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RFP Data Collection and Analysis for Inclusion Commission - FinalCITY OF PORT ORCHARD Human Resources 216 Prospect Street, Port Orchard, WA 98366 Voice: (36o) 876-7014 • Fax: (36o) 895-9029 humanresources Pportorchardwa.gov www.portorchardwa. gov City of Port Orchard Employee Inclusion Commission Request for Proposal for Consultant to Assist with Information Collection and Analysis Issue Date: January 30, 2024 Deadline: February 23, 2024 10801328.1 - 366922 - 0001 City of Port Orchard Request for Proposals (RFP) Information Collection and Analysis for Employee Inclusion Commission The City of Port Orchard is seeking qualified consultants experienced in the field of employee engagement to assist the City's Inclusion Commission with designing a project to evaluate current employee engagement and satisfaction especially as engagement relates to diversity and equity mattPrc_ Introduction In 2023, the City of Port Orchard created an employee Inclusion Commission. The Inclusion Commission is made up of employee volunteers with a mission "to foster a workplace culture of inclusion at the City of Port Orchard through education, promotions, and activities." The Inclusion Commission's four established goals are: 1. Establish a culture of belonging where employees feel welcome and supported. 2. Challenge City managers, directors and other leaders to move from awareness to competency in matters related to diversity, equity and inclusion. 3. Increase City employee knowledge about diversity, equity and inclusion. 4. Understand and advocate for the diverse needs of City employees. One of the objectives of the Inclusion Commission is to establish a baseline for the attitudes, impressions, and sense of inclusion amongst the City's current employee population. This baseline will become the cornerstone for the work of the Commission and will drive future activities, planning, education and measurement of success. The Project The Commission seeks a consultant / service provider who can assist the Commission in soliciting a baseline understanding of City employees feedback so that the Commission can plan appropriately to meet the goals stated above. Working with the established goals as outlined above, the Commission is interested in soliciting on topics such as: • Do employees feel welcome at the City? If not, what aspects of the workplace make them feel unwelcome? Do the responses differ between departments? Between management and staff? • Do employees feel a sense of belonging amongst the City workforce? If not, what aspects of the workplace prevent them from having a sense of Page 2 10801328.1 - 366922 - 0001 belonging? Do the responses differ between departments? Between management and staff? • Do employees feel supported while working for the City? If not, what can/should the City do to make the employee feel more supported? Do the responses differ between departments? Between management and staff? • Are the feelings of welcome/unwelcome, belonging/not belonging, support/lack of support driven by any factors related to diversity and equity? Do the responses differ between departments? Between management and staff? • What do current employees understand about diversity and equity? What do the terms diversity and equity mean to them? What do they think of when they hear "diversity"? What about other traits that make us diverse (i.e. visible and invisible disabilities, generational differences, etc.) • Do employees have a sense of psychological safety in workplace? What is needed to provide greater psychological safety? • How do the employees responses compare to the national norm? What areas of improvement do we need to focus on? • Are employees comfortable discussing matters related to diversity and equity with their fellow employees, their manager, City leadership? • What role do employees feel they have in making the City of Port Orchard work environment welcoming and supportive? Is this role different for managers? The Commission believes that a survey may be the tool to accomplish this, but is open to alternative ideas from qualified consultants experienced in this field on how to capture the information sought. See "About the Employees of Port Orchard" section below for more information on employee demographics. As this project is relatively narrow in scope, the budget for the project is under $10,000. The Commission is interested in learning what products already exist that can be scaled or customized to meet the City's needs and customized or what instruments, tools or strategies can affordably be created to achieve the Commission's objectives. It is also the Commission's desire that the contracted service provider will be able to analyze results of the collected data and/or compare the collected data to industry benchmarks. The Commission is particularly interested in working with a vendor familiar with the nomenclature of the Pacific Northwest and has experience working with small groups in which Inclusion includes but is not limited to age, family status, military status, and gender. Anticipated Timeline RFP Issue Date: January 30, 2024 RFP's are due: February 23, 2024 Contacts with vendors: No later than March 1, 2024 Prospective vendor (Virtual) Interviews: March 7, 2024 Page 3 10801328.1 - 366922 - 0001 Reference checks: March 11-15, 2024 Selection of vendor: No later than March 15, 2024 Anticipated work on project: April 1-30, 2024 Anticipated launch date: May 1, 2024 Final data collection: May 31, 2024 Analysis and final report: July 1, 2024 How to Respond Electronic submittals, in PDF form, are preferred. Submittals should not be longer than 10 pages and should include information on the vendor, the vendor's experience with similar projects, a list of references, and a proposed project strategy. Links to publicly available documents or samples of past work are encouraged. Responses are due no later than 4:30 p.m. Pacific time on Friday, February 23, 2024 to humanresources@portorchardwa.gov. Questions about this RFP can be directed to humanresources@portorchardwa.gov. Every attempt will be made to answer general questions related to the project. About the City of Port Orchard Incorporated in 1890, Port Orchard is a beautiful waterfront community in Western Washington with a population of 17,480 residents. Port Orchard is the County seat for Kitsap County, with a countywide population of approximately 230,000 which is known for manufacturing, defense, and technology. We are a ferry ride away from Bremerton and Seattle. When visiting our city, it is hard to miss the majestic view of the Olympic Mountains and the pride of military heritage just across the water at the Puget Sound Naval Shipyard. Port Orchard is growing rapidly in population and by our calculations was the 7th fastest growing City in the state in 2023. About the employees of Port Orchard Port Orchard employs just over 100 employees. Departments include Public Works, Police, Community Development, Finance, Municipal Court, Human Resources and Administration. We are located in 4 locations, 3 of which are within a 2 minute walk of each other. The fourth location is a 7 minute drive from City Hall and houses our Public Works operations staff. While all staff members have email, many only access email by their mobile device. The police department operates 24/7, meaning some employees work only during times when City Hall is closed. The City is served by a Mayor and seven Council members and is classified as a code City. Disclaimer This RFPP is issued solely for information and planning purposes and does not constitute a solicitation for the purposes of creating a contract. Vendor responses to this notice are not offers, nor an acceptance of an offer, and cannot be accepted by Page 4 10801328.1 - 366922 - 0001 the City of Port Orchard to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this RFP. Public Disclosure of Proposals Information submittals received by the City of Port Orchard in response to this RFP become public records and are subject to Chapter 42.56 RCW, the Public Records Act. The Submitter should clearly identify in its information response any specific information that it claims to be confidential or proprietary. Upon receipt of any information submittals, the submittals shall be available for inspection and copying by the public. If the City of Port Orchard receives a Public Records Act request to view the information so marked in the respondent's information submittal its sole obligations shall be to notify the Submitter (1) of the request and (2) of the date that such information will be released to the requester unless the Submitter obtains a court order to enjoin that disclosure pursuant to RCW 42.56.540. If the Submitter fails to timely obtain a court order enjoining disclosure, the City of Port Orchard will release the requested information on the date specified. Page 5 10801328.1 - 366922 - 0001