C2024445_Japan Foreign Rep_Addendum 1.pdf

Addendum #1 to Business Oregon RFP No. C2024445 “Trade and Foreign Direct Investment Representative for Japan”

OregonBuys Open Market Bid S-12300-00011036

The Oregon Business Development Department (“Business Oregon” or “Department”) has received several questions regarding the requested services. While the deadline for submission of proposals remains November 1, 2024, at 3:00 p.m. pacific time, we wish to provide responses to the questions received to date. None of the answers below modify or add to the directions in the Request for Proposal (RFP) document, but rather provide useful information for drafting a proposal. Reponses to each question are presented in underline and italicized text immediately following each question.

Question 1: Regarding RFP Section 2.4.1.1 Lead Generation/Pipeline (minimum 5-8 new high quality leads per month): we understand that parameters will be mutually agreed upon for a ‘high quality lead’. However, does Business Oregon have any initial criteria and/or definition as to what qualifies as a ‘high qualify lead’ for the Japan project? Note: We acknowledge that “small sales offices with less than 10 employees and projects requiring significant public subsidy are not high-quality leads”.

Response 1: A high quality lead is a lead that will bring a projected minimum of 20 jobs to the State of

Oregon within 24 months after initial project launch. Additionally, high quality leads will create jobs that pay equal to or above Oregon average wages (this may be an average of all positions at the location).

Question 2: Regarding RFP Section 2.4.1.2 Project Pipeline Development, In-Person Meetings and

Virtual Meetings, subsection d.: “Arrange for monthly virtual meetings with prospective companies, an average of 3-5 meetings per month”: we are assuming that these ‘virtual meetings’ are with representative(s) as well as Business Oregon Staff, is this correct?

Response: 2: Yes, this is correct – virtual meetings should include the contractor as well as Business

Oregon staff.

Question 3: Regarding RFP Section 2.4.1.2 Project Pipeline Development, In-Person Meetings and

Virtual Meetings, subsection h.: “The Contractor will cultivate FDI commitments and target solid leads during the project pipeline development process. Business Oregon expects the Contractor will achieve 10-20 solid leads and 2-5 concrete project commitments within each 12-month Contract period”: can Business Oregon elaborate on the definition of what it expects to qualify for “2-5 concrete project commitments”? Is this a verbal commitment, or does there need to be a formal acknowledgement in writing?

Are there minimums for capital commitment, anticipated jobs created, investment timeline etc.?

Response 3: Concrete project commitments are those that are documented or acknowledged in some form of writing (email, letter, etc.). Verbal commitments captured in recording would also qualify. There are no minimums for capital expenditures, however commitments should be for projects that will create 20 quality jobs or greater over a 24 month period.

Question 4: Regarding RFP Section 2.4.1.3 Outbound Missions, “The Contractor shall support up to 3

(three) business recruitment and FDI missions to Japan during each 12 (twelve) month Contract period. Once per biennium (two-year period) one of these missions may be a Governor’s mission or State of Oregon trade mission. Actual costs for high level meetings, translation services, transportation, additional protocols or are reimbursable on a cost-incurred basis. During these outbound trade missions, the Contractor shall also support integration of business retention and aftercare meetings.”: in our experience, high level missions, especially Governor’s missions require substantial resources and time commitment. Will Business Oregon provide additional budget for these missions?

Specifically, does Business Oregon expect to have a separate budget for VIP/Governor’s missions, above/in addition to the stated annual budget of $130,000?

Response 4: Business Oregon has a separate budget to support outbound trade missions. The

$130,000 is not dedicated to costs associated with potential trade missions.

Question 5: Regarding RFP Section 2.4.1.3 Outbound Missions, “The Contractor shall support up to 3

(three) business recruitment and FDI missions to Japan during each 12 (twelve) month Contract period. Once per biennium (two-year period) one of these missions may be a Governor’s mission or State of Oregon trade mission. Actual costs for high level meetings, translation services, transportation, additional protocols or are reimbursable on a cost-incurred basis. During these outbound trade missions, the Contractor shall also support integration of business retention and aftercare meetings.”: State trade missions usually involve a delegation of Oregon companies. Similarly to the above question 4, trade missions require extra resources and time commitments. Will Business Oregon provide additional budget to support a trade mission?

Response 5: Business Oregon has a separate budget to support outbound trade missions as well as funds to support companies with services typically associated with trade missions. The $130,000 is not dedicated to costs associated with potential trade missions.

Question 6: Regarding RFP Section 2.4.2 Export: “At a minimum, Contractor shall provide the following services….” For all trade activities, we are assuming that contractor/s will be working in close collaboration with the Business Oregon trade team to develop work orders/industry reports, etc. We are comfortable with meeting the KPIs as outlined in the RFP, but does Business Oregon acknowledge that meeting KPIs/work orders/trade service requests requires Business Oregon’s team on the ground in Oregon to initiate this work?

Response 6: Yes, we understand that the Business Oregon team will also be responsible for finding trade clients. We do anticipate that the contractor will collaborate with Business Oregon Global Trade Specialists to market their services.

Question 7: Regarding RFP Section 2.4.2 Export, Subsection c.: “Recommend a market development plan for at least 3 industry groups within the first 90 days of project initiation. This should be a 12-month plan with periodic updates.” Will the Business Oregon trade team provide a template for the market development reports, or provide guidance on the level of detail expected?

Response 7: Business Oregon will provide detailed guidance on what information should be included in the market development reports.

Question 8: Regarding RFP Section 2.3.2, Project Overview and Background, Payment: does the contractor need to obtain Business Oregon’s pre-approval for all out-of-pocket expenses required for FDI services/Export Services extended in Japan? If Business Oregon has set threshold amount of pre-approval for out-of-pocket expenses, please let us know.

Response 8: This detail will need to be discussed during contract negotiations with the successful proposer.

Question 9: Regarding RFP Section 2.3.2, Project Overview and Background, Travel: “Business

Oregon will pay for Contractor’s inbound travel expenses to Oregon once per biennium (once every two years) amount not to exceed $10,000. Inbound travel expenses must be approved by Business Oregon prior to travel arrangements being made.” For familiarization tour (one full business week in 2025) are all travel expenses (flight, hotel, meals) part of the maximum $10,000 budgeted for travels to be done in two years?

Response 9: Yes, as the budget currently stands, we envision that a minimum of one representative from the foreign representation office will visit Oregon every two years and the $10,000 allocated should be sufficient to cover all of the expenses. We may be able to work with partners in state to cover some expenses, such as meals and ground transportation.

Question 10: Does Business Oregon allow contractor’s designated staff to have a business card that states: “authorized representative of Business Oregon in Japan”?

Response 10: Yes.

Question 11: Does Business Oregon allow contractor’s designated staff to use “Business Oregon” official email addresses?

Response 11: No. This is not possible due to strict information technology safeguards in place at the

State of Oregon.

Question 12: Regarding RFP Sections 2.4.1.1, Lead Generation, and 2.4.1.2, Project Pipeline

Development:

RFP Section 2.4.1.1: “Lead Generation/Pipeline Parameters (minimum 5-8 new high quality leads per month)…..”

RFP Section 2.4.1.2, subsection h: “The Contractor will cultivate FDI commitments and target solid leads during the project pipeline development process. Business Oregon expects the Contractor will achieve 10-20 solid leads and 2-5 concrete project commitments within each 12-month Contract period.”

Could you clarify the difference between the 5-8 new high quality leads per month and 10-20 per year? How many qualified leads with the number of job creation do you expect a month or year?

Response 12: Definitions are below for clarity. Business Oregon staff have significant experience with

FDI/Business Recruitment and acknowledge that while this work takes time, activity metrics are needed to ensure that contractors are engaged and focused on legitimate opportunities that will result in positive outcomes for the State of Oregon.

Definitions:

High quality leads – defined as companies targeted with potential projects where Oregon’s value proposition makes us competitive.

Solid leads - defined as leads where conversations have indicated that Oregon is competing with other locations for an actual project. Likely 20-30% of these will result in a site visit to Oregon.

Concrete project commitments – defined as project commitments that have been documented or acknowledged in some form of writing (email, letter, etc.). Verbal commitments captured in recording would also qualify. There are no minimums for capital expenditures, however commitments should be for projects that will create 20 quality jobs or greater over a 24 month period.