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RFP Document Transcript

  • 1. STATE OF OREGON DEPARTMENT OF ADMINISTRATIVE SERVICES Transportation, Purchasing & Print Services Division REQUEST FOR PROPOSAL (RFP) Training and Technical Assistance Services DAS # 4822 DHS # 1227 Solicitation Period: ????????? through ????????
  • 2. State of Oregon Training and Technical Assistance Services Request for Proposal Issue Title: Training and Technical Assistance Services Issuing Agency: State of Oregon Department of Administrative Services (DAS) Issuing Office: DAS Transportation, Purchasing & Print Services Divison (TPPS) 1225 Ferry Street SE, U140 Salem, Oregon 97301-4285 Contact: Mary Mattison Telephone: (503) 378-4648 Facsimile: (503) 373-1626 Contract Officer: Mary Mattison DAS Transportation, Purchasing & Print Services Division (TPPS) Issuing Authority: ORS 279.051 and 279.712 RFP Issue Date: ?????? RFP Closing Date: ?????????
  • 3. State of Oregon Training and Technical Assistance Services Request for Proposal Table of Contents Table of Contents Schedule of Events Organization of RFP Part I Introduction A. Purpose / Overview B. Definitions Part IIStatement of Work A. Project 1 - Training and Technical Assistance for Support Services Brokerage Operations B. Project 2 - Oregon Intervention System C. Project 3 - Statewide Implementation of the Individual Support Plan D. Project 4 - Community Support strategies and Crisis Management E. Project 5 - Retention and Recruitment Part III Proposal Preparation and Evaluation A. Introduction B. Timeline C. General Proposal Information D. Contractor Response Information E. Proposal Evaluation Criteria and Process Part IV Contractual Provisions Personal Services Contract Statement of Work, Exhibit A Compliance with Applicable Law, Exhibit B Certification of Independent Contractor, Exhibit C (Contractual Provisions are hereby incorporated by reference.) Part V Attachments Federal Fund Split ODDS Value Statement Compliance with Criminal History Clearance Project Budget Forms Authorization for Electronic Deposit Form
  • 4. State of Oregon Training and Technical Assistance Services Request for Proposal Schedule of Events Proposed Schedule Date Release RFP ??????????? Clarifications/Questions/Protests due ????????? Responses to questions due ????????? Proposals due ????????? Proposals scored ????????? Announcement of apparent winner ??????????? Protest Period Deadline ???????????? Response to Protest ???????????? Contract Executed ?????????? DAS Central Purchasing at its sole discretion may revise these dates. The Department of Administrative Services, Department of Human Services will not be responsible for any costs or expenses incurred by consultants responding to this Request For Proposal or, prior to entering into a contract, complying with its requirements, specifications, terms, or conditions. Organization of RFP The Request for Proposal is organized as follows: Part I: Introduction Part I of the RFP contains purpose / overview information concerning the development and definitions used in this RFP. Part II: Services to Be Provided Part II contains the Statement of Work for services to be provided for each Project described in this RFP. These Statements of Work includes the Project Award Amount, Project Overview, Activities To Be Performed, and the Evaluation Criteria for each Project. Part III: Proposal Preparation and Evaluation Part III instructs Proposers on the approach used for this RFP, including the schedule, terms and conditions, Proposal format, evaluation of Proposals, and protest procedures. Part IV: Contractual Provisions Part IV presents the provisions of the contract that will result between the successful Proposers and State of Oregon. Part V: Attachments Part V includes the necessary attachments for this RFP.
  • 5. State of Oregon Training and Technical Assistance Services Request for Proposal Part I Introduction A. Purpose / Overview The State of Oregon, Department of Human Services is responsible for the establishment, coordination, assistance and direction of services to Seniors and People with Developmental Disabilities, delivered to the greatest extent possible, in community settings. The Department contracts with Community Mental Health programs and other entities to provide treatment, rehabilitation and other services for individuals with developmental disabilities. This Request for Proposals (RFP) is issued by the Department of Administrative Services (DAS Central Purchasing) on behalf of the Department of Human Services, Seniors and People with Disabilities Services, to solicit Proposals from individuals or agencies to award contracts for Training and Technical Assistance Projects. The intent of these Projects is to provide training, Technical Assistance and other supports to improve and further develop community-based services for people with developmental disabilities. Regional Training Steering Committees are established throughout the state for the purposes of providing training and Technical Assistance that assures local needs are met. Project/Proposals should describe opportunities to collaborate with the Regional Training Steering Committees whenever possible and practical. The Projects authorized through this Request for Proposal are funded through November 30, 2003. The Projects are: 1. Training and Technical Assistance for Support Service Brokerage Operations Component One: Brokerage Operations for Adults Component Two: Family In-Home Supports for Children Component Three: Training for Employment and Community Inclusion 2. Oregon Intervention System 3. Statewide Implementation of the Individual Support Plan 4. Community Support Strategies and Crisis Management 5. Retention and Recruitment Funding for the period of time during which work will extend beyond June 30, 2003, is contingent on legislative approval of sufficient appropriations as part of the Department's 2003-2005 budget. NOTE: Proposers may propose for one or all five Projects but MUST address ALL components within each category.
  • 6. B. Definitions: “Action Plan” means the structure by which a group of people involved in supporting an individual with developmental disabilities identifies: an outcome for the individual with developmental disabilities receiving support; the steps associated in reaching that (those) outcome(s); and the assigned responsibilities and timelines of those involved to meet the outcome(s). "Agency," "Department" or "DHS" means the Oregon Department of Human Services. “Board of Directors” means a group of individuals formed to set policy and give directions to a program designed to provide residential services for individuals with developmental disabilities. This includes local advisory boards used by multi-state organizations. “Brokerage” or “Support Services Brokerage” means an entity, or distinct operating unit within an existing entity, that performs the functions listed in OAR 309-041-1860(a)-(f) associated with planning and implementation of Support Services for adults with developmental disabilities. “Community Inclusion Supports” means services that may include instruction in skills an individual wishes to acquire, retain or improve that enhance independence, productivity, integration, and /or maintain the individual’s physical and mental skills. These supports are provided: a. for an individual to participate in activities to facilitate independence and promote community inclusion and contribution; and b. at any time in community settings of the individual’s choice. "Contractor" means a successful Proposer that enters into a contract with the Department to provide the work and services set forth in the RFP. "DAS Central Purchasing" means the Purchasing Section of the Transportation, Purchasing and Print Services Division of the Department of Administrative Services for the State of Oregon. "Division" means the Transportation, Purchasing & Print Services Division of the Department of Administrative Services. “Essential Lifestyle Plans” means a guided process for learning how someone wants to live and for developing a plan to help make it happen. It is also: a snapshot of how someone wants to live today, serving as a blueprint for how to support someone tomorrow; a way of organizing and communicating what is important to an individual in user friendly, plain language; a flexible process that can be used in combination with other Person Centered Planning techniques; and a way of making sure that the person is heard, regardless of the severity of his or her disability. Essential lifestyle plans are developed through a process of asking and listening. The best essential lifestyle plans reflect the balances between competing desires, needs, choice and safety.
  • 7. “Networking” for the purposes of this RFP means the opportunity to gather with others for common purposes of education through forums, and workshops; having discussions with others with similar interest and/or needs; problem solving and establishing ongoing relationships based on mutual interest and/or needs. “OIS Instructor” for purposes of this RFP, is an individual who has been trained and certified in all the required “levels” of mastery necessary for implementing the Oregon Intervention System. An OIS Instructor is qualified to instruct individuals who will train others within their specific workforce. “OIS Trainer” for purposes of this RFP, is an individual who has been trained and certified in the required “levels” of mastery necessary for implementing the Oregon Intervention System. An OIS Trainer requires less extensive training than an OIS Instructor, and is qualified to train staff within their own agency. “Person Centered Planning” is a process that focuses Support Services planning, funding, and delivery on the strengths, capabilities, needs, and preferences of the individual with developmental disabilities. It is a process, either formal or informal, for gathering and organizing information that helps an individual: a) determine and describe choices about personal goals and lifestyle preferences; and b) design strategies and networks of Support Services to achieve these goals and a preferred lifestyle using individual strengths, relationships, and resources. People who assist or facilitate this process help the individual and those significant to the individual to identify, use and strengthen naturally-occurring opportunities in designing strategies for support at home and in the community. “Personal Agent” means an employee of a Support Service Brokerage, whose responsibility is to assist each referred adult with developmental disabilities to plan, arrange, and implement support plans. “Policy Oversight Group” is a group comprised of a majority of individuals with developmental disabilities or family members of individuals with developmental disabilities who provide direction, advice and guidance to Brokerages. The Policy Oversight Group has the authority to exercise maximum influence allowed by law over the Brokerage’s important program operational decisions, including such areas as program policy development, program planning and goal setting, budgeting and resource allocation, selection of key personnel, program evaluation and quality assurance; grievance or appeal resolution. "Project" means, individually, one of the five Projects, including its components, described individually in Part II of this RFP, and which are: Training and Technical Assistance for Support Services, Brokerage Operations; Oregon Intervention System; Statewide Implementation of the Individual Support Plan; Community Support Strategies and Crisis Management; and Retention and Recruitment. "Proposer" means an entity that submits a Proposal in response to this Request for Proposals.
  • 8. "Proposal" means a competitive offer, binding on the Proposer and submitted in response to this Request for Proposals. “Protective Service Investigation” means the necessary actions taken to prevent abuse or exploitation of a person with developmental disabilities, to prevent self-destructive acts and to safeguard an allegedly abused individual’s person, property and funds. “Provider Agency” for purposes of this RFP, means a public or private community agency or organization that provides a particular mental health or developmental disability service and is approved by DHS or other appropriate agency to provide the service. "RFP" means this Request for Proposals # 4822 for Training and Technical Assistance Services. “Risk Tracking Form” means a written and standardized form , used by a team of people who support an individual with developmental disabilities. The Risk Tracking Form focuses on individual risks associated with medical, behavioral and other general safety issues, including financial risks. This form is completed once, and updated annually. “Self Determination” is a philosophy and process by which individuals with developmental disabilities are empowered to gain control over the selection of Support Services that meet their needs. The basic principles of Self Determination are: a. Freedom - The ability for an individual with a developmental disability together with freely chosen family and friends to plan a life with necessary Support Services rather than purchasing a predefined program. b. Authority - The ability for a person with a developmental disability (with the help of a social support network if needed) to control a certain sum of resources in order to purchase Support Services. c. Autonomy - The arranging of resources and personnel - both formal and informal- that will assist an individuals with a developmental disability to live a life in the community rich in community affiliations. d. Responsibility - The acceptance of a valued role in a person’s community through competitive employment, organizational affiliations, personal development, and general caring for others in the community, as well as accountability for spending public dollars in ways that are life-enhancing for persons with developmental disabilities. “Stakeholder” means an individual who is invested and/or involved in either an individual with developmental disabilities, and/or the provision of services to individuals with developmental disabilities. Examples of a Stakeholder may be, but are not limited to: self advocate, family member, residential and employment provider, case manager, agency board member, consultant, etc. “Supports” or “Support Services” means in-home or personal supports provided to adults, and can include: personal care, job coaching or employment supports, in-home staffing, respite care, community inclusion activities, and minor physical environmental adaptations.
  • 9. “Stipend” means reimbursement of expenses within state guidelines, to encourage and facilitate the involvement of families and/or self advocates in training, policy making and advisory activities sponsored through the specified activities identified in this RFP. “Systems Change” for purposes of this RFP, means a major change in philosophy, service delivery, outcomes of service delivery, and/or the involvement of parties who are invested in serving the needs of people with developmental disabilities and their family(ies). “Technical Assistance” means the provision of specialized training designed to increase discrete skills in designated activities to a targeted audience. An example might be behavioral intervention strategies for the direct care staff of a residential program, or accounting principles for a new program director.
  • 10. State of Oregon Training and Technical Assistance Services Request for Proposal Part II Statement of Work A. Project 1 - Training and Technical Assistance for Support Service Brokerage Operations Project Award Amount: The Total Project Award for a two year period is $733,583. This amount will be adjusted based on the actual number of months Contractor provides services. Project Overview: This Project has three distinct components. All components are essential to the implementation of additional community services and supports for individuals with developmental disabilities. ONLY ONE PROPOSER WILL BE AWARDED ALL THREE COMPONENTS. A response to this Project should address the essential administrative costs, with an emphasis on maximizing resources for direct training and Technical Assistance. Proposers are encouraged to build collaborations and partnerships that strengthen the ability to accomplish the work identified in each component. Applicants shall provide a budget for each component, and respond to evaluation criteria at the end of the Project description. Component One: Brokerage Operations for Adults Project Award Amount: The Project Award for this component for a two year period is $378,950. This amount will be prorated and adjusted based on the actual number of months within the executed contract. In September 2000, a lawsuit filed against the State of Oregon was settled pursuant to a settlement agreement. This "Agreement," commonly known as the Staley Settlement Agreement, resulted in a plan to establish new and/or additional community supports for people with developmental disabilities. Support Services must be provided in a manner that assures fairness, equity and universal access across the state. Detailed information on the Staley Settlement Agreement can be found through the Internet at: http://oddsweb.mhd.hr.state.or.us.
  • 11. Eleven Support Service Brokerages are being established in Oregon, to assist individuals with developmental disabilities plan for and access certain Support Services that help them achieve a lifestyle that satisfies personal needs and desires. The notion that families, friends and communities can and should support one another is the cornerstone of a Support Service Brokerage’s work. From December, 2001, through May, 2002, Support Service Brokerages will be hiring an approximate total of 146 employees, 75% who will work as Personal Agents, 17% who will run the business operations and 8% who will administer the Brokerages. In addition, Brokerages will be utilizing the services of many volunteers, including self-advocates and family members of people with developmental disabilities, to serve on governing boards, Policy Oversight Groups and local advisory committees. It is imperative that Support Service Brokerages are stable organizations, and that they sustain their practice over time. The very personal work of assisting people with developmental disabilities to establish new relationships and business liaisons within their community, may be complicated by the requirements of applicable laws, state administrative rules, state certification and other relevant provider requirements. Support Service Brokerages will need to understand the responsibilities of these distinct roles, and develop successful strategies to navigate and fulfill both. This component of the Project will provide training specifically to Support Service Brokerages. This training must be based on the values and philosophies associated with Self Determination and the practices of Person Centered Planning. The primary responsibilities of Support Service Brokerages may include: ∗ Providing personal assistance on an individualized basis to build a support plan for an individual which identifies needs, discusses supports to meet those needs, and proposes a satisfactory budget to purchase the desired supports; ∗ Assisting each individual to locate and arrange for the resources necessary to implement their unique support services plan; ∗ Assisting each individual in the implementation of their support service plan, both initially and over time, making adjustments as necessary; ∗ Providing information, education and Technical Assistance to increase the skills of the individual in implementing and monitoring their support plan; ∗ Acting as a fiscal intermediary for the individual (this may include, but not be limited to the receipt and accounting of certain funds; making payments with the individual's authorization; and accounting for certain support plan costs); ∗ Acting as an employer agent to assist an individual in fulfilling their role as an employer; ∗ Facilitating development and expansion of community resources as a means of meeting an individual's particular needs
  • 12. ∗ Assisting the individual in monitoring the quality of their supports. Activities to be Performed by the Contractor: The activities to be completed during the proposed contract period include: 1. Maintain adequate staff resources, equivalent to 2.5 FTE, to accomplish the work set forth in this component of this Project. 2. Develop an initial orientation and identify the basic training needs of the personnel, governing boards and/or Policy Oversight Group of each of the Support Service Brokerages. Produce training materials and deliver training in a timely fashion, coordinated with the opening of each Brokerage. The training must be provided in environments and conducted in a manner that meets the learning styles and needs of the participants. During the first six months of operation, the Brokerage must establish strategies and systems to sustain the provision of this training package to newly hired Brokerage staff on an ongoing basis. The system must provide a means of assuring that staff can reach competencies identified as critical to carrying out their jobs. The Contractor will provide assistance to each Brokerage until each Brokerage has the capacity to train new staff, their governing boards and /or Policy Oversight Groups. 3. Following the first six months of a Brokerage’s operation, Contractor staff will work with identified staff of each Brokerage to develop an agency training plan. This training plan will address the immediate and ongoing training needs of the administrative, fiscal and Personal Agent staff of the Brokerage. Contractor shall develop each Brokerage training plan so that it is uniquely designed and reflects the operational history and training capacity of the Brokerage and so that it builds on the Brokerage's strength. 4. Identify emerging training needs of each Brokerage’s staff, governing boards and/or Policy Oversight Groups, using an annual assessment process. Chronicle these evolving training needs and develop necessary curriculum or training strategies that can be incorporated with the existing Brokerage structure for ongoing training to meet the training needs identified by Contractor. 5. Conduct ongoing evaluation of each Brokerage’s activities to assess the effectiveness of the initial orientation and training activities utilized in each Brokerage. Incorporate evaluation results in future training plans for each Brokerage developed during the contract period, strategies for training delivery, and related activities. 6. Provide forums for various Brokerage staff, governing boards and/or Policy Oversight Groups to gather for the purpose of training on a particular topic of common interest or concern. Contractor shall arrange and conduct a minimum of two such forums for each one year period or partial one year period during the term of the Contract, organize them to take place in varying locations that are conveniently located and conducive to learning. 7. Respond to 22 Technical Assistance requests over the term of the contract. The requests may be of a variety of needs, but must relate to the operational aspects of the Brokerage. The
  • 13. requests must be approved by the Department of Human Services designee. Each approved request will necessitate the development of a specific delivery plan to include response strategies, delivery time lines, desired outcomes and evaluation strategies. 8. The Contractor must attend a monthly meeting with the Department of Human Services designee to review activities, evaluation information and ongoing reports and recommendations. 9. To assure that Brokerages have adequate and immediate Technical Assistance, the Contractor must also provide telephone consultation and support to the Brokerages, for questions and issues of concern that can be quickly addressed when meetings cannot be promptly arranged, regarding implementation of services and compliance with the Brokerage’s expectations. Component Two: Family Support Services for Children Project Award Amount: The Project Award for this component for a two year period is $102,300. This amount will be adjusted based on the actual number of months Contractor provides services. Over the last few years, Self-Directed Support Brokerages in each county have provided support services for children and adults with developmental disabilities. The numbers of individuals served have been limited by the fixed pool of funds available to each local program. Support Services Brokerages will soon begin to offer universal access to Support Services for adults. Self-Directed Support (SDS) programs will phase out as Brokerages develop. Support services for children with developmental disabilities and their families will continue, offered locally through County Developmental Disability Programs. These programs will be called Family Support. Like the Self-Directed Services before them, and the Family Support services offered in a few counties before SDS, the new Family Support services will have a fixed amount of funds available to provide direct assistance. The new Family Support services will also rely on family involvement and strong local advisory processes to set direction for meeting local needs and improving quality of services. The Oregon Administrative Rule governing Family Supports is expected to be in place in November, 2001. Among its anticipated provisions are: ∗ Access to Person Centered Planning for all families of children; ∗ Some level of authorization for family financial assistance by all county case managers working with families of children; ∗ Consumer-directed policy groups; and
  • 14. ∗ A need for expertise in each county regarding domestic employment situations created through respite and other direct assistance supports. County Developmental Disability Programs across the state are expected to assume responsibility for Family Support by January 1, 2002. It is critical that training and Technical Assistance be in place for several constituents in order to have a smooth transition from the local Self-Directed Support programs and continue self-directed services through Family Support. These constituents include: the local "experts" among county staff; case managers authorizing financial assistance in accordance with the Administrative Rule; Policy Oversight Groups; and families themselves. The budget for this Project must recognize and include the capacity to contract out work to consultants, and the necessity of Stipends related to the statewide forum to assist family members on Policy Oversight Groups to participate in training. Activities to be Performed by the Contractor: Activities to be completed during this contract period include: 1. Maintain adequate staff resources, equivalent to .75 FTE, to accomplish the work set forth in this component of this Project. 2. Provide three orientation sessions between December 1, 2001 and April 1, 2002 in geographically diverse locations. Each session will provide basic orientation and training for children's case managers and Developmental Disability Program Managers on the following topics: ∗ Person Centered Planning ∗ The new Family Support Administrative Rules, including record keeping responsibilities ∗ Use of community resources to increase opportunities for activities beyond the scope of the Family Support Program ∗ Development of additional resources by the Family Support Program and associated Stakeholders, to meet individual needs. 3. Provide one specialized training by March 1, 2002, for local County Developmental Disability Program Managers and their staff from throughout the state who have been designated "lead" or "experts" in issues related to domestic employees and/or contractors working in family homes. 4. Provide one statewide forum by June 1, 2002, for Family Support policy group chairpersons and local Developmental Disability Program Managers to outline and discuss the roles and responsibilities of consumer-directed policy groups. 5. Provide at least one major Family Support-related statewide event during the timeframe of July 2002 - June 2003, featuring a DHS approved national-level speaker(s), budgeted for within this Projects’ resources. This training event will target policy group members, county children's case managers, local Developmental Disability Program Managers, local "lead" or "expert" staff, and others interested in "best practices" related to family support around the nation. Contractor may charge a nominal registration fee if approved by DHS. Any
  • 15. registration fees that Contractor collects shall be used to offset the expenses of conducting the event, and shall be applied to payments that Contractor would otherwise request from DHS. 6. Prepare and maintain as current Family Support orientation materials, targeted to children's case managers. These materials must be organized and presented in a written product that can be used within county training systems for orienting case managers after July 2002. 7. Update and adapt employer-related information for families, originally developed for the Self-Directed Support program. These materials address requirements and protocols expected of families and self advocates who act as the employer of their care givers. Provide the adapted product to the local "county lead" or "expert" staff for their use in assisting families to understand the responsibilities of domestic employment and contractual relationships. Contractor will maintain this document as current through out the contract period. 8. Update and adapt, as needed, the board and policy group materials developed for the Self- Directed Support program. These materials must include at a minimum, the roles and responsibilities of board and policy group members, methods of supporting members of the board and policy group, and quality assurance practices. This product will be made available to local Family Support policy groups and Developmental Disability Program Managers. Contractor will maintain this document as current through out the contract period. 9. Develop processes and materials for orienting families to Family Support, the options available for community-based support, and strategies to use in judging and improving quality of individual and family Support Services. 1. Maintain a communication network for local "lead" or "expert" staff, including maintenance of an Internet web site, as a conduit for information and inquiries to those involved in the efforts of the Family Support Program. 2. Work with local County Developmental Disability Programs to incorporate materials for orienting children's case managers into county employee training. 3. Coordinate training events and content with other statewide case management training as determined by DHS. 4. Collaborate with other training resources (e.g. support services brokerages, DD Council) on family training projects. 5. Provide on-site Technical Assistance in at least 10 counties, upon request of the DHS designee, until the need for Technical Assistance has been resolved to the satisfaction of the DHS designee. Component Three: Training for Employment and Community Inclusion Project Award Amount:
  • 16. The Project Award for this component for a two year period is $252,630. This amount will be adjusted based on the actual number of months Contractor provides services. The majority of day services for people with developmental disabilities have historically been available in provider or county controlled employment or alternatives to employment "slots" with an assigned agency. Between 1996 and 2001 only 25 - 30 young adults and their families a year have participated in a program providing flexible funding, education and guidance to support an individual's control in getting a job based on their dreams. Implementing self-directed Support Services and Brokerages will change the nature of how planning for employment or alternatives to employment is conducted, services are planned and quality is assessed. A growing number of persons will direct Supports tailored to their unique desires and needs related to quality employment and community inclusion. Families and communities must be supported to take advantage of this opportunity. Training and Technical Assistance will be based on the values and philosophies of Self Determination and support the outcomes of employment and community inclusion. Employment is defined as paid work offering opportunities for interaction with non-disabled co-workers or community members. Community inclusion is defined as one's involvement in the full range of typical everyday activities in the same manner as Oregon's citizens without disabilities. The target audience for this Project component is: Self-Advocates and Families: There is a need to build tools and guide self-advocates and families in this new environment. General orientation may provide information valuable to individuals and families to help them effectively utilize a personal agent and/or the services of a Brokerage in addressing employment and community inclusion. Specific employment / community inclusion training and Technical Assistance should be designed to enable families to learn about the value of employment and how to choose and direct Supports to achieve a quality job and/or satisfying community involvement. Present and Potential Employment and Community Inclusion Providers: There is a need to increase the availability and expertise of agencies and/or individuals capable of providing assistance and Supports to individuals with developmental disabilities. Existing providers may need assistance to revise their services and practices to better meet the needs of each person. Major training and/or Technical Assistance may include: pPerson- cCentered Planning for employment planning, identification of desirable services, rate setting, providing flexible and individualized customer driven services and "how to's" when working with a "new" customer. In many communities there are now only one or two agencies that provide employment or community inclusion services. To meet the growing demand, it will be necessary to identify and train new employment and/or community inclusion consultants who are able to offer individualized planning and flexible supports to aid the person with developmental disabilities to engage in employment or other inclusive community activities. Training topics, in addition
  • 17. those previously listed, may also include: effective strategies for identifying personal interest for employment options, job development, how to train new job skills, building relationships with community members and problem solving. This component of the Project is designed to "kick start" essential education and capacity building so that persons accessing support services can achieve employment and experience meaningful community inclusion activities. Project staff will provide training and Technical Assistance to help address the needs related to building community capacity, as identified by the 11 statewide Brokerages. The first Brokerages began service delivery in October, 2001, and all are expected to be operational by March 2002. The on-going responsibility for user education and capacity building rests with a Brokerage. The impact of this component will be measured in November 2003 by the Brokerages' ability to utilize tools recognized and approved by DHS, in their on-going capacity building, employment planning and service delivery efforts. Tools may include: Person Centered Planning forms and strategies; training needs assessments; resource analysis formulas; staff recruitment tactics, etc. This Project component is part of a larger Systems Change initiative. The Contractor for this work shall build on the "best practices" generated through Oregon's Family Grants, and Careers Community and Family Projects(s), work with the DHS designee, and collaborate with other Project contractors established through this RFP. Activities to be Performed by the Contractor: The activities to be completed during the proposed contract period include: 1. Maintain adequate staff resources, equivalent to 1.5 FTE, to accomplish the work set forth in this component of this Project. 2. Develop or refine initial orientation and training curriculums for families and providers related to achieving quality self-directed employment and community inclusion. This training must be based on the values and philosophies associated with Self Determination and the practices of Person Centered Planning. The importance of relationships and of "quality matching" of people purchasing support and those providing supports must be an underlying foundation. 3. Develop and maintain information dissemination strategies to: share stories, identify promising practices, market relevant training, and problem solve with the target audiences of this Project and other Stakeholders including Brokerages, case managers, DHS Vocational Rehabilitation, and school personnel. 4. Develop a tool for identifying the training needs of those who are described as Stakeholders (i.e. self -advocates and families, present providers, agency personnel and community members/ potential providers) in the context of their work with Support Services Brokerages. 5. Conduct annually, in each of the 11 Brokerages, at least: ∗ two (2) group information and training sessions for families, and
  • 18. ∗ two (2) employment Person Centered Planning meetings. The trainings must be provided in environments and conducted in a manner that meets the learning styles and needs of the participants. This includes the utilization of self-advocates and family members with self-directed employment and community knowledge and experience as part of the training team. 6. Provide a minimum of 3 forums per year for existing providers to gather for the purpose of training on a topic of common interest related to "retooling" to sell services to individuals and families. 7. Develop tools that will support a Brokerage to recruit and assess employment consultants. 8. Provide training annually in six regions designated by DHS, to assist interested independent contractors meet certification standards for the provision of Supported Employment or Community Inclusion Supports. 9. Respond to 22 Technical Assistance requests over the course of the Contract. The requests must relate to the specific concerns of a particular Stakeholder, or group of Stakeholders. Technical Assistance may also be interpreted as providing support to the individual with developmental disabilities as they negotiate services with the local Service Brokerage. Contractor shall only provide Technical Assistance after receiving written permission from Department. Each approved request will necessitate the development of a specific delivery plan to include response strategies, delivery time lines, desired outcomes and evaluation strategies. 10. Work in collaboration with other DHS services, local resources, and Stakeholders from across the state to coordinate where possible, training events and activities. 11. The Contractor must maintain a monthly meeting with the Department of Human Services designee to review activities, evaluate information and ongoing reports, and make recommendations. 12. To assure that Stakeholders have adequate and immediate Technical Assistance, the Contractor must also provide telephone consultation and support for questions and issues of concern that can be quickly addressed when meetings cannot be promptly arranged. Evaluation Criteria Questions 1 - 4 ask for a response that applies to each component contained in Project One. Questions 5 - 8 are specific to particular components of Project One. Please be thorough when responding to the questions that ask for a response to multiple Project components. 1. Describe your knowledge and experience providing training and Technical Assistance to the parties described within each Project component. Supplement your discussion with your experience in: training a variety of audiences, material development, and your ability to work
  • 19. in collaboration with other entities. As you address each component, include descriptions of the work you have done with: a. Staff, Personal Agents, Family Members, Self Advocates, and Case Managers who are involved in the planning, arranging and implementation of Support Services; b. Administrative staff, Management staff, Employers, providers of Support Services, and Community Members at large, and c. Boards of Directors, Policy Oversight Groups and/or other advisory bodies. (40 points) 2. Identify the knowledge and skill areas essential to the initial orientation and on-going training for those involved in each of the Project components. For the Support Service Brokerage Component, be sure to address the three target groups listed above (staff, administrators and boards/policy groups); For the Family In-Home Supports for Children include families, county "experts", case managers and policy groups; and for the Employment and Community Inclusion Component include self advocates, families, and present and potential providers of employment and community inclusion providers. (40 points) 3. Describe how you would organize this Project to provide statewide training and Technical Assistance activities for each Project component. In your answer, describe: a. How resources for staff and consultant time will be deployed; provide a proposed schedule of tentative training activities; b. The strategies you will use to implement the training and Technical Assistanceto be offered; c. How success will be measured; d. How you will manage multiple activities, in some cases when activities may occur simultaneously in diverse locations across the state; e. How you will meet ongoing demands for Technical Assistance, and f. How you propose maintaining equal energy and focus in each of the components over time. g. What Oregon based or national tools would you use to support this effort? (40 points) 4. How will you use self-advocates and families in the design, delivery, and evaluation of training in this Project? (20 points)
  • 20. 5. Where possible, elaborate on experiences specific to any work you have done with Brokerages. (15 points) 6. Describe your experience working with families of individuals with disabilities. Has this experience been with families of adults, of children or both? What is the most important lesson you have learned about families of children with disabilities and how would you apply it to your training and Technical Assistance responsibilities? (10 points) 7. Describe your experience with training related to employment and community inclusion. What strategies would you utilize during the life of the Project to support Brokerages in effectively rolling out employment and community inclusion activities and capacity building by November 2003? What recommendations would you make to sustain efforts at a community level? (15 points) 8. How would you approach the development of a recruitment campaign for qualified employment providers in a community or region? Who would you target? How would you evaluate initial interest? How would you involve the Brokerage? What would you consider essential characteristics of potential providers and what skills can be developed through training? (20 points) B. Project 2 - Oregon Intervention System Project Award Amount: The Total Project Award for a two year period is $284,162. This amount will be padjusted based on the actual number of months Contractor provides services. Project Overview: During the 1995 - 97 biennium, Oregon developed its' own physical intervention response system and curriculum. This system, called Oregon Intervention System (OIS) has been adopted in accordance with Oregon Administrative Rule (OAR) as it applies to the need for physical interventions by staff with individuals whose behaviors pose serious health or safety risks to themselves or others. The OAR's require that staff who work in programs funded through the Department of Human Resources, who implement physical intervention techniques, be trained by a state approved OIS Trainer in OIS strategies. The curriculum/training material is owned and distributed by the Department of Human Services. There are currently 200 OIS certified OIS Trainers who need re-certification every two years, who require ongoing training and support, and who are a part of the ongoing OIS network. An OIS steering committee is comprised of OIS Trainers who evaluate existing curriculum for necessary revisions and updates, and provide Technical Assistance to the OIS Trainers throughout Oregon. In the last biennium, counties organized a "Crisis Response Team" which included personnel to handle individual crises through regional coordination. Among many duties, regional crisis
  • 21. coordinators are responsible for locating resources for persons in crisis. OIS is one of the necessary resources that is employed to keep people safe. The successful Proposer will need to work with regional crisis coordinators in five regions throughout the state to assist with providing information and developing a regional system that allows for regional access to OIS Trainers and training. The regions are defined as: Region I: Multnomah, Clackamas, Washington, Clatsop, and Columbia counties Region III: Marion, Tillamook, Benton, Polk, Lincoln, Yamhill, and Linn counties Cascade: Lane, Lake, Deschutes, Jefferson, and Crook counties Region V: Douglas, Coos, Curry, Josephine, and Jackson counties and Klamath Falls Region VII: Baker, Gilliam, Grant, Harney, Hood River, Malheur, Morrow, Sherman, Umatilla, Union, Wallowa, Wasco, and Wheeler counties The successful Proposer shall manage this system and assure that community providers of service maintain compliance with applicable Oregon Administrative Rules, and support people with developmental disabilities in a safe, pro-active manner. Activities to be Performed by the Contractor: The activities to be completed during the proposed contract period include: 1. Maintain adequate staff resources, equivalent to .75 FTE, to accomplish the work set forth in this Project. 2. Provide ongoing support, re-certification, Technical Assistance, training and Networking activities in accordance with DHS protocols for 200 existing OIS Trainers and potential new OIS Trainers. Contractor will be responsible for determining certification (and re- certification) of all OIS Trainers. 3. Conduct at least 4-five (5) day OIS Trainer workshops per calendar year to certify new OIS Trainers based on agency and regional requests. Contractor will be responsible for determining certification of new OIS Trainers. 4. Coordinate and facilitate the OIS steering committee, for the purpose of setting direction for the OIS Project; provide oversight of curriculum and practices; approve state OIS Trainers; and upon request, participate in Protective Service Investigations; review modifications of physical intervention techniques and review specific behavior plans. Contractor shall
  • 22. convene the steering committee meeting, take minutes and provide written documentation of the discussions and decisions made at each meeting. 5. Provide at least one (1) one continuing education opportunity per calendar year during the term of the contract, regarding proactive behavioral support strategies and physical intervention practices to certified OIS Trainers. 6. Provide at least one formal review of each new OIS Instructor following the initial training. A review may include behavior support plans and on-site Technical Assistance when the new OIS Instructor is providing training on physical intervention techniques. 7. Coordinate with each new OIS Instructor a “Team Training” opportunity. Contractor will coordinate efforts to match a new Instructor with a certified Instructor, or a member of the OIS steering committee, for purpose of providing review and evaluation of the new Instructor’s skills. 8. Update and distribute desk reference materials pertaining to the OIS system, OIS Trainer requirements and any process revisions. Make necessary revisions to the OIS curriculum as appropriate for use with children. Updates and revisions must be recommended and approved by the OIS Steering Committee. 9. Establish, maintain, manage and distribute data regarding the OIS system, providing quarterly reports and analysis of the data to DHS designee. Data shall include, but not be limited to: OIS Trainer name, certification information, re-certification requirements, and attendance at required events. 10. Provide information regarding scheduled OIS trainings and a list of certified OIS Trainers, to regional crisis coordinators and others as designated by DHS. 11. Meet at least once per quarter to collaborate with regional/ local representatives to build a system to access local training and provide Networking activities.
  • 23. Evaluation Criteria 1. What professional experiences and proficiencies do you/your agency possess in providing training, Technical Assistance and ongoing supports to a network of approximately 200 OIS Trainers across the state of Oregon? How will you/your agency provide for the professional development and support of both new and certified OIS Trainers? Describe what development and support would be provided. (35 points) 2. How will you/your agency assure that certified OIS Trainers employ consistent, ethical standards combined with state of the art behavioral practices in their work? Describe the quality assurance system you/your agency will use to support OIS Trainers in accurately upholding OIS principals, delivering Levels I and II of the OIS curriculum and teaching standardized physical intervention techniques. (35 points) 3. What role(s) should the OIS Steering committee continue to play in the OIS Project? How would the committee's performance be evaluated in that role and over what time intervals? (10 points) 4. How would you/your agency obtain feedback from a wide variety of sources or interest groups? How would you use the feedback to modify, update, and distribute materials statewide? (10 points) 5. Describe how you/your agency would develop a data information system that keeps demographic records of OIS Trainers, their certification status, attendance at required events, and other relevant pieces of information. How could people throughout the state of Oregon benefit and get this information in order to access and select OIS Trainers? (10 points) C. Project 3 - Statewide Implementation of the Individual Support Plan Project Award Amount: The Total Project Award for a two year period is $1,015,659. This amount will be adjusted based on the actual number of months Contractor provides services. Project Overview: The Department of Human Services, Senior and People with Disabilities Services, will require a new methodology for creating an Individual Support Plan (ISP) and related implementation system for all persons with developmental disabilities, who receive comprehensive Residential and Employment/Community Inclusion service supports (“Comprehensive Services”). Adult and Children's Agencies will work jointly with the individual, county staff, families or guardians and /or significant others to create an ISP that reflects both Residential and Employment/ Community Inclusion Supports as appropriate. This Project will focus on working with 24-hour Residential and Employment agencies (which serve adults and children and that are licensed under the Comprehensive Supports Rule), Case Managers, and families to learn and use the new
  • 24. ISP system. The Contractor for the statewide ISP Project will provide training and Technical Assistance over the term of the contract. Expectations around assessment, implementation and evaluation of the new ISP system will be formalized in Oregon Administrative Rule revisions and licensing standards for Comprehensive Services. Activities to be Performed by the Contractor: Activities to be completed during this contract period include, but are not limited to: 1. Maintain adequate staff resources, equivalent to 6.75 FTE, to accomplish the work set forth in this Project. This could include providing personnel to perform roles such as Project coordinator, technical and materials developer, and provider of training and Technical Assistance. A portion of the Contractor’s staff must have expertise in employment and community inclusion service supports; 2. Produce materials and/or forms necessary for training, Technical Assistance and system implementation in advance of training opportunities, for approval by the Department of Human Services designee; 3. Make all necessary and related forms available to providers and county agencies, in a user- friendly computer format. All written forms and materials must be easily read and understood. Contractor may use the services of a graphic artist or agency. 4. Maintain up-to-date electronic copies of all program training and Technical Assistance materials and forms. 5. Provide training and Technical Assistance to 24-Hour Residential and Employment/ Community Inclusion Providers and Case Managers on the process of jointly completing Person-Centered or Essential Lifestyle Plans, Risk Tracking Form, and Action Plans. This training and Technical Assistance will include expert knowledge on DHS’ Comprehensive and Administrative Services Rules as they relate to the new ISP system; philosophy, values, and use of the new ISP system, and; on-site Technical Assistance on the process of gathering information, jointly completing, and using the new forms. 6. Gather feedback on changes that might be made to the forms, materials and process during the term of the contract. Provide recommendations to DHS designee and modify materials, forms or processes as requested and approved; 7. DHS will negotiate the implementation schedule with the Contractor. Minimally, Contractor shall provide training and Technical Assistance on the new ISP system during the contract period to 50% of the 24-hour Residential and Employment/Community Inclusion sites licensed or certified under DHS’ Comprehensive Services Administrative Rules; 8. Offer all training and Technical Assistance activities to individuals receiving Comprehensive Services and their family members or guardians;
  • 25. 9. Train and mentor up to 12 new facilitators in Person Centered Planning tools, such as Essential Lifestyle Planning, PATH or other tools, as requested and approved by DHS designee; 10. Provide Technical Assistance to up to 6 agencies providing Comprehensive Services as they develop staff training to meet the requirements of the new ISP system. Technical Assistance requests must be approved by DHS designee. 11. Provide telephone Technical Assistance through out the term of the contract to all involved agency and county staff, upon request of agency, county staff or DHS designee. 12. Maintain a training database, owned by DHS, which includes data regarding the implementation status of sites, and lists trained Person-Centered Planning facilitators; 13. Meet minimally on a monthly basis, or as the need is determined, with DHS designee, to discuss and evaluate Project implementation activities, issues and timelines; 14. Participate with DHS employees and other state contractors in meetings to review and develop quality assurance standards, as requested by DHS designee; 15. Coordinate quarterly visits from DHS approved national leaders whose role will be to review and evaluate the ISP implementation Project and give feed back to the Project and DHS staff. 16. Work with the assigned DHS designee and other Stakeholders to develop an alternate version of the new ISP system that allows individuals receiving services to facilitate the new ISP system as independently as possible.
  • 26. Evaluation Criteria 1. Describe any knowledge and experience you /your agency has in Systems Change related to the implementing statewide projects. (20 points) 2. How will you/your agency provide statewide training and Technical Assistance on the new ISP system to 50% of the 24-hour Residential and Employment/ Community Inclusion sites licensed or certified under the Comprehensive Services Rule? What is your/your agency's expertise in working with residential and Employment and Community Inclusion providers. How will you assure that plans between two discrete services are adequately blended? How will you/your agency build a quality assurance component into the training and Technical Assistance provided? (30 points) 3. Describe any experience you/your agency has in developing, training on the use of, and modification of forms and materials (hard copies and electronic) used in a statewide systems implementation process. (10 points) 4. Describe how you/your agency will train individuals to facilitate Person Centered Planning or Essential Lifestyle Plans with others? How will you ensure each facilitator has the skills necessary to assist others in developing adequate plans? (20 points) 5. How will you work with Stakeholders to develop an alternate version of the new ISP system that allows individuals receiving services to facilitate the process as independently as possible? (20 points) D. Project 4 - Community Support Strategies and Crisis Management Project Award Amount: The Total Project Award for a two year period is $866,686. This amount will be adjusted based on the actual number of months Contractor provides services. Project Overview: This Project provides specialized training and Technical Assistance to those who provide Support Services to individuals with developmental disabilities. A portion of the work is based on addressing the priorities and requests generated through the Department of Human Services, Seniors and People with Disabilities. This could include requests to: design a plan to provide behavioral strategies for an individual who is in crisis; assure that providers of Support Services are successful in implementing such plans; assure programmatic compliance as it relates to applicable Oregon Administrative Rules; assist providers to establish sound and efficient financial and administrative systems; provide training for Boards of Directors; and provide training specific to those providing crisis Support Services.
  • 27. The other portion of the work focuses on understanding the impact of one's environment on behavior, and the various methods that can be used to increase positive behaviors within an environment. Throughout this Project, reference will be made to "Environmental Structuring" or "Visual Strategies." For purposes of this RFP, these terms denote various strategies that are used within a person's environment. Simple and concrete examples of these terms might be: changing the furniture within a room to better define space (environmental structuring); and providing visual cues (e.g. picture cards/ calendar, etc.) to lead an individual from one task to the next (visual strategies). This training may be provided through specific Technical Assistance or through a series of trainings targeted to certain groups of people. Training and Technical Assistance may be delivered through sub-contracts with private consultants who have specialized skills. The training and Technical Assistance shall be provided in a manner that assures an individuals' health, safety and rights, and which enhances the providers knowledge and abilities to support people in integrated settings. Activities to be Performed by the Contractor: Activities to be completed during this contract period include, but are not limited to: 1. Maintain adequate staff resources, equivalent to 4.0 FTE, to accomplish the work set forth in this Project. 2. Maintain flexible staff schedules to respond to statewide requests from the DHS designee for Technical Assistance. As a result of the request, Contractor shall provide an initial assessment of the Provider Agency's needs followed by the development of a training and Technical Assistance plan. The plan must include objectives, responsibilities, timelines and evaluation criterion. Training and Technical Assistance will be provided until DHS designee determines that there is no longer a need for training or Technical Assistance, and instructs the Contractor to discontinue Technical Assistance. 3. Maintain staff or sub - Contractors who can respond to a diverse set of Provider Agencies’ Technical Assistance requests, including administrative training, staff training, board of director training, fiscal review, agency re-configuration, agency expansion, consultation on behalf of designated individuals, and other requests forwarded by the DHS designee. 4. Work with DHS designee and other training contractors to review quality assurance outcomes and coordinate training efforts. 5. Develop behavior support plans for persons in crisis and train staff to implement and operationalize the plan. Provide follow up and make revisions on each plan as needed, staying involved with those implementing the plan until the individual is stable. 6. Respond to a minimum of 24 emergency requests for OIS training to include Level I and/or Level II OIS curriculum, per year. Contractor can anticipate an average of two requests per month.
  • 28. 7. Provide OIS trainings as requested to families or caregivers of children, at least six times per year. 8. Provide 5 three-hour "Awareness" level training sessions regarding Autism, "Structured Visual Strategies" and Positive Behavioral supports per calendar year during the term of the Contract. This training shall be provided across the state, in collaboration with regional training steering committees when possible. 9. Provide 2 two-day "Knowledge" level training sessions, per calendar year during the term of the Contract, providing general information on autism, assessment tools and effective visual strategies that work for individuals who have autism or other related disorders. The workshop would also incorporate information on functional assessment, and an understanding of the "crisis cycle" that can occur when intervention is not strategically planned and implemented. 10. Provide 1 three-day "Hands On" training, per calendar year during the term of the Contract, providing the opportunity to work with people who have autism. The targeted audience for this training includes behavior specialists, managers of residential or employment services, coordinators of training and others who have had a minimum of the two-day "Knowledge" level training. This training must enhance the skills of already trained individuals in the areas of assessment, structured visual strategies and positive behavioral supports. 11. Train five behavior consultants, approved by DHS who are strategically located across the state, to specialize in evaluating environmental settings and implementing visual strategies. Contractor shall take any additional steps directed by DHS to ensure that behavior consultants that receive the intensive training provided by Contractor to the behavior consultants agrees to provide to DHS up to 100 hours of Technical Assistance upon DHS’ request. In the event that DHS does make such request, Contractor shall make participant’s participation in the training conditional on their fulfilling any requirements established by DHS to secure their promise to provide up to 100 hours of Technical Assistance. Contractor shall manage the technical skill acquisition, maintenance and ongoing fidelity of the behavior consultants, as well as the statewide referral process. 12. Provide three forums per calendar year during the term of the Contract, specifically designed to increase the skills of those who are providing behavioral consultation within agencies or throughout the state. The forums should focus on increasing the distinct skills of the participants, particularly understanding how the environment can present challenges, and what can be done to mitigate issues that cause difficulty for the person with developmental disabilities. 13. Establish five "parent trainings" per year, which incorporate the Oregon Intervention System and the principles of "Environmental Structuring" and/or "Visual Strategies." A "parent training" must occur over several sessions, with an identified group of parents, willing to participate. Following the "parent training" the Contractor of this Project will provide up to 10 Technical Assistance requests generated by participants of the training. A Technical Assistance plan will be developed with each family requesting the training, which shall
  • 29. describe the training or Technical Assistance requested, the means of providing training/ Technical Assistance, the responsibilities of the various parties (including family members, Contractor staff, etc.) and follow up monitoring. Contractor shall provide follow up monitoring and support through out the implementation of the Technical Assistance plan. Evaluation Criteria 1. Describe you/your agency's history, current capacity and expertise in handling multiple requests for Technical Assistance, including: a. request analysis; b. development of an agency work plan specific to the agency, and provide technical support necessary to implement the plan with agencies in crisis; c. assistance to agencies to comply with the Oregon Administrative Rules; d. provision of Board of Directors training on roles and responsibilities; e. assistance to agencies to establish financial and administrative systems, and; f. program administrator training (40 points) 2. Describe you/your agency's history and ability to work with staff with diverse skills and abilities, to: a. analyze the need for developing positive behavioral support strategies for individuals in community placements; b. develop behavioral support strategies, and; c. evaluate the results of the intervention Further describe the components you would include in your Technical Assistance when working with staff to address the needs of an individual requiring significant behavioral Supports. (25 points) 3. What are you/your agency's expertise and capacity in providing workshops and/or the in- depth training and Technical Assistance necessary to create positive, structured behavioral support plans for persons with autism? (25 points) 4. How will you/your agency manage multiple tasks and timelines and report on the outcome of the work it accomplishes under this Contract? (10 points) E. Project 5 - Recruitment and Retention Project Award Amount: The Total Project Award for a two year period is $193,264. This amount will be adjusted based on the actual number of months Contractor provides services. Project Overview:
  • 30. Community programs serving individuals with developmental disabilities are currently experiencing serious staffing shortages and turnover of direct care staff. The Department of Human Services, Seniors and People with Disabilities Services, is developing options to address the problem of recruiting and retaining direct care staff in community programs serving individuals with developmental disabilities. The Recruitment and Retention Project will work with providers of licensed or certified residential or employment services serving people with developmental disabilities. Strategies have been previously designed to reduce direct care staff turnover and thereby increase program stability for the individuals supported by these providers. This Project will provide training and Technical Assistance in the use of these strategies. Residential and employment programs will be assisted to employ known strategies or develop new ones, which may be modified to reflect a particular type of organization, area of the state, or local community. Training and Technical Assistance must be offered without regard to organizational affiliations or type of corporate structure to organizations providing a licensed/certified service to people with developmental disabilities. A successful applicant must, at a minimum, utilize a manual on recruitment and retention strategies developed as part of a previous grant. They may also develop and utilize new strategies identified through the application of this Project. Any additional strategies identified will be added to the current manual on recruitment and retention strategies. Organizations to receive onsite training and Technical Assistance may be referred by DHS, or request assistance on a voluntary basis. Activities to be Performed by the Contractor: Activities to be completed during this contract period include, but are not limited to: 1. Maintain adequate staff resources, equivalent to 1.25 FTE, to accomplish the work set forth in this Project. 2. Within 45 days following the execution of the contract, Contractor will extend a statewide solicitation to identify 10 organizations willing to participate in a process of implementing recruitment and retention strategies designed for their organization. To be eligible, the organization must provide licensed or certified residential or employment services to individuals with developmental disabilities, and must be approved for participation by DHS. These organizations must not have previously participated in a DHS funded recruitment and retention project, and must be currently experiencing direct care turnover rates in excess of 50% per year. 3. Develop a training and Technical Assistance plan for each selected organization using recruitment and retention strategies. Contractor shall maintain 10 providers who carry out the activities identified in their agency Technical Assistance plan. The anticipated benefit of participating in this Project, and following through with the individualized plan is a 15% reduction overall in direct care staff turnover by the end of the contract period. 4. Maintain the capacity to provide Technical Assistance for two additional organizations referred by DHS. Such referrals will be made within the first six months of the contract.
  • 31. 5. If less than 10 organizations volunteer to participate in the initial solicitation, within the first six months of the contract, two additional voluntary organizations will be identified by Contractor and approved by DHS. 6. Implement the training and Technical Assistance plans with each selected organization through on-site consultation and training. 7. Develop and provide four (4) training forums for up to 75 participants each during the term of the Contract. Forums are for the purpose of providing successful staff recruitment and retention strategies. Each unique training forum shall provide training and Technical Assistance on a particular workforce recruitment and retention strategy. Forums shall be publicized throughout the state with registration material sent to all licensed/certified providers of community residential and employment Support Services. Contractor may charge a nominal registration fee if approved by DHS. Any registration fees that Contractor collects shall be used to offset the expenses of conducting the event, and shall be applied to payments that Contractor would otherwise request from DHS. 8. Of the four (4) training forums described in #7, Contractor may recommend to replace one forum with an alternative workforce strategy that is identified during the first year of the term of the Contract, or that may have been recommended as a strategy in the Contractor’s Proposal. DHS must approve any recommendations. 9. Identify five (5) additional Provider Agencies, willing to receive Technical Assistance on recruitment and retention strategies, on a short-term (2-4 months) basis. Develop a Technical Assistance plan that addresses a single strategy for each Provider Agency and implement each plan within the agreed upon timeframe. 10. Maintain data on staff turnover reported to the DHS designee by the Provider Agencies. Organizational performance in achieving goals (reduced turnover, improved recruitment) will be based on this data. 11. Revise and keep up-to-date the previously developed and approved Manual (Tool Kit) of Recruitment and Retention strategies. Provide DHS designee with master materials for duplication, or for posting on the World Wide Web. 12. Contractor shall make its best efforts to solicit funds to allow it to provide additional similar services to similar Provider Agencies as those it provides under the Contract. 13. Produce quarterly reports on the activities conducted as part of this Project. Quarterly reports shall be submitted to DHS designee at intervals to coincide with DHS Legislative reporting obligations. A final report, which provides data on each Provider Agency's rates of staff retention before and after participating in this Project, shall be prepared within 45 days following Project completion.
  • 32. 14. Produce and disseminate to the community interested in supporting people with developmental disabilities, using a DHS determined mailing list, a semi-annual publication describing Project activities, successful strategies for reducing staff turnover and increasing retention of the workforce, and overall results. Evaluation Criteria 1. Discuss your demonstrated experience in recruiting and managing direct care staff in residential and employment programs serving individuals with developmental disabilities. (20 points) 2. Discuss the work force issues in the Oregon service system for people with developmental disabilities. Provide specific detail to the issues regarding direct care staff recruitment and retention. Describe practical strategies that agencies can embrace, to increase successful recruitment of direct care staff and retention of employees within an agency. If an alternative strategy is proposed as allowed in #7 of the solicitation, please describe and provide a rationale for that strategy. (30 points) 3. Describe you/your agency’s ability to seek and obtain grants or funding for research or Technical Assistance on the subject of workforce stability in the service industry supporting individuals with developmental disabilities. (15 points) 4. Describe any recent or planned activities that support the goal of seeking or soliciting additional funds to provide similar services to other Provider Agencies. (10 points) 5. Provide you or your agency's experience in providing Technical Assistance and training to developmental disability service providers with regard to workforce issues. (25 points)
  • 33. State of Oregon Training and Technical Assistance Services Request for Proposal Part III Proposal Preparation and Evaluation A. Introduction A.1. Proposals shall include descriptions of all the activities and the budget that Proposer believes are required to provide the services described in Part II and Exhibits of this RFP. The Contractor in responding to this RFP should take special care, as the Proposal will be incorporated in the final contract between DHS and the Contractor. A.2. This RFP is intended to provide Proposers with the opportunity to present their qualifications and approach to each of the five Projects described in Part II clearly and succinctly while providing DHS and DAS Central Purchasing with comparable information from each Proposer. B. Timeline The Schedule of Events is identified on Page 4 of this RFP. DAS Central Purchasing, at its sole discretion, may revise these dates. Any amendments to the Schedule of Events shall be posted on the Vendor Information Program (VIP) System. C. General Proposal Information C.1. DAS Central Purchasing reserves the right, at its sole discretion: (1) to amend the RFP prior the deadline for submitting Proposals; (2) to extend the deadline for submitting Proposals; (3) to determine whether a Proposal does or does not substantially comply with the requirements of this RFP; (4) to waive any minor irregularity, informality, or nonconformance with this RFP; (5) to obtain from and/or provide to other public agencies, upon request, references regarding the Proposer’s contract performance; and (6) at any time prior to contract execution (including after announcement of the apparent awardee): (a) to reject any Proposal that fails to substantially comply with all prescribed RFP procedures and requirements; and (b) to reject all Proposals received and cancel this RFP upon a finding by DAS Central Purchasing that there is good cause and that such cancellation would be in the best interests of the State of Oregon. C.2. ALL PROPOSERS WHO SUBMIT A RESPONSE TO THIS RFP UNDERSTAND AND AGREE THAT THE NEITHER DAS CENTRAL PURCHASING NOR THE DEPARTMENT OF HUMAN SERVICES IS OBLIGATED THEREBY TO AWARD A CONTRACT TO ANY PROPOSER AND, FURTHER HAS ABSOLUTELY NO FINANCIAL OBLIGATION TO ANY PROPOSER. IN ADDITION, EACH PROPOSER UNDERSTANDS AND AGREES THAT DAS CENTRAL PURCHASING AND THE DEPARTMENT OF HUMAN SERVICES SHALL UNDER ANY CIRCUMSTANCES BE RESPONSIBLE FOR ANY COSTS RFP; EACH PROPOSER WHO AND EXPENSES INCURRED IN DEVELOPING AND SUBMITTING A RESPONSE TO THIS RESPONDS TO THIS RFP DOES SO SOLELY AT THE PROPOSER’S COST AND EXPENSE.
  • 34. C.3. Protest of Requirements C.3.1. Protests of the requirements of the Contractual Provisions contained in Part IV or requests for procedural changes or clarifications of the RFP, shall be in writing or e-mail and delivered no later than 5:00 PM, xx/xx/2001, to: Mary Mattison, Central Purchasing Analyst DAS Central Purchasing 1225 Ferry St SE # U140 Salem OR 97301 mary.mattison@state.or.us C.3.2. Protests of contractual requirements shall include the reason for the protest and any proposed changes to the requirements. No oral, telegraphic, telephone, or facsimile protests will be accepted. C.3.3. The purpose of this requirement is to permit DAS Central Purchasing to correct, prior to the opening of Proposals, contractual and RFP requirements that may be unlawful, improvident, or which unjustifiably may restrict competition. This requirement, by permitting corrections prior to the opening of Proposals, will eliminate the waste inherent in protests and in the possible rejection of all Proposals. In order to have their complaints considered, Proposers must submit them in writing within the time established in this Section. DAS Central Purchasing shall not at any subsequent time consider a Proposer’s objections to contractual requirements or specifications. C.3.4. DAS Central Purchasing will consider all requested changes and, if appropriate, amend the RFP or the contract. C.4. Addenda If any part of this RFP, including the contractual terms and conditions, is amended, written addenda will be provided to all Proposers who received the initial RFP and notice of the addendum shall be posted on the VIP. Once the Proposal due date is past, addenda will be provided to all who submitted Proposals. C.5. Proposal Preparation and Submission C.5.1. The following items explain the format requirements for Proposal preparation and submission. DAS Central Purchasing reserves the right to eliminate from consideration any Proposal that does not follow this format. C.5.1.1. Both the Technical and Cost Proposals shall be prepared in typewritten format or in ink and shall be signed by an authorized representative of the Proposer. Alterations or erasures shall be initialed by the person signing the Proposal.
  • 35. C.5.1.2. AT LEAST ONE COPY OF EACH PROPOSAL SUBMITTED BY THE PROPOSER MUST BEAR AN ORIGINAL SIGNATURE IN INK OF AN AUTHORIZED REPRESENTATIVE OF THE PROPOSER. FAILURE TO SUBMIT A PROPOSAL BEARING AN ORIGINAL SIGNATURE IN INK WILL RESULT IN THE REJECTION OF THE PROPOSAL. C.5.1.3. To ensure proper identification and handling, all envelope(s) must be clearly marked with the RFP Number. Please note that the RFP number assigned to this Project is 4822. C.5.1.4. Seven (7) copies of Technical Proposal; and one (1) copy of the Price Proposal must be submitted in sealed envelope(s) by the time and to the above location set forth in Section III.C.5.1.8. Each Proposals shall be submitted as two separate documents: 1) Technical Proposal; and 2) Price Proposal. All materials shall be in 8½" by 11" format, on white paper. Proposals shall be typed, without expensive art work, unusual printing or other material not essential to the utility and clarity of the Proposals. C.5.1.5. No more than two (2) copies (in separate binders) of brochures, annual reports, photos of projects, and other like material not specifically requested may be submitted. C.5.1.6. Proposals must be responsive. Non-responsive Proposals will not be considered and cannot be supplemented by submissions delivered after the closing time and date of the RFP. All general requirements in Part III D, Contractor Response Information, must be met to be considered responsive. C.5.1.7. No oral, telegraphic, telephone, electronically transmitted or facsimile Proposals will be accepted. C.5.1.8. Submission: Proposals must be received no later than 3:30 p.m., PST, XX/XX/2001 and time-stamped by DAS Central Purchasing. Proposals are to be directed to: Mary Mattison, Central Purchasing Analyst DAS Central Purchasing 1225 Ferry St. SE # U140 Salem, Oregon 97301-4285 Failure to submit a Proposal before the deadline will result in the rejection of the Proposal. Late Proposals and/or modifications will not be considered. C.5.1.9. The Proposal must respond to Minimum Proposal Requirements, Part III.D and Evaluation Criteria, Part II and the Budget Proposal, Part V. The Proposer shall submit a separate Technical Proposal and the Budget Proposal for each of the Projects for which they are submitting a Proposal.
  • 36. C.5.1.10. Neither the Department of Administrative Services, nor the Department of Human Services shall be liable for any costs incurred in the preparation and/or any presentation of Proposals. C.5.1.11. EACH RESPONSE WILL NOTE THE APPROPRIATE REFERENCE TO THE ITEM NUMBER GIVEN IN PART III.D. C.6. Modification or Withdrawal of Proposal Prior to the date and time designated for receipt of Proposals, any Proposal may be modified or withdrawn by notice to the party receiving Proposals at the place designated for receipt of Proposals. Such notice shall be in writing over the signature of the Proposer and shall be delivered on or before the date and time set for receipt of Proposals. C.7. Communications with Department of Human Services Questions about Technical or Procedural Requirements If Proposers have any questions about the technical or procedural requirements of this RFP, Proposers should contact: Mary Mattison, Central Purchasing Analyst DAS Central Purchasing 1225 Ferry St SE # U140 Salem OR 97301 (503) 378-4648 mary.mattison@state.or.us , directly or indirectly, any Department of Administrative Services or Department of Human Services employee in regard to this RFP for a period dating from the release of this RFP to the date that the final contract is fully executed and approved as required by applicable law. C.8. Acceptance of Contractual Requirements Contractor must include in the Proposal’s Certification Statement, a statement accepting all terms and conditions included in Part IV: Contract Provisions. Failure of the selected Proposer to execute a contract within 30 days, or such other time period as is allowed by DAS Central Purchasing, after notification of award may result in cancellation of the award. This time period may be extended at the option of DAS Central Purchasing. C.9. Insurance Requirements Insurance requirements for the Contract is listed in Part III, D.2.3. All Certificates of Insurance must be provided before Contractor begins to provide services. (See Part IV: Contractual Provisions.) C.10. Evaluation of Proposals
  • 37. C.10.1. By submitting a Proposal in response to this RFP, each Proposer understands and agrees that it will be bound by, and will compete for the Projects according to the process described in this Section. C.10.1.1. Based on the information presented in this RFP, each Proposer will develop and submit a Proposal which the Evaluation Committee will evaluate according to the process and the criteria described in this RFP. These Proposals must be submitted by the date set forth in the Schedule of Events. C.10.1.2. Proposals will be evaluated individually by the Evaluation Committee members with respect to each Project. The individual scores of each member of the Evaluation Committee will be averaged to produce a final score for each Proposer for each Project for which it proposed. The evaluation will determine if the proposed services meet the requirements of the RFP, and will score each Proposal according to the process and scoring criteria set forth in this RFP. Proposals will be evaluated for responsiveness to the general requirements of this RFP. A responsive Proposal is one that complies in all material aspects with the RFP and with all prescribed requirements. If the Proposal is unclear, Proposers may be asked to provide written clarification. Those Proposals that are not responsive will be rejected. C.10.1.3. The findings of the Evaluation Committee will be summarized. The Evaluation Committee will rank Proposals for each Project and recommend the highest ranked Proposer for each Project for award. The summary and award recommendation will be presented to DAS Central Purchasing for final review and approval. C.10.2. Any attempt by Proposer to influence a member of the Evaluation Committee during the Proposal review and evaluation process will result in the elimination of that Proposer’s Proposal from consideration. C.10.3 Although price is a consideration when engaging a Proposer, the intent is to provide DHS with a Proposer who has a given level of specialized skill, knowledge and resources. Qualifications, performance history, expertise, knowledge and the ability to exercise sound professional judgment are primary considerations in the selection process. Due to the highly technical nature of some of these tasks, the Proposer with the lowest rate will not necessarily be awarded the contract. C.11. News Releases News releases pertaining to this RFP and any resulting contract will be made only with the prior written consent of DHS, and DAS, Director’s Office. C.12 Public Records C.12.1. This RFP and one copy of each Proposal received, together with copies of all documents pertaining to the award of a contract, shall be kept by DAS Central Purchasing and made a part of a file or record which shall be open to public inspection. If a Proposal contains
  • 38. any information that Proposer considers a trade secret under ORS 192.501 (2), or otherwise exempt from disclosure under the Oregon Public Records Laws, each sheet of such information must be marked with the following legend: “This data is exempt from disclosure under the Oregon Public Records Law pursuant to ORS XXX.XXX, and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.410 through 192.505.” C.12.2. The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and some exemptions from disclosure may apply only “unless the public interest requires disclosure in the particular instance.” See generally ORS 192.501. Therefore, non- disclosure of documents or any portion of a document submitted as part of a Proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. C.13. Investigation of References DHS and DAS Central Purchasing reserve the right to investigate any known references and the past performance of any Proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment of sub-contractors and workers. DAS Central Purchasing may postpone the award or execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation. DAS Central Purchasing reserves its right to reject any Proposal or to reject all Proposals at any time prior to execution of a contract. C.14. Prior Acceptance of Defective Proposals C.14.1. Due to limited resources, DAS Central Purchasing generally will not completely review or analyze Proposals which on their face fail to comply with the requirements of the RFP or which clearly are not the best Proposals. In addition, DAS Central Purchasing generally will not investigate the references or qualifications of those who submit such Proposals. Therefore, neither the return of a Proposal, nor acknowledgment that the selection is complete, shall operate as a representation by DAS Central Purchasing that an unsuccessful Proposal was or was not complete, sufficient, or lawful in any respect. C.14.2. DAS Central Purchasing reserves the right to reject any and all Proposals received as a result of this RFP, and, if doing so would be in the public interest, to cancel this solicitation. C.15. Subcontractors If any Proposer chooses to propose with one or more subcontractors, the Proposer must clearly and completely describe the intended subcontractors and the subcontracting relationship. Such Proposer must propose as the prime contractor and retain all responsibility for delivery of all services provided under the contract. The Agency has the right to interview and approve any proposed subcontractors. If subcontracting is not a part of the initially awarded Proposal, the
  • 39. Contractor shall obtain approval from the Agency prior to entering into a subcontracting relationship. The Agency has the sole right to accept or reject either the Proposers or the Contractor's request for entering into a subcontractor relationship. C.16. Intent to Award Announcement DAS Central Purchasing reserves the right announce it intent to award prior to formal Contract(s) award by letter or fax (Intent to Award Announcement). The Intent to Award Announcement shall serve as notice to Proposers that the DAS Central Purchasing intends to make an award. C.17. Review of Proposal Files Proposers shall have seven (7) calendar days from the date of the Intent to Award Announcement to view the Proposal files (by appointment). C.18. Protest of Intent to Award Adversely affected or aggrieved Proposers shall have seven (7) calendar days from the date of the Intent to Award Announcement to file a written protest. Protests submitted after that date will not be accepted. Protests must specify the grounds upon which the protest is based. Protests shall be in writing and must be delivered to Mary Mattison, Central Purchasing Analyst, DAS Central Purchasing, 1225 Ferry St SE #U140, Salem, OR 97301-4285. C.19. Contract Period The initial contract shall be effective for a period ending November 30, 2003. The Agency may extend the contract period to a total time not to exceed five (5) years without further solicitation, if the Agency determines that the work performed has been satisfactory, and the Contractor agrees to continue to provide services. The parties may extend the contract for additional periods of time by amendment to the Contract. C.20. Recycled Products Proposers shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document. C.21. Negotiations The Agency reserves the right to negotiate the Statement of Work within the scope of work described in this RFP. C.22. Amendments
  • 40. The Agency reserves the right to amend any Contract(s) that are a result of this RFP within the scope of work described, or within the scope of any OAR adopted by the Agency related to the services or programs described in this RFP. The amendments may be for additional time, or changes in payment rates for services within the scope of work of this RFP. C.23. Contract Extensions The Agency reserves the right to extend any Contract that is a result of this RFP without an additional solicitation process for up to a total of five (5) years. D. Contractor Response Information This RFP is intended to provide Proposers with the opportunity to present their qualifications and approach in a clear and succinct format. Therefore, the Proposer should follow the format as stated below for each Project for which they are proposing by addressing each of the general requirements and mandatory scored items identified and including additional information that is deemed beneficial to the engagement. Mandatory General requirements must be included in Proposer’s response to be considered responsive. (See Part III, D.1) Mandatory Minimum Fiscal and Statutory Requirements must be included in Proposer’s response to be considered responsive. (See Part III, D.2) Mandatory Organizational Structure and Stability Requirements must be included in Proposer’s response to be considered responsive. (See Part III, D.3). Technical Proposal for each Project for which they are proposing must be included in Proposer’s response to be considered responsive. (See Part II). Budget Proposal for each Project for which they are proposing must be included in Proposer’s response to be considered responsive. (See Part III, D.4 and Part V, Attachments for forms ). D.1. Mandatory General Requirements D.1.A. Your name, address and telephone number, including a signed statement specifically stipulating acceptance of all terms and conditions contained in this RFP and that the person signing the statement is authorized to legally bind the Proposer; D.1.B. A cover letter summarizing Proposer’s interest in the RFP. D.1.C. Include the following statements:
  • 41. 1) Statement identifying individuals who prepared Proposal. 2) Statement that no attempt has been made or will be made by the Proposer to induce any other person or organization to submit or not submit a Proposal. 3) Statement of Affirmative Action that Proposer does not discriminate in its employment practices with regard to race, creed, age, religious affiliations, sex, disability or national origin. 4) Statement that any submitted response and costs shall remain valid for sixty (60) days after the Proposal due date or until a contract is approved, whichever comes first. D.1.D. Resumes Include resumes of personnel to be assigned the work. D.2. Mandatory Proposer Minimum Fiscal and Statutory Requirements D.2.1. Corporate or Independent Contractor Certification All Proposers must complete this form and return it with the Proposal. D.2.2 Taxpayer Status Certification Form All Proposers must complete this form and return it with the Proposal. D.2.3 Insurance Requirements All Proposals must include evidence and assurances that the Bidder, if awarded a contract, will secure and keep in effect during the term of the contract, insurance as described in Part IV, Contract Provisions. Standard limits for contracts awarded through this RFP for all required insurance (General Liability; Professional Liability, or applicable as determined by the Division; and Automobile Liability) will be $1,000,000. Evidence of insurance consists of an acceptable Certificate of Insurance or other documentation from the insuring company or entity that such a Certificate will be furnished upon award of a contract. Insuring companies or entities are subject to State acceptance. D.2.4 References Provide three references (name, address and telephone number) of people who can be contacted about their professional experience in dealing with the Proposer. D.2.5. Compliance with Criminal History Clearance
  • 42. If applicable, as determined by the Department, contractors must comply with requiring access to criminal offender information to screen staff and volunteers who may have direct contact with individuals served through this RFP by submitting the attached form (see Part V). D.3. Mandatory Organizational Structure and Stability Requirements Proposer must obtain a minimum score of 85 of a possible 100 points in the Mandatory Organizational Structure and Stability Part III D.3 to be considered for contract award(s). This is a pass/fail requirement and all Proposers who score 85 points or higher will pass the requirement and will be considered for further evaluation. The points from this section will not be carried forward to determine the final score and rank for Proposals within separate Projects. D.3.1 Organizational Mission and Values Describe the Proposers agency mission, and how you and/or your agency incorporate your mission in terms of training and technical assistance activities. Individuals or agencies must specifically stipulate their compliance with ODDS Mission and Values, which are attached to this RFP. (25 points) D.3.2 Organizational Description How long has the Proposers service or organization been in existence? Describe the size and composition of your board of directors (if applicable). Include a copy of your organizational chart. (15 points) D.3.3 Organizational Capacity Briefly describe your capacity to develop, implement and evaluate multiple activities and/or projects that may occur in a specific locale, or across multiple areas. Describe the Proposer’s ability to respond quickly to special requests. Include the names and addresses of government or private agencies with which the Proposers organization has contracted to provide services within the last three (3) years. Include a list of three people who can be contacted about their professional experience in dealing with the Proposer. (30 points) D.3.4 Fiscal Stability Briefly describe the Proposers experience and current ability to act fiscally responsible and remain solvent. What experience does the Proposer have in establishing sound financial practices and maintaining fiscal viability? Identify the staff and/or board members that have fiscal responsibilities. Include a copy of annual balance sheets and year-end report or a copy of your last fiscal review or audit. If the Proposer is a “new” business, include a copy of your business plan completed within the last year. (30 points) There are 100 maximum possible points for Part III D.3 of the RFP. Proposers who score 85 points or higher will be deemed to have passed this section, and their Proposals will be
  • 43. considered for further evaluation. Points earned in this section will not be included in the final score for purposes of determining the highest ranked Proposer for each Project. D.4 Budget Proposal For each Project for which you are proposing, delineate your proposed budget on the Project Budgets form. The form must display budget figures for each component of the Project. Proposers must use one Project Budget form for each Project for which they propose. The budget(s) must include information related to proposed pay rates for staff and consultants; services and supply costs, including travel and per diem (travel cannot exceed approved State rates); and administrative costs. Administrative/overhead costs must be itemized unless the Proposer has a federally approved indirect cost plany. In addition, the Proposer must provide a brief written justification of their proposed budget. NOTE: Proposers must complete a Project Budget form for each Project Category and must include budget information for each component. Project Budget forms have been provided. Any other budget formats must include the same information, in the same order, as delineated on the Project Budget form. There are 200 possible points maximum for Project 1, and 100 maximum possible points for Projects 2 through 5 for D.4 of the RFP. Evaluation and assignment of points of each Budget Proposal shall be based on the following: • Salary / Consultant fee Projections which are reasonable and comparable to salary / consultant rates of those similar positions; • Services and supply costs which can be clearly tied to the activities identified in the Proposal for the Project, and which are: • Projected using standard costs; • Travel and per diem (travel cannot exceed approved State rates); • Administrative overhead costs which are not excessive in comparison to the overall budgetProject E. Proposal Evaluation Criteria and Process The Agency will conduct a comprehensive, fair and impartial evaluation of Proposals. An evaluation committee selected by the Agency will evaluate the Proposals. The evaluation of the responses will be conducted in four phases: Phase 1 - Evaluation of Mandatory Minimum Fiscal and Statutory Requirements Phase 2 – Evaluation of Mandatory Organizational Structure and Stability Requirements
  • 44. (must score a minimum of 85 out of 100 points to be considered further.) Phase 3 - Evaluation of Technical Proposal for each Project Phase 4 - Evaluation of Cost Proposal for each Project Phase 5 - Ranking of Proposals for each Project Phase (1): Evaluation of Mandatory Minimum Requirements The purpose of this phase is to determine if the Proposal meets the RFP minimum requirements. Proposals will be reviewed by a review panel to determine if they are complete. Proposer’s failure to comply with the instructions or to submit a complete Proposal will result in it being deemed non-responsive, except that the Agency reserves the right to waive minor irregularities. Only those Proposals determined to be being responsive to the Mandatory Minimum Requirements will be considered for further evaluation in Phase 2. Phase (2): Mandatory Organizational Structure and Stability Requirements The purpose of this phase is to determine if the Proposal meets the Mandatory Organizational Structure and Stability Requirements. Proposers must receive a minimum of 85 out of 100 points for further evaluation in Phase 3. Points earned in this Phase of the evaluation will not be carried forward for purposes of determining the final score and rank of Proposals within each Project. Phase (3): Evaluation of Technical Proposal The Proposals will be scored according to how well the Proposer responded to each of the requirements in Part II. Project 1 - Training and Technical Assistance for Support Services Brokerage Operations There are 200 possible technical points. Project 2 - Oregon Intervention System There are 100 possible technical points. Project 3 - Statewide Implementation of the Individual Support Plan There are 100 possible technical points. Project 4 - Community Support strategies and Crisis Management There are 100 possible technical points. Project 5 - Retention and Recruitment There are 100 possible technical points.
  • 45. Phase (4): Evaluation of Budget Proposal The Proposals will be scored according to budget figures submitted for each Project. Proposers who submit a budget in excess of the Project Award Amount will be disqualified as non-responsive. Project 1 - Training and Technical Assistance for Support Services Brokerage Operations There are 200 possible cost points. Project 2 - Oregon Intervention System There are 100 possible cost points. Project 3 - Statewide Implementation of the Individual Support Plan There are 100 possible cost points. Project 4 - Community Support strategies and Crisis Management There are 100 possible cost points. Project 5 - Retention and Recruitment There are 100 possible cost points. Summary of Point Totals The total number of points available for each Project is: Project 1 - Training and Technical Assistance for Support Services Brokerage Operations There are 400 maximum possible points. Project 2 - Oregon Intervention System There are 200 maximum possible points. Project 3 - Statewide Implementation of the Individual Support Plan There are 200 maximum possible points. Project 4 - Community Support strategies and Crisis Management There are 200 maximum possible points. Project 5 - Retention and Recruitment There are 200 maximum possible points. Phase (5): Ranking of Proposals For each Project, the points received by the Technical and Cost Proposals will be added together to determine the total score and the final ranking of the Proposals within that Project. The highest rank for each Project will be awarded to the Proposal receiving the
  • 46. most points for that Project. The contract for each Project will be awarded to the Proposer achieving the highest rank for that Project. DAS Central Purchasing reserves the right to negotiate the cost and the technical components with the top ranked Proposer for each Project. The Proposer with the lowest cost for a Project will not necessarily be awarded the contract for that Project. Cost may become a critical factor if Proposals are otherwise judged to be equal in all other respects. Part IV Contract Provisions