20272010_A1_Community Safety Payroll Tax Communication Strategy RFP.pdf

Request for Proposals

Community Safety Payroll Tax (CSPT) Communication Strategy

Solicitation No. RFP 20272010 Due Date and Time:

Wednesday, August 19, 2026 @ 2:30pm

CITY OF EUGENE

Central Services Finance Division/Purchasing

500 East 4th Avenue, Suite 303 Eugene, Oregon 97401

The Purchasing Office is closed to the public except by appointment.

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 2 of 31

I. REQUEST FOR PROPOSALS

CITY OF EUGENE

REQUEST FOR PROPOSALS

Solicitation No. RFP 20272010

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-25-01-F, Public Contracting Rule (City Rule) 137-047-0260, sealed proposals for Community Safety Payroll Tax Communication Strategy for the City of Eugene will be accepted by the Purchasing Office until Wednesday, August 19, 2026 @ 2:30pm. Proposals will be opened immediately thereafter on a Microsoft Teams Meeting and a record of proposals received will be made.

Proposals will not be accepted after the Request for Proposals (RFP) closing time and date.

Proposals shall be valid for ninety (90) days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any proposer in the submission of a proposal.

Project Description In general, work includes development of a communications strategy focused on driving awareness and understanding of Community Safety Payroll Tax’s (CSPT) impact in Eugene.

This strategy will ensure community members 1) know about CSPT-funded programs and the results they deliver; 2) see value in their investment; 3) can clearly connect CSPT to safer neighborhoods and better services; and 4) will want to continue funding CSPT.

Solicitation Documents Solicitation documents may be electronically accessed by logging in to OregonBuys. To view solicitations issued by the City of Eugene navigate to Supplier Activities, select the Open Bids icon, and choose Advanced Search. Then, click Select Organization and select City of Eugene from the list of available entities.

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers are required to submit their proposals through OregonBuys prior to the specified due date and time. Detailed submission instructions are provided by the City of Eugene and must be followed to ensure a successful submission. To request a copy of the submission instructions, please email the Purchasing Analyst. Proposers requiring technical assistance with OregonBuys should contact the Supplier Help Desk at support.oregonbuys@oregon.gov or by phone at 1-855-800-5046.

Emailed submissions will only be accepted if prior written approval has been granted by the Purchasing Analyst.

Single Point of Contact City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below. Contacting the Department directly is strictly prohibited.

Dated: July 29, 2026

Michelle Hahn, OPBC Purchasing Analyst mhahn@eugene-or.gov https://teams.microsoft.com/meet/225547171033848?p=ldmelccKHaqVvRTwO1 https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662/OregonBuys-COE-Supplier-Bid-Proposal-Submittal?bidId= mailto:support.oregonbuys@oregon.gov mailto:mhahn@eugene-or.gov

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 3 of 31

II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the proposal. No erasures are permitted. The omission of any required information or forms may invalidate a proposal.

1.3. Complete sets of RFP documents shall be used in preparing proposals.

2.0 SUBMISSION

2.1 Proposers should submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046 or contact the Purchasing Analyst prior to closing.

2.2 Proposer is responsible for submitting their proposal prior to the closing time and date. Late proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered. Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective proposer may request that the City clarify any provision of the solicitation document. The City’s clarification to a proposer, whether orally or in writing, does not change the solicitation document and is not binding on the City unless the City amends the solicitation document by addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst by email, in conformance with City Rule 137-047- 0440(1), not later than eight (8) days prior to the RFP closing date and time.

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst by email, not later than eight (8) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the contract terms and conditions, including any specifications, together with the reason for the requested change.

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 4 of 31

3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective proposer may protest the procurement process or the solicitation document for a contract solicited under 137-047-0730. Pursuant to 137-047-0730, before seeking judicial review, a prospective proposer must file a written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than seven (7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-047-0730 and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the procurement process or the solicitation document that the prospective offeror believes will remedy the conditions upon which the prospective offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 ADDENDA AND INTERPRETATIONS

5.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on OregonBuys. Proposers should frequently check OregonBuys until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

5.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the proposer.

6.0 NONDISCRIMINATION

Submittal of a proposal in response to this RFP evidences proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

mailto:Eugene.Purchasing@ci.eugene.or.us https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 5 of 31

7.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules and all instructions. The City is not liable for costs associated with preparation of proposals in response to this RFP.

8.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

9.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

10.0 RESERVED RIGHTS

The City reserves the right:

10.1 To reject any proposal not in compliance with all prescribed public bidding procedures and requirements.

10.2 To reject for good cause any or all proposals upon the City’s written finding that it is in the public interest to do so.

10.3 To reject any and all proposals not meeting or differing from the specifications set forth herein.

10.4 To waive any or all informalities in the proposals submitted.

10.5 To consider the competency and responsibility of proposers in making any awards.

10.6 In the event that two or more proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

10.7 In the event any proposer or proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the contract to another proposer or proposers.

10.8 To extend the deadline for submitting proposals, in accordance with City Rule 137- 047-0430.

10.9 To negotiate additions or deletions to goods and services requested.

11.0 CONSIDERATION OF PROPOSALS

11.1 Proposals will be opened publicly by the City of Eugene Purchasing Office on a Microsoft Teams Meeting at the due date and time indicated in the RFP or any extension thereof made by addendum.

11.2 The City intends to award a contract to the responsible proposer submitting the most advantageous proposal, based on evaluation factors contained in the proposal, provided the proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

11.3 The City shall provide written notice by email of the City’s intent to award the contract. Award shall not be final until the later of the following:

11.3.1 Seven (7) calendar days after the date of the Notice of Intent to Award; or

11.3.2 City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

11.3.3 Proposers may protest the intended contract award in accordance with City

Rule 137-047-0740.

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 6 of 31

12.0 CONTRACT AWARD

Submittal of a proposal evidences proposer’s intent to execute and be bound by the terms of the attached contract. The City will enter into contract negotiations as permitted by City Rules 137-047-0261 regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify proposer’s approach and City’s understanding of the requested goods or services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify the level of work and associated fees and costs that best represent the goods and services required.

13.0 PUBLIC RECORDS

This RFP and one (1) copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.“

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.“ ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

The above restrictions may not include cost or price information which must be open to public inspection.

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 7 of 31

III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.1.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.1.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.1.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.1.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.1.5 No point of purchase material or promotional literature.

1.2 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Contractor is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2 The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

2.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 8 of 31

3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contain post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third-party program such as EcoLogo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=23 15&TN=oregon4biz to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz http://ofp.dasapp.oregon.gov/

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 9 of 31

IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of Proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the Proposal submittal deadline will be made by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ....................................................................... July 29, 2026

Last date to request solicitation clarification or change……………………August 11, 2026

Last date to protest solicitation…………………...……...……….………….August 12, 2026

Proposals due no later than………...……....…..............…August 19, 2026, at 2:30 PM

Notice of Intent to Award……………………………..……..Anticipated by August 26, 2026

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 10 of 31

V. REQUIREMENTS / SPECIFICATIONS

Introduction The Eugene City Council passed the Community Safety Payroll Tax Ordinance (No. 20616) in June 2019 to provide long-term funding for community safety services. The Community Safety Payroll Tax (CSPT) generates funds to provide faster, more efficient safety responses, deter crime, connect people to services, engage and help at-risk youth, support more investigations and court services, and add jail beds to reduce capacity-based releases and hold those who commit crimes accountable. To accomplish this, the CSPT funds are directed across the City of Eugene, including the Eugene Police Department; Eugene Fire and EMS; Eugene Municipal Court; City Prosecutor’s Office; Planning and Development; and Library, Recreation and Cultural Services.

The City of Eugene is looking to contract with an agency that is adept at communicating complex and nuanced messages in a manner that City of Eugene taxpayers can have a thorough understanding. Additionally, a successful applicant should demonstrate skills in developing marketing materials, building comprehensive communications strategies inclusive of multiple media outlets, educating community members and clearly demonstrating the CSPT’s performance outcomes.

Project name Community Safety Payroll Tax Impact Communications Strategy Project duration August 2026-June 2027 Phases Five phases: research and analysis, creative development, communications strategy, coalition building and engagement, performance reporting.

Deliverables See table on page 5

Please note: We have proposed work products and deliverables below. Your proposal does not need to include each and every one of the components below. Please review our goals and potential components and build a proposal that accomplishes our goals.

Communications goals Develop a communications strategy focused on driving awareness and understanding of CSPT’s impact in Eugene. This strategy will ensure community members:

1. Know about CSPT-funded programs and the results they deliver

2. See value in their investment

3. Can clearly connect CSPT to safer neighborhoods and better services

4. Want to continue funding CSPT

Community Understanding Multi-pronged qualitative and quantitative research using focus groups, targeted stakeholder engagement, and market research to build an overarching communications strategy and messaging for CSPT.

Community Interviews/Focus Groups Objective: Host 4-6 focus groups or 20 stakeholder interviews to establish a baseline understanding of community members’ knowledge, perceptions and concerns about CSPT and community safety.

https://www.eugene-or.gov/DocumentCenter/View/46633/Signed-Community-Safety-Payroll-Tax-Ordinance

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 11 of 31

The focus group discussion may cover topics like:

• Current perceptions of safety

• Broader concerns that could affect support for CSPT

• CSPT programs and outcomes that matter most to people

• What people need to see in order to continue supporting this tax

Business and Key Stakeholder Safety Priorities Forum Objective: Working with the Eugene Police Department, design and host a forum with 20-40 business and community leaders (such as the Chamber, Rotary, business owners, the League of Women Voters, etc.) to:

• Identify policing and safety priorities/needs

• Understand what would increase stakeholder confidence in CSPT

• Gather insights into operational improvements and messaging strategy

This work includes:

• Conducting 5-10 pre-forum stakeholder interviews with key leaders to inform forum design

• Working closely with the EPD Police Chief on agenda, tone and overarching goals

• Facilitating the forum

• Delivering a synthesis report with communications strategy insights and messaging recommendations

Market Research and Analysis Objective: Conduct market research and audience analysis to identify who we need to reach, summarize what they care about, and outline how to communicate with them effectively. This analysis includes a market research report and targeting tools that can be used to directly inform message development, channel strategy, content creation, event planning, and advertising.

This work includes:

• Demographic and geographic analysis

• Audience segmentation and profile development

• Communication channel analysis

Creative Development Component: This phase requires a comprehensive creative strategy and collateral development to build messaging and concepts into core marketing materials. This work will likely be done in coordination with local partners to ensure their buy-in and alignment on messaging.

The creative materials will include:

CSPT branding

Updated visual identity, logo variations, brand style guide, branded templates (i.e. PowerPoint, fact sheet, infographic, social posts, report)

Internal messaging Messaging framework, including talking points and handout materials staff can use when communicating with the public

Core program stories and messaging framework

Based on Phase 1 research, identify the CSPT funded strategies or cross-department initiatives with the greatest

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 12 of 31 community impact and develop a compelling story framework for each one, including:

- Services provided/enhanced

- Why it matters

- Proof points

- Community member stories/testimonials

- Key messages tailored to target audiences

Deliverable: Messaging guide with story templates that can be used to communicate about these highlights

Website content Create a compelling webpage/series of pages that serve as a digital destination for community members to learn about CSPT, includes data visualization to demonstrate impact, features materials such as videos and handouts.

Social content Develop an overarching social strategy and populated content calendar that includes 3 months of social posts for Facebook and Instagram (2x/week). This social content needs to have a human-centered approach featuring community members and concrete outcomes.

Videos Deliverable: 1 long-form, 5-8 short-form videos describing the CSPT and the impact it has on the community

Printed materials The specific pieces will be determined after Phase 1 is completed and could include items such as: brochure, rack card, flyer, postcard, etc.

Photography Original images featuring CSPT program outcomes consisting of various community members, staff and locations across Eugene

Portable event outreach kit Event tent with CSPT branding Tabling materials such as signage, retractable banners, branded tablecloth, handouts and swag

Multi-channel communications and advertising Component: Comprehensive communications strategy integrating earned media, owned channels, community events and outreach, and paid advertising. This strategy will be tailored to include Phase 1 insights.

Deliverables:

- Earned media strategy and implementation plan to generate coverage

- Paid advertising strategy and media schedule that includes platform-specific strategies segmented by audience.

- Real-time advertising analytics dashboard showing advertising campaign effectiveness from launch through completion, which staff can access to see progress and insights

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 13 of 31

Coalition building and community engagement Component: Strategic stakeholder engagement to create widespread support and understanding using co-sponsored events, endorsements, and targeted education for policymakers.

Deliverables:

• Direct outreach strategy as determined by Phase 1 findings. This may include a community roadshow, direct mail, event tabling, etc.

• 2-4 co-sponsored events with key community partners

• Compelling endorsements from various community groups and leaders

Requested deliverables Research and analysis

� Community focus groups (4-6 sessions) o Focus group discussion guide o Participant recruitment plan o Session facilitation o Comprehensive report

� Voter Propensity Modeling and Polling Strategy � Safety Priorities Forum o Pre-forum stakeholder interview summary o Forum design o Recruitment coordination o Event site logistics o Forum facilitation o Forum synthesis report

� Market research and analysis o Demographic analysis o Audience profiles/segmentation o Communication channel preferences o Messaging recommendations

Due:

October 31, 2026

Creative development

� Brand kit � Core program stories and messaging framework � Social media content � Video production � Printed pieces � Photography � Event outreach kit

Due:

January 15, 2027

Communications & advertising

� Comprehensive advertising strategy � Media placements � Direct outreach strategy � Real-time advertising analytics

Due: May 14, 2027

Coalition building and community events

� 2-4 community events with key partners � Event tabling materials created, fees paid � Direct outreach strategy developed. May include community events, direct mail, tabling, etc.

� Key endorsements secured

Due: May 14, 2027

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 14 of 31

VI. PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must be submitted in accordance with the submission requirements listed in Section II, Instructions to Proposers. Proposals must contain all the information requested in the submittal categories below. A completeness check will be conducted for each proposal. A complete submittal will make the proposer a ‘Responsive Proposer’ to be further evaluated for possible award.

Proposals shall not exceed 28 pages (of content) in length. Required Standard Proposal form, front and back covers, blank section/numerical dividers, and table of contents will not be counted against the 28-page limit. Page size is limited to 8-1/2 x 11 inches with basic text information no smaller than 10-point font.

Required Submittals

• Standard Proposal Form

• Written Proposal

• References

• Standard Contract Language Statement

Evaluation Criteria Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed by each evaluation category. An evaluation committee will review the responses and score points for each category. Please see the following SECTION VII. PROPOSAL EVALUATION PROCEDURES for a summary of the complete evaluation process.

Category Points Possible

Cover Letter 15 Points

Relevant Experience of the Overall Firm 35 Points

Relevant Experience of the Company and Related Team 30 Points

Capability and Availability 10 Points

Cost Proposal 10 Points

References (Required) Pass/Fail

Standard Contract Language (Required) Pass/Fail

Standard Proposal Form (Required) Pass/Fail

Written Proposal Total Possible Points: 100 Points Possible

Written Proposal Evaluation Criteria

1. Cover Letter (15 points)

a. Executive summary of firm’s relevant qualifications and experience, including key staff, in public-sector communications and public education campaigns.

b. Firm size and location; capacity to manage this scope within the timeline relative to current workload.

c. Firm’s financial and organizational stability.

d. Summary of understanding of RFP requirements.

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 15 of 31

2. Relevant Experience of the Overall Firm (35 points)

a. Ability to provide a comprehensive range of services spanning research, creative development, multi-channel campaign strategy, and community engagement.

b. Familiarity with public-sector constraints on advocacy versus public education messaging.

c. Ability to coordinate large, multi-phase campaigns across multiple client departments/stakeholders.

d. Ability to prepare accurate cost estimates and stay within budget across a multi-phase engagement.

e. Ability to manage a phased rollout, including course correction based on research findings.

f. Minimum 5 years verifiable experience in public-sector communications work.

Include size/scope of prior agency clients.

g. Demonstrated understanding of Eugene’s community safety and civic context.

3. Relevant Experience of the Company and Related Team (30 points)

a. Ability to meet deadlines – reference the SOW’s phased timeline to propose a schedule with major tasks and target dates.

b. Quality of prior campaigns; ability to complete work without major cost overruns.

c. Degree of interest in the project and proximity to Eugene.

4. Capability and Availability (10 points)

a. Capability to perform all or most anticipated project components; recent comparable public-sector experience.

b. Technical approach: tasks/steps to execute each phase.

c. Availability and time commitment of assigned project manager and key personnel across the full engagement window.

5. Cost Proposal (10 points) Itemized cost by phase within the $150,000–$300,000 range. Scored on value relative to scope depth, not lowest bid.

6. References (Pass/Fail)

A minimum of three references, each for a project valued in excess of $150,000. Include project name, reference name, title, role, and current phone number.

7. Standard Contract Language (Required)

Affirm acceptance of the City’s standard professional services contract or identify exceptions with proposed alternative language per RFP instructions.

The Purchasing Agent responsible for the solicitation may contact proposers for clarification of Proposals; however, no additions, deletions, or substitutions may be made to Proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 16 of 31

VII. PROPOSAL EVALUATION PROCEDURES

A. DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the solicitation documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “responsive proposal”. The City will notify any proposers who submitted a non-responsive proposal to inform them that it did not meet the requirements and will therefore not be considered for contract Award.

B. EVALUATION OF WRITTEN PROPOSALS

The City will evaluate each responsive proposal according to the criteria described in this RFP on a point system.

Evaluation of all written proposals may result in the establishment of a competitive range from which the final selection will be made. As provided for in 137-047-0261, the City may award the highest ranked proposer at any tier.

C. COMPETITIVE RANGE, DISCUSSIONS, & NEGOTIATIONS

Pursuant to 137-047-0262, the City may establish a competitive range after evaluating all responsive proposals in accordance with the evaluation criteria set forth in the RFP. After evaluation of all proposals in accordance with the criteria set forth in the RFP, the City may determine and rank the proposers in the competitive range.

After determination of the competitive range the City may either: Provide written notice to all proposers of its intent to award the contract to the highest-ranked proposer in the competitive range; or engage in discussions with proposers in the competitive range and accept revised proposals from them and following such discussions and receipt and evaluation of revised proposals, conduct negotiations with the proposers in the competitive range.

Notice of Competitive Range. The City shall provide written notice to all proposers identifying proposers in the competitive range. The City provides an opportunity for proposers excluded from the competitive range to protest the City’s evaluation and determination of the competitive range in accordance with Rule 137-047-0720.

Competitive Range Discussions and Revised Proposals. The City may choose to enter into discussions with proposers in the competitive range as outlined in 137-047-0262(2).

D. SELECTION PROCESS AND NOTICE OF INTENT TO AWARD

Notice of the intent to award will only be given to the competitive range proposers. Final award will depend upon the execution of an acceptable contract and delivery of performance bond and evidence of insurance, if required, and may be withdrawn by the City at any time prior to execution of the contract by the City.

Proposers in the competitive range may protest the City’s intent to award in accordance with Rule 137-047-0740.

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 17 of 31

VIII. FORMS TO SUBMIT WITH PROPOSAL

CITY OF EUGENE

STANDARD PROPOSAL FORM

Solicitation No. RFP 20272010

I, the undersigned, and authorized representative of (Company Name) certify the following:

Acknowledgement of terms, conditions and specifications

1. The proposer represents that proposer is properly licensed and adequately experienced, equipped, organized and financed to furnish and deliver the equipment specified and perform the services required.

2. The proposer has carefully checked the figures entered in the form, has carefully reviewed for accuracy all statements in this proposal and attachments, and agrees that the City will not be responsible for any errors or omissions of the proposer in preparing this proposal. The proposer agrees that this proposal may not be revoked or withdrawn for ninety (90) calendar days after the date on which proposals are received.

3. Contract Execution; Insurance. The Proposer agrees that it will, within ten calendar days of receiving a Contract from the City, execute and return it to the City with insurance documentation as required.

4. Addenda. The proposer acknowledges that it has received the following Addenda No(s):

and agrees that all addenda issued are a part of the contract documents and have been considered in preparing this proposal.

(Proposer: insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws

Proposer hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached contract and associated Exhibit A.

Proposer attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and 318 for no fewer than six years into the past from signature and will continue to comply with the tax laws during the term of this contract. ____ initials.

Access to Plant or Place of Business

Proposer agrees that the City may enter a contractor's or subcontractor's plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the Contract and investigate the proposer's minority business certification or other proposer qualifications.

Certification of Nondiscrimination

Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

RFP 20272010 Community Safety Payroll Tax Communication Strategy Page 18 of 31

Noncollusion

The proposer certifies that the proposal has been arrived at by the proposer, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other contractor, proposer, or vendor on materials, supplies, equipment or services, described in the solicitation documents, designed to limit independent offers or competition. The contents of the proposal herein presented and made have not been communicated by the proposer or their employees or agents to any person, not an employee or agent of the proposer or its surety on any bond furnished with the solicitation and will not be communicated to any such person prior to the closing time of the solicitation.

We therefore offer the following service at the prices indicated hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

Company contact for this project (if different from above):

Name: Title:

Phone:

Email:

Rev. 09/2025 Contract Number: xxxx-xxxxx Page | 19

IX. SAMPLE PERSONAL SERVICES CONTRACT

CITY OF EUGENE

PERSONAL SERVICES CONTRACT

Community Safety Payroll Tax Communication Strategy

BETWEEN: The City of Eugene, (City) an Oregon Municipal Corporation

AND: _________, (Contractor) an __________ organized and existing under the laws of the State of __________

CONTRACT NO.: _________ - _________

EXPIRATION DATE: __________

RECITALS

A. Contractor is engaged in the business of ________.

B. City desires to engage Contractor to provide the Services described in this Agreement and Contractor is willing to provide such Services on the terms and conditions set forth herein.

C. The Contract described herein was awarded under the exemption or procedure authorized by City of Eugene Administrative Order 44-25-01-F, Public Contracting Rules 2025, Rule 137-047-0260 and

RFP 20272010.

AGREEMENT

1. Incorporation of Exhibits; Definitions; Contractor’s Representations and Warranties.

1.1 Exhibits. The Contract between the parties (the “Contract”) includes and incorporates into this document (this “Agreement”) all of the following, which are listed in order of precedence:

1.1.1 Exhibit A summarizes certain Federal, State, and Municipal laws that apply to government contracts. The provisions of Exhibit A are statements of law and may not be modified.

1.1.2 Other Exhibits. The Contract also includes and incorporates the following exhibits.

The provisions of this Agreement will have priority over all conflicting provisions of the following exhibits:

Exhibit B: Statement of Work / Service Deliverables Exhibit C: Compensation Add other Exhibits as necessary

1.2 Definitions. With the exception of proper nouns, capitalized terms not otherwise defined herein shall have the following meanings.

1.2.1 “Agreement” means this document, entitled Personal Services Contract and ending with the signatures of all parties.

Rev. 09/2025 Contract Number: xxxx-xxxxx Page | 20

1.2.2 “Contract” means the written statement of the parties’ mutual and respective agreements, promises, undertakings and rights as set forth in this Agreement and all incorporated exhibits.

1.2.3 “Services” means all of the products, properties, and Services to be provided by Contractor under this Contract, as described in Exhibit B.

1.3 Contractor’s Representations and Warranties. Contractor makes the following representations and warranties to City:

1.3.1 Contractor and Contractor’s personnel are, and will at all times hereunder be, fully qualified by all necessary education, training, experience, licensure, and certification to perform the Services.

1.3.2 As of the date of execution hereof, there are no claims or suits or proceedings, or threats thereof, seeking to enjoin the execution of the Contract by Contractor or the effect of which could prevent Contractor from performing or having the authority to perform the Services.

1.3.3 Neither the execution of the Contract nor the performance of the Services will constitute a breach or violation of any other contract, agreement, or law by which Contractor is bound or to which Contractor or any of its personnel who will perform the Services are subject.

2. Services.

2.1 Commencement. Contractor shall begin to provide the Services on __________, or, if later as soon as this Contract has been executed by all parties.

2.2 Key Personnel. Contractor has agreed that certain key personnel shall be assigned to perform certain parts of the Services, as described below. Removal of these key personnel from the specified tasks without the prior approval of City will be a material breach of the Contract.:________.

2.3 Security. If the Services will be performed on City property, Contractor will comply with all of City’s security policies and procedures.

3. Term.

3.1 Initial Term. The initial term of the Contract shall expire, unless terminated or renewed, on the expiration date shown in the caption of this Agreement.

3.2 Renewal. Upon completion of the initial term, the City may elect to extend the Contract for up to three (3) additional one-year terms by mutual agreement of the parties.

4. Compensation. Subject to City’s right of offset for breach, Contractor will bill City for the Services by submitting periodic invoices that conform to the requirements of Exhibit C. City will make payments net 30 days of receipt of a properly submitted invoice. Notwithstanding the foregoing, City will have the right to withhold payment for any item which City disputes in good faith, provided that City pays for all non-disputed items and takes commercially reasonable action to resolve the dispute.

Rev. 09/2025 Contract Number: xxxx-xxxxx Page | 21

5. Termination. Notwithstanding any other provisions hereof to the contrary, the Contract may be terminated as follows:

5.1 The parties, by mutual written agreement, may terminate the Contract at any time.

5.2 Either party may terminate the Contract if the other party is in breach of any provision hereof which breach continues for more than 30 days after a notice describing the breach has been given unless, in the case of a breach which cannot be cured within such 30-day period, the breaching party immediately initiates and diligently prosecutes a plan of curative action that is acceptable to the non-breaching party. Notwithstanding the foregoing, termination for a recurring breach may be made if the breach is uncured within seven days after the second notice in any twelve-month period and immediately, without opportunity for cure, in the third or any subsequent notice of breach in any twelve-month period.

5.3 The City may terminate the Contract on any date specified in a notice if funding for the Services becomes unavailable or if the City determines that termination of the Contract is required by the public interest.

5.4 City may terminate the Contract immediately and without prior notice upon Contractor's failure to have in force any insurance required by the Contract, if Contractor breaches the City's security requirements, if Contractor fails to maintain any certificate or license required for performance of the Services, or as provided in Exhibit A.

6. Force Majeure. Neither City nor Contractor is responsible for any failure to perform or for any delay in the performance of any obligation under this Contract caused by public health emergency, fire, riot, acts of God, terrorism, war, or any other cause which is beyond the breaching party’s reasonable control. Contractor shall, however, make all reasonable efforts to remove or eliminate the cause of Contractor’s delay or breach and shall, upon the cessation of the cause, continue performing under this contract. City may terminate this Contract upon written notice to Contractor after City reasonably determines that the delay or breach will likely prevent successful performance of the Contract.

7. Remedies.

7.1 In the event of a termination of the Contract by City because of a breach by Contractor, City may complete the Services either by itself or by contract with other persons, or any combination thereof. Contractor shall be liable to City for any costs or losses incurred by City arising out of or related to the breach, including costs incurred in selecting other contractors, time-delay losses, attorney fees, and the like, less the remaining unpaid balance of the consideration provided in the Contract. City may withhold payment of sums due Contractor for Services performed to the date of termination until City’s costs and losses have been determined, at which time City may offset any such amount due Contractor against the costs and losses incurred by City.

7.2 The foregoing remedies provided to City for breach of the Contract by Contractor shall not be exclusive. City shall be entitled to exercise any one or more other legal or equitable remedies available because of Contractor’s breach with or without termination.

7.3 In the event of breach of…