Through this project, the consultant will work with Washington County to:
1 | Washington County Data Equity Assessment
Fundamentally, the purpose of many Washington County ARPA programs and the purpose of performing a data systems assessment is to demonstrate accountability to our goal of addressing disproportionate pandemic impacts burdening already-marginalized communities. In order to design and evaluate ARPA programs that address inequity, we must assess the systems we have in place and implement a data equity model that allows us to connect our program goals to program outputs and outcomes. In order to develop such a model, the first scope of work item is for the consultant to conduct an assessment to investigate the current landscape of equity data collection, management, and analysis for ARPA programs.
2 | Addressing Disproportionate Pandemic Impacts through ARPA Programs - Developing a Data Equity Model for Evaluation
Using the deliverables in the scope item above, the consultant will develop a proposed model for evaluation of ARPA programs centered in racial equity. In this scope of work element, the consultant will consult with program-specific subject matter experts to determine the most meaningful indicators needed for ARPA programs – including what is and what is not yet collected.
In their recommendation, the consultant must consider multiple overlapping aspects of identity (intersectionality), including, but not limited to, race, ethnicity, preferred written and spoken language, gender, ability, socioeconomic class, and other factors. The consultant must also make recommendations on the core tool or platform, methodologies, data governance and structural improvements needed to adequately connect program goals and outcomes to program evaluations which span multiple departments and service areas. The recommendation should also consider equitable use of data and address potential data privacy concerns. Overall, the consultant will make recommendations on what systems, structures, workflows, and practices need to be developed, should remain in place, and/or should be changed with proposed alternatives.
A written report on program evaluation needs, including:
3 | Cross-Departmental Coordination and Collaboration
To develop the two scope of work elements listed above, the consultant will take the lead on coordinating the program staff and community partner interviews, workgroup meetings, and other potential collaboration needs across project development. This may work may include interviewing key staff currently responsible for data collection, analysis, and reporting; gleaning insights and recommendations from Washington County’s cross-departmental Data Equity Committee within the Office of Equity, Inclusion, and Community Engagement; and other coordination needs determined by the consultant to be necessary to produce the data equity assessment and data equity evaluation model.
4 | General Consultation, Technical Assistance, and Other Support
To develop all scope of work items.
5 | Operational Costs
To provide all scope elements, budget items may include costs for technology, supplies, and other support the consultant requires to perform key functions.
Total budget not to exceed $300,000. Budget allocations are approximations and are negotiable.
Per each of the Scope of Work Elements:
1 | Data Equity Assessment: 40%
2 | Data Equity Model Design: 30%
3 | Coordination Activities: 20%
4 | Consultation and Technical Support: 5%
5 | Operational Costs: 5%
Key Project Milestones
Washington County staff will work collaboratively with the consultant to revise and finalize deliverable timelines as appropriate.
Projected timeline is as follows:
Project Start: August 2022
Assessment Update: December 2022
Assessment Update: March 2023
Draft Assessment Report Due: June 2023
Final Assessment Report: September 2023
Draft Data Equity Model for Evaluation: December 2023
Final Data Equity Model for Evaluation: March 2024
To facilitate evaluation, please prepare your proposal according to the format outlined below:
1 Letter of Transmittal/Cover Letter Should include the following:
1.1 Structure or type of business entity and name(s) of the person(s) authorized to represent the Proposer in any negotiations
1.2 Name(s) of the person(s) authorized to sign any contract that may result
1.3 Contact person’s name, mailing or street addresses, phone numbers, and email address
1.4 Statement that no redactions are requested, if applicable
1.5 A legal representative of the Proposer, authorized to bind the firm in contractual matters, must sign the Cover Letter
3 Qualifications and Experience: List qualifications and experience of firm. Identify key project personnel by name, title, work they will perform, and describe their relevant experience and percentage of each person’s time that will be committed to the project. The proposal shall include sections addressing the project team’s organization, personnel, experience, and capabilities.
4 Project Management
4.1 Outline your firm’s proposed project scope for the work, provide a proposed project schedule, including division of tasks, interim outputs (e.g. schedule of drafts, meetings, progress reports, etc.).
4.2 State your understanding of the issues affecting this contract and briefly describe how your firm will approach the project based on the information presented in this RFP. Outline your firm’s project management plan, including the approach to maintaining good communication and meeting deadlines.
4.3 Describe your management procedures that facilitate effective communication and successful completion of the project on schedule and at a reasonable cost. The contractor must show an ability to describe project progress with staff, and to provide an overall assessment of the project to Washington County or in a public meeting.
5 Proposed Work Plan
5.1 The proposed work plan will thoroughly address all aspects of the scope of work including the following:
A. Demonstrate how your plan will effectively perform the tasks accurately and in at timely manner.
B. Describe how the project team will be adequate to complete the work as required.
C. Describe how your work plan demonstrates an understanding of the projects and objectives to be achieved.
6 Project Cost/Budget: Estimate a reasonable budget for project. This should include an itemized schedule of professional fees and costs for performance under this contract. Such fee schedule should include the hourly rates for assigned personnel or a single hourly rate if that is the firm’s preferred billing arrangement. Also include a schedule of reimbursable expenses.
7 Description of Firm: Describe your firm’s legal structure, areas of expertise, length of time in business, number of employees, and other information that would be helpful in characterizing the firm.
7.1 Describe the firm’s internal procedures and/or policies associated or related to work quality and cost control. Describe the resource availability to perform the Work for the duration of the project. Provide the address of the firm’s home office and the address of the office that will manage the project, if applicable. Provide the same information for any sub-consultants to be utilized on the project.
8 Experience: Briefly describe other projects completed or in progress by your firm that demonstrate relevant experience, and that best characterize the firm’s capabilities, work quality and cost control.
9 Project Team: Provide a professional resume for the key personnel, including key personnel of any sub-consultants proposed to be assigned to the project.
9.1 In addition to the resumes, as part of the RFP response, describe their unique qualifications and relevant experience on similar or related projects.
9.2 Describe key personnel’s proposed roles and responsibilities including their proposed time commitment to each phase of this project. Proposals must identify a proposed project manager who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with your firm.
9.3 Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams. List other projects the proposed project manager is currently assigned to, and describe how those duties will accommodate the time required for this project. Identify who the second level production person will be and provide a description of their unique qualifications and experience as it relates to the project at hand.
10 Philosophy and Approach:
10.1 Describe your firm’s design and management philosophy; indicate what makes you uniquely qualified for providing the services of this RFP.
10.2 Describe your firm’s approach in team coordination and alignment of project goals and objectives.
10.3 Briefly describe your quality assurance and cost control methods as it relates to the performance of the Scope of Work by members of the project team.
10.4 Describe the tasks that must be accomplished in order to complete the project. Provide a narrative description of how the firm proposes to execute the tasks during each phase of the project. Identify the products or deliverables that would result from each task. Your firm should rely on its expertise and experience with similar projects to demonstrate how it will effectively complete the proposed project.
10.5 You may include the experience and expertise of major sub-consultants as well. If applicable, discuss any unique aspects of the project for which your firm is particularly well qualified, alternative approaches the County might wish to consider.
11 Diversity and Inclusion:
11.1 Does your firm hold State of Oregon COBID Certification, or a comparable Emerging Small Business, Minority Owned Business, Women Owned Business, Veteran Owned Business, or Disadvantaged Business certification from another State or Entity? If yes, indicate the state of certification, all certification types and your firm’s certification number.
11.2 Describe the diversity in demographics of the proposal team (yourself, your firm and/or any proposed subcontractors). Include race, gender, veteran status and disability. You may also include other measures of diversity. Describe the diversity and language capabilities of your agency’s personnel, particularly those who will be involved in outreach and information gathering.
11.3 Support: Describe specific examples of how you and/or your firm support workforce diversity within your firm and/or your local community.
13 References: Describe similar projects your firm has completed, with particular emphasis on jurisdictions with similarities to Washington County. List the firm name, address, contact person, and telephone number for three (3) such projects. References must be for services provided within the last five (5) years. List any contracts terminated for cause within the same time period and include the reason why.