar to those for other employees who are not Individuals with Disabilities and who have similar positions.

2.2.6 “Contractor,” in addition to the definition in OAR 125-246-0110(35) and for the purpose of this RFA only, means an Applicant, whether a person or Company, who has submitted an Application that has been accepted and approved by ODHS, and has executed a Contract with ODHS to provide JPS service. The Contractor, through the Contract, has agreed to legally enforceable terms and conditions under which the Contractor supplies products or performs services according to ODHS’ specifications and for the purpose of accomplishing the results ODHS intends.

2.2.7 “Contractor Signee” means the Applicant or Contractor, or any authorized representative that holds the responsibility for delivering and signing any Solicitation or Contract documentation on behalf of the Applicant or Contractor.

2.2.8 “Core Competency” means the foundation of an employment professional’s knowledge and are intended to be part of the larger organizational training and competency plan for individuals who deliver employment services. Demonstration of competency under this Contract shall be achieved by completing the 12 online Core Competency modules referenced in subsection 4.1 “Mandatory Training Requirements,” below, prior to the Contractor providing services under any resulting JPS Contract.

2.2.9 “Customized Employment” means competitive integrated employment for an Individual with a significant disability based on an individualized determination of the unique strengths, needs, and interests designed to meet the specific abilities of the Individual and the business needs of the employer. Customized Employment is accomplished through flexible strategies, such as:

2.2.9.1 Working with an employer to facilitate Placement;

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2.2.9.2 Customizing a job description based on current employer needs or on previously unidentified or unmet employer needs;

2.2.9.3 Developing a set of job duties, a work schedule, job arrangement, and the specifics of supervision, including performance evaluation and review and determining a job location; or

2.2.9.4 Using a professional representative chosen by the Individual, or if the Individual has elected self-representation, to facilitate Placement.

2.2.10 “Employee Roster” is Attachment C, a VR standardized form, completed and submitted to ODHS by the Applicant, that lists the names of those the Applicant requests to be authorized by ODHS to provide Job Placement Services under the Contractor’s resulting JPS Contract and subject to its terms and conditions. Those named shall include the Applicant and Contract Signee, if different, and the names of the Applicant’s management, staff, and others, including any individuals providing services by an ODHS-approved subcontractor, including their dates of hire.

2.2.10.1 An initial Employee Roster, as Attachment C, is required to be submitted as part of the Application Packet, in accordance with subsection 5.1 “Mandatory Application Submission,” below.

2.2.10.2 If the Application is successful and a JPS Contract is executed between the parties, for the entire Contract period, Contractor shall immediately resubmit Attachment C directly to the VR Contract Administrator for any additions or deletions from the list, or changes to the Contractor, the names of the Contractor’s management, staff, or to any personnel working for an ODHS-approved subcontractor.

The revised Attachment C shall be received by the ODHS Contract Administrator prior to any post-change Work being performed by the Contractor. The revised Attachment C shall be sent to the following:

vr.contractinquiries@odhs.oregon.gov

2.2.11 “Employment Network” or “EN” means an entity that enters into an agreement with the Social Security Administration (“SSA”) to either provide or coordinate the delivery of services to Social Security disability beneficiaries. ODHS, working by and through its Office of Vocational Rehabilitation Services, is an officially SSA-designated Employment Network

2.2.12 “Individualized Plan for Employment” or “IPE,” in addition to its meaning in OAR 582-001-0010(43), means a plan for attaining an Individual's vocational objective. The IPE identifies services necessary to mailto:vr.contractinquiries@odhs.oregon.gov

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2.2.13 “Individual with a Disability” or “Individual” has the same meaning as OAR 582-001-0010(39), or, as applicable, OAR 582-001-0010(40).

2.2.14 “Individual with a Most Significant Disability” has the same meaning as

OAR 582-001-0010(41).

2.2.15 “Individual with a Significant Disability” has the same meaning as OAR 582-001-0010(42).

2.2.16 “Informed Choice,” in addition to its meaning in OAR 582-001-0010(45), means that an Individual, and any guardian or representative, who applies for VR Services or is eligible to receive VR Services, shall be an active and full partner throughout the vocational rehabilitation process, as defined in 34 CFR Subtitle B, Chapter III, Part 361, Subpart B, §361.52. Informed Choice also means the VRC clarifies choices by: using the preferred language of the Applicant or Participant; uses rehabilitation counseling knowledge and skills; and the Individual receives sufficient information to make a decision concerning the rehabilitation process and CIE opportunities.

2.2.17 “Job Coach” means the person who provides Job Coaching Services and provides the necessary prompts, develops natural supports for long-term success, and works with the employer toward a more effective working relationship with the Participant.

2.2.18 “Job Coaching Services” means those services authorized by the VRC and provided by the Job Coach to teach the Participant the essential skills necessary to complete required job tasks beyond what is normally provided by the employer. Job Coaching Services include “onboarding activities,” defined as necessary assistance with activities such as attending new hire trainings, developing strategies to ensure comprehension of new hire expectations, and one-on-one review and study of employee manuals and job-related materials. Job Coaching Services may also include job related tasks such as basic work etiquette, job related time management, hygiene, organizational skills, task analysis, self-advocacy, and disclosure.

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2.2.19 “Job Placement Plan” means the VR standardized form, as defined in subsection 3.4 “Standardized Forms,” below, that defines the Participant’s documented work conditions and involvement for success on the job. The Job Placement Plan shall include the number of hours and job types, address the information in the Referral form, and outlines the unique set of steps Contractor will take for Placement and Retention in CIE.

2.2.20 “Job Placement Services” means activities to be completed by the Contractor, after acceptance of the Referral and the Job Placement Plan by the VRC, that are needed to obtain CIE. Job Placement Services shall include all work outlined and accepted in the Referral form, all strategies and methods outlined in the Job Placement Plan, and any additional meetings necessary to accomplish the work.

2.2.21 “Job Placement Services Contract Training” or “JPSCT” references the two Contractor training courses relative to Job Placement Services. Direct Service training is intended to develop the knowledge and skills necessary for providing services to VR Participants, and Contract Overview training provides information regarding VR Program and requirement changes from the previous program structure and Contract.

2.2.22 “Job Retention Plan” means the VR standardized form, as defined in subsection 3.4 “Standardized Forms,” that defines how the Contractor will support the Participant’s needs in maintaining CIE.

2.2.23 “Job Search Assistance” or “JSA” is a service provided by the Contractor instead of Job Placement Services when the Participant requires job search assistance. Job Search Assistance includes helping facilitate the Participant’s use of community resources in their independent job search.

2.2.24 “Job Stability” means the Participant, VRC, and employer agree that the job is satisfactory, the Participant is adequately performing the duties of the job to the Participant’s and employer’s satisfaction, the job continues to match the vocational goal and number of hours listed on the IPE and Job Placement Plan, and long-term supports have been defined and are in place, if needed.

2.2.25 “Monthly Job Placement Report” means the VR standardized report form, as defined in subsection 3.4 “Standardized Forms,” completed by the Contractor and provided to the VRC, describing the effectiveness and progress of the steps and expectations outlined in the Job Placement Plan.

2.2.26 “Monthly Job Retention Report” means the VR standardized report form, as defined in subsection 3.4 “Standardized Forms,” below, completed

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2.2.27 “On the Job Training” or “OJT” means a type of training provided to a Participant in the work-setting by an employer. Job Placement is achieved and paid for when OJT is complete, and permanent Job Placement is achieved. Contractor will not be paid for OJT under this Contract.

2.2.28 “Oregon Forward,” formerly known as a “Qualified Rehabilitation Facility,” means a qualified nonprofit agency as defined in ORS 279.835 through 279.855.

2.2.29 “Participant” means a Reportable Individual, as defined in OAR 582-001- 0010(61) and sometimes referred to as “Client,” who has been determined by VR to be eligible for VR Services and can benefit from rehabilitation services to assist in achieving CIE.

2.2.30 “Placement,” for the purposes of this Contract, means obtaining CIE with the Participant’s agreed-upon vocational goal and the hours the Participant requests to work, as documented in the Referral form and the Participant’s Job Placement Plan.

2.2.31 “Pre-Employment Transition Services” or “Pre-ETS” means the earliest set of services offered by VR, and are short-term and intermittent in nature.

The intent of Pre-ETS is for Students with Disabilities to learn skills which help them explore, narrow, or refine a career goal. Eligibility for Pre-ETS, the type and durations of Pre-ETS, and services in support of Pre-ETS may only be authorized by an employee of VR.

2.2.32 “Qualified Entity” or “QE” has the same meaning as OAR 407-007- 0210(7), and “means a community mental health or developmental disability program, local health department, or an individual, business, or organization, whether public, private, for-profit, nonprofit, or voluntary, that provides care, including a business or organization that licenses, certifies, or registers others to provide care.”

2.2.33 “QE Designee” or “QED” has the same meaning as OAR 407-007-0210(8), and “means an approved Subject Individual (“SI”) appointed by the QE’s appointing authority to handle background checks on behalf of the QE.”

2.2.34 “Referral” means the VR standardized Referral form, as the form is defined in subsection 3.4 “Standardized Forms,” below, that has been issued to the Contractor. The Referral will include the Participant’s vocational goal, amount of work hours per week desired by the Participant, VR JPS RFA (6234-0) v12 / l.thomas Page 14 of 57 DAS Procurement Services, Version 4.5 March 31, 2023 disability barriers, predetermined Job Placement Services Track, all approved required Services available under the JPS Contract, and additional elements necessary for Contractor to make an informed decision whether to accept or deny the Referral.

2.2.35 “Retention” means an array of individualized services provided to the Participant by the Contractor while working with the Participant and employer to determine issues and solutions for on the job issues to ensure Participant’s employment success.

Retention includes ongoing and routine engagement of the employer and Participant to identify issues affecting job performance and to establish a plan for remediation, allowing the Participant to make changes to maintain CIE based on the Participant’s preference of disclosure. Retention has been successfully achieved when the Participant has reached 90 days of successful CIE and Job Stability. If this is Supported Employment, transfer to long-term supports has occurred.

2.2.36 “Self-Placement” means a Participant discovers a job lead, applies, interviews, and obtains CIE on their own without assistance from a Job Placement Services Contractor. Self-Placement may occur at the same time as Job Placement Services.

2.2.37 “Student with a Disability,” in addition to the definition in OAR 582-001- 0010(70), means an individual with a disability in a secondary, post-secondary, or other recognized education program who falls within the age requirement of 14 to 21 years of age, and is either eligible for or already receiving special education or related services, has a 504 plan, or has a documented disability from a qualified professional.

2.2.38 “Subcontractor” means an individual or Company that has a formal or informal agreement or understanding with the Contractor to perform all or part of the Work defined in the Contract. Contractor shall receive ODHS’ written authorization prior to entering into any subcontracting relationship.

Despite the relationship between the Contractor and its subcontractors, the Contractor remains fully responsible for the successful execution and completion of the Work of the Contract and remains subject to its terms and conditions.

2.2.39 “Subject Individual” or “SI” has the same meaning as defined in OAR 407-007-0210(10).

2.2.40 “Supported Employment,” in addition to the definition defined in OAR 582-072-0020, means Competitive Integrated Employment for Individuals with a Most Significant Disability, including youth with a Most Significant

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Disability, who:

2.2.40.1 Have historically not had opportunities for Competitive Integrated Employment, or employment has been interrupted or intermittent because of a significant disability, and

2.2.40.2 Because of the nature and severity of their disabilities, need intensive supported employment services and long-term supports after the transition from support by VR through another agency.

2.2.41 “Targeted Vocational Assessment” or “TVA” means a community-based opportunity that evaluates specific vocational skills, tasks, and determines accommodations needed for success in the desired employment field.

2.2.42 “Ticket to Work” or “TTW” means the employment program created by the Ticket to Work and Work Incentives Improvement Act of 1999, administered by the Social Security Administration. The TTW Program supports career development for people ages 18 through 64 years of age who receive Social Security disability benefits and want to work. The TTW Program helps people with disabilities move toward financial independence and connects them with the employment services and support they need to succeed in the workforce.

2.2.43 “Work-Based Learning Experience” or “WBLE” means an experience outside the traditional school setting, including internships, that is provided in an integrated environment in the community to the maximum extent possible.

2.2.44 “Vocational Rehabilitation” or “VR” means the State program within the Oregon Department of Human Services, responsible for carrying out the responsibilities specified in ORS 344.511(13).

2.2.45 “Vocational Rehabilitation Counselor” or “VRC” means an Individual employed by ODHS as a Vocational Rehabilitation Counselor in VR, consistent with 34 CFR Subtitle B, Chapter III, Part 361, subpart B, Administration §361.18.

2.3 OREGONBUYS

OregonBuys is the only delivery option permitted for this RFA (refer to subsection 7.4 “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 an RFA; but you do need to be registered as a “Vendor” to download and respond to an RFA.

2.3.1 OregonBuys Terminology

2.3.1.1 “Bid” or “Bid Solicitation,” for the purpose of this RFA, means the RFA. The Bid Solicitation number S-10000-00016189, is ODHS’ request for qualified Applicants to submit an Application to provide Job Placement Services.

2.3.1.2 “Opening Date and Time” is the date Applications are due and time after which Applications will no longer be accepted by ODHS or OregonBuys.

2.3.1.3 “Quote” is the Application submitted by the Applicant in response to this RFA.

2.3.1.4 “Vendor” refers to the Applicant, the public or private entity that registers in OregonBuys to respond to the RFA or view awarded Contracts and Agreements.

2.3.2 OregonBuys Resources

2.3.2.1 For Assistance with OregonBuys (Vendor Help Desk):

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

2.3.2.2 OregonBuys Vendor Resource Page:

https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx

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 Agency Overview

ODHS’ Office of Vocational Rehabilitation Services is responsible for the administration and operation of Oregon’s rehabilitation programs. VR provides assistance to Individuals experiencing a wide variety of disabilities, in service settings that include employment readiness, youth transition, and direct vocational support through its Vocational Rehabilitation Counselors (“VRC”). VR provides services to eligible Oregonians with disabilities consistent with their strengths, resources, priorities, concerns, abilities, capabilities, interests, and Informed Choice.

2.4.2 Purpose

The resulting outcomes-based Contract with qualified Applicants will provide Competitive Integrated Employment Job Placement Services to VR Participants referred by VR to the Contractor.

mailto:suppliersupport@periscopeholdings.com https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx

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SECTION 3: SPECIFICATIONS AND STATEMENT OF WORK

Contractor’s provision of the tasks, services, and deliverables described in this RFA must meet the highest performance standards prevalent in the industry or business of providing Vocational Rehabilitation Job Placement Services. Contractor affirms they are qualified to provide these Job Placement Services, and will provide CIE services to Participants referred to the Contractor by VR.

Note that the terms “Applicant” and “Contractor” may be used interchangeably in this Section 3.

3.1 GENERAL PROGRAM TERMS AND CONDITIONS

3.1.1 Authorized to Perform Work

Any person or entity, whether the Applicant, the Applicant’s management, staff, and all subcontractors, if any are permitted by ODHS, and their personnel, must be specifically authorized by ODHS to perform Job Placement Services under the terms and conditions of any resulting Job Placement Services Contract.

3.1.2 No Independent Negotiation of Work

Contractor is prohibited from negotiating with any VR Branch Manager, Vocational Rehabilitation Counselor (“VRC”), or any VR administrative or support staff, for any changes in the Statement of Work in this RFA or in any resulting JPS Contract; or for negotiating for any services not specifically in this RFA document or in any resulting JPS Contract. No Individual or independent negotiations are permissible.

3.1.3 Non-HIPAA Confidentiality Statement

ORS 344.600, ORS 411.320(1), OAR 582-030-0010(2), OAR 407-014-0010(4), and OAR 407-014-0020(2), in accordance with federal rule 34 CFR 361.38(b), allows VR to use necessary non-HIPAA Client information without authorization for purposes directly connected to the administration of vocational rehabilitation services and programs.

3.1.4 Subcontracting

Contractor must obtain written authorization from the VR Contract Administrator prior to any subcontracting or offers to any entity for subcontract work.

3.1.5 Contractor Requirement for Continuing Education Credits (“CEC”)

Contractor, Contractor’s employees, staff, and all approved Subcontractors, if any are authorized by ODHS, and their staff that are providing services to ODHS Clients

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A list of ODHS-approved CEC is available at:

https://www.oregon.gov/odhs/providers-partners/idd/Documents/department-approved-employment-service-provider-training-courses.pdf

Contractor may submit a request for approval to VR to us alternative trainings towards the required CEC’s.

3.1.6 Performance Standards, Specifications, and Expectations

ODHS will conduct Performance Evaluations and other determinations and assessments of JPS Contracts, JPS Contractors, and different aspects of the JPS workflow and workload.

3.1.6.1 Contractor shall establish a system through which Participants may present grievances about the performance of services by the Contractor. Contractor shall maintain a record of grievances and their disposition, and provide information to ODHS upon request. At initiation of service, Contractor shall inform the Participants, in writing, of the grievance process. Contractor shall notify ODHS of all Participant grievances unresolved after 30 calendar days of receipt by the Contractor. Record of grievances must be retained for the life of the Contract.

3.1.6.2 Failure by Contractor to fully cooperate and participate in ODHS analysis, program service adjustments, research, data collection, evaluations, monitoring, or auditing shall be considered “in default” and ODHS may issue a Stop-Work Order or a Request to Cure letter to the Contractor, or, at the discretion of ODHS, terminate the Contract in accordance with Attachment H “Sample Contract,” Exhibit B “Standard Terms and Conditions,” section 10 “Default; Remedies;

Termination,” subsection (a) “Default by Contractor.”

3.1.6.3 Contractor shall attempt to resolve any disputes regarding the performance of services with the relevant ODHS VR Branch Manager. If resolution cannot be achieved, Contractor has the right to request review by the ODHS VR Contracts Team and the ODHS Business Operations Manager or designee. The decision of the ODHS VR Business Operations Manager or designee is final.

3.1.6.4 If, in the judgement of ODHS, the Contractor is unable to successfully fulfill service delivery requirements or maintain service standards, ODHS https://www.oregon.gov/odhs/providers-partners/idd/Documents/department-approved-employment-service-provider-training-courses.pdf https://www.oregon.gov/odhs/providers-partners/idd/Documents/department-approved-employment-service-provider-training-courses.pdf

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3.1.6.4.1 A corrective action plan will be developed by ODHS, which will include a technical assistance period and an overall time-frame within which Contractor must take the necessary actions to remedy or cure issues identified by ODHS. The actions must be shown to have affected the desired result of meeting requirements relating to the agreed upon action plan. Performance progress and status may be assessed at regular intervals.

3.1.6.4.2 Unless an emergency situation exists requiring immediate response, Contractor shall respond to the corrective action plan, in writing, within ten calendar days of receipt, notifying ODHS of the actions the Contractor will take, including time-frames, to cure issues identified by ODHS and comply with the corrective action plan.

3.1.6.4.3 Failure by Contractor to respond to the written corrective action plan from ODHS, or to fulfill the agreed upon actions within the corrective action plan to ODHS’ satisfaction, may result in termination of the Contract in accordance with Attachment H “Sample Contract,” Exhibit B “Standard Terms and Conditions,” section 10 “Default; Remedies; Termination,” subsection (a) “Default by Contractor.”

3.1.6.5 All official reports and concerns pertaining to Contractor’s performance shall be made in writing to the Contractor and signed by the ODHS VR Business Operations Manager or their designee.

3.1.6.6 In the event the federal government, the Oregon Secretary of State’s Office, or ODHS finds the Contractor has not followed applicable federal or state regulations, or has failed to meet its obligations under the Contract, ODHS may commence such remedial action as it reasonably believes is appropriate, including its rights under Attachment H “Sample Contract,” Exhibit B “Standard Terms and Conditions,” section 10 “Default; Remedies; Termination” to terminate the Contract.

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3.2 JOB PLACEMENT TRACKS

3.2.1 Job Placement Services Track 2 – Supported Employment

Track 2 is designed for Participants with Significant Disabilities who demonstrate motivation but lack the ability to be competitive in the job market, such as difficulty multi-tasking, or who demonstrate lower productivity levels than others who perform similar work tasks in a CIE environment. Track 2 Participants may require more flexible strategies, such as working with employers to facilitate Placement, customizing a job description based on existing or unidentified employer needs, developing a set of job duties, modifying the work schedule, and arranging for provision of job supports, among other strategies.

3.2.2 Job Placement Services Track 3 – Customized Supported Employment

Track 3 is intended for supported employment Participants with the Most Significant Disabilities who exhibit the most significantly challenging functional limitations. There is no specific job description with intensive support and customized supported employment. Contractors must negotiate with the employer to create a job where the Participant can use their skills to benefit the employer.

The Contractor will help the Participant develop their job description and support the development of supports at the worksite.

3.3 STATEMENT OF WORK

The Work described in this subsection 3.3 “Statement of Work” will be substantially similar, if not identical, to the Statement of Work for all resulting JPS Contracts as defined in Attachment H “Sample Contract” and is non-negotiable. Any changes to the Statement of Work, whether in this RFA or in the resulting JPS Contract, will be made by a formal Amendment, and be applicable to all Job Placement Services Applicants and Contractors.

3.3.1 REFERRAL FOR SERVICE

3.3.1.1 Prior to a Referral being issued to a Contractor, the VRC may request one or more JPS Contractors, including the Contractor, to voluntarily meet with the Participant, at no cost to VR, ensuring the Participant has made an Informed Choice.

3.3.1.2 The VRC will provide the selected Contractor with a completed AFP and Referral form and, as the form is defined in paragraph 3.4.1 “Referral form,” below.

3.3.1.3 The Participant, VRC, and selected Contractor shall meet to discuss the Referral with the objective of sharing information to assist in the

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3.3.1.4 Referral Acceptance or Rejection

3.3.1.4.1 Referral Acceptance

If the Work authorized by the Referral is accepted by the Contractor, the Contractor shall sign and return a copy of the Referral form to the VRC, along with the AFP and an invoice, within seven (7) calendar days of receipt of the Referral. For each accepted Referral, Contractor shall be paid a one-time Referral payment fee.

3.3.1.4.2 Referral Rejection without attending a Referral Meeting

If the Work authorized by the Referral is rejected by the Contractor without attending a Referral meeting, Contractor shall state the reason for rejection on the Referral form, sign, and return the Referral to the VRC within seven (7) calendar days of receipt of the Referral. No Referral payment will be made to Contractor.

3.3.1.4.3 Referral Rejection if attended a Referral Meeting

When Contractor attends a Referral Meeting and Contractor rejects the Work authorized by the Referral, Contractor will receive an AFP at the Referral Meeting and be paid a Referral payment for the rejected Referral upon submission of an invoice to the VRC.

3.3.1.5 Upon acceptance of a Referral, and during the on-going provision of services, the Contractor shall not delay or pause providing Job Placement Services to a Participant without prior written approval from the VRC. Contractor shall submit the reasons for the proposed delay or pause, also known as a “hold,” in writing to the VRC no later than seven

(7) calendar days prior to the proposed Hold begin-date. The VRC will respond to the Contractor in writing within seven (7) calendar days from receipt of the request from the Contractor.

3.3.1.6 Contractor shall notify the VRC immediately if a Participant is not participating or is requesting a pause of Job Placement Services.

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3.3.2 JOB PLACEMENT PLAN

Contractor shall utilize the information included on the Referral form and other information provided by the VRC and Participant to prepare a comprehensive Job Placement Plan, utilizing the standardized Job Placement Plan form as defined in paragraph 3.4.2 “Job Placement Plan,” below.

3.3.2.1 Contractor shall meet with the Participant to discuss, in detail, the strengths, resources, priorities, concerns, abilities, legal issues, transportation needs, and interests, as it relates to the vocational goal listed on the Referral form, and how functional limitations could impact work.

3.3.2.2 Additional activities necessary to complete the Job Placement Plan may include job shadows with the Participant in the community in order to understand and observe behaviors and motivations, and to assess the Participant’s CIE-seeking abilities.

3.3.2.3 Contractor shall create a complete, comprehensive, and individualized Job Placement Plan for the Participant. The Job Placement Plan shall outline the strategies and methods Contractor will use to achieve successful CIE.

Within 21 calendar days from acceptance of the Referral:

3.3.2.3.1 The completed Job Placement Plan shall be submitted to the VRC prior to or at the Job Placement Plan meeting, as described in subparagraph 3.3.2.3.2, below. When approved and signed by the VRC, the VRC will provide a copy of the Job Placement Plan to the Contractor and Participant.

3.3.2.3.2 The Participant, VRC, and Contractor shall meet to review the Job Placement Plan. The Job Placement Plan meeting participants shall discuss the specific strategies outlined in the Job Placement Plan and determine if it matches the Referral form to achieve a CIE outcome.

3.3.2.4 Job Placement Plan Acceptance or Rejection

3.3.2.4.1 Job Placement Plan Acceptance

(a) The VRC will accept the Job Placement Plan after the VRC, Contractor, and Participant agree that the outlined strategies in the Job Placement Plan match the Referral and are sufficient in meeting the Participant’s needs to obtain CIE.

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(b) Contractor may submit an invoice, along with the AFP, for payment upon acceptance of the Job Placement Plan by the

VRC.

3.3.2.4.2 Job Placement Plan Rejection

(a) The VRC may reject the Job Placement Plan when the outlined strategies do not match the Referral or are insufficient in meeting the Participant’s needs. The VRC will provide the reason for the rejection, in writing, to the Contractor within seven (7) calendar days from submission. Contractor shall revise and resubmit the Job Placement Plan for acceptance by the VRC within seven (7) calendar days from receipt of the VRC’s decision.

(b) Contractor shall not submit an invoice for payment of the Job Placement Plan until the Job Placement Plan has been accepted by the VRC.

3.3.2.5 If Job Placement Services identified in the Job Placement Plan last 90 calendar days without reaching successful CIE, the Participant, VRC, and Contractor shall meet to determine if Job Placement Services will continue. This meeting will determine what changes are needed to reach a successful CIE outcome for the Participant. If the decision to continue Job Placement Services is agreed to by the VRC, Contractor, and Participant, the Contractor shall submit an updated Job Placement Plan to be received by the VRC within 14 calendar days from the date of the meeting.

3.3.2.6 If the Participant’s vocational goal changes during Job Placement Services activities and the VRC and Participant agree that a new vocational goal is acceptable, Contractor shall update the Job Placement Plan within 14 calendar days to reflect the goal change with the new or additional strategies that will be used to obtain and retain successful

CIE.

3.3.2.7 The Contractor shall not request, nor shall the VRC approve, additional payments for Job Placement Plan updates, including those that reflect goal changes and new or additional strategies needed to obtain and retain successful CIE.

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3.3.3 MONTHLY JOB PLACEMENT REPORT

Contracto…