RFP Doc2246180914 Proposal Response Packet.docx

RFP Number Doc2246180914 Goods + Services June 3, 2026 Request for Proposals (RFP) for Merchant Services and Payment Gateway Services Proposal Response Packet Section 7: Submission Instructions Section 8: Required Proposal Components

RFP at a Glance Proposals Due:

August 17, 2026 by 4:00 p.m. Pacific Time Mandatory Pre-Proposal Meeting:

There will be a mandatory pre-proposal meeting scheduled for this RFP on June 17, 2026, at 10:00 am Pacific Time via Microsoft Teams.

Attendance is mandatory; Proposal submission will be contingent upon attendance at this meeting.

Please RSVP to Mark Ariza at Mark.Ariza@portlandoregon.gov for the meeting link.

Please disable AI note taking apps before joining meeting as they will not be admitted.

Refer to the RFP Project Information Packet Section 1.6: for mandatory Pre-Proposal Meeting for details.

CONFLICT OF INTEREST

A respondent submitting a proposal thereby certifies that no officer, agent or employee of the City has a pecuniary interest in this RFP or has participated in the contract negotiations on the part of the City. Further the respondent certifies that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other respondent on this particular request for proposal, and that the respondent is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm

Submit Your Proposal:

Submit one (1) MS Word or Adobe PDF electronic copy clearly marked “Master” or “Original,” and if redactions are requested, one (1) additional electronic copy, in MS Word format with redactions made (the Redacted for Public Disclosure Copy) through the City’s Online Procurement Center: City of Portland Bid Portal.

It is the proposer’s responsibility to ensure that proposals are received prior to the specified closing date and time, and in the manner required by the Proposal Response Packet, Section 7. Proposals received after the specified closing date, or time or in a manner other than specified in this RFP, shall not be considered and will be rejected.

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

It is the proposer’s responsibility to ask questions, request changes or clarifications, or otherwise advise the City of Portland if any language, specifications, or requirements of this RFP appear to be ambiguous, contradictory, or appear to inadvertently restrict or limit competition to a single source.

Send questions, requests for clarification, or requests for assistance no later than August 10, 2026, at 4:00 p.m. Pacific Time. Any questions received after may not be answered. Only the Single Point of Contact can answer questions about this RFP.

Mark Ariza, OPBC Procurement Analyst Procurement Services

(503) 823-1885 Mark.Ariza@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 August 17, 2026, by: 4:00 p.m. Pacific Time Late proposals are not accepted.

Proposal Page Limit is 100 Pages The Evaluation Committee may 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 of Portland Bid Portal 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 City of Portland Bid Portal are available at:

ATTACHMENT 3 - RESPOND TO BID OPPORTUNITY (RFX) ON SAP BUSINESS NETWORK (separately attached)

Modifying or Withdrawing Your Submission You can modify or withdraw your submission through the City of Portland Bid Portal, any time before the proposal due date.

Section 8: Required Proposal Components Proposal Checklist - Proposer is required to submit the following with their proposal:

Payment Card Industry Attestation of Compliance (PCI AOC) - Document shall be provided by Proposer

Electronic Copy of Audited Annual Financial Statements - Document shall be provided by Proposer

Merchant Processing Agreement - Document shall be provided by Proposer

Sample Reports - Document shall be provided by Proposer

System and Organizational Controls Certification (Soc 1 and 2 Reports) - Document shall be provided by Proposer

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/business-tax

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

State of Incorporation

· 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.

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

Include any other information that helps describe your firm

2. Describe three (3) similar projects your firm has done within the last five (5) 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/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 subcontractor/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 subcontractor/subconsultant or in partnership with another firm, include the name of the lead firm

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

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

Provide a statement about your firm’s capabilities

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

5. Describe your firm’s specific experience in Reporting and Reconciliation:

Operational Capacity and Capability

Automatic Daily Batch Distribution – the batch total amount per MID should match the deposit total per MID. Cut-off time.

iii. Custom reporting per Chain, MID and Services

iv. Downgrades Report

v. Optimization Report

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

7. QUALIFICATIONS

ORGANIZATION

Proposers must provide evidence of their organization’s depth and breadth of experience, business capacity, and financial stability to effectively provide the services requested in this RFP.

a) Describe the legal relationship between processor and the acquiring bank.

b) Describe the major aspects of your organization, personnel, and services that differentiate you from your competitors.

c) Provide your market capitalization, total assets, total Risk Based Capital Ratio, Tier 1 Risk-Based Capital Ratio, Tier I Leverage Capital Ratio, and FRB/FDIC Resolution Plan (Living Will) status for the last reporting period.

d) Complete the following table with current credit ratings by Moody’s Investor Services and or Standard & Poor’s Rating Services (if applicable):

Firm / Bank

Short-term unsecured senior debt

Long-term unsecured senior debt

Bank Holding Company / Parent Company

Short-term unsecured senior debt

Long-term unsecured senior debt

e) Describe your fraud prevention framework, including the tools, technologies, such as CAPTCHA, velocity checking, and processes used to detect and prevent fraudulent transactions across all card payments channels, chargeback integration management, and risk monitoring features.

f) Disclose whether, in the past five years, Proposer or any key personnel have been the subject of any regulatory action and/or significant civil or criminal actions related to the services described in this RFP or have been terminated from administering or failed to complete work for which a contract related to the services described in this RFP was issued. If yes, explain the circumstances.

Disclose whether Proposer has ever been disqualified from working for the City or any other public entity. If yes, explain the circumstances.

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.

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

Please list pertinent educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP

Name of Key Personnel 2:

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

Please list pertinent educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP

Name of Key Personnel 3:

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

Please list pertinent educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP

Project Approach Provide a proposed Statement of Work. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

Integration and Performance

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/subconsultants, tracking utilization, and adjusting if delivery is off track with commitments.

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

Transition Plan for Implementing Services - Identify the time frame estimated to complete each task and identify the party responsible for each task. See RFP Schedule 1 - Merchant Services Description. Please also outline any Retention Incentives Rebates, or Bonuses being offered to subsidize the City’s costs.

If applicable, discuss any unique aspects of the project or alternative approaches the City might wish to consider.

Process funds and data in timely manner – Please provide a Flow of Funds Diagram depicting proposed transaction settlement timeline and Collected Funds availability (reference Question 4.16).

Operational Capacity and Capability to fix any errors immediately to prevent any operational delay and extra cost by downgrades

Client Support and Communication

Service Level Agreement, Support, and Performance Measures

Disaster Recovery and System Security

1 PAYMENT GATEWAY SERVICES

The City presently maintains a separate contract for Payment Gateway Services with NIC Services, LLC. Upon the expiration of that contract in the spring of 2027, the City desires for these Payment Gateway functions to be performed by the Merchant Services provider as outlined in this RFP.

The successful proposer will need to ensure a seamless compatibility with existing City systems and third-party platforms or software systems including the following:

· SAP ERP 6.0 FAST Enterprises (Integrated Tax System)

· Flowbird/Arrive

· Cale America Inc.

· Passport Labs

· ActiveNet

· Lightspeed

· Accela Citizen Access

· Amanda (DevHub)

· Fire 2000

· Permits 2000

· CryWolf Services

· U-TURN180

· Cayenta

· VertexOne

· Infosend

· Invoice Cloud

Vendor shall provide the hosting of the actual payment processing web interface (payment pages shall not reside on City servers).

Describe your service, capabilities, daily workflow deadlines, time(s) that funds are credited to merchant’s account, and typical pricing details. Indicate whether gateway is provided, hosted, or maintained by an outside vendor. If so, provide details of the arrangement, the name of the vendor, and indicate the length of the relationship with the vendor. All fees must be itemized and disclosed on Attachment 4 - Total Overall Cost.

This Payment Gateway migration will need to be prioritized to occur in the first quarter of 2027.

2 SERVICE LEVEL and PERFORMANCE MEASURES The City expects its merchant processing to be available 24 hours per day, 7 days per week, 365 days per year with timely communications for instances if it is not. City expects responses within 24 hours to issues impacting City. The successful proposer’s main customer service representative(s) must collaboratively define a service strategy for the City’s service needs and be available for semi-annual discussion and review to determine if the business goals are being accomplished within established timeframes.

2.1 Describe your typical service level objectives such as those related to availability, performance, reliability, data integrity, confidentiality, and support response rate. Explain how the City should measure and verify performance.

2.2 Describe any downtime or timeouts experienced during the last twelve months. Describe the process used for notification of scheduled and non-scheduled down time. Describe backup and recovery procedures during scheduled and non-scheduled down time.

2.3 Describe your communications (methods, timeliness) to customers when service is impacted.

3 STRATEGIC VISION

The City prefers a partner with a strategic vision of electronic payments who can advise how to best position for the future.

3.1 What approach are you taking in the development of new services or capabilities?

3.2 What do you see in the future of electronic payments for the public sector?

4 OPERATIONAL CAPACITY AND CAPABILITY

Proposers must demonstrate they are capable of processing the City’s merchant needs efficiently, accurately and timely, and have a merchant platform that is easy for City staff to administer.

4.1 Provide a copy of your Merchant Processing Agreement used to provide the services described in this RFP.

4.2 Describe your knowledge and experience providing merchant services to customers similar to the City in scope and complexity. Detail any specific assistance you have provided which assisted customers in the cost-effective operation of their merchant services.

4.3 Indicate whether your processing system is provided, hosted, or maintained by an outside vendor. If so, provide details of the arrangement, the name of the vendor, and indicate the length of the relationship with the vendor.

4.4 Describe your processing system, indicating how long it has been in existence, the number of direct merchant customers broken out by PCI Merchant Level 1-4, number of active VAR and 3rd-party software certifications, number of transactions processed per day, dollar volume of credit/debit sales settled annually, and a list of gateways certified to the system.

4.5 Within Proposer’s entire processing portfolio, what would City’s volume ranking be given our current number of transactions? What is the average annual transaction volume of your five largest customers? What would City’s transaction volume ranking be within your public sector portfolio?

4.6 Describe any foreseeable (next 24 months) upgrades/changes to your processing platform and/or reporting capabilities. Describe how your clients will be impacted and how they will maintain access to historical transactional data. How often is system upgraded and/or enhanced?

4.7 Describe the process, including forms, to order a new merchant account.

4.8 Describe the policies and procedures, if any, regarding notifying the City of or closing inactive merchant accounts.

4.9 Describe the procedures to reverse an incorrect authorization and how City is notified of an authorization transmission failure or of transactions that have been authorized but not settled (for whatever reason).

4.10 Describe your chargeback, refund/credit, adjustment processes, including notification to Treasury and to merchant locations. City requires chargebacks and adjustments to post individually to the designated bank account.

4.11 Describe your capability of systematically identifying and eliminating duplicate transactions.

4.12 The City does not currently process PIN-debit or debit-signature transactions. Evaluate benefits and other considerations for determining whether these processing alternatives are appropriate for the City and how to manage this service cost-effectively.

4.13 The City presently transmits Level 3 Commercial Card data. Describe your approach to advising City on capturing and processing Level 3 data in order to minimize interchange costs.

4.14 Describe the criteria used to determine whether a reserve/setoff account would be necessary. Specify the formula that will be used for the size of the account, all the limits and conditions that will be imposed on the account, as well as how long the reserve/setoff account would be required.

4.15 Describe your batch processing procedures, timeframes, settlement schedule(s) and funds availability, including limitations on the number of transactions allowed per batch, number of batches that can be transmitted daily per merchant account, and how Saturday and Sunday transaction data is reflected. Explain if the settlement time selected impacts on the ability to provide next day settlement or if any processing cutoff times or deadlines exist.

4.16 Complete the following table:

Monday @ 7pm, Pacific Time

Tuesday @ 7pm, Pacific Time

Wednesday @ 7pm, Pacific Time

Thursday @ 7pm, Pacific Time

Friday @ 7pm, Pacific Time

Saturday @ 7pm, Pacific Time

Sunday @ 7pm, Pacific Time

4.17 How will you strictly adhere to the card association rules that call for the full return of interchange to the merchant for returns, reversals and chargebacks?

4.18 Comment on your ability to support and process convenience/surcharge fees for City transactions.

4.19 Describe a solution that will allow City customers to store credit card/bank information in a secure environment to allow for faster checkout, to set up recurring (automatic) payments, and to set up future post-date (pay date) payments. Such card/bank information must be stored in a hosted service and will not be stored on any City system. Outline the safeguards used to protect customer information. Include typical pricing details.

4.20 Describe your IVR service, capabilities, and typical pricing details.

5 REPORTING

The City requires a robust online reporting platform capable of supporting City staff needs for timely account and transaction-level reports, including customizable reports and exportable/downloadable data.

5.1 Describe all standard reports provided, indicating how soon after month-end reports are available and whether system users can export report data and list all supported formats.

5.2 Confirm whether settlement amounts are broken out by merchant location.

5.3 Describe all ad hoc reporting capabilities (e.g., custom time frame), indicating whether system users can export ad hoc report data and list all supported formats. Indicate level of customization and drill-down capabilities available.

5.4 Indicate how long account statement and transaction information is stored and available to users.

5.5 Describe any system or capacity limitations for running/downloading standard and user-run reports.

5.6 Describe your capability of providing data files of all prior-day payment data so City can upload to SAP. Include any City dependencies.

5.7 Provide samples of an account statement, chargeback and retrieval report, interchange analysis report, and other standard reports.

6 PAYMENT CARD INDUSTRY DATA SECURITY STANDARDS (PCI DSS) COMPLIANCE

City requires Proposer’s to have a robust approach to PCI DSS compliance.

6.1 Describe how Proposer manages and supports PCI DSS compliance with its merchants, including resources available to City.

6.2 In each of the last five years, how many merchants in your entire processing portfolio (broken out by PCI Merchant Level) have been assessed PCI DSS non-compliance fees by each of Visa, MasterCard. AMEX, and Discover.

6.3 What PCI DSS reporting will you regularly require from the City?

6.4 Describe Proposer’s expectations of a client that experiences a PCI DSS violation or data breach.

6.5 Describe any PCI DSS violations or data breach events in the last five years that impacted you as an acquirer or that impacted a merchant in your processing portfolio. What were the impacts to other merchants in your processing portfolio? What steps have you taken to reduce risk of these events in the future?

6.6 Describe how Proposer will advise City on PCI DSS matters and represent City to Card Associations.

7 DISASTER RECOVERY AND SYSTEM SECURITY

Proposers must have a disaster recovery governance program with measures, systems and locations in place that allow for little or no disruption to City’s ability to maintain its merchant operations. Proposer’s policies and procedures must support secure data processing and storage.

7.1 Describe Proposer’s system backup and disaster recovery procedures, including whether data is archived and stored at an off-site location, how often related procedures are tested, and the last time a full-scale disaster recovery test was performed.

7.2 Describe any outages impacting on customer access and customer service of your system over the last five years and how quickly they were resolved.

7.3 Describe the security measures used to prevent unauthorized user access (physical or otherwise) to Proposer’s system or data. Indicate whether there has ever been a security compromise or breach of Proposer’s merchant card processing systems, applications, or data. If yes, explain the process your company has taken to notify customers, the steps taken to protect the customer’s data and the safeguards put in place to prevent such a compromise in the future.

7.4 Provide copies of Proposer’s most recent Service Organization Controls (SOC) 1 and 2 reports, prepared in accordance with Statements on Standards for Attestation Engagements (SSAE) No. 16, Reporting on Controls at a Service Organization. Submit your Non-Disclosure Agreement as soon as possible, if required, so City may review these reports as part of its evaluation process. Treasury will require these reports before entering into a Contract with the selected Proposer.

7.5 In the event that data is compromised or exposed, describe how you will assist City through the forensic investigation and remedial actions required.

Pricing Proposal Complete and submit the Attachment 4 – Total Overall Cost.

Attachment 4 – Total Overall Cost includes:

PART I - Rates, Fees, and Services PART II - Hardware Purchase and/or Lease The proposal shall include the true estimated cost or fixed-price estimate for the proposed Project approach irrespective of the City’s anticipated cost. This cost should include but is not limited to: All server costs, incidental licenses, transaction costs, rebates, etc.

CITY WILL NOT BE OBLIGATED TO PAY FOR ANY FEES OR CHARGES NOT SPECIFIED IN THIS PROPOSAL.

COST

The City requires that costing provided under this RFP and any associated contract be fixed for the contract term. The City will not be obligated to pay for any fees not specified in the proposal. City recognizes that pricing for payment card processing includes interchange and assessments. Proposer agrees to pass-through interchange and assessments directly for each merchant account and, in the event of increases or decreases to interchange and/or assessments at any transaction qualification level, the new rate(s) will be passed through directly. Contract value will reflect total processing and interchange costs estimated for the term of the contract.

a) Describe the methodology you utilize to figure Interchange Plus pricing, detailing any discount rate that may be applicable to the charges, and listing and defining your markup and any additional fees on RFP Attachment 4 - Total Overall Cost. Include any one-time or setting up charges, research fees and include all other merchant and transaction processing fees or charges that will or could be charged. Indicate whether you offer lower pricing for “on us” transactions, where the end-customer uses a payment card issued by the acquiring bank. Indicate whether fees are a percentage of the transaction, a flat fee per transaction, a one-time fee, or a flat fee per month. If any of the fees listed are zero (0), note whether the cost is being charged under a separate item or not available or not included in the service.

b) Confirm you will credit a City bank account for the gross amount of all transactions followed by an invoice covering all contractually agreed upon interchange, assessment, and acquirer/processor fees.

c) Confirm whether test accounts/cards will be provided to the City for testing purposes.

d) City relies on EMV-compliant point-of-sale terminals with point-to-point encryption as part of its PCI DSS compliance. List equipment model(s) offered and pricing on RFP Attachment 4 - Total Overall Cost, including all one-time and ongoing costs. Indicate ordering/delivery timeline.

e) Confirm whether City’s existing terminals are compatible with your system with reprogramming or whether new terminals are required.

INTERCHANGE MANAGEMENT

The City prefers that Proposers proactively monitor and assist City to manage its interchange costs.

a) Describe your process for regularly reviewing City’s account activity and ensuring transactions are qualifying for the lowest interchange category.

b) Describe any programs or services offered to reduce interchange and for ensuring lowest-cost routing for debit cards.

TRANSITION / RETENTION INCENTIVES

The City is aware that the transition from its current merchant partner to a new arrangement will require a significant collaborative effort between the City, its current partner and its new partner.

a) Non-incumbent vendors only: Indicate on RFP Attachment 4 - Total Overall Cost of any conversion / implementation costs the City will incur by converting to your organization. Indicate whether you are willing to offer any transition incentives.

b) Incumbent vendor only: Indicate on RFP Attachment 4 - Total Overall Cost whether you are willing to offer any retention incentives.

References 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? 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/subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractors/subconsultants

Project 2

Project name

All subcontractors/subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractors/subconsultants

Project 3

Project name

All subcontractors/subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractor

Subcontracting Practices

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 subcontractors/subconsultants opportunities.

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

Equal Opportunity Employer and Community Involvement Workforce Diversity and Community Involvement Questions Specific to this RFP

What actions does the Proposer undertake to ensure that institutional resources are not applied to organizations that engage in human rights abuses?

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

Equal Opportunity Employer Practices

Describe your Equal Opportunity Employer recruitment and retention procedures and/or policies.

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.)

Community Reinvestment Act Complete the following table for Proposer’s most recently issued Community Reinvestment Act ratings, indicating the time period covered:

Lending Test

Investment Test

Service Test

TOTAL

Sustainable Business Practices Portland Public Contracting Rule 5.33.010 defines “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 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

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

Action/Ongoing Practice 4

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 5

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

Approximate number of women and people of color to be assigned to the project, and their roles

Subcontractor/Subconsultant Information (please identify all subcontractors/subconsultants to be used)

Firm’s legal name

· Yes Certification #:

· No

Email

Phone number

Ariba Vendor #, if applicable

Firm’s legal name

· Yes

Email

Phone number

Ariba Vendor #, if applicable

Firm’s legal name

· Yes

Email

Phone number

Ariba Vendor #, if applicable

Add additional rows for additional Subcontractors/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

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