Q-A 2.docx
DOCX document 28 KB Posted
- Solicitation number
- S-25700-00000080
- Issued by
- Marion County, Oregon
About this file
This is a Questions and Answers document (Round 2) for RFP DEQ-1215-21/S-34000-00000081, issued by the Oregon Department of Environmental Quality (DEQ) for on-call Diversity, Equity, and Inclusion consulting services. The procurement seeks three service elements: organizational assessment, strategic plan development, and coaching and general consulting services. The contract is structured as an on-call arrangement, meaning services will be provided as needed during normal business operating hours, with no mandated 24/7 availability. For Elements 1 and 2, proposers must develop implementation timelines measured in business days from the contract effective date, while Element 3 does not require a detailed timeline. DEQ has approximately 725 employees and anticipates potential service obligations through December 31, 2021, though no official project start date or completion timeline has been established.
Pricing for the contract is structured by service element, with Elements 1 and 2 requiring proposers to either break costs into discrete tasks matching the implementation plan or present high-level milestone goals, each weighted at 40 percent of the evaluation score. Element 3 costs will be calculated using the average hourly rate of all non-administrative key personnel and weighted at 20 percent. An Oregon preference applies, providing a 10 percent price reduction for proposers performing all services entirely within Oregon; hybrid virtual and in-person arrangements do not qualify out-of-state proposers for this preference. The document clarifies that proposers should include assumptions in their implementation plans and offers guidance on cost structuring for an on-call engagement where specific task requirements are not predetermined.
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Other files
| File | Type | Posted |
|---|---|---|
| Request for Quote S-25700-00000080.pdf | ||
| OregonBuys Solicitation Response Guide.pdf |
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RFP DEQ-1215-21/ S-34000-00000081: On call - Diversity, Equity, and Inclusion Services Questions and Answers – Round 2
| 1. | What does the word “on-call” mean relative to this project? Please clarify DEQ's expectations about an "on-call" arrangement with a contractor, and whether you plan to engage in the work required for any or all of the Scope of Work in the near future. This request for clarification includes all services requested (Consultation, Facilitation, or Training) and the elements within each. If a preferred schedule has been set, has DEQ determined an estimated project start date, timeline or sequencing of events, or a date of completion? |
| a. | “On-call” means “as needed” by Agency, but does not mean “24/7 availability”. Availability will be during normal business operating hours. |
| b. | No official timeline, but please indicate any prior or potential obligations through December 31, 2021 as indicated in Addendum 1. |
| 2. | Regarding RFP page 25, Section 4.10.3.1, it states, “Agency shall subtract 10% from the price for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.” Does this mean that if there are no virtual components, but instead 100 percent in-person that an out-of-state Proposer is eligible to receive this preference? |
| a. | There could be a hybrid of virtual and in-person components for these contracts. Thus, an out-of-state Proposer would not receive the preference. |
| 3. | How many employees does Agency have? |
| a. | Agency has approximately 725 employees. |
| 4. | On page 14, section 3.3.2.2 “Implementation Plan for Consulting Service”, the RFP requests the proposer provide an implementation timeline and action items for the three elements under consulting services. Since this is an on-call project and the tasks are not set in stone, how would you like the proposer to develop a detailed timeline? |
| a. | Element #1 (Organizational Assessment) and Element #2 (Strategic Plan) should show: |
| i. | Timeline that states number of days from Effective Date (Contract Signing Date) |
| 1. | For example, “Review of existing organizational assessment data, including but not limited to, assisting Agency with development of strategic plan for DEI” may have a deadline of ten (10) business days after Effective Date. |
| ii. | Proposer is encouraged to add any assumptions in the Implementation Plan. |
| b. | Element #3 (Coaching and General Consulting) does not need to include a timeline. |
| 5. | The price proposal Attachment D requires the cost for each task in the scope. Since this is an on-call project and the tasks are not set in stone, how would you like the proposer to develop a cost for each activity? |
| a. | Element #1 (Organizational Assessment) and Element #2 (Strategic Plan) have high-level tasks in Section 2.4.1. These tasks could either be broken into: |
| i. | Discrete tasks that match the Implementation Plan, or |
| ii. | High-level milestone goals. |
| iii. | Element #1 and #2 will be scored using total costs. These will be weighted at 40% each. |
| b. | Element #3 (Coaching and General Consulting): The activities in Element #3 do not have to be broken out into tasks. Agency will take the average cost of all Proposer Key Person’s hourly rate (non-administrative) and weigh this at 20%. |
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