Description

PRE-PROPOSAL CONFERENCE There will be a pre-proposal conference for this Solicitation on Wednesday, December 2, 2020 at 1:00 pm. It will be a virtual preproposal meeting: Join with Google Meet meet.google.com/dao-pnez-vay Meeting ID meet.google.com/dao-pnez-vay Phone Numbers (‪US)‪+1 435-893-6106 PIN: â€ª166 114 699#  Attendance is: Optional. INSTRUCTIONS:ITEMS TO SUBMIT AS SUPPLIERS ATTACHMENTS FOR THIS RFPQ: Proposal Your Proposal must be a Word or pdf document; computer generated or typewritten, single spaced, space-and-a-half or double spaced, formatted for 8.5” x 11” paper. All pages should be numbered. Margins should be at least ½ inch on all sides. Font size can be no smaller than 10 points. Proposals using smaller font sizes or smaller margins may be rejected. The Proposer is required to submit as its proposal, a written narrative for each question asked in the Proposal Questions and Evaluation Criteria section of the RFPQ for Group 2.2 Programmatic Questions and Group 2.3, Responsible Business Practice Questions. Submit these responses to the questions as a complete proposal response and upload in the "Supplier Attachment" section of the Sourcing Event. Proposers must respond to all the questions listed in the GROUPS 2.2 AND 2.3. The format for each question response should be as follows: the group number and question number (example: Question Group 2.2.1). Proposal page limit is 12 pages. This equates to not more than 6 sheets of paper that are printed on each side, or 12 pages printed on only one side. We recommend that you not use cover sheets or any extra materials as these will count as pages. Excess pages will be removed and will not be evaluated. After uploading the proposal, Proposers need to check the “Yes” button for each question in the Questions section of the RFPQ. Proposers must complete and upload Buyer Attachment 1 - Cooperative Purchasing Vendor Agreement. Upload only the requested attachments in the Supplier Attachment section. Any unrequested attachments will not be evaluated or scored. Proposers are to submit one proposal only that covers all categories that for which they wish to apply. If submitting a joint proposal, the proposal must be submitted by the lead agency with whom the County will contract and will identify in the proposal question responses, any subcontracting relationships. The County will contract with the lead agency only. Do not include any weblinks or any materials not requested in the proposal. Any materials not requested will not be evaluated or scored. PURPOSE AND OVERVIEW The Joint Office of Homeless Services (JOHS), in cooperation with Washington County and Clackamas County, is seeking proposers from whom it may purchase consulting and technical assistance services to meet a variety of business needs. These public agencies are seeking to create a pool of qualified providers who are interested in assisting with the successful improvement and expansion of existing services. Services are intended to assist these public agencies and their service providers. Suppliers will be qualified for five (5) years, beginning March 1, 2021 and lasting through February 28, 2026 (the “Contract Period”). SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION The Joint Office of Homeless Services (JOHS) is seeking suppliers who have expertise in one or more of the following areas (specific examples in Scope of Services): Technical Assistance with Federal Funding U.S. Department of Housing and Urban Development (HUD) Continuum of Care (CoC) Notice of Funding Availability (NOFA) annual application and planning Implementation and compliance with federal funding (Continuum of Care, Emergency Solutions Grant, Housing for People With AIDS, etc.) Change Management and Organizational Development and Support Change management, organizational development, resource mapping and planning, and growth management for organizations and system(s) of care Development and implementation of racial equity plans for organizations and system(s) of care Community engagement Report writing and technical writing Communications, including digital and social media Homeless shelter development and operations planning Program Evaluation and Design Data analysis and program evaluation and improvement Program development Evaluation and system improvement of coordinated access, including development of service prioritization tools Non-profit Organizational Development and Support Technical assistance and development of administrative/organizational capacity of new and existing services providers Technical assistance and development of fiscal management, including program budgeting, management of federal funds, and invoicing/accounts receivable Change/growth management for organizations and systems of care, including expansion into new service delivery areas/populations Development and implementation of organizational racial equity plans Enhance capacity of new and existing contracted services providers to provide population-specific services, including culturally-specific services and services for survivors of domestic violence Enhance capacity of new and existing contracted service providers to provide services, including housing-focused shelter, permanent supportive housing, rapid rehousing, and homeless prevention services INTRODUCTION AND PROGRAM HISTORY The Joint Office of Homeless Services (JOHS) was established in 2016 to oversee the delivery of services to people experiencing homelessness in Multnomah County. The office represents a shared commitment between Multnomah County and the City of Portland to making services easier to access for those in need. The JOHS, among other things, administers contracts for services, conducts homeless street counts and one-night shelter counts, manages systems of care, oversees system reporting and evaluation, and writes proposals to and monitor funds issued by the U.S. Department of Housing and Urban Development’s Continuum of Care program. The Joint Office of Homeless Services currently administers approximately 40 contracts with local non-profit service providers to support services for adults, youth, families, and domestic violence survivors struggling with housing security.  This RFPQ is intended to establish a pool of consultants and subject matter experts who can assist the JOHS, as well as Washington County and Clackamas County, in planning for, application and implementation of, and compliance with state and federal funds, including the U.S. Department of Housing and Urban Development’s Continuum of Care Notice of Funding Availability, Emergency Solutions Grant, and Housing Opportunities for Persons with AIDS grant. The pool is also intended to assist the JOHS and its counterparts in Washington County and Clackamas County in planning for and implementing the Metro Supportive Housing Services Measure. Revenue from this measure will dramatically increase available funding and allow for the expansion of homelessness programming and service delivery. Successful implementation of the measure will require considerable growth and development, for the JOHS, tri-county partners, and the area’s broader homeless services system of care. In May of 2020, voters across our region reaffirmed their commitment to ending homelessness by passing Metro’s Supportive Housing Services Measure (SHSM), which will generate revenue to fund supportive housing services for people experiencing homelessness or at risk of experiencing homelessness. Community members and leaders from around the region developed this measure with the recognition that individuals and families need support to find and stay in their homes. The SHMS represents the largest per capita investment in supportive housing and homeless services the United States has ever seen, which means that the region will finally be able to rely on a significant ongoing source of revenue dedicated for services that address chronic homelessness, as well as placement, prevention, and support services for the non-chronic population. Programming funded by the SHSM will focus on the roots of homelessness and bring together service providers, local governments, communities of color, faith leaders and businesses to provide flexible wraparound services. Revenue will fund programming such as case management, rent assistance, employment services, mental healthcare, and addiction and recovery treatment, and these services will be prioritized in a manner that ensures equitable access for people of color and other historically marginalized communities. The revenue collected by this measure will allow Multnomah County, Washington County and Clackamas County expand existing services and serve more people. This RFPQ will establish a pool of consultants and subject matter experts who can assist the JOHS, as well as Washington County and Clackamas County, in their efforts to maintain and expand services. In addition to assistance with the state and federal funding as described above, support will be needed with, but not limited to, organizational development and growth management, resource mapping and program planning, developing and implementing racial equity plans across its systems of care, community engagement, enhancing the organizational capacity of new and existing contracted service providers, data and program evaluation, technical writing, communications, and facilities development and project management. GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS Joint Office of Homeless Services History Like other communities across the country, our area has experienced significant increases in homelessness and decreases in housing affordability over the last decade. The Joint Office of Homeless Services (JOHS) was established in 2016 to oversee the delivery of services to people experiencing homelessness in Multnomah County in an effort to increase system efficiency and better respond to community needs. The JOHS represents a shared commitment between Multnomah County and the City of Portland to making services easier to access for those in need. Staff of the JOHS administer contracts for services, manage systems of care, oversee system reporting and evaluation, conduct homeless street counts and one night shelter counts, and write proposals to and monitor funds issued by the U.S. Department of Housing and Urban Development’s Continuum of Care, as well as other state and federal funding programs. These operations affect the lives of tens of thousands of adults, youth, and families experiencing homelessness in Multnomah County. The JOHS is guided by the shared values and common agenda of the A Home for Everyone partners. In 2014, the City of Portland, Multnomah County, Home Forward, and the City of Gresham joined with others to invest in A Home for Everyone (AHFE) and develop a comprehensive strategy for addressing homelessness. AHFE unites elected officials and people who have experienced with leaders from the faith, philanthropy, business and nonprofit communities around a shared vision and carefully chosen strategies in housing, employment, health, and emergency services. The AHFE plan can be found at https://ahomeforeveryone.net/. A Home for Everyone The vision of A Home for Everyone (AHFE) is that no person should be homeless, and that everyone needs a safe, stable place to call home. AHFE supports policy development in conjunction with Multnomah County, the City of Portland, the City of Gresham and Home Forward, and is staffed by the Joint Office of Homeless Services. This RFPQ is grounded in the following AHFE guiding values and principles: Prioritize vulnerable populations Promote racial and ethnic justice Use data‐driven assessment and accountability Engage and involve the community Strengthen system capacity and increase leveraging opportunities The long‐standing solutions to prevent and end homelessness transcend available resources and multiple systems of care – foster care, domestic violence, community justice, health, mental health and addictions. To permanently end homelessness, we must strengthen efficiencies in our current system and better align other resources towards ending homelessness. TARGET POPULATION SERVED Services are intended to assist both the Joint Office of Homeless Services, their counterparts in Washington County and Clackamas County, and service providers supporting the homeless services system of care across the region. GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREAS Multnomah County, Washington County, and Clackamas County FUNDING The Joint Office of Homeless Services (JOHS) has budgeted approximately $2,000,0000 annually, a mix of federal, state and local funding for the work described in this RFPQ. Washington County and Clackamas County have additional funding available for work described in this RFPQ. Funding for the work described in this RFPQ is not guaranteed. Fluctuations in funding year to year should be expected. The Counties cannot assure that any particular level of work will be provided and the contract will permit the Counties to add or remove work as necessary depending on availability of funding. SCOPE OF SERVICES This RFPQ will recruit suppliers who have expertise in one or more of the following areas: Technical Assistance with Federal Funding, including but not limited to: Continuum of Care (CoC) Notice of Funding Availability (NOFA) annual application and planning Lead development of collaborative application Review renewal applications for completeness and provide technical assistance on areas for improvement Support application development for new funds Assess CoC competitiveness and provide recommendations Federal, state, or local funding implementation and compliance Provide staff and provider training on and compliance support for federal funding sources, including CoC, Emergency Solutions Grant (ESG), Housing Opportunities for Persons With AIDS (HOPWA), Violence Against Women Act (VAWA), etc. Areas of training interest include, but are not limited to: assessing units fair market rent, rent reasonableness, housing quality standards, lead-based paint assessment, determining rent and utility allowances, allowable expenses Create CoC and/or other compliance desk guide with templates Support capacity building for newly funded organizations or organizations with significant HUD or other federal or state monitoring findings Change Management and Organizational Development and Support Change management, organizational development, resource mapping and planning, and growth management internal to the Joint Office, for partner agencies, and for system(s) of care Develop recommendations for programmatic and administrative infrastructure needs within the Joint Office to accommodate additional programming, including that associated with implementing the Supportive Housing Services Measure (SHSM) Develop strategies for braiding available funding and developing sustainable programmatic investments (balancing anticipated revenue changes with costs of ongoing programming) Development and implementation of racial equity plan and plans for leading with race for organizations and system(s) of care Program development Community engagement Support community engagement efforts around implementation of the SHSM Lead community process to design and implement the new A Home for Everyone (AHFE) Community Advisory Forum and/or other structure(s) to get ongoing input from service participants and others currently experiencing homelessness to directly inform budget and policy decisions Enhance capacity of contracted service providers to facilitate meaningful community engagement that informs program development and change Data analysis and program evaluation and improvement Conduct in-depth analysis on different areas of our work to inform resource allocation/reallocation (e.g. deep dive into what is working and not working for each community of color disproportionately impacted by homelessness) Report writing and technical writing Communication, including digital/social media Development and implementation of communications strategies, preparation of communication materials, web development, video production, and graphic design Program Evaluation and Design Data analysis and program evaluation and improvement Program development Evaluation and system improvement of coordinated access, including development of service prioritization tools Assess lease-up process for permanent supportive housing site- based properties and develop strategies for improving efficiency Non-profit Organizational Development and Support Technical assistance and development of administrative/organizational capacity of new and existing services providers Technical assistance and development of fiscal management, including program budgeting, management of federal funds, and invoicing/accounts receivable Change/growth management for organizations and systems of care, including expansion into new service delivery areas/populations Development and implementation of organizational racial equity plans and strategies for leading with race Enhance capacity of new and existing contracted services providers to provide population-specific services, including culturally-specific services and services for survivors of domestic violence Enhance capacity of new and existing contracted service providers to provide services, including housing-focused shelter, permanent supportive housing, rapid rehousing, and homeless prevention services Develop and/or implement training related to emergency shelter operations, including traditional and alternative shelter models such as villages and pop-up shelter Provide consultation for new shelter providers, new shelters, and/or shelters experiencing significant challenges Develop and/or implement trainings related to permanent supportive housing capital development, property management, and support services Consultation for projects in development or existing projects facing significant challenges Development of guidelines and best practices for permanent supportive housing property management Assess existing strategies and support development of standards and best practices for implementing rapid rehousing Assess inflow and opportunities for homeless prevention intervention FISCAL REQUIREMENTS AND REPORTING Contractors shall be paid via Cost Reimbursement. Cost reimbursement Contracts are paid monthly based on expenditure report. A monthly cost reimbursement report is due the 20th calendar day of the month following the month in which the expenditures were incurred. Reported expenditures shall be supported by properly executed payrolls, time records, invoices, Contracts, vouchers, orders, and any other accounting documents pertaining in whole or in part to the contract. Specific requirements will be negotiated with the selected Proposer during contract negotiations. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING Successful proposers awarded a contract will be monitored for performance in alignment with goals and priorities of the entity requesting the work. Performance measures may depend on the type of services provided and the detail of the individual proposals. Final performance measures will be negotiated with the selected proposers. CONTRACT AWARD AND ALLOCATION PROCESS Once selected in the allocation process, each County will initiate contract negotiations with successful Proposers. Each County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with another qualified proposer(s). This process may continue until a contract agreement is reached. Participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services is strongly encouraged. This is a formal, competitive, Request For Programmatic Qualifications (RFPQ) process as provided for under the authority of PUR-1. No contracts will be issued directly as a result of this RFPQ process. The intent is to establish pools of qualified vendors who will be eligible for potential contract awards as described in the following section “Allocation Process”. There is no limit on the number of vendors that may be qualified under this RFPQ process. ALLOCATION PROCESS Entirely separate from this qualification process, each entity will initiate and award requirements contracts to those qualified providers who demonstrate the desired experience, skills, proficiency, certifications, and area of specialty that will best meet the scope of desired objectives. The entities will conduct a rigorous funds allocation process to distribute available funds according to known system requirements and priorities. Allocations will only be made to providers who previously qualified under this RFPQ. The funding allocation process will be a formal one, requiring entities to document their findings and determinations in writing that lead to specific funding allocations or to the continuation of funding allocations. Vendors may not protest funding allocation decisions. Funding allocation decisions will be made from an overall County system of care perspective. Allocation priorities and selection criteria may include: County and Department strategic priorities Overall system of care needs and deficiencies RFPQ proposal information and evaluation input from the RFPQ raters Proposers/system stability Proposers’ experience Provider economy of scale Past performance Certification status Other factors as deemed appropriate by the funding allocation team Since the allocation process considers a variety of factors, funding may go to qualified Proposers who did not earn the highest overall RFPQ qualified score. Therefore, it will be possible to qualify under this RFPQ process and not receive a funding allocation due to resource limitations and other factors. The Department cannot predict a workload for these services and does not guarantee any particular volume of business will be offered to any applicant who qualifies to provide services, nor is there any guarantee that the entities will use the services of any applicant who is issued a contract by virtue of this application. After Purchasing provides written solicitation results to all proposers and with the completion of the separate allocation process by the JOHS, JOHS staff will contact the successful and qualified proposer(s) who will receive an allocation for contract negotiations. The County will be awarding Requirements Contracts for these services. Requirements Contracts do not guarantee any level of funding and funding levels may change from year to year. All Proposers seeking to provide services must submit a proposal and receive a minimum of 70% of the total points possible in order to qualify.  The County reserves the right to qualify additional suppliers for these services as it deems necessary. All qualified suppliers will be added to one vendor pool, from which contracts will be awarded through the allocation process. CONTRACT TERM The Contract term shall be five (5) years. The County shall have the right to terminate the contract on any contract anniversary. COMPENSATION AND METHOD OF PAYMENT Contractors shall be paid via Cost Reimbursement. The Cost Reimbursement payment method reflects a purchase arrangement in which the County pays the provider for budgeted agreed-upon costs that are actually incurred in the delivery of services specified in the contract, not to exceed a stated maximum obligation. COOPERATIVE PURCHASING The cooperative procurement group for this sourcing event is comprised of Multnomah, Clackamas, and Washington County governments. For proposers that indicate in their responses that they are interested in providing services in multiple counties, the counties in the procurement group may establish contracts or price agreements directly with an awarded proposer under the terms, conditions and prices of the original contract pursuant to ORS 279A.210 and agreement by the selected proposer to extend the terms, conditions and prices of the original contract. Proposer must sign and return Buyer Attachment 1 - Cooperative Purchasing Vendor Agreement located in the Buyer Attachments section of this sourcing event. INSURANCE REQUIREMENTS Exhibit 2 of the attached Sample Contract reflects the minimum insurance required of a Contractor to provide this service. Additional insurance coverage may be required depending on the key features of service delivery chosen by the Contractor. Final insurance requirements will be subject to negotiation between, and mutual agreement of, the parties prior to contract execution. This RFPQ will establish a pool of consultants and subject matter experts who can assist the JOHS, as well as Washington County and Clackamas County, in their efforts to maintain and expand services. In addition to assistance with the state and federal funding as described above, support will be needed with, but not limited to, organizational development and growth management, resource mapping and program planning, developing and implementing racial equity plans across its system of care, community engagement, enhancing the organizational capacity of new and existing contracted service providers, data and program evaluation, technical writing, communications, and facilities development and project management. MINIMUM REQUIREMENTS  At the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. Pacific Standard Time on the proposal submission deadline.  At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). Proposers must submit verification that all insurance requirements are met. Proposers must have a completed Pre-Award Risk Assessment if federal funds are used for this Sourcing Event. (See Procedural Instructions in the Buyer Attachments page of this Sourcing Event).

Attachments

This project has the following solicitation documents. You will need to visit the agency's original website to download these documents.

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