1186504-event.pdf

19 July 2024

Medical Examiner Body Removal Services The Multnomah County Health Department's Medical Examiner's Office seeks Contractor(s) to Provide Decedent Transportation within Multnomah County.

19 July 2024

Open 2/2/2024 8:00 AM PST Type Request for Proposal (RFP) Close 3/8/2024 4:00 PM PST Number RFP-71-2024 Currency US Dollar

Sealed Until 3/8/2024 4:00 PM PST

Payment Terms 0% 0, Net 30

19 July 2024

Contacts Kathi Braeme-Burr kathi.braeme-burr@multco.us

Phone +1 503-988-7550 ext. 87550

19 July 2024

Commodity Codes Commodity Code Description 85171500 Funeral & associated services 46161500 Traffic Control 76121604 Dead Animal Disposal Services 78101899 Road Cargo Transport 78110100 Passenger transport 99070303 Shipping & Handling

19 July 202419 July 202419 July 202419 July 202419 July 202419 July 202419 July 202419 July 202419 July 2024 mailto:kathi.braeme-burr@multco.us

ADDENDUM 1 Changes:

• METHOD OF AWARD - to up to two (2) awardees

• TERM OF CONTRACT - start date added

• EVALUATION PROCESS FOR WRITTEN RESPONSE - change to allow more than one awardee.

• Programmatic Questions - corrected spelling

• Add Pre-Proposal Meeting Attendance List

PRE-PROPOSAL CONFERENCE MEETING

There will be an optional virtual Pre-Proposal conference for this Sourcing Event on:

Pre-Proposal Conference for RFP-71-2024 Tuesday, February 13, 2024 at 1:30 PM PT

Google Meet joining info Video call link:

https://meet.google.com/wuo-ikmi-efo?authuser=0&hs=122

Or dial: (US) +1 941 216 5453 PIN: 106 085 301#

Attendance is: Optional, but strongly encouraged.

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.

INSTRUCTIONS TO PROPOSERS

THREE (3) ITEMS TO SUBMIT/UPLOAD IN THE SUPPLIERS ATTACHMENTS AREA FOR THIS

RFP:

1. ATTACHMENT A - TRAINING AND CERTIFICATION Question 2.1.4

1. ATTACHMENT B - INVOICING AND PAYMENT Question 2.1.5 - Attachment A will be limited to three (3) pages.

2. ATTACHMENT C - INDIGENT CREMATION COST Question 2.1.6 - Attachment B will be limited to three

(3) pages.

INTRODUCTION

The Multnomah County Health Department (MCHD) Medical Examiner’s Office is seeking a contractor to provide the service of transporting Decedents from death scenes to the Multnomah County Medical Examiner’s Office. Medical Examiners investigate the scenes of all deaths that occur outside the care of a physician, including homicides, suicides, poisonings\overdoses, accidents and deaths under suspicious circumstances.

Investigations include evaluation at the site where the death occurred, review of records, and an autopsy by a pathologist if necessary. Information gathered on some cases may assist law enforcement’s investigations of possible criminal cases.

Description

The Medical Examiner’s Office is responsible for determining the cause and manner of death for cases that fall under their jurisdiction; scene investigations are one part of the overall investigation. Transportation of persons who die under these circumstances in Multnomah County is required.

SCOPE OF SERVICES

The awarded contractor will provide reliable and able staff and equipment on a 24/7/365 basis, providing timely, professional, and dignified removal of Decedents. Transport personnel must possess the capability and capacity to accommodate for variables when retrieving decedents for transportation, including physical obstacles, rough terrain, site specific requirements, etc. Recovering decedents from public locations, or within view of the public must be prioritized above other transportation requests. Decedents are to be transported from a variety of locations such as private residences, nursing homes, hospitals and public locations.

Contractor personnel are required to be in uniform, presenting professional appearances and behavior when transporting decedents. Timely responses are required, following the request for transportation. At times, as directed by the Medicolegal Death Investigator, transportation personnel must have the capacity to provide these services while accommodating for and being understanding of family members in the midst of the grieving process. Medical Examiner scenes can be dynamic, with multiple agencies and/or a public presence. The contractor will receive direction from the Medicolegal Death Investigator.

Contractor will report to the requested location within 45 minutes of notification from the County; dispatching a minimum of two (2) personnel to each scene. The contractor will provide additional personnel as needed, or as directed. Personal valuables at the scene will be collected by the onsite Medicolegal Death Investigator. Any valuables unable to be collected at the scene will be transported with the deceased.

Contractor will transport the body from the scene once it is released by the Medical Examiner to the appropriate funeral home or the State Medical Examiner’s Office, and ensure that transportation of the body is conducted in a manner that properly protects health, safety and welfare of the public, and the dignity of the deceased.

Contractor will provide overnight storage with transport to the State Medical Examiner’s Office the following morning for cases occurring out of normal accessioning hours at the State Medical Examiner facility. Contractor will supply body bags for transport. The fee for the body bags will be included at cost in the transportation charge. If directed by the Medicolegal Death Investigator or physician, the contractor will undress the remains, making every effort to do so without destroying the clothing. Contractor will bill all costs to the funeral home responsible for the mortuary services of the decedent. If the funeral home is unable to collect the transportation expenses due to an indigent status, the contractor will provide the unsettled invoice to the County for review and payment. Collection attempts for unsettled invoices must be made for a minimum of 3 billing cycles prior to sending to the County, including an explanation of why the bill was not paid by the receiving funeral home.

Contractor will provide access to the Medical Examiner’s Office for decedent’s transported to their facility at the direction of the Medical Examiner’s Office. Contractor will provide space at their facility for Medicolegal Death Investigators to conduct external examinations for individuals under medical examiner jurisdiction.

External examinations include undressing the deceased, photographs, obtaining fluids for toxicology and documenting the condition of the deceased.

Contractor will conduct standard cremation of indigent remains that fall under Medical Examiner jurisdiction.

Standard cremation will include filing the death certificate with Vital Records. Costs and availability for this service should be outlined in proposal.

Contractor must possess and maintain any licensure, permit, or certification required to provide these services in the state or Oregon. Contractor employees providing this service must be able to pass State of Oregon background check(s). Contractor must adhere to any county contract requirements and other federal, state and local laws and regulations governing the services purchased through this contract.

METHOD OF AWARD

The County intends to award up to two (2) contracts. Award, as determined by the County, will be made to the two (2) highest scoring Proposer(s) whose Proposals the County determines is most advantageous to the County based on the described evaluation process and evaluation factors.

If more than one (1) contract is awarded, the highest scored proposer will be the primary provider of services described in this RFP. The second highest scored proposer will be the secondary provider of services and will be utilized if the primary provider is unable to respond to a County service request.

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

ESTIMATED PURCHASES

The maximum amount of purchases shall not exceed $1,500,000 over the life of the contract. The County does not guarantee that any minimum amount of services will be purchased.

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.

TERM OF CONTRACT

The contract term shall be five (5) years. The County shall have the right to terminate the contract on any contract anniversary date. Estimated start date of any contract under this RFP will be June 1, 2024.

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.

INSURANCE REQUIREMENTS

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

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 PreAward 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

At the time of proposal 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.

• The Proposal response must be received by the Multnomah County Health Department no later than 4:00 P.M. local Portland time on the proposal submission deadline.

• Proposer Representations and Certifications

At the time of Contracting 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

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

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

• Proposers must have a completed Pre-Award Risk Assessment if federal funds are used for this

Sourcing Event. (See Procedural Instructions in the Buyer Attachments page of this Sourcing Event).

Required to View Event

Prerequisites Required to Enter Bid

19 July 2024

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.

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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. RFP-71-2024 Addendum 1.pdf

4. SAMPLE General Services Agreement.pdf

5. Sample Exhibit 2 - Insurance Requirements.pdf

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

7. Sample Exhibit 4

8. Sample Exhibit 5 - Equal Employment Opportunity Certification Statement

9. Attachment H-1

19 July 202419 July 202419 July 202419 July 202419 July 202419 July 2024 https://multco.us/file/73233/download https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTg2NTA0LTEzOTQ2NTU5MDJQcm9jZWR1cmFsIEluc3RydWN0aW9ucyBGb3IgUHJvcG9zYWxzIDAzLTIwMjMucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTg2NTA0LTE1Njc1NzcxMTFSRlAtNzEtMjAyNCBBZGRlbmR1bSAxLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTg2NTA0LTE0Mzc2MDU5MDdTQU1QTEUgR2VuZXJhbCBTZXJ2aWNlcyBBZ3JlZW1lbnQucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTg2NTA0LTEyODA2Mjk2NjVTYW1wbGUgRXhoaWJpdCAyIC0gSW5zdXJhbmNlIFJlcXVpcmVtZW50cy5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTg2NTA0LTEyODA2MzAzMTNTYW1wbGUgRXhoaWJpdCAzIC0gQ2VydGlmaWNhdGlvbiBTdGF0ZW1lbnQgZm9yIENvcnBvcmF0aW9uIG9yIEluZGVwZW5kZW50IENvbnRyYWN0b3IucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTg2NTA0LTY2ODI0NTUxMlNhbXBsZSBFeGhpYml0XzRfLV93b3JrZXJzX2NvbXBfZXhlbXB0aW9uX2NlcnRpZmljYXRlXzA4XzIwXzEzLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTg2NTA0LTY2ODI0NTUxM1NhbXBsZSBFeGhpYml0XzVfLV9FcXVhbCBPcHBvcnR1bml0eS5wZGY%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTg2NTA0LTEwNTExNzk0MjFBdHRhY2htZW50K0gtMStISVBBQStCdXNpbmVzcytBc3NvY2lhdGVzK0FncmVlbWVudC5wZGY%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 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 (75%) Instructions:

2.1.1

2.1.1: Service Approach & Experience :

Provide a detailed description of your approach and experience providing the requested services, address the following: • Describe the services to be provided • Length of time you have been providing these services • Number of clients you have provided these or similar services to over the past ten years • Describe the methods of outreach you use to identify and provide services to new clients If you are new to providing these services, describe your capacity and capability to deliver the services being requested within the scope of services. Evaluation Criteria: Proposer is able to describe the services being requested, and their capacity to provide them; proposer provides a detailed description of their background, client history, and experience successfully providing these services; proposer describes their outreach efforts and how they were able to successfully obtain new clients. (15% of this section)

2.1.2

2.1.2 Timeline: Describe your estimated timeline for providing decedent transport services, from notification of the initial request to the final delivery of decedents.

Address the following: • Response time and solutions for delayed arrivals • Personnel dispatched and their experience • Services provided on arrival, in transit, and at delivery locations • How you ensure the health, safety, and welfare of the public when transporting decedents • Ability to provide access to decedents and space for external examinations. Evaluation Criteria: Proposer is able to describe the services and their anticipated response time from receipt of notification by County; addresses solutions for delays in arrival to death scenes; how it is determined which personnel are dispatched, and their experience, services provided at death scenes, during transport, and at delivery points; describes how transportation is conducted in a manner which protects public health, safety and welfare. (10% of this section

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2.1.3

2.1.3: Confidentiality & Conduct: Describe how you ensure the professionalism of personnel on scene and the confidentiality of decedents, address the following:

Professional conduct in culturally sensitive or demanding situations Accommodations for the onsite viewing of decedents Variety and frequency of confidentiality training provided to employees Business practices for obtaining and maintaining employee non-disclosure agreements Evaluation Criteria: Proposer describes their standard of professional conduct on scene, recognizing and accommodating for cultural and religious disparities within the community; describes professionalism when accommodating community members in the grieving process who request the onsite viewing of decedents; describes the administering of comprehensive confidentiality trainings and their frequency; describes practices for obtaining and maintaining employee confidentiality statements/agreements. (15% of this section)

2.1.4

2.1.4: Training & Certification: Describe your training and certification practices.

Describe the experience of your staff who would be performing these services for the Medical Examiner Office. Attach copies of current certifications belonging to all employees who will be providing these services, label as Attachment A in the supplier attachments section. Evaluation Criteria: Proposer is able to describe the level of training they provide for employees; describe their certification requirements and process for verifying that certifications are maintained; proposer describes the level of expertise of the staff that would be performing these services for the Medical Examiner Office. Proposer has attached copies of active certifications for current employees and has uploaded the file to the Supplier Attachment area.(10% of this section)

2.1.5

2.1.5: Invoicing and Payment: In your own format, provide a comprehensive breakdown of costs to be charged to Multnomah County, attach a pricing sheet labeled as Attachment B in the supplier attachments section, Attachment B will be limited to three (3) pages. Address the following: • Costs per decedent transport • Costs relating to decedent transports with additional staffing requirements • Projected supply costs for decedent transport • Include any miscellaneous costs Evaluation Criteria: Proposer provides their invoicing procedures, with a comprehensive breakdown of costs/charges;

standard cost per completed transport service; costs for additional staff when required;

costs for supplies or inventory consumed when performing services; breakdown of any miscellaneous costs. Proposer has attached comprehensive costs for these services and has uploaded the file to the Supplier Attachment area., Attachment B will be limited to three (3) pages. (15% of this section)

2.1.6

2.1.6: Indigent Cremation: Describe your capability to perform cremations. In your own format, Provide a breakdown of costs to be charged to Multnomah County for standard cremation and death certificate filing for indigent cases. Proposer should include cost breakdown in Attachment C. Evaluation Criteria: Proposer provides a breakdown of costs to be charged to Multnomah County for standard cremation and death certificate filing for indigent cases. Proposer has attached costs for these services and has uploaded the file to the Supplier Attachment area. Attachment C will be limited to three

(3) pages. (10% of this section)

2.1.7

2.1.7: Interest: Describe your interest in providing decedent transport services for Multnomah County, and what puts you in front of others in your field of practice.

Evaluation Criteria: The proposer describes in detail their interest in providing services to Multnomah County, and why their services are preferable to others in the field of practice. (15% of this section)

2.1.8

2.1.8: Cultural Responsiveness: While providing proposed services, describe your capacity and capability to be culturally responsive in the delivery of the offered services.

Evaluation Criteria: Proposer can describe the proposed services, including details such as: what services will be provided; how long they have provided the same or similar services; the number of clients served to receive related services; how they were able to bring clients into services; and how they transition clients out of service upon completion of their goals and objectives. (10% of this section)

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

2.2.1 2.2.1: Environmental Considerations : What measures will you take to minimize impacts to the environment in the delivery of good and/or services? Evaluation Criteria: Explain how much water and energy is conserved, minimize waste, and toxic reductions. (40% of this section)

2.2.2

2.2.2: Social Equity : Describe in detail how your (agency/business/organization) develops a diverse internal 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? Evaluation Criteria:

Stories and Metrics on the organization's workforce, recruitment, hiring, retention, internship, and succession planning. (20% of this section)

2.2.3

2.2.3: Social Equity: Describe in detail your cultural competency and diversity training, and the expectations of recruited staff that will be working with diverse populations to ensure program values and goals are met. Evaluation Criteria: Must demonstrate through stories & metrics how the organization has created new ways to successful workforce, recruitment, hiring, retention, internship, and succession planning (20% of this section)

2.2.4

2.2.4: Economic Impact: Describe your capacity and capability to be culturally responsive in the delivery the offered services. Evaluation Criteria: Proposer can describe how the proposed services provides a positive economic impact focusing on being culturally responsive, including details such as: what services will be provided;

how long they have provided the same or similar services. (20% of this section)

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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