YDO Evaluation RFI.docx

In compliance with the Americans with Disabilities Act, this RFI may be made available in alternate formats such as Braille, large print, audiotape, oral presentation, and computer disk. To request an alternate format call the Oregon Department of Education, (503) 947-5600.

STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF EDUCATION

Request for Information (RFI) S-58100-00010971 Date of Issue: 07/15/2024 Closing Date: 08/15/2024

RFI – YDO Evaluations, S-58100-00010971

It is the policy of the State Board of Education and priority of the Oregon Department of Education that there must be no discrimination or harassment on the grounds of race, color, sex, marital status, religion, national origin, age, sexual orientation, or disability in any educational programs, activities or employment. For more information, visit the Anti-Discrimination Policy page at https://www.oregon.gov/ode/rules-and-policies/Pages/Anti- Discrimination-Policy.aspx.

TABLE OF CONTENTS

Page PAGE 5 of 6

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of Education, (ODE), is issuing this Request for Information (RFI) to solicit information from entities regarding available grant application evaluation services for future potential use in Youth Development Requests for Applications (RFA).

Responses to this RFI will assist in identifying next steps in the possible implementation of an external process to aid in the management of Youth Development Divisions’ evaluations of applications during an RFA.

This is not a request for proposals (RFP), and it is not a supplier prequalification within the meaning of OAR 125-247-0550(1).

This RFI will not, in itself, result in any kind of contract, nor will it obligate ODE to procure goods or services of any kind or from any particular Respondent. Publication of this RFI allows entities the opportunity to provide information to ODE.

1.2 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFI is identified on the Cover Page, along with the SPC’s contact information. Respondent shall direct all communications related to any provision of the RFI, whether about the technical requirements of the RFI, the RFI process, or any other provision only to the SPC.

SECTION 2: OVERVIEW

2.1 DEFINITION OF TERMS

For the purposes of this RFI, capitalized words will refer to the following definitions:

Request for Applications Process (or RFA) - A process administered by the Oregon Department of Education Office of Procurement in partnership with the Youth Development Division, whereby applications for competitive grants are solicited, evaluated, and awarded.

2.2 BACKGROUND AND PURPOSE

Youth Development Oregon (YDO) is a state agency whose budget is part of the Oregon Department of Education. YDO consists of the Youth Development Division (YDD) and the Youth Development Council (YDC). It is YDO’s mission to align systems and invest in communities to ensure equitable and effective services for youth ages 6 through 24. Throughout Oregon and Tribal Nations, we support educational and career success, disrupt youth crime and violence, and affirm youth strengths and safety.

The YDC (ORS 417.847) provides strategic direction to the YDD (ORS 417.852), including priorities for grantmaking and approval of grant processes as identified in Oregon Administrative Rules, while the YDD engages in policymaking, grant administration and collaboration with other state agencies in order to advance the mission of YDO.

The YDD is responsible for administering grantmaking processes resulting in grants to various entities to support youth development programs on a regular basis, with major Requests for Applications carried out biennially and periodic additional funding opportunities when resources are available. The YDD competitive grant programs have historically been known as Youth Grants, consisting of Community Investments, Reengagement, Workforce Readiness, and Youth and Gang Violence Prevention grants. In a biennium, Youth Grants typically includes 100-150 individual awarded grants, and in the 2023-25 Youth Grants RFA the agency received more than 400 applications. Funding for YDO grants is provided by State General Fund, Student Success Act Statewide Initiatives Account (Corporate Activity Tax), and Federal funds.

2.3 TECHNICAL INFORMATION REQUESTED

YDD seeks information about prospective vendors that can provide services related to the evaluation of grant applications. As interest in YDD’s grant programs have grown, we have observed a significant increase in the scale of response to our grant RFAs, and commensurate demands on YDD and ODE Procurement staff capacity, volunteer reviewer recruitment and participation. Responses to this RFI should provide us with a clear understanding of respondents’ ability to develop and execute various components of the grant evaluation process.

Respondents should describe their ability to develop and administer the following activities as part of a grant application process. Respondents are not required to propose services for all areas but should identify services which they would be capable of providing, and identify prospective cost on a per service basis, with the understanding that the agency may choose to proceed with a Request for Proposal(s) (RFP) for discrete services among those listed. These services may be solicited in whole or in part in the future to be carried out within the scope of an RFA under the authority of the ODE Office of Procurement.

1. Application Question Development/Refinement

2. Scoring Rubric Development

3. Reviewer Recruitment

4. Reviewer Training

5. Review Process Administration

6. Score Tabulation & Creation of Score Documentation

Respondents should identify how, in carrying out this work, they would define and maintain adherence to the following expectations and standards:

· Data Security

· Confidentiality

· Inter-rater Reliability

· Transparency of Process

Respondents should also describe:

· How their approach to the work embeds an understanding of historical and current inequities, disparities and underrepresentation in access to resources and services and overall outcomes through the policies of the respondent, the practices used to carry out the work such as reviewer recruitment and selection to ensure a racially, socioeconomically and geographically diverse pool, and training of reviewers

· Past success in administering evaluations, including review and scoring of applications

· Experience working with government agencies

Responses to this RFI should provide an understanding of respondents’ ability to develop and execute various components of the grant evaluation process on behalf of the agency at varying scales. Estimated costs should also be identified, either overall flat cost for a service, or in terms of per application cost (including limits on application contents and length if applicable) or at different levels of response to an RFA, e.g. for 50 applications, 100 applications, 500 applications, etc.

Previous experience and success carrying out the proposed activities should be addressed, in particular experience with supporting grant processes carried out by governmental agencies.

SECTION 3: RFI PROCESS/ RFI SCHEDULE

3.1 PUBLIC NOTICE

The RFI, including all Addenda and attachments, is published on OregonBuys at https://oregonbuys.gov/bso and on the ODE website at https://www.oregon.gov/ode/educator-resources/assessment/Pages/RFI_RFPs.aspx .

3.2 SCHEDULE

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

3.3 QUESTIONS

All inquiries, whether relating to the RFI process, administration, deadline, or to the intent or technical aspects of the RFI must be sent electronically to bethany.moreland@ode.oregon.gov. Reference the RFI name and number. Include your entity name and contact information.

3.4 RESPONDENT INFORMATION SHEET

Respondent shall include with its submission the Respondent Information Sheet (Attachment A).

3.5 DELIVERY OPTIONS

Only email delivery of the Response document will be accepted. Submissions must be emailed to the SPC by the Closing Date listed in Section 3.2 of this RFI. Hard copy responses will not be accepted for this RFI.

To ensure delivery, the total combined size of the Response document should be compressed so it does not exceed 10 megabytes for electronic submittal.

3.6 RESPONSE DUE

Respondent is solely responsible for ensuring its Response is received by the SPC in accordance with the RFI requirements before Closing. ODE is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery.

SECTION 4: ADDITIONAL INFORMATION

4.1 OWNERSHIP/PERMISSION TO USE MATERIALS

All Responses to this RFI become the Property of ODE. By submitting a Response to this RFI, Respondent grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Submission solely for the purpose of evaluating the Submission, or as otherwise needed to administer the RFI process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

4.2 PUBLIC RECORD/CONFIDENTIAL OR PROPRIETARY INFORMATION

If a Respondent believes that any portion of its Response contains any information that is a trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Respondent shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Response.

Respondent is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Response, in whole, as exempt from disclosure is not acceptable. ODE advises each Respondent to consult with its own legal counsel regarding disclosure issues.

If Respondent fails to identify the portions of the Response that Respondent claims are exempt from disclosure, Respondent has waived any future claim of non-disclosure of that information.

4.3 RESERVATION OF RIGHTS

This RFI is not a request or authorization to perform work at ODE’s expense. Any work a Respondent performs in response to this RFI is at the Respondent’s own discretion and expense; ODE will not be obligated for any Respondent costs related to this RFI.

This RFI does not represent a commitment to purchase or lease any product. Submission of a Response constitutes acknowledgement that the Respondent has read and agrees to be bound by such terms.

Respondents are not required to respond to this RFI to be considered for any future opportunities.

SECTION 5: LIST OF ATTACHMENTS

ATTACHMENT A DISCLOSURE EXEMPTION AFFIDAVIT

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