2026-13377 RFP.pdf

Solicitation Number 2026-13377 (S063 RPF On-call vs3.1 1/26)

REQUEST FOR PROPOSALS

On-Call Printing Services

Solicitation Number 2026-13377

September 4, 2026

Single Point of Contact: Kim Alandar (See Section 1.6)

E-mail: kim.alandar@portofportland.com

Proposals Due: Not later than 3:00 PM, October 6, 2026

LATE PROPOSALS MAY NOT BE ACCEPTED

Pre-Proposal Meeting:

A pre-proposal conference will not be held for this solicitation.

TABLE OF CONTENTS

1 OVERVIEW 1

1.1 Introduction 1

1.2 Services 1

1.3 Shared Prosperity Initiative 1

1.4 Sample Contract 1

1.5 Task Orders 2

1.6 Single Point of Contact 2

1.7 Minimum Requirements 2

1.8 Airport Security and Badging Requirements 2

1.9 Security Requirements at Other Premises 3

2 PROPOSAL PROCESS 3

2.1 General 3

2.2 Pre-Proposal Interpretation of Contract Documents 3

2.3 Public Disclosure of Proposals 4

2.4 Electronic Submission of Proposals 5

2.5 Protests 6

3 PROPOSAL STRUCTURE CONTENT AND EVALUATION CRITERIA 8

3.1 Preparation 8

3.2 Format 8

4 PROPOSAL CONTENT AND EVALUATION CRITERIA 8

4.1 Shared Prosperity Initiative - Weight 25 8

4.2 Qualifications/Experience of Provider and Team – Weight 20 9

4.3 Project Approach – Weight 20 9

4.4 Cost/Fees - Weight 25 10

4.5 Sustainability 10 10

5.5 Negotiations 11

RFP SCHEDULES

1.2 Scope of Services

2.3.3 Certification of Trade Secrets

2.4.2 Subcontractor Information Form

3.2.1 Proposal Form

4.4.1 Rates

EXHIBITS

1.4 Sample Contract

Solicitation Number 2026-13377 (S063 RPF On-call vs3.1 1/26) Page 1 of 11

1 OVERVIEW

1.1 Introduction

The Port of Portland (Port) is soliciting proposals from experienced firms or teams of firms

(the Provider or Providers) capable of providing services to the Port on this RFP for On-

Call Commercial Printing Services. The Port intends to award one or more highly qualified

Provider(s) a contract with a term of up to five years.

1.2 Services

See Schedule 1.2 for the full scope of services.

1.3 Shared Prosperity Initiative

Shared Prosperity refers to the fair distribution of economic opportunities and benefits across all communities. It involves intentional effort to see that growth and success are broadly shared and contribute to long-term social and economic well-being.

1.3.1 Community Investment

a) The Port describes community investment as the dedication of time, resources and services to help build a region where local communities play a central role in shaping social and economic change. The Port’s commitment to shared prosperity includes valuing and supporting strong, meaningful partnerships with communities most impacted by the Port’s business.

b) To further this commitment, when evaluating proposals the Port will consider how the Provider has invested in and partnered with communities. Consideration will be given to those demonstrating, either directly or through partnerships with community groups, a successful track record of investing in local groups and/or initiatives that support the Port’s mission, vision and values.

1.3.2 Workforce Development

a) The Port is committed to advancing access to quality jobs through investments in workforce development. This includes encouraging efforts that improve workplaces, create job opportunities, support skill-building, and build career pathways.

b) The Port encourages Providers to consider strategies such as hiring local residents, supporting pre-apprenticeship and apprenticeship programs, and collaborating with workforce development partners.

1.3.3 Small Business Engagement

The Port encourages all Providers to find creative ways to invest in the growth and development of small, local and emerging businesses.

1.4 Sample Contract

Provided acceptable proposals are received, the Port intends to enter into one or more contracts based on this RFP. Such contract(s) shall be subject to the Port’s standard terms and conditions provided for review as Exhibit 1.4 Sample Contract and its associated Schedules.

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1.5 Task Orders

Work will be issued to successful Providers as needed under written Task Orders. The amount of each Task Order will be based on the scope of services provided. Services will be assigned when required on a nonexclusive basis. The Port makes no guarantee of a certain minimum amount of work under any contract which may result from this RFP.

1.6 Single Point of Contact

Kim Alandar, Principal Procurement Specialist, is the solicitation manager for this RFP and is the Single Point of Contact (SPC) for Providers during the RFP process (refer to

Section 2.1.4 for information on questions). Contact with other Port employees, officials, or representatives regarding this RFP, including without limitation any attempt to influence a member of the evaluation team is prohibited. Such conduct by a Provider will be grounds for immediate rejection of its proposal.

1.7 Minimum Requirements

• At least three (3) years of experience providing commercial printing services to large organizations and/or government agencies.

• The ability to efficiently produce high-volume, high-quality work.

• Accept digital orders and securely receive electronic files.

• Provide pickup and delivery service to the Port Headquarters Office within one (1) hour of notification that work is ready.

• Support multiple authorized Port staff in placing and receiving orders, including pickup and delivery throughout the Portland metropolitan area and surrounding regions.

• Accommodate rush orders with delivery within four (4) hours when requested.

• Meet standard turnaround times of one (1) to three (3) business days for routine orders, while providing same-day service for rush requests and fulfilling weekend orders as needed.

• Maintain secure procedures for handling, storing, and destroying confidential documents.

• Ability to submit all estimates in writing.

1.8 Airport Security and Badging Requirements

The successful Provider will be required to comply with all rules and regulations governing airport security, including but not limited to the security and badging requirements set forth in the PDX Rules (available at http://cdn.portofportland.com/pdfs/PDX_Rules.pdf), and regulations promulgated by the U.S. Transportation Security Administration (TSA) and the U.S. Federal Aviation Administration (FAA), as more fully described in the sample contract attached as Exhibit 1.4 and its associated Schedules. Providers are encouraged to obtain and thoroughly review the PDX Rules and other governing rules and regulations before submitting a proposal.

http://cdn.portofportland.com/pdfs/PDX_Rules.pdf

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1.9 Security Requirements at Other Premises

The successful Provider will be required to comply with all applicable security requirements for all Port premises where services are performed, as more fully described in Exhibit 1.4 Sample Contract and its associated Schedules. Providers are encouraged to obtain and thoroughly review applicable security requirements before submitting a proposal.

2 PROPOSAL PROCESS

2.1 General

2.1.1 Evaluation

Proposals will be evaluated by a Port evaluation team. The evaluation will be in accordance with Section 3.2.2, Required Submissions and Evaluation Criteria, and may include requests by the team for additional information, oral discussions, site visits, and inquiries into the experience and responsibility of the Provider.

2.1.2 No Obligation to Award, Costs; Cancellation or Rejection

The issuance of this RFP, and the receipt and evaluation of proposals, does not obligate the Port to award a contract. The Port will not pay any costs incurred in responding to this RFP. The Port may cancel this RFP or reject any or all proposals in accordance with

ORS 279B.100.

2.1.3 Commencement of Work

The successful Provider may not commence work until receipt of a fully executed contract.

2.1.4 Questions

All questions relating to this RFP must be posed through the Port’s online bidding system at www.portofportland.com/Business/Vendors. Questions received fewer than five (5) business days prior to the deadline for receipt of proposals may not be considered.

2.2 Pre-Proposal Interpretation of Contract Documents

2.2.1 Changes to RFP

a) The Port reserves the right to make changes to the RFP. Changes will be made by written addendum which will be issued to all prospective Providers listed for the RFP in the Port’s online bidding system.

b) Prospective Providers may request or suggest any change to the RFP by submitting a written request through the Port’s online bidding system. The request shall specify the RFP provision in question and contain an explanation for the requested change. The request must be submitted at least five (5) business days prior to the deadline for receipt of proposals.

c) The evaluation team will evaluate all requests submitted but reserves the right to determine whether to accept the requested change.

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2.2.2 Amend or Withdraw Proposal

A Provider may amend or withdraw its proposal any time prior to the time and date established for proposal submission.

2.3 Public Disclosure of Proposals

2.3.1 General Rules

a) Oregon’s Public Records Laws

Pursuant to Oregon’s public records laws (ORS 192.311 to 192.431), any information provided to the Port pursuant to this RFP is subject to public disclosure in response to a public records request.

b) Oregon Public Contracting Code Disclosure Limitations

Consistent with ORS 279B.060(6)(a), the Port:

does not make proposals open for public inspection until after the notice of intent to award a contract is issued, and at the Port’s election, may open proposals in a manner to avoid disclosing contents to competing Providers during the process of negotiation (except that the Port will make available the identity of all Providers after the proposals are opened).

2.3.2 Exemptions from Disclosure

a) Exemptions Generally

The general public disclosure requirement under Oregon’s public records laws is subject to a number of exemptions. The Port advises each Provider to reference Oregon’s public records laws and to consult with its own legal counsel regarding public records issues prior to submitting a proposal.

b) Trade Secrets

Consistent with ORS 279B.060(6)(b), after the Port issues notice of intent to award the

Port may withhold from disclosure certain, specific information within a proposal that is exempt from disclosure as “trade secrets” under ORS 192.345(2). Such information must be properly marked in accordance with Section 2.3.3b) below and remains subject to disclosure as described in Section 2.3.3b) below.

c) Information Submitted in Confidence

Unless expressly provided otherwise in this RFP or in a separate written communication from an authorized representative of the Port, the Port does not oblige itself to withhold from public disclosure any proposal information submitted “in confidence” as provided under ORS 192.355(4) unless the information is otherwise exempt from disclosure under

Oregon law. The Port considers proposals submitted in response to this RFP to be submitted in confidence only until the Port completes its evaluation of all proposals and publicly announces the results.

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2.3.3 Properly Marking Information Believed to be Exempt

a) Generally

If a Provider believes that any specific information within its proposal is exempt from disclosure under Oregon’s public records laws, the Provider must:

prominently mark all such specific information as exempt in its proposal, and submit a duplicate copy of its complete proposal, with only the specific information that the Provider believes is exempt redacted such that it is not legible to readers.

Marking the entire proposal as exempt from disclosure or marking lengthy passages as exempt in a “blanket” manner, is not acceptable and the Port may consider such proposals to be improperly marked (refer to Section 2.3.4 below regarding improperly marked proposals). When exempt information is mixed with nonexempt information, the nonexempt information must be disclosed. The Port reserves the right to determine, in its sole discretion, whether a proposal has been properly marked to assert exemptions from disclosure.

b) Trade Secrets

If a Provider believes that any specific information within its proposal is exempt from disclosure as a “trade secret” under ORS 192.345(2), then in addition to meeting the proposal marking and submission requirements set forth in Section 2.3.3a) above the

Provider must complete and submit with its proposal a Certification of Trade Secret in the form attached as Schedule 2.3.3.

2.3.4 Improperly Marked Proposals

The fact that a Provider marks information in its proposal as exempt from disclosure does not necessarily mean that the information is exempt. Upon the receipt of a public records request, the Port will make an independent determination regarding the applicability of exemptions that have been asserted in properly marked proposals. Providers are cautioned that improperly marked proposals are subject to disclosure in their entirety, without notice to the Provider. If a Provider fails to identify information in a proposal that the Provider believes is exempt from disclosure, the Provider waives any future claim that such information is exempt.

2.4 Electronic Submission of Proposals

2.4.1 Requirements

Each Provider’s submission in response to this RFP must include:

a) A single file that includes the complete proposal including a completed Schedule

3.2.1, Proposal Form

Example: File name format: RFP [Solicitation Number] Proposal [Business Name].pdf

b) A completed Schedule 2.4.2, Subcontractor Information Form, as a separate PDF file; and

Example: File name format: RFP [Solicitation Number] Subcontractor Information Form

[Business Name].pdf

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c) If applicable pursuant to Section 2.3.3 above, include one file that contains a completed Schedule 2.3.3 Certification of Trade Secret form and a redacted copy of the complete proposal, as provided in such subsection.

2.4.2 Subcontractor Information Form

Proposals must include information regarding proposed subcontractors on Schedule

2.4.2, Subcontractor Information Form, to provide accurate records of all firms performing work under this contract.

2.4.3 Proposal Submission Method

Proposals must be submitted by electronic means by uploading Adobe Acrobat, Microsoft

Word, and/or Excel files to the Port’s online bidding system in one .zip file. Do not use spaces, dashes, or any punctuation other than periods (.) in the file name uploaded into the system.

2.4.4 Period of Irrevocability

Proposals will be offers that are irrevocable for a period of sixty (60) days after the time and date proposals are due. Proposals must contain the name, address, email, and telephone number of an individual or individuals with authority to bind the company during the period in which the proposal will be evaluated.

2.5 Protests

2.5.1 Protest Submission

A Provider or prospective Provider who wishes to object to or protest any aspect of this procurement as provided under ORS Chapter 279B, including but not limited to matters that are apparent on the face of the solicitation documents (such as the Scope of

Services, specifications, and Exhibit 1.4 Sample Contract and its associated Schedules) and the award of the contract must deliver a written protest to the Manager of Contracts and Procurement via email to: popcontracting@portofportland.com. A protest is delivered for the purposes of this paragraph when it is received by the Port’s Contracts and

Procurement Department staff.

2.5.2 Protest Content; Incomplete Protests; Port Investigation and Response

A protest will be deemed to include only the documents delivered timely pursuant to this paragraph. It must identify the prospective Provider’s name and contact information and be sent by an authorized representative of the Provider. It must contain all information required for protests under ORS Chapter 279B, clearly state all grounds for the protest and the relief sought, and include all supporting evidence, in the form of physical evidence, documents, or affidavits. The Port reserves the right to decline to consider protests that do not include the required information. The Port may investigate as it deems appropriate in reviewing the protest and will issue a written decision in response to the protest.

mailto:popcontracting@portofportland.com

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2.5.3 Timeliness

a) Matters that are Apparent on the Face of the Solicitation Documents or that are Otherwise Known or Should Have Been Known

If the protest relates to matters that are apparent on the face of the solicitation documents or to matters that are otherwise known or should have been known to the protester, the protest must be delivered no fewer than five (5) business days prior to the deadline for the Port’s receipt of proposals.

b) Other Matters (including Contract Award)

If the protest relates to other matters, including but not limited to the award of the contract, it must be delivered as soon as possible, and in no event more than five (5) business days, after the protester knows or reasonably should have known of the award of the contract, the Port’s intent to award the contract, or other matters to which the protest is addressed. If the Port receives only one proposal, the Port may dispense with the intent to award protest period and proceed with negotiations and award.

c) Untimely Protests

The Port reserves the right to decline to review untimely protests.

2.5.4 Right to Protest Contract Award (Specifically)

In addition to meeting the other protest requirements set forth in this RFP, a Provider may only protest the award of the contract (or notice of intent to award the contract, whichever occurs first), if the Provider is adversely affected because the Provider would be eligible to be awarded the contract in the event the protest was successful and the reason for the protest is one of the reasons specified in ORS 279B.410(1)(b).

2.5.5 Appeal Rights

If a protester disagrees with the written decision issued by Port’s Manager of Contracts and Procurement, the protester may appeal in writing to the Port’s Executive Director.

The written appeal must clearly state the grounds on which the Provider believes the

Port’s protest decision should be overturned and must include all legal arguments and all evidence in support of the appeal, in the form of physical evidence, documents, or affidavits. The Executive Director will issue a written decision to the protest. The

Executive Director may decline to consider a late appeal.

2.5.6 Action after Denial of Protest and Appeal

The Port may proceed with the procurement after denial of the protest or denial of the appeal, including but not limited to contract award, execution, and performance.

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3 PROPOSAL STRUCTURE CONTENT AND EVALUATION CRITERIA

3.1 Preparation

Proposals should be prepared simply and economically, providing a straightforward, concise description of the Provider’s ability to satisfy the requirements of this RFP.

Responses to each section and subsection should be labeled to indicate the criterion being addressed. Submissions of technical literature, display charts, or other supplemental materials are the responsibility and within the discretion of the Provider.

The Port is not responsible for any expense incurred in the preparation of proposals.

3.1.1 Providers must provide complete information in their proposals. A proposal response to Section 3.2.2 shall be in a font size no smaller than 10 points and shall not exceed 15 electronic 8.5x11 pages, including pictures or diagrams. Pages should be numbered consecutively utilizing the provided Proposal Form as the first page. The following will not be considered in total pages submitted for the purposes of the page limit:

section separators, affidavits (if required), and the Proposal Form. If a Provider exceeds the page limit stated above in responding to Section 3.2.2, the Port will consider only the information stated in the pages within the limit and may decline to consider information in pages beyond the limit.

3.2 Format

Proposals shall conform to the following format:

3.2.1 Part I - Proposal Form

Providers must complete the Proposal Form, attached as Schedule 3.2.1, and include it as the first page of their proposal. This form does not count toward the page limitation.

3.2.2 Part II - Required Submissions and Evaluation Criteria

Providers must submit information that enables the Port’s evaluation team to evaluate proposals based upon the criteria shown below. If no criteria weighting is shown, then the criteria are listed in their relative order of importance. Although some of the criteria may be given more weight than others, each Provider is expected to provide the Port with a comprehensive proposal which allows the Port to do a complete evaluation against the criteria.

4 PROPOSAL CONTENT AND EVALUATION CRITERIA

Firms interested in being considered for this work must submit the following written information for review by the evaluation team.

4.1 Shared Prosperity Initiative - Weight 25

4.1.1 Community Investment

Provide an overview of how the Provider supports community investment efforts, including partnerships or support provided to local community-based organizations (e.g., non-profits, small business development groups, workforce programs, apprenticeships, adult education programs, vocational training or other educational institutions) within the

Solicitation Number 2026-13377 (S063 RPF On-call vs3.1 1/26) Page 9 of 11 past 12 months. Describe the type and extent of your engagement – such as volunteer activities, financial contributions, technical assistance, or other forms of support – and explain how you measure success in these efforts.

4.1.2 Workforce Development

Provide an overview of your efforts to support, develop, and retain your workforce. This may include strategies related to fair compensation, health and wellness benefits (such as healthcare, childcare, transportation, mental health support, paid parental leave, retirement options, and lactation spaces), training and career advancement opportunities, as well as initiatives to promote employee engagement, safety, and wellbeing. If available, include examples of how your organization measures employee experience and workplace culture. Additionally, describe any partnerships with local organizations that support industry hiring or workforce development, such as vocational training apprenticeships, or adult education programs.

4.1.3 Small and Local Business Engagement

Provide an overview of your approach to subcontracting with small businesses and/or local businesses. Additionally, describe any efforts to mentor or support local emerging firms, including but not limited to participation in the Port’s Mentor-Protégé Program (as a mentor or protégé), technical assistance, or other capacity-building activities. For reference, a directory of Port Mentor-Protégé Program graduates and current protégés is available at: https://portofportland-mpp.com/directory/

4.2 Qualifications/Experience of Provider and Team – Weight 20

4.2.1 Describe experience providing similar commercial printing services.

4.2.2 Describe experience supporting large organizations or public agencies.

4.2.3 Describe experience managing high-volume and rush production.

4.2.4 Provide names and qualifications of lead staff who will be assigned to Port projects.

4.2.5 Provide name of the individual proposed to be assigned as contract representative.

4.2.6 Provide three (3) professional references, including contact names and phone numbers.

4.3 Project Approach – Weight 20

4.3.1 Describe your approach to the following:

• Order intake process

• Proofing workflow

• Rush order process

• Delivery process

• Customer service approach

• Handling revisions

• Weekend support

• Communication during production

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4.3.2 State any proposed deviations from the general requirements of the RFP. All proposed deviations must include a) a written rationale for each proposed deviation; and

b) express proposed revised language. Proposed deviations without inclusion of a) and

b) above will not be considered.

Note: Proposals containing significant proposed deviations or exceptions, including deviations or exceptions to Exhibit 1.4 Sample Contract, will be evaluated accordingly and scoring may be impacted. The Port retains the sole discretion whether to accept proposed deviations or exceptions.

4.4 Cost/Fees - Weight 25

4.4.1 Provide pricing on Schedule 4.4.1 - Rates

Note: Reimbursable expenses must be consistent with the Travel Expense

Reimbursement Guidelines attached to Exhibit 1.4 Sample Contract.

4.5 Sustainability 10

4.5.1 Provide an overview that demonstrates how your business practices contribute to sustainability and social equity innovations. Describe how these innovations are an integral part of the societies and communities in which your firm operates; and how influence extends to the employees, the environment from which your required resources are drawn, and the marketplace in which they participate.

4.5.2 Briefly detail the Provider’s sustainable practices and how the Provider minimizes waste in the life (b)of products and services. Include information on the Provider’s greenhouse gas emissions, particulate emissions, energy consumption, etc.

5 EVALUATION PROCEDURES

5.1 Competitive Range

An evaluation team will determine which proposals are within the competitive range in accordance with all evaluation criteria set forth in Section 4. Only those proposals determined to be within the competitive range will be considered for award.

5.2 Evaluation Team Members

5.2.1 A typical evaluation team consists of 3 or more individuals which will independently score each criteria except as indicated in Section 5.2.2 below, using the evaluation criteria set forth in Section 4.

5.2.2 A subset of evaluation team members having specific expertise may independently evaluate certain evaluation criteria Including, but not limited to Shared Prosperity, and

Cost/Fees.

5.2.3 If functions are performed by individual evaluation team members or by a group consisting of less than the full evaluation team, the evaluation team members performing the functions shall report to the full team a summary of the information gathered or conclusions reached.

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5.2.4 A report of final evaluation results and any recommendation regarding award of a contract may be made to the Executive Director or the Executive Director’s designee without the participation of all evaluation team members, provided that a majority of evaluation team members participate.

5.3 Presentations, Demonstrations, Interviews

Selected Providers may be invited to participate in a presentation, demonstration, or interview stage of the evaluation process. Depending upon the specific situation, Providers may be requested to provide a topic-specific presentation, a product demonstration, or to respond in person to questions related specifically to their proposals and other pertinent matters with respect to the RFP. In such a case the information obtained shall become a factor in overall selection.

5.4 Best and Final Offers

The Port reserves the right to request best-and-final-offers from the highest ranked

Providers. In the event of such a request, submission requirements will be communicated to such Providers.

5.5 Negotiations

The Port will identify the highest-ranked Provider based on the evaluation criteria set forth above in Section 4 and using the procedures set forth above in Section 5. In the Port’s sole discretion, the Port may initiate discussions with the highest-ranked Provider to negotiate terms and conditions, including but not limited to the scope of services, compensation level, and performance schedule. If the Port and the Provider are unable for any reason to negotiate terms and conditions that are reasonable and fair to the Port in the Port’s sole discretion, the Port may, either orally or in writing, terminate negotiations with that Provider and then negotiate with the next-highest ranked Provider. The negotiation process may continue in this manner through successive Providers until an agreement is reached or the Port terminates the selection process.

Solicitation Number 2026-13377 – Schedule 1.2 – Scope of Services Page 1 of 2

SCHEDULE 1.2

Scope of Services

1 SCOPE OF WORK/PRINTING REQUIREMENTS

The Port of Portland seeks one or more qualified Providers to furnish commercial printing, temporary signage, document reproduction, poster/signage production, mounting, finishing, scanning, and related services on an as-needed basis. Services will support a variety of Port departments and facilities, including Portland International Airport (PDX), Port of Portland

Headquarters, and other Port-owned properties.

The Provider shall furnish all labor, equipment, materials, transportation, supervision, and incidental services necessary to produce high-quality printed materials for business, operational, communications, and presentation purposes.

Services may include, but are not limited to:

Commercial Printing

• Black-and-white and full-color digital printing

• High-volume copying and document reproduction

• Letter, legal, tabloid, and other standard-size printing

• Brochures, flyers, newsletters, reports, manuals, booklets, and presentation materials

• Cover stock printing and specialty paper printing

• Flyers – glossy, heavy weight, various sizes

Posters, Temporary Signage, and Presentation Materials

• Posters and informational displays

• Mounted posters and presentation boards

• Stanchion signage specifically:

o Double sided (22 X 28 and 24 X 36) – “premium” photo/satin print mounted to 3mm Converd (tm), and “economy” direct print to DISPA board o Single sided (22 X 28) – “premium” photo/satin print mounted to 3mm Converd (tm), and “economy” direct print to DISPA board Double-sided (24 X 24), Converd (tm) o Single-sided (21 X 20.5, 32 X 20.5) Sintra o Anti-graffiti treatment on above signage

• Foam core, illustration board, recycled board, Bio-Board, and Gator Board mounting

• Laminating and dry erase laminates

• Photo-quality printing for presentations and displays

• Vinyl banners with grommets

• Banner bugs/pop up banners

• Table-top signage

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Binding and Finishing

• GBC, coil, edge, perfect, staples and drill/post binding

• Folding

• Three-hole drilling

• Cutting, trimming, and finishing services

• Plastic framing and other presentation finishing options

Delivery Services

• Pickup and delivery of materials to Port facilities within one (4) hours of notification that work is ready.

• Support multiple authorized Port staff in placing and receiving orders, including pickup and delivery throughout the Portland metropolitan area and surrounding regions.

• Ability to accommodate rush orders within a mutually agreed upon time period.

• Meet standard turnaround times of one (1) to three (3) business days for routine orders, while providing same-day service for rush requests and fulfilling weekend orders as needed.

• Weekend production and delivery as needed

Printing requirements:

The following guidelines shall be observed in the design, layout, and production.

• Size, stock, texture, finish, and color will be determined by the Port Project Manager.

• Layout/Artwork: The Project Manager will furnish file, in eps, ai, jpg, tiff, or pdf file format.

The Contractor must specify scale and resolution (dpi, ppi) required for the output device as well as ftp or delivery options.

• Proofs: Color proofs shall be provided by the Provider for approval by the Port Project Manager within a mutually agreed timeline after the file is provided. The Port Project Manager will be the final judge on all artwork. Any revisions shall be made within a mutually agreed upon timeline once reviewed by the Project Manager.

• Final Product: Shall be delivered within a mutually agreed upon timeline once approved by the Port Project Manager. Work which does not meet the quality standards expected by the Port, whether from the Provider or its subcontractors, will be rejected and shall be replaced immediately by the Provider at no additional cost to the Port.

• Ink shall be non-smearing permanent ink. The printing shall be sharp and clear without smudging, skips, intensity changes, or bleeding of characters. The Port Project Manager will specify the color pattern to be used for the project.

• Print Quality: Shall be “Showcase Work”. Showcase quality is defined as: Requires no variation in register: nearly perfect alignment in crossovers and backdrops; precise ink density across the sheet and sheet-to-sheet throughout the run; dense solids, tints and halftones are even, with no mottling or ghosts; rare hickey, no scrumming or setoff, no smudges or wrinkles.

For ease of reference, ORS 192.345(2) states as follows: “‘Trade secrets,” as used in this section, may include, but are not limited to, any formula, plan, pattern, process, tool, mechanism, compound, procedure, production data, or compilation of information which is not patented, which is known only to certain individuals within an organization and which is used in a business it conducts, having actual or potential commercial value, and which gives its user an opportunity to obtain a business advantage over competitors who do not know or use it.” (2017)

Solicitation Number 2026-13377 – Schedule 2.3.3 Certification of Trade Secret Page 1 of 1

SCHEDULE 2.3.3

CERTIFICATION OF TRADE SECRET

(***Only Submit this form if specific proposal information is marked as exempt from disclosure as trade secrets***)

Port of Portland Solicitation Name: __________________________________________

Port of Portland Solicitation Number: _________________________________________

Provider Name: _________________________________________________________

Authorized Representative: Name (print): ____________________________________

Title: ______________________________________

E-mail: ____________________________________

The authorized representative named above certifies as follows:

1. I am an authorized representative of the Provider, and the Provider has approved of my submittal of this certification.

2. I understand that the proposal is a public record subject to disclosure in its entirety under Oregon’s public records laws (192.311 through 192.431) except where specifically exempt from disclosure, as described in more detail in the RFP.

3. I have read and am familiar with ORS 192.345(2), which conditionally exempts “trade secrets” from public disclosure.1

4. I have read and am familiar with the proposal and I believe in good faith that all information specifically marked as “exempt from disclosure” in the proposal constitutes trade secrets, unless a different exemption is claimed.

5. I am aware that, pursuant to this RFP, improperly marked proposals are subject to disclosure in their entirety without any independent review by the Port and without notice to the proposer.

Signature of Authorized Representative __________________________Date________

Solicitation Number 2026-13377 - Schedule 2.4.2 (C023 Subcontractor Information Form vs3.1 1/26) Page 1 of 1

SCHEDULE 2.4.2

SUBCONTRACTOR INFORMATION FORM

Submit the following information for both the Provider and ALL proposed subcontractors to provide transparency and ensure accurate records of all firms performing work under this contract.

Provider’s intended subcontractor participation is % of total contract dollars.

Provider name:

SBE Name SBE Representative (Name & Email)

Scope(s) of Services to be performed by Subcontractors

Anticipated Dollar Value

Anticipated Percentage of

Overall Contract

Certified

SBE?

Yes/No

☐ Check to confirm that all subcontractors listed have (i) been notified of their inclusion in Provider’s proposal and this Subcontractor Information Form, and

(ii) approved their inclusion.

By signing below, the Provider certifies that the information set forth above is valid and that the listed subcontractors have been notified of and approved their inclusion in Provider’s proposal and this Subcontractor Information Form.

Authorized Signature: Date:[Date] Provider: [Name of Provider]

Name: [Name] Title: [Title] Phone: [Phone] Email: [Email]

Solicitation Number 2026-13377 – Schedule 3.2.1 Proposal Form Page 1 of 2

SCHEDULE 3.2.1

PROPOSAL FORM

On-Call Commercial Printing Services

Solicitation Number 2026-13377

The Provider named below submits this proposal in response to the Port’s Request for

Proposals (RFP) for the contract named above.

The Provider warrants that the Provider has carefully reviewed the RFP and that this proposal represents the Provider’s full response to the requirements described in the

RFP. The Provider further warrants that if this proposal is accepted, the Provider will contract with the Port, agrees to all terms and conditions found in the attached sample contract, and will provide all necessary labor, materials, equipment, and other means required to complete the work in accordance with the requirements of the RFP and contract documents.

The Provider further warrants that the Provider has not and will not discriminate, in violation of ORS 279A.110, or any other local, state or federal law, against any minority, women service-disabled veteran or emerging small business enterprise or other protected individuals, in the development or presentation of this proposal, or in obtaining any required subcontract.

The Provider attests in connection with this solicitation that, as provided under ORS

279B.110(2), Provider has complied with the tax laws of the State of Oregon or a political subdivision of the State of Oregon, including ORS 305.620 and chapters 316, 317 and

318.

The Provider hereby acknowledges the requirement to carry or indicates the ability to obtain the insurance required in the Sample Contract, attached to the RFP. Indicate in the affirmative by initialing here: ______

The Provider hereby acknowledges receipt of Addendum Nos. ___,___,___,___,___ to this RFP.

Solicitation Number 2026-13377 – Schedule 3.2.1 Proposal Form Page 2 of 2

Name of Provider:

Business Address:

Telephone Number:

Fax Number:

Email Address:

Authorized Signature:

Printed/Typed Name:

Title:

Date:

Solicitation Number 2026-13377 – Schedule 4.4.1 - Rates Page 1 of 2

SCHEDULE 4.4.1

Rates

Item Description Unit Price

1 8.5x11 S/S Bond 100% Recycle page $

2 8.5x11 D/S Bond 100% Recycle page $

3 11x17 S/S Bond Copies 100% Recycle page $

4 11x17 D/S Bond Copies 100% Recycle page $

5 11x17 Blank Cover stock page $

6 GBC Bind 11x17 each $

7 3 Hole Drill each $

8 11x17 Z Fold Only page $

9 8.5x11 S/S Color Laser page $

10 8.5x11 D/S Color Copies page $

11 11x17 S/S Color Copy page $

12 11x17 D/S Color Copies page $

13 8.5x11 CLC Cover Stock S/S page $

14 8.5x11 CLC Cover Stock D/S page $

15 11x17 CLC Cover Stock S/S page $

16 11x17 CLC Cover Stock D/S page $

17 12x18/13x19 Color Cover stock S/S each $

18 12x18/13x19 Color Cover stock D/S each $

19 GBC Comb Bind 1-99 Pages each $

20 GBC Comb Bind 100-200 Pages each $

21 GBC Comb Bind Over 200 Pages each $

22 Screw Post Bind Over 200 Pages each $

23 Large Format Bond Copies page $

24 Lg. Format 70# Bond Copies page $

25 Drawing Raster Scans - B&W each $

26 Lg Format .TIF/.PDF Conversion each $

27 8.5x11 TIF/PDF Scan each $

28 22" x 28" Gator Board 3/16" each $

22" x 28" Converd Board 1-3mm direct print, double and single sided each

30 22" x 28" Converd Board 1-3mm photo/satin print mounted each $

31 Dry Mounting each $

32 22" x 28" Laminate, One Side (3-5mm) each $

Solicitation Number 2026-13377 – Schedule 4.4.1 - Rates Page 1 of 2

33 22" x 28" Anti-Graffiti/Dry Erase Lam. each $

34 22" x 28" D2S 3mm Sintra each $

35 22" x 28" D2S 6mm Sintra each $

36 22" x 28" D2S 3/16" Gator Board each $

37 22" x 28" Vinyl Decal each $

38 Pickup & Delivery to Port Facilities Per Delivery $

39 Weekend Service Charge Per Order or %

40 Rush Service Charge (Within 4 Hours) Per Order or %

The services identified in the pricing schedule represent the Port's historical purchasing patterns and are provided for pricing and evaluation purposes only. They are not intended to represent all services that may be requested during the term of the contract.

Written estimates will be required for specific work on an as-needed basis throughout the term of the contract.

Contract Number SAMPLE (C036 Contract Personal Services On-call vs3.1 1/26) Page 1 of 25

CONTRACT NO. SAMPLE

This number must appear on all invoices

EXHIBIT 1.4

PERSONAL SERVICES CONTRACT

On-Call Commercial Printing Services

Parties: Port of Portland ("Port") P.O. Box 3529 Portland, Oregon 97208

[Autofill] ("Provider") [Autofill] [Autofill]

RECITALS

A. The Port issued Solicitation No. 2026-13377 (the "Solicitation"), inviting proposals from experienced Providers for On-Call Commercial Printing Services (the "Services").

B. Provider submitted a written response to the Solicitation.

C. The Port evaluated all submitted responses to the Solicitation and selected

Provider as a provider for the Services.

D. The award of this Personal Services Contract (the “Contract”) is based on this evaluation.

SAMPLE

Contract Number SAMPLE (C036 Contract Personal Services On-call vs3.1 1/26) Page 2 of 25

TABLE OF CONTENTS

1 TERM

2 SERVICES

3 COMPENSATION

4 INVOICING; RELATED SUBMISSIONS

5 PAYMENT; NO WAIVER

6 NO MINIMUM AMOUNT OF WORK GUARANTEED

7 PROVIDER IS INDEPENDENT CONTRACTOR

8 CONTRACT ADMINISTRATORS AND PROJECT MANAGERS; NOTICES

9 KEY PERSONNEL

10 NO ASSIGNMENT

11 SUBCONTRACTING

12 shared prosperity

13 CONFIDENTIALITY

14 INTELLECTUAL PROPERTY, OWNERSHIP OF WORK, ELECTRONIC VERSION

15 RECORDS

16 INSURANCE

17 INDEMNIFICATION; DAMAGE TO PORT PROPERTY

18 CONFLICT OF INTEREST

19 BREACH OF CONTRACT

20 TERMINATION FOR CONVENIENCE

21 SECURITY REQUIREMENTS

22 PUBLIC CONTRACTING CODE

23 CIVIL RIGHTS

24 MISCELLANEOUS PROVISIONS

Contract Schedules

2.1 Scope of Services

2.2.1a) Task Order Worksheet

3.1 Rates

3.4 Expense Reimbursement Guidelines

4.2.1 Sample Invoice

12.3 Subcontractor Information & Certification

16.4.1 Sample Insurance Certificates

18.3 Conflict of Interest - Waivers

Contract Number SAMPLE (C036 Contract Personal Services On-call vs3.1 1/26) Page 3 of 25

AGREEMENT

1 TERM

The term of this Personal Services Contract (the "Contract") shall commence on [Autofill] or the date that this Contract is fully executed by both parties, whichever is later, and shall expire on [Autofill], unless sooner terminated under the provisions of this Contract. The Port shall have [##] options, exercisable sequentially and unilaterally by the Port, in its sole discretion, to extend the term of this Contract for one year at a time. The Port may exercise an option to extend the term by giving the Provider written notice no later than fourteen calendar days prior to the then-current expiration date. Expiration of the Contract term does not excuse Provider's duty to provide all Services relating to work initiated prior to the expiration date, and the completion of those Services shall be subject to the terms of this Contract.

2 SERVICES

2.1 Generally

The general nature, scope, and performance specifications of the Services for Provider’s performance under this Contract are set forth on the attached Schedule 2.1. Specific Services and deliverables shall be set forth in discrete individual written Task Orders signed by an authorized representative of the Port.

2.2 Task Orders

Detailed statements of Services, including without limitation tasks, deliverables, and the required time of performance thereof, will be set forth by written discrete individual Task Orders. Task Orders may only be issued when the parties have negotiated all of the material terms and conditions of the applicable Services in advance, including without limitation the content required under Subsection 2.2.1 a–d below. Provider will be deemed to have accepted all terms and conditions of the Task Order as binding obligations under this Contract unless Provider objects in writing received by the Port Project Manager within three (3) business days from the date of the Task Order.

Provider’s commencement of the Services described in the Task Order will also be deemed to constitute such acceptance unless Provider has objected in writing as provided in this subsection. Certain Task Order requirements follow:

Form, Content

Task Orders must be in writing and, except as expressly provided in Section 2.2.2 below, must be agreed upon and executed by the Port’s designated representative before the applicable Services commence. Each Task Order must include, without limitation:

a detailed statement of the scope of work. A sample Task Order Worksheet for documenting the scope of Services is attached as Schedule 2.2.1(a), a performance schedule stating applicable dates and time periods, and a detailed, line-item budget clearly stating labor and equipment costs (by classifications) and other charges consistent with this Contract’s compensation terms, a list of Provider’s staff that will be working on the Task Order work scope.

Contract Number SAMPLE (C036 Contract Personal Services On-call vs3.1 1/26) Page 4 of 25

Urgent and Unexpected Needs

If the Port determines that the Services are needed urgently or if the need for the Services arises unexpectedly, the Port may order the Provider to commence Services under an oral task request. Oral task requests may only be issued by the Port’s: Project Manager;

Environmental Project Manager (if applicable); Chief Officer; or Executive Director. For an oral task request to become a binding obligation under this Contract, it must be promptly followed by a written Task Order which is executed by the Port’s designated representative.

Deviations

Provider shall not deviate from an issued Task Order’s scope, budget, or schedule without a written Task Order amendment signed by the Port’s designated representative.

2.3 Representations and Warranties

In addition to the other representations and warranties set forth in this Contract, Provider represents and warrants to the Port that:

the Services shall be performed in accordance with the same professional skill, care, diligence, standards, and generally accepted professional practices as other professionals performing the same or similar services in the same or similar localities under similar conditions, the Provider has reviewed and is familiar with all federal, state, and local laws, regulations, executive orders, and ordinances applicable to the performance of the Services, the Provider will comply with all such laws, regulations, executive orders, and ordinances, and the Provider's employees are trained in the proper safety procedures for the performance of the Services.

2.4 Time of Essence

The Provider shall at all times perform the Services diligently and without delay and shall punctually fulfill all Contract requirements. Time is of the essence with respect to all dates and time periods in this Contract and in any Task Order.

2.5 Written Reports

Provider's written reports shall be free from defects in factual statements, logic, grammar, syntax, punctuation, and spelling. Such defects undermine the purposes of reports by bringing into question the competence of the authors and reflect adversely on the Port when the Provider’s reports are made public. The provider shall correct such errors at no cost to the Port. In-text citations must be provided for the sources of facts upon which opinions or analyses presented in written reports are based.

Contract Number SAMPLE (C036 Contract Personal Services On-call vs3.1 1/26) Page 5 of 25

2.6 Deviation from Means and Methods

As between the Port and Provider, Provider shall be solely responsible for the means and methods employed by Provider and its subcontractors, if any, in performing the Services.

Notwithstanding the fact that Provider is solely responsible for such means and methods, Provider shall obtain the Port's prior consent before substantially deviating from any means, methods, or procedures which may be set forth in this Contract or otherwise communicated to the Port by Provider as Provider's intended course of action in performing the Services.

2.7 Services Performed by Subcontractors

The Provider shall be responsible for the quality of the work performed by any subcontractors employed by Provider to perform any part of the Services and shall ensure that Provider's subcontractors comply with the terms and conditions of this Contract. For purposes of this Contract, the term "subcontractor" includes but is not limited to a firm with which Provider contracts for services necessary or convenient for Provider's performance of the Services.

2.8 Duty to Inform

The Provider shall give the Port prompt written notice if, at any time during the term of this Contract or the performance of the Services, Provider becomes aware of any actual or potential problems, faults, or defects in the Services, any nonconformance with this Contract, or any violation of any federal, state, or local law, rule, or regulation, or Provider has any objection to any decision or order made by the Port. Any delay or failure on the part of the Port to provide a written response to Provider shall constitute neither agreement with nor acquiescence of Provider's statement or claim and shall not constitute a waiver of any of the Port's rights.

3 COMPENSATION

3.1 Rates

The Port shall pay Provider for satisfactorily completed Services at the rates set forth on the attached Schedule 3.1. If the rates to be charged under a Task Order are not set forth on Schedule 3.1 or a written modification thereto, a Task Order may establish the applicable rates. For Services paid at hourly rates, invoices must itemize hours billed in no greater than 15-minute increments, rounding to the nearest 15-minute or smaller increment.

3.2 Total Compensation Limit

The total…