Requests for Qualifications

Consultant Services for Diversity Equity and Inclusion Initiatives

Proposals Due: February 12, 2024

Introduction

The City of Oregon City seeks proposals from qualified vendors with experience in 1) helping local governments develop an ongoing training program for staff to establish a strong foundation of understanding around Diversity, Equity, and Inclusion (DEI) initiatives, programs, processes, and staff readiness to develop and successfully integrate DEI throughout their operations, and 2) establishing internal, staff-led workgroups to provide input and feedback on organizations’ DEI initiatives and to support the work of implementing these initiatives, and 3) re-engaging and coordinating the activities of a community Task Force that provides perspective on the resident experience and city policy decisions and 4) analyzing, evaluating, and recommending changes to organization policies and procedures.

The ideal vendor will have experience and expertise in implementing municipal or public sector DEI frameworks or strategic plans, and in analyzing and evaluating current policies and practices from a DEI perspective. The ideal vendor will also have significant experience designing and coordinating public engagement and involvement, including experience working with and supporting a formal community task force or similar advisory body. The ideal vendor will also have significant experience facilitating constructive discussion of potentially challenging or controversial topics, including systemic racism and inequity. The ideal vendor will also have significant experience developing and implementing training programs for municipal or public sector staff who may have differing levels of prior exposure to DEI concepts and topics.

Background

Community history and demographics

The City of Oregon City was the first permanent Euro-American settlement in the Willamette Valley and the first incorporated City west of the Rocky Mountains. Founded in 1829 and incorporated in 1844, it first became the home to fur traders and missionaries. As “the end of the Oregon Trail”, the City served as the final destination for many early immigrants.

Prior to Euro-American settlement, the area where Oregon City is located was a focal point for fishing and trade among the Native Americans and home to the Clowwewalla (also known as the Charcowah), the Cashhooks Indians, and the Molalla Indians. The nearby Clackamas Indians, also of the Upper Chinookan Linguistic group, located their villages along the Clackamas River.

The City and the area both have a long and rich history, one which the community both celebrates and seeks to better understand, particularly the complex and intertwined histories of native peoples and later, non-native immigrants and settlements.

Today, the City of Oregon City has a population of over 37,570. According to 2019 race/Hispanic origin demographic data from the U.S. Census Bureau’s Population Estimates Program, this population is made up of approximately 91% White residents, 1% Black or African American residents, 5.3% Hispanic or Latino residents, 1.5% American Indian and Alaska Native residents, 1% Asian residents.

City Commission DEI goals

In June 2020, the City Commission of the City of Oregon City approved and adopted Resolution 20-19 (LINK). The Resolution recognized that a diverse community and workplace adds significantly to the community’s quality of life, committed to the creation of an inclusive and equitable environment for every member of the community, and committed to operationalizing equity in City policies and practices and creating a diverse, equitable, and inclusive workplace.

For the 2021-2023 biennium, the City Commission established goals, including Goal #1 (LINK): Promote diversity, equity, and inclusion for a safe, inclusive community and organization. During the past biennium, the City worked with a contractor to complete the identified initiatives:

1. Using the vision articulated in Resolution 20-19, develop a comprehensive internal and external DEI framework.
2. Create a community task force to guide the external DEI work
3. Evaluate internal policies, procedures, hiring practices, purchasing, and codes to reduce barriers and systemic inequities.

One of the outcomes of the work in 2022-23, was the Oregon City DEI Framework and Strategic Priorities. The City Commission approved and adopted resolution 23-10 and the framework. (Attached) As part of the Framework, the City Commission articulated the following commitment:

In Oregon City, we strive to be a place where all persons, regardless of race, ethnicity, sexual orientation, gender identity, age, religion, or ability feel safe, respected, and valued. We will work to ensure that all staff feel a sense of belonging and that all city services and programs are equally available and accessible to everyone. We are committed to sustained improvement by doing the work necessary to achieve this goal.

The DEI Framework articulates the following Strategic Priorities:

1. Foster and sustain a feeling of belonging and inclusion for all Oregon City staff members.
2. Strengthen the approach to talent recruitment, selection, development, and retention.
3. Demonstrate individual and organization-wide commitment to DEI through communication, training, and accountability at all levels.
4. Weave a culture of diversity, equity, and inclusion into the fabric of all external-facing work of Oregon City.
5. During the recent goal-setting process for the 2023-2025 biennium, the City Commission extended Goal 1 and provided direction to continue working through the established DEI Framework’s Strategic Priorities and supporting Initiatives.

The City is seeking an experienced consultant to assist with the implementation of the following Initiatives supporting the City Commission’s Strategic Priorities:

• Initiative 1A: Design and implement an ongoing DEI Training Plan to enhance the skills, knowledge, and awareness of all City employees.
• Initiative 1E: Solicit regular feedback from City employees on progress, successes, and development opportunities.
• Initiative 2A: Use innovative and consistent strategies to strengthen the employee recruitment process.
• Initiative 2B: Review and improve the selection process to ensure equitable opportunity.
• Initiative 3B: Establish an internal DEI committee to support the design and implementation of the organization’s work.
• Initiative 4B: Establish a DEI Community Task Force that provides perspective on the resident experience and action plan process.

Although these initiatives are listed separately, we expect the work on individual initiatives will inform and support the work on other initiatives. other.

Goals and Objectives

The City will rely on the vendor’s experience and expertise in the areas of DEI, training, and public engagement to implement these initiatives. While the City expects proposals from different vendors to reflect different approaches, vendors should provide specific information on how they anticipate completing the initiatives listed below.

Strategic Priority #1: Foster and sustain a feeling of belonging and inclusion for all Oregon City Saff Members

Initiative 1A: Design and implement an ongoing DEI Training Plan to enhance the skills, knowledge, and awareness of all City employees – The Consultant will develop a training plan for city employees (who may have differing levels of familiarity with DEI concepts and topics) to create a strong foundation to support the City’s commitment to promote and sustain a culture of diversity, equity, and inclusion. The consultant will also identify what level(s) and type(s) of resources will be required for the City to sustain and maintain an ongoing DEI training and evaluation process.

Initiative 1E: Solicit regular feedback from City employees on progress, successes, and development opportunities – The consultant will help develop and implement tool(s), instrument(s), or processes to solicit regular feedback from City employees on the City’s progress and successes in implementing the City Commission’s Strategic Priorities, and additional development opportunities which may be needed or beneficial.

Strategic Priority #2: Strengthen the approach to talent recruitment, selection, development, and retention.

Initiative 2A: Use innovative and consistent strategies to strengthen the employee recruitment process - The consultant will analyze and evaluate the City’s current recruitment and strategies and processes and recommend any changes to better ensure equitable employment opportunities and a more diverse workforce.

Initiative 2B: Improve and review the selection process to ensure equitable opportunity – The consultant will analyze and evaluate the City’s current interview and selection processes and recommend any changes to better ensure equitable employment opportunities and a more diverse workforce.

Strategic Priority #3: Demonstrate individual and organization-wide commitment to DEI through communication, training, and accountability at all levels.

Initiative 3B: Establish an internal DEI committee to support the design and implementation of the organization’s work – The consultant will advise and facilitate the establishment of an internal DEI committee with specified goals, procedures, and composition to support the design and implementation of the organization's work and will support the committee’s development of an initial 1-year work plan.

Strategic Priority #4: Weave a culture of diversity, equity, and inclusion into the fabric of all external-facing work of Oregon City.

Initiative 4B: Establish a DEI Community Task Force that provides perspective on the resident experience and action plan process - As part of the process of developing the Oregon City DEI Framework and Strategic Priorities, a community Task Force was created and consulted. While this Task Force has not been active since the culmination of that work, it is anticipated that they will be reactivated to provide community input and feedback during this implementation phase. The consultant will work to re-engage this group, and (with support from City staff) fill any vacancies and/or make necessary adjustments to the group’s composition/charter.
Primary Purpose -The primary purpose of the Task Force will be to receive updates and provide input on future policy decisions and the City’s implementation of the initiatives identified in this RFQ.

Meeting Facilitation – The consultant will facilitate all Task Force meetings, including meeting planning and logistics, full facilitation of Task Force meetings, preparation of meeting minutes, and preparation of reports/presentations for Task Force members and/or the City Commission

If some other activities or elements are necessary to achieve the City Commission’s goals and implement the initiatives outlined above, the vendor’s proposal should include them. In addition, if the vendor identifies any other initiatives in the Oregon City DEI Framework that could be readily achieved as part of the general scope of work identified above, or that the vendor feels should/must be implemented at the same time as the initiatives identified above, the vendor’s proposal should include them.

Scope of Work / Deliverables

The vendor should, at a minimum, accomplish the initiatives outlined above, with specific deliverables to include:

1. Development and implementation of a plan to coordinate the creation and coordination of a Community DEI Task Force. It is anticipated the Task Force will meet on a bi-monthly basis for at least 18 months.
2. Development and delivery of a DEI Education and Training Plan, including an initial introductory/beginning course of training for all City employees
3. Establish an internal DEI committee made up of staff members to support the design and implementation of the organization’s future DEI work.
4. Recommendations on changes to recruitment, interview, and selection processes.

Following vendor selection, the City expects to negotiate a Scope of Services to fit within the allocated budget under a Personal Services Agreement. The City reserves the right to negotiate with other responsive vendors if terms cannot be reached.

The Proposer must provide a comprehensive plan and timeline to complete this project as part of their proposal. The City desires to complete the envisioned work no later than June 30, 2025.

City-Provided Resources

City staff resources will be available to the consultant to assist in evaluating, assessing, and understanding the City’s current DEI readiness and environment. The City will provide the consultant with access to staff, documents, and meeting facilities for meetings/interviews.

If any confidential information is deemed necessary to be released to the awarded party, it shall be the understanding of the awarded party that all such information shall remain confidential. In addition, the City may require a confidentiality agreement.

A consultant/firm will be selected for this project based on the information in the section “Scoring Criteria”.

Proposals

Proposal submissions must include the following information:

• A brief description of the consultant’s assessment of DEI trends and best practices, especially as related to municipal government.
• Specific plans for group sessions, interviews, and other mechanisms to gather information from City departments and stakeholders. You must also provide an estimate of the amount of time required of City staff involved in these activities.
• Specific plans for coordination and facilitation of Task Force activities.
• Specific plans for public presentations, public meetings, online, and other public engagement activities. The consultant will be responsible for the logistics for all public involvement including preparation of content for the Project website and social media, preparation of materials, documentation, and analysis of input.
• Background, including date established, type of ownership, locations, and number of employees engaged in strategic planning initiatives.
• Summary of resources, capacity, and mission statement
• A list of key project personnel and sub-consultants, and their qualifications.
• A list of DEI assessment projects you have completed in the last five years. Highlight any projects that were performed for municipalities.
• A list of public engagement projects you have completed in the last five years. Highlight any projects that were performed for municipalities.

Scoring Criteria

The city anticipates a 2-stage selection process.

Score proposal

Interview with finalists and final scoring

Proposals will be initially scored according to the weighted schedule below.

Experience performing comparable Municipal or Government projects of similar size and scope	20%
Understanding of project objectives, completeness, and presentation of the proposal, including examples of comparable projects.	40%
Qualifications of key personnel and sub-consultants	20%
Capacity to accomplish outlined tasks within the timeframe specified	20%

Initial scoring will identify the top group of finalists. Finalists will be invited to participate in interviews. The finalists will be notified of the time, place, and format of the interview. Based on the interview, the evaluation committee may revise their original scoring.

Written Proposals must be complete, and no additions, deletions, or substitutions will be permitted during the interview. The evaluation committee will recommend the award of a contract to the City Manager based on the highest-scoring Proposal following interviews.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the City’s designated representative.

In the evaluation of the proposals and selecting a firm, the City reserves the right to the following nonexclusive list:

• To reject all bids/proposals not in compliance with all prescribed public procurement procedures and requirements.
• To reject any or all bids/proposals, for good cause, upon finding of the City that it is in the public interest to do so.
• To issue subsequent requests for proposals, if needed.
• Not to award a contract for requested services.
• To waive any irregularities or informalities in any proposal.
• To accept the proposal that the City deems most beneficial to the public; and
• To negotiate with any applicant to further amend or refine the proposal.

Estimated RFQ Schedule

RFP Issued: January 8, 2024

Final Date for Questions Related to RFP: February 2, 2024

Proposal Deadline: February 12, 2024 (4:00 PM PST)

Selection of Consultant by Project Team Week of February 19, 2024

Contract Development: Late February 2024

City Commission meeting – Final contract Anticipated early March 2024

*Exact dates are subject to change at the City’s discretion.

Proposal Submittal Instructions

To continue getting updates on this project and receiving all notifications a person or
company must register and add your individual name or company name to the Plan holder’s
list at http://bids.orcity.org/. All questions regarding this solicitation must be submitted through the bid site. If you have website access concerns, please call Patrick Foiles, HR Director, at 503-496-1528.

Proposals shall be no longer than 15 pages, not including cover, and shall be printed on letter-size, double-sided pages. Six hard copies and one electronic (.pdf) copy (no larger than 8GB) of the proposal shall be submitted to:

Patrick Foiles, HR Director
City of Oregon City
625 Center Street
Oregon City, OR 97045
Please mark envelopes: “Oregon City DEI RFP”

Electronically: pfoiles@orcity.org with subject title “Oregon City DEI RFP”

Proposals must be received no later than 4:00 PM PST, February 12, 2024.

Late proposals will not be considered. There will be no formal bid opening. All proposals shall be effective for sixty (60) days following the deadline for submission of proposals. Material submitted by the proposer shall become the property of the City unless otherwise specified. All proposals may be reviewed and evaluated by any person at the discretion of the City. Proprietary information should be segregated and identified so that it may be kept confidential. All other parts of the proposal are public records after the selection process is completed.

The City reserves the right to reject any or all submittals for good cause, in the public interest, and is not liable for any costs incurred by the firms or individuals in the proposal preparation or presentation.

Reference #

Status

Due Date

Planholder List

Supporting Documents