RFP 00002527 Addendum 4.pdf
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- Solicitation number
- 00002527
- Issued by
- Oregon
About this file
This is Addendum No. 4 to RFP No. 00002527 issued by the City of Portland, Oregon for the Portland Clean Energy Community Benefits Fund (PCEF) Strategic Program 2, which focuses on clean energy retrofits in unregulated multifamily housing. The addendum, issued on April 7th, 2025, modifies the original RFP specifications and provides clarifications through responses to ten questions submitted by potential respondents. The primary purpose of the addendum is to replace Attachment D (Proposer Pricing Template) with a revised Version 2 to address duplication errors and expand budget year coverage. Proposals are due by 3:00 pm on April 11th, 2025. The program seeks to establish and administer a data management system for tracking monthly, quarterly, and annual reporting requirements while coordinating with existing PCEF systems that currently utilize Excel spreadsheets, Smartsheets, SnugPro, and Fulcrum platforms.
Key clarifications from the addendum include: sample reports and COBID disclosure forms do not count toward the 20-page proposal limit; low-income is defined as households with gross annual income at or below 80 percent of Area Median Income; unregulated multifamily housing is defined as buildings with five or more units without existing affordability covenants; projects must be unit-specific in mixed-use buildings rather than building-wide; income verification of individual tenants is not required, and the administrator should explore alternative qualifying methods; and respondents with more than three subcontractors may expand the COBID form as needed. PCEF indicated flexibility regarding budget adjustments and deliverables based on economic conditions, noting that they are currently evaluating how to address cost increases and potential reevaluation of annual budgets. The city does not maintain a comprehensive list of qualifying buildings but will work with the selected administrator to identify and vet potential properties. All inquiries should be directed to Thor Haglund, Sr. Procurement Specialist at thor.haglund@portlandoregon.gov.
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Procureme nt Se rvices City of Portland , Oregon
@PortlandGov portlandgov
PortlandORGov
April 7th, 2025
ADDENDUM NO. #4
RFP No. 00002527
FOR
PORTLAND CLEAN ENERGY COMMUNITY BENEFITS FUND
STRATEGIC PROGRAM 2 – CLEAN ENERGY IN UNREGULATED (MULTIDWELLING) MULTIFAMILY
HOUSING
Bids or Proposals Due: April 11th, 2025 By: 3:00 pm
This Addendum provides changes to the specifications for the above-entitled project to be considered by each respondent. This Addendum shall be included within the proposal. Any changes made by this Addendum to said specifications offset only the portion of the words or paragraphs specifically mentioned herein, and the balance of the specifications remain in full force. It is the responsibility of all respondents to conform to this addendum.
The purpose of this Addendum is to replace Attachment D – Proposer Pricing template with the new Attachment D – Proposer Pricing Template V2 as well as answer questions received regarding the RFP.
The following Questions were received and have been included with their corresponding answers:
Question 1: Regarding a proposed data management system, PCEF notes "Establish and administer a data management system for the purpose of tracking and meeting PCEF’s monthly, quarterly, and annual reporting requirements. Data will be collected and managed to protect individual privacy and provided to PCEF in coordination with PCEF data management systems.". Can you provide any additional information on PCEF's existing data management systems and any expectations of PCEF regarding coordination between the new system to be established by the program administrator for SP2 and existing PCEF systems?
Answer 1: PCEF is in the process of building reporting systems. We use a series of products ranging from Excel spreadsheets and smartsheets to SnuggPro and Fulcrum which are used by our Quality Assurance Providers. We are interested in working with an Administrator who can grow, learn and flex with us as we further the program.
Question 2: PCEF asks for sample reports and the COBID disclosure form in the proposal sections that are part of the 20 page limit. Will you please confirm if those items can be provided as appendix attachments and do not count toward the 20 page limit?
Answer 2: Sample forms will not be included in the page limit.
Sylvester Donelson, Jr. Sara Morrissey Michael Jordan Chief Procurement Officer Deputy City Administrator City Administrator https://twitter.com/PortlandGov https://www.instagram.com/PortlandGov/ https://www.facebook.com/PortlandORGov
Question 3: There is a duplication on the pricing spreadsheet for the data management and reporting task. Please provide guidance on how PCEF would like this addressed.
Answer 3: Attachment D has now been updated. Please use the new Attachment D Proposer Pricing Template V2 uploaded with this Addendum.
Question 4: In the Pricing Template, only years 2025 & 2026 are included, how should we address this?
Answer 4: Attachment D has now been updated. Please use the new Attachment D Proposer Pricing Template V2 uploaded with this Addendum.
Question 5: How bound to the initial proposal budget will the successful applicant be? Can money be moves between budget categories as needed each year? If material and equipment costs increase drastically due to long-term continuation of currently prevailing economic conditions, can the budget or unit targets be reevaluated on an annual basis?
Answer 5: PCEF is currently evaluation and determining a course of action. We will work with the selected Administrator to evaluate the current economic conditions and adjust either deliverables or budget accordingly.
Question 6: Does the city have a list of unregulated housing that meets the standards of this proposal, and will this be provided to the successful applicant?
Answer 6: We do not have an absolute list but we have done research and discussed with bureau planning staff how we might approach identifying buildings for this work. Lists that we can generate will require additional vetting.
Question 7: Please provide the precise definition of unregulated low-income housing to be used by
PCEF?
Answer 7: Low Income is defined as individuals, or households with a gross household income at or below 80 percent of Area Median Income. Unregulated multifamily/multidwelling housing is equal to 5 or more units but does not have an affordability covenant in place.
Question 8: If a building is mixed use between low-income and non-low-income housing, will PCEF support building-wide projects or only unit-specific?
Answer 8: Unit Specific.
Question 9: Is income verification of individual tenants to determine qualification under PCEF's definition a part of the required project scope of work?
Answer 9: No, we would want the administrator to explore and recommend other means of qualifying buildings.
Question 10: The COBID form only has room for three subcontractors. What if we have more than three subcontractors identified?
Answer 10: Feel free to copy and re-paste the formatting for the form to add more sections for sub-contractors. You can also list them in a similar format that makes it clear their COBID status and how much of the budget is going to them. If you require assistance in this process, please reach out to Thor Haglund at thor.haglund@portlandoregon.gov
Please direct all questions and concerns to Thor Haglund, Sr. Procurement Specialist by email at thor.haglund@portlandoregon.gov.
End of Addendum
Sylvester Donelson, Jr., Chief Procurement Officer
Sylvester Donelson, Jr.
Chief Procurement Officer
SD:TH
mailto:thor.haglund@portlandoregon.gov mailto:thor.haglund@portlandoregon.gov
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