RFP 00002556 Volunteer Coordination and Event Management.pdf

RFP #00002556 Page 1 of 34 On-Call for Course Management & Event Coordination Project #132603

City of Portland, Oregon

RFP NO. 00002556

REQUEST FOR PROPOSALS

for

VOLUNTEER COORDINATION AND EVENT MANAGEMENT

Date Issued: April 11, 2025

Proposals Due: April 25, 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 #00002556 Page 2 of 34 On-Call for Course Management & Event Coordination

I. Table of Contents II. Proposal Requirements

A. General Information

1. Purpose

2. Background

3. Business Challenge

4. Work Overview

5. RFP Estimated Timeline

III. Proposal Development

A. Proposal Preparation

1. Pre-Proposal Meeting

2. Questions or Clarifications

B. Proposal Submission

1. Proposals Due

2. Proposal Page Limit

3. Proposal Submission

4. Proposal Components

C. 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. Statement of Work

1. General Scope

2. Technical and Required Services

a. GENERAL

RFP #00002556 Page 3 of 34 On-Call for Course Management & Event Coordination

i. Attend weekly meetings and share status reports

ii. Provide monthly billing invoices

iii. Provide event attendance totals for events

iv. Write post-event and final evaluation reports for vendors and volunteers

b. OUTREACH MATERIALS DISTRIBUTIONS

i. Distribute yard signs/door hangers to neighborhood businesses and community venues affected by events

3. Work Performed by The City

4. Place of Performance

5. Period of Performance

B. Electronic Submittal Instructions for BuySpeed

C. Proposer Information Form

D. COBID Participation Disclosure Form

E. Proposal Redactions Submittal Template

F. Sample Contract

G. Sample Contract Exceptions and Deviations Form

RFP #00002556 Page 4 of 34 On-Call for Course Management & Event Coordination

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 5.10. The City of Portland is seeking proposals from qualified proposers with demonstrated experience in volunteer coordination and event management. Defined terms in this RFP are listed in the attached sample contract.

The City of Portland (City) Bureau of Transportation (PBOT) is a community partner in shaping a livable city. We plan, build, manage, and maintain an effective and safe transportation system that provides people and businesses access and mobility. We keep Portland moving.

Portland stands as a national leader in innovative transportation solutions. Stewardship of Portland's mobility and livability is our primary responsibility. PBOT oversees many programs to help us meet our mobility and livability goals and we work with contractors to help support our programmatic needs.

When it comes time to implement large events that necessitate volunteer recruitment, on-street event course management, temporary traffic control deployment, we often hire a contractor to help us manage these events. PBOT programs and events can range in size and scale, but some past examples include Portland Sunday Parkways, Portland Neighborhood Greenways, Healthy Business Quick Build, Portland Play Streets, Portland Street Plaza Activations, and other community events and traffic calming needs.

2. Background

PBOT has an ongoing need to support our active transportation programs listed below. Additionally, we may have regular, on-going programmatic support needs for some of our community-based programs, along with limited or temporary needs for other community events and traffic calming needs which may arise in the future. The programs below are described below to give the Proposer a broad understanding of the range of event management and volunteer coordination needs, but it is not an exhaustive list of programmatic support that is anticipated.

Portland Sunday Parkways:

Portland Sunday Parkways events educate and encourage Portland residents to walk, bike, and roll, to improve their neighborhood's livability and personal health. Since 2008, PBOT has produced Sunday Parkways events in different Portland neighborhoods. These large-scale open street events allow people of all ages to walk, bike, roll and play in a car-free environment.

For in-person events, Sunday Parkways has employed street closures that allow residents living along the route vehicle access to and from their homes. The program requires significant volunteer support to offer a predominantly car-free experience for event participants while also allowing residents to drive to

RFP #00002556 Page 5 of 34 On-Call for Course Management & Event Coordination and from their homes along the route. Approximately 1500 to 2100 volunteer hours or about 300 to 500 volunteer shifts support the Sunday Parkways event season each year. Volunteer management for Sunday Parkways remains one key area of expertise the successful applicant must demonstrate. In addition to volunteer management, services needed for in-person events include planning and implementing traffic control in coordination with city staff, local transportation agencies, and flagger companies. Supporting public notification before and during the event is important, as well as coordinating marketplace vendors.

After pausing in-person events in 2020 and 2021 due to the COVID-19 public health pandemic making it unsafe to gather in large numbers, the Sunday Parkways program returned to in-person events in 2023 and introduced a new approach. Each event route highlights a Portland neighborhood that has been systemically excluded and features new walking, biking, and rolling infrastructure that has recently been completed. These routes are featured for a few consecutive years to help build upon the investments and partnerships. In addition, more community awareness is achieved each year, giving more people access to walk, bike, roll, or play on safe and comfortable open streets.

Play Streets Program:

Play Street transforms neighborhood streets into recurring pop-up community hubs for intergenerational socializing, play, and physical activity by closing the street to vehicle traffic. They create a fun, active space, especially in places where recreational areas are scarce. Play Streets are free and open to everyone. Play Streets can have snacks and games, but they can also include culturally specific performances, potlucks, or demonstrations for kids like how to patch a bike tire or plant a tree.

The possibilities for these community events are endless.

In 2018, the Portland in the Streets team began to build the Play Streets program. Due to the COVID-19 pandemic, the program was put on hold until the spring of 2023. With PBOT’s Mobility and Safety Programs section, Elevate Oregon, and a team of dedicated volunteers, Portland in the Streets initially re-launched this program in the Parkrose School District with great success. These events included bounce houses, chalk art, basketball games, blocks, snacks, and music. As the program continues, we will need support to assist with volunteer management, in-person pop-up planning assistance, implementing traffic control in coordination with city staff, local transportation agencies, and flagger companies, and communications support before and during the event to coordinate logistics with any relevant stakeholders.

Street Plaza Activations:

PBOT's Portland Public Street Plazas are community-oriented public spaces where business and the neighborhood come together. Rather than just a place to pass through, these sections of city streets become vibrant community hubs where all are welcome. PBOT partners with business districts, local businesses, non-profit organizations, and community organizations to support Public Street Plazas in neighborhoods throughout Portland.

Originally developed in response to COVID-19, this effort builds on PBOT’s early program, the Healthy Businesses Permit Program, where PBOT and community partners worked together to repurpose streets for public space to benefit both businesses and the community allowing many restaurants to serve food and drinks in the public right-of-way. As the program developed, street plazas began to feature simple design elements and temporary, movable amenities.

RFP #00002556 Page 6 of 34 On-Call for Course Management & Event Coordination

Due to the popularity and success of this program, PBOT has continued to develop a more comprehensive Street Plaza Program to support the ongoing establishment, management, and stewardship of these vibrant community spaces. Currently, PBOT maintains seventeen (17) Street Plazas throughout the City, the locations can be found in our directory, here:

https://www.portland.gov/transportation/planning/plazas/plaza-directory.

Street Plazas can be reserved to host various community events, game nights, pop-up markets, fitness classes, and a myriad of other community uses. When a Street Plaza Activation event is planned, the events are generally limited to 100 attendees or less, permits may be needed for noise and food concerns, additional garbage receptacles may be requested, vehicle access may be temporarily granted but events must not obstruct pedestrian or bicycle access. When a Plaza Activation is complete all traffic control devices and other temporary movable amenities must be returned to their original location before the event took place.

3. Business Challenge

The City of Portland Bureau of Transportation (PBOT) is seeking proposals from individuals, firms, teams, or consultants, hereafter called "Proposer(s)," with a diverse range of skills required to support route management, vendor management, and volunteer management, with an understanding that the scale of in-person route planning and implementation will depend on rapidly changing factors, some of which are outside of PBOT or the City of Portland's control. These include budget constraints and changing public safety guidance, and continuing program development. Thus, the successful Proposer will be agile and flexible, with a strong ability to collaborate in the growth and development of logistical and traffic planning, vendor and volunteer management and retention, and traffic calming expertise.

This contract will support this program from 2025 to 2030.

4. Work Overview

The successful Proposer shall be able to demonstrate their ability to provide the following:

Volunteer Management:

The successful Proposer shall be able to provide all labor, equipment, and materials required to recruit, train, manage, and retain volunteers for program support. This may include communicating with volunteers throughout the year to generate excitement and maintain relationships with groups for various programmatic needs. During peak event season approximately 300 to 500 volunteer shifts may be required, with most shifts ranging from 2 to 3.5 hours. Roles include info booth volunteers, mobile superheroes, intersection superheroes, and volunteer photographers. Volunteers on-site will also provide waste management and vendor marketplace support and assist with other event-day needs.

Course/Route Management:

The successful Proposer must excel at route management for mobile events, traffic control deployment, public outreach, and communications. Tasks include working with PBOT Traffic Engineers to identify challenging intersections and areas requiring flagging services, hiring and managing flagging companies, developing, distributing, and collecting signage for various route markers, detours, and sponsor signs, and installing removing and returning temporary traffic control devices to PBOT.

Vendor Management https://www.portland.gov/transportation/planning/plazas/plaza-directory

RFP #00002556 Page 7 of 34 On-Call for Course Management & Event Coordination

Demonstrated success in vendor development, recruitment, and retention will also be a key component of a successful proposal. These tasks include providing a vendor registration platform that can accept payments of vendor fees, tracking registrations, cancellations, and refunds, placing vendors in marketplaces, and providing vendor communications. Attracting new vendors and retaining previous vendors will be essential to support a broad array of programmatic activities.

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

Event Date Deadline for RFP Questions April 18, 2025 Written proposals due at 4:00 p.m. April 25, 2025 Notice of Intent to Award posted May 2025

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

III. Proposal Development

A. Proposal Preparation

1. Pre-Proposal Meeting There will be no pre-proposal meeting or site visit scheduled for this Project.

2. 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

RFP #00002556 Page 8 of 34 On-Call for Course Management & Event Coordination

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 sixteen (16) 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).

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 is 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.

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

RFP #00002556 Page 9 of 34 On-Call for Course Management & Event Coordination

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.

a. 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.

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

c. 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 5 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;

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 and scope of the project;

e. Describe whether the project was over or under budget upon completion.

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

4. Describe your firm’s specific experience in volunteer coordination and event management:

a. Communications strategies;

b. Volunteer recruitment and training;

c. Volunteer database management and reporting;

d. Event/course management;

RFP #00002556 Page 10 of 34 On-Call for Course Management & Event Coordination

e. Traffic control utilization plans;

f. Distribution and logistics plans;

g. Emergency action plans;

h. Cost control measures;

i. And any other details relevant to the delivery of consistent high quality event management and volunteer coordination services.

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

d. Project Team

Provide the following:

1. Approximate number of people to be assigned to the project.

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.

e. Project Approach

1. The City has provided information on the general tasks, Deliverables, roles, and responsibilities anticipated for a successful Project, in Section VI. RFP Attachments>>> Section A, Statement of Work.

2. Proposers shall provide a proposed Scope of Work (SOW) for the examples found in Section VI. RFP Attachments>>> Section A, Statement of Work>>> Subsection 4, Program Examples.

3. The proposed SOW should demonstrate a general understanding of the deliverables that should be considered for each Program Example.

4. For each potential deliverable identified in the proposed SOW, Proposers should provide the following information:

a. Describe the tasks and activities that will be used to meet the business need.

b. Describe which team members or volunteer recruitments may be needed to fulfill work on each task/activity;

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

d. Identify points of input and review with staff that may be needed; and

e. The time frame estimated to complete each task/activity.

RFP #00002556 Page 11 of 34 On-Call for Course Management & Event Coordination

f. Pricing Proposal

The proposal shall include the true estimated cost or fixed-price estimate for the proposed Project approach irrespective of the City’s anticipated cost. Additionally, this cost shall include the hourly rates of each person associated with the Project as well as the estimated number of hours each staff member will be expected to work on each task.

g. 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.

h. 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

RFP #00002556 Page 12 of 34 On-Call for Course Management & Event Coordination 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 Equity Contractors (includes COBID certified firms)

i. Please list the total project Contract amounts being performed by the Proposer and by any subcontractors on Equity Contractor Participation Disclosure Form.

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

iii. Subcontracts with non-COBID certified Equity Contractors, may not exceed $150,000, but full points will be awarded under this subsection if a contract valued at $150,000 is proposed to an Equity Contractor.

*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?

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

RFP #00002556 Page 13 of 34 On-Call for Course Management & Event Coordination

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.)

4. 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.

i. 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.

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 if needed. 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.

j. 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 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) 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.

RFP #00002556 Page 14 of 34 On-Call for Course Management & Event Coordination

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.

C. 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 Y

Proposer Information Form Required N

Proposer Capabilities

Required Y

Project Team

Pricing Proposal

Required N

References (3)

Corporate Responsibility, including:

COBID Participation Disclosure Form

Exceptions and Deviations to Contract

Optional N

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

N

Redacted for Public Disclosure Copy Optional N

RFP #00002556 Page 15 of 34 On-Call for Course Management & Event Coordination

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:

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. 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. Proposer Capabilities 15

2. Project Team 15

3. Pricing Proposal 15

4. Project Approach 20

5. References 15

6. Corporate Responsibility 20

OR State Certification 4

RFP #00002556 Page 16 of 34 On-Call for Course Management & Event Coordination

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. 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.

f. 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

RFP #00002556 Page 17 of 34 On-Call for Course Management & Event Coordination

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 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

RFP #00002556 Page 18 of 34 On-Call for Course Management & Event Coordination 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 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.

https://www.portland.gov/policies/administrative/purchasing/adm-109-sustainable-procurement-policy

RFP #00002556 Page 19 of 34 On-Call for Course Management & Event Coordination

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.

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.

Portland Clean Energy Community Benefits Fund Funding Requirements:

The services associated with this solicitation are partially or fully funded by the Portland Clean Energy Community Benefits Fund (PCEF). Proposer acknowledges and accepts as a condition of award that the following requirements may apply as outlined in Portland City Code 7.07.060.C:

1) U.S.-made renewable energy products – any purchases of solar, wind or other renewable energy systems must be predominantly manufactured in the United States unless such a product is unavailable, or the cost is prohibitive.

2) Workforce and Contractor Equity Agreement - Proposer agrees to abide by any applicable workforce and contactor equity agreement developed by PCEF staff in alignment with workforce and contractor equity plans adopted by the PCEF Committee.

3) Family Wage Standards - All workers who perform work on projects funded by PCEF must be paid a minimum of 180% the relevant state minimum wage for time worked as defined by the Oregon Bureau of Labor & Industries (“BOLI”).

B. Award and Contracting Process

RFP #00002556 Page 20 of 34 On-Call for Course Management & Event Coordination

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.

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

RFP #00002556 Page 21 of 34 On-Call for Course Management & Event Coordination rules, all of which are incorporated by this reference. These requirements are available on the City of Portland’s Procurement Services website: http://www.portlandoregon.gov/brfs/27353

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:…