00002730 Proposer Information Packet.docx

RFP Number 00002730 Personal Services April 8, 2026 Request for Proposals (RFP) for Employee Relocation Services Project Information Packet Section 1: Opportunity Overview Section 2: How Your Proposal Will Be Evaluated Section 3: Scope of Work Section 4: Sample Contract Section 5: RFP Terms and Conditions

RFP at a Glance Proposals Due:

May 7, 2026, 4:00 p.m. Pacific Time Summary:

The City of Portland (City) Bureau of Human Resources (BHR) is seeking proposals for Relocation Services on an as-needed basis. These as-needed services are referred to as “on-call services”, and generally include work with short deadlines, scopes that may need to be developed quickly, and/or requiring expertise currently unavailable in-house. Task Orders will be issued to successful Proposer under this on-call services contract as individual project needs are identified.

Pre-Proposal Meeting:

There will be no Pre-Proposal meeting scheduled for this RFP.

Submit Your Proposal:

City of Portland Online Procurement Center:

https://procure.portlandoregon.gov/bso/ Refer to the Proposal Response Packet: Section 7: Submission Instructions for details.

Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before May 7, 2026, 4:00 p.m. Pacific Time. Any questions received after may not be answered. Only the Single Point of Contact can answer questions about this RFP.

Tessa Schutt Procurement Specialist Procurement Services

(503) 865-6319 Tessa.Schutt@portlandoregon.gov

Section 1: Opportunity Overview

1.1 Background

Bureau of Human Resources Overview BHR leads the city’s hiring needs. Recruitment & Training provides a full spectrum of services to attract, develop, and sustain a diverse and talented workforce, while mitigating the risk of inequitable recruitment practices by streamlining services across the City. The program also strives to create a consistent candidate experience and disseminates the City’s brand as the employer of choice.

BHR is committed to effectively serving bureaus and meeting its expectation to provide relocation expenses as a recruitment incentive for attracting talent to fill critical positions.

Need Statement The City currently has seven vacant executive leadership roles across the City. BHR is seeking proposals from individuals, firms, teams or consultants, hereafter called “Proposer(s),” with demonstrated experience in relocation services, and proposes to engage the successful Proposer to provide customized and equitable management of relocation services and resources for each of the City’s executive eligible candidates and potentially family.

See the Scope of Work below for a complete list of the City’s required services and deliverables.

1.2 Outcome Goals

1. Ensure responsible use of public funds through cost control and transparent pricing.

2. Support timely placement of critical and executive staff.

3. Leverage vendor expertise in relocation logistics, housing coordination, and reimbursements.

4. Ensure fair and impartial service delivery to all eligible employees.

5. Ensure compliance with local, state, and federal regulations.

1.3 Contract Details

The City intends to issue an award for up to a five-year initial Term with an anticipated not-to-exceed value of $500,000.00. On-call services are requested as the need arises, therefore there is no guarantee of work to be assigned or that the total dollar limit of the contract will be reached. The cost of services performed under any Task Order may vary depending upon the amount of work estimated for that particular project. However, under no circumstance will the individual Task Order amount exceed $15,000, including task order amendments.

1.4 Estimated RFP Timeline

The timeline below is an estimate for the RFP and Contracting process.

The City will adjust the schedule as necessary.

1.6 Pre-Proposal Meeting

There will be no pre-proposal meeting or site visit scheduled for this Project.

1.7 Addenda

The City will share more information about this RFP if something is missing or unclear. The City will share this information as an addendum (or addenda, if more than one). The City will post addenda on the City’s Procurement Website BuySpeed.

Addenda issued seventy-two (72) hours or more before the due date are binding. The seventy-two (72) hour window excludes Saturdays, Sundays, and City-observed holidays.

You are responsible for complying with the addenda, even if you do not see it.

Section 2: How Your Proposal Will Be Evaluated

2.1 Proposal Review and Selection

Evaluation Overview The City will appoint an Evaluation Committee (Committee) to evaluate the proposals received. To score proposals, the Committee will evaluate each proposal using the criteria below. The Committee may seek outside expertise. The Committee will require at least ten (10) Business Days to evaluate and score the proposals.

The City will decide how or when to proceed through the evaluation process. The City will also decide if additional clarifications are needed, when to begin or end negotiations, reasonable timelines, and whether to open negotiations with a lower scoring proposer.

The City can also decide to cancel the solicitation or reject all proposals.

Evaluation Process Each proposal is evaluated using these criteria:

Responsiveness, Responsibility, and Mandatory Criteria The City will determine if you are a Responsible Proposer who has submitted a Responsive Proposal (ORS 279B.005).

Refer to Portland Public Contracting Rules for details.

Evaluation Phase 1–Written Scoring Proposals that meet the responsiveness, responsibility, and mandatory requirements will be evaluated in Evaluation Phase 1. The Committee will conduct a detailed review of the written proposals:

Phase 1 Evaluation Criteria

Equal Employment Opportunity and Access in Subcontracting

Equal Opportunity Employer and Community Involvement

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. The number of proposals on the short list depends on the number of proposals the Committee believes have a reasonable chance of leading to a contract award. If you are eliminated from further consideration, you will be notified by a Notice of Shortlisting posted on the City’s Procurement Website.

Subsequent Evaluation Phases The City will proceed with subsequent evaluation phases as needed. These phases may include oral interviews, demonstrations, presentations, site visits, clarification of the proposals, or other activities.

If you are invited to participate in subsequent evaluation phases, the City will share additional information and instructions a reasonable amount of time before any further evaluation is held.

Evaluation Phase 2 – Interviews, Demonstrations, or Presentations [As-Needed] Further detail on specific criteria, weighting, and point breakdown will be part of the information and instructions provided by the City at the end of Phase 1 as applicable.

Phase 2 Evaluation Criteria

Content of Phase 2 Evaluation To be determined

Additional Optional Evaluation Phases and Methods In addition to the evaluation phases above, the City can use other methods like best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers eliminated at any stage of the evaluation process will be notified.

Total Overall Score At the end of each evaluation phase, the points from that phase will be added to your cumulative score to determine your Total Overall Score. The proposer with the highest Total Overall Score may be identified as the finalist.

The selection of the finalist may also be based on negotiated costs and agreeing to the City’s terms and conditions within the City’s Sample Contract.

Negotiations will follow with the finalist. If successful, negotiations may result in a final award and Contract for the work. If the Contract with the finalist cannot be reached within a time that is reasonable to the City, the City may elevate the proposer with the next highest Total Overall Score to be the finalist.

2.2 Award Review and Protest

Review The City will post a Notice of Intent to Negotiate and Award on the City's Procurement Website. The Notice will identify the proposer(s) to which the City intends to award a contract.

Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act.

If you were not awarded the Contract, you can ask for clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods used by the Evaluation Committee.

Protests Proposers can challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. If you wish to protest your elimination, you must submit a protest within seven (7) Calendar Days of the City’s posting of the Notice of Short List or Notice of Intent to Award.

Proposers can read Portland Public Contracting Rules regarding protest procedures, all of which may be found online: https://www.portland.gov/policies/public-contracting-rules. Proposers may also learn more about protests by reviewing ORS 279B.405 and ORS 279B.410.

Protesters may not use judicial appeal rights unless all protest and appeal rights are exhausted.

Section 3: Scope of Work Technical or Required Services Professional services required will include:

Customized and equitable management of relocation services and resources for each of the City’s executive candidates.

The successful Proposer shall be responsible for creation and administration of a wide variety of relocation support services, including, but not limited to:

· destination spotlights

· pre-hire decision support

· needs analysis

· travel coordination

· area tours

· community tours

· home sale assistance

· transportation of goods

· lease break negotiations

· property management solutions

· temporary housing

· spousal/partner career and family assistance

· hotel and pet transportation options General Requirements

· Legal Requirements: specific requirements around City of Portland, State of Oregon, or Federal rules and regulations

· Staffing and Organizational Requirements: staffing model, staff location, supervision/management, pre-employment screening, training, credentials, or licensure

· Data and Technology Requirements: Computer hardware/software, email or Internet capabilities, assessment of client satisfaction, program evaluation, record keeping, data collection, reporting

· Financial and Compliance Requirements: Insurance requirements, financial control procedures, financial status reports, or audited financial statements

· Budget Requirements: Cost standards, funding sources, proration, third-party reimbursement, flat fees, fee-for-service revenues, subcontractor cost schedules Performance Metrics The Bureau of Human Resources is interested in identifying metrics to work collaboratively with the awarded Proposer to monitor and improve performance during the life of the contract. The Bureau of Human Resources has identified initial metrics of interest and looks forward to working with the awarded Proposer to add to or refine this list during contract negotiations. The final set of performance metrics and frequency of collection will be negotiated by the successful Proposer and The Bureau of Human Resources prior to the finalization of an agreement between parties and may be adjusted over time as needed.

Example of Performance Metrics:

Relocation Service Agreements Established

Average cost per relocation

Average Customer Support Efficiency Rating

Contract Performance Management As part of the City of Portland’s commitment to improved outcomes, the City of Portland seeks to actively and regularly collaborate with the awarded Proposer to enhance contract management, improve results, and adjust service delivery based on learning that works. Reliable and relevant data is necessary to drive service improvements, facilitate compliance, inform trends to be monitored, and evaluate results and performance. As such, the City of Portland reserves the right to request/collect other key data and metrics from vendors.

Role of the City The City shall assign a project manager to oversee the successful Proposer’s work and provide support as needed. Any specific duties the City will perform for each project shall be identified in the individual Task Orders.

On a day-to-day basis, the progress of the work will be managed by the City’s Project Manager To track progress, flag challenges, and design course corrections to achieve the contract’s goals, City will:

· Establish clear governance and cadence by setting up monthly or quarterly reviews. Set up meetings on calendars in advance with project managers.

· If possible, use a shared tracking system/dashboard of metrics and milestones.

· Treat course correction as a joint design exercise that includes engagement, mutually agreed to solutions, documented agreements, and follow-up/monitoring.

Role of the Vendor The Vendor will be expected to communicate regularly with the City, sharing data and information as described below:

· Vendor must communicate monthly updates on relocation agreements established.

· Vendor shall share reports of relocation agreements with status of agreements including services covered and costs.

· Vendor shall promptly report to the City any potential risks or issues with any relocation agreements.

· Vendor shall communicate via email and by phone.

Section 4: Sample Contract Please see Attachment A.

Section 5: RFP Terms and Conditions Link to RFP Terms and Conditions: https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v11/download

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