RFP 00002425 for Mobile Surveillance Units.pdf

RFP #00002425 Page 1 of 31 Project #131826

City of Portland, Oregon

RFP NO. 00002425

REQUEST FOR PROPOSALS

for

Mobile Surveillance Units

Date Issued: January 15, 2025

Proposals Due: January 31, 2025 by 4:00 p.m. Pacific Time

SUBMITTAL INSTRUCTIONS: Submit one (1) Adobe PDF electronic copy clearly marked “Master” or “Original,” and if redactions are requested, one (1) additional electronic copy, in MS Word format with redactions made (the Redacted for Public Disclosure Copy) through the City’s Online Procurement Center:

https://procure.portlandoregon.gov/bso/

REFER QUESTIONS TO:

Mark Ariza Procurement Analyst Procurement Services Phone: (503) 823-1885

Email: Mark.Ariza@portlandoregon.gov https://procure.portlandoregon.gov/bso/ mailto:Mark.Ariza@portlandoregon.gov

RFP #00002425 Page 2 of 31

I. Table of Contents II. Proposal Requirements

A. General Information

1. Purpose

2. Background

3. Outcomes Desired

4. Work Overview

5. RFP Estimated Timeline

III. Proposal Development

A. Proposal Preparation

6. Pre-Proposal Meeting

7. Questions or Clarifications

B. Proposal Submission

1. Proposals Due

2. Proposal Page Limit

3. Proposal Submission

4. Proposal Components

a. Proposal Submittal Checklist

IV. Proposal Evaluation

A. Proposal Review and Selection

1. Evaluation Overview

2. Evaluation Process

B. Award Review and Protest

1. Review:

2. Protests:

V. Terms and Conditions

A. RFP Process

B. Award and Contracting Process

VI. RFP Attachments

A. Specification Functional and Technical Requirements Form

B. Electronic Submittal Instructions for BuySpeed

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C. Proposer Information Form

D. COBID Participation Disclosure Form

E. Proposal Redactions Submittal Template

F. Sample Contract

G. Sample Contract Exceptions and Deviations Form

H. Vendor Hosted System Questionnaire

RFP #00002425 Page 4 of 31

II. Proposal Requirements

A. General Information

1. Purpose This Request for Proposals (RFP) document is a request for sealed competitive proposals under Portland City Code Chapter 5.33. The City of Portland (“City”) is seeking proposals from qualified proposers with demonstrated experience in mobile security cameras. Defined terms in this RFP are listed in the attached sample contract.

Various bureaus in the City of Portland aim to implement a mobile comprehensive security technology system throughout City-owned properties. The technology system will serve to enhance the City’s business continuity and meet the security needs of our community by deterring theft and vandalism, mitigating criminal activity in remote locations lacking physical security presence, and ensuring the safety of City staff and equipment through continuous monitoring and alerts.

The City anticipates one (1) Price Agreement resulting from this RFP. The initial term is anticipated to be five (5) years with an option to renew for an additional 5 years, for a maximum of 10 years.

2. Background The City has many capital infrastructure facilities throughout the City including over a hundred pump stations, green spaces, labs, pools, parking lots, etc. Since the COVID Pandemic, the City, like many other organizations, has seen a significant increase in theft, vandalism, and personnel safety concerns. It is not feasible to maintain a regular security presence at every City facility. Therefore, the City would like to obtain, for all City Bureaus that require extra protection, a comprehensive security technology system that is mobile, easily deployable, self-reliant, and capable of notifying City personnel during a security event.

Since 2022, the City has been participating in a pilot program using several unmanned mobile security units at various City sites. The pilot has proven to be successful in lowering the instances of security concerns at the locations of the unit deployments. There have been zero security breaches, theft, or vandalism to the City’s critical infrastructure where these units have been deployed. The units have actively identified 1,242 potential security events throughout the life of the pilot enabling security personnel to be notified and investigate further. This is a direct result of how these mobile security cameras have enhanced situational awareness where security personnel are not assigned.

The pilot units are energy efficient and environmentally friendly being that they are solar powered.

3. Outcomes Desired The City of Portland desires to obtain a mobile comprehensive security technology system that will monitor specific locations, deter crime, and notify designated City personnel when a security event occurs. The unit shall be easily deployable, include software to review video feed, and shall be supported by services that maintain and repair units.

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4. Work Overview Overview of Product Specifications, Functional and Technical Requirements

a. Unit Specifications The City of Portland desires to obtain units that include the following minimum specifications:

1. Essential features include mobility, a sturdy support system, mast structure with lifting capability, and trailer frame. Other essential features include:

i. Mast equipped with cable winch with 10’-22’ height range.

ii. Two-Way communication speaker

iii. Area flood light with colored (preferred blue/red) strobe lights

iv. Units should be self-sustaining, with a preference for solar power as the primary energy source, supplemented by an environmentally friendly alternative fuel for backup.

Additionally, each unit should have a minimum capacity of 10 gallons for reserve fuel.

A. Units must have back-up power source.

v. Uptime of 99% or better preferred

vi. Exterior/interior coated with industrial outdoor rating/specifications for Pacific

Northwest climates.

vii. Securable trailer tongue – for security purposes

viii. Towable units

ix. Led Brake/Turn Lights

2. Camera’s essential features include:

i. Include 70-120 high resolution horizontal Field of View (FOV) or greater.

ii. Include optical, IR illumination, thermal and PTZ capabilities.

iii. Include human, animal and vehicle detection within 650 ft

iv. Include a minimum 58° (PTZ) and 360° (panoramic) horizontal FOV per camera.

v. Camera video archiving should be calculated at 30 frames per second.

vi. Satisfy NDAA and TAA compliant options.

vii. Be Federal Communications Commission (FCC) compliant.

viii. Units should be equipped with tamper and intrusion detection capabilities to prevent theft or damage to the units. Tamper and intrusion detection capabilities are defined as automatic visual monitoring along with verbal notifications to discourage unauthorized access or damage.

ix. Include infrared and thermal capabilities for night and inclement weather.

x. Preferably have customer-configurable unit heads and mounting options

xi. Have the ability to disable facial recognition.

b. Service Specifications Services essential features include:

• Monitoring and immediate notification of security events o Provide automated monitoring 24 hours a day, 7 days a week, 52 weeks a year.

o Once the unit detects a security event (unauthorized intrusion), it shall immediately notify City designated personnel via email and/or SMS.

• Leasing options for units

RFP #00002425 Page 6 of 31

• Support and maintenance of units.

• Be easily deployed by City personnel and ready to use (include instructions in proposal)

• Unit Relocation:

o City personnel are able to relocate units to vulnerable areas as needed.

o Provide training for city staff.

o Option for vendor to relocate units.

o At termination of lease/agreement

c. Technology Requirements

• Provide vendor hosted software and cloud-based solution.

• Software to support:

o Minimum streaming resolution of 1920x1080 (PTZ) and 2992x2992 (panoramic) o Must be compatible with the City’s security system (Genetec): Genetec technology seamlessly integrates into City security operations. Cloud based online live monitoring: Access to view/connect with each of the units all through a client sponsored web platform w/mobile device accessibility. Additionally, notifications are sent through email and/or SMS.

o Video streaming and Surveillance 24 hours a day, 7 days a week, 52 weeks a year o Video recording, downloadable and playback capabilities such as mp4 o Recorded footage stored for minimum of 15 calendar days.

o Remote device interface/management o Provide data analytics - accessible only to security team personnel.

E.g. Capability to differentiate between a human and a vehicle.

Health status of each operational camera Status if the unit is active.

Status of reserve fuel on board the unit o Interface accessible through desktop browsers (MS/Google) and mobile platforms (android/apple)

• Authentication capable of enforcing city-approved password management

• Wireless communication utilizes proper encryption.

• Selected Contractor shall comply with City of Portland, Bureau of Technology Services

Information Security Administrative Rules BTS-2.01. This rule is located at:

https://www.portland.gov/policies/technology-services/information-security/bts-201-information-security-administrative-rule.

d. Miscellaneous Requirements:

1. Deliveries:

a. Local Transportation

i. Vehicles idling is not permitted at delivery sites/loading docks.

ii. All diesel-fueled delivery vehicles utilized for the resulting contract shall have a model year 2007 engine or newer, or have retrofit emission control devices that reduce diesel particulate matter to similar levels as a 2007 engine. Emission https://www.portland.gov/policies/technology-services/information-security/bts-201-information-security-administrative-rule https://www.portland.gov/policies/technology-services/information-security/bts-201-information-security-administrative-rule

RFP #00002425 Page 7 of 31 control devices shall be in good operating condition throughout the resulting contract.

b. Long-distance shipping: Contractor shall be an active participant in the EPA SmartWay Program.

2. Solar Panels: Photovoltaic modules and associated inverters shall be EPEAT registered as the bronze level or higher.

3. Whenever possible, deliverables shall be submitted electronically. Any paper-based deliverables shall be printed double-sided and in bindings or report covers that are fully recyclable, using materials containing post-consumer waste (PCW) recycled content.

4. Unless otherwise indicated, video conferencing and/or audio conferencing shall be maximized in lieu of in-person meetings that would require long-distance travel for any participants.

e. Place of Performance Contract performance may take place in the City’s facility, the contractor’s facility, a third-party location or any combination thereof.

f. Period of Performance The initial Term of the Contract is anticipated to be five (5) years from the Effective Date, with the City’s option to renew for additional periods. The City anticipates having the Contractor begin work upon Contract execution with submittal of final Deliverables to the City occurring by January 2025. Proposals containing earlier completion of the Contractor's work are acceptable and encouraged.

g. Overview of Required Services The selected Contractor shall be expected to work closely with designated City of Portland personnel to perform the tasks described generally below.

The City shall request deployment, maintenance, repair, and removal of units by mutually agreed upon task orders. Selected Contractor shall deliver mobile units to locations throughout the City, perform required unit maintenance and repairs as required, and promptly remove units as needed by the City.

5. RFP Estimated Timeline The following is the estimated timeline for the RFP and Contracting process:

Event Date Deadline for RFP Questions January 24, 2025 Written proposals due at 4:00 p.m. (Phase 1 response) January 31, 2025 Posting of the short list and Phase 2 Instructions (if applicable) February/March 2025 Notice of Intent to Award posted March/April 2025

The City reserves the right to adjust the above noted schedule as necessary.

III. Proposal Development

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A. Proposal Preparation

6. Pre-Proposal Meeting There will not be a pre-proposal meeting for this Project.

7. Questions or Clarifications It is the proposer’s responsibility to ask questions, request changes or clarifications, or otherwise advise the City of Portland if any language, specifications or requirements of this RFP appear to be ambiguous, contradictory, or appear to inadvertently restrict or limit competition to a single source.

Questions and requests for clarification regarding this RFP must be directed in writing, via email, to the person listed on the title page at least seven (7) Calendar Days prior to the proposal due date. Any questions received less than seven (7) Calendar Days prior to the RFP opening date may not be answered.

In order to maintain a fair and equitable RFP process, the City shall provide all additional relevant or pertinent information via the issuance of an addendum.

B. Proposal Submission

1. Proposals Due Proposals must be received by the City no later than the date and time specified on the first page of this solicitation. It is the proposer’s responsibility to ensure that proposals are received prior to the specified closing date and time, and in the manner required by Part II, Section B.3 below. Proposals received after the specified closing date, or time or in a manner other than specified in this RFP, shall not be considered and will be rejected.

2. Proposal Page Limit Proposals must be clear, succinct, and not exceed twelve (12) pages.

Those portions of a Proposal excluded from the page limit are identified in RFP Part II Section C, Proposal Submittal Checklist.

The City will evaluate all proposals on the completeness and quality of the content. Proposers who submit more than the pages indicated may not have the additional pages of the proposal read or considered.

3. Proposal Submission For purposes of this proposal submission, the proposer shall submit: one (1) original copy of their proposal and all separately attached documents in PDF format through the City’s Online Procurement Center (BuySpeed) at:

https://procure.portlandoregon.gov/

Please see attached BuySpeed submittal instructions (RFP Attachment B).

https://procure.portlandoregon.gov/

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Online submittal instructions are also available at:

https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions

Proposers may request additional assistance from City staff with the submittal process prior to the proposal due date listed on the cover page of this RFP. Assistance is based on the availability of City staff and all requests for assistance shall be sent via email to the contact listed on the cover page of this RFP.

Requests for scheduled assistance shall be made at least one week prior to the proposal due date.

Requests for assistance after the scheduling deadline will be based on availability of staff to respond to requests. Assistance by City staff does not guarantee proposal submission will be completed accurately, on-time, or that proposals will be considered responsive. Compliance with all proposal submission requirements are still the responsibility of the Proposer even if assistance is provided.

To avoid potential issues with the submission of Proposal Documents, Proposers should avoid file names that utilize special characters (e.g. &*-_+#@). Proposers should limit file names to no more than sixty

(60) characters in length. Proposers should attempt to reduce the size of files being submitted to reduce the chance of failure of uploading documents in BuySpeed.

Disclaimer: These instructions are advice only and the City does not warrant that following these instructions will guarantee that a proposer’s proposal is submitted correctly. Proposers bear complete and total responsibility for ensuring their proposal is properly submitted and received on time.

The entire proposal must be properly submitted through the City’s Online Procurement Center (BuySpeed) before the time and date specified on the cover page of this RFP. Proposers are advised to allow extra time to upload their proposal documents into BuySpeed.

4. Proposal Components Proposers must provide all information requested by the City in this RFP in their Response. Responses must follow the format outlined in this RFP. Additional or unrequested materials, and proposals submitted in other formats, may not be considered.

h. Cover Letter The Proposal Cover Letter shall include a general statement of the purpose for submission and must be signed by a legal representative of the proposer who is authorized to bind the proposer in contractual matters. A proposer’s submission of a proposal through BuySpeed constitutes an electronic signature of the proposal.

i. Proposer Information Form Proposers shall fully complete and submit the proposer Information Form (Attachment C).

j. Response to City’s Specifications, Functional and Technical Requirements Proposers shall respond to each Specification, functional and technical requirement in this RFP and any applicable RFP Attachments. For each requirement, please indicate the extent to which the proposed Product can meet the requirement. Comments are encouraged.

https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions

RFP #00002425 Page 10 of 31

i. Attachment A, Functional and Technical Requirements Form

ii. Attachment H, Vendor Hosted System Questionnaire

k. Proposer Capabilities The Proposer must provide the following as part of their proposal:

1. General firm description:

a. Describe your firm’s legal structure, areas of expertise, length of time in business, number of employees, and other information that would be helpful in characterizing the firm. Provide the same information for any subconsultants to be utilized on the project.

b. Provide the address of the firm’s home office and the address of the office that will manage the project, if applicable.

2. Describe similar projects performed within the last 3 years, which best characterize firm’s capabilities, work quality, customer service and cost control. Of the projects listed:

a. Identify the client for which the project(s) were performed, preferably municipal or government agencies.

b. Provide name, address and phone number of a person who can be contacted regarding your performance on the project;

c. Provide description of type of work performed;

d. Describe the size of the project, and whether, it was completed, and whether it was over or under budget upon completion;

e. On projects for which your firm worked in an auxiliary capacity or in a joint venture or partnership, include the name of the lead firm;

3. Describe firm’s resources available to perform the work for the duration of the project and other on-going projects.

4. Describe firm’s management and organizational capabilities. Include:

a. a description of your firm’s overall management approach to accomplishing the project’s stated goals and objectives.

b. organizational charts and a statement regarding lines of authority and responsibility;

c. a statement regarding how the Proposer is prepared to respond promptly to problems and any changes to scope of work.

d. copies of standard reports currently used by Proposer in existing contracts.

e. a description of your firm’s internal procedure and/or policies associated or related to work quality.

5. Describe your firm’s specific experience in:

a. Portland, Oregon

b. Maintaining units, response, and resolution time

c. accurate reporting and reconciliation.

d. managing Mobile Surveillance Units systems.

e. delivery of consistent and high-caliber customer service.

f. providing similar Products and Services to municipal agencies.

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6. Describe qualifications and relevant experience of subcontractors and/or partnership entities, if any.

l. Project Team

Provide the following:

1. Approximate number of people to be assigned to the project and Portland area.

2. Extent of company’s principal member’s involvement.

3. Names of key personnel who will be performing the work on this project, and their:

a. roles and responsibilities;

b. current assignments and location;

c. directly relevant experience on similar or related projects;

d. unique qualifications;

e. demonstrated performance record on similar projects;

f. percentage of their time that will be devoted to this project.

4. Identify training requirements for key personnel to keep current on industry best practices.

5. Resumes of key personnel proposed to be assigned to the project. Resumes shall include educational background, professional development, and demonstrate that the individual(s) meets the qualification and experience requirements for performing the work as outlined in this RFP.

6. Proposals must identify a proposed project manager who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with your firm. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams. List other projects to which the proposed project manager is currently assigned.

m. Project Approach

1. Proposers shall provide a Scope of Work (SOW) for their proposed solution.

2. The proposed SOW should demonstrate a clear and concise understanding of the

Project.

3. For each phase identified in the proposed SOW, Proposers should provide the following information:

a. Describe the tasks and activities, the methodology that will be used to accomplish them, and which team members will work on each task;

b. Describe the Deliverables that would result from each task or activity;

c. Identify points of input and review with staff; and

d. The time frame estimated to complete each task.

n. Pricing Proposal The proposal shall include the number of hours each staff member will work on each task. The proposal shall include the true estimated cost to perform the work irrespective of the City's anticipated cost.

Pricing proposals shall include all fees including, but not limited to:

RFP #00002425 Page 12 of 31

• monthly leasing,

• deployment,

• relocation,

• removal,

• maintenance,

• service requests,

• data collection and storage

• streaming services, and

• monitoring.

o. References

1. Proposer should include references from three (3) clients for which the proposer worked on projects of similar scope and complexity, within the past five (5) years. Please include:

a. Contact name

b. Contract title

c. Address

d. Phone number

e. Email address

f. Location/jurisdiction

g. Summary of the project

h. Project start and end dates

i. Project contract value (initial and current ending value)

2. Reference Checks may be conducted by the City at any point during evaluation process. The City will make a reasonable attempt to contact each reference three (3) times. If after three

(3) attempts the reference does not respond, the reference shall not be evaluated, if applicable the proposer shall receive 0 points for that reference, and the proposer shall only be evaluated on their remaining references.

3. If the proposer provides more than the requested number of references, references beyond the requested number of references provided may not be contacted, evaluated or considered.

4. Right to Check Other References The City reserves the right to contact any additional references it deems appropriate or in its best interests when evaluating the proposer’s proposal. The City may conduct other reference checks with persons whose names have not been provided by the proposer, but of whom the City has knowledge.

5. Reference Uses, Responsibility Determination The City may use references to obtain additional information, break tie scores, or verify any information needed. Any References which indicate a failure to provide complete and accurate information in a Proposal may lead to rejection for lack of Responsibility.

RFP #00002425 Page 13 of 31

p. Data Center Information The following questions refer to the data center used to support the proposed hosted software solution.

If more than one data center is utilized to support the hosted service, provide a separate answer for each data center.

1. Data Center Location ideally Soc2 Type 2 certified *City requires hosting to be in the United States *

2. Data Center Facility Owner: Owned by Proposer or Contracted Third-Party?

a. If the proposer's data storage is on a cloud-hosted platform (AWS, GCP (Google

Cloud Platform), MS Azure) the platform needs to be FedRAMP certified.

3. If Contracted Third-Party: Co-Location or Hosted/Cloud?

4. Please describe the role of this Data Center for this Project.

q. Corporate Responsibility Through the adoption of The Portland Plan, the Social Equity Contracting Strategy, and Sustainable Procurement Policy, the Portland City Council has shown its commitment to contracting with socially and environmentally responsible businesses. The City values and supports diversity and is dedicated to advancing equity in public contracting by increasing opportunities for firms owned by Black, Indigenous, and People of Color, Women owned firms, and State of Oregon certified Minority, Women and Emerging Small Business enterprises

(“M/W/ESB”).

The following certification(s) may be accepted:

1. Certifications by the State of Oregon’s Certification Office for Business Inclusion and Diversity

(“COBID”)

This Social Equity Contracting Strategy promotes economic growth and encourages partnering and mentoring between large and small COBID firms on City contracts. Proposing firms are encouraged to seek firms owned by Black, Indigenous, and People of Color, Women owned firms to utilize as City of Portland Equity Contractors, and/or use the Directory of Certified Firms on the COBID website:

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=231 5&TN=oregon4biz) for identifying potential certified subcontractors.

2. All proposers shall address the following in their proposals:

a. Business Oregon’s Certification Office for Business Inclusion and Diversity (COBID) Please indicate in your response if your firm is currently a COBID-certified firm.

b. Subcontracting to COBID certified firms

i. Please list the total project Contract amounts being performed by the Proposer and by any subcontractors who are COBID certified firms.

ii. Points will be awarded based upon the relative value of work performed by COBID-certified subcontractors to the overall cost of the project.

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=231%205&TN=oregon4biz) https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=231%205&TN=oregon4biz)

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*Note: Failure to submit Form with your proposal may result in the proposal being found non-responsive and rejected.

3. Workforce Diversity and Community Involvement

a. Describe your firm’s workforce demographics and any measurable steps taken to ensure a diverse internal workforce (e.g., women and people of color).

b. How do you approach internal on-the-job training, mentoring, technical training, and/or professional development opportunities for women and people of color?

c. Describe your firm’s employee compensation structure, (e.g., living wages, healthcare coverage, employee leaves, dependent care, etc.).

d. Describe your firm’s commitment to community service, (e.g., charitable programs, scholarships, economic development, etc.)

iii. Sustainable Business Practices

a. List the top five actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (e.g., energy efficiency, use of recycled content or non-toxic Products, use of public transit or alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.).

b. Regarding your top five actions, please reference implementation dates and/or timelines, and any performance metrics or third-party awards/recognition (such as Sustainability at Work).

c. Does your firm participate in any third-party sustainability related organizations, networks, or committees? If so, list up to five examples and how long your firm has been an active participant in each.

d. The City expects thoughtful consideration of all of the above Corporate Responsibility criteria in the preparation of proposals. The City will enforce all COBID commitments submitted by the successful proposer. The successful proposer will not be permitted at any time to substitute or delete any COBID Certified subcontractor without the prior written approval of the Chief Procurement Officer.

r. Exceptions and Deviations to The Sample Contract The Sample Contract attached as Attachment F contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.

As part of the Evaluation Phase 2 shortlisted proposers shall be required to submit exceptions and deviations to the City’s Sample Contract. The proposer must identify the specific provision the proposer would like to negotiate, provide an explanation of why the proposer believes the provision should be a negotiable provision, and provide the suggested revised language. RFP Attachment G contains an exception and deviation request form for submission as part of Evaluation Phase 2. Exception and deviation requests that are not submitted in the format of RFP Attachment G may not be considered.

Requests that state the entire Contract be negotiated will not be considered.

s. Proposal Redactions for Public Records Purposes Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of Oregon public records law. When preparing their proposal submission, if the proposer

RFP #00002425 Page 15 of 31 requests redactions to their proposal, the proposer shall provide one (1) “Redacted for Public Disclosure” copy of the proposal in unprotected MS Word format with the requested redactions highlighted in yellow with their submission. The “Redacted for Public Disclosure” copy shall be a complete copy of the submitted proposal, in which all information that the proposer deems to be exempt from public disclosure has been identified. The proposer shall also include a completed “Redaction Summary Form” (RFP Attachment E, separately attached) detailing the location of all redacted information and reason for redaction.

When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in such a way as to allow the disclosure of the non-exempt information.

Should the proposer determine that no redactions are required, that should be indicated in the proposer Information Form. If a proposer fails to submit a “Redacted for Public Disclosure” copy of their proposal as required, the City may release the proposer’s original proposal without redaction.

a. Proposal Submittal Checklist

Each complete proposal must contain the following, in the order indicated below.

Proposal Component Status Included in narrative page limit?

Cover Letter Required N

Proposer Information Form Required N

Response to City’s Specifications, Functional & Technical Requirements

Attachment A

Required N

Vendor Hosted System Questionnaire, Attachment H

Required N

Proposer Capabilities

Required Y

Project Team

Project Approach Required Y

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Pricing Proposal Required N

References (3)

Data Center Required Y

Corporate Responsibility, including:

COBID Participation Disclosure Form, Attachment D

Required Y

Redaction Summary Form Required if Redacted for Public Disclosure Copy is provided.

N

Redacted for Public Disclosure Copy Optional N

IV. Proposal Evaluation

A. Proposal Review and Selection

1. Evaluation Overview A Selection Review Committee (Committee) will be appointed to evaluate the proposals received. For the purpose of scoring proposals, the Committee will evaluate each proposal in accordance with the criteria listed below. The Committee may seek the assistance of outside expertise, including, but not limited to, technical advisors and subject matter experts. The Committee will require a minimum of ten

(10) Business Days to evaluate and score the proposals.

The choice regarding how or when to proceed, the need for additional clarifications, decisions to begin or terminate negotiations, determination of a reasonable time, decisions to open negotiations with a lower scoring proposer, and any decision that a solicitation should be cancelled are all within the sole discretion of the City.

2. Evaluation Process The proposal evaluation process consists of a series of evaluation phases that may lead to the identification of a finalist. Each proposal will be evaluated in accordance with the following evaluation criteria:

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a. Responsiveness, Responsibility, and Mandatory Criteria The City shall determine if the proposer is a Responsible Proposer that has submitted a Responsive Proposal, in accordance with Portland City Code.

b. Evaluation Phase 1 – Written Scoring Proposals meeting the responsiveness, responsibility, and mandatory requirements will be further evaluated as part of Evaluation Phase 1. This step consists of a detailed review of the written proposal responses as follows:

Phase 1 Evaluation Criteria

Criteria Maximum Phase 1 Score

Point Distribution by Subsection

1. Response to City’s Functional and Technical Requirements 25

2. Proposer Capabilities 30

3. Project Approach 10

4. Pricing Proposal 15

5. References

6. Corporate Responsibility 20

OR State Certification 4 COBID Subcontracting 8 Workforce Diversity & Community Involvement 3 Sustainable Business Practices 5

TOTAL: 100

c. Short Listing:

At the end of any evaluation phase, the Evaluation Committee may focus on only a limited number of proposals by developing a “short list” based on the scores, or may proceed directly to Contract negotiation and award. The number of proposals on the short list depends on whether the Committee believes such proposals have a reasonable chance of leading to the award of a contract. Proposers that are eliminated from further consideration will be notified by a Notice of Shortlisting posted in the same manner as the RFP.

d. Subsequent Evaluation Phases:

The City may proceed with subsequent phases of evaluation as it deems necessary, including but not limited to oral interviews, demonstrations, presentations, or site visits, along with further clarification of the proposals. Proposers invited to participate in subsequent evaluation phases will be given additional information and instructions regarding the City’s desired content a reasonable time before any further evaluation is held.

e. Evaluation Phase 2 – Interviews, Demonstrations, or Presentations The scoring of Phase 2 generally will be as follows, however further detail on specific criteria, weighting and point breakdown may be part of the information and instructions provided by the City at the conclusion of Phase 1:

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Phase 2 Evaluation Criteria

Criteria Maximum Phase 2 Score

Point Distribution by Subsection

1. Content of Interviews, Demonstrations, or Presentations 100

TOTAL: 100

f. Additional Optional Evaluation Phases and Methods In addition to the standard evaluation phases above, the City may exercise one, or any combination, of the methods of Contractor selection described in PCC 5.33.100, including best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers that are eliminated at any stage of the evaluation process will be notified of their elimination.

g. Total Overall Score:

Following completion of each evaluation phase, the points from that phase will be added to each proposer’s cumulative score to determine their Total Overall Score. The highest scoring proposer, based on their Total Overall Score, may be identified as the finalist.

The selection of the finalist may be based on negotiated costs and conformance to the City’s terms and conditions within the City’s Sample Contract. Negotiations will follow with the finalist, and if successful, may result in a final award and Contract for the work. If the Contract with the finalist cannot be reached within a time period deemed reasonable to the City, the City may elevate the proposer which possesses the next highest Total Overall Score to be the finalist.

B. Award Review and Protest

1. Review:

The City shall post a Notice of Intent to Negotiate and Award in the same manner as the RFP. The Notice shall identify the proposer(s) to which the City intends to award a contract. Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act. Proposers not awarded the Contract may seek additional clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods utilized by the Evaluation Committee.

2. Protests:

Proposers are permitted to challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. Proposers who wish to protest their elimination must submit a protest within seven (7) Calendar Days of the City’s posting of the Notice of Short List or Notice of Intent to Award . Depending on the nature of the protest, proposers may wish to review Portland City Code (PCC) 5.33.720, 5.33.730, and 5.33.740 regarding protest procedures, all of which may be found online at the City Auditor’s website. The exercise of judgment used by the Committee in scoring

RFP #00002425 Page 19 of 31 the written proposals and any subsequent evaluation phase, including the use of outside expertise, is not grounds for appeal.

V. Terms and Conditions

A. RFP Process

Addenda: If, in the opinion of the Chief Procurement Officer, additional information or interpretation is needed, the City shall issue an addendum. Any addenda issued by the Chief Procurement Officer seventy-two (72) hours or more before the scheduled closing time, Saturday, Sunday, and City-observed holidays not included, shall be binding. The City shall provide such addenda in the same manner in which it provided the RFP, but failure of the proposer to receive or obtain such addenda shall not excuse the proposer from compliance with its contents.

Oral Instructions: Oral instructions or information concerning the RFP or the project given out by officers, employees, or agents of the City shall not modify the RFP nor bind the City. Any changes or revisions to the RFP shall be binding only if issued by the City in a written addendum.

Cost of Responding: This RFP does not commit the City to pay any costs incurred by any proposer in the submission of a proposal, or in making necessary studies or designs for the preparation thereof, or for procuring or contracting for the items to be furnished under the resulting Contract.

Taxes: Taxes, whether State or Federal, shall not be included in the offered prices. A tax exemption certificate will be provided by the City upon request.

Sustainable Procurement: The City strives to be more sustainable in its operations and planning.

Starting with the City’s Sustainable City Principles (1994) the City established a variety of policies to guide its work on sustainability, including: the Sustainable Procurement Policy, Green Building Policy, Local Action Plan on Global Warming, and the Stormwater Management Manual. To view these and related City policies, go to the Portland Policy Documents Website:

https://www.portland.gov/policies/administrative/purchasing/adm-109-sustainable-procurement-policy As applicable to City procurement, these policies guide the City to buy products and services that reduce the City’s negative environmental and social impacts. While specific goals vary, the City’s sustainability objectives tend to focus on: reducing energy use; reducing air, water, and land pollution; building and maintaining high-performance green buildings; reducing the use of materials toxic to the environment and human health; utilizing resources efficiently, including the use of renewable, reusable and recycled materials; utilizing minority-owned, small, and/or local businesses; preserving or enhancing biodiversity;

and maintaining fiscal health in the short and long term. As such, the City seeks to do business with firms that will actively contribute to the City’s sustainability objectives.

Withdrawal, Modification or Alteration of Proposal: Prior to the RFP due date and time, a proposer may submit revised versions of its proposal. Also, a proposal may be withdrawn upon written request of the proposer prior to the due date and time. Negligence on the part of the proposer in preparing their proposal confers no right to withdraw their response after the scheduled closing time for filing https://www.portland.gov/policies/administrative/purchasing/adm-109-sustainable-procurement-policy

RFP #00002425 Page 20 of 31 proposals. As a result of any of these actions, if the intent of the proposer is not clearly identifiable, the interpretation most advantageous to the City will prevail.

Late Proposals: Proposals must be received no later than the date and time specified on the cover of this solicitation. It is the proposer’s responsibility to ensure that proposals are received prior to the specified closing date and time. Proposals received after the specified closing date and/or time shall not be considered and will be rejected.

Cancellation: The City of Portland reserves the right to modify, revise, or cancel this RFP. Receipt and evaluation of proposals, or the completion of subsequent evaluation phases does not obligate the City to award a contract.

Rejection of Proposals: The City reserves the right to reject any or all responses to the RFP in the City’s sole discretion.

Public Records: Any information provided to the City pursuant to this RFP shall be public record and subject to public disclosure pursuant to Oregon public records laws.

The general requirement for public disclosure is subject to a number of exemptions. When preparing a proposal submission, a proposer must plainly mark each page containing information deemed by the proposer to remain exempt from public disclosure after proposals have been evaluated (e.g., pages containing trade secret, economic development information, etc.). A summary of the redactions shall be provided with the redacted version of the proposal response.

The fact that a proposer marks and segregates certain information as exempt from disclosure does not mean that the information is necessarily exempt. Any portion of a proposal that the proposer claims as exempt from disclosure must meet the requirements of the Oregon Public Records Act. The City will make an independent determination regarding exemptions applicable to information that has been properly marked and redacted. Information that has not been properly marked and redacted may be disclosed in response to a public records request. When exempt information is mixed with nonexempt information, the nonexempt information must be disclosed.

Unless expressly provided otherwise in this RFP or in a separate communication, the City does not agree to withhold from public disclosure any information submitted in confidence by a proposer unless the information is otherwise exempt under Oregon law.

If the City refuses to release the records, the proposer agrees to provide information sufficient to sustain its position to the District Attorney of Multnomah County, who currently considers such appeals.

If the District Attorney orders that the records be disclosed, the City will notify the proposer in order for the proposer to take appropriate legal action. The proposer further agrees to hold harmless, defend, and indemnify the City for all costs, expenses, and attorney fees that may be imposed on the City as a result of appealing any decision regarding the proposer’s records.

Conflict of Interest: By submitting a proposal, a proposer thereby certifies that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other proposer on this particular RFP, and that the proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm.

RFP #00002425 Page 21 of 31

Intergovernmental Cooperative Purchasing: The proposer agrees to extend identical goods and services under the same prices, terms, and conditions to all public agencies. Requirements stated herein reflect the City of Portland’s usage only. A public agency wishing to utilize like services will execute its own contract with the Contractor for its requirements and may negotiate the terms of that contract in accordance with its own requirements. The Contractor shall provide quarterly usage reporting of the City of Portland as well as that of other public agencies to the City of Portland, Procurement Services.

Any proposer by written notification included with their proposal, may decline to extend the services, prices and terms of this RFP to any and/or all other public agencies.

B. Award and Contracting Process

Contractor Selection: The City will award a contract to the proposer whose proposal is considered and evaluated as being the most advantageous to the City. The contractor selection process will be carried out under Portland City Code.

Clarifying Proposal During Evaluation Period: During the evaluation process, the City has the right to require any clarification or change it needs in order to understand the proposer’s view and approach to the project and scope of the work.

Notice of Intent to Award Is Not a Contract: A notice of intent to negotiate and award posted on the Procurement Services website does not constitute an authorization for shipment of equipment or supplies or a directive to proceed with Services. Before performing any work, the contractor must receive a properly authorized purchase order or Contract.

Contract Development: The proposal and all related responses provided by the proposer may become a part of the final Contract. The form of Contract shall be the City's Sample Contract provided with this

RFP.

Insurance – Proof of Coverage: Work shall not commence until all insurance requirements have been met and certificates thereof have been filed with the City. All insurance requirements shall be as indicated within the attached Sample Contract.

City of Portland Business License Tax Account #: Prior to execution of a Contract, Contractor shall provide City of Portland business license tax account number, or shall provide proof of exemption from said registration requirements, as issued by the City of Portland Bureau of Revenue. Failure to do so within twenty (20) Calendar Days after posting of the Notice of Intent to Award may result in withdrawal of any resulting contract award. Details of compliance requirements are available from the Revenue Bureau License and Tax Division,(503) 823-5157, email: biztaxhelp@portlandoregon.gov website:

http://www.portlandoregon.gov/revenue/29320

Failure to Execute Contract: Failure on the part of the proposer to whom a contract is awarded to execute the Contract and deliver the Contract and required documents with all required bonding and insurance certificates within ten (10) Calendar Days shall be just cause for cancellation of the award and withdrawal of the Contract.

mailto:biztaxhelp@portlandoregon.gov http://www.portlandoregon.gov/revenue/29320

RFP #00002425 Page 22 of 31

Public Safety: Public safety may require limiting access to public work sites, public facilities, and public offices, sometimes with little advance notice. The Contractor shall anticipate delays in such places and include the cost of delay in the costs in its proposal. The Contractor’s employees and agents shall carry sufficient identification to show by whom they are employed and display it upon request to security personnel. City project managers have discretion to require the Contractor’s employees and agents to be escorted to and from any public office, facility or work site.

Governing Law: The provisions of any contract shall be construed in accordance with the provisions of the laws of the State of Oregon without reference to its conflict of law provisions. Any action or suits involving any question arising under the resulting Contract must be brought in the appropriate court in Multnomah County Oregon. All statutory, charter and ordinance provisions that are applicable to public contracts in the City of Portland and the State of Oregon shall be followed with respect to this Contract.

In connection with its activities under this Contract, Contractor shall comply with all applicable federal, state and local laws and regulations including the City's Equal Benefits Ordinance and its administrative rules, all of which are incorporated by this reference. These requirements are available on the City of Portland’s Procurement Services website: https://www.portland.gov/business-opportunities

Failure to comply with the City’s Equal Benefits Ordinance permits the City to impose sanctions or require remedial actions as stated in Section 13.1 of the rules. All statutory, charter and ordinance provisions applicable to public contracts in the City of Portland and the State of Oregon shall be followed with respect to this Contract.

Americans With Disabilities Act Compliance: Proposers agree that if awarded a contract, the successful Contractor will comply with all applicable provisions of the Americans with Disabilities Act of 1990, 42 USC Section 12101 et seq. If any proposer requires special assistance or auxiliary aids during the proposal, evaluation or award process, please notify the Procurement Services, (503) 823-6855, or TDD

(503) 823-6868, at least two (2) Business Days prior to the required assistance.

Assignment of Anti-Trust Rights: By entering into a contract, the Contractor, for consideration paid to the contractor under the Contract, does irrevocably assign to the City of Portland any claim for relief or cause of action which the Contractor now has or which may accrue to the Contractor in the…