RFP 2025-92-HEART Family Navigation and Support Services

RFP 2025-92-HEART Family Navigation and Support Services Counseling Social Services Case Management REQUEST FOR PROPOSALS #2025-92 FOR Healing, Engagement, Advocacy, Reciprocity Training (”HEART”) Family Navigation and Support Services 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: April 1, 2026 TIME: 2:00 PM, Pacific Time PLACE: https://bidlocker.us/a/clackamascounty/BidLocker RFP 2025-92-HEART Family Navigation and Support Services Page ii SCHEDULE Request for Proposals Issued……........................... March 4, 2026 Protest of Specifications Deadline........................... March 11, 2026, 5:00 PM, Pacific Time Deadline to Submit Clarifying Questions............... March 18, 2026, 5:00 PM, Pacific Time Request for Proposals Closing Date and Time…. April 1, 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) RFP 2025-92-HEART Family Navigation and Support Services Page 3 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, April 1, 2026 (“Closing”), to provide Healing, Engagement, Advocacy, Reciprocity Training (”HEART”) Family Navigation and Support 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- 00016203. 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. RFP 2025-92-HEART Family Navigation and Support Services Page 4 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 Sched ule, 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. RFP 2025-92-HEART Family Navigation and Support Services Page 5 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; therea fter, 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 SEPAR ATION 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 contra ctual 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. RFP 2025-92-HEART Family Navigation and Support Services Page 6 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 err or 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. C ontractor 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 s ubcontractors 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). RFP 2025-92-HEART Family Navigation and Support Services Page 7 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. RFP 2025-92-HEART Family Navigation and Support Services Page 8 SECTION 3 SCOPE OF WORK 3.1. INTRODUCTION Clackamas County Juvenile Department (“CCJD”) seeks the development and implementation of Parent/Guardian Engagement, Support, and Advocacy Services in Clackamas County for families involved with the Clackamas County juvenile justice system. The HEART Family Navigator engages justice involved youth and their families, and provides support with navigation services, skill building workshops, leadership and community building opportunities. The services will be based on current best practices that are delivered in a trauma-informed and respectful manner and designed to reduce the disparities in the juvenile justice system. 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 A key strategic result in Clackamas County Juvenile Department’s Strategic Business Plan is “80% of parents and guardians report they feel respected and included in their child’s involvement with the Juvenile Department.” This is in conjunction with reducing recidivism. Studies show that engagement and support of parents/guardians in their youth’s reformation have positive impacts on recidivism rates of justice- involved youth and on their ability to successfully complete the requirements of supervision. Parents are one of CCJD’s customer groups, and our Strategic Business Plan recognizes that parents have a right to feel supported and respected. This program will serve as a consistent resource for families of court involved youth who are in need of assistance to support their child and divert them from further penetration into the criminal justice system. 3.3. SCOPE OF WORK Parent(s)/Guardian(s) Engagement, Support and Advocacy: Provide high-quality, individualized parent engagement, support, and advocacy services to the parents of youth that are involved with the Clackamas County Juvenile Department that will:

• Build meaningful relationships with the parent(s)/guardian(s) of at-risk youth, who show multiple

risk factors for entering the juvenile justice system or who are already involved in the juvenile justice system. o Family Navigators: ▪ Will be professionals who can relate to the challenges faced by the parents they serve and support them as they navigate the juvenile justice and other systems they touch while working to help their children be successful. ▪ Will partner with the appropriate agencies to help mitigate parent risk factors such as drug or alcohol use, criminal justice involvement, mental health concerns, poverty, and lack of resources. ▪ Will help parent(s)/guardian(s) remove or mitigate barriers they are facing, thereby increasing family stability, to be able to better support and equip youth to be successful in school and life. RFP 2025-92-HEART Family Navigation and Support Services Page 9 ▪ Will focus on increasing family and community protective risk factors, with a focus on pro-social orientation, sense of purpose, positive cultural identity, connection to community, and family cohesion. For youth who may not have many connections at school or in their community, it can be difficult to find strong, positive role models. These youth may take longer to trust adults, based on their history; they may present aggressive or other anti-social behavior as a defensive tactic; and they may be difficult to reach if they are not enrolled in school. Working with their families requires specific knowledge of community customs and norms.

• Family Navigators will help parents uphold and strengthen cultural values

as a strong protective factor in their children and families. Parent(s)/Guardian(s) Class/Classes: The skills learned will help parents provide guidance for their child while building a strong, lasting relationship that will serve as a catalyst for their child’s development. Studies show that the adverse effects “of environmental stressors, from overcrowding to poverty to family turmoil, was almost entirely eliminated” if a child’s mother is particularly responsive to her child. Research also suggests that consis tent good parenting efforts can make big differences in their child’s future. Family Navigators can equip parents with this knowledge and help reduce the anxiety of feeling they need to be “super” parents and help them begin to build a more positive family dynamic by doing the following:

• Create, implement, and make available parenting classes
• Utilized an evidence-based parenting curriculum with adaptations for the population served, using

a strengths-based approach and a trauma informed lens

• The curriculum will include key elements such as:

o The importance of providing structure o Appropriate boundaries o Consistency in involvement with their child, their child’s school, their child’s activities o Their child’s reformation plan (if applicable) o How to navigate the barriers they are facing to accomplish the above o The classes will encourage family activities, pro-social behaviors, and academic engagement with their child to increase academic outcomes and decrease entry or re-entry into the juvenile justice system

• This program will focus on setting youth and families up for success by:

o Increasing protective factors that will last beyond the life of the program o By building parental skills in parenting and in navigating the systems that can often be overwhelming and cause parents to give up. o Building social capital and a network of support in their community Family Engagement: Research has shown that ongoing communication with parents and the agencies serving their children can improve outcomes for youth. This program will use a robust family engagement model including family orientation during the recruitment process by doing the following:

• Engage the entire family through events and outreach
• Frequent communication between agency and parents to ensure a strong foundation for success
• Regular family engagement events.
• Families will be encouraged to participate in other programs run by the agency which prioritizes

family engagement

• Agency programming opportunities include parent support groups, civic engagement programs,

and leadership classes. RFP 2025-92-HEART Family Navigation and Support Services Page 10 ADDITIONAL REQUIREMENTS 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 services in ways that meet the individual needs of the youth and their families. For the youth to understand and appreciate their individual identity(s), provider shall schedule activities on an individual or small group basis for the purpose of:

• Teaching youth constructive ways to express and appreciate their own culture/heritage and identity.
• Allowing youth to identify and participate in activities that extend beyond their own immediate personal

experiences.

• Helping youth utilize community resources to advance their awareness and improve their social

network.

• Helping youth to recognize the relationships between various value systems.
• Increasing awareness and acceptance of the different experiences and needs of others in the community
• Having bi-lingual staff to communicate with youth, families, victims, and community members with

limited English proficiency. Case Collaboration: The contracted agency will meet monthly with CCJD Counselors to discuss individual cases: Family Navigators will provide information on a monthly basis in writing at case meeting to include a summary detailing the family’s participation in the program, including any progress or challenges encountered, the Family Navigator will provide a closing summary of family’s engagement in the program, including achievements and any challenges encountered. Quality Assurance: The contracted agency will follow best practices for recruiting, supporting the parents/guardians and families of youth served by the Clackamas County Juvenile Department. The following will guide work with families: Values  Parents are the expert on their youth and family.  Families belong together  Build from Strengths  Look for Opportunities for Growth  Celebrate Cultural Identity  Celebrate Success  Accountability – Show up for families Staff Training &Competencies  Assertive Family Engagement  Responsiveness to individualized needs of youth and families  Strength-based practices  Trauma Informed Lens  Familiarity with justice involved youth and families  Adaptive World Reasoning  Administrative Capacity RFP 2025-92-HEART Family Navigation and Support Services Page 11 Recruitment  Assertive but sensitive recruitment of target families  Family orientation to program: realistically portray benefits, practices and challenges.  Recruitment Method will include: o Referrals from Juvenile Department  Recruitment Methods may include, as program capacity allows:

• Referrals from schools
• Referrals from other community partners, such as Child Welfare, Behavioral Health,

Developmental Disabilities, etc. RFP 2025-92-HEART Family Navigation and Support Services Page 12 SAMPLE PROGRAM BUDGET TEMPLATE SUBRECIPIENT BUDGET Organization Funded Program Name: Program Contact: Agreement Term: Approved Approved Award Budget Categories Award Amount Personnel FTE & Fringe Total Personnel Services Administration (Indirect-See Below) Supplies Meeting Expenses Supplies - Classes and Support Group Operating Expenses Space Cost for Classes and Support Group Travel & Training Mileage & Parking Training Additional (please specify) Client assistance - (Childcare, Transportation, Interpretation) Total Programmatic Costs Indirect Rate: XX % OF TOTAL EXPENSES Total Grant Costs RFP 2025-92-HEART Family Navigation and Support Services Page 13 PERFORMANCE REPORTING PERFORMANCE REPORTING SCHEDULE RECIPIENT will submit output/reporting measures listed below under PERFORMANCE REPORTING at a minimum of monthly to COUNTY and will be periodically reviewed with the COUNTY. Additional output/reporting measures may be determined by the COUNTY in conjunction with the RECIPIENT. The contents and format of output/reporting measures shall be determined by COUNTY and RECIPIENT and include information to which the RECIPIENT has reasonable access. PERFORMANCE REPORTING The contracted agency will employ robust performance measures to ensure short-term and long-term outcomes are meeting goals and objectives. Have staff trained in data and evaluation prepared to implement robust performance measure data collection, analysis, as determined with CCJD, and will also report at a minimum on the following measures: Performance Measures Due every month, quarterly & yearly measures are called out Frequency of Measure Demographics # of youth referred to program MONTHLY Demographics # of unique families being served MONTHLY Demographics Geographic location of each youth and family member being served MONTHLY Length Length of family engagement services as measured from referral date to formal program exit date QUARTERLY Service Hours # of service hours each family receives by month MONTHLY Service Hours # of service hours all families receive by month MONTHLY Service Hours # of families who met/exceed minimum service (4 hours a month) MONTHLY Service Hours # of families who do not meet minimum service (4 hours a month) MONTHLY Retention Number of families recruited at beginning and number of families still involved at the end of reporting period MONTHLY Training Number of families successfully completing parent program training QUARTERLY RFP 2025-92-HEART Family Navigation and Support Services Page 14 Training Number of families who do not complete parent program training QUARTERLY Protective Factors Number of youth who increase at least one or more individual protective factor(s). YEARLY Protective Factors Number of families who increase at least one or more family protective factor(s). YEARLY Education Number of families who report having used the tools to be involved in their child's education, assisting their child to engage/re-engage with school. MONTHLY Family Engagement Number of parent/guardians who report they feel respected and included in their child’s involvement with CCJD. QUARTERLY Pre/Post Surveys Pre/Post surveys will be developed for each group/class. QUARTERLY Monthly Narrative Data 1 Narrative of any accomplishments/highlights/outcomes: 2 Narrative of any barriers/challenges: 3 # of clients/families served this month by the HEART Family Navigator 4 What types of services were provided? 5 # of classes/skill groups provided? 6 Meetings attended (Juvenile Counselor meetings, Juvenile Department meetings, community meetings, school meetings, etc.) 7 Any training provided to staff? Quarterly Narrative Data Referrals How many referrals were made for the month? How many enrolled into the program? How many did not enroll and why? RFP 2025-92-HEART Family Navigation and Support Services Page 15 Engagement How many youth and families have become engaged in the program for the month? Were families engaged? If not, what were the barriers to engagement? What was done to mitigate those barriers? Cross team connection How did connection and collaboration between the JC2/JC1 and Heart Navigator go? Services If there is navigation to services, what are the needs that are coming up? Are there services to meet those needs? If no services available, what were the next steps? Classes How many were enrolled into classes and which ones? Where were/are the classes being held? What things came up for youth and/or families over the course of the classes? Impact What impact do parents report services are having on their youth? If youth is involved, what are the youth saying about the impact of services? Are there notable changes from month to month? If things are going well and there's a drop in engagement, what happened? Social capital Parents that were in groups supporting each other. Support in the community. Leadership, learning to advocate as parents learn to navigate systems. Through involvement parents contribute information back to the system that helps improve the system. Other Are there other activities that the families have been invited to? Where is help needed? Is something not going ok? Family Engagement Metric Using the following rating scale, how would you rate your experience working with the CCJD? Very Dissatisfied - Dissatisfied -- Neutral - Satisfied - Very Satisfied Potential Questions What would have made your experience working with the HEART Program better? Did you feel supported by the HEART Program while they worked with your family? Did you feel you received the right guidance in navigating the services of the HEART Program? Did you feel included in the case planning of your child? Did you feel comfortable advocating for your child while working with the HEART Program? Did the HEART Program listen to your concerns? And, if so, in what ways did they address your concerns? RFP 2025-92-HEART Family Navigation and Support Services Page 16 Budget: The County has an estimated project total of $672,000, 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 June 30, 2031. 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 ABUSE REPORTING. Contractor shall comply with all processes and procedures of child abuse (ORS 419B.005 – 419B.050), mentally ill and developmentally disabled abuse (ORS 430.731 – 430.768 and OAR 407-045-0250 through 407-45-0370) and elder abuse reporting laws (ORS 124.050 – 124.092) as if Contractor were a mandatory abuse reporter. If Contractor is not a mandatory reporter by statute, these reporting requirements shall apply during work hours only. Contractor shall immediately report to the proper State or law enforcement agency circumstances (and provide such other documentation as may be relevant) supporting reasonable cause to believe that any person has abused a child, mentally ill or developmentally disabled adult or an elderly person, or that any such person has been abused. 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. Abuse & Molestation endorsement with limits not less than $1,000,000 per occurrence if not included in the Commercial General Liability policy. RFP 2025-92-HEART Family Navigation and Support Services Page 17 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 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. RFP 2025-92-HEART Family Navigation and Support Services Page 18 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. Provide the following information in the order in which it appears below: 5.2. Proposer’s General Background and Qualifications: 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. RFP 2025-92-HEART Family Navigation and Support Services Page 19 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 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 along with a completed program budget (see sample budget included in this RFP). 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) RFP 2025-92-HEART Family Navigation and Support Services Page 20 PROPOSAL CERTIFICATION RFP #2025-92 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. 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:__________________________ Name:_______________________________________ Date:______________________________________ Signature:____________________________________ Title:______________________________________ Email:_______________________________________ Telephone:_________________________________ Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________