2020.071P_Juvenile_Crime_Prevention_Community_Program.pdf

Proposal submissions will not be accepted in electronic form. All submissions must be delivered in hard copy in accordance with the instructions of the document.

REQUEST

FOR

PROPOSALS

Juvenile Crime Prevention Community Program

FOR

WASHINGTON COUNTY, OREGON

PROPOSAL DUE BEFORE: 3:00 pm Thursday August 06, (NO. 2020.071P)

PLEASE NOTE:

Copies of solicitation documents obtained from sources other than the Washington County Purchasing Division portal at www.washcopurch.com/biz are not valid documents.

https://secure.procurenow.com/portal/washington-county-or

WASHINGTON COUNTY, OREGON REQUEST FOR PROPOSALS

(No. 2020.071P)

The Washington County Juvenile Department is requesting proposals to provide preventive services and support and restorative justice interventions for high-risk youth of middle school age, countywide. This RFP is part of a comprehensive strategy intended to reduce juvenile crime through a continuum of services. The portion of the Plan that applies to this RFP is known as the Juvenile Crime Prevention Plan. The Plan was last approved by the Washington County Board of Commissioners on April 23, 2019. Since 1999, the Oregon State Legislature allocated funds to support the Juvenile Crime Prevention Plan, which targets youth ages 10 to 17 who are at high risk of involvement with the Juvenile Department or to re-offend.

The response must be submitted electronically prior to 3:00 pm Thursday August 06, 2020 on the County’s electronic solicitation portal at www.washcopurch.com/biz. Proposals will not be accepted after the designated time and date, per the official bid clock within the ProcureNow procurement system.

The County may reject any proposal not in compliance with all prescribed public bidding procedures and requirements and may reject for good cause any or all proposals upon a finding by the County it is in the public interest to do so.

A copy of the Request for Proposal document is posted on www.washcopurch.com/biz. Proposal documents can be viewed and downloaded from the site. The County’s electronic solicitation portal can also be accessed at www.washcopurch.com/biz. Proposers are responsible for checking the site for any addendums before submitting their proposals.

The Washington County Board of Commissioners reserves the right to reject any and all proposals and to waive any and all informalities in the best interest of the County.

Dated this 8th day of July 2020.

Suzi Fulcher, Purchasing Manager

Published: July 09, 2020 ORPIN https://secure.procurenow.com/portal/washington-county-or

GENERAL INSTRUCTIONS TO PROPOSERS

The following instructions, terms and conditions apply to all proposals to provide either goods or services to Washington County.

1 PRECEDENCE OF PROPOSAL DOCUMENTS

1.1 The order of precedence of documents is as follows:

1. Special Instructions

2. Standard Contract Terms & Conditions

3. Specifications/Scope of Work

4. General Instructions

2 COPIES OF PROPOSAL DOCUMENTS

2.1 Documents obtained from sources (such as directly from other contractors) other than

ProcureNow at www.washcopurch.com/biz are not valid proposal documents. It is the proposer's responsibility to insure they are following a particular project on www.washcopurch.com/biz in order to receive notification of all addenda as well as additional relevant information.

3 LAWS AND REGULATIONS

3.1 The proposer is assumed to be familiar with all Federal, State, County or City laws or regulations, which in any manner affect those engaged or employed in the work or the materials or equipment used or which in any way affect the conduct of the work, and no pleas of misunderstanding will be considered on account of ignorance thereof. If the proposer shall discover any provision in these specifications or project information, plans or contract documents which is contrary to or inconsistent with any law or regulations, they shall report it to County in writing.

3.2 All work performed by the contractor shall comply with all Federal, State, County and local laws, regulations and ordinances. Unless otherwise specified, the contractor shall be responsible for obtaining for applicable permits and licenses.

4 RECYCLED MATERIALS AND SUSTAINABLE PRODUCTS AND PROCESSES

4.1 Contractor is encouraged to use recycled and recyclable products to the maximum extent economically feasible during the performance of the Contract.

4.2 Washington County prefers materials or supplies manufactured from recycled materials if the recycled product is available, and it meets the requirements set forth in the Specifications.

4.3 Washington County supports and encourages the use of sustainable products by the Contractor. To contribute to a clean environment for present and future generations, Contractor shall utilize sustainable products to the maximum extent feasible during the performance of this Contract.

5 SPECIFICATION PROTEST PROCESS

5.1 Delivery: A proposer must deliver a protest of specifications to the County in writing no later than seven (7) calendar days prior to the proposal due date as follows:

Specification Protest Proposal#: 2020.071P Washington County Purchasing Division ATTN: Purchasing Manager 155 North First Avenue, Suite 270 MS 28 Hillsboro, Oregon 97124-3072

5.2 Content: A proposer’s written protest must include:

5.2.1 A detailed statement of the legal and factual grounds for the protest;

5.2.2 description of the resulting prejudice to the proposer; and

5.2.3 a statement of the form of relief requested or any proposed changes to the specifications.

5.3 County Response: The County may reject without consideration a proposer’s protest after the deadline established for submitting protest. The County shall provide notice to the applicable proposer if it entirely rejects a protest. If the County agrees with the proposer’s protest, in whole or in part, the County shall either issue an addendum reflecting its determination or cancel the solicitation.

5.4 Extension of Closing: If the County receives a written protest from a proposer in accordance with this rule, the County may extend closing if the County determines an extension is necessary to consider the protest and to issue addenda, if any, to the solicitation document.

5.5 Judicial review of the County’s decision relating to a specification protest shall be in accordance with ORS 279B.405.

6 PROPRIETARY INFORMATION; OWNERSHIP AND USE OF DOCUMENTS

6.1 All documents submitted to the County shall become public records, subject to disclosure, unless otherwise protected pursuant to the Oregon Public Records Law.

6.2 The County is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires the County to disclose all records generated or received in the transaction of County business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law. Examples of exemptions that could be relevant include trade secrets (ORS 192.501 (2)) and computer programs (ORS 192.501(15)). The County will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedures and limitations:

6.2.1 The entire RFP cannot be marked confidential, nor, shall any pricing be marked confidential;

6.2.2 All pages containing the records exempt from disclosure shall be marked “confidential” and segregated in the following manner:

6.2.2.1 It shall be clearly marked in bold and on each page of the confidential document.

6.2.2.2 It shall be kept separate from the other RFP documents in a separate file or folder.

6.2.2.3 Where this specification conflicts with other formatting and response instruction specifications, this specification shall prevail.

6.2.3 Where such conflict occurs, the Proposer is instructed to respond with the following: “Refer to confidential information enclosed.” This statement shall be inserted in the place where the requested information was to have been placed.

6.3 Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and the reasons why the public interest would be served by the confidentiality. Should a proposal be submitted as described in this section no portion of it can be held as confidential unless that portion is segregated as described above.

6.4 Notwithstanding the above procedures, the County reserves the right to disclose information that the County determines, in its sole discretion, is not exempt from disclosure or that the County is directed to disclose by the County’s Attorney, the District Attorney or a court of competent jurisdiction. Prior to disclosing such information, the County will notify the Proposer. If the Proposer disagrees with the County’s decision, the County may, but is not required to enter into an agreement not to disclose the information so long as the Proposer bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals, necessary to defend or support a no-disclosure decision.

7 PHONE PROPOSALS, LATE PROPOSALS OR MODIFICATIONS

7.1 Late proposals or modifications of proposals will be handled in the following manner:

7.1.1 It is the sole responsibility of the proposer to ensure upload of proposals by the County by the specified time. They system will not allow Proposers to upload after this time and the proposal will not be considered.

7.2 Any modification of a proposal is subject to the same conditions set forth in 7.1.1 above.

7.3 Proposals will not be accepted via Phone or FAX.

8 CERTIFICATION AND CONTRACT OFFER

8.1 An individual of the company who is authorized to legally obligate the company must sign the certification and contract offer in ink before an award will be made.

8.2 An offer will not be considered for award where the certification has been omitted, modified or not properly signed prior to presentation to the County Administrator or Board of Commissioners for award.

9 PERIOD PROPOSAL SHALL REMAIN VALID

9.1 All proposals shall remain firm for a period of 180 calendar-days after date specified for receipt of proposals.

10 ACCEPTANCE, REJECTION OR CANCELLATION OF AWARD

10.1 Washington County reserves the right to accept or reject any or all proposals received as a result of this RFP and to negotiate with any qualified proposer(s) for all or part of the requested goods and services. All proposals become the property of the County.

10.2 This RFP does not commit the County to award a contract or to pay any costs incurred by companies responding. Washington County reserves the right to cancel award of this contract at any time before execution of the contract if cancellation is deemed to be in the County's best interests. In no event shall the County have any liability for the cancellation of the award. All costs of the proposal process, interviews, contract negotiations, and related expenses are the responsibility of the proposer.

10.3 Acceptance of a proposal is subject to budget approval, appropriation and budgetary constraints.

11 RIGHTS OF BOARD OF COMMISSIONERS

11.1 The Board of Commissioners expressly reserves the following rights:

11.1.1 To waive irregularities in the proposals submitted.

11.1.2 To cancel the procurement or reject any proposals or portions thereof in accordance with ORS 279B.100.

11.1.3 To base awards with due regard to quality of services, experience, compliance with specifications, proposal response, and other such factors as necessary in the circumstances.

11.1.4 To make the award to any proposer whose proposal, in the opinion of management and the Board, is in the best interest of the County.

11.1.5 To negotiate contract terms and conditions.

12 QUALIFICATIONS/ REFERENCES/RESPONSIBLE PROPOSER

12.1 Qualifications of proposers will be evaluated when determining the award. Proposers may be required to produce acceptable personal, business, and credit references and completed examples of previous work of a similar nature.

12.2 The County reserves the right to investigate references and to consider the past performance of any proposer with respect to its performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of services on schedule, and its lawful payment of employees and workers whether or not specifically listed by the proposer.

12.3 Before awarding a contract, the County shall determine that the apparent successful proposer has met the requirements of responsibility outlined in ORS 279B.110.

13 AWARD RECOMMENDATION

13.1 The notice of intent to award will be posted on the ProcureNow website at least seven (7) days before the award of the contract. See PROTESTS AND JUDICIAL REVIEW OF CONTRACT AWARD below for protest of award.

13.2 The decision by the Board or the County Administrator to award the contract shall constitute the final decision of the County to award the contract.

14 INSPECTION OF PROPOSALS

14.1 Subject to the provisions of the Oregon Public Records Law, all proposals received will be available for public inspection after the notice of intent to award has been published.

Proposals will be provided via an electronic link.

14.2 Copies of material from proposal files may be obtained from the Washington County

Purchasing Division upon payment of a charges based upon the current County Fee Schedule. Prepayment is required for providing materials from the proposal files.

15 PROTESTS AND JUDICIAL REVIEW OF CONTRACT AWARD

15.1 Purpose. The award by the Washington County Board of Commissioners of the contract shall constitute a final decision of the County to award the contract if no written protest of the award is filed A proposer may protest the award of a contract, or the intent to award of a contract, whichever occurs first, if the conditions set forth in ORS 279B.410(1) are satisfied. A proposer must file a written protest with the County and exhaust all administrative remedies before seeking judicial review of the County's contract award decision.

15.2 Delivery. A proposer must deliver a written protest to the Washington County Purchasing Manager within seven (7) days after issuance of the notice of intent to award the contract.

15.3 Content of Protest. A proposer’s written protest shall specify the grounds for the protest to be considered pursuant to ORS 279B.410(2). Proposer may not protest the content of specifications in an award protest. Proposers may protest only deviations from laws rules, regulations, or procedures including procedures set out in this RFP. Disagreement with the scoring by the Selection Committee is not a basis for protest. Protests must specify the grounds for the appeal including the specific citation of law, rule, regulation, or procedure upon which the protest is based.

15.4 County Response. The County shall not consider a proposer’s contract award protest submitted after the timeline established for submitting such protest. The County shall issue a written disposition of the protest in a timely manner as set forth in ORS 279B.410(4). If the County upholds the protest, in whole or in part, the County may in its sole discretion either award the contract to the successful protestor or cancel the procurement or solicitation. The County shall not consider any protest against award based on the content of specifications.

15.5 Judicial Review. Judicial review of the Board’s or its designee’s decision relating to a contract award protest shall be in accordance with ORS 279B.415.

16 NEGOTIATION WITH AWARDED CONTRACTOR(S)

16.1 The County reserves the right to negotiate final contract terms with the awarded contractor to the fullest extent allowed by law and as in the best interest of the County.

17 CONTRACTOR’S RESPONSIBILITY

17.1 It is understood that the specifications and other contract documents do not purport to control the method of performing the work, but only the requirements as to the nature of the completed work. The contractor assumes the entire responsibility for the method of performing the work. Suggestions as to the method included in the contract documents shall be deemed advisory only and the feasibility of such methods, or the lack thereof, shall not affect the contractor’s liability, or status as independent contractor, and contractor will remain responsible for the cost of all permits unless otherwise specified.

18 SOCIAL EQUITY

18.1 In order to promote economic growth, the County seeks to maximize the participation of diverse consultants, partners, contractors, and suppliers throughout the duration of the project.

18.2 Working in a way that promotes the empowerment of individuals, organizations, and communities most affected by inequities is a practical method of achieving equity. We want to integrate empowering equity strategies that allow for authentic voice to be heard and ultimately represented in decisions from this delivery of service.

18.3 The County values the community as a whole and calls out those providing and receiving services should have a positive economic impact from the delivery of services that is long term and positively changes our hierarchical systems to incorporate those who are most affected by inequities.

18.4 It is the County’s desire to create full and equal access to opportunities for all people that enable them to attain their full potential. We pay particular attention to the development of income and wealth for communities most affected by inequities.

SPECIAL INSTRUCTIONS TO PROPOSERS

In addition to the enclosed project/proposal information and general instructions, the following special instructions apply to this proposal only.

19 PROPOSED TIMELINES

DATE ACTIVITY

July 09, 2020 Date of Legal Advertisement Five (5) calendar days before Submittal Date Submit Questions or Protest to

Specifications 3:00 PM Thursday August 06, 2020 Tier 1 Submittals Due August 07 - 15, 2020 Evaluation Seven (7) calendar days before award of contract Notice of Intent to Award

September 15, 2020 or sooner if possible

Award Recommendation to County Board of Commissioners

19.1 The County reserves the right to modify this schedule at the County's discretion. Proper notification of changes to the due date will be made to all parties that have received the proposal from www.washcopurch.com/biz.

19.1 Time is of the essence in getting the system installed, the above schedule will be adjusted accordingly should some tasks take less time than scheduled.

20 CONTACT PERSON

20.1 Enter all questions regarding the meaning or intent of the solicitation into the questions area of the solicitation at www.washcopurch.com/biz.

21 INTERPRETATIONS AND ADDENDA

21.1 If necessary, interpretations or clarifications in response to questions will be issued by addenda. Questions received less than five (5) business days before the proposal due date may not be answered unless the County determines, in its sole discretion that it is in its best interests to do so. Oral and other interpretations or clarifications will be without legal effect.

21.2 Any amendment(s) to or error(s) in the RFP called to the attention of the County will be added to or corrected by written addendum and posted to www.washcopurch.com/biz. The County may also issue addenda to modify the proposal documents, as it deems advisable.

21.3 Receipt of addenda must be acknowledged in the Vendor Questionnaire.

21.4 Proposers shall be solely responsible to check for and download all addenda, if any, from the www.washcopurch.com/biz prior to submitting their proposals.

21.5 After opening proposals, the County may issue or electronically post an addendum to the request for proposals that modifies the criteria, rating process and procedure for any tier of competition before the start of the tier to which the addendum applies.

21.6 The County shall send an addendum that is issued by a method other than electronic posting to all proposers who are eligible to compete under the addendum. The County shall issue or post the addendum at least five days before the start of the subject tier of competition or as the County otherwise determines is adequate to allow eligible proposers to prepare for the competition in accordance with County rules.

22 RESPONSE FORMAT

22.1 The proposal shall be prepared succinctly, providing a straightforward, concise description of the proposer’s ability to meet the requirements of the RFP. There should be no unnecessary attachments or exhibits.

22.2 The minimum font shall be twelve (12) point single spaced and the minimum margins shall be one (1) inch on all sides.

23 PROPOSAL CONTENT

23.1 Cover letter -

• Structure or type of business entity and name(s) of the person(s) authorized to represent the Proposer in any negotiations

• Name(s) of the person(s) authorized to sign any contract that may result

• Contact person’s name, mailing or street addresses, phone numbers, and email address

• A legal representative of the Proposer, authorized to bind the firm in contractual matters, must sign the Cover Letter

23.2 Proposer Capability - limited to one page (two pages for collaborative proposals)

Describe your agency’s structure, stability, past service history, and previous contract experience. Be sure your description describes your agency’s capacity and expertise to perform the proposed services. This section may be photocopied for each additional proposal submitted. Describe how your organization will meet the insurance requirements listed in on the Insurance Requirements Summary Form included in Attachment C. The remaining sections must be unique to each proposal.

Collaborative proposals must describe the role the partner will play in the collaboration. Provide specific information about the organization’s capacity to fulfill this role, including structure, stability, service history, and previous contract experience. Describe the resources the partner will contribute to the collaboration, and what program resources will be directed to support the partner’s efforts. Describe the relationship between the lead agency and the partner.

23.3 Program Design/Strategy - limited to six pages (seven for collaborative proposals)

The core program services being sought under this RFP are described in Sections 34 and 35.

Describe your program model and service strategy to accomplish these goals. Cite the rationale and research on which the model is based. Describe the target population and strategies to reach special populations within your target group. Clearly address Essential Components of the proposed program. Current Juvenile Crime Prevention providers should reflect areas of learning in the 2017-2019 biennium and specify changes that may be made to improve services or outcomes. Clearly indicate specific goals of your strategy and how those indicators not tracked by the Oregon Juvenile Crime Prevention Screen and Assessment will be measured (see Appendix B).

Collaborative proposals must also describe the rationale for and the organizational structure of the collaboration: the lead agency, and process for determining the lead agency; other organizations participating in the collaboration; the planning process and how decisions are made; how new partners are recruited/become involved in the collaboration; and how partners will be involved in the ongoing operation of the collaboration. Describe the role of the lead agency in the maintenance of the collaboration, and the agency’s capacity to fulfill this role, including its structure, stability, history and previous contract experience. Describe how the lead agency will assure that contract obligations are fulfilled. Describe how the lead organization will meet the insurance requirements listed in Attachment C.

23.4 Cultural Competency and Language Appropriateness - limited to two pages

Describe the diversity and language capabilities of your agency’s personnel, particularly those who will be involved in providing the service proposed. Explain how you will ensure that Limited English Proficient (LEP) participants receive services equal to those offered to English-speaking participants in the proposed program. Address how your agency will ensure that the services provided are gender specific/appropriate (Collaborative proposals must address the capacity of partner agencies to provide the same). Describe the regular and ongoing training that staff receive related to diversity and equity. Describe how you will support clients in culturally responsive ways and to support culture as an asset. Describe how you will support LGBTQ youth.

Appendix C outlines criteria by which your agency's progress towards cultural competency can be evaluated. Describe the specific activities and measurable outcomes you will pursue during the funding period to increase the cultural competency of your agency and the programs and services that you offer.

23.5 Coordination - limited to one page

Describe specifically how you will collaborate with other service providers and relevant organizations to coordinate services for the children, youth, and families your proposal seeks to serve. Current Juvenile Crime Prevention providers should indicate existing collaborative relationships’ levels of effectiveness and any proposed changes. Also, describe how you will use volunteers or students to enhance the proposed service.

23.6 Budget Narrative - limited to one page

Describe how the cost per client served was calculated. Describe specific strategies for cost containment, and any budget anomalies not clearly identified on the Budget/Revenue forms.

Detail the specific strategies that you will undertake to leverage other revenue to support the proposed service. (Budget forms and instructions can be found in Appendix A).

23.7 Past Successful Performance of Similar Activities- limited to one page

Data describing past utilization, performance, and outcomes of proposers who have contracted with the County previously will be reviewed. New proposers may include the names, addresses, and phone numbers of up to three references with whom the proposer has contracted to provide similar services.

23.8 Letters of Commitment: Where a proposal program requires a commitment from another agency, such that the contract cannot be fulfilled without the other agency; e.g., provision of matching funds, collection of baseline/outcome data, securing parental permission for client participation, the proposed services are intended to serve another agency’s clients/students, services will be provided at another agency’s site, etc., a letter from the Director of each other agency must be attached to the proposal. The letter must describe the exact nature of the other agency's role in the proposed program, including funding, planning, implementing, monitoring, and evaluating the services proposed.

23.9 Additional Materials: Letters of support, staff resumes, bibliographies, and other attachments not specifically requested in the Proposal Instructions or program specific requirements in the Attachments should not be attached as they will not be considered.

23.10 Collaborative Proposals: Collaborative proposals are required when the proposed program requires the active collaboration of other agencies, such that the contract cannot be fulfilled without the client services provided by other agencies; e.g., the proposal represents a package of services some of which will be provided by the proposer and some of which will be provided by the collaborating agencies. The services provided by the collaborating partners may be supported by other funding sources. With the exception of the proposal format, all other instructions, conditions, guidelines, and requirements described in this RFP apply to proposers submitting collaborative proposals. Specific format instructions for the submission of a collaborative proposal are found in Section 23, Proposal Content.

24 GUIDELINES FOR PROPOSAL SUBMITTAL AND RECEIPT

24.1 To be considered for this contract, each proposer must upload its complete proposal to

ProcureNow with separate files for costing, the completed Functional Requirements Excel spreadsheet, and any proprietary information.

24.2 Proposals must be uploaded by 3:00 pm Thursday August 06, 2020. The system will not allow late uploads. Allow plenty of time to ensure your upload is successful. Slow or malfunctioning internet shall not be an acceptable reason for late submissions.

24.3 Each submittal shall contain the following:

24.3.1 All proposal response forms, including the signed and dated certification and contract offer sheet.

24.3.2 Responses to Sections 23.

24.3.3 Failure to submit any of the required items may be grounds for rejection of the proposal.

24.4 Proposals will not be read aloud.

25 EVALUATION CRITERIA AND SELECTION PROCESS

25.1 All proposals will be reviewed by members of the Juvenile Crime Prevention Advisory

Council, staff from the Juvenile Department, community representatives knowledgeable in the program area and the Purchasing Division based on the criteria below. Each evaluation criteria has been assigned points based on its relative value to the contract as a whole. The criteria and the associated points are listed in the table below:

CRITERIA POINTS

Proposer Capability (Reference 23.2)

Proposer demonstrates the capacity to successfully manage and operate the program being proposed, and demonstrates experience in effectively delivering similar services to children, youth, and their families

Program Design/Strategy (Reference 23.3) Program design and strategies clearly reflect realistic, effective, and efficient mechanisms to address the needs of the target population identified. Demonstrates a clear rationale for the program design and cites research/evidence, which is indicative of the effectiveness of the proposed service strategies to address the needs of the target population, to prevent juvenile delinquency and to facilitate positive youth development. Clearly identifies target population and strategies to reach special populations.

Proposer provides clear, measurable program goals and service objectives, which provide specific and quantifiable measures of what the service is and how it will be delivered. Outcome objectives are specific, providing quantifiable and verifiable measures of the impact of the proposed service on the clients to be served.

Cultural Competency/Services to Limited English Participants (Reference 23.4) Proposer clearly identifies agency’s level of cultural competence and demonstrated capacity to provide equal services to Limited English Proficient participants. Answer reflects plans to continue to monitor and develop areas of cultural competency.

Collaboration with other agencies and services (Reference 23.5) Clearly describes how services will be coordinated and/or delivered in collaboration with other agencies. Demonstrates methods to identify other client needs and to facilitate clients’ access to community resources.

Budget Information (Reference 23.6) Demonstrates cost effectiveness and balance in terms of personnel, materials/services costs, and indirect costs. Demonstrates capacity to secure and maintain additional revenue sources for the proposed program.

Past Successful Performance of Similar Activities (Reference 23.7) Data describing past utilization, performance, and outcomes of proposers who have contracted with the County previously will be reviewed. New proposers may include the names, addresses, and phone numbers of up to three references with whom the proposer has contracted to provide similar services.

Subtotal 100 Tier 2 - Interview/Presentations 25

TOTAL POINTS 125

25.2 The County reserves the right to interview all or top scoring proposers.

26 Review Panel members will interview proposers and score oral interviews. Review Panel will discuss final scores and formulate final recommendations

26.1 The County reserves the right to check references only on the highest scoring proposers or depending on the scoring differential just the highest proposer.

26.2 The County reserves the right to obtain clarification of any point in regards to a proposal or to obtain additional information necessary to properly evaluate a proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of their proposal.

26.3 After the above activity has occurred, a single firm will be identified that is best able to provide the services to the County. The County reserves the sole right to determine the best Proposal. A notice of intent to award will be published and a recommendation will be presented to the County Administrator or Board of Commissioners for their consideration.

27 FORM OF CONTRACT

27.1 Contracts will be contingent on the availability of funds, continued need for the service relative to other community needs, utilization, performance and outcomes of the service being provided, and contract compliance.

27.2 Organizations submitting proposals in response to this Request for Proposals document must agree to abide by the general contract requirements of the County.

27.3 A copy of the standard personal service contract, including Attachments C, E, F, and G, that the County expects the successful firm or individual to execute is attached as Exhibit A.

The contract will incorporate the terms and conditions from this RFP document and the successful proposer's response documents.

27.4 Firms taking exception to any of the contract terms should indicate the same in their proposals or their exceptions will be deemed waived.

28 INSURANCE REQUIREMENTS

28.1 The insurance requirements for this contract are outlined in the Insurance Requirements Summary Form.

SCOPE OF SERVICES

29 BACKGROUND INFORMATION

Washington County is a suburban county located on the western edge of Portland, Oregon.

Its boundaries extend from the City of Portland to the coast range. The current population is approximately 600,000 people. There is a mix of urban, suburban and rural areas. The eastern half of the County is composed of service industries, light manufacturing, residential and commercial activity. It is relatively densely populated. The western half is primarily farms and private forest lands across rural settings, together with several smaller incorporated and unincorporated communities.

The County seat of government is located in Hillsboro, Oregon. The County has experienced substantial growth over the last fifty years principally in the electronics and high-tech industries. Twenty percent of the entire state's population growth in the last five years has occurred in Washington County.

The County is a home-rule county, governed by five elected Commissioners who appoint a County Administrator as the chief executive of the County. There are currently approximately 1950 employees in all areas of County government who are engaged in providing the multitude of services required by its member cities, businesses and general population.

30 FUNDING OVERVIEW

It is estimated that up to $1,860,669 will be available through this Request for Proposals process for the period October 1, 2020 through June 30, 2025. Actual dollars available and/or allocated for contracting in any given fiscal year or biennium may be affected by State Legislative action.

Should available funds for Juvenile Crime Prevention substantially increase or decrease this contract may be renegotiated to reflect the actual available funding. Proposers should anticipate allocating expenses in the amount of approximately $384,966 for each full 12 month period between July 1, 2021 to June 30, 2022, July 1, 2022 to June 30, 2023, July 1, 2023 to June 30 2024, July 1, 2024 to June 30 2025 and 10/12 that amount ($320,805) for the period from October 1, 2020 through June 30, 2021. There is no guarantee that additional funds based on CPI changes will be allocated over this period. Proposer should budget in their proposal for their own CPI calculations within the total amount available.

31 ELIGIBILITY

Any public or private organization is eligible to submit a proposal. Proposer must be able to demonstrate expertise in the provision of the proposed services.

Projects funded through the Juvenile Department shall not include capital construction.

32 PROJECT SCOPE

32.1 This RFP is part of a comprehensive strategy intended to reduce juvenile crime through a continuum of services. The portion of the Plan that applies to this RFP is known as the Juvenile Crime Prevention Plan. The Plan was last approved by the Washington County Board of Commissioners on April 23, 2019. Since 1999, the Oregon State Legislature allocated funds to support the Juvenile Crime Prevention Plan, which targets youth ages 10 to 17 who are at high risk of involvement with the Juvenile Department or to re-offend.

32.2 Youth considered to be high risk have been identified as having three or more of the following risk factors:

• Antisocial behavior

• Poor family functioning

• School failure

• Substance abuse

• Negative peer association

32.3 Youths’ eligibility for the prevention plan programs is determined using the Oregon

Juvenile Crime Prevention Screen and Assessment. These high-risk youth demonstrated risk behaviors that have come to the attention of schools, community agencies, or law enforcement; or have demonstrated risk behaviors and been referred to the Juvenile Department; or have demonstrated risk behaviors and violated court ordered probation.

32.4 The primary goals of the Washington County Juvenile Department’s Juvenile Crime

Prevention Plan are to prevent youth criminal referrals and to reduce recidivism of youth referred for new or repeat criminal offenses. Additional goals identified by the County are described under Section 34 essential components listed under the service overview.

32.5 The funds identified to support these service strategies represent the County's best estimate of anticipated revenues at this time, and our clearest understanding of current state guidelines governing utilization of the offered funds. State Legislative action may affect actual dollars available. Changes in allowable use of funds may broaden or constrict services defined below. Contractors’ budgets may be reduced and/or their contracts terminated due to funding reductions, or changes in the allowable use of contract funds.

33 GENERAL CONDITIONS

33.1 The following general conditions apply to all the service strategies described in this RFP.

Where special conditions apply, they will be listed following the description of the service strategy:

33.1.1 Contracts resulting from this RFP process are based on the RFP and the proposer’s proposal, including any modifications agreed to by the proposer and the County.

Contracts will describe the specific services to be provided, the specific populations to be served, when, where, how often, and under what conditions services will be provided, the qualifications of those providing services, and what measurable outcomes the contractor expects to achieve. Contracts also define the role of collaborating agencies, the instruments to be used to measure program outcomes, the anticipated costs of providing the proposed services, progress and data reporting requirements, and the amount and method of payment. Services are expected to be provided as described in the contract, except where modifications are agreed to in writing by the County.

33.1.2 Contractors' indirect costs will not exceed 10 percent of the proposed budget.

33.1.3 The total funds available are defined in the agency’s contract with the County.

Contract funds are expected to be utilized as defined in the contract unless the County provides prior authorization in response to a written request. Unless otherwise specified, contractors will be reimbursed for true and actual monthly expenses defined by the contract.

33.1.4 Agency progress towards contracted utilization, performance, and outcomes will be reviewed quarterly. If contractor is less than 90% utilized at each fiscal quarter (full utilization is defined as 25% by September 30, 50% by December 31, 75% by March 31, and 100% by June 30, unless defined otherwise in the contract), the County reserves the right to modify payment of county funds to reflect actual utilization levels. Similarly, the County reserves the right to modify or terminate the contract if agency performance and/or outcomes are less than 85% of those proposed.

33.1.5 Publicly funded services will be accessible to all potential consumers. To that end contractors will:

a. Ensure that services will be readily accessible to consumers living in the all geographical areas of the County. If the proposer does not have multiple delivery sites readily accessible to all consumers, the proposer should indicate the plan for how to provide services county-wide. If the proposal does not describe a plan for assuring countywide access, the County may contract with multiple providers to create such access.

b. Demonstrate genuine progress towards the development of a culturally competent work force. Agencies are expected to develop an agency cultural competency plan and make observable efforts to continually increase the agency’s cultural competency. (See Appendix C.)

c. Demonstrate the capacity to provide equal services to Limited English Proficient consumers. Where the proposer does not have bilingual personnel, particularly those fluent in Spanish and Asian/SE Asian languages, in key positions, proposer will have a current, written list of readily available, qualified interpreters. Use of client’s friends or family members for interpreting services is strongly discouraged.

d. Have on file a written Americans with Disabilities Act (ADA) audit summary, a current corrective action plan detailing agency progress to date, tasks and timelines for the next steps, and describing the agency’s methods for accommodating clients and family members with disabilities. (Agencies can receive assistance in complying with the ADA by calling 1-800-949-4232.

Language appropriateness, cultural competency, and public accommodation (ADA) apply to personnel directly providing services, as well as to all points of contact between the agency and the community, including the service delivery site, telephone/reception, scheduling, and bookkeeping personnel, after-hours crisis response, agency intake and assessment forms, client hand-outs/informational brochures, advertising materials, community outreach efforts, waiting room art, music, and magazines, agency signage, etc.

34 SERVICE OVERVIEW

34.1 Funds are available to provide specialized services targeting high-risk youth in middle and alternative schools for school districts across Washington County. It is expected that full time and part time staff positions will be supported with these funds and that services will be available to approximately 500 youth annually in all parts of Washington County.

Liaison services are expected to be year-round (to include summer and vacation periods).

Projected length of time with each youth will be 3-6 months, based upon their individual needs and accountability factors. Participation by youth and their families that are not yet involved with the Juvenile Department will be on a voluntary basis. For youth who have been referred to the Juvenile Department for a delinquency offense, their participation is also voluntary, but if they do not participate, they will be referred back to the Juvenile Department for a response. Eligible youth will have been identified as high risk for entering the juvenile justice system through the Oregon Juvenile Crime Prevention Screen and Assessment or will have been identified by the Juvenile Department as appropriate for early intervention services. It is expected that the program will serve male and female identified youth proportionally and youth from all cultural, ethnic and race populations in Washington County.

34.2 It is the intent of the initiative that all regions be served. Proposers may submit a collaborative proposal with another provider, and Washington County will entertain and may fund multiple proposals. However, if multiple proposals are funded it is expected that proposers develop a coordinated and collaborative approach to ensure consistency and continuity in service. Selected providers must agree to participate in ongoing cross agency planning and program development activities that will include school, county and agency staffs. It is expected that provider(s) serve multiple sites throughout the county. It is anticipated that there be close collaboration and cooperation among multiple providers to ensure effective services across all regions. Proposers must attach letters of agreement to participate from the school districts and from principals of middle and alternative schools to be served.

34.3 Delivery of services will be through collaboration with youth, parents/guardians, schools and the Juvenile Department. Program staff will coordinate referrals and linkages to community resources, address barriers to service access, and provide appropriate matching of resources with youth and family. Case management services should provide follow-up contact with parents, the Juvenile Department, school personnel, and community resources to ensure an interconnection of services. Case management should facilitate youth’s involvement with positive youth development program activities in school and community settings and should address accountability for any harm caused to alleged victims of crime.

34.4 It is expected that program staff will provide occasional on-site and/or home-based brief counseling and/or skill-building services to facilitate reduction in risk factors and stabilization in enrolled youth’s school and home environment.

34.5 It is expected that staff will participate, when appropriate, in school conferences, planning and/or youth service team meetings with youth and parents to assist in case evaluation and planning. Provider is expected to establish and maintain frequent, ongoing contact with youth and their families, advocate for youth within the school setting, assess youth and family needs for additional services, and facilitate successful referrals to community-based services when appropriate. Based on planning with provider and school personnel, additional services and consultation needs should be identified and addressed.

34.6 Proposers must describe their experience and skill in providing support services with high-risk youth and their families, providing liaison services with community resources and schools, providing cognitive-behavioral life skills education and training, their ability to collaborate with school district and treatment personnel, their ability to collaborate with cultural and positive youth development programming and their ability to support youth in addressing the impact of their actions that have harmed others through a restorative justice methodology.

34.7 All subcontractors must be identified in the proposal and approved by the County prior to signing the contract.

34.8 The following are essential components proposers must address and describe:

• How they will provide assessment and intervention services for high risk youth in collaboration with schools and the Juvenile Department

• How they will ensure that services are culturally responsive, language appropriate, and gender-specific

• How they will provide services and responses that are trauma-informed

• How they will provide services that focus on positive youth development principles

• How they will provide services built upon the developmental model

• How they will provide after school programs, safe places for BIPOC, immigrant, and

LGBTQ youth, mentoring, and affordable opportunities for families to explore and have fun

• How they will provide school-based and/or connected programming that provides educational and vocational skill building able to meet needs of/accommodate youth behavioral needs

• How they will provide or refer youth to job skill development programming

• How they will provide culturally responsive family navigation services throughout systems of care

• How they will provide restorative justice (victim assistance, community service, youth/parent skill building capacities) services for high risk youth and victims of juvenile crime.

• Proposers must describe how their program fits an evidence-based model, which program the model is sited on (e.g., SAMHSA, OJJDP), and the level or rating of program (e.g., exemplary, effective)

• Proposers should describe how case management services will be coordinated, and how they will provide individualized outreach with youth and their families.

• Proposers should describe case management services frequency and duration of contact with youth and their families

• Proposers should describe how they plan to provide brief counseling interventions and support for youth and families in need of stabilization.

• Proposers must describe how client information sharing with schools, the Juvenile Department and appropriate community resources will be done while maintaining appropriate safeguards to client confidentiality.

• Proposers must describe how they will serve multiple sites, including rural Washington County.

• Proposers must describe how they will collaborate and function in a consistent manner with other providers serving different regions to ensure that the varied needs of youth and their families will be addressed.

• It is expected that proposer will provide or assure access to cognitive-behavioral skill building education and training for youth and their parents/guardians.

• Proposers need to describe models for education and training skill building for youth and parents.

• Proposers must describe proposed model staff activities for school and non-school hours (summer and vacation periods)

35 CORE SERVICES

35.1 Serve high-risk middle school students across the county, referred by both schools and the

Juvenile Department.

35.2 Provide strength/needs assessments of youth and develop individualized case plans.

35.3 Provide case management services to youth and their families.

35.4 Provide liaison services to youth and their families/guardians with schools, Juvenile…