Ceasefire RFP Response Packet.pdf

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RFP Number 00002731 Services March 25, 2026

Request for Proposals (RFP) for

Ceasefire Community Violence Intervention and Support Services Proposal Response Packet Section 7: Submission Instructions

Section 8: Required Proposal Components

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RFP at a Glance Proposals Due:

April 15, 2026, by 5:00 p.m. Pacific Time

Summary:

The Ceasefire Community Response Program (CCRP) is the City of Portland’s coordinated gun violence reduction strategy focused on individuals at the highest risk of involvement in firearm violence. Using a data-driven approach aligned with the Gun Violence Reduction Strategy (GVRS), the program partners with community-based organizations to deliver intensive case management, credible messenger outreach, cognitive behavioral interventions, and service connections designed to prevent shootings and reduce retaliation. Through this RFP, the City seeks qualified partners to provide targeted violence intervention services that support this coordinated strategy.

Funding through this RFP is contingent upon the City of Portland’s approval and adoption of the Fiscal Year 2026–2027 budget.

Submit Your Proposal:

City of Portland Online Procurement Center:

https://procure.portlandoregon.gov/bso/

Refer to Section 2: Submission Instructions for details.

Have Questions or Need Help? Contact the Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before March 25, 2026, by 5:pm p.m. Pacific Time. Any questions received after may not be answered.

Only the Single Point of Contact can answer questions about this RFP.

Destinee Strickland Procurement Specialist Procurement Services

(503) 865-6155 destinee.strickland@portlandoregon.gov https://procure.portlandoregon.gov/ mailto:destinee.strickland@portlandoregon.gov

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Section 7: Submission Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 55 of the RFP Information Packet for this RFP.

Proposals are Due March 25, 2026, by 5:pm p.m. Pacific Time p.m.

Pacific Time Late proposals are not accepted.

Proposal Page Limit is 20 Pages The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.

Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 8 of this document lists which parts are included in the page limit.

Proposal Contents and Organization You must provide all information requested in this RFP in your response. Responses must follow the format outlined in this RFP. We will not consider additional or unrequested materials.

Follow the order outlined in Section 8: Proposal Checklist for your submission.

Proposal Submission Instructions Submit your proposal through the City’s Online Procurement Center (BuySpeed) at:

https://procure.portlandoregon.gov/

The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.

Instructions for submitting through BuySpeed are available at:

https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download https://support.microsoft.com/en-us/office/video-share-a-document-92701e68-148d-42d3-9cd3-7eeab997a738 https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download

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Modifying or Withdrawing Your Submission You can modify or withdraw your submission through the City’s Procurement Website, BuySpeed, any time before the proposal due date.

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Section 8: Required Proposal Components Proposal Checklist

Proposal Component Required/Optional Included in page limit?

Proposer Information Form Required N ☐ Organizational Commitment and Motivation Narrative (2 page maximum) Required N ☐

Proposer Capabilities Required Y ☐

Project Team Required Y ☐ Resumes (Program Manager, Administrative/Program Assistant, minimum of 2 Front Line Workers)

Required N ☐

Project Approach Required Y ☐ Equal Employment Opportunity and Access in Subcontracting Required Y ☐

Equal Opportunity Employer and Community Involvement Required Y ☐

Sustainable Business Practices Required Y ☐

Civil Rights Data Collection Required N ☐ Exceptions and Deviations to the Contract Form Optional N ☐

Redacted for Public Disclosure Copy Optional N ☐

Redaction Summary Form

Required if Redacted for Public Disclosure Copy is provided.

N ☐

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Proposer Information Form

Proposer’s Full Legal Name

(If Applicable) Doing Business As

Proposer’s Address

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

(If Different) Local Contact

Local Contact Phone

Local Contact Email

City of Portland Business License Tax Account # (if currently licensed) https://www.portland.gov/revenue/b usiness-tax

State of Oregon Registry Number https://egov.sos.state.or.us/br/pkg_ web_name_srch_inq.login

State of Incorporation

Common Parent ☐My firm is not owned or controlled by a common parent ☐Name common parent:

Redaction for Public Records

☐I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal.

https://www.portland.gov/revenue/business-tax https://www.portland.gov/revenue/business-tax https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login

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Open Data Requirements https://efiles.portlandoregon.gov/Re cord/10879908/

☐I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.

Insurance Requirements

☐I acknowledge the insurance requirements for the resulting Contract have been read, and either currently have or will be able to obtain insurance at level required if awarded the Contract.

☐I request insurance reductions.

List requested insurance reductions:

https://efiles.portlandoregon.gov/Record/10879908/ https://efiles.portlandoregon.gov/Record/10879908/

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Organizational Commitment and Motivation (Narrative Response – Maximum 2 Pages) Proposers are required to provide a narrative describing their organization’s commitment to this work and the community it serves. This narrative should clearly articulate why your organization engages in community violence intervention and what drives your investment in this work.

Responses should address the following:

• The mission, values, or lived experiences that inform your organization’s approach to serving individuals and communities impacted by violence

• What motivates your organization to do this work and what makes you passionate about serving this population

• How your organization builds trust and maintains meaningful relationships within the community

• How your work reflects an understanding of the needs, strengths, and realities of the communities you serve

This section is intended to help reviewers understand your organization’s purpose, authenticity, and connection to the community. Responses should be concise, clear, and no longer than two

(2) pages

Required: Request for a narrative overview of the functionality of the proposed solution].

[If narrative overview is not required, delete this table]

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Proposer Capabilities Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

1. General Firm Description Firm’s areas of expertise Firm’s length of time in business Number of employees Include any other information that helps describe your firm

2. Describe similar projects your firm has done within the last 5 years, which best characterize your firm’s capabilities, work quality, customer service, and cost control.

Project 1 Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm

Project 2 Project client name

Name, address, and phone number of a person who can

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Was it over or under budget?

If your firm worked as a subcontractor or in partnership

Project 3 Project client name

Name, address, and phone number of a person who can

Was it over or under budget?

If your firm worked as a subcontractor or in partnership

(Optional) Add additional projects as needed below

3. Describe your firm’s resources available to perform the work for the duration of this project and other ongoing projects

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4. Describe your firm’s management and organizational capabilities A description of your firm’s management approach and how it will help accomplish the project’s goals and objectives

Organizational charts and a statement regarding lines of authority and responsibility

A statement about how your firm is prepared to respond promptly to problems or changes to the Scope of Work

Copies of standard reports used by your firm in existing contracts

[For Goods + Services] A description of your firm’s procedures and policies related to work quality

5. Describe your firm’s specific experience in:

Violence prevention and intervention

Serving high risk/high needs populations

Evidence based service delivery

Project and Data Management

Community or Cultural relevance

Interagency collaboration Approach in funding diversification to support program sustainability

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6. Describe qualifications and relevant experience of subcontractors and/or partnership entities, if any.

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Project Team Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

For Intensive Case Management (ICM) services, proposers must allocate no less than eighty percent (80%) of the total contract budget to personnel costs.

Proposers must demonstrate a staffing structure sufficient to deliver high-touch, relationship-based services to individuals at the highest risk of involvement in gun violence. Staffing plans should reflect the intensity and frequency of engagement required under the Ceasefire model.

At a minimum, proposers must include:

• One (1.0 FTE) Program Manager or Supervisor responsible for oversight of program implementation, staff supervision, and coordination with the City

• One (1.0 FTE Administrative staff person dedicated to the contract, responsible for billing, invoicing, and contract compliance requirements

• Staff responsible for data entry, data quality, and reporting, including maintaining accurate and timely documentation in the City’s designated case management system (Apricot)

The majority of personnel funding must be dedicated to frontline staff, including Intensive Case Managers and Community Violence Intervention Specialists, who are responsible for direct participant engagement.

Proposals must clearly describe:

• Staffing structure and roles

• Caseload expectations per frontline staff

• Frequency and type of participant engagement

• Approach to supervision and quality assurance

The City does not prescribe a fixed number of frontline staff; however, proposals must demonstrate that staffing levels are sufficient to maintain small caseloads and provide intensive, high-frequency engagement consistent with GVRS best practices.

• At least eighty percent (80%) of frontline staff positions must be full-time (1.0 FTE). Up to twenty percent (20%) of frontline staff positions may be part-time, but no less than 0.5 FTE.

• The City does not prescribe a fixed number of frontline staff; however, proposals must demonstrate that staffing levels are sufficient to maintain small caseloads

RFP # 00002731 14 of 28 RFP Response Packet and provide intensive, high-frequency engagement consistent with GVRS best practices.

For Cognitive Behavioral Therapy (CBT) and Technical Assistance (TA) services, proposers must demonstrate the capacity to meet all program requirements, service expectations, and performance standards outlined in this RFP and as directed by the City of Portland.

The City does not prescribe a fixed number of staff; however, proposals must clearly demonstrate that staffing levels are sufficient to meet program demands and support high-quality service delivery consistent with GVRS best practice

Project Team Information Approximate number of people who would be assigned to this project.

Involvement of the company’s principal member (Executive Director, CEO, Founder, Owner)

Identify any training requirements for key personnel to keep current on industry best practices

The City may want to supply their own project manager. If so, delete this section] Identify a proposed project manager, who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with your firm. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams.

Key Personnel Name of Key Personnel 1: Program Manager Roles and responsibilities

Relevant experience on similar or related projects. Please list specific outcomes, if applicable

Qualifications

Demonstrated performance managing community violence intervention staff

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Percentage of their time that will be devoted to this project

Experience must include educational background, relevant professional development, and demonstrated experience and qualifications to perform the work described in this RFP. This must include demonstrated experience working with individuals at the highest risk of involvement in gun violence or similarly high-risk populations.

Name of Key Personnel 2: Administrative/Program Assistant Roles and responsibilities

Relevant experience on similar or related projects. Please list specific outcomes, if applicable record on similar projects regarding invoicing, contract compliance and data entry

Resumes listing educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP

Name of Key Personnel 3: Frontline Staff (ICM, CVI, SLO, etc) Roles and responsibilities

Relevant experience on similar or related projects

RFP # 00002731 16 of 28 RFP Response Packet record on similar projects relevant professional development, and demonstrated experience and qualifications to perform the work described in this

RFP.

Proposers must also demonstrate that frontline staff:

• Have deep, established relationships within the communities they serve

• Have experience in community violence intervention (CVI) or similar work with high-risk and high-need populations, including individuals at highest risk of involvement in gun violence

For Youth-focused proposals, proposers must additionally demonstrate:

• Established relationships and the ability to effectively collaborate with system partners, RFP # 00002731 17 of 28 RFP Response Packet including but not limited to:

o Educational institutions o Department of Community Justice (DCJ) o Other youth-serving agencies

(Optional) Add additional Key Personnel as needed below.

Name of Key Personnel 4: CBT and TA staff Roles and responsibilities

Relevant experience on similar or related projects record on similar projects relevant professional development, and demonstrated experience and qualifications to perform the work described in this

RFP.

• For CBT: Have deep, established relationships within the communities they serve

• Have experience in community violence intervention (CVI) or similar work with high-risk and high-need populations, RFP # 00002731 18 of 28 RFP Response Packet including individuals at highest risk of involvement in gun violence

(Optional) Add additional Key Personnel as needed below.

Project Approach Provide a proposed Statement of Work. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

[Name of phase of work] Describe the proposed work tasks and activities.

Describe how you would execute the tasks during each project phase.

Identify the team members who will work on each task.

Describe the proposed work products that will result from each task or activity.

Describe your approach to training and overseeing the work of subcontractors, tracking utilization, and adjusting if delivery is off track with commitments.

Identify points of input and review with City staff and how subcontractors will be involved in coordination meetings.

Based on your expertise and experience with similar projects, demonstrate how you will effectively complete the proposed project.

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Identify the time frame estimated to complete each task.

If applicable, discuss any unique aspects of the project, alternative approaches the City might wish to consider, or special considerations related to programmatic/ funding requirements.

Pricing Proposal Complete and submit the Pricing Proposal.

The cost information will only be requested after the City selects a consultant or the City selects as many as three of the top-ranked prospective consultants.

Every obligation of the City under the awarded contract is conditioned upon the availability of funds appropriated or allocated for the fulfillment of the City’s obligations. If funds are not allocated and available for the continuance of the contract, the contract may be terminated by the City at the end of the period for which the funds are available.

The proposal shall include the number of hours each staff member will work on each task. The proposal shall include the true estimated cost to perform the work irrespective of the City's anticipated cost.

Every obligation of the City under the awarded contract is conditioned upon the availability of funds appropriated or allocated for the fulfillment of the City’s obligations. If funds are not allocated and available for the continuance of the contract, the contract may be terminated by the City at the end of the period for which the funds are available.

References Include references for three (3) clients your firm has worked with in the past five (5) years on projects of similar scope and complexity.

Reference 1 Contact name

Contract title

Address

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Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Reference 2 Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Reference 3 Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

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Corporate Responsibility The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local subcontractors, including those owned by people of color and women.

Equal Employment Opportunity and Access in Subcontracting How are you providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses? Your approach and description must, at a minimum, address the following:

For three (3) projects worked during the past three (3) years, for either public agency or non-public agency projects, list:

Project 1 Project name

All subcontractors utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractors

Project 2 Project name

Project 3 Project name

RFP # 00002731 22 of 28 RFP Response Packet subcontractor

Describe your firm’s approach and methodology for identifying subcontractor opportunities (including suppliers, manufacturers and services) as an equal opportunity employer.

How outreach will be conducted to inform opportunities.

Any mentoring and technical assistance to be made available to subcontractors.

Any strategies, methods, initiatives, or examples of innovation to provide equal opportunity and access which may be utilized in the execution of the work.

Equal Opportunity Employer and Community Involvement List the top three actions/ongoing practices your firm has implemented to ensure you provide opportunities for, and remove barriers to, employment in your workforce for everyone, including women and people of color, at all levels of your firm (e.g., upper management, middle management and lower-level management).

Action/Ongoing Practice 1 Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize

RFP # 00002731 23 of 28 RFP Response Packet these achievements or third-party awards/recognition Action/Ongoing Practice 2

Action/Ongoing Practice 3

Sustainable Business Practices Sustainability Questions Specific to this RFP What actions do you take as part of your business practices to reduce your environmental impacts, support your local community, and/or support social equity? How long have you been taking these actions?

If you have any data that quantifies your impact or achievements, please include that in your response.

For the team members assigned to this project, indicated the location (City, State) of the office where they are based.

Describe your firm's experience planning and/or managing events/meetings following green meeting best practices. Provide examples

RFP # 00002731 24 of 28 RFP Response Packet from recent projects with other clients.

Does your firm have a travel policy that incorporates strategies for reducing greenhouse gas (GHG) emissions? If so, attach a copy of the policy (does not contribute to your proposal page limit) or provide a web-link to online documentation;

highlight whether the policy includes purchasing carbon offsets to offset travel-related GHG emissions.

List the top five actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (for example, energy efficiency, use of recycled content or non-toxic products, use of public transit or alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.).

Action/Ongoing Practice 1

Action/Ongoing Practice 2

Action/Ongoing Practice 3

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Action/Ongoing Practice 4

Action/Ongoing Practice 5

Does your firm hold any third-party certifications related to sustainable business operations?

(e.g. B-Corp certification or similar) Name of the Certification Link to the certification requirements Name of organization who administers the certification

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Civil Rights Data Collection The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

Proposer Information Is your firm COBID Certified? Yes

No, and my firm does not qualify.

Describe your firm’s workforce demographics

Subcontractor Information (please identify all subcontractors to be used) Subcontractor 1 Information COBID

Certified?

Scope and percent of work allocated

Firm’s legal name Yes Certification

No

Email

BuySpeed Vendor #, if applicable

Subcontractor 2 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Subcontractor 3 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Add additional rows for additional Subcontractors as needed

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Exceptions and Deviations to the Sample Contract

The Sample Contract is available in Section 5 of the RFP Information Packet. It contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.

As part of the Evaluation Phase 2, shortlisted proposers will be required to submit exceptions and deviations to the City’s Sample Contract. Proposers must make exception and deviation requests through this form.

Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.

Contract Exceptions and Deviations Form Contract Section No.

Current language Requested exception (in redline)

Reason

EXAMPLE:

Section 1.0 Definition - System

“System” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

“System” or “Solution” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

Company requests this change because our SLA and EULA refer to “Solution”. No equipment is being provided under this Contract.

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Proposal Redactions for Public Records Purposes If you want to request redactions to your proposal, you must:

1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected Microsoft Word format, with the requested redactions highlighted in yellow

a. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information

b. Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.

2. Complete the table below and submit it with your proposal.

Redaction Summary Form Proposal Page Number and Section

Content to be redacted Reason for redaction