RFQ 2022-100 Organizational Change Management~1.pdf

Revised 12/14/2021 Page 1

REQUEST FOR QUOTES (RFQ) #2022-100

Issue Date: November 2, 2022

Project Name: Organizational Change Management Quote Due Date/Time: November 15, 2022, 2:00 PM PST Procurement Analyst: Karen Brown Email: Kbrown2@clackamas.us

SUBMIT QUOTES VIA EQUITY HUB’S BID LOCKER LOCATED AT

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

PLEASE NOTE: EMAIL SUBMISSIONS WILL NOT BE ACCEPTED.

1. ANNOUNCEMENT AND SPECIAL INFORMATION

Quoters are required to read, understand, and comply with all information contained within this Request for Quotes (“RFQ”). All quotes are binding upon Quoter for sixty (60) days from the Quote Due Date/ Time. Quotes received after the Quote Due Date/Time may not be considered. If authorized in the RFQ and resulting contract, travel and other expense reimbursement will only be reimbursed in accordance with the Clackamas County Travel Reimbursement Policy in effect at the time the expense is incurred.

The Policy may be found at https://www.clackamas.us/finance/terms.html.

RFQ Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/ Document No. S- C01010-00004864. Prospective Quoters will need to sign in to download the information and that information will be accumulated for a Plan Holder's List.

Prospective Quoters are responsible for obtaining any addenda or clarifying questions from OregonBuys.

Submitting Quotes: Bid Locker Quotes will only be accepted electronically via a secure online submission service, Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed quote documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated above or as modified by Addendum. LATE

QUOTES WILL NOT BE ACCEPTED.

C. Quoters must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Quoters with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

All questions regarding this RFQ are to be directed to the Procurement Analyst named above. Quoters may not communicate with County employees or representatives about the RFQ during the procurement process until the Procurement office has notified Quoters of the selected Quoter.

Communication in violation of this restriction may result in rejection of a Quoter.

2. SCOPE BACKGROUND

The purpose of this RFQ is to purchase consulting services for change management as detailed below. The selected firm must have extensive local government experience in the Portland Metro area with public officials and working within a political environment.

Procurement Division Public Services Building

2051 Kaen Road Oregon City, OR 97045

(503) 742-5444 (Office) mailto:Kbrown2@clackamas.us https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/finance/terms.html https://oregonbuys.gov/bso/ https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects

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SCOPE OF WORK

Proposers must submit a proposal outlining how it meets the service categories described in Service Categories below. Vendor Proposal must demonstrate its depth of knowledge and experience in the service categories. Proposers must also be able to provide each of the required elements listed within each service category, (except for those elements listed as optional), to be eligible for an award.

Proposers must be able to provide the services throughout the term of the resulting Contract and for the duration of any Task Orders. Proposers that are able to provide the elements listed as optional are highly encouraged to include them in their Proposal. Proposers may employ or sub-contract with individuals or companies in order to meet this requirement. Each Proposal must clearly identify the categories for which they are proposing.

The term of the contract will be from execution until June 30, 2025. The maximum consideration under the contract will not exceed $150,000, however firms shall provide competitive hourly rates with an estimated not-to-exceed total. The proposed not-to-exceed price will be a factor in vendor selection.

On-Call Contract This Contract is on an “on-call” or “as-needed basis” for Work.

When the County wishes Contractor to perform the Work, the County will submit an official County Task Order form (found at: https://www.clackamas.us/finance/terms.html) detailing the scope of Work, the entity on whose behalf the Work will be performed, and the total compensation, pursuant to the fee schedule set forth in this Contract. Contractor may not perform Work until the County Task Order form has been executed by the parties. In the event a project authorized under the County Task Order extends beyond the expiration of this Contract, the County Task Order shall remain in effect under the terms of this Contract until the completion or expiration of the authorized task. No task order shall modify or amend the terms and conditions of this Contract.

The County Contract administrator for this Contract is the County Procurement and Contract Services Division. For each authorized Task Order, a project specific department representative shall be identified for coordination of the work. The County reserves the right to award multiple contracts resulting from this RFQ in its sole discretion.

SERVICE CATEGORIES

Category A: Leadership and Management Development Leadership and management development, as it relates to process improvement and Organizational Change Management, may provide skills for new leaders, managers and executive leaders or may enhance or build upon the existing skillsets of leaders, managers and executive leaders. The Department will provide details in their Task Orders whether they need leadership or management development or both. The elements Proposers may be required to provide to County include but are not limited to the following:

Element #1: Training: Classroom, webinar or online:

Proposers may be asked to provide, at a minimum, the following trainings to County:

• Leadership and management development, customized to meet the Authorized Purchaser’s needs;

• Effective leadership during organizational change and process improvement initiatives;

• Leadership best practices and implementation methods; or

• Train the trainer (i.e., train individuals who will then provide the same training to others).

https://www.clackamas.us/finance/terms.html

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Element #2: Certification (optional):

If Proposer offers a certification for leadership or management development, the following will be required of Proposer:

• Provide process or path for certification for leadership or management development, or both.

Element #3: Professional Services:

Proposer shall assist County with the identification, creation, revision or execution of Professional Services, which may include but are not limited to the following:

• Leadership and management gaps, and recommendations on how to close them;

• Leadership strategy;

• Management strategy;

• Leadership and management development program to meet Authorized Purchaser’s needs; or

• Professional leadership and management coaching and mentoring.

Element #4: Change Management (CM):

Proposer may be asked to provide CM services to ensure the success of County leadership or management development. Proposer shall be able to demonstrate its understanding and knowledge of CM and the benefits of CM to any leadership or management development program.

Category B: Process Improvement Methodologies Process improvement methodologies and tools may include but are not limited to Lean Six Sigma, Business Process Re-engineering, and DMAIC (Define, Measure, Analyze, Improve and Control).

Proposers may propose on other Process Improvement methodologies they believe would be beneficial to the County. Proposer must identify which process improvement methodologies they are proposing. The Department will detail in its Task Orders requests to qualified Proposers which elements for process improvement they are requesting.

The elements Proposers may be required to provide to County include but are not limited to the following:

Element #1: Training: Classroom, webinar or online:

Proposers may be asked to provide, at a minimum, the following trainings to County:

• Change champion courses (i.e., courses that equip those that are actively advocating for a change so that they have skills, tools and information to perform their role);

• Practitioner training for process improvement initiatives in the following formats, customized to meet the Authorized Purchaser’s needs:

• Simulation-based modules;

• Hands-on modules; and

• Train-the-trainer modules that ensure the curriculum is easy to follow by other practitioners when training others;

• Staff training on general process improvement concepts, customized to meet the Authorized

Purchaser’s needs; or

• Facilitation training related to process improvement initiatives, including concepts for effective group facilitation and collaboration.

Element #2: Certification If Proposer offers certifications for any of the process improvement methodologies proposed, Proposer shall be required to provide the following:

• Provide process or path for certification for any of the process improvement methodologies proposed, which must include all levels of certification.

Element #3: Coaching and Mentoring:

Proposer may be asked to provide coaching and mentoring services that include but are not limited to the following:

• Executive leadership coaching that provides skills, tools and knowledge to effectively engage and

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• Coaching and mentoring for change sponsors; or

• Coaching and mentoring internal County process improvement practitioners to effectively promote process improvement and engage and motivate employees.

Element #4: Facilitation:

Proposer shall provide facilitation services to County, which may include but are not limited to the following:

• Group facilitation to help guide teams through process improvement initiatives. Groups or teams may consist of staff, first line managers, section managers and/or executive leadership;

• Executive leadership facilitation of discussions focused on the following:

• Planning prioritizing, and executing process improvement initiatives;

• Understanding their role in leading and directing process improvement initiatives that impact the County and its partners;

• Handling resistance and identifying tactics to intervene or resolve conflict; or

• Other topic arising during execution of a process improvement initiative;

• Facilitating process improvement events.

Element #5: Professional Services:

Proposer shall assist County with the identification, creation, revision or execution of various professional services, which may include but are not limited to the following:

• Management of process improvement projects, including fulfillment of the project management duties from the beginning of a process improvement project to its completion;

• Process improvement methodologies that are sustainable and ensure County have the tools and experience to carry out and continue the process;

• Communication plan;

• Metrics that quantify effectiveness of a process improvement initiative;

• Establishment of process improvement program or office ensuring the County’s infrastructure is effective and efficient; or

• Organizational performance to ensure County resources are used effectively to promote their goals, mission and values – proposing adjustments where necessary.

Element #6: Change Management related to Process Improvement:

Proposer shall provide CM services to ensure the success of the County’s process improvement initiatives, which may include but are not limited to the following:

• Developing and providing training;

• Coaching and mentoring for executive leadership as well as internal County process improvement practitioners to effectively be able to promote change, engage and motivate employees;

• Facilitating teams or executive leadership;

• Developing and executing Change Management strategies and plans;

• Developing and executing stakeholder and employee engagement strategies and plans; and

• Identifying County culture issues and proposing solutions.

Service Category C: Organizational Change Management (OCM) Proposer must clearly identify in its Proposal which OCM methodologies are being proposed. The Department will detail in its Task Orders request to qualified Proposers which of the elements described below are being requested. The elements Proposers may be required to provide to County include but are not limited to the following:

Element #1: Training – Classroom, webinar or online:

Proposer shall provide OCM training to County. Proposer shall at a minimum, be able to provide the following training:

• OCM training for all levels of management;

• Change champion courses;

• Train the trainer courses;

• Facilitation training relating to OCM initiatives, including concepts for effective group

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• Staff training on OCM concepts, customized to meet County needs; and

• Coaching and mentoring courses.

Element #2: Certification (Optional):

If Proposer offers certification in OCM, Proposer shall provide the following:

• Provide process or path for certification for OCM, which must include all levels.

Element #3: Coaching and Mentoring:

Proposer shall provide coaching and mentoring services for OCM that may include but are not limited to the following:

• Coaching for executive leadership that provides skills, tools, and knowledge to effectively engage and motivate;

• Coaching and mentoring for change sponsor mentoring; or

• Coaching and mentoring internal County Change Management specialists to effectively promote

• OCM and engage and motivate employees.

Element #4: Facilitation:

Proposer shall provide facilitation services to County for OCM. Facilitation services may include but are not limited to the following:

• Group facilitation to help guide teams through OCM initiatives. Groups or teams may consist of staff, first –line managers, section managers and/or executive leadership;

• Executive leadership facilitation of discussions focused on the following:

• Planning and executing OCM initiatives;

• Understanding their role in leading and directing OCM initiatives that impact County and their partners;

• Handling resistance and identifying tactics to intervene or resolve conflict;

• Other topics arising during execution of an OCM initiatives; or

• Facilitation of new capabilities, processes and organizational transformations.

Element #5: Strategies and Plans:

Proposer shall assist County with the identification, creation, revision or execution of strategies and plans that may include but are not limited to the following:

• OCM strategy that aligns with the Authorized Purchaser’s vision and goals;

• OCM plans that define the change and the desired outcomes for the change;

• OCM implementation strategy that is sustainable; or

• Stakeholder and employee engagement strategies or plans.

Element #6: Professional Services:

Proposer shall assist County with the identification, creation, revision or execution of various OCM professional services, which may include but are not limited to the following:

• OCM strategy or plan that can be integrated into a project work plan and schedule;

• Establishing an OCM office;

• Establishing an OCM team to support the OCM strategy and plan, including roles and

• responsibilities;

• Change readiness assessment;

• Sponsor activities and roadmap;

• Change resistance management; provide Authorized Purchaser with the relevant tools, knowledge, strategies and techniques;

• Communication strategy and plan;

• Stakeholder and employee engagement strategy and plan;

• Policies, procedures and training manuals to be updated or created to reflect any County changes;

• Review past and current change initiatives and incorporate lessons learned into future practices;

• Success recognition and change reinforcement for use by all levels of management to sustain momentum;

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• Gap analysis along with proposal of solutions to remedy or mitigate areas of concern based on anticipated impact and effectiveness;

• Risk analysis to identify concerns that could potentially impact OCM activities, and propose solutions to remedy or mitigate;

• Metrics that quantify effectiveness of the OCM plan and activities;

• Vision and value definitions that align with Authorized Purchaser’s mission and goals; or

• Post-implementation methods to track and report progress.

3. SAMPLE CONTRACT

Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a contract containing substantially the same terms of the below referenced contract, which can be found at:

https://www.clackamas.us/finance/terms.html, with the below indicated requirements. No action or response to the sample contract is required under this RFQ. The applicable sample contract is the:

Personal Services Contract (unless checked, item does not apply) The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 28 – Confidentiality Article II, Paragraph 29 – Criminal Background Check Requirements Article II, Paragraph 30 – Key Persons Article II, Paragraph 31 – Cooperative Contracting Article II, Paragraph 32 – Federal Contracting Requirements Exhibit A – On-Call Provision

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

4. QUOTE

Quotes should be short and concise with the following information:

A. Company experience

a. Specifically identify experience for each of the service categories.

b. Specifically outline local experience and familiarity with the County or Counties of similar size and structure.

B. Experience of staff that will work on the project;

C. Hourly fees;

D. Provide three (3) References;

E. Quote Certification Form; and F. Any additional information that Clackamas County should take into consideration for the project or qualifications.

5. EVALUATION

Quotes will be evaluated based on subjective factors including, but not limited to: Firm experience, staff experience, price/fees, references, and proposal to complete the project (including timeline).

https://www.clackamas.us/finance/terms.html

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QUOTE CERTIFICATION FORM

RFQ #2022-100

Submitted by: ____________________________________________________________________ (Must be entity’s full legal name)

Each Quoter must read, complete and submit a copy of this Clackamas County Certification with their Quote. Failure to do so may result in rejection of Quote. By signature on this Certification the undersigned certifies that they are authorized to act on behalf of the Quoter and that under penalty of perjury the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Quoter is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS

305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Quoter to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Quoter has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Quoter or will Quoter discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST

The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFQ, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Quoter to submit this Quote. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a quote for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFQ (including any attachments); and

2. Are an authorized representative of the Quoter, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Quote or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFQ and Quote; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFQ.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State: ____________________

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CLACKAMAS COUNTY

INSTRUCTIONS TO QUOTERS

Quotes are subject to the applicable provisions and requirements of the Clackamas County Local Contract Review Board Rule C-047-0270 (Intermediate Procurements) and Oregon Revised Statutes.

QUOTE PREPARATION

1. QUOTE FORMAT: Quotes must be must be submitted as indicated in the RFQ.

2. CONFORMANCE TO RFQ REQUIREMENTS: Quotes must conform to the requirements of the RFQ. Unless otherwise specified, all items quoted are to be new, unused and not remanufactured in any way. Any requested attachments must be submitted with the quote and in the required format. Quote prices must be for the unit indicated on the quote. Failure to comply with all requirements may result in quote rejection.

3. ADDENDA: Only documents issued as addenda by Clackamas County serve to change the RFQ in any way. No other directions received by the Quoter, written or verbal, serve to change the RFQ document. NOTE: IF YOU HAVE RECEIVED A COPY OF THE RFQ, YOU SHOULD CONSULT OREGONBUYS (https://oregonbuys.gov/bso/view/login/login.xhtml) TO ENSURE

THAT YOU HAVE NOT MISSED ANY ADDENDA OR ANNOUNCEMENTS. QUOTERS

ARE NOT REQUIRED TO RETURN ADDENDUMS WITH THEIR QUOTE. HOWEVER,

QUOTERS ARE RESPONSIBLE TO MAKE THEMSELVES AWARE OF, OBTAIN AND

INCORPORATE ANY CHANGES MADE IN ANY ADDENDA ISSUED, AND TO

INCORPORATE ANY CHANGES MADE BY ADDENDUM INTO THEIR FINAL QUOTE.

FAILURE TO DO SO MAY, IN EFFECT, MAKE THE QUOTER'S QUOTE NON-

RESPONSIVE, WHICH MAY CAUSE THE QUOTE TO BE REJECTED.

4. USE of BRAND or TRADE NAMES: Any brand or trade names used by Clackamas County in the specifications are for the purpose of describing and establishing the standard of quality, performance and characteristics desired and are not intended to limit or restrict competition.

Quoters may submit quotes for substantially equivalent products to those designated unless the RFQ provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to approval by Clackamas County.

5. PRODUCT IDENTIFICATION: Quoters must clearly identify all products quoted. Brand name and model or number must be shown. Clackamas County reserves the right to reject any quote when the product information submitted with the quote is incomplete.

6. FOB DESTINATION: Unless specifically allowed in the RFQ, QUOTE PRICE MUST BE F.O.B. DESTINATION with all transportation and handling charges included in the Quote.

7. DELIVERY: Delivery time must be shown in number of calendar days after receipt of purchase order.

8. EXCEPTIONS: Any deviation from quote specifications, or the form of sample contract referenced in this RFQ, may result in quote rejection at County’s sole discretion.

9. SIGNATURE ON QUOTE: Quotes must be signed by an authorized representative of the Quoter. Signature on a quote certifies that the quote is made without connection with any person, firm or corporation making a quote for the same goods and/or services and is in all respects fair and without collusion or fraud. Signature on a quote also certifies that the Quoter has read and fully understands all quote specifications, and the sample contract referenced in this RFQ (including insurance requirements). No consideration will be given to any claim resulting from quoting without comprehending all requirements of the RFQ.

10. QUOTE MODIFICATION: Quotes, once submitted, may be modified in writing before the time and date set for quote closing. Any modifications should be signed by an authorized representative, and state that the new document supersedes or modifies the prior quote. Quoters may not modify quotes after quote closing time.

11. QUOTE WITHDRAWALS: Quotes may be withdrawn by request in writing signed by an authorized representative and received by Clackamas County prior to the Quote Due Date/Time.

Quotes may also be withdrawn in person before the Quote Due Date/Time upon presentation of appropriate identification.

12. QUOTE SUBMISSION: Quotes may be submitted by returning to Clackamas County Procurement Division in the location designated in the introduction of the RFQ; however, no oral https://oregonbuys.gov/bso/view/login/login.xhtml

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QUOTE EVALUATION AND AWARD

1. PRIOR ACCEPTANCE OF DEFECTIVE PROPOSALS: Due to limited resources, Clackamas County generally will not completely review or analyze quotes which fail to comply with the requirements of the RFQ or which clearly are not the best quotes, nor will Clackamas County generally investigate the references or qualifications of those who submit such quotes.

Therefore, neither the return of a quote, nor acknowledgment that the selection is complete shall operate as a representation by Clackamas County that an unsuccessful quote was complete, sufficient, or lawful in any respect.

2. DELIVERY: Significant delays in delivery may be considered in determining award if early delivery is required.

3. CASH DISCOUNTS: Cash discounts will not be considered for award purposes unless stated in the RFQ.

4. PAYMENT: Quotes which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

5. INVESTIGATION OF REFERENCES: Clackamas County reserves the right to investigate references and or the past performance of any Quoter with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, sub-contractors, and workers. Clackamas County may postpone the award or execution of the contract after the announcement of the apparent successful Quoter in order to complete its investigation. Clackamas County reserves the right to reject any quote or to reject all quotes at any time prior to Clackamas County's execution of a contract if it is determined to be in the best interest of Clackamas County to do so.

6. METHOD OF AWARD: Clackamas County reserves the right to make the award by item, groups of items or entire quote, whichever is in the best interest of Clackamas County.

7. QUOTE REJECTION: Clackamas County reserves the right to reject any and all quotes for any reason including, but not limited to, a Quoter’s failure to constitute as a responsible bidder under ORS 279B.110 and LCRB C047-640-1-c-F-iii.

8. QUOTE RESULTS: Quoters who submit a quote will be notified of the RFQ results. Awarded quote files are public records and available for review by submitting a public records request or by appointment.