RFP 2024-80 Clarifying Questions- 1.pdf
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- Attached to
- RFP# 2024-81 SHELTER OPERATIONS AND CASE MANAGEMENT SERVICES at the CLACKAMAS COUNTY STABILIZATION
- Solicitation number
- S-C01010-00011470
- Issued by
- Clackamas County, Mission CDP, Oregon
About this file
This is a clarifying questions response document issued by Clackamas County, Oregon regarding Request for Proposals (RFP) #2024-80 for operations of a 23-hour crisis stabilization program at the Clackamas County Stabilization Center. The county will provide a purpose-built facility with an anticipated construction completion date of June 30, 2025, and seeks to begin service operations as soon thereafter as possible. The initial contract term will commence upon contract execution, anticipated for January 2025, and expire on June 30, 2026. The county anticipates annual operational program costs of approximately $1.5 million. Clackamas County will be responsible for overall maintenance and property management needs including utilities and capital improvements, while the service provider will hold responsibility for day-to-day facilities management functions including janitorial services and minor repairs, with county funding allocated separately for these services.
Regarding startup costs, the county will cover all reasonable and necessary expenses including personnel costs for the ramp-up period (approximately two months for leadership positions and less than one month for program staff), professional contracted services, training fees and materials, program and office supplies, furniture, fixtures, equipment, and applicable facility costs. The county will separately manage and fund all construction, architecture, and building insurance costs. The county does not currently anticipate operational funding through Medicaid CCO billing, as there is no billable code for 23-hour stabilization centers under Medicaid at this time; however, if the service becomes eligible for future Medicaid billing, the provider is expected to pursue such reimbursement. No specific budget range for startup costs was provided by the county.
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Text version
PH: 503-742-5400 WWW.CLACKAMAS.US
REQUEST FOR PROPOSALS #2024-80
OPERATIONS of a 23- HOUR CRISIS STABILIZATION PROGRAM at the CLACKAMAS COUNTY
STABILIZATION CENTER RESPONSE TO CLARIFYING QUESTIONS
September 17, 2024
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. Is the County able to provide a proposed floor plan or approximate amount of square footage allotted for the stabilization center?
Answer: See attached floorplan.
2. Is there a start-up budget range available to be shared for the stabilization center?
Answer: The county will cover reasonable and necessary costs for start-up, including materials and supplies, staffing, and training. There is not a budget range for start-up. Allowable costs include, but are not limited to:
• Personnel costs for ramp-up period (anticipated to be approximately two months for leadership positions and less than one month for program staff).
• Professional contracted services, such as specialized treatment providers.
• Training fees and materials.
• Services and supplies, including program and office supplies.
• Furniture, fixtures, and equipment.
• Facility costs, as applicable.
3. What is the timeframe for the proposed renovations?
Answer: The anticipated construction completion date is June 30, 2025. The county wish to have services start as quickly thereafter as possible.
4. Can you please confirm that Clackamas County will pay for all construction/architecture/building insurance costs? We would like to confirm that these costs do not need to be included as part of startup.
Answer: That is correct. The county has carried out a separate procurement for construction. Construction will be underway soon and the anticipated completion date is June 30, 2025. The site will be purpose-built for the delivery of this program. Insurance for the building structure will be held by the county. The service provider(s) will be required to carry insurance related to program delivery (per the terms of the services contract).
5. Please confirm the contracting timeframe. For instance, would an operator expect to begin operations July 1, 2026, if the start-up/implementation contract runs through June 30, 2026? Thus, the timeframe for the $3.1M program budget would be for Year 1 of operations beginning July 1, 2026? And will that $3.1 continue year over year for operational costs?
Answer: The initial contract term will begin upon contract execution, anticipated to be January 2025, and expire June 30, 2026. Given the anticipated construction completion date of June 30, 2025, the initial contract term will include a period of program operation. We anticipate the program operating cost to be approximately $1.5 million annually.
PH: 503-742-5400 WWW.CLACKAMAS.US
6. The RFP states that the County is responsible for "overall maintenance and property management needs", does that include janitorial, utilities, etc.? If not, do these costs need to be included in the overall operational/program budget?
o Relatedly, the proposal states that “The County may include facilities management services in the scope of this contract, depending on the selected provider’s ability to perform property management functions.”
Could you provide further clarification on who assumes what expense categories as it relates to “facilities management functions”
Answer: The county’s preference is for the service providers(s) to hold responsibility for day-to-day facilities management, including janitorial and minor repairs. The county will allocate funding for that on top of the base program budget. Regardless, the county will carry utilities and asset preservation/capital improvement responsibilities and costs.
7. Is the County expecting any operational funding to be received by the operator through Medicaid CCO’s?
Answer: No, not at this time. Currently, there is no billable code for 23-hour stabilization centers for Medicaid.
If, in the future, the service becomes eligible for Medicaid billing, we would expect the provider to bill for eligible services.
Attachments: McBrod Ground Level Floor Plan – Drawing A101.
End of Clarifying Questions #1
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