RFP 2024-30 Community Based Diversion Final~1.pdf

REQUEST FOR PROPOSALS #2024-30

FOR

COMMUNITY-BASED DIVERSION SERVICES FOR YOUTH

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: August 7, 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……............................... July 3, 2024

Protest of Specifications Deadline.............................. July 10, 2024, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions.................. July 24, 2024, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……... August 7, 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, August 7, 2024 (“Closing”), to provide Community- Based Diversion Services For Youth. 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- 0000010878.

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://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

[Name of RFP] 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

[Name of RFP] 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 Juvenile Department (CCJD) is seeking proposals from qualified organizations to provide community-based diversion services for youth who are primarily, being referred to Clackamas County Juvenile Department for the first time, reside in Clackamas County, and who have been referred to CCJD for some status offenses, violations, misdemeanor offenses and in some cases non-person crime felonies. Diversion programming is offered in eleven different cities and towns throughout Clackamas County, utilizing community volunteers and interacting heavily with community stakeholders. The eleven cities and towns are Canby, Gladstone, Estacada, Happy Valley, Lake Oswego, Milwaukie, Molalla, Oregon City, Sandy, West Linn, and Wilsonville.

CCJD is committed to the philosophical approach of restorative justice, which ensures that youth are held meaningfully accountable, victims are heard and empowered, and communities are engaged as stakeholders that have been negatively impacted. Restorative justice values accountability, empowerment, and interconnectedness. Diversion, as the lowest level of intervention, diverts youth back to their community and away from the formal justice system.

Offering diversion programming in eleven cities and towns in Clackamas County provides an opportunity for youth to repair the harm they have caused, receive the level of services and interventions needed, while enhancing connection to the communities where they live.

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 Clackamas County Juvenile Department is to provide equitable juvenile justice, family support, intervention, and reformation services to youth so they can repair harm to victims, experience positive change, and contribute to a safe, healthy, and secure community.

CCJD supports a system of prevention, early intervention and intervention that addresses a youth’s risk factors and supports success for that youth by identifying and building upon their strengths, competencies, and natural supports to prevent or interrupt further system involvement.

Youth will be assisted in creating greater connections within their community. Youth are to be served in the most developmentally appropriate, culturally responsive, least restrictive, and most cost-effective level of intervention. Key strategies used are validated risk assessment screening tools, accurate service matching, and restorative justice practices.

CCJD is dedicated to providing diversion services that align with the following objectives of CCJD’s Strategic Business Plan:

Community and Prevention - the Juvenile Department and our community partners will share common goals for the prevention of youth crime, and the reformation of those youth who do commit crime

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Victims’ Needs - victims of juvenile crime will be heard, receive restitution, and see youth held accountable

Accountability - provide interventions and opportunities for positive youth development to youth so they can be accountable to victims and the community to repair the harm they have caused

Reformation - provide individualized evaluation and rehabilitative services to youth so they can increase the competencies needed to transition to adulthood, live a crime free life, and be a contributing member of their community

Assessment - provide assessment services to youth referred to CCJD so they can be matched with the appropriate level of services and supervision.

Family Engagement - parents and guardians who have children involved with CCJD will be engaged as partners in their youth’s reformation

3.3. SCOPE OF WORK

3.3.1. Scope:

The outcome of this Request for Proposal process is to secure a skilled community-based provider to administer and provide diversion/early intervention services in the community for designated status offenses, violations, misdemeanors and in some cases non-person crime felonies committed by youth of Clackamas County in eleven different cities and towns.

The overall program goal is to provide community-based interventions for youth who have committed low level offenses, who are generally lower risk to reoffend, and their families that reside in Clackamas County. This program will utilize restorative justice values and principles where youth are held meaningfully accountable to their victims and community.

All proposals submitted must include a description of how the provider will achieve each of the goals set forth for the Diversion Program.

GOALS OF DIVERSION PROGRAM

• Youth, Family and Victim Voice are Valued:

• There will be a sense of partnership fostered throughout the time the services are provided.

• Families are the driver of the Diversion plan.

• The family’s culture will be respected and honored and culturally relevant services

(including language) will be provided to all families. .

• Victim voice and needs are respected and honored. Time will be taken to foster trust in the relationship with victims, youth and families.

• Confidentiality will be honored to the highest degree possible.

• Engagement: Provider will make the extra effort to connect with all youth and families and victims.

• Provider will listen to learn to get the victim’s perspective and needs.

• Provider will listen to learn to get the youth and family’s perspective

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• New ideas, approaches and strategies will be attempted if provider finds youth or family resistance

• Provider will avoid taking sides between family members

• Provider will clearly understand and help other parties understand each of their respective roles, including provider’s role as a mandatory reporter

• Provider will honor and support all parties in respecting boundaries

The provider selected for this program will provide all direct service delivery. The provider will not refer youth and families to services provided by CCJD without a request for an exception to this provision being granted by the CCJD Division Manager.

SERVICE COMPONENTS

All Diversion Program proposals received through this solicitation must include a description of how the Provider will incorporate the following components into its proposed Diversion Program:

1. Provide low level early intervention services in the community for status offenses, violations, misdemeanor offenses and in some cases non- person crime felonies.

a. Provider will identify community resources to support youth participating in the Diversion program, which may include, but is not limited to the following examples:

i. Restorative community service

ii. Skills groups

iii. Counseling services

iv. Drug and alcohol assessments

v. Other screenings and assessments as appropriate

vi. Drug and alcohol education and treatment

vii. Peer mentoring/support

viii. Pro-social activities/opportunities

ix. Parenting support

2. Prevent youth from further penetration into the juvenile justice system

a. Reviews the case to confirm appropriateness for the Diversion Program based on established guidelines from the CCJD

b. Youth and their parents/guardian are contacted and services initiated within 30 days of receiving a referral from CCJD. Cases will be processed in a timely manner and according to the protocols established in the Diversion Program manual.

c. Conduct initial risk assessment screening (CCJD will provide the screening and assessment tools and process for identifying and returning referrals to CCJD which need a higher level of intervention than the Diversion Program offers)

d. Conduct other screenings/assessments and refer to appropriate services and resources as needed.

e. Incorporate the needs of the youth, victim and community when working with the youth referred to the Diversion Program

3. Demonstrate commitment to a restorative justice approach through program elements

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4. Provide opportunities for victims to be heard and participate in the process

5. Involve and work collaboratively with other professionals in the field including, but not limited to, community members such as volunteers and partners, school administrators, and/or the local police department to support the Diversion Program

a. Recruitment, vetting, coaching, tracking and retention of all involved community members who are volunteering with the Diversion Program

6. Have trained supervisor(s) who provide oversight, supervision and quality assurance of the staff providing direct service

a. Ensure quality customer service

b. Supervision of all program processes, casework approaches and required documentation

c. Monitor and track completion of diversion agreements, generally to be completed within 90-180 days of signing the diversion agreement, and return cases to CCJD with a closing summary within 14 days of case closure

d. Provide training to staff as necessary on topics including, but not limited to:

i. Restorative justice

ii. Trauma Informed Care

iii. Cultural and Gender (including gender identity) Responsivity

iv. Confidentiality

v. Ethics

vi. Mandatory Child Abuse Reporting

vii. Recognizing signs of and how to conduct screening for human trafficking

viii. Recognizing signs of and how to screen for adolescent alcohol and substance use and abuse disorders and addiction.

ix. Best practices for referrals/resources for adolescent alcohol and substance use treatment

x. Other training as designated by CCJD

e. Verify accurate records of cases assigned/returned and report data to the CCJD at regularly scheduled intervals, as designated in the contract to be determined.

7. Use culturally-relevant services (including language) with youth and families.

a. Ensure staff for this caseload are competent in providing culturally responsive services.

b. Provide Spanish-speaking staff and Spanish-speaking community members for individuals being served by the Diversion Program who need or prefer to speak in Spanish

INFORMATION AND DATA ON REFERRALS AND TARGET

POPULATION

Below is historic Diversion Program referral data for the calendar years of 2020, 2021, 2022, and 2023 by city. The list of cities attaches the outlying towns that have historically been served within the larger city. The first table contains the actual number of referrals per year for each city by type

[Name of RFP] Page 10 of offense, and then gender identity and race/ethnicity for the entire four year period. This information is for assistance in program planning. This information should not be construed as definitive or exact, as monthly averages may increase or decrease based on the number of referrals received each month.

1. Canby (includes Aurora, Woodburn, Hubbard)

2. Estacada (includes Eagle Creek)

3. Gladstone

4. Lake Oswego (includes Tualatin)

5. Happy Valley (includes Clackamas, Damascus)

6. Milwaukie (includes Oak Grove)

7. Molalla (includes Colton, Mulino, Mt Angel, Scotts Mills)

8. Oregon City (includes Beavercreek)

9. Sandy (includes Boring, Welches, Rhododendron, Brightwood)

10. West Linn

11. Wilsonville

Please use the data listed below for the purpose of informing program design, staffing, and other elements of planning:

Misdemeanors Violations/Status Offenses Grand Total

Total through 2023 2020 2021 2022 2023

Total through 2023 2020 2021 2022 2023

Total through

City Count Count Count Count Count Count Count Count Count Count Count Canby 102 20 21 35 26 93 27 20 24 22 195 Estacada 27 8 4 5 10 38 10 9 13 6 65 Gladstone 68 21 12 14 21 52 16 10 13 13 120 Happy Valley 133 26 28 44 35 123 35 31 23 34 256 Lake Oswego 76 15 21 19 21 64 20 18 12 14 140 Milwaukie 138 34 29 41 34 118 36 16 31 35 256 Molalla 71 10 14 21 26 87 21 18 30 18 158 Oregon City 165 39 30 43 53 233 81 33 52 67 398 Sandy 94 20 11 28 35 84 33 12 22 17 178 West Linn 64 15 14 15 20 63 11 15 15 22 127 Wilsonville 49 11 6 12 20 74 18 13 20 23 123 Sum: 987 219 190 277 301 1029 308 195 255 271 2016

2020 - 2023 Referrals

City White Hispanic African American Asian Native

American Other/

Unknown Female Male Non-

Binary Count Count Canby 78 56 5 1 0 7 56 90

Estacada 42 6 3 0 1 0 19 33

Gladstone 59 11 7 3 3 25 58

Happy Valley 111 41 22 17 2 4 70 124 3

Lake Oswego 96 3 3 6 0 6 34 79

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Milwaukie 147 26 12 3 3 10 108 92 1

Molalla 92 16 3 0 0 4 40 75

Oregon City 209 36 12 4 2 18 115 162 2

Sandy 110 19 8 2 0 9 56 92

West Linn 82 5 3 2 11 37 64 1

Wilsonville 50 29 9 3 1 5 45 48

Total 1076 248 87 41 9 77 605 917 7

ADDITIONAL REQUIREMENTS

1. Cultural, gender identity, and sexual orientation responsive services. Services provided shall be culturally, gender identity and sexual orientation competent and responsive to the youth’s cultural heritage and/or identity, gender identity, and sexual orientation. Competence is defined as the development of behaviors, attitudes and policies that enable the contract agency to deliver service in ways that meet the diverse needs of the youth and their families. In order for the youth to understand and appreciate the desired culture/heritage, gender identity, and/or sexual orientation, the provider shall schedule activities on an individual or small group basis for the purpose of:

• Teaching youth constructive ways to express and appreciate their own culture/heritage, gender identity, and/or sexual orientation;

• Allowing youth to identify and participate in activities that extend beyond their own immediate personal experiences;

• Helping youth to utilize community resources to advance their cultural, gender identification, and/or sexual orientation awareness and improve their social network;

• Helping youth to recognize the relationships between various value systems;

• Increasing awareness and acceptance for the ethnic or cultural, gender identification, and/or sexual orientation differences of others; and

• Having staff available in each city or town where the Diversion Program is offered who is able to communicate with monolingual (Spanish) youth, families, victims, and community members. The Diversion Program must have the ability to provide linguistically appropriate services to parents and guardians who are non-English speakers, but speak languages other than Spanish.

2. Reporting: CCJD will establish performance, process and outcome measures as well as data collection strategies relative to the services being provided to youth and families in order to accomplish programmatic and departmental goals listed above. Service provider will submit specific output measures on a regular basis. Monthly, Quarterly and Annual reports will be submitted and reviewed by CCJD leadership. Output data may include dosage and frequency of intervention.

3. Quarterly Review: A quarterly review will be conducted by CCJD manager (s). This will include a contract compliance check that will ensure the contract expectations are being met. This will include a review of the services provided and a budget tracking for fiscal accountability.

4. Quality Assurance: Applicants should have existing processes and procedures in place

[Name of RFP] Page 12 for quality assurance of their program. Applicants should be equipped to accurately monitor and track reliable measures of program implementation and delivery of services.

It is expected applicants will also comply with data collection and reporting requirements established by CCJD regarding a variety of quality assurance and evaluation processes. It is also the responsibility of the applicant to respond accordingly to any possible program drift or performance improvement issues identified in an effort to ensure program fidelity and performance.

5. Data Publishing: Contractor shall not disclose any data gathered in performance of this contract that includes population, statistics, outcomes or results without the County’s prior review and express prior written approval. Contractor shall not alter, omit, or otherwise change County approved data. The provisions of this section does not restrict the County from disclosing data gathered in performance of this contract to the extent required by any law or regulation including and not limited to, the Oregon Public records law. The provisions of this section does not restrict the County from disclosing data gathered in performance of this contract to another person or organization for use in research, program performance reporting, training or education purposes so long as the disclosure permitted by applicable law and does not include any personally identifiable information (included but not limited to a party’s name, address, financial information, birthdates or social security numbers.) Nothing herein shall be construed as permitting disclosure of any data protected under applicable law.

3.3.3. Term of Contract:

The term of the contract shall be from the effective date through June 30, 2029.

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:

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

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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.

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:

Service Delivery 0-40 Demonstration of Ability to Provide Services: 0-20 Staff Descriptions & Qualifications: 0-20 Cultural and Gender Responsivity: 0-20

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.

5.1.5 Proposers failing to achieve 70% of the total points will not be considered further for an award under this procurement. Proposers will respond to all of the questions or request for information contained in this section.

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

5.2.

5.2.1 SERVICE DELIVERY (0-40 points)

1. Explain how your agency proposes to deliver the services described in this solicitation.

Include in your description a schedule of events, the program structure that facilitates service delivery, and the types of activities and services a youth would typically expect to receive while placed in your program.

2. Describe your experience working with and/or accessing community resources and agencies that may be assisting these youth. This would include resources such as: schools, community-based service/treatment providers, civic organizations, volunteer, faith-based, or County/State agencies.

3. Describe how you tailor your organization’s services to meet the culturally specific needs of individuals and the community. Please provide specific examples, including a description of how you worked with specific communities you serve and how your agency used that learning to inform future services and staffing.

5.2.2 DEMONSTRATION OF ABILITY TO PROVIDE SERVICES (0-20 points)

1. Describe how long your agency/organization has been delivering these services?

2. Describe any contracts your agency has had with any organization(s) for these services within the last two (2) years and your experience providing these services. Include in your description any challenges, successes, and any program development or service-delivery issues you have experienced. Include any corrective action measures that had to be taken, if applicable to comply with those contracts.

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3. What key strengths, resources and/or abilities does your agency/organization have that it can bring in providing these services?

4. If your agency/organization is new to this service area, describe your capacity and capability to deliver the required services and your plan to be fully competent and functioning as a service provider by the time of the contract execution.

5.2.3 STAFF DESCRIPTIONS AND QUALIFICATIONS (0-20 points):

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

2. Describe the administrative management supervision structure of your agency/organization as it relates to the operation of these services and discuss any existing operational policies and procedures you have developed and would use to effectively deliver these services.

3. Describe how staff is supervised to ensure competency and appropriate delivery of service is being performed. Include in your description how staff problems are resolved and corrective action taken.

4. Describe any training provided to staff to strengthen skills and personal development.

5.2.4 CULTURAL AND GENDER RESPONSIVITY (0 – 20 points):

1. Describe how you will deliver services in a culturally responsive way to youth and families of color, youth and families with varying gender identities, and lesbian, gay, bisexual, transgender, queer, questioning, intersex (LGBTQQI+) youth and families.

2. Describe the initial training and ongoing training staff receive related to cultural and gender responsivity, and delivering services in a cultural and gender responsive manner.

Please describe the delivery mode of the training, the content of the training, and how many hours of training each staff receives annually.

3. Describe how you promote equity, diversity, and inclusion in your programming and staffing.

4. Describe your ability to provide linguistically appropriate services to monolingual (Spanish) youth and/or parents and guardians as well as for youth and/or parent and guardians who are non-English speakers, but speak languages other than Spanish.

5.6. Completed Proposal Certification (see the below form)

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PROPOSAL CERTIFICATION

RFP #2024-30

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:__________________________