Addendum 08 RFP 00002588 Proposal Response Packet Update- On-Call Historic Resources Services.pdf

Procurement Services City Operations City of Portland, Oregon

@PortlandGov portlandgov

PortlandORGov

September 26, 2025

ADDENDUM NO. 08

RFP No. 00002588

FOR

On-Call Historic Resources Services

Responses Due: October 3, 2025 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.

Due to the Mayor's Executive Order dated 7/31/2025 requiring compliance with federal law regarding race and gender neutrality, the City's procurement documents are being updated. To ensure compliance with federal law and the Mayor Executive Order, this Addendum provides the changes described below. For further information regarding the Mayor’s Executive Order, please see the link below:

https://www.portland.gov/mayor/keith-wilson/documents/eo-compliance-non-discrimination-laws/download

The following changes are made to RFP No. 00002588:

1. This Addendum hereby removes the document titled “RFP 00002588 On-Call Historic Resources Services Project Information Packet” in its entirety and replaces it with the document titled “Updated RFP 00002588 On-Call Historic Resources Services Proposal Response Packet” attached as a stand-alone document in Buyspeed. Specific changes to the document are identified below:

a. The RFP Information Packet, Section 2.1 Proposal Review and Selection, Evaluation Phase 1 – Written scoring is modified as follows with deleted language in strikethrough and new language in bold underline:

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/mayor/keith-wilson/documents/eo-compliance-non-discrimination-laws/download https://www.portland.gov/mayor/keith-wilson/documents/eo-compliance-non-discrimination-laws/download

Phase 1 Evaluation Criteria

Evaluation Criteria Total points

Points for sub-criteria

Proposer Capabilities 30 — Project Team 25 — Pricing Proposal 10 — References 15 — Corporate Responsibility 20 — COBID Participation Disclosure Form — 4 COBID Subcontracting

• Points will be awarded based on estimated percentages of work listed which will be given to COBID certified subconsultants. The listed percentages will be converted to dollar amounts during contract negotiations and those amounts along with the specific firms must flow through to the final contract.

• Meeting the aspirational goal of 20% will be awarded 50% of the available points for this criterion. Additional points will be awarded based on a mathematical calculation for utilization exceeding the goal or deducted based on the same formula for utilization not meeting the goal.

• Subcontracting Evaluation Formula:

The Utilization % ÷ 40% x 8 points = the Score Example: if the Utilization % = 20%, then the Score would be:

(20% ÷ 40% x 8 points) = 4 points

• Note – Proposed Utilization % includes utilization at only the Subconsultant level

— 8

Equal Employment Opportunity and Access in Subcontracting 10

Workforce Diversity Equal Opportunity Employer and Community Involvement — 3 5

Sustainable Business Practices — 5 Total 100

1. This Addendum hereby removes the document titled “RFP 00002588 On-Call Historic Resources Services Proposal Response Packet” in its entirety and replaces it with the document titled “Updated RFP 00002588 On-Call Historic Resources Services Proposal Response Packet” attached as a stand-alone document in Buyspeed. Specific changes to the document are identified below:

a. The RFP Proposal Response Packet Section 8 Proposal Components’ Proposal Checklist is modified as follows with deleted language in strikethrough and new language in bold underline:

Proposal Component Required/Optional Included in page limit?

Proposer Information Form Required N □

Proposer Capabilities Required Y □

Project Team Required Y □

Pricing Proposal Required N □

References Required N □

COBID Participation Disclosure Form Equal Employment Opportunity and Access In Subcontracting

Required N Y □

Workforce Diversity Equal Opportunity Employer and Community Involvement

Required Y □

Sustainable Business Practices Required Y □

Civil Rights Data Collection Required N □

Exceptions and Deviations to the Contract Form Optional N □

Redacted for Public Disclosure Copy Optional N □

Redaction Summary Form Required if Redacted for Public Disclosure Copy is provided.

N □

b. RFP Proposal Response Packet: Proposer Capabilities, Question 4 is modified as follows with deleted language in strikethrough:

4. Describe your firm’s management and organizational capabilities

A description of your firm’s management approach to on call tasks

A statement about how your firm is prepared to respond promptly to problems, changes to the Scope of Work, and client feedback

Copies of standard reports used by your firm in existing contracts

A description of your firm’s procedures and policies related to work quality including practices related to incorporating client reviews.

Describe your internal procedures and/or policies associated or related to racial equity Describe not only your firm’s efforts to recruit but also retain women and people of color

c. RFP Proposal Response Packet: Proposer Capabilities, Question 7 is modified as follows with deleted language in strikethrough:

7. For Three (3) projects worked during the past five (5) years, for either public agency or non-public agency projects, list:

Project 1 Project name All COBID-certified subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars Percentage of total project dollars paid to each COBID-certified subconsultant

Project 2 Project name All COBID-certified project dollars paid to

Project 3

All COBID-certified project dollars paid to

d. RFP Proposal Response Packet: Project Team Information is modified as follows with deleted language in strikethrough:

Project Team Information Approximate number of people who would be assigned to this project.

Of that number, the approximate number of women and people of color to be assigned to the project.

Involvement of the company’s principal member

Identify any training requirements for key personnel to keep current on industry best practices

Identify a proposed project manager, who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with your firm. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams.

Identify an Inclusive Contracting Lead for this project

e. RFP Proposal Response Packet’s Corporate Responsibility Section is deleted in its entirety and replaced with the following Corporate Responsibility Section:

Corporate Responsibility

The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local contractors, including those owned by people of color and women.

Equal Employment Opportunity and Access in Subcontracting How are you providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses?

Your approach and description must, at a minimum, address the following:

Describe your firm’s approach and methodology for identifying subconsultant opportunities (including suppliers, manufacturers and services) as an equal opportunity employer.

How outreach will be conducted to inform opportunities.

Any mentoring and technical assistance to be made available to subconsultants.

Any strategies, methods, initiatives, or examples of innovation to provide equal opportunity and access which may be utilized in the execution of the work.

How do you balance establishing new relationships with firms vs. sustained engagement with trusted business partners?

For three (3) projects worked during the past three (3) years, for either public agency or non-public agency projects, list:

Project 1 Project name All subconsultants utilized under those projects each subconsultant

Project 2

All subconsultants

Project 3

All subconsultants

Equal Opportunity Employer and Community Involvement

List the top three actions/ongoing practices your firm has implemented to ensure you provide opportunities for, and remove barriers to, employment in your workforce for everyone, including women and people of color, at all levels of your firm (e.g., upper management, middle management and lower-level management).

Action/Ongoing Practice 1 Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2 that characterize these achievements

Action/Ongoing Practice 3 that characterize these achievements

Describe your firm’s approach to the following:

How do you approach internal on-the-job training, mentoring, technical training, and/or professional development and advancement opportunities for your workforce?

employee compensation structure, (e.g., living wages, healthcare coverage, employee leaves, dependent care, etc.)

commitment to community service (e.g., charitable programs, scholarships, economic development, etc.)

Sustainable Business Practices The City identifies Sustainable Procurement as a procurement that has the greatest positive environmental, social, and economic impacts possible over the entire life cycle. Sustainable procurement involves the sustainability aspects related to the goods, services, and suppliers along the supply chains. Sustainable procurement contributes to the achievement of organizational sustainability objectives and to overall sustainable development.

List the top three actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (for example, energy efficiency, use of recycled content or non-toxic products, use of public transit or alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.).

Action/Ongoing Practice 1 that characterize these achievements

Action/Ongoing Practice 2 that characterize these achievements

Action/Ongoing Practice 3 that characterize these achievements

Does your firm hold any third-party certifications related to sustainable business operations? (e.g. B-Corp certification or similar) Name of the Certification

Link to the certification requirements

Name of organization who administers the certification

f. RFP Proposal Response Packet is updated to add the following Civil Rights Data Collection section.

https://www.oregon.gov/biz/programs/cobid/pages/default.aspx

Civil Rights Data Collection

The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

Proposer Information Is your firm COBID Certified? Yes

No, and my firm does not qualify.

Describe your firm’s workforce demographics

Subconsultant Information (please identify all subconsultants to be used) Subconsultant 1 Information COBID

Certified?

Scope and percent of work allocated

Firm’s legal name Yes Certification

No

Email Phone number BuySpeed Vendor #, if applicable

Subconsultant 2 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Subconsultant 3 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Add additional rows for additional Subconsultants as needed

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

End of Addendum bt :kmk