RFP 2023-101 Transitional Housing - Final.pdf

REQUEST FOR PROPOSALS #2023-101

FOR

TRANSITIONAL HOUSING AND SUPPORT SERVICES

BOARD OF COUNTY COMMISSIONERS

TOOTIE SMITH, Chair PAUL SAVAS, Commissioner

MARK SHULL, Commissioner MARTHA SCHRADER, Commissioner

BEN WEST, Commissioner

Gary Schmidt County Administrator

Thomas Candelario Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: January 3, 2024

TIME: 2:00 PM, Pacific Time

PLACE: https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker

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SCHEDULE

Request for Proposals Issued…….............................. November 30, 2023

Protest of Specifications Deadline.............................. December 7, 2023, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions.................. December 20, 2023, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……... January 3, 2024, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award...................Seven (7) days from the Intent to Award

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, January 3, 2024 (“Closing”), to provide Transitional Housing And Support Services. No Proposals will be received or considered after that time.

Location of RFP documents: OregonBuys RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S- C01010-000008802 .

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys.

Submitting Proposals: Bid Locker Proposals will only be accepted electronically thru a secure online bid submission service, Bid Locker.

Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

Contact Information Procurement Process and Technical Questions: Thomas Candelario, tcandelario@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects mailto:tcandelario@clackamas.us

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SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for

2023-79 Page 3 award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an

2023-79 Page 4 extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

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2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

2.28 Intergovernmental Cooperative Procurement Statement: Pursuant to ORS 279A and LCRB, other public agencies shall have the ability to purchase the awarded goods and services from the awarded contractor(s) under terms and conditions of the resultant contract. Any such purchases shall be between the contractor and the participating public agency and shall not impact the contactor’s obligation to the County.

Any estimated purchase volumes listed herein do not include other public agencies and County makes no guarantee as to their participation. Any Proposer, by written notification included with their Proposal, may decline to extend the prices and terms of this solicitation to any and/or all other public agencies. County grants to any and all public serving governmental agencies, authorization to purchase equivalent services or products described herein at the same submitted unit bid price, but only with the consent of the contractor awarded the contract by the County.

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SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County is seeking Proposals from vendors to provide transitional housing and support services for male and female justice involved adults who are releasing from a correctional facility for the Clackamas County Sheriff’s Office – Parole & Probation Division (CCSO-P&P)

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

Clackamas County Sheriff’s Office – Parole & Probation Division (CCSO-P&P) is seeking proposals for transitional housing and support services for justice involved adults who are releasing from a correctional facility and returning to the County under the supervision of CCSO-P&P. Components will include alcohol and drug free transitional housing, stabilization housing, supportive housing for persons with mental illnesses or co-occurring disorders, or other special needs populations. Proposers must be able to demonstrate their capability and capacity to qualify for Special Endorsement through questions specifically related to Mentoring Program. Only those proposers who qualify for Base Services and respond to the Special Endorsement questions will be evaluated.

3.3. SCOPE OF WORK

3.3.1. Scope:

3.3.1.1 TARGET POPULATION SERVED

The target population to be served will be medium to high risk post-prison individuals under supervision in the County who are transitioning from the custodial/ correctional institutions or residential treatment back into the community or individuals who need stabilization to prevent further escalation of criminal activity and have no suitable or accessible housing resource.

3.3.1.2 GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREA

Services are restricted to individuals who are supervised by CCSO-P&P and reside in or are returning to the County.

3.3.1.3 BASE SERVICE

a. Housing, Case Management and Support Services Provider shall provide to the County through its CCSO-P&P transitional housing, case management, and support services to offenders under active supervision in the County. The provider must provide gender specific housing for 41 justice involved adults. Provide staff to operate a 12-bed home owned by the County for justice involved adults who identify as male or non-binary in need of stabilization due to mental illness and provide 8 beds for justice involved adults who identify as female or non-binary in need of stabilization due to mental illness.

b. Referrals

All referrals will be made directly from and by CCSO-P&P staff. A client referral form will be completed by CCSO-P&P staff and submitted electronically, 2023-79 Page 7 emailed, mailed, faxed, or hand-delivered by the client to the provider prior to the client’s placement into housing services.

c. Intake

All clients referred to these services will go through an intake process to determine appropriateness for placement into provider’s housing program. The intake process will occur on the same day as the referral unless other arrangements have been made and agreed to by the CCSO-P&P staff and the provider. In the event a client is denied service and the referral source disputes the decision, the Parole & Probation Manager, or designee, will review the referral and mediate to resolve the dispute.

For each client referred for services, the provider will notify CCSO-P&P referral staff within one business day, as the intake, of any of the following conditions:

i. Failure to appear for an intake interview; or

ii. Denial of placement into housing services.

d) Orientation

1) All clients accepted into housing services will receive an orientation conducted by the provider, within one business day of arrival at the facility. The orientation will include, but is not limited to, written and oral information about the following:

a) Client expectations for active participation in program services;

b) Program rules and policies;

c) Criteria and conditions for program completion; and

d) Provider will provide translation for clients with language limitations.

2) A release of information (“ROI”) will be completed at this time to allow for communication with relevant agencies, treatment programs, etc. to flow back and forth between the parties to assist in an informed service delivery. At a minimum, a ROI will be obtained for all criminal justice and other agencies having a direct professional interest in the client, e.g., CCSO-P&P, District Attorney’s Office, judiciary, etc. Failure to sign such a release will immediately disqualify clients from these services.

a) For clients who have been recently released from a correctional facility and have not had the time or lack the ability/resources to access food or meals, the provider will provide a food box on the day of arrival in addition to meal assistance listed in 4. Housing Requirements below.

b) For clients who need to complete and submit an application for tenancy (depending on the type of housing accessed), the provider will assist the client at this time in completing and submitting the necessary paperwork.

3.3.1.4 HOUSING REQUIREMENTS

a. Housing will be safe (e.g., appropriate number of and functional smoke detectors and fire extinguishers, emergency evacuation procedures posted in the building, fully stocked first aid kits, spill containers, etc.), clean and meet all applicable federal, state and local housing codes and regulations, including the American Disabilities Act.

b. Rooms must contain appropriate furnishings. Appropriate furnishings will include, but are not limited to: a bed, bedding, linens, bath towel, chair, table and dresser (or storage for personal items).

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c. Provider will offer assistance with meals that includes, but is not limited to:

i.Referrals, as necessary, to agencies that distribute food boxes or resources that provide basic food items (especially important for recently released clients who have not yet connected with other food distribution resources).

ii.Referrals to or assistance with procuring SNAP benefits (food stamps).

iii.Provision of meals or vouchers to obtain meals.

iv.Provider’s facility shall have an identified area that can be used for food preparation, cooking and storage.

d. Provider’s facility shall have on-site or reasonable access (2 blocks or less) to laundry facilities.

e. Provider’s facility shall have designated areas that can be used for counseling, interviewing and/or group sessions.

f. Provider will provide 24-hour supervision of housing and compliance with housing rules. To ensure adequate response and follow-through for emergency situations are available to clients at all times, the provider will provide the following services:

i. Resource and emergency information will be posted on each floor that provides instructions on actions to be taken regarding a fire, medical emergency, lost key, emergency maintenance, self-harm thinking, etc.;

ii. After-hours staff coverage or a reliable system in place that will allow for immediate response to emergencies. Coverage shall be in effect 24 hours a day, seven days a week.

iii. Provider will have clear written policies and procedures concerning security and response to violations that are in effect 24-hours a day, seven days a week.

Responsibilities for procedures shall be assigned to designated staff and include the following tasks:

iv. Monitor all client appointments and other activities outside the facility.

v. Implement a client-sign-in and sign-out process for all appointments and activities occurring outside the facility.

vi. Establish a centralized location that allows clients to check-in/out, which will assist in monitoring their movement and determining on-site presence or absence.

vii. Develop a plan and process for locating clients when their whereabouts cannot be confirmed and/or who have been absent from the premises or visual sight longer than 24-hours. Included in the plan will be a communication process that immediately notifies the client’s PPO.

viii. In cases where the client is causing significant disruption/danger to the housing facility and/or other clients or is involved in a critical incident that poses a threat or risk of danger to the community, the provider may require the client to move within 24 hours. When this occurs, the provider will immediately notify CCSO- P&P staff of their decision and reason to terminate service.

ix. The provider will conduct regular room inspections or “welfare checks.” Welfare checks will primarily be used to determine a client’s whereabouts particularly when they have been absent from the premises or have not been seen longer than a 24-hour period.

3.3.1.5 CASE FILES

Provider will develop and maintain a case file for each client enrolled in these services. The file will contain, at a minimum, the following:

1) Personal client information form (one-page face sheet) that includes general and emergency identification and contact information;

2) CCSO-P&P-developed intake and exit data forms;

3) Appropriate releases of information;

4) Care Plan – The plan should include domains listed on PPO Case Plan;

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5) Progress notes that reflect client’s progress on the case plan, report ongoing and consistent communication between provider and CCSO-P&P staff;

6) Evidence that referrals to other agencies/services are occurring (when applicable);

7) When financial arrangements are in effect between the provider and client (i.e., client co-payment), the file reports and records fee collections;

8) When substance abuse testing (e.g., urinalysis) is being performed randomly on-site, testing results are reported and recorded.

9) Completed Care Plan.

10) Client’s case file will contain documentation of all communications (oral and written) made to any CCSO-P&P staff. (This is particularly significant in cases where a PPO is notified of any client problems/violations and when a client exits the program.)

3.3.1.6 SERVICE COORDINATION AND NOTIFICATION

To lend fundamental support to efficient/effective utilization of services and provide timely alerts to potential problems/issues that can be dealt with promptly, the provider will complete or perform the following:

a. Client Occupancy Report. The provider will email a Client Occupancy Report daily to the CCSO-P&P Staff, which provides up-to-date information on the client’s housing status.

b. Coordinated Care Planning. Prior to completing a client’s initial case plan, the provider will solicit input from the client’s assigned PPO in the plan development. This will consist of, but is not limited to, obtaining a copy of the PPO’s case plan.

c. The provider will facilitate an initial meeting with client and PPO within the first 30 days, preferably in person. Thereafter, the provider will invite the client’s assigned PPO to participate in a client staffing when it is considered conducive to the client’s progress in these services.

d. The provider will participate if and when the PPO requests a staffing.

e. Process for Notification of Impending or Actual Problems.

i. The provider will promptly notify the PPO and CCSO-P&P staff by phone or email of parole/probation violations or other criminal behavior (including any illegal drug use or prohibited alcohol use), major rule violations, unauthorized leave or other type of client program failure not later than the next working day and preferably the same working day as the occurrence.

ii. The provider will notify the PPO and/or CCSO-P&P staff of problem behavior that could, if continued, lead to termination of services.

iii. If a special staffing is scheduled to address the above-referenced issues/problems, the provider will invite the PPO and/or CCSO-P&P staff to participate.

f. The provider who is contractually required to perform substance abuse testing shall send a copy of the urinalysis report to the PPO whose client is tested for substance abuse.

g. Process for Notification of Client’s Exit from Program.

i. When the client exits this program, the PPO and/or CCSO-P&P staff will be promptly notified. For program failures, this will occur no later than the next working day and preferably the same day as the occurrence. For program successes, the PPO and/or CCSO-P&P staff will be notified approximately one to two weeks prior to the anticipated successful completion and will be invited to give input when developing the Care Plan.

ii. The provider will send copies of the completed Care Plan, if applicable, to the PPO and/or CCSO-P&P staff within 10 working days of program exit.

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3.3.1.7 ADMINISTRATIVE COSTS

a. System Collaboration / Coordination. The provider will routinely provide information related to the availability of services and work closely with PPO and/or CCSO-P&P staff to ensure an adequate number of referrals.

b. The provider will meet with designated County staff, when necessary, to conduct program development, modify referral procedures, address general services delivery issues and resolve any interagency and/or operational problems.

c. The provider must have an agency representative available to attend Housing Review Meetings, sponsored by CCSO-P&P staff and held at CCSO-P&P location on a monthly basis unless otherwise scheduled by CCSO-P&P staff. The purpose of the Housing Review Meeting is to provide an opportunity for the housing providers, PPO’s and CCSO-P&P staff to review client housing case plans and work together collaboratively to ensure clients will have long-term, sustainable housing upon exit from these services.

d. d) Prison Rape Elimination Act. Provider shall abide by the conditions and expectations of the Prison Rape Elimination Act (“PREA”). This includes the development of a PREA policy that captures: 1) clear definitions of what constitutes a violation of PREA, 2) client orientation/education, 3) client and staff reporting procedures, 4) critical incident reporting and investigation criteria, and 5) training of agency staff.

Provider shall not employ individuals who have criminally or administratively been found to have engaged in sexual misconduct or sexual abuse in a secure setting. Provider shall check sexual offense registries as part of hiring procedures.

The County considers all PREA incidents as critical incidents. Provider is required to contact the CCSO-P&P deputy director or designee within one working day that an incident has been brought to a staff member’s attention.

3.3.2. MENTORING PROGRAM SCOPE

To provide added support for justice involved individuals who need more direct assistance due to their limited or diminished physical or cognitive ability, Mentors will be matched to clients who need and/or would benefit from these services. Qualifications and duties of a Mentor are as follows:

1. QUALIFICATIONS

General Qualifications - The Mentor must be:

a. Eligible to be certified by the Oregon Health Authority as a Peer Support Specialist or

Peer Wellness Specialist.

b. Not under federal or state supervision;

c. Living a crime-free and pro-social lifestyle; and

d. If applicable, at least 5 years since released from a correctional institution and, while in prison, was never involved in or assisted with an escape or involved with contraband.

CCSO-P&P may make exceptions for Mentor candidates who do not meet general qualifications on a case by case basis.

Specific Qualifications - The Mentor must demonstrate the ability and capacity for:

a. Completing and maintaining certification through the Oregon Health Authority as a Peer Support Specialist or Peer Wellness Specialist and meet all initial and ongoing training requirements as defined by OHA;

b. Having a clear understanding and practical knowledge of criminal needs, risk, addiction and relapse issues;

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c. Teaching and coaching clients on subjects/issues such as life skills, personal finance, medical access/management and self-sufficiency;

d. Holding clients accountable for their actions;

e. Knowing and familiar with community resources that would benefit this target population and the Mentor is presently active in the recovery community;

f. Being flexible and able to adjust their personal schedule and time to meet the client’s needs;

g. Having strong communication skills;

h. Being reliable, trustworthy and dependable in their personal conduct; and

i. Commitment and willingness to work with the criminal justice population and the criminal justice system.

Duties

a. Provide services in a manner that demonstrate a sensitivity and understanding of the client’s cultural background, criminality, developmental stage, gender identity, and must be able to serve clients identified with special need conditions, such as mental health, deaf/hearing impaired, or other mental/physical disabilities.

b. Provide an orientation to all prospective clients that includes, but is not limited to, establishing and maintaining appropriate boundaries and ethics.

c. Provide transportation and/or accompany clients to appointments to insure participation.

Mentors must have a valid State of Oregon driver’s license and personal automobile insurance.

d. Display effective crisis intervention and relapse prevention skills.

e. Allow visitations to occur with a client’s child(ren), and work with the State of Oregon

Department of Human Services (DHS), as needed.

f. Report to the client’s PPO of any relapse or illegal activity.

g. Provide entry and exit information on clients, including progress reports.

3.3.3. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING

1. Contract Monitoring

Provider will cooperatively participate in CCSO-P&P efforts to monitor contract performance, which includes the following methods:

a. Site Reviews CCSO-P&P may schedule on-site visits to review agency compliance with the Contract. Site visits are usually scheduled with provider, but may be conducted without notice. All site visit(s) will be conducted and performed with consideration and accommodations made to non-contracted or communal service areas and non-contracted housing occupants.

b. Evaluations/Program Performance Program performance may be evaluated through a variety of quality assurance and evaluation processes. The mechanism and process for evaluating program performance will be developed and implemented by CCSO-P&P staff.

c. Fiscal Compliance County fiscal compliance reviews may be conducted to ensure that financial records, systems and procedures conform to Generally Accepted Accounting Principles and are in compliance with all County and State of Oregon audit and accounting requirements.

2. Performance Objectives

Aftercare Housing Objective:

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70% of clients will be admitted to housing that is safe, stable and can be verified upon exit from program services.

Economic Self-Sufficiency Objective:

70% of clients upon exit will: a) be in receipt of entitlement benefits (SSI, OHP, etc.) or b) be engaged in employment services or c) be engaged in vocational training or d) be employed.

Contracted performance objectives may differ and/or change over time as negotiated between the parties.

3. Data Collection and Submission

Provider to assist the County in collection of data as requested. Final performance measures will be negotiated between the County and the provider at the time of contract negotiation.

3.3.3. Term of Contract:

The term of the contract shall be from the effective date through June 30, 2028. [with the option for two

(2) additional two (2) year renewals thereafter subject to the mutual agreement of the parties.]

3.3.4 Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Personal Services Contract for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Personal Services Contract (unless checked, item does not apply)

The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 28 – Confidentiality Article II, Paragraph 29 – Criminal Background Check Requirements Article II, Paragraph 30 – Key Persons Article II, Paragraph 31 – Cooperative Contracting Article II, Paragraph 32 – Federal Contracting Requirements Exhibit A – On-Call Provision

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Medical Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $3,000,000 for damages caused by error, omission or negligent acts.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

https://www.clackamas.us/finance/terms.html

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Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

Cyber Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for network security (including data breach), privacy, interruption of business, media liability, and errors and omissions

Required – Abuse & Molestation endorsement with limits not less than $1,000,000 per occurrence if not included in the Commercial General Liability policy.

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SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Experience and Capacity 0-30 Agency Approach to Service Delivery 0-40 Program Outcomes and Quality Improvement 0-30

Available points 0-100

4.3 Once a selection has been made, the County will enter into contract negotiations. During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

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SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Proposals will only be accepted electronically thru Equity Hub’s Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

5.1.2. Completed proposal documents must arrive electronically via Equity Hub’s Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

5.1.3. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.4. Proposal may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments, title pages, pages separations, table of contents, or other information. The Proposal Certification Page will NOT count towards the final page count.

Provide the following information in the order in which it appears below:

5.2. Experience and Capacity:

• Please identify the target population and the number of clients you are proposing to serve, number and type of beds available, and the program components you have the capacity to deliver. This attachment must be included with your proposal to assist with the bed and service allocations. If you have selected Mentor Services, you will need to provide a response to the Mentoring Program questions.

• What is your organizational experience and capacity in providing the services outlined in the Scope of Services section and what current resources does your organization have available to deliver the services described in this solicitation? In your description, include the following:

o Describe how long your agency/organization has been delivering transitional housing and/or shelter services, particularly as it relates to individuals who are involved in the criminal justice system and have the special needs characteristics/conditions described in this RFP.

o Describe any experience your agency has in providing housing services within the last two years in Clackamas County or for other customers. Include in your description challenges, successes, and any program development or service delivery issues you have experienced.

o Describe key strengths, resources and/or abilities your agency/organization has that it can bring in providing transitional housing services to justice-involved individuals. If your agency is new to this service area, describe your capacity and ability to deliver the required services and your plan to become fully competent and functioning as a transitional housing service provider within the service period.

o Describe the duties and qualifications (e.g., education, training, experience, licensure/certification/ accreditation) of key staff positions that will be directly involved with the delivery of these services.

o Describe the administrative, management and supervision structure of your agency/organization as it relates to the operation of these services and discuss any existing operational policies and procedures used to effectively deliver services on a daily basis. Discuss whether or not your agency/organization has policies and procedures for administering criminal background checks for existing employees or new hires who will have direct contact with clients. If yes, include in your description the screening process and criteria used to determine whether an individual has https://bidlocker.us/a/clackamascounty/BidLocker

2023-79 Page 16 a history of criminal behavior or offenses that would exclude him/her from working directly with clients.

• Describe specifically what steps your organization/agency has taken to ensure staff have suitable training, skill, knowledge and experience in the following areas:

o cultural, gender identity, and trauma responsive practices o primary criminogenic factors that affect/influence criminal behavior o cognitive behavioral approaches o evidence-based practices o understanding houselessness, housing instability, and contributory factors

• Describe your agency’s and staff’s experience in working with communities of color, immigrants, knowledge of anti-oppression frameworks, the ability to work within racially diverse teams, and the capacity to work in languages other than English.

• Describe any agency policy and procedures that demonstrate a defined and integrated process to assure continuous quality improvement and program oversight that is routinely occurring and maintained.

o Describe how you will measure and improve outcomes related to assessing clients for health, psychological and social needs, the development of Care Plans, and referrals for community-based services.

o Describe how will you measure and improve outcomes related to client aftercare housing and economic self-sufficiency.

o Describe how you gather and integrate feedback from clients about your organization’s delivery of housing services.

o Describe how data or feedback has informed and shaped your agency’s approach to service delivery in this area (e.g. changes in decision making, planning, and evaluation).

5.2.1 Agency Approach to Service Delivery

Describe your organization’s proposed mentoring services. Include in your description the following:

• Describe your organization’s experience and capacity to provide mentoring services, including:

o recruitment, selection, training and retention of qualified mentors;

o program structure and operation;

o supervision of mentors;

o key qualities/characteristics you look for in a mentor;

o difficulties/problems the mentors may experience working with this target population and how you will address these challenges; and o how you will meet the service specifications identified herein (e.g., living a crime-free lifestyle).

• Describe the number of mentors you can provide, the number of individuals who identify as male, female, or non-binary mentors, and how many clients could be served with this amount.

• Describe the services your agency/organization plans on providing and how you will incorporate the minimum service standards identified in Section 3.3 Scope of Work. Describe any evidenced-based or

2023-79 Page 17 best practice program model/services that address areas of addiction, mental health needs, and justice involvement. Include in your description the approach you would take to facilitate a client’s transition from incarceration to the community and what linkages to or internal resources your organization has to assist in this effort.

• Describe how your agency will develop and form strong collaborative relationships with Parole/Probation Officers and other agencies or providers involved with and/or directly providing mentoring services to the client to achieve better coordination of services that will promote engagement in supervision and improved outcomes.

•…