REQUEST FOR PROPOSAL

COUNTYWIDE FINANCE DEPARTMENT ORGANIZATIONAL

ASSESSMENT

(NO. 2026.069-RFP)

FOR

Washington County, Oregon

RELEASE DATE: July 23, 2026 DEADLINE FOR QUESTIONS: August 3, 2026

RESPONSE DEADLINE: August 7, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Countywide Finance Department Organizational Assessment

1. Request for Proposals

2. Introduction

3. Overview and Purpose

4. Tasks and Deliverables

5. Evaluation Phases

6. Evaluation and Award Process

7. Instructions to Proposers

8. Terms and Conditions

9. Vendor Submissions

Attachments:

A - 1.28.2026_PP_SERVICES_CONTRACT

B - 2022-ATTACHMENT-C

Countywide Finance Department Organizational Assessment

1. 1. Request for Proposals

(No.2026.069-RFP)

Washington County, Oregon is requesting proposals from qualified firms to provide Countywide Finance Department Organizational Assessment.

Proposals must be received by 2:00 pm Friday, August 7, 2026.

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://procurement.opengov.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, Senior Procurement Analyst

Posted to: Thursday, July 23, 2026 OregonBuys https://www.washcopurch.com/biz

Countywide Finance Department Organizational Assessment

2. 2. Introduction

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

1. 2.1. Summary

The purpose of this engagement is to conduct a comprehensive assessment of the County’s finance function, including the central Finance Department and all personnel performing finance-related duties across county departments. The assessment will identify opportunities to improve organizational structure, clarify roles and responsibilities, strengthen internal controls, streamline workflows, and ensure the County’s financial operations are aligned with best practices and statutory requirements.

2. 2.2. 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 is the second-largest county in Oregon by population, with approximately 618,737 residents as of 2025. Located in the Portland metropolitan area, it spans roughly 724 square miles, and its county seat is in Hillsboro. The county’s diverse economy encompasses major urban centers like Beaverton and Tigard, as well as significant agricultural and rural communities.

The Finance Division—based in the Charles D. Cameron Public Services Building in Hillsboro— manages the County’s accounting systems, financial records, budget, Procurement, cash management, debt payments, cost allocations, and internal controls. Comprised of 35 FTE, the department provides fiscal services to operating departments, including accounts

Countywide Finance Department Organizational Assessment payable/receivable, payroll, treasury operations, purchasing, investment management, budget reporting, system design, grant coordination, and financial consultation. The Division also oversees property tax and transient lodging tax collection and distribution.

Washington County operates a diverse set of service areas organized into multiple departments, offices, and elected functions, including Public Safety, Health and Human Services, Land Use and Transportation, Support Services, Housing, the Sheriff’s Office, District Attorney, Assessment & Taxation, and the County Administrative Office. The County manages a complex fund structure typical of large Oregon counties, encompassing the General Fund, special revenue funds, enterprise funds, internal service funds, debt service funds, and capital project funds. This structure supports a broad array of mandated and discretionary services and requires coordinated financial oversight across decentralized operational units. As a result, finance related duties—including accounting (billing, invoice processing, and journal entries), budgeting, grant management, purchasing, and reconciliation—are distributed across multiple departments. Washington County has recently updated financial policies and launched an ERP system. This has created a need for a clear governance model and well aligned roles to ensure consistency, compliance, and effective financial stewardship.

3. 2.3. Contact Information

Kiersten Vanderhoof Senior Procurement Analyst 155 North First Ave, Ste 270, MS 28 Hillsboro, OR 97124 Email: kiersten_vanderhoof@washingtoncountyor.gov Phone: (503) 846-3585 Department:

Finance

4. 2.4. 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 July 23, 2026

Question Submission Deadline August 3, 2026, 5:00pm

Submittals Due August 7, 2026, 2:00pm mailto:kiersten_vanderhoof@washingtoncountyor.gov tel:(503)846-3585 https://secure.procurenow.com/portal/washington-county-or

Countywide Finance Department Organizational Assessment

3. 3. Overview and Purpose

1. 3.1. Project Objectives

The County plans to engage a contractor to:

• Evaluate the structure, staffing, and functional alignment of the central Finance Department.

• Identify and map finance-related activities performed outside the Finance Department (e.g., AP/AR, grants management, payroll, procurement, budgeting, capital planning).

• Assess the current structure and highlight the areas of highest risk for errors/non-compliance.

• Provide recommendations for future-state organizational structure, staffing levels, and service delivery models.

• Recommend more consistent classifications and/or roles to ensure consistent practices across the county.

• Provide several timelines for implementing recommendations.

2. 3.2. Qualifications

The successful proposer will demonstrate experience in:

• Local county government finance department organizational reviews.

• Public sector process mapping staffing analysis and classification/competency evaluation.

• County government governance and compliance requirements.

3. 3.3. Suggested Project Timeline

The County anticipates an 8-month project duration, structured to align with stakeholder availability and deliver high-quality outputs at each milestone:

Month(s) Key Activities

1 Kickoff, documentation review, project planning

2–3 Finance department assessment & benchmarking

3–5 Countywide function mapping & process documentation

Countywide Finance Department Organizational Assessment

4–6 Systems review & internal controls evaluation

5–7 Stakeholder interviews, survey, focus groups

7–8 Future-state design, recommendations, and implementation roadmap

8 Final report drafting and presentations

4. 3.4. County Responsibilities

The County will provide timely access to documents, staff, facilities, and systems necessary to complete the assessment.

Countywide Finance Department Organizational Assessment

4. 4. Tasks and Deliverables

1. 4.1. Task 1: Project Kickoff and Background Review

• Conduct a kickoff meeting with key County leadership.

• Review existing organizational charts, job descriptions, budgets, financial policies, collective bargaining agreements, audit reports, and process documentation.

• Develop and submit a final project plan with schedule, communication plan, and key milestones.

Deliverable: Final Project Plan and Document Request List.

2. 4.2. Task 2: Finance Department Organizational Assessment

• Evaluate current organizational structure, reporting relationships, supervisory spans of control, and decision-making hierarchy.

• Assess each major functional area (e.g., accounting, budget, treasury, payroll, procurement, grants, capital finance).

• Conduct workload and staffing analysis.

• Benchmark against comparable counties and industry best practices.

Deliverable: Assessment of Central Finance Department Structure and Staffing.

3. 4.3. Task 3: Countywide Finance Function Mapping

• Identify all personnel outside the Finance Department performing finance or budget related duties.

• Document roles, workloads, authority levels, and separation of duties.

• Map end-to-end processes (e.g., purchasing to payment, revenue collection, payroll, grant management) showing cross-department interactions.

• Identify duplications, gaps, inefficient handoffs, and inconsistent practices across departments.

• Identify strengths and benefits of the current system, as well as staff and teams modeling successful workflows and practices.

4. 4.4. Task 4: Stakeholder Engagement

• Conduct interviews and/or focus groups with County and various Department leadership, Finance Department staff, and key financial stakeholders within operating departments.

Countywide Finance Department Organizational Assessment

• Gather perspectives on service quality, communication, clarity of roles, and process challenges.

• Administer an optional countywide survey on finance service delivery and internal customer satisfaction.

Deliverable: Stakeholder Engagement Summary.

5. 4.5. Task 5: Recommendations and Future-State Organizational Model

• Develop a recommended organizational structure for the Finance Department, including staffing levels, job classifications, reporting lines, and functional alignment.

• Recommend a scale of governance structure options, providing balanced analysis for centralized, decentralized, and hybrid models.

• Outline training, competency development, and workforce succession needs.

Deliverable: Future-State Organizational Structure & Recommendations Report.

6. 4.6. Task 6: Implementation Plan

• Develop a phased implementation roadmap with timeline, resource needs, estimated costs, and change-management considerations.

• Provide quick wins, moderate changes, and long-term transformation steps.

Deliverable: Implementation Roadmap.

7. 4.7. Task 7: Final Report and Presentation

• Provide regular updates on progress throughout engagement.

• Deliver a written final report consolidating all analyses, findings, and recommendations.

• Present findings to County leadership and, if requested, the Board of Commissioners.

Deliverable: Final Report and Executive Presentation.

Countywide Finance Department Organizational Assessment

5. 5. Evaluation Phases

Proposal not to exceed 25 pages.

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 (9.1% of Total)

2. Consultant Qualifications & Relevant Experience (20 points) Detail how your firm performs:

process mapping, staffing analysis, job classification and competency evaluations. Provide any certifications and/or credentials that teams members hold.

Points Based 20 (18.2% of Total)

3. Project Methodology & Technical Approach (20 points) Explain the methodology your firm will use, including approaches for completing and submitting each deliverable.

Points Based 20 (18.2% of Total)

4. Stakeholder Engagement & Communication Plan (15 points) Provide a plan for interviews, focus groups, surveys, and department outreach. Explain how your firm will engage diverse internal stakeholders and synthesizing perspectives. Provide a communication plan with meaningful touchpoints and transparency.

Points Based 15 (13.6% of Total)

5. Work Plan, Timeline, and Project Management (15 points) Detail your work plan and timeline. Include milestones, task sequencing, and project management strategy. Detail how you navigate complex multi-department assessments.

Points Based 15 (13.6% of Total)

Countywide Finance Department Organizational Assessment

6. Quality of Proposed Deliverables & Reporting (10 points) Provide the deliverables proposed and examples of prior work including recommendations, organizational models and implementation plans.

Points Based 10 (9.1% of Total)

7. Cost Proposal (10 points) Points Based 10 (9.1% of Total)

8. Access & Opportunity: Commitment to Equity, Inclusion, and Diverse Participation (10 points) Detail your commitment to equitable contracting practices, including:

• Use of diverse, women-owned, service-disabled veteran-owned, or minority-owned subcontractors or team members.

• Clear internal policies promoting workforce diversity and inclusion.

• Equitable participation in stakeholder engagement.

Points Based 10 (9.1% of Total)

Countywide Finance Department Organizational Assessment

6. 6. Evaluation and Award Process

1. 6.1. 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. 6.2. 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. 6.3. 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. 6.4. Period Proposal Validity

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

5. 6.5. 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

Countywide Finance Department Organizational Assessment 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. 6.6. 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. 6.7. 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. 6.8. 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

Countywide Finance Department Organizational Assessment 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. 6.9. 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. 6.10. Contract Term

The term of the contract will be Initial contract term will be two years, with the option to renew for up to five years. Changes in the term of the contract are allowed if agreed upon by both parties and not to exceed 5 years.

The maximum term of the contract will be five years.

The estimated expenditure for the contract is approximately ___________. Actual expenditures may be more or less depending on actual requirements.

11. 6.11. 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.

Countywide Finance Department Organizational Assessment

7. 7. Instructions to Proposers

1. 7.1. Deadline Disclaimer

It is the responsibility of the responder to upload and submit their electronic response 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.

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. All responses must be submitted, not in process, by that time…no exceptions are allowed.

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.

2. 7.2. 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. 7.3. Communication

Communication regarding this solicitation between a potential or actual Proposer and any Washington County staff, evaluation team member or any individual who has been in attendance during discussions regarding the scoring of proposals is strictly prohibited, all questions must be directed to the Procurement Division staff. These types of communication are prohibited from the time the Request for Proposals (RFP) is advertised until the award of a contract to the proposer selected. Failure to abide by this may be grounds for disqualification.

4. 7.4. 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

Countywide Finance Department Organizational Assessment 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. 7.5. 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.

6. 7.6. 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#: 2026.069-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. 7.7. 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.

Countywide Finance Department Organizational Assessment

8. 7.8. 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.

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 Monday, August 3, 2026 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. 7.9. 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 2:00 pm Friday, August 7, 2026. 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.

Countywide Finance Department Organizational Assessment

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.

• 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.

https://secure.procurenow.com/portal/washington-county-or/projects/282247/document?section=2722992

Countywide Finance Department Organizational Assessment

8. 8. Terms and Conditions

1. 8.1. Laws and Regulations

A. 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.

B. 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. 8.2. Recycled Materials and Sustainable Products and Processes

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

B. 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.

C. 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. 8.3. Proprietary Information, Ownership and Use of Documents

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

B. 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:

Countywide Finance Department Organizational Assessment

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

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

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

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

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

E. 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.

F. 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.

G. 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. 8.4. Rights of the County

The County expressly reserves the following rights:

A. To waive irregularities in the proposals submitted.

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

C. 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.

D. 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.

E. To negotiate contract terms and conditions.

Countywide Finance Department Organizational Assessment

5. 8.5. Subcontractor Payment Reporting

A. 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.

B. 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. 8.6. Qualifications, References and Responsible Proposer

A. Qualifications of proposers will be evaluated when determining the award. Proposers may be required to produce acceptable personal, business, and credit references and completed examples of previous work of a similar nature.

B. The County reserves the right to investigate references and to consider the past performance of any proposer with respect to its performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of services on schedule, and its lawful payment of employees and workers whether or not specifically listed by the proposer.

C. Before awarding a contract, the County shall determine that the apparent successful proposer has met the requirements of responsibility outlined in ORS 279B.110.

7. 8.7. Social and Lawful Fairness in Access and Treatment

A. In order to promote economic growth, the County seeks to maximize the participation of consultants, partners, contractors, and suppliers with varied experience and backgrounds throughout the duration of the project.

B. Working in a way that promotes the empowerment of individuals, organizations, and communities most affected by unlawful fairness in access and treatment is a practical method of achieving County goals. The County wants to integrate empowering and lawfully fair strategies that allow for authentic voice to be heard and ultimately represented in decisions from this delivery of service.

C. 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.

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

Countywide Finance Department Organizational Assessment

D. 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 unlawful fairness in access and treatment.

8. 8.8. Cooperative Purchasing

A. 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.

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

C. 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.

D. 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. 8.9. Form of Contract

A. A copy of the County's 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, attachments provided, and the successful proposer's response documents.

B. 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. 8.10. Insurance Requirements

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

11. 8.11. Oregon Corporate Activity Tax (“CAT”)

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

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

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

B. 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

Countywide Finance Department Organizational Assessment 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.

Countywide Finance Department Organizational Assessment

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

☐ Yes

☐ No *Response required

3. 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

Countywide Finance Department Organizational Assessment

4. 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. 5. Oregon Secretary of State Business Registry* Enter your registry number without dashes or spaces. If you are not currently registered enter N/A. If you are the successful bidder you will be required to register with the Secretary of State in order to contract with the County, per OAR 125-246-0330.

*Response required

6. 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. 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. 8. 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 25 8.5" x 11", pages of written material (excluding biographies and brochures which may be included in an appendix) describing the ability of the 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. 8.1. Proposal Content* Upload your proposal 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.

Countywide Finance Department Organizational Assessment

*Response required

2. 8.2. 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.

3. 8.3. 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.

4. 8.4. 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.

5. 8.5. 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