2024 RFP Severe Weather Shelter~1.pdf

Request for Proposals

“Severe Weather Shelter Services and Dusk to Dawn Public Camping

Area Services”

Date of Release: Wednesday, April 17th, 2024

Proposals are due by: 2:00:00 PM (PST), Wednesday May 8th, 2024

Contracting Agency: City of Ashland

Sole Point of Contact: Colton Cochran

Title: Procurement Specialist

Address: City of Ashland

20 E. Main Street

Ashland, OR 97520

Telephone: (541) 552-2290

Fax: (541) 488-5311

Email: colton.cochran@ashland.or.us mailto:colton.cochran@ashland.or.us

Page 1 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public

Camping Area Services

Table of Contents Public Notice

Proposal Process

Schedule of Events

Proposal Terms

Scope of Services

Proposal Contents

Proposal Submission Requirements

Evaluation Process

Evaluation Criteria

Exhibit A – Proposal Submission Form

Exhibit B - Certificate of Compliance

Exhibit C – Sample Personal Services Agreement

Exhibit D – Living Wage

Page 2 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public

Public Notice

“Severe Weather Shelter Services and Dusk to Dawn Public

Camping Area Services”

Proposals are due by 2:00:00 PM (PST), Wednesday May 8th, 2024

The City of Ashland is requesting written proposals from qualified firms for “Severe Weather Shelter

Services” and “Dusk to Dawn Public Camping Area” services. This Request for Proposal (RFP) is intended to provide prospective proposers with sufficient information to prepare and submit a proposal for consideration by the City.

Proposal documents may be downloaded from the OregonBuys web procurement system. Any addenda that may be issued relating to this RFP will be available from OregonBuys, and potential proposers are cautioned to continuously monitor the site for updates and addenda.

Applicants may submit their proposals and/or responses online. Proposals may also be delivered in hard copy form to the City in accordance with the requirements outlined in the RFP.

The deadline for submitting questions is 5:00:00 PM (PST), Thursday, May 2, 2024. All questions must be asked through OregonBuys where questions and answers will be available to all proposers.

Proposals must be received by 2:00:00 PM (PST), Wednesday May 8th, 2024, either digitally by submission through OregonBuys or mailed to 20 E. Main Street, Ashland OR 97520. The proposals will be opened at the time and date of the deadline, and the City will record and make available the identities of the proposers. Proposals will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award has been issued.

Colton Cochran

Procurement Specialist

City of Ashland, Oregon colton.cochran@ashland.or.us

Published: Wednesday, April 17, 2024 https://oregonbuys.gov/bso/

Page 3 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public

Proposal Process

Severe Weather Shelter Services and Dusk to

Dawn Public Camping Area Services

Proposals are due by 2:00:00 PM (PST), Wednesday, May 8th, 2024

ORS 279B.060(2)(c) Purpose of Request For Proposals The City of Ashland (“City”) is requesting proposals from professional and qualified firms to contract for service with the City of Ashland for providing Severe Weather Shelter services, and monitoring and supervision of the City’s Dusk to Dawn public camping area. Providers will provide adequately trained staffing for authorized, safe, and lawful operations of the Severe Weather

Shelter and the Dusk to Dawn public camping area.

Dusk to Dawn: The area designated by the City of Ashland behind its police department and City

Council chambers for public camping. The provider shall make all arrangements and commitments necessary to have paid or volunteer persons to monitor the Dusk to Dawn camping area for overnights it is used. This location may be subject to change.

Severe Weather Shelter: Each day the City declares a severe weather shelter activation, per

Resolution 2022-33, the provider shall make all arrangements and commitments necessary to have paid or volunteer persons to staff the 2200 Ashland Street Severe Weather Shelter

(minimum of 2 staff at all times).

The provider will maintain books, records, documents, and other evidence of procedures and practices sufficient to properly reflect all costs of whatever nature claimed to have been incurred and anticipated in the performance of the term of the agreement. The provider shall be solely responsible for wages and benefits paid to any employee working at either location.

Proposal documents may be downloaded from the OregonBuys web procurement system. Any addenda that may be issued relating to this RFP will be available from OregonBuys, and potential proposers are cautioned to continuously monitor the site for updates and addenda.

ORS 279B.060(2)(b) Sole Point of Contact Information, correspondence, and questions pertaining to this Request for Proposals (RFP) shall only be directed to:

Name: Colton Cochran

Title: Procurement Specialist

Address: City of Ashland

20 E. Main Street, Ashland, OR 97520

Email: colton.cochran@ashland.or.us

Page 4 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public

This person is the sole point of contact during the entire RFP process including clarification and/or protest of specifications, method of bidding, the evaluation and award process, and/or other questions that may arise.

OAR 137-047-0260(2)(a)(C) Opening Due Date and Time Proposals must be received prior to the scheduled opening. The opening is scheduled for the following due date and time: 2:00:00 PM (PST), Wednesday, May 8th, 2024.

The proposal must be addressed to the designated sole point of contact and received prior to the due date and time. Proposals received after the opening due date are considered LATE and will

NOT be accepted for evaluation.

Schedule of Events

OAR 137-047-0260(2)(c)(A) Schedule of Events Activity Date

Request for Proposals Released Tuesday, April 17, 2024

1st Public Notice Tuesday, April 17, 2024

Deadline for Submitting Questions and Requests for Additional Information 5:00:00 PM (PST), Thursday, May 2nd, 2024

RFP Protest Period Ends 5:00:00 PM (PST), Wednesday, May 1st, 2024

Due Date and Time

(Note: Proposals must be received prior to the due date and time.)

2:00:00 PM (PST), Wednesday, May 8th, 2024

(see page 4 for proposal delivery address or submit via OregonBuys online)

Evaluation Process May 9th – May 12th, 2024

Contract Recommendation Upon completion of evaluation process

Notice of Intent to Award Announcement (7) Days prior to executing contract

Award Protest Period Ends (7) Days after Notice of Intent to Award is released

If Needed: Contract Recommendation

Presented to City Council for Final Approval Tuesday, May 21st, 2024

Contract Award

Upon Council Approval and

(7) Days after the Notice of Intent to Award

Announcement

Services intended to begin Upon receiving a fully executed contract

– NOTE: This is a tentative schedule and is provided as a courtesy to potential proposers. The actual schedule may vary from that provided without notice to potential proposers. Any changes made to the closing date of the RFP will be made in the form of an addendum and mailed to all potential proposers who have received RFP documents.

Proposal Terms

Questions and Requests for Additional Information All potential proposers are encouraged to ask questions and request additional information that will aid in the clarification of the RFP requirements. All questions must be asked through

OregonBuys where questions and answers will be available to all proposers.

Page 5 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public

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

• Be asked via the RFP in OregonBuys.

• Be asked by an authorized representative.

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

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

OAR 137-047-0260(2)(a)(F) Addenda The provisions of this RFP cannot be modified by oral interpretations or statements. Proposers are cautioned not to make any assumptions as to the implied meaning or intent of any part of the

RFP. Proposers should request clarification. If inquiries or comments by proposers raise issues that require clarification by the City, or the City revises any part of this RFP, a written addendum will be posted for all vendors in OregonBuys. The addendum will be issued within a reasonable time to allow prospective proposers to consider the addenda in preparing their proposals. Unless a different deadline is set forth in the addendum, a proposer may submit a request for change or protest by the close of the next business day after the issuance of the addendum, or up to the last day the RFP Protest Period ends, whichever date is later. If the date established in the previous sentence falls after the RFP Protest Period ends, the City will consider a request for change or protest to the addendum only. Addenda shall not be issued less than 72 hours before the closing unless the addendum also extends the closing.

ORS 279B.405 Protest Solicitation Process A prospective proposer for a public contract solicited under ORS 279B.055, 279B.060 or

279B.085 may file a protest with the City if the prospective proposer believes that the procurement process is contrary to law or that a solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name. If a prospective proposer fails to timely file such a protest, the prospective proposer may not challenge the contract on grounds under this subsection in any future legal or administrative proceeding. If the protest is received at least 10 days prior to bid closing and meets the requirements of ORS 279B.405, the City shall consider the protest and issue a decision in writing. Otherwise, the City shall promptly notify the prospective proposer that the protest is untimely or that the protest failed to meet the requirements and give the reasons for the failure. The City shall issue a decision on the protest no fewer than three business days before proposals are due, unless a written determination is made by the City that circumstances exist that justify a shorter time limit.

Protests must:

• Be delivered to the Sole Point of Contact identified on page 4 via email or hard copy.

• Reference the name of the RFP.

• Identify prospective proposer’s name and contact information.

• Be sent by an authorized representative.

• State the Reason for the protest, including the grounds that demonstrate how the procurement process is contrary to law, unnecessarily restrictive, legally flawed, or

Page 6 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public improperly specifies a brand name; and evidence or documentation that supports the grounds on which the protest is based.

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

• Protests to the RFP must be received by the due date and time identified in the schedule.

• Protests to addenda must be received by the close of the next business day after the issuance of the addendum, or up to the last day the RFP Protest Period ends, whichever date is later.

OAR 137-047-0440 Pre-Closing Modification or Withdrawal of Offers A proposer may modify its proposal in writing prior to the closing in accordance with OAR 137-

047-0400, OAR 137-047-0410 and OAR 137-047-0440. Any modification must include the proposer’s statement that the modification amends and supersedes the prior proposal. A proposer in accordance with OAR 137-047-0440 may withdraw its proposal by written notice submitted on proposer’s letterhead, signed by authorized representative of the proposer, and delivered to the individual and location specified in the solicitation document prior to closing.

OAR 137-047-0460 Late Offers, Late Withdrawals and Late Modifications Any proposal received after closing is late. A proposer’s request for withdrawal or modification of a proposal received after closing is late. An Agency shall not consider late proposals, withdrawals or modifications except as permitted in OAR 137-047-0470 or 137-047-0262.

Proposal Acceptance Proposals that do not address all areas requested by this RFP may be deemed non-responsive and may not be considered for any possible contract awarded resulting from this RFP.

ORS 279B.060(2)(e) Cancel, Reject or Delay Procurement The City of Ashland may cancel the procurement, reject in whole or in part any or all proposals, or suspend or delay the procurement in accordance with ORS 279B.100 when it’s in the best interest of the City of Ashland as determined by the City of Ashland. In no event shall the City of

Ashland have any liability for the cancellation, rejection, or suspension of a solicitation or award.

The proposer assumes the sole risk and responsibility of all expenses connected with the preparation of its proposal.

Collusion By submitting a proposal, proposer certifies that no officer, agent, or employee of the City of

Ashland has a monetary interest in this proposal; that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other proposer and that the proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or company.

Disputes In case of any doubt or differences of opinions as to the items or services to be furnished hereunder, or the interpretation of the provisions of the RFP, the decision of the City of Ashland shall be final and binding upon all parties.

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Clarification of Responses The City of Ashland reserves the right to request clarification of any item in any proposal, or to request additional information necessary to properly evaluate a proposal.

References The City of Ashland reserves the right to investigate any and all references and the past performance information provided in the proposal with respect to proposer’s successful performance of similar projects, compliance with specifications and contractual obligations, completion or delivery of a project on schedule, and lawful payment of employees and workers.

ORS 279A.125

The City shall give preference to goods that are certified to be made from recycled materials if the recycled product is available, meets applicable standards, can be substituted for a comparable non- recycled product; and the recycled products costs do not exceed the costs of non-recycled products by more than five percent, or a higher percentage if a written determination is made by the City.

ORS 282.210

All printing, binding and stationery work done for the City shall be performed within the State of

Oregon.

ORS 279B.060(2)(g) If required under ORS 468A.710, the contractor or subcontractor is required to possess an asbestos abatement license.

ORS 279B.060(6)(a) Opening Procedures Notwithstanding ORS 192.410 to 192.505, proposals may be opened in a manner to avoid disclosure of contents to competing proposers during, when applicable, the process of negotiation, but the City of Ashland shall record and make available the identity of all proposers as part of the City’s public records after the proposals are opened.

Notwithstanding ORS 192.410 to 192.505, proposals are not required to be open for public inspection until after the notice of intent to award a contract is issued. The fact that proposals are opened at a meeting, as defined in ORS 192.610, does not make the contents of the proposals subject to disclosure, regardless of whether the public body opening the proposals fails to give notice of or provide for an executive session for the purpose of opening proposals.

OAR 137-047-0260(2)(a)(E) Certification of Nondiscrimination Proposer to certify that the proposer has not discriminated and will not discriminate, in violation of ORS 279A.110(1), against a minority, women or emerging small business enterprise certified under ORS 200.055 or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining a required subcontract. The Certificate of Compliance attached as

Exhibit B, is required to be signed and included with your proposal.

ORS 279B.060(6)(b) Proprietary Information (Trade Secrets) Notwithstanding any requirement to make proposals open to public inspection after the City of

Ashland’s issuance of a notice of intent to award a contract, the City of Ashland may withhold

Page 8 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public from disclosure to the public materials included in a proposal that are exempt or conditionally exempt from disclosure under ORS 192.501 or 192.502.

All proposals are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If a proposer believes that any portion of its proposal contains any information that is a trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.410 through 192.505).

The scope of services and cost information generally is not considered a trade secret under

Oregon Public Records Law (ORS 192.410 through 192.505) and identifying the proposal, in whole, as exempt from disclosure is not acceptable. Agency advises each proposer to consult with its own legal counsel regarding disclosure issues.

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

If applicable, the proposer shall submit a redacted version of its proposal if the proposal being submitted in response to this RFP contains trade secrets.

ORS 279B.060(13) Notice of Intent to Award a Public Contract The City of Ashland shall provide written notice of its intent to award to all proposers pursuant to

ORS 279B.135 and OAR 137-047-0610 at least seven (7) days before the award of the contract, unless the City determines that circumstances justify prompt execution of the contract, in which case the City may provide a shorter notice period.

ORS 279B.060(14) Contract Award The City of Ashland shall award the contract to the responsible proposer whose proposal the City of Ashland determines in writing to be the most advantageous to the City of Ashland based on the evaluation process and evaluation factors described in this Request for Proposals, and any applicable preferences described in ORS 279A.120, ORS 279A.125 and ORS 279A.128 and, when applicable, the outcome of any negotiations authorized by this Request for Proposals. Other factors may not be used in the evaluation. In addition, any other public agency wishing to use the resulting contract may be authorized by mutual consent of the City of Ashland and the contractor.

ORS 279B.410 Protest of Contract Award A proposer may protest the award of a public contract or notice of intent to award a public contract if the proposer is adversely affected because the proposer would be eligible to be awarded the public contract in the event that the protest was successful. The written protest shall specify the reasons for the protest pursuant to ORS 279B.410(1)(b) and be delivered to the sole point of contact named in the RFP within seven days after issuance of the Notice of Intent to Award a contract. The City shall consider and respond in writing to a protest in a timely manner.

ORS 279B.060(2)(h) Contractual Terms and Conditions The proposer selected by the City of Ashland will be expected to enter into a written contract in the form attached to this RFP. This RFP and the contents of the proposal of the successful proposer will become contractual obligations if a contract is executed. The proposal should indicate acceptance of the City of Ashland’s contract provisions or suggest reasonable

Page 9 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public alternatives that do not substantially impair the City of Ashland’s rights under the contract. The proposer may also propose contractual terms and conditions that relate to subject matter reasonably identified in this Request for Proposals. The City of Ashland reserves the right to negotiate the contractual terms and conditions proposed as alternatives by the proposer. If inclusion of any of the City of Ashland’s contract provisions will result in higher costs for the services, such costs must be specifically identified in the proposal. Unconditional refusal to accept the contract provisions proposed by the City of Ashland without offering acceptable alternatives may result in the disqualification of the proposal.

Insurance Certificates The Contractor will be required to provide and maintain ALL required insurance certificates, and provide current Certificates of Insurance, including the City of Ashland endorsed as the additional insured, to the City prior to any lapse of insurance coverage.

Additional Terms The City of Ashland reserves the right to waive irregularities or deficiencies in a proposal if the

City of Ashland determines that waiver is in the best interest of the City of Ashland.

The City of Ashland may request supplemental written information from a proposer concerning the proposer’s ability to perform the services. If a proposer fails to provide supplemental information within the time stated in the request, the City of Ashland may refuse to consider the proposer’s proposal.

The City of Ashland may request an interview with any proposer. If a proposal is unclear, or appears inadequate, the proposer may be given an opportunity in the interview to explain how the proposal complies with the RFP.

The City of Ashland reserves the right to make such investigation it deems appropriate to determine whether a proposer is qualified to provide the services. If a proposer fails to cooperate with an investigation, or if a proposer provides false, misleading or incomplete information, the

City of Ashland may refuse to consider the proposer’s proposal.

In cases of doubt or differences of opinion concerning the interpretation of this RFP, the City of

Ashland reserves the exclusive right to determine the intent, purpose and meaning of any provision in this RFP.

Page 10 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public

Scope of Services The City of Ashland is seeking proposals from experienced professional service providers for operations and staffing of the City of Ashland’s Severe Weather Shelter and the Dusk to Dawn public camping area.

Objectives The purpose of the Severe Weather Shelter Services is to address the need for shelter when specific weather thresholds are reached. The purpose of the Dusk to Dawn camping area is to provide a reasonable alternative overnight sleeping site.

The City’s objectives are:

• Attract and retain a qualified service provider.

• Provide reliable staffing, location, and service to maintain the Dusk to Dawn operations for each calendar year.

• Provide reliable staffing, location, and service to activate and maintain a severe weather shelter per the thresholds and requirements of the City of Ashland Resolution 2022-33 for each calendar year.

Overview

• The Provider will be entering into a contract for service with the City of Ashland for providing Severe Weather Shelter services and staffing and Dusk to Dawn (public camping area) services and staffing.

• Contract term will be for the remaining calendar year of 2024 plus the winter season extending through April 2025. Expected beginning date of fire season 2024 (typically June 1st of calendar year).

• Each day the City declares a severe weather shelter activation, per resolution 2022-33, provider shall make all arrangements and commitments necessary to have paid or volunteer persons to staff the 2200 Ashland Street Severe Weather Shelter (minimum of 2 staff at all times).

• The Provider will provide adequately trained staffing for authorized, safe, and lawful operations of the Severe Weather Shelter and the Dusk to Dawn camping area.

• Shelter service provider will provide communication and distribution of notifications for shelter nights or days for each shelter/center day.

• When a Severe Weather Shelter is activated by the City, the provider will ensure the provision of paid Firewatch Staff, and any combination of paid overnight shelter staff and trained volunteers to operate the Severe Weather Shelter.

• The Provider will ensure training of staff/volunteers on any emergency plans, first-aid, abuse prevention, de-escalation, trauma-informed care, safety, and communications for the shelter and camping area, and execution of waivers, in a form reviewed by the City, which releases the City from liability.

• The Provider will ensure compliance with Ashland Municipal Code by paying a living wage, defined in AMC 3.12, to all persons paid to perform work under a contract with the City.

• The provider will maintain cleaning, sanitizing, and stocking needed sanitation supplies at the Severe Weather Shelter.

• The provider will maintain and be responsible for insurance and coverage relating to claims arising from providing staffing at the Severe Weather Shelter and the Dusk to Dawn camping area. No City coverage is extended to other parties or volunteers; however, the City will maintain existing property coverage of the 2200 Ashland Street property and for the Dusk to Dawn camping area at 1155 East Main St.

Page 11 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public

• The Provider will maintain books, records, documents, and other evidence of procedures and practices sufficient to properly reflect all costs of whatever nature claimed to have been incurred and anticipated in the performance of the term of the agreement.

• The Provider shall be solely responsible for wages and benefits paid to any employee working at the Severe Weather Shelter and the Dusk to Dawn campsite.

The City Will Provide the Following to the Award Winner:

• Access to the Severe Weather Shelter at 2200 Ashland Street: keys to both the entry/exit doors, and access to the interior bathroom facilities (from the exterior door), and access to security gate controls.

• Notification to provider of activation for the Severe Weather Shelter in order to necessitate efficient operations:

o 48 hours for Cooling or Warming Shelter/Center days/nights o 24 hours for smoke (using the best smoke predictive modeling provided by the NWS and DEQ.) for AQI expected to be at or above the threshold for days/nights of wildfire smoke.

• Notification via the City’s Emergency Messaging platform to those opt-ed into the

97520SHELTER group of Severe Weather Shelter Activations.

• On Smoke activation days/nights, the city can make available portable air-scrubbers for use at the Severe Weather Shelter.

• The City will ensure money is budgeted and available to make payments to the provider as provided in the final contract. The City will pay for costs as identified in the budget for Severe

Weather Shelter activities and costs will be paid on an actual or per event basis. The City will re-imburse for invoices submitted.

Severe Weather Shelter Practices:

• Severe Weather Shelter is considered a low barrier, no frills. It is designed to be a temporary safe place for people to get respite from Heat, Cold, or Smoke.

• Shelter services must be provided with dignity, care, and concern for the individuals involved.

• The severe weather shelter space at 2200 Ashland St must be always maintained in a safe and sanitary condition and must comply with City, County and State Building, Fire and Health

Codes, unless exemptions have been obtained from the appropriate agencies.

• Shelter time will be based on the impacts of the severe weather and duration of climate events. For overnight sheltering events, doors will be locked at a designated time. Guests may leave the shelter but not re-enter after the doors are locked during the night. Guests arriving at the shelter after the designated times will not be admitted unless brought to the shelter by a police officer or unless prior arrangements have been made for late entry.

• The space at 2200 Ashland St designated for the severe weather shelter is considered low-barrier and has ADA access to the entry/exit and the bathrooms.

• No drugs, alcohol, or weapons will be allowed on/in shelter property at any time.

• No disorderly conduct will be tolerated, including no threatening or abusive language, and no excessive noise (e.g., yelling/shouting, loud radios, etc.).

• Smoking will be restricted to the outdoors in designated areas only.

• Guests of the shelter are expected to maintain their own areas in an orderly condition and may be assigned other responsibilities or tasks at the shelter.

Page 12 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public

• Dogs and service/emotional support animals may be allowed per the policy of the support animals must be under the constant control of their owner or sponsoring shelter.

Conditions for Activating the Severe Weather Shelter

• Based on the current temperature and AQI thresholds outlined in the Ashland City

Resolution 2022-33 the severe weather shelter can be activated by the authority of the City

Manager, or their designee. (2022-33 Resolution attached with this RFP for reference on thresholds):

• The City will strive to provide 48-hour advance notice to provider for the following:

o High heat and need for Cooling Center o Potential for overnight if there is limited temperature recovery predicted on hot days.

o Winter weather cold temperatures and conditions overnight warming shelter.

• The City will strive for advance notice of expected smoke AQI levels in excess of the thresholds in the 2022-33 Resolution. Notice will be based on the most updated weather/smoke predictions from the national weather service. Because current smoke modeling cannot be accomplished at a 48-hour advance notice, at least 24-hour advance notice will be used.

Dusk to Dawn practices:

• Dusk to Dawn services must be provided with dignity, care, and concern for the individuals involved.

• The Dusk to Dawn site, located at the police station in Ashland at 1155 East Main Street must be always maintained in a safe and sanitary condition and must comply with City, County and State, Fire and Health Codes, unless exemptions have been obtained from the appropriate agencies.

• The City is open to proposals from service providers to determine the most humane way to serve the needs of the guests and the overall safety and security maintaining the camping area.

• There are existing city guidelines and rules for campers (found on the city website:

https://www.ashland.or.us/news.asp?newsid=5550 ) These rules must be maintained, by the service provider, but can be modified by mutual agreement between the service provider and the City.

• The space at 1155 East Main St designated for public camping is considered low-barrier and has ADA access to the entry/exit and the bathrooms.

• Smoking will be restricted to the outdoors in designated areas only.

• Pets are allowed but must be under owner’s control at all times.

https://www.ashland.or.us/news.asp?newsid=5550

Page 13 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public

Proposal Contents Proposals shall provide a straightforward, concise description of the proposer’s capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.

Submissions of technical literature, display charts, or other supplemental materials are the responsibility and within the discretion of the proposer. The proposal must contain and be organized in accordance with the following section titled “Proposal Contents.” The proposer assumes the sole risk and responsibility of all expenses connected with the preparation of its proposal.

Letter of Introduction / Cover Page Include a letter of introduction addressed to Kelly Burns, Emergency Management Coordinator signed by a person legally authorized to bind the proposer to its proposal. The letter will introduce the firm and include the firm name, principal contact name, physical address, mailing address, telephone number, fax number and email address. The letter of introduction may also introduce the proposal and summarize the key provisions of the proposal.

Table of Contents

✓ Include a clear identification of the material by section and by page number.

Proposal Submission Form

✓ Complete and include the Proposal Submission Form attached as Exhibit A.

Qualifications and Experience

✓ Describe your firm’s experience providing emergency services for local governments in

Oregon, including a list of entities for which you have provided the work listed in the scope of services.

✓ Provide the names and titles of each person, their specific qualifications, credentials, level of experience (practical and educational), and number of years’ experience that will be providing the services.

Task List &Timeline

✓ Provide an annual task list & timeline being proposed to complete the scope of services.

(Note: The City Council meetings occur on the first and third Tuesdays of each month, excluding holidays.)

References

✓ Provide a minimum of three (3) references the proposer has/is currently providing this type of service. The City reserves the right to verify these references. Include the following information for each reference:

• Name of entity

• Contact name of individual who can verify your performance.

• Telephone number

• Email address

• Identify the services that were provided for each reference.

Page 14 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public

Contractual Terms and Conditions The highest ranked proposer will enter into an agreement with the City of Ashland, Oregon, in a form substantially similar to that attached hereto as Exhibit C.

✓ Indicate acceptance of the City’s contract provisions found in the Personal Services

Agreement attached as Exhibit C or suggest reasonable alternatives that do not substantially impair the City’s rights under the agreement. Some contract terms and conditions may be negotiable.

✓ The Certificate of Compliance attached as Exhibit B, is required to be signed and included with your proposal.

Cost Proposal The Cost Proposal (fee schedules, including any alternative pricing options) must be submitted separately from the technical proposal in a sealed envelope (if a paper copy is delivered) or as a separate file if a digital proposal is submitted. Please mark the file or envelope with “COST

PROPOSAL” per the submission instructions on page 16.

✓ Provide detailed costs by task and the total proposed cost to complete the project. Any and all costs for travel, lodging and meals, will preferably be at federal per diem rates. The

City understands if the scope of services is further developed with the successful proposer, there may be additions or deletions to the cost at that time.

Note: For ease in preparing the detailed cost proposal, you are welcome to add the costs and total amount to your Task List & Timeline and submit the version with the associated costs separately with your cost proposal.

✓ Provide an hourly rate fee schedule.

Trade Secrets (if applicable)

✓ If applicable, the proposer shall submit a redacted version of its proposal if the proposal being submitted in response to this RFP contains trade secrets.

Proposals become public information after the City releases a Notice of Intent to Award a Public

Contract. It is important to submit a fully redacted copy of the proposal if it contains confidential trade secrets. A description of services being acquired by the City and the costs associated with those services are NOT considered confidential information.

Page 15 of 28 City of Ashland RFP Severe Weather Shelter Services and Dusk to Dawn Public

Proposal Submission Requirements

Technical Proposal Choose one of the following delivery methods:

Paper copies:

• One (1) original copy of the complete proposal signed in ink.

• Two (2) additional copies of the complete proposal.

Digital:

• Submit via OregonBuys separate from the cost proposal

Cost Proposal The cost proposal must be submitted separately from the technical proposal.

Paper copies:

• One (1) original copy of the complete proposal signed in ink.

• Two (2) additional copies of the complete proposal.

Digital:

• Submit via OregonBuys separate from the Cost Proposal

Submission If mailing or delivering, please send all copies in a single envelope to:

Colton Cochran Procurement Specialist City of Ashland 20 E. Main Street Ashland, OR 97520

Contents: Request for Proposal “Severe Weather Shelter Services and Dust to Dawn”

Electronic proposals must be submitted through OregonBuys – do not email them. Label your files as follows:

Technical proposal file name: Company Name, Technical Proposal

Cost proposal file name: Company Name, Cost Proposal

Due Date and Time The proposals must be received at the designated address listed above or submitted electronically on OregonBuys by 2:00:00 PM (PST), Wednesday May 8th, 2024. Late proposals will not be considered. No exceptions.

Period of Irrevocability Proposals will be offers that are irrevocable for a period of sixty (60) days after the time and date proposals are due. Proposals will contain the name, address and telephone number of an individual or individuals with authority to bind the company during the period in which the proposal will be evaluated.

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Evaluation Process In accordance with ORS 279B.060 (14), The City shall award the contract to the responsible proposer whose proposal the City determines in writing is the most advantageous to the City based on the evaluation process and evaluation criteria described in this RFP, applicable preferences described in ORS 279A.120, 279A.125 and 279A.128, and, when applicable the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

An evaluation committee appointed by the City of Ashland will evaluate the proposals based on the evaluation criteria established in this Request for Proposals. Each category will be scored with a number of points, up to the maximum number of points assigned to each category. The greater the number of points assigned to a category, the greater the category’s level of importance. Each proposal will be evaluated, scored and then ranked according to the evaluation criteria set forth in this RFP.

After the initial evaluation of the proposals has been completed, the Evaluation Committee may request clarifications. Requests for clarifications will be processed via email by the sole point of contact identified on page 4 of this RFP. No additions, deletions or substitutions may be made to proposals that cannot be termed as clarifications. Proposer’s responses to questions shall restate the question and provide the requested clarification.

The City of Ashland may reject any proposal not in compliance with all prescribed solicitation procedures and requirements and other applicable laws, and the City may reject for good cause any or all proposals upon the City’s findings that it is in the best interest of the City of Ashland.

If only one responsive proposal is received, the City of Ashland reserves the right to negotiate a contract with the sole responsive proposer.

The total points awarded to each proposal will be tabulated and the proposers shall be ranked accordingly. A contract with the proposer deemed to be the highest ranked proposer will then be negotiated. If negotiations with the highest ranked proposer are unsuccessful, the City of Ashland may proceed to the next highest ranked proposer, and so on until a contract is successfully negotiated.

In accordance with OAR 137-047-0260(2)((b)(A)(B)(C), the statement of work will identify the scope of work to be performed under the resulting contract, outline anticipated duties of the contractor and establish the expectations for the contractor’s performance of the resulting contract. The agreed upon tasks will also identify respective responsibilities of the contractor and

City staff.

In accordance with ORS 279B.060 (16), the City shall obtain the proposer’s agreement to perform the scope of work and meet the performance standards set forth in the final negotiated statement of work.

The final contract recommendation will then be subject to the approval of the City Council acting as the Local Contract Review Board.

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Evaluation Criteria The proposals will be evaluated according to the following criteria.

Evaluation Criteria Points

Letter of Introduction, Table of Contents and Proposal Submission

Form (Exhibit A)

Qualifications and Experience 30

Response Time 25

References 10

Contractual Terms and Conditions 5

Cost Proposal 25

Total 100

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Exhibit A – Proposal Submission Form

The undersigned proposer submits this proposal in response to the City’s Request for Proposals (RFP) for Severe Weather Shelter Services and Dust to Dawn released on April 17, 2024. The proposer warrants that the proposer has carefully reviewed the RFP and that this proposal represents the proposer’s full response to the requirements described in the RFP. The proposer further warrants that if this proposal is accepted, the proposer will contract with the City, agrees to the terms and conditions found in the attached contract and RFP or has submitted terms and conditions acceptable to the City, and will provide all necessary labor, materials, equipment, and other means required to complete the work in accordance with the requirements of the RFP and contract documents.

Cost Proposal – “Severe Weather Shelter Services”

Fee Categories Amount

Hourly Rate for Additional Services Hourly Rate:

The proposer hereby acknowledges the requirement to carry or indicates the ability to obtain the insurance required in the contract. Indicate in the affirmative by initialing here: ______

The proposer hereby acknowledges receipt of Addendum Nos. ___, __, ___, ___, ___ to this RFP.

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Exhibit B - Certificate of Compliance

Compliance with Oregon Tax Laws In compliance with OAR 137-047-0260(2)(e), I hereby attest or affirm under penalty of perjury:

That I am authorized to act on behalf of the proposer in this matter, that I have authority and knowledge regarding the payment of taxes, and that contractor is, to the best of my knowledge, not in violation of any Oregon Tax Laws, as defined in ORS 305.380.

Compliance with Nondiscrimination Laws In compliance with ORS 279A.110(4), OAR 137-046-0210(2) and OAR 137-047-0260(2)(a)(E), I hereby attest or affirm under penalty of perjury that I am authorized to act on behalf of proposer in this matter, and to the best of my knowledge the proposer has not discriminated and will not discriminate, in violation of ORS 279A.110(1), against a minority, women or emerging small business enterprise certified under ORS 200.055 or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining a required subcontract.

Corporate Officer:

By:

Signature

Print Name

Title:

Date:

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Exhibit C – Sample Personal Services Agreement

Personal Services Agreement

City Information Consultant Information

City of Ashland Firm Name:

Attn: Contact:

20 East Main Street Address:

Ashland, Oregon 97520

Phone: Phone:

Email: Email:

Contract Summary

Procurement Method:

Completion Date:

Contract Amount: Enter $ amount Spell out Amount

Description of Services:

Supporting Documents: Dated:

Dated:

Dated:

This Personal Services Agreement (hereinafter “Agreement”) is entered into by and between the

City of Ashland, an Oregon municipal corporation (hereinafter "City") and the Consultant listed under Consultant Information above, ("hereinafter “Consultant”), for the services listed under

Description of Services and Supporting Documents as noted in the Contract Summary above. In the event of conflict between provisions of the Supporting Documents, the Supporting Documents shall be given precedence in the order listed above.

This Agreement, the Exhibits and the Supporting Documents shall be construed to be mutually complementary and supplementary wherever possible. In the event of a conflict which cannot be so resolved, the provisions of this Agreement itself shall control over any conflicting provisions in any of the exhibits or supporting documents. The Consultant's initials [_____] herein signify acknowledgment and agreement to this provision, if applicable, or if not sign “N/A”.

Consultant’s services are collectively referred to in this Agreement as the “Work.”

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NOW THEREFORE, in consideration of the mutual covenants contained herein, the City and

Consultant hereby agree as follows:

1. Effective Date and Duration: This Agreement shall become effective on the date of execution on behalf of the City, as set forth below (the “Effective Date”), and unless sooner terminated as specifically provided herein, shall terminate upon the City's affirmative acceptance of Consultant's Work as complete and Consultant's acceptance of the City's final payment therefore, but not later than the Completion Date listed under the Contract Summary in the table one page one of this agreement.

1.1. Time is of the essence. Time is of the essence for Consultant’s performance of each and every obligation and duty under this Agreement. City, by written notice to Consultant of default or breach, may at any time terminate the whole or any part of this Agreement if

Consultant fails to provide the Work called for by this Agreement within the time specified herein or within any extension thereof.

2. Compensation: City shall pay Consultant the sum listed as the “Contract Amount” under the

Contract Summary on page one of this document as full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the Contract Amount without the express, written approval from the appropriate Department Head or City Manager.

Payments shall be made within thirty (30) days of the date of receipt by the City of Consultant’s invoice. Should this Agreement be terminated prior to completion of all Work, payments will be made for any phase of the Work completed and accepted as of the date of termination.

3. Consultant Obligations:

3.1. Independent Contractor Status. Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall have the complete responsibility for the performance of this Agreement. Consultant shall provide workers' compensation coverage as required in ORS Chapter 656 for all persons employed to perform Work pursuant to this Agreement. Consultant is a subject employer that will comply with ORS

656.017.

3.2. Qualified Work. Consultant has represented, and by entering into this Agreement now represents, that all personnel assigned to the Work to be performed under this Agreement are fully qualified to perform the services to which they will be assigned in a skilled manner and, if required to be registered, licensed, or bonded by the State of Oregon, are so registered, licensed, or bonded.

3.3. Assignment. Consultant shall not assign this Agreement or subcontract any portion of the Work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Consultant shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract of the Work shall not create any contractual relation between the assignee or subcontractor and City.

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3.4. Work Performance Obligation. Consultant shall, at its own risk, perform the Work described in the Description of Services and in the Supporting Documents and, unless otherwise specified in this Agreement, furnish all labor, equipment, and materials required for the proper performance of such Work.

3.5. Certification. Consultant agrees to and shall sign the certification attached hereto as

“Exhibit C” and incorporated herein by this reference.

4. Insurance: Consultant shall, at its own expense, maintain the following insurance:

4.1. Worker’s Compensation. Worker’s Compensation insurance in compliance with ORS

656.017, which requires subject employers to provide Oregon workers’ compensation coverage for all their subject workers.

4.2. Workers’ Compensation Exemption. If applicable, Consultant affirms and certifies that it is exempt from providing Workers’ Compensation per ORS 656.027.

Exemption criteria: Enter criteria here or delete if not applicable

Consultant initials if exempt: _________ Date: ___________

4.3. Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence. This is to cover any damage caused by error, omission or negligent acts related to the Work to be provided under this

Agreement.

4.4. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence for Bodily Injury, Death, and Property

Damage.

4.5. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 (one million dollars) for each…