RFP 00002624 Campsite Removal Property Storage Proposal Response Packet.docx

RFP Number 00002624 Goods + Services December 23, 2025 Request for Proposals (RFP) for Primary and Auxiliary Campsite Removal and Property Storage Proposal Response Packet

Section 7: Submission Instructions Section 8: Required Proposal Components

RFP at a Glance Proposals Due:

February 6, 2026 at 4;00 p.m. Pacific Time Summary:

The City seeks to partner with a qualified Contractor(s) to work collaboratively with the City and outside agencies to provide pensive campsite cleanup services in accordance with established protocols and laws. Contractor services will include coordinated and responsible handling of the impacted individuals’ personal belongings according to mandated requirements and effectively engage with individuals experiencing unsheltered homelessness who may be directly impacted by those services.

Mandatory Pre-Proposal Meeting:

There will be 2 pre-proposal meetings for this RFP. The pre-proposal meeting is a mandatory requirement of the RFP process. Interested contractors are required to attend one of the meetings listed below to be eligible to submit a proposal.

#1 January 13, 2026 at 11:00 am Pacific Time NAMC – Oregon 2205 NE Columbia Blvd, 2nd Floor Portland, OR 97211.

or #2 January 21st, 2026 at 1:00 pm Pacific Time Portland Building Room 201 1120 SW 5th Ave, Portland, OR 97204

Please RSVP your attendance to Kristina Kolata at Kristina.kolata@portlandoregon.gov Refer to Section 1.5: Submission Instructions: Mandatory On-Site Pre-Proposal Meeting for details.

Submit Your Proposal:

City of Portland Online Procurement Center:

https://procure.portlandoregon.gov/bso/ Refer to Section 2: Submission Instructions for details.

Have Questions or Need Help? Contact the Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by January 30, 2026 at 4:00 p.m. Pacific Time. Any questions received after January 30, 2026 may not be answered. Only the Single Point of Contact can answer questions about this RFP.

Kristina Kolata Senior Procurement Specialist Procurement Services

(971) 509-0713 kristina.kolata@portlandoregon.gov

Section 7: Submission Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 6 of the RFP Information Packet for this RFP and the insurance required in Section 5 of the RFP Information Packet.

Proposals are Due February 6, 2026 at 4:00 p.m. Pacific Time Late proposals are not accepted.

Proposal Page Limit is 30 Pages The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.

Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 8 of this document lists which parts are included in the page limit.

Proposal Contents and Organization You must provide all information requested in this RFP in your response. Responses must follow the format outlined in this RFP. We will not consider additional or unrequested materials.

Follow the order outlined in Section 8: Proposal Checklist for your submission.

Proposal Submission Instructions Submit your proposal through the City’s Online Procurement Center (BuySpeed) at:

https://procure.portlandoregon.gov/ The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.

Instructions for submitting through BuySpeed are included in Attachment 1- Buyspeed Submittal Instructions and are also available at:

https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download

Modifying or Withdrawing Your Submission You can modify or withdraw your submission through the City’s Procurement Website, BuySpeed, any time before the proposal due date.

Section 8: Required Proposal Components Proposal Checklist

Proposer Information Form The Proposer Information Form must state the name(s) and title of the person(s) authorized to represent the Contractor in any negotiations, the name(s) and title of the person(s) authorized to sign any Price Agreement that may result, the primary contact person’s name, business cell phone and email address. A legal representative of the successful firm authorized to bind the firm in contractual matters must sign the Cover Letter and include a signature with their Proposal. If appropriate, include firm’s City of Portland Business License Tax account number as well as the Equal Opportunity Employer (EEO) expiration date. Failure to provide such information will be grounds for finding the Contractor non-responsive and the entire proposal will be disqualified.

Proposer’s Full Legal Name

(If Applicable) Doing Business As

Proposer’s Address

Total Number of Employees

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

Corporate Office Name

Corporate Office Address

(If Different) Local Contact

Local Contact Phone (day)

Local Contact Phone (evening)

Local Contact Email

Contact Name, Phone, Email the City Buyer may direct questions to regarding the proposal forms submitted

Whether your employees are represented by a Union, and if so, identify them

City of Portland Business License Tax Account # (if currently licensed) https://www.portlandoregon.gov/revenue/29320

State of Oregon Registry Number https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login

State of Incorporation

· Name common parent:

Open Data Requirements https://efiles.portlandoregon.gov/Record/10879908/

· I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.

· I request insurance reductions.

List requested insurance reductions:

Proposer Capabilities Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

1. General Firm Description

Firm’s areas of expertise

Firm’s length of time in business

Number of employees

Is your firm a second chance employer and/or does your firm hire technicians with lived experience with homelessness or addiction?

Include any other information that helps describe your firm

2. Describe your firm’s specific experience including years of experience for the following services. If possible, include detailed experience for projects of a similar size, scope, and complexity as the services required by this RFP.

Campsite cleanup, experience working with unhoused populations or similar services

Coordination of work teams specifically related to waste removal, biohazard cleanup, community restoration, or homeless camp removal

Describe any experience working with police, specifically the Portland Police Bureau, transition service providers, and other public safety agencies.

3. Describe similar projects your firm has done within the last five (5) years, which best characterize your firm’s capabilities, work quality, and cost control. Identify similar projects with other government agencies.

Project 1

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

If your firm worked as a subconsultant or in partnership with another firm, include the name of the lead firm

Project 2

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

If your firm worked as a subconsultant or in partnership with another firm, include the name of the lead firm

Project 3

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

If your firm worked as a subconsultant or in partnership with another firm, include the name of the lead firm

(Optional) Add additional projects as needed below

4. Describe your firm’s management and organizational capabilities

Describe your company’s hiring and screening procedures

Describe your company’s recruitment philosophy and program

Describe the scope and content of your training program. What are the credentials of your training instructors?

Provide organizational charts and a statement regarding lines of authority and responsibility (Organizational charts not included in page count)

Describe your employee performance incentive structure, including promotional opportunities.

Describe your employee discipline policy and procedures.

Describe other incentives you provide to help retain skilled and trained employees and minimize employee turnover.

Provide your employee turnover rate over the past five years for each of the job positions listed in the Scope of Work.

Describe your firms internal procedures and/or policies associated or related to work quality and cost control

Describe your firms philosophy relative to police relations

Describe your firm’s process to make recommendations to the City to improve services

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

6. Provide the following information for each position your firm employs:

Position 1

Position Title

Description of Primary Responsibilities

Hourly pay rate range

Tiers of pay for each position (years of service based, and merit based increases for all positions)

Position 2

Position Title

Description of Primary Responsibilities

Hourly pay rate range

Tiers of pay for each position (years of service based, and merit based increases for all positions)

Position 3

Position Title

Description of Primary Responsibilities

Hourly pay rate range

Tiers of pay for each position (years of service based, and merit-based increases for all positions)

(Optional) Add additional positions as needed below

7. Describe your firm’s employee compensation structure. Specifically address:

Whether or not you follow a living wage model, and if so, provide a description

The types of paid leave provided to employees, including holidays, sick leave, maternal/and parental leave, dependent care leave, and vacation leave

Describe your paid leave accrual policy and eligibility requirements for each category of employment (full time, part time, salaried, seasonal, etc)

Your health care benefits package including eligibility requirements for each category of employment (full time, part time, salaried, seasonal, etc); When employee is eligible for benefits, eligible dependents, coverage levels, employee deductibles description and amounts, co-pay description and amounts

Employee’s cost for benefits vs Employer paid cost, employee compensation for waiving benefits offered

Your retirement benefits package; include eligibility requirements for each category of employment (full time, part time, salaried, seasonal, etc.)

Any additional employee benefits offered

8. Social Accountability: Describe Contractor’s approach to reducing the negative impact to the individuals experiencing poverty and homelessness during the performance of their work.

Pricing Proposal Complete and submit the Pricing Proposal Attachment 2 - RFP 00002624 Price Proposal Template The proposal shall specify pricing broken out to include: labor rate, travel labor rate, mileage, and any area additional costs to fulfill the requirements not covered in this Section.

Additionally, the proposal shall include a schedule of applicable hourly rates for personnel. The proposal shall include the contractor’s true estimated cost to perform the work including all mark-ups or multipliers anticipated irrespective of the City’s anticipated costs.

A. Recognizing that these are critical positions that aid in both the reality and perception of safety of the homeless camps, proposers are encouraged to offer a very competitive living wage and benefits package to employees to attract and retain the most highly qualified employees. This should be based upon the performance and quality requirements outlined herein, and the proposer’s experience with local market, labor pool, etc. At a minimum, pay rates must be in compliance with the City’s Fair Wage Policy (Portland City Code 3.99 Fair Wage Policies).

B. The proposed billing rate should provide for any pay increases based on individual security officer performance and should be coordinated with the quality assurance and performance review policies and procedures.

Project Team While it is important the Contractor has the necessary staffing and key personnel with which to operate and manage the work as specified herein, it is also important the key personnel are able to incorporate industry best practices, good community relations, and have a thorough understanding of City expectations as outlined in Attachment 3 - RFP 00002624 Statement of Work, knowledge of the City’s Homelessness and Urban Camping Impact Reduction Program and its goals in relation to work performance under this project. The Proposal must identify the required number of people (i.e. Field Technicians) to be assigned per work crew.

Failure to provide the key personnel, team qualifications, or resumes as requested below may result in a rejection of a proposal.

Project Team Information

Team qualifications and relevant experience on similar or related projects:

Qualifications and relevant experience of prime contractor and any partnership entities or subconsultants, if any

Experience on similar or related projects

Project manager’s experience working with campsite abatement programs. Please detail and similar work experience with environmental hazards and vulnerable populations.

Provide the number of work crews that will be assigned to the project. How many people will be assigned to each work crew?

Identify the qualifications of the individual(s) who will be providing supervision (if different from key personnel listed below)

Identify any social work and/or mental health and/or peer support certifications or qualifications held by individuals who will be assigned to this project

Key Personnel

Name of Key Personnel 1:

Primary role and responsibilities. What percentage of time will be devoted to this project

Is the individual currently assigned to other projects? Please specify and include project duration.

Describe experience working on similar or related projects

Describe experience working on campsite abatement projects specifically

List all relevant training or experience applicable to the work requirements on this project

List Unique qualifications and certifications the individual holds relevant to the work performed

Identify any social work and/or mental health and/or peer support certifications or qualifications held by this individual

Resume demonstrating qualification and experience required to perform the tasks outlined in the scope of work (Resumes are not included in page count)

Name of Key Personnel 2:

Primary role and responsibilities. What percentage of time will devoted to this project

Is the individual currently assigned to other projects? Please specify and include project duration.

Describe experience working on similar or related projects

Describe experience working on campsite abatement projects specifically

List all relevant training or experience applicable to the work requirements on this project

List Unique qualifications and certifications the individual holds relevant to the work performed

Identify any social work and/or mental health and/or peer support certifications or qualifications held by this individual

Resume demonstrating qualification and experience required to perform the tasks outlined in the scope of work

Name of Key Personnel 3:

Primary role and responsibilities. What percentage of time will devoted to this project

Is the individual currently assigned to other projects? Please specify and include project duration.

Describe experience working on similar or related projects

Describe experience working on campsite abatement projects specifically

List all relevant training or experience applicable to the work requirements on this project

List Unique qualifications and certifications the individual holds relevant to the work performed

Identify any social work and/or mental health and/or peer support certifications or qualifications held by this individual

Resume demonstrating qualification and experience required to perform the tasks outlined in the scope of work

(Optional) Add additional Key Personnel as needed below.

Identify any sub-consultants(s), joint ventures or other partnership relationships established for this project in which the Proposer plans to use for performance of work, (Subconsultants may make arrangements with more than one proposer.) If the Proposer will not be hiring subconsultants for this work, write “NONE” on the form and notate below.

Project Approach The Proposer’s approach, understanding of the project, proposed strategy, and ability to operate in the best interest of the homeless community they impact, and the City’s taxpayers, are important aspects of this RFP process. Throughout the entire response provided for this section, the Proposer should clearly identify how their approach and understanding will provide thoughtful and effective services with a high level of customer service to City staff, and the homeless community members they encounter during the performance of duties.

The Proposer should provide detailed description of the firms management objectives and techniques that demonstrate how the work requirements will be met for the following activities required by the scope of work, specifically identifying and clarifying any potential major issues for the following:

1. General Service Requirements

Describe the protective clothing, equipment, and other gear that will be required for field technicians performing work under the City contract

Describe communication equipment (tablets, laptops, radios, pagers, cell phones, etc.) that would support this account. Is adequate equipment available to deploy with every team?

Provide a statement about how your firm is prepared to respond promptly to problems or changes to the Scope of Work

Describe how client communications are handled at your company. Describe how communications will be handled between your company and the City.

2. Employee Training and Supervision

Provide a sample copy of your training plan for staff who might be involved in the performance of the contract. (sample copy not included in page limit count)

Include training required for performance in accordance with Attachment 3, Scope of Work

Describe how supervision will be handled. What will be your approach to providing supervision of your field personnel?

How will you ensure that enough trained employees will be available to provide required coverage?

Identify management and their role in meeting performance requirements, and organizational capabilities to manage resources and employees.

3. Service Quality Assurance Provisions, Including Retention Practices

Describe how contractor’s firm is prepared to respond promptly to incidents while on duty, accommodate requested program changes

How will you plan for and manage changes in work assignments?

What types of daily problems do you anticipate, and how will you handle them?

Detail the resources Proposer has available to perform the work for the duration of the contract and to respond to the needs of the City as they arise or change.

Your ability to handle record-keeping and reporting functions required by the Contract – including notices posted, areas cleaned, areas scheduled for cleanings, property inventoried, and incident reports.

4. Client Communications, Management and Office Support

Describe how client communications are handled at your company. Describe how communications will be handled between your company and the City.

Identify management and their role in meeting performance requirements, and organizational capabilities to manage resources and employees.

Describe office support resources available to support this account.

5. Optional/Additional Services

Identify optional or additional service(s) that could be provided by the proposer but not requested under this RFP to help achieve the objectives of the City as it pertains to the intent of this solicitation.

Project Approach Flow Chart - Provide a detailed process flow chart to clearly show how the contractor’s firm is prepared to respond promptly to locations identified by the City upon receipt of assignment through completion of the assignment. Include a description of how Contractor will respond to unexpected events (i.e. hazardous substances, weapons, emergencies, etc.), respond in a timely manner.

References All client references provided to the City in response to this RFP must be currently in business, with valid contact information provided. Individuals listed as reference contacts must be aware that they have been listed as a reference for this RFP and available to provide a reference when contacted by the City.

Include references for three (3) clients your firm has worked with in the past five (5) years on projects of similar scope and complexity.

Reference 1

Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Reference 2

Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Reference 3

Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Corporate Responsibility The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local contractors, including those owned by people of color and women.

Equal Employment Opportunity and Access in Subcontracting How are you providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses?

1. Your approach and description must, at a minimum, address the following:

Describe your firm’s approach and methodology for identifying subconsultant opportunities (including suppliers, manufacturers and services) as an equal opportunity employer.

How outreach will be conducted to inform subconsultant opportunities.

Any mentoring and technical assistance to be made available to subconsultants.

Any strategies, methods, initiatives, or examples of innovation to provide equal opportunity and access which may be utilized in the execution of the work.

How do you balance establishing new relationships with firms vs. sustained engagement with trusted business partners?

2. For three (3) projects worked during the past three (3) years, for either public agency or non-public agency projects, list:

Project 1

Project name

All subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subconsultant

Project 2

Project name

All subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subconsultant

Project 3

Project name

All subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subconsultant

Equal Opportunity Employer and Community Involvement

1. List the top three actions/ongoing practices your firm has implemented to ensure you provide opportunities for, and remove barriers to, employment in your workforce for everyone, including women and people of color, at all levels of your firm (e.g., upper management, middle management and lower-level management).

Action/Ongoing Practice 1

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 3

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Describe your firm’s approach to the following:

How do you approach internal on-the-job training, mentoring, technical training, and/or professional development and advancement opportunities for your workforce?

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

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

Sustainable Business Practices The City identifies Sustainable Procurement as a procurement that has the greatest positive environmental, social, and economic impacts possible over the entire life cycle. Sustainable procurement involves the sustainability aspects related to the goods, services, and suppliers along the supply chains. Sustainable procurement contributes to the achievement of organizational sustainability objectives and to overall sustainable development.

List the top three actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (for example, 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.).

Action/Ongoing Practice 1

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 3

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Does your firm hold any third-party certifications related to sustainable business operations? (e.g. B-Corp certification or similar)

Civil Rights Data Collection The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

Proposer Information

· No, and my firm does not qualify.

Describe your firm’s workforce demographics

Subconsultant Information (please identify all subconsultants to be used)

Firm’s legal name

· Yes Certification #:

· No

Email

Phone number

BuySpeed Vendor #, if applicable

Firm’s legal name

· Yes

Email

Phone number

BuySpeed Vendor #, if applicable

Firm’s legal name

· Yes

Email

Phone number

BuySpeed Vendor #, if applicable

Add additional rows for additional Subconsultants as needed

Exceptions and Deviations to the Sample Contract The Sample Contract is available in Section 5 of the RFP Information Packet. It 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 will be required to submit exceptions and deviations to the City’s Sample Contract. Proposers must make exception and deviation requests through this form.

Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.

Contract Exceptions and Deviations Form

Proposal Redactions for Public Records Purposes If you want to request redactions to your proposal, you must:

1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected Microsoft Word format, with the requested redactions highlighted in yellow

a. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information

b. Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.

2. Complete the table below and submit it with your proposal.

Redaction Summary Form

RFP # 00002624

Primary and Auxiliary Campsite Removal and Property Storage

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