20272010_A2_Addendum 1.pdf

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Date: August 3, 2026 To: All Potential Proposers From: Michelle Hahn, Purchasing Analyst Subject: RFP 20272010 Community Safety Payroll Tax Communication Strategy

ADDENDUM NO. 1

The solicitation referenced above is amended as follows.

1. Answer questions received from potential Proposers.

QUESTION 1. PAID MEDIA PLACEMENT FUNDING

Reference: Page 12, Multi-channel communications and advertising; Page 13, Requested deliverables, Media placements; Section VI, Cost Proposal The Scope of Work identifies media placements as a requested deliverable and requires a paid advertising strategy and media schedule. Does the City intend for working media dollars including the cost of the placements themselves, as distinct from strategy development, buying management, and reporting to be funded within the $150,000 to $300,000 range identified in the Cost Proposal criterion, or separately by the City outside this contract? If within the range, does the City have a target or minimum placement allocation it expects proposals to reflect?

Answer: The City will reimburse for media costs independent of contract if previously approved by City.

QUESTION 2. VOTER PROPENSITY MODELING AND POLLING STRATEGY

Reference: Page 13, Requested deliverables, Research and analysis; Page 10, Communications goals Voter Propensity Modeling and Polling Strategy appears in the requested deliverables table without further description elsewhere in the solicitation. Please describe the City's intended scope of use for this deliverable. Specifically, is it intended to inform the design and targeting of public education regarding program outcomes, or to inform a future ballot referral? Proposers ask in order to design the instrument, the analysis, and the documentation to remain within the impartiality requirements applicable to work performed for a public body, and to confirm the City's expectation on the record prior to contracting.

Answer: Voter Propensity Modeling and Polling Strategy is removed from requested deliveries table on page 13. Revised table below.

QUESTION 3. WEBSITE PLATFORM AND ACCESSIBILITY STANDARD

Reference: Page 12, Creative Development, Website content Is the webpage or series of pages expected to be authored into the City's existing web platform and content management system, or is a separately designed and built destination anticipated? If the City's platform is used, please identify the content management system and confirm the accessibility conformance level the City requires for new content, including for the data visualization components described.

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Answer: Webpages will be incorporated into the City’s existing web platform: CivicPlus Municipal Websites Central. The City is required under ADA law to conform to the accessibility standards of

WCAG 2.1 A&AA.

QUESTION 4. LANGUAGE ACCESS

Reference: Pages 11 and 12, Creative Development and Multi-channel communications Does the City require Spanish-language versions of core public-facing materials under its Language Access Plan, and are there additional priority languages the City has identified for community safety communications? Will translation be performed by the awarded proposer, or does the City provide translation through an existing vendor or internal service? Confirming this permits translation to be priced accurately rather than carried as an allowance.

Answer: The City can assist with translation internally.

QUESTION 5. PERFORMANCE DASHBOARD DATA AND ACCESS

Reference: Page 12, Real-time advertising analytics dashboard; Instruction 9.0, City Furnished Property Instruction 9.0 provides that no material, labor, or facilities will be furnished by the City unless otherwise provided for in the RFP. Proposers therefore ask the City to confirm whether contractor access to City-held data sources (City website analytics, City social media channel analytics, and any existing measurement infrastructure) is furnished under this contract, and whether the City has a preferred platform or reporting environment for the dashboard. If working media is funded outside this contract per Question 1, please also confirm whether the awarded proposer is expected to report campaign effectiveness for placements it does not purchase or control.

Answer: The City clarifies that Instruction 9.0 and the reporting requirement described in the RFP do not require an interactive, data connected dashboard. The requirement is for a static reporting document summarizing key campaign performance metrics, to be prepared and delivered by the awarded proposer on a weekly basis throughout the contract term.

The City will furnish access to a limited data set such as website analytics and social media analytics. The proposer is otherwise expected to compile relevant metrics sourced from other channels the proposer uses directly into a formatted report for City review.

QUESTION 6. PHASE 1 DELIVERABLE DATE RELATIVE TO CONTRACT EXECUTION

Reference: Page 10, Project duration; Page 13, Research and analysis due October 31, 2026; Section IV;

Instruction 11.3; Standard Proposal Form paragraph 3 Section V states a project duration of August 2026 through June 2027. Section IV anticipates Notice of Intent to Award by August 26, 2026; Instruction 11.3 provides that award is not final until seven calendar days after that notice; and paragraph 3 of the Standard Proposal Form allows the proposer ten calendar days from receipt of the contract to execute and return it with insurance documentation.

The earliest realistic full-execution date therefore falls in mid-September 2026, leaving approximately seven weeks to the October 31, 2026 Phase 1 deliverable date rather than the period the schedule appears to contemplate. Will the City consider stating the Phase 1 deliverable date as a defined number of weeks following contract execution rather than as a fixed calendar date? If the fixed date is firm, please confirm, and proposers will schedule accordingly.

Answer: Phase 1 deliverable can be due 10 weeks from date of execution of a contract for this work. Revised table below.

QUESTION 7. CITY LEADERSHIP PARTICIPATION IN THE SAFETY PRIORITIES FORUM

Reference: Page 11, Business and Key Stakeholder Safety Priorities Forum; Instruction 9.0 The Scope of Work directs the awarded proposer to work closely with the Eugene Police Department Police Chief on forum agenda, tone, and overarching goals, and to design and host the forum working with EPD. Given Instruction 9.0, please confirm that this City and EPD

3 | P a g e participation is furnished under the contract. Will the City commit to providing the Police Chief's availability window within a defined number of business days following kickoff, so that the forum date can be established before other Phase 1 activities are scheduled around it? Please also confirm whether the City will assist with recruitment of the 20 to 40 business and community leaders, or whether recruitment is entirely a contractor obligation.

Answer: The City can facilitate availability of the Police Chief and other key personnel.

Recruitment of the 20 to 40 business and community leaders shall be primarily carried out by contractor with minimal assistance from the City in the form of suggested business and community leaders to include.

QUESTION 8. EXISTING RESEARCH, RECORDS, AND CREATIVE ASSETS

Reference: Page 11, Creative materials, CSPT branding; Page 10, Community Understanding; Instruction 9.0 The Creative Development table requests an updated visual identity, which indicates that CSPT branding already exists. Given Instruction 9.0, will the City identify and make available at kickoff:

existing CSPT brand assets, logo files, and any current style guidance; prior public opinion research, community surveys, or focus group work regarding CSPT or community safety; Civilian Advisory Board reports and any external audit findings; published performance metrics for each CSPT-funded function; existing CSPT web content; and any existing photography or video assets available for use or adaptation?

Answer: Yes, the City will make these materials available to the Contractor as needed.

QUESTION 9. DEPARTMENT COORDINATION AND APPROVAL TURNAROUND

Reference: Page 10, CSPT-funded departments; Section VI, Evaluation Criteria 2.c Section V identifies CSPT funding directed across six City functions: the Eugene Police Department, Eugene Fire and EMS, Eugene Municipal Court, the City Prosecutor's Office, Planning and Development, and Library, Recreation and Cultural Services. Will the City designate a single point of contact for contract administration, and will the City designate a department liaison for each of the six functions? Please also state the City's expected review and approval turnaround for creative, written, and research deliverables, since approval cycle time across multiple departments is a material factor in scheduling against the fixed phase deadlines.

Answer: The City will designate a single point of contact in addition to access to key City leaders at times. This work is a priority for the City but the City will not commit to a specific turnaround time for review or approval of deliverables as timing may vary based on staff availability and scope of intercity coordination required. Contractor shall build reasonable buffers into its proposed schedule to accommodate City review cycles and should flag in advance any deliverables that require expedited turnaround.

QUESTION 10. SUBCONTRACTOR APPROVAL AND SUBCONTRACTOR

INSURANCE

Reference: Sample Personal Services Contract, Sections 10 and 11 Section 11 requires City prior written approval of subcontractors and requires the Contractor to obligate any approved subcontractor to comply with all obligations of the Contractor as to the portion subcontracted. Please confirm the following. First, does the City require subcontractors to be named and approved at the time of proposal submission, or at the time of award, and what turnaround does the City anticipate for written approval? Second, does the City require approved subcontractors to carry the full insurance limits stated in Section 10, commercial general liability at $2,000,000 per occurrence and $3,000,000 aggregate, and automobile liability at $2,000,000 including hired and non-owned, or may subcontractor limits be commensurate with the value and risk of the subcontracted portion where the prime carries the full limits and names the City as additional insured? Third, does the City require certificates of insurance from subcontractors as a condition of approval?

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Answer: The City requests that all subcontractors be identified at the time of proposal submission;

Question 3 has been updated to reflect this requirement. (see below) Subcontractors are not required to meet the insurance limits outlined in Section 10 of the sample contract, nor are they required to provide certificates of insurance. These insurance requirements apply solely to the prime consultant with whom the City will execute the contract.

QUESTION 11. RESIDENT BIDDER DECLARATION

Reference: Exhibit A, Section 2, ORS 279A.120; Instruction 1.1 Exhibit A Section 2.1 defines a nonresident contractor in part by reference to whether the proposer stated in its bid that it was not a resident bidder under ORS 279A.120. Instruction 1.1 prohibits alterations or additional stipulations on the Standard Proposal Form. Where does the City wish proposers to state resident or nonresident bidder status, and does the City apply the reciprocal preference under ORS 279A.120 in evaluating the Cost Proposal?

Answer: Standard Proposal Form is updated to include Residency determination. The updated form must be used with all submitted proposals.

See Attachment: 20272010_Addendum 1_Standard Proposal Form_revised

QUESTION 12. INTERVIEWS, PRESENTATIONS, AND COMPETITIVE RANGE

DISCUSSIONS

Reference: Section VI, Evaluation Criteria; Section VII.C The evaluation criteria allocate 100 points across five written categories with no interview or presentation component identified. Section VII.C authorizes the City to establish a competitive range, engage in discussions with proposers in that range, and accept revised proposals. Does the City anticipate that such discussions would include interviews or oral presentations involving key personnel? If so, will the City indicate the anticipated timeframe and whether such sessions would be conducted in person or virtually, so that key personnel availability can be addressed in the proposal?

Answer: Section VII. PROPOSAL EVALUATION PROCEDURES, ITEM C. COMPETITIVE RANGE, DISCUSSIONS, & NEGOTIATIONS. Standard language states that the City may establish a competitive range after evaluating proposals…, and may determine and rank the proposers in the competitive range…

It is the intent of the City to not implement a competitive range or engage in interviews for this solicitation. Therefore, the Competitive Range portion of Section VII does not apply to this solicitation.

QUESTION 13. CONTRACT TERM, EXPIRATION DATE, AND RENEWAL

Reference: Sample Personal Services Contract, Sections 3.1 and 3.2; Page 10, Project duration; Page 13, Requested deliverables Section 3.1 provides that the initial term expires on the date shown in the contract caption, which is not populated in the sample. Section 3.2 permits extension for up to three additional one-year terms by mutual agreement. Section V states a project duration of August 2026 through June 2027, while the final two deliverable groups are due May 14, 2027. What expiration date does the City intend to insert, what work does the City anticipate between May 14, 2027 and the end of the initial term, and does the City anticipate exercising any renewal term for ongoing CSPT communications support? Proposers ask in order to price the initial term accurately and to indicate whether quoted rates are held across any renewal term.

Answer: Section IX, Sample Personal Services Contract: The sample contract included in the solicitation is intended to give proposers advance notice of the terms and conditions that will apply to the resulting agreement. Portions highlighted in blue—such as dates, City contact information, and supplemental exhibits—are project-specific and will be finalized with the selected contractor during contract negotiations.

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Regarding contract term, the initial term reflects the project period of August 2026 through May 2027. The City may extend the contract beyond this initial term if needed and will coordinate with the contractor to determine the scope and timeline of any extension by February 28, 2027.

QUESTION 14. PARTICIPANT CONSENTS AND MEDIA RELEASES

Reference: Page 12, Core program stories and messaging framework, Photography, Videos; Sample Personal Services Contract, Section 16 The Scope of Work requests community member stories and testimonials, original photography featuring community members and staff across Eugene, and one long-form and five to eight short-form videos. Section 16 provides that all Work Products and associated copyrights vest in the City.

Does the City have a standard media release and consent form that the awarded proposer must use for community members, City staff, and program participants appearing in photography, video, or written testimonial? Are there categories of individuals the City requires be excluded from appearing; for example, persons who received services through CSPT-funded prevention, alternative response, youth, or court programs? Confirming this permits consent administration to be scoped and any restriction reflected in the creative approach.

Answer: The City does not have a standard release form that the proposer is expected to use however, the City retains the right to review and approve the form used. There are not categories of individuals the City requires be excluded from appearing based on connection to the CSPT.

B. SECTION V. REQUIREMENTS / SPECIFICATIONS; Page 13 Requested Deliverables

Research and Analysis section revised as per questions 2 and 6. Revised table as follows:

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C. SECTION VI. PROPOSAL SUBMITTAL REQUIREMENTS, Evaluation Question #3 is revised as follows:

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

a. Describe how subconsultants will be integrated into the team structure, including their roles, qualifications, and the processes that will be used to coordinate work and ensure consistent quality across all deliverables.

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

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

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

D. CONTRACT PROVISION REQUEST FOR CHANGE

Page and Item: Page 23, Sample Personal Services Contract, Section 10.2, Workers' Compensation Insurance

Requested Change: Amend the final sentence of Section 10.2 to read: "Contractor is either a subject employer that will comply with ORS 656.017 or is exempt under ORS 656.126."

Reason: Section 10.2 as drafted states without qualification that the Contractor is a subject employer.

Exhibit A, Section 5.2, states the governing statutory standard as "All subject employers working under the contract are either employers that will comply with ORS 656.017 or employers that are exempt under ORS 656.126." Section 1.1.1 provides that the provisions of Exhibit A are statements of law and may not be modified, while Section 1.1.2 provides that the Agreement has priority over conflicting exhibit provisions. As drafted, the Agreement therefore requires an unqualified representation that a proposer without subject workers cannot accurately make, notwithstanding that Exhibit A states the correct statutory alternative. The requested change conforms Section 10.2 to Exhibit A Section 5.2 without altering the substance of the obligation for proposers that do have subject workers.

Answer: Requested change is approved and will apply to final contract.

All other specifications, terms and conditions remain unchanged.