Addendum 03 RFP 00002624 Question Answer.pdf

Procurement Services City Operations City of Portland, Oregon

@PortlandGov portlandgov

PortlandORGov

January 27, 2026

ADDENDUM NO. 03

RFP No. 00002624

FOR

Primary and Auxiliary Campsite Removal and Property Storage

Responses Due: February 6, 2026 By: 4:00 pm

This Addendum provides changes to the specifications for the above-entitled project to be considered by each respondent. Any changes made by this Addendum to said specifications offset only the portion of the words or paragraphs specifically mentioned herein, and the balance of the specifications remain in full force. It is the responsibility of all respondents to conform to this addendum.

This Addendum shall:

1. Remove Exhibit A - RFP 00002624 Sample Goods and Services Price Agreement and replace it with the document titled Updated Exhibit A - RFP 00002624 Sample Goods and Services Price Agreement.

2. Respond to all questions received through January 26, 2026 for this RFP in the table below:

No. Question Answer 1 Do BOLI prevailing wage rates apply to this work?

No, BOLI prevailing wage rates are not applicable to this RFP and associated work.

2 Are SOP’s active and can they be shared? Please refer to Exhibit E - Law Enforcement Property Abatement Protocols for City Vendors and Exhibit F - Shelter Referral Transport Property Storage Protocol within the RFP documents for current SOP’s.

3 Do subcontractors have to be present at either pre-proposal meeting?

No, only primary contractors need to be present to be allowed to propose on this RFP.

4 Can the City provide historical data on average monthly or annual work orders and spending under the current/previous contract?

Please refer to: Impact Reduction Program Data Dashboard and Performance Measures | Portland.gov for historical spending information. Invoicing can be found

Sylvester Donelson, Jr. Sara Morrissey Michael Jordan Chief Procurement Officer Deputy City Administrator Chief Administrative Officer https://twitter.com/PortlandGov https://www.instagram.com/PortlandGov/ https://www.facebook.com/PortlandORGov https://www.portland.gov/homelessness-impact-reduction/impact-reduction-program-dashboard-and-performance-measures https://www.portland.gov/homelessness-impact-reduction/impact-reduction-program-dashboard-and-performance-measures https://www.portland.gov/homelessness-impact-reduction/impact-reduction-program-dashboard-and-performance-measures at: https://www.portland.gov/revenue/vendor-payment-checkbook

5 What does onboarding and training look like for a new contractor?

City of Portland staff will provide initial onboarding training, new Contractor(s) will be provided with Naloxone training, and there will be an introductory period working closely with City staff to bring any new Contractor(s) up to speed with the processes and requirements.

6 Are there any additional training requirements beyond those listed in the RFP, and will the City provide resources for these trainings?

No additional trainings beyond the requirements listed in the RFP.

7 What is the average number of camps that will be posted per week?

Roughly 160 camps per week; This is shared work between the primary and auxiliary contractors.

8 On average, how many crews are there and how many team members per crew?

The work is very flexible and dynamic, but currently there are 12 Principal Contractor work crews with 3 full time employees per crew and 2 Auxiliary Contractor work crews. The number of crews will be dependent on the amount of work needed and the budget allocated to IRP. Crew levels can fluctuate. The City of Portland Project Manager will manage this and adjust crews accordingly.

9 How is work assigned to the crews? The City of Portland uses electronic systems to guide the work. Contractors are dispatched to locations by City of Portland staff using a software called Workforce and Survey

123. Each project has a unique work order and location. There is very close coordination with and a great deal of communication between the Project Manager and Contractor.

10 Does the City anticipate the Principal contractor performing most of the field work in addition to warehouse operations, or will field work be more evenly distributed among vendors?

That is dependent on the capabilities of the Contractor.

11 What are the technical requirements and training provided for using the City’s electronic workflow management tool?

It is a fairly simple system that currently works best on iOS. Initial training on how to use IRP workflow tools will be provided by the City, with future trainings for new staff and any needed refresher trainings provided by the Contractor.

https://www.portland.gov/revenue/vendor-payment-checkbook https://www.portland.gov/revenue/vendor-payment-checkbook

12 Are Auxiliary contractors expected to maintain on-call availability at all times, or only during defined operational windows?

Only during daylight hours and typically only during normal business hours.

13 Can you provide additional information on the training and certification for the Peer Support requirement?

The City of Portland requires at least one individual on the Principal and the Auxiliary Contractor crew to obtain and maintain the State of Oregon peer support certification. This training can be obtained through the Crisis Prevention Institute (https://www.crisisprevention.com/find-training) or an equivalent program. The program manager will work with the Contractor on approval of an equivalent training, if needed.

14 Do we provide a rate for the Crisis Prevention trained team member in our proposal?

Yes, the rate sheet provides the flexibility for the Contractor to determine the appropriate labor categories they intend to utilize to complete the work and assign appropriate rates for different categories.

15 Is the use of Peer Support Specialists required on every cleanup, or deployed based on site conditions?

Contractors must have at least one Lead Technician with Peer Support Certification on staff. That staff member does not need to be present at every cleanup and can be on-call as need arises.

16 Is naloxone required to be carried by every crew member, or is it sufficient for designated staff on each crew?

Naloxone should be carried by every crew, but not necessarily every crew member.

17 Is the City requiring that the Contractor administer Narcan?

Crews may encounter emergency situations in the field. Training in administering Naloxone, first aid and CPR are required so that crew members are empowered to provide assistance and are ready to intervene in a life-threatening situation. If any situation in the field proves too challenging or risky, however, crews should call 9-1-1. Naloxone is carried by crews for emergency administration, not for distribution.

18 How many employees staff the City owned warehouse and what hours are available for the Auxiliary Contractor to check property in and out?

The City owned storage warehouse is staffed by at least 2 full time Principal Contractor employees. The warehouse is open to Contractors 8am- 5pm, Mon-Fri and 9am-3pm on Saturdays. Property collected in the field is https://www.crisisprevention.com/find-training https://www.crisisprevention.com/find-training tagged by the Auxiliary Contractor and brought to the warehouse. Refer to the “RFP 00002624 Campsite Removal Property Storage Project Information Packet, Exhibit C - City of Portland Campsite Removal Policy and Property Storage Policy” within the solicitation for specific property processing procedures.

19 Can the City clarify which operational costs related to the City-provided warehouse (utilities, security systems, internet, furnishings) are the responsibility of the contractor versus the City? If so, what are the amount of the fixed costs?

The City pays for all operational costs (i.e. utilities, security systems, internet, furnishings). Should the Contractor identify any repairs, they will be addressed and paid for by the City. The Contractor provides personnel and electronic devices for personnel use.

20 Can the city provide the annual/monthly rent cost for the City-provided warehouse?

No, this information will not be provided.

21 Is there are requirement for equipment that needs to be used to complete the work?

The City of Portland will allow for leased or owned vehicles. The work will require the use of trucks, flatbeds, box trucks, trailers, etc. to transfer property and provide for garbage disposal. Contractor is also required to provide all personnel gear (PPE, hard hats, uniforms, etc.), electronic devices, trash collection tools and containers, safety equipment and Naloxone. Naloxone is currently available at no cost through Multnomah County.

22 What type of outreach is provided to the impacted individuals of the camp cleanup?

The Crisis Prevention Specialist on the Contractor’s crew will work with and assist the City of Portland outreach team to provide information and referrals for shelters, villages, and additional resources. If a situation requires medical intervention, paramedics are called to assist.

23 What additional resources or support will the City provide during severe weather events, and how will outreach coordination be managed?

As long as safe travel is possible, the City will allow work crews to provide trash collection at campsites during severe weather events when regular removal work is suspended. Trash pick-up assignments will mirror regularly scheduled work and will use the same dispatch systems but will only involve pick up of camper identified garbage, no property will be collected during severe weather events.

24 Can you provide examples or templates for the required deliverables, such as daily work reports, quarterly reports, and inventory forms?

The City does not have a required template for these items. Please refer to Section 7.

Required Deliverables and Schedule in Attachment 3 – Statement of Work for the required deliverables.

25 What are the protocols for coordinating with external agencies like Portland Police Bureau, ODOT, and social service providers during campsite cleanups?

Contractors will need to have designated staff available to make and receive phone calls from Portland Police officers, PBOT staff, and City Outreach team members. Some communication and collaborative work operations may be prescheduled with external agencies, and others may be coordinated in the field, at a moment’s notice.

26 If a vendor has innovative ideas on how to complete this work can that be provided in this RFP?

Yes, please discuss your proposed solutions as part of the proposal response as appropriate.

27 How are rate increases requested for this work?

The City of Portland will provide language in the resulting contract upon award to address potential rate increases.

28 Are there specific guidelines or resources for adhering to the City’s 2030 Environmental Performance Objectives and Climate Action Plan?

The City of Portland Impact Reduction Program is not aware of any specific guidelines or resources at this time.

29 Does the city anticipate any risk to the funding for the contract that would change the term of the contract?

The City approve an annual budget every spring and undergoes two other budget adjustment periods during the fiscal year. Allocations for every City bureau and program is subject to scrutiny and change during these budget planning events.

Contracts may be revised in the event of funding changes for IRP.

30 Can the City confirm whether an umbrella policy may be used to satisfy or supplement the required coverage limits for Commercial General Liability, Automobile Liability, and Pollution/Environmental Liability, provided all required endorsements are met?

Yes, an adequate Umbrella Policy can be used to meet the requirements of this RFP. It will be required that the broker’s note on the Certificate of Insurance show that the Umbrella policy applies to the General Liability, Auto liability, and Employers Liability under Workers Compensation and in addition also applies to the Pollution/Environmental Liability that s required under this RFP.

31 Can you provide more details on how proposals will be scored, particularly for sub-criteria like Equal Employment

Each RFP will be scored based on the proposers answers to each of the questions in the RFP. Each individual will

Opportunity, Sustainable Business Practices, and Corporate Responsibility?

consider the proposers response and provide a score accordingly. Evaluators consider each proposal independent of the others, and score based on the proposers response to the question. Per the RFP evaluation criteria, Corporate Responsibility is 20 overall points divided between the sub criteria as follows: Equal Employment Opportunity and Access in Subcontracting - 10 points, Equal Opportunity Employer and Community Involvement – 5 points and Sustainable Business Practices – 5 points.

32 At the pre-proposal meeting, the City indicated that December may represent the latest potential start date for this contract. Can the City clarify the anticipated start timeline and confirm whether services may begin earlier or as late as December?

If a new vendor is awarded this price agreement, the start date of the contract will be prior to December in order to transition effectively. The City anticipates a start date of July 1, 2026 for transition time.

Please direct all questions and concerns to Kristina Kolata, Senior Procurement Specialist at 971-509-0713.

End of Addendum bt :kmk