- Org
- Multnomah
- Type
- RIP
- Title
- Workforce Management Solution
- Number
- RIP-10-2027
- Source
- MULTNOMAH_CO
- Status
- Open
- Event Id
- 1409868
- Open Str
- 7/29/2026, 8:00 AM PDT
- Pdf Text
- 29 July 2026
Workforce Management Solution
Multnomah County Library seeks a software solution to automate shift scheduling of a wide variety of employee
classifications, including student and volunteer workers.
29 July 2026
Open 7/29/2026, 8:00 AM PDT Type Request for Intermediate Proposals
(RIP)
Close 9/2/2026, 4:00 PM PDT Number RIP-10-2027
Currency US Dollar
Sealed Until 9/2/2026, 4:00 PM PDT
Payment
Terms 0% 0, Net 30
29 July 2026
Contacts
Maura Platt
maura.platt@multco.us
Phone +1 503-988-4591 ext. 84591
29 July 2026
Commodity Codes
Commodity Code Description
43230000 Software
81112200 Software Maintenance/Support
99020011 Capital - Software
99050039 Inventory - Software
99050040 Inventory - Subscription Software: Installed
99050041 Inventory - Subscription Software: Web-Hosted & Cloud
99070411 Subscription Software: Installed
99070412 Subscription Software: Web-Hosted & Cloud
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IMPORTANT: Suppliers who do not currently have access to the Multco Marketplace Supplier Portal will
need to complete the "MMP Supplier Access Request Form". In order to allow the County sufficient time to
review your request, the MMP Supplier Access Request form should be completed no fewer than 5 days prior to
the Sourcing Event closing date.
PROCESS OUTLINE:
This is a Request for Intermediate Proposals (RIP) used when County expenditure will be less than
$250,000 for the initial term of the resulting contract
Please read all provided information and ask any questions in the Q & A Board in the Tools section of the
Sourcing Event prior to the last day for questions.
PRE-PROPOSAL CONFERENCE
There will not be a pre-proposal conference for this sourcing event.
INTRODUCTION AND BACKGROUND
Multnomah County Library (MCL) is a public library system serving Portland and Multnomah County, Oregon.
MCL has 19 branches serving a population of 820,672 with more than 361,000 registered borrowers, making it
the largest library system in Oregon. It is also the busiest public library in the U.S. serving fewer than one
million residents. MCL has more than 530 FTE employees and operating revenue of just over $88 million to
serve over 1.7 million visits each year. Of those visits, there are some 2,000 security incidents reported
annually.
1.1 Statement of Purpose
The Multnomah County Library is seeking competitive proposals for an off-the-shelf (OTS), automated
Workforce Management (WFM) and Scheduling solution. The ideal platform will optimize daily floor operations,
track task-level staff scheduling, and ensure strict compliance with our Collective Bargaining Unit (CBU) rules.
1.2 Current Operational Environment
The Library is independently funded and managed by a County Board. However, it relies heavily on County IT
for core infrastructure and enterprise software management. Currently, the County’s system of record for
Human Capital Management (HCM), Core HR, and payroll is Workday. Furthermore, the Library utilizes
Frontline Absence Management (AESOP) to manage substitute placement and short-term staff call-outs.
While Workday successfully serves as the master repository for employee profiles, base compensation, and
high-level accruals, it lacks the specialized functionality required to schedule the Library’s day-to-day frontline
operations.
1.3 Core Challenges & Problem Statement
Unlike generic corporate environments that track labor by standard daily or weekly shifts, public libraries
operate under an intricate, service-desk rotation model. The Library requires a system that can break a single
shift down into 30-minute and 60-minute increments to handle task-based allocations (e.g., Public Reference
Desk coverage, Children's Room monitoring, Circulation Support, and Off-Desk project blocks).
Managing these micro-assignments manually via spreadsheets introduces severe operational risks, including:
Description
Complex CBU Non-Compliance: Schedulers must manually track complex union rules, including
maximum consecutive desk hours, strict rest break windows, and seniority-based assignment bidding.
This can result in accidental contract violations and employee friction.
A "Three-System" Disconnect: Because Workday, Frontline/AESOP, and local library schedules
operate in silos, staff data must be entered multiple times. This lag in data synchronization creates
scheduling conflicts and errors. Schedulers can accidentally assign an employee to a physical desk block
when they are already marked as on leave in Workday, or when a substitute has already been
dispatched via Frontline.
County IT Resource Limitations: The Library does not possess dedicated database engineering
resources required to build or maintain extensive custom middleware.
1.4 Objective of the RIP
The Library aims to procure a cloud-based, configurable scheduling solution that bridges the functional gap
between Workday and Frontline/AESOP without requiring a custom-built application.
The winning vendor must provide a platform that ingests core employee, skill, and seniority data from
Workday, generates daily task-level rotations that comply with the library's union parameters, and
dynamically updates Frontline/AESOP when unplanned absences require substitute coverage. The final
solution must integrate using secure, standard APIs or automated data exchanges supported by County IT,
minimizing long-term custom code maintenance.
CURRENT SERVICES/SOLUTION
Not applicable to this sourcing event.
MULTNOMAH COUNTY TECHNICAL ENVIRONMENT
Not applicable to this sourcing event.
FUNDING
Adequate funding has been budgeted for the purchase of these services.
SOLUTION REQUIREMENTS/SCOPE OF WORK
The following requirements have been identified for the Most Advantageous solution:
Scheduling & Coverage
Detailed Task Scheduling: The system should schedule specific activities (like desk service, shelving,
or projects) rather than just broad shift blocks, allowing managers to see what everyone is doing at any
given time.
Flexible Coverage Planning: Managers can set required staffing levels for every service desk for
every hour of the day. The system should automatically alert them if coverage gaps appear.
Intelligent Shift Filling: When staff are absent, the system should help find replacements quickly by
identifying available personnel.
Comprehensive Views: Staff and managers need a clear, easy-to-read "bird’s eye view" of the daily
schedule, including lists of who is working, on leave (vacation/FMLA), or assigned to meetings and
projects. Schedules must also be printable.
Staff Flexibility: The system must support working across multiple library locations and allow staff to
easily swap shifts.
Dynamic Shift Support (Flex Time): Must support dynamic shift types (e.g., REGULAR, FLEX_ON,
FLEX_OFF) to track staff working outside their normal base template while assigning micro-tasks to
those flexed periods.
System Integrations & Access
Workday HCM Ingest: The platform must integrate with Workday HCM to systematically ingest active
employee profiles, cost centers, job profiles, and CBU seniority tiers via standard API or secure
automated SFTP file exchange.
Workday Time & Absence Sync: The system must dynamically cross-reference Workday Absence
Management to ensure staff marked as "On Leave" or "Absent" are locked from daily task schedules.
Total approved task hours must sync back to Workday Time Tracking for payroll processing.
Frontline/AESOP Absence Inbound: The solution must maintain an automated pipeline with Frontline
Absence Management. When an unplanned employee call-out occurs in Frontline/AESOP, the system
must automatically create vacancies for the exact 30/60-minute task blocks assigned to that employee.
Multi-Tier Permissions: The system must support role-based access control (RBAC), restricting
frontline library staff to read-only/shift-swap modes while granting full editing capabilities to designated
Schedulers/Managers.
Guest Access: There should be a simple way to create temporary profiles for volunteers and
contractors without needing full internal IT accounts.
Time Clock Functionality: The system must allow for clocking in and/or out to act as the primary time
and attendance tracker for scheduled shifts.
Automated Business Rules (Compliance & Fairness)
Smart Rule Enforcement: The system must automatically check schedules against labor rules and
union agreements, flagging or blocking any violations.
Workload Balance: To prevent burnout and ensure equitable task distribution, the system should flag if
a staff member is assigned the same taxing duty (like monitoring book drops) too often or if their public-
facing floor shifts exceed a balanced weekly limit.
Mandatory Break Management: The system must ensure every shift includes required lunch and
break times based on the shift start time and duration, alerting managers if breaks are missing.
Operational Requirements: The system should enforce essential daily requirements, such as ensuring
every open hour has a designated "Person in Charge" and that staffing levels never drop below the
minimum required for a site.
CBU / Union Compliance: The platform must feature a configurable compliance engine capable of
enforcing Collective Bargaining Unit (CBU) rules, including: max consecutive hours at service points,
mandatory desk rotations, seniority-based slot bidding, and weekend rotation limits.
Skills & Training Verification: The platform must restrict specific task assignments (e.g., Tech Lab
Desk, Language Translation Desks) to personnel matching defined skill matrices or certification profiles.
Training & Quota Tracking: The system must reliably track and schedule training or schedule quotas
per employee.
PRE-AWARD RISK ASSESSMENT
Successful proposers whose contract award includes federal funding (as identified by a Catalog of Federal
Domestic Assistance number) will be subject to a Pre-Award Risk Assessment (which includes an evaluation of
financial stability, quality of financial /management systems, experience with federal funds, reports and findings
from audits) completed by Multnomah County (if one has not been submitted in the last year) prior to the
issuance of a contract. Contractors who fail to submit the required documents will not be eligible for a contract
from the County.
MINIMUM PROPOSAL SUBMITTAL REQUIREMENTS
Timely submission of responsive, responsible offers is the only minimum requirement for this sourcing event.
FISCAL REQUIREMENTS AND REPORTING
Not applicable to this sourcing event.
PERFORMANCE MEASURES/PERFORMANCE CONTRACTING
Not applicable to this sourcing event
CONTRACT NEGOTIATION
The County will initiate contract negotiations with the responsive and responsible Supplier 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 Supplier. This process
may continue until a contract agreement is reached. Multnomah County reserves the right to score the
acceptance of its standard contract terms and conditions as a part of this sourcing event.
CONTRACT AWARD
County anticipates awarding one or more contracts through this sourcing event. The award(s), as determined by
the County, will be made to the responsible Supplier(s) whose offer(s) the County determines is/are most
advantageous to the County based on the evaluation process and evaluation criteria described in this sourcing
event.
Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging
Small Businesses and Organizations in providing these services.
CONTRACT TERM
The contract term will be negotiated at time of contract award and will be dependent upon the product and/or
services provided. The Negotiated contract term will be in compliance with all public procurement laws and
Multnomah County PCRB public contracting rules.
COMPENSATION AND METHOD OF PAYMENT
Compensation method for implementation services and hardware: deliverables-based payments upon acceptance
with a not to exceed cap.
Compensation method for ongoing services, software maintenance and support or subscriptions, etc. will be
subject to negotiation once the County has selected a Supplier.
The County does not guarantee that any minimum amount of goods or services will be purchased.
INSURANCE REQUIREMENTS
The Supplier awarded a Contract as a result of this sourcing event will be required to provide at a minimum the
insurance outlined in the table below. The type of insurance required will depend on the type of services and or
products provided under the contract which will be negotiated during the contract process.
Type of Insurance Per Occurrence Aggregate
Professional Liability $1,000,000 $2,000,000
Commercial General Liability $1,000,000 $2,000,000
Cyber Liability (only if Software as a Service) $5,000,000 $10,000,000
Workers Compensation Required
MULTI-STAGE SOURCING EVENT SUMMARY
Multnomah County may follow a multi-stage sourcing event that incorporates the following potential steps in
the Multco Marketplace Supplier Portal:
● Panel Questionnaire Solution and Supplier Research (Unscored Information Request)
● Autoscored Supplier Qualification based on Solution Requirements
● Panel Questionnaire Scripted Remote Demo and/or Oral Evaluation
● Panel Questionnaire Site Visit(s)
● Panel Questionnaire Proposal Supplier and Solution Requirements
● Panel Questionnaire Proposal Doing Business with Multnomah County
● Panel Questionnaire Oral Evaluation/Presentation
● Pricing Evaluation
● Panel Questionnaire Best and Final Offer (BAFO)
The purpose of a multistage process is to identify and adjust the competitive range between proposed solutions
based on the evaluation of each stage with the goal of identifying the most advantageous solution at the
conclusion of the process.
Stages will be identified and described in the Stage Description below the Description.
Multnomah County reserves its right, at its sole discretion, to modify, combine, adjust, re-order, repeat, re-
schedule or cancel individual steps by written notification to all affected parties. Multnomah County may, at its
sole discretion, make an award at such time as the most advantageous solution for the County has been
identified through this competitive process.
EVALUATION PROCESS AND CRITERIA
Proposed solutions are evaluated using a combination of auto-scoring and scoring by an evaluation panel using
the Panel Questionnaire feature depending on the stage. Panel Questionnaire stages may be aggregated or may
stand alone. If stages are to be aggregated, it will be noted in the Stage Description below. Auto-score stages
are not aggregated. If the County uses an optional BAFO process, prior scores are considered but a new score is
determined based on evaluation of Best and Final Offers.
Multnomah County is seeking a solution and/or services that meets or exceeds its identified requirements in
this Description based on the judgment of the evaluators and the score of the supplier’s offer determined by
this process, at a cost deemed by evaluators to be reasonable, responsible and optimal for purchase with
public dollars.
DETERMINATION OF COMPETITIVE RANGE
Multnomah County will determine Competitive Range based on a natural break in scores for those proposers
that are determined to be closely competitive and have a reasonable chance to be the Most Advantageous
Proposer.
At the conclusion of each stage, all proposers will receive notification of which Proposers have been determined
to comprise Competitive Range. Proposers determined to be within the Competitive Range will continue to the
next stage unless the County chooses to make an award.
Required to View Event
Prerequisites Required to Enter Bid
29 July 2026
1. Proposer/Bidder agrees to receive all correspondence electronically and are responsible for keeping their
supplier portal updated with current contact information.
2. CONFIDENTIALITY - Please read the statutory requirements in the prerequisite link.
3. Please review the statements in this certification regarding Assurances, Certification Regarding Debarment,
Suspension and Other Responsibility Matters and Certification Regarding Conflict of Interest.
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Buyer Attachments
1. How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide
2. Procedural Instructions_Proposals 04_02_2024.pdf
3. DEMO SCRIPT (2).pdf
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Questions Required Questions
Group 1.1: Company Certification Information - This section is not scored
Instructions:
1.1.1 State of Incorporation
1.1.2 Date of Incorporation
1.1.3
Bidder attests that bidder is either a non-resident bidder or a resident bidder (as described
in the Representation and Certification Prerequisite and ORS 279A.120),
a.ORS 279A.120 (2)(b) states that a public contracting agency shall, for the purpose of
awarding the contract, “add a percent increase on the bid of a nonresident bidder equal to
the percent, if any, of the preference given to the bidder in the state in which the bidder
resides.”
b.“Resident bidder” means a bidder that has paid unemployment taxes or income taxes in
this state during the 12 calendar months immediately preceding submission of the bid, has
a business address in this state and has stated in the bid whether the bidder is a “resident
bidder”. ORS 279A.120 (1)(b). Enter state of residency here:
1.1.4 Where Bidder is unable to certify to any of the statements in Bidder Representations and
Certifications of the Prerequisite, Bidder shall provide an explanation to their offer here.
1.1.5
The Bidder certifies to the best of its knowledge and believes that neither it nor any of its principal
participants and agents has or has had the following relationships with the specific
firm(s)/individual(s), identified below, which may be determined to be an organizational conflict of
interest. I understand that based on the information provided by Bidder, Multnomah County may
exclude the Bidder from further consideration and may withdraw its selection if the real or apparent
organizational conflict of interest cannot be avoided or mitigated. Bidder further certifies that the
degree and extent of the relationship of the Bidder with these named firm(s)/individual(s) will be fully
disclose:
1.1.6 Upload additional explanation as needed
1.1.7 Name of person submitting the Bid:
1.1.8 Title of person submitting the Bid:
1.1.9 I represent that I am at least eighteen (18) years of age.
1.1.10 I represent that the printing of my name and the submittal of a Bid is intended to
authenticate this writing and to have the same force and effect as my manual signature.
1.1.11 I represent that I am either authorized to bind the Bidder, or that I am submitting the Bid on
behalf of and at the direction of the Bidder's representative authorized to contractually bind
the Bidder.
1.1.12 I represent that the Bidder and/or its applicable representative(s) has reviewed the
information contained in this Bid and that the information submitted is accurate.
Group 2.1: Solution Requirements (75%)
Instructions:
2.1.1 Daily Scheduling -- How does the system make it easier for managers to build and adjust
the daily schedule?
2.1.2 Connections & Syncing -- How well does the system work with the other software our
team uses (like Google Calendar, Frontline AESOP and Workday)?
2.1.3 Rules & Fairness
How does the system help managers follow labor laws and keep work fair for everyone?
2.1.4 Setup & Independence -- How much technical support will the library need to keep the
system running?
2.1.5 Ease of Use -- Is the system easy for staff to use, including on their phones?
2.1.6
Reporting & Training
What tools are provided to help understand how staff spend their time and how to use the
system?
2.1.7 Task-Level Assignment -- How does the system support a scheduler breaking down an
8-hour day into multiple distinct physical service desks and off-desk project periods?
Group 2.2: Responsible Business PracticeRequirements (25%)
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Instructions:
2.2.1
Required
We want to know that your company encourages better economic impacts for employees
and the surrounding community. Please check all that you currently practice in your
organization
2.2.2 Please list which of the following considerations are taken for the environmental impacts of
your business. Attach any supporting policies
Group 3.1:
Instructions:
3.1.1 I have reviewed the demo script in Buyer Attachments and have asked all relevant
questions about its content and the demo process.
Group 4.1: Proposal Questions
Instructions:
4.1.1
Architecture & Extensibility: Describe your platform's underlying architecture. If you are a
legacy enterprise solution, detail your pre-built integration templates for Workday and
Frontline. If you are an API-first solution, provide comprehensive documentation detailing
the webhooks and REST endpoints used to keep Workday, Frontline, and your schedule
in exact sync. Please submit supplemental information as a clearly identified Supplier
Attachment".
4.1.2
Task-Level Assignment Proof: Provide a step-by-step visual workflow showing how a
scheduler breaks an employee's 8-hour day down into three distinct physical service
desks and two off-desk project periods. Show how the system flags a violation if a
scheduler accidentally exceeds a CBU-mandated consecutive desk hour limit
4.1.3
The Three-Way Conflict Scenario: Detail how your platform handles a scheduling conflict.
For example, if a substitute is successfully assigned via Frontline, but their profile data
pulled from Workday reveals they lack the training certification required for the "Children's
Desk" task slot, how does your system alert the scheduler?
4.1.4 Automatic Task Rotations: Describe how your platform automates daily task rotations
(Circ, Info, Bookdrop).
4.1.5
Visual Display: Describe whether your platform provides support for hour-by-hour
drag-and-drop on a visual matrix, tracks dynamic shift types (REGULAR, FLEX_ON/OFF)
with micro-tasks, and visually exposes "coverage gaps" (missing PIC/empty slots) in
real-time.
4.1.6 Compliance & Logic: Describe how the UI triggers immediate visual warnings/hard blocks
for rule violations and flag fairness metrics (e.g., "Expired Holds" on consecutive days) and
validates lunch/break requirements for all shifts over five hours.
4.1.7 Administration: Detail how an administrator can configure profiles/templates without an
external developer, supports a "Second Look" / Planner Duty workflow for schedule
verification and can enforce strict, granular role-based permissions (ACL).
4.1.8 Security: Document what security standards/protocols your platform supports, (e.g. SOC 2
Type II, SSO/MFA, WCAG 2.1 compliance, AES-256/TLS verification.)
4.1.9 Data Reporting/Analytics: Describe the flexibility and granularity of reports that schedulers
can generate on your platform to verify such things as labor agreement adherence, hours
aggregate hours spent on micro-tasks.
4.1.10 Support: Provide a breakdown of the service level agreement (e.g. ticket resolution times
and hours of technical support) and how system maintenance is scheduled.
4.1.11 Performance: Describe whether your platform handles concurrent usage by 50+ staff
without latency.
4.1.12 Implementation: State whether the vendor provides a dedicated manager to assist with
configuration, white-glove data migration services and/or training for admins and
end-users.
4.1.13 Cost: Please review the attached Cost Proposal Guidance form, ask any clarifying
questions during the Q&A period, and upload an accurate response.
4.1.14 Contract Terms and Conditions Acceptance: Please review this form, ask any clarifying
questions during the Q&A period, and upload an accurate response.
4.1.15 IT Security: Please review the attached xls, ask any clarifying questions during the Q&A
period, and upload an accurate response.
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Product Line Items Product Line Items
1.
# Item Name, Commodity Code, Description Allow
Alternates Qty. UOM Requested Delivery
P1 Software Solution 1 EA - Each
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Service Line Items Service Line Items
There are no Items added to this event.
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- Close Str
- 9/2/2026, 4:00 PM PDT
- Contact Name
- Maura Platt
- Description
- Multnomah County Library seeks a software solution to automate shift scheduling of a wide variety of employee classifications, including student and volunteer workers.
- Contact Email
- maura.platt@multco.us
- Sci Docs Fetched
- Yes
Multnomah CountyIssuing agency·Portland, OR·via a public procurement portal