00002730 Proposer Response Packet.docx
DOCX document 262 KB Posted
- Attached to
- RFP for Employee Relocation Services
- Solicitation number
- 00002730
- Issued by
- Oregon
About this file
This is a Request for Proposals (RFP) Proposer Response Packet issued by the City of Portland, Oregon Bureau of Human Resources for on-call Employee Relocation Services. The City seeks proposals for relocation services to be delivered on an as-needed basis, with Task Orders issued to the successful proposer as individual project needs are identified. Proposals are due May 7, 2026, at 4:00 p.m. Pacific Time through the City's Online Procurement Center (BuySpeed). No pre-proposal meeting has been scheduled. The RFP response packet establishes submission requirements including a 20-page limit for specified proposal components, required documentation such as proposer information forms, capabilities statements, project team qualifications, project approach descriptions, and pricing proposals. Questions must be directed to the Single Point of Contact, Tessa Schutt, Procurement Specialist, and must be submitted by 7 calendar days before the proposal deadline.
The pricing proposal must include true estimated costs or fixed-price estimates with hourly rates and estimated hours for each staff member assigned to tasks, conditioned upon the availability of appropriated funds. The City emphasizes its commitment to contracting with equitably aware and environmentally responsible businesses and requires proposers to demonstrate equal employment opportunity practices, subcontracting access for minority- and women-owned businesses, community involvement initiatives, and sustainable business practices. Proposers must provide civil rights data collection information and may request specific insurance reductions if needed. The packet permits optional submissions of exceptions and deviations to the sample contract and redactions for public disclosure, with redacted copies submitted in unprotected Microsoft Word format with highlighted exemptions meeting Oregon Revised Statutes requirements.
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Other files
| File | Type | Posted |
|---|---|---|
| ATTACHMENT A SAMPLE CONTRACT.pdf | ||
| 00002730 Notice of Cancellation~1.pdf | ||
| 00002730 Proposer Information Packet.docx | DOCX document |
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RFP Number 00002730 Personal Services April 8, 2026 Request for Proposals (RFP) for Employee Relocation Services Proposal Response Packet Section 6: Submission Instructions Section 7: Required Proposal Components
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 Section 2: Submission Instructions for details.
Have Questions or Need Help? Contact the 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 6: Submission Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 5 of the RFP Information Packet for this RFP and the insurance required in Section 4 of the RFP Information Packet.
Proposals are Due May 7, 2026, 4:00 p.m. Pacific Time Late proposals are not accepted.
Proposal Page Limit is 20 Pages The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.
Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 7 of this document lists which parts are included in the page limit.
Proposal Contents and Organization You must provide all information requested in this RFP in your response. Responses must follow the format outlined in this RFP. We will not consider additional or unrequested materials.
Follow the order outlined in Section 7: Proposal Checklist for your submission.
Proposal Submission Instructions Submit your proposal through the City’s Online Procurement Center (BuySpeed) at:
https://procure.portlandoregon.gov/ The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.
Instructions for submitting through BuySpeed are available at:
https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download Modifying or Withdrawing Your Submission You can modify or withdraw your submission through the City’s Procurement Website, BuySpeed, any time before the proposal due date.
Section 7: Required Proposal Components Proposal Checklist
| Proposal Component |
| Required/Optional |
| Included in page limit? |
| ☑ |
| Proposer Information Form |
| Required |
| N |
| □ |
| Proposer Capabilities |
| Required |
| Y |
| □ |
| Project Team |
| Required |
| Y |
| □ |
| Project Approach |
| Required |
| Y |
| □ |
| Pricing Proposal |
| Required |
| N |
| □ |
| Equal Employment Opportunity and Access in Subcontracting |
| Required |
| Y |
| □ |
| Equal Opportunity Employer and Community Involvement |
| Required |
| Y |
| □ |
| Sustainable Business Practices |
| Required |
| Y |
| □ |
| Civil Rights Data Collection |
| Required |
| N |
| □ |
| Exceptions and Deviations to the Contract Form |
| Optional |
| N |
| □ |
| Redacted for Public Disclosure Copy |
| Optional |
| N |
| □ |
| Redaction Summary Form |
| Required if Redacted for Public Disclosure Copy is provided. |
| N |
| □ |
Proposer Information Form Proposer’s Full Legal Name
(If Applicable) Doing Business As
Proposer’s Address
Authorized Representative Name
Authorized Representative Title
Authorized Representative Phone
Authorized Representative Email
Authorized Representative Mailing Address
(If Different) Local Contact
Local Contact Phone
Local Contact Email
City of Portland Business License Tax Account # (if currently licensed) https://www.portland.gov/revenue/business-tax
State of Oregon Registry Number https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login
State of Incorporation
| Common Parent |
| · My firm is not owned or controlled by a common parent |
· Name common parent:
Redaction for Public Records
· I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal.
Open Data Requirements https://efiles.portlandoregon.gov/Record/10879908/
· I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.
| Insurance Requirements |
| · I acknowledge the insurance requirements for the resulting Contract have been read, and either currently have or will be able to obtain insurance at level required if awarded the Contract. |
· I request insurance reductions.
List requested insurance reductions:
Proposer Capabilities Provide the following information. You can type in the form below or format this information in a separate document.
Boxes will expand as you type.
1. General Firm Description
Firm’s areas of expertise
Firm’s length of time in business
Number of employees
Include any other information that helps describe your firm
Provide the same information for any subcontractors on the project
2. Describe similar projects your firm has done within the last 5 years, which best characterize your firm’s capabilities, work quality, customer service, and cost control.
Project 1
Project client name
Name, address, and phone number of a person who can be contacted regarding your performance on the project
Describe the type of work performed
Describe the size of the project
Was the project completed?
Was it over or under budget?
If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm
Project 2
Project client name
Name, address, and phone number of a person who can be contacted regarding your performance on the project
Describe the type of work performed
Describe the size of the project
Was the project completed?
Was it over or under budget?
If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm
Project 3
Project client name
Name, address, and phone number of a person who can be contacted regarding your performance on the project
Describe the type of work performed
Describe the size of the project
Was the project completed?
Was it over or under budget?
If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm
(Optional) Add additional projects as needed below
3. Describe your firm’s resources available to perform the work for the duration of this project and other ongoing projects
4. Describe your firm’s management and organizational capabilities
A description of your firm’s management approach and how it will help accomplish the project’s goals and objectives
Organizational charts and a statement regarding lines of authority and responsibility
A statement about how your firm is prepared to respond promptly to problems or changes to the Scope of Work
Copies of standard reports used by your firm in existing contracts
A description of your firm’s procedures and policies related to work quality
5. Describe qualifications and relevant experience of subcontractors and/or partnership entities, if any.
Project Team Provide the following information. You can type in the form below or format this information in a separate document.
Boxes will expand as you type.
Project Team Information
Approximate number of people who would be assigned to this project.
Involvement of the company’s principal member
Key Personnel
Name of Key Personnel 1:
Roles and responsibilities
Relevant experience on similar or related projects
Qualifications
Demonstrated performance record on similar projects
Percentage of their time that will be devoted to this project
Resumes listing educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP
Name of Key Personnel 2:
Roles and responsibilities
Relevant experience on similar or related projects
Qualifications
Demonstrated performance record on similar projects
Percentage of their time that will be devoted to this project
Resumes listing educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP
Name of Key Personnel 3:
Roles and responsibilities
Relevant experience on similar or related projects
Qualifications
Demonstrated performance record on similar projects
Percentage of their time that will be devoted to this project
Resumes listing educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP
(Optional) Add additional Key Personnel as needed below.
Project Approach Provide a proposed Statement of Work. You can type in the form below or format this information in a separate document.
Boxes will expand as you type.
[Name of phase of work]
Describe the proposed work tasks and activities.
Describe how you would execute the tasks during each project phase.
Identify the team members who will work on each task.
Describe the proposed work products that will result from each task or activity.
Describe your approach to training and overseeing the work of subcontractors, tracking utilization, and adjusting if delivery is off track with commitments.
Identify points of input and review with City staff and how subcontractors will be involved in coordination meetings.
Based on your expertise and experience with similar projects, demonstrate how you will effectively complete the proposed project.
Identify the time frame estimated to complete each task.
If applicable, discuss any unique aspects of the project, alternative approaches the City might wish to consider, or special considerations related to programmatic/ funding requirements.
Pricing Proposal Complete and submit a Pricing Proposal.
Every obligation of the City under the awarded contract is conditioned upon the availability of funds appropriated or allocated for the fulfillment of the City’s obligations. If funds are not allocated and available for the continuance of the contract, the contract may be terminated by the City at the end of the period for which the funds are available.
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.
Every obligation of the City under the awarded contract is conditioned upon the availability of funds appropriated or allocated for the fulfillment of the City’s obligations. If funds are not allocated and available for the continuance of the contract, the contract may be terminated by the City at the end of the period for which the funds are available.
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 subcontractors, including those owned by people of color and women.
Equal Employment Opportunity and Access in Subcontracting How are you providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses? Your approach and description must, at a minimum, address the following:
For three (3) projects worked during the past three (3) years, for either public agency or non-public agency projects, list:
Project 1
Project name
All subcontractors utilized under those projects
Total project value (including amendments, if any)
Total project dollars
Percentage of total project dollars paid to each subcontractors
Project 2
Project name
All subcontractors utilized under those projects
Total project value (including amendments, if any)
Total project dollars
Percentage of total project dollars paid to each subcontractors
Project 3
Project name
All subcontractors utilized under those projects
Total project value (including amendments, if any)
Total project dollars
Percentage of total project dollars paid to each subcontractor
Describe your firm’s approach and methodology for identifying subcontractor opportunities (including suppliers, manufacturers and services) as an equal opportunity employer.
How outreach will be conducted to inform subcontractors opportunities.
Any mentoring and technical assistance to be made available to subcontractors.
Any strategies, methods, initiatives, or examples of innovation to provide equal opportunity and access which may be utilized in the execution of the work.
Equal Opportunity Employer and Community Involvement 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).
Action/Ongoing Practice 1
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Action/Ongoing Practice 2
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Action/Ongoing Practice 3
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Sustainable Business Practices List the top five actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (for example, 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.).
Action/Ongoing Practice 1
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Action/Ongoing Practice 2
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Action/Ongoing Practice 3
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Action/Ongoing Practice 4
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Action/Ongoing Practice 5
Describe the action or ongoing practice
Describe when you started and any timelines for implementation
Describe any performance metrics that characterize these achievements or third-party awards/recognition
Does your firm hold any third-party certifications related to sustainable business operations? (e.g. B-Corp certification or similar)
| Name of the Certification |
| Link to the certification requirements |
| Name of organization who administers the certification |
Civil Rights Data Collection The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.
Proposer Information
| Is your firm COBID Certified? |
| · Yes |
· No, and my firm does not qualify.
Describe your firm’s workforce demographics
Subcontractor Information (please identify all subcontractors to be used)
| Subcontractor 1 Information |
| COBID Certified? |
| Scope and percent of work allocated |
Firm’s legal name
· Yes Certification #:
· No
Phone number
BuySpeed Vendor #, if applicable
| Subcontractor 2 Information |
| COBID Certified? |
| Scope and percent of work allocated |
Firm’s legal name
· Yes
Phone number
BuySpeed Vendor #, if applicable
| Subcontractor 3 Information |
| COBID Certified? |
| Scope and percent of work allocated |
Firm’s legal name
· Yes
Phone number
BuySpeed Vendor #, if applicable
Add additional rows for additional Subcontractors as needed
Exceptions and Deviations to the Sample Contract The Sample Contract is available in Section 5 of the RFP Information Packet. It 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 will be required to submit exceptions and deviations to the City’s Sample Contract. Proposers must make exception and deviation requests through this form.
Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.
Contract Exceptions and Deviations Form
| Contract Section No. |
| Current language |
| Requested exception (in redline) |
| Reason |
| EXAMPLE: Section 1.0 Definition - System |
| “System” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract. |
| “System” or “Solution” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract. |
| Company requests this change because our SLA and EULA refer to “Solution”. No equipment is being provided under this Contract. |
Proposal Redactions for Public Records Purposes If you want to request redactions to your proposal, you must:
1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected Microsoft Word format, with the requested redactions highlighted in yellow . When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information . Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.
2. Complete the table below and submit it with your proposal.
Redaction Summary Form
| Proposal Page Number and Section |
| Content to be redacted |
| Reason for redaction |
| RFP #00002730 |
| 1 of 27 |
| RFP Response Packet |
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