1166851-event.pdf

25 October 2023

Tree Memorial Planting Multnomah County is seeking a vendor that has the ability to aid in recruiting property owners that will allow trees to be planted on or adjacent to their property and to host a tree planting event.

25 October 2023

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

(RIP)

Close 9/20/2023 4:00 PM PDT Number RIP-36-2024 Currency US Dollar

Sealed Until 9/20/2023 4:00 PM PDT

Payment Terms 0% 0, Net 30

25 October 2023

Contacts Maura Platt maura.platt@multco.us

Phone +1 503-988-4591 ext. 84591

25 October 2023

Commodity Codes Commodity Code Description 77101604 Natural Resources Management, Conservation Services 72102902 Landscaping Services 83101900 Energy Conservation Services 99070204 Community Building & Development Services

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PROCESS OUTLINE:

This is a request for an Intermediate Proposal (RIP).

Please read all provided information. Any questions should be directed to the Q & A Board in the Tools section of the Sourcing Event prior to the last day of the event.

PRE-PROPOSAL CONFERENCE:

There will not be a pre-proposal conference for this sourcing event.

INTRODUCTION AND BACKGROUND:

The June 2021 Heat Dome event resulted in 69 deaths from hyperthermia. Later that same summer, during a subsequent heat wave, another 3 people died from extreme heat, for a total of 72 deaths. These tragic deaths highlight the dangers posed by human-caused climate change, with extreme heat being just one manifestation of a global crisis. This contract is meant to honor the lives lost in the summer of 2021 to extreme heat by planting one tree for each person who died from heat. Tree’s will be planted in low tree canopy urban areas in the community, particularly areas identified as heat islands, eventually helping to lower ambient temperatures.

CURRENT SERVICES/SOLUTION:

Not applicable to this sourcing event.

MULTNOMAH COUNTY TECHNICAL ENVIRONMENT

Not applicable to this sourcing event.

REQUIREMENTS/SCOPE OF SERVICES

The Supplier will:

Recruit property owners who agree to plant and care for a street tree adjacent to their property in areas of Multnomah County with below average tree canopy.

Plant 72 trees in the public right of way, all trees must meet a minimum of 1.25 inch caliper at time of planting, and ensure the trees are established.

Plan and host a community event with Multnomah County in the Spring of 2024 where volunteers, under the supervision of experienced volunteers and/or staff will plant 72 trees.

Obtain all necessary permits and ensure compliance with all municipal standards and regulations.

Maintain a database of all planting locations and communicate with the property owner during the first summer after planting to remind the property owner to water trees.

Use staff or volunteers to perform a welfare check in the first year after planting to ensure trees are being watered and maintained and identify any other maintenance issues.

Replace any dead trees in the first year after planting.

DELIVERABLES/OUTCOMES

The following outcomes are expected for this scope of work:

Plant 72 trees in the public right of way, all trees must meet a minimum of 1.25 inch caliper at time of planting, and ensure the trees are established.

Host a tree planting volunteer event and ensure a minimum of 100 volunteer hours.

Coordinate with Multnomah County on tree planting event details, logistics, and media.

PERFORMANCE REQUIREMENTS AND PERFORMANCE MEASURES

Successful performance will be based on:

1. Recruit property owners to host street trees adjacent to their properties.

2. Planting 72 street trees in the public right of way, or adjacent to the public right of way if planting yard trees in the

City of Gresham.

Description

3. Obtain all necessary permits and ensure compliance with all municipal street tree standards and regulations.

4. Coordinating a volunteer event with Multnomah County with a goal of 50 volunteer participants

5. Ensuring tree establishment

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.

MINIMUM PROPOSAL SUBMITTAL REQUIREMENTS

Timely submission of responsive, responsible offers is the only minimum requirement for this sourcing event.

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.

TERM OF CONTRACT

A one (1) year County Services Contract may be awarded at the end of this RIP 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 RIP 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.

METHOD OF CONTRACTING

A Services Contract form is provided in the Buyer Attachments page 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 Term of Contract.

METHOD OF AWARD

County anticipates awarding one contract through this sourcing event. The award, as determined by the County, will be made to the responsible Supplier whose offer the County determines is most advantageous to the County based on the evaluation process and evaluation criteria described in this sourcing event.

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

FUNDING

Adequate funding has been budgeted for the purchase of these services.

ESTIMATED PURCHASES

These services are budgeted for $32,200 over the contract duration The County does not guarantee that any minimum amount of services will be purchased.

INSURANCE REQUIREMENTS

The Supplier awarded a Contract as a result of this sourcing event will be required to provide at a minimum the insurance outlined in the table below. The type of insurance required will depend on the type of services and or products provided under the contract which will be negotiated during the contract process.

Type of Insurance Per Occurrence Aggregate

Professional Liability $1,000,000 $2,000,000

Commercial General Liability $1,000,000 $2,000,000

Workers Compensation Required

MULTI-STAGE SOURCING EVENT SUMMARY

Multnomah County will follow a multi-stage sourcing event that incorporates the following potential steps in the Multco Marketplace Supplier Portal:

Panel Questionnaire Solution and Supplier Research (Unscored) Autoscored Supplier Qualification based on Solution Requirements Scripted Remote Demo Site Visit(s) Panel Questionnaire Proposal Solution/Service Requirements Panel Questionnaire Proposal Doing Business with Multnomah County Oral Evaluation Pricing Evaluation Best and Final Offer (BAFO)

The purpose of a multistage process is to identify and adjust the competitive range between proposed solutions based on the evaluation of each stage with the goal of identifying the most advantageous solution at the conclusion of the process.

The first stage for this Sourcing Event will be a Panel Questionnaire Proposal Solution/Service Requirements. The follow-on stages will be determined based on the results of the first stage.

Multnomah County reserves its right, at its sole discretion, to modify, adjust, re-order, repeat, re-schedule or cancel individual steps by written notification to all affected parties. Multnomah County may, at its sole discretion, make an award at such time as the most advantageous solution for the County has been identified through this competitive process.

EVALUATION PROCESS AND CRITERIA

Proposed solutions will be evaluated using a combination of auto-scoring and scoring by an evaluation panel depending on the stage. Scores of each stage will be added together for a total score for all stages excluding BAFO. If the County uses an optional BAFO process, prior scores will be considered but a new score will be determined based on evaluation of Best and Final Offers.

Multnomah County is seeking a solution and/or services that meets or exceeds its identified requirements based on the judgment of the evaluators and the score of the supplier’s offer determined by this process, at a cost that is deemed by evaluators to be reasonable, responsible and optimal for purchase with public dollars.

DETERMINATION OF COMPETITIVE RANGE

Multnomah County may determine Competitive Range based on a natural break in scores for those proposers that are determined to be closely competitive and have a reasonable chance to be the Most Advantageous Proposer.

At the conclusion of each stage, all proposers will be receive notification of which Proposers have been determined to comprise Competitive Range if a determination is made, or a notification of award if the County has identified the most advantageous solution and/or supplier. Proposers determined to be within the Competitive Range will continue to the next stage.

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 Intermediate Sourcing Event (RIP) 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.

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

Required to View Event

Prerequisites Required to Enter Bid

25 October 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.

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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 General Services Agreement.pdf

4. Sample Exhibit 2 - Insurance Requirements.pdf

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

25 October 202325 October 202325 October 202325 October 202325 October 202325 October 2023 https://multco.us/file/73233/download https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTY2ODUxLTEzOTQ2NTU5MDJQcm9jZWR1cmFsIEluc3RydWN0aW9ucyBGb3IgUHJvcG9zYWxzIDAzLTIwMjMucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTY2ODUxLTE0Mzc2MDU5MDdTQU1QTEUgR2VuZXJhbCBTZXJ2aWNlcyBBZ3JlZW1lbnQucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTY2ODUxLTEyODA2Mjk2NjVTYW1wbGUgRXhoaWJpdCAyIC0gSW5zdXJhbmNlIFJlcXVpcmVtZW50cy5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTY2ODUxLTEyODA2MzAzMTNTYW1wbGUgRXhoaWJpdCAzIC0gQ2VydGlmaWNhdGlvbiBTdGF0ZW1lbnQgZm9yIENvcnBvcmF0aW9uIG9yIEluZGVwZW5kZW50IENvbnRyYWN0b3IucGRm&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: Organizational Capacity, Expertise and Experience (35%) Instructions:

2.1.1 Describe your organization's experience planting trees.

2.1.2 Does your organization track tree mortality? If so, what is the methodology? If so, what is the survival rate for trees planted by your organization for the first three years after planting?

2.1.3 Describe your organization's experience in hosting community events and/or volunteer events?

2.1.4 Describe your organization’s experience obtaining municipal permits and other required permissions for planting in the public right of way. What is your process?

Group 2.2: Proposed Approach and Timeline (25%) Instructions:

2.2.1 How will your organization help to recruit private property owners to host trees in the public right of way?

2.2.2 How do you propose working with the County to plan a volunteer community event?

2.2.3 When do you propose hosting a community event? And, describe the steps you propose taking in the run up to that event.

Group 2.3: Cost (15%) Instructions:

2.3.1 Provide a project budget.

2.3.2 Beyond the initial tree planting, describe how ongoing watering reminders and tree welfare checks are included in the budget.

2.3.3 Describe how administrative overhead costs include property owner outreach, and event planning.

2.3.4 Describe any in kind funding or fundraising that is included in the budget.

Group 2.4: Sustainability/Responsible Business Practices (25%)

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Instructions:

2.4.1 Describe how your organization is responding to climate change.

2.4.2 Describe your organization’s experience in tailoring tree selection criteria and tree care protocols to respond to climate changes like warmer winters and hotter drier summers.

2.4.3 What are the impacts on the environment, equity and economy of the service provider's delivery of services?

2.4.4

Describe in detail how your (agency/business/ organization) develops an internal diverse workforce. How do you approach internal on-the-job training, mentoring, technical training and/or professional development opportunities addressing diversity?

Describe the process(es) used to recruit women and minorities. What types of projects or initiatives have been implemented?

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Product Line Items Product Line Items

1.

# Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Delivery

P1 Community Services to plant trees 1 EA - Each

99070204 - Community Building & Development Services

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Service Line Items Service Line Items

1.

# Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Service Delivery

S1 Tree Planting Services 1

83101900 - Energy Conservation Services

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