Questions and Answers Built Environment RFP final.pdf

Questions & Answers (dated 7/6/2022) for Engaging Impacted Communities in Listening Sessions for the Built Environment Program RFP

Intermediate Procurement OregonBuys Bid #S-34000-00003398

1. Pertaining to the use of "collaborating with Agency staff" throughout the RFP and in the Introduction

1.1 pg 3.; what is the composition of the Agency team for this project? And who will be the project’s primary point(s) of contact? We understand that Stephanie Brandon is the SPC for the RFP, but will the project have other members and contacts?

A: The Agency team includes a minimum of three staff including two staff who co-lead the Agency’s Built Environment program and one staff with partial focus on the Agency’s built environment work.

Additional staff may be included. The main point of contact is Amanda Ingmire, co-lead for the Built Environment program.

2. We see that some of the goals are to communicate the BE program and connect with a variety of audiences during the listening sessions (Section 2.3, pg 6). What are the plans for public dissemination to the community of the final report and work plan (Section 2.4, pg 8, Task 5)?

A: It is expected that the report and work plan will be shared with listening session participants as a part of the listening sessions to allow for discussion. Examples of how the Built Environment program has disseminated report and information to the public more broadly include: publishing to the Agency’s built environment webpage, promoting through the Agency newsletter, webinars, and sending to the Agency’s built environment listserv. Communication strategy can include some or all of the mentioned strategies, in addition to other ideas the Contractor may propose. Exact communication plans will be discussed with the selected Contractor.

3. In section 2.2.1, a definition of Impacted Communities is provided. What type of languages do you believe will need to be accommodated for this project and outreach to these community members?

A: Determination of specific languages will be determined with the Contractor and Impacted Community participants. In the past, Agency has found that written and verbal translation for Spanish is the most often needed language accommodation.

4. Can DEQ provide more clarity on the duality of the relationship building piece? Specifically, how does DEQ envision building relationships directly, so that relationships are built with the Agency and not solely with the Contractor?

A: DEQ understands there may be hesitation for folks to connect directly with DEQ. DEQ looks to the Contractor to help make connections and foster a space for relationship building, however, DEQ will also take an active role in working to building relationships with listening session participants.

5. What is the geographic reach for the listening sessions? Does DEQ expect that certain amounts will be held in different regions, like the Willamette Valley, Coast, Southern Oregon, etc.? Does DEQ have specific percentages or goals at this point?

A: Often there is a lot of Metro area representation, so DEQ wants to ensure reach across the state. At the same time, DEQ acknowledges that many Impacted Community members reside in the Metro areas, so we want to be careful to not underrepresent these groups as well. DEQ does not have specific percentages or goals in place at this time, but will work with the Contractor to establish these.

6. What is DEQ’s thinking of how co-facilitation of listening sessions will go? What will the different roles be?

A: DEQ views this as a partnership with the Contractor and will be an active co-facilitator, but the Agency doesn’t want to speak at people. The goal is to build relationships and hear from participants.

DEQ is open to Contractor’s ideas/suggestions to best engage folks so that everyone feels prepared and empowered to participate, contribute, and inform work of program.

7. During the outreach phase – what are DEQ’s thoughts on encouraging participants to participate beyond the stipend? What are the reasons?

A: It will be important to be clear about how input will be incorporated and inform the priorities of the program. Additionally, it is important to communicate the opportunities for partnership and support that DEQ can offer.

8. Does DEQ have a target number of community members you want to be involved? How will DEQ know it’s enough?

A: DEQ doesn’t know the specific answer to that, but we expect to work through that question with the selected Contractor. At a minimum the Agency would like to reach 30 Impacted Community members. This number comes from DEQ’s testing of more equitable engagement tools. However, DEQ wants to engage as many folks as want to talk to us within the limitations of funds we have dedicated for stipends ($50,000). This response applies for Impacted Community participants only. Industry and governing bodies will be separate.

9. Is the focus for this RFP is for Impacted Communities, what about the industry and governing groups, is that a separate project?

A: The contractor can provide input on outreach to the industry and governing body groups, however this RFP is focused specifically on Impacted Communities.

10. What is DEQ’s sense of timeline? Does DEQ have more details?

A: The goal is to inform the Built Environment program’s projects for 2023 and beyond, but we don’t want to shortchange this process and understand the timeline proposed in the RFP may shift. See page 9, end of section 2 of RFP for proposed timeline.

11. For sake of transparency, will the workplan be disseminated to public or just to participants?

A: The information will go out to both the participants and the public. Some examples that DEQ uses to get information out are: website, newsletter, Built Environment mailing list, webinars. DEQ is open to ideas about how to communicate this info for broad reach.

12. RFP says listening sessions are preferred tool for this outreach. Task 2 is about recruiting participants.

Would DEQ be interested in proposals for other outreach tools?

A: DEQ is open to any strategies that can help to engage folks to contribute to this process. The Agency wants to be able to have some comparability of both quantitative and qualitative input provided by all three groups (Impacted Communities, governing bodies, and industry), so any proposed strategies should contribute to that goal.

Note from DEQ: For small businesses interested in submitting a proposal to this RFP (or any other solicitation for the State of Oregon), the Government Contracting Assistance Program (GCAP) and BusinessOregon offer additional help with contracting and proposal review.