RFQ 2024-14 Volunteer and Donation Plan - Disaster Management.pdf

Revised 1/2024 Page 1

REQUEST FOR QUOTES (RFQ) #2024-14

Issue Date: February 13, 2024

Project Name: Emergency Operations Volunteer and Donation Plan Management Quote Due Date/Time: March 7, 2024, 2:00 PM PST Procurement Analyst: Ryan Rice Email: rrice@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- 00009485. 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.

Procurement Division Public Services Building

2051 Kaen Road Oregon City, OR 97045

(503) 742-5444 (Office) mailto:rrice@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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2. SCOPE

Project Summary and Background

This planning project aims to develop a plan that establishes volunteer and donations management responsibilities and procedures for Clackamas County. Currently the county is very limited in ability to utilize volunteers and has no way to accept donations in a coordinated effort, beyond allowing donations of gift cards. Clackamas County has relied heavily on county staff to fill "volunteer" positions at disaster resource centers as well as non-profit organizations. The county diverts a lot of good donation offers to other organizations able to receive donations, but not in a well-coordinated manor. This has resulted in missed opportunities and donations offers expiring before coordination of the offer has been identified.

The proposed project will fill this gap by enabling us to develop a plan that will enable better coordination and utilization of resources across the county.

Additionally, the Long Term Recovery Group that has been actively supporting 2020 wildfire victims is transitioning to a Voluntary Organizations Active in Disaster group. This provides the county with a community organization that has experience in handling donations and navigating the complexities of volunteer offers. This group is primed and ready for engagement in this planning process and will act as the non-profit entity that is ready to utilize this plan in repsonse and recovery of an incident in Clackamas County.

A contractor will be brought on to produce a volunteer and donation management plan for Clackamas County. The plan will also serve as a template for cities and districts within Clackamas County. A major threat our region faces is a catastrophic Cascadia Subduction Zone earthquake. This project will enhance our capabilities to respond and recover from such an event.

Project Objectives

• Assess the current state of donation and volunteer management plans, documents, guidelines, and SOPs, to identify gaps and areas for improved clarity.

• Understand donation needs by local community organizations that would be active in the response for a disaster situation. This includes reflecting on past experiences by those community groups who were active during the 2020 wildfires, 2021 ice storms, and COVID-19; in addition to understand best practices and processes by organizations who regularly deploy volunteers and rely on donations but may not have responded or supported Clackamas County in disaster response in the past.

• Formalize the coordination and connection of community and faith-based partners with volunteers, to facilitate the matching of volunteers with unmet needs in the response of a disaster.

Creation of best practices and templates, for tracking and accounting of volunteers.

• Create guidance and standards to aid in the facilitation and distribution of donations. Specifically, donation being offered to Clackamas County, for connection to and management by, to county recognized non-profits and community partners. This includes guidance on how to handle spontaneous donations and public messaging about donations.

• Summarize all information in a formalized plan, which has been tested and updated based on an exercise that incorporate community organizations.

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Scope of Work Phase 1: Kick off and project planning

Task 1.1 Kick-Off Meeting

• Conduct virtual or in-person kick-off meeting; introduce project team and roles; identify scope, timeline, deliverables; document meeting notes

Task 1.2 Project Management Plan

• The consultant is expected to provide project management tasks including regular project status reports, budget, and progress monitoring. A Project Management Plan is required as part of the RFP submittal requirements.

Phase 2: Evaluation of Existing Plans and Partner interviews Compile existing guidance that Clackamas County refers to for volunteer and donation management, including planning documents, guides, and SOPs. Identified community partners will be interviewed to understand their roles, best practices, and current processes for handling volunteers and/or donations. Additionally, reflection on past experiences in coordinating volunteers and donations for incidents specific to Clackamas County and/or regional responses, will highlight how best to engage and utilize these groups.

Task 2.1 Evaluation and Inventory of Volunteer and Donation Information

• Review existing volunteer plans and related operating procedures and documents, to assess gaps and stale information that is either missing or misaligned with current county procedures, response, and plans.

• Review existing donation tracking documents and procedures

• Review past After Action Reports from the 2020 Wildfires, 2021 Ice Storms, and COVID-19, for key learnings about donation and volunteer management

Task 2.2 Community Partner and Non-Profit Organization Interviews

• Interview development: content, format, etc. Including providing incentives for community partners and non-profits who may otherwise not be able to participate in this interview process.

• Based on plans, procedures, and documents collected, interviews with key community partners and organizations that regularly work within Clackamas County, will be conducted to add real life experience and context to the understanding of the current donation and volunteer management practices.

• Interviews with non-profit organizations who regularly utilize and manage volunteers and donations, but do not necessarily work with or in Clackamas County directly, will be conducted to gleam best practices and ensure integration of vital information into plans

Phase 3: Plan Development and Exercise Summarize the findings from community partner interviews and volunteer and donation documents, to inform and create a draft plan. This planning process will be divided into two sections: volunteers and donations. The plan will then be reviewed and tested by community partners and county staff, to ensure any further learnings are incorporated into the plan, before the plan is finalized.

Task 3.1 Plan Development: Volunteers

• Formalize guidance on the coordination and connection of community and faith-based partners, community organizations, and partners, with volunteers. Facilitate the matching of volunteers with unmet needs in the response of a disaster. Describe best practices for formalized volunteer tracking which may include various options for roles and responsibilities of the management of volunteers depending on the organization, nature of the incident, and unmet needs.

Task 3.2 Plan Development: Donations

• Create guidance and standards for the coordination of donations being offered to Clackamas

County, to county recognized non-profits and community partners. Aiding in the facilitation and distribution of donations. This includes guidance on how to handle spontaneous donations and

Revised 1/2024 Page 4 public messaging about donations. Similar to volunteer planning, this may include various roles and responsibilities' that an organization may take on depending on the nature of the event, unmet needs, and capacity.

Task 3.3 Draft Plan Review

• Present and review the drafted Volunteer and Donation Plan to Clackamas County Disaster Management staff to ensure accuracy.

• Incorporate edits from key stakeholders and county staff into the plan.

Task 3.4 Tabletop Exercise

• Complete a Tabletop Exercise with key community stakeholders to validate the Volunteer and

Donation Plan, incorporating any updates within the scope of work. Additional updates, including operational notes, will be included in an implementation guidance memo. Summarize all information in a formalized plan that has been tested and updated based on an exercise that incorporate community organizations.

Task 3.5 Final Draft Plan Presented and Circulated

• Present final draft of Volunteer and Donation Plan to key community stakeholders and County staff.

II. Deliverables Quarter Task Deliverable Due

1 Task 1.1 Kick-off Meeting Late March 2024 1 Task 1.2 Project Management Plan March 2024 2 Task 2.1 Evaluation and Inventory of Volunteer and Donation

Information March/April 2024

2 Task 2.2 Community Partner and Non-Profit Organization Interviews March/April 2024 3 Task 3.1 Plan Development: Volunteers April/May 2024 3 Task 2.2 Plan Development: Donations April/May 2024 3 Task 2.3 Draft Plans Review May 2024 3 Task 2.4 Tabletop Exercise June 2024 3 Task 2.5 Final Draft Plan Presented and Circulated June 2024

Project Funding and Budget The County has an estimated project total of $64,000, however firms shall provide competitive hourly rates with an estimated not-to-exceed total, inclusive of tabletop exercises. The proposed not-to-exceed price will be a factor in vendor selection. Funding is derived from Clackamas County Disaster Management’s Federal State Homeland & Security Program 2021 Funds.

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

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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.

2. QUOTE

Quotes should be short and concise with the following information:

A. Company experience in these types of projects;

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

C. Not-to-exceed price to complete the project;

D. Estimated time to complete the project;

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

3. 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).

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QUOTE CERTIFICATION FORM

RFQ #2024-14

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

Revised 1/2024 Page 8 or telephone quotes will be accepted. Envelopes, or e-mails containing Quotes should contain the RFQ Number and RFQ Title.

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. CLARIFICATION: Clackamas County reserves the right to seek clarification of each Quote, or to make an award without further discussion of Quotes received.

7. 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.

8. 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.

9. 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.