Description

PRE-PROPOSAL CONFERENCE: There will be a pre-proposal conference for this sourcing event on Wednesday, February 12th at 2:00PM. Event will be held in the Oak Conference Room of the Five Oak Building, 209 SW 4th Ave, Portland, OR 97204.Attendance is: OptionalSERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATIONPURPOSE AND OVERVIEWMultnomah County, Department of County Human Services, Youth and Family Services Division is interested in contracting for Alternative School Services for Children of Homeless Families.  The selected Contractor will provide specific support services at an alternative school facility that is providing uniquely tailored educational programs from kindergarten (K) through eighth (8th) grade while their families are homeless. The estimated annual funding is $72,696  per year, beginning July 1, 2020 through June 30, 2025.Service components that support students to stay engaged and attend school, include at minimum:  Breakfast and lunch meals that meet or exceed minimum recommended daily allowance (RDA) requirements;  Transportation services to-and-from school; and. Outreach services to identify children for the program. INTRODUCTION AND PROGRAM HISTORYServices identified under this Request for Proposals (RFP) have taken place in a private, nonprofit, K-8 school dedicated to meeting the unique educational needs of children whose families are experiencing homelessness, living in transitional housing, or children who are otherwise at risk of academic failure due to housing instability. The goal is to provide children of homeless families  with a stable educational environment that promotes their personal and academic growth as students must be able to stay in school no matter how often or where they move.Students live throughout the County, moving frequently. Due to their family’s homelessness students have many barriers to overcome, including chronic absence, falling behind academically, and may  lack age-appropriate social skills. To address these barriers contractor will provide an instructional setting that incorporates trauma informed practices and supports that increase social-emotional learning. The contractor will also deliver services in a culturally responsive and linguistically appropriate manner to respond to the unique cultural, racial and ethnic strengths of the students.Services respond to the unique needs and situation of each child, by providing access to a wide array of support services. Transportation, seasonal clothing, hygiene items, school supplies and two meals a day help children stay engaged on their education. Services are designed to result in increased school attendance, age-appropriate academic achievement, increased social skill development and resilience building.TARGET POPULATION SERVEDServices are provided to children of homeless families living within Multnomah County, grades kindergarten (K) through eighth (8th) grade.GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREASServices will be provided within the boundaries of Multnomah County.FUNDINGDCHS has budgeted approximately $72,696 annually, for this service.Funding of the work described in this RFP is not guaranteed. Fluctuations in funding year to year should be expected. The County cannot assure that any particular level of work will be assigned and the contract will permit the County to add or remove work as necessary depending on availability of funding.MATCH REQUIREMENTSN/ASCOPE OF SERVICES The selected Contractor will provide support services at an alternative school for grades from Kindergarten (K) through Eighth (8th) grade for approximately ten (10) homeless children per year.  Educational programs and services are to be conducted five (5) days a week, a minimum of six (6) hours per school day, throughout the standard school year, September through June.The alternative school facility is to be located at one site, within Multnomah County.  The main elements that the awarded Contractor shall provide are: Individualized educational services six (6) hours per school day; Providing to children breakfast and lunch meals that meet or exceed minimum recommended daily allowance (RDA) requirements; Transportation services to-and-from school; and Outreach Services. Outreach ServicesServices must also include outreach to organizations who serve homeless families in motels, food banks and transitional housing.  Children should have access to, and be provided with seasonal clothing, hygiene items, health screenings, school supplies and clothing.Nutritional ServicesThe Contractor will provide each child with two balanced meals, consisting of breakfast and lunch that meet or exceed the minimum Recommended Daily Allowance (RDA) requirements and are at no cost to the child or the child’s family or guardians.Transportation Services For ChildrenThe Contractor will provide pick-up and delivery to-and-from school, and/or authorized off campus school field trips. The children’s pick-up and return to locations may be spread throughout Multnomah County at various locations, such as at hotels, shelters, or other relevant settings. .Trauma InformedAll proposed services must be delivered using culturally responsive, trauma-informed, and strengths-based approaches. Services must also be grounded in an understanding of Positive Youth Development and the characteristics of children of families who experience homelessness.  CONTRACTOR REQUIREMENTSContractor will effectively demonstrate strong linkages to other agencies and organizations that can provide appropriate services to parents, guardians and/or children.Mandatory Reporting Contractor must be a Mandatory Reporter per State of Oregon Statutes. Data Collection and Contract ReportingThe Contractor shall have the capacity to capture and maintain all requested data for Multnomah County. County staff will work with selected contractor to develop a reporting format that captures the core services provided through this contract.Site ReviewsDCHS Youth and Family Services Division 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.FISCAL REQUIREMENTS AND REPORTINGReports are due on the 20th of the following month that services were provided. An annual report with school year summary and highlights is due within thirty (30) days of the fiscal year end (July 30). Reports will be emailed to the Program Specialist. At the time of this RFP the current Program Specialist is José Ibarra jose.ibarra@multco.us.PERFORMANCE MEASURES/PERFORMANCE CONTRACTINGAwarded Supplier will fully cooperate with the County’s contract monitoring and program evaluation activities.  This includes making available all data and information the County deems necessary for those processes. Contract resulting from this RFP will be monitored through a number of means, to also include the following expected program targets and outcome measures; Program Targets and Outcome Measures are provided on Buyer Attachment B.CONTRACT NEGOTIATIONThe County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah 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 the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached.CONTRACT AWARDThrough this RFP process, the County is seeking to award one contract. Award, as determined by the County, will be made to the responsible Proposer whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RFP. Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. CONTRACT TERMFixed term. The contract term shall be five (5) years. COMPENSATION AND METHOD OF PAYMENTThis procurement will result in a fixed-term, cost reimbursement contract.INSURANCE REQUIREMENTSThe Proposer awarded a Contract as a result of this RFP and the follow on allocation process will be required to provide the insurance described in Exhibit 2 of the Multnomah County Services Contract located in the Buyer Attachments page of this Sourcing Event. Exhibit 2 of the 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 may be subject to negotiation between, and mutual agreement of, the parties prior to contract execution.Minimum insurance requirements: Type of Insurance   Amount  Per Occurrence  Aggregate  Professional Liability             n/a n/a n/a Commercial Gen Liability    $1,000,000   $1,000,000   $2,000,000 Commercial Auto Liability      $1,000,000   $2,000,000 Workers Compensation             Required         Sexual Abuse/Molestation $1,000,000 $1,000,000 $2,000,000 MINIMUM REQUIREMENTSAt 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. local Portland time on the proposal submission deadline. Proposer Representations and Certifications  The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Prerequisite page of the Sourcing Event. 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.

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