RFP #00002607 Page 1 of 25 Project #132683

City of Portland, Oregon

RFP NO. 00002671

REQUEST FOR PROPOSALS

for

Contact Survey

Date Issued: November 26, 2025

Proposals Due: January 9, 2026 by 4:00 p.m. Pacific Time

SUBMITTAL INSTRUCTIONS: Submit one (1) Adobe PDF electronic copy clearly marked “Master” or “Original,” and if redactions are requested, one (1) additional electronic copy, in MS Word format with redactions made (the Redacted for Public Disclosure Copy) through the City’s Online Procurement Center:

https://procure.portlandoregon.gov/bso/

REFER QUESTIONS TO:

Tristan Sakamoto Sr. Procurement Specialist Procurement Services Phone: (503) 823-8867

Email: tristan.sakamoto@portlandoregon.gov https://procure.portlandoregon.gov/bso/

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I. Table of Contents II. Proposal Requirements

A. General Information

1. Purpose

2. Outcomes Desired

3. Work Overview

4. RFP Estimated Timeline

III. Proposal Development

A. Proposal Preparation

1. Pre-Proposal Meeting

2. Questions or Clarifications

B. Proposal Submission

1. Proposals Due

2. Proposal Page Limit

3. Proposal Submission

4. Open Data Requirements

5. Proposal Components

C. Proposal Submittal Checklist

IV. Proposal Evaluation

A. Proposal Review and Selection

1. Evaluation Overview

2. Evaluation Process

B. Award Review and Protest

1. Review:

V. Terms and Conditions

A. RFP Process

B. Award and Contracting Process

VI. RFP Attachments

A. Statement of Work

1. General Scope

2. Technical and Required Services

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3. Work Performed by The City

4. Place of Performance

5. Period of Performance

6. Performance Management

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II. Proposal Requirements

A. General Information

1. Purpose This Request for Proposals (RFP) document is a request for sealed competitive proposals under Portland Public Contracting Rule 5.68. The City of Portland is seeking proposals from qualified proposers with demonstrated experience in contact surveys, data collection, data analysis, and data reporting, particularly in the context of government organizations. Defined terms in this RFP are listed in the attached sample contract.

The City of Portland is launching a one-year pilot contact survey program. This contact survey program is intended to collect feedback from community members after they have had contact with any of the City’s first responders, including Portland Police Bureau, Portland Fire & Rescue, Bureau of Emergency Communication, Portland Bureau of Emergency Management, and Portland Street Response. This feedback will be collected with the intent to assess community experiences and perceptions related to individual calls for service using a random selection process.

This pilot program is the result of significant community engagement and community recommendations that the City invite community feedback regarding encounters with first responders. These recommendations began with a focus on contact surveys after police contacts, but the City has an interest in assessing community experiences across first responders. Former Mayor Ted Wheeler assembled a workgroup that includes community members and City of Portland staff to develop this pilot and expanded the scope to include all of the City’s first responders, not just police.

The work group determined that random sampling using the Computer Aided Dispatch (CAD) system is likely the best methodology to ensure integrity in the data collected. This will require easy, if not seamless, integration with the City’s CAD software, Versaterm. The City will look to the vendor to assist with develop a random sampling methodology to identify recipients for contact survey invitations, developing protocols to ensure survey questions are relevant to the type of first responder the recipient encountered, and aggregating this data in a format accessible by City data teams for analysis.

Finally, this contract will be administratively managed by the City’s Public Safety Service Area (PSSA) under the direction of the Deputy City Administrator.

2. Outcomes Desired The contact survey pilot will ideally provide insights about specific community experiences with first responders and community perceptions of those interactions. This data will reveal

RFP #00002607 Page 5 of 25 opportunities for continuous quality improvement (CQI) in the outcomes and processes of providing the services delivered, including possible additional training needs, or systemic or programmatic improvements that City leadership can implement to ensure procedural justice is reflected in the City’s first responder procedures, protocols, directives, and behaviors.

3. Work Overview Overview of Specifications, Functional and Technical Requirements

The goal of this project is to develop a contact survey pilot program to solicit feedback from community members about their experiences with the City of Portland’s first responders and analyze that feedback to identify improvement opportunities and potential gaps in services. To achieve this goal, the City will rely on the vendor to assist in developing a random sampling methodology from the City’s CAD system to identify contact survey recipients, to invite recipients to complete contact surveys, and collect responses to surveys and aggregate data in a form that is accessible to the City’s PSSA data team. Ideally, the vendor proposal will include tools to facilitate the analysis, such as a data dashboard, report creation tools, etc. The City of Portland uses Versaterm CAD system. All proposals should include a description of its product compatibility with Versaterm CAD systems.

Proposals should also describe product capabilities, including data reporting outputs, analytical capabilities for data collected, outreach and communication options, and privacy protections for all data collected. Privacy protections are of paramount importance to the City and information must be collected and stored in alignment with Oregon Public Records laws, including but not limited to laws related to law enforcement information, emergency service providers, criminal justice records, personal identifying information, protected health information, and internal investigation records. Vendor proposal should articulate its protocols and safeguards for the confidentiality of any information collected, as well as its ability to anonymize data for reporting purposes.

Surveys to collect feedback would ideally be sent to residents within a week of emergency services interaction but the City is open to suggestions from the vendor on best practices.

Overview of Required Services

The selected Contractor shall be expected to work closely with designated City of Portland personnel and community members to perform the tasks described.

Proposals should include estimated timelines for implementation.

This pilot contract may not exceed $100,000.

4. RFP Estimated Timeline The following is the estimated timeline for the RFP and Contracting process:

https://justice.oregon.gov/PublicRecordsExemptions/

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Event Date Pre-proposal meeting December 9, 2025 Deadline for RFP Questions January 2, 2026 Written proposals due at 4:00 p.m. (Phase 1 response) January 9, 2025 Posting of the short list and Phase 2 Instructions TBD Phase 2 - Short list interviews and product demonstrations TBD Notice of Intent to Award posted TBD

The City reserves the right to adjust the above noted schedule as necessary.

III. Proposal Development A. Proposal Preparation

1. Pre-Proposal Meeting There will be a non-mandatory pre-proposal meeting scheduled on Tuesday, December 9, 2025 at 8:00 am PST virtually via Microsoft Teams link:

Join the meeting now

You are not required to attend this meeting to submit a proposal.

Please disable AI note taking apps before joining this meeting as they will not be allowed in the meeting.

2. Questions or Clarifications It is the proposer’s responsibility to ask questions, request changes or clarifications, or otherwise advise the City of Portland if any language, specifications or requirements of this RFP appear to be ambiguous, contradictory, or appear to inadvertently restrict or limit competition to a single source.

Questions and requests for clarification regarding this RFP must be directed in writing, via email, to the person listed on the title page at least seven (7) Calendar Days prior to the proposal due date. Any questions received less than seven (7) Calendar Days prior to the RFP opening date may not be answered.

In order to maintain a fair and equitable RFP process, the City shall provide all additional relevant or pertinent information via the issuance of an addendum.

B. Proposal Submission

1. Proposals Due Proposals must be received by the City no later than the date and time specified on the first page of this solicitation. It is the proposer’s responsibility to ensure that proposals are received prior to the specified closing date and time, and in the manner required by Part II, Section B.3 https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODJiNzBjMzUtMmM3MS00YTU0LWE0NDYtZjAzY2YwZDI3N2Q1%40thread.v2/0?context=%7b%22Tid%22%3a%22636d7808-73c9-41a7-97aa-8c4733642141%22%2c%22Oid%22%3a%22633da655-d512-414f-a108-8b5ffd071070%22%7d

RFP #00002607 Page 7 of 25 below. Proposals received after the specified closing date, or time or in a manner other than specified in this RFP, shall not be considered and will be rejected.

2. Proposal Page Limit Proposals must be clear, succinct and not exceed twenty (20) pages.

Those portions of a Proposal excluded from the page limit are identified in RFP Part II Section C, Proposal Submittal Checklist.

The City will evaluate all proposals on the completeness and quality of the content. Proposers who submit more than the pages indicated may not have the additional pages of the proposal read or considered.

3. Proposal Submission For purposes of this proposal submission, the proposer shall submit: one (1) original copy of their proposal and all separately attached documents in PDF format through the City’s Online Procurement Center (BuySpeed) at:

https://procure.portlandoregon.gov/

Please see attached BuySpeed submittal instructions (RFP Attachment 1).

Online submittal instructions are also available at:

https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions

Proposers may request additional assistance from City staff with the submittal process prior to the proposal due date listed on the cover page of this RFP. Assistance is based on the availability of City staff and all requests for assistance shall be sent via email to the contact listed on the cover page of this RFP.

Requests for scheduled assistance shall be made at least one week prior to the proposal due date. Requests for assistance after the scheduling deadline will be based on availability of staff to respond to requests. Assistance by City staff does not guarantee proposal submission will be completed accurately, on-time, or that proposals will be considered responsive. Compliance with all proposal submission requirements are still the responsibility of the Proposer even if assistance is provided.

To avoid potential issues with the submission of Proposal Documents, Proposers should avoid file names that utilize special characters (e.g. &*-_+#@). Proposers should limit file names to no more than sixty (60) characters in length. Proposers should attempt to reduce the size of files being submitted to reduce the chance of failure of uploading documents in BuySpeed.

Disclaimer: These instructions are advice only and the City does not warrant that following these instructions will guarantee that a proposer’s proposal is submitted correctly. Proposers https://procure.portlandoregon.gov/ https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions

RFP #00002607 Page 8 of 25 bear complete and total responsibility for ensuring their proposal is properly submitted and received on time.

The entire proposal must be properly submitted through the City’s Online Procurement Center (BuySpeed) before the time and date specified on the cover page of this RFP. Proposers are advised to allow extra time to upload their proposal documents into BuySpeed.

4. Open Data Requirements The City of Portland established an Open Data Policy and Program in 2017 per Portland City Council Ordinance 188356 (https://efiles.portlandoregon.gov/Record/10879908/). Accordingly, the City is committed to the publication, open access, and widespread sharing of data collected and generated by the City, and by private sector companies, non-profit organizations, academia, and other parties working on behalf of the City. Proposers will be specifically required to acknowledge the goals of the Open Data Policy, and work with the City to meet those goals. Proposers’ acknowledgement will be part of the Proposer Information Form in RFP Attachment 2.

5. Proposal Components Proposers must provide all information requested by the City in this RFP in their Response.

Responses must follow the format outlined in this RFP. Additional or unrequested materials, and proposals submitted in other formats, may not be considered.

a. Cover Letter The Proposal Cover Letter shall include a general statement of the purpose for submission and must be signed by a legal representative of the proposer who is authorized to bind the proposer in contractual matters. A proposer’s submission of a proposal through BuySpeed constitutes an electronic signature of the proposal.

b. Proposer Information Form Proposers shall fully complete and submit the proposer Information Form (Attachment 2).

c. Civil Rights Data Collection The City of Portland collects data on equal access to contracting opportunities to understand and inform the City’s development of civil rights policies and strategies, and compliance with the civil rights laws.

The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

1) Workforce Diversity:

Describe your firm’s workforce demographics.

2) Oregon State Certification:

Please indicate if the Proposer currently holds a certification with the State of Oregon Certification Office for Business Inclusion and Diversity (COBID). If so, provide your certification number.

3) Subcontractor Oregon State Certification:

https://efiles.portlandoregon.gov/Record/10879908/

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A Subcontractor Participation Disclosure Form 1 (Attachment 3) is a required submission for this RFP.

Please include in the form all scopes of work being performed, the subcontractor’s name, the estimated percentage of the total contract amount for each subcontractor, and any COBID certifications of the subcontractors performing the work.

d. Response to City’s Specifications, Functional and Technical Requirements Proposers shall respond to each Specification, functional and technical requirement in this RFP and any applicable RFP Attachments. For each requirement please indicate the extent to which the proposed Product or Service can meet the requirement. Comments are encouraged.

e. Proposer Capabilities The Proposer must provide the following as part of their proposal:

1. General firm description:

2. Describe your firm’s legal structure, areas of expertise, length of time in business, number of employees, and other information that would be helpful in characterizing the firm. Provide the same information for any subcontractors to be utilized on the project.

3. Provide the address of the firm’s home office and the address of the office that will manage the project, if applicable.

4. Describe similar projects performed within the last 10 years, which best characterize firm’s capabilities, work quality, customer service and cost control.

Of the projects listed:

a. Identify the client for which the project(s) were performed;

b. Provide name, address and phone number of a person who can be contacted regarding your performance on the project;

c. Provide evidence of capabilities to integrate across first responder systems;

d. Provide description of type of work performed;

e. Describe the size of the project, and whether, it was completed, and whether it was over or under budget upon completion;

f. On projects for which your firm worked in an auxiliary capacity or in a joint venture or partnership, include the name of the lead firm;

5. Describe firm’s resources available to perform the work for the duration of the project and other on-going projects.

6. Briefly escribe firm’s management and organizational capabilities. Include:

a. a brief description of your firm’s overall management approach to accomplishing the project’s stated goals and objectives.

b. organizational charts and a statement regarding lines of authority and responsibility;

c. a brief statement regarding how the Proposer is prepared to respond promptly to problems and any changes to scope of work.

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7. Describe your firm’s specific experience in:

a. contact survey development and implementation;

b. data reporting and analysis;

c. delivery of consistent and high-caliber customer service;

d. providing similar Products and Services to municipal agencies.

8. Describe qualifications and relevant experience of subcontractors and/or partnership entities, if any.

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f. Project Team Please provide the following:

1. Approximate number of people to be assigned to the project.

2. Extent of company’s principal member’s involvement.

3. Names of key personnel who will be performing the work on this project, and their:

i. roles and responsibilities;

ii. current assignments and location;

iii. directly relevant experience on similar or related projects;

iv. unique qualifications;

v. demonstrated performance record on similar projects;

vi. percentage of their time that will be devoted to this project.

4. Identify training requirements for key personnel to keep current on industry best practices.

5. Resumes of key personnel proposed to be assigned to the project. Resumes shall include educational background, professional development, and demonstrate that the individual(s) meets the qualification and experience requirements for performing the work as outlined in this RFP.

g. Proposals must identify a proposed project manager who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with your firm. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams. List other projects to which the proposed project manager is currently assigned.

h. Project Approach

1. Proposers shall provide a Scope of Work (SOW) for their proposed solution.

2. The City has provided information on the tasks, Deliverables, roles, and responsibilities anticipated for a successful Project.

3. The proposed SOW should demonstrate a clear and concise understanding of the

Project.

4. For each phase identified in the proposed SOW, Proposers should provide the following information:

i. Describe the tasks and activities, the methodology that will be used to accomplish them, and which team members will work on each task;

ii. Describe the Deliverables that would result from each task or activity;

iii. Identify points of input and review with staff; and

iv. The time frame estimated to complete each task.

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i. Pricing Proposal The proposal shall include the true estimated cost or fixed-price estimate for the proposed Project approach irrespective of the City’s anticipated cost. Additionally, this cost shall include the hourly rates of each person associated with the Project as well as the estimated number of hours each staff member will be expected to work on each task.

j. References Proposer should include references from three (3) clients for which the proposer worked on projects of similar scope and complexity, within the past five (5) years. Please include:

1. Contact name

2. Contract title

3. Address

4. Phone number

5. Email address

6. Location/jurisdiction

7. Summary of the project

8. Project start and end dates

9. Project contract value (initial and current ending value)

Reference Checks may be conducted by the City at any point during evaluation process. The City will make a reasonable attempt to contact each reference three (3) times. If after three (3) attempts the reference does not respond, the reference shall not be evaluated, if applicable the proposer shall receive 0 points for that reference, and the proposer shall only be evaluated on their remaining references.

If the proposer provides more than the requested number of references, references beyond the requested number of references provided may not be contacted, evaluated or considered.

Right to Check Other References The City reserves the right to contact any additional references it deems appropriate or in its best interests when evaluating the proposer’s proposal. The City may conduct other reference checks with persons whose names have not been provided by the proposer, but of whom the City has knowledge.

Reference Uses, Responsibility Determination The City may use references to obtain additional information, break tie scores, or verify any information needed. Any References which indicate a failure to provide complete and accurate information in a Proposal may lead to rejection for lack of Responsibility.

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k. Corporate Responsibility The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local contractors, including those owned by people of color and women.

1. Equal Employment Opportunity and Access in Subcontracting

a. Describe how your firm is providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses.

b. Describe your firm’s approach and methodology for identifying subcontracting opportunities

(including suppliers, manufacturers and services) as an equal opportunity employer.

c. Describe how your firm will conduct outreach to inform contractors of subcontracting opportunities.

d. Describe any mentoring and technical assistance to be made available to subcontractors.

e. Describe any strategies, methods, initiatives, or examples of innovation to provide equal opportunity and access which may be utilized in the execution of the work.

f. Describe how your firm balances establishing new relationships with firms vs. sustained engagement with trusted business partners?

2. Equal Opportunity Employer and Community Involvement

a. List the top three actions/ongoing practices your firm has implemented to ensure you provide opportunities for, and remove barriers to, employment in your workforce for everyone, including women and people of color, at all levels of your firm (e.g., upper management, middle management and lower-level management).

b. Regarding your top three actions/ongoing practices, describe the action or ongoing practice, implementation dates and/or timelines, and any performance metrics or third-party awards/recognition.

c. Describe your firm’s approach to internal on-the-job training, mentoring, technical training, and/or professional development opportunities for your workforce?

d. Describe your firm’s employee compensation structure, (e.g., living wages, healthcare coverage, employee leaves, dependent care, etc.).

e. Describe your firm’s commitment to community service, (e.g., charitable programs, scholarships, economic development, etc.)

3. Sustainable Business Practices

a. List the top three actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (e.g., energy efficiency, use of recycled content or non-toxic Products, use of public transit or alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.).

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b. Regarding your top three actions/ongoing practices, describe implementation dates and/or timelines, and any performance metrics or third-party awards/recognition (such as Sustainability at Work).

c. Does your firm participate in any third-party sustainability related organizations, networks, or committees? If so, list up to three examples and how long your firm has been an active participant in each.

The City expects thoughtful consideration of all of the above Corporate Responsibility criteria in the preparation of proposals. The successful Proposer will be required to submit subcontractor payment and utilization information electronically to ensure that subcontractors are utilized to the extent proposed and submitted in the original proposal. The successful Proposer and their subcontractors will be required to utilize the City’s automated compliance audit process for prime contractors and subcontractors.

The successful proposer will not be permitted at any time to substitute, delete, or add any subcontractor without the prior written approval of the Chief Procurement Officer.

l. Hosted Software Questionnaire (RFP Attachment 7)

m. System Authentication and Access Control Authorized access to City information through approved access controls is a hosted -service requirement. Access to City confidential and restricted information, regardless of location, requires multi-factor-authentication (MFA) that integrates with City Microsoft Active Directory, MS Azure AD, or supported Single Sign-On services. All hosted account settings must align with City authentication and access control standards and support activity alerts, reports and audits.

n. Exceptions and Deviations to The Sample Contract The Sample Contract attached as Attachment 4 contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.

As part of the Evaluation Phase 2 shortlisted proposers shall be required to submit exceptions and deviations to the City’s Sample Contract. The proposer must identify the specific provision the proposer would like to negotiate, provide an explanation of why the proposer believes the provision should be a negotiable provision, and provide the suggested revised language. RFP Attachment 4 contains an exception and deviation request form for submission as part of Evaluation Phase 1. Exception and deviation requests that are not submitted in the format of RFP Attachment 4 may not be considered. Requests that state the entire Contract be negotiated will not be considered.

o. Proposal Redactions for Public Records Purposes Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of Oregon public records law. When preparing their proposal submission, if the proposer requests redactions to their proposal, the proposer shall provide one (1) “Redacted

RFP #00002607 Page 15 of 25 for Public Disclosure” copy of the proposal in unprotected MS Word format with the requested redactions highlighted in yellow with their submission. The “Redacted for Public Disclosure” copy shall be a complete copy of the submitted proposal, in which all information that the proposer deems to be exempt from public disclosure has been identified. The proposer shall also include a completed “Redaction Summary Form” (RFP Attachment 5) detailing the location of all redacted information and reason for redaction.

When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in such a way as to allow the disclosure of the non-exempt information. Should the proposer determine that no redactions are required, that should be indicated in the proposer Information Form. If a proposer fails to submit a “Redacted for Public Disclosure” copy of their proposal as required, the City may release the proposer’s original proposal without redaction.

C. Proposal Submittal Checklist

Each complete proposal must contain the following, in the order indicated below.

Proposal Component Status Included in narrative page limit?

Cover Letter Required Y

Proposer Information Form Required N

Civil Rights Data Collection, including Subcontractor Participation Disclosure Form (Attachment 3)

Required N

Response to City’s Functional & Technical Requirements

Required N

Proposer Capabilities

Required Y

Project Team Required Y

Project Approach Required Y

Pricing Proposal Required N

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References (3) Required Y

Corporate Responsibility Required Y

Hosted Software Questionnaire Required N

Exceptions and Deviations to Contract (include only if applicable)

Optional N

Redaction Summary Form Required if Redacted for Public Disclosure Copy is provided.

N

Redacted for Public Disclosure Copy

Optional N

IV. Proposal Evaluation

A. Proposal Review and Selection

1. Evaluation Overview A Selection Review Committee (Committee) will be appointed to evaluate the proposals received. For the purpose of scoring proposals, the Committee will evaluate each proposal in accordance with the criteria listed below. The Committee may seek the assistance of outside expertise, including, but not limited to, technical advisors and subject matter experts. The Committee will require a minimum of ten (10) Business Days to evaluate and score the proposals.

The choice regarding how or when to proceed, the need for additional clarifications, decisions to begin or terminate negotiations, determination of a reasonable time, decisions to open negotiations with a lower scoring proposer, and any decision that a solicitation should be cancelled are all within the sole discretion of the City.

2. Evaluation Process The proposal evaluation process consists of a series of evaluation phases that may lead to the identification of a finalist. Each proposal will be evaluated in accordance with the following evaluation criteria:

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a. Responsiveness, Responsibility, and Mandatory Criteria The City shall determine if the proposer is a Responsible Proposer that has submitted a Responsive Proposal, in accordance with Portland City Code.

b. Evaluation Phase 1 – Written Scoring Proposals meeting the responsiveness, responsibility, and mandatory requirements will be further evaluated as part of Evaluation Phase 1. This step consists of a detailed review of the written proposal responses as follows:

Phase 1 Evaluation Criteria

Criteria Maximum Phase 1 Score

Point Distribution by

Subsection

1. Response to City’s Functional and

Technical Requirements 30

2. Proposer Capabilities 10

3. Project Team 8

4. Project Approach 10

5. Pricing Proposal 11

6. References 1

7. Corporate Responsibility 20

Equal Employment Opportunity and Access in Subcontracting 8 Equal Opportunity Employer and Community Involvement 8 Sustainable Business Practices 4

8. Hosted Software Questionnaire 10

TOTAL: 100

c. Short Listing:

At the end of any evaluation phase, the Evaluation Committee may focus on only a limited number of proposals by developing a “short list” based on the scores, or may proceed directly to Contract negotiation and award. The number of proposals on the short list depends on whether the Committee believes such proposals have a reasonable chance of leading to the award of a contract. Proposers that are eliminated from further consideration will be notified by a Notice of Shortlisting posted in the same manner as the RFP.

d. Subsequent Evaluation Phases:

The City may proceed with subsequent phases of evaluation as it deems necessary, including but not limited to oral interviews, demonstrations, presentations, or site visits, along with further clarification of the proposals. Proposers invited to participate in subsequent evaluation

RFP #00002607 Page 18 of 25 phases will be given additional information and instructions regarding the City’s desired content a reasonable time before any further evaluation is held.

e. Evaluation Phase 2 – Oral Presentation The scoring of Phase 2 generally will be as follows, however further detail on specific criteria, weighting and point breakdown may be part of the information and instructions provided by the City at the conclusion of Phase 1:

Phase 2 Evaluation Criteria

Criteria Maximum Phase 2 Score

Point Distribution by

Subsection

1. Content of Oral Presentation 50

2. Product Demonstration 50

TOTAL: 100

f. Additional Optional Evaluation Phases and Methods In addition to the standard evaluation phases above, the City may exercise one, or any combination, of the methods of Contractor selection described in PCC 5.10, including best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers that are eliminated at any stage of the evaluation process will be notified of their elimination.

g. Total Overall Score:

Following completion of each evaluation phase, the points from that phase will be added to each proposer’s cumulative score to determine their Total Overall Score. The highest scoring proposer, based on their Total Overall Score, may be identified as the finalist.

The selection of the finalist may be based on negotiated costs and conformance to the City’s terms and conditions within the City’s Sample Contract. Negotiations will follow with the finalist, and if successful, may result in a final award and Contract for the work. If the Contract with the finalist cannot be reached within a time period deemed reasonable to the City, the City may elevate the proposer which possesses the next highest Total Overall Score to be the finalist.

B. Award Review and Protest

1. Review:

The City shall post a Notice of Intent to Negotiate and Award in the same manner as the RFP.

The Notice shall identify the proposer(s) to which the City intends to award a contract.

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Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act. Proposers not awarded the Contract may seek additional clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods utilized by the Evaluation Committee.

V. Terms and Conditions

A. RFP Process

Addenda: If, in the opinion of the Chief Procurement Officer, additional information or interpretation is needed, the City shall issue an addendum. Any addenda issued by the Chief Procurement Officer seventy-two (72) hours or more before the scheduled closing time, Saturday, Sunday, and City-observed holidays not included, shall be binding. The City shall provide such addenda in the same manner in which it provided the RFP, but failure of the proposer to receive or obtain such addenda shall not excuse the proposer from compliance with its contents.

Oral Instructions: Oral instructions or information concerning the RFP or the project given out by officers, employees, or agents of the City shall not modify the RFP nor bind the City. Any changes or revisions to the RFP shall be binding only if issued by the City in a written addendum.

Cost of Responding: This RFP does not commit the City to pay any costs incurred by any proposer in the submission of a proposal, or in making necessary studies or designs for the preparation thereof, or for procuring or contracting for the items to be furnished under the resulting Contract.

Taxes: Taxes, whether State or Federal, shall not be included in the offered prices. A tax exemption certificate will be provided by the City upon request.

Sustainable Procurement: The City strives to be more sustainable in its operations and planning. Starting with the City’s Sustainable City Principles (1994) the City established a variety of policies to guide its work on sustainability, including: the Sustainable Procurement Policy, Green Building Policy, Local Action Plan on Global Warming, and the Stormwater Management Manual. To view these and related City policies, go to the Portland Policy Documents Website:

http://www.portlandoregon.gov/citycode/26812. As applicable to City procurement, these policies guide the City to buy products and services that reduce the City’s negative environmental and social impacts. While specific goals vary, the City’s sustainability objectives tend to focus on: reducing energy use; reducing air, water, and land pollution; building and maintaining high-performance green buildings; reducing the use of materials toxic to the environment and human health; utilizing resources efficiently, including the use of renewable, http://www.portlandoregon.gov/citycode/26812

RFP #00002607 Page 20 of 25 reusable and recycled materials; utilizing small local businesses, including minority- and women-owned businesses; preserving or enhancing biodiversity; and maintaining fiscal health in the short and long term. As such, the City seeks to do business with firms that will actively contribute to the City’s sustainability objectives.

Withdrawal, Modification or Alteration Of Proposal: Prior to the RFP due date and time, a proposer may submit revised versions of its proposal. Also, a proposal may be withdrawn upon written request of the proposer prior to the due date and time. Negligence on the part of the proposer in preparing their proposal confers no right to withdraw their response after the scheduled closing time for filing proposals. As a result of any of these actions, if the intent of the proposer is not clearly identifiable, the interpretation most advantageous to the City will prevail.

Late Proposals: Proposals must be received no later than the date and time specified on the cover of this solicitation. It is the proposer’s responsibility to ensure that proposals are received prior to the specified closing date and time. Proposals received after the specified closing date and/or time shall not be considered and will be rejected.

Cancellation: The City of Portland reserves the right to modify, revise, or cancel this RFP.

Receipt and evaluation of proposals, or the completion of subsequent evaluation phases does not obligate the City to award a contract.

Rejection of Proposals: The City reserves the right to reject any or all responses to the RFP in the City’s sole discretion.

Public Records: Any information provided to the City pursuant to this RFP shall be public record and subject to public disclosure pursuant to Oregon public records laws.

The general requirement for public disclosure is subject to a number of exemptions. When preparing a proposal submission, a proposer must plainly mark each page containing information deemed by the proposer to remain exempt from public disclosure after proposals have been evaluated (e.g., pages containing trade secret, economic development information, etc.). A summary of the redactions shall be provided with the redacted version of the proposal response.

The fact that a proposer marks and segregates certain information as exempt from disclosure does not mean that the information is necessarily exempt. Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of the Oregon Public Records Act. The City will make an independent determination regarding exemptions applicable to information that has been properly marked and redacted. Information that has not been properly marked and redacted may be disclosed in response to a public records request. When exempt information is mixed with nonexempt information, the nonexempt information must be disclosed.

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Unless expressly provided otherwise in this RFP or in a separate communication, the City does not agree to withhold from public disclosure any information submitted in confidence by a proposer unless the information is otherwise exempt under Oregon law.

If the City refuses to release the records, the proposer agrees to provide information sufficient to sustain its position to the District Attorney of Multnomah County, who currently considers such appeals. If the District Attorney orders that the records be disclosed, the City will notify the proposer in order for the proposer to take appropriate legal action. The proposer further agrees to hold harmless, defend, and indemnify the City for all costs, expenses, and attorney fees that may be imposed on the City as a result of appealing any decision regarding the proposer’s records.

Conflict of Interest: By submitting a proposal, a proposer thereby certifies that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other proposer on this particular RFP, and that the proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm.

Intergovernmental Cooperative Purchasing: The proposer agrees to extend identical goods and services under the same prices, terms, and conditions to all public agencies. Requirements stated herein reflect the City of Portland’s usage only. A public agency wishing to utilize like services will execute its own contract with the Contractor for its requirements and may negotiate the terms of that contract in accordance with its own requirements. The Contractor shall provide quarterly usage reporting of the City of Portland as well as that of other public agencies to the City of Portland, Procurement Services. Any proposer by written notification included with their proposal, may decline to extend the services, prices and terms of this RFP to any and/or all other public agencies.

B. Award and Contracting Process

Contractor Selection: The City will award a contract to the proposer whose proposal is considered and evaluated as being the most advantageous to the City. The contractor selection process will be carried out under Portland City Code.

Clarifying Proposal During Evaluation Period: During the evaluation process, the City has the right to require any clarification or change it needs in order to understand the proposer’s view and approach to the project and scope of the work.

Notice of Intent to Award Is Not a Contract: A notice of intent to negotiate and award posted on the Procurement Services website does not constitute an authorization for shipment of equipment or supplies or a directive to proceed with Services. Before performing any work, the contractor must receive a properly authorized purchase order or Contract.

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Contract Development: The proposal and all related responses provided by the proposer may become a part of the final Contract. The form of Contract shall be the City's Sample Contract provided with this RFP.

Insurance – Proof of Coverage: Work shall not commence until all insurance requirements have been met and certificates thereof have been filed with the City. All insurance requirements shall be as indicated within the attached Sample Contract.

City of Portland Business License Tax Account #: Prior to execution of a Contract, Contractor shall provide City of Portland business license tax account number or shall provide proof of exemption from said registration requirements, as issued by the City of Portland Bureau of Revenue. Failure to do so within twenty (20) Calendar Days after posting of the Notice of Intent to Award may result in withdrawal of any resulting contract award. Details of compliance requirements are available from the Revenue Bureau License and Tax Division, (503) 823-5157, website: http://www.portlandoregon.gov/revenue/29320

Failure to Execute Contract: Failure on the part of the proposer to whom a contract is awarded to execute the Contract and deliver the Contract and required documents with all required bonding and insurance certificates within ten (10) Calendar Days shall be just cause for cancellation of the award and withdrawal of the Contract.

Public Safety: Public safety may require limiting access to public work sites, public facilities, and public offices, sometimes with little advance notice. The Contractor shall anticipate delays in such places and include the cost of delay in the costs in its proposal. The Contractor’s employees and agents shall carry sufficient identification to show by whom they are employed and display it upon request to security personnel. City project managers have discretion to require the Contractor’s employees and agents to be escorted to and from any public office, facility or work site.

Governing Law: The provisions of any contract shall be construed in accordance with the provisions of the laws of the State of Oregon without reference to its conflict of law provisions.

Any action or suits involving any question arising under the resulting Contract must be brought in the appropriate court in Multnomah County Oregon. All statutory, charter and ordinance provisions that are applicable to public contracts in the City of Portland and the State of Oregon shall be followed with respect to this Contract. In connection with its activities under this Contract, Contractor shall comply with all applicable federal, state and local laws and regulations including the City's Equal Benefits Ordinance and its administrative rules, all of which are incorporated by this reference. These requirements are available on the City of Portland’s Procurement Services website: http://www.portlandoregon.gov/brfs/27353

Failure to comply with the City’s Equal Benefits Ordinance permits the City to impose sanctions or require remedial actions as stated in Section 13.1 of the rules. All statutory, charter and ordinance provisions applicable to public contracts in the City of Portland and the State of Oregon shall be followed with respect to this Contract.

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Americans With Disabilities Act Compliance: Proposers agree that if awarded a contract, the successful Contractor will comply with all applicable provisions of the Americans with Disabilities Act of 1990, 42 USC Section 12101 et seq. If any proposer requires special assistance or auxiliary aids during the proposal, evaluation or award process, please notify the Procurement Services, (503) 823-6855, or TDD (503) 823-6868, at least two (2) Business Days prior to the required assistance.

Assignment of Anti-Trust Rights: By entering into a contract, the Contractor, for consideration paid to the contractor under the Contract, does irrevocably assign to the City of Portland any claim for relief or cause of action which the Contractor now has or which may accrue to the Contractor in the future, including, at the City’s option, the right to control any such litigation on such claim for relief or cause of action, by reason of violation of 15 USC SS 1-15 or ORS

646.725 or ORS 646.730, in connection with any goods or services provided to the Contractor by any person, which goods or services are used, in whole or in part, for the purpose of carrying out the contractor’s obligation under this Contract.

In the event the Contractor hires subcontractors to perform any of the Contractor’s duties under the Contract, the Contractor shall require the subcontractor to irrevocably assign to the City of Portland, as a third party beneficiary any right, title or interest that has accrued or may accrue to the subcontractor by reasons of any violation of 15 USC SS 1-15, ORS 646.725 or ORS 646.730, including, at the City’s option, the rights to control of any litigation arising thereunder, in connection with any goods or services provided to the subcontractor by any person, in whole or in part, for the purpose of carrying out the subcontractor’s obligations as agreed to by the Contractor in pursuance of the completion of the Contract.

In connection with this assignment, it is an express obligation of the contractor that it will take no action, which will in any way diminish the value of the rights conveyed or assigned hereunder to the City of Portland. It is an express obligation of the Contractor to advise the City Auditor or the Office of the City Attorney of Portland, Oregon:

1. In advance, its intention to commence any action on its own behalf regarding such claims for relief or causes of action;

2. Immediately, upon becoming aware of the fact that an action has been commenced on its own behalf by some other person or persons, of the pendency of such action; and

3. The date on which it notified the obligor(s) of any such claims for relief or causes of action of the fact of its assignment to the City of Portland.

Furthermore, proposer understands and agrees that in the event any payment under such claim is made to the Contractor, it shall promptly pay over to the city of Portland its proportionate share thereof, if any, assigned to the State hereunder.

VI. RFP Statement of Work

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1. General Scope The City of Portland is launching a one-year pilot contact survey program. This contact survey program is intended to collect feedback from community members after they have had contact with any of the City’s first responders, including Portland Police Bureau, Portland Fire & Rescue, Bureau of Emergency Communication, Portland Bureau of Emergency Management, and Portland Street Response. This feedback will be collected with the intent to assess community experiences and perceptions related to individual calls for service using a random selection process.

This pilot program is the result of significant community engagement and community recommendations. These recommendations began with a focus on contact surveys after police contacts. The Mayor assembled a work group that includes community members and city staff to develop this pilot and expanded the scope to include all of the City’s first responders, not just police.

The contact survey pilot will ideally provide insights about specific community experiences with first responders and community perceptions of those interactions. This data will reveal opportunities for continuous quality improvement (CQI) in the outcomes and processes of providing the services delivered, including possible additional training needs, or systemic or programmatic improvements that City leadership can implement to ensure procedural justice is reflected in the City’s…