2-Copy of RFQ031438 - Offeror Response Workbook - Availability Study Community Engagement.10.30.25.xlsx

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XLSX spreadsheet 80 KB Posted Oct 31, 2025

Attached to: Availability Study: Community Engagement
Solicitation number: RFQ031438
Issued by: Franklin County, Columbus City, Ohio

Written by GovTribe AI · Nov 3, 2025

This document is a Request for Proposal (RFP) Offeror Response Workbook from the City of Columbus, Ohio, specifically for the Office of Diversity and Inclusion (ODI), seeking proposals for a comprehensive vendor availability study and community engagement plan. The study aims to determine differences in vendor experiences and perspectives across various business categories, with a focus on understanding potential barriers to procurement opportunities for businesses identified as DBE/EBE/LGBTE/MBE/WBE/VBE. The project will involve detailed data collection, stakeholder engagement, and developing recommendations to improve the City's procurement policies and enhance vendor participation.

The RFP response workbook includes multiple evaluation criteria weighted across categories such as project approach (30 points), past performance (20 points), competency (10 points), offeror ability (15 points), response clarity (15 points), and cost (5 points). Proposing organizations are required to provide comprehensive details about their company, proposed project team, references, technical approach, and pricing structure. The workbook is designed to systematically capture vendor information and allow evaluators to grade responses across different dimensions, with a total possible score of 100 points. No specific budget or funding source is directly mentioned in the document, but the study appears to be internally funded by the City of Columbus.

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1 - Instructions

1	Instructions
Workbook Instructions
	For proposals to be considered responsible, this workbook MUST be completed.

Cells shaded	Required	are for required offeror response.
Some answers can be lengthy, and/or require charts, diagrams or other pictorials. Such response content may be included in a separate "attachment." For ease and organization, one file (rather than multiple) is recommended for all such content. When response extends out to such an attachment, please tell us where to look -- references (filename, page, ref point) need to be included within this workbook pointing to said content. While not required, we recommend references in the opposite direction as well (from attachment back to this workbook). To facilitate evaluation, all short, concise responses must be recorded within this workbook -- do NOT place all answers/responses within the attachment and leave this workbook blank.

	Cells shaded	Optional	are for optional offeror response information within attachments.
	For ease of referencing, note that item numbers are simply the tab number concatenated with the Excel row number.
No Proposal Reply
	To assist us in obtaining feedback regarding the quality of our Request for Proposal, we ask that each firm that has received an invitation, but does not wish to propose, state their reason(s) below and return it to us.

This information will not preclude receipt of future invitations.

Unfortunately, we must offer a "No Proposal" at this time because:

Offeror name:

We do not wish to participate in the proposal process.

We do not wish to propose under the terms and conditions of the RFP document. Our Objections are:

We do not feel we can be competitive because...

We do not provide the services on which the Proposals are requested.

Other

&"-,Bold"&18Offeror Response Workbook

2 - Offeror Info

2	Offeror Information	Offeror Ability	0.0
		EVALUATORS: The column labeled "Gr." (highlighted yellow) is where you will record grades. Grades are 0 - 4 per the grading key below.

General Offeror Information
Item #	Question/Item	Offeror Response	Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
2.5	Offeror Legal Entity Name								0	0
2.6	Doing Business As								0	0
2.7	Previous Company Name(s) within last 5 years?					Other			1	0
2.8	Parent Company name (if applicable)								0	0
2.9	Offeror Company Corporate Address								0	0
2.10	Primary Point of Contact (POC)								0	0
2.11	POC Title								0	0
2.12	POC Contact Phone, Email								0	0
2.13	Company site addresses in Ohio if applicable (include site type, e.g. sales office, support center, HQ, etc.)								0	0
2.14	Duns Number (if applicable)								0	0
2.15	Tax ID								0	0
2.16	Number of years in business					Other			1	0
2.17	Number of years providing solutions/services comparable to this proposal					Other			1	0
2.18	Number of employees								1	0
2.19	How many solution/services engagement projects does your company have active at this time? Anticipated to be active at the time of this project?								1	0
2.20	Please describe company's market position within proposed solution/services space								1	0
2.21	Is your company publicly traded or privately held?								0	0
2.22	If public, provide a link to or copy of your most recent annual and quarterly reports.					Other			1	0
2.23	If private, provide your most recent annual and quarterly revenue and expense amounts. Please include total debt.*					Other			1	0
2.24	Has your company been involved in any contracts which were ended due to termination for cause, any unresolved claims, any litigation, or arbitration with the City of Columbus and/or one of our city departments in the past 5 years, or any other local, state, or federal government agency in the United States? If "yes," provide details.					Other			1	0
2.25	Industry awards, articles, third party evaluations (links, attachments)								1	0
2.26	Team Availability	Be sure to complete column J on Tab 6 - Proj. Team							1	0	NOTE: This score should be based upon Tab 6, column J
2.27	Payment address								0	0
2.28	Legal notice address								0	0
2.29	Conflict of Interest: include a statement indicating if the offeror or any people that may work on or benefit from the Project through the offeror have a possible conflict of interest (e.g., employed by the City, etc.)								1	0
2.30	Describe standard and discount invoice terms								1	0
2.31	Proof of Insurance: attach a copy of certificate of insurance in the form that Section 9.2 of the RFP requires.								0	0
2.32	W-9: attach a copy of the Offeror company's W-9.								0	0
2.33	Assumptions: please describe any assumptions regarding this project that are being made, that impact the offeror proposal.					Other			1	0
2.34	Offeror company officer/executive name and title that is providing attestation to the accuracy of this proposal (include executive signed cover letter with attestation to accuracy statement within the attachment).								0	0

*NOTE: the City may request financial statements from private companies during the evaluation process.
		Tab 2		Tab 3		Tab 4		TOTAL
	Total weight	14		0		3			17
	Total Calc'd score		0		0		0		0
	Total possible score		56		0		12		68
	Percentage								0

possible 15

&"-,Bold"&18Offeror Response Workbook

3 - Subcontractors

3	Subcontractors	Offeror Ability	see Tab 2
List of Subcontractors

GRADING

4 - Exceeds City Requirement/Need/Objective 3 - Fully meets City Requirement/Need/Objective 2 - Mostly meets City Requirement/Need/Objective 1 - Somewhat Meets City Requirement/Need/Objective 0 - Does Not Meet City Requirement/Need/Objective List all subcontractors (if any) providing service for the solution. If you choose to include details regarding subcontractors within attachment, please include all fundamental information about them within this workbook.

	Have any of your proposed subcontractors been involved in any contracts which were ended due to termination for cause, any unresolved claims, any litigation, or arbitration with the City of Columbus and/or one of our city departments in the past 5 years, or any other local, state, or federal government agency in the United States? If "yes," provide details.
		Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
3.9								1	0	Evaluator: if there are no subcontractors
										do not grade 3.9.

	Item #	Company Name	Address	Primary Contact	Contact Title	Contact Info
(Email, Phone)	Description of Role/Work	Contractor statement indicating understanding and compliance with RFP requirements & terms and conditions	Ext. filename	pg	ref
	3.15						0	0
	3.16						0	0
	3.17						0	0
	3.18						0	0
	3.19						0	0
	3.20						0	0
	3.21						0	0
	3.22						0	0
	3.23						0	0
	3.24						0	0

Total weight	0
Total Calc'd score		0
Total possible score		0

&"-,Bold"&18Offeror Response Workbook

4 - Terms & Cond.

4	Terms and Conditions	Offeror Ability	see Tab 2
		GRADING

Acceptance
Item #	Question/Item	Offeror Response	Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
4.5	Does Offeror understand and accept the City's Standard Terms and Conditions for Services as specified within Appendix A of the RFP? Please list any compliance or acceptance concerns that the Offeror has.					City T&Cs			1	0
4.6	Offeror response must include any of their own Agreement documentation, terms and conditions, etc. for consideration and review, with the proposal.					Vend. T&Cs			1	0
4.7	Name and title of Offeror staff member that is authorized to negotiate contracts on behalf of Offeror, and is attesting to responses above.								1	0

Total weight	3
Total Calc'd score		0
Total possible score		12

&"-,Bold"&18Offeror Response Workbook

5 - Core Competency

5	Core Competencies	Competency	0.0
		GRADING

Offeror Core Competencies
Item #	Question/Item	Offeror Response	Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
5.5	Describe company history, core business competencies and why the Offeror is a good fit for the services required in this RFP.								1	0
5.6	Number of government clients/customers in the U.S.								1	0
5.7	Number of customers that have received solutions/services comparable to this proposal								2	0
5.8	Contracts terminated for cause, or litigation/arbitration in last five years (provide details)					Other			1	0
5.9	Number of employees working in roles/areas, and with expertise related to the solutions/services associated with this proposal								1	0
5.10	Number of employees that are focused on government sector customers.								1	0
5.11	Number of project managers on staff qualified to manage an engagement of this nature								1	0
5.12	Explain your company's strategy to deal with turnover of staff as it relates to providing service to your clients.								1	0

0 10

&"-,Bold"&18Offeror Response Workbook

6 - Proj. Team

6	Offeror Project Team Qualifications	Competency; Ability	see Tab 5
Offeror Project Team Members to be Assigned to this Project

GRADING

4 - Exceeds City Requirement/Need/Objective 3 - Fully meets City Requirement/Need/Objective 2 - Mostly meets City Requirement/Need/Objective 1 - Somewhat Meets City Requirement/Need/Objective 0 - Does Not Meet City Requirement/Need/Objective List the proposed staff intended to be members of the project team. If you choose to include details regarding project team members within attachment, please include all fundamental information about them within this workbook. Consider section 2.3.2 in the RFP for your responses.

#	Name	Title	Credentials/ Certifications	Offeror or subcontractor employee?	Yrs. w/ Company	Project Role	Total Yrs. Experience	Describe team members experience that is comparable to this project	Hours per week & dates avail to this project	Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
Project Manager
6.10																1	0	NOTE: Column J should assessed and scored on Tab 2.
																		Scores on this tab should be based on assessment of
Analysts, Engineers, Trainers, Other Team Members that would be Assigned																		all other columns, except J.
6.13																0	0
6.14																0	0
6.15																0	0
6.16																0	0
6.17																0	0
6.18																0	0
6.19																0	0
6.20																0	0
6.21																0	0
6.22																0	0

Total weight	0
Total Calc'd score		0
Total possible score		0

&"-,Bold"&18Offeror Response Workbook

7 - Refer., Prior City

7	References, Prior City Engagements	Past Performance	0.0
Previous City Engagements

GRADING

	Have you provided previous solutions/services to the City or other City Departments? If so, describe each and list the dates for the engagement(s).	Category	Evaluator notes	Gr.	Wt.	Sc.
7.6					1	0	Evaluator: if 7.6 response is blank do not grade it.
							Offeror is supposed to provide minimum 4 references.

Customer References (please list a minimum of four that are comparable to the City in size and project/solution scope)
#	Organization	Primary Contact	Contact Phone	Contact Email	Description of Solution/Services	Year Implemented	Ext. filename	pg	ref
7.12										1	0
7.13										1	0
7.14										1	0
7.15										1	0
7.16										0	0
7.17										0	0
7.18										0	0

Total weight	4
Total Calc'd score		0
Total possible score		16
Percentage		0

0 20

&"-,Bold"&18Offeror Response Workbook

8 - Proj. Approach

8	Project Approach	Project Approach	0.0
		GRADING

Offeror's Approach to this Project
Item #	Question/Item	Offeror Response	Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.	Req ID #
8.5	Present Offeror's understanding of the scope and challenges of this project.								1	0
8.6	Given what is documented in this RFP, and answers to questions during the inquiry period, present a project plan including Gantt chart (timeline) for this project, along with an explanation of phases. Be sure to account for the City's target dates as specified in the RFP. Please explain concerns and/or risks associated with the target dates. Consider RFP sections 1 and 2 in your response.					Other			1	0	2.4, para 2
8.7	Describe the Offeror's project management practices and administration, to include communication practices, expectations management, risk management, task management, escalation processes, and issue resolution management. Consider RFP sections 2.3 and 2.4 in your response.								1	0	2.3 & 2.4
8.8	2.2.3 Stakeholder Engagement: Describe how Offeror and/or subcontractor will lead and manage stake holder engagement activities as prescribed in the RFP (see RFP Sect. 2.2.3, numbers 1 - 4 for detailed requirements).								1	0	2.2.3
8.9	2.2.4 Progress Updates: describe how Offeror will handle progress updates, per requirements prescribed in the RFP (See RFP Sect. 2.2.4, numbers 1 - 4).								1	0	2.27
8.10	2.3.1 Project Management Requirements: The Offeror will be required to work closely with the Assistant Chief Diversity Officer, ODI Fiscal Manager, and City of Columbus team members as necessary. The selected Offeror must provide the minimum requirements as specified in the RFP, Sect. 2.3.1.								1	0	2.3.1, para 1, and para 2 list
8.11	2.3.2 In addition to fulfilling roles as the Offeror has described in Tab 6, the Contractor will assist the City with coordinating assignments for any City staff involved in the Work. The Contractor will provide all administrative support for its staff and activities throughout the effort. Throughout the effort, the Contractor will ensure a comprehensive, detailed project plan is developed, executed, monitored, reported on, and maintained.								1	0	2.3.2, last para
8.12	2.4 Project Approach and Planning: The Contractor will lead, with the City assisting. Identification of known or perceived challenges is important and should be included in the response. Include an approach that stresses strong collaboration, problem-solving, and the relationship between the City and the Contractor.								1	0	2.4 para 1
8.13	List and describe all offeror services that will be proposed for this project. Consider RFP sections 1 and 2 in your response.					Technical			1	0

Total weight	9
Total Calc'd score		0
Total possible score		36
Percentage		0

0 30

&"-,Bold"&18Offeror Response Workbook

9 - Specs. & Reqs.

9	Specifications and Requirements	Quality and Feasibility	0.0	0.0
		GRADING

4 - Exceeds City Requirement/Need/Objective 3 - Fully meets City Requirement/Need/Objective 2 - Mostly meets City Requirement/Need/Objective 1 - Somewhat Meets City Requirement/Need/Objective 0 - Does Not Meet City Requirement/Need/Objective Item # Question/Item Does proposed solution meet the requirement? Explanation/description of how requirement is met, or why not met. Ext. filename pg ref Category Evaluator notes Gr. Wt. Sc. Cat Gr. Cat Wt. Cat. Sc. Req ID #

Specify whether or not the requirement can be met with the offeror solution current version/release in column C. If met, describe how the requirement is met in column D; if not met describe why not in column D. For open-ended questions or description requests, leave column C blank and respond in column D. Note that Explanations/Descriptions in column D that clearly cover how the City's requirement is met may be scored higher than overly-simplistic or unclear responses.

Requirements/Questions/Requests for Descriptions
2.2.1 General Requirements				1	0
9.11	The Study will determine whether there is a distinct difference in the experiences and perspectives of vendors based on the various categories they represent.	1	0			2.2.1
2.2.2 Data Review and Collection				1	0
9.13	The Study will consider the experiences of vendors to determine if barriers exist regarding ability to be ready, willing, and able to participate in procurement opportunties. At minimum, the data collected should include the experiences of businsesses identified as DBE/EBE/LGBTE/MBE/WBE/VBE.	1	0			2.2.2
9.14	Describe how the review will encompass key data sources (see RFP Sect. 2.2.2 for list and descriptions of key data sources).	1	0			2.2.3, first bulleted list
9.15	Describe how key strategies will be followed to ensure comprehensive data collection and to overcome potential gaps (see RFP section 2.2.2 - Early Assessment , Comprehensive Data Collection Strategies, and Data Cleaning and Validation).	1	0			2.2.3 second bulleted list
9.17	Describe the stakeholder engagement plan, how ongoing communication will be maintained and prioritized, and how key goals will be met (see RFP section 2.2.3)					2.2.3 bulleted list
2.2.5 Program Recommendations				1	0
9.18	1. Review and Recommend Improvements to Procurement Policies: Review the City’s current and proposed policies and procedures. Based on this review, provide recommendations to improve the effectiveness and precision programs, with an emphasis on enhancing participation.	1	0			2.2.5 1st bullet
9.19	2. Develop Recommendations for any Distinct Findings: Based on the study findings, propose measures to address any diverse findings based on size, location, additional certifications, etc., that are supported by the data from the study.	1	0			2.2.5 2nd bulleted list
9.20	Describe how the Study's final report will incorporate all minimum components (see RFP Sect. 2.2.6 for comprehensive list, 1 - 8).	1	0			2.2.6, First numbered list
9.21	Presentation of Final Report: Describe how final report presentation will meet RFP prescribed formats, and delivery to RFP prescribed audiences and events (see RFP Sect. 2.2.6 - Presentation of Final Report, numbered items 9 - 13).	1	0			2.2.6, Second numbered list
2.2.7 Post-Study Support				1	0
9.23	Describe how the the Offeror will provide ongoing support following the completion of the availability study (see RFP Sect. 2.2.7, key support areas list numbers 1 - 2).	2	0			2.2.7

Additional Functionality
9.26	Evaluator: In Column C, describe any other functionality that you saw in the Offeror response that would bring value to the City and/or your department, that doesn't fall under one of the Mandatory Requirements in the section at the top, or the Specification Requests/Questions at the bottom. Please give this item a score to the right.	1	0	1	0

Total weight	11		5
Total Calc'd score		0		0
Total possible score		44		20
Percentage		0		0

possible 5 5

&"-,Bold"&18Offeror Response Workbook

10 - Cost

10	Cost	Cost	0.0
		GRADING

Provide descriptions, or answers to questions for the following:

Item #	Question/Item	Offeror Response	Ext. filename	pg	ref	Category	Evaluator notes	Gr.	Wt.	Sc.
10.8	Describe your basic service and support (including post delivery) package; summarize the services, deliverables and terms included.					Technical			1	0
10.9	Describe any optional services or support packages; summarize the services, deliverables and terms included. Explain cost differences.					Technical			1	0
10.10	Describe the pricing model used to respond to the request for pricing information. List roles, service types, etc.					Other			1	0
10.11	Will you extend negotiated terms and discounts to future purchases for a defined period of time? If so, for what period of time?								1	0

Proposed Cost

Offeror will include solution pricing in Tab 11. 5 0 Evaluators: This grade is based on Tab 11 - Solution Pricing.

Total weight	7
Total Calc'd score		0
Total possible score		28
Percentage		0

0 5

&"-,Bold"&18Offeror Response Workbook

11 - Solution Pricing

11	Solution Pricing	Cost
Solution Pricing Instructions
	Offerors, please utilize this worksheet to record pricing details for the solution proposed. Please utilize meaningful Categories in Column B. Please insert additional rows for additional items required for a category. Offeror Columns to be filled in are B (Category), C (Vendor Part #), D (Item description), E (Term Price, e.g. $100/month), F (Unit List Price), G (Discount %), J (Quantity of item).

Optional Item/Add-on (and Annual) is for items that are NOT part of the proposed solution and proposed solution cost -- they are optional and considered above and beyond the project and proposal scope. They are informational only.

Solution Pricing Details

Bill of Products and Services									Year 1 (implementation)
Item #	Category	Vendor Part #	Item Description	Term Price (if applicable)	Unit List Price	Discount %	Unit offered Price	Comments	Qty	Extended List Price	Extended Offered Price
11.13	Data capture, compilation, analysis, rendering, etc.		Hardware item 1				$ - 0			$ - 0	$ - 0
11.14	(Offerors: Insert additional rows as needed for each category)						$ - 0			$ - 0	$ - 0
11.15	Services (type/nature A)		Services item 1…				$ - 0			$ - 0	$ - 0
11.16	Services (type/nature B)		Services item 2 …				$ - 0			$ - 0	$ - 0
11.17	Deliverables (type/nature A)		…				$ - 0			$ - 0	$ - 0
11.18	Deliverables (type/nature B)						$ - 0			$ - 0	$ - 0
11.19	Other Project Related Cost						$ - 0			$ - 0	$ - 0
11.20	Other Project Related Cost						$ - 0			$ - 0	$ - 0
11.21	Optional Item/Add-on*						$ - 0			$ - 0	$ - 0
11.22	Optional Item/Add-on*						$ - 0			$ - 0	$ - 0
11.23
11.24	REQUIRED ITEMS PROPOSAL TOTAL									$ - 0	$ - 0
11.25	Optional Item/Add-on Total (Note: these are NOT included with the proposal, or proposal total)									$ - 0	$ - 0

&"-,Bold"&18Offeror Response Workbook

Sheet1

Evaluation Criteria
Evaluation Criteria	Description	Weight (points)	Evaluator scorecard
Project Approach	Project practices; approach to planning, design, solution, testing, training, services, support, etc.	30	0.0
Past Performance	Past City experience, Offeror customer references (quality, cost, timeliness, support, etc.).	20	0.0
Quality and Feasibility	Business and Technical specifications/requirements met.	5	0.0
Competency	Offeror core competencies, Project Manager qualifications, Engineer/SME qualifications, other project staff qualifications.	10	0.0
Offeror Ability	Availability, RFP terms and conditions compliance, subcontractor information, etc.	15	0.0
Response Clarity and Efficiency	Completeness, accuracy, and organization of response items, descriptions, attachments, etc., and alignment with this RFP.	15	0
Cost	Direct initial and recurring costs; third party costs proposed as part of the offer	5	0.0
TOTAL		100	0.0

File details come from the government source that posted it. Updated Nov 3, 2025.