RFP 2272064176 Portland Street Response (PSR) Program Evaluation - Proposal Response Packet.pdf

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RFP Number 2272064176 Services June 24, 2026

Request for Proposals (RFP) for

Portland Street Response (PSR) Program Evaluation Proposal Response Packet Section 7: Submission Instructions

Section 8: Required Proposal Components

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RFP at a Glance Proposals Due:

July 16, 2026 by 4:00 p.m. Pacific Time

Summary:

The purpose of this RFP is to find qualified proposers who will conduct an updated evaluation of Portland Street Response (PSR) operations. The selected prosper will assess the program’s impacts and inform future policy and operational decisions.

Submit Your Proposal:

City of Portland Online Procurement Center:

https://service.ariba.com/Discovery.aw/ad/profile?key=AN11181807487

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 July 9, 2026 by 4:00p.m. that is 7 days before due date of July 16, 2026. Any questions received after July 9, 2026 by 4:00p.m may not be answered.

Paris McCall-Johnson Procurement Specialist Procurement Services

(503) 823-6220 paris.mccall-johnson@portlandoregon.gov

[This space intentionally left blank] https://service.ariba.com/Discovery.aw/ad/profile?key=AN11181807487 mailto:paris.mccall-johnson@portlandoregon.gov

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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: sample price agreement.

Proposals are Due July 16, 2026 by 4:00 p.m. Pacific Time Late proposals are not accepted.

Proposal Page Limit is 20 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://service.ariba.com/Discovery.aw/ad/profile?key=AN11181807487

The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.

Instructions for submitting through Ariba are available in the Project Information Packet: Section 4: Exhibit A Submission Instructions.

https://service.ariba.com/Discovery.aw/ad/profile?key=AN11181807487

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

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Section 8: Required Proposal Components Proposal Checklist

Proposal Component Required/Optional Included in page limit?

Proposer Information Form Required N □ Response to City’s Specifications, Functional & Technical Requirements Required N □

Proposer Capabilities Required Y □

Project Team Required Y □

Project Approach Required Y □

Pricing Proposal Required N □ Equal Employment Opportunity and Access in Subcontracting Required Y □

Equal Opportunity Employer and Community Involvement Required Y □

Sustainable Business Practices Required Y □

Civil Rights Data Collection Required N □

Exceptions and Deviations to the Contract Form Optional N □

Redacted for Public Disclosure Copy Optional N □

Redaction Summary Form

Required if Redacted for Public Disclosure Copy is provided.

N □

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Proposer Information Form

Proposer’s Full Legal Name

(If Applicable) Doing Business As

Proposer’s Address

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

(If Different) Local Contact

Local Contact Phone

Local Contact Email

City of Portland Business License Tax Account # (if currently licensed) https://www.portland.gov/revenue/b usiness-tax

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

State of Incorporation

Common Parent My firm is not owned or controlled by a common parent Name common parent:

Redaction for Public Records

I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal.

https://www.portland.gov/revenue/business-tax https://www.portland.gov/revenue/business-tax https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login

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Open Data Requirements https://efiles.portlandoregon.gov/Re cord/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.

Insurance Requirements

I acknowledge the insurance requirements for the resulting Contract have been read, and either currently have or will be able to obtain insurance at level required if awarded the Contract.

I request insurance reductions.

List requested insurance reductions:

https://efiles.portlandoregon.gov/Record/10879908/ https://efiles.portlandoregon.gov/Record/10879908/

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Response to the City’s Specifications, Functional, and Technical Requirements Respond to each requirement in the Scope of Work.

Request for a narrative overview of the functionality of the proposed solution.

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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 Include any other information that helps describe your firm

Provide the same information for any subconsultants on the project

2. Describe similar projects your firm has done within the last 10 years, which best characterize your firm’s capabilities, work quality, customer service, and cost control.

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 subcontractor or in partnership with another firm, include the name of the lead firm

How did you engage with stakeholders and incorporate feedback?

Were recommendations made and, if so, were they adopted?

Project 2

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Project client name

Name, address, and phone number of a person who can

Was it over or under budget?

If your firm worked as a subcontractor or in partnership

Project 3 Project client name

Name, address, and phone number of a person who can

Was it over or under budget?

If your firm worked as a subcontractor or in partnership

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(Optional) Add additional projects as needed below

3. Describe your firm’s resources available to perform the work for the duration of this project and other ongoing projects

4. Describe your firm’s management and organizational capabilities A description of your firm’s management approach and how it will help accomplish the project’s goals and objectives

Organizational charts and a statement regarding lines of authority and responsibility

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

Copies of standard reports used by your firm in existing contracts

A description of your firm’s procedures and policies related to work quality

5. Describe your firm’s specific experience in:

Describe your firm’s specific experience in program

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

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Project Team 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.

What would a top score for this criterion look like?

An experienced team of evaluators with a clear organizational structure, minimal redundancy, and skillsets that lend to efficient, timely, and actionable assessments and recommendations;

Project Team Information Approximate number of people who would be assigned to this project.

Involvement of the company’s principal member

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

Identify a proposed project manager, who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with your firm. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams.

Key Personnel Name of Key Personnel 1:

Roles and responsibilities

Relevant experience on similar or related projects

Qualifications

Demonstrated performance record on similar projects

Percentage of their time that will be devoted to this project

Resumes listing educational background, professional development, and

RFP # 2272064176 14 of 23 RFP Response Packet demonstrated experience and qualifications to perform the work of this RFP Name of Key Personnel 2:

Roles and responsibilities development, and demonstrated experience and work of this RFP

Name of Key Personnel 3:

Roles and responsibilities development, and demonstrated experience and work of this RFP

(Optional) Add additional Key Personnel as needed below.

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Project Approach Name of phase of work Describe the proposed work tasks and activities.

Describe how you would execute the tasks during each project phase.

Identify the team members who will work on each task.

Describe the proposed work products that will result from each task or activity.

Describe your approach to training and overseeing the work of subcontractors, tracking utilization, and adjusting if delivery is off track with commitments.

Identify points of input and review with City staff and how subcontractors will be involved in coordination meetings.

Based on your expertise and experience with similar projects, demonstrate how you will effectively complete the proposed project.

Identify the time frame estimated to complete each task.

If applicable, discuss any unique aspects of the project, alternative approaches the City might wish to consider, or special considerations related to programmatic/ funding requirements.

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Pricing Proposal Submit a Pricing Proposal.

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

Every obligation of the City under the awarded contract is conditioned upon the availability of funds appropriated or allocated for the fulfillment of the City’s obligations. If funds are not allocated and available for the continuance of the contract, the contract may be terminated by the City at the end of the period for which the funds are available.

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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 subcontractors, 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? Your approach and description must, at a minimum, address the following:

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 subcontractors utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractors

Project 2 Project name

Project 3

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Project name subcontractor

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

How outreach will be conducted to inform opportunities.

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

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

Equal Opportunity Employer and Community Involvement 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

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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

Action/Ongoing Practice 3

Sustainable Business Practices List the top five 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

Action/Ongoing Practice 2

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Action/Ongoing Practice 3

Action/Ongoing Practice 4

Action/Ongoing Practice 5

Does your firm hold any third-party certifications related to sustainable business operations?

(e.g. B-Corp certification or similar) Name of the Certification Link to the certification requirements Name of organization who administers the certification

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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 Is your firm COBID Certified? Yes

No, and my firm does not qualify.

Describe your firm’s workforce demographics

Subcontractor Information (please identify all subcontractors to be used) Subcontractor 1 Information COBID

Certified?

Scope and percent of work allocated

Firm’s legal name Yes Certification

No

Email Phone number BuySpeed Vendor #, if applicable

Subcontractor 2 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Subcontractor 3 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Add additional rows for additional Subcontractors 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.

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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 Contract Section No.

Current language Requested exception (in redline)

Reason

EXAMPLE:

Section 1.0 Definition - System

“System” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

“System” or “Solution” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

Company requests this change because our SLA and EULA refer to “Solution”. No equipment is being provided under this Contract.

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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 Proposal Page Number and Section

Content to be redacted Reason for redaction