Informal RFP - 2023 Community Needs Survey~1.pdf

INFORMAL REQUEST FOR PROPOSALS

for

COMMUNITY NEEDS SURVEY

Project Manager: Sara Anselment, Park Planner saraa@bendparksandrec.org, (541) 706-6118

Contract Administrator: Justin Sweet, Business Analyst contracts@bendparksandrec.org, (541) 706-6102

Proposals Due: June 1, 2023 at 2:00 PM

Project Summary: The Bend Park and Recreation District (the “District”) requires a statistically valid community survey to establish priorities for the development and maintenance of parks and recreation facilities, and programs and service.

Estimated Budget: Based upon similar previous surveys conducted for the District, the

District estimates this project may cost approximately $25,000.

However, this estimate does not consider inflation and other price increases.

mailto:saraa@bendparksandrec.org mailto:contracts@bendparksandrec.org

Template 04.28.2023

Article 1

INTRODUCTION

1.1 Introduction

An Oregon special district separate from the City of Bend, the District is governed by a five-member, elected Board of Directors, and managed by an Executive Director.

The District, through this Informal Request for Proposals (“I-RFP”), is seeking Proposals from qualified organizations interested in providing community survey services to conduct a statistically valid survey to establish priorities for the development and maintenance of parks and recreation facilities, and programs and service. This research will inform District communications and identify community priorities.

Proposals must be based on the “Scope of Work” described in Article 2 below and in compliance with all prescribed public procurement requirements and this I-RFP. Proposers submitting a

Proposal in response to this I-RFP do so at their sole expense; the District is not responsible for any Proposer expenses associated with this I-RFP or the preparation of any Proposal.

1.2 Description; Background; Current Conditions

The District has conducted the community needs survey at semi-regular intervals since 2004.

Specifically, surveys were conducted in 2004, 2008, 2011, and 2017. Questions for the 2023 survey will include some of those asked in previous years to track changes over time, and new questions will be added to gather feedback on current topics of interest. The District also completed an awareness and perception survey in 2022, and a community recreation survey in

2018. The findings of those surveys do not need to be benchmarked in this community needs survey; however, the District anticipates reviewing the questions asked in those surveys for streamlining this community needs survey.

1.3 Desired Outcomes

The District intends to use the results of this survey to inform a “minor” update to the District’s

Comprehensive Plan.

1.4 Project Schedule

The District anticipates having a Consultant on board by July 2023 to begin development of survey goals and design, with completed results and report available by mid-September to

October 2023. A report to the District’s Board of Directors, led by the Consultant, is anticipated to occur in November 2023.

https://www.bendparksandrec.org/about/planning-and-development/comprehensive-plan/

Article 2

SCOPE OF WORK

2.1 Scope of Work

The Scope of Work described below is intended to provide Proposers with a general understanding of the District’s expectations for the project. Proposers are encouraged to suggest alternative approaches to this scope based on their professional experience.

2.2 Survey

(a) Confirm Survey Goals. Consultant will work with the District’s project team to identify and confirm the goals and outcomes desired from the survey.

(b) Develop Survey Instrument(s). Consultant will develop and pre-test survey questions and instrument(s) to ensure clarity, reliability, and that the survey is meeting project goals. To the maximum extent possible, survey questions should be designed for benchmarking with past and/or future surveys, as well as similar surveys utilized by other public agencies. The survey will be available to the public in both English and Spanish. Proposals must include a specified cost for translation of the survey into Spanish and processing of surveys taken in Spanish.

(c) Conduct Statistically Valid Survey. Consultant will administer and conduct a survey that provides maximum statistical error rates of plus or minus 5% at the 95% confidence level. The survey sample must be representative of the adult population of Bend (age 18+) including, at a minimum, gender, age, households with children under 18 years, geography, and income. The District is also interested in ensuring the survey reaches a representative number of “non-users”. The District desires a sample size large enough to provide meaningful cross tabulations.

(d) Conduct Open Link Survey. Consultant will administer and conduct an open link survey available to the general public (likely online) for a period following the statistically valid survey. The open link survey will include the same questions as the statistically valid survey, and will provide the opportunity to engage the broader community in this survey effort.

2.3 Community Outreach

(a) Outreach Plan. Consultant will work with the District to refine the District developed community outreach plan. The main goal of the community outreach will be to engage the community and encourage them to participate in the open link survey.

(b) Outreach Execution. The District anticipates a total of two outreach events to engage the community totaling no more than four hours in their entirety. Proposals must provide a separate cost for Spanish language interpretation support for two meetings of up to two hours each. District staff will host these outreach meetings and Consultant support will not be required beyond interpretation and materials development.

2.4 Data Processing and Reporting

Consultant must process data using statistically valid methods and provide a clear report on results including, without limitation: percentage response to questions, charts, graphs, and tables that represent results, and cross tabulation data. Statistically valid results must remain separate from the open link survey results; however, results must be compared to illustrate discrepancies.

2.5 Meetings

Consultant must take attend and/or lead the following meeting; fees for the following meetings must be included in Proposer’s Price Proposal:

(1) one project kick-off meeting, either virtual or in-person;

(2) three coordination meetings, either virtual or in-person; two prior to survey execution to confirm survey methodology, survey questions, and outreach approach; one post report development to discuss recommended changes;

(3) summary of survey data findings, Consultant will meet with District project team to present findings and analysis, and discuss application, limitations, and benchmarking opportunities prior to completing a written report summarizing the results and analysis;

and

(4) District Board of Directors meeting, Consultant will take the lead role in presenting survey findings to the District’s Board of Directors in a public meeting and answer questions.

2.6 Deliverables

(a) Survey results must be provided in written report format with supporting chart, graphs, and tables as necessary. The Consultant should expect to provide a draft report for the District’s review and comment, followed by a final report.

(b) Develop succinct infographic to communicate the survey results with the public. This should be developed in a format that can easily be shared via social media, the District website, and email.

(c) The Consultant must develop a presentation for the District Board of Directors to review the survey findings.

2.7 Additional Work

Following completion of the community needs survey, the District may offer the Consultant a contract amendment for an additional survey related to recreational needs and perceptions which would be substantially similar in scope to the 2018 recreation survey detailed in the attached Recreation Survey Report (see section 6.1).

2.8 Highest Standards

In addition to the minimum required specifications set forth in this Article 2 and any applicable attachment(s), the Consultant must meet the highest standards prevalent in the industry or business most closely involved in providing the goods and/or services at all times for the duration of the contract.

Article 3

INSTRUCTIONS TO PROPOSERS

3.1 Solicitation Schedule

The following “Solicitation Schedule” provides the timelines, due dates, and milestones of this I-

RFP. The District reserves the right to deviate from the Solicitation Schedule, any deviations will be made via written Addendum.

EVENT DATE

I-RFP Issuance May 3, 2023

Solicitation Protest/Clarification Deadline May 19, 2023 at 5:00 PM

Solicitation Protest/Clarification Response (estimated) May 26, 2023

“Closing” June 1, 2023 at 2:00 PM

Presentations, Demonstrations, and Interviews (if held) week of June 19, 2023

Notice of Intent to Award (estimated) June 26, 2023

3.2 Pre-Proposal Meeting

No pre-Proposal meeting will be held for this I-RFP.

3.3 Addenda

The requirements of this I-RFP may only be changed by issuance of written Addenda by the

District. Proposals will be considered non-responsive if the Proposal does not reflect all substantive Addenda.

3.4 Proposal Format

(a) Proposers are encouraged to exercise brevity in compiling their Proposal. Elaborate art work, cover pages, head shots, expensive paper or binders, brochures, or other promotional presentations beyond that sufficient to present a complete and effective Proposal are not desired.

(b) Written Proposals cannot exceed a total of eight 8.5 x 11-inch single-sided pages with a minimum text size of 11-point font; District-provided forms and attachments are not included in the maximum page count.

(c) The District prefers Proposals to be submitted in PDF file format, consolidated into as few separate files as possible. Hardcopy (paper) Proposals will be accepted.

(d) The District prefers use of submittal materials that contain post-consumer recycled content and are readily recyclable, where applicable.

3.5 Proposal Content

(a) Technical Proposal Requirements. Proposals should include:

(1) a brief description of the Proposer’s process and approach to complete the project including the proposed survey methods, anticipated number of surveys to be conducted or distributed, sampling sources, and follow up process;

(2) a schedule with key milestones and deliverables;

(3) description of how Proposer will ensure schedule is met;

(4) a list of the Proposer’s key personnel and their specific roles, and a list of Sub-consultants (if used), including key personnel and their specific roles;

(5) a list of similar or related survey projects the Proposer has completed in the past three years;

(6) a schedule of values showing pricing per the Scope of Work including a total cost of work and current hourly rate sheet for Consultant staff

3.6 Submissions of Proposals

Proposals must be received by the Contract Administrator (as specified on the cover page), or designee, no later than Closing to contracts@bendparksandrec.org or 799 SW Columbia Street, Bend, OR 97702.

3.7 Modification or Withdrawal of Proposals

Proposers may, prior to Closing, modify or withdraw a submitted Proposal as follows:

(1) to modify its Proposal, Proposer must prepare and submit any modification to the Contract Administrator and include a statement from an authorized representative of Proposer that the modification amends and supersedes the prior Proposal; or

(2) to withdraw its Proposal, Proposer must submit a written request on Proposer’s letterhead, signed by an authorized representative of Proposer, to the Contract Administrator.

3.8 Confidential Information

Any Proposal submitted may be subject to public information requests as permitted by Oregon

Public Records Law. The District will attempt to maintain the confidentiality of materials marked

“Confidential” to the extent required under Oregon Public Records Law. If it is necessary to submit trade secrets and/or other confidential information in order to comply with the terms and conditions of this I-RFP, each Proposer must label any information that it desires to protect from disclosure to third parties as a trade secret under ORS 192.345(2) and/or confidential under ORS 192.355(4) with the following: "This material constitutes a trade secret under ORS

192.345(2) [and/or confidential information under ORS 192.355(4)] and is not to be disclosed mailto:contracts@bendparksandrec.org except as required by law." Each page containing the trade secret and/or other confidential information must be so marked. The District will take reasonable measures to hold in confidence all such labeled information, but in no event will the District be liable for release of any information when required by law or court order to do so, whether pursuant to the Oregon

Public Records Law or otherwise, and will also be immune from liability for disclosure or release of information as provided under ORS 646.473(3). In submitting a Proposal, each prospective

Proposer agrees that the District may (1) reveal any trade secret and/or other confidential materials contained in the submittal to District staff and to any District consultant, and (2) store the Proposal on the District’s intranet or internal network for purposes related to its review. By responding to this I-RFP, each Proposer agrees to defend, indemnify, and hold harmless the

District and each District officer, employee, representative, and agent from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the prospective

Proposer has designated as a trade secret and/or as confidential information. Any Proposer that designates its entire Proposal as a trade secret and/or as confidential information may be disqualified.

3.9 Opening of Proposals

Proposals will be opened in such a way as to avoid disclosure of the contents until after the

District issues its Notice of Intent Award, or cancels this I-RFP.

3.10 Protests

Prospective Consultants or Proposers may submit, and the District will resolve, protests of this I-

RFP or Consultants selection in accordance with OAR 137-047-0730 or 137-047-0740, as applicable, which must be received by the Contract Administrator prior to the Solicitation

Protest/Clarification Deadline specified in the Solicitation Schedule, or the deadline provided in the District’s Notice of Intent to Award, as applicable.

Article 4

EVALUATION

4.1 Evaluation Criteria

The District’s Evaluation Committee (as defined in section 4.3) will use the following “Evaluation

Criteria” to evaluate all Proposals in three phases (as defined in section 4.5):

(a) Proposed Process and Approach. Proposals should describe Proposer’s:

(1) knowledge of contextual information;

(2) survey approach, including, without limitation, methodology, sampling source, targeted number of individuals to reach out to, methods for engaging under-represented communities, and general outreach approach; and

(3) proposed schedule and ability to meet desired project completion timeline.

(b) Experience and Qualifications. Proposers should describe their organization’s experience and qualifications in providing the community needs survey services described in Article 2. Each Proposer should highlight the experience and qualifications that the Proposer believes distinguishes them from their competitors. Higher scores will be awarded for experience and qualifications within the last five-years, relevant to the Scope of Work, and from public agencies of similar size or type.

(c) Project Team. Proposers should detail the key staff proposed for the implementation of this project, provide high-level summary of the key staff’s specific roles, qualifications, and experience (experience with projects of similar type and scope preferred).

(d) Price Proposal. Proposer’s pricing will be evaluated as provided for in section 4.5(d).

4.2 Evaluation Scoring

The Evaluation Committee will use the Evaluation Criteria to assign points according to the following weighting (“Evaluation Scoring”):

EVALUATION CRITERIA MAXIMUM POINT VALUE

Proposed Process and Approach 50

Experience and Qualifications 15

Project Team 10

Price Proposal 25

Presentations, Demonstrations, and Interviews (if held) 25

Total 125

4.3 Evaluation Committee

The District will form an “Evaluation Committee” of not less than three members, consisting of

District staff, land owner representatives, government partners, or community partners, who will evaluate each Proposal.

4.4 Disqualification

Any attempt by a Proposer to improperly influence an Evaluation Committee member will result in Proposal rejection.

4.5 Evaluation Process

The District’s evaluation will take part in three phases. “Phase 1” will consist of evaluation of each proposal received in accordance with section 4.5(a) (Minimum Requirements) and section

4.5(b) (Technical Proposal). “Phase 2”, if held, will consist of presentations, demonstrations, and interviews of each selected Proposer in accordance with section 4.5(c) (Presentations, Demonstrations, and Interviews). “Phase 3” will consist of evaluation of each selected Proposer in accordance with section 4.5(c)(3) (Price Proposal).

(a) Minimum Requirements (Phase 1). The Evaluation Committee will evaluate each Proposal received prior to Closing on a pass/fail basis to determine if it meets the minimum requirements of this I-RFP. Any Proposal found to fail any minimum requirement of this I-RFP will be deemed non-responsive and may be returned to the Proposer upon request.

(1) Additionally, the District may further investigate the qualifications of a Proposer, including but not limited to: (1) successful performance of similar services, (2) compliance with specifications and contractual obligations, (3) its completion or delivery of services on schedule, and (4) its lawful payment of suppliers, sub-consultants, and employees.

(b) Technical Proposal (Phase 1). The Evaluation Committee will evaluate and assign scores to each

Proposal that has met the minimum requirements of this I-RFP (in accordance with section

4.5(a)) based upon the quantity and quality of the information contained within the Proposal utilizing the Evaluation Criteria and Evaluation Scoring.

(1) Points assigned by each Evaluation Committee member will be added together and divided by the quantity of Evaluation Committee members to compute an average score for each Evaluation Criteria.

(c) Presentations, Demonstrations, and Interviews (Phase 2). The Evaluation Committee may conduct and score presentations, demonstrations, or interviews (collectively, “Events”) at its discretion. If Events are held, the Contract Administrator will notify those Proposers selected for evaluation Phase 2 of the time and date, process, and the evaluation criteria for Events.

(1) The Evaluation Committee will assign points to the Events in accordance with section

4.2. Points assigned to Events by each Evaluation Committee member will be added together and divided by the quantity of Evaluation Committee members to compute an average score.

(2) The District may add, remove, or otherwise change the Evaluation Committee members prior to any Events.

(3) The District is not responsible for any Proposer costs incurred by participation in Events

(d) Price Proposal (Phase 2). Upon completing Phases 1 and 2 of the evaluation process, the District will evaluate and assign points to Price Proposals (as defined in section 4.5(d)(2).

(1) Each “Price Proposal” must consist of:

(A) task subtotals;

(B) fees for translation of the survey into Spanish and processing of surveys taken in

Spanish, as required by section 2.2(b);

(C) a separate cost for Spanish language interpretation support for two meetings of up to two hours each, as required by section 2.3(b);

(D) fees for meetings required by section 2.5;

(E) reimbursable expenses for Proposers team;

(F) subconsultant markup, if applicable; and

(G) total not-to-exceed amount.

(2) Price Proposals will be evaluated using the “price per point method” wherein Price

Proposals are weighted against Proposer’s scores assigned during Technical Evaluations and the lowest overall Price Proposal.

4.6 Proposal Clarification

(a) If any portion of a Proposal is unclear, the Evaluation Committee may request additional information from the Proposer. Proposers cannot submit any new information or documentation in response to a clarification request. Proposal clarifications cannot be used to rehabilitate a non-responsive Proposal.

(b) Proposers must provide responses to Evaluation Committee clarification requests within 24-hours (Monday – Friday, excluding federal holidays). Failure to provide clarification may result in lower evaluation scores.

4.7 References

The District reserves the right to: (1) request references in addition to any provided by Proposer,

(2) investigate any references whether or not furnished by the Proposer, and (3) investigate the past performance of any Proposer.

4.8 Proposal Ranking

(a) The Evaluation Committee will add together the points awarded each Proposal during Phase 1 to determine which Proposers are selected to participate in Phase 2.

(b) For Proposers participating in Phase 2, the Evaluation Committee will add the points awarded for Fee Proposals to the points awarded under Phase 1 for a total score and ranking of Proposers.

4.9 Award Notification and Process

(a) Once the Evaluation Committee agrees that the highest scoring Proposer meets the needs and interests of the District, the District will issue a written notice of award.

(b) The District intends to negotiate a specific statement of work, based upon the Scope of Work, to be incorporated into the final agreement.

(c) The District may, either orally or in writing, formally terminate negotiations with the highest scoring Proposer if the parties are unable to reach an agreement within a reasonable amount of time. The District may thereafter negotiate with the second highest ranked Proposer, and so on, until negotiations result in an agreement, or the District cancels the I-RFP.

Article 5

GENERAL TERMS AND CONDITIONS

5.1 Definitions

Capitalized terms used, but not defined, in this I-RFP have the meanings given to such terms in

Oregon Revised Statutes (“ORS”) 279A.010, 279B.005, Oregon Administrative Rules (“OAR”)

137-046-0110, and 137-047-0100.

5.2 Procurement Authority and Method

The District is issuing this I-RFP pursuant to its authority under District Resolution No. 416. The

District is utilizing the intermediate procurement procedure pursuant to ORS 279B.070 and OAR

137-047-0270.

5.3 Sample Agreement

(a) The awarded Proposer will receive a Personal Services Agreement (a sample is attached, see section 6.1). The terms, conditions, requirements, and understandings of the sample agreement are in addition to those set forth in this I-RFP.

(b) Proposers are advised to thoroughly review and familiarize themselves with the sample agreement. The awarded Proposer is expected to promptly sign and return the final agreement.

5.4 Reservation of District Rights

The District reserves all rights regarding this RFP, including, without limitation, the right to:

(1) waive any minor informality or non-conformance with the provisions or procedures of this I-RFP, and seek clarification of any Proposal, if required;

(2) negotiate an agreement based on the Scope of Work described in this I-RFP and to negotiate separately in any manner necessary to serve the best interest of the District;

(3) reject any or all Proposals received, or cancel this I-RFP, without liability upon the District’s finding that it is in the best interest of the public to do so;

(4) amend or delay this I-RFP without liability upon the District’s finding that it is in the best interest of the public to do so;

(5) reject any Proposal that fails substantially to comply with all prescribed I-RFP procedures and requirements;

(6) amend any agreements that result from this I-RFP; and

(7) engage other suppliers to perform the same or similar services.

Article 6

SOLICITATION DOCUMENTS

6.1 Solicitation Documents

For purposes of this I-RFP, the following documents together constitute the I-RFP:

(1) this I-RFP;

(2) Exhibit A – Proposer Information and Certification;

(3) Exhibit B – 2011 Community Needs Survey Report

(4) Exhibit C – 2017 Community Needs Survey Report

(5) Exhibit D – 2017 Community Needs Survey Format and Questions

(6) Exhibit E – 2018 Recreation Survey Report; and

(7) Exhibit F – Sample Agreement.