RFP 2025-30 Clarifying Questions -1.pdf

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

REQUEST FOR PROPOSALS #2025-30 FOR

RESIDENT SERVICES, TUKWILA SPRINGS

RESPONSE TO CLARIFYING QUESTIONS

April 17, 2025

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

1. Is there a FTE amount or a ceiling budget for this program for instance, for 48 units of PSH and the support that they would need through resident services. I think we have an idea of a model 7 days a week but could be exponential to what your budget would allow?

Answer: Not really. No, I think that we left it for providers to sort of tell us what they think would be needed to provide adequate coverage. You know, it's definitely more than one FTE, one can't cover 7 days a week. We have sort of framed this as a yeah, we haven’t set up a floor or a ceiling. We want to know what an agency would propose to provide to meet the needs of the residents, and as I said, the not to exceed total budget proposed would factor into the scoring considerations. We're hoping that we will get your best thinking about what the proposing agency thinks would be a successful program designed for resident services

2. What the case management organization team does at Tukwila? So we're not doing dual services. One example of that that comes to mind is if a resident needs transportation to a medical appointment is that something that the case management services are already doing? Or is that something that the resident services team would be responsible and supporting?

Answer: The That one we may have to follow up with you in writing about. Currently, the Supportive Services Case management provider is the Native American Recovery Association, and we do not hold that contract. So the contract is held currently by home forward. So it is not our contract to share. We will be posting an a notice of intent to award a sole source contract to the Native American Recovery Association for support of Housing case management services at Tukwilla Springs. So it is our intention to notice the community that we are intend to have that contract but we don’t at the moment. Since it will be a SHCM. A supportive housing case management contract for site based. PSH, that that we will hold it will be I think that the as an agency with supportive housing case management scope in your in your current contracts, actually, both of the agencies here have those in your contracts.

Follow-Up Answer: This is typically something provided by case management, not resident services, though the specific example - transportation to a medical appointment - is a grey area. While resident services does play a role in sharing information on mainstream and community resources of benefit to residents, it is case management that take on the active brokering and direct facilitation of access to services. In the case of medical appointments, however, many Medicaid members and some other health plans provide transportation for low income members to appointments, and in that case there may be some role for resident services - inasmuch as a typical resident services service is calendaring events and providing front desk services. So, in this example, resident services may support this service by contacting the transportation service to confirm the time of arrival; maintaining that information on a calendar; and granting access to the lobby of the transportation service to meet and pick up the resident.

3. When I have a question about security services at Tukwila. Are those determined by the resident services or is that otherwise determined?

http://www.clackamas.us/

Answer: So currently, the security services are contracted by the agency that currently provides the resident services and the property management so given that that agency has notified the county of its intent not to seek to renew their contract for the next fiscal year. There will be a new relationship with security. Starting July one, so that the question is sort of still open. I think that there's the option that the housing authority holds the contract.

It's 1 directly there's the option that the Property Management Company holds the contract. That's another. And are you asking would, is there an option where the resident services provider holds the contract for the security cause? I I think the security would likely tie to the property management. So it's either going to be the owner, which is the housing authority that that has the contract or the Property Management Company.

4. Is there already an RFP to replace the Property Management Company, or you haven’t done that yet?

Answer: Yes, there is an RFP. That I believe concluded for property management. It was. It was an RFP. That was initially issued by the county for a specific property owned by the housing authority. That's different than the Tequila Springs property, but there was language in that solicitation that allowed the county to procure from it property management services for other properties of the housing authority. And so it's our intention to procure the property management services, for Tequila Springs through that solicitation.

5. Do you have any idea when that notice of intent will be?

Answer: No, although I know that the scoring committee for that solicitation did meet today. So, but I don't know what. So presumably not too far out. Although you know the county you know, has a discretion to not award a contract based on that solicitation, so there may be no intent to award right? So I can't answer that definitively.

6. I’ve never seen one property have 3 different contracts. Why, property management, resident services and case management in 3 separate contracts?

Answer: I mean, I think the approach that we are taking now is predicated upon the sort of the situation created by the notice provided to us by the property management and resident services provider that they intended not to renew their contract with. So we did have a single agreement that comprised all components, all 3 components.

We had a single agreement with that agency, that agency provided the property management, the resident services and subbed the support of housing case management services Now in the interest of the residents. We just approach the Supportive Housing Case management provider about the possibility of them continuing under a direct contract with the county, because we wanted to maintain a continuity of services for the households, and that agency confirmed that they would, they would be willing to do so. So we so they sort of broke that out. And that's the that's the notice of intent that to award a sole source that will award that will be discussed. We'll be posting. The other components just need to be in place. Right? This is an important project. These are vulnerable households. We can't leave any of these components out. And so we already had a solicitation on the street for property management when this notice was given to us, and so the only missing piece, was the resident services.

And so that's where this solicitation comes in. There is it is not like it. Was it was designed some, you know, Prior, What we want for Tukwila springs is 3 separate contracts. Essentially, we are just responding to the situation. That has been kind of created by the notice from the agency.

7. Was there any thought to combine resident services and case management, or there was no inter. I do not know how much you can share. But to just my analytical brain, that's it. Just seems sort of natural, but I don't know.

Answer: Yeah, and the case management provider was notified about the solicitation.

8. I think I saw on the contract that this would, if, if whoever is awarded, the contract would actually begin in June. Is that correct? So there would be a month of overlap as opposed to the beginning of the fiscal year? Or did I not read that correctly?

Answer: Starts July 1st ends June 30th 2026.

9. I know you said it could live at the county. Are you planning to stay with the same security company, or go with something more Clackamas Based? Or has those been thoughts?

Answer: What I can say is that we have not discussed any in any intention of the county to sole source a contract with the existing Security Company. So my supposition would be that the security contract would result from a solicitation.

10. Alright, so you'd like to see it in the proposal?

Answer: Yep, I mean that. Now that said if in contract negotiations, for example, with the Property Management company that was selected to provide property management. We came to mutual agreement that we wanted the Property Management Company to hold the contract. Then it would be to them they would be subject to procurement rules, and they would have to procure it so either way.

Yes, you are correct. So some type of procurement. If the county holds it we could do a cooperative with the State.

But those are the only 2 options. There has to be some type of procurement

End of Clarifying Questions #1