Request for Competitive Proposals:

Professional Services County Funding and Mandated Services Research

Submission deadline:

February 23, 2026

Issuing Office:

Association of Oregon Counties

1212 Court Street NE

Salem, OR 97301

(503) 585-8351

REQUEST FOR PROPOSAL – COUNTY FUNDING AND MANDATED SERVICES (Association of Oregon Counties)

I. GENERAL INFORMATION

A. Introduction

The Association of Oregon Counties (“the Association” or “AOC”) is seeking proposals from professional services firms to develop a research strategy and plan for AOC, complete data collection and analysis in support of this plan, generate a report on findings, and support development of communications materials to address why 60% of Oregon counties are struggling to fund mandated services.

B. Schedule

The closing date and time for submission of a Proposal is February 23, 2026, after which proposals will not be accepted.

The Association may cancel the procurement or reject any or all proposals in accordance with ORS 279B.100. Untimely or non‐compliant proposals will be rejected.

The table below represents a tentative schedule of events. All dates are subject to change.

Advertisement/Release of RFP Document January 14, 2026 Deadline to Submit Written Questions, Requests, and Protests January 30, 2026 Proposal Submission Due Date February 23, 2026 Notice of Intent to Award March 13, 2026 Tentative Contract Period April-December, 2026

C. Single Point of Contact

The Single Point of Contact (“SPC”) is identified below:

Mckenzie Farrell Association of Oregon Counties 1212 Court Street NE Salem, Oregon 97301

(503) 585-8351 mfarrell@oregoncounties.org

All communication related to this RFP must be submitted in writing only to the SPC, including all questions, clarifications and protests of proposal terms, conditions, or specifications.

D. Definitions

As used in this Request for Proposal (“RFP”), unless the context requires otherwise:

“AOC,” “Association,” “Association of Oregon Counties,” or “Owner” means Association of Oregon Counties.

“Contract” or “Contract Documents” includes the Purchase Order, if any; the Contract between AOC and Contractor; the RFP; any Instructions to Proposers; the General Conditions of the Contract, if applicable; and the Addenda, if any, incorporated in the Contract Documents before their execution, together with all contracts of a supplemental nature entered into during the progress of the work whether by change order or otherwise, modifying or supplementing any of the Contract Documents.

“Contractor” means the person or persons with whom a Contract is entered into by the Association for the performance of work or the providing of described services.

“Proposer” means the person or persons who submits a Proposal to the Association in response to this RFP.

“Proposal” means a written response to this RFP.

“ORS” means Oregon Revised Statutes.

II. OVERVIEW AND PURPOSE

A. Background

The Association is a governmental entity formed in 1906 through intergovernmental agreement. It currently operates as an intergovernmental entity pursuant to Oregon Revised Statutes Chapter 190. AOC was formed in 1906 to share information and build consensus among Oregon counties. AOC is dedicated to improving the ability of county government to serve Oregonians and has expanded on that mission since 1906. Working with counties, other local government associations and county affiliate and associate organizations, AOC advocates and coordinates on behalf of counties with the state legislature, state agencies, Congress and federal agencies. AOC staff members are experienced and energized by their work with and for counties at the various levels of government.

AOC gathers information about current trends, issues and challenges facing Oregon counties and shares that information in a timely manner. AOC provides county officials with unique opportunities to interact with their colleagues from across the state in regional and statewide gatherings. Great value is found in these gatherings through information sharing, discussion of common concerns and in building a network of contacts for future reference.

B. Purpose

The purpose of this RFP is to solicit for a qualified and dependable professional services firm that can develop a research strategy and plan for AOC on county revenue and expenses, county mandated services, complete data collection and analysis on these factors, generate a report on findings, and support development of communications materials to address why 60% of Oregon counties have a deficit in their General Fund and struggle to fund mandated services.

For additional context, counties are reaching a tipping point in a decades-long trend of increasing budget challenges and more frequent budget shortfalls. These challenges are due to various impacts related to restraints on property tax revenue, changes to shared revenues, timber harvest revenue reductions, inflation, and expanded mandated services. Budget shortfalls threaten a counties’ ability to provide essential public services, many of them mandated by state law, effectively and efficiently. State legislators and the League of Oregon Cities have begun to consider and prioritize efforts to reform Measures 5 and 50 to address structural budget deficits impacting local governments. AOC and counties must be prepared with data and clear unified messaging to inform productive participation in this conversation.

Counties are also impacted by State of Oregon General Fund changes and direct Federal funding provided to counties that may change because of HR 1. AOC needs to ensure it can communicate a comprehensive and nuanced understanding of the role of counties, services provided, funding required to provide services, and limitations to generating local revenue to our partners.

C. Scope of Work

Strategy and Plan

• Develop a research strategy and plan for AOC to address why 60% of Oregon counties are struggling to fund mandated services by:

o Exploring and explaining county revenue sources, that apply to all 36 counties in support of core county government functions, to ensure understanding how funds are utilized.

o Clearly articulating services provided – with a focus on mandated services and expenses connected to providing mandated services that apply to all 36 counties.

o Addressing impacts of constitutional restrictions on revenue raising (Measure 5 (1990) and Measure 50 (1997), underfunded/expanded mandates, changes to shared revenue sources, statutory restrictions (fee caps, etc.).

o Developing a plan to generate a follow up report that is driven by more detailed, comprehensive statewide survey of county budgets, similar to the County Road Needs Study.

Data Structure and Collection

• Develop a structure to compile data related to structural budget deficits. Ensure framework will allow for future systematic collection of data to support AOC’s advocacy and education efforts by AOC staff. Note: AOC is open to discussing data collection methods and how best to support data updates through possible renewal of this annual agreement should funding allow.

• Collect, or facilitate the collection of, data from counties, the Oregon Department of Revenue, legislative history, etc. to support analysis. Data collection may require work with various counties or state agencies by email or interview, and AOC staff.

Findings and Report

• Develop a report (in Word and PowerPoint formats) for distribution to AOC members that can be used as a tool to support understanding of the major and minor revenues that support the fiscal health of county government, and the related services and corresponding expenses.

o Report should include the purpose, methodologies, revenues, mandated services, expenses, and illustrate the main takeaways, and visualizations.

o Report should include, at minimum, information on the impact of property tax restrictions, shared revenues, fee restrictions, levies, and revenue constraints for natural resource-based counties.

o Report should be drafted to allow AOC staff to update figures and report changes in future years. All data files will be provided to AOC in Excel format.

o Report should incorporate information presented previously in the AOC Shared Services and Revenue Reports.

o Report should tee up ability to communicate funding gaps/needs, similar to what is presented in the County Road Needs Study.

o Report should be presented verbally to the AOC Board of Directors.

• Develop a report summary with high level findings from the report overall.

Communications and Messaging

• Support development of messaging and advocacy materials/toolkit based on report outcomes to educate members on effective ways to communicate report findings with stakeholders. Include a communication plan to share findings with AOC members and stakeholders.

Meetings and Support

It is expected that monthly meetings – at a minimum - will be held to discuss progress, obtain feedback, and review deliverable drafts. The selected proposer will provide regular meeting agendas, summary updates, and other administrative deliverables as needed to advance the project.

The selected proposer will work alongside staff to ensure consistency and provide technical expertise in data collection and analysis.

Timeline

• March 30: Project Kick-Off

• April 27: Monthly Meeting

• May 25: Monthly Meeting

• June 22: Monthly Meeting

• July 27: Monthly Meeting

• August 24: Monthly Meeting

• September 30: Monthly Meeting

• October 26: Monthly Meeting

• November 30: Monthly Meeting

• December 14: Monthly Meeting

D. Association Responsibilities

The Association intends to provide project management services, specifically the coordination of the work, contract management, and timely review of Contractor submittals.

III. PROCUREMENT REQUIREMENTS

A. Pre‐Qualification

Pre‐qualification is not required for the performance of this work.

B. Proposal Submissions

The Proposal should follow the format and reference the sections below. The Proposal should be no more than 12 pages long, excluding supporting documents. The Proposal must contain:

1. A separate transmittal letter signed by an authorized representative that includes:

a. A statement that the Proposer understands the Scope of Work;

b. An identification of the specific types of services to be provided by the Proposer;

c. A statement, in sufficient detail, of the resources, personnel, and operations that the Proposer will utilize to achieve the Scope of Work;

d. A statement that the Proposer accepts all the terms and conditions contained in the RFP;

e. A statement that, if selected, the Proposer and any subcontractors or subconsultants will satisfy the insurance coverage requirements for the services offered;

f. A statement that, if selected, the Proposal will enter into a Contract with the Association consistent with the RFP and the Proposal;

g. A certification that Proposer shall comply with the provisions of the Immigration Reform and Control Act of 1986 regarding the verification of employment eligibility;

h. A disclosure of any and all judgments, pending or expected litigation, or other real or potential financial reversals that might materially affect the viability or stability of the proposing organization, or a representation that no such condition is known to exist;

i. If Proposer is a national firm, they need to disclose the above information for their region and all material judgments and pending or expected litigation on a nation‐wide basis. If no such terminations for default have occurred, so indicate;

j. A demonstration of the Proposer’s legal capacity to do business in the State of Oregon, including its federal tax identification number and Secretary of State Corporation Division Business Registry number;

k. A certification no director, officer, agent, or employee of the Association who has a pecuniary interest in the Proposal has participated in the contract negotiations on the part of the Association, that the Proposal is made in good faith without fraud, collusion or connection of any kind with any other proposer of the same call for proposals, and that the Proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm; and

l. If applicable, a statement of qualification as a minority‐owned, women‐owned, and emerging small business enterprises.

2. Identification of Key Personnel and Contact Information:

a. The name, address, and telephone number of Proposer;

b. If appropriate, the names, business address and telephone number of Proposer’s officers, directors and associates and the names and addresses of any parent or subsidiary. This information should describe the nature of the work and the line of authority of these individuals and/or companies as they relate to this project;

c. Identification of the individuals comprising the team assigned to this project and what specific role each will take in completing the work;

d. Names and qualifications of outside consultants and associates that will be employed to assist on this project; and

e. As applicable, a statement of the professional qualifications, education, licensure, and credentials of the personnel who will be performing the Scope of Work

3. Satisfactory evidence of ability to meet the Scope of Work:

a. A statement of relevant current and past experience as it relates to the Scope of Work, including a list of comparable projects performed for local governments and/or associations;

b. A minimum of three (3) business references, including names, addresses and phone numbers plus a description of the type of work you performed for them;

c. A work plan describing your approach to designing, managing and coordinating this project. The description should, at a minimum, include all tasks listed in the Scope of Work;

d. A tentative schedule for completion of the Scope of Work;

e. Identification of any steps/tasks not included in the Scope of Work that you think would materially affect the quality of the project;

f. A written summary identifying the types of information, data and assistance expected from the Association in order to complete this project; and

g. Any additional information the Association may reasonably use to formulate an opinion about the stability and financial strength of Proposer.

4. Pricing

a. A statement of the total price for the Scope of Work;

b. A statement of all costs for which the Association shall be directly responsible;

c. A standard fee schedule for the project costs, including labor rates; and

d. A separate itemized statement of any promotional or discounted rate.

Proposals that do not provide all required information, in the form specified, may be rejected.

IV. SOLICITATION PROCESS

A. Notices

The RFP package with minimum specifications and required proposal documents may be obtained from the AOC website www.oregoncounties.org or by contacting AOC at (503) 585- 8351, or email at info@oregoncounties.org. Documents will not be mailed to prospective Proposers.

B. Pre-Proposal Conference

A Pre-Proposal conference will not be held for this RFP.

C. Questions/Requests for Clarification

All inquiries, whether relating to the RFP process, administration, deadline, or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via postal mail or email;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP in question (i.e. page, section and paragraph number)

Questions and requests for clarification must be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section I.B.

D. Protests

Proposer may submit a written protest of anything contained in this RFP, including but not limited to, the RFP process, specifications, scope of work, and the proposed Contract Documents. This is Proposer’s opportunity to protest the provisions of the RFP.

All protests must:

• Be submitted to the SPC via postal mail or email;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including (a) the grounds that demonstrate how the procurement process is contrary to law or unnecessarily restrictive; and (b) evidence or documentation that supports the grounds on which the protest is based; and

• State the proposed change(s) to the RFP or other relief sought.

Protests must be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section I.B.

E. Proposal Modification or Withdrawal

If a Proposer desires to make modifications to a submitted Proposal, the Proposer must submit its modification to the SPC prior to the date and time identified in the Schedule in Section I.B.

If a Proposer desires to withdraw a submitted Proposal, it must submit to the SPC a written notice signed by an authorized representative of its intent to withdraw, prior to the date and time identified in the Schedule in Section I.B.

V. SELECTION PROCESS AND EVALUATION CRITERIA

A. Evaluation Criteria

The Association will act as the sole judge of all proposals. Final selection will be made based upon the following criteria:

1. Demonstrated understanding, approach, and explanation of the services offered as it relates to the desired outcomes as outlined in the scope of services. (25%)

2. Methodology and work plan showcasing clarity, feasibility, organization of Proposal and approach to accomplishing the Scope of Work. (30%)

3. Demonstrated qualifications, experience, and capacity of the firm and primary project staff in providing financial analysis, research planning, data collection, and reporting for local government or association entities. Also of interest is qualifications of the firm, or firm sub-contractor, in the areas of legislative advocacy and communications/public relations. Verification of positive references with other clients will be considered in the evaluation process. (25%)

4. Cost Estimate and Value outlining the reasonableness of the Proposal relative to the depth of the proposed work. This will include: the total costs for providing each phase of the project and the quality of work to be delivered based on Proposer’s fee. (20 %)

After any applicable preference has been applied, the Association will determine the rank of each Proposal, with the highest score receiving the highest rank and successive rank order determined by the next highest score.

B. Selection/Evaluation Process

The selection process will involve the following steps:

A. The Association, or its designees, will evaluate responses to this RFP. Emphasis will be placed on identifying firms whose qualifications best meet the project’s Scope of Work.

B. Interviews with finalists may be held at the discretion of the Association.

C. Based on an evaluation of all materials pursuant to the above criteria, the Association will award the contract to the responsible proposer whose proposal the Association determines is the most advantageous to the Association.

D. The Association will pursue the development of a service agreement covering fees, timetable, performance standards, etc.

If an agreement cannot be reached, the Association will consider the next most advantageous proposal.

VI. AWARD OF CONTRACT

A. Notices

The Association shall mail a written notice of award to all proposers. The written notice of award of the contract shall constitute a final decision of the Association to award the contract if no written protest of the notice of award is submitted within fourteen (14) calendar days of the notice of award is emailed/mailed.

If a protest is timely filed, the notice of award is a final decision of the agency only upon issuance of a written decision denying the protest and affirming the award. The notice of award and any written decision denying or approving a protest shall be sent to every proposer.

B. Protest of Award

Any actual proposer who is adversely affected or aggrieved by the Association’s notice of award to another Proposer on the same solicitation shall have fourteen (14) calendar days after notice of award to submit to the Association a written protest of the notice of award. The Association shall not entertain a protest submitted after the time period established in this rule. A Proposer is adversely affected or aggrieved only if the Proposer is eligible for award of the contract as the next highest‐ranked responsible proposer and is next in line for award; i.e., the protester must claim that all higher‐ranked proposers are ineligible for award because they are nonresponsive or non‐responsible.

All protests must:

• Be submitted to the SPC via postal mail or email;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the grounds upon which the protest is based; and

• Include any supporting evidence to support the grounds on which the protest is based.

An issue that could have been, but was not, raised as a request for clarification or protest of a specification shall not be grounds for a protest of award.

C. Reservation of Agency Rights

The Association expressly reserves the following rights:

1. To reject all proposals;

2. To reject any proposal or proposals not in compliance with all prescribed public proposal procedures and requirements;

3. To reject any proposal or proposals not meeting any specifications set forth herein;

4. To waive any or all irregularities in proposals submitted;

5. To award any or all items or services contained in the RFP;

6. To consider the competency and responsibility of proposers in making any award.;

7. In the event any proposer or proposers to whom a contract is awarded shall default in executing said formal contract, to re‐award the contract to another proposer or proposers;

8. To obtain proposals from other firms for specific jobs and to select any firm for a given job; and

9. To supply or specify materials, equipment and subcontracting.

D. Contract

Should the Association select a firm in response to this RFP, the awarded Proposer is required to enter into a Contract with the Association. A copy of the Contract Documents is available upon request by contacting the SPC. Any modifications to the terms will be determined by the Association.

VII. MISCELLANEOUS

A. Right to Cancel/Reject/Modify

The Association may, at its sole discretion, may reject any or all Proposals, in whole or in part, or may cancel or modify this RFP when the rejection, cancellation, or modification is in the best interest of the Association, as determined by the Association. The Association may waive any irregularities without disqualifying the proposal. The issuance of this RFP does not bind the Association to award a service agreement for services described herein.

B. Ownership of Materials

Upon delivery, all proposals received in response to this RFP shall become the property of the Association. All proposals shall become a matter of public record and shall be regarded as public records except for those parts of each proposal which are defined by the Proposer as business or trade secrets, provided that said parts are submitted in a sealed envelope and clearly marked as “trade secret”, “confidential” or proprietary.” The above designation shall not include cost or price information, which must be open to public inspection. Proposals, including supporting materials, will not be returned to the Proposer.

C. Reasonable Inquiry

The Association may conduct any reasonable inquiry to determine the responsibility of the Proposer. The submission of a Proposal constitutes permission by the Proposer for the Association to verify all information contained therein. If the Association deems it necessary, additional information may be requested from any Proposer. Failure to comply with any such request may disqualify a Proposer from consideration.

D. Governing Law

This RFP is governed by the laws of the State of Oregon. In no event shall anything in this RFP be construed as a waiver by the Association of any form of defense or immunity to or from any claim.