Hillsboro_Bridge_Shelter_Operator_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

HILLSBORO BRIDGE SHELTER OPERATOR

(NO. 2026.084-RFP)

FOR

Washington County, Oregon

RELEASE DATE: September 4, 2026 DEADLINE FOR QUESTIONS: September 17, 2026 RESPONSE DEADLINE: October 1, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/washington-county-or

Hillsboro Bridge Shelter Operator

1. Request for Proposal (RFP) w/Pre-Prop

2. Introduction

3. Overview and Purpose

4. Evaluation Phases

5. Evaluation and Award Process

6. Instructions to Proposers

7. Terms and Conditions

8. Vendor Submissions

Attachments:

A - 2025-2026-HOU-HOMELESS-SERVICES-MASTERformGOOD 1 (1) B - 5 Attachment C Insurance Req Summary

Hillsboro Bridge Shelter Operator

1. 1. Request for Proposal (RFP) w/Pre-Prop

Washington County, Oregon is requesting proposals from qualified firms to provide Hillsboro Bridge Shelter Operator.

A pre-proposal conference will be held on Monday, September 14, 2026 at 11:00 am.

Information distributed or responses to questions at the pre-bid meeting will not in any way alter or affect any of the provisions contained in the bidding documents and contract requirements.

Statements made by the agency’s representatives at this meeting do not change the provisions and requirements of the solicitation documents unless confirmed by written addendum issued by the Agency. More information can be found in the Introduction Section of the Procurement Portal posting under Timeline.

Attendance at this pre-proposal meeting is limited to human representatives of potential offerors. Participation by automated bots or other non-human agents is not permitted

Proposals must be received by 2:00 pm Thursday, October 1, 2026.

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

A copy of the Request for Proposal document is posted on https://secure.procurenow.com/portal/washington-county-or. Proposal documents can be viewed and downloaded from the site. The County’s electronic solicitation portal can also be accessed at www.washcopurch.com/biz. Proposer is responsible for checking the site for any addendums before submitting their proposals.

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

Kiersten Vanderhoof, Senior Procurement Analyst

Posted to: Friday, September 4, 2026 OregonBuys https://secure.procurenow.com/portal/washington-county-or

Hillsboro Bridge Shelter Operator

2. 2. Introduction

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

1. 2.1. Summary

Washington County is requesting proposals from qualified organizations to provide SHS Shelter Operations at the non-congregate Hillsboro Bridge Shelter for people experiencing homelessness or at risk of homelessness in Washington County. Through this procurement, the Department of Housing Services (DHS) is seeking a shelter operator(s) (“Supplier”) to contract with the County to provide services to support non-congregate shelter operation for up to 60 adult only households for couples and individuals. Prospective suppliers should submit a response demonstrating their interest in and qualification for this project by October 1st, 2026.

The scope of this RFP includes shelter operations and services associated with operating shelter.

Bidders should apply to supply shelter operations with the proven ability to provide all necessary services or to partner with service providers who can provide the necessary services. Proposers must be qualified providers of shelter and transitional housing services in Washington County’s RFPQ or on the list that is as a result of the RFPQ completed by Multnomah County in 2025.

The Hillsboro Bridge Shelter has been a long-standing shelter in Washington County and is located at 622 SE 10th Ave, Hillsboro, OR 97123. Being a former motel, the structure has motel style small rooms and private bathrooms for each participant. The site also provides laundry facilities, 2 rooms fully ADA compliant, accessibility to public transportation, social service, and area resources. There is no smoking allowed on the property.

The Contract(s) for shelter operations will be issued directly as a result of this RFP process, such that the operator can tentatively begin providing shelter services in January of 2027. If applicable, the operator will start ramping up in December 2026 for full-service delivery in January 2027. Following this process, DHS will initiate contract negotiations with selected Supplier(s). DHS intends to operate this shelter for at least two years and will provide a minimum 6-month notice prior to any changes. Due to the long-term health of the building, there is intention to replace this building.

2. 2.2. Background

Washington County is a suburban county located on the western edge of Portland, Oregon. Its boundaries extend from the City of Portland to the coast range. The current population is approximately 600,000 people. There is a mix of urban, suburban and rural areas. The eastern half of the County is composed of service industries, light manufacturing, residential and

Hillsboro Bridge Shelter Operator commercial activity. It is relatively densely populated. The western half is primarily farms and private forest lands across rural settings, together with several smaller incorporated and unincorporated communities.

The County seat of government is located in Hillsboro, Oregon. The County has experienced substantial growth over the last fifty years principally in the electronics and high-tech industries.

Twenty percent of the entire state's population growth in the last five years has occurred in Washington County.

The County is a home rule county, governed by five elected Commissioners who appoint a County Administrator as the chief executive of the County. There are currently approximately 2300 employees in all areas of County government who are engaged in providing the multitude of services required by its member cities, businesses and general population.

Washington County is a suburban county located on the western edge of Portland, Oregon. Its boundaries extend from the City of Portland to the coast range. The current population is approximately 600,000 people. Washington County oversees the operations of a countywide homeless response system designed to address and prevent homelessness through services and supports that lead to housing stability. This work will be funded through resources from the regional Supportive Housing Services measure in partnership with Metro and state funding through the Oregon Housing and Community Services department.

3. 2.3. Contact Information

Kiersten Vanderhoof Senior Procurement Analyst 155 North First Ave, Ste 270, MS 28 Hillsboro, OR 97124 Email: kiersten_vanderhoof@washingtoncountyor.gov Phone: (503) 846-3585 Department:

Housing Services

4. 2.4. Timeline

The County reserves the right to modify this schedule at the County's discretion. Proper notification of changes to the due date will be made to all parties that have received the proposal from the County's Procurement Portal.

Date of Legal Advertisement September 4, 2026 mailto:kiersten_vanderhoof@washingtoncountyor.gov tel:(503)846-3585

Hillsboro Bridge Shelter Operator

Pre-Proposal Meeting (Non-Mandatory) September 14, 2026, 11:00am Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/251695721 388776?p=YHcQYrNgptnfuOZTRV Meeting ID: 251 695 721 388 776 Passcode: CD6sx6BS

Question Submission Deadline September 17, 2026, 5:00pm

Submittals Due October 1, 2026, 2:00pm

Contractor Selection Date October 30, 2026 https://teams.microsoft.com/meet/251695721388776?p=YHcQYrNgptnfuOZTRV https://teams.microsoft.com/meet/251695721388776?p=YHcQYrNgptnfuOZTRV

Hillsboro Bridge Shelter Operator

3. 3. Overview and Purpose

1. 3.1. Overview and Purpose

This RFP aims to award one contract to a project team for shelter operations of the 60 unit non-congregate Hillsboro Bridge Shelter in Washington County. The project team must include an RFPQ approved services provider as the long-term shelter operator. The site will be owned by Washington County, and the operations contract will be between the RFPQ approved shelter operator and the Department of Housing Services.

This RFP asks the application team to demonstrate their knowledge and success in operating shelters and/or other homelessness programs, as well as the demonstrated experience and abilities in property management.

2. 3.2. Future State

Successful proposer will be responsible for tracking and achieving the following program performance metrics through HMIS:

Non-Congregate Shelter Services Performanc e Targets

Performance Metric Performance Target Details Target Rationale

Shelter bed occupancy rate

The average of the daily occupancy rate over the reporting period, defined as the number of beds occupied divided by the total number of beds.

90% Supports system utilization

Hillsboro Bridge Shelter Operator

% of households exiting to positive or neutral destinations

The percentage of households who exited to a positive or neutral destination among all households who exited during the reporting period. Positive and neutral destinations include but are not limited to rentals with or without a housing subsidy, residential projects or halfway houses with no homeless criteria, and long-term care facilities.

75% Supports housing goals

Data quality % The quality rating of all elements included in the Washington County Data Quality plan

95% Ensures timely dat a is available in the system

Data timeliness The average number of days for clients to be entered into HMIS after program enrollment, as measured by the difference between program entry date and date added.

3 calendar days

Ensures timely dat a is available in the system

Average length of stay Average length of shelter stays. Measured as:

For Exits - Days between program entry and program exit date

For Current Shelter Stayers - Days between program entry and reporting end date

<120 days Supports housing goals

% of HHs with at least 2 STs per month

The percentage of households with at least two case management service transactions each month in which they were enrolled for at least 14 days

95% Supports program participation

Hillsboro Bridge Shelter Operator

Community Connect Referrals Received

Referral Due Diligence and follow through on referrals in alignment with Due Diligence Checklist

100% Supports system efficiency

Provision of required documentation within 30 days of start of Fiscal Year

Provider must submit copies of all required policies as outlined in the program manual within 30 days of the start of the fiscal year.

Providers with multi-scope contracts may submit one set of documents that apply to all program types but may need to submit additional documen ts specific to particular program areas.

All documents submitted within 30 days of new fiscal year

Supports system consistency

Facility Management Services Performance Targets

Performance Metric

Performance Target Details Target Rationale

Quarterly Reporting

Quarterly Reports for the prior quarter received by the 15th of the month (data tracked by Washington County).

95% Supports Data Timeliness

Inspections On time and thorough inspections completed with Washington County

95% Supports building health

Deficiencies Correct all deficiencies identified through inspections

Within days

Supports building health

Hillsboro Bridge Shelter Operator

Provision of Documentation

Provider must submit consistent, thorough documentation of preventative maintenance, repairs, vendor communication, and other applicable information (__ days of repairs)

95% Supports Data Timeliness

Coordination & Collaboration

Provider must be compliant with requirements for owner/funder coordination and communication protocol

95% Supports Coordination

3. 3.3. Shelter Program Expectations

Below is a list of the general program characteristics and expectations for Washington County shelter programs discussed in this RFP, that are further clarified in the program manual for the selected operator:

A. Space and Accessibility

1. Shelter programs must strive to provide low-barrier, safe, supportive, and short-term accommodations and essential services. While in shelter programs, participants have a safe place to stay and are assisted by shelter staff and case managers to connect to resources and exit to permanent housing as quickly as possible;

2. Anyone can receive services quickly and will never be denied a place to stay on the basis of race, gender identity, sexual orientation, disability, faith, employment status, sobriety, criminal history*, income, marital status, lack of identification, or documentation;

a. *Note that sex offense criminal history is checked by the county for this shelter location. Those with concerning sex offense history will not be allowed at this shelter location and will be offered an alternative shelter location.

3. Shelter spaces maintain accessible environments for all participants, including providing accommodations for people with a range of needs, keeping spaces accessible 24 hours a day, allowing pets, providing personal storage, and offering shelter in a location near transit and other services;

4. Emergency Shelter programs are permitted to have “House Rules” that apply to participants during their stay. House rules may include, but are not limited to, how people are expected to treat others, respecting designated quiet times, use of specific spaces in the shelter, expectations for how conflict is resolved and other expectations designed to provide a safe supportive environment for all participants staying there; and

Hillsboro Bridge Shelter Operator

5. Staff reflect the population served and are trained in trauma-informed service delivery, harm reduction and de-escalation practices, Assertive Engagement, and cross-context responsiveness. Shelter staff can navigate the nuances of serving different communities while centering the autonomy and expertise of each participant.

B. Meeting Participant Needs

1. Provide and review Program Participation Guidelines and Agreements (PPGA) with new program participants at intake. PPGA must include a description of basic operations and the policies and procedures participants must follow while enrolled at the shelter;

2. Offer upfront diversion services and additional community resources for participants whose housing and relocation needs can be met with minimal financial assistance;

Provide meals or access to meals, personal hygiene supplies, and other basic necessities;

3. Clearly posted or accessible code of conduct, grievance, and termination policy and procedure for reviewing participants’ complaints/concerns; and

4. Provide housing planning onsite, and some level of participation and progress on a housing plan is required. Participation is not mandatory in other support services that may be available on site.

5. Complete Coordinated Entry Assessment and support progress toward permanent housing in collaboration with Coordinated Entry partners;

C. Property Management

1. Develop a Good Neighbor Commitment that maintains neighborly relations. The

Good Neighbor Commitment should mirror the Good Neighbor Agreements of other county-funded shelters. Neighbor policies will be dynamic and informed by the House Rules for the program.

2. Develop policies and procedures around weapons and contraband, medical and health protocols, medication management, infectious disease response, and disaster procedures;

3. Conduct facility maintenance activities in accordance with the facility

4. Shelter Program Expectations maintenance plan (FMP) designed for this building.

Due to the nature of the facility and the frequency of maintenance/repairs, the shelter operator shall have a planned response to facility maintenance needs. This could be in the form of a Facilities staff on site or a procedure by which minor repairs are addressed in a timely fashion

5. This includes building structures, all internal spaces, fixtures, furnishing, all external grounds, structures, and amenities and must be maintained in compliance with all applicable local, state, and federal regulations (including building, health, and fire codes)

6. Maintain a clean shelter space and provide daily, professional janitorial service; and

7. Ensure 24-hour security of shelter site https://www.washingtoncountyor.gov/housing/homeless-services-division/good-neighbor-agreements

Hillsboro Bridge Shelter Operator

4. 3.4. Shelter Operation Requirements

A. Program Operations:

1. Washington County expects the Supplier(s) to manage a 24/7 non-congregate shelter ensuring essential services are offered outside of normal business hours. The Supplier(s) is required to ensure eligibility, conduct Community Connect Phased Assessments, provide housing focused case management including coordination with other service providers, support accessing mainstream benefits, support accessing critical documents, and additional housing navigation services.

B. Property Management

1. Washington County expects the Supplier(s) to maintain the functioning, security and safety of the property. Property management includes managing maintenance and cleanliness of the property, ensure safety of participants within the property and the property itself, response to neighborhood concerns and feedback in alignment with the Good Neighbor Commitment, and follow policies and procedures for communication with the site owner.

C. Staffing Plan

1. Washington County expects the shelter operator to identify the staff and position types required to operate the shelter, including the number of staff, the number of hours per week for each position, and the approximate hourly rate and weekly benefits for each position. The staffing plan should include all positions required to operate a 24/7 non-congregate shelter including maintaining the safety and security of the property. If internal staff will be used to provide services, the staffing plan must identify these positions as well.

D. Participant-Responsive Operations:

1. Washington County expects the Supplier(s) to operate the shelter services in a responsive manner to ensure a belonging environment for Participants.

2. Washington County expects the Supplier(s) to understand and carry out their obligations under federal, state, and local civil rights statutes designed to protect people against unlawful discrimination. It requires that resources be targeted, and services be delivered in a manner that addresses services for Black, Indigenous, Latina/o/x, Asian, Pacific Islander, Immigrant and Refugees that are represented in the homeless services system.

3. Washington County expects the Supplier(s) to ensure language access by providing all forms and participant-facing documents in both Spanish and English. Other languages may be required depending on future needs and the shelter operator should have the ability to translate documents into multiple languages as needed.

4. Washington County expects the Supplier(s) to serve vulnerable populations through the use of data-driven assessments and resource identification. The Supplier(s) should be prepared to leverage partnerships with community organizations with experience serving vulnerable populations as needed.

5. 3.5. Scope of work

SCOPE OF WORK (SOW)

Hillsboro Bridge Shelter Operator

This Scope of Work outlines the contractual requirements to which the Non-Congregate Shelter provider must adhere. This document is not a standalone document and works in conjunction with the Partner Agency Contract and Program Manual. Washington County Department of Housing Services (DHS) reserves the right to make changes related to prioritization, matching and other aspects of the implementation of the complete system.

Programs will be notified through policies, interim guidance, and other forms of communication when deemed necessary. Programs must comply with all local, state and federal laws to protect against discrimination and harassment, and to ensure privacy, confidentiality, and the financial management of grant funds.

6. 3.6. PROGRAM OVERVIEW

The purpose of the Non-Congregate Shelter program is to provide a low-barrier, safe and supportive, short-term, 24-hour emergency shelter with essential services for persons who are experiencing homelessness or housing instability. Shelter services should include basic needs (food, showers, clothing, and hygiene items), support accessing critical documents such as birth certificates and identification, support accessing mainstream benefit resources such as SNAP and OHP, providing referrals to community resources, conducting Community Connect assessments, and additional housing navigation services (homelessness diversion, housing needs assessment, and connections to appropriate housing services, etc.). Shelters should facilitate access to property held by law enforcement and work collaboratively with law enforcement to support shelter guests. Additionally shelter staff should collaborate with Health and Human Services programs and other services as needed and requested by the Department of Housing Services.

The prioritization of shelter beds takes into consideration various factors that include mental health conditions, self-reported physical disability, and effective utilization.

Program goals are reached by meeting people where they are at, building relationships with participants and establishing creative community partnerships to increase access to services for participants. Congregate Shelter services establish supportive relationships and enhance the possibility that participants will access the necessary services and supports that will help them move into and maintain permanent housing. Providers use Housing First, Harm Reduction, Low Barrier, and Trauma-Informed Care approaches and programming principles to enhance the quality of services and improve community outcomes. While focusing on Housing First principles, providers should implement motivational interviewing techniques and assertive engagement to provide clear and direct support in ensuring participants are on a path to self-sufficiency.

7. 3.7. Required Trainings

The provider shall ensure that program staff attend trainings within 60 days of hire. Training requirements are outlined in the Program Manual including training that is consistent with all current federal, state, and local laws relating to anti-discrimination, including, but not limited to, Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000(d) et seq., the Americans with Disabilities Act (ADA) (42 U.S.C. sections 12101 et seq.), as amended, and the Age Discrimination Act of 1975 (42 U.S.C. 6101-07), as applicable.

Hillsboro Bridge Shelter Operator

8. 3.8. SERVICE PROVISION

The provider shall provide Non-Congregate Shelter Services in accordance with procedures approved by Washington County Department of Housing Services (DHS), aligned with the Washington County DHS Program Manual, and consistent with laws, regulations, and current best practices and standards.

A. Non-Congregate Shelter provider will offer the following services (including, but not limited to):

1. Twenty-four (24) hour bed/unit access

2. Housing-Focused Case Management

a. If participants are receiving Housing Navigation services from an external partner, Non-Congregate Shelter provider must continue to provide additional Housing- Focused Case Management services to support and augment Housing Navigation services to coordinate and facilitate housing placement.

3. 24/7 shelter supervision and security

4. Crisis intervention and conflict resolution

5. Three meals per day and snacks

6. Access to facilities including laundry services, bathrooms, and showers

7. Access to phone services

8. Transportation for critical access to medical appointments, housing appointments, etc.

B. Housing-focused case management services should assist participants in accessing permanent housing through collaboration with housing programs. This includes, but is not limited to:

1. Creating a Service Plan with the participant to set housing, financial, and wellness goals

2. Completing Community Connect Assessments and referring to Housing Intervention

Programs in HMIS

3. Support with completing housing applications

4. Accompanying the participant to housing and/or leasing appointments

5. Other support associated with the housing placement process

C. Provider must document the content and outcome of case management meetings with participants in HMIS, with at least 2 Service Transactions recorded each month.

D. Provider must have all participants sign their Program Participation Guidelines and Agreements at intake and review upon any violations. Problem solving conversations should be conducted with participants whose shelter stay is at risk due to policies and procedure violations and be recorded in HMIS.

E. Provider must accept referrals from Community Connect and follow the Due Diligence process for referrals.

F. Provider is permitted to prohibit the possession and/or use of weapons, alcohol, and/or illegal drugs on the site.

Hillsboro Bridge Shelter Operator

1. Provider must, however, establish Harm Reduction policies, practices, and procedures designed to minimize negative consequences resulting from participants’ use or possession of contraband items as referenced above

G. Engage and maintain a “Good Neighbor Agreement” with nearby residences and businesses.

1. The agreement should include provider sent email updates, property upkeep expectations, and an after-hours phone line, email, or a way to respond to neighbor complaints.

2. “Good Neighbor Agreement” policy shall be reviewed by Washington County Housing.

H. Site lobby, community areas, hallways, elevators, and entrance ways must be clean and maintained.

1. Shelter rooms and pods must be cleaned at least one time per week by the participant, or staff if necessary to support the participant.

I. All vandalism must be cleaned, and site must maintain a clean external and internal appearance. This includes setting and managing behavioral expectations for participants when they come and go from the property.

J. Provider must have the ability to store participants’ belongings requiring a secured and locked storage and have policies and procedures for the return of funds and/or possessions held on behalf of a participant within twenty-four (24) hours of the participant’s request.

K. Provider must promptly and appropriately respond to medical problems of participants and staff.

1. Provider must ensure regular training is provided to staff and volunteers about common physical and mental health problems of people experiencing homelessness and how to obtain needed and appropriate services

2. Provider must adopt and comply with the County’s infectious disease protocols and procedures. Provider must have written action plans for responding to infectious diseases within the shelter.

L. Provider is responsible for operational costs to maintain the building, including costs for internet and minor repairs in the units (lightbulbs, etc.). Provider is responsible for utilities and ensuring utilities are paid on the property.

M. Health and Fire Inspections: Provider understands and agrees that City/County may have the appropriate Department of Public Health or Fire inspect the contracted service sites, including shelters and supportive service sites, as often as once (1) every three months or upon receipt of a complaint to determine if the facility is sanitary, healthful, and otherwise safe for its intended or actual use.

1. Provider must either correct all deficiencies within thirty (30) calendar days of receipt of the report or request an extension of time from the appropriate Public Health or Fire Department to make such corrections. Provider must forward a copy of the Health or Fire Department’s report and the providers response to DHS. Failure to permit inspection or rectify the defect(s) in a timely manner will be considered a material breach of this contract and will result in DHS taking remedial actions up to and including termination of this Agreement.

Hillsboro Bridge Shelter Operator

9. 3.9. PERFORMANCE TARGETS

Non-Congregate Shelter Services Performanc e Targets

Performance Metric Performance Target Details Target Rationale

Shelter bed occupancy rate

The average of the daily occupancy rate over the reporting period, defined as the number of beds occupied divided by the total number of beds.

90% Supports system utilization

% of households exiting to positive or neutral destinations

The percentage of households who exited to a positive or neutral destination among all households who exited during the reporting period. Positive and neutral destinations include but are not limited to rentals with or without a housing subsidy, residential projects or halfway houses with no homeless criteria, and long-term care facilities.

75% Supports housing goals

Data quality % The quality rating of all elements included in the Washington County Data Quality plan

95% Ensures timely dat a is available in the system

Data timeliness The average number of days for clients to be entered into HMIS after program enrollment, as measured by the difference between program entry date and date added.

3 calendar day s

Ensures timely dat a is available in the system

Hillsboro Bridge Shelter Operator

Average length of stay Average length of shelter stays. Measured as:

For Exits - Days between program entry and program exit date

For Current Shelter Stayers - Days between program entry and reporting end date

<120 days Supports housing goals

% of HHs with at least 2 STs per month

The percentage of households with at least two case management service transactions each month in which they were enrolled for at least 14 days

95% Supports program participation

Community Connect Referrals Received

Referral Due Diligence and follow through on referrals in alignment with Due Diligence Checklist

100% Supports system efficiency

Provision of required documentation within 30 days of start of Fiscal Year

Provider must submit copies of all required policies as outlined in the program manual within 30 days of the start of the fiscal year.

Providers with multi-scope contracts may submit one set of documents that apply to all program types but may need to submit additional documen ts specific to particular program areas.

All documents submitted within 30 days of new fiscal year

Supports system consistency

Hillsboro Bridge Shelter Operator

4. 4. Evaluation Phases

Proposal not to exceed eight (8) pages.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Page Count Proposal was within the page count and conformed to all instruction in regard to submittal.

Pass / Fail 1 (1% of Total)

2. Programmatic Qualifications Organization demonstrates sufficient administrative and operational capacity to enter into a contractual relationship with County government to successfully operate a 60-unit non-congregate shelter.

Organization demonstrates experience providing shelter services, homelessness response programs, and maintaining a facility. Organization presents a logical plan to execute the core components of their program including property management and compliance with a leased property.

0-5 Points 20 (20% of Total)

3. Approach The proposed service approach aligns with the guidelines described in the RFP and would contribute to the achievement of the SHS goals. The organization has demonstrated a thoughtful and sophisticated plan for supporting individuals towards housing resolution. The organization is well suited to provide the proposed programming for reasons such as its experience with the proposed geographic area and service population, its programmatic expertise, its experience with related types of programs, its strong ideas for effective service strategies, etc.

0-5 Points 20 (20% of Total)

4. Responsive to Participants Organization has a demonstrated commitment to and understanding of how to meet the needs of participants of the homeless response system;

and demonstrated expertise and effectiveness in providing responsive services. Responsiveness is integrated into the organization’s mission and services, data and evaluation, and staff recruitment and retention practices.

0-5 Points 20 (20% of Total)

5. Partnerships Organization demonstrates effective strategies to increase access to services and improve outcomes for populations with multiple barriers. Organization demonstrates its willingness and ability to effectively align and coordinate services with other agencies and organizations.

0-5 Points 19 (19% of Total)

Hillsboro Bridge Shelter Operator

6. Budget A proposed operations budget is attached, identifying staffing expenses and estimation of program delivery costs. The budget addresses the programming that is proposed, and fits within the county's $99 per unit per day shelter rate with adjusted costs for site specific needs.

0-5 Points 20 (20% of Total)

Hillsboro Bridge Shelter Operator

5. 5. Evaluation and Award Process

1. 5.1. Clarifications

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

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

2. 5.2. Interviews

Top scoring proposers may be selected for interviews. If oral interviews are determined to be necessary, the scores from the written proposals will be considered preliminary. Final scores will be determined based on the points assigned to the interview process.

3. 5.3. References

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

Questionnaires may be sent to customer references by Washington County or contacted by telephone. Secondary references may also be contacted.

4. 5.4. Period Proposal Validity

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

5. 5.5. Acceptance, Rejection and Cancellation of Award

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

This RFP does not commit the County to award a contract or to pay any costs incurred by respondents. Washington County reserves the right to cancel award of this contract at any time before execution of the contract if cancellation is deemed to be in the County's best interests. In no event shall the County have any liability for the cancellation of the award. All costs of the

Hillsboro Bridge Shelter Operator proposal process, interviews, contract negotiations, and related expenses are the responsibility of the proposer.

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

6. 5.6. Award Recommendation

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

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

7. 5.7. Inspection of Proposals

Subject to the provisions of the Oregon Public Records Law, all proposals received will be available for public inspection after the notice of intent to award has been published. Proposals will be provided via an electronic link.

Copies of material from proposal files may be obtained from the Washington County Procurement Division upon payment of a charges based upon the current County Fee Schedule.

Prepayment is required for providing materials from the proposal files.

8. 5.8. Protests and Judicial Review of Contract Award

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

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

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

County Response.The County shall not consider a proposer’s contract award protest submitted after the timeline established for submitting such protest. The County shall issue a written disposition of the protest in a timely manner as set forth in ORS 279B.410(4). If the County upholds the protest, in whole or in part, the County may in its sole discretion either award the

Hillsboro Bridge Shelter Operator contract to the successful protestor or cancel the procurement or solicitation. The County shall not consider any protest against award based on the content of specifications.

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

9. 5.9. Negotiation with Awarded Contractor(s)

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

10. 5.10. Contract Term

The term of the contract will be Initial contract term will be one year, with the option to renew for up to a total of five years. Changes in the term of the contract are allowed if agreed upon by both parties and not to exceed 5 years.

The maximum term of the contract will be five years.

The estimated expenditure for the contract is approximately ___________. Actual expenditures may be more or less depending on actual requirements.

11. 5.11. Contractor's Responsibility

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

Hillsboro Bridge Shelter Operator

6. 6. Instructions to Proposers

1. 6.1. Deadline Disclaimer

It is the responsibility of the responder to upload and submit their electronic response before the deadline date and time approaches as posted on the County's Procurement Portal. Allow for a sufficient amount of time for the bid entry/document upload process in order to ensure timely submission.

Make sure that all documents are uploaded as soon as possible well in advance of the deadline.

The County's Procurement Portal will close promptly at the deadline date and time. All responses must be submitted, not in process, by that time…no exceptions are allowed.

Please note the system will accept Google Docs or Google Pages, but they are not readable by the County. DO NOT upload your response using a Google product.

2. 6.2. Precedence of Proposal Documents

The order of precedence of documents is as follows:

A. Instructions to Proposers B. Contract Terms & Conditions (from attached sample contract) C. Terms and Conditions D. Project Details/Scope of Work

3. 6.3. Communication

Communication regarding this solicitation between a potential or actual Proposer and any Washington County staff, evaluation team member or any individual who has been in attendance during discussions regarding the scoring of proposals is strictly prohibited, all questions must be directed to the Procurement Division staff. These types of communication are prohibited from the time the Request for Proposals (RFP) is advertised until the award of a contract to the proposer selected. Failure to abide by this may be grounds for disqualification.

4. 6.4. Copies of Proposal Documents

Documents obtained from sources (such as directly from other contractors) other than the County's Procurement Portal are not valid proposal documents. It is the proposer's responsibility to ensure they are following a particular project on the County's Procurement Portal in order to receive notification of all addenda as well as additional relevant information.

Hillsboro Bridge Shelter Operator

5. 6.5. Pre-Proposal Conference

1. Statements made by County’s representative(s) at the pre-proposal conference are not binding upon the County unless confirmed by written addendum.

2. The purpose of the pre-proposal conference is to offer the prospective proposers an opportunity to ask questions and clarify RFP contract and instructions to ensure proposals submitted meet the criteria.

3. To guarantee the most appropriate use of time, proposers are expected to review the RFP before the pre-proposal conference. Questions regarding the project/proposal information will be discussed at the pre-proposal conference.

6. 6.6. Questions and Answers

Enter all questions regarding the meaning or intent of the solicitation into the questions area of the solicitation in the County's Procurement Portal.

7. 6.7. Specification Protest Process

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

Specification Protest Proposal#: 2026.084-RFP Washington County Procurement Division ATTN: Procurement Manager 155 North First Avenue, Suite 270 MS 28 Hillsboro, Oregon 97124-3072

Content:A proposer’s written protest must include:

A detailed statement of the legal and factual grounds for the protest; description of the resulting prejudice to the proposer; and a statement of the form of relief requested or any proposed changes to the specifications.

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

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

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

Hillsboro Bridge Shelter Operator

8. 6.8. Phone Proposals, Late Proposals or Modifications

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

It is the sole responsibility of the Proposer to ensure the proposals are uploaded to the system by the specified time. The system will not allow Proposers to upload after this time and the proposal will not be considered.

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

Proposals will not be accepted via Phone, E-mail or FAX.

9. 6.9. Interpretations and Addenda

Enter all questions regarding the meaning or intent of the solicitation into the questions area of the solicitation

A. Interpretations or clarifications considered necessary in response to such questions will be posted as addenda or in Questions and Answers in the County's Procurement Portal.

Bidders will be solely responsible to check for all addenda or questions and answers, if any, from the Procurement Portal prior to submitting their response.

B. Questions received after Thursday, September 17, 2026 will not be answered unless the County determines, in its sole discretion, it is in the public’s best interest to do so.

C. Formal addenda and answers to questions posted in the Question and Answer section are made part of this solicitation and will be binding. Oral and other interpretations or clarifications will be without legal effect.

D. Written addenda may also be issued to modify the bid documents at the discretion of the County.

E. Receipt of addenda must be acknowledged on the County's Procurement Portal.

F. All questions pertaining to this bid shall be addressed only through the County's

Procurement Portal. Do not contact any other Washington County staff, employee or official regarding this bid. Communication between bidder and any County staff is prohibited from the time the bid is advertised until the award of a contract to the bidder selected by the County.

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

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

10. 6.10. Guidelines for Proposal Submittal and Receipt

To be considered for this contract, each proposer must enter its complete proposal per the Vendor Submission Section to the County's Procurement Portal.

Hillsboro Bridge Shelter Operator

Proposals must be uploaded by 2:00 pm Thursday, October 1, 2026. The system will not allow late uploads. Allow plenty of time to ensure your upload is successful. Slow or malfunctioning internet shall not be an acceptable reason for late submissions. After uploading documents responders are encouraged to open and review uploaded documents to verify that they can be opened and are the correct documents before submitting. If the County cannot open any of the documents submitted the entire proposal will be disqualified.

Proposers are required to submit any proposal forms furnished in this RFP document. Please retain a copy for your records.

Each submittal shall contain the following:

• Any proposal response forms listed in the Attachment Section.

• Responses, Certifications, or Agreements required in this solicitation.

• Proposers shall provide a copy of any contracts, licensing agreements, or other documents that the County will be asked to sign if they are the chosen contractor. These do not count against the page limit.

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

11. 6.11. Artificial Intelligence

Where Artificial Intelligence (AI) has been used in the preparation of your proposal, you are required to declare this. Failure to disclose this information may result in your proposal being found as non-responsive.

https://secure.procurenow.com/portal/washington-county-or/projects/299764/document?section=2875499

Hillsboro Bridge Shelter Operator

7. 7. Terms and Conditions

1. 7.1. Laws and Regulations

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

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

2. 7.2. Recycled Materials and Sustainable Products and Processes

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

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

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