RFP2704 Proposal response packet 30032026.pdf

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RFP Number 00002704 Goods + Services March 30, 2026

Request for Proposals (RFP) for

Trust your tap: Regional Drinking Water Survey

Proposal Response Packet Section 7: Submission Instructions

Section 8: Required Proposal Components

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RFP at a Glance Proposals Due:

April 17, 2026, by 4:00: p.m. Pacific Time

Summary:

This project will conduct a regional community survey to measure public perception of drinking water quality, barriers to using tap water, and preferred types and methods of receiving information about drinking water. The work supports the Regional Water Providers Consortium’s public outreach efforts and will provide data and recommendations to help water providers better communicate with and serve the public across the greater Portland metro area.

Pre-Proposal Meeting:

There will be no pre-proposal meeting or site visit scheduled for this Project.

Submit Your Proposal:

City of Portland Online Procurement Center:

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

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 April 10 Any questions received after April 10 may not be answered.

Axkana Rios-Martinez Procurement Specialist

(503) 341-0310 Axkana.Rios-Martinez@portlandoregon.gov https://procure.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.

Proposals are Due April 17, 2026, by 4:00: p.m. Pacific Time Late proposals are not accepted.

Proposal Page Limit is ten (10) 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://procure.portlandoregon.gov/

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

Instructions for submitting through BuySpeed are available at:

https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download https://support.microsoft.com/en-us/office/video-share-a-document-92701e68-148d-42d3-9cd3-7eeab997a738 https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download

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Modifying or Withdrawing Your Submission You can modify or withdraw your submission through the City’s Procurement Website, BuySpeed, 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 □

Proposer Capabilities Required Y □

Project Team Required Y □

Project Approach Required Y □

Pricing Proposal Required Y □

References 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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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

If using subconsultants, provide the same information as a separate attachment titled “subconsultants General Firm Description”

2. 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 1 Project client name

Project title Name, email, 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?

Provide link(s) to any reports or presentations provided, if publicly available

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Project 2 Project client name

Project title

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

Was it over or under budget?

Provide link(s) to any reports

Project 3 Project client name

Project title

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

Was it over or under budget?

Provide link(s) to any reports

(Optional) Add additional projects as needed below

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3. Describe how your firm will balance the needs of this contract with existing or additional on-going projects.

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

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 Brief description of project team that will be performing the work on this project:

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

Proposed project manager who will be responsible for the day-to-day management of project tasks and will be the primary point of contact with your firm:

Key Personnel Name of Key Personnel 1:

Position title:

Work location (City and State of the office where they are based):

Project roles and responsibilities:

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Direct relevant experience on similar or related projects:

Educational background, professional development, or experience to meet the needs of this project:

Name of Key Personnel 2:

Position title:

Work location (City and State

Name of Key Personnel 3:

Position title:

Work location (City and State

(Optional) Add additional Key Personnel as needed below.

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Project Approach The proposed scope of work (SOW) should demonstrate a clear and concise understanding of the Project. Provide the following:

1.

Task 1: SURVEY DEVELOPMENT Describe your approach to the items outlined under Task 1 in the RFP project packet.

Estimated cost to complete the task.

Describe the deliverables that will result from completion of the task.

Describe potential challenges or limitations associated with completing this task.

Identify points where City staff input and review will occur during performance of the task.

Provide the estimated time frame required to

Task 2: SURVEY DELIVERY Describe your approach to the items outlined under Task 2 in the RFP

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Task 3: REPORTING Describe your approach to the items outlined under Task 3 in the RFP

Task 4: RECOMMENDATIONS Describe your approach to the items outlined under Task 4 in the RFP project packet.

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Pricing Proposal The Proposer shall create and submit its own pricing template, labeled as Attachment A – Pricing Template.The proposal shall include the true estimated cost or fixed-price estimate for the proposed Project approach irrespective of the City’s anticipated cost. Additionally, this cost shall include the hourly rates of each person associated with the Project as well as the estimated number of hours each staff member will be expected to work on each task.

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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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. Submission of references is required for the proposal to be considered responsive, but references will not be part of the scored evaluation."

Reference 1 Contact name

Project title

Address

Phone number

Email address

Location/jurisdiction

2 or 3 Sentence Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Reference 2 Contact name

Project title

Address

Phone number

Email address

Location/jurisdiction

Sentence Summary of the project

Project start and end dates

Reference 3 Contact name

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Project title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

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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 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 (if any) 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 subcontractors/subconsultants

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Project 3 Project name

All subcontractors/subconsultants 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/subconsulta nts opportunities.

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

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

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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

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

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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.)

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.

Describe actions and ongoing practices your firm uses to reduce the environmental impacts of conducting public survey work and related operations (for example, digital-first survey methods to reduce paper use, energy-efficient data storage or hosting, responsible disposal of electronic equipment, use of virtual engagement to reduce travel, sustainable office practices, waste prevention and recycling, water conservation, or other environmentally responsible business practices).

Description of the action(s) or ongoing practice(s).

When the action(s) or practice(s) began and any implementation timelines.

Performance metrics demonstrating results and any

RFP # 00002704 21 of 23 RFP Response Packet applicable third-party certifications, awards, or recognition.

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

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

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) Subcontractor/Subconsultant 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/Subconsultant 2 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

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Email Certification

Subcontractor/Subconsultant 3 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes Certification

Email

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 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