CDEF - Workforce Support & Retention

04 April 2024 CDEF - Workforce Support & Retention Multnomah County is seeking to qualify suppliers of workforce support services and retention programs for the newly formed Construction Diversity and Equity Fund (CDEF) program. 04 April 2024 Open 3/22/2024 6:30 PM PDT Type Request for Programmatic Qualifications (RFPQ) Close 4/22/2024 4:00 PM PDT Number RFPQ-129-2024 Currency US Dollar Sealed Until 4/22/2024 4:00 PM PDT 04 April 2024 Contacts Christy Tran christy.tran@multco.us Phone +1 503-988-3888 ext. 83888 04 April 2024 Commodity Codes Commodity Code Description 80101599 Consulting Services, General 04 April 202404 April 202404 April 2024 mailto:christy.tran@multco.us ADDENDUM 1 - AMENDMENT 1 Addendum 1, dated April 4, 2024, has been added to the "Buyer Attachment Page". Addendum 1 includes - • Add: Optional Pre-Proposal Conference, Attendee List • Delete/Add:

Question 2.1.1 _______________________________ Pre-Proposal Conference There will be a pre-proposal conference for this sourcing event. • Date: Wednesday, April 3, 2024 • Time: 1:00pm - 3:00pm or until finished. This meeting will begin at 1:00pm. • Location: N/A • Google Meets: https://meet.google.com/ryv-erfg-igg • Phone Number: (US) +1 929-276-0689 • Pin: 754 067 865# Attendance is optional Introduction and Program History As part of its commitment to supporting a diverse local workforce and firms certified by the Oregon Certification Office for Business Inclusion and Diversity (COBID), the Board of County Commissioners has created a dedicated funding stream to support specific initiatives for the workforce, i.e. construction trades and supplier development. This fund is called the Construction Diversity and Equity Fund (CDEF), and supports a program which has three (3) activities, each of which will be procured through a separate RFPQ's: 1. Support for BOLI approved pre-apprenticeship programs utilized by the County; 2. Workforce Support services and Retention programs (RFPQ-129-2024); and 3. Technical assistance, mentoring, and training for COBID certified firms (RFPQ-130-2024). Purpose and Overview This sourcing event is exclusively for Workforce Support services and Retention programs. The County's Central Purchasing Department is seeking suppliers from whom it may purchase Workforce Support and Retention programs. These programs are in direct support of apprentice workers registered with the Oregon Bureau of Labor and Industries. Services could include items such as; transportation and lodging, equipment, childcare expenses, and other support services that remove the barriers to successful completion of an apprenticeship program. The County has historically supported a variety of these support services, largely through sponsorship of specific events. Through CDEF, we are seeking to expand into other areas of support and expand the number of organizations eligible to provide these services. Description https://meet.google.com/ryv-erfg-igg Goals, Values, and Other Important Considerations The County's Supplier Diversity Program, of which CDEF is one component, is to assure that Multnomah County provides adequate opportunities and support for state certified businesses, subcontractors, and apprentices to participate and compete for business opportunities provided through contracts with Multnomah County. The goal of this program activity is to support person working in the construction trades requiring assistance to successfully complete their training transitions from apprentice to journey level certification. Through this program activity, the County seeks to positively impact the pipeline of a diverse pool of qualified workers into the trades and the growth and development of future business in the construction field. There are several important values the County will consider when selecting and funding services under this program activity. 1. Scalable. Because funding for this program depends largely on the amount of construction work performed in a given year, the amount of funding available to spend on these services will vary from year to year. Services that come with unit costs are more resistant to fluctuations in funding; 2. Administratively Efficient and Effective. Regular reporting should be automated and focus both on process and outcomes. There should be a clear link between services delivered and the positive impacts for workers in the construction trades; 3. Alignment. Many public and private efforts exist which are similar to the ones we seek to fund. We seek to fund services under this activity which are collaborative, or at least complimentary, and leverage other funding and services where possible; and 4. Innovative. The current system to identify, recruit, train, and retain qualified employees is complex. Services which take new approaches to address gaps in the apprenticeship system in ways that are effective and replicable are particularly desired. Funding Funding for this program will fluctuate on an annual basis. This project will be funded as follows: 1. One-percent (1%) of the cost of construction of a new building, road, bridge, or other public work where the County construction cost exceeds $1 million; and 2. One-percent (1%) of the cost of capital projects which exceed $200,000 for the rehabilitation, renovation, or improvement of an existing County building, road, bridge, or other public work, or of premises leased by the County. Scope Of Services It is the intent of the County to provide support, up to and including sponsorship(s), of both new and existing programs that provide services and assistance to workers in apprenticeship programs. At the current time, the County is not in a position to create a program for these services independently. The financial support and sponsorship of such program(s) will be evaluated and an allocation process will be conducted on an annual basis. Any proposers who are awarded a contract during the allocation process will be required to submit reports at least annually as outlined below. Reporting Requirements Any proposer found to be qualified and awarded a contract through the allocation process, shall provide, at least annually, a report containing the following information: 1. Number of persons served; 2. Detailed list of services provided with service description; 3. Outcomes achieved; 4. Population demographics; 5. Qualitative reporting (Narrative stories); and 6. Program success outcomes. Invoicing and Payments Monthly invoicing for the above preapproved services is a requirement. Yearly limits on the increase for hourly service rates can be tied to the Consumer Price Index, West Region. Attachment A provides an example invoice for billing purposes. County invoice requirements are as follows: • Invoice number and invoice date; • Vendor name and address; • Multnomah County contract number; • Description of goods and/or services delivered; • Detail units of measure, price per unit, extended amount per line items; and • Total invoice amount. Contract Notifications Once selected in the allocation process, the County will initiate contract negotiations with the proposer. The County may, at its option, elect to negotiate general contract term and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County's best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with another qualified proposer(s). This process may continue until a contract agreement is reached. Contract Award This is a formal, competitive, Request for Programmatic Qualifications (RFPQ) process as provided for under the authority of PUR-1. No contracts will be issued as a result of this RFPQ process. Our intent is to establish pools of qualified suppliers who will be eligible for potential contract award(s). There is no limit on the number of suppliers that may be qualified under this RFPQ process. Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned and Emerging Small Businesses and Organizations in providing these services. https://www.bls.gov/regions/west/news-release/consumerpriceindex_west.htm Allocation Process Entirely separate from this qualification process, Central Purchasing will initiate and award requirements contracts to those qualified providers who demonstrate the desired experience, skills, proficiency, certifications (if, applicable), and area of specialty that will provide technical assistance, mentoring, and training to COBID certified firms. Central Procurement will conduct a rigorous funds allocation process to distribute available funds according to known system requirements and priorities. Allocations will only be made to suppliers who qualified under this RFPQ. The funding allocation process will be a formal one, requiring Central Purchasing to document their findings and determinations in writing that lead to specific funding allocations or to the continuation of funding allocations. Suppliers may not protest funding allocation decisions. Funding allocation decisions will be made from an overall County system of care perspective. Allocation priorities and selection criteria may include: 1. County and Department strategic priorities; 2. Overall system of care needs and deficiencies; 3. RFPQ proposal information and evaluation input from the RFPQ raters; 4. Suppliers/system stability; 5. Supplier experience; 6. Customer feedback; 7. Ability to leverage additional funding; 8. Past performance; and 9. Other factors as deemed appropriate by the funding allocation team. Since the allocation process considers a variety of factors, funding may go to qualified suppliers who did not earn the highest overall RFPQ qualified score. Therefore, it will be possible to qualify under this RFPQ process and not receive a funding allocation due to resource limitations and other factors. The Department cannot predict a caseload of these services and does not guarantee any particular volume of business will be offered to any supplier who qualifies to provide services, nor is there any guarantee that Central Purchasing will use the services of any applicant who is issued a contract by virtue of this application. After Purchasing provides written sourcing event results to all proposers and with the completion of the separate allocation process by Central Purchasing, Central Purchasing stall will contact successful and qualified proposer(s) who will receive an allocation for contract negotiations. The County will be awarding requirements contracts for these services. Requirements contracts do not guarantee any level of funding and funding levels may change from year to year. All proposers seeking to provide services must submit a proposal and receive a minimum seventy-percent (70%) of the total points possible in order to qualify. The County reserves the right to qualify additional suppliers for these services as it deems necessary. All qualified suppliers will be added to one supplier pool, from which contracts will be awarded through the allocation process. Contract Term Any contract issued as a result of the allocation process shall be for a fixed term of one (1) year. If, during a proceeding allocation process, a supplier is awarded an additional one (1) year contract, the contract may be renewed for an additional year. In no event shall any contract be renewed for a term greater than five (5) years. Compensation and Method Of Payment Payment under any contract awarded through the allocation process shall be established at time of contracting based on the services outlined in the proposers response. Insurance Requirements • Commercial General Liability insurance with coverages satisfactory to the County, on an occurrence basis, with a combined single limit of not less than $1,000,000 each occurrence for Bodily Injury and Property Damage, with an annual aggregate limit of $2,000,000. • Professional Liability insurance covering any damages caused by error, omission, or any negligent acts of the contractor, its sub-contractors, agents, officers, or employees performance under the contract. Combined single limit per occurrence shall not be less than $1,000,000. Annual aggregate limit shall not be less than $2,000,000. • Workers' Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide workers' compensation coverage in accordance with ORS 656 or CCB (Construction Contractors Board) for all subject workers. Contractor and all subcontractors of contractor with one or more employees must have this insurance unless exempt under ORS 656.027.Employer's liability insurance with coverage limits of not less than $500,000 must be included. Final insurance requirements will be determined at the time of contracting. Minimum Requirements At the time of proposal submission, proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. 1. The proposal response must be received by Multnomah County Purchasing no later than 4:00 PM local Portland time on the proposal submission deadline. 2. Proposer Representations and Certifications. The Proposer must certify that they agree to the Proposers Representation and Certification terms in the pre-requisite page of the sourcing event. At the time of contracting, proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in cancellation of the contract. 1. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701); 2. Proposers must submit verification that all insurance requirements are met; and 3. Proposers must have a completed pre-award risk assessment if Federal funds are used for this sourcing event (See procedural instructions in the buyer attachments page of this sourcing event).