S-10000-00018293 Att A - Sample Price Agreement.pdf

RFA # S-10000-00018293 – Disaster Human Services Vendors Attachment A (Agency Internal #6323)

ATTACHMENT A – SAMPLE PRICE AGREEMENT

(Applicant do not fill out the Sample Price Agreement)

Price Agreement Number 000000

STATE OF OREGON

PRICE AGREEMENT

You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Price Agreement Administrator at the contact information found below. We accept all relay calls.

This Price Agreement is between the State of Oregon, acting by and through its Oregon Department of Human Services, hereinafter referred to as “ODHS” or “Agency,” and

Contractor d.b.a. Facility or Assumed Name

Address Address

Attention: (required) Telephone: (required)

E-mail address: (required) hereinafter referred to as “Contractor.”

Services or Work to be performed under this Price Agreement relates principally to

ODHS’

Office of Resilience and Emergency Management 6035 NE 78th Ct, Suite 200 Portland, OR 97397218

Price Agreement Administrator: Max Seiler or delegate Telephone: (503) 890-2388

E-mail address: max.seiler@odhs.oregon.gov

000000/jrf Page 2 of 57 ODHS Price Agreement Updated:5/10/2023

1. Effective Date and Duration. This Price Agreement shall become effective on the later of: (I) the last date all required signatures in Section 6., below have been obtained, or (II) TBD provided it is (i) signed by all parties on or before such date, and (ii) when required, approved in writing by the Oregon Department of Justice on or before such date, and (iii) when required, approved in writing by the Oregon Department of Administrative Services.

Unless extended or terminated earlier in accordance with its terms, this Price Agreement shall expire on June 30, 2027. Price Agreement termination shall not extinguish or prejudice ODHS’ right to enforce this Price Agreement with respect to any default by Contractor that has not been cured.

2. Price Agreement Documents.

a. This Price Agreement consists of this document and includes the following listed exhibits which are incorporated into this Price Agreement:

(1) Exhibit A, Part 1: Statement of Work

(2) Exhibit A, Part 2: Payment and Financial Reporting

(3) Exhibit A, Part 3: Special Provisions

(4) Exhibit B: Standard Terms and Conditions

(5) Exhibit C: Insurance Requirements

(6) Exhibit D: Sample Service Request Order

There are no other price agreement documents unless specifically referenced and incorporated into this Price Agreement.

b. This Price Agreement and the documents listed in Section 2., “Price Agreement Documents”, Subsection a. above, shall be in the following descending order of precedence: this Price Agreement less all exhibits, Exhibits B, A, and C.

3. Consideration.

a. The maximum, not-to-exceed compensation payable to Contractor is subject to the quantity of Services ordered and authorized by Agency in each Services Request Order (SRO) issued under this Price Agreement. Agency will not pay Contractor any amount in excess of the not-to-exceed compensation authorized by each SRO for completing the Services, and will not pay for Services performed before the date this Price Agreement becomes effective or after the termination or expiration of any individual SRO issued under this Price Agreement. Upon termination or expiration of the Price Agreement, 000000/jrf Page 3 of 57 and at the request of Agency, the Contractor will continue to provide the Services and meet the obligations under any applicable SRO issued prior to the expiration or termination of the Price Agreement unless such SRO is otherwise terminated pursuant to the terms and conditions of the SRO. If the Contractor provides Services under any applicable SRO during the period following the termination or expiration of the Price Agreement, the terms and conditions and pricing of such SRO shall remain in effect.

b. Payments to Contractor shall be subject to ORS 293.462, and shall be made in accordance with the payment schedule and requirements in Exhibit A, Part 2., “Payment and Financial Reporting.”

c. Agency will only pay for Services performed and completed by the Contractor at the rates specified in Exhibit A, Part 2, upon receipt and approval of a Contractor submitted invoice for Services performed.

4. Contractor or Subrecipient Determination. In accordance with the State Controller’s Oregon Accounting Manual, policy 30.40.00.104, ODHS’ determination is that:

Contractor is a subrecipient Contractor is a contractor Not applicable

Catalog of Federal Domestic Assistance (CFDA) #(s) of federal funds to be paid through this Price Agreement: N/A

---Remainder of Page Intentionally Left Blank---

000000/jrf Page 4 of 57

5. Contractor Information and Certification.

a. Contractor Information. This information is requested pursuant to ORS 305.385 and OAR 125-246-0330(1).

PLEASE PRINT OR TYPE THE FOLLOWING INFORMATION

Contractor Name (exactly as filed with the IRS):

Street address:

City, state, zip code:

Email address:

Telephone: ( ) Fax: ( )

Is Contractor a nonresident alien, as defined in 26 U.S.C. § 7701(b)(1), a foreign person, or a foreign entity? (Check one box): YES NO

Business Designation. (Check one box):

Professional Corporation Nonprofit Corporation Limited Partnership

Limited Liability Company Limited Liability Partnership Sole Proprietorship

Corporation Partnership Other

Contractor Proof of Insurance. Contractor shall provide the following information upon submission of the signed Price Agreement. All insurance listed herein and required by Exhibit C must be in effect prior to Price Agreement execution.

Commercial General Liability Insurance Company: ____________________________________

Policy #: ______________________________________________ Expiration Date: ________________

Automobile Liability Insurance Company: ______________________________________________

Policy #: ______________________________________________ Expiration Date: ________________

Workers’ Compensation: Does Contractor have any subject workers, as defined in ORS 656.027? (Check one box): YES NO If YES, provide the following information:

000000/jrf Page 5 of 57

Workers’ Compensation Insurance Company: _________________________________________

Policy #: ______________________________________________ Expiration Date: ________________

b. Certification. Without limiting the generality of the foregoing, by signature on this Price Agreement, the undersigned hereby certifies under penalty of perjury that:

(1) Contractor is in compliance with all insurance requirements in Exhibit C of this Price Agreement, and notwithstanding any provision to the contrary, Contractor shall deliver to the ODHS Price Agreement Administrator (see page 1 of this Price Agreement) the required Certificate(s) of Insurance within 30 days of execution of this Price Agreement. By certifying compliance with all insurance as required by this Price Agreement, Contractor acknowledges it may be found in breach of the Price Agreement for failure to obtain required insurance. Contractor may also be in breach of the Price Agreement for failure to provide Certificate(s) of Insurance as required and to maintain required coverage for the duration of the Price Agreement;

(2) Contractor acknowledges that the Oregon False Claims Act, ORS 180.750 to 180.785, applies to any “claim” (as defined by ORS 180.750) that is made by (or caused by) the Contractor and that pertains to this Price Agreement or to the project for which the Price Agreement work is being performed. Contractor certifies that no claim described in the previous sentence is or will be a “false claim” (as defined by ORS 180.750) or an act prohibited by ORS 180.755. Contractor further acknowledges that in addition to the remedies under this Price Agreement, if it makes (or causes to be made) a false claim or performs (or causes to be performed) an act prohibited under the Oregon False Claims Act, the Oregon Attorney General may enforce the liabilities and penalties provided by the Oregon False Claims Act against the Contractor;

(3) The undersigned is authorized to act on behalf of Contractor and represents and warrants that Contractor has complied with the tax laws of the State of Oregon and the applicable tax laws of any political subdivision of Oregon. Contractor shall, throughout the duration of this Price Agreement and any

000000/jrf Page 6 of 57 extensions, comply with all tax laws of this state and all applicable tax laws of any political subdivision of Oregon. For the purposes of this Section, “tax laws” includes: (i) All tax laws of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of Oregon that applied to Contractor, to Contractor’s property, operations, receipts, or income, or to Contractor’s performance of or compensation for any work performed by Contractor; (iii) Any tax provisions imposed by a political subdivision of Oregon that applied to Contractor, or to goods, services, or property, whether tangible or intangible, provided by Contractor; and (iv) Any rules, regulations, charter provisions, or ordinances that implemented or enforced any of the foregoing tax laws or provisions.

Contractor acknowledges that the Oregon Department of Administrative Services will report this Price Agreement to the Oregon Department of Revenue (DOR). The DOR may take any and all actions permitted by law relative to the collection of taxes due to the State of Oregon or a political subdivision, including: (i) garnishing the Contractor’s compensation under this Price Agreement; or (ii) exercising a right of setoff against Contractor’s compensation under this Price Agreement for any amounts that may be due and unpaid to the State of Oregon or its political subdivisions for which the DOR collects debts;

(4) The information shown in Section 5.a., “Contractor Information” above is Contractor’s true, accurate and correct information;

(5) To the best of the undersigned’s knowledge, Contractor has not discriminated against and will not discriminate against minority, women or emerging small business enterprises certified under ORS 200.055 in obtaining any required subcontracts;

(6) Contractor and Contractor’s employees and agents are not included on the list titled “Specially Designated Nationals” maintained by the Office of Foreign Assets Control of the United States Department of the Treasury and currently found at: https://www.treasury.gov/resource-center/sanctions/SDN- List/Pages/default.aspx;

https://www.treasury.gov/resource-center/sanctions/SDN-List/Pages/default.aspx https://www.treasury.gov/resource-center/sanctions/SDN-List/Pages/default.aspx

000000/jrf Page 7 of 57

(7) Contractor is not listed on the non-procurement portion of the General Service Administration’s “List of Parties Excluded from Federal procurement or Non-procurement Programs” currently found at: https://www.sam.gov/SAM;

(8) Contractor is not subject to backup withholding because:

(a) Contractor is exempt from backup withholding;

(b) Contractor has not been notified by the IRS that Contractor is subject to backup withholding as a result of a failure to report all interest or dividends; or

(c) The IRS has notified Contractor that Contractor is no longer subject to backup withholding; and

(9) Contractor’s Federal Employer Identification Number (FEIN) or Social Security Number (SSN) provided to ODHS is true and accurate. If this information changes, Contractor shall provide ODHS with the new FEIN or SSN within 10 days.

https://www.sam.gov/SAM

000000/jrf Page 8 of 57

CONTRACTOR, BY EXECUTION OF THIS PRICE AGREEMENT, HEREBY

ACKNOWLEDGES THAT CONTRACTOR HAS READ THIS PRICE AGREEMENT,

UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND PRICE

AGREEMENT.

CONTRACTOR: YOU WILL NOT BE PAID FOR SERVICES RENDERED BEFORE THE

EFFECTIVE DATE OF THIS PRICE AGREEMENT.

6. Signatures. This Price Agreement and any subsequent amendments may be executed in several counterparts, all of which when taken together shall constitute one agreement binding on all parties, notwithstanding that all parties are not signatories to the same counterpart. Each copy of the Price Agreement and any amendments so executed shall constitute an original.

Contractor Name By:

Authorized Signature Printed Name

Title Date

State of Oregon, acting by and through its Oregon Department of Human Services By:

Authorized Signature Printed Name

Title Date

Approved by the Oregon Department of Administrative Services:

Exempt per OAR 125-246-0170(2) Authorized Signature Title Date

Approved for Legal Sufficiency:

000000/jrf Page 9 of 57

Oregon Department of Justice Date

Remainder of this page intentionally left blank

000000/jrf Page 10 of 57

EXHIBIT A

Part 1

Statement of Work

1. Purpose and Background.

a. ODHS, through the Office of Resilience and Emergency Management (OREM), requires experienced disaster human services capacity to support individuals, households, communities, and local human services systems affected or at risk of being affected by Disruptions.

Contractor may provide on-call Community Human Services Support, Human Services Network Coordination, Individual Assistance Implementation and Disaster Case Management, Flexible Funds, and related technical assistance, training, and capacity building, when requested by ODHS in support of wildfire response, stabilization, and recovery activities.

b. Under the State Recovery Plan, ODHS the coordinating agency for Recovery Support Function 4 (RSF-4), Human Services. Under RF-4, ODHS is responsible for assessing community human services needs following a Disruption, identifying areas of critical need, identifying key partners, supporting the continuity of human services systems, and supporting the health, well-being, self-sufficiency and recovery of impacted individuals and communities, through all phases of recovery.

c. OREM’s disaster human services approach is also informed by the Office of Human Services Emergency Preparedness and Response (OHSEPR) Disaster Human Services Capabilities Framework and related playbook concepts, including integrated planning, strategic partnerships, coordinated intake and referral, resource coordination, service delivery, information sharing, and continuous improvement.

2. This is Price Agreement through later activation of Service Release Orders (SROs). Execution of this Price Agreement does not authorize Contractor to begin providing Services and does not guarantee any minimum amount of Services or funding. Contractor will provide Services only when ODHS executes an SRO. Definitions.

a. “Assessment” or “Impact Assessment” means a structured evaluation of Disruption-related effects on a Household, including damages, 000000/jrf Page 11 of 57 unmet needs, vulnerabilities, and eligibility for Disaster Case Management or other recovery programs.

b. “Case Manager” or “Disaster Case Manager” means a trained staff member responsible for providing Disaster Case Management services, including intake, assessment, recovery planning, resource navigation, coordination, documentation, monitoring, and ongoing support.

c. “Case Staffing” means regularly scheduled supervisory review of Disaster Case Management cases to discuss barriers, evaluate progress, identify risks, and develop strategies for complex or high-risk cases.

d. “Casework” means support to individuals or Households related to discrete needs and immediate interventions. Casework may include activities that are also used in case management, such as resource navigation, referrals, assistance completing applications, or follow-up, but does not by itself constitute Disaster Case Management.

e. “Complex Case” means a Household case requiring advanced coordination because of significant needs, multiple barriers, Vulnerability Factors, safety concerns, or stalled progress toward recovery goals.

f. “Cultural Competence” means the process by which individuals and systems respond respectfully and effectively to people of all cultures, languages, socioeconomic statuses, races, ethnic backgrounds, disabilities, religions, genders, sexual orientations, and other characteristics in a manner that recognizes, affirms, and values the worth of individuals, families, and communities and protects and preserves the dignity of each.

g. “Culturally Responsive” means using Cultural Competence as a framework for engaging individuals, families, organizations, and communities by providing services that respect and incorporate knowledge of their unique cultural experiences and needs.

h. “Disaster Case Management” or “DCM” means a structured, survivor-centered practice for identifying, assessing, and addressing Disruption-related needs through individualized recovery planning, resource coordination, referrals, advocacy, documentation, monitoring, and sustained case support.

000000/jrf Page 12 of 57

i. “Disruption” means an actual or imminent event, condition, interruption, or incident that that materially affects people, communities, or human services systems and for which ODHS determines Services under this Contract are needed.

j. “Eligible Individual Household” or “Household” means an individual or group of individuals whom ODHS determines are eligible to receive individualized Services, Flexible Funds, or DCM. A Household generally includes people who live together but may be defined differently by ODHS based on the applicable response or recovery program.

k. “Flexible Funds” means household assistance funded by ODHS and administered by Contractor, when expressly authorized by ODHS through an SRO, to address Disruption-related unmet needs and support stabilization or recovery.

l. “Human Services Network” means the broader local or regional ecosystem of governmental, Tribal, nonprofit, community-based, faith-based, voluntary, and private human services organizations;

programs and service providers; Community Resources; intake and referral pathways; and coordinating systems and relationships that collectively identify and meet disaster human services needs. A Human Services Network supports multiple points of access to services, coordinated intake, Resource Navigation and Referral, resource coordination, identification of service gaps and duplication, appropriate information sharing, and continuity of human services from response through recovery. “ODHS” or “Agency” means the Oregon Department of Human Services, including OREM and any other ODHS office, division, or program acting within its authority.

m. “Individual Assistance” or “IA” means financial assistance, services, and other support provided directly to or on behalf of Disruption-affected individuals and Households to address Disruption-related unmet needs and support stabilization and recovery. For purposes of this Price Agreement, IA includes implementation of the state Individual Assistance model established by HB 4121 (2026), at the direction of ODHS and following all related OARs and policies. IA may include Disaster Case Management, Flexible Funds, and other household assistance authorized by ODHS and does not refer to FEMA Individual Assistance.

n. “ODHS Representative” means the person or persons assigned by ODHS to coordinate or oversee Services under this Contract.

000000/jrf Page 13 of 57

Depending on the assignment, an ODHS Representative may include the Contract Administrator or an OREM regional or recovery staff member, technical staff member, or other authorized ODHS representative.

o. “Outreach” means proactive engagement with Disruption-impacted or at-risk individuals and Households through onsite presence, canvassing, community events, resource centers, direct contact, or other methods approved by ODHS.

p. “Primary Service Area” means Contractor’s customary geographic service area, as identified to ODHS in writing. ODHS may request Contractor to perform Services outside its Primary Service Area.

q. “Provider” means an individual, agency, organization, facility, institution, business, or other entity, other than Contractor, that provides health care, housing, feeding, transportation, financial assistance, or other goods or services to individuals or Households.

r. “Recovery Plan” means a written, Household-specific plan that identifies Disruption impacts, unmet needs, recovery goals, actions, responsible parties, resources, and timeframes for progressing toward recovery.

s. “Referral” means connecting an individual or Household to an organization, program, service, or resource and completing or assisting with any required intake or referral process.

t. “Resource Navigation” means assisting individuals or Households in identifying, accessing, and applying for disaster recovery, social service, housing, financial, health, or community-based resources.

u. u. “Resilience Hub” means a physical facility that meets the definition in ORS 409.760 and supports community members before, during, and after disruptions by facilitating gathering and communication, distributing resources, serving as a point for information sharing and coordination, supporting community members who shelter in place, and providing or connecting people to community resources and services. A Resilience Hub is intended to enhance community response and recovery and accommodate individuals with accessibility needs.

v. “Resilience Network” means an association of facilities, organizations, resource providers, or service providers consistent with ORS 409.760 that collectively supports community members to prepare for, adapt

000000/jrf Page 14 of 57 to, or respond to social, emotional, and physical disruption generated by ongoing climate change or other causes, and during and after an adverse event, emergency, or disaster. A Resilience Network may include or be coordinated through a Community Organization Active in Disaster (COAD), Voluntary Organization Active in Disaster (VOAD), long-term recovery group (LTRG), service integration team, or other community or regional coordinating organization.

w. “Services” means the Services described in this Statement of Work that ODHS requests Contractor to provide through this Price Agreement and corresponding SRO.

x. “System of Record” means the OREM-designated electronic system or module used for DCM or other required documentation, contact notes, assessments, Recovery Plans, uploads, reporting, and case records.

y. “Tier” means a classification assigned to a Household based on needs, Vulnerability Factors, recovery status, and service intensity.

Tiers may be used to establish monitoring frequency, contact expectations, and caseload considerations.

z. “Vulnerability Factor” means a Household condition that increases Disruption-related risk or impedes recovery, including disability, chronic illness, advanced age, low income, low literacy, language access needs, transportation barriers, housing instability, social isolation, or other conditions identified by ODHS or Contractor.

3. Cultural Competence; Service Equity; Civil Rights.

a. Contractor will provide Services without unlawful discrimination and in a Culturally Responsive manner that promotes Service Equity.

b. Contractor will provide Services with respect and consideration for the trauma and challenges experienced by people affected by a Disruption, with the intent to preserve dignity, privacy, autonomy, and cultural identity.

c. Without limiting Contractor’s obligation to comply with other applicable laws, Contractor will comply with applicable federal, state, and local civil rights, nondiscrimination, disability access, and equal opportunity requirements.

4. Interpretation, Translation, and Accessibility.

000000/jrf Page 15 of 57

a. Contractor will provide access to qualified interpretation when needed for individuals receiving Services. If Contractor does not have appropriate interpretation capacity, Contractor may coordinate with ODHS for available interpretation resources, including qualified sign language interpretation.

b. Contractor will provide or coordinate documents and communications in alternate languages and accessible formats when needed, including accessible electronic formats, large print, Braille, or other reasonable accommodations. Contractor may contact the ODHS Representative for assistance when such resources are not reasonably available to Contractor.

5. Service Request Order Process

a. Contractor shall not perform billable Services under this Price Agreement unless ODHS issues an executed SRO. Contractor will confirm availability and ability to perform the requested Services before the SRO is executed.

b. ODHS’s SRO will provide sufficient information for Contractor to understand the Services requested, including, the assignment or Disruption, authorized services, affected area, period of performance, not-to-exceed amount, and other assignment-specific requirements.

(1) When Flexible Funds are authorized, the email request will specify the maximum amount of Flexible Funds that may be provided per Eligible Individual Household and any applicable aggregate funding limit. ODHS may provide additional direction by email as circumstances change.When Training, Capacity Building, Consultation, and Technical Assistance are authorized, the SRO will specify the linked training, technical assistance, or capacity-building Services requested and other requirements or limitations.

6. Service Area and Out-of-Area Work.

a. Contractor may provide Services at Resilience Hubs, shelters, resource centers, private residences, community locations, government facilities, virtual settings, or other locations appropriate to the assignment and approved by ODHS.

b. Contractor is expected to primarily provide direct community Services within its Primary Service Area. ODHS may request Contractor to

000000/jrf Page 16 of 57 provide any authorized Service outside its Primary Service Area when Contractor’s expertise or capacity is needed elsewhere.

c. Travel outside Contractor’s Primary Service Area is reimbursable only when expressly authorized by ODHS as provided in Exhibit A, Part 2.

d. Resilience Hub and Network Relationship with OREM. Consistent with ORS 409.760, OREM may provide technical assistance and other forms of support to help create or sustain Resilience Hubs and Resilience Networks.

(1) During authorized Services, Contractor shall maintain two-way communication with the ODHS Representative regarding resource needs, capability gaps, and technical assistance needs identified by Contractor or the communities it supports.

(2) Contractor shall notify OREM when resources or support are needed to carry out Resilience Hub or Resilience Network functions. ODHS will review such requests and, when funding, resources, and authority are available, will make reasonable efforts to provide or coordinate appropriate support.

(3) Nothing in this section guarantees that ODHS will fulfill a specific request, and this subsection does not authorize billable Services outside the On-Call Email Request Process in Section 5.

7. General Program and Administrative Requirements.

a. Contractor will comply with applicable state and federal laws, regulations, policies, privacy requirements, and assignment-specific requirements communicated by ODHS.

b. Because Services may be needed during emergencies, evacuations, or recovery operations, Contractor will maintain the ability to communicate with ODHS and provide appropriately scheduled staffing during nontraditional hours, including evenings, weekends, and holidays.

c. Contractor will coordinate with ODHS, local and Tribal emergency managers, local governments, community-based organizations, voluntary organizations, Providers, and other partners as appropriate to the authorized Services.

d. Contractor will protect confidential and personally identifiable information and will use the System of Record or other ODHS-

000000/jrf Page 17 of 57 designated systems when required by ODHS for the requested Services.

8. Services to be Provided.

a. Track 1 – Community Human Services Support (Resilience Hubs).

Disaster Human Services Support. When requested by ODHS by email, Contractor may provide direct community-facing human services and basic Casework to individuals and Households affected or at risk of being affected by a Disruption. Track 1 is intended to align with community-facing functions of Resilience Hubs under ORS 409.760 and may be provided at, through, or in support of a Resilience Hub or other trusted community organization or location. These Services may also be performed as part of Track 3 DCM when the same needs are addressed through comprehensive Disaster Case Management.

(1) Information and Resource Navigation. Provide information about available assistance and help individuals or Households identify, access, or apply for relevant government, nonprofit, Tribal, community, or private resources.

(2) Intake, Referral, and Basic Casework. Identify immediate needs, make Referrals, assist with applications or paperwork, follow up on Household-specific needs, and provide other short-term casework that does not by itself constitute DCM.

(3) Emergency Assistance. Help individuals or Households obtain immediate goods, services, or other assistance needed for safety, health, stabilization, or continued access to essential services. When requested by ODHS, this may include utilizing Flexible Funds as described in Section 8.g.

(4) Resource Distribution. Support distribution of food, water, hygiene supplies, household items, information, or other resources identified by ODHS or local partners, including through Resilience Hubs, community cache sites, or other community distribution points.

(5) Childcare Access. Assist individuals or Households in connecting to childcare services. Contractor may provide direct childcare services when appropriately licensed by the Department of Early Learning and Care or otherwise authorized.

000000/jrf Page 18 of 57

(6) Health and Behavioral Health Access. Assist individuals or Households in connecting to health, behavioral health, substance use disorder, peer support, or recovery services.

Contractor may provide direct behavioral health services only when appropriately licensed, certified, or otherwise authorized.

(7) Housing and Shelter Navigation. Identify housing or shelter-related needs and help individuals or Households connect to temporary shelter, housing navigation, repair resources, landlord or utility assistance, or other available housing-related supports.

(8) Transportation Access. Assist individuals or Households in connecting to transportation resources, such as public transit, bicycles, or personal vehicles. Contractor may not provide transportation directly, unless explicitly authorized through an amendment to this Contract to include related Service and Insurance requirements.

(9) Financial Stability and Benefits. Identify barriers related to income, employment, debt, benefits, or other financial stability needs and connect individuals or Households to available resources, including ODHS programs and other public or community benefits.

(10) Utilities and Communications Support. Help individuals or Households access utility, water, sanitation, telephone, internet, and related services needed for stabilization or recovery.

(11) Outreach and Public-Facing Support. Conduct Outreach and assign trained staff to Resilience Hubs, resource centers, community reception points, Multi-Agency Resource Centers, Disaster Recovery Centers, shelters, community events, or other locations designated by ODHS to provide information, intake, Resource Navigation, Referrals, and other public-facing support.

(12) Impact Assessment Support. Collect or assist with household-level impact information, unmet needs, and Vulnerability Factors to support ODHS situational awareness, eligibility decisions, referrals, or transition to DCM or other supports.

(13) Resilience Hub Activation and Support. When requested by ODHS in connection with a Disruption, Contractor may support

000000/jrf Page 19 of 57 activation or operation of Resilience Hub functions consistent with ORS 409.760, including serving as a central point for gathering, information sharing, and coordination; distributing available resources; supporting community members who shelter in place; connecting people to human services and emergency management partners; and supporting accessible community access to available communications, charging, food, water, basic supplies, heating, cooling, air filtration, or other resources appropriate to the location and authorized Services.

b. Track 2 – Human Services Network Coordination. When authorized by ODHS through an SRO, Contractor may support coordination and strengthening of the Human Services Network needed for resilience, response, stabilization, or recovery, including by working with or through a Resilience Network or other coordinating organization.

Contractor will work through and support existing local and Tribal structures and will not displace established authorities or coordinating organizations.

(1) Network Coordination. Support coordination of the Human Services Network, including by working with or through existing Resilience Networks, COADs, VOADs, long-term recovery groups, service integration teams, local or Tribal government, or other coordinating organizations. Contractor may convene or support coordination among community-based organizations, Providers, faith-based organizations, businesses, and other relevant participants in the broader Human Services Network.

(2) Organization and Asset Mapping. Identify and map the Human Services Network, including organizations, programs, services, facilities, staffing and capacity, goods and resources, geographic coverage, community entry points, Referral pathways, relationships, and other assets that may support disaster human services. Contractor may also identify gaps, overlaps, or areas where access to services is limited. Maintain or update maps, lists, matrices, or other tools when requested by ODHS.

(3) Resource Coordination. Coordinate information about available and needed resources, connect organizations that can meet identified needs, and support movement of resources to areas or populations experiencing gaps.

000000/jrf Page 20 of 57

(4) Gaps and Duplication. Identify unmet needs, service gaps, duplication, capacity constraints, and populations or geographic areas that may not be adequately reached, and communicate those findings to ODHS and relevant local or Tribal partners.

(5) Coordinated Intake and Referral. Support development or operation of coordinated intake, navigation, and referral processes among participating organizations so individuals and Households can be connected to appropriate services without unnecessary duplication or repeated intake.

(6) Information Sharing and Common Operating Picture. Support appropriate information sharing, meeting structures, resource status updates, referral tracking, and other practices that improve a shared understanding of disaster human services needs and capabilities while protecting confidential information.

(7) Response-to-Recovery Coordination. Support transition from immediate response to stabilization and recovery, including coordination with long-term recovery groups, DCM providers, local or Tribal government, and other organizations addressing longer-term unmet needs.

(8) Coordination with ODHS and Emergency Management. Help participating organizations understand how to coordinate with ODHS, local and Tribal emergency managers, and other state or local partners during wildfire response and recovery.

Contractor will support two-way communication with OREM by communicating network-level resource, coordination, and technical assistance needs and sharing relevant information about community capabilities, gaps, and available resources.

c. Track 3 – Disaster Case Management & Individual Assistance.

When authorized by ODHS through an SRO, Contractor will provide professional Disaster Case Management to Eligible Individual Households and may implement or administer Individual Assistance authorized by ODHS. DCM includes activities that may also occur under Track 1, but DCM requires a more comprehensive and sustained practice that includes assessment, individualized recovery planning, case ownership, coordination across multiple resources, documentation, monitoring, and supervisory oversight.

000000/jrf Page 21 of 57

(1) Primary Service Area DCM. Contractor may provide DCM within its Primary Service Area to Households referred or approved by

ODHS.

(2) Out-of-Area DCM Support. ODHS may request Contractor to provide DCM outside its Primary Service Area when experienced local DCM capacity is unavailable, insufficient, or requires temporary augmentation.

(3) Eligibility and Referrals. ODHS has exclusive authority to determine eligibility for DCM and Individual Assistance, including Flexible Funds. ODHS may provide Contractor a roster, referrals, or other written authorization identifying Eligible Individual Households. Contractor may identify potentially eligible Households through Outreach or other Services but will not enroll a Household in DCM or provide Flexible Funds until ODHS has approved eligibility.

(4) Initial Contact. Unless ODHS specifies a different timeframe in its email request, Contractor will attempt initial contact with each Household referred for DCM within five business days.

Contractor will notify the ODHS Representative when repeated contact attempts are unsuccessful or when an urgent need requires immediate coordination.

(5) Assessment and Recovery Plan. Contractor will conduct a written assessment of Disruption impacts, unmet needs, Vulnerability Factors, barriers, available resources, and Household goals. Contractor will develop and maintain a Recovery Plan with the Household that identifies recovery goals, actions, responsible parties, resources, and expected timeframes. Contractor will use the Assessment and Recovery Plan, as applicable, to identify Disruption-related unmet needs that may be addressed through Individual Assistance.

(6) Resource Navigation, Advocacy, and Coordination. Contractor will assist Households in accessing and coordinating available public, private, and community resources; completing applications and documentation; addressing barriers;

advocating for services; and progressing toward the goals in the Recovery Plan.

000000/jrf Page 22 of 57

(7) Social Services and Wraparound Supports. As part of DCM, Contractor may provide or coordinate the following supports as appropriate to the Household’s Recovery Plan:

(a) Accessing Health Care. Assist with access to physical, behavioral, dental, peer, recovery, or other health-related services, including Referrals and appointment coordination. Direct clinical or behavioral health services may be provided only by appropriately qualified personnel.

(b) Housing Support. Identify housing needs and barriers;

coordinate with housing, shelter, repair, rebuilding, rental, utility, and community resources; and support Households seeking to remain in or return to their preferred community when feasible.

(c) Financial Stability. Identify and address barriers related to income, employment, debt, credit, benefits, or other financial stability concerns and connect Households to appropriate resources.

(d) Utilities and Telecommunications. Identify needs related to utilities, water, sanitation, telephone, internet, and other essential household services and connect Households to available programs or Providers.

(e) Community and Social Supports. Connect Households to financial assistance, benefits, behavioral health, anti-discrimination, domestic violence, substance use disorder, emergency food, transportation, legal, social, faith-based, culturally specific, or other community resources as appropriate.

(f) Public Benefits and Program Navigation. Assist Households, as appropriate, with access to ODHS programs and other public benefits, including SNAP, TANF, Oregon Health Plan, Medicare, Social Security, Supplemental Security Income, Developmental Disabilities Services, Vocational Rehabilitation, WorkSource, and other available programs.

(g) Household Financial Planning. When appropriate, help Households understand available financial resources, 000000/jrf Page 23 of 57 develop a basic budget, prioritize recovery expenditures, and consider the effect of unplanned expenses on recovery stability.

(h) Impact Assessments. Conduct Impact Assessments as directed by OREM to determine Disruption effects, unmet needs, Vulnerability Factors, and eligibility or appropriateness for DCM or associated recovery programs.

(8) Tiering and Frequency of Contact. ODHS and Contractor may use Tiers to align service intensity and monitoring frequency with Household need. Unless otherwise directed by ODHS, the following are default expectations:

(a) Tier 1. Household has no urgent unmet needs and is generally stable. Contact and monitoring may occur quarterly to update progress. Cases may be closed when no further Services or resources are available and may be reopened if circumstances change or resources become available.

(b) Tier 2. Household has some unmet needs and is actively completing repair, rebuilding, housing, or other recovery activities. Contact and monitoring generally occur monthly.

(c) Tier 3. Household has substantial recovery needs and a Recovery Plan under active development or implementation. Contact and monitoring generally occur bi-weekly or weekly.

(d) Tier 4. Household is unstable, has immediate and long-term unmet needs, has significant Vulnerability Factors, or requires intensive coordination. Contact and monitoring generally occur weekly or daily as appropriate.

(9) Individual Assistance Implementation and Administration.

When requested by ODHS, Contractor may implement and administer Individual Assistance for Eligible Individual Households in accordance with eligibility requirements, assistance categories, household limits, approval requirements, and other direction established by ODHS. Individual Assistance

000000/jrf Page 24 of 57 implementation may include coordinating case-managed household assistance with DCM and other federal, state, local, insurance, nonprofit, and community recovery resources;

supporting delivery of approved financial assistance, goods, or services to address documented Disruption-related unmet needs; and maintaining information and documentation necessary to support program accountability. Contractor will provide Individual Assistance in a manner that supports Household stabilization and recovery and makes reasonable efforts to avoid unnecessary duplication of available assistance.

(10) Case Documentation and System of Record. Contractor and its DCM staff will use the System of Record designated by OREM for required DCM documentation, including assessments, Recovery Plans, contact notes, attempted contacts, referrals, progress updates, supporting documents, and case closure information.

(11) Progress Notes. Contractor will document DCM contacts and case activity in accordance with the following timelines:

(a) Initial documentation describing the Household’s status, barriers, goals, and initial recovery strategy will be entered within three business days of the first substantive contact.

(b) Progress Notes will be entered within five business days of each substantive contact or case activity and will identify the date of service, goals or needs addressed, Services provided, referrals or resources, and material progress or barriers. Attempted contacts will also be documented.

(c) A Closing Summary will be entered within ten business days of closure and will summarize the Household’s participation, progress, unresolved needs, outcome status, and recommended next steps.

(12) Case Staffing and Supervision. Contractor will maintain a supervisory structure and staffing ratio sufficient to ensure timely review, quality control, staff support, and oversight of Complex Cases. DCM supervisors will conduct routine Case Staffing, review documentation, address barriers and safety concerns, and promote consistent DCM practice. ODHS may

000000/jrf Page 25 of 57 establish additional supervisory expectations in its email request.

(13) Surge Staffing. When requested by OREM, Contractor will use reasonable efforts to rapidly increase DCM staffing to respond to elevated demand. Surge Staffing may include additional Disaster Case Managers, outreach personnel, intake personnel, or supervisors appropriate to the assignment.

(14) Case Closure. Contractor will coordinate case closure with the ODHS Representative. Closure may occur when ODHS directs closure; the Household completes or substantially completes identified recovery goals; the Household no longer wishes to participate; Services are no longer available or appropriate; or repeated attempts to engage the Household are unsuccessful.

Contractor will document closure and provide reasonable advance notice to ODHS when practicable.

d. Community Engagement, Education, and Outreach.

(1) When authorized under Track 1, Track 2, or Track 3, Contractor may communicate with counties, Tribes, businesses, community-based organizations, Providers, and community members regarding where and how to access disaster human services and recovery resources.

(2) Contractor will use culturally relevant and accessible communications and, whenever practicable, communicate in the primary or preferred language of the intended audience.

(3) Contractor may augment ODHS information and communications through Contractor’s existing channels, including social media, email, physical handouts, community events, or in-person communication. Contractor will obtain ODHS approval before issuing communications that purport to speak on behalf of ODHS or announce ODHS policy, eligibility, or funding decisions.

e. Training, Capacity Building, Consultation, and Technical Assistance.

(1) When authorized by ODHS through an SRO, Contractor may provide training, capacity building, consultation, or technical assistance needed to help a community or organization prepare for, perform, or coordinate disaster human services.

000000/jrf Page 26 of 57

(2) Services under this Section may support any of the three Tracks and may include:

(a) Helping communities identify local organizations, capabilities, and gaps;

(b) Helping organizations understand survivor needs, Casework, DCM, recovery, and the response-to-recovery continuum;

(c) Establishing and strengthening the Human Services Network and its coordination mechanisms, including Resilience Networks and other coordinating structures, through role clarification, communication, asset mapping, coordinated intake and Referral, resource coordination, or activation practices;

(d) Helping community organizations understand how to coordinate with ODHS, local or Tribal emergency management, and other disaster partners;

(e) Developing or adapting incident-linked procedures, tools, forms, referral workflows, job aids, or training materials;

(f) Providing training, coaching, mentoring, facilitation, or technical assistance related to Community Human Services Support, Human Services Network Coordination, DCM, Flexible Funds, or associated documentation and quality practices; and

(g) Supporting immediate improvement or corrective action based on issues identified during resilience, response, or recovery.

f. State Individual Assistance Program Consultation.

(1) When expressly authorized by ODHS’ through an SRO, Contractor may provide specialized consultation to OREM regarding development or implementation considerations for Oregon’s State Individual Assistance Program by applying Contractor’s prior disaster experience and observations, needs, barriers, and lessons identified.

(2) Consultation may address DCM integration, survivor intake and navigation, case-managed household assistance, Flexible Funds, community-provider roles, recovery planning, 000000/jrf Page 27 of 57 operational workflows, documentation, and other implementation considerations identified by OREM.

(3) Contractor’s role under this Section is advisory. ODHS retains responsibility and authority for program design, policy, rulemaking, eligibility, funding, implementation, and other State Individual Assistance Program decisions.

g. Flexible Funds.

(1) When expressly authorized by ODHS through an SRO, Contractor may administer Flexible Funds for Eligible Individual Households receiving Services under Track 1, Track 2, or Track

3. Flexible Funds remain Household assistance regardless of the Track through which the Household is being supported.

(2) Contractor will make reasonable efforts to identify and use other available and sustainable resources before using Flexible Funds when doing so will not unreasonably delay assistance or undermine the Household’s stabilization or recovery.

(3) ODHS will specify in the SRO the maximum amount of Flexible Funds that may be provided per Eligible Individual Household and any applicable aggregate funding limit. Contractor must receive written approval from the Contract Administrator or authorized ODHS Representative before exceeding the amount authorized in the SRO.

(4) Flexible Funds may be used for reasonable Disruption-related unmet needs, including, without limitation:

(a) Housing Access and Occupancy. Expenses directly related to obtaining or maintaining housing, such as rent or utility deposits, move in costs, rental assistance, mortgage payments, home purchase costs such as down payment and closing costs, and related costs.

(b) Home Repair, Restoration, Accessibility, and Property Stabilization. Purchasing items and services necessary to construct, repair, restore, stabilize, improve the livability of, or improve accessibility to an Eligible Individual Household’s home or surrounding property. Expenses may include debris removal; site preparation; driveway or pathway construction or repair; home repairs; HVAC repair or replacement; mold remediation; permit, 000000/jrf Page 28 of 57 inspection, or similar fees; trade services; tools, materials, and supplies; insurance-related costs associated with the repair or restoration of the…