REQUEST FOR QUOTES (RFQ)

#S-58800-00017618 Early Learning Hubs Consultant

Issue Date: July 28, 2026

Issuing Office: Department of Early Learning and Care (DELC or Authorized Purchaser)

EVENTS SCHEDULE

Last Updated: 9/24/2024

1. Introduction

Department of Early Learning and Care (“DELC”) is issuing this Request for Quote (“RFQ”) for an Early Learning Hub Consultant.

Additional details on the Scope of Services are included in Section 3, Scope of Services.

DELC anticipates the Award of one Contract. The initial term of the Contract is for completing this Scope of Work by June 30, 2027. The total Contract value shall not exceed $249,999.

2. Background

The Department of Early Learning and Care (DELC) is a new Oregon state agency that supports the development and well-being of all Oregon children and ensures families in every corner of the state have access to high-quality early learning and care.

The mission of the Oregon Department of Early Learning and Care (DELC) is to foster coordinated, culturally appropriate and family-centered services that recognize and respect the needs of all children, families and early learning and care professionals. Our vision is that children, families, early care and education professionals and communities are supported and empowered to thrive.

Oregon’s Early Learning Hubs play a vital role in building a coordinated, equitable, and family-centered early childhood system. Hubs lead a dynamic portfolio of activities to strengthen regional partnerships, build workforce capacity, and create new opportunities for children and families, especially those who have been historically underserved due to factors such as race, income, geography, or language. Hubs serve as regional conveners, connectors, and capacity-builders, centering family voice and advancing a shared vision for early childhood success. Early Learning Hubs are uniquely positioned to direct public resources in ways that are responsive to local needs and aligned with statewide goals.

There are 16 Early Learning Hubs in regions across Oregon that focus on getting cross-sector partners to work together to create local systems that are aligned, coordinated, and family centered. Families receive the support they need to become healthy, stable and attached and their children receive the early learning experiences they need to thrive. Early Learning Hubs create streamlined systems that are easier to navigate for families, increase access to and enrollment in quality childcare and preschool, and improve the quality of preschool provider care.

3. Scope of Services

The Early Learning Hub Consultant will administer key statewide components of Oregon’s Early Learning Hub system. The Consultant will provide technical assistance, develop and maintain system procedures, monitor program activities and deliverables, supports funding and performance processes, and represent the program in communications and partner interactions. The Consultant will use specialized program expertise to support Hub operations, monitor compliance, and improve program effectiveness.

The Consultant will work on a statewide scale and requires independent evaluation of program operations, development of new procedures, and problem-solving where guidance is evolving or undefined.

DUTIES AND RESPONSIBILITIES

1. Program Administration

The Consultant will:

· Serve as a member of the Early Learning Hub Team, working directly with two Early Learning Hub System Analysts, The Hub Grant Administrator, the Community Systems Coordinator and the Community Systems Director to support statewide program operations.

· Participate in weekly Early Learning Hub Team meetings, monthly Early Learning Hub Director meetings, and other working meetings as determined necessary by Community Systems Director.

· Support planning and implementation of in-person and virtual Early Learning Hub meetings and events.

· Review Hub deliverables, quarterly reports, corrective action needs, and other documents to support statewide program monitoring.

The Consultant will partner with DELC research and data teams to strengthen Hub reporting processes, support data quality and consistency, and develop statewide analyses and summaries of Hub activities, partnerships, performance trends, and emerging needs.

· Help with updates to Early Learning Hub grant agreement and/or grant manual.

· Develop and/or maintain operational systems including:

· Hub portal

· Hub data dashboards

· Filing systems

· Communications infrastructure

· Newsletter development and distribution

· Support the development and implementation of new administrative rules related to the Hub system.

· Support the design and launch of the Hub System Performance Review process, developing tools, guidance, and consistency measures and finalizing documents.

· Develop and maintain program operational guidelines, checklists, communication processes, and procedures used by Hub Directors and state staff.

· Contribute to funding-related processes such as the Early Learning Hub funding formula update.

· Partner with Parent leadership and Parent Education Coordinator to develop new standards, support tools and guidance about parent voice and community representation in Hub governance and planning.

· Document all processes developed throughout the project and identify the resources, staffing, and tools needed to sustain and operationalize the work long‑term.

2. Program Monitoring

The Consultant will:

· Review Hub quarterly reports, analyze performance data, and provide summaries of progress, strengths, risks, and compliance concerns to the CST Director and Hub System Analysts.

· Monitor Hub system data through the dashboard and other tracking systems; identify trends affecting program goals and help translate findings into recommendations for technical assistance, system improvements, and statewide planning

· Assist with drafting of Early Learning Hub legislative report

· Provide proactive and responsive technical assistance to Hub Directors and regional Hub staff related to program operations, governance, reporting deliverables and statewide operations: identify recurring technical assistance needs and develop scalable resource, guidance or learning opportunities,

· Help identify statewide cross-Hub trends, recurring operational challenges, and system gaps, and develop proposed statewide tools, guidance, technical assistance strategies, or process improvements in partnership with Hub System Analysts.

· Support the design, implementation, and continuous improvement of statewide Hub deliverable and reporting processes, including templates, submission systems, review protocols, tracking tools, timelines, and follow-up procedures.

· Assist with oversight of Hub governance support, develop system for and assist with onboarding of new Hub leaders, and a statewide Community of Practice for Governance Councils.

3. Program Representation

The Consultant will:

· Draft, coordinate, and distribute statewide communications to Hub Directors and Hub system partners, and develop and maintain processes for gathering, synthesizing and coordinating communications

· Curate and send the Hub newsletter, sharing updates, guidance, resources, and expectations.

· Update and maintain partner facing information on the Hub portal.

· Represent the Hub system in meetings, presentations, partner sessions, and community engagements as needed.

· Coordinate with the Community Systems Coordinator on cross office alignment, shared initiatives, and community engagement strategies.

4. Questions and Requests for Clarification:

All questions and requests for clarification regarding this RFQ must be submitted in writing by e-mail, to the Authorized Representative and must be received no later than August 3, 2026, 2:00 PM PT.

DELC may issue revisions, substitutions or clarifications of the RFQ. DELC will send revisions, substitutions or clarifications, if any, electronically to the above referenced Contract holders.

5. Offer Submittal:

Offers must be received on or before the Offer Due Date and Time at the location identified above to be considered. DELC may extend the Offer Due Date and Time. Offers will be accepted by e-mail to the Authorized Representative identified above.

Offers will not be accepted after the Offer Due Date and Time.

6. Submittal Requirements:

a. Offeror must provide a description of the proposed approach for providing the Scope of Services described in the RFQ, including a comprehensive description of the proposed implementation methodology for the Project. The description should include how the Offeror has developed this methodology to incorporate lessons learned from experiences, as well as to meet the needs described in the RFQ.

b. Offeror must provide a draft Statement of Work using the information from Section 3, Scope of Services.

c. Offer must include submission of the Price Offer on the form or forms attached hereto as Exhibit 1 detailing all costs associated with the System(s) and Services.

d. Experience: Offerors responding to this RFQ must demonstrate substantial and relevant professional experience providing statewide program administration, systems coordination, and technical assistance within complex, multi‑stakeholder environments. At a minimum, Offerors must demonstrate:

a. Early Childhood Systems or Public Sector Program Experience

i. At least 5 years of experience supporting or administering programs in early childhood, human services, education, community systems, or similar public-sector environments.

ii. Experience working with cross‑sector partners – such as health, human services, K‑12, higher education, Tribes, and community‑based organizations – to support coordinated service delivery.

iii. Experience supporting equity‑driven, family‑centered initiatives or programs serving historically underserved communities.

iv. Experience supporting governance structures, advisory bodies, or community-led decision-making processes within complex public or community systems is strongly preferred.

b. Program Monitoring, Compliance, and Reporting

i. Demonstrated experience reviewing program deliverables, monitoring contractual obligations, identifying compliance risks, and preparing summaries or reports for leadership.

ii. Experience analyzing program data, identifying trends, and providing guidance or recommendations to address performance issues.

iii. Prior work supporting grant‑funded programs or reviewing multi‑component regional or statewide deliverables is strongly preferred.

c. Operational Systems, Tools, and Process Development

i. Experience developing, maintaining, or improving operational systems such as dashboards, portals, document libraries, communication workflows, or shared procedures.

ii. Demonstrated ability to design or refine business processes, create guidance documents, develop checklists, or create tools to support operational consistency across diverse partners.

d. Technical Assistance, Capacity Building, and Partner Support

i. Professional experience providing technical assistance, coaching, consultation, or training to regional partners, program operators, or community organizations.

ii. Ability to translate state-level expectations into clear, actionable guidance for local or regional entities.

iii. Experience facilitating problem-solving among multiple stakeholders with differing needs or priorities.

e. Meeting Facilitation and Stakeholder Engagement

i. Experience planning, coordinating, and facilitating meetings, trainings, convenings, or collaborative workgroups.

ii. Ability to track issues, document next steps, and ensure follow-through across multi‑team or multi‑organizational efforts.

f. Required Skills

i. Ability to work independently in evolving environments where processes, guidance, or expectations may still be under development.

Offerors must demonstrate:

ii. Strong analytical, organizational, and workflow‑development skills.

iii. High attention to detail and ability to manage numerous deliverables simultaneously.

iv. Strong interpersonal communication skills and experience working with culturally diverse communities and partners.

g. Offeror should include a description of Offeror’s experience with the above.

e. Organization and Personnel: Offers must include a description of Offeror’s organization, Key Persons, other staff or personnel (including subcontractors, if applicable), and their experience.

i. Key Person(s). Specify Key Person(s) to be assigned to this Project and include a current resume (not to exceed 2 pages each) for each individual that demonstrates qualifications and experience for the Services proposed.

Key Person(s) Requirements and Preferences are:

Strong project management experience and knowledge are required.

Demonstrate Offeror has internal quality control practices for its Key Person(s) to use when reviewing, editing, and providing feedback on projects and project artifacts is required.

Bachelor’s degree or higher in behavioral or social sciences, business or public administration, or another field relevant to DELC and four years professional-level evaluative, analytical and planning work. is preferred.

Strong understanding of public sector environment is preferred.

ii. Subcontractors. If Offeror intends to work with subcontractor(s), Offeror shall include a statement detailing any subcontracting firms or individual subcontractors that may be engaged as part of the Proposal to this RFQ, with those entities and the Services they will provide clearly identified.

f. Offeror must provide a list of 3 entities using Offeror’s proposed services as references using the Reference Check Form attached hereto as Exhibit No. 2.

DELC may check to determine if references provided support Offeror’s ability to comply with the requirements of this RFQ. DELC may use references to obtain additional information, or verify any information needed. DELC may contact any reference (submitted or not) to verify Offeror’s qualifications.

7. Evaluation and Award:

DELC may reject all Offers or cancel this RFQ at any time.

Submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for DELC, as set forth in this Section 8.

8.1 Tier – Evaluation of Written Offers

The first tier is an evaluation of Offers by an evaluation team assembled by DELC. The evaluation team may include Authorized Purchaser business and program personnel, as well as subject matter experts and/or representatives from other agencies or other authorized users.

Scoring Criteria (BVA) and Points

Based on scores from the first-tier evaluation, DELC will select one or more of the top-scoring Offerors as finalists for the second-tier evaluation, or DELC may award a Contract.

If DELC decides to move on with Tier 2, more information will follow via an addendum. Once Tier 2 is evaluated, Tier 1 and Tier 2 scores will be added together to determine the Offeror that will be awarded a Contract resulting from this RFQ. DELC will issue a Notice of Intent to Award to the successful Offeror(s).

Commitments made by Offeror during the evaluation process, including at the presentation/demonstration, if any, will be considered binding. Responses that are contingent upon acceptance of additional terms and conditions may be rejected. DELC may negotiate contract terms and conditions with the successful Offeror.

9. Protest of Intent to Award. An Affected Offeror shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest. An Offeror is an Affected Offeror only if the Offeror would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

Protests must:

Response to Protest. DELC will address all protests submitted in accordance with this Section 9 within a reasonable time and will issue a Written decision to the respective Offeror. Protests that do not include the required information prescribed in Section 9 may not be considered by DELC.

EXHIBIT NO. 1

PRICING

Program Administration x 10 months

· Serve as a member of the Early Learning Hub Team, working directly with two Early Learning Hub System Analysts, The Hub Grant Administrator, the Community Systems Coordinator and the Community Systems Director to support statewide program operations.

· Participate in weekly Early Learning Hub Team meetings, monthly Early Learning Hub Director meetings, and other working meetings as determined necessary by Community Systems Director.

· Support planning and implementation of in-person and virtual Early Learning Hub meetings and events.

· Review Hub deliverables, quarterly reports, corrective action needs, and other documents to support statewide program monitoring.

The Consultant will partner with DELC research and data teams to strengthen Hub reporting processes, support data quality and consistency, and develop statewide analyses and summaries of Hub activities, partnerships, performance trends, and emerging needs.

· Help with updates to Early Learning Hub grant agreement and/or grant manual.

· Develop and/or maintain operational systems including:

· Hub portal

· Hub data dashboards

· Filing systems

· Communications infrastructure

· Newsletter development and distribution

· Support the development and implementation of new administrative rules related to the Hub system.

· Support the design and launch of the Hub System Performance Review process, developing tools, guidance, and consistency measures and finalizing documents.

· Develop and maintain program operational guidelines, checklists, communication processes, and procedures used by Hub Directors and state staff.

· Contribute to funding-related processes such as the Early Learning Hub funding formula update.

· Partner with Parent leadership and Parent Education Coordinator to develop new standards, support tools and guidance about parent voice and community representation in Hub governance and planning.

· Document all processes developed throughout the project and identify the resources, staffing, and tools needed to sustain and operationalize the work long‑term.

Program Monitoring x 10 months

· Review Hub quarterly reports, analyze performance data, and provide summaries of progress, strengths, risks, and compliance concerns to the CST Director and Hub System Analysts.

· Monitor Hub system data through the dashboard and other tracking systems; identify trends affecting program goals and help translate findings into recommendations for technical assistance, system improvements, and statewide planning

· Assist with drafting of Early Learning Hub legislative report

· Provide proactive and responsive technical assistance to Hub Directors and regional Hub staff related to program operations, governance, reporting deliverables and statewide operations: identify recurring technical assistance needs and develop scalable resource, guidance or learning opportunities,

· Help identify statewide cross-Hub trends, recurring operational challenges, and system gaps, and develop proposed statewide tools, guidance, technical assistance strategies, or process improvements in partnership with Hub System Analysts.

· Support the design, implementation, and continuous improvement of statewide Hub deliverable and reporting processes, including templates, submission systems, review protocols, tracking tools, timelines, and follow-up procedures.

· Assist with oversight of Hub governance support, develop system for and assist with onboarding of new Hub leaders, and a statewide Community of Practice for Governance Councils.

Program Representation x 10 months

· Draft, coordinate, and distribute statewide communications to Hub Directors and Hub system partners, and develop and maintain processes for gathering, synthesizing and coordinating communications

· Curate and send the Hub newsletter, sharing updates, guidance, resources, and expectations.

· Update and maintain partner facing information on the Hub portal.

· Represent the Hub system in meetings, presentations, partner sessions, and community engagements as needed.

· Coordinate with the Community Systems Coordinator on cross office alignment, shared initiatives, and community engagement strategies.

Develop and Maintain Operational Systems

Support Development and Implementation of New Administrative Rules

Develop and Maintain Program Operational Guidelines, Checklists, Communication Processes and Procedures

Partner to Develop New Standards, Support Tools and Guidance

Document all Processes Developed Throughout the Project

Program Monitoring

Program Representation

TOTAL

EXHIBIT NO. 2

REFERENCE CHECK FORM

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