S10000-00006274~1.pdf

District 7 JOBS Services - Supported Work and Job Search

Solicitation#10000-00006274 RFP#5652 Page 1 of 38

STATE OF OREGON

COVER PAGE

Oregon Department of Human Services

Is issuing this Request for Proposals (RFP#5652)

Under OregonBuys Bid Number S#10000-00006274 for

Office of Self-Sufficiency Programs (OSS)

DISTRICT 7 JOBS SERVICES

Date of Issue: March 1, 2024 Closing Date and Time: April 1, 2024, at 3:00 PM

Single Point of Contact (SPC): Kathy J. McKenzie, Procurement Specialist

Address: 500 Summer St. E-03 City, State, Zip Salem, Oregon 97301 Phone (voice) 503-979-3757 Phone (fax) 503-378-4324

E-mail: Kathy.j.mckenzie@dhsoha.state.or.us

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.

Solicitation#10000-00006274 RFP#5652 Page 2 of 38

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

1.4 AUTHORITY AND METHOD

1.5 OVERVIEW

SECTION 2: DEFINITIONS

2.1 DEFINITION OF TERMS

2.2 OREGONBUYS TERMINOLOGY

2.3 OREGONBUYS RESOURCES:

SECTION 3: SCOPE OF WORK

3.1 GENERAL INFORMATION

3.2 JOB READINESS/EMPLOYMENT SERVICE CATEGORY

3.3 PARTICIPANT TRACKING REPORTING

3.4 ODHS’ TRACKING SYSTEM

3.5 MONTHLY SERVICE & PROGRESS MEETINGS

3.6 COLLABORATION WITH COMMUNITY & WORKFORCE PARTNERS

SECTION 4: PROCUREMENT REQUIREMENTS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION

SECTION 5: PROPOSAL

5.1 PROPOSAL SUBMISSIONS/MINIMUM QUALIFICATIONS

5.2 PROPOSAL REQUIREMENTS

5.3 PROPOSAL CRITERIA

SECTION 6: EVALUATION PROCESS

6.1 EVALUATION COMMITTEE

6.2 STANDARDS FOR ASSIGNING POINTS

6.3 EVALUATION CRITERIA

6.4 POINT AND SCORE CALCULATIONS

6.5 RANKING OF PROPOSERS

6.6 NEXT STEP DETERMINATION

SECTION 7: AWARD AND NEGOTIATION

7.1 AWARD NOTIFICATION PROCESS

7.2 INTENT TO AWARD PROTEST

7.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

7.4 CONTRACT NEGOTIATION

SECTION 8: ADDITIONAL INFORMATION

8.1 CERTIFIED FIRM PARTICIPATION

8.2 GOVERNING LAWS AND REGULATIONS

8.3 OWNERSHIP/PERMISSION TO USE MATERIALS

8.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

Solicitation#10000-00006274 RFP#5652 Page 3 of 38

8.5 COST OF SUBMITTING A PROPOSAL

LIST OF ATTACHMENTS – Attached as a separate document in OregonBuys.

ATTACHMENT A – SAMPLE CONTRACT

ATTACMENT B – DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C – PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D – PROPOSED BUDGET FORMS

ATTACHMENT E – CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT F – RESPONSIBILITY INQUIRY

ATTACHMENT G - REFERENCES

ATTACHMENT H – SERVICE LOCATIONS AND COVERAGE MAP

JOBS Services - Supported Work and Job Search

Solicitation#10000-00006274 RFP#5652 Page 4 of 38

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Human Services, Office of Self-Sufficiency Programs, hereinafter referred to as “Agency”, is issuing this Request for Proposal for expanding services under the Temporary Assistance for Needy Families (TANF) program. TANF offers low-income Oregonians cash assistance support to meet their basic needs as well as access to employment and training (E&T) services. TANF recipients’ access these E&T services under the JOBS Opportunity and Basic Skills (JOBS) program. This program is designed to work collaboratively with TANF participants to further their employability skills and education which can lead to obtaining and maintaining employment at a livable wage with the ending goal of moving off public assistance.

This RFP will focus on Supported Work, Life Skills, and Job Search. Supported Work provides a more structured work experience setting with staff coaching, skill building and support in accessing part or full-time employment. Life Skills includes activities and classes that offer development of skills that prepare Participants to be successful in the workplace and daily living. Job Search provides support to participants to access job openings and gain job readiness, job search, job interview, and job retention skills so the Participants can become employed.

Capacity and Area: Services under this RFP will be designated to District 7, located in Coos and Curry County. Agency branch offices that will be served, under a Contract awarded as a result of this RFP, are as follows: 1431 Airport Ln, North Bend, OR 97459, 94145 5th Pl, Gold Beach, OR 97444 and 1210 Chetco Ave, Brookings, OR 97415, see Attachment H for the service area map.

Agency anticipates the award of one Contract from this RFP; however, Agency could choose to award multiple contract(s), up to a total of $144,588.36. The initial term of any awarded contract will be for 1 year, with an anticipated contract start date of July 1, 2024. Contingent upon Agency funding, there may be options to renew an awarded contract up to a cumulative maximum term of five years. No award will be an extension of current contracted services unless the Proposal has a new and innovative approach in Services offered.

If Proposer is not going to service all of District 7, Proposer must indicate which service areas of District 7 they want to provide services to.

Proposals, and a Contract awarded as a result of this RFP, will align with the Agency mission to help families be safe, healthy, and financially independent.

Proposals must be in alignment with the following objectives:

• Development of, and placement in, interest-based sites for JOBS Participants in Supported Work or with opportunities in work simulation activities for JOBS Participants with minimal or no prior employment history;

• Job Search and Preparation for Supported Work;

• Capacity building through collaboration and partnership;

• Family Stability for Participants in partnership with Agency Family Coaches.

1.2 SCHEDULE

Solicitation#10000-00006274 RFP#5652 Page 5 of 38

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

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Questions / Requests for Clarification Due March 22, 2024 3:00 PM

Pre-Proposal Conference March 14, 2024 1:30 P.M. PST

Answers to Questions / Requests for Clarification Issued (approx.)

Continuously from March 1, 2024, through March 22 , 2024

RFP Protest Period Ends 7 calendar days prior to RFP Closing

Closing (Proposal Due) April 1, 2024 3:00 PM

Opening of Proposal – No Public Opening N/A N/A

Issuance of Notice of Intent to Award (approx.) April 22, 2024 By close of business day

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

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

Proposer will direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

1.4 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under OAR 125-246-0170(2).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

1.5 OVERVIEW

The Temporary Assistance to Needy Families “TANF” program is an essential part of the safety net for vulnerable Oregon families. TANF stabilizes families and prepares parents for employment that sets them firmly on a pathway out of poverty, and into economic stability and self-reliance. TANF provides:

• Assistance to needy families so that children may be cared for in their own homes or the homes of relatives.

• End of the dependence of needy parents on government benefits by promoting the preparation, work, and marriage.

• Prevention to reduce the incidence of out-of-wedlock pregnancies.

• The formation and maintenance of two-parent families (45 CFR 260.26).

Solicitation#10000-00006274 RFP#5652 Page 6 of 38

Self-Sufficiency Programs serve Oregonians of all ages through a variety of programs and partnerships. Benefits and services offered provide a safety net of services, family stability and a connection to careers aimed at reducing poverty in Oregon and stopping the cycle of poverty for the next generation. Agency has established goals and developed resources that provide stability for a family while they work towards self-sufficiency.

The Self-Sufficiency Program has three main areas of focus:

• Safety Net: this includes housing food, security, income, transportation, childcare and clothing;

• Family Stability: this includes medical access, physical health, emotional health, substance abuse, school engagement, social support, safety, and parent education; and

• Connection to careers: this includes training and education, learning environment, communication, workforce skills and work experience.

The program recognizes that individuals and families have their own unique situation, and no two families will need the same set of services nor will families each self-sufficiency at the same pace. Families are the drivers of their own path to independence. Agency’s role is to support families with benefits and guide them through services to address the steps they have identified as barriers to employment and self-reliance.

In establishing partnerships with local state agencies and community partners, through referrals and leveraging of services, families and individuals have more opportunity to access resources, services, and support to reach each of the benchmark goals that they have identified to achieve their goal of self-sufficiency.

SECTION 2: DEFINITIONS

2.1 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

2.1.1 Administrative Costs: means the cost category for administrative functions both directly and indirectly associated with all JOBS Services provided under this Contract. Administrative Costs can include personnel and non-personnel costs.

Administrative functions include general accounting, coordination, budgeting, and financial; audits, reviews, incident reports, property management, personnel, and payroll; and information systems costs related to the administrative functions.

Administrative costs are capped at a maximum of 12% of the total project budget.

2.1.2 Adult Basic Education (ABE)/General Equivalency Diploma (GED): means a JOBS Component that addresses basic literacy or math skills for adults 20 years of age and older without a high school diploma or GED. Activity needs to be related to an employment opportunity requiring a specific literacy or numeracy grade level.

Activity not related to pursuing a high school diploma or GED.

Solicitation#10000-00006274 RFP#5652 Page 7 of 38

2.1.3 Agency: means the Oregon Department of Human Services, Office of Self- Sufficiency Programs, District 7-JOBS Opportunity and Basic Skills (JOBS) program.

2.1.4 Barrier(s): means a personal condition(s) or circumstance(s) that reduces the likelihood the Participant will become employed.

2.1.5 Benchmark Placements: means determined hourly wages that are established as a rate that is above minimum wage and provides more financial stability than minimum wage. Benchmark Placement Wages are determined using a predetermined ratio and applying yearly to minimum wages determined by Bureau of Labor and Industries.

2.1.6 Capacity Building Services for Supported Work and Job Search: means the combined efforts with Agency and other contracted JOBS Partners to develop new sites within the community that allows for JOBS Participants to engage in Supported Work and Job Search opportunities that enhances their skills for employability.

2.1.7 Collaboration: means the action of working with Community Partners including Agency, to assist families to become Stable and Self-Sufficient.

2.1.8 Component: means a set of one or more activities of the JOBS program.

2.1.9 Community Partners: means any entity that serves Participant’s in the local community. (Noted as Community Based Organization).

2.1.10 Connection to Careers: means Services including training and education, learning environment, communication, workforce skills and work experience.

2.1.11 Contracted Partners: means currently contracting with Agency for any type of Services.

2.1.12 Culturally Responsive Services: means Services designed to show full respect for and relevance of the beliefs, practices, culture and linguistic needs of diverse people and communities being served. Culturally responsiveness describes the capacity to respond to the unique issues and characteristics of diverse communities. It may take into account language, cultural approaches, strengths, perspectives, experiences, values, and norms. The intended outcome is services and programs that are welcoming, accessible, appropriate, and effective for all eligible intended recipients.

2.1.13 Culturally Specific Organization: means a Community Based Organization that serves a particular cultural community and is primarily staffed and led by members of that community and uses language, structures, and settings familiar to the culture of the specific population to create an environment of belonging and safety in which services are delivered.

2.1.14 District Leadership: means the District Manager who oversees the delivery of all Self-Sufficiency services and budget management in District 7, the Program Manager and Assistant Program Manager, and any other ODHS staff who are identified as part of the leadership team who are responsible for service delivery

Solicitation#10000-00006274 RFP#5652 Page 8 of 38 and program compliance with state and federal policies and guidelines.

2.1.15 Family Coach: means the Agency staff who primarily work collaboratively with families and individuals on TANF in developing a Personal Development Plan that identifies Participants goals, addressing family stability, barrier removal, employment, and educational goals, as well as supporting individuals and families as they work through their Personal Development Plans.

2.1.16 Family Stability and Well-Being: means the holistic supports a family needs to establish a level of stability in which basic needs are being met (such as food, housing, income, clothing, etc.) as well as support in areas of safety, medical access, physical and emotional health, substance abuse, school engagement, parent education, and social support.

2.1.17 Full Time Equivalent (FTE): means the hours worked by one employee on a full-time basis.

2.1.18 Job Opportunities and Basic Skills means the employment and self-sufficiency program for people on public assistance.

2.1.19 Jobs Plus (PL): means subsidized work program. Participants are employed and placed with private or public employers and receive wages.

2.1.20 Job Search (JO): means an activity to help Participants prepare, locate, and retain future employment.

2.1.21 JOBS Eligible Participant (Participant): means an individual who is receiving TANF benefits and does not meet a federal exemption. Participants include parents, needy care relatives or a teen or minor parent (coded as an adult TANF case). JOBS- Eligible Participants are not considered JOBS-volunteers or JOBS exempt.

2.1.22 Life Skills (LS): means activities and classes that offer development of skills that prepare participants to be successful in the workplace and daily living. This is considered a job readiness activity.

2.1.23 Outcomes: means the Participants’ engagement in education and training program activities. Outcomes may include meeting target numbers around enrollment and completion, engagement in activity components, and program sustainability.

2.1.24 Performance Measure Outcomes: means measurements based on the Outcomes and include things such as percentage of Participants engaged in certain activities or completion rates. Performance Measurements Outcomes are an additional set of measurements that support the Outcomes.

2.1.25 Personal Development Plan (PDP): means the required plan created by the individual Participant and the Agency Family Coach, which outlines the activities and steps they are taking towards their goals and accurately captures the Participants engagement in their PDP and appropriately give them credit for their efforts.

2.1.26 Program Costs: means costs attributed to the JOBS services provided directly to

Solicitation#10000-00006274 RFP#5652 Page 9 of 38

Participants. This includes Proposer’s personnel costs for staff FTE providing the JOBS Services, supplies, equipment, space, materials, and other allowable expenses associated with these staff FTE.

2.1.27 Safety Net: means housing, food, security, income, transportation, childcare and clothing; items of stability.

2.1.28 Supported Work (SW): means the activity for Participants who need more intensive support, skills training, and job-related intervention and counseling at an unpaid work site or work simulation activity.

2.1.29 Temporary Assistance to Needy Families (TANF): means the federal assistance program created by the Personal Responsibility and Work Opportunity Act of 1996 that is administered by the state of Oregon under a block grant.

2.1.30 Temporary Assistance to Needy Families (TANF): means the federal assistance program created by the Personal Responsibility and Work Opportunity Act of 1996 that is administered by the state of Oregon under a block grant.

2.1.31 TRACS or Transition, Referral, and Client Self-Sufficiency: means Agency’s electronic case management system for the Self-Sufficiency Program.

2.2 OREGONBUYS TERMINOLOGY

Terminology specific to the OregonBuys electronic procurement system follows.

2.2.1 An Amendment is a change or addition to a Bid Solicitation. An Amendment to a Bid Solicitation is the same as an Addendum to a Request for Proposals.

OregonBuys modifications, if any, to this RFP will be made by written Amendment(s). Intent to Award notices will be posted as Amendments to the Bid Solicitation.

2.2.2 The Attachments described in subsection 5.2 of this RFP are Attachments in OregonBuys. These Attachments must be downloaded from OregonBuys in addition to this RFP Document.

2.2.3 Bid or Bid Solicitation is the same as Request for Proposals. The Bid Solicitation Number S-10000-00006274 is ODHS’ Request for Proposals from qualified Vendors to provide communications consulting, marketing, and public relations services.

2.2.4 Bid Availability Date is the date and time the Bid Solicitation will be visible in OregonBuys for vendors to respond.

2.2.5 Bid Opening Date is the date and time after which vendor Proposals will no longer be accepted in OregonBuys.

2.2.6 A Quote is a Vendor’s response to a Bid Solicitation. The Vendor submits a Quote in OregonBuys using the Attachment documents provided by ODHS in OregonBuys.

2.2.7 As used in OregonBuys, Seller or Seller Administrator may be the same entity as

Solicitation#10000-00006274 RFP#5652 Page 10 of 38 a Vendor, supplier, or the Proposer.

2.2.8 Vendor refers to the public or private entity that registers in OregonBuys to respond to Bid Solicitations or view awarded contracts and agreements.

2.3 OREGONBUYS RESOURCES:

2.3.1 For Assistance with OregonBuys (Vendor Help Desk):

Email: suppliersupport@periscopeholdings.com

Phone: 1-855-800-5046

2.3.2 For information on how to register as a Vendor in OregonBuys:

https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationQuickSte ps.pdf

2.3.3 For guidelines on how to find an open or closed Bid Solicitation in OregonBuys:

2.3.4 https://www.oregon.gov/das/ORBuys/Documents/How%20to%20advance%20s earch%20in%20OregonBuys.pdf

2.3.5 Detailed instructions on how to submit a Proposal (“Quote”) in OregonBuys:

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

If the above-links are not an option, obtain the information through the Vendor Help Desk by phone or email, or contact the SPC.

SECTION 3: SCOPE OF WORK

3.1 GENERAL INFORMATION

The JOBS program is an employment and training program for those individuals and families who are receiving TANF benefits. The JOBS program offers a variety of work readiness and educational training components that assist individuals with the tools and skills they have identified and need to become employed. After an individual meets with their Agency Family Coach and a mutually agreed upon plan has been created that address the steps and goals of the individual, the Agency Family Coach will refer that individual to their local JOBS contractor. Proposers who provide JOBS services will put into motion the activities that are on the individual’s PDP. Agency is focused on supporting individuals in obtaining meaningful employment that leads to both career advancement and wage growth. This includes employment that falls into the high wage/high demand needs of the geographical area to be served.

Agency requires that the Proposer meets the highest standard(s) prevalent in the industry or business most closely involved in providing the appropriate good or services. They will also provide culturally responsive or culturally specific services for the participants. The successful proposer will support participants and understand the mailto:suppliersupport@periscopeholdings.com https://www.oregon.gov/das/ORBuys/Documents/How%20to%20advance%20search%20in%20OregonBuys.pdf https://www.oregon.gov/das/ORBuys/Documents/How%20to%20advance%20search%20in%20OregonBuys.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

Solicitation#10000-00006274 RFP#5652 Page 11 of 38 cultural context of participants. The work to be performed under this Contract awarded through this RFP includes:

3.2 JOB READINESS/EMPLOYMENT SERVICE CATEGORY

Proposer will provide Services as described and defined in this RFP to ODHS Self- Sufficiency referred participants as follows:

3.2.1 REFERRALS

ODHS Self Sufficiency Program staff will initiate referrals to the Proposer and the Proposer will accept referrals during ODHS Self-Sufficiency Program normal business hours (8-5, M-F).

• Referrals made by ODHS must be assigned promptly so the Proposer can initiate contact with the family within 48 business hours after ODHS has initiated the referral.

• Proposer will ensure that JOBS Services are provided during the business hours of 8:00am to 5:00pm and during extending hours of operation, as agreed upon by ODHS District 7 leadership.

Proposer will ensure the JOBS Services and necessary staff coverage are available 52 weeks a year, which requires plans to ensure Back-up Staff are available.

3.2.2 Supported Work (SW)

SW is one of the two JOBS components that this RFP is seeking services for. SW supports a Participant with more intensive support, skill training and job-related intervention and counseling at an unpaid work site or work simulation activity. SW offers a more structured work experience setting with regular staff coaching, skill building and support in accessing part or full-time employment.

Participants who are determined appropriate for this activity following an assessment, typically have limited or no work history or work experience in the field that is specific to their employment goal, SW requires more supervision, including the additional coaching and mentoring element so Participants can be successful in their placement.

Description of services or assistance provided:

• Develop customized and relevant supported work sites;

• Assist Participants in developing skills and behaviors that are part of standard expectations for workplace and for successful employment;

• Assist Participants to improve communication skills and increase employment retention;

• Conduct home visits to work on barrier removal and connect Participants with community referrals and support;

• Coordination with Vocational Rehabilitation as applicable.

3.2.3 Life Skills (LS)

Solicitation#10000-00006274 RFP#5652 Page 12 of 38

Life Skills is the other of the two JOBS components that this RFP is seeking services for. LW supports a Participant with development of skills and habits that prepare the participant to be successful in the workplace and daily living. LW offers support in the following areas:

• Employment retention skills;

• Employment retention skills;

• Daily living skills and decision making;

• Budgeting;

• Self-Esteem Building.

3.2.4 Job Search and Preparation (JO) related to Supported Work Placements

JO is the second component of this RFP which will be tied to the SW component. JO is designed for Participants to prepare, locate, and retain future employment. JO provides support and job searching related tools, such as a resume or mock interview opportunities, attending Job Fairs, informational interviews, submission and follow up of employment applications, etc. for Participants who are ready to begin looking for employment. The services under the JO component include support in learning more about the field of interest, such as conducting labor market research, preparation for a site placement, and identifying the educational components required for field of interest. Participants who are engaged in a JO and Preparation activity are typically those who have identified goals working towards achieving employment.

The Proposer will be responsible to engage applicants and Participants to access job openings and gain job readiness, job search, job interview, and job retention skills so the Participants can become employed.

The JO Component will have limited capacity. JO will be provided for Participants who are actively engaged in, are close to completing or have completed SW or a Work Simulation Activity. This transition, from SW to JO is intended to support the Participant as they begin applying for employment in their chosen field. JO, as a stand-alone activity, will only be an option for those who have completed their SW or Work Simulation Activity.

Agency requires 3 FTE Employment Coaches/Job Developers to be assigned by the Proposer to serve Participants. Participants will be referred by Agency Family Coaches to the Employment Coaches who will provide the following array of services.

Following a family assessment with an Agency Family Coach and the development and completion of the Participants PDP, the Proposer will be responsible for:

1) Orientation and initial assessment of each Participant’s employability;

2) Ongoing assessment of each Participant’s employability to identify and address issues that limit success for placement, retention, and wage enhancement;

3) Job loss analysis;

4) Labor market testing;

5) Skills inventory testing;

6) National Career Readiness Certificate (NCRC) testing;

Solicitation#10000-00006274 RFP#5652 Page 13 of 38

7) Service coordination, mentoring and employment coaching;

8) JO class;

9) Job Development, Placement and Navigation.

Proposer’s provision of these services includes:

1) Job development for unsubsidized jobs that will lead to career pathways;

2) Placing Participants in unsubsidized jobs that will lead to career pathways;

3) Navigator services that assist Participants in connecting to employment related services;

4) Evaluating Participants’ progress through regular communication (at least monthly) with the Participant and the Family Coach.

3.2.5 Other JOBS Services

Each Participant has their own path to success. Some Participant PDPs may have a very direct path whereas others may be multitiered. Leveraging services, collaboration with JOBS contractors, local agencies, and community partners as well as with employers are essential in supporting Participants as they progress through their PDP.

When working closely with a Participant, a PDP that seems straightforward may change. New interests are identified, barriers may be detected, changes in PDPs may shift or be delayed while addressing the changes.

The Proposer will need to be able to support Participants they are working with by accepting and making referrals, identifying resources that are needed for a Participants success around additional skills and training, innovative and creative opportunities that support movement in their plan, as well as strong communication and collaborative partnership with Participant.

Proposer will be responsible for and in collaboration with, the ODHS Family Coach:

1) Referrals to Adult Basic Education (ABE) and General Equivalency Diploma (GED) classes, which allows for a Participant to prepare for and pass GED tests;

2) Development of Job Skills classes and training to develop the skills for several types of employment positions that are identified as high wage/high demand jobs or one of the WIOA Sector Strategies specific to the workforce area.

https://oregonWorkforcepartnership.org/.

3) Life skills training to provide Participants with the soft skills needed to prepare them for work settings and stronger family situations. These include interpersonal communication, budgeting, legal issues, etc.

4) Identify Vocational Training opportunities with Participants that are focused on skills for a vocational career.

5) School to work activities which could include: classroom instruction; computer skill development; resume writing; filling out applications; and other job-related skills such as being on time and dressing appropriately.

6) Training activities, including job shadows, culinary arts training, health occupations training, non-traditional jobs for women and paid or volunteer work experiences.

https://oregonworkforcepartnership.org/

Solicitation#10000-00006274 RFP#5652 Page 14 of 38

7) Referrals to local resources such as food banks, assistance with housing and daycare; and help to problem solve for difficult situations. Agency or Proposer will be available for emergencies and crisis intervention when necessary.

3.2.6 Collaboration

The Proposer will be responsible to build relationships with local businesses to support the Participant’s employment goals, while also providing them with basic skills support. Collaboration between private, public, or non-profit sections, Agency staff and community workforce partners is key to helping the Participant access all services available to them. Collaboration should also include seeking opportunities to enhance funding across programs in a way that benefits Participants.

3.2.7 Capacity Building Services

Proposer shall work with Agency staff and other contracted JOBS partners in coordination of JO and Placement Work activities.

These services include the development and provision of the following:

1) Employment workshops accessible to the public;

2) Assistance with registration in “I-Match Skills®” a job seeker tool administered by the Oregon Employment Department;

3) Developing and offering job orders;

4) Career readiness certification testing;

5) Aiding Participants in completing the “Initial Skills Review”;

6) Information and referral to workforce program services;

7) Providing weekly check in tracking with Participant;

8) Enhanced JO skills;

9) One-on-One assistance with Participants needing individualized assistance;

10) Setting up and tracking all appointments and group sessions for all

Participants;

11) Providing workshops with topics on skill building, information, and referral sources and processes to enhance job readiness.

3.2.8 Home Visits

Proposer will make home visits to Participants to assist with re-engagement (as needed). Home visit services include:

1) Contacting Participants through face-to-face contact in the Participants’ home or in other mutually agreed upon locations;

2) Aiding Participants with barrier removal;

3) Communicating home visit findings by the end of the following business day;

4) Narrating into TRACS.

3.2.9 Performance Standards and Outcomes

The successful Proposer, awarded a contract as a result of this RFP, will align with the Agency mission to help families be safe, healthy, and financially independent.

As not all individuals are prepared to enter the workforce, it is the focus of Agency to provide the steppingstones that prepare a Participant to enter the working force with stability and the tools and skills they need to be successful. Measurement of services is essential to the success of the JOBS Participants being served. Ensuring

Solicitation#10000-00006274 RFP#5652 Page 15 of 38 that services of the JOBS Program fit the need and interest of the Participant rather than the Participant fitting into a “one size fits all” program is as equally important.

In delivering the program components as stated in this RFP, the following target numbers have been established in regard to how many Participants will be served in Coos and Curry County during the duration of the contract.

The following chart indicates the number of JOBS Participants for which the Proposer will provide services to between July 1, 2024, through June 30, 2025.

Each fiscal year is broken down in the following two charts:

3.2.10 Performance Measures

Successful Proposer will attain the following performance measures.

1) 100% of Participants referred to the Proposer will have a scheduled appointment with the Employment Coach within five business days of the referral.

2) 85% of referrals will receive at least one hour of services from their Employment Coach.

3) 80% will receive SW services and SW site placement along with an array of jobs and Capacity Building Services.

4) 75% of Participants will complete their SW plan per PDP.

5) 50% will attain full or part-time employments.

6) A minimum of 50% of Employment Coach time will be spend with Participants in person in a supportive role and aiding with barrier removal.

7) JOBS Participants who remain in a SW component for more than three months must have an onsite meeting with the ODHS Family Coach and assigned Proposer to review and update the Participants PDP.

July 1, 2024, through June 30th, 2025

Service Monthly

Duplicate d count

Annual Duplicate d Count

Supported Work – Coos and Curry County

5 60

Life Skills

– Coos and Curry County

11 132

Job Search and Preparatio n

4 48

Solicitation#10000-00006274 RFP#5652 Page 16 of 38

3.2.11 Participant Satisfaction

As important as it is for Agency and Proposer to review and evaluate program delivery, it is equally important to have a level of feedback from the families and Participants being served. The JOBS Contractor will be responsible for conducting Client Satisfaction Surveys which have been developed by Agency. Results of each survey are electronically entered into the Agency survey tool and must be submitted on a regular basis.

3.2.12 Performance-Based Cost Reimbursement

Payments that will be reimbursed to Proposer for costs incurred providing planned client services for referred Participants. Performance outcomes are monitored very closely, a structured monthly meeting is conducted to review outcomes. Payment invoice includes the number of Participants served.

3.3 PARTICIPANT TRACKING REPORTING

Proposer will maintain documentation of the following Participant information for all JOBS Services provided including but not limited to the following:

1) Services provided to Participant,

2) Participant progress, and

3) Actual attendance of Participant.

3.4 ODHS’ TRACKING SYSTEM

1) Proposer and subcontractor’s JOBS Service provider staff will enter and maintain timely and accurate Participant and JOBS Service delivery data in the ODHS tracking system.

2) Proposer is responsible for efficient and proficient documentation of Participant information and JOBS Service delivery data.

3) Proposer will furnish directly, or through subcontractors, sufficient personnel to ensure timely and accurate reporting of data. These personnel will have an effective working knowledge of, and skill level with, the automated tracking system, and the manual and written directives that support the system.

4) Proposer and subcontractors will meet the timelines for input agreed upon by ODHS and Proposer.

5) Proposer and subcontractor will individually apply for and obtain ODHS’ authorization to access the relevant ODHS computer systems. Failure to obtain and maintain such authorizations will result in the Proposer and subcontractor being out of compliance with the provisions of this Contract.

3.5 MONTHLY SERVICE & PROGRESS MEETINGS

Proposer will meet at least once a month with ODHS-assigned staff to report the JOBS Services completed and Participant progress. These monthly meetings may be in person, by teleconference, or online platform.

3.6 COLLABORATION WITH COMMUNITY & WORKFORCE PARTNERS

Solicitation#10000-00006274 RFP#5652 Page 17 of 38

Proposer will develop, foster, and participate in productive relationships with community and workforce partners to identify and expand options that support the Participants’ PDPs and otherwise enhance the provision of the JOBS Services under this Contract.

Proposer will ensure that services provided by another funding source that are available to the Participants are not duplicated by the JOBS Services provided under this Contract.

3.6.1 Use of Subcontracts

Should the Proposer determine a subcontract is imperative to the work, the Proposer must provide at least half of the Participants direct services.

SECTION 4: PROCUREMENT REQUIREMENTS

4.1PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is mandatory/highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by:

• Conference Call (16692545252; participant Code: 1609925490#); (San Jose) or

• Conference Call (1 646 828 7666; participant Code: 1609925490#; (New York).

• Join Skype Meeting: Join by clicking on this link:

• https://www.zoomgov.com/j/1609925490?pwd=YlBKY0plT09wK1ZRWng2M3hRelc3 Zz09 https://oregonbuys.gov/ https://www.zoomgov.com/j/1609925490?pwd=YlBKY0plT09wK1ZRWng2M3hRelc3Zz09 https://www.zoomgov.com/j/1609925490?pwd=YlBKY0plT09wK1ZRWng2M3hRelc3Zz09

Solicitation#10000-00006274 RFP#5652 Page 18 of 38

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline, or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via email;

• Reference the RFP number;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP being questioned (i.e., page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in the respective Addendum. Protests to Addenda, if issued, must be submitted by 5 p.m. Pacific Time of the second Business Day or the date/time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

4.4.3 All Protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o The grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o Evidence or documentation that supports the grounds on which the protest is based.

• State the proposed changes to the RFP provisions or other relief sought;

Protests to the RFP must be received by the due date and time identified in the Schedule;

and Protests to Addenda must be received by the due date identified in Amendment.

Solicitation#10000-00006274 RFP#5652 Page 19 of 38

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason.

A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys

Proposal submission should be electronically through OregonBuys. At: OregonBuys.gov

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to closing in accordance with OAR 125-247-0440. To be effective the notice must include the RFP number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Closing. All Proposal modifications or withdrawals must be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation.

A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Schedule, Section 1.2 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

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

Solicitation#10000-00006274 RFP#5652 Page 20 of 38

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

4.10 RESPONSIVENESS AND RESPONSIBILITY DETERMINATION

4.10.1 Responsiveness Determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 5.1 (Minimum Qualifications) and Section 5.2 (Proposal Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non- Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

A Proposal that merely offers to provide the goods or services as stated in this RFP Document will be non-Responsive to this RFP and will not be considered further.

The SPC will send the Responsive Quotes to an Evaluation Committee comprised of subject matter experts. The Evaluation Committee will review and evaluate the Quote to determine if the Proposer meets the requirements to be awarded a Contract.

4.10.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Selected Proposer(s) will submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

SECTION 5: PROPOSAL

5.1 PROPOSAL SUBMISSIONS/MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this Section5.1 and other requirements set forth in the RFP. Proposal must contain a completed copy of each of the following elements (further detailed in the Proposal Requirements section below). A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further however, Proposer may resubmit Proposal containing all materials specified herein prior to the Bid Opening date. To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Proposal with Cover Letter (No more than 25 Pages)

Solicitation#10000-00006274 RFP#5652 Page 21 of 38

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C), not scored;

• Proposed Budget Forms (Attachment D)

• Certified Disadvantages Business Outreach Plan (Attachment E)

• Responsibility Inquiry (Attachment F)

• References – (Attachment G)

• Key Persons and Their Resumes Descriptions, if not hired/vacant

• Supported Work (SW) (Section 3.1.2)

• Life Skills (LS) (Section 3.1.3)

• Job Search & Prep (JO) (Section 3.1.4)

• Other JOBS Services (3.1.5)

5.2 PROPOSAL REQUIREMENTS

By submitting a Proposal, Proposer agrees to comply with the requirements of the Bid Solicitation, including the terms and conditions of Attachment A Sample Contract, except for the negotiable terms and conditions described in subsection 7.4 “Contract Negotiations.” Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

5.2.1 Proposer must submit its Proposal to this Bid Solicitation using OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in https://oregonbuys.gov/bso/_ for electronic submission.

5.2.2 Proposer should reference the subsections listed in this Section 5 “Proposal”.

Responses should be labeled to indicate the criteria being addressed.

5.2.3 Proposer should not include extensive artwork, unusual printing, marketing, or advertising material not essential to the utility and clarity of the Proposal, unless requested by Agency. Proposer’s Proposal should be straightforward and address the requests of the Bid Solicitation. Proposals containing unsolicited material may receive a lower evaluation score if required information is difficult to locate.

5.2.4 Information about completing the Bid Solicitation Attachments and submitting the Proposal is provided within Sections 5.3. Proposer may mark submitted Attachments as Confidential from the public view in OregonBuys.

5.2.5 Public Records Disclosure Exemption. All Proposals are public records and are subject to public inspection after Agency issues the Notice of the Intent to Award.

If Proposer believes that any portion of its Proposal contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Proposer must complete and submit Attachment B Disclosure Exemption Affidavit.

5.2.6 If Proposer fails to identify, as described in subsection 5.2.6 of this RFP, the portions of the Proposal that Proposer claims are exempt from public disclosure, https://oregonbuys.gov/bso/_

Solicitation#10000-00006274 RFP#5652 Page 22 of 38

Proposer has waived any future claim of non-disclosure of that information.

Proposer is cautioned that cost information generally…