Buyer Attachment A - Sourcing Event Description.pdf

Multnomah County Supportive Housing Services

RFPQ-56-2027

Buyer Attachment A

SOURCING EVENT DESCRIPTION

RELEASE DATE: November 6, 2026 DEADLINE FOR QUESTIONS: December 11, 2026 RESPONSE DEADLINE: December 23, 2026

RESPONSES MUST BE SUBMITTED ELECTRONICALLY VIA

MULTCO MARKETPLACE (MMP):

https://multco.us/info/how-do-business-county#section-2

TABLE OF CONTENTS

SECTION TITLE PAGE

SECTION 1 Service Description, Funding, and Contracting Information 3

Section 1.0 Purpose and Overview 3

Section 1.1 Background 4

Section 1.2 Project Details 5

Section 1.3 Population Served 6

Section 1.4 Geographic Borders/Limitations & Service Areas 6

Section 1.5 Funding 7

Section 1.6 Service Delivery Approaches 7

Section 1.7 Scope of Services 8

Section 1.7.1 Service Components 8

Section 1.7.2 SHS Service Integration Strategies 13

Section 1.8 Fiscal Requirements and Reporting 14

Section 1.9 Performance Measures/Performance Contracting 14

Section 1.10 Contract Award and Allocation Process 15

Section 1.11 Contract Negotiation 17

Section 1.12 Contract Term 17

Section 1.13 Compensation and Method of Payment 18

Section 1.14 Minimum Requirements 18

Section 1.15 Insurance Requirements 19

SECTION 2 Proposal Submission and Evaluation Process 19

Section 2.0 Instructions to Proposers for Proposals Submission 19

Section 2.1 Proposal Evaluation & Scoring 21

Section 2.2 Evaluation Process For Written Response 21

Section 3.1 Glossary 22

Pre-Proposal Conference:

The County will be offering three (3) optional pre-proposal conferences, both held virtually via Google Meet. The same information will be presented at each conference.

Please attend the one that best fits your schedule.

While attendance is not mandatory, it is highly encouraged. These meetings will not be recorded. To ensure the most effective use of time, please review this document and all Buyer Attachments before attending the pre-proposal conference.

The purpose of these conferences is to provide information about the services described in this Request for Programmatic Qualification (RFPQ) and to answer questions about submitting proposals through the Multnomah County’s e-procurement system Multco Marketplace (MMP). Please note that these meetings are for informational purposes only. Any statements made by County representatives at the pre-proposal conferences are non-binding unless confirmed in a written addendum.

● Optional Pre- Proposal Conference 1:

Will be held on November 16, 2026 at 9:30 A.M. via Google Meets:

meet.google.com/vse-eqjy-qem You may also join by phone: (US) +1 320-403-4610 PIN: 531 794 199#

● Optional Pre- Proposal Conference 2:

Will be held on November 18, 2026 at 2:30 P.M. via Google Meets:

meet.google.com/hpm-ktih-smc You may also join by phone: (US) +1 475-675-3107 PIN: 777 624 524#

● Optional Pre- Proposal Conference 3:

Will be held on November 23, 2026 at 9:30 A.M. via Google Meets:

meet.google.com/xep-quxj-rjo You may also join by phone: (US) +1 716-325-0213 PIN: 365 594 588#

Technical Assistance - Technical Assistance details are provided in Buyer Attachment C.

1.0 PURPOSE AND OVERVIEW

Multnomah County (The County) is seeking proposals from organizations to provide Supportive Housing Services to people experiencing homelessness or at risk of homelessness in Multnomah county. No contracts will be issued directly as a result of this RFPQ process. This process will establish a pool of qualified Suppliers.

Suppliers will then be qualified to contract for specific services defined by each service component.

All proposers must receive a minimum seventy percent (70%) of the total score possible in order to qualify for each Service Component. Suppliers will qualify based on the service components that they apply to.

This RFPQ process will identify organizations that provide SHS program aligned services. Qualified suppliers may be eligible to contract for up to 6 years. We expect contracts to begin in July 2027 and potentially last through June 2033. During that time Multnomah County will use contract allocation processes to select qualified providers from the qualified pool. Allocation processes will determine the amount of each contract award.

The contract allocation process can be found in section 1.11, Contract Award and Allocation Process.

These services will be supported by the 2020 voters approved Measure 26-210 to fund services for people experiencing or at risk of homelessness. Additional funding will come from a combination of local, state, and federal sources.

The SHS Program focuses on addressing housing instability for people experiencing homelessness across the region. It centers racial equity, and offers participant-center approaches to meeting the needs of people who are experiencing or at risk of homelessness. This program is committed to advancing racial equity. This is done by delivering services designed to respond to the needs of Black, Indigenous, Latino/a/e, Asian, Pacific Islander, immigrant and refugee communities, who experience homelessness at disproportionately high rates. All SHS services must be culturally responsive, low barrier, and in alignment with Housing First. They must also ensure equitable access and outcomes.

This RFPQ has five (5) key service components. These service components are:

● Outreach and Engagement

● Shelter and Transitional Housing

● Connections to Stable Housing

● Supportive Housing Stabilization Services

● Wrap-Around Supports

Multnomah County seeks to identify a diverse range of Suppliers to partner with on a system of care. This includes, but is not limited to:

● Culturally specific organizations

● Community-based service providers

● Affordable housing owners and operators

● Outreach organizations

● Shelter and transitional housing providers

● Behavioral health and community health providers

● Providers of wrap-around services and supports Any combination of the identifiers above.

Multnomah County reserves the right to qualify additional suppliers as it deems necessary through a separate procurement process. There is no limit to the number of Suppliers that may qualify in this procurement.

Multnomah County reserves the right to reopen the RFPQ or issue a subsequent RFPQ at any time.

1.1 BACKGROUND

Right now, on any given night, thousands of our neighbors throughout the region are experiencing or at risk of homelessness due to a lack of safe and affordable housing.

In May 2020, voters in Multnomah, Clackamas and Washington counties approved Measure 26-210, introducing two new taxes to help end homelessness across greater Portland. With a focus on addressing racial disparities in homeless services, chronic homelessness and short-term homelessness, the measure funds services including permanent supportive housing, shelter, outreach, behavioral health services, rent assistance and other supports. Because Black, Indigenous and people of color (BIPOC) continue to be disproportionately impacted by housing instability and homelessness due to institutionalized and systemic racism, the measure is committed to leading with racial equity and prioritizing the needs of these communities.

The Supportive Housing Services measure has increased collaboration and coordination between all three counties in the Portland metro area to build a comprehensive continuum of homeless services. SHS directly funds Clackamas, Multnomah and Washington counties to invest in local strategies to meet the needs in their communities, and is shaped by intergovernmental agreements with Metro, Local Implementation Plans, annual work plans, and guidance and leadership from multiple elected and advisory bodies, along with partners and community members.

In this spirit of collaboration, the three Counties are working together to expand the region’s system of care to effectively meet the needs of people experiencing and at risk of homelessness across the region. This RFPQ will establish a pool of qualified suppliers who are approved to partner with Multnomah County in delivering programs and services to achieve the Supportive Housing Services measures overall goals in alignment with Multnomah County’s Local Implementation Plan.

1.2 PROJECT DETAILS

Supportive Housing Services Program Overview

In May 2020, voters approved the Metro Supportive Housing Services (SHS) Measure.

Community members and leaders from around the region developed this measure.

Goals of this measure are:

● Reduce rates of both chronic and short-term homelessness.

● Address racial disparities in homeless services across the Tri-County region.

● Support effective, evidence-based pathways out of homelessness.

Multnomah County commits to investing in local strategies to address homelessness.

Multnomah County, in collaboration with local partners, is putting in place unique programs and services to address local needs.

SHS is the largest shared funding source addressing homelessness in the Tri-County region. We present values and principles as a framework for regional service delivery.

We also recognize that other funding sources may have different scopes.

Values and Principles

Implementation is guided by the following principles:

● Lead with racial equity and work toward racial justice

● Strive toward stable housing for all

● Fund proven solutions

● Leverage existing capacity and resources

● Innovate: evolve systems to improve

● Show outcomes and impact with stable housing solutions

● Ensure transparent oversight and accountability

● Center people with lived experience. Meet them where they are and support their self-determination and well-being

● Embrace regionalism with shared learning and collaboration as well as support systems coordination and integration

● Lift up local experience. Lead with the expertise of local organizations addressing homelessness and housing insecurity

The SHS measure is guided by a commitment to lead with racial equity by meeting the needs of Black, Indigenous, Latino/a/e, Asian, Pacific Islander, immigrant and refugee communities.

1.3 POPULATION SERVED

SHS investments will be used to fund programs that serve two populations:

Population A:

○ Extremely low-income; AND

○ Have one or more disabling conditions; AND

○ Are experiencing or at imminent risk of experiencing long-term or frequent episodes of literal homelessness.

Population B:

○ Experiencing homelessness; OR

○ Have a substantial risk of experiencing homelessness

The measure defines the funding split between populations as:

● 75% will go to housing and services that serve Population A.

● 25% will go to housing and services that serve Population B.

This distribution of funds aims to address the needs of people experiencing chronic or prolonged homelessness while also investing in programs that prevent and end episodic homelessness. Multnomah County may use other funding sources to support the service needs of population A and B at a different ratio.

1.4 GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREAS

SHS-measure funded services must be located within the parts of Multnomah County that are inside the Metro Boundary. Multnomah County may use other funding sources to provide services outside of the Metro boundary.

You can check your location in the Metro boundary here:

https://gis.oregonmetro.gov/metromap/?basemap=baseAll&center=45.46798811543928 %2C-122.91648032607412&zoom=10

The SHS program measure aims for services to be disbursed equitably across the region. SHS-funded services will be prioritized in geographic areas where there are existing service gaps. SHS-funded services will be targeted at serving disproportionately underserved communities.

1.5 FUNDING

45.3% of collected SHS funds are distributed to Multnomah County by Metro each year.

The remaining funds are sent to Washington and Clackamas counties as part of a regional homelessness response strategy.

Funding for the work described in this RFPQ is not guaranteed. Fluctuations in funding year to year are expected. Multnomah County cannot guarantee any level of funding will be provided to organizations that qualify in this RFPQ. If contracted, Multnomah County contracts will permit Multnomah County to add or remove work as necessary depending on availability of funding.

1.6 SERVICE DELIVERY APPROACHES

All services are expected to align with the following service delivery approaches:

1. Anti-racist Services: Anti-racist services name and address racism as a root cause of inequities impacting Black, Indigenous, Latino/a/e, Asian, Pacific Islander, immigrant, refugee, and other racially marginalized communities.

Anti-racist services identify and address the negative impact of racism on all people living in the United States. These services work to counteract the effects of racism through racially equitable policies, programs and procedures.

2. Culturally Responsive Services: We expect all service suppliers to deliver services in a culturally responsive manner. Culturally responsive services are respectful of and relevant to diverse populations and communities. This includes, but is not limited to, beliefs, cultural practices, and linguistic needs. Many suppliers will also be expected to deliver services that are culturally specific.

3. Culturally Specific Services: These services are informed by specific communities where the majority of members are reflective of that community.

Providers of culturally specific services use language, structures, and settings familiar to the culture of the target population to create a service delivery environment that fosters belonging and safety.

4. Housing First: Housing First is a widely accepted and evidence based best practice for homeless service programs. Housing First programming recognizes that stable housing serves as a platform. From there people can pursue their health, economic, and personal needs and goals. This approach connects households experiencing homelessness to permanent housing, without preconditions or other barriers to entry. Key components include:

1. Few to no programmatic prerequisites or housing readiness requirements.

2. Low-barrier program and housing admission policies.

3. Supportive services that are voluntary and participant-led.

4. An emphasis on participant choice and self-determination.

5. Low Barrier: Services and programs should be designed to have low or no barriers to entry, except for specialized programs for specific populations that require participation in case management, sobriety or other support services.

Eligible households should be able to easily access services. Program design should prioritize meeting the needs of people that experience multiple barriers to service access and service success. Any documentation required to determine program eligibility should include self-reporting options.

6. Evidence-Based Practices: Programs should use practices that are proven to best serve people who have experienced prolonged homelessness and/or marginalization by society. These practices include, but are not limited to, trauma-informed care, motivational interviewing, strengths-based practice, and stages of change theory.

1.7 SCOPE OF SERVICES

1.7.1 Service Components

This section lists the core Service Components covered by this RFPQ. In many cases, 8 more than one Service Component may be combined with other services. Different service components could be provided by any combination of: one organization, multiple organizations working collaboratively, or through aligned contracts. (See Service Integration Strategies, section 1.7.2).

All services funded through this procurement process must lead with racial equity and be anti-racist, culturally responsive, low barrier, and ensure equitable access and outcomes. This can be demonstrated through Housing First and/or other evidence-based practices. (See Service Delivery Approaches, section 1.6)

● Outreach and Engagement: Outreach to people experiencing homelessness in locations where structured connections to services do not currently exist.

This should focus on building relationships and service engagement through person-centered, trauma-informed and strengths-based practices. Services include: completing coordinated entry assessments, linking people with services to promote connections to stable housing (see below), and connecting people with wrap-around supports. Example Funded services may include but are not limited to:

○ Support for Providing services and supplies to help people meet basic needs including but not limited to food support, hygiene services, restrooms, survival gear, and storage.

○ Street outreach services

○ Connection to emergency shelter, motel vouchers, day centers, safety planning, peer support, and crisis lines.

○ Behavioral health and addiction recovery outreach.

○ Culturally specific outreach services.

○ Emergency on-call services in the event of severe weather, natural disasters, public health, or other emergencies. This may include but is not limited to outreach, information sharing, distribution of basic needs supplies, transportation, and service connections.

● Shelter and Transitional Housing: Time-limited and emergency dwellings designed to provide households experiencing homelessness with interim stability and support. May include congregate, non-congregate, day shelters, facility-based, and alternative shelter models. Counties may fund a mix of program models to meet diverse community needs, ranging from low-barrier approaches with minimal requirements to specialized programs for specific populations that require participation in case management, sobriety or other in-shelter support services. All shelter and transitional housing programs will align with coordinated entry and services that support connections to stable housing (see below).

● Connections to Stable Housing: Flexible services to assist households in accessing or retaining stable housing. These services are a core component of various program models including:

● Eviction prevention: To help households at risk of homelessness to stay in their current housing or move to other stable housing.

● Diversion: To prevent street or shelter homelessness for households who are imminently at risk of homelessness and/or seeking entry into emergency shelter.

● Rapid re-housing: To help households in quickly exiting homelessness.

● Housing navigation and placement: To support households currently experiencing homelessness with the transition to stable housing.

Services should be tailored to each household. They typically include, but are not limited to, one or more of the following:

● Assessment of housing barriers, needs and preferences, and current service engagement

● Support and flexible funds to address immediate housing barriers

● Housing search assistance including landlord outreach and tracking vacancies

● Landlord advocacy and engagement

● Assistance with application preparation, appeals and reasonable accommodation requests

● Financial support with application fees, security deposits and other non-rent move-in costs

● Case management and housing retention support as needed

● Connections to wrap-around supports as needed

● Short-term rent assistance

● Moving and transportation assistance

● Utility assistance as needed

● Supportive Housing Stabilization Services: Various combinations of affordable housing and ongoing services that are flexible, tenant-driven and voluntary. These services assist households in achieving and maintaining housing stability. Supportive housing programs can be facility-based, clustered, or scattered-site. Supportive housing units can be located in regulated housing (i.e. housing that is publicly subsidized to be affordable) or in private market units subsidized by rent assistance dollars.

Supportive housing stabilization services that may be funded through this 10

RFPQ include but are not limited to:

○ Housing retention: One-on-one case management focused on housing stabilization and lease compliance. Services are customized to meet the needs of each household and may include but are not limited to:

● Ongoing relational support

● Education on tenant and landlord rights and responsibilities

● Regular communication with the tenant and property management

● Early intervention

● Support to address issues that could jeopardize housing stability including but not limited to:

○ problem solving and crisis management.

○ independent living supports.

○ assistance with house cleaning and unit maintenance as needed to ensure lease compliance.

○ coordination and connections with wrap-around supports as needed.

○ Resident services: On-site staffing focused on supporting the stability of the entire housing community. Resident services staff coordinate closely with housing retention staff and property management to promote housing stability and retention. Services vary depending on the resident population and may include but are not limited to:

● New resident orientation.

● Conflict mediation.

● Information and referral.

● Connections to community resources, classes and workshops

● Child- and family- oriented programs.

● Community building activities.

○ Building operations: Operating subsidies to cover costs related to building operations that are specific to meeting the needs of supportive housing residents, including but not limited to:

● 24-hour front desk coverage.

● Enhanced property management.

● Crisis support.

● Hiring maintenance or security staff with social service backgrounds.

○ Landlord recruitment and support: Engagement with landlords to support successful housing placement and retention. Funded services may include but are not limited to:

● Recruiting and building relationships with landlords.

● Tracking vacancies.

● Working with service providers and landlords to connect eligible households with available units.

● Entering into partnership agreements with landlords and service providers.

● Supporting effective partnerships between landlords and service providers.

● Providing education on fair housing and landlord/tenant law.

● Serving as a primary point of contact for landlords and guaranteeing a timely response.

● Staffing a 24/7 hotline for landlords.

● Working collaboratively with landlords and tenants to prevent and address potential lease violations and ensure timely rent payments. ● Providing neutral third-party mediation between landlords and tenants and/or service providers to support effective partnerships and promote problem solving.

● Administering a risk mitigation fund for eligible landlords..

● Wrap-Around Supports:

Supports that take place before, during, and after housing placement.

Wrap-around supports are an essential piece of each of the other SHS Service Components and will very often be delivered in conjunction with those service components. Wrap-around supports should be flexible, participant-centered, and tailored to each participant's needs.

Wrap-around supports explicitly focus on helping to meet the housing stability needs of SHS participants. Supports should be aligned with the other SHS Service Components when possible (see SHS Service Integration Strategies section 1.7.2). Funded wrap-around supports may include but are not limited to:

● Health services:

○ Community-based (on-site and off-site) mental health services. ○ Addiction and recovery supports.

○ Community health workers.

○ Peer support services.

○ Strategies that support harm reduction.

○ Health care navigation.

○ Wellness programs.

○ Assistance applying for medical benefits.

○ Nonclinical behavioral health supports.

○ Behavioral health outreach services.

○ Crisis intervention.

○ Pregnant and parenting support services.

○ Support with navigating the behavioral health system and accessing clinical services as needed.

(Clinical services that can be funded through Medicaid will not be funded through this RFPQ. Support to assist clients to access those services will be funded.)

● Peer support services: Support specialists that use the therapeutic value of lived experience to provide support for individuals with substance use disorder and/or other mental health support needs. Peer support specialists are often from the communities with which they work. Support services should be relevant to the community, trauma informed, culturally specific and/or culturally responsive.

● Education, training and employment services: Services aimed at increasing incomes by providing access to education, training and public and private workforce resources. Services should focus on meeting the needs of individuals who face barriers to employment and/or are experiencing barriers to employability.

● Benefits navigation and legal services: Assistance with accessing federal, state, and local benefit programs. Civil legal services that facilitate housing access and stability, including assistance to enforce tenants’ rights, expungement rights, and rights guaranteed under civil rights laws.

1.7.2 SHS Service Integration Strategies

The Service Components described in section 1.7.1 are meant to operate in close alignment with one another as part of a comprehensive system of care.There are times when programs will need to incorporate more than one service component to create an integrated approach. For example, a shelter program could connect participants with housing navigation services. Another example is supportive housing providers connecting participants with housing retention services.

This alignment and integration can be achieved through a variety of different strategies, including but not limited to:

● Organizations may have the capacity and expertise to provide multiple Service Components. These organizations should submit proposals for each Service Component they wish to provide. These organizations should speak to integration among Service Components where applicable.

● Organizations may leverage existing partnerships to create an integrated approach. These organizations should speak to these partnerships in their proposal, highlighting potential collaboration.

● Organizations may only have capacity, interest and/or expertise within one

Service Component. These organizations should focus their response on the particular Service Component of interest.

This RFPQ process will result in a qualified pool of Suppliers that will be eligible to contract with Multnomah County. From this qualified pool, contracts will be awarded through separate allocation processes. A general allocation process is outlined in section 1.10 Contract Award and Allocation Process. The process described may differ depending on County needs at the time of allocation. Multnomah County will work with selected suppliers to explore alignment and integration strategies.

Potential service integration strategies could include but are not limited to:

● Partnerships

● Collaborations

● Contract alignment

● Designated services

● Subcontractor relationships.

In some cases, Multnomah County may connect Suppliers of complementary services to one another to create a coordinated program. In other cases, Multnomah County may work with one or more Suppliers to create mobile service teams that can provide support services to multiple sites.

Multnomah County may also develop aligned contracts. Aligned contracts enable providers of one Service Component to access other necessary services. For example, Multnomah County may contract with behavioral health providers, to ensure their services are available for other contracted organizations to draw from as needed to serve individual participants.

1.8 FISCAL REQUIREMENTS AND REPORTING

It is expected that all suppliers who contract with Multnomah County adhere to the County’s Fiscal and Record Keeping requirements, as outlined in the Countywide Fiscal Policies and Procedures. Please review the copy of these policies and procedures found in the ‘Buyer Attachments’ section of this sourcing event.

1.9 PERFORMANCE MEASURES/PERFORMANCE CONTRACTING

Multnomah County will negotiate Performance Measures with organizations selected for a contract following an allocation process. Some general performance expectations are described below:

Data Management: Data management requirements will vary depending on the type of services provided. Client-level data entry into the Homeless Management Information System (HMIS) will be required in most cases. Contractors will be provided with training, technical assistance and other support as needed.

Coordinated Entry: Coordinated Entry requirements will vary depending on the type of services provided. Most contractors will be required to participate in the County’s coordinated entry system. This system is used for screening, assessment, referral and housing placement. Contractors will be provided with training, technical assistance and other support as needed.

Performance Measures: Contractors will be required to collect and report on data that contribute to the evaluation of regional and countywide performance measures. Specific performance measures will be decided at the contract level.

Contract Monitoring: Contractors will be expected to cooperate fully with the County’s contract monitoring and program evaluation activities. This may include, but is not limited to:

○ Site visits to review agency compliance with contracts.

○ Mandatory training or technical assistance.

○ Program participant and community partner surveys.

○ Compliance review for contract standards and performance criteria.

○ Fiscal compliance reviews or audits.

○ Participation in systemwide and regional coordination meetings as appropriate.

1.10 CONTRACT AWARD AND ALLOCATION PROCESS

Contract Award based on RFPQ Qualification in Multnomah County is a multi-step process. Please see below for a description of each step.

Step 1: Supplier Qualification Process - An organization proposes qualification for a RFPQ service component (ie Shelter and Transitional Housing). If qualified via the RFPQ process, the organization is added to the qualified supplier pool. This is a general qualification and does not guarantee a contract. An organization’s qualification is not permanent and only lasts for the duration of the procurement authority granted by the RFPQ.

Step 2: Contract Allocation Process - A contract allocation process is required before Multnomah County may award a contract to any qualified supplier from an RFPQ.

Organizations that qualify for general work area(s) that fall into the scope of the department’s contracting need are invited to an allocation process. The allocation process determines which supplier(s) receives a contract.

Allocation processes may not happen immediately following the Supplier Qualification Process. There may be no, few, or many allocation processes. The number and timing of allocation processes depends on available funding and the County’s investment priorities. Allocation processes are not guaranteed, but qualification in Step 1 is necessary to be considered for any potential allocation processes.

Each contract allocation process will be conducted in accordance with Multnomah County’s applicable rules and processes. Multnomah County will document the findings and determinations of each allocation in writing. Allocation processes may be conducted in Multnomah County’s MultCo Marketplace (MMP) system.

The contract allocation process may be a competitive process. During a competitive process Multnomah County may request proposals and/or other information from some or all eligible Suppliers in the qualified pool. Proposals are evaluated for suitability before a final determination is made. Suppliers may not protest contract allocation decisions.

Contract allocation priorities and criteria may include, but are not limited to, the following:

● SHS Local Implementation Plan and strategic priorities.

● Overall system of care needs and gaps.

● RFPQ proposal information and evaluation input from the RFPQ review committee.

● Provider capacity, experience and past performance.

● Provider’s proposed program models and strategies.

● Ability to achieve racial equity through programs, services and staffing.

● Coverage of specific populations or geographic areas.

● Coverage of specific service types or approaches.

● Ability to leverage additional funding.

● Ability to collaborate with other Suppliers for coordinated strategies.

● Fiscal information, such as pricing, invoicing process, supplier budgets or other items deemed necessary to establish contract funding limits.

● Other factors as deemed appropriate by the funding allocation team.

The contract allocation processes will consider a variety of factors. This means that funding may go to qualified Suppliers who did not earn the highest overall RFPQ qualified score. It will also be possible to qualify under this RFPQ process and not receive a contract due to resource limitations and other factors. There is no guarantee that any contract or funding will be offered to any qualified Supplier.

Step 3: Contract Award and Negotiation Process - Once the contract allocation process is complete the awarded supplier(s) may work with the Contracting department or other representatives from Multnomah County to negotiate and finalize contract terms. Please see Section 1.11 for further details related to Contract Negotiation.

Multnomah County's specific requirements and additional details for standard contracting can be found in the sample contract located in the Buyer Attachments section. The contract will incorporate the terms and conditions from this RFPQ document and the scope of work negotiated with successful proposers during the allocation process.

Unless communicated otherwise, the County will be awarding Requirements Contracts for these services. Requirements Contracts do not guarantee any level of funding. Fluctuations in funding throughout the year, and from year to year should be expected. Potentially large fluctuations may occur. The County cannot assure that any particular level of funding will be provided and Requirements Contracts will permit the County to add or remove funding as necessary depending on the availability of funding.

1.11 CONTRACT NEGOTIATION

Once The County selects a supplier via an allocation process contract negotiations can be initiated. The County, at its discretion, may elect to negotiate any of the following:

● General contract terms and conditions

● Services

● Pricing

● Implementation schedules

● Any such other terms as the County determines are in the County’s best interest.

Multnomah County reserves the right to terminate contract negotiations and initiate negotiations with another qualified Supplier. This process may continue until a contract agreement is reached. Contracts will be subject to the contract terms and requirements of the County. Contracts do not guarantee any ongoing level of funding, and funding levels may change from year to year. Contracts may be modified over time to accommodate adjustments in funding allocations, implementation priorities, or other changes. An example General Services Agreement is attached in the Buyer Attachments section of this RFPQ for your reference.

1.12 CONTRACT TERM

Suppliers that qualify under this RFPQ will be eligible to contract with Multnomah

County for a period of up to 6 years. This period will begin at the time the first contract that uses the procurement authority granted by this RFPQ is executed. This is estimated to be on or after July 01, 2027 and will last through approximately 6/30/2033.

The contract term for each contract will be specified within the contract and may be subject to re-negotiation and renewal on an annual basis.

1.13 COMPENSATION AND METHOD OF PAYMENT

The following represent the County’s default compensation and method of payment specifications. These are subject to future change and may vary on a per-contract basis.

● County contracts operate on a cost reimbursement basis.

● Contractors submit reimbursement requests to the County on a monthly basis for eligible and actual expenditures based on an approved budget.

● The County’s default payment terms are Net 30 unless otherwise specified in the contract.

The County operates contracts on a Cost Reimbursement basis for the services described in this RFPQ. This means that organizations will be expected to cover all funded program costs out of pocket until successful invoice approval. Whether or not your organization has sufficient capital to account for upfront programmatic costs will be determined by The County at the time of allocation.

Invoices for the prior month are due on the 20th of the month that follows. The County’s default payment terms are Net 30 unless otherwise specified in the contract. Upon invoice approval organizations will be reimbursed for the allowable costs incurred according to their communicated budget and contracted scope of work.

1.14 MINIMUM REQUIREMENTS

At the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements will result in rejection of the proposal.

● Proposals must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline.

The Proposer must certify that they agree to the Proposer's Representation and Certification terms. These terms can be found in the Pre-requisite page of the Sourcing Event.

Minority-Owned, Women-Owned, Emerging Small Businesses, and Service-Disabled Veteran Organizations are strongly encouraged to participate in providing these services.

At the time of Contracting, Proposers must meet the following minimum requirements.

Failure to provide any of the required documents or meet any of the below requirements shall result in a determination of non-responsiveness.

● Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701).

● Proposers must complete a Pre-Award Risk Assessment if federal funds are used in the contract. See Procedural Instructions in the Buyer Attachments page of this Sourcing Event for more information.

1.15 INSURANCE REQUIREMENTS

Minimum insurance requirements:

Contractors will be expected to meet each County’s insurance requirements. Standard insurance requirements are summarized in the sample contracts and typically include:

● Workers’ Compensation coverage for subject employers with limits of not less than $500,000.

● Commercial General Liability insurance with limits of not less than $1,000,000/ $2,000,000.

● Professional Liability insurance with limits of not less than $1,000,000/ $2,000,000.

● Automobile Liability insurance with a combined single limit per accident or the equivalent of not less than $1,000,000.

Multnomah County may waive certain types of coverage or require additional coverage depending on the type of service.

Final insurance requirements will be established during each allocation process.

Successful proposers will be required to submit proof of insurance coverage, including certificates of insurance and additional insured endorsements, before a contract can be submitted for approval, contingent upon the allocation process resulting in a contract.

Insurance verification is not required during the RFPQ process.

SECTION 2 – PROPOSAL SUBMISSION AND EVALUATION PROCESS

2.0 INSTRUCTIONS TO PROPOSERS FOR PROPOSAL SUBMISSION

● After signing into the supplier portal, the proposer must answer all Company Certification questions in the Multco Marketplace system.

● A separate proposal must be submitted for each service component you wish to be considered for. Each proposal must adhere to the specified page limits. Cover pages will not count towards the total page count and must be clearly labeled ‘Cover Page’ and must clearly identify the Group number and name for that service component..

PLEASE NOTE: Any pages exceeding the page limits will be redacted and excluded from the evaluation process. Any attachments, weblinks, or supporting documents that are not specifically requested in Buyer Attachment B will be redacted and excluded from the evaluation process.

Please avoid using Custom Letterhead and other decorative elements wherever possible. The appearance of your proposal does not factor into your score so long as the proposal is legible and correctly formatted according to the specifications outlined in this document. Decorative Elements such as company logos can take up valuable proposal space and make it more difficult for evaluators to understand your proposal.

Specific Service Component Requirements:

● All five service components are independently evaluated and separately scored.

● Each Service Component Proposal should fit the following formatting requirements:

○ Saved as a Word or PDF document, computer generated or typewritten.

○ Each proposal should be formatted for 8.5" x 11" paper. Unless otherwise specified, pages exceeding the standard page size of 8.5" x 11" will be counted as two pages.

○ Single (1), space-and-a-half (1.5), or double spacing (2) is acceptable.

○ All pages should be numbered.

○ Pages should have at least 1-inch margins on all sides. Proposals with smaller margins may be rejected.

○ Pages should have a minimum font size of 12 points. Proposals with smaller fonts may be rejected.

○ Submissions under the maximum page limit will not be penalized.

● If you are submitting a proposal for more than one service component, you must answer all five (5) questions for each service component you wish to be considered for and you must upload a separate proposal under each service component..

● For all proposal questions in Buyer Attachment B, please submit a written narrative as a complete proposal response.

○ Upload this document to question(s) 1 in MMP for each relevant Service Component area.

○ Each question response should be formatted as follows: the group number, question number, and title.

(Example: Group 2.1, Question 1, Organizational Mission and Capacity.)

Please see the ‘Buyer Attachments’ for an example of correct question formatting.

● If submitting a proposal for more than one service component, you may wish to repeat answers across service components. You will not be penalized for repeating answers. However, all five service components are independently evaluated and separately scored so please ensure that any repeated answers remain relevant to the desired service component.

Each Service Component will have its own Question Group in MMP where you will upload your proposal. Each service component must be saved as its own separate proposal file that meets the requirements listed above. Only the answers to questions contained within Buyer Attachment B and uploaded to the corresponding Question Group in MMP will be scored. Please note that each question in Buyer Attachment B may be weighted differently. Question weights are communicated in Buyer Attachment B.

The Question Groups in MMP are as follows:

Group 2.1 - Outreach and Engagement.

Group 3.1 - Shelter and Transitional Housing Group 4.1 - Connections to Stable Housing Group 5.1 - Supportive Housing Stabilization Services Group 6.1 - Wrap-Around Supports

2.1 PROPOSAL EVALUATION AND SCORING

Evaluation of proposals will be conducted in a comprehensive, fair, and impartial manner. The objectivity of the evaluation will be maximized using structured quantitative scoring methods. The evaluation committee of designated reviewers will review and evaluate proposals. The committee will be composed of individuals with experience in, knowledge of, and program responsibility for program service and financing.

2.2 EVALUATION PROCESS FOR WRITTEN RESPONSE

Step 1: Independent Evaluation Each evaluator shall independently assign a draft score to each evaluation criterion based on the written proposals.

Step 2: Group Discussion Then the evaluators shall meet at a Proposal Evaluation Session and share their key findings from the proposals.

Step 3: Final Independent Scoring After sharing their findings, each evaluator shall be given an independent opportunity to revise their draft scores and to finalize them.

Step 4: Total Points are Calculated Once all evaluators submit their final scores, they will then be summed together to determine the overall final score for each proposal.

Please Note: All five service components are independently evaluated and separately scored.

What Score Do You Need to Qualify To move forward, proposers need to receive a minimum of 70% score in the service component(s) they applied for, in order to be added to the qualified pool of applicants.

How Scoring Works For Example: Supplier A submits a proposal and receives the following scores from the three evaluators:

Rater A: 78 Points Rater B: 81 Points Rater C: 60 Points Total Points awarded: 219 Points (out of 300 possible points)

(Minimum points necessary to qualify in this example: 100 possible points x 3 evaluators x 70% = 210 Points awarded)

As a result, Supplier A has met the minimum requirements to provide these services, since their total point score of 219 exceeds the minimum number of points required to qualify, 210. If the total points earned had been less than 210 points, then Supplier A would not have been considered further for an award for this service component under this RFPQ.

3.1 GLOSSARY

Procurement Authority - Multnomah County’s “permission to buy”. The County gains Procurement Authority with a supplier via an approved Procurement process (like an RFPQ). Once Procurement Authority is obtained the County is authorized to make specific types of purchases from a Supplier that depend on the procurement process that was used. Procurement Authority does not guarantee that The County will make a purchase.

RFPQ (Request for Proposal Qualification) - An Procurement process that results in qualifying a pool of Suppliers. RFPQs do not directly result in contracts. Contract Awards are made through separate allocation processes. Qualification in an RFPQ does not guarantee an invitation to an allocation process or a future contract.

Sourcing Event - A request that The County uses for the purpose of soliciting Offers.

This request may take the form of an Invitation for Bid, a Request for Proposal, a Request for Qualifications or a similar document. Multco Marketplace (MMP) refers to these as Sourcing Events.

Service Component - An area of work that a Supplier can qualify for during this RFPQ (Outreach and Engagement for example). Service Components are both specific and broad, and often describe an umbrella of similar and potentially overlapping services. A supplier’s service component qualification determines which work The County can potentially contract with them for in the future.

Anti-Racist Services - Anti-racism names and addresses racism as a root cause of inequities impacting the lives of Black, Indigenous, and all People of Color (“BIPOC”), including Latinx, Pacific Islanders, and Asians, as well as Immigrants and Refugees or color, and negatively impacting all people living in the United States, and acts to counter the effects of racism in society through racially equitable policies, programs and procedures. Anti-racist organizational policies, programs, and procedures follow the understanding of racism as a root cause of social inequities affecting Black, Indigenous, and all People of Color, act on this understanding and act to correct racist inequities and disparities.

MultCo Marketplace (MMP) -The County’s electronic Procurement and Contracting system. MMP is the tool that is used by Suppliers to respond to sourcing events. More information on MMP can be found here:

https://multco.us/info/multco-marketplace-welcome-page

Proposer - A Person or entity who submits a Proposal in response to a Sourcing

Event. Also known as Supplier.

Supplier - A Person or entity who submits a Proposal in response to a Sourcing Event.

Also known as a Proposer.

Strengths-Based Practice - Working together with someone receiving services in a manner that focuses on that person's talents, abilities, resources, and capabilities, rather than their deficits or problems. This practice puts the person you're working with as the leader of any decisions and assumes their best intentions.

Stages of Change Theory - An idea that describes six stages that people go through when changing their behavior: pre-contemplation, contemplation, preparation, action, maintenance, and relapse. Understanding someone's readiness to change, the barriers they may have getting in the way of change, and the likelihood to fall back into old behaviors are all important points to consider.

Requirements Contract - A Contract for the purchase of goods or services that is used on an as-needed basis with no minimum or maximum dollar value.