RFP 2026-58-Community Monitoring Program.pdf

REQUEST FOR PROPOSALS #2026-58

FOR

COMMUNITY MONITORING PROGRAM

BOARD OF COUNTY COMMISSIONERS

CRAIG ROBERTS, Chair

PAUL SAVAS, Commissioner

MARTHA SCHRADER, Commissioner

BEN WEST, Commissioner

DIANA HELM, Commissioner

Gary Schmidt

County Administrator

Stephanie Ebner

Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: August 20, 2026

TIME: 2:00 PM, Pacific Time

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

RFP 2026-58- COMMUNITY MONITORING PROGRAM

Page ii

SCHEDULE

Request for Proposals Issued……........................... July 16, 2026

Protest of Specifications Deadline........................... July 23, 2026, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions............... August 6, 2026, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time…. August 20, 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, August 20, 2026 (“Closing”), to provide Community

Monitoring Program services. 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-

00017502.

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: Stephanie Ebner, sebner@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:sebner@clackamas.us

SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this

RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division

Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement

Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the

Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the

Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the

Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

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

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

c. reject all Proposals and cancel the procurement.

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

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

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

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

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

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

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

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this

RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the

Proposer, and will not be reimbursed in any manner by County.

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

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

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

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

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

County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

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

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a

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

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

Proposal(s), and the terms of the Sample Contract.

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

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

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the

County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

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

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

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

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

2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation

Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this

RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County is seeking Proposals from vendors to provide Community Monitoring Program services.

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 (“CCJD”) 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. Clackamas

County Juvenile Department seeks the implementation of community monitoring services in Clackamas

County for families involved with the Clackamas County juvenile justice system. The Community

Monitoring Program provides equitable alternatives to custody for youth, allowing them to meet their conditions and case plans while maintaining connection to their natural support systems and community.

Community Monitoring Program (“CMP”) offers options to address public safety and the needs of the youth with regular monitoring and reporting that is designed to encourage youth success and promote accountability. The CMP monitors youth by utilizing a wearable GPS tracking ankle monitor, conducts daily home visits, and completes check-in calls for all youth.

CCJD is dedicated to providing developmentally appropriate intervention, services, and supervision that aligns with the following objective of the CCJD’s Strategic Business Plan:

Accountability and Reformation - provide individualized evaluation, intervention, rehabilitative and supervision services to youth so they will be accountable to victims and the community, and repair the harm they have caused while building essential skills needed to transition into adulthood, and be contributing members of their community, living a crime free life.

3.3. SCOPE OF WORK

3.3.1. Scope:

Program Purpose

The Clackamas County Juvenile Department permits some juvenile justice-involved youth who would otherwise be placed into detention or out of home placements to remain in the community under the Community Monitoring Program. The CMP has several service components including active and passive electronic monitoring, in person visits, and telephone calls. Supervision levels vary depending on the youth’s compliance with program requirements. The CMP gives juvenile justice-involved youth greater opportunity to demonstrate accountability and responsibility than they would have in detention, while maintaining community safety. Additionally, youth can still remain involved in the community and access community services including staying in their community school. The Juvenile Court and Juvenile Counselors establish the conditions under which each juvenile will remain in the community. Under continuous supervision, the juveniles can continue with school, employment, attend treatment, and maintain their ties to the community and their support systems.

Youth under Electronic Monitoring are monitored via Global Positioning Satellite (GPS), 24 -hours a day, and seven days a week. The Community Monitoring Program provider must be trained to detect violations of condition of releases or threats to public safety. Community

Monitors will conduct random field visits and evaluate any changes in the juvenile’s living situation within the community and document program compliance and issues, providing updates to assigned Juvenile Counselors. To ensure community safety, any activity that places the public at risk may result in the youth’s removal from the Community Monitoring Program and placement into detention under the authority of CCJD or the Juvenile Court.

A component of the CMP program includes Probation Violation Prevention. Probation Violation

Programming is for post adjudicated youth who need additional support to avoid a formal probation violation petition. The programming is up to 14 days of daily home visits and telephone monitoring by CMP staff.

B. Target Population

The target population served through these services are Clackamas County Juvenile Department youth including youth being supervised by Oregon Youth Authority for probation in Clackamas

County up to the age of 23 years who are placed on the Community Monitoring Program pending adjudication, disposition, or on supervision needing additional support to prevent further court involvement. Population may include passive monitoring for youth in out-of-home placement or youth residing outside of Clackamas County (Multnomah, Clark, Washington, and Marion counties) but under the Clackamas County Juvenile Department’s supervision.

Youth on the community monitoring program may have one or more of the following characteristics:

• Anti-social peers

• Anti-social attitudes

• Anti-social behaviors

• Lack of education/employment

• Substance abuse issues

• Mental health issues

• Low motivation

• Multiple program failure

• Multiple system involvement

• Lack of family support

• Gang affected/involved

Families of youth on the community monitoring program may have one or more of the following characteristics:

• Family history of anti-social behavior

• Family stress

• Family and/or marital dysfunction

• Presence of anti-social personality, cognition and companions

• Substance abuse and untreated mental health issues

• Poor or non-existent school and/or work involvement

• Absence of moral/authoritative voice

• Long histories of system involvement

• Family members involved in various service/justice systems

• Feelings of discouragement, blame and hopelessness

The target population may reside in environments that present elevated safety considerations. High-risk homes are defined as residences where youth have documented firearm-related charges or significant drug distribution charges, or that are situated within high-risk neighborhoods. High-risk neighborhoods are identified as specific locations, apartment complexes, or streets with a documented history of safety concerns or reported incidents.

Approximately 25 youth will be supervised by the contracted provider at any given time.

Program utilization will be reviewed every thirty (30) days with the contracted provider and the contracted provider representative during this contract period to ensure full utilization.

C. Service Specifications

The contracted provider shall comply with the following service provisions and procedures:

1. The contracted provider shall provide an orientation to all youth and the parent(s) or guardians of the youth receiving these services. The orientation will include a thorough explanation of all rules and expectations, which will minimally include the expectation of active participation in services and cooperation with rules, and the criteria for completion or discharge.

2. The contracted provider shall monitor safety plans and conditions of release while the youth is under the supervision of CMP and report any violations or significant issues to

Juvenile Counselors.

3. The contracted provider shall deliver monitoring and tracking services on a scheduled and non-scheduled basis in the form of in-person, telephone, computer, site visit and collateral contact with parents/guardians, schools, work and others as appropriate based on the court order as suggested by the youth’s behavior while on electronic monitoring, between the hours of 1:00 p.m. and 9:30 p.m., seven days per week.

4. The contracted provider shall install the Wearable Miniature Tracking Device (WMTD) for youth enrolled in the electronic monitoring (EM) component. The WMTD is a one-piece tracking system that utilizes GPS technology to track client locations 24 hours a day, seven days a week. The contracted provider will store and maintain an inventory of uninstalled electronic monitoring equipment, report malfunctioning equipment, and package and send such equipment to the electronic monitoring service provider. If there are issues or concerns with the electronic monitoring service provider, CCJD will make reasonable efforts to respond to the contracted provider’s issues or concerns.

5. The contracted provider shall provide services in accordance with the Community

Monitoring Program Reference Guide (Appendix A) and CCJD’s policies and procedures.

6. The contracted provider shall document all contacts with youth/parent(s)/guardian(s) and all collateral contacts regarding the youth, as well as all actions taken and decisions pertaining to the youth in the program. Documentation shall be maintained in Juvenile

Justice Information System (JJIS). All information shall be entered into JJIS by the end of each workday. Telephone calls from the youth after 7 p.m. may be entered into JJIS on the following day. Written reports on youth shall be submitted upon completion of the program or as requested by CCJD.

Examples of information that shall be entered into a youth’s file may include, but are not limited to:

▪ Reason for placement on the program as follows:

• Juvenile Crime Prevention Risk Assessment (JCP) score, or JCP Quick

Screen score,

• Allegation(s).

• Alternative to filing a probation violation petition.

▪ Referral source as follows:

• Preliminary hearing referral,

• Intake referral (pending a preliminary hearing),

• Court or Counselor Referral of post-adjudicated youth.

▪ Court orders.

▪ Contacts by monitors, including:

• Face-to-face visits,

• Attempts to contact.

▪ GPS violations.

▪ Information gathered in the field, including:

• Observations from home visits,

• Drug and alcohol issues,

• Abuse and violence issues,

• School issues,

• Collateral contacts.

▪ Telephone calls, including:

• To and from youth and/or family,

• Collateral contacts.

▪ Violations, including:

• Additional law violations,

• Curfew violations,

• Violations of rules and expectations,

• Violations of court orders.

▪ Sanctions pertaining to CMP, including:

• Verbal warnings,

• Written letters of warning,

• Internal review outcomes.

▪ All meetings regarding youth.

▪ Information pertaining to any action and/or follow-up taken involving a youth.

▪ All information pertaining to EM and GPS.

▪ Notification to youth and/or parents/guardians of youth’s court dates.

▪ Progress notes to include a weekly summary of youth’s progress and status and rationale for decreasing, increasing or remaining on the same level of supervision and, if appropriate, recommendations regarding what the youth should focus on for the next seven days.

▪ Weekly school attendance reports for youth who are in school.

7. The contracted provider shall assure that interpretation services are available for youth with limited English proficiency and will work with CCJD and others to provide interpretation and translation services for youth who have other language needs. The contracted provider must have the capacity to serve other populations, including hearing impaired. All services of the contracted provider shall be delivered with sensitivity to the individualized needs of the youth and their families.

8. The contracted provider and CCJD shall meet regularly to coordinate all services, reporting, recommendations, and concerns and to review contact logs, documentation, placements and other issues. Contractor’s Program Director will dedicate 8 hours per week to review work, coordinate services and address other issues.

9. The contracted provider shall designate a lead community monitor staff member to serve as a primary contact for CCJD for coordination of the contracted provider’s CMP services.

10. The contracted provider shall work in close collaboration with juvenile counselors, and

Juvenile Intake and Assessment Center (JIAC) staff, as well as other CCJD staff in the operation of this program.

11. The contracted provider shall participate in meetings as designated by CCJD program manager and shall be available to CCJD staff.

D. Review and Placement Policy

1. Pre-adjudicated and post-adjudicated youth referred to the community monitoring program mandated by the court.

2. Post-adjudicated youth may be referred by their juvenile counselor to the probation violation prevention programming.

3. Pre-adjudicated youth residing in the neighboring counties of Multnomah, Marion, Washington, and Clark are eligible for passive monitoring by Community Monitors.

Community Monitors will be responsible to monitor youth’s whereabouts during contracted time and monitor phone calls, while the Juvenile Department will conduct weekly home visits. For out-of-county youth on the program, any device issues (including tampering with the GPS unit, broken charger, or strap violations) will be handled by the

Clackamas County Juvenile Department staff on their visits or the youth will be required to come to the JIAC for maintenance.

4. The Contracted Provider shall not refuse referrals to any youth. CCJD shall make reasonable efforts to promote program staff safety by thoroughly assessing safety risks before recommending placement in the program and communicating all known safety concerns to the contracted provider at the time of referral. CCJD shall take any safety concerns expressed by the contracted provider into consideration before making a recommendation to the Juvenile Court.

E. Program Capacity and Duration

1. The contracted provider will maintain 3 FTE and provide on-site and field coverage from

1:00pm-9:30 pm 7 days a week to supervise up to twenty –five (25) youth (both pre- and post-adjudicated) placed on the Community Monitoring Program (CMP) at the service levels described by the Clackamas County Juvenile Department.

2. Program utilization will be reviewed every thirty (30) days with the contracted provider and the CCJD representative during this contract period to ensure full utilization.

3. Length of Program Participation for pre-adjudicated youth will be no less than forty-five

(45) days and may remain longer if indicated on a Court order. “Length of Program

Participation” is defined as the number of days a youth is supervised under the CMP.

Early release from the pre-adjudicated program and/or enrollments of less than 45 days must also be approved by the Juvenile Court. At the end of the 45-day period, the contracted provider will recommend the youth's continuation or discharge from the program. The Juvenile Court must approve or disapprove each recommendation unless the Court has given prior approval for continuation or early termination.

4. Length of Program Participation for youth referred for post-adjudicated court sanctions is at the discretion of a judicial official and is typically 45 days in length.

5. Probation Violation Prevention programming is for post adjudicated youth who need additional support to avoid a probation violation petition that may result in an out of home or detention placement. CMP staff will provide daily home visits and telephone monitoring for youth up to 14 days on this program.

F. Resource Coordination

1. The contracted provider agrees to cooperate with and participate in the CCJD’S intake/resource coordination efforts and pre-trial placement planning processes that include the following:

a. Provision of routine information related to availability of services, and

b. Participation in coordinated efforts to match youth to the most appropriate level of service delivery.

2. The contracted provider agrees to coordinate with CCJD’s JIAC staff at the beginning and ending of each shift for the transition to support the passive electronic monitoring of youth outside of the contracted provider’s scheduled hours.

3. The contracted provider shall report on youth compliance with program rules or court orders to assigned CCJD Juvenile Counselors. Youth who are in compliance may be moved to a lower level of supervision. Youth in violation may be moved to a higher level of supervision or may have an Internal Review or Judicial Review Hearing as described in the CMP Reference Guide

4. CCJD shall provide one shared office/workstation, including work surfaces, phone, limited supplies and computers, to be utilized by the contracted provider staff for this program.

The contracted provider may schedule use of CCJD’S meeting rooms for meetings, training and other activities associated with this program.

5. The contracted provider and CCJD shall work together to plan and provide an effective orientation and training for the contracted provider’s CMP staff. Orientation topics may include but are not limited to an overview of the juvenile justice system, responsivity and meeting individualized needs, mandatory reporting, GPS, community monitoring standards and types of contacts. Electronic monitor/GPS set-up and procedures will be included. CMP staff will receive training on building safety, security, confidentiality, and the Alertus system. In addition, The contracted provider staff shall provide training and orientation for CCJD staff and stakeholders on CMP as requested.

The contracted provider and CCJD shall meet at minimum monthly or as needed, to review outcome documentation, refine the program model and/or outcome measures.

G. Administrative Requirements

1. Services shall be competently delivered and responsive to the youth’s individual needs and identity(s). Competence is defined as the development of behaviors, attitudes and policies that enable the contract agency to deliver services in ways that meet the individual needs of the youth and their families.

2. The contracted provider may submit a letter or other documentation regarding an unresolved complaint or concern to the CCJD designee.

3. The contracted provider shall comply with the provisions as stated in ORS 181.537 and

OAR 407-007-0200 through 407-007-0380 regarding criminal records checks, which apply to all employees having direct contact with youth receiving services through the contracted provider’s contract with CCJD. The criminal history check should provide a reasonable screening of employees in order to determine if they have a history of criminal behavior such that they should not be allowed to oversee, live or work closely with, or provide services to youth. Employees hired by the contracted provider will pass an additional background check conducted by the Clackamas County Juvenile Department in order to obtain Criminal Justice Information Services (CJIS) clearance to have access to secure

Juvenile Justice Information System database and secure areas of the Juvenile Department.

Re-checks may be required by CCJD.

4. The contracted provider will be required to obtain access to the State of Oregon’s Juvenile

Justice Information System (JJIS) and comply with all applicable requirements, processes and procedures.

5. The contracted provider will provide and maintain a current site CMP Reference Guide and site Continuity of Operations Plan (COOP) to the county. The contracted provider will participate when requested in CCJD’s Continuity of Operations Plan planning meetings.

H. Performance Objectives

CCJD and the contracted provider will utilize the Juvenile Justice Information System (JJIS) for data entry and collection. CCJD will maintain a CMP population group and the contracted provider will coordinate with CCJD identified staff to update youth information in JJIS. CMP staff will be responsible for entering all contacts with youth into JJIS. Performance under this contract will be monitored and evaluated by CCJD Management and the Performance, Planning and Research unit. The parties will determine data collection strategies relative to the services being provided. If performance falls below the expected levels, the contracted provider and

CCJD will work together to identify and solve problems. Performance measures are subject to revisions.

I. Reporting

The contracted provider will submit output/reporting measures at a minimum of monthly to

CCJD and will be periodically reviewed with CCJD. Output/reporting measures will be determined by the CCJD in conjunction with the contracted provider. The contents and format of this report shall be determined by CCJD and the contracted provider will include information to which the contracted provider has reasonable access.

RELEASE OF DATA. The contracted provider shall not disclose any data gathered in the performance of this Contract that includes population, statistics, outcomes or results without the

County’s prior review and express prior written approval. The contracted provider shall not alter, omit, or otherwise change County-approved data. The provisions of this section does not restrict the County from disclosing data gathered in performance of this Contract to the extent required by any law or regulation including, but not limited to, Oregon Public Records law. The provisions of this section does not restrict County from disclosing data gathered in the performance of this Contract to another person or organization for the use in research, program performance reporting, training or educational purposes so long as the disclosure is permitted by applicable law and does not include any personally identifiable information (including but not limited to a party’s name, address, financial information, birthdates or social security numbers.)

Nothing herein shall be construed as permitting disclosure of any data protected under applicable law.

3.3.2. Budget:

The County has an estimated project total budget of $1,038,000, however firms shall provide competitive rates with an estimated not-to-exceed total. The proposed not-to-exceed price will be a factor in vendor selection.

3.3.3. Term of Contract:

The term of the contract shall be from the effective date through October 31, 2029.

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 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.

Required – 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

RFP 2026-58- COMMUNITY MONITORING PROGRAM Page

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:

Service Delivery: 0-40

Demonstration of Ability to Provide Services: 0-15

Staff Descriptions & Qualifications: 0-15

Responsivity and Meeting Individualized Needs: 0-30

TOTAL POINTS AVAILABLE: 0-100 points

4.3 Once a selection has been made, the County will enter into contract negotiations. During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring

Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring

Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

SECTION 5

PROPOSAL CONTENTS

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

5.1.1. Proposals will only be accepted electronically 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 20 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. Pages shall be 8-1/2” x 11” standard sheet size, 11 point font, single-spaced.

Provide the following information in the order in which it appears below:

5.2. Proposer’s General Background and Qualifications:

• Description of the firm.

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

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

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

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

5.3. Scope of Work

A. SERVICE DELIVERY (0-40 points)

1. Explain how your agency proposes to deliver the services described in this solicitation. Include in your description of, the program structure that facilitates service delivery, and the types of activities and services a family/guardian and youth would typically expect to receive while participating in your program.

2. Describe your experience working with and/or providing the services outlined in the Scope of

Work. This would include active and passive electronic monitoring, in person visits, telephone calls, detecting violations of conditions of release and probation violation prevention.

3. Describe how you tailor your organization’s services to meet the individual needs of youth, families and the community. Please provide specific examples, including a description of how you worked with specific communities you serve and how your agency used that learning to inform future services and staffing.

4. Describe how your agency is designed to help provide equitable alternatives to custody for juvenile-justice involved youth.

B. DEMONSTRATION OF ABILITY TO PROVIDE SERVICES (0-15 points)

1. Describe how long your agency/organization has been delivering these services?

2. Describe any contracts your agency has had with any organization(s) for these services within the last two (2) years and your experience providing these services. Include in your description any challenges, successes, and any program development or service delivery issues you have experienced. Include any corrective action measures that had to be taken, if applicable, to comply with those contracts.

3. What key strengths, resources and/or abilities does your agency/organization have that it can bring in providing these services?

4. If your agency/organization is new to this service area, describe your capacity and capability to deliver the required services and your plan to be fully competent and functioning as a service provider by the time of the contract execution.

C. STAFF DESCRIPTIONS AND QUALIFICATIONS (0-15 points):

1. Describe the duties and qualifications (e.g., education, training, experience, and license/certification/accreditation) of key staff positions that will be directly involved with the delivery of these services.

2. Describe the administrative management supervision structure of your agency/organization as it relates to the operation of these services and discuss any existing operational policies and procedures you have developed and would use to effectively deliver these services.

3. Describe how staff are supervised to ensure competency and appropriate delivery of service is being performed. Include in your description how staff problems are resolved and corrective action taken.

4. Describe any training provided to staff to strengthen skills and personal development.

D. RESPONSIVITY AND MEETING INDIVIDUALIZED NEEDS (0 – 30 points):

1. Describe how you will deliver services in a non-discriminatory and responsive way to youth and families that meets their individualized needs.

2. Describe the initial training and ongoing training staff receive related to delivering individualized services in a responsive manner. Please describe the delivery method of the training, the content of the training, and how many hours of training each staff receives annually.

3. Describe how your programming welcomes all members of the community needing these services.

4. Describe your ability to provide linguistically appropriate services to youth and families with limited English proficiency.

5.4. Fees

Fees should be on a time and material 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. Fees and fee schedules should outline all estimated expenses, hourly rates for all assigned individuals, anticipated travel, and other reimbursable expenses. Provide a program budget that includes the County’s total cost for Proposer to provide the Program (“Budget”). If the proposer will supplement non-County Program costs with non-County revenue, the Proposer shall note on the Budget both the amount and source(s) of such revenue. The Budget shall categorize all Program costs into the following three line items:

a) Staffing Costs

b) Miscellaneous Costs

c) Administrative/Indirect Costs

5.5. 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-term client. Provide the name, address, email, and phone number of the references.