RFP 2025-89 Organizational Assessment H3S .pdf

REQUEST FOR PROPOSALS #2025-89

FOR

ORGANIZATIONAL ASSESSMENT AND FISCAL SUSTAINABILITY ANALYSIS

BOARD OF COUNTY COMMISSIONERS

CRAIG ROBERTS, Chair

PAUL SAVAS, Commissioner MARTHA SCHRADER, Commissioner

BEN WEST, Commissioner DIANA HELM, Commissioner

Gary Schmidt

County Administrator

Ryan Rice

Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: February 12, 2026

TIME: 2:00 PM, Pacific Time

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

RFP 2025-89 Organizational Assessment Page ii

SCHEDULE

Request for Proposals Issued……........................... January 8, 2026

Protest of Specifications Deadline........................... January 15, 2026, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions............... February 5, 2026, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time…. February 12, 2026, 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, February 12, 2026 (“Closing”), to provide an Organizational Assessment and Fiscal Sustainability Analysis. 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- 00015676.

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: Ryan Rice, rrice@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:rrice@clackamas.us

RFP 2025-89 Organizational Assessment Page 2

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

RFP 2025-89 Organizational Assessment Page 3 award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an

RFP 2025-89 Organizational Assessment Page 4 extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

RFP 2025-89 Organizational Assessment Page 5

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 Best and Final Offer: County may request best and final offers from those Proposers determined by County to be reasonably viable for contract award. However, County reserves the right to award a contract on the basis of initial Proposal received. Therefore, each Proposal should contain the Proposer’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, County may select for final contract negotiations/execution the offers that are most advantageous to County, considering cost and the evaluation criteria in this RFP.

2.28 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.

2.29 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.

RFP 2025-89 Organizational Assessment Page 6

SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

The Clackamas County Health Housing and Human Services (“H3S”) Department is seeking proposals from vendors to conduct a comprehensive organizational and fiscal sustainability assessment of H3S. This will include an assessment of the department’s organizational structure of programs and financial health.

It will result in recommendations and an implementation plan that will create a fiscally sound, coordinated and aligned equity-driven department. The goal is to identify alternatives for organizing and funding H3S operations in order for the department to provide efficient and cost-effective services for the community and to support critical capital improvement projects (i.e. Recovery Campus).

Goals:

1. Modernize the department’s organizational and internal systems for effective, efficient, and resilient services.

2. Foster financial sustainability and strength through the development of a financial analysis and evaluation of potential revenue sources.

3. Align programmatic work across divisions to ensure equitable delivery of services.

The Department has entered a challenging fiscal environment due to limited revenues, statewide increases in the Public Employee Retirement System (“PERS”) premiums, and a shifting state and federal funding environment that has put pressure on contingencies and unappropriated ending fund balance percentages.

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

H3S includes six (6) divisions and currently employs over 800 people with an operating budget of $406 million. The department's mission is to lead and learn with equity in serving individuals, families, and communities by providing access to high-quality healthcare, housing, and services that strengthen social and economic resilience. The six H3S divisions are:

• Behavioral Health

• Children, Family and Community Connections

• Health Centers

• Housing and Community Development

• Public Health

• Social Services

In addition to these divisions, the H3S Director’s Office provides strategic direction for the department, guidance on the overall department program and budget priorities, and infrastructure support for operating divisions.

The department created its first-ever Strategic Action Plan (“SAP”) in 2024. This plan includes a vision and mission to guide our work and three goal areas to provide a roadmap for implementation. One of the driving factors to develop the SAP was to build a foundation to come together as one department and not six separate divisions. The plan has served as an entry point to examine how we can improve organizational effectiveness and share resources across divisions to better serve the communities in Clackamas County.

RFP 2025-89 Organizational Assessment Page 7

Specifically, the SAP includes 3 broad goals that focus on increasing collaboration and partnership across divisions to improve our programs and services, as well as reviewing the organizational and business practices for efficiencies. The 3 goals are:

• Goal 1: Empowered and Thriving Staff focuses on improving department-wide communication, developing ways to increase staff engagement, developing a department-wide onboarding plan, and working to ensure staff have the resources to promote a sense of safety and belonging.

• Goal 2: Equity Driven Services includes strategies and objectives that focus on developing a partnership plan, developing a comprehensive department-wide equity framework, and improving and increasing culturally responsive and accessible services and materials.

• Goal 3: Organizational Excellence and Continuous Quality Improvement includes strategies and objectives that focus on standardizing business services systems across the department, exploring the feasibility of a closed-loop referral system, and developing change management principles and resources as programs and divisions approach changes or look to launch initiatives.

H3S is also guided by the County’s Board of Commissioners' overarching priorities, which are:

• Safe, Secure, and Livable Communities

• Vibrant Economy

• Strong Infrastructure

• Healthy People

• Public Trust in Good Government

H3S leadership recognizes its responsibility to assess the health of the organization, provide direction with priority setting, and make changes as needed. We have already experienced a first round of budget reductions. In October 2025, H3S had to make budget adjustments in three divisions resulting in a reduction of 27 full time employees and services provided to County residents and expect to see further reductions in the next fiscal year.

Due to ongoing budget uncertainties, H3S also needs to become more responsive and nimble to respond to future budget fluctuations while meeting the most pressing needs of Clackamas County residents. We want to identify and implement changes in operations and/or programming to be able to better respond to the changing funding landscapes and identify cost savings measures as we build future budgets.

Given the limited resources of the County, shifting state and federal funding landscape, and future needs of the County that could include significant capital investments (Recovery Campus), it is critical for H3S to provide services in the most efficient and cost-effective manner. Highly qualified proposals will demonstrate the ability to use proven methodologies and provide creative, strategic solutions that will have a lasting impact.

Some work has begun through our SAP to standardize operations, identify specific opportunities to increase collaboration and coordination, and identify opportunities to align the work among the different divisions. However, given the current and future budget landscape, the need to examine how we do our work and how we are organized to do that work warrants a closer examination and analysis.

Currently, divisions have begun looking closely at how they operate. This organizational assessment will allow us to leverage the work that is currently happening within those divisions and look holistically at how we need to be organized at a department level. The FY 26-27 budget process has begun, which also presents an opportunity to align this assessment with future budgets. Lastly, county internal service partners (HR, Finance) work with us as if we operate as one department but we currently do not have universally adopted operating procedures across our department. In an effort to meet their needs, it is

RFP 2025-89 Organizational Assessment Page 8 incumbent upon us to identify where we can improve and update our protocols, processes, and practices to ensure we are responding as one department.

3.3. SCOPE OF WORK

H3S is issuing this Request for Proposals (“RFP”) to contract with an independent third-party that specializes in organizational development and financial analysis. Clackamas County Health, Housing and Human Services invites interested and qualified vendors, hereafter referred to as “Contractor,” to submit bids that fulfill the scope of work and schedule of this RFP.

Clackamas County Health, Housing and Human Services is seeking a qualified contractor to conduct a comprehensive organizational and financial assessment that could include:

1. Analyze organizational and financial structure, which will include:

a. Examine the structure and scope of work of each division, including the Director’s

Office, with attention to how the structure aligns with current and emerging community needs and anticipated and unanticipated changes in funding sources.

b. Review the various funding streams and identify how they impact the departments’ overall ability to establish financial sustainability.

c. Review functions that are delivered in each division versus department-wide and assess whether consolidation or shared services would strengthen financial stability and/or operational efficiency.

d. Examine what services we provide versus contracting out to community-based organizations and how best to leverage community strengths while maintaining accountability for outcomes.

e. Examine how the organization should be positioned to best serve the needs of the community and future leaders 5 years from now.

f. Identify the strengths and areas for improvement of our department.

g. Identify best practices from comparable municipalities for benchmarking the organizational and financial structures.

2. Present recommendations and facilitate a decision-making process for H3S leadership on how

H3S should structure its operational and programmatic functions to build long-term financial resilience and service alignment with community needs. Recommendations should consider:

a. Opportunities for H3S to operate more efficiently, such as by reducing redundancies.

b. What functions should stay at the division level versus be moved to the department level.

c. What services should be contracted out and/or no longer provided.

d. Whether the current division structure should be changed.

e. Identify opportunities for divisions and programs to find increased alignment in the services and supports delivered.

f. The desired culture of H3S is one that promotes belonging and empowerment.

g. Apply equity decision-making principles to recommended changes to organizational and funding structure to analyze impact.

3. Facilitate the development of an implementation plan that integrates change management principles and tools and a trauma-informed approach.

a. Determine a timeline for proposed changes and employee engagement opportunities.

b. Identify the impact these changes will have on different stakeholders.

c. Provide a framework for evaluating progress.

The contractor will lead the assessment, analyze findings, and make recommendations that ensure an organizational and financial structure that is best aligned to the mission and the business of H3S for now and the near future.

A range of methods should be considered that include conducting interviews from a range of stakeholders, which could include focus groups, virtual, and in-person. The contractor may convene a

RFP 2025-89 Organizational Assessment Page 9 multi-disciplinary workgroup comprised of H3S staff to provide input on the development and implementation of the data collection elements.

Throughout the process, department and division staff will serve as key collaborators, providing insight into how programs have been historically structured and funded, how community and fiscal conditions are shifting, and what internal changes would be most practical and sustainable. The selected contractor will incorporate this expertise and ensure leadership engagement throughout the analysis and recommendation phases.

The following draft timeline assumes a contract is executed and notice to proceed is issued by March 2026.

The contractor will employ a phased approach that recognizes the County’s fiscal calendar and the need for early decision-making. A preliminary organizational and funding framework will be delivered by October 2026 to inform FY 27–28 budget adjustments, with full implementation of changes to administrative functions targeted for July 2027. The subsequent phase will focus on program-level reorganization aligned with the County’s health, housing, and human services theory of prevention, recovery-oriented system of care, and “no wrong door” service philosophy, as well as shifting and sustainable-funding models. This phase will culminate in full implementation by July 1, 2028.

The project will include two interrelated and overlapping workflows:

Workflow A: Assessment of Administrative Services — Focused on determining and identifying efficiencies and develop the most appropriate department-level model for finance, contracting, procurement, human resources, and other administrative functions.

Workflow B: Program Delivery Structure Alignment — Focused on developing and implementing a department-wide program-delivery organizational structure aligned with prevention-based and recovery-oriented frameworks, integrated service pathways, and sustainable funding and community-need models.

Dual-Track Milestones (subject to change as needed):

April-June 2026 Joint Discovery & Planning

October 2026 Assessment of Administrative Services Framework presented

July 2027 Revised Administrative Services Framework operationalized Present Integrated Organizational Direction (administration and program alignment) to leadership for review

October 2027 Department Program Delivery Structure Alignment Framework finalized

July 2028 Department Program Delivery Structure Alignment Framework operationalized

Contractor should submit monthly invoices for services provided. Travel expenses are allowable under this agreement. Final deliverable is the final report, which must be reviewed & accepted by H3S before final payment is made.

3.4. Term of Contract:

The term of the contract shall be from the effective date through June 30, 2028.

3.5. 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 2025-89 Organizational Assessment Page 10

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

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.

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

RFP 2025-89 Organizational Assessment Page 11

SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

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.

Understanding of the Scope of Work and the general approach to the project

30 pts

Experience with projects of similar complexity and function 15 pts Cost competitiveness 15 pts Qualifications of the Proposer’s staff assigned to the project 20 pts Unique or special capability 20 pts Total 100 pts

RFP 2025-89 Organizational Assessment Page 12

SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Proposals will only be accepted electronically thru Equity Hub’s Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

5.1.2. Completed proposal documents must arrive electronically via Equity Hub’s Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

5.1.3. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.4. Proposal may not exceed a total of 30 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. Understanding of the Scope of Work and general approach to the project:

• Description of the firm. Highlight any knowledge of or experience working with government funded programs that are aligned with prevention-based and recovery-oriented frameworks.

• Description of the firm’s ability to meet the requirements in Section 3. Specifically, address the following in your proposal:

o Describe your specific assessment framework/approach and any tools/models you use for gathering data and analyzing organizational and financial health. Include specific fiscal modeling techniques to test long-term viability and how they are integrated with strategic goals.

o Describe your methods for presenting findings and developing recommendations.

o Describe your approach /process for stakeholder engagement, managing change, and building internal capacity for long-term sustainability.

o Discuss how you ensure findings lead to achievable plans and lasting change.

o Describe your experience applying equity decision-making principles and using a trauma – informed approach.

5.3. Experience with projects of similar complexity and function

• Description of providing similar services to public entities of similar size within the past five (5) years.

5.4. Cost competitiveness

Fees should be on a time and material basis with a not-to-exceed fee basis. Fees should be sufficiently descriptive to facilitate acceptance of a Proposal. List the not-to-exceed amount you propose for the service.

5.5. Qualifications of the Proposer’s staff assigned to the project

• Credentials/experience of key individuals that would be assigned to this project.

5.6. Unique or special capability

• Description of what distinguishes the firm from other firms performing a similar service.

5.7. References

Provide at least 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-

RFP 2025-89 Organizational Assessment Page 13 term client. Provide the name, address, email, and phone number of the references. Please note the required three references may not be from County staff, but additional references may be supplied.

5.8. Completed Proposal Certification (see the form below)

RFP 2025-89 Organizational Assessment Page 14

PROPOSAL CERTIFICATION

RFP #2025-89

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:__________________________