RFP Number 00002531.pdf

RFP #00002531 1 of 14 Debris Management Removal Services

RFP Number 00002531 Goods + Services June 5, 2025

Request for Proposals (RFP) for

Debris Management Removal Services

Project Information Packet Section 1: Opportunity Overview

Section 2: How Your Proposal Will Be Evaluated

Section 3: Scope of Work

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RFP at a Glance Proposals Due:

June 20, 2025 by 04:00 p.m. Pacific Time

Summary:

Optional Pre-Proposal Meeting:

June 05, 2025 01:00 p.m. Pacific Time

Join the meeting now

Submit Your Proposal:

City of Portland Online Procurement Center:

https://procure.portlandoregon.gov/bso/

Refer to the Proposal Response Packet: Section 7: Submission Instructions for details.

Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before June 20, 2025 by 04:00 p.m. Pacific Time. Any questions received after may not be answered.

Only the Single Point of Contact can answer questions about this RFP.

Tristan Sakamoto Senior Procurement Specialist Procurement Services (503) 823-8867 Tristan.Sakamoto@portlandoregon.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGRmOGE0ZjAtNjFiNS00MDk3LThkYTMtMGY0MWQxZjhlNGZk%40thread.v2/0?context=%7b%22Tid%22%3a%22636d7808-73c9-41a7-97aa-8c4733642141%22%2c%22Oid%22%3a%22633da655-d512-414f-a108-8b5ffd071070%22%7d https://procure.portlandoregon.gov/bso/

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Section 1: Opportunity Overview

1.1 Background

Bureau of Emergency Management

Overview The Portland Bureau of Emergency Management (PBEM) will use the contract established through this RFP to address capability gaps and enhance the City of Portland’s overall emergency management capabilities. By leveraging the expertise of qualified consultants, PBEM will have access to specialized skills and surge capacity that can be deployed quickly to support planned activities and emergency response operations. This flexible contract will allow PBEM to augment Incident Management Teams, ensuring critical roles are filled during emergencies when internal staffing is insufficient.

Business Challenge The City of Portland currently lacks the resources for comprehensive debris management operation, as demonstrated during the January 2024 and February 2025 storms. By leveraging the expertise of qualified consultants, PBEM will have access to specialized skills and surge capacity that can be deployed quickly to support planned activities and emergency response operations. This contract will PROVIDE THE City with sufficient resources to implement debris management services.

See Scope of Work below for a complete list of the City’s product specifications, technical and required services, and deliverables.

1.2 Outcome Goals

Draft a comprehensive debris management plan for the City of Portland within 6 months of request.

Enable the City to provide on-call disaster debris removal services for the removal of debris within the City of Portland.

A structured process for documentation of debris removal activities for federal cost reimbursement for the City of Portland.

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1.3 Contract Details

The City of Portland is seeking one on-call Price Agreement.

1.4 Estimated RFP Timeline

The timeline below is an estimate for the RFP and Contracting process.

Event Date Pre-Proposal Meeting June 05, 2025 Deadline for RFP Questions June 13, 2025 Written proposals due at 4:00 p.m. (for Phase 1) June 20, 2025 Short list posted and Phase 2 instructions shared [if applicable] TBD Notice of Intent to Award Posted TBD

The City will adjust the schedule as necessary.

1.6 Optional] Pre-Proposal Meeting

There will be a pre-proposal meeting scheduled for this Project on Thursday, 06/05/2025 at 01:00 p.m. via Microsoft Teams link.

Join the meeting now

This meeting is not mandatory. You can submit a proposal without attending this meeting.

The City of Portland will make reasonable accommodation for people with disabilities. Please notify the Official RFP Contact at least two (2) Business Days prior to the event, by the City’s TTY at 503-823-6868, or by the Oregon Relay Service at 1-800-735-2900.

1.7 Addenda

The City will share more information about this RFP if something is missing or unclear. The City will share this information as an addendum (or addenda, if more than one). The City will post addenda on the City’s Procurement Website BuySpeed.

Addenda issued seventy-two (72) hours or more before the due date are binding. The seventy-two (72) hour window excludes Saturdays, Sundays, and City-observed holidays.

You are responsible for complying with the addenda, even if you do not see it.

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Section 2: How Your Proposal Will Be Evaluated

2.1 Proposal Review and Selection

Evaluation Overview The City will appoint an Evaluation Committee (Committee) to evaluate the proposals received.

To score proposals, the Committee will evaluate each proposal using the criteria below. The Committee may seek outside expertise. The Committee will require at least ten (10) Business Days to evaluate and score the proposals.

The City will decide how or when to proceed through the evaluation process. The City will also decide if additional clarifications are needed, when to begin or end negotiations, reasonable timelines, and whether to open negotiations with a lower scoring proposer.

The City can also decide to cancel the solicitation or reject all proposals.

Evaluation Process Each proposal is evaluated using these criteria:

Responsiveness, Responsibility, and Mandatory Criteria

The City will determine if you are a Responsible Proposer who has submitted a Responsive Proposal (ORS 279B.005).

Refer to Portland Public Contracting Rules for details.

Evaluation Phase 1–Written Scoring

Proposals that meet the responsiveness, responsibility, and mandatory requirements will be evaluated in Evaluation Phase 1. The Committee will conduct a detailed review of the written proposals:

Phase 1 Evaluation Criteria

Evaluation Criteria Percent of total points

Percent of points for sub-criteria

Response to City’s Scope of Work 20 — Proposer Capabilities 20 — Project Team 20 — Project Approach 20 — https://www.portland.gov/policies/public-contracting-rules

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Corporate Responsibility 20 — OR State Certification — 4 COBID Subcontracting

• Points will be awarded based on estimated percentages of work listed which will be given to COBID certified subconsultants. The listed percentages will be converted to dollar amounts during contract negotiations and those amounts along with the specific firms must flow through to the final contract.

• Meeting the aspirational goal of 20% will be awarded 50% of the available points for this criterion. Additional points will be awarded based on a mathematical calculation for utilization exceeding the goal or deducted based on the same formula for utilization not meeting the goal.

• Subcontracting Evaluation Formula:

The Utilization % ÷ 40% x 8 points = the Score Example: if the Utilization % = 20%, then the Score would be: (20% ÷ 40% x 8 points) = 4 points

• Note – Proposed Utilization % includes utilization at only the Subconsultant level

— 8

Workforce Diversity and Community Involvement — 3 Sustainable Business Practices — 5

Total 100

Short Listing

At the end of any evaluation phase, the Evaluation Committee may focus on only a limited number of proposals by developing a “short list” based on the scores. The number of proposals on the short list depends on the number of proposals the Committee believes have a reasonable chance of leading to a contract award. If you are eliminated from further consideration, you will be notified by a Notice of Shortlisting posted on the City’s Procurement Website.

Subsequent Evaluation Phases The City will proceed with subsequent evaluation phases as needed. These phases may include oral interviews, demonstrations, presentations, site visits, clarification of the proposals, or other activities.

If you are invited to participate in subsequent evaluation phases, the City will share additional information and instructions a reasonable amount of time before any further evaluation is held.

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Evaluation Phase 2 – Interviews

The scoring of Phase 2 generally will be as follows.

Phase 2 Evaluation Criteria

Evaluation Criteria % Allocation

Content of Phase 2 Evaluation Interviews 100

Additional Optional Evaluation Phases and Methods

In addition to the evaluation phases above, the City can use other methods like best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers eliminated at any stage of the evaluation process will be notified.

Total Overall Score

At the end of each evaluation phase, the points from that phase will be added to your cumulative score to determine your Total Overall Score. The proposer with the highest Total Overall Score may be identified as the finalist.

The selection of the finalist may also be based on negotiated costs and agreeing to the City’s terms and conditions within the City’s Sample Contract.

Negotiations will follow with the finalist. If successful, negotiations may result in a final award and Contract for the work. If the Contract with the finalist cannot be reached within a time that is reasonable to the City, the City may elevate the proposer with the next highest Total Overall Score to be the finalist.

2.2 Award Review and Protest

Review The City will post a Notice of Intent to Negotiate and Award on the City's Procurement Website.

The Notice will identify the proposer(s) to which the City intends to award a contract.

Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act.

If you were not awarded the Contract, you can ask for clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods used by the Evaluation Committee.

Protests Proposers can challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. If you wish to protest your elimination, you must

RFP #00002531 8 of 14 Debris Management submit a protest within seven (7) Calendar Days of the City’s posting of the Notice of Short List or Notice of Intent to Award.

Proposers can read Portland Public Contracting Rules regarding protest procedures, all of which may be found online: https://www.portland.gov/policies/public-contracting-rules.

Proposers may also learn more about protests by reviewing ORS 279B.405 and ORS 279B.410.

Protesters may not use judicial appeal rights unless all protest and appeal rights are exhausted.

https://www.portland.gov/policies/public-contracting-rules

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Section 3: Scope of Work General Qualifications

• Proven experience in debris removal, debris site management, and disaster recovery operations.

• Proven experience working with municipal or state governments on disaster debris planning.

• Experience working with municipal or state governments in post-disaster debris clearance and disposal efforts.

• Experience maintaining a registry of debris removal vehicles and equipment, including automated tracking systems.

Specific tasks include, but are not limited to, the following:

1. Comprehensive Debris Management Plan

The consultant shall develop and implement a comprehensive debris management plan to streamline the removal, processing, and disposal of debris after disasters, ensuring compliance with FEMA guidelines and environmental regulations. Specific tasks include, but not limited to the following:

a. Assess current debris management capabilities and gaps.

b. Develop a FEMA-compliant Debris Management Plan (DMP) that includes:

1) Pre-identified debris storage and reduction sites.

2) Strategy for debris separation, recycling, and disposal.

3) Process for debris monitoring and contractor oversight.

4) Process for documentation of debris removal activities for federal cost reimbursement.

Deliverables

1. A written assessment of current debris management capabilities and gaps

2. A FEMA-compliant Debris Management Plan (DMP)

2. Disaster Debris Removal Services

The consultant shall provide on-call disaster debris removal services for the removal of debris within the City of Portland. Specific tasks include, but not limited to the following:

a. Perform debris removal as directed by the City.

b. Perform debris management site operations.

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c. Maintain a roster of qualified, deployable debris removal personnel.

d. Maintain a registry a debris removal vehicles and equipment.

e. A system for debris management trip ticket management.

f. Implement an Automated Debris Management System (ADMS)

g. Assist the City for debris-related public information messaging.

h. Prepare debris removal progress reports.

Deliverables

1. A roster of qualified, deployable debris removal personnel.

2. A registry a debris removal vehicles and equipment.

3. Debris removal progress reports as required.

3. Debris Management Training

The consultant will establish and maintain a citywide satellite communication system to provide reliable, redundant communication during emergencies, particularly when traditional networks are unavailable.:

a. Conduct debris management training for city staff and contractors.

b. Design exercises to test the effectiveness of the debris management plan.

Deliverables

1. Comprehensive Action-After-Reports with key findings, executive summaries, and recommendations after each debris management exercise.

2. Training materials and participant guides.

Role of City of Portland

1. Provide overall project oversight, including assigning a designated Project Manager to coordinate with the vendor and ensure alignment with PBEM’s goals and objectives.

2. Review and approve all deliverables, including incident reports, after-action reports, assessments, plans, training materials, and grant applications, to ensure quality and compliance with City and federal standards.

3. Process and review invoices in a timely manner, ensuring all invoiced work aligns with approved scopes of work and contract terms.

4. Facilitate access to City staff, facilities, data, and relevant documentation necessary for the vendor to perform assessments, planning, and other contracted services.

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5. Coordinate scheduling of meetings, exercises, and stakeholder engagement sessions, and provide timely feedback to support efficient project progress.

Performance Metric Data Source

Data Collection Frequency

Data Collection Responsibility

Data Review Cadence

Past Performance Benchmark (if known)

A completed comprehensive Debris Management Plan that is tailored for the City of Portland and FEMA-compliant.

Vendor documen tation

Monthly (while plan is being developed)

PBEM None

Respond to requests for debris management removal services within 24hrs of request (with initial assets in place)

EOC

documen tation

Per incident

PBEM Per Incident

Provide all debris management documentation required for federal reimbursement within 30 days of completed of debris removal activities.

Vendor documen tation

Per Incident

PBEM Per incident

85% of participants in vendor-led trainings and exercises rate the events as “effective” or “very effective” in preparing them for their emergency management roles.

surveys Per training/ex ercise event

PBEM quarterly

Proposer Capabilities The proposer provides clear, detailed examples of successful delivery of debris removal services for local or regional government agencies of similar size and complexity to Portland.

General Firm Description Experience working with governments (City, State, etc.)

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Demonstrated knowledge of federal, state, and local emergency management regulations and best practices.

Provide the same information for any subconsultants on the project

Experience on Past Projects Describe similar projects your firm has done within the last 5 years, which best characterize your firm’s capabilities, work quality, customer service, and cost control.

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

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

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 Describe not only your firm’s efforts to recruit but also retain women and people of color

Experience Relevant to RFP Needs Describe your firm’s specific experience in providing emergency management professional services to a government

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

Of that number, the approximate number of women and people of color to be assigned to the project.

Involvement of the company’s principal member

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RFP Attachments

Buyspeed Submittal Instructions

Attachment 1

Proposer Information Form

Attachment 2

COBID Participation Disclosure Form

Attachment 3

Sample Contract Exceptions and Deviations Form

Attachment 4

Redaction Summary Form

Attachment 5

Sample Contract

Attachment 6

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