RFQ 2024-14 Clarifying Questions -1.pdf
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- Solicitation number
- S-C01010-00009485
- Issued by
- Clackamas County, Oregon
About this file
This document contains clarifying questions and answers related to RFQ #2024-14 for Emergency Operations Volunteer and Donation Plan Management, issued by Clackamas County, Oregon. The project aims to assess the current state of donation and volunteer management plans, documents, and guidelines, and to create best practices and templates for tracking and accounting of volunteers. The County provided responses regarding the number of documents to be reviewed, the types of templates to be created, preferences for in-person or virtual interviews and exercise planning meetings, and the vendor's responsibilities for exercise logistics and materials. The County confirmed that automobile liability insurance is required for this contract.
The contract opportunity is focused on developing a plan that establishes volunteer and donations management responsibilities and procedures for Clackamas County and Oregon City. The County provided estimated numbers of community partners and non-profit organizations that may be involved, and indicated that incentives such as gas cards or stipends may be offered to facilitate their participation in the interview process.
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PH: 503-742-5400 WWW.CLACKAMAS.US
REQUEST FOR QUOTES #2024-14
Emergency Operations Volunteer and Donation Plan Management
RESPONSE TO CLARIFYING QUESTIONS
February 26, 2024
Note that these are questions submitted by interested firms to the above referenced solicitation. The below answers are for clarification purposes only and in no way alter or amend the RFQ as published.
1) Regarding the Project Objectives, the RFP states, “Assess the current state of donation and volunteer management plans, documents, guidelines, and SOPs…” Can the County provide an estimate of the number of documents that need to be reviewed?
Answer: 5-8 (2 larger documents, several documents that are single forms)
2) Regarding the Project Objectives, the RFP states, “Creation of best practices and templates, for tracking and accounting of volunteers.” Does the County have an estimated number of templates it would like created or is that to be determined as part of the planning process?
Answer: At a minimum to include donations tracking template (receipt and dispersal), volunteer tracking forms (event sign in/out template), volunteer liability waiver template, and any other templates that are recommended as best practice. The county already has a version of these but would like them to be reviewed and updated.
3) Regarding Task 2.2, does the County prefer interviews to be held in person or virtually?
Answer: No preference.
4) Regarding Task 2.2, how many community partners and non-profit organizations does the County estimate being involved in the process?
Answer: 3 at a minimum, 4-7 on high end (depending on their ability to participate)
5) Regarding Task 2.2, the RFP states, "...providing incentives for community partners and non-profits who may otherwise not be able to participate in this interview process." Can the County elaborate on what it has in mind for and/or examples of incentives?
Answer: If there is a barrier for a partner due to schedule or their funding streams an interview may end up on their personal time. An example of an incentive would be a gas card to attend a meeting, or a small stipend for time spent in the interview.
6) Regarding Task 3.4, does the County prefer exercise planning meetings to be held in person or virtually?
Answer: No preference.
7) Regarding Task 3.4, is the vendor responsible for securing and/or paying for any exercise location(s)/venue(s)?
Answer: No. Exercise may be in person at a County hosted facility or virtual.
8) Regarding Task 3.4, is the vendor responsible for securing and/or paying for any audio/visual equipment?
Answer: No.
9) Regarding Task 3.4, is the vendor required to provide food and/or refreshments?
Answer: No.
PH: 503-742-5400 WWW.CLACKAMAS.US
10) Regarding Task 3.4, is the vendor responsible for printing planning meeting materials or exercise materials?
Answer: Yes, if vendor prefers to host in person meetings or exercise. No, if meetings or exercise are virtual as the materials can be distributed virtually.
11) Can the County confirm that automobile liability insurance is required for this contract?
Answer: Yes.
End of Clarifying Questions #1
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