EMPLOYEE ENGAGEMENT SURVEY RFP 25HR701.pdf

REQUEST FOR PROPOSALS

Solicitation No: 25-HR01

For the Provision of:

“EMPLOYEE ENGAGEMENT SURVEY”

Please direct your inquiries and submit proposals to:

Rachel Jones, Interim Sr. Manager, Procurement and Contracts

Oregon Child Development Coalition Inc

9140 SW Pioneer Ct Ste E

Wilsonville, OR 97070

RFP@ocdc.net

OCDC’s Mission:

Oregon Child Development Coalition (OCDC) is dedicated to improving the lives of children and families by providing early childhood education, care and championing with unique and supportive services to enhance family growth and community success.

OCDC’s Vision:

Children are prepared for success in school and life;

parents are engaged with their children, family and community.

1 SECTION: GENERAL INFORMATION

1.1 AGENCY BACKGROUND

The Oregon Child Development Coalition is a private, non-profit organization governed by a volunteer Board of Directors. OCDC was founded in 1971, prompted by the collaborative response to a tragic farm accident involving the death of a young child. Prior to this, the care and needs of migrant farm workers’ children was incredibly difficult, as their parents were working all day in the fields. The children either accompanied their parents or were left with older siblings for up to 12 hours a day.

Local volunteers in various communities across the state decided to change this intolerable situation by providing childcare. When state and federal funding were sought, these communities banded together and formed a coalition. In the many years that have passed since the organization’s founding, OCDC has evolved into one of the largest early childhood care and education services providers in Oregon, not to mention the state’s 6th largest non-profit organization. Each year the Oregon Child Development Coalition services over 4,000 children and families across 30 sites in 15 Oregon counties. Honoring our roots and looking confidently into the future, we remain committed to excellence around providing early childhood care and education opportunities to children and families to promote growth and independence.

1.2 PROJECT OVERVIEW AND PURPOSE

The Oregon Child Development Coalition (OCDC) Human Resources Department is seeking proposals from qualified individuals or firms to implement and manage our employee engagement surveys. Historically, we have conducted a single comprehensive survey every three years to meet Head Start compliance requirements. However, we now intend to adopt a more responsive and performance-linked model.

We are shifting to a biannual survey schedule with an additional targeted pulse survey between administrations. This approach supports timely engagement insight and actionable feedback.

We are particularly interested in transitioning from a satisfaction survey to an engagement survey model that prioritizes evidence-based, actionable items linked to performance outcomes.

Our goals are to:

• Increase responsiveness to employee feedback;

• Equip managers with team-level data and resources;

• Promote accountability for engagement and team development.

1.4 PERIOD OF SERVICE

The contract is tentatively scheduled to begin on or about September 1st, 2025.

Unless otherwise stated, all contracts are for a period of one (1) year with an option to renew for up to four (4) additional one-year terms or any combination of time equally not more than five (5) years if agreed to by OCDC and the Proposer.

2 SECTION: SCOPE OF WORK/DELIVERABLES

2.1 DELIVERABLES

2.1.1 Assessment

Proposer will:

• Review OCDC’s organizational goals, culture, and Head Start

Performance Standards;

• Understand the current survey structure and reporting process;

• Assess the relevance of new approach and provide change management for our leadership team.

2.1.2 Consultation and Survey Design

• Engage key stakeholders (e.g. HR, Executive Leadership Team (ELT), managers) to align survey strategy with agency goals;

• Support customization of applicable survey items to reflect OCDC priorities: Resilience-Centered Wellbeing Approaches, Societal and Linguistic Respectfulness, Teamwork & Accountability, and Employee Development;

• Design engagement-based survey to be implemented twice per year and an additional three to four question pulse survey in off-cycles.

2.1.3 Survey Delivery

• Implement the engagement-based survey twice per year;

• Deliver a three to four question pulse survey in off-cycles;

• Ensure each manager receives their own survey results directly, without requiring ELT level filtering.

2.1.4 Training, Coaching and Action Planning

• Provide training for managers on survey strategy, communication, and expectations;

• Provide training and tools for managers to interpret results and create action plans;

• Offer resources such as webinars, team-building guides, and follow-up strategies;

• Flag low-scoring managers and recommend targeted coaching or development interventions.

2.1.5 Communication Development

• Create communication materials to help roll out the new survey model;

• Collaborate with OCDC to ensure employees understand the survey purpose, frequency, and action planning process.

3 SECTION: PROPOSAL EXPECTATIONS

3.1 PROPOSAL INCLUSIONS

At a minimum, submission should include:

3.1.1 Approach & Methodology

Generally, detail the involvement of OCDC staff and resources in the process. Describe, in detail, the process you would utilize to prepare and deliver the objectives, including timelines, deliverables, and communication protocols.

3.1.2 Experiences

Description of the background, experience and qualifications of the Proposer that may be used to perform the work, as well as similar information from any proposed subcontractors or strategic partners.

Please include:

• Length of time in business providing services to non-profit organizations;

• Any experience working with other Head Start Agencies;

• Total number of current active clients;

• Total number of nonprofit 501(c)(3) clients.

3.1.3 Examples

Provide three references, (complete ATTACHMENT F – PROPOSER REFERENCE FORM), for the most recent projects or contracts, include a brief description of project type, size, location, duration and objectives. Please include a chronological timeline describing the tasks performed to fulfill the project deliverables, and the actual project budget.

3.1.4 Fee Structure

Describe in detail your fee structure. OCDC will use the fee information as a part of the selection process and reserves the right to negotiate the final fee structure. The budget for this project is to be negotiated. The Proposer will be required to provide a not-to-exceed estimate, to be subsequently approved by OCDC prior to work commencing.

3.2 EVALUATION PROCESS

3.2.1 Responsiveness and Responsibility Determination

In determining the “apparent successful Proposer,” in addition cost, The Proposer’s compliance with the requirements of this solicitation, and the items listed below, shall be given consideration.

• The ability, capacity and skills of the Proposer to perform the contract or provide the service required;

• The character, integrity, reputation, judgment, experience, and efficiency of the Proposer;

• The quality of performance of the Proposer on previous contracts or for similar services;

• The previous and existing compliance by the Proposer with the laws relating to contract and services;

• Such other information as may be secured having a bearing on the decision to award the contract.

Proposals will be evaluated by OCDC based on the responses to the information requested.

Selection will be based upon the overall merit and best value to OCDC, in its sole judgement, taking into consideration the evaluation criteria.

3.2.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of the Evaluation Committee. Evaluation Committee members may change and OCDC may have additional or fewer evaluators for options rounds of competition.

Evaluators will assign a score for each evaluation criterion listed below, up to the maximum points available as specified.

OCDC will score each Proposal by reviewing and evaluating the Proposal content requirements outlined above in the Proposal Expectations section. The following table indicates how the total points in the scoring will be assigned by the required Proposal item.

Failure to meet minimum requirements for any individual item may disqualify the Proposal regardless of the total points scored for the other items. Each item will be evaluated as follows:

EVALUATION CRITERIA MATRIX MAXIMUM

POINTS

POSSIBLE

1. Project Approach – assessment, design, development, implementation and evaluation

2. Collaborative Approach 20

3. Industry Expertise in Employee Engagement

5. Scalable tools for managers and employees

6. Price Evaluation

TOTAL POINTS POSSIBLE 100

3.3 PROPOSAL INSTRUCTIONS

3.3.1 Who May Apply

Qualified applicants, individuals or firms with proven experience providing the requested services to non-profit entities or local government agencies.

3.3.2 Timetable

ACTIVITY DUE DATE TIME DUE

RFP Released July 7th, 08:00 am

PST

Questions/Requests for Clarification Due July 14th, 10:00 am

PST

Response to Questions/Requests Due July 17th, 4:00 pm

PST

Proposals Due July 23rd, 2:00 pm

PST

Presentations, Demonstrations, Interviews As needed As needed

Issuance of Notice of Intent to Award (approx.) July 31st, 4:00 pm

PST

3.3.3 Inquiries

All questions requesting clarification of the requirements should be submitted in writing to RFP@ocdc.net.

Important: All questions must cite the Soliciation section and paragraph number.

Depending upon the nature of the inquiry and the response, copies of the question and response may be distributed to all other potential Proposers. The closing date for asking questions is given in the solicitation timetable. OCDC may exercise its option not to reply to Proposer inquiries; therefore, Proposers should be prepared to submit a proposal based on the information included in the Solicitation.

Unauthorized contact regarding this Solicitation with our OCDC employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on OCDC.

3.3.4 Interpretation of Solicitation

Should Proposers discover any discrepancies in or omissions from the specifications of this Solicitation, or if there is a doubt as to their meaning, the Proposer shall at once notify OCDC, in writing. Messages should be sent via email to RFP@ocdc.net. OCDC will send written instructions or addenda as required to all interested parties.

All addenda issued shall be incorporated into the contract. The Proposer shall not be responsible for or bound by oral interpretations. Only questions answered by written addenda are binding. Questions received less than five (5) business days before the proposed due date for submission of proposals cannot be answered.

mailto:RFP@ocdc.net

3.3.5 Revisions to the Solicitation

OCDC reserves the right to change the acquisition schedule or cancel the Solicitation at any time. OCDC reserves the right to make corrections or amendments due to errors identified in the solicitation by OCDC or the Proposer. Any changes will be dated and attached to, and made a part of, the solicitation. All changes must be coordinated in writing with, authorized by, and made by the Sr. Manager Procurement and Contract. All Solicitation corrections and amendments will be posted to the solicitation.

3.3.6 Proposal Submission Instructions

A Proposal may be submitted electronically through email to: RFP@ocdc.net. Email subject line must include “RFP 25-HR01 Employee Engagement Survey”

Late Proposals w ill not be considered.

3.3.7 Required Documents

• Letter of Interest;

• Detailed Proposal with fee structure;

• Resume of project staff;

• References (Attachment F);

• IRS Form W-9

3.3.8 Right to Reject

OCDC reserves the right to accept or reject any or all Proposals received as a result of this RFP, to negotiate with any or all prospective contractors on modifications to Proposals, to waive formalities, to postpone award, or to cancel in part or in its entirety this RFP if is in the best interest of OCDC to do so.

4 SECTION: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Intent to Award Notice

Upon conclusion of evaluation and final negotiations with the successful firm, all Proposers submitting proposals in response to this RFP will be informed, in writing, of the name of the successful Proposer.

If OCDC receives only one Proposal, OCDC may dispense with the evaluation process and proceed with Contract/Price Agreement Negotiations and award.

4.1.2 Federal and State Pass-Through Requirements

4.1.2.1 Debarment and Suspension: E.O.’s 12549 and 12689

• The Contractor certifies by entering into this contract that neither it nor its principals nor any of its subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from entering into this contract by any federal agency or by any department, agency or political subdivision of the State of Oregon. The term “principal” for purposes of this Contract means an officer, director, owner, partner, key employee or other person with primary management or supervisory responsibilities, or a person who has a critical influence on or substantive control over the operations of the Contractor.

• The Contractor certifies that it has verified the state and federal suspensions and debarment status for all subcontractors receiving funds under this contract and shall be solely responsible for any recoupment, penalties or costs that might arise from use of a suspended or debarred subcontractor. The contractor shall immediately notify OCDC if any subcontractor becomes debarred or suspended, and shall, at OCDC’s request, take all steps required to terminate its contractual relationship with the subcontractor for work to be performed under this Contract.