RFP 2024-07- Shelter Operations and Case Management -Clackamas Village Final.pdf

REQUEST FOR PROPOSALS #2024-07

FOR

SHELTER OPERATIONS AND CASE MANAGEMENT SERVICES,

CLACKAMAS VILLAGE

BOARD OF COUNTY COMMISSIONERS

TOOTIE SMITH, Chair

PAUL SAVAS, Commissioner MARK SHULL, Commissioner

MARTHA SCHRADER, Commissioner BEN WEST, Commissioner

Gary Schmidt

County Administrator

Micheline D’Angelis Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: February 29, 2024

TIME: 2:00 PM, Pacific Time

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

RFP #2024-07

SHELTER OPERATIONS AND CASE MANAGEMENTS SERVICES

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SCHEDULE

Request for Proposals Issued……..............................February 1, 2024

Protest of Specifications Deadline............................. February 8, 2024, 5:00 PM, Pacific Time

Non-Mandatory Pre-Proposal Meeting……………. February 15, 2024, 11:00 AM, Pacific Time

Deadline to Submit Clarifying Questions.................. February 22, 2024, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……... February 29, 2024, 2:00 PM, Pacific Time

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

Anticipated Contract Start Date……........................ June, 2024

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)

RFP # 2024-07

CLACKAMAS VILLAGE Page 1

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County, through the Housing & Community Development Division of its Health, Housing, and Human Services Department, will receive sealed Proposals per specifications until 2:00 PM, February 29, 2024 (“Closing”), to provide Shelter Operations and Case Management Services at Clackamas Village. No Proposals will be received or considered after that time.

Location of RFP documents:

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- 00009359.

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 through 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: Jaymi Stark, JStark@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:JStark@clackamas.us

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Non-Mandatory Pre-Proposal Meeting:

A non-mandatory pre-proposal meeting will be conducted on Thursday, February 15, 2024, at 11:00 AM PST. Join Zoom Meeting https://clackamascounty.zoom.us/j/85970337423?pwd=K2Z2eFlRZXVEdkJYM0ZTYzJkRVU1Zz09 https://clackamascounty.zoom.us/j/85970337423?pwd=K2Z2eFlRZXVEdkJYM0ZTYzJkRVU1Zz09

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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.

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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 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

CLACKAMAS VILLAGE Page 5 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 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

CLACKAMAS VILLAGE Page 6 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.

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.

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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 contractor’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, on behalf of the Housing, and Community Development Division (“HCDD”) of the Health, Housing & Human Services Department is seeking Proposals from vendors to provide Shelter Operations and Case Management Services at Clackamas Village. The intent of this RFP is to award a contract or contracts for programmatic needs. The County reserves the right to award one, multiple, or no contracts as a result of this solicitation.

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

The mission of the Housing and Community Development Division of the Health, Housing & Human Services Department is to provide and develop affordable housing with supportive services for individuals and families on their path to improved health, wellness, prosperity and inclusion. To sustain these services, we prioritize equitable service delivery, financial sustainability, and thriving partnerships to ensure our long-term viability.

This request for proposals seeks to procure the services needed to provide Shelter Operations and Case Management Services at Clackamas Village. Further information on the requirements of these programs is provided below (Scope of Services).

In the event HCDD’s funding sources for this program restrict use of funds, any contract resulting from this RFP will be subject to such restrictions. For example, if HCDD uses funds provided under the Metro Supportive Housing Services Measure, selected contracts will be obligated to perform the services requested under this RFP solely within the Metro jurisdictional boundary or as otherwise permitted by the applicable funding source.

3.3 GUIDING PRINCIPLES AND EXPECTATIONS

Equity:

The County’s housing services programs promote racial and ethnic justice and seek to end disparities in housing access. HCDD recognizes that culturally responsive and culturally specific services eliminate structural barriers and provide a sense of safety and belonging, which will lead to better outcomes. HCDD recognizes that advancing equity also includes having cultural competencies to provide services to other historically marginalized communities such as LGBTQ2SIA+, youth, people with disabilities, and immigrants and refugees.

To further equity goals, providers must show they have or can develop/implement the following:

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• A plan to ensure culturally responsive service delivery that is respectful of all participants

• A plan assuring access to services for people who do not speak the primary language of the service provider

• A process to work with HCDD to continuously monitor the demographics of those accessing services using the HMIS (or an HMIS comparable database for domestic violence service providers)

• A quality improvement plan, informed by quantitative and qualitative data analysis, to address evidence of differential access, based on race, ethnicity, disability, gender identity, sexual orientation or other protected class status

• Ensure that staff and volunteers have knowledge and experience to participate in the effort to increase equity and decrease housing disparities

• Ensure that staff and volunteers have access to Equity and Inclusion training on an on-going basis

Outcomes:

HCDD aims to make homelessness rare, brief, and not reoccurring for all who live in Clackamas County. Programs must work in coordination to ensure housing options are safe, stable, and provide housing choice to meet the needs of each individual. The work of ending racial disparities in housing and ending homelessness is one and the same.

In addition to ending homelessness, Metro-wide outcome goals of programs funded by the Supportive Housing Services Measure include:

• Advance housing equity by providing access to services and housing to Black, Indigenous and people of color at higher rates than their representation among those experiencing homelessness

• House individuals and families, and support housing retention, at greater rates than those newly experiencing homelessness, to reduce the overall population of people experiencing homelessness

• Reduce the average length of time anyone in Clackamas County experiences homelessness until people are offered housing options immediately upon becoming homeless

• Strengthen housing retention so that, once stably housed, returns to the experience of homelessness are extremely rare

• Housing programs promote long-term stability, measured by successful program “graduation” to permanent housing and/or housing retention

• Increase culturally specific organization capacity with increased investments and expanded organizational reach for culturally specific organizations and programs

• SHS-funded organizations increase equity by hiring a staff that is diverse by race, ethnicity, languages spoken, sexual orientation, gender identity, disability status, age, and lived experience

• Increase safety, stability and healing for everyone who has experienced homelessness using person-centered, trauma-informed service approaches and connections with mental and physical healthcare

• Other outcomes and measures, as determined by Metro, Tri-County data team, and/or Clackamas County community of service providers, will be added

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Coordination:

Partnership and coordination are key components to ending homelessness. A coordinated system makes finding resources easy for potential program participants and allows the entire system to work more smoothly. When done well, a holistic, coordinated approach improves performance system-wide.

The following are effective coordination principles and practices. When followed, they ensure system-wide coordination:

• Coordinated Housing Access (CHA) must be utilized to effectively coordinate all housing services. It must be easily accessible and allow participants to complete a single assessment to access all services in the housing continuum

• Demonstrated partnerships, at all levels of programming, between programs and organizations. Partnerships can be demonstrated through formal contracts, MOUs, system-wide planning participation, and providing infrastructure programming in a coordinated way (including outreach, housing navigation, CHA, and diversion)

• Build connections and coordinate with multiple systems of care (i.e., housing, workforce, education, foster care, DHS, domestic violence, community justice, health, mental health and addictions) to build a community of resources, easily accessible to all

• Strengthen system capacity by supporting CHA, diversion, outreach and navigation

• Participate in coordinated system development and implementation, including identifying, addressing, and following up on unmet needs, gaps in services, and system barriers

Services:

All services focus on building relationships and service engagement through person-centered, culturally responsive, trauma-informed, strengths-based practices. Services should align with Housing First principles (see Addendum – Definitions). The purpose of these relationships is to support each household to achieve housing stability through individualized planning and connections with community resources.

To further these services goals, the following proven practices must be followed:

• All services are low barrier, not requiring pre-requisites to become eligible for services or housing

• Diversion is attempted at every program “door,” including all immediate housing programs and permanent housing programs, when appropriate

• Families will be provided with the option to sleep/stay together; Families will not be separated unless they choose to sleep/stay separately

• Vulnerable populations are prioritized. Vulnerable populations include those with long homeless histories, incomes below 30% AMI, and one or more disabilities

• Due to a long history of systemic racism, oppression, and everyday micro and macro-aggressions, Black, Indigenous, and People of Color are also more vulnerable to the experience of homelessness

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• Services are voluntary, non-intrusive, and provide minimal disruption to meet the expressed needs and desires of the participant

• Services are highly flexible and tailored to meet the needs of each household

Participant Voice:

Each individual is the expert in their own life. To build the best system, people with lived experience of homelessness must help to shape the services designed to end homelessness.

The following guidelines should be incorporated into all programs:

• Participants lead development of their own individual service plans

• Ensure that all services are voluntary and that no participant is required to participate in a particular activity in order to receive services

• Integrate participants (or those who choose not to participate) in decision-making at every level, including program/service development, delivery, and evaluation

• People with lived experience, who participate in decision-making and program development, should be paid for their time

• Have written procedures and policies, as well as an accessible and transparent grievance process, that ensure staff and volunteers provide respectful and effective services

System-wide Service Delivery Expectations:

Contractor shall perform the following:

• Participate in the HMIS or, for domestic violence service providers, an HMIS comparable database

• Provide services purchased as a result of this RFP free of charge to participants or utilizing a pre-approved sliding scale fee

• Include sustainable, environmentally friendly practices in business operations and the delivery of services (for example, providing onsite recycling, and encouraging reduction of waste through electronic records whenever possible)

• Confidential information must be protected in compliance with applicable federal, state, and local privacy rules

• Maintain an effective working relationship. HCDD will have formal relationships with service providers through contracts, and will also expect contractors to maintain ongoing communication with the Supportive Housing Services Team about programs and performance, and to engage in community planning and training opportunities

• All services must be delivered in a wholly secular manner, and programs may not require participation in religious activities for program eligibility purposes

• Have a written termination and/or exclusion policy that appropriately protects the interests of participants by: (1) applying a trauma and equity lens to evaluating rule violations; (2) imposing sanctions short of termination whenever reasonably possible; (3) informing the participant in clear terms of the reason for their termination and/or exclusion from the program; and (4) outlines the process for grieving the decision. Except in the most extreme

CLACKAMAS VILLAGE Page 12 situations, termination and exclusion policies should allow for re-entry into the program under appropriate conditions

• Ensure that staff and volunteers have access to continuing education opportunities

• Attend training and community/system networking meetings as reasonably required by

HCDD

3.4 SCOPE OF WORK

3.4.1. Scope:

Program Description:

This RFP is to procure operational and case management services for the Clackamas County Clackamas Village, a newly developed 24-unit transitional shelter community located in Clackamas County. Clackamas Village will serve 24 individual houseless adults, with newly developed on-site amenities that include:

• A secure community with program staff available 24/7

• Private office space for residents, staff and community partners to engage in, and facilitate, services such as case management services, peer support services, clinical services, etc.

• 24 single-occupancy units

• 6 individual restroom/shower accommodations

• Large communal kitchen space open for use by residents and staff

• Common space for residents to congregate

• Open and secure outdoor space in a natural environment

All proposals submitted by applicants shall incorporate and adhere to all applicable guiding principles and expectations set forth in Section 3.3, above. The execution of any contract, or contract amendment, resulting from this RFP is expressly contingent upon the availability of sufficient funds, as determined by Clackamas County in its sole discretion.

In the event Clackamas County’s funding sources for this program restrict use of funds, any contract resulting from this RFP will be subject to such restrictions. For example, if Clackamas County uses funds provided under the Metro supportive housing services measure, selected contracts will be obligated to perform the services requested under this RFP solely within the Metro jurisdictional boundary or as otherwise permitted by the applicable funding source.

Shelter Operations

The service provider applicant will provide overall shelter operation services to the Clackamas Village, including but not limited to the following activities:

• Taking referrals of eligible participants from Coordinated Housing Access (CHA), and conducting rigorous outreach to referred households and facilitating their voluntary placement in the program

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• Maintaining access to and scheduling of the sleeping pods

• Conducting HMIS intake, annual, and exit paperwork and data entry requirements.

• Providing milieu management, including supporting community-building activities among participants and identifying and promoting opportunities for participant involvement and leadership in community activities at the Clackamas Village

• Providing on-site staff with adequate skills and, where appropriate, certification enabling them to address behavioral health needs of participants

• Coordinating and calendaring services and activities on-site

• Coordinating and calendaring volunteer activities and tours at the site

• Working with community partners to promote the development of village social infrastructure

Case Management Services

The service provider applicant will provide case management services to program participants, including but not limited to the following activities:

• Developing Individualized Service Plans with each participant and supporting participants in reaching their goals

• Assessing participants’ housing barriers, needs, and preferences

• Assisting participants in accessing benefits, employment, mental and physical health services, addictions and recovery services, removing housing barriers, and generally supporting the needs of participants as they relate to long-term housing stability upon exiting the program

• Assisting participants in accessing permanent housing supports, including vouchers and rent assistance, and providing housing search assistance, including researching available units, contacting landlords, accompanying participants on apartment tours, etc.

• Providing assistance with housing application preparation, housing application appeals and reasonable accommodation requests necessary obtain housing

• Facilitating warm hand-offs with other service providers engaged with participants at the time of exits to permanent housing, including with providers of supportive services case management

Property Management Liaison Functions

The Clackamas Village and its facilities are the property of the County, and the County maintains responsibility for overall maintenance and property management needs of the Village. The service provider applicant will liaise with appropriate staff at the County in support of the County’s maintenance and property management roles. This includes but is not limited to:

• Identifying needed maintenance, repairs, grounds keeping, and any other property-related issues necessary to the maintenance of a safe, clean, and welcoming environment for program participants, and notifying County staff as these needs are identified

• Liaising with County staff or contractors on site and facilitating their access to the property as needed for the conduct of maintenance or other property-related work.

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Program Ramp-Up Services

The County will be concurrently soliciting for site design and construction services for the physical build-out of the village site and its shelter and common use facilities. The successful proposer(s) for shelter operations and case management services will also be expected to provide the following:

• Human services consultation with the selected construction vendor(s) on site design elements, including bring a trauma-informed lens.

• Acquiring and staging furniture, fixtures, and equipment for the village shelter and common use facilities.

• Site readiness support in advance of the initiation of program services.

3.4.2. Budget:

The County has an estimated project total of $1,500,000 for annual program costs. This does not include one-time costs for such things as capacity building, program ramp-up, furnishings, fixtures, or equipment. These and other one-time costs will be paid in addition to the annualized program budget.

However, firms shall provide competitive rates with an estimated not-to-exceed total. The proposed not-to-exceed price will be a factor in vendor selection.

3.4.3. Term of Contract:

The term of the contract shall be from the effective date through June 30, 2025, with the option for three (3) additional one (1) year renewals thereafter subject to the mutual agreement of the parties.

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

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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.

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.

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

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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

Area Ideal Response Max Score Score General Background and Qualifications

Clearly demonstrate history of and qualifications for performing the scope of work in alignment with the guiding principles and expectations

Cross-System Collaboration Clearly demonstrates the ability and capacity for cross-system collaboration.

Program Implementation Clearly demonstrates the ability and capacity for program implementation and success.

Population Clearly demonstrates significant experience providing service to the population outlined in this Program Offer.

Ability to Initiate Services Clearly demonstrates the ability to implement the capacity/staffing necessary to successfully initiate and fully implement services.

Culturally Specific Services Applicant is a culturally specific provider. Yes/No 5 Budget and Staffing Plan Budget is clearly stated, covering all associated program costs. Budget does not exceed maximum expenditures as outlined in this RFP. Attachment A.

Total 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

CLACKAMAS VILLAGE Page 17 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 through 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 6 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. Scope of Work

5.2.1 General

General Background and Qualifications (10 points): Please describe your agency’s history performing this type of work; and qualifications for performing the scope of work in alignment with the guiding principles and expectations.

Cross-System Collaboration (10 points): Please describe your agency’s ability and capacity for cross-system collaboration.

Program Implementation (25 points): Please describe your plan to provide the programming described in the Scope of Services, including the proposed staffing model. Include a program implementation timeline and a projected success rate. Describe essential services necessary to serve the demographic described to be served under this contract if awarded.

Population (20 points): Please describe how your organization centers racial equity and incorporates culturally responsive practices into its service delivery model. How will equity lead your work if awarded this contract? Describe significant experience providing service to the population outlined in this Program Offer.

Ability to Initiate Services (10 points): Please demonstrate your agency’s ability to implement the capacity/staffing necessary to successfully initiate and fully implement services. Please describe your agency’s capacity to implement the described program for the population outlined in this document.

Describe best practices established within your agency related to the services you are applying to provide.

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

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Culturally Specific Services (5 points): Applicant is a culturally specific provider. Yes/No

5.3. Budget and Staffing Plan: (20 points)

Provide a detailed budget, budget narrative, and staffing plan. Budgets should include administration, staffing, all program expenses, necessary capacity building, and flexible funding required to perform the work described in your proposal. Please use the budget template provided in Attachment A.

5.4. References

Provide at least three (3) references from clients your firm has served similar to the County in the past three (3) years, including one client that has newly engaged the firm in the past thirty-six (36) months and one (1) long-term client. Provide the name, address, email, and phone number of the references.

Please note the required three references may not be from County staff, but additional references may be supplied. Points awarded for this criteria are based on both the providing of references as well as information gleaned from the provided contacts. Evaluation Committee members may contact references at their sole discretion.

5.5. Completed Proposal Certification (see the below form)

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PROPOSAL CERTIFICATION

RFP #2024-07

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:__________________________

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ATTACHMENT A

Budget Line Item Category

Narrative/Description Please provide a detailed description of each line item Funds Requested

Safety off the Streets Personnel

Personnel Subtotal: $ - Program Operations - Materials and Services

Program Operations Subtotal: $ - Client Services

Client Services Subtotal: $ - Indirect Administration

Indirect Administration Subtotal: $ -

Safety off the Streets Subtotal: $ - Permanent Supportive Housing Navigation/Placement

Personnel

Personnel…