RFP 2024-123 Clarifying Questions -2.pdf

PH: 503-742-5400 WWW.CLACKAMAS.US

REQUEST FOR PROPOSALS #2024-123

FOR HOUSING SERVICES ADVISORY GROUP

RESPONSE TO CLARIFYING QUESTIONS

January 28, 2025

Note that these are questions submitted by interested firms to the above referenced solicitation. The below answers are for clarification purposes only and in no way alter or amend the RFP as published.

1. Our understanding from the RFP is that the consultant needs to recruit, facilitate and provide ongoing support for the HSAG and Lived Experience Council, but not the Continuum of Care Committee. Is this understanding correct?

Answer: Correct.

If so, will the County be facilitating the continuum of care steering committee?

Answer: Yes.

2. If so, how do you imagine the alignment and coordination of that committee, the Lived Experience Council and the HSAG occurring and what do you see as the staff role compared to the consultant role?

Answer: The Continuum of Care Steering Committee, also invested in the larger homeless and housing services continuum in the county, is primarily focused on the work of the HUD Continuum of Care—its funding and programs. The CoC Steering Committee is a working group within the larger HSAG. The CoC Lead, a county staff role, may coordinate with the consultant from time to time and exchange communication about various topics of mutual interest and engagement. The CoC Lead may, for example, bring a topic of interest to the consultant for an agenda item or discussion point for the HSAG.

Similarly, the Lived Experience Council is also envisioned to be a working group within the larger HSAG, focusing on voicing concerns, vision, and input derived from having lived experience. The Lived Experience Council may encounter projects or topics that specifically call for their perspectives.

3. When do you expect the committee work to have its first meeting?

Answer: The consultant would be expected to attend and facilitate or co-facilitate, with county staff, their first HSAG meeting in the month following contract execution. County staff is currently convening a group of stakeholders on a monthly basis known as the Multi-Agency Coordination Group or MAC Group, whose interests align with the HSAG. The HSAG is expected to subsume the MAC Group and expand its membership.

4. We noted the start date of the contract estimated as March 2025 and as the end date contract for June 2025. Is the intention for the staff to run the HSAG and Lived Experience Council after June? If not, what is the reason for the end date for June?

Answer: The county’s regular contract cycle follows the fiscal year July 1 to June 30, and this fiscal year schedule is the reason for the contract end date of June 2025, with renewal subject to mutual party agreement.

During contract negotiation, we may explore a 15-month contract (through June 2026).

a. What do you expect the contract renewal or contract extension process to entail and what would it require of the selected consultant team? For example, will another proposal and competitive process be required?

Answer: A renewal would not require a second open competitive process, but a renewal would be subject to the mutual agreement of both parties.

Renewals may consist of review of budget and terms of the contract, informed by the contract performance of the previous period.

5. What are the anticipated advisory and decision-making powers of the continuum of care steering committee compared to the Lived Experience Council? For example, the RFP identifies that a core function of the continuum of care committee will “guide funding decisions” and that the Lived Experience Council will “inform program decisions” - what is the way that people with lived experience will also inform funding decisions? Likewise, what is the way the continuum of care committee will inform program decisions in the structure that has been conceived by the County already?

Answer: The Continuum of Care Steering Committee is a current advisory body of the county that provides guidance about HUD Continuum of Care funds and activities. The primary distinction between the CoC Steering Committee and the Lived Experience Council is that the CoC Steering Committee is focused on HUD CoC funds and activities, while the Lived Experience Council will provide input and perspective more broadly to the county’s housing and homeless services.

6. How is the county defining “lived experience” and what are the parameters for serving on the Lived Experience Council?

Answer: Lived experience refers to having had the experience of homelessness and/or housing insecurity. Any additional parameters would be drafted collaboratively between county staff and the consultant/ successful Proposer.

7. Does the County expect that the consultant team selected supports County staff with responding to any public relations issues (such as media inquiries) that emerge from the HSAG or committee work?

Answer: It is generally expected that the consultant team would be able to communicate with county staff as it relates to the HSAG. Media inquiries and related public relations work are assigned to county staff, but an inquiry specifically related to the HSAG may generate questions from county staff to the consultant/ successful Proposer.

8. Is the HSAG intended to be a permanent ongoing committee or is there a plan for sunsetting? If so, when is it expected to sunset?

Answer: The HSAG is intended to be a committee for as long as the current funding, i.e., Supportive Housing Services dollars and state funding, for the county’s homeless and housing services continues.

As currently written, the Supportive Housing Services measure would sunset 10 years after initial implementation from 2021. However, there are proposed changes that are being considered, one of which is a later sunset date.

As of now, the county does not have a sunset date in mind for the HSAG.

9. Could you give some insight into specific topics or decisions that the advisory group will be expected to inform over the next year?

Answer: Generally, the HSAG would receive updates and provide input on the program implementation and delivery of the housing and homeless services continuum. One potential topic of discussion for the HSAG would be the proposed changes to the Supportive Housing Services measure and the discussion of how proposed changes would be implemented from the perspective of service providers. The HSAG may also recommend work for the Community Homelessness Advisory Board, including formalizing and memorializing certain recommendations to the Board of County Commissioners.

10. Should responses include a list of references? If so, do the references count towards the page limit?

Answer: References may be requested from finalists after initial scoring. We are not requesting references to be submitted in the proposal. Any references, as well as any other materials, submitted in response to this RFP will count toward the page limit.

11. Should the proposal include resumes?

Answer: The scoring criteria asks for a description of history of performing this type of work and qualifications. This can be submitted as narrative. If resumes are provided, they will count toward the page limit.

12. Can you specify how many meetings for each group you would like included in the budget and the anticipated timeframe?

Answer: HSAG meetings will be conducted approximately monthly, and Lived Experience Council meetings will be conducted approximately quarterly or on an as-needed basis.

In your budget proposal you may state the anticipated timeframe for the budget you are proposing (e.g., March through June of 2025; 15 months through June 2026; or a 12-month budget).

13. Are there any guidelines or constraints for the Lived Experience Council stipends?

Answer: It is expected that the successful Proposer will manage the disbursement and tracking of Lived Experience Council stipends. The successful Proposer and county staff will discuss any guidelines or constraints needed for this process.

End of Clarifying Questions #2