RFP 2025-10 STRP Final.pdf

REQUEST FOR PROPOSALS #2025-10

FOR

JUVENILE SHORT-TERM RESIDENTIAL PLACEMENT (“STRP”)

BOARD OF COUNTY COMMISSIONERS

CRAIG ROBERTS, Chair

PAUL SAVAS, Commissioner MELISSA FIRESIDE, Commissioner

MARTHA SCHRADER, Commissioner BEN WEST, Commissioner

Gary Schmidt

County Administrator

Thomas Candelario

Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: March 27, 2025

TIME: 2:00 PM, Pacific Time

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

2025-10 Page ii

SCHEDULE

Request for Proposals Issued……........................... February 24, 2025

Protest of Specifications Deadline........................... March 5, 2025, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions............... March 18, 2025, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time…. March 27, 2025, 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, March 27, 2025 (“Closing”), to provide Juvenile Short-Term Residential Placement (“STRP”). 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- 00012926

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.

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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.

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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)

2025-10 Page 5 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.

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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.

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SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County on behalf of its Juvenile Department (“CCJD”) is seeking Proposals from qualified organizations to provide Short-Term Residential Placement (“STRP”) and/or Emergency Shelter Care (“ESC”) services for youth who are referred by CCJD staff. Providers may apply to provide both Short-Term Residential Placement (STRP) and Emergency Shelter Care (ESC) or only one option.

Provider(s) please indicate if applying for both options or only one.

Option 1: Short-Term Residential Placements are up to ninety (90) days (with extension allowed per CCJD manager approval) per referred youth and the program is eligible for BRS reimbursements. CCJD currently has funding for up to three (3) youth per day for STRP services.

Option 2: Emergency Shelter Care placements are for up to fourteen (14) days (with extensions allowed per CCJD manager approval) per referred youth. Shelter placement may or may not be BRS eligible for reimbursement. CCJD currently has funding for up to two (2) youth per day for ESC services.

Contracts resulting from this Request for Proposals may be amended to account for changes in the number of placements that CCJD is willing and able to purchase. Preference will be given to those organizations that can provide STRP and/or ESC services within Clackamas County.

Through this RFP the County may award contracts to multiple organizations.

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, effective juvenile justice services to support youth and family success, honor victim rights, and create opportunities for youth to experience positive change, contributing to a safe, secure, healthy community.

We support a system of care that addresses a youth’s risk factors and supports success for that youth by identifying and building upon their strengths, competencies, and natural supports.

Youth will be assisted in creating greater connections within their community. 1Youth are to be served in the most developmentally appropriate, least restrictive, and most cost-effective level of care while developing family and community supports

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3.3. SCOPE OF WORK

3.3.1. Scope:

SHORT-TERM RESIDENTIAL PLACEMENT

The outcome of this Request for Proposals process will be the availability of Short-Term Residential Placement (STRP) services within 70 miles of the Clackamas County Juvenile Department. The selected provider(s) for STRP services will be licensed by the Oregon Department of Human Services Children’s Care Licensing Program (CCLP). CCLP licenses and regulates child caring agencies in Oregon. Selected provider(s) will provide stabilization and assessment of youth.

The successful organization(s) must be able to demonstrate their ability provide a safe, structured and supervised environment, exercise a fair and consistent application of boundaries/limits to the youth’s conduct and behavior coupled with predictable rewards for positive behaviors and reasonable consequences for rule violations. Additionally they must be able to provide and support an environment that offers supportive and nurturing relationships as well as being culturally, gender, and sexual orientation responsive to the youth and families’ needs.

OVERALL PROGRAM GOAL: To utilize the principals of family engagement that are aligned with the Developmental Approach1 to determine the needs of, and stabilize the behaviors of moderate to severely acting out youth by providing BRS qualifying Short-Term Residential Placement (STRP), case management, assessment, and recommendations in an out of home placement of up to ninety (90) days with the goal of family reunification and/or community re-entry. Services provided to the youth and families will be voluntary and in the least restrictive level for youth referred by the Clackamas County Juvenile Department. While in STRP, additional programmatic goals include youth attending all court hearings and CCJD appointments, as well as youth not committing new crimes. Selected provider(s) must demonstrate flexibility to screen youth for STRP at locations/times that are convenient for the family, (e.g. community, home, CCJD, educational institutions, video/virtually), thus considering and reducing barriers that may limit the opportunity for the family to be involved in the services provided to the youth and engage with the youth while the youth is in STRP.

TARGET POPULATION: Youth in need of treatment and services to meet their individualized needs that cannot be met in their current home placement. Youth shall be screened for placement into shelter services by CCJD staff to determine placement suitability based on eligibility criteria that is agreed upon by CCJD and selected provider(s). Selected provider(s) agrees to a no decline and no refusal policy that will provide services to all referred youth. Pre and Post-adjudicated youth in need of STRP placement shall exhibit one or more of the following characteristics:

1 Reforming Juvenile Justice: A Development Approach, http://www.njjn.org/uploads/digital-library/Reforming_JuvJustice_NationalAcademySciences.pdf http://www.njjn.org/uploads/digital-library/Reforming_JuvJustice_NationalAcademySciences.pdf http://www.njjn.org/uploads/digital-library/Reforming_JuvJustice_NationalAcademySciences.pdf

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1. Awaiting a preliminary court hearing whereby community-based placement is needed as an alternative to detention

2. Awaiting community-based placement or involved in an outpatient mental health and/or alcohol and drug treatment program whereby community-based placement is used as a support and reinforcement to treatment services

3. Completing a community-based treatment program whereby services are needed as a transitional alternative before returning home

4. Youth whose behavior and actions are escalating whereby community-based services are needed to de-escalate and stabilize behavior and strengthen individual and family relationships

SERVICE COMPONENTS: All service components will be compliant with current State of Oregon BRS rules and guidelines for the Assessment and Evaluation level of BRS services relative to programming, living environment, physical care, hygiene, and educational opportunities. Selected provider(s) must be enrolled, prior or by time of the contract, as a Medicaid Contractor for BRS type 06 through Oregon Health Authority (OHA) Contractor Enrollment Unit. Additionally, the selected provider(s) will be able to follow OHA’s Health Systems Division: Medical Assistance Program general Medicaid rules. The selected provider(s) must be prepared to transport and to meet any medical or psychiatric emergency. Specific service components, along with the target populations to be served, are listed below, but not limited to, the following:

1. STABILIZATION OF YOUTH'S BEHAVIOR: Stabilize the behaviors of moderate to severely acting out youth with the goal of family reunification and/or community re-entry in the most developmentally appropriate, least restrictive, and most cost-effective level of care while developing family and community supports. Assess the needs of the youth and family and provide recommendations for services that contribute to the successful return of the youth to the community or other appropriate placement. Determine community supports or collaborations with community partners such as schools and treatment resources that could support youth’s return home. Gather history of services or placements attempted with youth and family.

Specific service components: (Must meet all BRS service components, including but not limited to, the following services, depending on individual youth needs)

a. Cognitive, behavioral, and social assessment

b. Individual and group counseling and/or skill building

c. Skills training contributing to emotional and behavioral regulation

d. Family engagement and/or support

e. Court transportation to and from

f. Community inclusion

g. Crisis or planned respite

h. 24/7 staffing

i. Written service planning, pursuant to BRS rules, at the youth’s initial intake, and at 45 and 90 day reviews

2. ASSESSMENT OF YOUTH: Delivery of assessment, and rehabilitative services to youth with emotional and behavioral disorders. Services may be provided in the physical location

2025-10 Page 10 of the placements, in an outpatient clinic setting, in the home and/or community. Focus of services is on improving family and youth functions and reducing the impact of the emotional or behavioral disorder on daily life.

Outpatient services are provided on a short-term basis to address behaviors, achieve stabilization and immediate problem resolution. Mental health evaluations will be completed as needed, and billed the appropriately, to aid the CCJD counselor in determination of need for further out of home placement or creation of service delivery plan upon return to the family home

a. Provide a written assessment of youth and family needs

b. Assess/Provide or coordinate treatment services for alcohol and other drug dependence

c. Assess as needed and/or provide or coordinate psychiatric consultation/evaluation

d. Provide a trauma informed environment

e. Medication management

f. Case management, including integration and coordination of services

g. Provide a written Master Service plan within 45 days of intake

h. Educational enrollment and/or vocational opportunities

i. Identify a family liaison to communicate/coordinate intervention planning

j. Provide recreation opportunities and access to prosocial activities

k. Provide hygienic conditions

l. Provide nutritious, culturally appropriate and ample meals

m. Provide a de-institutionalized, homelike environment

n. Provide opportunity and transportation for community service/restitution earning opportunity

o. All youth will receive the service menu identified by the state of Oregon for BRS assessment and evaluation level services within required timelines

p. Include parents and/or guardians in the development of the Initial and Master Service

Plans, absent compelling circumstances documented and approved in advance by CCJD management

3. PREPARATION OF YOUTH FOR TRANSITION TO THEIR NEXT LIVING

ENVIRONMENT: Determine, establish and provide a written transition plan that addresses youth’s needs and provide recommendation(s) for the youth’s return home or to a higher level of care. This plan will be developed and incorporated into the BRS required Master Service Plan and Discharge Summary at the conclusion of a youth’s placement in STRP.

a. Case Management

b. Competency and interpersonal skill development

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c. Life skill development

d. Provide an aftercare/transition plan at least 30 days prior or as close as possible to discharge

e. Provide a written discharge summary within 15 business days of discharge. (Including community-based services, education and support plan)

f. Family engagement focused on increasing communication and strengthening relationships that contribute to the reunification of the youth with their family

g. Facilitate integration and coordination with schools and mental health services

h. Assist youth in developing a plan for establishing community connections/engagement upon their return home

4. TARGETED NEEDS WITHIN CERTAIN YOUTH POPULATIONS: Provide STRP to youth in need of placement, individualized treatment and rehabilitation services.

Specific service components: (Must meet all BRS service components, including but not limited to, the following services, depending on individual youth needs)

a. Participate in the development and implementation of safety plans to address the circumstances, conditions, and needs of individual youth.

b. Recruit and train staff and/or foster homes to supervise and support youth from the target populations listed below:

i. Youth with criminal allegations of sexual offense(s) who require individualized supervision plans

ii. Youth with criminal allegations who cannot be safely maintained in their homes for a variety of reasons

iii. Lesbian, gay, bisexual, transgender, queer, questioning, intersex (LGBTQQI) and other sexual orientation and gender identity minority youth

iv. Youth with specific needs, i.e. fire setting behaviors, serious emotional disturbances, and suicidal ideation.

v. Intellectually developmentally disabled youth

vi. Commercially sexually exploited youth

ADDITIONAL REQUIREMENTS: In addition to the items listed above, providing BRS service level Short-Term Residential Placement services, licensed by the Oregon Department of Human Services Children’s Care Licensing Program (CCLP), and enrolled as a Medicaid Contractor for BRS type 06 through Oregon Health Authority (OHA) Contractor Enrollment Unit the selected provider(s) must be able to do the following:

1. Ensure all services provided to be culturally, gender and sexual orientation competent and responsive. The selected provider(s) proposal will demonstrate their commitment to behaviors, attitudes and policies that enable the contract agency to deliver service in welcoming and affirming ways that meet the diverse needs of the youth and their families.

2. The selected provider(s) must demonstrate the ability to provide linguistically appropriate service to all parents and/or guardians who are non-English speakers

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3. Routine Medical care for STRP youth: Selected provider(s) will assist the youth in applying for the Oregon Health Plan (OHP) or the prevailing health insurance coverage that is offered by the State of Oregon for low-income, uninsured individuals by completing a MSC1462 form. A youth’s health insurance or OHP will be utilized for their medical needs.

4. Training: All staff employed by the STRP program shall be in compliance with the BRS training requirements of an initial 28 hours of training upon initial employment relative to topics outlined in the BRS Oregon Administrative Rules (OAR) and 16 hours annually on the topics outlined in the BRS OAR Additionally each organization is required to provide and document staff participation annually of cultural, gender identification, and/or sexual orientation training to staff/foster.

5. Critical Incident Reporting: The selected provider(s) in addition to complying with all Oregon Department of Human Services Children’s Care Licensing Program (CCLP) and BRS reporting requirements will also do the following:

a. The selected provider(s) shall immediately notify the CCJD Supervisor overseeing this contract by telephone and/or no later than within the same working day of a critical incident or a sensitive topic. If the incident or sensitive topic occurs after normal business hours, on a holiday or weekend, and/or is unable to directly speak with the CCJD Supervisor overseeing this contract, the selected provider(s) shall then contact the Juvenile Intake and Assessment Center by telephone and ask to speak with the on-call supervisor or on-duty shift supervisor. A written report shall be submitted within three

(3) business days of the incident.

b. For incidents requiring youth to appear in court, written notification should be provided prior to 9am the following business day.

c. A critical incident is defined by BRS OAR and/or the following:

ii. Any event likely to elicit heightened public interest or litigation.

iii. An incident that punishes, endangers, or otherwise harms a youth as a result of staff action or inaction.

iv. The death of a client.

v. A suicide attempt or self-injury with significant intention to cause self-harm or death on the part of a client.

vi. A medical situation that results in the need to go to the emergency room or hospitalization.

vii. Criminal charges brought against a staff member or subcontract staff member involving a client.

viii. Professional misconduct by a staff member or subcontract staff member, including but not limited to sexual harassment or exploitation of a client including any sexual contact by staff, willful infliction of pain or injury of a client, and physical injury to a client by other than accidental means or is at variance with the explanation.

ix. Actions by a client that result in the death or serious injury of another person.

x. Any incident deemed by Contractor to be of a critical nature.

d. The CCJD Assistant Director shall determine the appropriate follow-up. Contractor shall fully cooperate in any fact-finding inquiry that may be conducted.

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6. Runaway Notification: In the event a youth runs from a STRP program, staff with knowledge of the run incident will ensure that immediate notification will be made to the youth’s parent, the law enforcement agency who responds to their location and to the Clackamas County Juvenile Assessment and Intake Center. To be in compliance with Title IV-E requirements relative to youth who run away from a foster care placement, this notification must be made without delay.

7. Pursuant to Title IV-E Requirements: CCJD will generate a Voluntary Placement Agreement with each youth placed in STRP. STRP Contractor will notify the CCJD when the status of each placement changes to ensure accurate utilization dates in the Juvenile Justice Information System (JJIS). New federal rules regarding Family First requirements are forthcoming and may be applied to the final contract. Interested parties should reference Family First legislation.

8. 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 Contractor will submit specific output measures on a monthly basis, to CCJD. Output data may include dosage and frequency of intervention.

9. Quarterly/ Reviews: Quarterly contract compliance reviews will be conducted by CCJD managers.

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

11. Readiness to Provide Service: There will be no start-up period for Contracts resulting from this RFP. Proposers shall reasonably expect to have the capability of providing the full Scope of Work as described in this RFP on the Contract Effective Date, which is anticipated to be July 1, 2025. CCJD may consider exceptions to this Work Schedule provision for, in its sole discretion, certain minor service elements.

EMERGENCY SHELTER CARE

SCOPE OF WORK OVERVIEW: The outcome of this RFP process is to secure skilled provider(s) who can provide Emergency Shelter Care services for youth in Clackamas County. Emergency Shelter Care placements are for up to Thirty (30) days (with extensions allowed per CCJD manager approval) per CCJD referred youth.

OVERALL PROGRAM GOAL: The overall program goal is to secure provider(s) of Emergency Shelter Care (ESC) for youth in Clackamas County as an immediate, short-term respite of care. The selected provider(s) will demonstrate a history of, and have the ability to provide safe, predictable housing and basic support services can be provided in either BRS or in Non-BRS group home setting or through sub-

2025-10 Page 14 contracted foster care homes. The selected provider(s) will facilitate continuity with education and pre-existing medical/counseling appointments and create a reunification plan with the family including new strategies to address issues in the home. Selected provider(s) will be responsible for furnishing adequate structure and supervision day and night.

TARGET POPULATION: Youth in need of immediate, short-term respite of care referred by CCJD.

CCJD will screen for placement into shelter services to determine placement suitability based on eligibility criteria that is agreed upon by CCJD and selected provider(s). Selected provider(s) agrees to a no decline and no refusal policy that will provide services to all referred youth.

SERVICE COMPONENTS: In addition to the selected provider(s) group home, and/or sub-contracted foster home, licensed/accredited by the Oregon Department of Human Services Children’s Care Licensing Program (CCLP) as an Oregon DHS licensed contractor/provider, the selected provider(s) for this program will be able to provide all the following:

1. Be able to immediately respond to CCJD’s initial contact and provide transportation from the Juvenile Intake and Assessment Center (JIAC) to placement within the 5 hours holding period.

2. Provide immediately, as requested, short term emergency shelter care in an Oregon Department of Human Services (“ODHS”) licensed foster home or group home (congregate care) setting to provide immediate crisis stabilization.

2. Create a crisis plan.

3. Provide youth structure during the day and supervision at night

4. Provide initial notification and follow up to family within 24 hours of placement

5. Provide supports to the youth during their stay to reduce further trauma and/or disruption to their current routine, including but not limited to:

a. Provide transportation for youth to and from the youth’s current educational placement, including homeschool

b. Provide transportation for youth to and from the youth’s doctor’s appointments, court hearings, and any other scheduled and/or required appointments

c. Provide continuity with education and pre-existing medical/counseling needs

6. Provide reunification support for youth and family in preparation for the conclusion of ESC, including but not limited to:

a. Create a reunification plan to home with the family including recommendations and referrals as needed, and provide copy to CCJD

b. Planning and participation in a reunification meeting with the family and youth

c. Share potential interventions and resources with family and youth

d. Provide a crisis line or means to communicate with selected provider(s) for the family to discuss reunification plan for youth

7. Staffing Requirements: Have trained supervisor(s), who provide qualified oversight, supervision and quality assurance of the foster families, staff, or other personnel providing direct services to:

a. Ensure quality customer service.

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

c. Provide training to staff as necessary including, but not limited to:

i. Verbal de-escalation

ii. Conflict Diffusion

iii. Trauma Informed Care

iv. Commercial Sexual Exploitation of Children (CSEC)

v. Fire-setting youth

vi. Sex offending youth

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vii. Cultural, Racial, Ethnic, Religious, Sexual Orientation, and Gender (including Gender Identity) Responsivity

viii. Continuing Education Units as required by ODHS Certification and licensing standards

ix. Other training(s) as may be designated by CCJD

x. 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

ADDITIONAL REQUIREMENTS: In addition to the items listed above, providing immediate respite care, Emergency Shelter Care (ESC) services, in a license Oregon Department of Human Services Children’s Care group and/or foster care home, the selected provider(s) must be able to do the following:

1. Ensure all services provided to be culturally, gender and sexual orientation competent and responsive. The selected provider(s) proposal will demonstrate their commitment to behaviors, attitudes and policies that enable the contract agency to deliver service in welcoming and affirming ways that meet the diverse needs of the youth and their families.

2. The selected provider(s) must demonstrate the ability to provide linguistically appropriate service all parents and/or guardians who are non-English speakers.

3. Routine Medical care for ESC youth: Selected provider(s) will assist the youth in applying for the Oregon Health Plan (OHP) or the prevailing health insurance coverage that is offered by the State of Oregon for low-income, uninsured individuals by completing a MSC1462 form. A youth’s health insurance or OHP will be utilized for their medical needs.

4. Critical Incident Reporting: The selected provider(s) in addition to complying with all Oregon Department of Human Services Children’s Care Licensing Program (CCLP) reporting requirement will also do the following:

a. The selected provider(s) shall immediately notify the CCJD Supervisor overseeing this contract by telephone and/or no later than within the same working day of a critical incident or a sensitive topic. If the incident or sensitive topic occurs after normal business hours, on a holiday or weekend, and/or is unable to directly speak with the CCJD Supervisor overseeing this contract, the selected provider(s) shall then contact the Juvenile Intake and Assessment Center by telephone and ask to speak with the on-call supervisor or on-duty shift supervisor. A written report shall be submitted within three

(3) business days of the incident.

b. For incidents requiring youth to appear in court, written notification should be provided prior to 9am the following business day.

c. A critical incident is defined as, but is not limited to the following:

i. Any event likely to elicit heightened public interest or litigation.

ii. An incident that punishes, endangers, or otherwise harms a youth as a result of staff action or inaction.

iii. The death of a client.

iv. A suicide attempt or self-injury with significant intention to cause self-harm or death on the part of a client.

v. A medical situation that results in the need to go to the emergency room or hospitalization.

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vi. Criminal charges brought against a staff member or subcontract staff member involving a client.

vii. Professional misconduct by a staff member or subcontract staff member, including but not limited to sexual harassment or exploitation of a client including any sexual contact by staff, willful infliction of pain or injury of a client, and physical injury to a client by other than accidental means or is at variance with the explanation.

viii. Actions by a client that result in the death or serious injury of another person.

ix. Any incident deemed by Contractor to be of a critical nature.

e. If the selected provider(s) is providing BRS services, the selected provider(s) will also follow all BRS reporting requirement(s).

d. The CCJD Assistant Director shall determine the appropriate follow-up. Contractor shall fully cooperate in any fact-finding inquiry that may be conducted.

5. Runaway Notification: In the event a youth runs from a ESC placement, staff with knowledge of the run incident will ensure that immediate notification will be made to the youth’s parent, the law enforcement agency who responds to their location and to the Clackamas County Juvenile Assessment and Intake Center. To be in compliance with Title IV-E requirements relative to youth who run away from a foster care placement, this notification must be made without delay.

6. 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 Contractor will submit specific output measures on a regular basis (monthly, quarterly, and/or semi-annually) to CCJD and will be periodically reviewed with CCJD. Output data may include dosage and frequency of intervention.

7. Quarterly/Semi Annual Review: A quarterly compliance review will be conducted by CCJD manager(s).

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

9. Readiness to Provide Service: There will be no start-up period for Contracts resulting from this RFP. Proposers shall reasonably expect to have the capability of providing the full Scope of Work as described in this RFP on the Contract Effective Date, which is anticipated to be July 1, 2025. CCJD may consider exceptions to this Work Schedule provision for, in its sole discretion, certain minor service elements.

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3.3.2 Term of Contract:

The term of the contract(s) resulting from this RFP is expected to be from July 1, 2025 through June 30, 2030.

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:

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.

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

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

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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).