RFQ - Land and Zoning Code - PDG - Final.pdf

Last Updated: 9/24/2024

REQUEST FOR QUOTES (RFQ)

Best Value Analysis (BVA) # S-58800-00016604

Reducing Local and Zoning Planning Obstacles

(PDG Activity 2.1.2.5)

Issue Date: Friday, April 10th, 2026

Issuing Office: Department of Early Learning and Care (DELC or Authorized Purchaser)

RFQ (Authorized Representative): Ashley Griffin, Senior Contract Specialist

Address: 700 Summer Street Salem, OR 97301 Phone: 971.240.2426 E-mail: Ashley.griffin@delc.oregon.gov

OFFER DUE DATE AND TIME: WEDNESDAY, APRIL 22ND, 2026 AT 5:00 PM PST

EVENTS SCHEDULE

EVENT DATE TIME (PST)

RFQ Release 4/10/2026 By 5:00 PM PST

Due Date for Questions/Clarifications 4/15/2026 By 5:00 PM PST

Answers to Questions/Clarifications (Approximately) 4/17/2026 By 5:00 PM PST

RFQ Closing (Proposed quotes due) 4/22/2026 By 5:00 PM PST

Issue Intent to Award 4/30/2026 By 5:00 PM PST mailto:Ashley.griffin@delc.oregon.gov

1. Introduction

Department of Early Learning and Care (“DELC” or “Authorized Purchaser”), is issuing this Request for Quote (“RFQ”) to solicit competitive quotes from a qualified vendor to support DELC and the Department of Land Conservation and Development (DLCD) to develop actionable guidance and model code for local jurisdictions.

DELC, in partnership with DLCD, intends to contract with a single vendor to develop model codes and guidance materials to help local governments regulate and permit child care facilities.

This effort responds to a top recommendation from the HB 2727 report and the workgroup convened by DLCD.

DLCD staff will complete the model code language prior to project kickoff, and the selected vendor will produce guidance documents for use by local governments.

The guidance documents will cover minimum and maximum regulatory options that exist throughout the full permitting process, including land use, building, public works, and fire reviews. The vendor will also conduct code audits and develop code language amendments for four jurisdictions, using DLCD’s model code.

Additional details on the Scope of goods or services or both are included in Sections 2 and 3 (System Requirements and Scope of Services).

DELC anticipates the Award of one Contract.

2. Scope of Services

Task 1: Project Kick-off

1.1 Key Documents: Agency shall provide Vendor with Key Documents, including, but not limited to, model code developed by DLCD staff in coordination with DELC staff, relevant administrative rules, existing guidance documents, statutes, and existing precedent or example toolkits. Key Documents may be provided electronically.

1.2 Project Management Team Meeting (PMT) #1: Vendor shall arrange and conduct PMT Meeting #1 via teleconference to review the objective and schedule of the Project and confirm Agency’s expectations.

Vendor shall prepare an agenda prior to PMT Meeting #1. Vendor shall prepare PMT Meeting #1 summary notes, including a refined project schedule identifying tentative dates for meetings and deliverables specified in Tasks 1 through 5.

Vendor Anticipated Deliverables from Project Kick-off:

1.1 One page summary of items learned during key document review

1.2 PMT Meeting #1, agenda, and summary notes

Task 2: Local Code Audits and Amendments

Vendor will conduct a development audit focused on child care facilities for four (4) jurisdictions, including two cities and two counties. DLCD and DELC staff will select the local jurisdictions and facilitate communications and coordination with local jurisdiction staff. The code audit will provide a framework and scope for the code amendments to come.

Vendor will prepare draft code amendment amendments for all participating jurisdictions, in tandem with local goals and priorities, and consistent with the structure of the local jurisdiction’s code. Vendor will prepare a schedule, draft audit and draft amendments in advance of a meeting with the PMT and local jurisdiction staff.

Vendor Anticipated Deliverables from Local Audits and Amendments:

2.1 Prepare schedule, conduct Audit using workbook for four (4) local governments, prepare draft Code Amendments

2.2 Review with PMT and local staff via virtual meeting

2.3 Revise Code Amendment Report

2.4 Draft and Final Presentation Materials for PC/CC work session

2.5 Review with PMT and local staff

2.6 Final Draft Amendments, staff report and findings

Task 3: Local Permitting Process Guidance

Guidance book to include a series of department-branded memos; each memo must include statutory requirements and optional best practices for permitting processes at the local level.

Memos should cover both small and large family child care homes, child care centers, and outdoor nature-based programs. Memos should also indicate how the DELC child care licensing requirements relate to those specific local review processes. DLCD and DELC staff will lead coordination with staff from other state agencies including Building Codes Division, Department of Environmental Quality, and the Oregon State Fire Marshal to assist in informing and reviewing the guidance memos.

3.1 Land Use Review and Process Memo: Vendor shall provide a memo discussing land use review for child care facilities, including development standards and definitions based on the model code prepared by DLCD staff, pre-application processes, review fees, levels of review, and conditions of approval.

3.2 Building Permit Review and Process Memo: Vendor shall provide a memo discussing building permit review for child care facilities, including changes in occupancy, inspection procedures for family child care homes, restroom requirements, and building official interpretations.

3.3 Public Works Review and Process Memo: Vendor shall provide a memo discussing public works review, including infrastructure capacity, SDCs, and frontage improvement requirements. Vendor shall discuss how jurisdictions coordinate with ODOT to implement review of impacts on facilities owned by the Oregon Department of Transportation.

3.4 Sanitation and On-site Septic Review and Process Memo: Vendor shall provide memo discussing on-site septic and county sanitarian review requirements and review process for child care facilities that are not connected to public sewer systems.

3.5 Fire Code Review and Process Memo: Vendor shall provide a memo discussing fire code review for child care facilities.

3.6 Case Studies Memo: Vendor shall write up at least five case study examples of the entire permitting process from start to finish. Case studies shall include two family child care homes (one where the provider does not live in the home), one child care center in an urban (inside urban growth boundary) setting, one child care facility outside urban growth boundaries, and once outdoor nature-based program. One child care center case study must include caring for infants.

3.7 PMT Meeting: Vendor shall arrange and conduct PMT Meeting via teleconference to review the memos from Tasks 3.1 through 3.4, so the PMT can offer suggestions and feedback.

Vendor shall prepare PMT Meeting agenda and summary notes.

3.8 Final Permitting Guidebook. Vendor shall incorporate recommended changes and any changes agreed upon at PMT Meeting into a final document. The final document shall be an easy to navigate and professionally prepared guidebook that contains a table contents, and each topic specific memo. The Guidebook must be in a form immediately usable by local permitting authorities at the local level.

Vendor Anticipated Deliverables for Local Permitting Process Guidance:

3.1 Land Use Review and Process Memo

3.2 Building Permit Review and Process Memo

3.3 Public Works Review and Process Memo

3.4 Sanitation and On-site Septic Review and Process Memo

3.5 Fire Code Review and Process Memo

3.6 Case Studies Memo

3.7 PMT Meeting

3.8 Final Permitting Guide

Task 4: Local incentives and best practices Guidance / Toolkit

4.1 Non-regulatory incentives and other practices guidance: Guidance memo to include local economic development incentives, tax incentives, and permitting navigation services.

4.2 PMT Meeting: Vendor shall convene a PMT Meeting. Vendor shall distribute Draft documents no fewer than 10 working days before PMT Meeting. Vendor shall present draft memos to solicit comments and answer questions. Vendor shall prepare a summary of PMT Meeting.

4.3 Final Child Care Guide: Vendor shall incorporate recommended changes and any changes agreed upon at PMT Meetings into a Final Guidance Memo.

Vendor Anticipated Deliverables from Local incentives and best practices Guidance / Toolkit:

4.1 Draft Guidance Memo

4.2 PMT Meetings

4.3 Final Guidance Memo

Task 5: Outreach and Engagement Materials Vendor shall produce a brief video summarizing the guidance and how to use it. Vendor shall also produce a slide deck and summary one pager targeted to local government officials who will use the guidance. DLCD staff to provide template documents with agency branding.

Vendor Anticipated Deliverables from Outreach and Engagement Materials:

5.1 Draft written materials: video script, slide deck, one-pager

5.2 PMT meeting to review and discuss drafts

5.3 Final video script and video recording

5.4 Final slide deck and one-pager

3. Questions and Requests for Clarification:

All questions and requests for clarification regarding this RFQ must be submitted in writing by e-mail, to the Authorized Representative and must be received no later than April 15th, 2026 at 5:00 PM PST .

DELC may issue revisions, substitutions or clarifications of the RFQ. DELC will send revisions, substitutions or clarifications, if any, electronically using OregonBuys..

4. Offer Submittal:

Offers must be received on or before the Offer Due Date and Time at the location identified above to be considered. DELC may extend the Offer Due Date and Time. Offers will be accepted by e-mail to the Authorized Representative identified above.

Offers will not be accepted after the Offer Due Date and Time.

5. Submittal Requirements:

a. Offeror must provide a description of the proposed approach for providing the Scope of

Services described in the RFQ, including a comprehensive description of the proposed implementation methodology for Project, in phases for DELC. The description should include how the Offeror has developed this methodology to incorporate lessons learned from experiences, as well as to meet the needs described in the RFQ.

b. Offeror must provide a draft Scope of Work using the information from Section 2, Scope of Services.

c. Offer must include submission of the Price Offer on the form or forms attached hereto as Exhibit 1 detailing all costs associated with the System(s) and Services.

d. Experience: Offerors responding to this RFQ must have at least six years of experience in local land use planning and implementation work.

e. Organization and Personnel: Offers must include a description of Offeror’s organization, Key Persons, other staff or personnel (including subcontractors, if applicable), and their experience.

i. Key Person(s). Specify Key Person(s) to be assigned to this Project and include a current resume (not to exceed 2 pages each) for each individual that demonstrates qualifications and experience for the Services proposed.

Key Person(s) Requirements and Preferences are:

• Strong project management experience and knowledge required.

• Bachelor’s degree or higher in public policy, public administration, or another relevant field.

• Strong understanding of local zoning codes.

• Strong understanding of child care licensing rules in Oregon is preferred.

• Strong understanding of public sector environment is preferred.

Due to the nature of services, Key Person(s) must be available to work on-site as agreed upon between all parties, subject to all facilities access rules and procedures.

ii. Organization and Organizational Chart. Provide a description of Offeror’s organization and provision of products and services, including a narrative that describes the organization’s security program as it relates to the proposed solution. As an organization that shares in the responsibilities to protect the state’s data, it is important to understand how cybersecurity principles at an architectural and organizational level will be applied.

iii. Subcontractors. If Proposer intends to work with subcontractor(s), Proposer shall include a statement detailing any subcontracting firms or individual subcontractors that may be engaged as part of the Proposal to this RFQ, with those entities and the Services they will provide clearly identified.

f. Offeror must provide a list of 3 governmental entities as references using the Reference

Check Form attached hereto as Exhibit No. 2.

DELC may check to determine if references provided support Offeror’s ability to comply with the requirements of this RFQ. DELC may use references to obtain additional information, or verify any information needed. DELC may contact any reference (submitted or not) to verify Offeror’s qualifications.

g. Offer must include any underlying agreements, including license agreements, subscription agreements, maintenance, service level agreement and security/privacy agreements that will be required to use the System.

6. Evaluation and Award:

DELC may reject all Offers or cancel this RFQ at any time.

Submissions will be reviewed to determine if all Submittal Requirements have been met.

Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for DELC, as set forth in this Section 8.

6.1 Tier – Evaluation of Written Offers

The first tier is an evaluation of Offers by an evaluation team assembled by DELC. The evaluation team may include subject matter experts and/or representatives from other agencies or other authorized users.

Scoring Criteria (BVA) and Points:

Best Value Analysis Maximum Points

Available

Scope of Work & Proposed Approach 150

Price Offer 50

Experience 50

Total Score Tier 1 250

Based on scores from the first-tier evaluation, DELC will select one or more of the top-scoring Offerors as finalists for the second-tier evaluation.

9. Protest of Intent to Award. An Affected Offeror shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest. An Offeror is an Affected Offeror only if the Offeror would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Offers are non-Responsive.

• DELC has failed to conduct an evaluation of Offers in accordance with the criteria or process described in the RFQ.

• DELC abused its discretion in rejecting the protestor’s Offer as non-Responsive.

• DELC’s evaluation of Offer or determination of award otherwise violates the terms of the Participating Addenda.

Protests must:

• Be delivered to the RFQ contact via email or hard copy

• Reference the RFQ number

• Identify Offeror’s name and contact information

• Be signed by an Authorized Representative

• Specify the grounds for the protest

• Be received within 7 calendar days of the Intent to Award notice

Response to Protest. DELC will address all protests submitted in accordance with this Section 9 within a reasonable time and will issue a Written decision to the respective Offeror. Protests that do not include the required information prescribed in Section 9 may not be considered by DELC.

EXHIBIT NO. 1

PRICING

EXHIBIT NO. 2

REFERENCE CHECK FORM

Customer Contact Name

Phone Number

Email