RFP 2024-81- Housing Stabilization SHCM -Final.pdf

REQUEST FOR PROPOSALS #2024-81

FOR

SHELTER OPERATIONS AND CASE MANAGEMENT SERVICES at the

CLACKAMAS COUNTY STABILIZATION CENTER

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: October 2, 2024

TIME: 2:00 PM, Pacific Time

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

RFP #2024-81

SHELTER OPERATIONS AND CASE MANAGEMENT SERVICES

Page ii

SCHEDULE

Request for Proposals Issued……............................ September 4, 2024

Protest of Specifications Deadline..............................September 11, 2024, 5:00 PM, Pacific Time

Non-Mandatory Pre-Proposal Meeting………...….. September 16, 2024, 12:00pm Pacific Time

Deadline to Submit Clarifying Questions.................. September 25, 2024, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……...October 2, 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, October 2, 2024 (“Closing”), to provide shelter operations and case management services at the new Clackamas County Stabilization Center. 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-C01010-00011470.

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: Micheline D’Angelis, mdangelis@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.

Non-Mandatory Pre-Proposal Meeting:

A non-mandatory pre-proposal meeting will be conducted on Monday, September 16, 2024, at 12:00 PM PST.

Join Zoom https://clackamascounty.zoom.us/j/81936970432?pwd=AdTKhofe4ilAIEtje5Z5bbqeZhM0an.1 https://oregonbuys.gov/bso/view/login/login.xhtml https://www.clackamas.us/how-to-bid-on-county-projects mailto:mdangelis@clackamas.us https://clackamascounty.zoom.us/j/81936970432?pwd=AdTKhofe4ilAIEtje5Z5bbqeZhM0an.1

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 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 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.

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.

SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County, on behalf of its Health, Housing and Human Services Department, Housing and Community Development Division (“HCDD”), is seeking Proposals to provide shelter operations and case management services at the new Clackamas County Stabilization Center. 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

In response to community need for rapid behavioral health assessment and crisis stabilization, the Health, Housing & Human Services Department and the Clackamas County Sheriff’s Office have partnered to develop the Clackamas County Stabilization Center in the former Women’s Center building at 9200 SE McBrod Avenue in Milwaukie. This is part of Clackamas County’s effort to increase access points for services within its Recovery-Oriented System of Care. The new facility will be home to two programs, a behavioral health stabilization program (23-hour crisis stabilization) and a housing stabilization program (shelter and case management).

Currently, Clackamas County community members experiencing a behavioral health crisis do not have enough support resources to get back on their feet. Behavioral health includes mental health and wellbeing, and related behavior may include substance addiction. Often, these community members draw the attention of law enforcement and are taken to jail or the emergency room. Emergency departments and local jails are not equipped to provide the type of support they need, though that need is increasing.

The Clackamas County Stabilization Center, which will include two complimentary programs in the north and south halves of the building, will serve adults primarily referred by law enforcement, health providers, and mobile crisis responders. The program will build on the successful neighborhood relationships of the Clackamas County's Corrections Center that has existed at the site for more than 25 years. The Stabilization Center will be a comfortable and safe place for community members who need short-term support, coping skills and connections to resources to manage a crisis.

The building’s north half will operate a 24/7 schedule to provide short-term, drop-in behavioral health crisis stabilization services (23-hour crisis stabilization). The building’s south half will provide short-and medium-term housing stabilization to people experiencing homelessness through referrals from the county’s Coordinated Housing Access system. The two programs will be complimentary, ensuring close coordination and collaboration between the county’s behavioral health and housing systems. The site will be operated by one or more community-based organizations experienced in delivering related services.

This solicitation is for shelter operations and case management services that will be provided in the south half of the building (the Housing Stabilization Center). Further information on the requirements of these programs is provided below (Scope of Work). A separate RFP will be carried out for the behavioral health crisis stabilization services that will be provided in the north half of the building (the 23-Hour Stabilization Center). Proposers are welcome to respond to both RFPs – the County is open to a single provider operating both programs. Funding made available through this RFP may be used for one-time set-up costs and ongoing program operations.

In the event the funding sources for this program come with certain restrictions, any contract resulting from this RFP will be subject to those restrictions. For example, if the contract is funded with funding from 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.

3.3. SCOPE OF WORK

3.3.1. Scope:

Program Overview

This RFP is to procure shelter operations and case management services for the County’s new Housing Stabilization Center, a new housing stabilization program located within the new Clackamas County Stabilization Center. This program will provide a short-term stay option for program participants that need temporary housing as part of their stabilization. The housing stabilization program will serve 12 – 15 houseless adults at a time for an anticipated duration of 30 – 60 days. The provider will also support the program with case management services.

Shelter Operations

The service provider applicant will provide overall shelter operation and case management services to the Housing Stabilization Center, 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.

• Maintaining access to and scheduling of the stabilization beds.

• Conducting Homeless Management Information System (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 Housing Stabilization Center.

• Providing 24-hour 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.

• Work in collaboration with the 23-Hour Stabilization Center to identify program participants with needs across the respective programs (both behavioral health and housing needs).

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 participant 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 transition 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, and accompanying participants on apartment tours.

• 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.

Facilities Management Functions

The Clackamas County Stabilization Center and its facilities are the property of the County. The County maintains responsibility for overall maintenance and property management needs of the facility. The contracted provider will liaise with appropriate staff at the County in support of the County’s maintenance and facilities 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.

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. Facilities management could include, but is not limited to, maintenance, repairs, materials and supplies, landscaping, housekeeping, cleaning, utilities, and ensuring that the overall condition of the property and its infrastructure are maintained and meet standards defined by the County.

Program Ramp-Up Services

The County will be concurrently soliciting for construction services for the physical build-out of the Clackamas County Stabilization Center 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 Housing Stabilization

Center and common use facilities.

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

Program Start-Up

The County shall provide funding for costs associated with program start-up activities, to include, but not limited to:

• Furnishings and equipment

• Program and office supplies

• Initial supplies of food, maintenance and housekeeping items

• Costs for personnel hired to work at Stabilization Center incurred prior to the date clients are enrolled

• Program staff training

3.3.2. Budget:

The County has estimated the annual program operating costs to be approximately $1,500,000.

This does not include one-time start-up costs for items like furnishings, fixtures, or equipment.

These and other one-time start-up costs will be paid in addition to the annualized program budget.

Proposers shall provide competitive rates with an estimated not-to-exceed total for program operating costs. The proposed not-to-exceed price will be a factor in vendor selection.

3.3.3. Term of Contract:

The term of the contract shall be from the effective date through June 30, 2026, with the option for four (4) additional one (1) year renewals, subject to the mutual agreement of the parties.

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

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

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

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

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 28 – Confidentiality Article II, Paragraph 29 – Criminal Background Check Requirements Article II, Paragraph 30 – Key Persons https://www.clackamas.us/finance/terms.html

Article II, Paragraph 31 – Cooperative Contracting On-Call Provision Abuse Reporting

The following insurance requirements will be applicable:

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

Medical Profession Liability: ($1/$3M) 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.

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

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

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 Request for Proposals.

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

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 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.

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 10 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. Proposer’s History, Capacity & Implementation

• Describe your organization’s history performing the type of work and capacity to implement the described program for the identified population.

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

• Description of the organization’s ability to meet the requirements in Section 3.

5.3. Scope of Work

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 (15 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 how your organization incorporates lived experience/peer perspectives and voices into the service delivery model. 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.

Budget and Staffing Plan (20 points) Provide two detailed budgets, budget narratives, 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.

5.5. References

Provide 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 references may not be from County staff, but additional references may be supplied.

5.7. Completed Proposal Certification (see the below form)

PROPOSAL CERTIFICATION

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:__________________________

Budget

Shelter Operations Personnel

Personnel Subtotal: $0.00

Program Operations - Materials and Supplies

Program Operations - Materials and Supplies Subtotal: $0.00 Client Services

Client Services Subtotal: $0.00 Indirect Administration

Overhead/Admin $0.00 Indirect Subtotal: $0.00

Shelter Operations Total $0.00 Case Management Services

Personnel

Personnel Subtotal: $0.00 Program Operations - Materials and Supplies

Program Operations - Materials and Supplies Subtotal: $0.00 Client Services

Client Services Subtotal: $0.00 Indirect Administration

Overhead/Admin $0.00 Indirect Subtotal: $0.00

Case Management Services Total $0.00 Program Ramp-Up Services

Program Ramp-Up Services Total $0.00

Total Budget: $0.00