Description

PRE-PROPOSAL CONFERENCE: An optional pre-proposal conference will be held Thursday, August 22, 2019 at 1:00 pm at Multnomah Building, 501 SE Hawthorne Blvd., Suite 126, Portland Oregon, 97214. The pre-proposal is to provide additional information regarding this sourcing event and answer questions proposers may have. Proposers are cautioned that the official RFP requirements will change only by written addenda issued by the county.  Proposers who are not local, may call into the following teleconference line 1 (888) 278-0296 , Code 16292 . Attendance is: Optional. REQUIRED FIRST-TIER FORM AND GOOD FAITH EFFORT FORMS As part of this solicitation, Contractors are REQUIRED to complete these forms attached in the Buyer's Attachments. Contractors are strongly encouraged to attend the optional pre-bid conference to receive an overview on completion of the required forms. Located in the Buyer Attachments are instructions for completing the First Tier Form and Good Faith Effort Forms. This form is labelled as, "Simplified Instructions for Completing the First-Tier Form and the Good Faith Effort Forms.  SERVICE DESCRIPTION, FUNDING AND CONTRACTING INFORMATION PURPOSE AND OVERVIEW The Multnomah County Department of County Assets, Facilities and Property Management Division (FPM) is seeking Proposers to supply, install, and manage electronic lockers in the new Multnomah County Central Courthouse (MCCCH). These lockers will be for rent by the staff at the MCCCH. Fees shall accrue to the vendor who is awarded as a result of this RFP. INTRODUCTION AND PROGRAM HISTORY Multnomah County is the smallest Oregon County in area but has the largest population of approximately 750,000 citizens, which encompasses the City of Portland and several surrounding local jurisdictions. The County has a portfolio of approximately 129 buildings that it occupies to provide public services. FPM is responsible for the day to day maintenance and operations as well as managing capital improvement projects at all County owned facilities.  Construction of the new Multnomah County Central Courthouse is estimated to be substantially complete in 2020. The County intends to sign a contract for continued service and management with the provider of the lockers with a duration of five (5) years with five (5) one (1) year options to renew. These lockers are to be installed in the employee locker room/bike storage area and some will be available to rent on a monthly basis, with the rest able to be rented for a day at a time. Installation of the lockers should be complete by April 1, 2020. GOALS, VALUES AND OTHER IMPORTANT CONSIDERATIONS The County is comprised of various departments, each responsible for providing different services to the public.  FPM is responsible for maintaining the County’s facility assets and making sure that all building systems are operational to ensure optimal work environments for the various departments in the County.  Therefore, FPM’s goal for the contract resulting from this Sourcing Event is to award it to a company that has the experience with the various pieces of equipment covered under the contract; an experienced, well trained, diverse and professional workforce; the ability to provide preventative maintenance, repair and  emergency services; access to replacement parts to repair and maintain the various pieces of equipment covered under the contract; values sustainability and focuses on providing opportunities to minority, women, and emerging small businesses.  The project is specific to the new Courthouse.  However, the County may do future RFPs for other Facilities depending on the results of this RFP.  As such it is important for proposers to understand the diversity of buildings that the County operates. The County occupies and FPM maintains jails, detention facilities, health clinics, libraries, courthouses, etc.  TARGET POPULATION SERVED Estimated staff at the Multnomah County Central Courthouse of six hundred and fifty (650) employees. FUNDING Funding of the work described in this RFP is not guaranteed. Fluctuations in funding year to year should be expected. The County cannot assure that any particular level of work will be assigned and the contract will permit the County to add or remove work as necessary depending on availability of funding. SCOPE OF SERVICES Proposers shall supply, install, and manage electronic lockers in the new MCCCH. These lockers will be for rent by the staff at the MCCCH. The initial costs of the lockers and installation shall be borne completely by the Proposer. Fees shall accrue to the vendor who is awarded as a result of this RFP estimated to begin July 1, 2020. The vendor will be responsible for managing and servicing the system including any software updates. The vendor will have a guaranteed 5-year contract with five (5) additional one (1) year renewals and should set up rental fees to recoup equipment/installation costs, costs to manage the program and service the equipment, profit margin, and any other costs. The lockers will be the property of the County after the 5-year contract expires. The County’s preference is that any software be open-source and not proprietary. The lockers are to be installed in the employee locker room/bike storage area of the new Courthouse. The lockers will be rented for a fee by employees. A typical user will be a bike commuter or someone who goes for a run during their lunch hour. The County intends to provide three options for locker sizes to accommodate these employees.  The largest lockers should accommodate a suit jacket on a hanger (42” tall). The other lockers are intended for smaller items. Lockers will predominantly be rented on a monthly basis, with daily rentals available for any lockers not yet rented. The dimensions and line drawing, of lockers, in Attachment B, in Buyer's Attachments, are the basis of design.  The exact depth, width and height and style are to be verified by the vendor subject to the available dimensions shown on the proceeding pages. Vendor should comply with any applicable ADA requirements. Attachment A, in Buyers Attachment, includes a site map and drawings. Maintenance requirements The Owner requires an override key for emergency access to any locker. There should be technical support available at a minimum during business hours (7am to 5pm pst). An after-hours support number should be available for support. Technology requirements The County will require the selected vendor to provide information on their kiosk requirements, if a kiosk is part of the proposal design, including requirements for internet access, and requirements for a dedicated server. Rental costs shall include all software licenses and upgrades during the contract term. County will perform a user satisfaction survey after 6 months then yearly. The Point of Sale system shall be PCI Compliant at the time of implementation and shall remain PCI Compliant throughout the term of the Contract. FISCAL REQUIREMENTS AND REPORTING The County will negotiate final report requirements, with the selected Proposer, during contract negotiations. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING Performance measures will be negotiated during contracting. CONTRACT NEGOTIATION The County will initiate contract negotiations with the responsive and responsible Proposer with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms 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 the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached. CONTRACT AWARD Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. Through this RFP process, the County is seeking to award one contract. Award, as determined by the County, will be made to the responsible Proposer whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this RFP. CONTRACT TERM Fixed term with options. The contract term shall be 5 years. The County shall have the option to renew this contract for 5 additional one (1) year period(s). COMPENSATION AND METHOD OF PAYMENT The Proposer will bear all the costs of purchasing the equipment and installation. Proposer will be responsible for managing the locker rental program and maintaining the equipment and will collect all revenue from rental fees. COOPERATIVE PURCHASING Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract Pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract. Cooperative Purchasing Vendor Agreement is in Buyer Attachments as Attachment D. INSURANCE REQUIREMENTS Minimum insurance requirements: Types of Insurance Per Occurrence Aggregate Professional Liability N/A N/A Commercial General Liability $1,000,000 $2,000,000 Commercial Auto Liability $1,000,000 $1,000,000 Workers Compensation Required   Depending on the proposer's technology requirements, it may be determined that Cyber Insurance is required in an amount to be determined.   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. The Proposal response must be received by Multnomah County Purchasing no later than 4:00 P.M. local Portland time on the proposal submission deadline. Proposer Representations and Certifications The Proposer must certify that they agree to the Proposers Representation and Certification terms in the Prerequisite 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. Proposer's Checklist Complete all Prerequisites. Complete the First-Tier and Good Faith Effort Forms in the Buyer's Attachment and upload as a Supplier Attachment due by 4pm. Answer all Questions in the Questions section. Upload one Proposal document, as a Supplier Attachment that includes all questions and documents required and type the page number in the Text (Single Line) field where each answer can be found in the proposal response. Include in the Proposal Appendix, any software license agreements. Click the "I Certify" button and submit your proposal.

Attachments

This project has the following solicitation documents. You will need to visit the agency's original website to download these documents.

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