Doc2286313374 RFP Proposal Response.pdf

RFP # Doc2286313374 1 of 18 RFP Response Packet

RFP Number Doc2286313374 Personal Services July 7, 2026

Request for Proposals (RFP) for

JOB ORDER CONTRACT PROGRAM

DEVELPOMENT AND IMPLEMENTATION

Proposal Response Packet Section 7: Submission Instructions

Section 8: Required Proposal Components

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RFP at a Glance Proposals Due:

July 30, 2026, by 4:00 p.m. Pacific Time

Summary:

Procurement Services is seeking proposals from Proposers with demonstrated experience in Job Order Contract (JOC) Program development and implementation, and proposes to engage the successful Proposer to develop, implement, and support the administration of a JOC Program that is in adherence to Oregon Revised Statutes (ORS) and Portland City Code (PCC).

The successful Proposer shall provide training and on-call support to City personnel and contractors on the Program itself. All recommendations are to be in accordance with industry best practices.

Submit Your Proposal:

City of Portland Online Procurement Center:

https://www.portland.gov/business-opportunities/events/bids

Refer to Section 2: Submission Instructions for details.

Have Questions or Need Help? Contact the Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before proposals are due. Any questions received after may not be answered.

Valentine Hellman Sr. Procurement Specialist Procurement Services

(503) 823-8234 valentine.hellman@portlandoregon.gov https://www.portland.gov/business-opportunities/events/bids mailto:valentine.hellman@portlandoregon.gov

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Section 6: Submission Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 5 of the RFP Information Packet for this RFP and the insurance required in the Sample contract in Section 4 of the RFP Information Packet.

Proposals are Due July 30, 2026, by 4:00 p.m. Pacific Time Late proposals are not accepted.

Proposal Page Limit is 10 Pages The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.

Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 7 of this document lists which parts are included in the page limit.

Proposal Contents and Organization You must provide all information requested in this RFP in your response. Responses must follow the format outlined in this RFP. We will not consider additional or unrequested materials.

Follow the order outlined in Section 7: Proposal Checklist for your submission.

Proposal Submission Instructions Submit your proposal through the City’s Online Procurement Center (BuySpeed) at:

https://www.portland.gov/business-opportunities/events/bids

The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.

Instructions for submitting a proposal are available at:

https://www.portland.gov/business-opportunities/doing-business-city/support-center

Modifying or Withdrawing Your Submission You can modify or withdraw your submission through the City’s Procurement Website, any time before the proposal due date.

https://www.portland.gov/business-opportunities/events/bids https://www.portland.gov/business-opportunities/doing-business-city/support-center

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Section 7: Required Proposal Components Proposal Checklist

Proposal Component Required/Optional Included in page limit?

Proposer Information Form Required N □

Civil Rights Data Collection Required N □

Exceptions and Deviations to the Contract Form Optional* N □

Redacted for Public Disclosure Copy Optional* N □

Redaction Summary Form

Required if Redacted for Public Disclosure Copy is provided.

N □

Project Team Required Y □

Proposer Capabilities Required Y □

Project Approach and Understanding Required Y □

Proposed Fee Structure Required N □ Equal Employment Opportunity and Access in Subcontracting Required Y □

Equal Opportunity Employer and Community Involvement Required Y □

Sustainable Business Practices Required Y □

*If these are not included with a proposal it will be assumed that there are no issues with the contract form or redactions requested.

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Proposer Information Form

Proposer’s Full Legal Name

(If Applicable) Doing Business As

Proposer’s Address

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

(If Different) Local Contact

Local Contact Phone

Local Contact Email

City of Portland Business License Tax Account # (if currently licensed) https://www.portland.gov/revenue/b usiness-tax

State of Oregon Registry Number https://egov.sos.state.or.us/br/pkg_ web_name_srch_inq.login

State of Incorporation

Common Parent My firm is not owned or controlled by a common parent Name common parent:

Redaction for Public Records

I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal.

https://www.portland.gov/revenue/business-tax https://www.portland.gov/revenue/business-tax https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login

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Open Data Requirements https://efiles.portlandoregon.gov/Re cord/10879908/

I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.

Insurance Requirements

I acknowledge the insurance requirements for the resulting Contract have been read, and either currently have or will be able to obtain insurance at level required if awarded the Contract.

I request insurance reductions.

List requested insurance reductions:

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

Proposer Information Is your firm COBID Certified? Yes

No, and my firm does not qualify.

Describe your firm’s workforce demographics

Approximate number of women and people of color to be assigned to the project, and their roles

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

Certified?

Scope and percent of work allocated

Firm’s legal name Yes Certification

No

Email Phone number BuySpeed Vendor #, if applicable

Subcontractor/Subconsultant 2 Information COBID Certified?

Scope and percent of work allocated https://efiles.portlandoregon.gov/Record/10879908/ https://efiles.portlandoregon.gov/Record/10879908/

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Firm’s legal name Yes

Subcontractor/Subconsultant 3 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Add additional rows for additional Subcontractors/Subconsultants as needed

Exceptions and Deviations to the Sample Contract

The Sample Contract is available in Section 4 of the RFP Information Packet. It contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.

As part of the Evaluation Phase 1, proposers are required to submit exceptions and deviations to the City’s Sample Contract. Proposers must make exception and deviation requests through this form.

Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.

Contract Exceptions and Deviations Form Contract Section No.

Current language Requested exception (in redline)

Reason

EXAMPLE:

Section 1.0 Definition - System

“System” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

“System” or “Solution” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

Company requests this change because our SLA and EULA refer to “Solution”. No equipment is being provided under this Contract.

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Proposal Redactions for Public Records Purposes If you want to request redactions to your proposal, you must:

1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected Microsoft Word format, with the requested redactions highlighted in yellow

a. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information

b. Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.

2. Complete the table below and submit it with your proposal.

Redaction Summary Form Proposal Page Number and Section

Content to be redacted Reason for redaction

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Project Team (Provide the following information in a separate document.)

Proposers responding to this RFP must meet the following minimum qualifications:

Five (5) years proven expertise and extensive experience in creating and implementing construction JOC, providing the full range of services identified in this RFP;

Experience with no less than five (5) clients, similar to the City of Portland, in any major metropolitan area in the United States that perform a minimum of $20 million in annual construction via JOC Task Orders.

Lead/Key Team Member Qualifications

Proposers responding to this RFP must meet the following minimum qualifications:

• A minimum of one (1) Lead Team Member shall have at least five (5) years proven expertise and extensive experience in implementing construction JOC, and providing the full range of services identified in this RFP;

• Lead Team Member(s) shall have experience with no less than three (3) clients similar to the City within the past five (5) years.

• In addition to the Lead Team Member(s), other team members who do not have the above experience must be under the direct supervision of a qualified Lead Team Member and shall either have at least one (1) year of experience with Job Order Contracting or three (3) years of experience in the field of construction.

Provide the following:

• Approximate number of people to be assigned to the project.

• Extent of company’s principal member’s involvement.

• Names of key personnel who will be performing the work on this project, and:

• their roles and responsibilities on this project

• current assignments and location

• directly relevant experience on similar or related projects

• unique qualifications

• demonstrated performance record of key personnel

• percentage of their time that will be devoted to the project

Provide a professional resume for each key personnel, including key personnel of any Subconsultant(s) proposed to be assigned to the project. Resumes shall include educational background, professional development, and demonstrate that the individual(s) meets the qualification and experience requirements for performing the work as outlined in this RFP.

Please place resumes in the Supporting Information section.

• 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. 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.

• Describe the on-going training (continuing education or experience) key team members have received, specifically as it relates to energy efficiency, green building/infrastructure design and methods, material optimization, or identifying and utilizing least-toxic and low-carbon products and materials.

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• Team qualifications and experience on similar or related projects:

• qualifications and relevant experience of prime consultant

• qualifications and relevant experience of sub-consultants, if any

Please include the project manager and staff members’ present employment status as well as information regarding their activities on any other work presently under contract by the firm. If any proposed key personnel are committed to another project, when will they be available for the work solicited in this RFP

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Proposer Capabilities

• 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. Provide the same information for any subconsultants to be utilized on the project.

• Provide the address of the firm’s home office and the address of the office that will manage the project, if applicable.

• Describe directly relevant experience on similar or related projects, of key personnel who will be performing the work on this project.

• Describe their demonstrated performance record on similar or related projects.

• Describe similar projects performed within the last five (5) years, which best characterize firm’s capabilities, work quality and cost control.

• For each project mentioned, include the name, address and phone number of a person who can be contacted regarding your performance on the project. When submitting projects for which your firm worked in an auxiliary capacity or in a joint venture or partnership, include the name of the lead firm.

• Describe similar projects with other government agencies.

• Describe firm’s resources available to perform the work for the duration of the project and other on-going projects.

• Describe firm’s internal procedures and/or policies associated or related to work quality and cost control.

• Describe firm’s management and organizational capabilities.

• Describe or provide a detailed description of firm’s approach to overall management and integration of all activities required by the scope of work, including the management objectives and techniques that demonstrate how the work requirements will be met.

• Include organizational charts, a statement regarding lines of authority and responsibility, and a statement regarding how the Proposer is prepared to respond promptly to problems and any changes to scope of work.

• Describe your firm’s capability to help a governmental agency implement a JOC Program for the first time.

• Does your firm utilize software to facilitate work with companies and contractors? If so, describe.

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Project Approach and Understanding

In general:

• Describe the way your firm’s Job Order Contracting process works.

• Describe roles and responsibilities throughout the Job Order Contracting process for

City staff and your staff.

For each phase of work, the project approach should:

• Describe the proposed work tasks and activities. Provide a narrative description of how the firm proposes to execute the tasks during each phase of the project.

• Identify the team members who will work on each task.

• Describe the proposed work products that will result from each task or activity.

• Identify points of input and review with City staff.

• Based on your firm’s expertise and experience with similar projects, demonstrate how your firm will effectively complete the proposed project.

• Identify the time frame estimated to complete each task.

• Please provide the following information on the proposed unit price book:

• Price collection methodology

• Approach to localizing prices

• Anticipated number of material, labor, and equipment line items

• Maturity of book (how long has it been published/in use)

• Revision cycle (when was it last updated/when is it scheduled to be updated):

• Revision methodology

• Other relevant factors to describe the quality or comprehensiveness of the book If applicable, discuss any unique aspects of the project, alternative approaches the City might wish to consider, or special considerations related to programmatic/funding requirements.

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Pricing Proposal

The City expects the following amounts of work in the next five (5) years that would be appropriate for a JOC Program:

Proposers should propose a tiered fee structure based upon dollar thresholds associated with work resulting from the JOC Program. Please provide pricing information in a format similar to the following:

Annual Volume of Work in dollar amount or percentage Proposed fee structure

>$0, but < $5M

>$5M, but < $10M

>$10M, but < $25M

>$25M, but < $50M

>$50M, but < $100M

>$100M

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

Equal Employment Opportunity and Access in Subcontracting How are you providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses? Your approach and description must, at a minimum, address the following:

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

Project 1 Project name

All subcontractors/subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each

Project 2 Project name

All

Project 3

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Project name

All subcontractor

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

How outreach will be conducted to inform subcontractors/subconsulta nts opportunities.

Any mentoring and technical assistance to be made available to subcontractors/subconsulta nts.

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

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

Action/Ongoing Practice 1

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Describe the action or ongoing practice

Describe when you started and any timelines for implementation

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

Action/Ongoing Practice 2

Action/Ongoing Practice 3

Equal Opportunity Employer Practices Describe your Equal Opportunity Employer recruitment and retention procedures and/or policies.

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

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Describe your firm’s employee compensation structure, (e.g., living wages, healthcare coverage, employee leaves, dependent care, etc.)

Describe your firm’s commitment to community service (e.g., charitable programs, scholarships, economic development, etc.)

Sustainable Business Practices Portland Public Contracting Rule 5.33.010 defines “Sustainable Procurement” as a “procurement that has the greatest positive environmental, social, and economic impacts possible over the entire life cycle.” Sustainable procurement involves the sustainability aspects related to the goods, services, and suppliers along the supply chains. Sustainable Procurement contributes to the achievement of organizational sustainability objectives and to overall sustainable development.

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

Action/Ongoing Practice 1

Action/Ongoing Practice 2

Action/Ongoing Practice 3

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Action/Ongoing Practice 4

Action/Ongoing Practice 5

Does your firm hold any third-party certifications related to sustainable business operations?

(e.g. B-Corp certification or similar) Name of the Certification Link to the certification requirements Name of organization who administers the certification