1084285-event.pdf

05 October 2022

Move Services on a Requirements Basis Move Services on a Requirements Basis

05 October 2022

Open 7/15/2022 8:00 AM PDT Type Request for Proposal (RFP) Close 8/19/2022 4:00 PM PDT Number RFP-6-2023 Currency US Dollar

Sealed Until 8/19/2022 4:00 PM PDT

Payment Terms 0% 0, Net 30

05 October 2022

Contacts Jimmy Chao jimmy.chao@multco.us

Phone +1 503-988-9808 ext. 89808

05 October 2022

Commodity Codes Commodity Code Description 78101804 Relocation Sevices

05 October 202205 October 202205 October 202205 October 202205 October 202205 October 202205 October 202205 October 202205 October 2022 mailto:jimmy.chao@multco.us

ADDENDUM 3

Addendum 3 includes:

Uploaded revised Buyers Attachment B - Question 2.2.1 as Buyers Attachment B - Question 2.2.1 revised2. Added additional language distinguish between rental rates.

ADDENDUM 2

Addendum 2 includes:

Uploaded revised Buyers Attachment B - Question 2.2.1 as Buyers Attachment B - Question 2.2.1 revised. This is a revised version of Buyers Attachment B to allow for the Proposers to add an additional sheet listing miscellaneous costs.

ADDENDUM 1

Addendum 1 includes:

Uploaded Pre-proposal meeting attendance list from the Optional Pre-proposal meeting on July 22, 2022 as Addendum1_Attachment1 under Buyer Attachments.

PRE-PROPOSAL CONFERENCE:

An OPTIONAL pre-proposal conference is scheduled for July 22, 2022 at 2:00PM-3:30PM PT. This meeting will be a Google Meet virtual meeting.

Join with Google Meet:

meet.google.com/kdo-sjzs-nbq

Join by Phone:

(US) +1 573-518-7019 PIN: 364 279 502#

The purpose of the pre-proposal conference is to provide training on how to navigate the MMP system and how to submit your proposal.

The County will not be answering any technical questions during the pre-proposal conference.

All questions in regards to the Sourcing Event must be submitted through the Q & A board.

SERVICE DESCRIPTION, FUNDING AND CONTRACTING

INFORMATION

PURPOSE AND OVERVIEW

The Multnomah County Department of County Assets, Facilities and Property Management (FPM) Division is seeking Proposers from whom it may purchase moving, furniture installation, storage, and related services for County staff on a requirements basis. The County is seeking multiple contracts with Proposers that will have the capacity to meet all of the County’s needs as well as have the ability to develop long-term professional relationships.

Description

INTRODUCTION AND PROGRAM HISTORY

The Facilities & Property Management Division proactively and aggressively plans, maintains, operates and manages all County-owned and leased properties in a safe, accessible and effective manner. The Project & Property Management Team in Facilities & Property Management is tasked with coordination of high profile and highly visible projects for the County. Office relocations and reconfigurations fall under the jurisdiction of the Facilities Project & Property Management Team.

GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS

Facilities & Property Management is seeking Contractors that can perform the above listed services in a timely, professional and cost effective manner. Proposers should be able to meet all needs of the County without needing to subcontract for services, employees or vehicles.

It is important that the Proposer be able to provide all services included in the RFP, as Facilities & Property Management is looking to establish long term professional relationships (up to five years) with the Proposers awarded Contracts from this RFP.

If, over the course of the contract duration, Multnomah County determines that the capacity of the Contractor does not adequately meet the capacity needs for a large project or will render the Contractor unable to maintain capacity to do additional projects for the County, the County may competitively bid and procure services from another vendor(s) for said project(s).

TARGET POPULATION SERVED

Multnomah County employees.

FUNDING

The County does not directly budget for moving, furniture configuration/reconfiguration, storage, and related services. The funds for all work that will be performed will come from project budgets and operating expenses. Project budget and budgets for operating expenses are allocated on an annual basis. Fluctuations in funding and in the amount of services requested year to year should be expected. The County cannot assure that any particular level of work will be assigned and the Contract will permit the County to request work as necessary to accommodate project or operational needs.

SCOPE OF SERVICES

Contractor will provide moving, furniture installation, storage and related services for Multnomah County Facilities and Property Management on a requirements or as-needed basis, (each instance a “Project”). Services shall include, but are not limited to, planning, scheduling, disassembly and packaging of office furniture and equipment (including Systems Furniture), loading, transporting, unloading, unpacking, building, and reassembly of all office furniture and equipment (including but not limited to: desks, file cabinets, systems furniture (also referred to as cubicles), wall hung items, conference tables, chairs, computer equipment, sit/stand desks, ergonomic accessories, and bookcases), transportation and placement of any boxes, containers, materials, and miscellaneous equipment, as needed, storage of any office items as requested, and removal of all packaging materials or other debris required to complete the work. Contractor will also provide ergonomic adjustments to Systems Furniture as needed.

The size of a Project will vary according to the County's needs and may range from delivering a single chair, to installing furniture for a department, an entire floor, or an entire building. The size and scope of any Project will be as outlined by the County in the applicable Service Request. Multiple smaller projects may be scheduled with recurring crews multiple times each week. Services provided by Contractor will be at the location(s), during the times, and on the days specified by the applicable Service Request or as otherwise agreed by the Parties.

A Project may include one or more of the following activities:

i. Moving items on the same floor;

ii. moving items from one floor to another in the same building;

iii. moving from one building to another building in the same geographic area;

iv. moving from one area within Multnomah County to another area within Multnomah County;

v. moving computer equipment and/or office furniture to or from a Project location;

vi. installation of new or used systems furniture, at the suite, floor, or building level;

vii. disassembly and/or reconfiguration of systems furniture;

viii. ergonomic adjustment(s);

ix. disposition of surplus furnishings and/or transportation to surplus vendors;

x. receiving and tracking new furniture orders at the move company’s warehouse; and/or

xi. ongoing storage of product at move company’s warehouse.

All Services will be completed in the time allocated in the applicable Service Request. If the Contractor fails to complete the Services in the time frame outlined in any Service Request, the provisions of Section 2.7.4 may apply.

DEFINITIONS

“Driver” means the Contractor employee responsible for vehicle transportation of County’s items as part of the Services. May also be an Installer or Laborer

“Holiday Rate” means the rate paid for Contractor-recognized holidays. Contractor-recognized holidays will be outlined in the Contract.

“Holidays, recognized and observed” include New Year’s Day (January 1st), Dr. Rev. Martin Luther King Jr.’s Birthday (3rd Monday in January), Presidents’ Day (3rd Monday in February), Memorial Day (last Monday in May), Juneteenth (June 19th), Independence Day (July 4th), Labor Day (1st Monday in September), Veterans’ Day, (November 11th), Thanksgiving Day (4th Thursday in November), Christmas Day (December 25th)

“Installer” means the Contractor employee(s) who perform(s) services and is a trained technician with experience working with assembly and disassembly of all major brands and models of Systems Furniture, including, but not limited to, Herman Miller, Steelcase, and Knoll product lines.

“Laborer” means the Contractor employee(s) who perform(s) labor services, such as moving or loading and/or unloading of furniture, boxes, materials, equipment, etc.

“Lead Worker” means the Contractor employee who coordinates and directs the work group at County’s site and who assists in completing the tasks outlined in the applicable Service Request to ensure the Services are provided in a safe, efficient, and professional manner. A Lead Worker should also be an installer and will be the point of contact for on site work.

“Overtime Rate” means the rate paid for non-business hours, between 6:00pm and 6:00am PST, including overtime.

“Prevailing Wage Rate” means the rate paid for Services that are part of a Public Works Project which costs exceeds $50,000. Since the Contract will exceed $50,000 even though each Project will not, every Project will be subject to Prevailing Wage. The provisions of the Contract governing payment of prevailing wage rates require the Contractor to fully comply with the provisions of ORS 279C.800-279C.870. The wage rates to be paid are set forth in Prevailing Wage Rates on Public Works Contracts in Oregon, as published and effected as of the publication date of this solicitation, which is incorporated by reference. Copies are available from any office of the Wage and Hour Division of the Bureau of Labor and Industries, or on the bureau’s website at http://www.oregon.gov/BOLI/WHD/PWR/pages/index.aspx.

“Regular Rate” means the rate applicable to Services performed during the County’s normal business hours, between 6:00am and 6:00pm PST, as further outlined herein.

“Project” each instance/job of moving, furniture installation, storage and related services for Multnomah County Facilities.

“Services” will include, but are not limited to, planning, scheduling, disassembly and packaging of office furniture and equipment (including Systems Furniture), loading, transporting, unloading, unpacking, and reassembly of all office furniture and equipment (including but not limited to: desks, file cabinets, cubicles, conference tables, chairs, computer stands, sit/stands, ergonomic accessories, and bookcases), transportation and placement of any boxes, containers, materials, and miscellaneous equipment, as needed, storage of any office items as requested, and removal of all packaging materials or other debris required to complete the work.

“Service Request” means a request for Services issued by the County to Contractor, as further outlined in Section titled “Service Requests.”

“Systems Furniture” includes, but is not limited to, commercial furniture such as cubicles, modular furniture, shelving, mobile filing units, racking, modular desks, and computer tables.

USE OF COUNTY PREMISES

Use of any Project site shall be limited to the Services to be performed in the areas indicated on the applicable Service Request. Contractor shall not disturb any portion of the site or building beyond those areas where Services are to be performed, or those temporary facilities or areas expressly allowed, nor shall Contractor access any areas other than as required to perform the Services.

Use limitations include, but are not limited to, the following:

i. Limit vehicle use on site to material and equipment delivery or waste and recycling pick-ups, except for material handling equipment designed for use outside of the building.

ii. Limit delivery, loading, unloading, and waste collection to routes designated by the County.

iii. Limit temporary facilities, storage, and staging areas to those designated by the County.

iv. Limit parking on site to areas designated by the County for Contractor errands, except after hours parking on site is permissible at all times as long as it does not interfere with building occupants and visitors.

v. Secure any off-site parking required by Contractor’s employees, subcontractors, and vendors;

Contractors may use truck loading zones or pre-arranged permit parking posted by the City.

vi. Keep driveways, loading areas, and entrances serving the premises clear and available to County, County’s employees, and emergency vehicles; do not use these areas for parking or storage of materials.

vii. Schedule deliveries to minimize use of driveways and entrances and to minimize space and time requirements for storage of materials and equipment on site.

Contractor shall secure the building throughout a Project’s duration and shall promptly repair any damage or pay for a third party to repair any damage caused by Contractor’s operations to the satisfaction of the County. Contractor shall take all reasonable measures to protect the building and its occupants during the construction and/or move period and shall protect elevators, doors, windows, stairs, walls, and floors from any damage caused by such construction or moving activities. Contractor may not use furniture, fixtures, equipment, or other materials owned by County or other contractors without prior, written approval. Contractor will contact county dispatch after clearing a building after normal business hours.

SERVICE REQUESTS

Service Requests may be made by the County either verbally or in writing. Depending on the method of request made by the County (verbally or in writing), one of the two processes will be followed:

VERBAL REQUESTS

The County may make Service Requests to Contractor verbally. Verbal requests may be made in person or over the phone. Verbal requests may describe the scope of the Services that need to be performed or may describe the crew size and equipment needed. An example of a verbal Service Request is as follows:

i. A crew of two (2), including an Installer and a Laborer, a truck with a lift gate and moving carts are needed at the McCoy Building to reconfigure systems furniture and will be transporting excess systems furniture to the Blanchard Building.

Verbal Service Requests will be scheduled verbally at the time of the Service Request. Verbal requests made while already on site may be followed up with a written request. All other details pertaining to the Service Request, such as a completion date, restrictions on access, hours the building and work area will be accessible, etc., will be provided to the Contractor by the County at the time of the request. Contractor to provide punch list summary at Project completion.

The County, at the County’s sole discretion, may provide the Contractor with a Service Request number, a capital project number, or a work order number. When a Service Request number, a capital project number, or a work order number is provided to the Contractor, the Contractor shall include a reference to the number on the invoice for the Services rendered.

Following completion of the Services, as communicated verbally to County by Contractor, County will, within five (5) business days, verify completion of the Services and/or quality of any deliverables to ensure compliance with the terms of the Service Request and the Contract. The County will notify the Contractor verbally of any non-compliance of the Services and/or deliverables within five (5) business days.

In the event County determines, at its reasonable and sole discretion, that the Services and/or deliverables do not comply with the requirements of the Service Request or the Contract, or where the Services and/or deliverables fail to comply with County’s standards, industry standards, or applicable law, Contractor shall rework the Services and/or deliverables to County’s satisfaction within one (1) business day of receipt of verbal notification of failure to comply. Any rework will be at Contractor’s expense and Contractor shall not invoice County for any additional amounts incurred by such rework, including, but not limited to, any replacement materials or additional labor.

Once County communicates to Contractor that the Services and any deliverables have been accepted, or following the expiration of the acceptance period outlined above, Contractor may consider the Services and any deliverables accepted and may invoice County for such Services in accordance with the terms of the Contract and the applicable Service Request. Notwithstanding any acceptance of the Services or deliverables by County hereunder, all warranty provisions for such Services or deliverables, as outlined in the Contract, shall apply.

WRITTEN REQUESTS

The County may make Service Requests to Contractor in writing. Written requests may be via email or letter. Written Service Requests may describe the scope of Services that are being requested as well as cost and time estimates to complete the Services or may describe the crew size and equipment needed. The written Service Requests will be the main request type substantially similar to the format listed below.

Written Service Requests issued pursuant to this Contract will follow the following process:

i. County will provide to Contractor a Service Request or may request for quote, in writing that specifies the scope of Services to be completed and preferred timeline for completion.

ii. Contractor shall, within three (3) business days, respond to a Service Request or request for quote, in writing (via email typically), outlining: (i) an estimated cost for the Services (including all materials, fees, expenses, and labor costs), (ii) a summary of the activities included in the Services, (iii) any applicable exclusions, (iv) proposed timeline for completion, and (v) any resources to be provided by County in completion of the Services. Any activities or materials required to perform the Services in accordance with the Service Request will be considered in scope and included in the estimated cost unless expressly excluded by Contractor in Contractor’s quote. Contractor may not charge the County any fee or expense to provide a quote or response to a Service Request.

iii. County will, within five (5) business days, accept or, where the estimated costs or time line is not acceptable, reject the response or revise the initial Service Request. Where accepted by County, County will issue to Contractor a notice to proceed (via email) for the Services detailed in the Service Request.

iv. The County, at the County’s sole discretion, may provide the Contractor with a Service Request number, a capital project number, or a work order number with the notice to proceed. When a Service Request number, a capital project number, or a work order number is provided to the Contractor, the Contractor shall include a reference to the number on the invoice for the Services rendered.

v. Following completion of the Services, as communicated to County by Contractor, Contractor to provide punch list summary at project completion. County shall, within five (5) business days, verify completion of the Services and/or quality of any deliverables to ensure compliance with the terms of the Service Request, and the Contract. County will notify

Contractor in writing (via email) of any non-compliance of the Services and/or deliverables within the five (5) day period.

vi. In the event County determines, at its reasonable and sole discretion, that the Services and/or deliverables do not comply with the requirements of the Service Request or this Contract, or where the Services and/or deliverables fail to comply with County’s standards, industry standards, or applicable law, Contractor shall rework the Services and/or deliverables to County’s satisfaction within one (1) business day of receipt of written notification of failure to comply. Any rework will be at Contractor’s expense and Contractor shall not invoice County for any additional amounts incurred by such rework, including, but not limited to, any replacement materials or additional labor.

vii. Once County communicates to Contractor that the Services and any deliverables have been accepted, or following the expiration of the acceptance period outlined above, Contractor may consider the Services and any deliverables accepted and may invoice County for such Services in accordance with the terms of the Contract and the applicable Service Request.

Notwithstanding any acceptance of the Services or deliverables by County hereunder, all warranty provisions for such Services or deliverables, as outlined in the Contract, shall apply.

TERMINATION OF A SERVICE REQUEST

The County may, without cause, at any time terminate a Service Request, provided County will pay Contractor for any usable Work Product created by Contractor and delivered to County, or the actual costs of any personnel acting on its behalf, through the date of termination. Any obligations or duties that by their nature extend beyond the termination of any Service Request or Scope of Services shall remain in effect.

CHANGE ORDER PROCESS

Services to be performed pursuant to a Service Request may be amended from time to time, as mutually agreed upon by the Parties, to revise or redefine the Scope of the Services, the time schedule for completing the Services, the compensation for such Services, and other relevant matters (“Change Order”). Change Order requests may be made by the County verbally or in writing. Verbal change orders may be made on site while Services are being provided and shall be effective immediately upon communication to the Contractor.

Written Change Orders shall follow the following change control procedure:

i. When either Party desires a change to the requirements of any Service Request, that Party will prepare a written document that describes, in reasonable detail, any changes to the Service Request and shall submit the proposed Change Order to the other Party for approval.

ii. Any Change Order shall become effective, thereby amending a Service Request, only when signed by both Parties.

iii. A Change Order may take the form of a new Service Request, where additional Services are being added; a replacement Service Request, thereby terminating the original Service Request, where there is a material change, substitution, or cancellation of any part of the Services; or a modification to the existing Service Request, adding the additional Services. The Change Order format to be used in each instance shall be at County’s sole discretion. Where authorized by the County, a Change Order may take the form of an email.

PROJECT MANAGEMENT

Contractor shall:

i. Where applicable, provide reasonably detailed status reports to County in accordance with the frequency described in the Service Request; and

ii. Manage any changes to the Services, including without limitation changes to Service Requests, in accordance with the Change Order procedures described herein.

iii. Make vehicles available up to twice per year for review and verification of methods, practices and/or processes in regards to fuel efficiency and reduced carbon emissions.

iv. Provide an account manager assigned to Multnomah County for primary contact communication.

v. Contractor may be asked to participate in pre-move date scheduling meetings or walk thoughts prior to furniture installation or moves.

vi. A lead will be assigned each day, who will directly work with Multnomah County to be the daily/project/service request point of contact.

STORAGE

Contractor will provide a warehouse for storage, for receiving furniture and/or related items, as well as ongoing monthly storage. Average square footage will vary, but is commonly around 10,000 square feet and will fluctuate depending on Projects and County’s needs. Contractor will allow Multnomah County staff to tour the site regularly or on request for inspection and review. Contractor will be responsible for receiving furniture orders, communicating with the County's furniture vendors and tracking on site storage.

CONTRACTOR PERSONNEL

All Contractor personnel must be capable of and experienced in arranging and installing systems furniture and performing general moving services, provided that certification of all such personnel is not required.

For the purposes of this Work, unless otherwise specified in a Service Request, a crew shall have a minimum of one (1) Installer. Systems furniture installation requests shall have a minimum of two (2) installers.

Throughout the Term of the Contract, Contractor shall utilize only those employees who have successfully passed the Multnomah County Records Check Authorization, attached in the Buyer’s Attachment – “Sample Contract,” for work in County’s secured facilities, which include, but are not limited to, courts, detention facilities, the district attorney’s office, juvenile detention, parole and probation, sheriff’s offices, and the women’s transition center housing. All information regarding, related to, or exchanged or accessible in providing the Services to these secured facilities is considered confidential and may not be disclosed for any reason without County’s express, written approval. Any violation of this provision may result in the County's unilateral and immediate termination of the Contract.

Contractor must maintain at all times at least eight (8) employees who have successfully passed the Multnomah County Records Check Authorization, as outlined above, for assignment to a County Project.

All Contractor personnel shall follow the Multnomah County Detention Facility Work Rules, attached hereto as part of the Buyer’s Attachment – “Sample Contract,” when working in any detention facility.

Contractor and Contractor's personnel shall follow all of County's established security procedures while working in the facility including training and the signing of any documents acknowledging the receipt and understanding of training or any other agreements proffered by Sheriff's department personnel to allow access to secured facilities. Contractor may request to view copies of the required materials at any time.

While at any County site, all Contractor personnel must wear a uniform with company identification, including the employee’s name and company logo, visible to all other personnel in the area.

Contractor personnel must maintain a clean and professional appearance at all times while at a County site.

Contractor will assign to the County only the personnel who are authorized to obtain employment in the United States and who, in Contractor’s judgment, have the training, competence and interpersonal skills necessary to perform the services required by the County.

In the event County is dissatisfied with any assigned personnel, it may request other personnel and Contractor will promptly remove the employee(s) so requested and assign new personnel to County. If the Contractor is not able to assign another competent and appropriate person to the County within a reasonable time, County may, by written notice, immediately terminate the applicable Service Request without further obligation by either party. The County may then use the next qualified firm to complete the Work.

CONFIDENTIALITY

The Contractor shall sign a confidentiality agreement as part of the contracting process. The County may share restricted access/confidential building plans that are project-specific and should be destroyed after the project is completed.

FISCAL REQUIREMENTS AND REPORTING

Not applicable.

PERFORMANCE MEASURES/PERFORMANCE CONTRACTING

Projects are time sensitive. If delays or problems arise on a particular project, the County may request the services of the next highest scoring Contractor in order to finish a project in a timely manner

CONTRACT NEGOTIATION

The County will initiate contract negotiations with the top two (2) responsive and responsible Proposer(s) with the highest scoring proposal(s). 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.

CONTRACT AWARD

Through this RFP process, the County is seeking to award multiple (up to two) contracts. Awards, as determined by the County, will be made to the responsible Proposer(s) whose Proposal(s) the County determines are most advantageous to the County based on the evaluation process and evaluation factors described in this RFP. One contract will be awarded for 1) FPM Interiors work; and a second will be awarded for 2) Library bond and Strategic Project work. Each awarded Proposer will be the primary contractor for their assigned group but the County will have the flexibility to utilize them as a back-up to the other group if deemed necessary.

The County makes no guarantee of predetermined level of Work to be offered. All work will be performed on an “as-needed” basis.

During the term of the Contract, the County shall have the option to increase or decrease the services performed under this Contract. All Work performed in a County facility added to the Contract will be charged at the then-current rates charged under the Contract.

When a Service Request has been issued by the County and the Contractor is on-site, the Contract Administrator or their designee may request that additional Work be performed while Contractor is on-site (“Additional Work”). Additional Work requested by the Contract Administrator does not require a Work Order for authorization. If the Contract Administrator or their designee requests additional Work be performed, the Contractor will bill the County the hourly rates contained inAttachment B – Hourly Rate Fee Schedule. All Additional Work will be shown as separate line items as “Additional Work requested while on-site” on the invoice submitted and shall reference the original Work Order.

Multnomah County strongly encourages the participation of Minority-Owned, Women- Owned, Service Disabled Veteran-Owned, and Emerging Small Businesses and Organizations in providing these services.

CONTRACT TERM

Fixed term with options. The contract term shall be five (5) years.

COMPENSATION AND METHOD OF PAYMENT

GENERAL

All Services provided under this Contract shall be on an hourly, time and materials basis. The rates below are considered fully loaded, including all labor, materials, consumables, equipment, fees, fuel, fuel surcharges, supervision, and direct and indirect costs.

The rates outlined in Attachment B – Hourly Rate Fee Schedule shall only be paid for productive time. Productive time shall begin when Contractor’s employees arrive on site to pick up tools and/or truck; or to county site to provide Services and end when Services are completed (as defined above) or when work has ended for the day. Productive time includes travel between project site locations that is necessary to provide Services.

For the purposes of this Work, unless otherwise specified in a Service Request, a crew shall have a minimum of one (1) Installer. Systems furniture installation requests shall have a minimum of two

(2) installers.

Contractor shall be paid on a time and materials basis, for materials purchased on County’s behalf and actual time spent in delivering the Services to County. Unless otherwise agreed in the applicable Service Request, all administrative expenses (including, but not limited to, any fees associated with office or administrative support or resources, labor costs, insurance, certifications and permits required by Contractor in its normal course of business, any tools or equipment used by Contractor in its normal course of business, and any expenses associated with processing County’s payments) shall be included in Contractor’s hourly rates. Reasonable parking expenses (e.g. parking permits) incurred by Contractor in performance of the Services will be reimbursed to the extent such expenses are included as a line item on the applicable invoice. Parking fines will not be reimbursed.

All amounts owed for Services performed hereunder must be billed within thirty (30) days following completion of the Services. Contractor shall not bill County for any fees, expenses, costs, or labor associated with the Services following expiration of such thirty (30) day period, except in the event County has expressly requested that Contractor hold an invoice. It may be necessary to expedite invoices at the end of the County’s Fiscal Year End.

APPLICATIONS FOR PAYMENT

Contractor shall submit to the County a detailed, itemized invoice within thirty (30) days of Project completion for any Services provided hereunder and shall utilize only the rates and fees outlined inAttachment B – Hourly Fee Rate Schedule.

All complete, correct, and undisputed invoices shall be paid within thirty (30) days of receipt, provided the Services have been performed in accordance with the terms of the Contract, Scope of Services, and the applicable Service Request, and that, where applicable, County has accepted the Services and/or any deliverables. Invoices that do not include the information requested by the County will not be paid.

County, in its sole discretion, reserves the right to withhold a portion of the payment due on any invoice in order to pay for repairs for damage to a County site where such damage is caused by Contractor or Contractor’s employees, agents, and subcontractors.

COOPERATIVE PURCHASING

Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract Pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract.

INSURANCE REQUIREMENTS

Exhibit 2 of the attached 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.

JOINT PROPOSALS

The County will consider joint proposals from new and existing suppliers. Joint proposals may take the form of partnerships or entities formed by new and existing suppliers. If any such arrangement is proposed, a written memorandum of understanding between the parties must be submitted with the Proposal setting forth the business and service delivery agreements between the parties.

MINIMUM REQUIREMENTS

At the time ofproposal 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.

1. 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.

2. Proposer Representations and Certifications

3. The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Prerequisite page of the Sourcing Event

At the time ofContracting, 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.

1. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701).

2. Proposers must submit verification that all insurance requirements are met.

IMPORTANT:

Suppliers who do not currently have access to the Multco Marketplace Supplier Portal will need to complete the "MMP Supplier Access Request Form". The optimal time to submit the "MMP Supplier Access Request Form" to gain access to participate in a formal Sourcing Event (RFP, RFPQ or ITB) is 14 days. This will allow the County sufficient time to review your request and for you, the supplier, to access the Sourcing Event and to perform the actions needed before the event close date.

SCORING BREAKDOWN:

Group/Question % of Total % of Group

2.1 Experience and Capacity 50%

2.1.1 N/A 100%

2.2 Pricing 25%

2.2.1 75%

2.2.2 25%

2.3 Responsible Business Practices 25%

2.3.1 33%

2.3.2 33%

2.3.3 34% https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Multnomah

Required to View Event

Prerequisites Required to Enter Bid

05 October 2022

1. Proposer/Bidder agrees to receive all correspondence electronically and are responsible for keeping their supplier portal updated with current contact information.

2. Please review the statements in this certification regarding Assurances, Certification Regarding Debarment, Suspension and Other Responsibility Matters and Certification Regarding Conflict of Interest.

3. CONFIDENTIALITY - Please read the statutory requirements in the prerequisite link.

4. VACCINE ATTESTATION - Please read the vaccine attestation requirements in the prerequisite link.

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Buyer Attachments

1. Procedural Instructions (Proposals)

2. How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide

3. Buyers Attachment A - Question 2.1.1.pdf

4. Buyers Attachment B - Question 2.2.1 revised 2.pdf

5. Buyers Attachment C - Question 2.2.2.pdf

6. Sample Contract - Public Works Agreement.pdf

7. Addendum1_Attachment1.pdf

8. Addendum2_Attachment 1.pdf

9. Addendum3_Attachment1.pdf

05 October 202205 October 202205 October 202205 October 202205 October 202205 October 2022 https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1084285-817777238Procedural%20Instructions_Proposals%2006.26.19%20%281%29.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728084606&Signature=fAWHcwGKYGC0d9QiimQfp6enJk0%3D https://multco.us/file/73233/download https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1084285-1261009304Buyers%20Attachment%20A%20-%20Question%202.1.1.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728084606&Signature=xClWHXXrDpf4TKFe%2FEXsK4eMpvw%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1084285-1294118071Buyers%20Attachment%20B%20-%20Question%202.2.1%20revised%202.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728084606&Signature=%2BP2eWUQP3sLnkigUIYGLm6Ezx8I%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1084285-1261011519Buyers%20Attachment%20C%20-%20Question%202.2.2.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728084606&Signature=pMvMeuGTsGtUCyXGXMjM8ZrrG3U%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1084285-1261058480Sample%20Contract%20-%20Public%20Works%20Agreement.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728084606&Signature=2swv4jbKhPDSx2hj1NvQ1BWIBvc%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1084285-1289443653Addendum1_Attachment1.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728084606&Signature=I6ilqMA0kL07kLbaXvGLHwcmQNs%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1084285-1292864884Addendum2_Attachment%201.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728084606&Signature=QnD%2BS6JsjQoEZWYwl2IlMGyilN4%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1084285-1294147408Addendum3_Attachment1.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1728084606&Signature=g6Ufs%2BakrSTbjl5pHiY%2F58ZVTP4%3D

Questions Required Questions

Group 1.1: Company Certification Information - This section is not scored Instructions:

1.1.1 State of Incorporation

1.1.2 Date of Incorporation

1.1.3

ASSURANCES - Proposer attests that Proposer is either a non-resident proposer or a resident proposer, as described in ORS 279A.120, of the State of _________ and has not discriminated against any minority, women, or emerging small business enterprises certified under ORS 200.055 or a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining any required subcontracts, in accordance with ORS 279A.110. Enter state of residency here:

1.1.4 Where Proposer is unable to certify to any of the statements in Proposer Representations and Certifications of the pre-requisite, Proposer shall provide an explanation to their offer here.

1.1.5

The Proposer certifies to the best of its knowledge and believe that neither it nor any of its principal participants and agents has or has had the following relationships with the specific firm(s)/individual(s), identified in this sourcing event, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Proposer, Multnomah County may exclude the Proposer from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Proposer further certifies that the degree and extent of the relationship of the Proposer with these named firm(s)/individual(s) will be fully disclosed:

1.1.6 Upload additional explanation as needed

1.1.7 Name of person submitting the Proposal:

1.1.8 Title of person submitting the Proposal:

1.1.9 I represent that I am at least eighteen (18) years of age.

1.1.10 I represent that the printing of my name and the submittal of a Proposal is intended to authenticate this writing and to have the same force and effect as my manual signature.

1.1.11 I represent that I am either authorized to bind the Proposer, or that I am submitting the Proposal on behalf of and at the direction of the Proposer's representative authorized to contractually bind the Proposer.

1.1.12 I represent that the Proposer and/or its applicable representative(s) has reviewed the information contained in this Proposal and that the information submitted is accurate.

Group 2.1: Programmatic Questions - Experience and Capacity (50%) Instructions:

2.1.1

2.1.1 Similar Project Experience:

As set out in Buyers Attachment A - Question 2.1.1 Experience and Capacity: Describe the experience and capacity. Limit of seven (7) pages total. Pages exceeding the limit will be removed and will not be evaluated. Provide as a single PDF file. (100% Programmatic – Experience and Capacity Group)

Group 2.2: Programmatic Questions - Pricing (25%) Instructions:

2.2.1

2.2.1 Describe your pricing structure, including:

Provide compensation rates for services as listed in Attachment B – Hourly Rate Fee Schedule and Priced Scenario Sheet. Compensation rates shall include all costs associated with performance of the contract.

Complete Attachment B and upload it as part of your response. (75% Programmatic – Pricing)

2.2.2

2.2.2 Invoicing:

As set out in Buyers Attachment C - Question 2.2.2 Invoicing: Provide an example of an invoice using the sample project. Limit two (2) pages total. Pages exceeding the limit will be removed and will not be evaluated. Provide as a single PDF file. (25% Programmatic – Invoicing)

Group 2.3: Responsible Business Practice Questions (25%) Instructions:

2.3.1

2.3.1 Sustainable Business Practices:

What sustainability practices and innovations does your firm engage in during the operations of your business? How has your firm demonstrated its commitment to sustainability through its own operations?

Answer this question on a separate document and upload it as part of your response.

Limit of one (1) PDF page. (33% Programmatic – Responsible Business Practices Group)

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2.3.2

2.3.2 Corporate Social Responsibility:

Please provide a detailed description of your organization’s corporate social responsibility practices, including anti-harassment and accountability policies, pay equity, employee benefits such as health care and paid parental leave, and retirement benefits.

Answer this question on a separate document and upload it as part of your response.

Limit of one (1) PDF page. (33% Programmatic – Responsible Business Practices Group)

2.3.3

2.3.3 Equitable Business Practices:

How does your agency incorporate equity values, manage diversity, and systematically involve clients, staff, families, and communities in all aspects of policy and service delivery? Demonstrate through stories & metrics how your firm has created new ways to support equity through your growing workforce, recruitment, hiring, retention, promotion, leadership, mentorship internship, and succession planning.

Answer this question on a separate document and upload it as part of your response.

Limit of one (1) PDF page. (34% Programmatic – Responsible Business Practices Group)

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Product Line Items Product Line Items

There are no Items added to this event.

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Service Line Items Service Line Items

1.

# Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Service Delivery

S1 Move Services 1 EA - Each

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