1137483-event.pdf

01 June 2023

Awarded To: CROSSROADS GROUP INC THE

Employee Satisfaction and Engagement Survey The Multnomah County Health Department (MCHD) Integrated Clinical Services (ICS) is seeking a supplier for the provision of professional Employee Satisfaction and Engagement Survey services.

01 June 2023

Open 4/24/2023 8:00 AM PDT Type Request for Intermediate Proposals

(RIP)

Close 5/10/2023 4:00 PM PDT Number RIP-127-2023 Currency US Dollar

Sealed Until 5/10/2023 4:00 PM PDT

Payment Terms 0% 0, Net 30

01 June 2023

Contacts Njambi Kareko njambi.kareko@multco.us

Phone +1 503-988-9794 ext. 89794

Commodity Codes Commodity Code Description 80101599 Consulting Services, General 93131703 Research Programs 99070211 Employment Support Services

01 June 202301 June 202301 June 202301 June 202301 June 202301 June 202301 June 202301 June 202301 June 2023 mailto:njambi.kareko@multco.us

PRE-PROPOSAL CONFERENCE:

There will not be a Pre-Proposal conference for this sourcing event.

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 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.

INSTRUCTIONS:

EXCEPT FOR GROUP QUESTION 2.1.3., do not upload or attach any additional files or any information not requested. This includes weblinks or other outside materials. Any information not requested or exceeding the page limit will not be reviewed or evaluated.

For Group Question 2.1.3., please create a file with your response to the question and upload/save this file in the Supplier Attachment Section. Page limit is five (5) pages.

DO NOT INCUDE IN YOUR EXAMPLES PROTECTED HIPAA OR PHI DATA OF CLIENTS. Please ensure that any data is redacted or of hypothetical clients.

INTRODUCTION

For over 30 years, Multnomah County has operated a Federally Qualified Health Center (FQHC) and developed an integrated delivery system of programs, services and patient-centered interventions that intentionally target the full continuum of its communities.

Under a Co-Applicant Agreement between the Board of County Commissioners (the federal grantee) and the Community Health Center Board (the federally designated governing authority of the Health Center), Integrated Clinical Services (a Division of the Multnomah County Health Department) oversees the Health Center, including: clinical services at six integrated clinics that offer primary care, dental and pharmacy services; one stand-alone dental clinic; one stand-alone primary care clinic specializing in care for individuals living with HIV, one standalone primary care clinic specializing in care for Spanish speaking populations, and nine student health centers. The Health Center operates on a Patient Centered Primary Care Home model and maintains accreditations by the Joint Commission.

SCOPE OF WORK

The Multnomah County Health Department (MCHD) Integrated Clinical Services (ICS) is seeking a supplier for the provision of professional Employee survey sampling, tabulation, and reporting services.

Supplier to offer to administer the Health Center employee recurring and ad hoc surveys, with a projected employee population size of approximately N=600 and full reporting provided within 30 days or less of the closing of the survey.

The employee survey is important to help improve both recruitment and retention by accurately identifying and reporting employee perceptions in a manner which supports both scorecard reporting (related to strategic and/or operational plans) and improvement efforts to help support the Health Center as an employer of choice. Supplier to provide the Health Center with a question bank of validated engagement and satisfaction questions for customized questionnaire design along with content related to burnout, resilience, COVID-19, diversity/inclusion, and/or remote work perceptions. Supplier must be highly adept at developing custom content around specific objectives and/or designing specific surveys with a more targeted focus or emphasis.

Employee survey measurement will utilize online methodology which is secure, confidential and feature rich and designed to generate a high response rate as well as a high degree of validity (employees responding candidly due to the perceived and actual confidentiality of third party survey administration). Detailed narrative comments to be captured and reported topically and by position (again to support follow-up interpretation and response). Reporting is intended to enable leadership to continuously assess and improve employee experiences and engagement.

The administration and start-up to include:

Description https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Multnomah

● Provision of survey announcement pre-survey content for the Health Center to send to employees and managers

● Coordination with IT to ensure that the survey is accessible when sent (firewall access, etc.)

● Provision of the survey in draft, printable, and test-mode, enabling the Health Center to preview (“test drive”) the survey and the survey announcement before supplier actually sends to employees

● Provision of a “real-time” link which enables the Health Center to view both participation as well as summary results on-demand

● Dropping the survey (sent by supplier directly, as this will increase employee participation and confidence regarding confidentiality); each respondent can complete the survey one-time only, protecting data integrity

● Background information such as location, job-title, tenure, etc. (to be pre-populated from an employee list) to shorten the questionnaire while ensuring all demographics are confidentially incorporated into reporting

● Reminders are sent by supplier to non-respondents (only) several times, elevating participation rates

● Filter for new employees to ensure participation and inclusion

Reporting to include:

● Aggregate organizational scores (narrative and non-narrative versions)

● By-position scores (custom rescale categories)

● By-location and By-program scores

● Very detailed narrative comments related to key topical areas (typically reported by position type)

● Detailed cross-tabulation analysis with heat-map to identify score variance (includes by-position, by-location, by-manager, by-generational group, and more)

● By-Supervisor scores; scores available for each manager/supervisor to compare themselves to organizational mean

● Key-Drivers of overall satisfaction by-position type (to leverage improvement efforts towards high-ROI activities);

correlation analysis (each question relative to overall satisfaction, optional no cost)

● Leverage analysis to identify low scores which correlate highest to overall satisfaction/engagement

● Executive Summary, with recommendation actions related to key-drivers and lower-scores

Reports to be provided within 30 days following the closing of the survey. Supplier to assist with the development of the executive summary presentation as well as delivery of the presentation to leadership.

Quality Measures to include:

Reports must be designed so as to not compromise individual-level confidentiality

Comments to be spell-checked and provided in reporting in a way that facilitates easy-parsing for presentation purposes and preview on the Health Center’s end in the event that there are any inappropriate verbatim comments which could be extracted from reporting prior to sharing at-large.

Job Titles to be “rescaled” (for by-Job Title scores) in coordination with the Health Center, ensuring that the categories are refined enough for granular analysis but large enough to preserve confidentiality as well as statistical reliability.

By-Job Title scores and By-Manager scores to be provided in Excel, facilitating ease of use for subsequent analysis. Raw scores also to be provided in an Excel export format.

Emphasis to be placed on report-to-report score comparisons, enabling leadership to assess score change from one survey administration to the next.

Supplier will:

Have experience with administering employee surveys in healthcare and government settings, preferably in public entity health centers.

Be flexible and responsive to the needs of the Health Center Have the capacity to conduct at approximately 600 completed surveys per full employee survey Bill only for completed surveys, not attempted surveys Adhere to applicable privacy requirements, including providing a method of secure data exchange

Surveys will:

Use a standardized questionnaire tool Be administered online via email and HTML Include questions chosen by the Health Center with consultation with the supplier Have options for ad hoc surveys in addition to regular, recurring surveys

Reports will:

Be adaptable for multiple audiences and purposes (leadership, staff, governing board, public) Be available within 30 days or less of the closing of the survey Be structured in a way to easily identify gaps and trends Include data by a variety of factors, including roles/positions, location, program, race, ethnicity, preferred language, age, gender identity and sex, and other demographics

Desired Contractor Skills

Demonstrated experience performing Employee experience and engagement surveys for other health systems and/or government settings, preferably public entity health centers

Examples of clear, effective reporting on employee experience and engagement results

DELIVERABLES/OUTCOMES

The following outcomes are expected for this scope of work:

Regular, annual to bi-annual employee experience and engagement surveys throughout the year Ad hoc surveys as requested by Health Center Reporting on survey results

PERFORMANCE REQUIREMENTS AND MEASURES

Successful performance will be based on:

Development and implementation of a standard survey Provision of reporting that meets the needs of the Health Center

METHOD OF AWARD

The County intends to award one contract. Award, as determined by the County, will be made to the highest scoring Proposer whose Proposal the County determines is most advantageous to the County based on the described evaluation process and evaluation factors.

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

ESTIMATED PURCHASES

Estimated Cost this service is budgeted for $50,000 over the duration of the timeline described in the Performance Requirements and Measures.

METHOD OF CONTRACTING

A Services Contract form is attached showing the standard terms and conditions. Carefully review the terms and conditions of the Contract. Additional Contract terms related to this procurement, if any, are set out below in the section entitled Special Contract Terms and Conditions.

TERM OF CONTRACT

A one (1) year County Services Contract may be awarded at the end of this RFP process and will include the option to renew annually on the Contract's anniversary date for up to four (4) additional one (1) year terms, but in no event shall the total term of the Contract(s) awarded under this RFP process exceed five (5) years. Solely at its option, County reserves the right to exercise any or all of the annual options by amendment to the original Contract.

CONTRACT NEGOTIATIONS

The County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached.

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. Please indicate in Group 1.2: COOPERATIVE PURCHASING VENDOR AGREEMENT if your firm, if awarded, will allow cooperative contracting.

INSURANCE REQUIREMENTS

The insurance requirements are set forth in Exhibit 2 of the Services Contract located in the Buyer Attachments page.

Please review these requirements carefully. Final insurance requirements will be subject to negotiation between, and mutual agreement of the parties prior to contract execution.

PRE-AWARD RISK ASSESSMENT

Successful proposers whose contract award includes federal funding (as identified by a Catalog of Federal Domestic Assistance number) will be subject to a Pre-Award Risk Assessment (which includes an evaluation of financial stability, quality of financial/management systems, experience with federal funds, reports and findings from audits) completed by Multnomah County (if one has not been submitted in the last year) prior to the issuance of a contract. Contractors who fail to submit the required documents will not be eligible for a contract from the County.

Required to View Event

Prerequisites Required to Enter Bid

01 June 2023

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

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

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

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

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Buyer Attachments

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

2. Procedural Instructions For Proposals 03-2023.pdf

3. Sample Services General Agreement Contract 1.6.2023.pdf

4. Sample Exhibit 2 - Insurance Requirements.pdf

5. Sample Exhibit 3 - Certification Statement for Corporation or Independent Contractor.pdf

6. Sample Exhibit 4

7. Sample Exhibit 5 - Equal Employment Opportunity Certification Statement

8. Attachment H-1

01 June 202301 June 202301 June 202301 June 202301 June 202301 June 2023 https://multco.us/file/73233/download https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTM3NDgzLTEzOTQ2NTU5MDJQcm9jZWR1cmFsIEluc3RydWN0aW9ucyBGb3IgUHJvcG9zYWxzIDAzLTIwMjMucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTM3NDgzLTEzNzE0OTc3NTVTYW1wbGUgU2VydmljZXMgR2VuZXJhbCBBZ3JlZW1lbnQgQ29udHJhY3QgMS42LjIwMjMucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTM3NDgzLTEyODA2Mjk2NjVTYW1wbGUgRXhoaWJpdCAyIC0gSW5zdXJhbmNlIFJlcXVpcmVtZW50cy5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTM3NDgzLTEyODA2MzAzMTNTYW1wbGUgRXhoaWJpdCAzIC0gQ2VydGlmaWNhdGlvbiBTdGF0ZW1lbnQgZm9yIENvcnBvcmF0aW9uIG9yIEluZGVwZW5kZW50IENvbnRyYWN0b3IucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTM3NDgzLTY2ODI0NTUxMlNhbXBsZSBFeGhpYml0XzRfLV93b3JrZXJzX2NvbXBfZXhlbXB0aW9uX2NlcnRpZmljYXRlXzA4XzIwXzEzLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTM3NDgzLTY2ODI0NTUxM1NhbXBsZSBFeGhpYml0XzVfLV9FcXVhbCBPcHBvcnR1bml0eS5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids.sciquest.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTM3NDgzLTEwNTExNzk0MjFBdHRhY2htZW50K0gtMStISVBBQStCdXNpbmVzcytBc3NvY2lhdGVzK0FncmVlbWVudC5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9

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 a resident proposer, as described in ORS 279A.120, of the State of (ENTER STATE) 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:

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 (75%) Instructions:

2.1.1

2.1.1: Health systems and government entities have specific staff survey needs. Please describe your experience with conducting staff experience surveys on behalf of health systems and government/public entities. Please note previous experience with public entity health centers or Multnomah County Community Health Center if applicable..

Evaluation Criteria: Proposer has extensive experience conducting staff experience surveys in applicable settings and demonstrates strong understanding of Health Center staffing needs including, burnout, resilience, COVID-19, diversity/inclusion, and/or remote work perceptions. (15% of the Programmatic questions).

2.1.2

2.1.2: Multnomah County’s Health Center staff is diverse with many employees whose preferred language is something other than English. Please describe your experience in conducting employee experience surveys to an incredibly diverse population across multiple communities. Evaluation Criteria: Proposer has demonstrated experience in providing services to a diverse patient base, including a linguistic/culturally responsive approach in order to reach across the patient population. (15% of the Programmatic questions).

2.1.3

2.1.3: MCHD has a strategic goal to utilize employee experience feedback and data to inform policy and work culture changes, in an effort to increase employee retention, job satisfaction and engagement. Please provide examples of reports and data analysis that you would provide to the Health Center senior leadership, site leadership, and staff. Please describe how customizable the reports can be to meet the health center’s needs, as well as the cadence/timeliness of when the reports will be shared. Page limit is five (5) pages. Please upload file to the Supplier Attachment Section. Evaluation Criteria: Proposer has described examples and has descriptions of comprehensive, flexible, and understandable reporting that would meet the health center’s needs. (15% of the Programmatic questions).

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2.1.4

2.1.4: Please describe your methodology and approach for developing employee surveys, including how you ensure your questions are based on survey research, whether you use a standard survey tool , if you have a survey question library to choose from, and if the questions are customizable. Evaluation Criteria: Proposer has demonstrated that they have a strong process for ensuring questions are based on survey research, and that there is flexibility built in for additional questions based on the Health Center’s needs. (20% of the Programmatic questions).

2.1.5

2.1.5: Please describe your pricing model, including startup and ongoing costs. Include how these amounts are calculated. Please include costs for statistical analysis and new survey question evaluation. For calculation purposes, assume 600 employees at 60% response rate. Evaluation Criteria: Costs are within expected budgets, are based on number of completed surveys (not number of attempted calls), and otherwise meet budget expectations. (20% of the Programmatic questions).

2.1.6

2.1.6: Please describe your experience in helping health care institutions in developing ad hoc surveys to better understand staff needs, , retention, engagement, burnout, COVID-19, diversity/inclusion, and/or remote work perceptions, and new market research. Evaluation Criteria: Applicant demonstrates through experience or references, specific examples of ad hoc survey methodology. (15% of the Programmatic questions

Group 2.2: Responsible Business Practice Questions (25%) Instructions:

2.2.1 2.2.1: Environmental Consideration: How does your work minimize negative impacts to the environment? Evaluation Criteria: Proposer demonstrates how energy is conserved in the delivery of services with metrics that include water and energy savings, waste minimization and toxic reduction. (40% of the responsible business practice questions)

2.2.2

2.2.2: Social Equity: Through stories and metrics describe how your agency incorporates equity values, manages diversity and systematically involves consumers, families and communities in all aspects of policy and service delivery? Evaluation Criteria: Proposer demonstrates through stories & metrics how the organization has incorporated input from the community and within the organization to improve service delivery, practices, or policies. (40% of the responsible business practice questions)

2.2.3

2.2.3: Economic Impact: Please describe how your service delivery has positive economic impacts for the communities you are serving? Evaluation Criteria: Proposer demonstrates how service delivery will help the client and community have positive economic impacts. This may include developing a workforce that internally that is from the community, providing services that aid in obtaining job skills and assisting in building a business community where services are delivered. (20% of the responsible business practice questions)

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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 Do Not Complete - ADMN 1

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