LANE COUNTY, OREGON

County Administration

REQUEST FOR PROPOSALS

(For Electronic Submission)

Strategic Planning Consultant

PROPOSALS DUE:

5:00 P.M. Pacific Time July 26, 2021

Lane County Strategic Planning Facilitator RFP Page 2

Table of Contents

INVITATION TO SUBMIT PROPOSALS

PREPARATION AND SUBMISSION OF PROPOSALS

CLARIFICATION OR PROTESTS OF SOLICITATION DOCUMENTS

PROPOSAL EVALUATION AND AWARD

ATTACHMENT A – SCOPE OF SERVICES REQUIRED

ATTACHMENT B – REQUIRED INFORMATION FOR PROPOSERS

ATTACHMENT C – PROPOSER STATEMENTS AND CERTIFICATIONS

ATTACHMENT D – SELECTION PROCEDURE AND SCORING

ATTACHMENT E – SAMPLE CONTRACT AND INSURANCE REQUIRED

ATTACHMENT F – LANE COUNTY’S CODE OF PROFESSIONAL CONDUCT

ATTACHMENT G – LANE COUNTY EQUITY LENS

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REQUEST FOR PROPOSALS

1. INVITATION TO SUBMIT PROPOSALS

Lane County will receive proposals for the Request for Proposals (RFP) for:

Lane County Strategic Planning Consultant

Until:

5:00 p.m. Pacific Time – July 26, 2021

Submitted via email to:

Judy Williams, Strategy and Integration Manager Judy.WILLIAMS@lanecountyor.gov

Briefly, the work of the RFP includes assisting Lane County with the development of a new multi-year County Strategic Plan. Lane County has a solid foundational Strategic Plan with strategic priorities, initiatives and activities that we desire to reaffirm, enhance and or adjust based on a robust engagement effort. We want our plan to identify a clear focus for the future. While we do not anticipate a steep departure of our existing framework, we want to ensure we are utilizing our equity lens as we engage our staff and community to inform and clarify our goals and strategic priorities. We would like to take our current Strategic Plan to the next level. The full Scope of Services is outlined in Attachment A.

The County expects the strategic planning process to be led by Judy Williams, Strategy and Integration Manager in consultation with Steve Mokrohisky, our County Administrator. This work will generally involve a core group of 25 County Commissioners, directors and managers, with the final decision-making for adoption being made by the Board of County Commissioners. More general coordination efforts, presentations and engagement opportunities will be required to involve interested community members and county employees.

Proposals properly submitted and received will be opened immediately following the time proposals are due.

To be considered, proposals must be submitted electronically in accordance with all the following instructions:

1. Proposals must be submitted as an attachment to an email, submitted to the email address stated above,

2. The subject line of the email must clearly identify the submission as a response to this RFP for Lane County Strategic Planning Consultant,

3. Unless otherwise stated in the Proposal Requirements, proposal documents may be submitted in PDF format only, and

4. Proposals must not include .zip files, and cannot be more than 30 megabytes in size.

Interested parties may download a complete set of RFP documents from the Lane County Procurement & Purchasing webpage at: www.lanecounty.org/bids

The County may issue an addendum to modify or add to the terms of the RFP, or to change the time or date for submission of proposals. Any such addendum will be posted and may be downloaded from the Procurement & Purchasing webpage in the same location as the RFP posting. Each proposer is responsible to verify for itself if any addendum has been issued prior to submission of its proposal; the County is not responsible to notify individual prospective proposers of the issuance of an addendum. The requirements or clarifications contained in any addenda issued must be included in the proposals received and will become part of any resulting contract.

mailto:Judy.WILLIAMS@lanecountyor.gov http://www.lanecounty.org/bids

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2. PREPARATION AND SUBMISSION OF PROPOSALS

2.1 Proposal Preparation. Proposers are responsible to read and understand all portions of the solicitation documents, including attachments and addenda, if any, and to include all requirements in their proposals. To be responsive, proposals must be made in writing, and address the background, information, questions, criteria, and requests for information contained in the RFP. Proposals must be submitted in the required form and containing all required documents and responses, be signed by the proposer or its authorized representative, and submitted in the manner and number described in the Invitation to Submit Proposals.

2.2 Proposals Subject to Oregon Public Records Law. Proposals submitted in response to this RFP become public records under Oregon law and, following contract award, will be subject to disclosure to any person or organization that submits a public records request. Proposers are required to acknowledge that any proposal may be disclosed in its entirety to any person or organization making a records request, except for such information as may be exempt from disclosure under the law.

Each proposer must clearly identify all information included in its proposal that is claimed to be exempt from disclosure. If the County receives a records request, including subpoena, covering information the bidder believes is covered by an applicable public records exemption, it is the proposer’s responsibility to defend and indemnify the County for any costs associated with establishing such an exemption.

2.3 Proposal Submission. Proposals must be received by the time and date stated for receipt in the invitation to Submit Proposals. To be considered, proposals must be submitted in the form and manner stated in the Invitation for Proposals, complete with a Proposer’s Statements & Certifications Form signed by the proposer or its authorized representative, responses to all criteria and requirements included in the RFP, other documents required to be submitted, if any, and contain the number of copies required.

By submitting a proposal, proposer acknowledges that the proposer has read and understands the terms and conditions applicable to this RFP, and accepts and agrees to be bound by the terms and conditions of the contract, including the obligation to perform the scope of work and meet the performance standards.

2.4 Correction, Withdrawal, and Late Submissions. A proposer may withdraw its proposal at any time prior to the deadline set for receipt of proposals, by email to the person identified for receipt of proposals, and may submit a new sealed proposal in the manner stated in the Invitation to Submit Proposals. The County will not consider proposals received after the time and date indicated for receipt of proposals. A proposer may not modify its proposal after it has been deposited with the public officer, other than to address minor informalities, unless the proposal is withdrawn and resubmitted as described above by the due date.

3. CLARIFICATION OR PROTESTS OF SOLICITATION DOCUMENTS

3.1 Clarifications. If a proposer finds discrepancies or omissions in the RFP documents, or is in doubt as to their meaning, the proposer must immediately notify the public officer designated for receipt of proposals or other person identified for submission of questions.

If the public officer believes a clarification is necessary, an addendum will be issued in writing not less than 48 hours prior to the deadline for receipt of proposals, and available on the County's Procurement & Purchasing webpage listed above. The addendum may postpone the date for submission of proposals. The requirements or clarifications contained in any addenda so issued must be included in the proposals received and will become part of any resulting contract.

The apparent silence of the solicitation documents regarding any detail, or the apparent omission from the RFP of a detailed description concerning any point, means that only the best commercial or professional practice, material, or workmanship is to be used.

3.2 Protest of Solicitation Documents. A prospective proposer may protest the selection process or provisions in the

RFP documents if the prospective proposer believes the solicitation process is contrary to law or that a solicitation document is unnecessarily restrictive, legally flawed, or improperly specifies a brand name pursuant to the

Lane County Strategic Planning Facilitator RFP Page 5 requirements of ORS 279B.405(2). Any written protest must be submitted to the public officer identified for receipt of proposals in the Invitation to Submit Proposals not less than 10 days prior to the deadline for submission of proposals.

Lane County will consider the protest if the protest is timely filed and contains all the following items:

Sufficient information to identify the solicitation that is the subject of the protest;

The grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name;

Evidence or supporting documentation that supports the grounds on which the protest is based; and

The protest must state the changes to the procurement process or the solicitation document that the prospective proposer believes will remedy the conditions upon which the protest is based.

If the protest meets these requirements, the County will consider the protest and issue a decision in writing. If the protest does not meet these requirements, the County will promptly notify the prospective proposer that the protest is untimely or that the protest failed to meet these requirements and give the reasons for the failure. The County will issue its decision on the protest not less than 3 business days before proposals are due, unless a written determination is made by the County that circumstances exist that justify a shorter time limit.

4. PROPOSAL EVALUATION AND AWARD

Proposals properly submitted and received will be reviewed by County staff. A recommendation for selection may be made on the basis of the Proposals, or the County may, at its discretion, elect to interview one or more respondents prior to making a recommendation. The final decision and actual award will be made by the County Administrator.

4.1 Late Submissions. Any proposal or modification received after the designated deadline will not be opened or considered.

4.2 Inspection of Proposals Submitted. The proposals submitted will be open to public inspection after the issuance of notice of intent to award, with the exception of any information covered by an exemption to disclosure.

4.3 The County reserves the following rights:

To issue subsequent requests for qualifications, if desired;

To negotiate with any respondent to amend, modify, refine, or delineate it submission, and the agreement price as it is affected by such negotiations of scope of services, and specific agreement terms;

To request additional or more detailed information from any respondent.

4.4 Responsiveness. Proposals will be reviewed by the public officer for responsiveness to the minimum requirements established by the RFP, which include at a minimum, but are not limited to:

Submission of a completed Proposer Statements & Certifications Form in the form included

Compliance with proposal procedures, public contracting laws, and the requirements of the Lane Manual.

Application of any applicable preferences for goods and services that have been manufactured, produced or performed in Oregon (ORS 279A.120), resident bidders (ORS 279A.120), recycled materials (ORS 279A.125), or printing performed within the State (ORS 282.210).

4.5 Proposal Evaluation. The County will make the contract award based on the responsiveness of the actual proposals received to the requirements established in Attachments A and B, considering price, qualifications, experience, resources, proposed services, proposers' past record of performance for the County, and other factors identified in the RFP, as well as responses received from references, interviews, and follow-up questions, if any.

Each proposal will be evaluated by the evaluation committee on the basis of the process and scoring established in Attachment D. Based upon evaluation of the submitted proposals, the evaluation committee may choose to conduct interviews with two or more proposers with the highest-scored proposals. Interviews

Lane County Strategic Planning Facilitator RFP Page 6 may include a presentation by the proposer and questions regarding the proposal and services to be provided.

Specific criteria for selection interviews, if any, will be distributed at the time interviews are scheduled.

In evaluating the proposals and selecting a contractor, Lane County reserves the rights to:

Reject any and all proposals, Issue subsequent Requests for Proposals for the same or similar goods or services, Not award a contract for the requested services, Waive any irregularities or informalities, Accept the proposal which the County deems to be the most beneficial to the public and Lane County, Negotiate with any proposer to further amend, modify, redefine or delineate its proposal, Negotiate and accept, without re-advertising, the proposal of the next-highest scored proposer, in the event that a contract cannot be successfully negotiated with the selected proposer, which may occur prior to the time a final recommendation for award is made for executive approval, and

Further question any proposer to substantiate claims of experience, background knowledge, and ability.

4.6 Mistakes in Proposals. Minor informalities may be waived. Mistakes discovered after opening where the intended correct statement or amount is clearly evident or properly substantiated may be corrected. Where the intended correct statement or amount is not clearly evident or cannot be substantiated by accompanying documents, and where the statement or amount is material to determining compliance with the minimum requirements of the RFP, the proposal may not be accepted. The County reserves the right to waive technical defects, discrepancies and minor irregularities, and to not award a contract when it finds such action to be in the public interest.

4.7 Notice of Award. The County will provide written notice of its intent to award to a given proposer or proposers at least 7 days before the award, unless the County determines that a shorter notice period is more practicable. Unless otherwise stated in the RFP documents, the Notice of Intent to Award will be given by posting the notice on the Procurement & Purchasing webpage in the same location as the RFP posting.

4.8 Protest of Intent to Award. Any proposer that submitted a proposal for the RFP and is not recommended for or award may protest the County’s recommendation for award. To be considered, the protesting proposer must be eligible to be awarded the contract in the event that the protest is successful. Determination on protests will be made by the decision maker, either the Board or the County Administrator, depending upon which has authority to execute the contract under County rules. To be considered, a protest must be submitted in writing and received within 7 calendar days after the Notice of Intent to Award is posted, and must contain the grounds for the protest in accordance with Lane Manual Chapter 20.730.

4.9 Rejection of Proposals. If all proposals are rejected, new proposals may be called for in a new solicitation, or the proposals received may be considered with an opportunity for supplemental submission from those proposers that submitted proposals, if the County finds that it is unlikely that re-advertising would lead to greater competition. The public officer is delegated the authority to reject all proposals, prepare findings of best interests, and provide written notice of rejection of all proposals.

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ATTACHMENT A - SCOPE OF SERVICES REQUIRED

1. OVERVIEW

Lane County is seeking Proposals from qualified Proposers to provide Strategic Planning services to assist Lane County with the development of a three year County Strategic Plan.

Lane County is proud of its current 2018-2021 Strategic Plan, and works to ensure it is an active Strategic Plan. We use the existing plan, vision, priorities and strategic lenses frequently as a check on our existing work and a guide for future endeavors.

We had a robust engagement plan as a part of our planning efforts leading up to the current strategic plan and again would like to incorporate a robust engagement plan. In 2020, after the election of two new Board of County Commissioners, we underwent a smaller revision effort to incorporate priorities of the new Board of County Commissioners. In the next Strategic Planning effort, we would like to further develop the existing plan to reflect our inspiration, motivation and purpose as a high quality and focused public service agency.

Specifically, our Vision, Core Behaviors and our Strategic Lenses would be something that we would likely maintain.

Our Priorities and Initiatives would be something that we would like to reaffirm, enhance and or adjust. Our Mission is something that we may also want to adjust. More details about our existing Strategic Plan can be found here:

Strategic Planning - Lane County

In summary, we have a solid foundational Strategic Plan with strategic priorities, initiatives and activities that we desire to reaffirm, enhance and or adjust based on a robust engagement effort. We want our plan to identify a clear focus for the future. While we do not anticipate a steep departure of our existing framework, we want to ensure we are utilizing our equity lens as we engage our staff and community to inform and clarify our goals and strategic priorities. We would like to take our current Strategic Plan to the next level. Our Equity Lens information can be found in Attachment G.

2. SCOPE:

The County expects the strategic planning process to be led by Judy Williams, Strategy and Integration Manager in consultation with Steve Mokrohisky, our County Administrator. This work will generally involve a core group of 25 County Commissioners, directors and managers, with the final decision-making for adoption being made by the Board of County Commissioners. More general coordination efforts, presentations and engagement opportunities will be required to involve interested community members and county employees. Day-to-day communication would be with Judy Williams. In concert with the proposer, Judy Williams can assist with coordination and logistics for engagement strategies.

Below is a common scope of work that we typically use. We would really like to have a robust engagement plan and anticipate the use of our equity lens to help with that effort. By doing so, the following suggested scope may change to incorporate our equity lens in the engagement effort. The selected respondent may provide the following (including but not limited to):

Deliver a joint presentation with staff to the Board of County Commissioners regarding the overall effort, focus and engagement steps prior to proceeding

Development and administration of an employee survey (with a paper option for some) and a community survey (translated into Spanish as well);

Facilitate focus group meetings (for employees and community members);

Facilitate 1-3 stakeholder meetings that include the Board of County Commissioners and our County’s Leadership Team

Incorporate the feedback from the engagement efforts into a written draft plan (to be presented to the Board of Commissioners); Ensure details are easily accessible and organized; streamlined so it’s easier for policy makers, public and staff to consume

Conduct open houses (for employees and staff) to get feedback on the draft plan or specific components of the proposed plan

Prepare a suggested proposal that includes a simple reporting and tracking process that can be used to https://www.lanecounty.org/cms/one.aspx?pageId=4081129

Lane County Strategic Planning Facilitator RFP Page 8 provide quarterly reports on the progress of the Strategic Plan

Include some suggested performance measures that aim to track the progress of the Strategic Plan

Incorporate feedback from commissioners and open houses into a final draft plan that will be presented to the Board of County Commissioners

It is expected that there will be additional meetings and phone calls with the County Administrator and/or key staff in preparation for or to debrief following the items specified below. Additionally, the County in partnership with the vendor will determine if modification of the Deliverables as outlined below is advantageous.

3. DELIVERY METHODS AND SCOPE OF SERVICE OBJECTIVES

Due to the COVID-19 Pandemic, Lane County is currently delivering many meetings virtually; however we anticipate a transition to in-person and hybrid meeting formats on August 31st.

4. FACILITATION EXPECTATIONS

Lane County is looking for a facilitator to facilitate our Strategic Plan process to Lane County employees and the community.

4.1 Facilitator Duties. The selected facilitator is expected to be:

Be at any of the facilitatied sessions 30 minutes prior to the start of the session, prepared to greet attendees 15 minutes prior.

Facilitate sessions in a respectful, open, and professional manner. Lane County has defined professional conduct in our Code of Conduct document. We expect facilitators to model these standards of behavior. (See Attachment F)

Open to coaching and feedback from County Administration staff for improvement obtained through observation and end of course evaluations from participants.

Openly discuss any concerns with County Administration staff.

4.2 Desired Consultant Qualifications. The desired consultant will have experience in/with:

Strategic Planning Knowledge and experience

Facilitating interactive sessions.

Using Zoom or a comparable virtual platform and able to facilitate sessions using polling, break out rooms, screen sharing, using the whiteboard, managing attendees, and using chat.

Experience leading others either formally or informally as our audiences will include the public, local government agencies, elected officials, supervisors/managers, and employees.

5. TIMELINE

Our goal is to have a completed Strategic Plan at the end of 2021. The following is a rough schedule of events in order to accomplish this goal.

July 26, 2021 RFP responses due by 5:00 p.m. Pacific Time

Week of July 26th Score RFP’s, Finalists Notified of Interview/Presentation Invitation – Top candidates may be asked to complete an interview

Week of August 2nd Finalist Interviews/Presentations via Zoom

Week of August 6th Notice of Intent to Award

Week of August 24th Presentation to Board of County Commissioners

Week of August 30th Facilitate session with county commissioners and leadership team

September - November Engagement Initiatives to gather Feedback

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December Final Written Plan presented to the Board of County Commissioners

ATTACHMENT B – REQUIRED INFORMATION FOR PROPOSERS

1. PROPOSAL DOCUMENTS AND FORMAT.

1.1 Documents to be submitted. The proposal submitted must include all the following:

Responses to each of the required items stated under 1.2 below, A completed and executed Proposer Statements and Certifications form, and

A statement of any exceptions taken to the requirements of this RFP.

1.2 Format Requirements. The proposal submitted must be in compliance with the following rules:

Be in the order and numbering requested, Be submitted in the form and within the limitations stated in the Invitation to Submit Proposals, Contain primary text and headings in not less than 10 point type (with smaller text acceptable in notes, graphs, requested tables, and images), and

Be limited to 10 pages, nominal 8.5" x 11" size. Pages used for a cover letter (which may not exceed two pages), section dividers, resumes, and exceptions are not included in the page limit.

2. REQUIRED RESPONSE CRITERIA. The proposal must address each of the following:

2.1 Provide a response for each of the items below. The information requested should not be part of a generalized overview, but rather, formatted as an answer to each item, labeling each response with the corresponding number.

1. Provide a brief overview of your organization. Be sure to include the number of years providing Strategic Planning work, number of employee, etc.

2. Provide an overview of the process that you would utilize in assisting us with updating our Strategic Plan. Include specific processes and or tools that are unique to your organization. A suggested approach is found in Attachment A #2, Scope.

3. Describe your organization’s approach to this project, your schedule and availability to work on the project and flexibility to provide the needed services throughout the project.

4. Provide an outline of your experience and ability to provide the following:

Engage with clients’ employees, leadership teams, elected officials and community partners to gather feedback

Prepare and administer surveys

Incorporate feedback from multiple sources into a meeting discussion and into a draft plan

Facilitate Strategic Planning sessions

Draft a written Strategic Plan

Create reporting platforms for monitoring and reporting on the progress of the Strategic Plan

5. Provide resumes of the team that would be assigned to Lane County’s project and indicate which piece(s) of the project they will be responsible for.

6. Indicate if you will require Lane County to utilize any particular tools in keeping with your service practices. If so, please outline in detail and indicate any related fees.

7. Provide your fee for the services described in this RFP. Your proposed fee should be a fixed amount, including all anticipated travel related expenses and/or miscellaneous expense. The County has not

Lane County Strategic Planning Facilitator RFP Page 10 determined a specific amount that will be paid for this service, and will consider all proposals in view of the overall value, considering both cost and qualifications.

8. Provide three 3 comparable client references for which you have provided similar services that would be representative of the work anticipated under this RFP. The County reserves the right to investigate the past performance of any submitting firm with respect to its successful performance of similar projects, compliance with contractual obligations, and its completion or delivery of a project on schedule. Please ensure that your references are prepared to speak to us regarding your service and operation.

9. Review the attached standard County contract form and insurance coverages form and state any exceptions to the terms.

10. Complete and include the Respondent’s Statements and Certifications Form.

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ATTACHMENT C - PROPOSER STATEMENTS AND CERTIFICATIONS

Proposer’s Name: _________________________________________________________________________

RFP Title: _______________________________________________________________________________

PROPOSER’S STATEMENTS

Proposer’s Offer. Proposer offers to provide the required services in accordance with the requirements of the Request for Proposals (RFP) stated above and the enclosed proposal. The undersigned Proposer declares that the Proposer has carefully examined the above-named Request for Proposals, and that, if this proposal is accepted, Proposer will execute a contract with the County to furnish the services of the proposal submitted with this form. Proposer attests that the information provided is true and accurate to the best of the personal knowledge of the person signing this proposal, and that the person signing has the authority to represent the individual or organization in whose name this proposal is submitted.

Proposer's Acceptance of Terms and Conditions. By execution of this Form, the undersigned Proposer accepts all terms and conditions of this Request for Proposals except as modified in writing in its proposal. Proposer agrees that the offer made in this proposal will remain irrevocable for a period of 60 days from the date proposals are due.

Proposer's Acknowledgement of Public Records Law. By execution of this Form, the undersigned Proposer acknowledges that its entire proposal is subject to Oregon Public Records Law (ORS 192.410–192.505), and may be disclosed in its entirety to any person or organization making a records request, except for such information as may be exempt from disclosure under the law. Proposer agrees that all information included in this proposal that is claimed to be exempt from disclosure has been clearly identified either in the Proposer Statement, or in an itemization attached hereto.

Proposer further acknowledges its responsibility to defend and indemnify the County for any costs associated with establishing a claimed exemption

ADDENDA

Proposer has received and considered, in the accompanying proposal, the terms of the following addenda, if any:

CERTIFICATIONS

By signing this Proposer’s Certification form, proposer certifies that:

1. Certification of Resident Bidder Status. Proposer is _____is not _____ (check one) a resident bidder, as defined in ORS 279A.120.

2. Certification of Non-Discrimination. Proposer has not discriminated and will not discriminate against a subcontractor in awarding a subcontract because the subcontractor is a disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns, or an emerging small business that is certified under ORS 200.055.

3. Certification of Non-Collusion. This proposal is made without connection or agreement with any individual, firm, partnership, corporation, or other entity making a proposal for the same services, and is in all respects fair and free from collusion or collaboration with any other proposer.

4. Certification of Compliance with Tax Laws. Proposer has, to the best of Proposer's knowledge, complied with Oregon tax laws in the period prior to the submission of this proposal, including:

(a) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318,

(b) Any tax provisions imposed by a political subdivision of this state that applied to Proposer or its property, goods, services, operations, receipts, income, performance of or compensation for any work performed, and

(c) Any rules, regulations, charter provisions, or ordinances that implemented or enforced any of the foregoing tax laws or provisions.

The undersigned, by signature here, acknowledges, accepts, and certifies to the statements and certifications as stated above.

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PROPOSER

Authorized signature Proposer’s legal name

Name of authorized signer Address

Title

Date Federal Tax ID number

OPTIONAL CONTACT INFORMATION REGARDING THIS PROPOSAL

Contact Name

Telephone Number

Email Address

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ATTACHMENT D – CRITERIA FOR EVALUATION OF REQUEST FOR PROPOSALS

1. Strategic Planning Consultant Score Sheet:

Agency Name: Review Date:

Reviewer:

Criterion

Possible Points

Points Earned

Does proposer have experience providing strategic planning consulting services?

Are listed references relevant to services being sought? Was the response criteria sufficiently answered?

Does proposer sufficiently answer question #2 of the response criteria? Does vendor identify methods used to encourage engagement? Do methods appear to be applicable for our organization and community?

Has Lane County’s Equity Lens been incorporated into the required response criteria, specifically for question #2 and #3?

20 0

Do identified staff appear to be appropriate for project? Does staffing appear sufficient for the project? Do identified staff have experience in areas listed in question #4 of response criteria?

Does organizations’ approach to this project appear reasonable? Does organization appear to have the capacity to work on this project? Does it appear resources will be available as needed? Does proposed schedule appear to line up with the County’s timeline?

6 Does budget appear reasonable? 10 0

Total Possible Points

100 0

2. INTERVIEW/PRESENTATION SCORING. The top candidates may be invited for an interview. Details for this phase will be provided at the time the top candidates are notified.

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ATTACHMENT E - SAMPLE CONTRACT AND INSURANCE REQUIRED

1. CONTRACT FORM:

The contract resulting from this RFP will be prepared using the standard Lane County contract form checked here. The County’s standard contract forms may be downloaded from the Lane County Procurement & Purchasing webpage at :

www.lanecounty.org/rfp

Professional (non-design) Services Contract form

2. INSURANCE REQUIREMENTS:

The insurance requirements for the contract resulting from this RFP will be as stated on the following page, "INSURANCE COVERAGES REQUIRED".

3. PROPOSER COMMENTS ON CONTRACT FORM AND INSURANCE REQUIREMENTS:

Any proposer may take exception to conditions in the County’s contract form and insurance requirements by Including such exceptions and any proposed changes with the proposal submitted.

The County will consider any proposed changes, inclusions, or exclusions in determining proposal responsiveness or in scoring the proposal https://lanecounty.org/cms/one.aspx?pageId=4081160

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ATTACHMENT F – LANE COUNTY’S CODE OF PROFESSIONAL CONDUCT

This Code of Conduct contains expectations for our interactions with the public and with our fellow Lane County employees. It is intended to encourage positive and constructive relationships around the County Values of Integrity, Excellence, Equity & Respect.

Lane County is committed to assisting its employees in adhering to these standards by maintaining a work environment that promotes these values and encourages its employees to demonstrate the highest ethical standards in performing their daily tasks.

While the Code cannot address every specific situation, we ask that you adhere to the spirit of the Code to sustain the positive work culture we enjoy at Lane County.

INTEGRITY

1. Retain confidentiality with private information.

2. Be transparent and accountable in your work.

3. Practice healthy work communications by being honest, direct, and helpful.

4. Maintain appropriate and respectful relationships with co-workers based on mutual trust and respect.

5. Avoid situations where real or potential conflicts of interest may arise.

EXCELLENCE

1. Be efficient, set high standards, and seek continuous improvements.

2. Support a positive and constructive work culture.

3. Be eager to learn, develop and grow.

4. Document decisions, process, and progress.

5. Think beyond the moment

EQUITY & RESPECT

1. Treat all people we encounter with dignity, respect, and courtesy.

2. Reflect thoughtful concern in how our words and behaviors impact others.

3. Work to resolve conflict proactively and act with positive intent.

4. Assume good intentions and give others the benefit of the doubt.

5. Recognize and appreciate the strengths and contributions of others.

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ATTACHMENT G – LANE COUNTY EQUITY LENS

What is an Equity Lens?

A racial equity lens is a set of questions we ask ourselves when we plan, develop or evaluate a policy, program or decision.

An equity lens helps us identify potential impacts on under-served and marginalized individuals and groups, and to identify and potentially eliminate barriers.

The purpose of an equity lens is to be deliberately inclusive as we make decisions. It is explicit in drawing attention to the inclusion of under-served and marginalized populations, with an emphasis on communities of color, and can be adapted to focus on other communities.

An equity lens will not tell us what action to take. Rather, the lens helps us discuss and reflect on equity considerations as we act and make decisions.

Lane County’s Equity Lens:

When applying an equity lens, ask yourself (or your work group):

1. PURPOSE: What are we trying to do? What is our goal?

2. INCLUSION: Who will be impacted and are they being included in the process?

3. OUTCOMES: How might this decision increase, decrease, or ignore equity?

o Consider Race; Gender Identity, Age, Country of Origin, Geography; Disability; Class/Socio-Economic

Status, Language, the balance of power, etc.

Once you’ve determined what action you will take, ask yourself (or your work group):

4. COMMUNICATION: How will we ensure communication takes place in an inclusive and culturally sensitive manner to those impacted?

5. EVALUATION: How will we know if we have accomplished our goal?

Example of Applying an Equity Lens to Strategic Planning Work

Lane County has developed an Equity Lens Toolkit, which includes tools for specific situations based on the City of Ottawa’s Equity and Inclusion Handbook, with permission granted by the City of Ottawa to use such tools. The following are identified questions to ask for strategic planning work

How does your strategic planning process promote equity and inclusion?

Do the long-term goals you are defining reflect this?

What are the current demographic trends which the city or departmental strategic plans need to align with or address?

What equity issues are currently being raised by residents and employees in relation to your plan?

What are the costs of not taking demographic trends and equity issues into account? What are the benefits?

Do County and departmental strategic objectives and initiatives reflect a broad vision of equity and inclusion? How can it be strengthened?

What human and financial resources are required to achieve equity and inclusion in this plan?

How do the performance measures in the County and departmental strategic plans capture the impact on people who are the most at risk of exclusion? How do they measure whether inclusion is increasing or decreasing?

Does the collection of data enable us to measure benchmarks and targets for increasing equity and inclusion?

When undertaking strategic review, what improvement opportunities are there to enhance achievement of equity and inclusion?

https://documents.ottawa.ca/sites/documents/files/ei_lens_hb_en.pdf https://documents.ottawa.ca/sites/documents/files/ei_lens_hb_en.pdf