Animal_Services_Fundraising_Feasibility_Study.pdf

REQUEST FOR PROPOSAL

ANIMAL SERVICES FUNDRAISING FEASIBILITY STUDY

(NO. 2023.148-RFP)

FOR

Washington County, Oregon

RELEASE DATE: November 27, 2023 DEADLINE FOR QUESTIONS: December 15, 2023

RESPONSE DEADLINE: December 22, 2023, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/washington-county-or

Animal Services Fundraising Feasibility Study

1. Request for Proposals

2. Introduction

3. Overview and Purpose

4. Proposal Content

5. Evaluation Phases

6. Evaluation and Award Process

7. Instructions to Proposers

8. Terms and Conditions

9. Vendor Submissions

Attachments:

A - 2022-PP-SERVICES-SAMPLE

B - Attachment C - INSURANCE REQUIREMENTS SUMMARY FORM PP

Animal Services Fundraising Feasibility Study

1. Request for Proposals

(No.2023.148-RFP)

Washington County, Oregon is requesting proposals from qualified firms to provide Animal Services Fundraising Feasibility Study.

Proposals must be received by 5:00 pm Friday, December 22, 2023.

The County may reject any proposal not in compliance with all prescribed public bidding procedures and requirements and may reject for good cause any or all proposals upon a finding by the County it is in the public interest to do so.

A copy of the Request for Proposal document is posted on https://secure.procurenow.com/portal/washington-county-or. Proposal documents can be viewed and downloaded from the site. The County’s electronic solicitation portal can also be accessed at www.washcopurch.com/biz. Proposer is responsible for checking the site for any addendums before submitting their proposals.

Washington County reserves the right to reject any and all proposals and to waive any and all informalities in the best interest of the County.

Kiersten Vanderhoof, Procurement Analyst II

Posted to: Monday, November 27, 2023 OregonBuys https://secure.procurenow.com/portal/washington-county-or

Animal Services Fundraising Feasibility Study

2. Introduction

The following instructions, terms, and conditions apply to all solicitations to provide either goods or services to Washington County.

1. Summary

Washington County is accepting proposals from qualified providers to complete a fundraising feasibility study to determine the willingness and giving potential of local residents, key stakeholders, businesses, local and national foundations. The purpose is to determine how likely it is for Washington County Animal Services (WCAS) and the Bonnie L. Hays (BLH) Small Animal Shelter to raise sufficient funds in a capital campaign to build a new animal shelter and base of operations for the County Animal Services program

2. Background

Washington County is a suburban county located on the western edge of Portland, Oregon. Its boundaries extend from the City of Portland to the coast range. The current population is approximately 600,000 people. There is a mix of urban, suburban and rural areas. The eastern half of the County is composed of service industries, light manufacturing, residential and commercial activity. It is relatively densely populated. The western half is primarily farms and private forest lands across rural settings, together with several smaller incorporated and unincorporated communities.

The County seat of government is located in Hillsboro, Oregon. The County has experienced substantial growth over the last fifty years principally in the electronics and high-tech industries.

Twenty percent of the entire state's population growth in the last five years has occurred in Washington County.

The County is a home rule county, governed by five elected Commissioners who appoint a County Administrator as the chief executive of the County. There are currently approximately 2300 employees in all areas of County government who are engaged in providing the multitude of services required by its member cities, businesses and general population.

Washington County Animal Services (WCAS) has completed a shelter needs assessment and is now looking into how the funds for a new animal shelter will be best procured.

3. Contact Information

Kiersten Vanderhoof Procurement Analyst II 155 North First Ave, Ste 270, MS 28 Hillsboro, OR 97124

Animal Services Fundraising Feasibility Study

Email: kiersten_vanderhoof@washingtoncountyor.gov Phone: (503) 846-3585 Department:

HHS

4. Timeline

The County reserves the right to modify this schedule at the County's discretion. Proper notification of changes to the due date will be made to all parties that have received the proposal from the County's Procurement Portal.

Date of Legal Advertisement November 27, 2023

Question Submission Deadline December 15, 2023, 5:00pm

Submittals Due December 22, 2023, 5:00pm

Contractor Selection Date January 12, 2024 mailto:kiersten_vanderhoof@washingtoncountyor.gov tel:(503)846-3585

Animal Services Fundraising Feasibility Study

3. Overview and Purpose

1. Overview and Purpose

This project is to complete a fundraising feasibility study to determine the willingness and giving potential of local residents, key stakeholders, businesses, local and national foundations. The purpose is to determine how likely it is for Washington County Animal Services (WCAS) and the Bonnie L. Hays (BLH) Small Animal Shelter to raise sufficient funds in a capital campaign to build a new animal shelter and base of operations for the County Animal Services program

2. Future State

Successful completion of this project will result in:

A. A report detailing the study and the findings.

B. An estimate of the amount of funding that could most likely be raised.

C. An estimate of the length of time it would take to conduct a capital campaign to raise the estimated amount.

D. A fundraising “Statement of Intent”.

E. A recommended course of action.

3. Itemized Requirements

Proposed budget must include any travel, lodging or other expenses, not as a separate itemized reimbursement item.

4. Schedule

Project to be complete no later than March 30, 2024.

5. Scope of work, any plans and/or specifications.

1. Develop and create a preliminary case for fundraising support, commonly referred to as a “Statement of Intent” to be used in whole or in part in proposal letters, campaign brochures, newsletters and press releases.

2. Create a series of interview questions related to a proposed capital campaign. Interview questions should be designed to solicit both general impressions and perceptions of WCAS and

Animal Services Fundraising Feasibility Study

BLH as well as specific feedback about a proposed capital campaign, funding feasibility and Animal Services leadership.

3. Conduct approximately 35-45 personal interviews of donors, agency leaders, and volunteers as well as local County and City officials.

4. Document all interview findings then group and categorize the information to identify trends and critical findings. Prepare and provide a written report with this information that contains a comprehensive list of persons interviewed and an executive summary with conclusions and recommendations. At a minimum, this report should include details regarding the following topics:

A. The perception and reputation of WCAS and BLH.

B. The willingness and giving potential of local residents, key stakeholders, businesses, local and national foundations.

C. The willingness and availability of volunteers to work on a capital campaign.

D. Donors with potential for lead gifts and WCAS’s ability to recruit a campaign chair, if applicable.

E. Community’s reaction and vested interest in the need for a new shelter.

F. An estimate of the total amount of money that can be raised in a capital campaign.

G. The amount of time needed to raise the money.

H. Strengths/Weaknesses/Opportunities/Threats (SWOT) analysis of WCAS

I. Summary of what resonates with people about the proposed capital campaign and what doesn’t.

J. A recommendation on whether to proceed or not and if so, the most likely path to a successful capital campaign and related funding sources.

Animal Services Fundraising Feasibility Study

4. Proposal Content

1. Proposal Content

A. Qualifications and Experience: List qualifications and experience of firm. Identify key project personnel by name, title, work they will perform, and describe their relevant experience and percentage of each person’s time that will be committed to the project.

The proposal shall include sections addressing the project team’s organization, personnel, experience, and capabilities.

B. Project Management

1. Outline your firm’s proposed project scope for the work, provide a proposed project schedule, including division of tasks, interim outputs (e.g. schedule of drafts, meetings, progress reports, etc.).

2. State your understanding of the issues affecting this contract and briefly describe how your firm will approach the project based on the information presented in this RFP. Outline your firm’s project management plan, including the approach to maintaining good communication and meeting deadlines.

3. Describe your management procedures that facilitate effective communication and successful completion of the project on schedule and at a reasonable cost. The contractor must show an ability to describe project progress with staff, and to provide an overall assessment of the project to Washington County or in a public meeting.

C. Proposed Work Plan

1. The proposed work plan will thoroughly address all aspects of the scope of work including the following:

2. Explain how your plan will effectively perform the tasks accurately and in at timely manner.

3. Describe how the project team will be adequate to complete the work as required.

4. Describe how your work plan demonstrates an understanding of the projects and objectives to be achieved.

D. Project Cost/Budget: Estimate a reasonable budget for project. This should include an itemized schedule of professional fees and costs for performance under this contract.

Such fee schedule should include the hourly rates for assigned personnel or a single hourly rate if that is the firm’s preferred billing arrangement. Also include a schedule of reimbursable expenses.

Animal Services Fundraising Feasibility Study

E. Description of Firm: Describe your firm’s legal structure, areas of expertise, length of time in business, number of employees, and other information that would be helpful in characterizing the firm.

1. Describe the firm’s internal procedures and/or policies associated or related to work quality and cost control. Describe the resource availability to perform the Work for the duration of the project. Provide the address of the firm’s home office and the address of the office that will manage the project, if applicable. Provide the same information for any sub-consultants to be utilized on the project.

F. Experience: Briefly describe other projects completed or in progress by your firm that demonstrate relevant experience, and that best characterize the firm’s capabilities, work quality and cost control.

G. Project Team: Provide a professional resume for the key personnel, including key personnel of any sub-consultants proposed to be assigned to the project.

1. In addition to the resumes, as part of the RFP response, describe their unique qualifications and relevant experience on similar or related projects.

2. Describe key personnel’s proposed roles and responsibilities including their proposed time commitment to each phase of this project. Proposals must 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.

3. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams. List other projects the proposed project manager is currently assigned to, and describe how those duties will accommodate the time required for this project. Identify who the second level production person will be and provide a description of their unique qualifications and experience as it relates to the project at hand.

H. Philosophy and Approach:

1. Describe your firm’s design and management philosophy; indicate what makes you uniquely qualified for providing the services of this RFP.

2. Describe your firm’s approach in team coordination and alignment of project goals and objectives.

3. Briefly describe your quality assurance and cost control methods as it relates to the performance of the Scope of Work by members of the project team.

4. Describe the tasks that must be accomplished in order to complete the project.

Provide a narrative description of how the firm proposes to execute the tasks during each phase of the project. Identify the products or deliverables that would result from each task. Your firm should rely on its expertise and experience with similar projects to demonstrate how it will effectively complete the proposed project.

Animal Services Fundraising Feasibility Study

5. You may include the experience and expertise of major sub-consultants as well. If applicable, discuss any unique aspects of the project for which your firm is particularly well qualified, alternative approaches the County might wish to consider.

I. Inclusivity:

1. Does your firm hold State of Oregon COBID Certification, or a comparable Emerging Small Business, Minority Owned Business, Women Owned Business, Veteran Owned Business, or Disadvantaged Business certification from another State or Entity? If yes, indicate the state of certification, all certification types and your firm’s certification number.

2. Describe the diversity in demographics of the proposal team (yourself, your firm and/or any proposed subcontractors). Include race, gender, veteran status and disability. You may also include other measures of diversity. Describe the diversity and language capabilities of your agency’s personnel, particularly those who will be involved in outreach and information gathering.

3. Support: Describe specific examples of how you and/or your firm support workforce diversity within your firm and/or your local community.

J. References: Describe similar projects your firm has completed, with particular emphasis on jurisdictions with similarities to Washington County. List the firm name, address, contact person, and telephone number for three (3) such projects. References must be for services provided within the last five (5) years.

K. List any contracts terminated for cause within the same time period and include the reason why.

Animal Services Fundraising Feasibility Study

5. Evaluation Phases

Proposal not to exceed ten (10) pages.

1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Page Count Proposal was within the page count and conformed to all instruction in regards to submittal.

Points Based 10 (100% of Total)

2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Management A. Outline your firm’s proposed project scope for the work, provide a proposed project schedule, including division of tasks, interim outputs (e.g.

schedule of drafts, meetings, progress reports, etc.).

B. State your understanding of the issues affecting this contract and briefly describe how your firm will approach the project based on the information presented in this RFP.

Outline your firm’s project management plan, including the approach to maintaining good communication and meeting deadlines.

C. Describe your management procedures that facilitate effective communication and successful completion of the project on schedule and at a reasonable cost.

The contractor must show an ability to describe project progress with staff, and to provide an overall assessment of the project to Washington County or in a public meeting.

0-5 Points 10 (10% of Total)

Animal Services Fundraising Feasibility Study

2. Proposed Work Plan A. The proposed work plan will thoroughly address all aspects of the scope of work including the following:

B. Explain how your plan will effectively perform the tasks accurately and in at timely manner.

C. Describe how the project team will be adequate to complete the work as required.

D. Describe how your work plan demonstrates an understanding of the projects and objectives to be achieved.

0-5 Points 10 (10% of Total)

3. Project Cost/Budget Estimate a reasonable budget for project. This should include an itemized schedule of professional fees and costs for performance under this contract. Such fee schedule should include the hourly rates for assigned personnel or a single hourly rate if that is the firm’s preferred billing arrangement. Also include a schedule of reimbursable expenses.

0-5 Points 10 (10% of Total)

4. Description of Firm Describe your firm’s legal structure, areas of expertise, length of time in business, number of employees, and other information that would be helpful in characterizing the firm.

1. Describe the firm’s internal procedures and/or policies associated or related to work quality and cost control. Describe the resource availability to perform the Work for the duration of the project.

Provide the address of the firm’s home office and the address of the office that will manage the project, if applicable. Provide the same information for any sub-consultants to be utilized on the project.

Animal Services Fundraising Feasibility Study

5. Experience Briefly describe other projects completed or in progress by your firm that demonstrate relevant experience, and that best characterize the firm’s capabilities, work quality and cost control.

0-5 Points 10 (10% of Total)

6. Project Team Provide a professional resume for the key personnel, including key personnel of any sub-consultants proposed to be assigned to the project.

A. In addition to the resumes, as part of the RFP response, describe their unique qualifications and relevant experience on similar or related projects.

B. Describe key personnel’s proposed roles and responsibilities including their proposed time commitment to each phase of this project. Proposals must 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.

C. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams. List other projects the proposed project manager is currently assigned to, and describe how those duties will accommodate the time required for this project. Identify who the second level production person will be and provide a description of their unique qualifications and experience as it relates to the project at hand.

Animal Services Fundraising Feasibility Study

7. Philosophy and Approach A. Describe your firm’s design and management philosophy; indicate what makes you uniquely qualified for providing the services of this RFP.

B. Describe your firm’s approach in team coordination and alignment of project goals and objectives.

C. Briefly describe your quality assurance and cost control methods as it relates to the performance of the Scope of Work by members of the project team.

D. Describe the tasks that must be accomplished in order to complete the project. Provide a narrative description of how the firm proposes to execute the tasks during each phase of the project. Identify the products or deliverables that would result from each task. Your firm should rely on its expertise and experience with similar projects to demonstrate how it will effectively complete the proposed project.

E. You may include the experience and expertise of major sub-consultants as well. If applicable, discuss any unique aspects of the project for which your firm is particularly well qualified, alternative approaches the County might wish to consider.

Animal Services Fundraising Feasibility Study

8. Inclusivity A. Does your firm hold State of Oregon

COBID Certification, or a comparable Emerging Small Business, Minority Owned Business, Women Owned Business, Veteran Owned Business, or Disadvantaged Business certification from another State or Entity? If yes, indicate the state of certification, all certification types and your firm’s certification number.

B. Describe the diversity in demographics of the proposal team (yourself, your firm and/or any proposed subcontractors). Include race, gender, veteran status and disability. You may also include other measures of diversity. Describe the diversity and language capabilities of your agency’s personnel, particularly those who will be involved in outreach and information gathering.

C. Support: Describe specific examples of how you and/or your firm support workforce diversity within your firm and/or your local community.

0-5 Points 10 (10% of Total)

9. References Describe similar projects your firm has completed, with particular emphasis on jurisdictions with similarities to Washington County. List the firm name, address, contact person, and telephone number for three (3) such projects. References must be for services provided within the last five (5) years.

0-5 Points 10 (10% of Total)

10. Contract Termination List any contracts terminated for cause within the same time period and include the reason why.

Animal Services Fundraising Feasibility Study

6. Evaluation and Award Process

1. Clarifications

The County reserves the right to obtain clarification at any point in regards to a proposal or to obtain additional information necessary to properly evaluate a proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of their proposal.

After evaluation, demonstrations, and or interviews have occurred, a single firm will be identified that is best able to provide the services to the County. The County reserves the sole right to determine the best Proposal. A notice of intent to award will be published and a recommendation will be presented to the County Administrator or Board of Commissioners for their consideration.

2. Interviews

Top scoring proposers may be selected for interviews. If oral interviews are determined to be necessary, the scores from the written proposals will be considered preliminary. Final scores will be determined based on the points assigned to the interview process.

3. References

The County reserves the right to check references only on the highest scoring proposers or depending on the scoring differential just the highest proposer.

Questionnaires may be sent to customer references by Washington County or contacted by telephone. Secondary references may also be contacted.

4. Period Proposal Validity

All proposals shall remain firm for a period of 180 calendar-days after date specified for receipt of proposals.

5. Acceptance, Rejection and Cancellation of Award

Washington County reserves the right to accept or reject any or all proposals received as a result of this RFP and to negotiate with any qualified proposer(s) for all or part of the requested goods and services. All proposals become the property of the County.

This RFP does not commit the County to award a contract or to pay any costs incurred by respondents. Washington County reserves the right to cancel award of this contract at any time before execution of the contract if cancellation is deemed to be in the County's best interests. In no event shall the County have any liability for the cancellation of the award. All costs of the

Animal Services Fundraising Feasibility Study proposal process, interviews, contract negotiations, and related expenses are the responsibility of the proposer.

Acceptance of a proposal is subject to budget approval, appropriation and budgetary constraints.

6. Award Recommendation

The notice of intent to award will be posted on the County's Procurement Portal website at least seven (7) days before the award of the contract. See PROTESTS AND JUDICIAL REVIEW OF CONTRACT AWARD below for protest of award.

The decision by the Board or the County Administrator to award the contract shall constitute the final decision of the County to award the contract.

7. Inspection of Proposals

Subject to the provisions of the Oregon Public Records Law, all proposals received will be available for public inspection after the notice of intent to award has been published. Proposals will be provided via an electronic link.

Copies of material from proposal files may be obtained from the Washington County Procurement Division upon payment of a charges based upon the current County Fee Schedule.

Prepayment is required for providing materials from the proposal files.

8. Protests and Judicial Review of Contract Award

Purpose. The award by the Washington County Board of Commissioners of the contract shall constitute a final decision of the County to award the contract if no written protest of the award is filed. A proposer may protest the award of a contract, or the intent to award of a contract, whichever occurs first, if the conditions set forth in ORS 279B.410(1) are satisfied. A proposer must file a written protest with the County and exhaust all administrative remedies before seeking judicial review of the County's contract award decision.

Delivery. A proposer must deliver a written protest to the Washington County Procurement Manager within seven (7) days after issuance of the notice of intent to award the contract.

Content of Protest. A proposer’s written protest shall specify the grounds for the protest to be considered pursuant to ORS 279B.410(2). Proposer may not protest the content of specifications in an award protest. Proposers may protest only deviations from laws rules, regulations, or procedures including procedures set out in this RFP. Disagreement with the scoring by the Selection Committee is not a basis for protest. Protests must specify the grounds for the appeal including the specific citation of law, rule, regulation, or procedure upon which the protest is based.

County Response.The County shall not consider a proposer’s contract award protest submitted after the timeline established for submitting such protest. The County shall issue a written disposition of the protest in a timely manner as set forth in ORS 279B.410(4). If the County upholds the protest, in whole or in part, the County may in its sole discretion either award the

Animal Services Fundraising Feasibility Study contract to the successful protestor or cancel the procurement or solicitation. The County shall not consider any protest against award based on the content of specifications.

Judicial Review. Judicial review of the Board’s or its designee’s decision relating to a contract award protest shall be in accordance with ORS 279B.415.

9. Negotiation with Awarded Contractor(s)

The County reserves the right to negotiate final contract terms with the awarded contractor to the fullest extent allowed by law and as in the best interest of the County.

10. Contract Term

The term of the contract will be Initial contract term will be one year, with the option to renew for up to a total of five years.

The maximum term of the contract will be five years.

The estimated expenditure for the contract is approximately NO VALUE. Actual expenditures may be more or less depending on actual requirements.

11. Contractor's Responsibility

It is understood that the specifications and other contract documents do not purport to control the method of performing the work, but only the requirements as to the nature of the completed work. The contractor assumes the entire responsibility for the method of performing the work. Suggestions as to the method included in the contract documents shall be deemed advisory only and the feasibility of such methods, or the lack thereof, shall not affect the contractor’s liability, or status as independent contractor, and contractor will remain responsible for the cost of all permits unless otherwise specified.

Animal Services Fundraising Feasibility Study

7. Instructions to Proposers

1. Deadline Disclaimer

It is the responsibility of the bidder to upload and submit electronic bids before the deadline date and time approaches as posted on the County's Procurement Portal. Allow for a sufficient amount of time for the bid entry/document upload process in order to ensure timely submission.

Some people are experiencing problems with the Internet, so make sure that all documents are uploaded as soon as possible well in advance of the deadline. The County's Procurement Portal will close promptly at the deadline date and time…no exceptions are allowed.

2. Precedence of Proposal Documents

The order of precedence of documents is as follows:

A. Instructions to Proposers

B. Contract Terms & Conditions (from attached sample contract)

C. Terms and Conditions

D. Project Details/Scope of Work

3. Communication

Communication regarding this solicitation between a potential or actual Proposer and any Washington County staff, other than Procurement Division staff, is prohibited from the time the Request for Proposals (RFP) is advertised until the award of a contract to the proposer selected.

4. Copies of Proposal Documents

Documents obtained from sources (such as directly from other contractors) other than the County's Procurement Portal are not valid proposal documents. It is the proposer's responsibility to ensure they are following a particular project on the County's Procurement Portal in order to receive notification of all addenda as well as additional relevant information.

5. Questions and Answers

Enter all questions regarding the meaning or intent of the solicitation into the questions area of the solicitation in the County's Procurement Portal.

Animal Services Fundraising Feasibility Study

6. Specification Protest Process

Delivery:A proposer must deliver a protest of specifications to the County in writing no later than seven (7) calendar days prior to the proposal due date as follows:

Specification Protest Proposal#: 2023.148-RFP Washington County Procurement Division ATTN: Procurement Manager 155 North First Avenue, Suite 270 MS 28 Hillsboro, Oregon 97124-3072

Content:A proposer’s written protest must include:

A detailed statement of the legal and factual grounds for the protest; description of the resulting prejudice to the proposer; and a statement of the form of relief requested or any proposed changes to the specifications.

County Response: The County may reject without consideration a proposer’s protest received after the deadline established for submitting protest. The County shall provide notice to the applicable proposer if it entirely rejects a protest. If the County agrees with the proposer’s protest, in whole or in part, the County shall either issue an addendum reflecting its determination or cancel the solicitation.

Extension of Closing: If the County receives a written protest from a proposer in accordance with this rule, the County may extend closing if the County determines an extension is necessary to consider the protest and to issue addenda, if any, to the solicitation document.

Judicial review of the County’s decision relating to a specification protest shall be in accordance with ORS 279B.405.

7. Phone Proposals, Late Proposals or Modifications

Late proposals or modifications of proposals will be handled in the following manner:

It is the sole responsibility of the Proposer to ensure the proposals are uploaded to the system by the specified time. The system will not allow Proposers to upload after this time and the proposal will not be considered.

Any modification of a proposal is subject to the same conditions set forth above.

Proposals will not be accepted via Phone, E-mail or FAX.

8. Interpretations and Addenda

Enter all questions regarding the meaning or intent of the solicitation into the questions area of the solicitation

A. Interpretations or clarifications considered necessary in response to such questions will be posted as addenda or in Questions and Answers in the County's Procurement Portal.

Animal Services Fundraising Feasibility Study

Bidders will be solely responsible to check for all addenda or questions and answers, if any, from the Procurement Portal prior to submitting their response.

B. Questions received after Friday, December 15, 2023 will not be answered unless the County determines, in its sole discretion, it is in the public’s best interest to do so.

C. Formal addenda and answers to questions posted in the Question and Answer section are made part of this solicitation and will be binding. Oral and other interpretations or clarifications will be without legal effect.

D. Written addenda may also be issued to modify the bid documents at the discretion of the County.

E. Receipt of addenda must be acknowledged on the County's Procurement Portal.

F. All questions pertaining to this bid shall be addressed only through the County's Procurement Portal. Do not contact any other Washington County staff, employee or official regarding this bid. Communication between bidder and any County staff is prohibited from the time the bid is advertised until the award of a contract to the bidder selected by the County.

G. After opening proposals, the County may issue or electronically post an addendum to the request for proposals that modifies the criteria, rating process and procedure for any tier of competition before the start of the tier to which the addendum applies.

H. The County shall send an addendum that is issued by a method other than electronic posting to all proposers who are eligible to compete under the addendum. The County shall issue or post the addendum at least five days before the start of the subject tier of competition or as the County otherwise determines is adequate to allow eligible proposers to prepare for the competition in accordance with County rules.

9. Guidelines for Proposal Submittal and Receipt

To be considered for this contract, each proposer must enter its complete proposal per the Vendor Submission Section to the County's Procurement Portal.

Proposals must be uploaded by 5:00 pm Friday, December 22, 2023. The system will not allow late uploads. Allow plenty of time to ensure your upload is successful. Slow or malfunctioning internet shall not be an acceptable reason for late submissions. After uploading documents responders are encouraged to open and review uploaded documents to verify that they can be opened and are the correct documents before submitting. If the County cannot open any of the documents submitted the entire proposal will be disqualified.

Proposers are required to submit any proposal forms furnished in this RFP document. Please retain a copy for your records.

Each submittal shall contain the following:

• Any proposal response forms listed in the Attachment Section.

• Responses, Certifications, or Agreements required in this solicitation.

https://secure.procurenow.com/portal/washington-county-or/projects/68378?section=603833

Animal Services Fundraising Feasibility Study

• Proposers shall provide a copy of any contracts, licensing agreements, or other documents that the County will be asked to sign if they are the chosen contractor. These do not count against the page limit.

• Failure to submit any of the required items may be grounds for rejection of the proposal.

Animal Services Fundraising Feasibility Study

8. Terms and Conditions

1. Laws and Regulations

1. The proposer is assumed to be familiar with all Federal, State, County or City laws or regulations, which in any manner affect those engaged or employed in the work or the materials or equipment used or which in any way affect the conduct of the work, and no pleas of misunderstanding will be considered on account of ignorance thereof. If the proposer shall discover any provision in these specifications or project information, plans or contract documents which is contrary to or inconsistent with any law or regulations, they shall report it to County in writing.

2. All work performed by the contractor shall be in compliance with all Federal, State, County and local laws, regulations and ordinances. Unless otherwise specified, the contractor shall be responsible for obtaining applicable permits and licenses.

2. Recycled Materials and Sustainable Products and Processes

1. Contractor is encouraged to use recycled and recyclable products to the maximum extent economically feasible during the performance of the Contract.

2. Washington County prefers materials or supplies manufactured from recycled materials if the recycled product is available, and it meets the requirements set forth in the Specifications.

3. Washington County supports and encourages the use of sustainable products by the Contractor. To contribute to a clean environment for present and future generations, Contractor shall utilize sustainable products to the maximum extent feasible during the performance of this Contract.

3. Proprietary Information, Ownership and Use of Documents

1. All documents submitted to the County shall become public records, subject to disclosure, unless otherwise protected pursuant to the Oregon Public Records Law.

2. The County is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires the County to disclose all records generated or received in the transaction of County business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law.

Examples of exemptions that could be relevant include trade secrets (ORS 192.501 (2)) and computer programs (ORS 192.501(15)). The County will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedures and limitations:

3. The entire RFP cannot be marked confidential, nor, shall any pricing be marked confidential.

Animal Services Fundraising Feasibility Study

4. All pages containing the records exempt from disclosure shall be marked “confidential” and segregated in the following manner:

• It shall be clearly marked in bold and on each page of the confidential document.

• It shall be kept separate from the other RFP documents in a separate file upload.

• Where this specification conflicts with other formatting and response instruction specifications, this specification shall prevail.

5. Where such conflict occurs, the Proposer is instructed to respond with the following: “Refer to confidential information enclosed.” This statement shall be inserted in the place where the requested information was to have been placed.

6. Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and the reasons why the public interest would be served by the confidentiality. Should a proposal be submitted as described in this section no portion of it can be held as confidential unless that portion is segregated as described above.

7. Notwithstanding the above procedures, the County reserves the right to disclose information that the County determines, in its sole discretion, is not exempt from disclosure or that the County is directed to disclose by the County’s Attorney, the District Attorney or a court of competent jurisdiction. Prior to disclosing such information, the County will notify the Proposer.

If the Proposer disagrees with the County’s decision, the County may, but is not required to enter into an agreement not to disclose the information so long as the Proposer bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals, necessary to defend or support a no-disclosure decision.

4. Rights of the County

The County expressly reserves the following rights:

• To waive irregularities in the proposals submitted.

• To cancel the procurement or reject any proposals or portions thereof in accordance with ORS 279B.100.

• To base awards with due regard to quality of services, experience, compliance with specifications, proposal response, and other such factors as necessary in the circumstances.

• To make the award to any proposer whose proposal, in the opinion of management and the Board, is in the best interest of the County.

• To negotiate contract terms and conditions.

Animal Services Fundraising Feasibility Study

5. Qualifications/References/Responsible Proposer

Contractor shall report payment information and utilization data for subcontractors that perform any services, using a County-designated online reporting system. As of the effective date of this contract, such system is accessible at: https://washcopurch.mwdbe.com/?TN=washcopurch.

Contractor must log in to an account in the system in order to submit reporting information.

Reporting information must be submitted at least once monthly, concurrent with Contractor’s invoice submission, or on such other frequency as the Project Manager may require. Contractor must designate a representative to administer the reporting function and be a point of contact for the County.

Progress payment requests, except the first request, shall include the Contractor’s verification that Subcontractor payment data and workforce data (if applicable) for all tiers have been entered into the County’s online reporting systems

6. Social Equity

1. In order to promote economic growth, the County seeks to maximize the participation of diverse consultants, partners, contractors, and suppliers throughout the duration of the project.

2. Working in a way that promotes the empowerment of individuals, organizations, and communities most affected by inequities is a practical method of achieving equity. The County wants to integrate empowering equity strategies that allow for authentic voice to be heard and ultimately represented in decisions from this delivery of service.

3. The County values the community as a whole and calls out those providing and receiving services should have a positive economic impact from the delivery of services that is long term and positively changes our hierarchical systems to incorporate those who are most affected by inequities.

4. It is the County’s desire to create full and equal access to opportunities for all people that enable them to attain their full potential. We pay particular attention to the development of income and wealth for communities most affected by inequities.

7. County Rights

The County reserves the right to modify this schedule at the County's discretion. Proper notification of changes to the due date will be made to all parties that have received the proposal from the County's Procurement Portal.

8. Cooperative Purchasing

1. Pursuant to the intent of Oregon Revised Statutes, Chapter 279A.200, any publicly funded city, county, district, agency or similar entity shall have the authority to purchase specified goods/services directly from contractor under the terms and conditions of this contract.

2. The proposer agrees to extend identical pricing and services to other public agencies for the same terms.

https://washcopurch.mwdbe.com/?TN=washcopurch

Animal Services Fundraising Feasibility Study

3. Each contracting agency will execute a separate contract with the successful proposer for its requirements. Any ordering and billing shall take place directly between the proposer and such entity.

4. Any proposer, by written notification at the time of the proposal due date and time, may decline to extend the prices, services and terms of this proposal to any, and/or all other public agencies. There is no penalty for declining cooperative procurements.

9. Form of Contract

A copy of the standard personal service contract that the County expects the successful firm or individual to execute is attached. The contract will incorporate the terms and conditions from this RFP document and the successful proposer's response documents.

Firms taking exception to any of the contract terms should indicate the same by uploading in the Vendor Submission or their exceptions will be deemed waived.

10. Insurance Requirements

The insurance requirements for this contract are outlined in the attached Attachment C.

11. Oregon Corporate Activity Tax (“CAT”)

In 2019 Oregon adopted a Corporate Activity Tax (“CAT”) applicable to all types of business entities. The legislation accomplishes the following:

a. Establishes a "Fund for Student Success" that is separate and distinct from the state's general fund

b. Adopts a new Corporate Activity Tax (CAT) imposed on all types of business entities

The CAT is in addition to the state's current corporate income tax. The CAT is imposed on businesses for the privilege of doing business in this state. It is measured on a business's commercial activity, which is the total amount a business realizes from transactions and activity in Oregon. The CAT is applied to taxable Oregon commercial activity in excess of $1 million. Any costs relating to Oregon’s Corporate Activity Tax will not be reimbursable under Cost of the Work.

Animal Services Fundraising Feasibility Study

9. Vendor Submissions

Please note the system will accept Google Docs or Google Pages, but they are not readable by the County. DO NOT upload your response using a Google product.

1. Electronic Submittal* By electronically submitting this response the Supplier attests and certifies that:

1. Person completing this response represents that I am either authorized to bind the Supplier, or that I am submitting the Response on behalf of and at the direction of the Supplier's representative authorized to contractually bind the Supplier.

2. I represent that the Supplier or its applicable representative(s) has reviewed the information contained in this Solicitation Package and that the information submitted is accurate.

3. Respondent agrees that the action of electronically submitting its response constitutes:

a. an electronic signature on the responses, generally,

b. an agreement to conduct business electronically,

c. an electronic signature on any form or section specifically calling for a signature, and

d. an affirmative agreement to any statement contained in the solicitation that requires a definite confirmation or acknowledgement.

☐ Yes

☐ No *Response required

2. Solicitation Requirements* Proposer read through and confirm that you met all of the Solicitation requirements?

☐ Yes

☐ No *Response required

3. Cooperative Purchasing* Will the proposer extend pricing and terms to other public agencies?(there is no penalty for not agreeing to extend pricing)

☐ Yes

☐ No *Response required

Animal Services Fundraising Feasibility Study

4. Past Employment* Have you or a member of your staff been an employee of Washington County in the last six months?

☐ Yes

☐ No *Response required

5. Oregon Secretary of State Business Registry* Enter your registry number without spaces or dashes. If you are not currently registered enter N/A. If you are the successful proposer you will be required the register with the Secretary of State in order to contract with the County.

*Response required

6. Tax* The proposer hereby certifies that they have complied with the tax laws of Oregon and all political subdivision of the State of Oregon, including ORS 305.620 and ORS chapters 316, 317 and 318. Washington County may terminate the contract if contractor fails to comply with any tax laws during the term of the contract.

☐ Yes

☐ No *Response required

7. Contact Name, Email, and Phone Number* Provide the name, email, and phone number for the contact in case of questions, or interview or demonstration arrangements.

*Response required

8. Subcontractor Payment and Utilization Tracking* Contractor acknowledges the requirement of Subcontractor Payment and Utilization Reporting through B2GNow and LCP Tracker.

☐ Yes

☐ No *Response required

9. Proposal Content The proposal shall be prepared succinctly, providing a straight forward, concise description of the proposer’s ability to meet the requirements of the RFP. There should be no unnecessary attachments or exhibits.

Proposal should contain no more than ten (10) 8.5" x 11", pages of written material (excluding biographies and brochures which may be included in an appendix) describing the ability of the

Animal Services Fundraising Feasibility Study proposer to perform the work described. The minimum font shall be twelve (12) point single spaced and the minimum margins shall be one (1) inch on all sides.

1. Proposal Content* Upload your proposal of no more than 10 pages here. After uploading documents responders are encouraged to open and review uploaded documents to verify that they can be opened and are the correct documents before submitting. If the County cannot open any of the documents submitted the entire proposal will be disqualified.

*Response required

2. Separate Cost Proposal* Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

*Response required

3. Insurance Requirements County insurance requirement can be found under the section titled Attachments. The County may consider reducing insurance for these services. Please upload your Certificate of Insurance (Accord form) to indicate the level of insurance you currently possess.

4. Confidential Information Upload all pages or documents containing information exempt from disclosure per the Proprietary Information, Ownership and Use of Documents article of the Terms and Conditions Section.

5. Changes Requested to County Contract Standard Terms and Conditions Upload any alterations requested to Washington County's contract standard terms and conditions per the Form of Contract article of the Terms and Conditions Section.

6. Solicitation Awareness* How did you hear about this opportunity?

Select all that apply

☐ Oregon Buys

☐ Link was emailed directly to me

☐ Washington County Website

☐ DJC Oregon, Portland Tribune or other printed media

☐ Twitter, Facebook or other social media

☐ Project Center, Plan room, etc?

*Response required