Information related to RFP 21-50 (City Of Gresham, Gresham Oregon)

Good day, This email is to acknowledge the receipt of your public records request. As this request includes several departments, we are estimating the cost of this extensive public records request and will follow up with that figure as soon as I hear back from the different departments.

Thank you,

Susanjoy Wright, Assistant to the Mayor & City Recorder | City of Gresham
503-618-2697 | Susanjoy.Wright@GreshamOregon.gov<mailto:Rosalie.Diaz@GreshamOregon.gov> | GreshamOregon.gov<http://www.greshamoregon.gov/>
1333 N.W. Eastman Parkway | Gresham, OR 97030-3813

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Good Morning,

In accordance with ORS 192.324(2), this is to acknowledge our receipt on August 5, 2021, of your request for the following records:

1) Interim and final version of the Request for Proposal (RFP)
2) All proposals and quotes submitted by all Vendors (including the Vendor selected and Vendors not selected)
2a) A listing of all proposers that were invited to conduct in-person or video-conference (e.g., Zoom or Teams) interviews
2b) A listing of GPD or City government personnel, or Gresham elected official(s), that attended each interview, by Vendor
2c) A list of questions or other read-ahead material provided to each Vendor invited to conduct an interview
3) All evaluative materials (such as scoring criteria or metrics) created by the jurisdiction, agency, or decision-making body to guide the selection of the Vendor
4) Any current or previous contracts with the firm BerryDunn or Michele Weinzetl
5) Contracts and terms of agreement made with the selected vendor
5a) Memorandum(s) of Understanding with the selected vendor
6) Any procedures used to ensure that there were no conflicts of interests by any member of the jurisdiction, agency, or decision-making body in selecting or vetting Vendors
i) If applicable, any conflict (or perceived conflict) of interest disclosed by any member of the jurisdiction, agency, or decision-making body in selecting or vetting Vendors
7) Communications (including electronic communications such as email, text messages, or recorded video conferences) between any member of this jurisdiction, agency, or decision-making body regarding:
7a) The development of the RFP
7b) Any and all Vendors regarding their proposals/quotes
7c) Any outreach that was conducted by any member of the GPD, the City, or elected officials to solicit proposals or offers from specific Vendors
7d) The scoring or assessment of each vendor's proposal
7e) Any deliberation or discussion that took place to determine and select a Vendor

Having reviewed your request, we are able to inform you that we expect to be able to review and produce a complete response as soon as practicable. If we need more information or clarification regarding the records you are requesting we will reach out to you.

Pursuant to the Oregon Public Records Laws and the Gresham Administrative Rules, the city of Gresham may charge for the actual costs incurred when research time is required to respond to a public records request. The city requires a deposit for research time exceeding $25 prior to beginning the project. Please note that you are responsible for research costs even if no records are located. The research cost does not include copy charges.

We expect to provide you with an estimated cost to fulfill your records request as soon as possible.

Please let me know if you have any questions.

Thank you.

Merita Abazi | Legal Services Supervisor | City Attorney's Office
503-618-2662 | Merita.Abazi@GreshamOregon.gov<mailto:Merita.Abazi@GreshamOregon.gov>
1333 N.W. Eastman Parkway | Gresham, OR 97030

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CONFIDENTIALITY NOTICE: This e-mail, and any attachments thereto, is intended only for the addressee(s) named herein and may contain legally privileged and/or confidential information. If you are not an intended recipient of this e-mail, you are hereby notified that any dissemination, distribution or copying of this e-mail, and any attachments is strictly prohibited. If you have received this e-mail in error, please notify me immediately by returning it and permanently delete the original, any copies and any printout thereof.

Good Morning,

This message is regarding your public records request from August 5, 2021.

When you submitted this request, the contract -which is one of the documents you are requesting -was not finalized. Rather than providing a partial response, I wanted to wait until the documents and contract was finalized and ready to release.

In order to prevent further delay, I will provide with an estimate for a partial response.

Pursuant to the Oregon Public Records Laws and the Gresham Administrative Rules, the city of Gresham may charge for the actual costs incurred when research time is required to respond to a public records request. The city requires a deposit for research time exceeding $25 prior to beginning the project. Please note that you are responsible for research costs even if no records are located or if the records located are exempt from disclosure. The research cost does not include copy charges.

We estimated the cost to fulfill your records request to be $492.88. Please send a check or money order, payable to the City of Gresham, in the amount of $492.88, directly to my attention.
Attn: Merita Abazi
City Attorney's Office
1333 NW Eastman Pkwy
Gresham, OR 97030
This is an estimate. It is possible that more time will go into this project, if that takes place then we will update the cost figure before releasing the records. Per 192.329 (b) if we do not receive payment within 60 days of when we provide a cost estimate, we will close this request.

All further communication regarding this public records request can be directed to me. Other staff members at the City are only involved in providing me with records.
Please let me know if you have any questions.

Merita Abazi | Legal Services Supervisor | City Attorney's Office
503-618-2662 | Merita.Abazi@GreshamOregon.gov<mailto:Merita.Abazi@GreshamOregon.gov>
1333 N.W. Eastman Parkway | Gresham, OR 97030

[cid:image001.png@01D797FE.A2C18D80]

CONFIDENTIALITY NOTICE: This e-mail, and any attachments thereto, is intended only for the addressee(s) named herein and may contain legally privileged and/or confidential information. If you are not an intended recipient of this e-mail, you are hereby notified that any dissemination, distribution or copying of this e-mail, and any attachments is strictly prohibited. If you have received this e-mail in error, please notify me immediately by returning it and permanently delete the original, any copies and any printout thereof.

Good Morning,

This message is regarding your public records request from August 5, 2021.

Yes, payment for processing this public records request was received. We are currently working on this part of your request:

7) Communications (including electronic communications such as email, text messages, or recorded video conferences) between any member of this jurisdiction, agency, or decision-making body regarding:
7a) The development of the RFP
7b) Any and all Vendors regarding their proposals/quotes
7c) Any outreach that was conducted by any member of the GPD, the City, or elected officials to solicit proposals or offers from specific Vendors
7d) The scoring or assessment of each vendor's proposal
7e) Any deliberation or discussion that took place to determine and select a Vendor

Once I confirm that we have all records responsive to the sections of your request listed above, I will work on transferring everything over to you. I cannot anticipate exactly how long this will take, I want to ensure that I have reached out to all the appropriate staff members that may have been involved in this project and see if they may have messages responsive to this request.

Let me know if you have any questions.

Thank you.

Merita Abazi | Legal Services Supervisor | City Attorney’s Office
503-618-2662 | Merita.Abazi@GreshamOregon.gov<mailto:Merita.Abazi@GreshamOregon.gov>
1333 N.W. Eastman Parkway | Gresham, OR 97030

[cid:image001.png@01D7BA83.1F631BF0]

CONFIDENTIALITY NOTICE: This e-mail, and any attachments thereto, is intended only for the addressee(s) named herein and may contain legally privileged and/or confidential information. If you are not an intended recipient of this e-mail, you are hereby notified that any dissemination, distribution or copying of this e-mail, and any attachments is strictly prohibited. If you have received this e-mail in error, please notify me immediately by returning it and permanently delete the original, any copies and any printout thereof.

Good Morning,

The contract was fully executed just a couple of days ago. Majority of this request is complete, we are just ensuring we have everything prior to closing this out. I will see if we have confirmed all responsive documents/information for parts 1 through 6 are ready to go; if so, we can close those out sooner. Part 7 (and its subsections) are the lengthiest considering how general they are. We are ensuring that IT has extracted all responsive communications from the accounts of the appropriate staff members regarding this project.

Please let me know if you have any questions.

Thank you.

Merita Abazi | Legal Services Supervisor | City Attorney’s Office
503-618-2662 | Merita.Abazi@GreshamOregon.gov<mailto:Merita.Abazi@GreshamOregon.gov>
1333 N.W. Eastman Parkway | Gresham, OR 97030

[cid:image001.png@01D7C662.4F54C850]

CONFIDENTIALITY NOTICE: This e-mail, and any attachments thereto, is intended only for the addressee(s) named herein and may contain legally privileged and/or confidential information. If you are not an intended recipient of this e-mail, you are hereby notified that any dissemination, distribution or copying of this e-mail, and any attachments is strictly prohibited. If you have received this e-mail in error, please notify me immediately by returning it and permanently delete the original, any copies and any printout thereof.

Good Afternoon,

In accordance with ORS 192.329(2), this is to partially complete our response to your public records request of August 5, 2021, for the following records:

1) Interim and final version of the Request for Proposal (RFP)
2) All proposals and quotes submitted by all Vendors (including the Vendor selected and Vendors not selected)
2a) A listing of all proposers that were invited to conduct in-person or video-conference (e.g., Zoom or Teams) interviews
2b) A listing of GPD or City government personnel, or Gresham elected official(s), that attended each interview, by Vendor
2c) A list of questions or other read-ahead material provided to each Vendor invited to conduct an interview
3) All evaluative materials (such as scoring criteria or metrics) created by the jurisdiction, agency, or decision-making body to guide the selection of the Vendor
4) Any current or previous contracts with the firm BerryDunn or Michele Weinzetl
5) Contracts and terms of agreement made with the selected vendor
5a) Memorandum(s) of Understanding with the selected vendor
6) Any procedures used to ensure that there were no conflicts of interests by any member of the jurisdiction, agency, or decision-making body in selecting or vetting Vendors
i) If applicable, any conflict (or perceived conflict) of interest disclosed by any member of the jurisdiction, agency, or decision-making body in selecting or vetting Vendors

We have attached copies of all the requested records in our custody (1, 2, 2a, 2b, 2c, 3, 4, and 5). If we have not attached copies of the requested records, it is because there are no existing records in response to those sections of your request (5a, 6 and 6(i)).

This part of your request is still pending:

7) Communications (including electronic communications such as email, text messages, or recorded video conferences) between any member of this jurisdiction, agency, or decision-making body regarding:
7a) The development of the RFP
7b) Any and all Vendors regarding their proposals/quotes
7c) Any outreach that was conducted by any member of the GPD, the City, or elected officials to solicit proposals or offers from specific Vendors
7d) The scoring or assessment of each vendor’s proposal
7e) Any deliberation or discussion that took place to determine and select a Vendor

Thank you.

Merita Abazi | Legal Services Supervisor | City Attorney’s Office
503-618-2662 | Merita.Abazi@GreshamOregon.gov<mailto:Merita.Abazi@GreshamOregon.gov>
1333 N.W. Eastman Parkway | Gresham, OR 97030

[cid:image001.png@01D7C75D.84323D90]

CONFIDENTIALITY NOTICE: This e-mail, and any attachments thereto, is intended only for the addressee(s) named herein and may contain legally privileged and/or confidential information. If you are not an intended recipient of this e-mail, you are hereby notified that any dissemination, distribution or copying of this e-mail, and any attachments is strictly prohibited. If you have received this e-mail in error, please notify me immediately by returning it and permanently delete the original, any copies and any printout thereof.

Good Afternoon,

This message is regarding your public records request from August 5, 2021.

This is just a courtesy update on this pending request. We were able to provide a partial response on October 22, 2021. The last part of this request, number 7 and its subsections, regarding communications is taking a significant amount of time. We will provide a complete response as soon as we have finished collecting and reviewing all responsive records.

Thank you.

Merita Abazi | Legal Services Supervisor | City Attorney’s Office
503-618-2662 | Merita.Abazi@GreshamOregon.gov<mailto:Merita.Abazi@GreshamOregon.gov>
1333 N.W. Eastman Parkway | Gresham, OR 97030

[cid:image001.png@01D7D62E.722B77D0]

CONFIDENTIALITY NOTICE: This e-mail, and any attachments thereto, is intended only for the addressee(s) named herein and may contain legally privileged and/or confidential information. If you are not an intended recipient of this e-mail, you are hereby notified that any dissemination, distribution or copying of this e-mail, and any attachments is strictly prohibited. If you have received this e-mail in error, please notify me immediately by returning it and permanently delete the original, any copies and any printout thereof.

Good Morning,

In accordance with ORS 192.329(2), this is to provide a partial response to your public records request of August 5, 2021.

We are providing a partial response to this part of your request: 7c and 7e

7) Communications (including electronic communications such as email, text messages, or recorded video conferences) between any member of this jurisdiction, agency, or decision-making body regarding:
7a) The development of the RFP
7b) Any and all Vendors regarding their proposals/quotes
7c) Any outreach that was conducted by any member of the GPD, the City, or elected officials to solicit proposals or offers from specific Vendors
7d) The scoring or assessment of each vendor's proposal
7e) Any deliberation or discussion that took place to determine and select a Vendor

Thank you.

Merita Abazi | Legal Services Supervisor | City Attorney’s Office
503-618-2662 | Merita.Abazi@GreshamOregon.gov<mailto:Merita.Abazi@GreshamOregon.gov>
1333 N.W. Eastman Parkway | Gresham, OR 97030

[cid:image001.png@01D7DF86.C126B4B0]

CONFIDENTIALITY NOTICE: This e-mail, and any attachments thereto, is intended only for the addressee(s) named herein and may contain legally privileged and/or confidential information. If you are not an intended recipient of this e-mail, you are hereby notified that any dissemination, distribution or copying of this e-mail, and any attachments is strictly prohibited. If you have received this e-mail in error, please notify me immediately by returning it and permanently delete the original, any copies and any printout thereof.

Good Morning,

In accordance with ORS 192.329(2), this is to provide a partial response to your public records request of August 5, 2021.

We are providing a partial response to this part of your request: 7a and 7b

7) Communications (including electronic communications such as email, text messages, or recorded video conferences) between any member of this jurisdiction, agency, or decision-making body regarding:
7a) The development of the RFP
7b) Any and all Vendors regarding their proposals/quotes
7c) Any outreach that was conducted by any member of the GPD, the City, or elected officials to solicit proposals or offers from specific Vendors
7d) The scoring or assessment of each vendor's proposal
7e) Any deliberation or discussion that took place to determine and select a Vendor

Thank you.

Merita Abazi | Legal Services Supervisor | City Attorney’s Office
503-618-2662 | Merita.Abazi@GreshamOregon.gov<mailto:Merita.Abazi@GreshamOregon.gov>
1333 N.W. Eastman Parkway | Gresham, OR 97030

[cid:image001.png@01D7F0DA.15CA8690]

CONFIDENTIALITY NOTICE: This e-mail, and any attachments thereto, is intended only for the addressee(s) named herein and may contain legally privileged and/or confidential information. If you are not an intended recipient of this e-mail, you are hereby notified that any dissemination, distribution or copying of this e-mail, and any attachments is strictly prohibited. If you have received this e-mail in error, please notify me immediately by returning it and permanently delete the original, any copies and any printout thereof.