RFP 2025-12 Sunrise Corridor Final.pdf

REQUEST FOR PROPOSALS #2025-12

FOR

SUNRISE CORRIDOR COMMUNITY VISIONING

PATHWAY TO COMMUNITY EMPOWERMENT

SUSTAINED LEADERSHIP AND COALITION BUILDING

BOARD OF COUNTY COMMISSIONERS

, Chair BEN WEST, Commissioner

PAUL SAVAS, Commissioner , Commissioner

MARTHA SCHRADER, Commissioner

Gary Schmidt

County Administrator

Thomas Candelario

Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: March 13, 2025

TIME: 2:00 PM, Pacific Time

PLACE: Procurement@clackamas.us mailto:Procurement@clackamas.us

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SCHEDULE

Request for Proposals Issued ……………………………………….. February 10, 2025 2025

Protest of Specifications Deadline ……………………………………… February 17, 2025, 5:00 PM

Pacific Time

Deadline to Submit Clarifying Questions ………………………………. March 4, 2025, 5:00 PM

Pacific Time

Request for Proposals Closing Date and Time ………………………….. March 13, 2025, 2:00 PM

Pacific Time

Deadline to Submit Protest of Award ………………………… Seven (7) days from the Intent to Award

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

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SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, March 13, 2025 (“Closing), to provide Sunrise Corridor Pathway to Community Empowerment Sustained Leadership and Coalition Building. No Proposals will be received or considered after that time.

The resulting contract from this RFP requires the contractor to begin work in March of 2025.

RFP documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S-C01010- 00012804

Submitting Proposals: Bid Locker

Proposals will only be accepted electronically thru a secure online bid submission service, Bid Locker.

Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker, located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://clackamas.us/how-to-bid-on-county-projects.

Contact Information

Procurement Process and Technical Questions: tcandelario@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

https://oregonbuys.gov/bso/view/login/login.xhtml https://bidlocker.us/a/clackamascounty/BidLocker https://clackamas.us/how-to-bid-on-county-projects mailto:tcandelario@clackamas.us

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Clackamas County encourages proposals from Minorities, Women, Veterans, and Emerging Small Businesses.

SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2. Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 PM (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP. Requests for changes must include the reason for the change and any proposed changes to the requirements. The purpose of this requirement is to permit the County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident, or which unjustifiably restrict competition. County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees, or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3. Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 PM (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4. Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers’ responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5. Submission of Proposals: Proposals must be submitted in accordance with Section 5. All proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form). If a Proposal is submitted by a firm or partnership, the name and the address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

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2.6. Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract.

Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery, or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as non-responsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7. Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8. Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued. This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made part of a file or record which will be open to public inspection. If a proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE

SHEET CAPABLE OF SEPARATION FROM THE REMAINING PROPOSAL AND MUST BE

CLEARLY MARKED WITH THE FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345). Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to Public Records Law.

2.9. Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and

2025-12 6 any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10. RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11. Clarification and Clarity: County reserves the right to seek clarification of each proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12. Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13. Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14. Proposal Terms: All proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days, following the Closing date. County may require an extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15. Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted; therefore, written Proposals should be complete.

2.16. Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17. Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18. RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19. Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

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2.20. Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly. Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required work.

2.21. Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22. Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23. Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24. Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

2.25. Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26. Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27. Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

2.28. Intergovernmental Cooperative Procurement Statement: Pursuant to ORS 279A and LCRB, other public agencies shall have the ability to purchase the awarded goods and services from the awarded contractor(s) under terms and conditions of the resultant contract. Any such purchases shall be between the contractor and the participating public agency and shall not impact the contractor’s obligation to the County. Any estimated purchase volumes listed herein do not include other public agencies and County makes no guarantee as to their participation. Any Proposer, by written notification included with their Proposal, may decline to extend the prices and terms of this solicitation to any and/or all other public agencies. County grants to any and all public servicing governmental agencies, authorization to purchase equivalent services or products described herein at the same submitted unit bid price, but only with the consent of the contractor awarded the contract by the County.

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SECTION 3

SCOPE OF WORK

3.1. BACKGROUND

The Sunrise Gateway Corridor (SGC) is located just east of Interstate 205 and north of the Clackamas River, and follows Highway 212 and Highway 214 east to west, until reaching 172nd Avenue. The area encompasses the Clackamas Industrial Area, which is home to numerous large employers, two schools, several mobile home communities, and Happy Valley, one of the fastest growing cities in the state of Oregon. The SGC is about 5 square miles and home to approximately 8,500 residents, 12% of whom are considered to be at or below 200% of the national poverty level and 15% above the age of 65, as well as 24% of households with at least one person with a disability1.

Since 1988, this corridor has been recognized as one of the most essential transportation routes in the State of Oregon:

• It provides a critical link and freight access from I-205 to U.S. 26 (Mt. Hood Highway), the recreation areas of Mt. Hood and on to central and eastern Oregon.

• It is home to one of the state’s busiest and most critical freight distribution centers, the Clackamas Industrial Area, including over 800 businesses employing over 14,000 people.

• It serves eastern Clackamas County, including Happy Valley, one of Oregon’s fastest growing cities, and the Rock Creek Employment Center (RCEC) area.2

1 Based on seven Census Block Groups within the project area from 2020 5-Year American Community Survey (ACS) Estimates.

2 The RCEC was brought into the Urban Growth Boundary (UGB) in 2002. While it is currently underserved with failing intersections and a lack of multi-modal facilities, it is expected to provide thousands of new jobs and increased investment in coming years.

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• It provides a gateway between the Portland metropolitan area and the premier recreation resources available in Clackamas County, including the Clackamas River Corridor and the Mt.

Hood National Forest. Congestion has been building along the corridor and surrounding area as population grows while more and more people visit these scenic areas.

• It also is the primary access to rapidly growing eastern Clackamas County cities, including Sandy, Estacada, and the Villages at Mt. Hood.

Highways 212 and 224 do not have the capacity to handle the increased traffic expected from projected job and residential growth in the corridor. In fact, the failing intersection at Highway 212 and 224 has created a barrier to development in adjacent areas that are dependent upon this intersection. Happy Valley has been one of the fastest growing cities in Oregon for years, and Estacada, just south of the corridor, is also growing rapidly. Congestion limits the capacity to handle future growth and, if left as is, could preclude future development.

The Portland metropolitan region has been working for many years to solve the transportation issues in this area. After years of public involvement, community participation, and environmental investigation, on February 23, 2011, the Federal Highway Administration (FHWA) signed a Record of Decision (ROD) providing the necessary federal clearances for construction on the Sunrise Project. The project included construction of a new east-west transportation facility to resolve safety issues and reduce congestion on Highway 212/224. Phase 1, completed in 2017, included a new road from I-205 at Oregon Route 224 to SE 122nd Avenue, with a multi-use path and local roadway connections.

After construction of Phase 1 was completed, Clackamas County worked with local and regional partners to advance Sunrise Gateway Corridor Planning work. During the development of Metro’s 2020 Regional Investment Ballot Measure, the region made significant progress on evolving and right-sizing the design of the Sunrise Corridor facility and developing complementary project components on the existing Highway 212 corridor. The resulting evolved design concept served as a starting point for the Sunrise Corridor Community Visioning Project (Visioning Project). In preparing for the Visioning Project, Clackamas County recognized that plans for the future of this corridor must be grounded in equitable development through meaningful partnerships with the people who live, work and own businesses in the area. Since the Visioning Project began in 2021, the process has specifically involved historically marginalized people who have been traditionally excluded from the decision-making process, such as those experiencing poverty and people of color.

The Visioning Project has served to place public engagement at the forefront in analyzing transportation and land use scenarios that also consider economic opportunities, community health, equity, other infrastructure, open space, and housing for the SGC along Highway 212 from 122nd Avenue to 172nd Avenue, resulting in a Sunrise Corridor Vision Plan. This Vision Plan is the result of meaningful community engagement to identify challenges and opportunities to increase the safety and viability of the corridor for years to come. Resulting from a multi-disciplinary approach to identify community needs and existing issues within the corridor, the Vision Plan is a clear, community-supported recommendation of actions for land use, housing, community health, the transportation system and other infrastructure in the area. It will inform future infrastructure, health and economic investments needed within the project area to support the broader urban, unincorporated Clackamas County area.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

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3.2. PROJECT DESCRIPTION

In the first 24 months of the Sunrise Visioning Project, Clackamas County (Agency) has worked extensively with a consultant to build meaningful partnerships with people who live, work and own businesses in Clackamas County to develop an equitable, community-supported vision for the future of the Sunrise Gateway Corridor. In coordination with Agency, the consultant for the Sunrise Visioning Project developed a Steering Committee (SC)3, a Project Management Team (PMT)4, a Technical Advisory Committee (TAC)5, and a Leadership Cohort (LC)6, along with standing committee charters, rosters, and an organizational chart. During the process of years one and two, the Agency and the consultant team identified the need for sustained leadership in the next year of work, specifically focusing on how to cultivate a lasting coalition (“Sunrise Coalition”) who can commit to staying engaged in the implementation of the Vision Project.

This Request for Proposals seeks to identify a Consultant who will help launch the “Sunrise Coalition” and develop a work plan for its first year of work. In addition, this Request for Proposals seeks to identify a Consultant who will continue the work of providing ongoing project management, project coordination, community collaboration, and community engagement. The selected Consultant is expected to adhere to the completions of Tasks, listed in Section 3.3.1., including the completion and transmission of deliverables to Agency.

3.3. SCOPE OF WORK

3.3.1. Scope:

Tasks and Deliverables Estimated Duration

3 The Steering Committee (SC) is a cross-cutting group composed of community members and elected officials who will recommend and advocate for a community vision, guide stakeholder engagement, and think through project implementation.

4 The Project Management Team (PMT) is a group of project sponsors who oversee the overall execution of the project and provide guidance and support to the Steering Committee. The PMT supports the Steering Committee in providing updates to the Clackamas County Board of Commissioners, as needed.

5 The Technical Advisory Committee (TAC) is an advisory group composed of technical agency staff who provide expert support and technical analysis to the Steering Committee and assist in the goal of developing an equitable, community-supported vision for the future of the Sunrise Gateway Corridor.

6 The Leadership Cohort (LC) is a subset of the Steering Committee and is composed of engaged community members and local leaders who serve as liaisons for the project.

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Task # 1: Project Management & Coordination

The Consultant shall manage the project and work with Agency to develop a project decision-making process and management structure, with revisions as needed based on feedback through the process. The objective of this task is to oversee project products, schedules, and budgets and to establish lines of communication between the County staff and Consulting team. At the outset of the project, the Consultant will prepare a detailed project plan. The plan will include a schedule for all Tasks, including projected dates for deliverables.

Assumptions:

• Virtual meeting platforms: Microsoft Teams and Zoom, hosted by Consultant

• In-person public meetings (such as public open house or workshop) are to be held at publicly accessible venues near the project area, suitable for hybrid meetings that provide communication, audio, and visual technology for online viewing and participation, as needed.

• File management

Task 1 Sub-Tasks:

A “Sunrise Coalition” Group Team Structure, Chartering, and Name:

• In coordination with Agency, Consultant shall develop a “Sunrise

Coalition” group charter, roster, and organizational chart. Consultant shall engage the Leadership Cohort and other members of standing committees (SC, TAC, PMT) for input and decision-making on the final name of the “Sunrise Coalition” group.

“Sunrise Coalition” Group Meetings:

• Consultant shall schedule, develop agendas, facilitate, and attend meetings of the “Sunrise Coalition” that will include, but is not limited to, community members and Agency representatives (including, but not limited to, Clackamas County, Happy Valley, Metro, and Oregon Department of Transportation). Consultant shall prepare meeting summaries that include action items and a decision log.

“Sunrise Coalition” Recruitment:

• Consultant shall develop and implement a process for identifying, engaging, and securing participation from potential members to join the “Sunrise Coalition”. In order to document outreach and engagement, Consultant must track progress of communication and recruitment efforts in creating and updating a log that includes, but is not limited to, stakeholder analysis, outreach strategies, screening and vetting, invitation to join, and onboarding and integration into the coalition. Consultant must keep a record of how prospective coalition members are evaluated including, but not limited to, interest alignment

Months 1 – 15

2025-12 12 with coalition goals, expertise alignment with coalition goals, and diversity assessment.

Meetings with Agency Project Management:

• Status Meetings with Agency: Consultant shall regularly meet with

Agency Project Manager (PM) to status check the project. It is assumed that Consultant PM and Agency PM will meet monthly for the duration of the project and meetings will be no longer than 1 hour.

Consultant shall hold up to twenty (20) meetings with Agency PM.

As part of this sub-task, Consultant shall support Agency PM in PM functions such as correspondence, scheduling, team and committee management, documentation, file management, and preparation of materials and data for status reports and updates.

• Site Visit with Agency: Consultant shall schedule, prepare, and facilitate a Site Visit in the project area with the Agency PM. This will be held in person.

• Consultant Coordination Meetings with Consultant Team Only: As needed, Consultant shall schedule, prepare, facilitate, and follow up on meetings with subject matter experts to discuss substantive details of the work plan (to be described in detail below in Task 2). It is assumed that meeting summaries are not required for these meetings.

Consultant shall hold up to ten (10) coordination meetings.

Coordination with Anti-Displacement Action Network

• Consultant shall collaborate, coordinate, and plan with a separate Consultant, to be hired by Agency, addressing Anti-Displacement in the Sunrise Corridor. This separate Consultant will continue the work of researching anti-displacement in the Sunrise Corridor, develop and administer an Anti-Displacement Action Network, design and implement public Community Empowerment Workshops regarding anti-displacement, and publish an Anti-Displacement Network Plan and Final Report. The Agency expects both Consultants to coordinate and plan a work group consisting of members of the “Sunrise Coalition”. Work group meetings will focus on training and education in the subject matter of anti-displacement to improve coalition engagement in the Corridor.

Project and Contract Management and Invoice Preparation:

• Consultant’s PM shall be the primary point of contact and shall communicate with Agency regarding project status, discuss issues or concerns, and monitor progress, budget, and expenditures. Consultant shall prepare monthly progress reports and invoices in a format approved by Agency. Invoice and progress report shall include updated schedule, work completed and upcoming, any issues or changes, and percentage complete versus percentage spent by task.

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Task #1 Deliverables:

1a

Memorandum #1 – Project Plan / Schedule

Month 1

1b

Draft project charter for “Sunrise Coalition” group, including group name as determined by the LC.

1c

Prepare, attend, and follow up for a Site Visit with Agency.

1d

Final project charter for “Sunrise Coalition” group, including group name as determined by the LC.

1e

Monthly invoices and reports with updated schedule, work completed and upcoming, any issues or changes, and a percentage complete versus percentage spent by task.

Months 1-15

1f

Coordination materials for meetings, as indicated above.

• Provide draft agenda for meetings 5 business days prior to meeting (LC; “Sunrise Coalition” group).

• Provide draft meeting summary 10 business days after the meeting (LC; “Sunrise Coalition” group). Agency to review.

Incorporate comments for final meeting summary 5 days after received Agency comments.

1g

Develop compelling recruitment materials such as brochures, fact sheets, and online applications to provide details about the “Sunrise Coalition” and membership expectations.

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1h

Create, update, and maintain a recruitment log that keeps clear record of community engagement and communication in efforts to expand coalition membership. This log will note how initial contact and information sharing occurs (e.g., phone calls, emails, letters, or in-person meetings) and will provide a record of how prospective coalition members are evaluated.

1i

Prepare, attend, and follow up for up to fifteen (15) “Sunrise Coalition” group meetings.

1j

Prepare, attend, and follow up for up to twenty (20) Status meetings with Agency.

Months 1 - 15

1k

Prepare, attend, and follow up follow up for up to ten (10) Consultant Coordination meetings.

Months 1 - 15

1l Prepare, attend, and follow up for up to ten (10) Anti-Displacement Work Group meetings.

Months 5 – 15

Task # 2: “Sunrise Coalition” Launch and Work Plan

The Consultant shall coordinate with Agency to launch the “Sunrise Coalition” group, on a chosen time agreed upon between Agency and Consultant, not to exceed June 30th, 2025. The “Sunrise Coalition” will be renamed and rebranded (as specified in Task 1). The Consultant will provide registration and technical assistance in creating a website for the “Sunrise Coalition”, coordinating with Agency so that Agency retains custody of domain registration and management. In the first four months (March 2025 – June 30th 2025), the Consultant will work with the “Sunrise Coalition” to develop a one year work plan, identifying goals to implement from the Leadership Cohort work plan.

Task #2 Deliverables:

2a

Draft of “Sunrise Coalition” group work plan. Agency to review.

Month 1 – Month 2

2025-12 15

2b

Final of “Sunrise Coalition” group work plan, to be completed no later than July of 2025.

Month 2 – Month 4

2c

Website for “Sunrise Coalition” group, along with technical assistance for use by “Sunrise Coalition” group and Agency staff. Domain of website to be in custody of Agency to safeguard against turnover during lifecycle of “Sunrise Coalition” group.

Month 4 – Month 15

Task #3: Community Collaboration and Engagement

Consultant shall work with Agency to develop and implement robust and equitable community engagement throughout the entirety of this project.

Community engagement must:

• Allow a variety of viewpoints to inform the project, including alternatives that consider how impacts are distributed and measured.

• Prioritize the inclusion of historically marginalized communities, particularly those who live, work, travel through, and own businesses in the project area, so they may contribute their knowledge and help shape project outcomes, and to build community connection and resilience.

• Consider equity and an equity lens in all aspects of community collaboration and engagement and mechanisms for implementing and evaluating the equity lens application.

• Include a multi-pronged approach to engage elected and community stakeholders through a variety of techniques.

Task #3 Sub-Tasks:

Public Information Materials and Graphic Support:

• The Consultant, in coordination with Agency staff, shall develop materials, online content, and graphics to support the project with public information materials, which may include fact sheets, email updates, presentations, web content, online surveys, talking points, social media content, and social media outreach support. Updates to information material may be needed at key project milestones and decision points. Project branding will follow Agency standards; the project website shall be informative and interactive and be hosted by Agency. Content for website email updates, newsletters, and social media will be updated at key project decision points (up to three (3) website content updates) and support project engagement activities at key feedback points. It is assumed that translation and transcreation

Month 1 – Month 15

2025-12 16 will be provided for the following languages: Spanish, Chinese (Mandarin), Vietnamese, and Russian

Stakeholder Engagement, Community Partnerships, and Public Meetings:

• The Consultant, in coordination with Agency staff, shall help to develop, plan, schedule, and support briefings and events with community groups, agencies, property owners, and the public. The Consultant shall work on implementation of components of the Community Collaboration and Engagement Strategy throughout this project.

3a

Draft fact sheets, presentation slides, and talking points. Agency to review.

3b

Final fact sheets, presentation slides, and talking points.

3c

Content for interactive website, including up to three (3) content updates.

3d

Content for up to fifteen (15) email updates / newsletters to interested parties / key communicators distributed by Agency.

3e

Social media content, to be distributed by Agency.

3f

Content and questions to support online surveys.

3g

Translation and transcreation of fact sheets, email updates/newsletters, and mailings, in languages listed above.

3h

Videos – up to two (2) with medium level of effort for production, 3-5 minutes in length.

3i

Support for translation and transcreation of written project materials.

3j

Final native design files of all outreach materials.

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3k

Presentations to stakeholder, community and business groups (identification of groups, scheduling, content of presentations), up to ten (10).

3l

Community meetings / town halls (both in-person and virtual) to be conducted throughout the project process as appropriate, included above.

3m

Stakeholder focus groups, up to five (5).

Task #4: Final Report and Recommendations

The Final Report is an update on what was completed and what was not completed from the “Sunrise Coalition” work plan from the previous year (from July, 2025 to June 30th, 2026). The Final Report shall be a combination of technical memoranda of deliverables of previous tasks with an Executive Summary and Introduction. In addition, the Final Report shall:

• Summarize accomplishments from established work plan, with specific metrics of programmatic completions.

• Be formatted for online viewing and as a printed and bound report.

• Two summary documents should also be prepared and made available:

o A summary in a newsletter format to be distributed to everyone that provided input or participated, as well as residents and businesses in the study area.

o A document of no more than 10 pages summarizing the work completed and recommendations for future work. This document should be available for download from the project website.

Task #4 Deliverables:

Month 5 – Month 15

4a

Draft Final Report. Agency to review.

Month 14

4b

Final Report, due no later than June 30th, 2026

Month 15

4c

Short summary in newsletter format

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4d

Summary in electronic download format (up to 10 pages)

3.3.2. Term of Contract

The term of this contract shall be from the approval date of the Clackamas County Board of County Commissioners through the expiration date of December 31st, 2026.

3.3.3. Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP / specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Personal Services Contract for this RFP can be found at:

https://www.clackamas.us/finance/terms.html

Personal Services Contract (unless checked, item does not apply)

The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 28 – Confidentiality Article II, Paragraph 29 – Criminal Background Check Requirements Article II, Paragraph 30 – Key Persons Article II, Paragraph 31 – Cooperative Contracting Article II, Paragraph 32 – Federal Contracting Requirements Exhibit A – On-Call Provision

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission, or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

https://www.clackamas.us/finance/terms.html

2025-12 19

2025-12 20

SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews and/or presentations. Interviews and/or presentations, if deemed beneficial to the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview and/or presentation. Based on the interview and/or presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview and/or presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2. Evaluation Criteria

Category Points Available

Proposer’s General Background and Qualifications 0-40 Scope of Work 0-50 Fees 0-10 Available Points 0-100

4.3. Once a selection has been made, the County will enter into contract negotiations. During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

2025-12 21

SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Complete Proposals must be mailed to the below address or emailed to Procurement@clackamas.us. The subject line of the email must identify the RFP title. Proposers are encouraged to contact Procurement to confirm receipt of Proposal.

5.1.2. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.3. Proposal may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments, title pages, page separations, table of contents, or other information. The Proposal Certification Page will NOT count towards the final page count.

Provide the following information in the order in which it appears below:

5.2. Proposer’s General Background and Qualifications:

1. Team bios and resumes

2. Description of how consultant meets the minimum requirements for this work and what sets them apart from other consultants who deliver similar services

3. Philosophy that centers on community wisdom

4. Racially/ethnically diverse staff

5. Demonstrated experience in similar work

5.3. Scope of Work

1. A project description

2. The approach

a. What types of methods and activities will be included in the Consultant’s approach to project management and coordination and community collaboration and engagement?

b. What strategies will be applied to create an environment of shared power and a culture of learning, and building relationships between community organizations and local government?

c. Please describe how feedback from community stakeholders will shape project coordination, community collaboration, and engagement.

3. Scope of Work

a. How will the Consultant work with the Agency across all four areas of the project’s scope and realize the project team’s vision?

b. How will the Consultant ensure all elements are developing to plan and in orchestration with one another?

mailto:Procurement@clackamas.us

2025-12 22

c. How will impacts and progress be assessed and insights gained from engagement with standing committees and community at-large?

d. How will the work with Agency, standing committee, and community stakeholders be evaluated?

e. Describe how logistics are handled for large meetings. What tools are used to track details?

5.4. Fees

Fees should be on a time and material with a not to exceed fee basis. Fees should be sufficiently descriptive to facilitate acceptance of a Proposal. List the not-to-exceed amount you propose for the service. Fee and fee schedules should outline all estimated expenses, hourly rates for all assigned individuals, anticipated travel, and other reimbursable expenses.

5.5. References

Provide at least three (3) references from clients that your firm has served similar to the County in the past three (3) years, including one client that has newly engaged the firm in the past thirty-six (36) months and one (1) long-term client. Provide the name, address, email, and phone number of the references.

Please note the required three references may not be from County staff, but additional references may be supplied.

5.6. Completed Proposal Certification (see the below form)

2025-12 23

PROPOSAL CERTIFICATION

RFP #2025-12

Submitted by:

(Must be entity’s full legal name, and State of Formation) Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal.

Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract…