Bid # S-91400-00008849 Organizational Improvement Services.pdf

OHCS Project No. 8140

Oregon Housing and Community Services | 725 Summer St. NE Suite B, Salem, OR 97301-1266 | (503) 986-2000 | FAX (503) 986-2020

REVISED Exhibit D Opportunity Notice

Best Value Analysis Process for Organizational Improvement Services Bid # S-91400-00008849

December 5, 2023

To: Organizational Improvement Services Contractors –

Service Category A: Business and Strategic Planning.

Service Category C: Process Improvement Methodologies.

Opportunity Notice: Business and Strategic Planning for Oregon Housing and Community Services.

Attached to this Opportunity Notice is a statement of work for your consideration.

Issuing Agency:

Oregon Housing and Community Services Address: 725 Summer Street NE., Ste. B Salem, OR 97305 Phone: 503.986.2000

Due Date: a Contractor interested in this opportunity must submit its offer by 3:00PM PST, January 5, 2024.

Agency intends to award one Service Order Contract (SOC). The length of the SOC is estimated to be January 2024- June 2024.

Agency Overview

Oregon Housing and Community Services (OHCS) is Oregon's housing finance agency, providing financial and program support to create and preserve opportunities for quality, affordable housing for Oregonians of lower and moderate income.

OHCS administers federal and state antipoverty, homeless and energy assistance, and community service programs. OHCS’ sources of funds are varied and include federal and state resources that have complex regulatory compliance requirements, and thus stewardship, compliance monitoring, and asset management are all critical functions played by OHCS.

The mission of OHCS is to provide stable and affordable housing and engage leaders, to develop integrated statewide policy that addresses poverty and provides opportunity for Oregonians.

Opportunity Notice- Organizational Improvement Services

Oregon Housing and Community Services | 725 Summer St. NE Suite B, Salem, OR 97301-1266 | (503) 986-2000 | FAX (503) 986-2020

Project Description At the beginning of 2023, the Governor delivered a set of expectations to leaders of all Oregon state agencies that are focused on public administration. One of the key expectations is the development of an agency strategic plan that includes stakeholder analysis, coordination with the Governor’s office, and planning for implementation, resource allocation, and monitoring and evaluation.

Furthermore, this strategic plan must also align with the agency’s information technology and DEI strategies and include how modernization efforts will support the goals and objectives of the agency’s strategic plan.

OHCS will focus this strategic plan on internal operations. In terms of policy and programmatic goals, the Agency will continue use of the Statewide Housing Plan and complete an updated version of this plan separate from this strategic planning process. While a separate effort, the results of this internal operations strategy plan will be incorporated into the next Statewide Housing Plan.

The Agency has done some initial work under the support of an Operational Excellence initiative.

Through leadership conversations, an initial list of potential strategic operational investment areas is being developed. Examples of topics being considered include employee engagement, customer service, resource management, organizational structure, portfolio management, and improvement of service level expectations, and internal systems. Consultant will be encouraged to use this for initial guiding direction, but affirm, refine, or suggest alternative focus areas based on their own stakeholder engagement.

In addition to work done under the Operational Excellence initiative, the agency has invested in other external consultant work around equity and operations. This includes an ongoing training and leadership development contract with the Center for Equity & Inclusion. The Agency expects to engage CEI’s expertise in the following ways for this project:

• Advising on strategies and messaging that reflects OHCS values of racial equity, inclusion, and belonging.

• Advising on ways OHCS can incorporate the conscious building work we’ve been engaged into tangible goals that centers our commitment to OHCS staff, centering the needs of people of color.

• Thought partnership on opportunities to center race on internal ways of working that we may not see.

A desired outcome of this project will be not only goals and strategies, but equally as important a clear structure for implementation, aligned decision making, monitoring progress, and evaluating and adapting strategies to achieve goals. The agency is interested in the potential use of a balanced scorecard and strategy map approach for durably integrating a new strategic plan into our operations. Ideally this would also include a scoring matrix to align project portfolio prioritization with strategic goals.

We look forward to external, third-party assessment of our agency, but emphasize the need for a process and product to be customized for the needs of this organization.

Oregon Housing and Community Services | 725 Summer St. NE Suite B, Salem, OR 97301-1266 | (503) 986-2000 | FAX (503) 986-2020

Schedule of Events:

Event Date Time

Opportunity Notice Issued December 5, 2023

Due Date for Questions/Clarifications December 12, 2023

By: 2:00PM PST

Due Date for Questions/Clarifications December 15, 2023

By: 5:00PM PST

Closing (Due Date and Time to submit Proposals) January 5, 2024

By: 3:00PM PST

Contractor Interviews TBD TBD

Questions and Clarifications Requests:

Questions and requests for clarifications must be submitted via OregonBuys, by 2:00 PM, December 12, 2023. Official answers and clarification will be provided via OregonBuys, to all solicited Organizational Improvement Services Contractors. Any oral communications will be considered unofficial and non-binding.

Submittal Content Requirements:

Submittals must include the following:

1. A detailed narrative describing your firms approach to the Project and accomplishing the tasks and deliverables.

2. A tentative project schedule that at a minimum includes the following:

a. Deliverable due dates.

b. Estimated number of hours to complete each deliverable required by the Statement of Work and for those identified by Contractor, for each Key Person identified in #4 below; and

c. Total estimated cost to complete all deliverables.

3. A detailed narrative describing the experience, skills, and knowledge your firm has, including subcontractors if used, as it relates to the services being requested.

4. A list of each of the Key Persons and any subcontractors to be assigned to this project. The list must at a minimum include the following information:

a. One (1) page resume of each Key Persons and subcontractors background, experience, expertise and training related to the specific work being requested;

b. Specific roles and responsibilities of each Key Person and sub-contractor; and

c. Each Key Person and sub-contractor hourly rate, as per Exhibit H of the Contractor’s

Price Agreement.

NOTE: If the execution of the work to be performed requires the hiring of sub-contractors, it must be clearly stated in the documents submitted. Sub-contractors must be identified and the work they will perform must be defined. Contractor shall also complete and submit with their proposal Exhibit B, Subcontractor sheet, to this Opportunity Notice. By filling out and submitting Exhibit B with each submission, Contractor is certifying that each subcontractor meets the minimum requirements set forth in this Opportunity Notice.

5. A statement of confirmation your firm has the ability to dedicate the staff listed above in #4 to this project within the specified timeframes.

Oregon Housing and Community Services | 725 Summer St. NE Suite B, Salem, OR 97301-1266 | (503) 986-2000 | FAX (503) 986-2020

6. A detailed narrative describing up to two (2) previous projects completed, preferably for Oregon State agencies or government entities, within the last three (3) years, and for which the proposed Key Persons (#4 above) provided similar services to those described in the Statement of Work. Information provided must at a minimum include the following:

a. Client name, telephone number and address.

b. Contact name (project manager), telephone number and email address.

c. Description of services provided.

d. Dates services were provided; and

e. Staff assigned to the project, their project roles and work performed for the referenced project.

7. Contractor shall submit for each Key Person (sub-contractors included if used) a minimum of one reference for each of the pervious projects completed described above in #6.

Contractor shall submit references on the provided Exhibit A to this Opportunity Notice.

Opportunity Notice BVA:

Offers received on or before the due date and time, will be reviewed by Agency. The firm offering the best value to the state will be selected based, in part, on the following criteria;

a. Demonstrated skill, experience and knowledge relevant to the services being requested; (20 Points Possible, or 20% of total points)

b. Proposed approach to the services being requested; (35 Points Possible, or 30% of total points)

c. Proposed cost; (15 Points Possible, or 10% of total points)

d. References must complete questionnaire and return to OHCS to be evaluated.

(OHCS) will send out the questionnaire after proposals have been submitted with their contact information; (20 Points Possible, or 20% of total points) and

e. Resource Capacity (10 Points Possible, or 10% of total points)

Agency reserves the right to include Contractor interviews as part of the BVA process. If Agency elects to conduct Contractor interviews, the top 3 Contractors with the highest first round evaluation scores will be included in the Contractor interviews. Contractors will be advised of the teleconference date, time, and link.

Offers may be submitted via OregonBuys only.

Notice of Award:

Agency shall issue and send a notice of intent to award a Service Order Contract to all Contractors that submitted an Offer in response to this Opportunity Notice.

Protest of Award:

Pursuant to ORS 279B.410, an aggrieved Contractor may protest the award of the Service Order Contract. Contractor must submit its written protest to the undersigned within seven (7) days of the issuance of the notice of intent to award. The protest must state that Contractor is adversely affected because Contractor would be eligible for the award in the event the protest is upheld, because:

(A) All lower bids or higher ranked proposals are nonresponsive.

(B) Agency has failed to conduct the evaluation of proposals in accordance with the criteria or processes described in the solicitation materials.

(C) Agency has abused its discretion in rejecting the protestor’s bid or proposal as nonresponsive; or

Oregon Housing and Community Services | 725 Summer St. NE Suite B, Salem, OR 97301-1266 | (503) 986-2000 | FAX (503) 986-2020

(D) Agency’s evaluation of bids or proposals or the contracting agency’s subsequent determination of award is otherwise in violation of this chapter or ORS chapter 279A.

The undersigned shall respond to all protests in a timely manner.

Sincerely, Andrea Gentry Procurement & Contracts Specialist C: 971-272-5546 Andrea.gentry@hcs.oregon.gov mailto:Andrea.gentry@hcs.oregon.gov

Oregon Housing and Community Services | 725 Summer St. NE Suite B, Salem, OR 97301-1266 | (503) 986-2000 | FAX (503) 986-2020

Organization Improvement Services SOC Statement of Work Template

I. Tasks and Deliverables

The dates provided below are suggested dates with the exception of Task #5 which must be done by June 1st, 2024. In your proposal, please include a recommended timeline that matches your process.

Tasks/ Activities Deliverables/ Outcomes Due Dates

Task #1: Pestle Analysis Contractor shall conduct a PESTLE analysis of the Agency and provide the results to the Agency. During the analysis, Contractor shall assist the Agency to identify and plan for any external factors that may affect the Agency.

Deliverable #1.1: Contractor shall provide to Agency the results of the PESTLE analysis conducted.

April 30th, 2024

Task #2: SWOT Analysis Contractor shall conduct a SWOT analysis of the Agency and provide the results to the Agency.

Contractor shall engage key groups, as identified by the Agency.

Deliverable #2.1: Contractor shall provide to Agency the results of the SWOT analysis conducted.

April 30th, 2024

Task #3: Goals and Objectives

Agency leadership will provide an initial list of potential focus areas. Consultant should review and consider in relation to the PESTLE/SWOT results.

Based on potential focus areas and results of engagement conducted in Tasks #1-2, Contractor shall work with the Agency to set goals and objectives. The goals and objectives must be specific, measurable, achievable, relevant and time bound.

The goals must also include one related to Oregon Tribes and one goal must be related to achieving Diversity Equity and Inclusion.

In terms of strategic plan structure, the Agency is interested in a balanced scorecard/strategy map approach.

Deliverable #3.1: Contractor must submit to Agency the written goals and objectives. Preference is for this to be structured in alignment with the balanced scorecard/strategy map approach.

May 31st, 2024

Task #4: Mid-Process Status Report Contractor will compile a mid-process status report for the Agency, the Governor’s Office, and DAS Strategic Initiatives & Accountability Office. This should include a summary of stakeholder engagement results, draft options for goals, objectives, and strategies, and an updated timeline specifying completion of remaining deliverables.

Deliverable #4.1: Contractor shall submit to Agency the Mid-Process Status Report.

June 1st, 2024

Oregon Housing and Community Services | 725 Summer St. NE Suite B, Salem, OR 97301-1266 | (503) 986-2000 | FAX (503) 986-2020

Task #5: Strategy Development Contractor shall work with the Agency to develop strategies to achieve the goals and objectives created in Task #3. Agency and Contractor shall work together to determine the number of strategies needed to achieve all the goals and objectives.

Deliverable #5.1: Contractor shall submit to Agency the written strategies created.

August 16tht, Task #6: Action Plan Working collaboratively with the Agency, Contractor shall develop an action plan that outlines the specific steps the Agency will take to implement the strategies created in Task #5.

Deliverable #6.1: Contractor shall provide to Agency the written action plan.

September 30th, Task #7: Resource Allocation Agency and Contractor shall work collaboratively to determine the resources needed to implement the action plan developed in Task #5. Resource allocation must at a minimum include the following:

• Financial

• Human

• Technological

Deliverable #7.1: Contractor shall provide to the Agency the resource allocation report.

October 31st, Task #8: Monitor & Evaluate

Contractor shall work with the Agency to determine how the Agency will continuously monitor the progress and evaluate the effectiveness of the strategies created in Task #4, to determine if the strategies will need to be adjusted in the future.

Contractor shall prepare a written report that details how the Agency will monitor the progress and evaluate the effectiveness of the strategies.

Deliverable #8.1: Contractor shall provide to agency the monitoring and evaluating written report.

Deliverable #8.2: Contractor shall provide to Agency a scoring matrix based on the balanced scorecard to assist decision making and project prioritization.

November 29th, Task #9: Diversity, Equity and Inclusion Plan

Contractor shall review the Agency’s current DEI plan and provide recommendations for updates or changes.

Contractor shall provide recommendations in a written report.

If providing recommendations for updates or changes to the current DEI plan, Contractor shall provide those recommendations in a written report.

Deliverable #9.1: Contractor shall provide a written report to Agency outlining their recommended changes or updates to Agency’s current DEI plan.

December 20th, , Task #10: Information Technology Plan Contractor shall review the Agency’s current IT Strategic plan and provide recommendations for updates or changes. Contractor shall provide recommendations in a written report.

If providing recommendations for updates or changes to the current IT strategic plan, Contractor shall provide those recommendations in a written report.

Deliverable #10.1: Contractor shall provide a written report to Agency outlining their recommended changes or updates to Agency’s current IT Strategic plan.

December 20th, MAXIMUM, NOT-TO-EXCEED AMOUNT:

Oregon Housing and Community Services | 725 Summer St. NE Suite B, Salem, OR 97301-1266 | (503) 986-2000 | FAX (503) 986-2020

Exhibit A Service Order Process Key Person Reference Form

Contractor Reference #1

Firm Name:

Address:

City, State & Zip:

Contact person:

Title:

Phone:

Email:

Contractor Reference #2

Contractor Reference #3

Oregon Housing and Community Services | 725 Summer St. NE Suite B, Salem, OR 97301-1266 | (503) 986-2000 | FAX (503) 986-2020

Exhibit B Joint Venture/ Partnership/ Subcontractor Sheet

Will you be using a Joint Venture / Partnership to perform work, as identified in the RFP and Attachment A, Section 1:

Yes I will; No I will NOT

CONTRACTOR MUST MARK ONE OF THE BOXES ABOVE.

Will you be using subcontractors to perform work, as identified in the RFP and Attachment A, Section 1 (Note: this will make you the PRIME contractor):

Yes I will; No I will NOT

CONTRACTOR MUST MARK ONE OF THE BOXES ABOVE.

Submit the information below for each partner, joint venture, or sub-contractor.

Note to Contractors: More sheets may be created by cutting, pasting and re-numbering the below sections as needed.

#1: Joint Venture Partnership Subcontractor

FIRM NAME: ________________________________________________

ADDRESS: __________________________________________________

CONTACT PERSON: _________________________________________

POSITION TITLE: ___________________________________________

TELEPHONE NUMBER: ______________________________________

E-MAIL:_____________________________________________________

#2 Joint Venture Partnership Subcontractor

FIRM NAME: ________________________________________________

ADDRESS: __________________________________________________

CONTACT PERSON: _________________________________________

POSITION TITLE: ___________________________________________

TELEPHONE NUMBER: ______________________________________

E-MAIL:_____________________________________