2026 RFP Site Services Final 10.13.2026.pdf

Request for Proposals

“Use of 2200 Ashland Street Facility”

Date of Release: Tuesday October 13, 2026

Proposals are due by: November 24, 2026

Contracting Agency: City of Ashland Sole Point of Contact: Keanna Khlafallah Title: Procurement Specialist

Address: City of Ashland 20 E. Main Street Ashland, OR 97520

Telephone: (541) 552-2009 Fax: (541) 488-5311 Email: keanna.khlafallah@ashlandoregon.gov mailto:keanna.khlafallah@ashlandoregon.gov

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 ........................................................................ Error! Bookmark not defined.

Public Notice

“Use of 2200 Ashland Street Facility”

Proposals are due by November 24, 2026

The City of Ashland is requesting written proposals from qualified firms for “Use of 2200 Ashland Street Facility and Property”. 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 through the OregonBuys website.

Proposals may also be mailed or delivered in hard copy form to the City in accordance with the requirements outlined in the RFP.

The deadline for submitting is October 27, 2026. All questions must be asked through OregonBuys where questions and answers will be available to all proposers.

Proposals must be received by November 24, 2026, either digitally by submission through OregonBuys, mailed to 20 East Main Street, Ashland OR 97520, or hand delivered to 2245 Ashland Street, Ashland OR 97520. If you are hand delivering your proposal, you must call 541-552-2009 and coordinate with the sole point of contact. 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.

Keanna Khlafallah Procurement Specialist City of Ashland, Oregon Keanna.khlafallah@ashlandoregon.gov

Published: October 13, 2026 https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/

Proposal Process

“Use of 2200 Ashland Street Facility”

Proposals are due by November 24, 2026

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 a Master Lease or equivalent agreement with the City of Ashland. The selected firm will provide services to Ashland’s vulnerable population, those experiencing homelessness or housing instability, with a particular attention to providing services for those suffering from an opioid use disorder. Proposals may also be made by a consortium of service providers for the use of the site.

Service types may include:

• Eviction prevention and rental assistance

• Legal Services and Civil Legal Aid

• Outreach Court and Reentry Support

• Benefits Navigation and Public Assistance Enrollment

• Employment Services and Job Readiness

• Physical and Mental/Behavioral Health Services

• Youth and Family Stabilization Services

• Domestic Violence and Survivor Services

• Basic Needs and Support Services

Service types shall include:

• Facilitation of a severe weather shelter

Service proposals shall include information on the following:

• Appointment scheduling

• Good Neighbor Agreement management

• Security services

• Office and administrative staffing

• Provider accountability

• Utilities and operating expenses projections

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: Keanna Khlafallah Title: Procurement Specialist Address: City of Ashland

2245 Ashland Street, Ashland, OR 97520 Email: Keanna.khlafallah@ashlandoregon.gov

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 PM (PST), Monday, November 24, 2026.

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, October 13, 2026 1st Public Notice Tuesday, October 13, 2026 Deadline for Submitting Questions and Requests for Additional Information 5:00:00 PM (PST), October 27, 2026

RFP Protest Period Ends 5:00:00 PM (PST), October 27, 2026 Due Date and Time (Note: Proposals must be received prior to the due date and time.)

2:00:00 PM (PST), Monday, November 24, 2026 (see page 4 for proposal delivery address or submit via OregonBuys online)

Evaluation Process November 24, 2026- December 1, 2026 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.

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 or via email sent to the Sole Point of Contact.

• 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.

https://oregonbuys.gov/bso/

• 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 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.

Appeals A Proposer aggrieved by the decision of the City may appeal such action to a Hearing Officer, in accordance with the provisions of Ashland Municipal Code 2.30- Uniform Administrative Appeals Process.

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 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 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.

Scope of Services The City of Ashland is seeking proposals from experienced professional service providers to provide services to houseless or vulnerable populations at the 2200 Ashland Street facility.

Objectives The purpose of the 2200 Ashland Street site is to provide services to those suffering from an opioid use disorder, houseless or vulnerable populations, such as but not limited to sheltering, navigation or support services for individuals with substance use disorder, or behavioral health training and provision. The City is open to any combination of ideas that meets the needs of houseless or vulnerable populations in some way. The City recognizes the future development capacity for low-income or affordable housing on the site and will require that any service provider on the site acknowledge and accept that the land surrounding the site may be developed at some point in the future and agree to not interfere with potential future development. A response to this RFP does not preclude any respondent from bidding on any future site development RFPs issued by the City.The City will maintain property insurance coverage of the 2200 Ashland Street property.

The City’s objectives are:

• Attract and retain a qualified service provider or coordinating agency.

• The qualified service provider or coordinating agency will already have established legally compliant and operationally tested policies in the following areas:

o Client rights and reasonable accommodations o Participation agreements o Codes of conduct o Grievance and appeal procedures o Safety and security protocols o Community complaint escalation process/Point of Contact (POC) o Exit planning and service termination

Overview

• The Provider will be entering into a master lease agreement with the City of Ashland for providing services to houseless or vulnerable populations.

• The Master Lease will be for a time to be determined but no less than 3 years.

• Any qualified service provider will be required to have and oversee the following:

o Appointment scheduling o Good Neighbor Agreement o Security Services o Office and Administrative staffing o Provider Accountability o Utilities and operating expenses o Established Outcome reporting and Client tracking process

• As a condition of the Master Lease 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 a Severe Weather Shelter in Ashland.

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

• 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 overnight shelter staff and/or 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. No City coverage is extended to other parties or volunteers.

• 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 will maintain records, documentation, and other evidence of policies, procedures and practices regarding intake eligibility, participant behavioral requirements, discharge planning, procedures for addressing accommodation requests, case management requirements, and participant outcome reporting for both severe weather sheltering and general operations.

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

The City Will Provide the Following to the Award Winner:

Service Provider

• A Master Lease outlining how the building can be utilized and modified.

• Access to 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 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 for Severe Weather Services. The City will pay 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 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, or Smoke.

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

• The severe weather shelter space 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 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 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.

• 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.

• 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.

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 Jordan Rooklyn, Deputy City Manager 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 houseless and 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.

And/or describe your firm’s experience developing low-income housing.

Submit a Good Neighbor Agreement addressing the following categories:

o Geographic Scope and Behavioral Zone o Neighborhood Cleanliness and Environmental Standards o Access and Site Orderliness o Respectful Behavior Toward Neighbors and Community o Noise and Quiet Hours o Safety and Site Security o Privacy Protections o Disability Accommodations and Equal Access o Accountability and Enforcement Process o Grievance and Appeals Process o Acknowledgement and Informed Consent

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.

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 for the running of the Severe Weather Shelter (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.

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, please send all copies in a single envelope to:

Keanna Khlafallah Procurement Specialist City of Ashland 20 E. Main Street Ashland, OR 97520

Contents: Request for Proposal “Use of 2200 Ashland Street Facility”

If delivering please call ahead (see page 4) and bring all copies in a single envelope to:

Keanna Khlafallah Procurement Specialist City of Ashland 2245 Ashland Street, Ashland OR 97520 Ashland, OR 97520 541-552-2009

Contents: Request for Proposal “Use of 2200 Ashland Street Facility”

Electronic proposals must be submitted through OregonBuys or via mail – 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), Monday, November 24, 2026. 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.

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.

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) 5

Qualifications and Experience 30 Response Time 25 References 10 Contractual Terms and Conditions 5 Cost Proposal 25

Total 100

Exhibit A – Proposal Submission Form The undersigned proposer submits this proposal in response to the City’s Request for Proposals (RFP) for Use of 2200 Ashland Street Facility. 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 – “Use of 2200 Ashland Street Facility” 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.

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:

Exhibit C – Sample Personal Services Agreement

CITY OF ASHLAND | PERSONAL SERVICES AGREEMENT

CITY OF ASHLAND INFORMATION CONTRACTOR INFORMATION

City of Ashland

20 East Main Street, Ashland, OR 97520

Contact: Contact:

Phone: Phone:

Email: Email:

CONTRACT SUMMARY

Procurement Method

Completion Date

Contract Amount Enter $ amount: Enter amount in words:

Description of Services

Supporting Documents

Dated:

Dated:

Dated:

Dated:

This Personal Services Agreement (“Agreement”) is entered into between the City of Ashland, (“City”) and the Contractor set forth above (“Contractor”) (collectively the “Parties”) for the services as listed above and as more specifically described in the Supporting Documents. This Agreement is effective upon the date of the final signature (“Effective Date”).

This Agreement and the Supporting Documents shall be construed to be mutually complimentary 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 Supporting Documents. The personal services defined and described in the Supporting Documents shall hereinafter be collectively referred to as “Work.”

NOW THEREFORE, the Parties hereby incorporate the above and agree to the following terms:

1. Compensation. City shall pay Contractor for the Work described in the Supporting Documents.

In no event shall Contractor’s total of all compensation and reimbursement under this Agreement exceed the “Contract Amount” listed in the Contract Summary without written approval from City. Contractor acknowledges that any work delivered, or expenses incurred without authorization as provided herein is done at Contractor’s own risk and as a volunteer without expectation of compensation or reimbursement. Contractor may not change the agreed upon purchase price set forth in the Supporting Documents as a result of input or supply fluctuations, including as a result of tariffs or force majeure, without City’s written approval. Payments shall be made within 30 days of the date of receipt by the City of Contractor’s invoice, provided that City may withhold any monies due for the Work that Contractor has failed to deliver within any scheduled completion dates or any Work that has been delivered inadequately or defectively.

2. Contractor Representations. Contractor represents and warrants Contractor is an independent contractor. Contractor represents and warrants 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. Contractor shall not discriminate in performance of this Agreement on any protected class grounds and shall comply with all applicable federal and state laws, including discrimination in subcontracting awards as provided for under ORS 279A.110. For public contracts subject to ORS 279C, prevailing wage laws, and/or the Davis Bacon Act, Contractor represents and warrants they will abide by these requirements.

3. Non-Assignment. Contractor shall not assign this Agreement or subcontract any portion of the

Work to be provided herein without the prior written consent of the City. Any assignment or subcontract without the written consent of the City shall be void. Contractor 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 subcontract of the Work shall not create any contractual relation between the subcontractor and City.

4. Subcontractor Notification. In all solicitations either by competitive bidding or negotiation made by Contractor for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Contractors of the Contractor’s obligations under this Agreement and Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws.

5. Living Wage Requirement. If the amount of this Agreement is $27,861 or more, under the

Ashland Municipal Code (AMC), Chapter 3.12, Contractor is required to pay a living wage as defined by AMC to all Contractor employees and subcontractors that perform more than 50% of the work. Contractor shall predominantly post “Exhibit A” in areas where it will be seen those subject to Ashland’s living wage requirement.

6. Performance. Contractor 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.

7. Insurance. Contractor shall name the City as an additional insured on all insurance policies related to personal services provided by the Contractor under this Agreement. Contractor shall maintain during the term of this Agreement and until City’s final acceptance of all Work received hereunder, a primary, non-contributory, insurance policy that is “occurrence” based and not “claims made.” Before commencing work, the Contractor must provide acceptable insurance certificates as proof of the required coverage and, upon request, provide complete copies of insurance policies and trust agreements to the City. Contractor agrees to carry insurance in not less than the below amounts. Any exception must be approved by a City official:

a. Professional Liability Insurance. With a combined single limit, or the equivalent, of not less than $2,000,000 per occurrence.

b. General Liability. With a combined single limit, or the equivalent, of not less than $2,000,000 per occurrence and $2,000,000 in the aggregate for bodily injury and property damage.

c. Automobile Liability. With a combined single limit, or the equivalent of not less than $2,000,000 for each accident for bodily injury and property damage, including coverage for owned, hired and non-owned vehicles.

d. Worker’s Compensation. Contractor shall, at its own expense, maintain worker’s compensation insurance in compliance with ORS 656.017. Contractor shall furnish applicable insurance certificate prior to commencing any Work with limits not less than $500,000. If Contractor is exempt from workers compensation, the Contractor must list the exemption criteria and initial below, should an exemption apply.

i. Exemption criteria:

ii. Contractor initials if exempt: Date:

8. Indemnification. Contractor shall defend, save, hold harmless and indemnify the City and its officers, employees and agents from and against any and all claims, suits, actions, losses, damages, liabilities, costs, and expenses of any nature resulting from, arising out of, or relating to the activities of Contractor or its officers, employees, subcontractors, or agents under this Agreement, including but not limited to claims for personal injury made by Contractor’s officers, employees, subcontractors, agents, or other third parties. Contractor expressly assumes all risk, loss, damage, injury, and claims of any kind arising from or related to the acts or omissions of Contractor’s officers, employees, agents, or subcontractors.