Contact Survey

The City of Portland, Oregon is requesting proposals for a one-year pilot Contact Survey program to collect feedback from community members following their interactions with first responders, with proposals due October 17, 2025 at 4:00 p.m. Pacific Time and a non-mandatory pre-proposal meeting scheduled for August 7, 2025. The proposal budget may not exceed $100,000.

Proposers must complete the City's COBID Participation Disclosure Form with their submission; failure to include this form results in rejection. The form requires documentation of all Oregon-certified COBID participant involvement, scope of work, dollar amounts, and percentage of total contract value allocated to COBID participation.

The scope encompasses developing a random sampling methodology using the City's Versaterm Computer Aided Dispatch (CAD) system; designing survey instruments tailored to Portland Police Bureau, Portland Fire & Rescue, Bureau of Emergency Communication, Portland Bureau of Emergency Management, and Portland Street Response; managing outreach and communications to survey recipients; and delivering aggregated data in formats accessible to City teams. The vendor must propose preferred survey delivery methods (text, email, or phone) based on industry best practices, preferably with contact timing of approximately one week following emergency services interactions. Data export from the CAD system will be processed through a designated city employee rather than direct vendor access. The vendor must complete the Hosted System Questionnaire addressing CAD interface and survey hosting platform compliance with FedRAMP, SOC2 Type 2, Entra ID SSO integration, U.S. data residency, and Oregon privacy requirements.

The contract term is one year from the effective date with City options to renew for additional periods. Proposals must be no more than twenty pages and include functional and technical requirements responses, proposer capabilities, project team qualifications, detailed scope of work with estimated hourly rates and task-level hours, three references from similar projects within the past five years, and corporate responsibility information including workforce diversity and sustainable business practices. The City will conduct reference checks at any point and reserves the right to contact additional references beyond those provided. Evaluation occurs in two phases: Phase 1 written scoring with shortlisting announced September 19, 2025, followed by Phase 2 oral presentations and product demonstrations on October 3, 2025, with Notice of Intent to Award on October 17, 2025. Shortlisted proposers must submit contract exceptions using the Sample Contract Exceptions and Deviations Form during Phase 2. The contract is governed by the City's Sample Contract with standard terms including commercial general liability of not less than two million dollars per occurrence and payment via ACH within net thirty days of invoice acceptance.