Project Title: Housing Support Services
Project #: RFPQ-181-2019
Issued by: Multnomah County view agency website
Publish Date: 3/15/2019
Due Date: 4/15/2019 This opportunity has closed.

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PRE-PROPOSAL CONFERENCEThere will be a pre-proposal conference for this Solicitation on Wednesday, March 27th at 2:00 PM at The Multnomah Building, Room 126, 501 SE Hawthorne Blvd., Portland, OR 97214. Attendance is:  Optional Service Description, Funding And Contracting Information Purpose And Overview  Multnomah County Aging, Disability and Veterans Services Division (ADVSD) is seeking contractors who can provide Housing Support Services directly to clients and/or eligible Multnomah County residents age 60 and older, and persons with disabilities age 18 and over. Contractors will work with older adults, and young people with disabilities that include physical, cognitive and/or emotional impairments. Contractor and their staff are expected to complete all work in a manner that is respectful of the individual dignity of each recipient and protects their right to privacy. Introduction And Program HistoryThe ADVSD strives to reach and provide services to un-served and under-served seniors and persons with disabilities living in Multnomah County. The vision of ADVSD is that “Persons with disabilities and older adults in our community will be living quality lives with supports and living situations of their choice,” thus its central mission is “To assist older adults and persons with disabilities to live as independently as possible with a range of accessible, quality services that meet their diverse needs and preferences.” With organizational values based on integrity, respect, accountability, service excellence, collaboration, person-focused services and cultural understanding, the ADVSD provides a variety of support services including but not limited to housing support services for seniors and persons living with disabilities throughout Multnomah County. The ADVSD’s Housing Support Services are a component of a Multnomah County-funded emergency assistance program administered by the Community Services Unit of ADSD for clients in danger of losing their housing, are homeless and seeking shelter, or who are living in medically unsafe conditions that require them to relocate. Each year, between 600 and 700 individuals receive assistance through this emergency assistance program with approximately 150 to 200 having a service need covered by the Housing Support Services described in this RFPQ. Housing Support Services are designed to support long-term housing stability for ADVSD clients and/or Multnomah County residents age 60 and older, and persons with disabilities age 18 and older who are homeless and seeking shelter, or at risk of homelessness or of being displaced from their current residence for a variety of reasons, or living in unsafe housing conditions. Housing Support Services also provide assistance for those clients and eligible County residents who need to move because their current housing poses an immediate and significant health risk. Goals, Values And Other Important Considerations The primary goal of the ADVSD’s Housing Support Services is to provide and support stable housing options for ADVSD clients and/or residents of Multnomah County who are age 60 or older, and persons with disabilities age 18 and older who are homeless and seeking shelter, or at-risk of homelessness, or of being displaced from their current residence for a variety of reasons, or living in unsafe housing conditions. The target population may have physical, cognitive and/or emotional impairments, poor personal hygiene habits, and also may have excess filth and extreme clutter in their homes that falls under the category of “hoarding behavior” and/or “squalor syndrome”; hoarding behavior and squalor syndrome sometimes occur together. “Hoarding behavior” is defined as the excessive collection of items along with the inability to discard them. Hoarding often creates such cramped living conditions that rooms or homes may be filled to capacity with only narrow pathways winding through stacks of clutter. Some people also collect animals, keeping dozens or hundreds of pets often in unsanitary conditions. “Squalor syndrome,” also known as Diogenes Syndrome, is defined as a disorder characterized by extreme self-neglect, domestic uncleanliness, social withdrawal, apathy, and compulsive hoarding of rubbish and/or other items. Target Population Served Housing Support Services directly to Multnomah County Aging Disability and Veterans Services Division (ADVSD) clients and/or eligible Multnomah County residents age 60 and older and persons with disabilities age 18 and over. Contractors will work with older adults and young people with disabilities that include physical, cognitive and/or emotional impairments. Geographic Borders/Limitations & Service Areas Housing Support Services will be provided within the geographic borders of Multnomah County to qualified ADVSD clients and/or Multnomah County residents age 60 and older and persons with disabilities age 18 and older. One (1) to two (2) move(s) a year may require relocating a client to a neighboring county within the Portland Metropolitan area (for example, Washington or Clackamas County). No moves will occur outside the state of Oregon. Funding ADVSD has budgeted approximately $250,000 annually in aggregate for two (2) and possibly three (3) Contracts that will be funded through the County General Fund. 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 assigned and the contract will permit the County to add or remove work as necessary depending on availability of funding. Match Requirements Not Applicable. Scope Of Services Moving Assistance. Moving of common household items including personal belongings, furniture, appliances, and/or medical equipment for ADVSD clients relocating within Multnomah County. Rarely will moving involve relocating a client to a neighboring county within the Portland metropolitan area (for example, Washington or Clackamas County). No moving services will be provided outside the State of Oregon. All moving services will be provided in compliance with Oregon Department of Transportation (ODOT) regulations and rates. Moving personal property over a public highway or street. Oregon Revised Statutes, ORS 825.100,,  requires Oregon Department of Transportation (ODOT) certification for all for-hire transportation of household goods (personal property) using a public highway or street that are: from one residence to another, to a storage facility, and/or from a storage facility to a residence or another storage facility. Contractor shall obtain the certificate required by ORS 825.100 before providing this service.Moving personal property within the same facility or otherwise not using apublic highway or street. ORS 825.100 does not requirea certificate to provide this moving service. Delivery Services. This may include delivery of donated or purchased furniture, which may be required because of pest contamination. ORS 825.100 does not requirea certificate to provide this moving service. Disposal  Services.  This may include removing personal property for disposal at a charity site or waste management facility. ORS 825.100 does not require a certificate to provide this moving service. Packing.  Boxing and otherwise preparing a household to move. Packing shall include: Providing boxes if required, labeling all boxes on the outside with box contentsand designated room, numbering the box for your inventory list, providing a copy of the inventory list to the client; Packing fragile items with suitable materials to prevent damage; Furniture & mirrors must first be wrapped in blankets and then shrink wrap plastic or comparable material to secure the blanket to prevent damage during the move. These items will be numbered and added to your inventory list; and Contractor must provide the County a copy of the process to manage client’s valuables. Elements of the process must include a record of a description of the items, mutual verification of items included, and signed receipt upon delivery to the client(s). Delivery, Moving and Set Up of Medical Equipment. Delivery, moving or removal of medical equipment will be limited to medical equipment that can be delivered, moved or removed without requiring specialized training and without creating a risk of significant injury to Contractor, ADVSD Client, or the public.Extreme Cleaning and Bed Bug Treatment Preparation. Intensive cleaning is used to help ADVSD clients pass a landlord inspection or to remove an imminent health threat. This may include cleaning and/or sorting and organizing belongings.Preparing for pest removal. If pest removal services are provided after you clean and prep the apartment, your assistance may be required to rearrange furniture and unpack stored items on another day. Extreme Cleaning may include: The removal and proper disposal of garbage, household refuse, or debris, including items that may be soiled with human and/or animal bodily fluids or waste; Scrubbing floors, walls, and /or windows and other surfaces; Vacuuming and cleaning carpets (entire carpet or spot cleaning); Miscellaneous related janitorial tasks specified by a landlord or property owner in a written or oral remediation agreement to prevent eviction of an ADVSD client. Contractor should be prepared to bring their own equipment and purchase cleaning supplies to complete the tasks; and/or Assisting client in identifying items for removal or re-organization when landlord or property owner in a written remediation requires client to reduce clutter or belongings due to improper egress or load. Bed Bug Treatment Preparation may include following the preparation instructions provided by property management or pest control operator, based on type of treatment that will occur: The removal of clutter and re-arrangement of furniture to facilitate treatment; Laundering and bagging/sealing clothing and bed linens in a manner consistent with the Environmental Protection Agency (EPA) and Multnomah County Health Department recommendations - labelling when possible, please see,;  Maintaining a list of the personal items infested with bed bugs or other pests that the client has requested you permanently dispose of. Review this list with the client and ask them to sign the list before you dispose of the items; Encasement of a mattress and/or box-spring or other furniture at ADVSD’s request with bed-bug-proof encasements provided by ADVSD or by a landlord or property owner; and/or  Miscellaneous janitorial tasks specified by a landlord or property owner as part of a pest-control treatment plan. Assistance provided by Contractor shall be provided in accordance with the pest-control operator's recommendations for tenant preparation; and/or Contractor shall participate in a minimum of one (1) hour of training annually about best practices for bed bug abatement in compliance with information provided by the EPA and Multnomah County Health Department. Contractor is responsible for all training fees. Contractor is not responsible for pest control treatment.                          Service Authorization Procedure: ADVSD Community Services, or its delegates, must authorize all services provided through this Contract before they occur. Services will be authorized using the following procedures: ADVSD Community Services will fax or e-mail Contractor a written description of the requested services using the Authorization of Services Request Form (Buyer Attachment B).  The service request will include the name and contact information of the ADVSD client for whom services are being provided, the name and contact information of ADVSD field staff involved with the request, the number of service hours being authorized, and a requested date of service. Upon Contractor's receipt of the service authorization, Contractor shall contact field staff or the ADVSD client receiving services to schedule the actual service date(s) and to coordinate the delivery of services. Contractor shall make contact with ADVSD client or field staff within three (3) business days of receiving the service authorization. All service authorizations are based on requests for assistance by ADVSD clients who retain the right to determine the manner in which services are provided or to decline services entirely. ADVSD Community Services must approve service adjustments requiring additional authorization of service hours before being provided by the Contractor. The ADVSD Contract Liaison will provide Contractor with a continuously updated list of ADVSD staff who can authorize services through this Contract. Additional Terms and Conditions Photographs. Contractor shall take before and after photographs on all packing, moving, extreme cleaning and preparation for pest control  jobs. Photographs must be taken on a digital camera that must be in focus and have a date and time stamp. Photographs must be submitted with the monthly report. Digital photographs must be kept  in the Contractor's file for three (3) years after the service is completed. Videos that include a slow panning review of rooms may substitute for digital photographs. Client authorization of work. Contractor agrees to have authorized clients sign-off on a form developed by ADVSD stating the arrival time,  start and end times for the job each day, for the authorized services, and whether or not the client is satisfied upon completion of service. If the client is ‘dissatisfied’, log their concerns, review the concerns with the client , and stipulate the contractor’s response or next steps, log any additional complaints the customer has, and obtain signatures indicating you reviewed this. Form(s) must be completed and submitted with the monthly billing report. Criminal background checks. Criminal background  checks will be required  for all staff who have access to clients or client-related information. Electronic submission of data. Contractor agrees to use an encrypted e-mail system for all electronic transfer of confidential client information that may occur when scheduling service or submitting invoicing documents. Hazardous conditions. If, in the course of services being provided under this contract, a Contractor's employees detect black mold, asbestos or any other hazardous material, work shall cease immediately and Contractor shall contactthe assigned Contract Liaison. The Contract Liaison will immediately notify the property/building owner or manager that a remediation company that specializes in the clean-up and handling of black mold, asbestos and/or hazardous materials will need to be called in before the completion of the requested service(s) can be resumed. Client property. Contractor and/or Contractor's employees are not allowed to keep or  sell or remove any client personal or household items from client residence or vehicle used to move client items, that are either offered by the client, or left behind intentionally or unintentionally. In any of these instances, the Contractor shall immediately contact the assigned Contract Liaison for direction on how to dispose of, or donate the item(s). Theft. In the event of any actual or apparent theft, or unauthorized use of any client personal or household items, Contractor will immediately contact the assigned Contract Liaison of the event, commence all reasonable efforts to investigate and correct the causes and remediate the results to the County and Contract Liaison. Independent Contractor/Joint Proposals Not accepted for this RFPQ. Multiple Or Alternate Proposals Multiple or alternate proposals shall not be accepted for this solicitation. Fiscal Requirements And Reporting Reporting the provision and effectiveness, including cost effectiveness, of services are important components of DCHS, ADVSD contracting requirements. To ensure that appropriate data is collected, Contractor reporting requirements may change based on the needs of ADVSD and/or upon the request of the County Board of Commissioners. Thus, additional, or changes to, reporting requirements may be identified at a later date based on the needs of ADVSD to evaluate provision and effectiveness of services. Presently, Proposers awarded a Contract will be required to meet the minimum reporting requirements in the table on the following page as deliverables for the services described in this RFPQ: Type of Report Due Date(s) Information in Report Job Coordination 10thworking day of the month following the month in which services were delivered Time spent assessing client’s unit Discussing case with ASDVD case manager(s) and/or assigned contract liaison, property managers, pest control operators, client representatives Report job completion Monthly Report 10th working day of the month following the month in which services were delivered Name and address of clients served; Type of services rendered; Number of service hours per job; Incidental costs (if any) associated with the service with receipts; Attachments to report: ADSVD invoice form noting service start/end times and client satisfaction statement; and Attachment(s) to report: Before and After digital photos of services provided.  The submission of complete and timely reports and supportive documentation by the due date will be the basis for reimbursement. Reporting will be done on forms and formats provided by ADVSD. Deliverables (monthly reports and attachments when applicable) will be due by the tenth (10th) working day of each month for work completed in the previous month. If required, Contractors will complete the Annual State Department of Human Services (DHS) Carryover Report that is due 30 (thirty) calendar days after receipt of the forms. The County will provide notification, forms, and instructions to Contractors subject to carryover reporting at least thirty (30) calendar days prior to the report due date. Performance Measures/Performance Contracting Specific performance measures may be negotiated after Contract award. Contract Negotiation The 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 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. ALLOCATION PROCESS Entirely separate from this qualification process, ADVSD will initiate and award requirements contracts to those qualified providers who demonstrate the desired experience, skills, proficiency, certifications, and area of specialty. ADVSD 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 ADVSD 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 Number and type of funded slots/beds Funderimposed requirements or restrictions (i.e. nonprofit, designated vendor, etc.) Specific population coverage Services provided in client’s native language Geographic service coverage Coverage of specific treatment modalities Customer feedback (Clients, referral sources, etc.) Ability to leverage additional funding Client needs (including psychological needs) and trends Provider economy of scale Past performance (recidivism rates, engagement, etc.) Certification status 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 ADVSD 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 ADVSD, ADVSD 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. 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 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 Pre-requisite page of the Sourcing Event. At the time of Contracting, Suppliers awarded a Contract must meet the minimum requirements listed below. Failure to provide any of the required documents or meet any of the requirements below shall result in cancellation of the Contract execution processes. Proposers awarded a Contract shall: Be a legal entity currently registered to do business in the State of Oregon (per ORS 60.701); Be able to comply with County Contract requirements, which include insurance limits and reference to other requirements outlined in this solicitation, and all other federal, state, and local laws and regulations governing the services purchased through this solicitation. A sample copy of a typical Multnomah County DCHS, ADVSD Services Contract boilerplate with required Exhibits and Attachments is included as a Buyer Attachment in this RFPQ; Be able to provide the services detailed in this RFPQ upon Contract award; Provide documented evidence that all staff having direct contact with the target population have successfully passed a Criminal History Records Check in accordance with the provisions of ORS 181.533-537 and OAR 407-007-0000-0370, and with Exhibit 7 of the Contract before services begin. The County will not reimburse the Contractor(s) for any expenses relating to Criminal History Records Checks; and Maintain appropriate certifications, including but not limited to a valid Certificate of Authority from ODOT authorizing the for-hire transportation of household goods between two points in Oregon, or required federal, state or local licenses, and comply with all federal, state and local health laws, ordinances and/or requirements. Contract Term Fixed Term.   The resulting Contract(s) Term Shall Be Five (5) Years.  Compensation And Method Of Payment Proposers awarded Contracts through this RFPQ will be paid on a fee-for-service basis at the rate of $60.00 per hour for packing services, a rate of $80.00 per hour for intensive or extreme cleaning services,  and a rate of $80.00 per hour for bed bug mitigation services. All hourly rates will be billable in 15-minute increments. County may consider different rates depending upon the experience, capacity, and performance of the Contractor. Rates will be set for the first three (3) years of the contract, County may, at its sole discretion, increase contractor rates during the final two years of the Contract through either a Cost-of-Living adjustment or rate negotiations with the contracted suppliers. Moving fees, including medical equipment only, will be charged in compliance with Oregon Department of Transportation (ODOT) Motor Carrier Transportation Division regulations that apply to Intrastate Movers (seehttp://www, In addition to any license required by law, no person shall operate any motor vehicle as a carrier to transport household goods or property on a public highway in Oregon to another dwelling without a valid Certificate of Authority from ODOT authorizing the for-hire transportation of household goods between two points in Oregon (ODOT defines “household goods” as the personal effects or other property used or to be used in a dwelling). Contractors without a valid certificate or permit shall not be authorized to provide or operate a motor vehicle for the movement of household goods. Subject to review and approval by authorized ADSD staff, Contractors may bill for the following on a cost-reimbursement basis: Disposal fees at a licensed waste facility; Cost of protective clothing and cleaning supplies used in the clean-up and/or disposal of human waste or bodily fluids; and/or Other necessary but non-routine intensive cleaning related expenses. A Contractor may bill up to one-and-a-half (1.5) hours at a rate of $65 per hour for scheduled services cancelled by ADSD, or the client receiving assistance, after the Contractor has reported to the work site; or up to one (1) hour if the cancellation occurs less than twenty-four (24) hours before the scheduled service date and ADSD is unable to arrange equivalent services for another client at the same date and time. During the contract period the County may consider changes in compensation rates when supplied by Contractor with documented justifiable, reasonable and substantiated basis for reevaluating rates.  Program funding is not expected to increase; therefore, any approved rate increases will result in fewer services being delivered to clients. Contractor will submit payment requests in the standard ADVSD format. Invoices are due the 10th working day of the month following the month in which services are delivered. County agrees to process payment requests within thirty (30) days after receipt of contractor's invoice and supportive documentation. The County makes no guarantee as to the quantity of services or total dollar amount that will be purchased under this RFPQ. Any payment estimates provided in this RFPQ are approximations only and will not be construed as any committed volume to be purchased by the County. Method of Payment To receive payment for the services outlined in this RFPQ, Contractor(s) must submit by the 10thworking day of each month both a monthly invoice and a monthly report detailing the name and addresses of clients served, the type of services rendered, number of service hours per job, and allowable incidental costs/fees associated with the service, if any, with the receipts for work completed in the previous month. The submission of complete and timely reports and supportive documentation by the due date will be the basis for reimbursement. Reporting will be done on forms and in formats provided by ADSD. The County’s standard payment term is Net 30. The County agrees to process authorized payment requests within 10 business days following receipt of Contractor’s invoice and supportive documentation. Failure of a Contractor to submit required invoices and/or reports when due may result in the withholding or reduction of payments. Such withholding of payment for cause may continue until Contractor submits the required reports, or establishes to the County’s satisfaction that such failure arose out of causes beyond the control and without the fault or negligence of the Contractor. Cooperative Purchasing    Not Used For This Solicitation.Insurance Requirements  The table below states 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. Please see Exhibit 2 in the sample Multnomah County Contract for standard language. Minimum insurance requirements: Type of Insurance Amount Minimum Per Occurrence Annual Aggregate Professional Liability Not required Not required Not required Commercial General Liability See per occurrence and aggregate columns $1,000,000 $2,000,000 *Sex/ Molestation Abuse  Insurance See per occurrence and aggregate columns $1,000,000 $2,000,000 **Crime/Employee     Dishonesty Insurance See per occurrence column $75,000 (per occurrence amount may be negotiated during Contract negotiation) N/A ***Transit coverage or Cargo coverage See per occurrence column $75,000 (per occurrence amount may be negotiated during Contract negotiation) N/A Commercial Auto Liability See per occurrence column $1,000,000 N/A Workers Compensation In compliance with ORS 656.017 As required; see ORS 656.017 N/A *Sex/ Molestation Abuse Insurancedoes not need to be stand-alone insurance; it can be an endorsement of the Commercial General Liability Insurance. Sex/Molestation Abuse Insurance coverage needs to be specifically stated in the insurance certificate. ** Crime/Employee Dishonesty Insurance is a stand-alone insurance policy that will need to be purchased independently of other insurances. ***Transit and/or Cargo Insurance does not need to be stand-alone insurance; it can be an endorsement of the Commercial General Liability Insurance. Transit and/or Cargo Insurance coverage needs to be specifically stated in the insurance certificate.


About Multnomah County

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