QUALIFICATIONS BASED SELECTION REQUEST FOR

PROPOSAL (RFP)

Hood River County Organizational Assessment and Fiscal Sustainability Analysis

Issued By: Hood River County, 601 State Street, Hood River, OR 97031 hoodrivercounty.gov

Point of Contract (POC): Allison Williams, County Administrator

Registration/Questions: administration@hoodrivercounty.gov

Issue Date: September 2, 2025

Questions Deadline: September 9, 2025, 3 p.m. PST

Proposals Due: September 19, 2025, 4 p.m. PST

Hood River County is issuing this RFP pursuant to its authority under both state law and Hood River County Administrative Code. The County is using the Request for Proposals method of procurement, pursuant to ORS ORS 279B.060 and Hood River County Administrative Code 5.47.230.

Proposers shall direct all communications related to any provision of the RFP—whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision—only to the POC and email identified in this RFP.

No proposal will be considered unless fully completed in a manner provided in the packet. Proposals will not be accepted after the stated due date and time. Any proposal received after closing time will not be considered.

The County may reject any proposal not in compliance with this RFP or not in compliance with public proposal submission procedures at its sole discretion.

Proposers must register with Hood River County by providing an email address to the email above to receive answers to questions sent in the form of addendums. Acknowledgment of receipt of all addendums is a requirement of proposal submission.

PUBLISHED State of Oregon – OregonBuys Platform Hood River County’s website https://www.hoodrivercounty.gov/ https://oregon.public.law/statutes/ors_279b.060 https://www.hoodrivercounty.gov/vertical/Sites/%7B4BB5BFDA-3709-449E-9B16-B62A0A0DD6E4%7D/uploads/Admin_Code_adopted_8.15.11_modified_2015_2017_2022_2024.pdf

TABLE OF CONTENTS

Introduction

Scope of Work

Submittal Instructions

Proposal Content and Format

Proposal Evaluation and Contract Award Procedures

Appendix A: Business Statement

Appendix B: Acknowledgement of Addenda

Appendix C: Acknowledgement of Contract

Appendix D: Professional Services Contract

Addendum #1: Questions and Answers

Section 1 Introduction

Project summary Hood River County (County) has issued this Qualifications Based Selections Request for Proposals (RFP) to obtain proposals for an organizational and fiscal sustainability assessment with recommendations for the County. The goal is to identify alternatives for organizing and funding County operations in order for the County to provide efficient and cost-effective services for the community and complete critical capital improvement projects.

Background Hood River County, Oregon is a rural county in the Columbia River Gorge with a population of 24,357 (PSU Population Research Center). There are two incorporated cities, Hood River (population 8,574) and Cascade Locks (1,412); the majority of the population, about 60 percent, lives in the rural “Upper Valley.” The County ranks sixth in per capita personal income in Oregon.

Bordered by the Columbia River to the north and Mount Hood National Forest to the south, the 533-square-mile county is a top producer of pears, apples, and cherries and one of the most popular places for outdoor-recreationists to visit in the state.

The Hood River County government is led by an elected five-member Board of Commissioners who appoint a County Administrator to manage County operations. The County provides services to the entire region that include property assessment and tax collection, law enforcement and public safety, elections, road maintenance, health and human services, land use and building code permitting, and District Attorney and crime victim services. The County collects, distributes, and invests taxes on behalf of County taxing districts. In addition to providing the statutorily required services, the County owns and operates several overnight campgrounds as well as a growing Recreation Trails program in the County Forest.

Hood River County is one of a few counties that owns its own forest—nearly 34,500 acres of land are dedicated as County Forest, of which just over 30,000 acres is suitable for timber production.

This resource is a tremendous asset but has also impacted the County’s permanent tax rate—at $1.42/$1,000 it is one of the lowest rates in the state. Property taxes only make up approximately 35 percent of the County’s general fund revenues, creating a difficult matrix of funding streams needed to carry out basic services.

The top two goals in the County’s 2021-2026 Strategic Plan identified by the Board of County Commissioners are to:

1. Modernize the County organization and internal systems for effective, efficient, and resilient services, and

2. Foster financial sustainability and strength.

In 2022, Hood River County hired Logic Compensation Group to conduct an operational and organizational assessment covering nine (9) County departments and 150 employees. Since then, the County has implemented some of the recommendations, including consolidating the

Prevention and Veterans departments into the Health Department and hiring a Grants Manager and Technology Services Director. The County has since grown to 162 employees, and the Human Resources department currently maintains five union contracts.

In developing the County's FY25-26 budget, the County’s Budget Committee identified the need to define a path for future county sustainability. The adopted FY25-26 budget benefits from the passage of Public Safety Levy 14-82, which reauthorized the $0.78/$1,000 levy for the next five years, but the County is entering a challenging fiscal environment due to limited revenues, statewide increases in PERS premiums, and a shifting state and federal funding environment that has put pressure on contingencies and unappropriated ending fund balance percentages.

In 2024, the County contracted DLR Group to initiate a space feasibility analysis and projected cost estimate for the replacement of its Courthouse (309 State Street, Hood River) and County Business Administration Building (CBAB; 601 State Street, Hood River). The current estimate to meet the needs of the County administrative, courthouse, and State judicial functions is $276,455,203. The County submitted an $87 million Capital Bond Funding Request to the state in the 2025 legislative session for the Courthouse replacement but was unsuccessful and anticipates submitting again in the 2026 short session.

Within the next 10 years, the County is also estimating $11,270,000 in critical bridge replacement costs and regular bridge maintenance work, based on the 2025 Bridge Capital Improvement Planning report. As the County continues to identify short and long-term capital needs, it has become evident to strategically plan for ongoing funding and opportunities for partnerships that will lead to project success without putting excessive burdens on the County taxpayers.

Long-term challenges that need to be addressed are:

• Balancing the cost of public safety with other required County services

• Identifying capital funds for County facilities and road/bridge infrastructure needs

• Maintaining a desired level of service across the County based on feedback coming through the 2026-2031 Strategic Planning process

• Maintaining non-mandated services that are a benefit to the County’s such as the Forestry

Recreation Trails program

As a result, the County is seeking proposals from qualified firms to:

1. Review the 2022-2023 Organizational Assessment and provide updated recommendations for structuring the operation of the county that would be informed by new leadership and the potential of co-located county operations.

2. Develop a financial forecast and evaluate potential revenue sources.

Given the limited resources of the County, shifting state and federal funding landscape, and future needs of the County that include significant facility improvements, it is critical for the County to provide services in the most efficient and cost-effective manner. Highly qualified proposals will demonstrate the ability to use proven methodologies and provide creative, strategic solutions that will have a lasting impact.

Section 2 Scope of Work

A. Project Initiation

1. The Proposer will conduct a kickoff meeting with County representatives and present projected project timeline and communications plan

2. The Proposer will identify comparable municipalities for benchmarking the organizational and financial structures

B. Operational and Organizational Structure Assessment.

1. The Proposer will understand the current County organization structure and processes through:

• Review and analysis of the 2022-2023 Organizational Assessment, existing organizational charts, job descriptions, strategic plans, performance reports, County policies, processes and procedures provided by Hood River County to determine their alignment with Oregon county government best practices, and comparable municipalities

• Interviewing, individually and by group sessions, key stakeholders, including County leadership, department directors, and other relevant personnel regarding each department’s primary responsibilities as they align with the County’s statutorily required services

• Designing and administering an employee survey to learn about concerns, ideas for increasing efficiency, and suggestions for improving practices and procedures

• Reviewing the workflow, distribution of assignments, and reporting structures to determine if tasks and responsibilities are appropriately aligned

• Facilitating focus group discussions to gather qualitative insights from department staff at varying levels to understand the perspective of different employees and identifying common themes

2. The Proposer will evaluate the County’s internal strengths and weaknesses while considering the current structures at comparable municipalities by identifying:

• The ideal organizational structure to support the County in the next five (5), ten (10), and twenty (20) years

• Areas of potential improvement within leadership roles and responsibilities and the appropriate level, experience, and preparation of current leadership

• Where tasks and responsibilities can be better aligned

• Where departments have overlapping responsibilities and strategies to negate overlap

• Where staffing can be enhanced with training and professional development

• Recommended changes to County Administrative Code, ordinances, and policies and procedures related to organizational structure

• Where technology can be used to maintain current staffing levels and services

• Current and future staffing needs for each department

• Potential areas of risk (strategic, operational, safety, etc.)

• Other opportunities to increase efficiency, effectiveness, and collaboration with future facility plans in mind

3. The Proposer will work with County leadership to:

• Evaluate recommendations and narrow down choices for implementation

• Determine the most effective and efficient structure

• Identify necessary steps to implementation

• Draft the Organizational Assessment Report and Action Plan

C. Fiscal Sustainability Assessment

1. The Proposer will understand the current County fiscal environment, capital funding needs, and processes through:

• Review and analysis of the County operating budgets and annual audits for the last five years

• Review and analysis of capital planning, including the Administration and Courthouse

Consolidation Report, Bridge Capital Improvement Plan, and other documents identified during project initiation phase

• Interviewing, individually and by group sessions, key stakeholders, including County leadership, department directors, and other relevant personnel to understand current and projected revenues and expenditures, budget gaps, and fiscal planning processes in each department

2. The Proposer will evaluate the County’s financial status and forecasts in order to:

• Analyze the County’s ability to fund services and projects in the next five years

• Develop recommendations for funding identified prioritized capital projects

• Develop long-term (5- and 10-year) revenue assumptions and projections

• Develop long-term (5- and 10-year) operating cost projections, including salaries and benefits, services and supplies, capital outlay, debt service, interfund transfers, and the funding status of pension and other post-employment benefit obligations

• Develop fund balance/reserves analyses and amounts restricted or assigned for specific purposes in accordance with County policy and/or generally accepted government accounting standards

• Economic assumptions used in preparing the long-range financial forecast, including revenue growth trends, compensation and benefits increases (especially medical and pension projections), historical and future projected recessionary impacts, development activity, and regional economic environmental assumptions

3. The Proposer will:

• Assess the strategies employed to date to understand which have been most effective in reducing costs and increasing revenue

• Identify budget balancing approaches that are being used by comparable municipalities in Oregon and other municipalities throughout the United States that may be appropriate for the County

• Identify new revenue sources or identify ways to enhance existing revenue sources based on best practices

• Identify strategies that cap or save General Fund expenditures

• Develop alternative, lower-cost delivery approaches

4. The Proposer will work with County leadership to:

• Evaluate recommendations and narrow down choices for implementation

• Determine the most effective and efficient structure

• Identify necessary steps to implementation

• Draft the Fiscal Sustainability Assessment and Action Plan

D. Project Deliverable and Final Package will include:

1. Executive Summary with Proposed Organizational Chart and High-Level Action Plan

2. Current and Proposed Organizational Charts

3. Complete Organizational Assessment Report and Action Plan

4. Complete Fiscal Sustainability Assessment Report and Action Plan

5. Combined Recommendations and Phased Implementation Roadmap

6. Data appendices and 5-, 10-, and 20-Year Prioritized Action Matrix

7. Presentation slide deck and Presentation of recommendations to the Board of

Commissioners during a regularly scheduled public work session

This Scope of Work is anticipated to meet the County’s objectives. Firms are invited to propose unique approaches based on their experience on similar projects.

Section 3 Submittal Instructions

Solicitation Timeline

September 2, 2025 Advertisement and Release of RFP September 9, 2025 at 3 p.m. Deadline for Questions September 11, 2025 by 4 p.m. Answers to Questions issued as RFP addendum September 19, 2025 by 4 p.m. Deadline for Submission of Proposals September 29-October 3, 2025 Invitation Only Interviews October 20, 2025 Award of Contract at Special Meeting October 27-31, 2025 Tentative Kickoff Meeting

A. County's Project Manager The County's Project Manager for this work will be Allison Williams, County Administrator.

B. General By submitting a proposal, the Proposer certifies that the proposal has been arrived at independently and submitted without any collusion designed to limit competition. The County retains sole discretion in determining the award of an Agreement and reserves the right to reject all Proposals. The County also reserves the right to change, cancel, or reissue this RFP at any time.

Furthermore, the RFP does not obligate the County to accept or contract for any expressed or implied services. The successful Proposer must comply with local, state, and federal requirements regarding equal opportunity and employment practices.

The successful Proposer must complete this RFP in full to be considered and be qualified to conduct business in the State of Oregon.

C. Proposal Submittal The proposal and all amendments must be signed and submitted no later than 4:00 p.m. local time, Friday, September 19, 2025, to the email address below.

All proposals should be single-spaced in no less than 11-point font with no less than 1" margins in an electronic format that permits faithful reproduction and printing, such as in PDF format, and submitted to the following address: administration@hoodrivercounty.gov with the subject line “25-26 RFP 001 – [FIRM NAME HERE] – Proposal”. Proposals sent by mail or facsimile will not be accepted.

Proposals will be opened at the proposal submission deadline. Proposals submitted after the designated time or to the incorrect e-mail address will not be considered in the selection process.

All submissions are considered public documents unless there is data or information that is confidential due to its proprietary nature. Firms must identify specifically those portions of their proposal that are confidential, if any, or that contain confidential information. Any data or information considered confidential must be clearly marked “Confidential” and provided to the extent possible in a separate file and clearly marked in the file name that the contents are confidential.

Proposals may be modified or withdrawn by writing to the same e-mail address provided as the submission addresses prior to the Proposal Due Date. After the Proposal Due Date, no modifications will be permitted. Firms may withdraw a proposal after the Proposal Due Date only upon submittal of a formal written notice to Allison Williams, County Administrator at administration@hoodrivercounty.gov “25-26 RFP 001 – [FIRM NAME HERE] – Withdrawal”.

Withdrawal of any proposal is immediately final, and the firm will be disqualified from the performance of any work related to this project.

The proposal, to be considered a valid proposal, must be signed by a principal officer or owner of the business entity that is submitting the proposal. Such a signature constitutes the Proposer’s representation that it has read, understood and fully accepted every provision of this RFP unless an exception is described above.

D. Protests Potential Proposers who believe that the RFP is unnecessarily restrictive or limits competition may submit a protest in writing to Allison Williams, County Administrator. A protest shall include the reasons for the protest, the basis under the appropriate referenced sections of the OAR/ORS, and suggested modifications that are believed to be necessary to remove the unnecessary restrictions to allow open competition. To be considered, a protest must be submitted within ten

(10) calendar days of issuance of the RFP. The County Administrator shall respond to any protest and, if necessary, shall issue any appropriate revisions to the RFP and will post these revisions as mailto:administration@hoodrivercounty.gov an Addendum to the RFP.

All protests are required to be directed to Allison Williams, County Administrator, by email to adminstration@hoodrivercounty.gov with the subject line “25-26 RFP 001 – [FIRM NAME HERE]

– Protest”.

If a protest is received in accordance with the section above, the proposal opening date may be extended if necessary, to allow consideration of the protest and issuance of any necessary addenda to the proposal documents.

E. Proposal Submission and Signing All requested forms and attachments (Business Statement, Acknowledgment Addenda) must be submitted with the proposal and in the required format.

F. Cost of Preparing a Proposal The RFP does not commit the County to pay any costs incurred by the Proposer in the submission or presentation of a proposal or in making the necessary proposal for the preparation thereof.

G. Interpretations and Clarifications All questions regarding this RFP shall be directed to Allison Williams, County Administrator at administration@hoodrivercounty.gov with the subject line “25-26 RFP 001 – [FIRM NAME HERE]

– Questions”.

If necessary, interpretations or clarifications in response to such questions will be made by issuance of an "Addendum" to all prospective Proposers within a reasonable time prior to proposal closing, but in no case less than 72 hours before the proposed closing. If an addendum is necessary after that time, the County, at its discretion, can extend the closing date.

Potential Proposers should register with Hood River County to receive any issued addenda.

Proposers can register by sending an e-mail indicating their interest in the solicitation to administration@hoodrivercounty.gov with the subject line “25-26 RFP 001 – [FIRM NAME HERE]

– Registration”.

Proposers should provide an e-mail address where addenda may be sent.

Addenda issued must be acknowledged by the recipient by submitting the filled out "Acknowledgment of Addenda" as a part of the proposal. Only information provided in Addenda will be binding upon the County.

G. Disputes Should any doubt or difference of opinion arise between the County and a Proposer as to the items to be furnished hereunder or the interpretation of this RFP’s provisions, the decision of the County shall be final and binding upon all parties.

mailto:adminstration@hoodrivercounty.gov

H. Proposal Validity Period Submitted proposals shall be valid and cannot be voluntarily withdrawn for a period of sixty (60) calendar days from the Proposal Opening Date.

I. Form of Contract A copy of the County’s Professional Services Agreement, which the County intends to use for these services, is attached in Appendix D. The County intends that the selected Proposer will negotiate any changes to this template and execute a contract with the County to provide the required services. Unsuccessful negotiation to develop a mutually agreeable contract will result in the County proceeding as specified in Section 5 below.

J. County Personnel No Officer, agent, consultant, or employee of the County shall be permitted any interest in the contract.

K. Public Record All proposal material submitted by the Proposer shall become the property of the County and is public record unless otherwise specified. A proposal that contains any information that is considered a trade secret under ORS 192.501(2) should be segregated and clearly identified as such. This information will be kept confidential and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192. Confidential information or trade secrets cannot include any price information which has been submitted as a part of the proposal and open to public disclosure.

Section 4 Proposal Content and Format

A. Format To provide consistency in the review of the written proposals, firms are requested to prepare their proposals in the standard format specified below. All proposals should be single-spaced in no less than 11-point font with no less than 1" margins in an electronic format that permits faithful reproduction and printing, such as in PDF format, and submitted to the following address:

administration@hoodrivercounty.gov with the Subject Line: “25-26 RFP 001 – [FIRM NAME HERE] – Proposal”. Proposals sent by mail or facsimile will not be accepted.

B. Title Page The Proposer should identify the RFP title, name and title of the Proposer's contact person, address, telephone number, e-mail address, and submission date.

C. Transmittal Letter The transmittal letter should be no more than two (2) pages long and should include at a minimum the following:

1. A brief statement of the Proposer's understanding of the services to be performed;

2. Names of persons authorized to represent the Proposer, their title, email address, and telephone number (if different from the individual who signs the transmittal letter).

D. Table of Contents The table of contents should include a clear and complete identification by section and page number of the materials submitted.

E. Project Understanding and Approach

Proposers should detail their understanding of the County’s needs and their approach to ensure successful completion of the project and why they feel the approach will provide the best outcome for the County. At a minimum, the project approach should include a general schedule of meetings, milestones, and deliverables and who from the proposed project team will address each step. The County encourages proposers to include details on their firm’s project management experience from a prime consultant’s perspective. Proposers should also detail how their firm will address quality control throughout the project.

F. Completed Project Descriptions Provide at least three (3) project descriptions for comparable projects completed by the Proposer within the last five (5) years. For each of the three (3) projects, provide:

a. A concise description of the project in 500 words or less and a link to the published report

b. List members of the proposed project team that contributed to the completed project

c. Include at least one reference contact for the project with current contact information.

The County reserves the right to investigate the reference and the past performance of any proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, and its completion of a project on schedule.

G. Project Budget Proposers should include a detailed breakdown of the rates, hours, and total cost of the project.

H. Firm and Project Team Qualifications The Firm and Project Team Qualifications should include:

1. Background of the firm. This should include a brief history of the firm and the types of services the firm is qualified to perform.

2. Qualifications of the firm in performing this type of work. This should include examples of related experience and references for similar studies and projects. Proposers must identify the anticipated members of their firm assigned to meet the work scope and timelines.

3. Proposers should identify individuals and subcontractors who will provide the services, experience, individual qualifications, and roles throughout the project.

4. Pertinent resumes of assigned personnel should be included. Proposers are encouraged to provide detail of the firm’s and team members’ experience with managing infrastructure financing models and projects.

5. Firms should also provide details on their firm’s or any project team member’s previous experience with the County.

6. Provide references for projects similar to the work described in this RFP that the firm has performed in the past 10 years.

Hood River County reserves the right to approve final project team members.

I. Additional Services Provide a brief description of other services that your firm could provide the County. Such services would be contracted for on an “as needed” basis, likely via an amendment to be the contract so long as not drastically altering the scope of work.

J. Completion of Attached Forms Please complete the following:

Appendix A: Business Statement Appendix B: Acknowledgement of addenda (if any) Appendix C: Acknowledgement of Contract

The Proposer is responsible for knowing and understanding the terms and conditions included in or applicable to this RFP. By signing and submitting a Proposal, Proposer acknowledges acceptance of and agrees to be bound by the terms and conditions of the contract, as shown in Appendix D, attached hereto and incorporated herein by reference.

Section 5 Proposal Evaluation and Contract Award Procedures A. Scoring Process 1st Round: A selection committee will review the written proposals. Proposals will be evaluated to determine which best meet the County’s needs. Evaluations will be conducted in accordance with the following:

1st Round Evaluation Criteria Weight

Proposal submitted on time and complete Pass/Fail

Understanding of the Scope of Work and general approach to the project

20 pts

Experience with projects of similar complexity and function 15 pts

Cost competitiveness 15 pts

Qualifications of the Proposer’s staff assigned to the project 15 pts

Unique or special capability 10 pts

Total 75 pts

2nd Round: The top two or three scoring proposers will be invited to interview with the selection team in a virtual meeting on Teams. Proposers will be expected to present the proposal in a Powerpoint presentation of no more than 10 slides and in no more than 20 minutes. The presentation will be followed by no more than 15 minutes of Q&A. This will provide an opportunity to clarify or elaborate on the proposal. The County Project Manager will schedule these presentations’ time on Teams and notify the selection firms.

After the interview, the Powerpoint presentation must be submitted to adminstration@hoodrivercounty.gov with the subject line “25-26 RFP 001 – [FIRM NAME HERE]

– Presentation”. The Powerpoint slides will become part of the Proposal package record.

After the interview, the selection committee will score the Proposers with the following evaluation categories and points:

2nd Round Evaluation Criteria Weight

Presentation 10 points

Q&A 10 points

References 5 points

Total 25 points

The 1st and 2nd Round Evaluation Scores will be totaled. The County will initiate an Intent-to- Award letter and begin negotiation with the highest-scoring firm.

B. Inquiries of References The County reserves the right to investigate references and the past performance of any Proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment of employees and workers.

C. Clarification of Proposals The County reserves the right to obtain clarification of any point regarding a proposal to obtain additional information necessary for evaluation. Failure of a Proposer to respond to such a request for additional information or clarification could result in their disqualification for selection.

D. Negotiations with Top Ranked Firm After determining the final point totals, the County will enter negotiations with the top-ranked firms. If the County and the top-ranked firm are unable after good faith negotiations to agree to a price, the County will move to the second-ranked firm and enter negotiations. The process shall mailto:adminstration@hoodrivercounty.gov repeat until either the County and a firm come to an agreed-upon price, or the County determines the project infeasible and elects to re-scope and re-solicit the work.

E. Proposals Rejection The County reserves the right to take the following actions:

a. Reject any or all proposals not in compliance with public procedures and requirements;

b. Reject any proposal not meeting the requirements set forth herein;

c. Waive any irregularities in proposals submitted;

d. Reject all proposals;

e. Award any or all parts of a proposal; and request references and other data to determine responsiveness.

F. Opening of Proposals There will be no public opening of proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Intent-to-Award Notification is issued. However, the County will record and make available the identity of all Proposers after the contract has been awarded.

Appendix A: Business Statement

1. Name of Business:

2. Business Address:

3. Phone: Email:

4. Business Classification (Check all that apply)

Individual Partnership Corporation Women or Minority Owned

5. Name of Owner:

6. Can firm meet insurance requirements specified in example professional services agreement (Appendix C)

Yes No

7. Are there claims that are pending against this insurance policy?

Yes: No:

If yes, attached explanation

8. During the past five years, has the firm, business, or any officer in the firm or business, been involved in any (1) bond forfeiture, (2) litigation personally involving the firm, business or any officer in the firm or business (other than dissolution of marriage), or (3) claims filed with any insurance carrier concerning the firm, business, or any officer in the firm or with any insurance carrier concerning the firm, business, or any officer in the firm or business?

9. Has company been in bankruptcy, reorganization or receivership in last five years?

10. Has company been disqualified or terminated by any public agency?

11. Proposal offers shall be good and valid for at least 60 days. Failure to concur with this condition may result in rejection of the offer. Does the firm accept this condition?

Having carefully examined all the documents of the solicitation, including the instruction, the undersigned proposes to perform all work in strict compliance with the above-named documents, as well as in compliance with all submitted proposal information accepts all the terms and conditions contained in the sample professional services agreement template (Appendix D)

Authorized Signature: Print Name:

Appendix B: Acknowledgement of addenda (if any)

Project Title: Hood River County Organizational Assessment and Fiscal Sustainability Analysis

Close: September 19, 2025 4 p.m. PST

I/We have received the following addenda (If none received, write “None Received”):

1. 2.

3. 4.

Date

Signature of Respondent

Appendix C: Acknowledgement of Contract

Project Title: Hood River County Organizational Assessment and Fiscal Sustainability Analysis

Close: September 19, 2025 4 p.m. PST

I/We acknowledge that we have reviewed and understand the terms, conditions, and requirements set forth in the Professional Services Contract Template provided by Hood River County.

This acknowledgement does not constitute execution of the contract but affirms our understanding of, and commitment to, the contract language as issued.

Authorized Representative

Name: _____________________________

Title: ______________________________

Signature: __________________________

Date: ______________________________

Contract for Professional Services Page 1 of 14 Last approved as to form: 6/2022

Hood River County Professional Services Contract

To Provide Professional Services Relating to:

(Description)

THIS CONTRACT FOR PROFESSIONAL SERVICES (“Contract”) is between Hood River County, Oregon, located at 601 State Street, Hood River, Oregon 97031 (“County”) and _____Contractor’s Name__________, located at _Contractor’s Address_ (“Contractor”), collectively known as the “Parties” and each individually as a “Party.” County’s primary supervisor for this Contract (“Contract Administrator”) is __Project Manager’s Name__, __Project Manager’s Title__.

The Parties agree as follows:

1. Effective Date; Term. The Contract shall become effective on the date last signed by a Party and when required, approved by the Hood River County Board of Commissioners and County’s legal counsel. Unless terminated or extended, the Contract expires when County accepts Contractor’s completed performance or on _Month Day , 20xx , whichever date occurs first (“Term”).

2. Statement of Work. Contractor shall perform the services as scheduled (“Work”) in accordance with the terms and conditions of the Contract, and as set forth:

☐ in Contractor’s proposal dated _Month Day, 20XX__, attached as Exhibit A, and incorporated into the Contract by this reference; or ☐ in the Statement of Services and Delivery Schedule and incorporated into the Contract by this reference; or ☐ in lines a. and b. immediately below.

a. Statement of Services (Be specific and complete):

b. Delivery Schedule (Must be complete):

3. Contract Documents. In the event of a conflict between or among the terms of this instrument, any proposal, or request for proposal, the following order of precedence shall prevail: (a) this instrument,

(b) the request for proposal, and (c) the proposal. Nothing in the Contract shall be considered an acceptance of the terms of a proposal if the terms of the proposal conflict or are otherwise incompatible with the express terms in the Contract or in County’s request for proposal.

☐ County’s Request for Proposal, dated ____________________________________, is attached as Exhibit B, and incorporated in the Contract by this reference (Attach RFP if Contract results from RFP solicitation).

Pursuant to ORS 279A.215, other public agencies may establish contracts or price agreements directly with Contractor under the terms, conditions and prices of the Contract: ☐ Yes ☐ No.

4. Payment. County shall pay Contractor ☐ the sum of $_______ or at the hourly rate of $_________ for satisfactory accomplishment of the Work required by the Contract. The MAXIMUM, NOT-TO- EXCEED AMOUNT of compensation payable to Contractor under the Contract, which includes any allowable expenses or reimbursement, is $__________________.

5. Billing and Payment Schedule.

a. At least thirty days prior to the due date of payment, Contractor shall prepare and submit an invoice of services rendered to:

Contract for Professional Services Page 2 of 14

HOOD RIVER COUNTY, ATTENTION: ______________, CONTRACT

ADMINISTRATOR, 601 STATE STREET, HOOD RIVER, OR 97031.

b. County shall pay Contractor after the Contract Administrator approves and accepts Contractor’s completed Work. Contract Administrator shall subsequently submit a payment request to County’s Finance Department for processing.

c. If the Contract specifies an end product, County may withhold an amount up to 10 percent of the total sum of money to be paid until all required Work is completed and accepted.

d. If charges are made for services performed and those charges are to be paid from grant funds, the services shall relate directly to the grant from which the funds are expended.

e. County may pay Contractor interim payments for partial completion of tasks or services only if County provides prior written authorization. An interim payment shall release County from any further obligation for payment to Contractor for Work performed or expenses incurred as of the date of the invoice of services rendered.

6. Representations and Warranties. Contractor represents and warrants to County that:

a. If Contractor is an entity, Contractor is duly organized, validly existing, and in good standing under the laws of the State it is incorporated, and is duly qualified and authorized to do business and is in good standing in all States where it is required to be qualified and authorized.

b. Contractor has the legal power and authority to:

i. Transact the business in which Contractor is engaged and presently proposes to engage; and

ii. Execute, deliver, and perform the Contract.

c. Contractor has taken all necessary action to authorize the execution, delivery, and performance of the Contract.

d. Contractor has duly executed and delivered the Contract.

e. The execution, delivery, and performance of the Contract do not:

i. Contravene any applicable provision of any law, statute, rule, or regulation, or any order, writ, injunction, or decree of any court or governmental entity,

ii. Conflict with or result in any breach of any agreement to which Contractor is a party, or

iii. Violate any provision of any organizational documents of Contractor, if Contractor is any entity.

f. No authorization or approval or other action by, and no notice to or filing with, any governmental authority or regulatory body is required for the due execution, delivery, and performance by Contractor of the Contract, other than those that have already been obtained.

g. When executed and delivered, the Contract shall constitute the legal, valid, and binding obligation of Contractor, enforceable in accordance with its terms, except to the extent that the enforceability may be limited by equitable principles and by bankruptcy, insolvency, reorganization, moratorium, or similar laws affecting creditors’ rights generally.

h. The person who signs the Contract on behalf of Contractor:

i. is duly authorized to execute the Contract,

ii. has authority and knowledge regarding Contractor’s payment of taxes, and

iii. to the best of the person’s knowledge, Contractor is not in violation of any Oregon tax laws.

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i. Contractor has complied with all state and local tax laws, including but not limited to ORS 305.620, and ORS 316, 317, and 318.

j. Contractor is not subject to backup withholding because Contractor is exempt from backup withholding, Contractor has not been notified by the Internal Revenue Service (IRS) that Contractor is subject to backup withholding, or the IRS has notified Contractor that Contractor is no longer subject to backup withholding.

k. Contractor shall, at all times during the Term of the Contract, be duly licensed to perform the Work. If there is no licensing requirement for Contractor’s profession or for the Work to be performed, then Contractor shall be duly qualified and competent.

l. If Contractor performs personal services under the Contract, Contractor shall perform the Work in a good and workmanlike manner.

m. If Contractor provides professional services under the Contract, Contractor shall perform the Work in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care, skill, and diligence ordinarily exercised by members of the profession currently practicing under similar conditions.

n. The warranties as to the standard of care set forth in subsection (l) and (m) are in addition to, and not in lieu of, any other warranties provided.

7. Subcontractors; Key Personnel.

a. Subcontractor Usage. Contractor shall use the subcontractors identified in its proposals.

Contractor shall not change subcontractor assignments without the prior written consent of County’s Purchasing Agent.

b. COBID CERTIFIED Subcontractors.

i. County shall enforce all firms certified by the State of Oregon Certification Office for

Business Inclusion and Diversity, collectively known as COBID certified, subcontracting commitments submitted by Contractor in its proposals.

ii. If Contractor subcontracts with a firm certified by COBID, in whole or in part, because of the subcontractor’s status as COBID certified, then Contractor shall require in its subcontract that the subcontractor remain certified throughout the Term of the Contract.

iii. Contractor shall terminate the subcontract if the COBID certified subcontractor fails to remain certified throughout the Term of the Contract. Contractor shall then replace the terminated subcontractor with another state-certified subcontractor after receiving prior written consent from County’s Purchasing Agent.

c. Key Personnel. If Work is awarded to an individual or a team, the key personnel identified in the proposal shall perform Work on the Contract in the role and at the level of involvement identified in the proposal. Key personnel for this Contract are: _List all key personnel for the project_ (N/A if left blank). Contractor shall not substitute a key personnel member on a particular project without the prior written consent of County, which shall not be unreasonably withheld.

8. Availability of Funds.

a. County has sufficient funds currently available and authorized for expenditure to finance costs of the Contract within County’s current annual budget and fiscal period. However, County may terminate the Contract without further liability if (i) sufficient funds are not provided in future County approved budgets or from applicable federal, state, or other sources to permit County in the exercise of its reasonable administrative discretion to continue the Contract, or (ii) County abolishes the program for which benefit this Contract was executed.

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b. County shall provide Contractor with thirty days’ written notice if County terminates the Contract under this section.

9. Termination.

a. For Convenience.

i. Mutual Consent. The Parties may terminate the Contract at any time by mutual written consent.

ii. County. County may, at its sole discretion, terminate the Contract, in whole or in part, upon thirty days’ written notice to Contractor.

b. For Cause by County. County may terminate the Contract, in whole or in part, immediately upon notice to Contractor, or at a later date as County may establish in its notice to Contractor, upon occurrence of any of the following events:

i. County fails to receive funding, appropriations, limitations, or other expenditure authority at levels sufficient to pay Contractor for the Work, as further described in Section 8.

ii. Federal or state laws, regulations, or guidelines are modified or interpreted in a way that the Work under the Contract is prohibited, or County is prohibited from paying for the Work from the planned funding source.

iii. Contractor no longer holds a license or certificate that is required to perform the Work.

iv. Contractor materially breached a covenant.

v. Any representation or warranty made by Contractor in Section 6 is false or misleading in any material respect when made or when deemed made or repeated if the breach is not cured within thirty days after receipt of written notice from County.

vi. The insolvency, liquidation, or bankruptcy of a Party.

vii. The death, physical incapacity, or inability of any of Contractor’s key personnel to perform the Work as provided under Section 7(d).

viii. As used in Section 9(b)(iv), “materially breached a covenant” means a:

A. failure to perform the Work under the Contract within the time specified in the Contract or within the timeframe of any extension agreed to by County;

B. failure to pursue the Work so as to endanger Contractor’s performance under the Contract in accordance with its terms, and the failure is not cured within ten business days after the date County delivers the notice, or within a longer period County may specify in the notice;

C. failure to provide or maintain in full force and effect any required insurance, if that failure is not cured within seven days after receipt of written notice from County;

D. failure to perform any other material covenant or obligation set forth in this Contract if that failure is not cured within thirty days after receipt of written notice from County.

c. For Cause by Contractor. Contractor may terminate the Contract if Contractor provides thirty days’ written notice to County that County failed to pay Contractor pursuant to the terms of the Contract and County failed to cure within thirty business days after receiving Contractor’s notice, or within a longer period of cure as Contractor may specify in its notice to County.

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d. Remedies.

i. In the event of termination pursuant to Section 9(a)(i), 9(a)(ii), 9(b)(ii), 9(b)(vii), or 9(c) of the Contract, Contractor’s sole remedy shall be a claim for the total sum provided in Section 4 multiplied by the percentage of Work completed and accepted by County, less previous amounts paid and any claim which County has against Contractor. If previous amounts paid to Contractor exceed the amount due to Contractor under this subsection, Contractor shall pay any excess to County upon demand.

ii. In the event of termination pursuant to Section 9(b)(iii), 9(b)(iv), 9(b)(v), or 9(b)(vi), County shall have any remedy available to it in law or equity. If it is determined for any reason that Contractor is not in default under Section 9(b)(iii), 9(b)(iv), 9(b)(v), or 9(b)(vi), then the rights and obligations of the Parties shall be the same as if the Contract were terminated pursuant to Section 9(a)(ii) of the Contract.

e. Contractor’s Tender upon Termination. If Contractor receives a notice of termination of the Contract, Contractor shall immediately cease all Work unless County expressly directs otherwise in its notice of termination. Upon termination, Contractor shall deliver to County all documents, information, works-in-progress, and other property that are or would be deliverables had the Contract been completed. Upon County’s request, Contractor shall promptly surrender all documents, research, objects or other tangible things needed to complete the Work to a designated County representative.

10. Force Majeure.

a. Force Majeure Event. Neither Party shall be held responsible for delay or default caused by war, insurrection, acts of terrorism, strikes, lockouts, labor disputes, riots, terrorist acts or other acts of political sabotage, volcanoes, floods, earthquakes, fires, acts of God, acts of the public enemy, epidemics, quarantine restrictions, freight embargoes, lack of transportation, governmental restrictions or priorities, severe weather, or any other uncontrollable or unforeseeable act or circumstance beyond a Party’s reasonable control and without fault or negligence of the Party (“Force Majeure Event”).

b. Reasonable Efforts to Remove or Eliminate Force Majeure Event. A Party affected by the Force Majeure Event shall make all reasonable efforts to remove or eliminate the cause of the Force Majeure Event and shall diligently pursue performance of its obligations under the Contract after the Force Majeure Event ceases.

c. Written Notice; Effect of Delay. If there is a delay as a result of a Force Majeure Event, the Party delayed shall give written notice of the delay and the reason of the delay to the non-delayed Party within thirty days after the Party delayed learns of the Force Majeure Event. The Party delayed may request an extension of time up to the length of time of the delay due to a Force Majeure Event. Contractor shall not be entitled to additional compensation for delays that occur under this subsection.

11. Amendment.

a. Amendment to be in Writing; Definition. The Parties may not amend the Contract unless the amendment is first reduced to writing and signed by the Parties. An “amendment” is a written document, contemporaneously executed by County and Contractor, which increases or decreases the cost to County, or changes or modifies the Statement of Services or Delivery Schedule. Any amendment is effective only in the specific instance and for the specific purpose identified in the amendment.

b. Request for Amendment. In the event Contractor receives any communication whatsoever from County that Contractor contends gives rise to an amendment of the Contract, Contractor shall, within fifteen days after receipt, make a written request for an amendment to County.