2026-14804 RFP.pdf

(S020 RFP Standard vs3.2 4/26)

REQUEST FOR PROPOSALS

Insurance Brokerage and Risk Management Consulting Services

Solicitation Number 2026-14804

October 30, 2026

Single Point of Contact: Kim Alandar (See Section 1.7)

E-mail: kim.alandar@portofportland.com

Proposals Due: Not later than 3:00 PM, January 15, 2026

LATE PROPOSALS MAY NOT BE ACCEPTED

Pre-Proposal Meeting:

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

Solicitation Number 2026-10484 (S020 RFP Standard vs3.2 4/26)

TABLE OF CONTENTS

1 OVERVIEW 1

1.1 Introduction 1

1.2 Background 1

1.3 Services 1

1.4 Shared Prosperity Initiative 2

1.5 Minimum Requirements 2

1.6 RFP Schedule 2

1.7 Single Point of Contact 3

1.8 Sample Contract 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 6

2.5 Protests 7

3 PROPOSAL STRUCTURE CONTENT AND EVALUATION CRITERIA 8

3.1 Preparation 8

3.2 Format 9

4 PROPOSAL CONTENT AND EVALUATION CRITERIA 9

4.1 Shared Prosperity Initiative- Weight 25 9

4.2 Qualifications of Provider – Weight 15 10

4.3 Broker Team – Weight 15 11

4.4 Broker Approach and Management – Weight 15 11

4.5 Cost/Fees - Weight 30 12

5 EVALUATION PROCEDURES 13

5.1 Competitive Range 13

5.2 Evaluation Team Members 13

5.3 Presentations, Demonstrations, Interviews 13

5.4 Best and Final Offers 13

5.5 Scope and Compensation Negotiations 14

Solicitation Number 2026-10484 (S020 RFP Standard vs3.2 4/26)

RFP SCHEDULES

1.3 Scope of Services

2.3.3 Certification of Trade Secret

2.4.2 Subcontractor Information Form

3.2.1 Proposal Form

4.5.1 Rates

EXHIBITS

1.8 Sample Contract

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1 OVERVIEW

1.1 Introduction

The Port of Portland (“Port”) is soliciting proposals from experienced firms (the “Provider”) capable of providing services to the Port on this RFP for comprehensive Insurance

Brokerage and Risk Management Consulting Services for Property and Liability

Coverages (see Schedule 1.3 - Scope of Services and Broker Activities for details). Firms not able to provide all the insurance brokerage and related risk management consulting services for the Port’s major exposure areas may partner with another firm to ensure the delivery of the full scope of services. The Port’s goal is to select a firm that will provide a high level of customer service and work proactively and effectively with the Port’s risk management team to provide insurance brokerage services and risk management solutions to protect the Port’s assets and reduce its risk management costs. The Port intends to award one contract with a term of up to 5 years with an option to extend for an additional four years in two-year increments.

1.2 Background

The Port was created by the Oregon legislature in 1891 to dredge a shipping channel from Portland to the ocean. It is a regional government entity encompassing Clackamas, Multnomah, and Washington counties in Oregon, and is directed by a nine-member commission (the “Commission”) appointed by the governor of Oregon and ratified by the Oregon Senate. The Commission appoints the Port’s executive director, who, along with a staff of approximately 800, oversees day-to-day management.

The Port owns three marine terminals; five commercial and industrial parks; one commercial service airport, Portland International Airport (“PDX” or “Aviation”); and two general aviation airports, Troutdale and Hillsboro. The Port also owns and operates the Dredge Oregon which maintains the navigation channel on the lower Columbia and Willamette rivers on behalf of the Army Corps of Engineers and other ports in the region.

The Port maintains a centralized Risk Management Department (“Risk”), comprised of 5 fulltime staff members who are responsible for enterprise risk identification and assessment, property and casualty insurance portfolio management, business continuity planning, loss control, workers’ compensation, and property and casualty claims management.

The mission of the Risk Management team is to create and protect value by employing a consistent framework and process to identify, assess, manage, monitor, and provide insights into the opportunities and threats impacting the Port’s strategic and operational objectives.

For more information about the Port, please visit www.portofportland.com.

1.3 Services

See Schedule 1.3 for the full scope of services.

http://www.portofportland.com/ http://www.portofportland.com/

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1.4 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.

1.4.1 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, the Port will consider how the Provider has invested in and partnered with communities when evaluating proposals. 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.

1.4.2 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.

1.4.3 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.

1.5 Minimum Requirements

Must be licensed to do business in the State of Oregon.

1.6 RFP Schedule

The following schedule is tentative and subject to change at the Port’s sole discretion:

• November 1, 2026 Issuance of RFP to prospective Providers

• January 8, 2027 Questions and answers (Q&A) period ends

• January 15, 2027 3 p.m. deadline for receipt of proposals

• February 10, 2027 Presentations, demonstrations, or interviews (if required)

• February 11, 2027 Intent to Negotiate announced

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1.7 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.

1.8 Sample Contract

Provided acceptable proposals are received, the Port intends to enter into one contract based on this RFP. Such contract shall be subject to the Port’s standard terms and conditions provided for review as Exhibit 1.8 Sample Contract and its associated

Schedules.

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.

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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.

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 0 below.

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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.

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 0 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 2.3.2a) above the

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

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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2.3.4 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 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. 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

c) If applicable pursuant to Section 2.3.2 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.

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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 1.8 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.

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.

mailto:popcontracting@portofportland.com

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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 written appeal must be received by the Executive Director, Port of Portland, 7200 N.E. Airport Way, Portland, OR 97218 (mailing address P.O. Box 3529, Portland, OR 97208), within five (5) business days after the protester’s receipt of the written decision issued by Port’s Manager of Contracts and Procurement. The Executive Director will issue a written decision for 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.

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 45 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.

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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 your organization 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 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.

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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 of Provider – Weight 15

4.2.1 Provide an overview of your firm including:

a) A brief history;

b) Corporate mission statement;

c) Description of your firm and the national ranking of your organization in the industry;

d) Corporate philosophies;

e) Explanation of ownership and staffing structures;

f) Number of years in business;

g) Description of your firm’s local office’s and regional office’s experience/expertise with marine, aviation and all lines of property-casualty insurance;

h) Description of your firm’s access to international markets;

4.2.2 Provide an overview of your client base including:

a) Diversity (industry) of your client base;

b) Description of your local client base;

c) Description of your corporate client base;

d) List any port, airport, or public agency clients that your firm and office currently services or has serviced within the past five years. Describe the service(s) it provides for them, and the role(s) of the account team proposed for the Port.

4.2.3 Who are your firm’s top 10 insurance markets, and what is your firm’s premium volume with each? How long has your firm had a relationship with each of these markets?

4.2.4 Does your firm accept any form of payment from any of its insurers or markets? If so, please explain in detail, including what specific Port disclosure would be provided on this arrangement.

4.2.5 The Port requires transparency on the part of the broker with regard to all sources of compensation related to the Port’s account. The broker must provide detailed information on any contingency fees, wholesale commissions, or any other form of compensation related to its work on behalf of the Port. If intermediaries might be used on the Port’s behalf, or other forms of payment related to Port business would be received, describe how the intermediaries will be utilized and how they will be compensated.

4.2.6 List any insurance companies (wholesale, reinsurance, captives, or others) that your firm owns or manages.

https://portofportland-mpp.com/directory/

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4.3 Broker Team – Weight 15

4.3.1 Provide an organizational chart including the names of your proposed Port account service team by role and lines of authority for the key personnel to be assigned to this account. Explain the role of each team member as related to the services required in Schedule 1.3 - Scope of Services and Broker Activities.

4.3.2 Name the day-to-day contact(s) for the account;

4.3.3 Provide the names of personnel who will be assigned to the Port’s account and their experience with similar public agencies in the marine/aviation/commercial properties industries;

4.3.4 Attach a resume for each team member including qualifications, experience and technical and industry specific expertise;

4.3.5 Describe the proposed team’s experience in the aviation and marine industries and insurance markets;

4.3.6 How would your account team service the Port’s account better than your competitors?

4.3.7 How will your firm guarantee communications and continuity between the account team and Port staff?

4.4 Broker Approach and Management – Weight 15

4.4.1 Describe how your firm will provide the services required in Schedule 1.3 - Scope of Services and Broker Activities.

4.4.2 Describe the steps your firm will take in reviewing the Port’s current insurance program and recommending changes;

4.4.3 Give an example of a creative or innovative approach in program design your firm developed to meet a port, airport, public agency, or other client’s business or risk management objectives within the last five years;

4.4.4 Describe your commitment to and success in keeping pace with technological advances and how your information technology capabilities will directly benefit the Port;

4.4.5 Describe your firm’s ability to monitor legislative developments, compliance issues, and insurer solvency. How will this information be communicated to the Port?

4.4.6 Describe how your firm will keep current on Port business needs and development of risks;

4.4.7 Describe how your firm will keep up to date on the loss exposures of the Port;

4.4.8 Provide a description of any special expertise available from insurers or through your firm that you believe will be of assistance to the Port. List associated costs, if any, in your response to subsection 4.4 Cost/Fees;

4.4.9 Describe any value-added services your firm would provide the Port (These services might focus on an area your firm is uniquely qualified or particularly skilled in.);

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4.4.10 What assistance can your firm provide in resolving disputed claims and helping the Port manage current and future claims?

4.4.11 What industry expertise does your firm possess that you feel will benefit the Port?

4.4.12 How will your firm maintain a team of knowledgeable and experienced brokerage and risk management consulting staff throughout the contract period?

4.4.13 What performance criteria and will your firm use to ensure that it is providing the

Port with the promised level of service? If promised level of service is not met, what compensation will your firm offer the Port?

4.4.14 State where and how the proposal deviates from the general requirements of the

RFP.

4.4.15 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 the Exhibit 1.8 Sample Contract, will be evaluated accordingly and scoring may be impacted. The Port retains the sole discretion whether to accept proposed deviations or exceptions.

4.5 Cost/Fees - Weight 30

4.5.1 The Port desires a fee-based arrangement for all costs associated with the requested services. The fee-based proposal should be in the form of an annual flat fee and shall provide for all services required without collecting any form of commissions from insurance companies. Proposers should base their pricing upon their expectations of requirements to service the account and develop that pricing independent of current costs. No other fees are allowable for the services.

Complete Schedule 4.5.1 – Rates.

4.5.2 Fully explain your proposed flat fee structure and how the Port will be charged for the services provided over the five-year period.

4.5.3 How is your fee structured to recognize a reduction in cost to the broker and a corresponding benefit to the Port in years where the Port does not fully market one or more of its major insurance programs or policies?

4.5.4 Fully explain and disclose your estimated Insurer Consulting Compensation –

Fees, Contingency Fee Arrangements, and/or fees related to the use of

Wholesale brokers.

4.5.5 Reimbursable expenses must be consistent with the Travel Expense

Reimbursement Guidelines attached to Exhibit 1.8 Sample Contract.

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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 the award.

5.2 Evaluation Team Members

5.2.1 A typical evaluation team consists of 3 or more individuals which will independently score each criterion 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.

5.2.4 A report on final evaluation results and any recommendation regarding the 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.

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5.5 Scope and Compensation Negotiations

The Port will identify the highest ranked Provider or Providers based on based on the evaluation criteria using the procedures set forth above in Section 4 and using the procedures set forth above in Section 0. The Port and the highest ranked Provider(s) will negotiate the compensation level, and if appropriate, the scope of services and performance schedule based on the scope of services. The compensation level paid must be reasonable and fair to the Port as determined solely by the Port. If the Port and the

Provider are unable for any reason to negotiate a contract at a compensation level that is reasonable and fair to the Port, the Port will, either orally or in writing, formally terminate negotiations with that highest ranked Provider. The Port may 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. If the Port intends to award more than one contract under this RFP and selects multiple candidates for such awards, the negotiation process described in this subsection will apply to each of the identified candidates.

Solicitation Number 2026-14804 Schedule 1.3 – Scope of Services Page 1 of 6

SCHEDULE 1.3

SCOPE OF SERVICES AND BROKER ACTIVITIES

Provide comprehensive risk management consultation services to assist the Port in reducing risk across the enterprise. Provide traditional brokerage services and insurance expertise to support the Port’s risk financing goals and objectives for all Property and Liability Coverages. The Provider will be familiar with and provide services to support Port operations.

While the Port is interested in learning about Providers’ loss control capabilities and services, proposals should not assume use of loss control services unless the services are offered without charge.

1 CORE SERVICES

1.1 Brokerage Services

In conjunction with the Port’s Risk Management Department:

Develop the Port’s insurance marketing and renewal strategies and plans.

Develop marketing documents, including underwriting data, specifications and other data required by the insurer and other material necessary to place commercial insurance or establish self-insured retention programs.

Evaluate and make recommendations on markets and the types and amounts of insurance appropriate for the Port. Provide current and accurate information on insurance and risk management trends in each line of business, insurance market conditions, and the potential impact of market conditions on the Port’s program.

Facilitate marketing, renewal and on-going discussions between carriers and the Port as necessary to achieve the best risk financing strategy, insurance coverage terms, conditions and premium.

Negotiate and act as an advocate for the Port for all new and existing Port insurance policies, bonds or any other insurance, surety or risk financing instruments.

Identify new coverage needs and exposures (a written analysis of the Port’s loss exposures is required each year.)

Assist with loss forecasting and the insurance budget process.

Present to the Port, in the form of a marketing report, the best risk finance and insurance terms, conditions and premium. The marketing report for new and renewal business shall include:

i. Summaries of options and a comparison of all terms, conditions, and premium rates;

ii. A list of all markets quoting and/or declining to quote and reason for the declination, and;

iii. Broker’s recommendation for the placement/renewal including advice on policy language for proper application of risk and evaluation of the financial condition of markets utilized by or proposed to the Port.

1.2 Insurance Administration Services

The broker shall:

Provide an annual schedule of coverage including the policy by coverage, company, policy number, premium and a brief description of the coverage and limits, major terms and conditions including limitations, exclusions and retentions and deductibles.

Ensure the accuracy of policies purchased by the Port and timely delivery of invoices and of agreed upon goods and services from the insurance companies selected by the Port.

Be responsible for verification of policy terms, conditions, language, forms, and compliance with regulatory requirements and consistency with expiring policies, if applicable.

Maintain copies and records of all policies placed on behalf of the Port in accordance with the Port’s record retention policy.

Deliver binders of policies within a timely period and make every effort to obtain insurance policies within 30 days of binding.

Provide information on changes in coverage relative to the Port’s new and existing policies, policy forms, reporting requirements, underwriting guidelines, etc. Provide early warning of rate and coverage changes and renewal problems.

Monitor existing policies for renewal dates and provide the Port with timely recommendations and services to include obtaining and presenting renewal obligations and alternative coverage options if renewal is not possible or desirable, thirty days in advance of the coverage expiration in order to facilitate the continuity of coverage.

Complete all open tasks and projects upon termination or non-renewal of any agreement for brokerage and risk consulting services and continue to provide all insurance company generated reports in a timely matter.

Provide itemized and detailed billings for premiums and credits, identifying the associated policy and coverage. If billings are generated from another location in a batch format, the broker shall be responsible for providing the details to the Port.

Provide timely responses to all Port inquiries including phone calls, e-mail messages, correspondence, etc.

Commercial Insurance Program Summary

The Port seeks to retain normal and expected losses and transfer catastrophic losses through various risk transfer options including purchase of commercial insurance. Most of the Port’s insurance programs are structured to support this basic philosophy.

The following table provides a brief description of the types of insurance and structure of the programs:

Type of Insurance/Effective Date Effective Date

Comments/Notes

Property

All Risk Property including Flood and Earthquake

July 1 Total insured values are over $3 billion

National Flood Insurance Program

(NFIP)

January 1

Terrorism Coverage July 1

Fine Arts Coverage July 1

All Other Coverages

Police Professional Liability March 1

Employers Liability (included in Excess Comp.)

July 1

Excess Workers Comp (TRIA included)

July 1 The Port currently contracts with Tri-Star Risk Management for TPA services.

Public Officials Liability October 1

Aviation Commercial General Liability (TRIA included)

October 1

Unmanned Aircraft Liability (Drone) October 1

Foreign Liability October 1

Business Travel October 1

Special Coverage (K&R) October 11

Underground Storage Tank October 1

Crime October 1

Marine General Liability/Terminal Ops (TRIA included)

November 1

Protection & Indemnity (P&I) November 1

Hull & Machinery (Premium included w/ P&I above)

November 1

Vessel Pollution November 1

Bumbershoot (TRIA included) November 1

Auto Liability (Excess Bumbershoot and ACGV)

November 1

Cyber Liability November 1

Fiduciary Liability January 20

Surety Bonds Various

The following services may be required:

2 RISK MANAGEMENT CONSULTING SERVICES

Provide current, accurate, and timely risk management information and advice to assist the Port in the following areas:

2.1 Risk Identification and Treatment

Assist the Port in analyzing and evaluating loss exposures in Port operations (including new or proposed new projects), contracts, business plans and activities.

Support the Port in development of innovative and cost-effective risk treatment options including risk mitigation and risk financing.

Provide consulting services related to insurance requirements and supporting contract language for contractual risk transfer of Port risks in leases, contracts and other business agreements.

Provide comparable industry trending and benchmarking information on a variety of risk and insurance subjects to assist the Port in risk management decision-making and performance measurement.

2.2 Claims Administration

Assist the Port with timely claim submittals to insurers.

Interface with insurers as necessary on coverage issues and participate as requested in complex claim negotiations, always representing and advocating the best interests of the Port.

Assist the Port with claim loss development, trending and forecasting. Perform liability claim reviews when requested.

Provide claims update: Furnish, to the Port, on a monthly basis, as well as on the anniversary of the policy, a schedule showing the dates of each occurrence, amount of each claim and to whom paid, the date on which payment was made and the date and reserve amount of each claim on file which has not yet been settled or dismissed.

Should the claims service provider be or become unsatisfactory to the Port, the Provider will facilitate communication with the insurance company and/or underwriter and shall use its best efforts to correct the unsatisfactory services and/or retain a different service provider.

3 OCCUPATIONAL SAFETY AND LOSS CONTROL

Assist the Port as needed with evaluation and resolution of liability and property loss control and safety related issues with insurers.

4 VALUE ADDED SERVICES

Provide value-added services, in addition to, or complementary to core services, help the Port address its needs:

Assess the effectiveness of the insurance program in meeting Port risk management goals;

Confirm compliance with all Port financing obligations, bonds and grants;

Validate compliance with all State of Oregon statutes as they pertain to the Port’s quasi-public agency status;

Provide Online Portal Access;

Provide Stewardship Reporting;

Provide Enterprise Risk Management Consulting;

Provide Business Continuity Planning Templates and Recommendations;

Development, implementation and enhancement of risk programs, policies, procedures and instruction guides;

Assess and provide the Port’s Total Cost of Risk (TCORE);

Provide Certificate of Insurance Management Support;

Provide feasibility examination and Pro Forma for Construction program;

Provide Environmental risk consultation;

Work in collaboration with the Port in the development of a Small Business Risk and Insurance Enrollment Program that will create regional prosperity, reduce barriers, benefit, and support the increased opportunities for small business.

Schedule 1.3-A

Post-Award

Scope of Services and Broker Activities

Activity/Event Estimated Date

Review and update existing Broker Transition Plan Within 5 days of award

Meeting with Port Risk Management Within 5 days of award

Review Port of Portland’s insurance files for last two years

Within 30 days of award

File all appropriate (BOR) Broker of Record Notices Within 30 days of award

Obtain prior loss history information Within 30 days of award

Obtain copies of carrier risk control service agreements and inspection reports

Within 30 days of award

Obtain insurance underwriting and exposure information

Within 30 days of award

After meeting with the Port Risk Management Team, Broker will assume responsibility for reviewing and advising on all outstanding claims; provide Port of Portland with information on claims reporting procedures (if changes are applicable.)

Within 10 days of award

Review Worker’s Compensation Loss Control Service Plan

Within 30 days of award

Review and advise on Property/Casualty Loss Control Service Plan

Within 30 days of award

Update/Revise July 1st Insurance Policy Renewals Plans

Within 15 days of award

Broker will review its finding with the Port of Portland after all insurance policies have been reviewed

Within 30 days of award

Facilitate meeting(s) with carrier(s) representative(s) in the first year of service

Within 60 days of award

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 2026-14804 – 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 2026-14804 – Schedule2.4.2 (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 2026-14804 – Schedule 3.2.1 Proposal Form Page 1 of 2

SCHEDULE 3.2.1

PROPOSAL FORM

Insurance Brokerage and Risk Management Consulting Services

Solicitation Number 2026-14804

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,…