Project Title: Gateway Navigation Center
Project #: RFPQ-88-2020
Issued by: Multnomah County view agency website
Publish Date: 12/14/2019
Due Date: 1/21/2020

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Description

PRE-PROPOSAL CONFERENCEThere will be a pre-proposal conference for this Solicitation on Thursday, December 19th at 10:00AM at Gladys McCoy Building,1st Floor, Room 150, 619 NW 6th Ave, Portland, OR 97209.Attendance is: OptionalSERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION PURPOSE AND OVERVIEWThe Multnomah County Department of County Services (DCHS), Youth and Family Services Division (YFS), Domestic and Sexual Violence Coordination Office (DSVCO), is seeking Proposers from whom it may purchase Domestic Violence Advocacy (“Navigator”) Services intended to provide on site advocacy to survivors seeking services at the Gateway Center for Domestic Violence Services (”The Gateway Center”).  Multnomah County is seeking qualified providers to hire, train and supervise domestic and sexual violence advocates for services located at the Gateway Center for Domestic Violence Services. Stand-alone community-based domestic violence agencies, as well as domestic violence focused programs that are deemed “qualified victim service providers” by the Oregon Department of Justice may apply. The County intends to initiate up to six (6) contracts through the follow-on allocation process.  INTRODUCTION AND PROGRAM HISTORYThe Gateway Center is a community collaborative made up of many different agencies and services working together to assist adult and child survivors of domestic and sexual violence. Both the City of Portland and Multnomah County dedicate significant resources to support the work of the Gateway Center. Multnomah County employs the administrative team including a director, an assistant director, a front desk manager and an operations manager. The administrative team are responsible for all reception and intake work at the Gateway Center. The administrative team rely on confidential community based advocates to provide front-line, trauma-informed services to survivors. At the Gateway Center, front-line advocates are known as “navigators.” All first time visitors to the Gateway Center are offered a meeting with a navigator. Navigators provide expertise in domestic violence, safety planning, restraining order facilitation, and information and referral among many other skills. Navigators are trained and supervised as domestic violence advocates at their home agencies. They receive training on Gateway Center specific procedures by the administrative staff. Navigators report to the administrative staff on days they work at the Gateway Center as navigators. Agencies who contract to provide navigator services are expected to have both trained navigators, as well as trained back up navigators for when their primary navigators are unable to be at the Gateway Center. Navigators should be trained in crisis management, the nuero-biology of trauma, and de-escalation techniques in addition to meeting state-wide domestic violence training expectations.  The Gateway Center hosts approximately 10,000 visits each year and will serve nearly 5000 unique survivors annually. The survivors served at the Gateway Center come from diverse backgrounds:. 18% of participants identify as African-American, 11% of both Latinx and Multi-racial respectively, 4% of participants are Asian/ Pacific Islander, and 3% Native American. Close to 90% of those served identify as women, and nearly 8% are part of the LGBTQ+ community. GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONSThe primary goal of these services is to improve the well-being of survivors and their families in the form of their choosing. All services should be delivered with this in mind. Broad programmatic goals include: Assisting survivors of domestic and sexual violence to understand resource availability and provide access to the available resources survivors choose.  Assisting survivors of domestic and sexual violence in understanding characteristics of healthy relationships and broad costs of unhealthy relationships, and the impact of exposure to violence on children.   Challenging the social norms that perpetuate domination models of social behavior.  Challenging and interrupting institutional oppressions.  Advocacy for domestic and sexual violence survivors is based on a belief that victim/survivors have the right to be treated with respect and to be afforded services and support that increase the survivor’s self-determination, agency and well being. It is not only concerned with providing direct service, but also with assuring that relevant services are available, and assisting survivors in accessing those services to the fullest extent possible as determined by the survivor. Thus, advocacy requires an active collaboration with the survivor in identifying and obtaining the needed services and support. Advocates deployed as navigators are expected to work in collaboration with survivors, and training provided by both the Gateway Center and their home agency on survivor-led, survivor-centered service provision will be vital to their success in this position.The Gateway Center is the only walk in/ drop in Center providing domestic and sexual violence services in the area. It serves as a hub and access point to many area services. Drop in services are busy and unpredictable. Navigators need to be able to respond to a wide variety of complex needs in a fast-paced and often complex milieu.  The Gateway Center has a satellite courtroom to the Multnomah County Circuit Court. More than 1500 restraining order applications are processed at the Gateway Center each year.  Restraining orders require very specific pleadings. Because of this and the general nature of the services, navigators will regularly hear about traumatic incidents of interpersonal violence. Navigators need resilience, support and adequate supervision.  The Gateway Center is a deeply collaborative environment. Navigators work closely with many rotating partners, as well as community members from all walks of life. Navigators must demonstrate a keen ability to work in a positive manner across multiple communities.  The provision of culturally-specific and culturally-responsive services is vital to the operation of the Gateway Center. Services that use structures familiar to the culture of the populations served contributes to an environment of belonging and safety in which services are delivered. Services are enhanced by expertise in language, core cultural constructs and institutions; impact of structural racism, individual racism and intergenerational trauma on the community and individuals; formal and informal relationships with community leaders; expertise in the culture’s explicit and implicit social mores. All contracting agencies should have a diversity, equity and inclusion plan and be actively engaged in accomplishing goals set forth in the plan. TARGET POPULATION SERVEDThe Gateway Center strives to serve all survivors of domestic and sexual violence who seek services at the physical location of the Gateway Center Center. Participants and partners at the Gateway Center benefit from a diverse and multi-cultural staff. Consideration will be given to applicants with special expertise and knowledge of serving culturally-specific populations. Recognizing that domestic violence disproportionately affects specific communities, we seek contracted partners who have experience serving African American, Native American/Alaska Native, Latinx, ImmigrantsRefugee, LGBTQ+, and other culturally-specific communities. GEOGRAPHIC BORDERS/LIMITATIONS & SERVICE AREASDomestic Violence Advocacy (“Navigator”) Services shall be provided at the following location: The Gateway Center for Domestic Violence10305 E Burnside St,Portland, OR 97216 FundingFunding for Gateway Center Navigation Services is projected at $290,000 per year for a maximum term of five (5) years.  Funding of the work described in this RFP is not guaranteed. 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.  There will be up to six (6) contracts awarded in 2020 with funding through June 30, 2022.  Up to five contracts will be awarded to culturally specific service providers working with Latinx, Native American/Alaska Native, African American, Immigrant/Refugee, or LGBTQ+ populations.  MATCH REQUIREMENTSNot Applicable. SCOPE OF SERVICESThe primary focus of these services is domestic and sexual violence survivors. Services shall be provided primarily (at least 80%) to persons residing in Multnomah County, which means persons who spent the majority of nights in the past 30 days in Multnomah County. Navigator responsibilities include, but are not limited to: Direct Service Provision Crisis and safety planning; Lethality assessment; Safety and Stabilization Assessment (SSAs) used to access housing resources; Facilitation of restraining order applications and other civil legal pro se guidance; Information and referral related to partner social services delivery systems and public safety accountability systems including, but not limited to, the Department of Human Services Self Sufficiency, civil legal assistance available at low and no cost, law enforcement and prosecution; and Referral procedures for any services offered at the Center. Partnership and Collaboration Effective communication with participants and partners at the Gateway Center; Flexibility and collaboration with all other navigator  agencies; Understanding the policies and procedures of the Gateway Center; Participation in building a team culture in the Gateway Center including participation in meetings and trainings as determined by the administration of the Gateway Center; and Participation in data collection and other evaluation activities as determined by the Advisory Council for the Gateway Center. Contractor responsibilities include, but are not limited to: Hiring and Logistics Identify a primary advocate to fill the navigator role; Identify and assure a back- up navigator is deployed when the primary navigator is unavailable. Back-up navigators must be adequately trained on Gateway Center procedures to minimize disruption to Gateway Center operations; Coordinate with Gateway Center Administration on setting navigator schedules; and Ensure no single advocate is deployed as a navigator more than 3 days in a given week. Training Ensure navigators have knowledge, experience and training on domestic and sexual violence, victim/survivor services and related issues; including assuring they meet the minimum training requirements for domestic violence advocacy programs and/or sexual violence advocacy programs, as established by Oregon Administrative Rules (OAR 137-085-0060 Advocate Certification and Training); Ensure that navigators have access to continuing education opportunities beyond the minimum training requirements established by Oregon Administrative Rules (OAR 137-085-0060 Advocate Certification and Training); Support navigators in participating in Gateway Center-specific trainings; and Provide ongoing training and/or educational opportunities to navigator. Supervision Provide navigators with adequate supervision and opportunities to debrief experiences as a navigator; Supervise navigators to hold individuals from partner agencies in positive regard and be willing to engage in problem solving and open communication across agencies; Partner with on-site supervisor (the Gateway Center’s Director and Assistant Director), including quarterly meetings with Gateway administrators; Attend required meetings, trainings, and team building exercises; and Collaborate with other domestic and sexual violence service providers at the Gateway Center. Additional Requirements Maintain a high level of confidentiality of participant identifying information. Confidentiality standards must meet the Violence Against Women Act (VAWA) minimum standards. For complete list of standards please visit https://www.justice.gov/ovw/legislation;  Participation with Gateway Center administration to develop and implement data collection and evaluation procedures.  Contractors assist in the collection and maintenance of information/data related to participant needs and services sought as required by Gateway Center policy; and Include sustainable environmentally friendly practices in business operations and the delivery of services (for example, providing onsite recycling, and encouraging reduction of waste through electronic records whenever possible). Please refer to Multnomah County Administrative Procedure PUR-8 for suggestions for sustainability practices by visiting https://multco.us/purchasing/responsible-business-practices-suppliers.   FISCAL REQUIREMENTS AND REPORTINGInvoices are due quarterly and must be submitted by the 20th of the month following the end of the quarter. Final invoice is due no later than July 20th following the end of the fiscal year. At the time of this RFPQ, all invoices shall be submitted to invoices-yfs@multco.us. Reporting the provision and effectiveness, including cost effectiveness, of services are important components of DSVCO contract requirements. To ensure that appropriate data is collected, provider reporting requirements may change based on the needs of the Gateway Center or partnering funders 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 the Gateway Center and/or the County to evaluate provision and effectiveness of services.Contractor will be expected to meet the following minimum reporting requirements: A semi-annual narrative report due within 45 days of December 31st. Instructions/details for completion of reports will be issued by DSVCO; A final Annual Report due 45 days after the end of the county's fiscal year which ends June 30th. Instructions/details for completion of reports will be issued by DSVCO; Other requirements as identified.  PERFORMANCE MEASURES/PERFORMANCE CONTRACTINGPerformance measures are provided on Buyer Attachment B - Performance Measures. CONTRACT NEGOTIATIONOnce 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 PROCESSThis 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 suppliers who will be eligible for potential contract awards. There is no limit on the number of suppliers that may be qualified under this RFPQ process. The County intends to initiate up to six (6) contracts through the follow-on allocation process.  Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. ALLOCATION PROCESSEntirely separate from this qualification process, DCHS will initiate and award requirements contracts to those qualified providers who demonstrate the desired experience, skills, proficiency, certifications, and area of specialty. DCHS 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 DCHS to document their findings and determinations in writing that lead to specific funding allocations or to the continuation of funding allocations. Suppliers 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 providing domestic and sexual violence services Funder imposed requirements or restrictions Culturally specific population coverage Services provided in client’s native language Client needs (including psychological needs) and trends  Provider economy of scale 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 DCHS 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 DCHS, DCHS 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 supplier pool, from which contracts will be awarded through the allocation process. CONTRACT TERM Fixed term  The contract term shall be five (5) years.  COMPENSATION AND METHOD OF PAYMENTThe 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. COOPERATIVE PURCHASING   Not Used for this solicitation. INSURANCE REQUIREMENTSThe Proposer awarded a Contract as a result of this RFPQ and the follow on allocation process will be required to provide the insurance described in Exhibit 2 of the Multnomah County Services Contract located in the Buyer Attachments page.  Exhibit 2 of the Sample Contract reflects the minimum insurance required of a Contractor to provide this service. Additional insurance coverage may be required depending on the key features of service delivery chosen by the Contractor. Final insurance requirements will be subject to negotiation between, and mutual agreement of, the parties prior to contract execution.  Type of Insurance  Amount  Per Occurrence  Aggregate  Professional Liability    $1,000,000   $1,000,000 $2,000,000   Commercial Gen Liability    $1,000,000   $1,000,000   $2,000,000 Commercial Auto Liability  N/A N/A    Sexual Abuse/Molestation $1,000,000 $1,000,000 $2,000,000 Workers Compensation     Required     MINIMUM REQUIREMENTSAt the time of proposal submission, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline. Proposer Representations and Certifications  The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Pre-requisite page of the Sourcing Event.  At the time of Contracting, Proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract  Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). Proposers must submit verification that all insurance requirements are met. 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) Proposers must be a qualified victims services provider.   

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Multnomah County cares about equity in purchasing and contracting. We are committed to working with State Certified Firms and encourages Minority, Women and Emerging Small Business (MWESB), Service Disabled Veteran (SDV) firms and Disadvantaged Business Enterprises (DBE) to compete for our contracting opportunities.

If you'd like to know more about our MWESB outreach programs, please visit https://multco.us/purchasing/minority-women-and-emerging-small-business.

You can find the authoritative listing for procurement opportunities on our Bids and Opportunities webpage, https://multco.us/purchasing/bids-proposal-opportunities.

If your firm is interested in an opportunity posted on our webpage, we'd love to hear from you. Here's how:

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Multnomah County competitively procures materials and services, taking into consideration the best combination of price, quality and service. We look forward to hearing from you. Whether this is your first bid proposal, or you've worked with us before, we look forward to doing business with you.