24-25-02 OSBDCN Public and Legislative Relations Pool (1).pdf

Lane Community College RFP 24-25/02 OSBDCN Public and Legislative Relations Pool PAGE 1

LANE COMMUNITY COLLEGE

REQUEST FOR PROPOSAL

RFP 24/25-02

Oregon SBDC Network

PUBLIC AND LEGISLATIVE RELATIONS SERVICES POOL

Issue Date: August 20th, 2024 2:00 p.m.

Closing Date: September 20th, 2024, 2:00 p.m.

Lane Community College RFP 24-25/02 OSBDCN Public and Legislative Relations Pool PAGE 2

INDEX

Invitation Page 2 Submittal of Proposals Page 2 Background Page 2 General Requirements & Scope of Work Page 3 Point of Contact Page 3 Assignments Page 3 Compensation Page 3 RFP Timeline Page 4 Submittal Content Page 4

Lane Community College RFP 24-25/02 OSBDCN Public and Legislative Relations Pool PAGE 3

1) INVITATION

Lane Community College of Eugene, Oregon, is seeking proposals from individuals and firms that are qualified to provide public and legislative relations services on an assignment basis.

Selected respondents from this solicitation will form a pool for provision of public and legislative relations service assignments on an “as-required” basis. Only those who qualify in accordance with the general requirements are invited to submit proposals to complete the scope of work.

It is the intent of the College, as a result of this solicitation, to develop a list of qualified individuals, any of whom may be called upon to provide specific consulting services for one year which may be extended annually up to 5 consecutive years.

Copies of the Request for Proposals (RFP) may be obtained free of charge at https://bidlocker.us/a/lanecc/BidLocker

Lane Community College, a Community College District created within the context of Oregon Revised Statutes, is an Equal Opportunity Employer.

2) SUBMITTAL OF PROPOSALS

Interested individuals or firms may submit responses to this invitation by uploading the requested documents at: https://bidlocker.us/a/lanecc/BidLocker.

Delivery is the sole responsibility of the responder.

Statements of qualifications not received by the time and date stated herein shall not be considered.

Proposals should be limited to no more than three pages.

3) BACKGROUND

The Oregon Small Business Development Center (SBDC) Network was launched in 1983 and is part of the America’s Small Business Development Centers national network. The Oregon Network is a well-established partnership between Oregon’s 17 community colleges, Eastern Oregon University, Southern Oregon University, the Columbia County Economic Team, the U.S. Small Business Administration and the Oregon Business Development Department. The lead office of the Network is located at Lane Community College in Eugene.

The Oregon SBDC Network provides advising, training, and resources for small businesses throughout the state. Our 20 conveniently- located centers assist business owners in every aspect of business development and management.

Oregon’s SBDCs deliver services to anyone who owns or operates a for-profit business or is planning to start one. We work with businesses in every industry and at every stage of growth, from startups to well-established companies, from one employee to 500. In addition to no-cost confidential advising, we offer training and online courses that cover a wide range of business topics.

The Oregon SBDC Network Lead Office comprises of seven positions and there are more than 200 Center directors, business advisers, instructors, and administrative staff spread out across the state in our https://bidlocker.us/a/lanecc/BidLocker

Lane Community College RFP 24-25/02 OSBDCN Public and Legislative Relations Pool PAGE 4 service centers. In addition to this, we have many clients, ecosystem partners, and stakeholders. The mission and work of the Oregon SBDC Network serves the public interest and our core funding comes through public agencies. Because of our decentralized model and extensive reach, we have a need for public relations and legislative engagement to create strategy, support awareness, and facilitate messaging.

Interested firms which specialize in the provision of these services are invited to submit proposals to complete the scope of work defined within this invitation.

The college may, at its sole discretion, award one or more contracts under this RFP, based on the needs of the college and the specific skills and expertise of the Proposers. At the discretion of the college, individual contracts issued under this RFP may be renewed for up to an additional three years.

Lane Community College, a Community College District created within the context of Oregon Revised Statutes, is an equal opportunity employer. Minority and women-owned businesses are encouraged to participate in this solicitation.

4) GENERAL REQUIREMENTS & SCOPE OF WORK

Lane Community College is looking for a qualified consultant to provide public and legislative relations services.

The required scope of services is described by but not limited to the following SOW:

● Provide support to the Oregon SBDC Network leadership (Lead Office and Center Directors) with professional knowledge and expertise that will enable effective communication with public agencies and elected officials

● Anticipate, understand and identify public and legislative relations issues, testimonial opportunities, and SBDC/ Partner events where public officials can be invited to learn about SBDC work.

● Support the Lead Office in building appropriate coalitions and legislative messaging with public officials and Business Oregon funded TA partners

● Develop and maintain sufficient knowledge of Oregon SBDC’s goals and strategic objectives

● Provide written and verbal public relations counsel and representative services

● Support Centers with advocacy best practices via relationships locally and thru host institutions

● Provide professional written communication including press releases, newsletter content and other communications materials

● Secure, advise and coordinate legislative outreach and consult on best practices

● Coordinate SBDC Day and other Capitol-related activities

● Support regional and community event planning as needed

5) SINGLE POINT OF CONTACT

Address all requests for clarification or additional information on this solicitation to:

Laura T. Aung Director, Contract and Procurement Lane Community College Building 3 Room 101 4000 East 30th Avenue Eugene, OR 97405

Email: contractprocurement@lanecc.edu

Lane Community College RFP 24-25/02 OSBDCN Public and Legislative Relations Pool PAGE 5

6) ASSIGNMENTS

Any contracts offered are at the college’s discretion. Creation of the pool shall not be construed in any way as being an offer to any person or firm. No invoice or other request for payment shall be accepted except upon issuance by the college of a purchase order, prior to the performance of work.

7) COMPENSATION

The compensation structure will be based on either fixed fees or hourly rates, with the total amount not exceeding $20,000 per annum, plus reimbursable expenses as outlined in the purchase order. Proposers are required to submit their proposed compensation rates for consideration. Any changes necessary will be accomplished by the issuance of change orders or additional purchase orders.

8) TIMELINE

Event Date & Time

Issue Request for Proposals August 20th, 2024 2pm

Deadline for submitting requests for scope clarification September 4th, 2024 5pm

Answers to Questions / Requests for Clarification Issued (approx.)

September 10th, 2024 2pm

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposals Due) September 20th 2pm

Presentations, Demonstrations, or Interviews (if needed) October 2024

Issuance of Notice of Intent to Award (approx.) November 1, 2024

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

9) CHANGES OF SCOPE AND ADDITIONAL WORK

The contractor may be requested to perform special projects for the college. Because of variations in the demand for additional services from year to year, such work will be agreed upon in advance, contracted for, provided, and billed separately.

10) REQUIREMENTS

Proposers must meet the following requirements to be eligible for the work award:

● At least five years of experience with public and legislative outreach in Oregon

● Experience with Small Business Development Centers (SBDCs) will be given preference

Lane Community College RFP 24-25/02 OSBDCN Public and Legislative Relations Pool PAGE 6

11) SUBMITTAL CONTENT

Statements of Qualifications submitted in response to this invitation shall contain the following information in order to be considered responsive:

a) Cover letter: State the responder’s interest in being included in the pool and responsiveness to assignments.

b) Personal information: Include the firm’s name, address, email, and telephone number(s) in Appendix B.

c) Scope of Services: Identify the scope of services normally performed by the responder.

d) Qualifications: Describe the responder’s specific qualifications for performing the type of tasks outlined in the scope of work. Note any special expertise in those disciplines.

e) Experience: Include a statement of experience with various types of projects as they relate to the scope of work.

f) References: List three (3) recent similar projects performed by the proposer including the names and phone numbers of clients who can be contacted as references (submittal of such names shall constitute permission by the proposer for the OSBDCN or the college to contact the named individuals or firms without further notice.)

g) Proposed hourly rate

12) TERM

The contract term should be an annual cost with the option of up to 3 yearly renewal terms.

13) SELECTION PROCESS

The following steps shall be taken to analyze and rank the proposals, and to finalize an agreement for the provision of services.

Written proposals submitted to the college in accordance with this RFP will be evaluated by a review committee.

Interviews with selected Proposers shall be held at the discretion of the committee and are tentatively scheduled within three weeks following the date that proposals are due. Proposers are asked to have appropriate staff available during that time period.

14) INSURANCE

The contractor shall maintain a broad form comprehensive general liability and automobile liability insurance policy with coverage of not less than $1,000,000 combined single limit per occurrence, with aggregate of $2,000,000 for bodily injury, personal injury, or property damage. This policy shall contain a contractual liability endorsement naming the college as an additional insured, in a form satisfactory to the college, and shall expressly provide that the interest of the college shall not be affected by the

Lane Community College RFP 24-25/02 OSBDCN Public and Legislative Relations Pool PAGE 7 contractor's breach of policy provisions.

APPENDIX A TO RFP 24/25-02

ANALYSIS SHEET

NAME OF PROPOSER ANALYZED BY DATE

1) RESPONSIVENESS (Comment on each item)

If the proposal is not responsive, state the reason and proceed no further with analysis.

2) RESPONSIBLENESS (comment on Proposer's truthfulness, validity of registrations, quality of proposed staffing and the Proposer's ability to perform the work.)

If the proposal is not responsible, state the reason and proceed no further with analysis.

3) RATING CATEGORIES

Rating Values: 10 = Exceptional; 8 = Above Average; 6 = Acceptable; 4 = Questionable, 1 = Unacceptable.

COMMENTS AND NUMERICAL RATING

Cover Letter {_____}

Summary of Qualifications {_____}

Similar Experiences & Corresponding References {_____}

Experience with a SBDC Program {_____}

Cost Effectiveness of the Fee Proposal {_____}

Oregon Small Business Provider (In-state) {_+10__}

Federal or State Certification(s) (8a, HUB Zone, Women-Owned, Minority, etc.) {_+6__}

Total Materials Score ————————————————————————————————————————>

4) PROPOSED FEE or FEE SCHEDULE

Proposed Total Fee (Appendix C, Line D) ———————————>

Lane Community College RFP 24-25/02 OSBDCN Public and Legislative Relations Pool PAGE 8

APPENDIX B TO RFP 24/25-02

PROPOSAL FORM & GENERAL INFORMATION

The Proposer makes the following statements and representations as part of the proposal:

COMPANY INFORMATION

(To be used For All Legal and Contractual Correspondence)

PROPOSER NAME:

PROPOSER ADDRESS:

TELEPHONE: EMAIL ADDRESS:

FIRM INFORMATION

1) Federal Taxpayer ID Number (or Social Security Number if not a corporation)

2) How long has the Proposer been in business? Under which names?

Lane Community College RFP 24-25/02 OSBDCN Public and Legislative Relations Pool PAGE 9

EXCEPTIONS & RESIDENCY

1) Are there exceptions to the work scope or specifications in this proposal (circle one)?

YES NO

Exceptions to any of the specifications or requirements shall be noted in writing, and attached to this proposal form when submitted. Clearly state them on a separate page entitled “Exceptions” with the solicitation number and the Proposer’s name. By offering alternatives to replace the excepted requirements and by providing clear pricing options that correspond to each exception taken, a proposal may still be submitted. The college shall be the sole judge of the acceptability of any exceptions. In the absence of exceptions, the proposer shall accept all requested professional services precisely as specified in the solicitation.

2) Is the Proposer an Oregon resident (circle one)?

YES NO

Oregon Resident, per ORS 279.029, means a Proposer that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the proposal, has a business address in this state, and has stated on this form that the Proposer is an “Oregon resident”.

ADDENDA ACKNOWLEDGEMENT

The Proposer hereby acknowledges receipt of the following Addenda related to the subject solicitation documents (circle all received):

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