RFP 00002624 Campsite Removal Property Storage Project Information Packet.pdf

RFP # 00002624

Primary and Auxiliary Campsite Removal and Property Storage

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RFP Number 00002624 Goods + Services December 23, 2025

Request for Proposals (RFP) for

Primary and Auxiliary Campsite Removal and Property Storage Section 1: Opportunity Overview

Section 2: How Your Proposal Will Be Evaluated

Section 3: Scope of Work

Section 4: Exhibits

Section 5: Sample Contract

Section 6: RFP Terms and Conditions

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RFP at a Glance Proposals Due:

February 6, 2026 at 4:00 p.m. Pacific Time

Summary:

The City seeks to partner with a qualified Contractor(s) to work collaboratively with the City and outside agencies to provide pensive campsite cleanup services in accordance with established protocols and laws. Contractor services will include coordinated and responsible handling of the impacted individuals’ personal belongings according to mandated requirements and effectively engage with individuals experiencing unsheltered homelessness who may be directly impacted by those services.

Mandatory Pre-Proposal Meeting:

There will be 2 pre-proposal meetings for this RFP. The pre-proposal meeting is a mandatory requirement of the RFP process. Interested contractors are required to attend one of the meetings listed below to be eligible to submit a proposal.

#1 January 13, 2026 at 11:00 am Pacific Time NAMC – Oregon 2205 NE Columbia Blvd, 2nd Floor Portland, OR 97211.

or

#2 January 21st, 2026 at 1:00 pm Pacific Time Portland Building Room 201 1120 SW 5th Ave, Portland, OR 97204

Please RSVP your attendance to Kristina Kolata at Kristina.kolata@portlandoregon.gov

Refer to Section 1.5: Mandatory On-Site Pre-Proposal Meeting for details.

Submit Your Proposal:

City of Portland Online Procurement Center:

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

Refer to the Proposal Response Packet: Section 7: Submission Instructions for details.

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

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Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by January 30, 2026 at 4:00 p.m. Pacific Time. Any questions received after January 30, 2026 may not be answered.

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

Kristina Kolata Senior Procurement Specialist Procurement Services

(971) 509-0713 kristina.kolata@portlandoregon.gov mailto:kristina.kolata@portlandoregon.gov

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Section 1: Opportunity Overview

1.1 Background

Project Background ¹In 2018, approximately 11,139 people in Multnomah County experienced homelessness, with 7,112 people experiencing unsheltered homelessness. Unsheltered homelessness refers to people whose primary nighttime location is a public or private place not designated for, or ordinarily used as, a regular sleeping accommodation for people (for example, the streets, vehicles, or parks). (¹2018 AHAR Report: Part 1 - PIT Estimates of Homelessness).

The City of Portland’s Portland Solutions Team within the Office of the City Administrator, presently manages the Impact Reduction Program (IRP).

https://www.portland.gov/homelessness-impact-reduction . The mission of IRP “is to work for all Portland community members to reduce the impact of unsanctioned urban camping within the City of Portland through responsive community education, collaboration, coordination with outreach providers, and risk mitigation.”

Needs Statement The City seeks to partner with qualified Contractor(s) who share our values and will work collaboratively with the City and outside agencies to provide comprehensive campsite cleanup services and effectively engage with individuals experiencing unsheltered homelessness who may be directly impacted by those services provided. The Contractor(s) work will involve duties specific to the mitigation of the risk of health and safety issues affecting campers and neighbors through illegal campsite abatement and impact reduction.

IRP receives approximately 1200 to 2000 reports a week of established campsites on public property and has partnered with Central City Concern’s (CCC) Clean Start program to respond.

Clean Start work crews perform an initial assessment that includes picking up garbage identified by the campers and providing a report back to the City identifying potential risks posed to the public by observed conditions at the reported location. The City may then dispatch the awarded contractor to clean/clear the encampment of all trash, personal property, and hazardous materials as specified in Attachment 3, Statement of Work.

A Contractor with the ability or access to dispatch an individual certified with the Crisis Prevention Institute in Non-Violent De-escalation is required. This valuable member of the Contractor’s team would be primed as the lead in the field, accompanying the Field Technicians https://www.portland.gov/homelessness-impact-reduction

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5 of 30 RFP Information Packet during interactions, and would ideally conduct trainings to all staff working under the Contract on non-violent crisis intervention, and de-escalation techniques. Additionally, the City recognizes that there are also low barrier Peer Support Specialist Certifications that can be obtained through the State of Oregon and encourages Contractors to employ those individuals who have gained lived experience with homelessness and professional experience serving homeless populations as staff for this project.

1.2 Outcome Goals

1. Accurate identification of campsite locations and timely notice postings to impacted campers

2. Coordinated campsite cleanup services in accordance with all laws, regulations, and

City Policy (https://www.portland.gov/homelessness-impact-reduction/campremovalpolicy)

3. Storage and accurate inventory of impacted individuals’ personal property recorded according to the mandatory storage policy

4. Coordination with social service providers to arrange assistance for impacted individuals as identified

1.3 Contract Details

The City intends to award up to three (3) Price Agreements to experienced vendors that have demonstrated experience coordinating work teams for tasks in one or more of the following categories: waste removal, biohazard cleanup, community restoration or homeless camp removal. The City reserves the right in its sole discretion to award more or fewer Price Agreements under this RFP.

The total not-to-exceed amount of this project shall be $10,000,000.00 per year for the initial five

(5) year term of the Price Agreement. Services are requested as the need arises, therefore, there is no guarantee of work to be assigned under any resulting Price Agreement, or that the total dollar limit of any Price Agreement will be reached. Awarded Proposers will enter into a Price Agreement substantially similar to the sample Price Agreement found in Exhibit A, RFP 00002624 Sample City of Portland Standard Price Agreement for Services.

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1.4 Estimated RFP Timeline

The timeline below is an estimate for the RFP and Contracting process.

Event Date Mandatory Pre-Proposal Meeting January 13, 2026 Mandatory Pre-Proposal Meeting January 21, 2026 Deadline for RFP Questions January 30, 2026 Written proposals due at 4:00 p.m. (for Phase 1) February 6, 2026 Short list posted and Phase 2 instructions shared [if applicable] February 24, 2026 Notice of Intent to Award Posted March 13, 2026

The City will adjust the schedule as necessary.

1.5 Mandatory Pre-Proposal Meeting

There will be two pre-proposal meetings scheduled for this Project on:

#1 January 13, 2026 at 11:00 am Pacific Time NAMC – Oregon 2205 NE Columbia Blvd, 2nd Floor Portland, OR 97211.

or

#2 January 21st, 2026 at 1:00 pm Pacific Time Portland Building Room 201 1120 SW 5th Ave, Portland, OR 97204

The pre-proposal meeting is a mandatory requirement of the RFP process. Interested contractors are required to attend one of the meetings listed below to be eligible to submit a proposal.

The City of Portland will make reasonable accommodation for people with disabilities. Please notify the Official RFP Contact at least two (2) Business Days prior to the event, by the City’s TTY at 503-823-6868, or by the Oregon Relay Service at 1-800-735-2900.

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1.6 Addenda

The City will share more information about this RFP if something is missing or unclear. The City will share this information as an addendum (or addenda, if more than one). The City will post addenda on the City’s Procurement Website BuySpeed.

Addenda issued seventy-two (72) hours or more before the due date are binding. The seventy-two (72) hour window excludes Saturdays, Sundays, and City-observed holidays.

You are responsible for complying with the addenda, even if you do not see it.

https://www.portland.gov/policies/human-resources-administrative-rules/leaves/hrar-602-holidays

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Section 2: How Your Proposal Will Be Evaluated

2.1 Proposal Review and Selection

Evaluation Overview The City will appoint an Evaluation Committee (Committee) to evaluate the proposals received.

To score proposals, the Committee will evaluate each proposal using the criteria below. The Committee may seek outside expertise. The Committee will require at least ten (10) Business Days to evaluate and score the proposals.

The City will decide how or when to proceed through the evaluation process. The City will also decide if additional clarifications are needed, when to begin or end negotiations, reasonable timelines, and whether to open negotiations with a lower scoring proposer.

The City can also decide to cancel the solicitation or reject all proposals.

Evaluation Process Each proposal is evaluated using these criteria:

Responsiveness, Responsibility, and Mandatory Criteria

The City will determine if you are a Responsible Proposer who has submitted a Responsive Proposal (ORS 279B.005).

Refer to Portland Public Contracting Rules for details.

Evaluation Phase 1–Written Scoring

Proposals that meet the responsiveness, responsibility, and mandatory requirements will be evaluated in Evaluation Phase 1. The Committee will conduct a detailed review of the written proposals:

https://www.portland.gov/policies/public-contracting-rules

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Phase 1 Evaluation Criteria

Evaluation Criteria Percent of total points

Percent of points for sub-criteria

Proposer Capabilities 20 Pricing Proposal 15 — Project Team 30 — Project Approach 15 — Corporate Responsibility 20 —

Equal Employment Opportunity and Access in Subcontracting — 10

Equal Opportunity Employer and Community Involvement — 5

Sustainable Business Practices — 5 Total 100%

Short Listing

At the end of any evaluation phase, the Evaluation Committee may focus on only a limited number of proposals by developing a “short list” based on the scores. The number of proposals on the short list depends on the number of proposals the Committee believes have a reasonable chance of leading to a contract award. If you are eliminated from further consideration, you will be notified by a Notice of Shortlisting posted on the City’s Procurement Website.

Subsequent Evaluation Phases The City will proceed with subsequent evaluation phases as needed. These phases may include oral interviews, demonstrations, presentations, site visits, clarification of the proposals, or other activities.

If you are invited to participate in subsequent evaluation phases, the City will share additional information and instructions a reasonable amount of time before any further evaluation is held.

Evaluation Phase 2 – Oral Scoring

If oral interviews or presentations are determined to be necessary, this next step will consist of oral presentations and further clarification of the Proposer’s response. Proposers invited to participate in Evaluation Level #2 will be given additional information regarding the City’s desired content a reasonable time before the scheduled Evaluation Level #2 oral interviews/presentations are held. The scoring of the Level #2 will be as follows:

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Phase 2 Evaluation Criteria

Evaluation Criteria % Allocation

See Content of Phase 2 Instructions for Shortlisted Proposers 100

Additional Optional Evaluation Phases and Methods

In addition to the evaluation phases above, the City can use other methods like best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers eliminated at any stage of the evaluation process will be notified.

Total Overall Score

At the end of each evaluation phase, the points from that phase will be added to your cumulative score to determine your Total Overall Score. The proposer with the highest Total Overall Score may be identified as the finalist.

The selection of the finalist may also be based on negotiated costs and agreeing to the City’s terms and conditions within the City’s Sample Contract.

Negotiations will follow with the finalist. If successful, negotiations may result in a final award and Contract for the work. If the Contract with the finalist cannot be reached within a time that is reasonable to the City, the City may elevate the proposer with the next highest Total Overall Score to be the finalist.

2.2 Award Review and Protest

Review The City will post a Notice of Intent to Negotiate and Award on the City's Procurement Website.

The Notice will identify the proposer(s) to which the City intends to award a contract.

Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act.

If you were not awarded the Contract, you can ask for clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods used by the Evaluation Committee.

Protests Proposers can challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. If you wish to protest your elimination, you must

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Proposers can read Portland Public Contracting Rules regarding protest procedures, all of which may be found online: https://www.portland.gov/policies/public-contracting-rules.

Proposers may also learn more about protests by reviewing ORS 279B.405 and ORS 279B.410.

Protesters may not use judicial appeal rights unless all protest and appeal rights are exhausted.

https://www.portland.gov/policies/public-contracting-rules

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Section 3: Scope of Work

Contractor shall be mindful that the humanities portion of the Services provided shall always be paramount during the performance of the duties and completion of tasks involved to provide the Service. Contractor’s personnel providing campsite cleanups (Field Technicians) will have interactions with individuals experiencing poverty and homelessness who may be non-responsive, confused, disoriented, hostile, violent, or any combination thereof. Contractor shall only assign those employees who have been properly trained and experienced with capabilities to perform the Service with skill and tact. Contractor’s Standard Operating Procedures shall include methods to provide the Service with minimal outside assistance required to control the work environment while providing homeless camp abatement Services for the City.

1. SCOPE OF WORK

Due to the high visibility of the homeless campsite cleanup project the City requires the provision of exceptional homeless camp abatement services. Contractor shall work in conjunction with the Impact Reduction Program (IRP) and other service providers as directed by the City, to provide the Service. During performance of the Service, Contractor may need to coordinate work performance with the Portland Police Bureau (PPB), or other emergency responders.

Contractor shall be expected to work closely with designated IRP personnel and provide a) trained personnel (Field Technicians), and b) trained individuals certified with the Crisis Prevention Institute and who have received the State of Oregon Peer Support Training and Certification, (Lead Technicians). All Contractor staff must be properly trained and equipped for their role and work tasks involved in the performance of Services. The City will consider proposals from Contractors who do not staff Lead Technicians at the time of proposal submission but can demonstrate in their proposal how and when they intend to comply with this requirement. Contractor shall ensure that all personnel assigned to the project shall be prepared to meet all the Service requirements of the Contract.

Contractor shall comply with all applicable laws, regulations, permits and licensing requirements, including all pertinent federal, state, and local laws relative to business financial operations, labor and wages, EEO, ADA, immigration, and other labor regulations and licensing requirements while providing Services under the Contract.

Contractor shall respond to the City’s request to provide Services to the identified illegal campsites located within Portland city limits. Performance of the Service includes the duties and tasks associated with the cleanup of the encampments situated on public property https://www.crisisprevention.com/Training-and-Events/Nonviolent-Crisis-Intervention-Training-Pr-431 https://www.crisisprevention.com/Training-and-Events/Nonviolent-Crisis-Intervention-Training-Pr-431

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13 of 30 RFP Information Packet owned by the City of Portland or the Oregon Department of Transportation (ODOT). Primary duties involve posting the required notice at the site, returning to the site after an adequate amount of time has elapsed to dispose of trash, carts, hazardous materials, biological/medical waste, including human excreta. Contractor shall follow the City’s established protocols for removing certain types of waste and shall coordinate hazardous material collection with a City contracted third party. Contractor shall ensure the responsible handling of the impacted individuals’ personal belongings according to the mandated requirements, offer and provide outreach services to the impacted individual(s) when appropriate, and report project status updates to the City in a timely manner.

https://www.portland.gov/homelessness-impact-reduction/campremovalpolicy

Contractor shall become familiar with locations where the encampments have been established, with the encampments scheduled for cleanup, and shall coordinate all Services required to clean up the property where the illegal encampment is established. Locations identified for the performance of Services may be in remote and isolated locations and may require Contractor’s employees to navigate difficult terrain to reach the encampment.

Contractor shall receive daily assignments from IRP.

Contractor shall use environmentally responsible methods pursuant to the guidelines of City of Portland’s 2030 Environmental Performance Objectives (ENN-3.03 - 2015 Sustainable City Government Principles and 2030 Environmental Performance Objectives | Portland.gov) and Climate Action Plan;

2. CONTRACTOR DESIGNATIONS

The City has identified two (2) Contractor designations for Services performed:

1. Principal Contractor, and

2. Auxiliary Contractor(s)

The Principal Contractor and the Auxiliary Contractor(s) will have the same work responsibilities with the exception that the Principal Contractor shall manage a City owned facility used for storing items collected from the campsite that were identified as personal property. The Principal Contractor will post the legally required notice prior to a camp removal. The Principal Contractor shall be responsible for scheduling property retrievals to provide an opportunity for the impacted individuals making a credible claim for their personal belongings within the same business day of their call.

Contractor shall perform the Service citywide. This includes the collection, inventory, and transportation of personal property taken in custody to the storage facility managed by the Principal Contractor. When necessary, the Auxiliary Contractor(s) shall be directed by IRP to assist the Principal Contractor and/or additional Auxiliary Contractors working throughout https://www.portland.gov/homelessness-impact-reduction/campremovalpolicy https://www.portland.gov/policies/environment-natural/sustainability/enn-303-2015-sustainable-city-government-principles-and https://www.portland.gov/policies/environment-natural/sustainability/enn-303-2015-sustainable-city-government-principles-and https://www.portland.gov/policies/environment-natural/sustainability/enn-303-2015-sustainable-city-government-principles-and mailto:https://www.portlandoregon.gov/bps/article/531984

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14 of 30 RFP Information Packet the city on City owned properties/Right-of-Ways, and on ODOT owned properties/Right-of- Ways.

Principal Contractors shall proactively problem-solve the logistical challenges related to the following:

a) Receiving personal property from multiple agencies (City, Oregon Department of Transportation), and

b) Returning personal property to vulnerable individuals whose transportation options may be limited.

3. TRAINING REQUIREMENTS

a) All personnel assigned to the Contract must be trained and experienced in personal security methods, non-violent conflict resolution, assertive engagement, trauma informed communication, and procedures related to campsite cleanups as well as dealing with hazardous materials.

b) Field Technicians shall be expected to use common sense and apply good judgment when under circumstances where these rules and guidelines should be adhered to. Field Technicians shall not attempt to handle situations that are dangerous or are beyond their ability to engage with safely and effectively. They shall call 911 for police, and/or other public safety responders if needed.

c) Field Technicians must understand that the City’s role of community stewardship and public involvement requires a customer-oriented approach. Field Technicians must be polite, diplomatic and professional at all times, and treat all persons with dignity and respect. Discrimination and harassment shall not be tolerated in any form.

d) Field Technicians should familiarize themselves with the goal and operations of IRP (https://www.portland.gov/homelessness-impact-reduction/campremovalpolicy ), the information available on IRP’s website (https://www.portland.gov/homelessness-impact-reduction ), and with any other information that may be routinely requested by the individuals they encounter during the performance of their duties such as the Rose City Resource Guide found at http://offline.rosecityresource.org/.

e) Field Technicians shall be able to communicate with persons in a positive and diplomatic manner to explain rules, provide information or direction, and use verbal persuasion to obtain voluntary compliance. Field Technicians shall never act in an officious or overbearing manner but should be able to interact with a variety of people and personality types, person to person, on the basis of mutual respect, fair and equal https://www.portland.gov/homelessness-impact-reduction/campremovalpolicy https://www.portland.gov/homelessness-impact-reduction https://www.portland.gov/homelessness-impact-reduction http://offline.rosecityresource.org/

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f) Field Technicians must be able to relate to and communicate well in English, be able to diffuse and resolve conflict(s) and solve problems in a polite and professional manner.

Must be able to communicate well and use judgment and discretion in stressful situations.

g) Contractor must establish the protocols for staff to administer Naloxone (Narcan®) a medication designed to rapidly reverse opioid overdose.

h) All staff must be trained to administer basic first aid and CPR at the expense of the Contractor.

i) Contractor must attend a one-time training arranged by the City with the expectation that they must conduct similar trainings for new employees prior to beginning work on this project. The City may require the Contractor to take additional trainings as necessary beyond the initial one-time training and will arrange those necessary trainings.

j) All personnel working in the field must meet requirements set forth by Multnomah County and be trained to carry and administer Naloxone (Narcan®). Oregon Health Authority : Training on Lifesaving Treatment Protocols : EMS and Trauma Systems :

State of Oregon

k) Contractor must abide by, and stay current with, all OSHA requirements and understand the City of Portland’s Campsite Removal and Storage Policy (attached hereto as Exhibit C) as well as the intergovernmental agreement (IGA) between ODOT and the City to conduct campsite cleanups on ODOT property (Exhibit G). Note: The Intergovernmental Agreement listed in Exhibit G is not currently in effect as of this posting, however, a new version will be added via amendment to the price agreement generated from this RFP upon execution.

l) Contractors Lead Technician(s) must be available for dispatch. The Lead Technician should be certified or have lived experienced in communicating with individuals with mental health issues, de- escalation techniques. The individual should be focused towards interaction and qualified to provide training to staff.

m) Contractor’s employees and agents shall carry sufficient identification at all times to show by whom they are employed and display it upon request.

https://www.oregon.gov/oha/PH/ProviderPartnerResources/EMSTraumaSystems/Pages/epi-protocol-training.aspx#naloxone https://www.oregon.gov/oha/PH/ProviderPartnerResources/EMSTraumaSystems/Pages/epi-protocol-training.aspx#naloxone https://www.oregon.gov/oha/PH/ProviderPartnerResources/EMSTraumaSystems/Pages/epi-protocol-training.aspx#naloxone

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4. REQUIRED SERVICES

Contractor shall work closely with IRP and City Bureau staff to implement all required and reasonable health, safety, and security training and precautions, for staff and contractors, to accomplish the project goals. Contractors shall perform the tasks listed below:

a) Campsite locations for Services provided will be assigned by IRP. Contractor and staff shall familiarize and become knowledgeable of the city limits of Portland, Oregon, and have the ability to verify if the campsite location is within the jurisdiction covered under the Contract (City owned or ODOT owned). Contractor shall coordinate obtaining access to campsites located on restricted City ODOT property with the City’s property-owning bureau (i.e Parks, Transportation, Water, BES), or with ODOT staff.

b) Notices: Upon receiving notice of assignment to clean a campsite, Contractor shall post notices informing affected campers of cleanup efforts that will occur in “not less than 72 hours but within ten (10) Calendar Days” and to self-perform cleanup and personal property collection of materials at the site within the window of the timeframe posted. Notices shall also state that personal property will be held for 30 Calendar Days and that pickup is by appointment only. Notices posted shall be in both English and Spanish. Notices must include a contact telephone number for impacted individuals to call and schedule an appointment with the storage facility staff to arrange a time to come and claim their personal property (Refer to Exhibit B, Notice of Illegal Campsite).

c) Under Oregon Revised Statute ORS195.505(9)(a)(b), law enforcement officials may order an immediate cleanup without the 72-hour notice protocols for those operations found in Exhibit E - Law Enforcement Property Abatement Protocols for City Vendors.

d) Contractor shall be responsible for collaborating with additional parties as needed to coordinate Services necessary to perform cleanup. Additional parties may include, but are not limited to, MCSO work crews, Portland Police Bureau, social service agencies, Multnomah County Homeless Services Department’s outreach service providers , the City’s contracted garbage hauler, and the City’s hazardous/biologic waste response team.

e) Contractor shall photograph the campsite and make them available to IRP via internet cloud-based storage and/or City’s electronic workflow management system.

Contractor shall provide photographs of the following:

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i. All posted notices at the campsite,

ii. The campsite area prior to Services performed,

iii. Specific photos of each impacted individual’s personal property item that will be inventoried and stored at the facility, and

iv. A photo of the campsite after Services are performed.

v. Photographs every 15 minutes while at the site working

f) Contractor’s Field Technicians must be able to speak confidently and directly to the impacted individual during the performance of their duties to give specific and clear instructions about timelines and explain the steps of what is happening at the time they are engaged.

g) Contractor shall identify and differentiate between impacted individual’s personal property that must be stored for a period of up to thirty (30) Calendar Days, and trash and debris that can be disposed of without the 30 Calendar Day holding period as outlined in the property storage protocol (reference Exhibit F, Shelter Referral/Transport/Property Storage Protocol).

h) Contractor shall coordinate and direct collection of trash and debris by their work crews, and the disposal of all waste at a landfill or transfer facility. Contractor shall coordinate all labor, materials, tools, equipment, transportation, and supplies required to abate illegal encampments within the limits and/or jurisdiction of the city of Portland, Oregon.

i) Contractor shall notify the City’s contracted hazardous/biologic waste company if hazardous/biologic waste is discovered and/or a release of chemicals has occurred.

Contractor will coordinate the hazardous materials response and manage all required documentation.

j) Contractor shall provide sharps containers. Contractor shall collect and dispose of

“sharps” in accordance with OSHA regulations. All sharps collected are to be counted and monthly totals shall be reported to IRP.

k) Field Technicians must have work procedures to be able to safely manage urine, feces, soiled personal hygiene items, syringes, and other materials which could pose a health threat. Wearing Personal Protective Equipment (PPE) and following other protocols established for this situation must be followed. Solid infectious waste will be placed in a plastic bag, tied off, and taken to the Transfer Facility with trash.

Liquids that cannot be poured into a sanitary sewer (NOT storm drain), or rendered

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Contractor will coordinate disposal of these wastes and syringes with the City.

l) Contractor shall coordinate the collection of, and inventory personal property that will be kept in the storage facility for 30 Calendar Days. City of Portland provided inventory forms will be used to inventory items (to be provided to awarded contractor). Form will include project number, location description, property owning bureau or agency, description of items collected, and site map if available. Inventory forms will be kept with the Principal Contractor to manage inventory and pickup. A copy will be sent to the IRP Contact upon request to keep for public record.

m) Collection and written inventory of personal property will include photographs of camp prior to cleanup and specific photos of each personal property item that is to be inventoried. Photos shall be catalogued (date, time, and place) to correspond to the items inventoried so that reference is easily accessible. Photos shall also be attached to the inventory forms sent to IRPs contact when requested

n) Contractor shall coordinate delivery of all recovered personal property to City of

Portland provided storage facility. Contractor will ensure property is returned to persons making a credible claim within the same business day of call. A credible claim is a detailed description of the property in question along with the location and date it was collected.

o) Should Contractor discover a cache of weapons and/or illegal contraband at any time during the performance of Services, this includes the impacted individual’s personal property, the Contractor shall stop work immediately, contact the Portland Police Bureau, and wait for the responding unit to arrive to process evidence. Contractor shall immediately notify the IRP contact and the appropriate City Bureau representative(s) for that location and notify them that the Portland Police Bureau has been called, and the location of the crime scene they are responding to.

p) Contractor shall notify the IRP contact when camp cleanup has been completed and when personal property has been delivered to the City-owned storage facility within 12 hours of completion of cleanup project.

q) Additional illegal camps may be discovered in the same general area during the course of cleanup. Contractor shall notify the IRP contact to obtain authorization prior to proceeding with any additional Service work. This is required in order to confirm property ownership.

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r) Large cleanups may require special arrangements for taking material to landfill or the City storage facility. Contractor shall contact the City’s garbage and recycling contractor to arrange for the delivery of roll-off containers.

s) Encampments located within 25’ feet of the nearest railroad require the operating railroad to be contacted. Contractor may need to obtain a Right of Entry or other permit requiring an application and fee found on their website in most cases and potentially flagging during the work. Field Technicians are required to wear safety vests and hard hats while performing work within 25’ of tracks.

t) Contractor shall attend quarterly/periodic stakeholder meetings lead by the IRP contact when requested to do so.

u) Depending on the length of time and use of the camp, some remediation may be required. In such instances, contractor will contact IRP and the property-owning Bureau if mobile equipment (i.e. ATV’s excavators etc.) is recommended. Contractor will stake and tape off campsites (OSHA defined excavation) which they or a work crew cannot safely clean. The Contractor will communicate their concern(s) to the IRP Contact and to the property- owning Bureau. Contractor shall photograph the campsite after staking and taping and email the photographs to the IRP Contact and the property-owning Bureau.

v) Contractor, including its employees and subcontractors, shall at all times, perform

Services in a timely and efficient manner; and their conduct, particularly when engaging with vulnerable individuals, shall be courteous, professional, and business-like.

w) Contractor shall ensure accuracy and strong attention to detail when creating and preparing invoicing, campsite and property documentation and photographs ensuring record retention policies are in place and followed for all required documentation.

Contractor shall be prepared to provide detailed information upon request including but not limited to timesheets, corresponding with site ID. Failure to do so may result in non-payment for unverified work.

x) Contractor shall ensure that campers are provided an opportunity of at least one (1) hour to remove their personal possessions and vacate the campsite once the camp cleanup has begun. In instances where individuals are making a good-faith effort to collect their property but are unable to do so within an hour (due to physical limitations etc.) it may be appropriate to move onto another location and come back later in the day.

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y) Exclusions: Exclusions may be issued to illegal campsite occupants or trespassers, when necessary. Only property-owning Bureau representative(s), IRP staff, and the Portland Police Bureau shall have exclusion authority under the Contract.

z) Contractor shall be responsible for updating assignment/project status on the digital workflow management tool at the following progress points:

i. Receipt of the assignment

ii. At day/time location is posted

iii. When work at location has been started

iv. When work at location has been completed

v. Requested data point (ex. Number of structures, lbs. of trash removed, before and after pictures of project location)

aa) As soon as a notice of campsite cleanup is posted at a location, the Contractor shall inform the following parties, via email of where the notice has been displayed:

i. Social services as directed

ii. The property-owning Bureau representative(s)

iii. The IRP Contact

iv. ODOT Representative (when appropriate)

Outside social service providers may arrange for their outreach workers to visit the camp site where the notice has been posted to take an assessment of the need for social service assistance in arranging other means of shelter and to possibly offer other assistance.

bb) Impaction reduction: City and Contractor shall collaborate on additional tasks for impact reduction. Tasks will be formalized and incorporated into the SOP.

5. SCHEDULE AND RESPONSE TIME

Work is typically scheduled seven (7) Calendar Days a week. Occasionally, the City may require the encampment be abated immediately. Contractor’s Lead Technician must be available for dispatch as necessary. The Contractor shall provide the City with a cell phone number where someone will answer 24/7/365.

a) The City shall notify Contractor via the City provided electronic workflow management tool, phone call and/or email of cleanup assignment. Contractor shall acknowledge receipt of assignment within twelve (12 hours). Contractor shall proceed by posting the required notice at the camp site location. Contractor shall perform Services for campsite

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b) If an encampment presents an immediate threat to public safety, the required notice shall be posted, however, a response time prior than 72 hours may be required. The required response may include direction from the Portland Police Bureau and IRP staff.

Under these urgent circumstances, Contractor shall coordinate cleanup Services with IRP and the Portland Police Bureau.

c) Contractor shall notify the IRP contact if there is a probability of an external interference impacting the completion of the cleanup of a campsite as scheduled.

6. WORK PERFORMED BY THE CITY

IRP has assigned staff as City’s single point of contact for the Contract. The City shall perform the following tasks:

a) Identify campsites for the performance of Services. The City shall dispatch a preliminary work crew to perform a site risk assessment, which may include collecting trash.

b) On an as needed basis, the City will meet onsite with Contractor to inspect, evaluate and problem-solve the logistics for cleanup to occur.

c) Coordinate campsite location remediation efforts with the City property-owning bureau.

Depending on the Bureau’s budget and staff availability, City shall coordinate services to abate any damage done to the property, and act as a deterrent for other urban campers, once the camp has been cleaned up. i.e.: trim shrubs and surrounding vegetation, cleanup rivers or streams if affected by campers, etc.

d) Provide a centralized storage facility for the inventory and storage of personal property for thirty (30) Calendar Days.

e) Standardize a City inventory form for recording personal property collected.

f) Provide a map, electronic map link of the campsite location as needed, or meet Contractor’s work crew at the cleanup site, as necessary.

g) If situation requires, coordinate services for refuse hauling with companies contracted by the City.

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h) Direct services requiring the utilization of City contracted hazardous materials handling and removal service providers.

i) Manage the City’s electronic workflow management tool.

7. REQUIRED DELIVERABLES AND SCHEDULE

Deliverables shall be considered those tangible resulting work products which are to be delivered to the appropriate Bureau representative(s) and to IRP. These include daily work reports, certified payroll records, invoices, draft documents, statistical incident date, training documentation and final reports. Contractor shall submit reports in a timely manner and in a form acceptable to the City. All forms, tickets, photos and other documentation are considered public record. Originals or the copies of these documents need to be given to the City to comply with public record law.

Whenever possible, deliverables shall be submitted electronically. Any paper-based deliverables shall be printed double-sided and in bindings or report covers that are fully recyclable, using materials containing post-consumer waste (PCW) recycled content. All deliverables and resulting work products from the Price Agreement shall become the property of the City of Portland.

Deliverables and schedule for this project shall include items below.

a) Within thirty (30) Calendar Days of issuance of a fully executed Price Agreement from the City, the Contractor, at their own expense, will prepare Standard Operating Procedures (SOP) acceptable to City, to cover the duties of personnel performing work under the Agreement. This document shall be maintained and updated as mutually agreed by Contractor and the City. City shall assist Contractor by providing relevant documents or other background material and reviewing SOP drafts.

b) Within sixty (60) Calendar Days of issuance of a fully executed Price Agreement from the City, the Contractor shall develop a set of measurable performance and training objectives for each Field Technician assigned to this project, and a system for regular performance evaluation of employees. All personnel assigned to this account must satisfactorily complete each of the performance objectives in order to be eligible to continue work performance under the Agreement.

c) Transfer station or landfill weight ticket with invoice provided upon request. Scanned copies are ok.

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d) Quarterly report with the following information sorted and sub-totaled by City Bureau with grand totals:

1. Number and size of camps cleaned up

2. Cost to clean each camp

3. List of unexpected onetime and reoccurring costs

4. Number of camps, if any, identified but not cleaned up by the Bureau

5. Quantitative description of each camp including estimated length of establishment, number of individuals living in the camp, whether or not camp was identified as a crime scene by Portland Police Bureau or if the Police were called, amount of trash/personal property in tons or number of trash bags, and any other relevant information.

e) Quarterly Report will contain the following information:

1. Site ID #

2. Location/Name of camp (approximate address)

3. Approximate square footage of camp

4. Date cleaned

5. Contractor fee

6. Any additional fees (ex. Supplies, specialty equipment, etc.)

7. Total cleanup charges (add 5-6 above)

8. Total Bureau cost for the quarter

9. Total number of cleanups by Bureau NOTE: Quarters for reporting purposes are defined as calendar quarters – January through March, April through June, July through September, and October through December. Quarterly reports are due within fourteen (14) calendar days of the end of each quarter.

All deliverables and resulting work products from this contract will become the property of the City of Portland

8. PLACE OF PERFORMANCE

Work will be located within the city limits of Portland on property owned by the City, or ODOT where illegal campsites occur, as identified by IRP. Other work areas include locations outside of City limits on property belonging to the City of Portland, at the City provided storage facility, and the Contractor’s own location, for administrative functions.

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9. SEVERE WEATHER

During instances of severe winter weather, Contractors will be required to perform tasks outside the scope of their typical duties. Contractor will make teams of Field Technicians available to conduct outreach in designated locations throughout the City as assigned by IRP in coordination with HSD. During these outreach interactions, Field Technicians will conduct welfare checks, assist individuals with any trash that needs to be removed, distribute clear plastic bags so individuals can keep their property dry, and distribute hand warmers, etc. Field Technicians will encourage individuals to seek shelter and clearly communicate to people that City Contractors will not be removing/collecting personal property during this severe weather event (e.g. “Please seek shelter and don’t worry about your property being removed”). Representatives for Contractor’s agency may be expected to participate in outreach coordination calls upon request by IRP.

10. PUBLIC SAFETY

The population of those inhabiting illegal campsites can be unstable and unknown. Work may be performed in inclement weather. Jobsite locations can be in heavy foliage, poison oak, steep embankments, next to train tracks, by creeks and lakes, and other areas requiring alertness to the environment and pre-planning to prevent injury or illness.

Contractor shall perform a hazard assessment prior to any clean-up work being performed and provide all training and supplies necessary.

Every precaution should be taken to ensure all remain safe. Some locations will have limited access and will be identified by the Bureau representative(s) at the time of contact and services requested. Cleanups will occur at a wide variety of locations (urban to rural) with vehicular traffic nearby to possible natural areas with no paths and steep slopes or other natural barriers.

The population of those inhabiting illegal campsites can be unstable and unknown. Work may be performed in inclement weather. Jobsite locations can be in heavy foliage, poison oak, steep embankments, next to train tracks, by creeks and lakes, and other areas requiring alertness to the environment and pre-planning to prevent injury or illness.

Contractor shall perform a hazard assessment and provide all training and supplies necessary.

Every precaution should be taken to ensure all remain safe. Some locations will have limited access and will be identified by the Bureau representative(s) at the time of contact and services requested. Cleanups will occur at a wide variety of locations (urban to rural) with vehicular traffic nearby to possible natural areas with no paths and steep slopes or other natural barriers.

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11. EQUIPMENT

The proposer must utilize their own equipment to maintain communication with the City, law enforcement, social service providers, individuals whose personal property was confiscated, and any other affected party.

Contractor shall provide photos of the campsite to the City via iPhone, or smart phone technology, google photo option, or another cloud-based photo format. Photos will be stored for a period not less than 6 years.

Contractor shall provide all Field Technicians with Personal Protective Equipment and gear suitable for performance of Services provided in potentially hazardous areas with unknown contents.

12. SAFETY TRAINING

Before beginning work under this agreement, all Contractor’s employees must complete training included, but not limited to, the following:

a) Environmental safety and health training addressing at minimum, hazards associated with the use, disposal, and recycling of cleaning products, packaging, chemicals, and dispensing equipment. This shall include safe chemical storage and handling.

b) Certified HIV/Hepatitis training and vaccination program per OR-OSHA regulations OAR 437, Division 2, General Occupational Safety and Health Rules (29 CFR 1910.1030) bloodborne pathogens.

c) Hazardous Communications Program (SOS)

d) Tuberculosis (TB) training and optional testing program. (OSHA)

e) Unsafe attitudes and conditions in the workplace through Job Safety Analysis-OSHA

JSA or JHA (Job Hazard Analysis).

f) Non-violent de-escalation

g) Assertive engagement with neuro-diverse individuals

h) Working effectively with people experiencing poverty and homelessness

i) All Field Technicians must have and adhere to work procedures to be able to safely manage urine, feces, soiled personal hygiene items, syringes, and other materials which could pose a health threat. Wearing Personal Protective Equipment (PPE) and following

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j) How to properly administer Narcan®.

13. INFECTIONS DISEASE OUTBREAK PROTOCOL

In the event of a declared health emergency, the City shall provide Contractors formal notice of the health emergency and…