Management_Consulting_Services_Retainer_RFP_(Various)_(Addendum_#5_Revision).pdf

City of Beaverton

MANAGEMENT CONSULTING SERVICES

RETAINER RFP (VARIOUS)

Solicitation #: 26-014

DATE & TIME PROPOSALS ARE DUE:

October 3, 2025, 11:59 pm

SUBMIT PROPOSAL ELECTRONICALLY VIA THE PROCUREMENT PORTAL AT:

https://secure.procurenow.com/portal/beavertonoregon

This document is available in alternate formats, such as large print, audiotape, oral presentation, and electronic format. To request an alternate format, email the City of Beaverton at bidmail@beavertonoregon.gov or TDD 503-526-2506.

https://secure.procurenow.com/portal/%7bproject.government.code%7d mailto:bidmail@beavertonoregon.gov

TABLE OF CONTENTS

I. Legal Advertisement II. Introduction and Background

III. Scope of Work IV. Proposal Content and Format V. Proposer's Special Instructions

VI. Proposal Submittals VII. Proposal Evaluation & Contract Award

VIII. Evaluation Phases

Attachments:

A - Sample Contract

B - Sample Insurance Certificate

Request For Proposal #26-014 Title: Management Consulting Services Retainer RFP (Various)

1. 1. Legal Advertisement

The City of Beaverton is seeking sealed proposals from qualified consultants for Management Consulting

Services Retainer RFP (Various). Consultants are invited to submit a proposal outlining their experience and qualifications in performing work directly related to the services required.

Proposals must be received electronically by Friday, October 3, 2025, no later than 11:59 pm, via the

City's e-procurement portal ("portal") at https://procurement.opengov.com/portal/beavertonoregon/projects/193650.

There will be no formal opening. Facsimile proposals will not be accepted. Proposals will not be accepted after the stated opening date and time. Late proposals will not be considered.

Solicitation information may be downloaded from the portal at https://procurement.opengov.com/portal/beavertonoregon/projects/193650

Proposers are required to certify non-discrimination in employment practices in accordance with ORS

279A.110(4), and identify resident status as defined in ORS 279A.120(1). All Proposers are required to comply with the provisions of Oregon Revised Statutes and the City’s Contract Review Board Policy.

The City of Beaverton reserves the right to:

A. Reject any or all proposals not in compliance with public bidding procedures.

B. Postpone award of the contract for a period not to exceed ninety (90) days from date of proposal opening.

C. Waive informalities in the proposals.

D. Select the proposals which appears to be in the best interest of the City.

DATE: Monday, September 1, 2025

2. 2. Introduction and Background

2.1. 2.1. Summary

The City of Beaverton is requesting proposals from qualified firms for a wide range of management consulting services. The selected firms will be placed on retainer agreements for a 5-year period. The

City forecasts an approximate total budget of 3.1 million dollars over the next five years for the service categories listed below. The services solicited include general management consulting services, facilitation services, strategic planning services, training services, and recruitment services. Proposers have the option to submit proposals for one, some, or all of these five specialized service categories based on the knowledge and experience of their businesses. Proposers must submit a separate proposal for each service category.

The per-service category breakdown of the anticipated budget for the City of Beaverton is as follows:

• General Management Consulting: $750,000 https://procurement.opengov.com/portal/beavertonoregon/projects/193650 https://procurement.opengov.com/portal/beavertonoregon/projects/193650

Title: Management Consulting Services Retainer RFP (Various)

• Facilitation: $500,000

• Strategic Planning: $450,000

• Training: $900,000

• Recruitment: $500,000

The City intends to award up to five contracts per service category.

2.2. 2.2. Background

The City is located in the heart of the Tualatin Valley, midway between Mt. Hood and the Oregon coast, just seven miles west of Portland, Oregon. Beaverton is Oregon’s seventh-largest city and the second-largest incorporated city in Washington County. The City is located 20 miles from the Portland

International Airport or eight miles from Hillsboro Airport, all of which are easily accessed via multiple modes of transportation. Beaverton is home to more than 98,000 people of all ages and backgrounds.

2.3. 2.3. Contact Information

Project Contact:

Michael Phillips

Purchasing Manager

12725 SW Millikan Way

PO Box 4755

Beaverton, OR 97076

Email: mphillips@beavertonoregon.gov

Phone: (503) 526-2229

Procurement Contact:

Michael Phillips

Purchasing Manager

12725 SW Millikan Way

PO Box 4755

Beaverton, OR 97076

Email: mphillips@beavertonoregon.gov

Phone: (503) 526-2229

Department:

City Administration

Department Head:

Jenny Haruyama

City Manager

2.4. 2.4. Timeline

The City reserves the right to modify this schedule at the City’s discretion. Proper notification of changes will be made to all interested parties.

mailto:mphillips@beavertonoregon.gov tel:(503)526-2229 mailto:mphillips@beavertonoregon.gov tel:(503)526-2229

Title: Management Consulting Services Retainer RFP (Various)

Advertisement and Release of Proposals September 1, 2025

Pre-Proposal Meeting (Non-Mandatory) September 25, 2025, 12:30pm https://www.zoomgov.com/my/beavertonprocure ment

Deadline for RFP Protests or Requests for

Changes

September 19, 2025, 11:59pm

Question Submission Deadline September 19, 2025, 11:59pm

Deadline for Submission of Proposals October 3, 2025, 11:59pm

Award of Contract by Contract Review

Board

November 18, 2025

3. 3. Scope of Work

3.1. 3.1. Scope of Work

The City is seeking sealed proposals from qualified consultants to provide services for one, some, or all of the service categories below:

A. General Management Consulting o Management Consulting

▪ Offer general management consulting services on various topics as required by the City for the purposes of assessment, process improvement, and advice to solve business operational issues.

▪ Provide expert advice and recommendations to support the City's goals and objectives related to a specific subject matter, department, or business challenge.

o Assessments

▪ Conduct organizational, technical, and/or financial assessments to identify strengths, opportunities, and threats.

▪ Provide recommendations for improvement based on assessment findings.

https://www.zoomgov.com/my/beavertonprocurement https://www.zoomgov.com/my/beavertonprocurement

Title: Management Consulting Services Retainer RFP (Various)

▪ Possess, on your team or through a sub-contract, knowledge of municipal operations, financial practices, human resource management, and communication strategies.

o Change Management Support

▪ Offer support to city for change management that may include training and facilitation.

▪ Provide training and materials that help employees understand and positively influence organizational culture.

▪ Work with leadership to expand and improve the use and effectiveness of the Gallup

Q12 survey tool to measure staff engagement.

B. Facilitation o Provide facilitation services for meetings, workshops, and retreats.

o Lead city council workshops and retreats, including follow-up meetings and deliverables.

o Lead department head workshops, retreats, trainings, and other team-building activities.

o Assist in developing agendas, guiding discussions, and ensuring productive outcomes for specific facilitation engagements.

C. Strategic Planning o Assist in the development of a citywide strategic plans, including vision, mission, goals, and objectives.

o Facilitate strategic planning sessions with key stakeholders.

o Provide materials explaining the purpose and best practices for strategic planning for internal city use.

o Support department-level strategic planning workshops.

o Assist in the development of implementation plans.

D. Training o Process Improvement Training

▪ Provide training to groups of employees on process improvement methodologies and tools.

▪ Assist in identifying and implementing process improvements within the organization.

▪ Complete discrete process improvement workshops or project-specific engagements with work groups within the organization.

o General Training

Title: Management Consulting Services Retainer RFP (Various)

▪ Offer training programs on various topics relevant to the City's needs.

▪ Develop customized training materials and deliver training sessions.

▪ Offer organizational development training to the organization.

▪ Offer supervisor training to the organization on specific agreed upon themes as requested.

E. Recruitment o Executive Recruitment

▪ Conduct executive searches to identify and recruit qualified candidates for leadership positions.

▪ Assist in the development of job descriptions, candidate screening, and interview processes.

o General Recruiting Services

▪ Provide recruiting services for various positions within the organization as complement to city recruitment resources.

▪ Assist in developing job postings, screening candidates, and conducting interviews.

o Temporary Staffing Support

▪ Provide temporary staffing support for key positions as needed.

▪ Ensure continuity of operations during transitions or vacancies.

o Executive Coaching

▪ Offer one-on-one executive coaching to individuals within the organization.

▪ Coach or counsel groups of employees who may be having interpersonal or work-specific challenges.

▪ Offer training materials to the organization that could be used by supervisors in fostering the leadership or management competencies.

o Interim Staffing Support

▪ Provide interim staffing support for key positions as needed.

▪ Ensure continuity of operations during transitions or vacancies.

3.2. 3.2. Schedule of Work

Specific projects within a service category will be initiated on an as-needed basis. After the contract is executed with a firm, City staff will request written quotes from the firm. The written quote must (1) be

Title: Management Consulting Services Retainer RFP (Various) based on the fee schedule identified in the Retainer Agreement, and (2) confirm the firm's understanding of the specific scope of work and the total fee for the specific project. The written quote must be approved by the requesting City staff in writing before the firm can begin work on the services requested.

3.3. 3.3. Pricing Information

• Firms are required to provide a fee schedule for each service category separately.

• The fee schedule for each service category should include hourly rates, flat fees, or other pricing models as applicable to the work that will be performed. See Section 4.4 for further information.

• Each project for a service category will be priced separately and scoped according to the City's specific needs.

4. 4. Proposal Content and Format

Proposals must address all submission requirements set forth in this RFP, and must describe how the services will be provided. Page limits are noted, when relevant, and assume 81/2 x 11 – inch paper and single-spaced lines. Unless otherwise specified, no particular form is required. In order to be considered for selection and possible contract, the proposal must be complete and include the following. Joint proposals will not be accepted. Proposals that merely offer to provide services as stated in this RFP will be considered non-responsive.

4.1. 4.1. Proposal Format and Proposal Requirements

The City intends to award multiple contracts for this RFP, and up to five contracts per service category.

Therefore, Proposers who intend to submit a proposal for multiple service categories must submit a separate proposal for each service category.

The City’s proposal format and proposal requirements for each service category are set out below.

These requirements are intended to facilitate the City’s ability to quickly and accurately evaluate proposals for its service categories. A failure to follow the format requirements and proposal requirements may either affect the overall scoring of a proposal or be deemed unresponsive if the proposal is not in substantial compliance with these requirements.

A. Cover Page. Include a cover page with the submitted proposal for a service category with the following information:

1. The RFP Title;

2. The name, title, address, telephone number, e-mail address of Proposer’s primary contact person;

3. The date of submission;

Title: Management Consulting Services Retainer RFP (Various)

4. The specific service category described in the proposal.

5. In addition to the above information, but not in lieu thereof, Proposers may include other information on the cover page.

B. Table of Contents. Include a table of contents with the submitted proposal. All material items comprising the proposal should be clearly identified and easily located.

C. Page Limit. There is a 10-page limit for each proposal submitted for a service category. This 10-page proposal must provide all the required information requested in this Request for Proposal

(RFP) for the designated service category. This page limit does not include the cover page, table of contents, résumés, or requested edits to the template Contract, if any. If providing résumés or proposing changes to the template Retainer Agreement, please include them at the end of the proposal.

4.2. 4.2. Proposal Requirements

• A proposal for a service category should include a detailed description of the firm's qualifications and experience as described in the Section 4.3 (Knowledge and Experience).

• For the service categories of General Management Consulting, Training, and Recruitment that contain delineated sub-categories, Proposers are not required to satisfy all sub-categories in their proposal but must clearly identify which sub-categories they are proposing on.

• Proposers do not need to demonstrate the ability to perform work in all service categories, but proposers must be qualified to be engaged in at least one service category.

4.3. 4.3. Knowledge and Experience

Background of the Firm

A comprehensive history of your firm and its experience performing work similar to that described in that service category. Include the following information in a proposal for that service category:

• The total number of years the firm has been in business, the general scope of services the firm provides, the current number of employees, and current principal areas of expertise.

• A narrative description of the firm’s organization and relationship to any larger business entity. Include an organizational chart depicting the information provided.

• A description of similar work performed involving the items described in the Scope of Work, as referenced in Section 4.2, above.

• A summary of the firm’s management and organizational capabilities, particularly regarding organizational resources to deliver complex projects on short notice and/or a hard deadline.

Key Personnel

Title: Management Consulting Services Retainer RFP (Various)

Identify by name and title, the key staff members who will be assigned to work with the City, if the City awards the Proposer the contract in the service category contemplated by the RFP. Key staff members are those people who provide substantive work for the City. Provide a biography for each identified key staff person. Biography must include, but need not be limited to, a description of the education, qualifications, experience, and training of each key staff person. The description would likely include information about the key staff person’s work history, range of duties, project management history, key responsibilities on previous projects, and any professional designations, licenses, or certifications.

Include the following information by uploading your documents:

• A resume for the key personnel to be assigned to this project, showing such education and experience as may be relevant to this particular project.

• A description of each key personnel’s proposed roles and responsibilities on the project team.

• An organizational chart of the proposed project team.

Relevant Experience and References

List a minimum of three to a maximum of five organizations and public agencies in which the firm has completed work as described in Section 3. References provided under this section should include the references' company names, addresses, contact names and titles, phone numbers, email addresses, and description of the services provided to each reference.

4.4. 4.4. Rate Sheets

Proposers are required to provide a rate sheet that is combined into the proposal for each service category. The fee schedule in the rate sheet should detail the per-hour rates to perform the service category proposed and is included in the 10-page limit. And if any escalators in the rates are applicable in the total price year over year, proposers must include the not-to-exceed percentage escalator in the rate sheet.

4.5. 4.5. Beaverton Equity Procurement Program

The City is dedicated to increasing opportunities for enterprises that have been certified by the State of

Oregon, through the Certification Office for Business Inclusion and Diversity (COBID). A directory of these state-certified firms is available at www.oregon4biz.com/certification.

The City would like to achieve 15 percent of firms certified by COBID in its overall dollar amount of contracting and purchasing activities. In evaluating proposals, the City will consider firms that will be able to help the City achieve this goal.

Therefore, the proposal shall address the following:

A. Is your firm currently certified through the State of Oregon COBID? If yes, indicate all certification types and your firm’s certification number(s) in question #11 in the Proposal

Submittals. If Proposer is a COBID-certified firm, 12 points are awarded. If Proposer is not a

COBID-certified firm, 0 points will be awarded.

http://www.oregon4biz.com/certification https://procurement.opengov.com/governments/4243/projects/193650/builder/document?section=1800637 https://procurement.opengov.com/governments/4243/projects/193650/builder/document?section=1800637

Title: Management Consulting Services Retainer RFP (Various)

5. 5. Proposer's Special Instructions

5.1. 5.1. Proposal Submittal

Proposals will be received until 11:59 pm on Friday, October 3, 2025. Late transmitted proposals shall not be accepted. Proposals will only be accepted electronically through OpenGov. the City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause.

5.2. 5.2. Clarification of Solicitation

All questions regarding this project shall be directed through the Question-and-Answer (Q and A) section of this solicitation in OpenGov.

Please note that downloaded copies of this solicitation will not contain the Q and A section referenced above.

5.3. 5.3. Procurement Method

The City is conducting this RFP pursuant to ORS 279A.050 and Beaverton Purchasing Code Section 46-

0100. The City seeks proposals that will enable the City to determine which service provider and solution will best meet the City’s needs. The City expects this RFP will result in multiple contracts with multiple vendors for the preferred solution.

5.4. 5.4. Proposals not available for Public Inspection At The Opening

No formal opening will occur in connection with this procurement. In accordance with ORS

279B.060(6)(a) only the names of the Proposers shall be disclosed at the opening. Notwithstanding ORS

192.410 to 192.505, proposals are not required to be open for public inspection until after the Notice of

Intent to Award a Contract is issued.

5.5. 5.5. Distribution of Proposals

After RFP closing, proposals will be distributed to members of the City’s evaluation teams. Each category may be evaluated by different evaluation teams. In submitting a proposal, each Proposer agrees that the

City may post the proposal on the City’s Portal for evaluation and ranking and reveal any trade secret or other confidential materials contained in the proposal to City staff and to any outside consultant or third party retained by the City for purposes of evaluating and ranking proposals.

5.6. 5.6. Proposal Validity Period

Proposals must remain open and valid for at least 180 days from the deadline specified for submission of

Proposals. In the event award is not made within 90 days, the City will send a written request to all

Proposers deemed susceptible for award, asking Respondent(s) to hold their price firm for a longer specified period of time.

Title: Management Consulting Services Retainer RFP (Various)

5.7. 5.7. Withdrawal of Proposals

If a Proposer wishes to withdraw a submitted proposal, it shall do so prior to the Closing date and time.

5.8. 5.8. Cost of Preparing Proposals

All costs incurred in preparing and submitting a proposal in response to the RFP is the responsibility of the Proposer and shall not be reimbursed by Agency.

5.9. 5.9. Interpretations and Addenda

All questions regarding this project shall be directed through the Question and Answer section of this solicitation in OpenGov. If necessary, interpretations or clarifications in response to such questions may be made by issuance of an addendum to all prospective proposers within a reasonable time prior to proposal closing, but in no case less than 72 hours before the proposal closing. If an addendum is necessary after that time, the Citywill extend the closing date.

Any addendum issued as a result of any change in the RFP must be acknowledged via OpenGov's addenda acknowledgement feature.

Only questions answered by formal addenda or through the OpenGov Q and A section of this listing are binding. Oral and other interpretations or clarifications are without legal effect.

5.10. 5.10. Protests

Address any protests to:

The Beaverton Building, City of Beaverton

Michael Phillips, Purchasing Manager email to: mphillips@BeavertonOregon.gov

Name of Solicitation: Management Consulting Services Retainer RFP (Various)-PROTEST

Closing date and time: Friday, October 3, 2025, 11:59 pm

5.11. 5.11. Specification/Term Protest

Ambiguities or problems with this RFP, its contract terms, or specifications may be resolved by asking questions, seeking clarification, requesting changes, or filing a formal protest. The information provided below describes the appropriate process to pursue these options, should the need arise.

A. RFP Protest or Request for Change of Specifications or Terms

A Proposer who believes any proposal specifications or terms detailed in this RFP (including its addenda, if any) are unnecessarily restrictive or limit competition must submit a protest or request for change, in writing, to the Purchasing Office. A request for change regarding the terms of this RFP must be submitted through the Question and Answer section of this solicitation in OpenGov. A request for change to any of the terms of the Contract (Exhibit A -mailto:mphillips@BeavertonOregon.gov

Title: Management Consulting Services Retainer RFP (Various)

Sample Contract) must be submitted in writing with the proposal submission. Failure to submit any requested changes to the Contract (Exhibit A - Sample Contract) foregoes the right to negotiate changes to the Contract terms upon contract award.Any protest or request for change regarding the terms of this RFP shall include the reasons for the protest or request and shall detail any proposed changes to the specifications or terms. The Purchasing Office shall respond to any protest or request for change and, where appropriate, shall issue any revisions, substitutions, or clarification via addenda to all interested Proposers. To be considered, protests or requests for change regarding the terms of this RFP must be submitted before the deadline detailed in Section 2.

B. Exclusion Protest

Upon the City’s issuance of the notice of (a) Proposers to be interviewed or (b) Proposers invited to engage in discussion, a Proposer may protest its exclusion from the top tier as set forth in

Beaverton Purchasing Code Section 47-0720. An Affected Proposer may protest, for any of the bases set forth in Beaverton Purchasing Code Section 47-0720(B). Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the

Proposer by the City.

C. Intent to Award Protest the City intends to announce its intent to award prior to the Contract award by posting the tabulation sheet of Proposal results and Intent to Award Letter on the City’s portal and/or by email to Proposers. The notice shall serve as notice to all Proposers that the City intends to negotiate and to make an award. Adversely affected or aggrieved Proposers shall have seven (7) calendar days from the date of the Intent-to-Award Notice within which to file a written protest.

Protests submitted after that date shall not be accepted. Protests shall specify the grounds upon which the protest is based. (Refer to Beaverton Purchasing Code Section 47-0740.) Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the Proposer by the City. the City intends to respond by email to properly filed intent-to-award protests submitted by adversely affected or aggrieved Proposers. Any response provided by the City, however, is not intended to, and may not in and of itself constitute, confirmation that the Proposer is in fact adversely affected or aggrieved and therefore entitled to protest intent to award. After the expiration of the seven (7) calendar-day intent-to-award protest period and resolution of all protests, the City intends to proceed with negotiations and, where appropriate, the final award.

5.12. 5.12. Business License/Taxpayer ID Number

A Proposer awarded a contract shall obtain a City of Beaverton business license as required by

Beaverton Code Section 7.01 prior to beginning work under this contract and must pay all fees due under the Business License Law during the term of the contract.

Title: Management Consulting Services Retainer RFP (Various)

A Proposer awarded a contract shall complete an IRS Form W-9 for the City and provide the City with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested pursuant to BPC 47-0770 of the Beaverton Purchasing Code. Social Security numbers provided pursuant to this requirement will be used for the administration of state, federal, and local tax laws.

5.13. 5.13. Contract Administrator

The Contract Administrator will be Michael Phillips, who can be reached by telephone at (503) 526-2229 or by e-mail at mphillips@beavertonoregon.gov.

5.14. 5.14. Insurance Requirements

The contractor will be expected to meet the insurance requirements set forth in Section 18 and Exhibit 1 of the contract (Attachment “A”). Proposers taking exception must submit a request for a change with their proposal.

5.15. 5.15. Term of Contract & Availability of Funds

A contract awarded is expected to commence on or about expected to commence on or about

10/30/2025 and end on or before 10/29/2030. Any contract awarded pursuant to the RFP that has a term of more than one year must include a non-appropriation clause. Continuation or extension of the contract after the end of the fiscal period in which the contract takes effect shall be contingent upon a new appropriation for each succeeding fiscal period. If sufficient funds are not provided in future City

Council-approved budgets of the City (or from applicable federal, state, or other sources) to permit City in the exercise of its reasonable administrative discretion to continue the contract, the City may terminate the contract without further liability by giving Proposer reasonable notice.

5.16. 5.16. Intergovernmental Permissive Cooperative Procurements

Pursuant to ORS 279A.215 and City of Beaverton procurement rules, other public agencies may purchase goods and services under the terms, conditions, and prices of any contract resulting from this solicitation if the Consultant agrees to extend the terms, conditions, and prices of the contract resulting from this solicitation to such agencies.

Any such purchases shall be between the Consultant and the participating public agency and shall not impact the Contactor’s obligation to the City of Beaverton. Any estimated purchase volumes listed herein do not include estimated purchase volumes of other public agencies. The City of Beaverton makes no representation or guarantee as to the volume of such additional purchases by other public agencies.

Any Proposer, by written notification included with their solicitation response, may decline to extend the terms, conditions, and prices of a resultant contract to any and/or all other public agencies.

5.17. 5.17. Nondiscrimination

The consultant agrees that, in performing the work called for by this proposal, the consultant shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age or disability, and shall comply with all applicable provisions of ORS 279C.500 through 279C.565.

Title: Management Consulting Services Retainer RFP (Various)

5.18. 5.18. Public Records

All proposals and all protests shall become the property of the City and a public record, subject to public disclosure as provided under Oregon’s Public Records Law. During the evaluation and selection process, the City shall treat proposals as exempt from public inspection. the City shall treat all protests as exempt from public inspection until the protest is finally resolved or the period ends. After the selection process is completed and notice of intent to award a contract has been issued, the City shall treat proposals as open to public inspection, unless exempt from public inspection by provision of applicable state or federal law.

If it is necessary to submit trade secrets or other confidential information to comply with the terms and conditions of this RFP, Proposers shall upload an additional copy of the proposal that contains redactions of information it wishes to protect from disclosure to third parties as a trade secret under ORS 192.345(2) in the Proposal Submittals section of the RFP.

the City shall take reasonable measures to hold in confidence all such labeled information but shall not be liable for the 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 shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

In submitting a proposal, each Proposer agrees that the City may; (a) reveal any trade secret or other confidential materials contained in the proposal to City staff and to any outside consultant or third party who is hired by the City and (b) post the proposal on the City’s intranet for purposes related to its evaluation and ranking. Furthermore, each Proposer agrees to indemnify and hold harmless the City and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the Proposer has designated as a trade secret and/or as confidential information. Any Proposer that designates its entire proposal as a trade secret may be disqualified.

6. 6. Proposal Submittals

Substantive Requirements

The following information is requested to allow the City to evaluate the Proposer's responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, the City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in Section 8 (Proposal Evaluation & Contract Award) of this RFP, any applicable preferences described in

ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the

RFP. Other factors may not be used in the evaluation.

*Please note that downloaded copies of this solicitation will not contain active links to required documents; you must be in the OpenGov portal in order to download and/or upload required solicitation documents to be determined responsive.

Title: Management Consulting Services Retainer RFP (Various)

6.1. 1. General Management Consulting Proposal Submission Please refer to the Scope of Work & Proposal Content and Format.

6.2. 2. Facilitation Proposal Submission Please refer to the Scope of Work & Proposal Content and Format.

6.3. 3. Strategic Planning Proposal Submission Please refer to the Scope of Work & Proposal Content and Format.

6.4. 4. Training Proposal Submission Please refer to the Scope of Work & Proposal Content and Format.

6.5. 5. Recruitment Proposal Submission Please refer to the Scope of Work & Proposal Content and Format.

6.6. 6. Authorized Signatory Name & Title* *Response required

6.7. 7. ATTESTATION of COMPLIANCE with TAX LAWS* By confirming, the authorized signatory, hereby attest that:

A. I am an authorized agent of Bidder/Proposer, and I have full authority from Bidder/Proposer to submit this attestation and accept the responsibilities stated herein.

B. I have knowledge regarding payment of taxes of Bidder/Proposer, and to the best of my knowledge, Bidder/Proposer is not in violation of any Oregon tax laws, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

C. Bidder/Proposer shall provide written notice to City within two business days of any change to its compliance with tax laws.

☐ Please confirm

*Response required

6.8. 8. By confirming, the authorized signatory verifies that they are a duly authorized officer of the company, and that their confirmation attests that information provided in response to this Request for Proposal Solicitation is accurate.*

Request For Proposal 26-014 Management Consulting Services Retainer RFP (Various)

☐ Please confirm

*Response required https://procurement.opengov.com/portal/beavertonoregon/projects/193650/document?section=1800644 https://procurement.opengov.com/portal/beavertonoregon/projects/193650/document?section=1800634 https://procurement.opengov.com/portal/beavertonoregon/projects/193650/document?section=1800644 https://procurement.opengov.com/portal/beavertonoregon/projects/193650/document?section=1800634 https://procurement.opengov.com/portal/beavertonoregon/projects/193650/document?section=1800644 https://procurement.opengov.com/portal/beavertonoregon/projects/193650/document?section=1800634 https://procurement.opengov.com/portal/beavertonoregon/projects/193650/document?section=1800644 https://procurement.opengov.com/portal/beavertonoregon/projects/193650/document?section=1800634 https://procurement.opengov.com/portal/beavertonoregon/projects/193650/document?section=1800644 https://procurement.opengov.com/portal/beavertonoregon/projects/193650/document?section=1800634

Title: Management Consulting Services Retainer RFP (Various)

6.9. 9. By confirming, the authorized signatory certifies that the proposal has been arrived at independently and has been submitted without any collusion designed to limit competition.

☐ Please confirm

6.10. 10. Is authorized signatory a Resident Proposer as defined in ORS 279A.120(1)?*

☐ Yes

☐ No

*Response required

6.11. 11. Is your company COBID Certififed?* Please responds Yes or No. If your company is COBID certified please enter your certification number.

*Response required

6.12. 12. The authorized signatory certifies non-discrimination in accordance with ORS 279A.110(4).*

☐ Yes

☐ No

*Response required

6.13. 13. If awarded a contract pursuant to this solicitation, will Proposer participate in Intergovernmental Permissive Cooperative Purchasing (extend the terms, conditions and prices of such contract to other public agencies)?*

☐ Yes

☐ No

*Response required

6.14. 14. If no, please explain why you will not participate in Intergovernmental Permissive Cooperative Purchasing.

6.15. 15. If yes, what Certifications do you hold and provide certification number.

7. 7. Proposal Evaluation & Contract Award

7.1. 7.1. Evaluation Criteria

A selection committee of City staff with relevant expertise in the service category of this solicitation will review and evaluate submitted proposals for that service category to determine which best meets the

City's needs. Evaluations will be based on the criteria described in the Evaluation Phases section. The

Title: Management Consulting Services Retainer RFP (Various) award will be made to up to the five highest-ranked Proposers per service category. The determination of Proposers to select is at the City's sole discretion and may depend, in part, on the closeness in total scores.

Each selection committee member will use the evaluation factors listed in the Evaluation Phases to evaluate submitted proposals. Each evaluation factor is given a weight, reflecting its importance in the

City’s selection process. The evaluation criteria in the Evaluation Phases section shows the evaluation factors and weighing factors relevant to his solicitation.

The evaluation factors will be judged on a scale of zero to five. Each of the evaluation factors will be awarded points based on the evaluator’s judgment of the quality of the response to that particular evaluation factor. Fractional points (e.g., 3.5 or 1.75) may be awarded. Points awarded to reflect the quality of a response may be assigned individually or by a consensus of the evaluation committee.

Scoring will reflect the following rankings:

Quality of Response Rankings

Excellent Response 5

Great Response 4

Average Response 3

Poor Response 2

Very Poor Response 1

No Response 0

The proposal’s score is the product of the weighing factors times the points each evaluator assigns based on the evaluator’s judgment of the quality of the response. The evaluators’ scores are then totaled.

7.2. 7.2. Preferences

The following preferences are applicable to this procurement and may affect the evaluation of proposals:

A. ORS 279A.120-If the City receives proposals identical in price, fitness, availability, and quality and chooses to award a contract, the City shall award the contract in accordance with ORS

279A.120 and the procedures outlined in Beaverton Purchasing Code Section 46-0300.

B. ORS 279A.125-When evaluating proposals, the City shall add a percentage increase to a Price proposal of a non-resident Proposer equal to the percentage, if any, of the preference that would be given to that Proposer in the state in which Proposer resides, in accordance with ORS

279A.125 and the procedures outlined in Beaverton Purchasing Code Section 46-0310.

https://procurement.opengov.com/portal/beavertonoregon/projects/193650/document?section=undefined

Title: Management Consulting Services Retainer RFP (Various)

7.3. 7.3. Responsiveness and Responsible Determination

As a condition to be awarded a contract, a proposal must be responsive and a Proposer must meet the responsible Proposer requirements identified in ORS 279B.110 and Beaverton Purchasing Code Section

47-0640.

A. Responsiveness-To be considered responsive, the Proposal shall substantially comply with all requirements of the RFP and all prescribed public solicitation procedures. In making such an evaluation, the City may waive minor informalities and irregularities.

B. Responsibility-Prior to the award of a contract, the City intends to evaluate whether the apparent successful Proposer meets the applicable standards of responsibility identified in

Beaverton Purchasing Code Section 47-0500. In addition, prior to the award of a contract, the apparent successful Proposer must be duly licensed and registered as may be required by federal, state, and local governments to provide the services described under the “Scope of

Work” heading. Submission of a signed Proposal constitutes approval for the City to obtain any information the City deems necessary to conduct the responsibility evaluation. the City shall notify the apparent successful Proposer by email of any other documentation required. In conducting its responsibility evaluation, the City may request information in addition to that already required in the RFP to the extent the City, in its sole discretion, considers it necessary or advisable. the City may postpone the award of the contract after the announcement of the apparent successful Proposer in order to complete its investigation and evaluation. the City may provide the apparent successful Proposer a reasonable opportunity to correct any licensing or registration deficiencies, so long as the opportunity does not unduly burden the City. Failure of the apparent successful Proposer to demonstrate Responsibility, as required under Beaverton

Purchasing Code Section 47-0500, shall render the Proposer non-responsible and constitute grounds for offer rejection, as required under ORS 297B.100.

7.4. 7.4. Interviews

At the City’s option, the top proposers ("Top Tier") may be required to make a presentation of their proposal. The number of proposers in the Top Tier may increase if the City’s evaluation of proposals establishes a natural break in the scores of proposers indicating that a lower ranked proposer is closely competitive to the second-ranked proposer and has a reasonable chance of being determined the most advantageous proposer. the City does not anticipate including more than five proposers in the Top Tier per service category, but reserves the right to increase the number of Top Tier proposers to the number of proposers having a reasonable chance of being determined the most advantageous proposers. the

City may reduce the number of proposers in the Top Tier to only one per service category if the excluded proposers have no reasonable chance to be one of the most advantageous proposers.

This presentation portion will provide an opportunity to clarify or elaborate on the proposal, but will not, in any way, provide an opportunity to change any fee amount originally proposed. The Contract

Administrator will schedule the time and location of these presentations (if necessary) and notify the selected firms.

Title: Management Consulting Services Retainer RFP (Various)

Should the top tier be selected for oral interviews, the invited firms will be evaluated based on the same factors, weighting, and ranking system outlined above except there will be no points given on price and the Beaverton Equity Program. The points from the first evaluation will not be added to or otherwise made a factor in the scoring of the second evaluation. The firm with the highest point total resulting from an interview will be considered the best Proposer; however, the City may choose up to the top five proposers' per service category post-interview to engage in best and final offer discussions and may choose to award to the proposer that is the best fit for the City based on these discussions. Best and final offer discussion may include requests for revisions of proposal content and/or price and the City shall not disclose these private discussions leading to best and final offers.

7.5. 7.5. Investigation of References

The City may investigate the qualifications of a Proposer, including but not limited to: successful performance of similar services; compliance with specifications and contractual obligations; its completion or delivery of services on schedule; and its lawful payment of suppliers, subcontractors, and workers. the City may request references in addition to those provided by the Proposer, may investigate any references whether or not furnished by the Proposer, and may investigate the past performance of any Proposer.

Reference checks may be done by any reasonable method, including in-person interviews, telephone interviews, or written questionnaires.

7.6. 7.6. Clarification of Proposals

The City reserves the right to obtain clarification of any point in a firm’s proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of the firm’s proposal.

7.7. 7.7. Contract Award

The City may award one contract or multiple contracts, as a result of this procurement. The City generally issues a notice of intent to award in advance of the actual award of a contract procured through a request for proposal. The period between the publication of the intent to award and the award of the contract varies but is typically about 14 days.

7.8. 7.8. Award Consideration

Whether to award a contract shall be determined by the City in its sole and absolute discretion to be in its best interest. the City reserves the right to withdraw any and/or all items from award consideration.

7.9. 7.9. Award Recommendation

The Notice of Intent to Award shall be the City's recommendation contained in the agenda item published in the City’s Council Agenda. Agendas for Council meetings are posted on the City website at:

www.beavertonoregon.gov . The decision by the Contract Review Board to award the contract shall constitute the final decision of the City to award the Contract.

http://www.beavertonoregon.gov/

Title: Management Consulting Services Retainer RFP (Various)

7.10. 7.10. Form of Contract

A copy of the standard Professional Service contract which the City expects the successful firm or individual to execute is included as Attachment “A”. The contract will incorporate the terms and conditions from this RFP document and the submitted proposal. Proposers taking exception to any of the contract terms or conditions must submit a request for a change in standard contract terms and conditions WITH THEIR PROPOSAL, or the exceptions will be deemed waived. The City Attorney's

Office will review all requests for changes and may or may not accept the requested exceptions.

7.11. 7.11. Insurance Certification

The apparent successful Proposer shall provide all required proofs of insurance to the City within fourteen calendar days of the issuance of the Notice of Intent to Award. Failure to present the required documents within the fourteen calendar-day period may result in proposal rejection or delay of award of contract. Proposers are encouraged to consult their insurance agent(s) about the insurance requirements contained in the RFP prior to proposal submission.

7.12. 7.12. No Contractual Obligation

The City is not obligated because of the submission of a proposal to enter into a contract with any

Proposer and has no financial obligation to any Proposer arising from the RFP.

7.13. 7.13. Reservation of Rights

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

• Amend, delay, or cancel the RFP without liability if the City finds it is in the best interest of the

City to do so (see generally ORS 279B.100);

• Obtain clarification of any point in the proposal or obtain additional information necessary to properly evaluate a particular proposal;

• Reject any or all proposals received upon finding that it is in the best interest of the City to do so

(see generally ORS 279B.100);

• Waive any minor informality or non-conformance with the provisions or procedures of the RFP, and seek clarification of any proposal, if required;

• Reject any proposal that fails substantially to comply with all prescribed RFP procedures and requirements;

• Negotiate a Statement of Work based on the Scope of Work described herein and to negotiate separately in any manner necessary to serve the best interest of the public;

• Amend any Contracts that are a result of the RFP; and

• Engage consultants by selection or procurement independent of the RFP process or any

Contracts or agreements under it to perform the same or similar services.

Title: Management Consulting Services Retainer RFP (Various)

Although price is a consideration in determining the apparent successful Proposer, the intent of the RFP is to identify a proposal from a Proposer that has a level of specialized skill, knowledge, and resources to perform the work described in the RFP. The Proposer with the lowest Price proposal may not necessarily be awarded a contract. The City reserves the sole right to determine the best proposal.

8. 8. Evaluation Phases

No. Evaluation Criteria Scoring

Method Weight

(Points)

1. Background of the Firm

Background of the firm

0-5 Points 48 (48% of Total)

2. Key Personnel 0-5 Points 15 (15% of Total)

3. Relevant Experience and References 0-5 Points 15 (15% of Total)

4. Price Points Based 10 (10% of Total)

5. Beaverton Equity in Procurement Program

OR State COBID Certification 12

Total Possible Points 12

Points Based 12 (12% of Total)