Question and Answer -RFQ- Coordinated Entry Consultant 2026-04.pdf
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- Attached to
- RFQ 2026-04- Coordinated Entry Consultant
- Solicitation number
- S-C01010-00015808
- Issued by
- Clackamas County, Oregon
About this file
This is a Question and Answer document for Request for Quotes (RFQ) 2026-04 issued by Clackamas County, Oregon, seeking a Coordinated Entry Consultant to provide technical assistance, strategic guidance, and implementation support to enhance the county's Coordinated Entry system. The consultant will work with an established workgroup to improve all components of the CE system—including Access, Assessment, Prioritization, Referral, and List Management—with deliverables spanning a three-year period. However, the County anticipates that all required work may be completed within two years, making a third year potentially unnecessary. Key deliverables include strategic visioning and governance refinement, access and assessment improvements, prioritization and referral process enhancements, and policy and regional alignment efforts. The consultant is expected to support and help advance an existing project plan already in place. Quotes are due February 23, 2026, at 2:00 PM PST via Bid Locker, with all quotes remaining binding for sixty days from the due date. No site visit or bidders' conference has been scheduled.
The contract is structured with a not-to-exceed budget of $70,000 annually, totaling $140,000 over the three-year term, though funding documentation indicates support for two years. Annual budget allocation includes $60,000 for technical assistance and strategic support (estimated at approximately 15 hours per month with expected consistency across phases), $5,000 for travel expenses (approximately two trips to Clackamas County), and $5,000 for travel hours associated with intensive onsite visits. For consultants based locally, the travel and travel hours budget lines should be considered unnecessary. Insurance requirements mandate Commercial General Liability of $1,000,000 per occurrence with $2,000,000 annual aggregate, Professional Liability of $1,000,000 per occurrence with $2,000,000 annual aggregate, and Automobile Liability of $1,000,000 per occurrence. All questions and responses to prospective quoters will be posted on OregonBuys and shared with all prospective applicants. Travel and expense reimbursement will follow Clackamas County's Travel Reimbursement Policy.
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| File | Type | Posted |
|---|---|---|
| RFQ 2026-04 Coordination Consultant.pdf |
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Q & A – RFQ- Coordinated Entry Consultant #2026-04
1. Question: Will questions and responses be shared with all prospective quoters via addendum, or should quoters expect responses to be provided individually unless an addendum is issued?
Answer: Yes, all questions and responses will be posted on OregonBuys and shared with all prospective applicants.
2. Question: Is there an existing project plan and schedule that the selected consultant will execute, or is the consultant expected to propose a recommended approach, including sequencing of the scope and deliverables outlined in the RFQ?
Answer: Yes, there is an existing project plan in place that the selected consultant will support and help advance.
3. Question: Could you share any context on how the estimate of an average of 15 hours per month was developed, and whether that estimate reflects a steady cadence or anticipated variability across phases of work?
Answer: The estimate of approximately 15 hours per month is expected to be relatively consistent, with some flexibility as needed depending on the phase of work. This was determined to be the time necessary to move work forward.
4. Question: For consultants based locally, should the Travel and Travel Hours budget lines be assumed unused, or does the County anticipate onsite work that would still warrant allocating those amounts?
Answer: For consultants based locally, the Travel and Travel Hours budget lines should be considered unnecessary.
5. Question: The RFQ references both a two-year total contract not-to-exceed and deliverables described across three years. Could you please clarify the anticipated contract term, and whether Year 3 is optional, contingent, or expected to mirror Year 2 in scope?
Answer: While some deliverables are described across a three-year timeframe, the County anticipates that all required work may be completed within two years. As a result, a third year may be unnecessary.
6. Question: Please confirm whether the selected consultant will work closely with a designated Clackamas County sponsor or business owner who is accountable for decisions and implementation. If so, what level of engagement should be assumed for that role or team?
Answer: The selected consultant will work closely with an established workgroup that has already been actively working to move this effort forward.
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