Project Title: Client Emergency Basic Needs (CEBN) Fund Administration
Project #: RFPQ-95-2019
Issued by: Multnomah County view agency website
Publish Date: 1/18/2019
Due Date: 2/20/2019 This opportunity has closed.

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PRE-PROPOSAL CONFERENCE There will be a pre-proposal conference for this Solicitation on January 30, 2019 at 10:30 am at the Multnomah Building 501 SE Hawthorne Blvd. Portland, Oregon 97214 in conference room Copper on the 5th floor.   Attendance is:  Optional     SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION PURPOSE AND OVERVIEW The Multnomah County Department of Health, Mental Health and Addictions Services Division is seeking Proposers from whom it may purchase Client Emergency Basic Needs (CEBN) Fund Administration services. Services are intended to assist low-income or no-income individuals encountering barriers to entering or remaining engaged in substance use disorder (SUD) treatment at agencies within Multnomah County.    Major service components include: Funds through CEBN are available to address essential needs or overcome barriers to service engagement for individuals accessing residential or outpatient drug and alcohol treatment.  The need or barrier experienced by the individual is addressed in treatment, and identified on the individual treatment or recovery plan. The treatment provider is to provide any appropriate case management services for clients referred for CEBN assistance. The funding provided based on the program requirements above are considered as a last means resource.  Examples of basic needs eligible expenses include, but are not limited to the following: Tri-Met transportation - bus tickets and Honored Citizen bus passes Personal hygiene items Essential clothing (underclothing, socks, shoes, gloves, scarves, hats) Employment readiness materials Oregon identification card Copy of Birth certificate Essential basic household supplies for new housing Food ($50 maximum per occurrence) Vision exam, prescription eyeglasses Short-term or acute prescription medications Essential durable medical goods, such as canes, walker, etc. Examples of housing-related eligible expenses include, but are not limited to the following: Housing deposit fees Short-term rent assistance Emergency motel vouchers Payment towards essential utilities to avoid service disruption In instances of housing/utilities assistance, requests for funding are accompanied by a summary statement about the client’s plan of action for ongoing housing stability.    INTRODUCTION AND PROGRAM HISTORY  The Client Emergency Basic Needs (CEBN) fund is a resource designated for low- or no-income individuals encountering barriers to entering or remaining engaged in SUD  treatment at agencies within Multnomah County. All other potential sources of assistance must be exhausted before CEBN funds can be requested. What CEBN funds can be used for depends in part on other resources that are available in the community. Some examples of resources occasionally funded are: essential clothing and/or hygiene items for homeless individuals newly accessing treatment; Oregon state ID, birth certificates, vision exams and prescription eyewear; essential durable medical goods; public transportation; move-in costs and/or short-term, limited rent assistance.    Historically, treatment agencies identify no more than two (2) staff to serve as CEBN agency representatives of their program, notifying CEBN Administrator staff of these assignments. Only these individuals represent the agency program requesting CEBN assistance for individuals in treatment.    GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS Goal: The goal of the CEBN funds is to improve the health of diverse communities by removing barriers to treatment through the utilization of emergency client assistance.  Important Considerations: These funds may not be prioritized to a single treatment agency. The qualified proposers will coordinate with several treatment agencies to meet the individual needs of clients. This contract demands collaboration and fiscal accountability, and entails a high probability of conflict resolution due to coordinating with multiple providers to utilize a very limited resource.       TARGET POPULATION SERVED All persons for whom assistance is requested must be eighteen (18) years of age or older (or verified as formally emancipated) with an income of no more than 200% of the current federal poverty guidelines ( and be receiving alcohol and drug treatment at an agency within Multnomah County.  All other potential sources of assistance are utilized before CEBN funds can be considered.  The emergent need of each request is evaluated and approval/denial will be based on this evaluation.  There is a maximum allowable of $300 basic needs funds within any two year (24 months) period, counted from the initial access of funds, and a maximum of $600 housing assistance in a one year period (12 months). These maximums are not intended as an individual benefit account and shall not be represented as such.  Treatment agencies are monitored for use of CEBN funds to allow for equitable distribution of this limited resource.   GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREAS  Services are intended for individuals receiving substance abuse disorder treatment in Multnomah County. All Proposers must have a service location within the Multnomah County geographic boundaries in order to be considered.   FUNDING Multnomah County Department of Health, Mental Health and Addictions Services Division has budgeted approximately $134,550.00 annually ($672,500 over the five year procurement period). The current allocation policy provides for a base allocation plus additional funds allocated on a formula basis. The formula directs funds to service areas with greater needs, taking into account multiple factors such as, poverty rate and income level.   Funding of the work described in this RFPQ is not guaranteed. Fluctuations in funding year to year should be expected. The County cannot assure that any particular level of work will be provided and the contract will permit the County to add or remove work as necessary depending on availability of funding.   MATCH REQUIREMENTS Not applicable to this sourcing event.   SCOPE OF SERVICES  The qualified proposers acting as the administrator of CEBN funds will provide periodic training to identified treatment program CEBN representatives to ensure they understand the purpose, maximums allowed and related procedures for CEBN eligibility, as well as to review current community resources which may be alternatives to CEBN funds.  Individual clients may not self-refer for CEBN funds. CEBN administrator will be responsible to identify representatives from treatment agencies who request CEBN funds.  CEBN administrator will coordinate with treatment agencies to ensure that they are able to: problem solve client needs and coordinate resource acquisition; communicate with administrator’s CEBN staff about specific CEBN requests; and attend periodic CEBN training to ensure understanding of the fund and related procedures.  CEBN administrator will be responsible for retaining all receipts for goods/services not passed through treatment providers, and must maintain a record for gift cards that includes: treatment agency, client name, type of gift card (vendor, etc.), and intent of client assistance. Treatment agencies will be responsible for all receipts for goods/services purchased with CEBN funds not paid directly by administrator. CEBN administrator must create a tracking system to ensure fiscal compliance. Receipts may be required as a function of any auditing process done by fund administrator to ensure proper use of CEBN funds/services.  The qualified proposers, as Provider/Administrator of CEBN funds, will provide all CEBN treatment agency representatives with the necessary forms for initiating requests for CEBN funds.  The administrator will work to ensure that client’s needs identified through CEBN requests are addressed on the individual’s treatment/recovery plan. The CEBN fund administrator will determine the process for and execute any audit of treatment agencies’ use of CEBN funds to determine their proper use.   The qualified proposers, acting as the administrator of CEBN funds, will not implement any substantive program change or change in method of service delivery that affects level, scope, or outcome of services funded without prior written approval by Multnomah County Mental Health and Addiction Services Division contract administrator.   FISCAL REQUIREMENTS AND REPORTING Fiscal reporting requirements will be developed with each entity that is funded during the contract negotiation period. All CEBN related expenses and fund disbursements are to be tracked internally by each entity. Tracking will also monitor the limits per person as previously stated in requirements. These funds may be used to purchase gift cards for acquisition of food and clothing items and use of these gift cards can be tracked by fund administrator. Service duplication adversely impacts the cost effectiveness of contracted services. To minimize duplications, clients served under any Multnomah County contract may not support a claim for reimbursement for the same services under any other Multnomah County contract. As appropriate, Providers will comply with all applicable provisions of the most current Intergovernmental Agreement for the Financing of Community Mental Health, Substance Use Disorders, and Problem Gambling Services between the State of Oregon acting by and through its Department of Human Services and the County. This can be found at  A copy of the 2017-19 Agreement can be found in the Buyer Attachments page of the sourcing event. A new biennium begins July 1, 2019. Multnomah County will receive an updated Intergovernmental Agreement which will be posted on the website.   Providers, if a non-profit organization and a sub-recipient of federal funds passed through the County, must meet the audit requirements of Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200).    CEBN is currently funded entirely through County General Funds, and does not include State or Federal pass-through funding. The County may receive additional funding as described above. Qualified supplier(s) will need to adhere to the requirements identified per 2 CFR 200.    PERFORMANCE MEASURES/PERFORMANCE CONTRACTING Contracts will be monitored through a number of means, which may include: Site Reviews: County staff may schedule on-site visits to review agency compliance with the contract. Site visits are usually scheduled with contracted providers, but may be conducted without notice. Technical Assistance: County staff may offer training and/or assistance to programs regarding design of services.   Evaluations/Program Performance: Program performance may be evaluated through other quality assurance/evaluation processes, including: Performance reviews for achieving client service outcomes; Contracted provider self-assessments; Client satisfaction surveys and complaint resolution processes; Compliance reviews for reporting requirements, including use of the County’s data collection systems; Referral source satisfaction surveys; Analysis of Client Data; and Census validation audits. Fiscal Compliance Reviews: County fiscal compliance reviews may be conducted to ensure that financial records, systems and procedures conform to Generally Accepted Accounting Principles (GAAP) and are in compliance with all County and State audit and accounting requirements. Data Collection and Reporting: Reporting requirements, data collection methods, and performance measures will be established during the contracting process, according to the goals of the Provider’s programming.   At a minimum, Providers will complete and submit service reports and/or client rosters , with reporting frequency, content, and reporting format and process to be negotiated. Key data may include, but are not limited to, number of individuals receiving CEBN services categorized by: age; gender; race; ethnicity; date of service; type of service (food, hygiene supplies, dental services, etc.); cost of service; treatment provider; and level of care.    CONTRACT NEGOTIATION  Once selected in the allocation process, The County will initiate contract negotiations with the Proposer. 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 another qualified Proposer(s). This process may continue until a contract agreement is reached.   CONTRACT AWARD AND ALLOCATION PROCESS 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 as a result of this RFPQ process. Our intent is to establish pools of qualified vendors who will be eligible for potential contract awards. There is no limit on the number of vendors that may be qualified under this RFPQ process. “Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services.   ALLOCATION PROCESS Entirely separate from this qualification process, Multnomah County Department of Health, Mental Health and Addictions Services Division will initiate and award requirements contracts to those qualified providers who demonstrate the desired experience, skills, proficiency, certifications, and area of specialty that will fulfill the responsibilities outlined within the scope of services. Multnomah County Department of Health, Mental Health and Addictions Services Division 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 Mental Health and Addictions Services Division 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 Provider/system stability Provider experience Funder-imposed requirements or restrictions (i.e. nonprofit) Specific population coverage Client needs and trends Provider economy of scale Past performance Extent of provision of like services by any one agency 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 case load 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 Mental Health and Addictions Services Division 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 Mental Health and Addictions Services Division, Mental Health and Addictions Services Division 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 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 This is a 1 year contract term with optional renewals of up to 4 additional years.   COMPENSATION AND METHOD OF PAYMENT 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, up to a stated maximum obligation. This is the most demanding of the available payment methods and the most costly to operate.    COOPERATIVE PURCHASING    Not applicable to this sourcing event.    INSURANCE REQUIREMENTS Sample Exhibit 2 in the Buyer Attachments 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.   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. local Portland, Oregon time on the proposal submission deadline. Proposer Representations and Certifications 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).


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