RFP 23-24-13 Meeting Facilitation and Planning Services Pool.pdf

Lane Community College RFQ 23-24/13 OSBDCN Marketing Planning and facilitation Services Pool PAGE 1

LANE COMMUNITY COLLEGE

REQUEST FOR PROPOSAL

RFP 23-24-13

Oregon SBDC Network

MEETING PLANNING & FACILITATION SERVICES POOL

Issue Date: May 1,2024 11:00 a.m.

Closing Date: Open until June 1, 2024, 5:00 p.m.

Lane Community College RFQ 23-24/13 OSBDCN Marketing Planning and facilitation Services Pool PAGE 2

INDEX

Invitation Page 3 Submittal of Proposals Page 3 Background Page 3 General Requirements & Scope of Work Page 4 Point of Contact Page 4 Assignments Page 5 Compensation Page 5 RFQ Timeline Page 5 Submittal Content Page 6

Lane Community College RFQ 23-24/13 OSBDCN Marketing Planning and facilitation Services Pool PAGE 3

1) INVITATION

Lane Community College of Eugene, Oregon, is seeking proposals from individuals and firms that are qualified to provide Meeting Planning and Facilitation Services on an assignment basis.

Selected respondents from this solicitation will form a pool for provision of Meeting Planning and Facilitation Service assignments on an “as-required” basis. Only those who qualify in accordance with the General Requirements are invited to submit proposals to accomplish the Scope of Work.

It is the intent of the College, as a result of this solicitation, to develop a list of qualified individuals, any of whom may be called upon to provide specific consulting services through June 30, 2025.

Copies of the Request For Qualifications (RFQ) may be obtained free of charge at https://bidlocker.us/a/lanecc/BidLocker

Lane Community College, a Community College District created within the context of Oregon Revised Statutes, is an Equal Opportunity Employer.

2) SUBMITTAL OF PROPOSALS

Interested individuals or firms may submit responses to this invitation by completing the requested documentation and submitting it by uploading the requested documents at:

https://bidlocker.us/a/lanecc/BidLocker.

Delivery is the sole responsibility of the responder.

Statements of Qualifications not received by the time and date stated herein shall not be considered.

Proposals should be limited to no more than three pages.

3) BACKGROUND

The Oregon Small Business Development Center (SBDC) Network was launched in 1983 and is part of the America’s Small Business Development Centers national network. The Oregon Network is a well-established partnership between Oregon’s 17 community colleges, Eastern Oregon University, Southern Oregon University, the Columbia County Economic Team, the U.S. Small Business Administration and the Oregon Business Development Department. The Lead Office of the Network is housed at Lane Community College

The Oregon SBDC Network provides advising, training, and resources for small businesses throughout the state. Our 20 conveniently- located Centers assist business owners in every aspect of business development and management.

Oregon’s SBDCs deliver services to anyone who owns or operates a for-profit business or is planning to start one. We work with businesses in every industry and at every stage of growth, from startups to well-established companies, from one employee to 500. In addition to no-cost confidential advising, we offer training and online courses that cover a wide range of business topics.

https://bidlocker.us/a/lanecc/BidLocker

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The Oregon SBDC Network Lead Office comprises only seven positions and there are more than 200 Center Directors, Business Advisers, Instructors, and administrative staff spread out across the state in our service centers. In addition to this, we have many clients, ecosystem partners, and stakeholders.

Because of this decentralized model and broad reach, we have a need for mee ting planners and facilitators to convene groups large and small and provide structure, facilitate communication, and support outcomes and action planning.

Interested firms which specialize in the provision of these services are invited to submit proposals to accomplish the Scope of Work defined within this invitation.

The college may, at its sole discretion, award one or more contracts under this RFP, based on the needs of the college and the specific skills and expertise of the Proposers. At the discretion of the college, individual contracts issued under this RFP may be renewed for up to an additional three years.

Lane Community College, a Community College District created within the context of Oregon Revised Statutes, is an Equal Opportunity Employer. Minority and Women-Owned Businesses are encouraged to participate in this solicitation.

4) GENERAL REQUIREMENTS & SCOPE OF WORK

Lane Community College is looking for a qualified consultant to provide meeting planning and facilitation services.

The scope of services are following but not limited to-

● Provide structure to meetings and gatherings to facilitate outcomes

● Conduct outreach, surveys, assessments and research as needed

● Support leaders in tracking and measuring progress in the event of sequential meetings

● Recruit, engage, and invite meeting attendees

● Design and develop program and agenda

● Coordinate venue and logistics as appropriate

● Coordinate and convene groups of individuals

● Communicate content and timelines

● Facilitate group communication in-person or virtually, while managing group norms and expectations as well as conflict

● Support diverse perspectives while maintaining productive dialogue

● Document and commemorate meeting outcomes and records as requested

● Consult and guide on strategic communication as needed

5) SINGLE POINT OF CONTACT

Address all requests for clarification or additional information on this solicitation to:

Laura T. Aung Director, Contract and Procurement Lane Community College Building 3 Room 101 4000 East 30th Avenue Eugene, OR 97405

Email: contractprocurement@lanecc.edu mailto:contractprocurement@lanecc.edu

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6) ASSIGNMENTS

Offers of contracts are at the College’s discretion. Creation of the pool shall not be construed in any way as being an offer to any person or firm. No invoice or other request for payment shall be accepted except upon issuance by the College of a Purchase Order, prior to the performance of work.

7) COMPENSATION

The compensation structure will be based on either fixed fees or hourly rates, with the total amount not exceeding $15,000 per annum, plus reimbursable expenses as outlined in the Purchase Order. Proposers are required to submit their proposed offer rates for consideration. Any changes necessary will be accomplished by the issuance of change orders or additional purchase orders.

8) TIMELINE

Event Date & Time

Issue Request for Proposal May 1, 2024

Deadline for submitting requests for scope clarification May 13,2024

Answers to Questions / Requests for Clarification Issued (approx.)

May 20 ,2024

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Presentations, Demonstrations, or Interviews (if needed) June 2024

Issuance of Notice of Intent to Award (approx.) July 1 2024

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

9) CHANGES OF SCOPE AND ADDITIONAL WORK

The Contractor may be requested to perform special projects for the College. Because of variations in the demand for additional services from year to year, such work will be agreed upon in advance, contracted for, provided, and billed separately.

10) REQUIREMENT

Requirements which the Proposer shall meet in order to qualify for consideration for award of the work are:

● Qualified respondents should have at least five years of experience with small and large group (up to 60 people) facilitation.

Lane Community College RFQ 23-24/13 OSBDCN Marketing Planning and facilitation Services Pool PAGE 6

● Facilitators with experience with Small Business Development Centers (SBDCs) will be given preference.

11) SUBMITTAL CONTENT

Statements of Qualifications submitted in response to this invitation shall contain the following information in order to be considered responsive:

a) Cover letter: State the responder’s interest in being included in the pool and responsiveness to assignments.

b) Personal information: Include firm name, address, email, and telephone number(s).

c) Scope of Services: Identify the scope of services normally performed by the responder.

d) Qualifications: Describe responder’s specific qualifications to perform the type of work in the Scope of Work. Note any special expertise in those disciplines.

e) Experience: Include a statement of experience with various types of projects as they relate to the Scope of Work.

f) References: List of three (3) recent similar projects performed by the proposer showing names and phone numbers of clients who can be contacted as references (submittal of such names shall constitute permission by the proposer for OSBDCN or the College to contact the named individuals or firms without further notice.)

g) Complete Appendix B Do we need this section?

12) TERM

The contract term should be an annual cost with the option of up to 3 yearly renewal terms.

13) SELECTION PROCESS

The following steps shall be taken to analyze and rank the proposals, and to finalize an agreement for the provision of services.

Written proposals submitted to the College in accordance with this RFP will be evaluated by a review committee.

Interviews of selected Proposers shall be held at the discretion of the committee and are tentatively scheduled within three weeks following the date that proposals are due; Proposers are asked to have appropriate staff available during that time period.

14) INSURANCE

Contractor shall maintain a broad form comprehensive general liability and automobile liability insurance policy with coverage of not less than $1,000,000 combined single limit per occurrence, with aggregate of $2,000,000 for bodily injury, personal injury, or property damage. Such policy shall contain a contractual liability endorsement naming College as an additional insured, in a form satisfactory to College, and shall expressly provide that the interest of College shall not be affected by Contractor's

Lane Community College RFQ 23-24/13 OSBDCN Marketing Planning and facilitation Services Pool PAGE 7 breach of policy provisions.

APPENDIX A TO RFP 23/23-11

ANALYSIS SHEET

NAME OF PROPOSER ANALYZED BY DATE

1) RESPONSIVENESS (Comment on each item)

If proposal is non-responsive state reason and proceed no further with analysis.

2) RESPONSIBLENESS (comment on Proposer's truthfulness, validity of registrations, quality of proposed staffing and

Proposer's ability to perform the work.)

If proposal is not responsible state reason and proceed no further with analysis.

3) RATING CATEGORIES

Rating Values: 5 = Exceptional; 4 = Above Average; 3 = Acceptable; 2 = Questionable, 1 = Unacceptable. Items with an asterisk (*) shall be rated with “Acceptable” (3 points), or “Unacceptable” (1 point).

COMMENTS AND NUMERICAL RATING

Cover Letter (*) {_____}

Summary of Qualifications {_____}

Similar Experiences & Corresponding References {_____}

Experience with SBDC Program {_____}

Cost Effectiveness of Fee Proposal {_____}

Interview (if applicable) {_____}

Total Score ————————————————————————————————————————>

4) PROPOSED FEE or FEE SCHEDULE

Proposed Total Fee (Appendix C, Line D) ———————————>

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APPENDIX B TO RFP 23/24-10

PROPOSAL FORM & GENERAL INFORMATION

The Proposer makes the following statements and representations as part of the proposal:

COMPANY INFORMATION

(To be used For All Legal and Contractual Correspondence)

PROPOSER NAME:

PROPOSER ADDRESS:

TELEPHONE: EMAIL ADDRESS:

FIRM INFORMATION

1) Federal Taxpayer ID Number (or Social Security Number if not a corporation)

2) How long has the Proposer been in business? Under which names?

EXCEPTIONS & RESIDENCY

1) Are there exceptions to the work scope or specifications in this proposal (circle one)?

YES NO

Exceptions to any of the specifications or requirements shall be noted in writing, and attached to this Proposal Form when submitted. By taking exceptions and clearly stating them in writing on a separate sheet of paper headed

Exceptions and showing the solicitation number and the Proposer’s Name, and by offering alternates to replace the excepted requirements with clear pricing options corresponding to each exception taken, the Proposer may still compete in the solicitation. The College shall be the sole judge of the acceptability of any exceptions. In the absence of exceptions, the proposal shall be for all professional services precisely as specif ied.

2) Is the Proposer an Oregon resident (circle one)?

YES NO

Oregon Resident, per ORS 279.029, means a Proposer that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the proposal, has a business address in this state, and has stated on this form that the Proposer is an “Oregon resident”.

ADDENDA ACKNOWLEDGEMENT

The Proposer hereby acknowledges receipt of the following Addenda related to the subject solicitation documents

(circle all received):

/ NONE / 1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 /