RFP 2026-76-School-Based SBIRT.pdf

REQUEST FOR PROPOSALS #2026-76

FOR

SCHOOL-BASED (“SBIRT”)

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: November 12, 2026

TIME: 2:00 PM, Pacific Time

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

RFP 2026-76-SCHOOL-BASED (“SBIRT”)

Page ii

SCHEDULE

Request for Proposals Issued……........................... October 15, 2026

Protest of Specifications Deadline........................... October 22, 2026, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions............... October 29, 2026, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time…. November 12, 2026, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award...................Seven (7) days from the Intent to Award

Anticipated Contract Start Date……

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, November 12, 2026 (“Closing”), to provide School

Based-Screening, Brief Intervention, and Referral to Treatment and Services (“School-Based SBIRT”). 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-

00018206.

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 School Based-Screening, Brief

Intervention, and Referral to Treatment and Services (“School-Based SBIRT”) to youth in up to three (3) middle and/or high schools as directed by Clackamas County Juvenile Department (“CCJD”) and Family

Navigation Services to youth referred from the designated schools as detailed below.

3.2 BACKGROUND

Program Goals: The goal is to provide proprietary School Based-Screening, Brief Intervention, and Referral to Treatment and Services (School-Based SBIRT) screening as well as Family Navigation Services for students and their families at Gladstone High School, Gladstone Middle School, and one additional school.

This program will utilize restorative justice values and principles.

3.3. SCOPE OF WORK

In addition to the above, Contractor shall provide work in accordance with the following principles.

1.1 Family First: The family drives the plan.

A. We respect and honor family voice and guarantee safety for its expression throughout the process B. We assure that youth and families are empowered to shape the plan based on what they understand as their strengths and needs C. We are committed to culturally sensitive behavior toward the family throughout the process D. We understand that building trust with families is our job E. We protect families by honoring confidentiality

1.2 Engagement and Motivation: We help families discover what will work for them A. We use effective strategies to help families find their own motivation for trying new strategies (e.g., what's in it for us?)

B. If a family is not engaging we ask ourselves what we can do differently C. We stay balanced and avoid taking sides between family members

1.3 Effective Teamwork: As partners we take care of each other

A. We help each other B. We clearly understand our roles and honor boundaries C. We listen for understanding and speak truthfully to each other D. We keep our commitments E. Keep youth from unnecessarily entering into the Juvenile Justice System F. Demonstrate commitment to restorative justice practices G. Engage community volunteers as part of the School-Based SBIRT Program H. Involve community members such as businesses, non-profit entities, school administrators, and/or local systems partners to support the School-Based SBIRT Program.

I. Have trained supervisor(s) who provide oversight, supervision and quality assurance of the staff providing direct service

J. Use individually-relevant services (including language) with youth and families

1. Service Components: Contractor shall perform Work in accordance with the following Service

Components:

2.1 SBIRT Screening Services: Support

A. Contractor will support the School SBIRT Program Team in screening students in identified grades at High School and Middle Schools (as well as individual students that may be presenting with mental health or substance issues on a case-by-case basis); brief intervention; and referral to treatment and services in alignment with existing school systems of support. Support includes but is not limited to:

i. Planning

ii. Support with development and execution of communication plan including family nights

iii. Support with development and implementation of confidentiality and data sharing agreements/protocols

iv. Prep for and participate in screening days

v. Support with triage and brief interventions based on motivational interviewing techniques

vi. Lead and follow-up on referrals to treatment and services

vii. Participate in collaborative evaluation of SBIRT Program with CCJD staff and the High School and Middle School SBIRT Program Teams.

B. Contractor will identify community resources to support youth participating in the School Based SBIRT program which may include, but is not limited to the following examples:

i. Opportunities to connect with service opportunities in the community.

ii. Skills groups

iii. Counseling services

iv. Drug and alcohol assessments

v. Mentoring services

vi. Employment/work readiness skills

vii. Employment opportunities

viii. Pro-social opportunities

ix. Parenting support.

C. Contractor will provide Family Navigation Services to families of youth participating in the School Based SBIRT program and screening to assure that families will receive timely assistance. The Navigator will help eliminate barriers to understanding the issues and providing recommendations to the family.

Family Navigation services should be culturally attuned and responsive to the people of the community being served, sensitive, and compassionate. Contractor will provide a Navigator that is knowledgeable of the environment and system through which the youth/parent/family must move in order to obtain services and able to help families access resources.

i. Connect youth and families with resources and support systems;

ii. Facilitate interaction and communication with providers;

iii. Streamline tasks, appointments and paperwork;

iv. Help parents/families identify and access financial services to pay for their service needs

v. Help parents/families arrive at scheduled appointments on time and prepared;

vi. Help decrease parents/families fear and anxiety;

vii. Help parents/families identify and utilize appropriate social services;

viii. Track interventions and outcomes

2.2 Restorative Justice: Demonstrate commitment to and provide a School-Based SBIRT Program and Family Navigation Services which incorporates restorative justice practices into service delivery. These practices include but are not limited to: Relationship, Respect, Responsibility, Repair, and Reintegration..

2.3 Collaboration and Involvement: Involve and work collaboratively with other professionals in the program including, but not limited to, school administrators, school staff, CCJD management and staff, community members such as partners and volunteers, to support the School Based SBIRT program.

2.4 General Supervision and Oversight: Have trained supervisor(s) who provide oversight, supervision and quality assurance of the staff providing direct service.

2.5 Program Supervision and Oversight: Supervision of all program processes, casework approaches and required documentation.

2.6 Customer Service: Ensure quality customer service.

2.7 Staff Training: Provide training to staff as necessary including, but not limited to:

A. Restorative justice B. SBIRT Screening C. Motivational Interviewing D. Trauma Informed Practices E. Individual Responsivity F. Confidentiality G. Ethics H. Mandatory Child Abuse Reporting I. Other training as designated by CCJD

2.8 Service Area: Contractor shall provide direct services in the following areas in Clackamas

County, OR:

A. Gladstone High School, Gladstone, Oregon B. Gladstone Middle School, Gladstone, Oregon C. One additional school in Clackamas County to be identified by CCJD.

2. Additional Requirements:

3.1. Responsivity and meeting individualized needs: 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 service in ways that meet the individual needs of the youth and their families. Services can include:

A. Teaching youth constructive ways to express their own culture/heritage and identity;

B. Allowing youth to identify and participate in activities that extend beyond their own immediate personal experiences;

C. Helping youth to utilize community resources to advance their awareness and improve their social network;

D. Helping youth to recognize the relationships between various value systems;

E. Increasing awareness and acceptance for the different experiences and needs of others in the community and F. Having staff available who are able to communicate with youth, families, and community members with limited English proficiency

3.2. Reporting: CCJD will establish performance, process and outcome measures as well as data collection strategies relative to the services being provided to youth and their families in order to accomplish programmatic and departmental goals listed above. Contractor will submit specific output measures on a quarterly basis to CCJD and will be periodically reviewed with CCJD.

Output data may include dosage and frequency of intervention. In addition to any other reports that County may request, Contractor shall submit to County a Quarterly by the first business day of the month following the end of each quarter in which Contractor provided Work. The contents and format of this report shall be determined by County and include information to which Contractor has reasonable access. Data in any and all reports requested by County shall be youth-specific. Changes to agreed-upon service or service delivery must be reviewed and approved by the CCJD.

3.3. Data Collection and Reporting

A. Contractor shall develop in conjunction with CCJD Program

Supervisor/Manager data points and forms for collection on the School-Based SBIRT Program anticipated to include but is not limited to:

i. De-identified data from School-Based SBIRT screening per data sharing agreement with School-Based SBIRT Program Partners

ii. No. of youth/families referred to treatment/services

iii. No. of youth/families connected to services.

iv. No of youth/families engaged in services

v. No. of youth/families completed services

vi. No. of youth/families refusing services

vii. No of youth/families stopping services and reason for stopping services

Monthly narrative report outlining in detail SB SBIRT Screening activities and Navigation Services for SB SBIRT Program youth and families.

B. Contractor shall provide additional forms required pursuant to the ongoing program development with CCJD.

C. RELEASE OF DATA. Contractor 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.

Contractor 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.

3.4. Quarterly/Semi Annual Review: A quarterly/Semi Annual review will be conducted by CCJD supervisor(s).

3.5. Quality Assurance: Contractor is responsible for having existing processes and procedures in place for quality assurance of their program. Contractor is responsible to be equipped to accurately monitor and track reliable measures of program implementation and delivery of services. It is expected Contractor will also comply with data collection and reporting requirements established by CCJD regarding a variety of quality assurance and evaluation processes. It is also the responsibility of the Contractor to respond accordingly to any possible program drift or performance improvement issues identified in an effort to ensure program fidelity and performance.

3.6. Critical Incident Reporting. Contractor shall notify the Clackamas County Juvenile Department Assistant Director by telephone within the same working day of a critical incident. If the incident occurs after normal business hours or on a holiday or weekend, the report is to be made on the next business day. A written report shall be submitted within three (3) business days of the incident. The initial phone call shall be made to and the subsequent written report shall be sent to the Supervisor Overseeing this contract.

A critical incident is defined as:

A. Any event likely to elicit heightened public interest or litigation;

B. An incident that punishes, endangers, or otherwise harms a consumer as a result of staff action or inaction;

C. The death of a client;

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

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

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

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

and

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

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

3.7. Informal Dispute Resolution: The parties shall use the following procedure if Contractor has complaints or concerns regarding this Contract:

Contractor may contact County to informally discuss Contractor's complaints or concerns.

If the matter remains unresolved after the informal discussion, Contractor may submit a letter or other documentation to County's designee as specified herein setting forth Contractor's complaints or concerns. Within 10 days of receiving Contractor's letter, County shall contact Contractor and attempt to resolve the matter. The County's designee is the CCJD Assistant Director (contact information provided above).

If the matter remains unresolved Contractor may submit a letter or other documentation to the department director setting forth Contractor's complaints or concerns. The department director or the director's designee shall contact Contractor promptly and attempt to resolve the matter.

If the matter remains unresolved, the parties may enter into mediation, if mutually agreed upon by the parties.

Nothing in this paragraph shall affect either party's rights or obligations under the Contract.

Contractor shall meet with designated CCJD staff at a mutually agreed upon basis, to conduct program development, modify referral procedures, address general services delivery issues and resolve any interagency and/or operation problems.

3.8. Performance Measures: Performance under this contract shall be monitored and evaluated by CCJD staff.

3.9. Contract Monitoring: Contractor shall fully cooperate with CCJD's contract monitoring, quality improvement and program evaluation activities. This includes making available all data/information CCJD deems necessary for those processes. This Contract shall be monitored through a number of means including:

A. Site Reviews: CCJD staff may schedule on-site visits to review agency compliance with the contract. Site visits are usually scheduled with Contractor, but may be conducted without notice.

B. Technical Assistance: CCJD, at its discretion, may offer training to the Contractor and/or technical assistance related to the program.

C. Evaluations/Program Performance: Program performance may be evaluated through other quality assurance/evaluation processes.

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.

Budget:

The County has an estimated project total of $970,000, 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 6/30/2029.

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 for this RFP can be found at https://www.clackamas.us/finance/terms.html.

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

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

Article I, Paragraph 5 – Travel and Other Expense is Authorized

Article II, Paragraph 28 – Confidentiality

Article II, Paragraph 29 – Criminal Background Check Requirements

Article II, Paragraph 30 – Key Persons

Article II, Paragraph 31 – Cooperative Contracting

Article II, Paragraph 32 – Federal Contracting Requirements

Exhibit A – On-Call Provision

Contractor shall comply with any and all terms, conditions, and other obligations as may be required by the applicable State or Federal agencies providing funding for the Grant, whether or not specifically referenced herein. Contractor further agrees to take all necessary steps, and execute and deliver any and all written instruments, necessary for County to comply with applicable State or

Federal funding requirements.

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.

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

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.

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.

• Appendix A Fee schedule

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 accessing community resources and agencies that may be assisting these youths’ families. This would include resources such as schools, community-based service/treatment providers, civic organizations, volunteer, faith-based, County/State agencies, housing services, food resources, utility support, or legal support.

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 families navigate system and/or multisystem-involved families.

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

Complete the fee schedule below marked as Appendix A including a not-to-exceed proposed amount for the services.

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. Please note the required three references may not be from County staff, but additional references may be supplied.

5.6. Completed Proposal Certification (see the below form)

APPENDIX A

PROPOSED PROGRAM BUDGET TEMPLATE

BUDGET

Organization

Funded Program Name:

Program Contact:

Agreement Term:

Budget Categories Amount

Personnel

Salary and Wages

Employee Benefits

Employee Taxes

Total Personnel Services

Other Direct Expenses

Supplies

Operating Expenses

Travel & Training

Other Administrative Expenses

(please specify)

Total Programmatic Costs

Indirect Rate: XX % OF TOTAL

EXPENSES

Total Costs

PROPOSAL CERTIFICATION

RFP #2026-76

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:__________________________