1149-1126RFP - Statewide Strategic Communications and Media Relations Consultant Services.pdf

In compliance with the Americans with Disabilities Act, this document will be made available in alternate formats such as Braille, large print, audio tape, oral presentation, and computer disk. To request an alternate format, call the

State of Oregon, Oregon Tourism Commission, Contracts & Procurement (971) 717-6205.

Oregon Tourism Commission, dba Travel Oregon (“OTC” or “State”), Statewide Strategic Communications & Media Relations Consultant Services Intermediate Request for Proposal (RFP)

319 SW Washington, Suite 700 | Portland, Oregon 97204

E-mail: procurement@traveloregon.com

Issue Date November 4, 2026

RFP Number 1149-1126RFP

Closing Date November 25, 2026

Closing Time 2:00 PM PST

Procurement Lead Carla A.B. Smith, CPPB, CPPO

Company Name Federal Tax ID #

Address Phone Number

Authorized Signature Name

Authorized Signature Email

I acknowledge that I have read and understand all terms and conditions contained in this proposal’s request.

I certify that, to the best of my knowledge, there is no actual or potential conflict of interest between the business or economic interests of the Applicant, its employees, or agents, and those of the State, arising from or relating to the subject matter of this RFP. The Applicant agrees to promptly notify OTC in writing of any change that may result in an actual or potential conflict of interest. Such notice must describe the nature of the conflict in reasonable detail.

I further certify that all information provided is true and accurate. I understand that any misrepresentation or incorrect information may result in disqualification of this application.

Authorized Signature: Date:

Transmittal Page mailto:procurement@traveloregon.com

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Table of Contents Transmittal Page

1. Purpose

1.1. Introduction to Project Request for Proposal

1.2. Schedule of Events

2. Background

2.1. Travel Oregon Background History & Mission

3. Statement of Needs

3.1. Specific Proposal Requirements

3.1.1. Strategic Communications and Media Relations

3.1.2. In Market Press Trip Support

3.1.3. Reporting and Contract Administration

3.1.4. Budget

3.2. Minimum Qualifications

4. Special Instructions to Offerors

4.1. Issuing Office

4.2. Proposal Submission

4.2.1 Euna OpenBids Registration

4.3. Contract Period

4.5. Questions

4.6. Price Escalation for Renewable Terms

4.7. Proposal Changes or Modifications

4.8. Closing Date

4.9. Taxpayer ID Number & Certification

4.10. Business Registration

4.11. Submittal of Proposal

4.12. Evaluation Process & Ranking

4.13. Award

5. General Terms & Conditions

5.1. Proprietary Information

5.2. Public Records Disclosure

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5.3.Presentation/Demonstration

5.4. Disposition of Proposals

5.5. Anti-Collusion Clause

FORM A - Deliverable and Payment Schedule

FORM B - Declaration of Compliance with Tax Laws

FORM C – Anti-Discrimination Certification

FORM D – Certification of Disadvantaged Business and Business Designation

FORM E - Conflict of Interest

FORM F - Term Exceptions

EXHIBIT A - Standard Insurance Requirements

EXHIBIT B – Sample Contract

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1. Purpose

1.1. Introduction to Project Request for Proposal

Oregon Tourism Commission (“OTC”), acting by and through Travel Oregon (“Agency”), is issuing this Request for Proposal (this “RFP”) under the provisions of ORS 279B.060, for DESCRIBE PROJECT AND SERVICES (the “Services”).

OTC invites any qualified Offeror to submit a proposal. Offerors responding to this request must be responsible, regularly and practically engaged in providing the services requested in this RFP and possess ample resources for doing this work.

1.2. Schedule of Events

The table below represents a tentative schedule of events. All times are listed in Pacific Time. This schedule may be altered at any time at the discretion of OTC.

Once completed Proposal materials are received, OTC will process proposal materials, determine if any applicants are qualified to provide services, and, if the applicant is selected, execute an effective contract. The turnaround timeframe is subject to change based on workload and solely at discretion of OTC.

Event Schedule

Questions / Requests for Clarification Due November 13, 2026

Answers to Questions / Requests for Clarification Issued (will be done via an addendum which will become part of this document)

November 18, 2026

Opening (Proposal Due) Listed on the transmittal page

Evaluation Period November 25-TBD, 2026

Award By December 11, 2026 (tentatively)

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2. Background

2.1. Travel Oregon Background History & Mission

OTC is a semi-independent state agency whose mission is to inspire travel that drives community enhancement and economic development. Through innovation and partnerships, we share the stories of Oregon’s people and places, deliver world-class experiences, strengthen the industry, work to ensure all travelers feel welcome and preserve Oregon’s way of life and its natural places. OTC aims to improve Oregonians’ quality of life by strengthening the economic impacts of the state’s multi-billion-dollar tourism industry, which employs tens of thousands of Oregonians. For more information, see the Travel Oregon Industry website.

3. Statement of Needs

Travel Oregon invests in destination management through grants, sponsorships, destination development programs and the Regional Cooperative Tourism Program. These investments generate measurable outcomes for communities across the state, including things like new and improved parks, trails and events; workforce and organizational capacity building; and seed funding that ignites longstanding community events and programs.

Travel Oregon is seeking a qualified, Oregon-based strategic communications consultant to help translate the results of this work into compelling, accurate and newsworthy stories for statewide and regional media audiences.

The goal of this contract is to build public understanding of the value of tourism investments in Oregon by securing earned media coverage that illustrates real outcomes from Travel Oregon-funded projects and annual tourism industry tentpole moments, including National Travel & Tourism Week and the release of the Economic Impact of Tourism in Oregon report, as well as supporting in-market press trips that give media, local elected officials and partners a firsthand look at those outcomes.

The contractor's scope is organized into two tasks. Task 1 is the core, fee-based scope of work. Task 2 describes how the contractor's work under Task 1 connects to Travel Oregon's in-market press trip program. Press trip logistics and costs are managed directly by Travel Oregon staff and are not part of the contractor's fee.

3.1. Specific Proposal Requirements

3.1.1. Strategic Communications and Media Relations

The contractor will develop and execute a proactive statewide and regional media relations strategy focused on Travel Oregon's investments in Oregon’s https://industry.traveloregon.com/

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3.1.1.1. Develop a media strategy identifying priority storylines, target reporters and outlets (statewide and regional) and a pitching cadence that creates a drumbeat of value of tourism stories throughout the year, in alignment with Travel Oregon's investment cycles.

3.1.1.2. Translate tourism investments into clear, media-ready narratives and story angles that illustrate the economic and community value of tourism.

3.1.1.3. Proactively pitch stories to statewide and regional print, broadcast, digital and trade media, including tentpole PR moments such as release of the annual economic impact report, announcement of competitive grants and other major agency or industry announcements.

3.1.1.4. Draft supporting materials as needed, including pitch notes, fact sheets, briefing documents and talking points for Travel Oregon spokespeople.

3.1.1.5. Track and report media coverage and outcomes, including reach, sentiment and key message pickup.

3.1.1.6. Maintain a running story bank of vetted, pitch-ready project results the contractor and Travel Oregon staff can draw on throughout the year.

3.1.1.7. Meet regularly (at minimum monthly) with Travel Oregon staff to align priorities, upcoming funding announcements and grantee/sponsorship recipient availability for interviews.

3.1.1.8. Advise Travel Oregon staff on message strategy and spokesperson preparation for media opportunities arising from this work.

3.1.2. In Market Press Trip Support

Travel Oregon staff will handle press trip logistics directly — including travel arrangements, scheduling, venue coordination and associated fees. The contractor's role is to ensure each press trip is strategically tied to the media relations work under Task 1. Travel Oregon anticipates supporting up to 2 in-market press trips during the contract term, statewide and/or regionally, subject to available program budget and project readiness. Specific responsibilities include:

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3.1.2.1. Draft media-facing materials for press trips (invitations, briefing materials, press kits) in coordination with Travel Oregon staff.

3.1.2.2. When needed, provide input on framing for invitations to local elected officials and partners for each press trip based on the contractor's media relationships and knowledge of outcomes.

3.1.2.3. Develop the story angle and narrative arc for each press trip, in coordination with Travel Oregon staff.

3.1.2.4. Follow up with attending media post-trip to support placement of resulting coverage.

3.1.2.5. Support Travel Oregon staff in evaluating press trip outcomes and incorporating results into monthly coverage reports.

3.1.3. Reporting and Contract Administration

3.1.3.1. The contractor will work closely with Travel Oregon’s Industry Communications Manager, Public Affairs Strategist and Director of Communications.

3.1.3.2. Monthly status reports (written or verbal) summarizing pitching activity, coverage secured and upcoming opportunities.

3.1.3.3. A cumulative results report at the end of the 12-month term summarizing coverage, reach and outcomes against the media strategy.

3.1.4. Budget

3.1.4.1. OTC has allocated $45,000 for this work through June 30, 2027, at a monthly retainer of $7,500. Subject to approval of the 27-29 biennial budget, the plan is to continue this work at that same monthly retainer through June 30, 2029.

All work must align with and support Travel Oregon's 10-Year Strategic Vision.

https://www.industry.traveloregon.com/wp-content/uploads/2023/09/TO_Strategic_Vision_June-21-2022_FINAL.pdf

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3.2. Minimum Qualifications

3.2.1. Qualifications

3.2.1.1. Based in Oregon, with existing media relationships across Oregon and regional/national media covering tourism, business and community/economic development.

3.2.1.2. Demonstrated experience in strategic communications surrounding destination marketing, tourism, economic development or a related public-sector communications field.

3.2.1.3. Experience translating grant, program or investment outcomes into earned media coverage.

3.2.1.4. Experience coordinating media logistics or media-facing materials for site visits, press trips or similar in-person media events.

3.2.1.5. Familiarity working with government agencies, elected officials or public-sector clients preferred.

3.2.1.6. Ability to travel within Oregon periodically to support press trips and site visits.

4. Special Instructions to Offerors

4.1. Issuing Office

Oregon Tourism Commission, dba Travel Oregon 319 SW Washington St. Suite 700 Portland, OR 97204 Email: procurement@traveloregon.com

4.2. Proposal Submission

Offerors must submit an electronic copy of their proposal to the issuing office utilizing the e-bidding feature in Euna OpenBids. Documents should be submitted in PDF form unless otherwise noted.

Proposal received by any other method will not be accepted.

It is the responsibility of the Offeror to ensure that their proposal is received electronically in Euna OpenBids by the due date and time.

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4.2.1 Euna OpenBids Registration

All Offerors must be registered in Euna OpenBids to respond to this RFP.

Registration is free for doing business with one Agency. To create an account, click the black “Get Started for free” on right side of the Euna OpenBids website: https://www.demandstar.com/app/registration .

Offerors are responsible for ensuring that their vendor information is current and correct in Euna OpenBids. OTC will accept no responsibility for incorrect Offeror information.

4.3. Contract Period

The initial contract term will run from January 4, 2026, through June 30, 2029.

Pricing shall remain fixed at $7,500 per month throughout the initial term. Travel Oregon anticipates the option to renew the contract for up to two additional 24-month terms, subject to contractor performance, program results, and available funding. OTC intends to incorporate this RFP, any addenda, the successful offeror’s proposal, any requested supplemental information, and negotiated changes by reference into the final agreement. Travel Oregon will issue a purchase order, a contract, or both for any goods or services procured.

4.5. Questions

OTC will publish all questions and responses and issue all Addenda through EUNA OpenBids. Applicants are solely responsible for monitoring the website to determine whether any Addenda have been issued or updated. All Addenda are hereby incorporated into this RFP by reference.

4.6. Price Escalation for Renewable Terms

If the contract is renewed beyond the initial contract period, the first option year, and each additional option year may be subject to a price increase. This increase will be determined by using the Consumer Price Index – All Urban Consumers (CPI-U from December to December) as reported annually by the Bureau of Labor Statistics. The current rates may be increased by the same percentage of the CPI-U for the renewal period with the increase not to exceed five percent (5% cap). This price increase will not be automatic and must be mutually agreed upon.

4.7. Proposal Changes or Modifications

Any changes or modifications to this RFP made prior to the closing date and time will be issued as addenda by the Issuing Office. Offerors are responsible for viewing such addenda via DemandStar. The proposal, along with any addenda, will be incorporated by reference into any resulting contract.

https://www.demandstar.com/app/registration

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4.8. Closing Date

Upon closing, no information will be provided nor are the proposals open to the public until after an award is made. The proposals will be open to public inspection under the Oregon Public Records Law. ORS 192.311 to 192.478

4.9. Taxpayer ID Number & Certification

Offerors must submit proof that a certified Taxpayer Identification Number (TIN) document has been uploaded to the following secure site:

https://traveloregon.sharefile.com/r-r420c18fb0324e3c9 (include RFP# when naming the document)

Include confirmation of this upload with your proposal submission.

4.10. Business Registration

If selected for award, Offeror shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Offeror shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site: Oregon Secretary of State : Business : State of Oregon.

4.11. Submittal of Proposal

All proposals must be submitted by the due date/time on the transmittal page. No exceptions.

Please note that Oregon Tourism Commission, dba Travel Oregon is an agency of the State of Oregon and any materials or inquiry made relative to this RFP will be treated as unclassified and subject to federal Freedom of Information Act and Oregon public record laws.

Offerors must submit an electronic copy of their proposal to the Issuing Office by utilizing e-bidding feature of Euna OpenBids.

Applicants are responsible for ensuring that all required information and materials are included in their proposal. Please read all instructions carefully before submission.

Incomplete proposals may be delayed or disqualified.

To be considered, submissions must be complete and include the following:

https://oregon.public.law/statutes/ors_192.311 https://traveloregon.sharefile.com/r-r420c18fb0324e3c9 http://www.filinginoregon.com/index.htm

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4.11.1 Transmittal Page The transmittal page containing an original or certified electronic signature of an agent authorized to bind the company.

4.11.2 Statement of Needs Proposal: A dated proposal describing the relevant training, education, and experience you have including background, clients, experience, and specific areas of expertise in relation to the statement of needs outlined. The following sections should be marked as follows:

4.11.2.1 Qualifications and Experience

4.11.2.1.1 Background information about the organization, ownership, officers and directors, Offers management structure organization chart, project team, etc.

4.11.2.1.2 Company size and Oregon location (s), number of

years the Offer has been in business.

4.11.2.1.3 One-page resume and qualifications of the person

(s) offered to perform services. Discuss their roles in relation to service performance.

4.11.2.1.4 Offeror shall provide a concise description of its work experience as related to the specifications outlined herein. Said description should include, but not be limited to, number and types of customers Offeror has served, number of years the Offeror has been providing these types of services, references and other documentation to verify experience.

4.11.2.1.5. Experience Requirements

4.11.2.2. Capability

4.11.2.2.1. The Offeror shall provide evidence that the vendor has the resources and personnel available to respond to and fulfill the needs of OTC for contracted services on an as needed basis through the term of the contract. Provide supporting documentation of the Offeror’s current financial condition and annual reports for the past three (3) years. If the company is privately held, supply sufficient information to document the company’s financial status and capability to perform under this contract. If Offeror intends to subcontract any part of the work under this contract, indicate which parts and which subcontractors.

4.11.2.2.2. Provide links to portfolio/work samples to

comparable digital assets produced by key personnel and describe their role in developing assets.

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4.12.2.3.3. Provide a list of at least three business references for which the firm has provided similar services. Include a contact name, organization’s name, email, web address, phone number and relationship for each reference.

4.11.2.3. Project Methodology Offeror shall provide a description outlining the strategy of how the services will be performed and how you will measure success. Such description should, at a minimum provide:

Offeror’s understanding of the services to be provided.

Proposed methods and/or equipment to be used.

Assistance and materials to be furnished by OTC.

Project Plan and any other pertinent information.

4.11.2.4. Price Offeror shall indicate all fees required for the performance of the requested services. The maximum retainer budget is $7,500.00 per month.

4.12.2.4.1. Using Form A, Outline costs and/or hourly rate for personnel who will be assigned to the project. Identify billing method for mobilization (travel time). Transportation costs, meals and lodging are reimbursed at government per-diem.

4.12.2.4.1. The proposed cost breakouts/fees should

correspond to the expected outcome breakdowns, and timeline.

4.11.3. Certificate of Insurance for General Liability and Workman’s Compensation

The Contractor must provide proof of current insurance coverage before contract execution and maintain all required coverage for the duration of the contract. Standard insurance requirements are listed in Exhibit A and may be adjusted based on contract risk. Copies of all applicable insurance certificates must be included with this application.

4.11.4. Certificate of Business: In accordance with ORS 190 and applicable rules, the Contractor must provide evidence that it is authorized to transact business in the State of Oregon as a domestic or foreign entity. If exempt, the Contractor must state the basis for the exemption. The Contractor shall maintain its legal existence and its authority or registration to conduct business in Oregon throughout the contract term. Failure to remain in compliance may result in the Procuring Party voiding the contract. A copy of the Contractor’s business registration or State Business Registry number

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4.11.5. Proprietary Information (§5.1)

4.11.6. Form W-9

4.11.7. Form A: Deliverable and Payment Schedule

4.11.8. Form B: Declaration of Compliance with Tax Laws

4.11.9. Form C: Anti-discrimination Certification

4.11.10.Form D: Certification of Disadvantaged Business 4.11.11.Form E: Conflict of Interest Statement 4.11.12.Form F: Contract Exceptions

4.12. Evaluation Process & Ranking

An evaluation committee composed of OTC staff and stakeholder representatives will review each proposal and all submitted materials to determine whether the applicant is qualified to perform the required services. As part of the evaluation, OTC may consider reference verification, feedback from the evaluation committee, prior performance, and financial stability, insofar as these factors relate to the applicant’s ability to perform under any resulting contract.

The proposals received in accordance with the RFP directions will be reviewed and ranked by the evaluation committee for their consideration and designation. In particular, the evaluation committee intends to consider the following when awarding the project for this RFP:

• Proposal contains sufficient information to complete all the requirements identified in the RFP.

• Proposal demonstrates the ability, capacity, and skill of the Proposer to complete and operate the Project.

• Proposal demonstrates feasible timeline for project completion, if applicable.

• Proposal compares favorably with others submitted on cost per level of services.

• Proposal demonstrates creative/innovative thinking in project design intended to reduce operating costs, while serving the needs of the RFP.

Evaluation Criteria Maximum points Qualifications and Experience 300 Capability 300 Project Methodology 200 Price 200 Total Score 1000 https://sos.oregon.gov/business/Pages/register.aspx

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To adequately evaluate the proposals according to the above criteria, all Offerors shall use the following format as described in 2.1-2.4. Reminder: Offerors will be evaluated on the areas listed above and should provide comprehensive responses to each. Responses are not required to be limited solely to the points stated.

4.13. Award

Proposals will be evaluated, and the Offeror that best meets the qualifications outlined in this RFP may be selected for contract award.

OTC may award a contract based solely on the information submitted and may request additional information or conduct interviews to clarify or address questions related to the written responses.

The decision to award a contract is at the sole discretion of OTC and will be based on the evaluation of all required information. OTC reserves the right to accept or reject any proposal, in whole or in part, and to waive any informalities in the solicitation process.

OTC also reserves the right to award any contract determined to be in its best interest and may award contracts to more than one Offeror.

OTC may request services from an awarded Contractor through a written Notice-to- Proceed or similar work authorization document.

OTC does not guarantee a long-term need for these services and makes no commitment regarding the volume of work offered to any awarded Contractor.

Additionally, OTC does not guarantee continued use of any Contractor’s services after a contract is issued.

5. General Terms & Conditions

5.1. Proprietary Information

All materials submitted to Travel Oregon may be subject to disclosure under Oregon Public Records Law and review by the evaluation committee. OTC cannot guarantee confidentiality; exemptions may depend on official or judicial determination. Offerors are advised to consult legal counsel regarding disclosure issues.

Offerors claiming an exemption must identify the specific materials and briefly explain the basis, including any claim involving trade secrets under the Uniform Trade Secrets Act (ORS 646.461(4)). Trade secrets or proprietary information must be submitted in a separate electronic document with PROPRIETARY in the document title.

Information not submitted in accordance with these requirements will be considered public information.

https://oregon.public.law/statutes/ors_646.461

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To the extent permitted by Oregon law, OTC will keep proprietary information confidential unless disclosure is required by the Freedom of Information Act or a court order. OTC will notify the Offeror of any request and its disclosure determination, allowing a reasonable time to challenge release.

Offerors must remove blanket claims that an entire proposal is proprietary or that pricing or costs must be protected to remain eligible for further evaluation and award.

5.2. Public Records Disclosure

All documents submitted in response to this RFP are subject to disclosure under Oregon’s Public Records Law (ORS 192.311 to 192.478). This includes, but is not limited to, proposals, pricing, and communications related to the procurement process.

Procurement records may be requested by the public and will be disclosed unless exempt under ORS 192.345 or ORS 192.355. Offerors should clearly identify any portions of their proposal they believe are exempt from disclosure and provide the legal basis for such exemption. However, Travel Oregon makes no guarantee that any information will be withheld if a public records request is received.

By submitting a proposal, the offeror acknowledges and agrees that Travel Oregon may disclose procurement records in accordance with applicable law.

Proposals submitted in response to this RFP are not open to public inspection prior to the award. No information will be shared until the RFP process has closed, and an award has been made.

Following the award, all proposals will be subject to public disclosure in accordance with Oregon’s Public Records Law (ORS 192.311 to 192.478).

5.3.Presentation/Demonstration

If in OTC opinion, presentations or demonstrations of proposals and capabilities are warranted, OTC will notify the appropriate Offerors. Such presentation or demonstration shall be conducted remotely, shall be at a date and at a time mutually agreed to between OTC and Offerors and shall be at the Offeror’s expense.

5.4. Disposition of Proposals

An electronic copy will be retained for official files and will become a public record after award of the contract and will be open to public inspection subject to the Disclosure section of this RFP.

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5.5. Anti-Collusion Clause

During the preparation and submission of this proposal, the Offeror agrees to the following: By submitting a proposal, the Offeror certifies that it has not, directly or indirectly, engaged in any combination, arrangement, agreement, or collusion with any person, firm, or corporation to restrain free and open competition in violation of the Oregon Procurement Code or any applicable law. The Offeror further certifies that its proposal is submitted independently of any other Offeror and is fair, complete, and free from collusion or fraud.

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FORM A - Deliverable and Payment Schedule

TASK DELIVERABLE/OUTCOME ESTIMATE

HOURS

ESTIMATED

OR FIXED

COST

Retainer per Month (Max is $7,500.00)

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FORM B - Declaration of Compliance with Tax Laws

I, __________________________ (Authorized Agent of Applicant), representing ________________________ (hereafter “Applicant”), hereby declare and say:

I am an authorized agent of the Applicant, and I have full authority from the Applicant to submit this declaration and accept the responsibilities stated herein.

I have knowledge regarding Applicant’s payment of taxes, and to the best of my knowledge, Applicant is not in violation of any Oregon tax laws, including, without limitation, ORS

305.620 and ORS chapters 316, 317 and 318.

Applicant shall provide written notice to OTC within two business days of any change to the Applicant’s status of tax law compliance.

I declare under penalty of perjury that the foregoing is true and correct.

Authorized Agent’s Signature: Date:

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FORM C – Anti-Discrimination Certification

By my signature, I certify that I am authorized to act on behalf of Applicant in this matter and that, pursuant to ORS 279A.110, Applicant has not discriminated and will not discriminate against a subcontractor in awarding a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

I declare under penalty of perjury that the foregoing is true and correct.

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FORM D – Certification of Disadvantaged Business and Business Designation

Applicant certifies that it [check one] ☐is ☐ is not certified by the Certification Office for Business Inclusion and Diversity (COBID) under ORS 200.055. [check all that apply]:

Applicant self-certifies that it [check one] ☐is ☐ is not a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business. [check all that apply]:

COBID/Self-Reported YES NO Business

Designation

YES NO

Minority Business Enterprise (MBE): ☐ ☐ Sole Proprietor ☐ ☐

Women Business Enterprise (WBE): ☐ ☐ General Partnership ☐ ☐

Service-Disabled Veteran Business Enterprise

(VBE/SDV):

☐ ☐ Limited Liability Company ☐ ☐

Emerging Small Business (ESB): ☐ ☐ Business Corporation ☐ ☐

Nonprofit Corporation ☐ ☐

• Minority Business Enterprise (MBE): For businesses owned by members of socially and economically disadvantaged minority groups.

• Women Business Enterprise (WBE): For businesses majority-owned by women.

• Service-Disabled Veteran Business Enterprise (VBE/SDV): For businesses owned by service-disabled veterans.

• Emerging Small Business (ESB): A race and gender-neutral program for small businesses, limited to 12 years of participation, focusing on size rather than individual demographics.

If OTC awards a contract to Applicant, Applicant certifies that it will provide the name(s) of any subcontractor(s) that Applicant intends to utilize in the performance of this contract that is certified by COBID under ORS 200.055 as a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns, or an emerging small business.

https://www.google.com/search?q=Service-Disabled+Veteran&oq=Oregon+COBID+Classification&gs_lcrp=EgRlZGdlKgYIABBFGDkyBggAEEUYOTIHCAEQABjvBTIHCAIQABjvBTIHCAMQABjvBTIKCAQQABiiBBiJBTIICAUQ6QcY_FXSAQg5MDQ1ajBqMagCALACAA&sourceid=chrome&ie=UTF-8&mstk=AUtExfDvMtWZilUvYlyJ69uEyWk_q02tkGCB9bx3Z6u9CTuqylm5yWbFSrsKjLhX-yHCluO2m1xnObINWxW-sts_iBvMmYTG2NgKTndA1AipXxDab5TISOyY_zqpKao61VAZMu-4yv0Hiip1PjVLG4LHYkFWX3RhVjC7bEZz7v016nt09mw&csui=3&ved=2ahUKEwjO68ThvIeSAxWvGTQIHc-vCrMQgK4QegQIAxAD https://www.google.com/search?q=Service-Disabled+Veteran&oq=Oregon+COBID+Classification&gs_lcrp=EgRlZGdlKgYIABBFGDkyBggAEEUYOTIHCAEQABjvBTIHCAIQABjvBTIHCAMQABjvBTIKCAQQABiiBBiJBTIICAUQ6QcY_FXSAQg5MDQ1ajBqMagCALACAA&sourceid=chrome&ie=UTF-8&mstk=AUtExfDvMtWZilUvYlyJ69uEyWk_q02tkGCB9bx3Z6u9CTuqylm5yWbFSrsKjLhX-yHCluO2m1xnObINWxW-sts_iBvMmYTG2NgKTndA1AipXxDab5TISOyY_zqpKao61VAZMu-4yv0Hiip1PjVLG4LHYkFWX3RhVjC7bEZz7v016nt09mw&csui=3&ved=2ahUKEwjO68ThvIeSAxWvGTQIHc-vCrMQgK4QegQIAxAD https://www.google.com/search?q=Service-Disabled+Veteran&oq=Oregon+COBID+Classification&gs_lcrp=EgRlZGdlKgYIABBFGDkyBggAEEUYOTIHCAEQABjvBTIHCAIQABjvBTIHCAMQABjvBTIKCAQQABiiBBiJBTIICAUQ6QcY_FXSAQg5MDQ1ajBqMagCALACAA&sourceid=chrome&ie=UTF-8&mstk=AUtExfDvMtWZilUvYlyJ69uEyWk_q02tkGCB9bx3Z6u9CTuqylm5yWbFSrsKjLhX-yHCluO2m1xnObINWxW-sts_iBvMmYTG2NgKTndA1AipXxDab5TISOyY_zqpKao61VAZMu-4yv0Hiip1PjVLG4LHYkFWX3RhVjC7bEZz7v016nt09mw&csui=3&ved=2ahUKEwjO68ThvIeSAxWvGTQIHc-vCrMQgK4QegQIAxAD

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FORM E - Conflict of Interest

Oregon Government Ethics law defines two types of conflicts of interest: actual conflicts of interest (ORS 244.020(1)) and potential conflicts of interest (ORS 244.020(13)).

Disclosure is Mandatory: Firms must submit the Oregon COI Disclosure Form with proposals, detailing relationships with agency personnel or relatives.

☐ I DO NOT have a conflict of interest

☐ I do have a conflict of interest and I have completed the Oregon COI Disclosure Form and have included it in my proposal package.

https://oregon.public.law/statutes/ors_244.020 https://oregon.public.law/statutes/ors_244.020 https://www.google.com/search?q=conflict+of+interest+oregon+procurement+rfp&sca_esv=59623aa993e8ccae&sxsrf=ANbL-n7QumnaW0-Q74NieaqvOGE17miyXQ%3A1768940370713&ei=UuNvabWfK7mp0PEP2cyyqAw&ved=0ahUKEwi1kLOz-JqSAxW5FDQIHVmmDMUQ4dUDCBE&uact=5&oq=conflict+of+interest+oregon+procurement+rfp&gs_lp=Egxnd3Mtd2l6LXNlcnAiK2NvbmZsaWN0IG9mIGludGVyZXN0IG9yZWdvbiBwcm9jdXJlbWVudCByZnAyBRAhGKABMgUQIRigATIFECEYoAEyBRAhGKABMgUQIRigATIFECEYnwUyBRAhGJ8FSIkqUKgeWIglcAF4AJABAJgBdKAB8QKqAQMzLjG4AQPIAQD4AQGYAgWgAoUDwgIOEAAYgAQYigUYhgMYsAPCAggQABjvBRiwA8ICCxAAGIkFGKIEGLADwgIFECEYqwKYAwCIBgGQBgaSBwM0LjGgB60csgcDMy4xuAeCA8IHBTAuNC4xyAcKgAgB&sclient=gws-wiz-serp#sv=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_AEi-QEvc2VhcmNoL2Fib3V0LXRoaXMtcmVzdWx0P29yaWdpbj13d3cuZ29vZ2xlLmNvbSZyZXE9Q2tWb2RIUndjem92TDNkM2R5NXZjbVZuYjI0dVoyOTJMMDlFVDFRdlFuVnphVzVsYzNNdlVISnZZM1Z5WlcxbGJuUXZSRzlqYzB4UVFTOURUMGxmVEZCQkxtUnZZM2dTTXdvbkNnSUljUW9oQ0YxaUhRb01ZM https://www.google.com/search?q=conflict+of+interest+oregon+procurement+rfp&sca_esv=59623aa993e8ccae&sxsrf=ANbL-n7QumnaW0-Q74NieaqvOGE17miyXQ%3A1768940370713&ei=UuNvabWfK7mp0PEP2cyyqAw&ved=0ahUKEwi1kLOz-JqSAxW5FDQIHVmmDMUQ4dUDCBE&uact=5&oq=conflict+of+interest+oregon+procurement+rfp&gs_lp=Egxnd3Mtd2l6LXNlcnAiK2NvbmZsaWN0IG9mIGludGVyZXN0IG9yZWdvbiBwcm9jdXJlbWVudCByZnAyBRAhGKABMgUQIRigATIFECEYoAEyBRAhGKABMgUQIRigATIFECEYnwUyBRAhGJ8FSIkqUKgeWIglcAF4AJABAJgBdKAB8QKqAQMzLjG4AQPIAQD4AQGYAgWgAoUDwgIOEAAYgAQYigUYhgMYsAPCAggQABjvBRiwA8ICCxAAGIkFGKIEGLADwgIFECEYqwKYAwCIBgGQBgaSBwM0LjGgB60csgcDMy4xuAeCA8IHBTAuNC4xyAcKgAgB&sclient=gws-wiz-serp#sv=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_AEi-QEvc2VhcmNoL2Fib3V0LXRoaXMtcmVzdWx0P29yaWdpbj13d3cuZ29vZ2xlLmNvbSZyZXE9Q2tWb2RIUndjem92TDNkM2R5NXZjbVZuYjI0dVoyOTJMMDlFVDFRdlFuVnphVzVsYzNNdlVISnZZM1Z5WlcxbGJuUXZSRzlqYzB4UVFTOURUMGxmVEZCQkxtUnZZM2dTTXdvbkNnSUljUW9oQ0YxaUhRb01ZM

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FORM F - Term Exceptions

Exceptions to the Sample Contract (Exhibit B) will not be accepted after award.

☐ I DO NOT have any exceptions to the Sample Contract (Exhibit B) here within.

☐ I have the following exceptions for consideration to the Sample Contract (Exhibit B) here within.

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EXHIBIT A (Page 26-29) - Standard Insurance Requirements rev. 4/2023

Contractor shall, at its own expense, obtain the insurance coverage required under this Exhibit prior to commencing any work under this Contract. Contractor shall maintain all required insurance in full force and effect, at its own expense, throughout the term of this Contract, including any applicable extended reporting periods, continuous claims-made coverage requirements, and all warranty periods.

All insurance shall be provided by insurers authorized to conduct business and issue coverage in the State of Oregon and that is acceptable to Agency. Except for Professional Liability and Workers’ Compensation insurance, all required coverage shall be primary and non-contributory to any insurance or self-insurance maintained by Agency.

Contractor is solely responsible for payment of all deductibles, self-insured retentions, and any self-insurance obligations.

If Contractor maintains broader coverage and/or higher limits than the minimums shown in this Exhibit, Agency requires and shall be entitled to the broader coverage and/or higher limits maintained by Contractor.

WORKERS’ COMPENSATION & EMPLOYERS’ LIABILITY:

All employers, including Contractor, that employ subject workers, as defined in ORS 656.027, shall comply with ORS 656.017, and provide Workers’ Compensation Insurance coverage for those workers, unless they meet the requirement for an exemption under ORS 656.126(2). Contractor shall require and ensure that each of its subcontractors complies with these requirements. If Contractor is a subject employer, as defined in ORS 656.023, Contractor shall also obtain Employers' Liability Insurance coverage with limits not less than $500,000 each accident.

If Contractor is an employer subject to any other state’s Workers’ Compensation law, Contactor shall provide Workers’ Compensation Insurance coverage for its employees as required by applicable Workers’ Compensation laws including Employers’ Liability Insurance coverage with limits not less than $500,000 and shall require and ensure that each of its out-of-state subcontractors complies with these requirements.

As applicable, Contractor shall obtain coverage to discharge all responsibilities and liabilities that arise out of or relate to the Jones Act with limits of no less than $5,000,000 and/or the Longshoremen’s and Harbor Workers’ Compensation Act.

COMMERCIAL GENERAL LIABILITY:

Contractor shall provide Commercial General Liability Insurance covering bodily injury and property damage in a form and with coverage that are satisfactory to the State of Oregon.

This insurance must include personal and advertising injury liability, products and completed operations, contractual liability coverage for the indemnity provided under this

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Contract, and have no limitation of coverage to designated premises, project, or operation.

Coverage must be written on an occurrence basis in an amount of not less than $1,000,000 per occurrence and not less than $2,000,000 annual aggregate limit.

AUTOMOBILE LIABILITY INSURANCE:

Contractor shall provide Automobile Liability Insurance covering Contractor’s business use including coverage for all owned, non-owned, or hired vehicles with a combined single limit of not less than $1,000,000 for bodily injury and property damage. This coverage may be written in combination with the Commercial General Liability Insurance (with separate limits for Commercial General Liability and Automobile Liability). Use of personal automobile liability insurance coverage may be acceptable if evidence that the policy includes a business use endorsement is provided.

PROFESSIONAL LIABILITY:

Required Not required Contractor shall provide Professional Liability Insurance covering any damages caused by an error, omission or any negligent acts related to the services to be provided under this Contract by the Contractor and Contractor’s subcontractors, agents, officers or employees in an amount not less than $1,000,000 per claim and not less than $2,000,000 annual aggregate limit.

If coverage is provided on a claims made basis, then either an extended reporting period of not less than 24 months shall be included in the Professional Liability insurance coverage, or the Contractor shall provide Continuous Claims Made coverage as stated below.

EXCESS/UMBRELLA INSURANCE:

A combination of primary and Excess/Umbrella Insurance may be used to meet the required limits of insurance. When used, all of the primary and umbrella or excess policies must provide all of the insurance coverages required herein, including, but not limited to, primary and non-contributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The umbrella or excess policies must be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, must be called upon to contribute to a loss until the Contractor’s primary and excess liability policies are exhausted.

If Excess/Umbrella Insurance is used to meet the minimum insurance requirement, the Certificate of Insurance must include a list of all policies that fall under the Excess/Umbrella Insurance.

(DRONE) / UNMANNED AIRCRAFT SYSTEMS / UNMANNED AERIAL VEHICLE LIABILITY:

Required Not required Contractor shall provide Drone Liability Insurance covering bodily injury, property damage, and personal and advertising injury caused by owned and non-owned drones including the drone’s payload and/or dispensable loads in a form and with coverage that are satisfactory

1149-1126RFP - Statewide Strategic Communications & Media Relations Consultant Services Page 26 of 38 to the State of Oregon. This insurance shall include premises liability, products and completed operations, contractual liability coverage for the indemnity provided under this Contract, and have no limitation of coverage to designated premises, project, operation, or territory of operation. Coverage must be written on an occurrence basis in a combined single limit amount of not less than $1,000,000 per occurrence.

ADDITIONAL INSURED:

All liability insurance, except for Workers’ Compensation, Professional Liability, Directors and Officers Liability and Network Security and Privacy Liability (if applicable), required under this Contract must include an Additional Insured endorsement specifying the State of Oregon, its officers, employees, and agents as Additional Insureds, but only with respect to Contractor’s goods to be delivered and Services to be performed under this Contract. Coverage shall be primary and non-contributory with any other insurance and self-insurance.

Regarding Additional Insured status under the General Liability policy, Agency requires Additional Insured status with respect to liability arising out of ongoing operations and completed operations, but only with respect to Contractor's goods to be delivered and Services to be performed under this Contract. The Additional Insured endorsement with respect to liability arising out of Contractor’s ongoing operations must be on, or at least as broad as, ISO Form CG 20 10 and the Additional Insured endorsement with respect to completed operations must be on, or at least as broad as, ISO form CG 20 37.

WAIVER OF SUBROGATION:

Contractor shall waive rights of subrogation which Contractor or any insurer of Contractor may acquire against the Agency or State of Oregon by virtue of the payment of any loss.

Contractor shall obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not Agency has received a Waiver of Subrogation endorsement from the Contractor or the Contractor’s insurer(s).

CONTINUOUS CLAIMS MADE COVERAGE:

If any of the required liability insurance is on a claims made basis and does not include an extended reporting period of at least 24 months, then Contractor shall maintain continuous claims made liability coverage, provided the effective date of the continuous claims made coverage is on or before the effective date of this Contract, for a minimum of 24 months following the later of:

(i) Contractor ’s completion and Agency’s acceptance of all goods and Services required under this Contract, or

(ii) Agency’s or Contractor’s termination of this Contract, or

(iii) The expiration of all warranty periods provided under this Contract.

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CERTIFICATE(S) AND PROOF OF INSURANCE:

Contractor shall provide to Agency Certificate(s) of Insurance for all required insurance before delivering any goods and performing any Services required under this Contract. The Certificate(s) of Insurance must list the State of Oregon, its officers, employees, and agents as a Certificate holder and as an endorsed Additional Insured. The Certificate(s) of Insurance must also include all required endorsements or copies of the applicable policy language effecting coverage required by this Contract. If excess/umbrella Insurance is used to meet the minimum insurance requirement, the Certificate(s) of Insurance must include a list of all policies that fall under the Excess/Umbrella Insurance. As proof of insurance, Agency has the right to request copies of insurance policies and endorsements relating to the insurance requirements under this Exhibit.

NOTICE OF CHANGE OR CANCELLATION:

Contractor or its insurer shall provide at least 30 calendar days’ written notice to Agency before cancellation of, material change to, potential exhaustion of aggregate limits of, or non-renewal of the required insurance coverage(s).

INSURANCE REQUIREMENT REVIEW:

Contractor agrees to periodic review of insurance requirements by Agency under this Contract and to provide updated requirements as mutually agreed upon by Contractor and Agency.

STATE ACCEPTANCE:

All insurance providers are subject to Agency acceptance.