C2025733_PercentforArtCoord_RFQ.pdf

RFQ S-12300-00015608 – PERCENT FOR ARTS PROGRAM COORDINATOR SERVICES

Request for Qualifications:

Percent For Art Program Coordinator Services

Date of Issue: February 23, 2026 Bid Opening Date: March 31, 2026 at 3:00 p.m. Pacific Time

OBDD RFQ no. C2025733 OregonBuys no. S-12300-00015608

Single Point of Contact (“SPC”):

Kellie Stavang, Procurement and Contract Specialist Oregon Business Development Department 775 Summer Street NE, Suite 310 Salem, OR 97301 Telephone: 971-382-2123

Email: Kellie.Stavang@biz.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

LIST OF ATTACHMENTS

• Attachment A – Proposer Information and Certification Sheet

• Attachment B – Disclosure Exemption Affidavit

• Attachment C – Reference Check Form

• Attachment D – Certified Disadvantaged Business Outreach Plan

• Attachment E – Responsibility Inquiry

• Attachment F – Sample Contract

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 OREGONBUYS

1.4 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.3.2 SCOPE OF SERVICES

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PROPOSAL REJECTION

4.9 OPENING OF PROPOSALS

4.10 EVALUATION PROCESS

To what extent does the Proposal

4.11 POINT AND SCORE CALCULATIONS

4.12 QUALIFICATION DETERMINATIONS

4.13 NEXT STEP DETERMINATION

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.2 CERTIFIED FIRM PARTICIPATION

6.3 GOVERNING LAWS AND REGULATIONS

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

6.5 CANCELLATION OF RFQ; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

6.9 RESERVATION OF RIGHTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Business Development Department, (“OBDD”) on behalf of the Oregon Arts Commission (“Arts Commission”) is issuing this Request for Qualifications (“RFQ”) to recruit a pool of Project Coordinators that may be called upon as needed to perform Percent for Art project coordination services for the Arts Commission. OBDD intends, but is not required, to select three (3) to seven (7) Project Coordinators from this RFQ to be placed on a qualified Percent for Art in Public Places Project Coordinator List (“List”). OBDD reserves the right to re-open this RFQ at any time to augment the pool of Project Coordinators. Any such re-openings will be published in the same manner as this solicitation.

For purposes of this RFQ, all applicants submitting Proposals in response to this RFQ are referred to as “Proposers”; awarded Proposers will be referred to as “Project Coordinators”; and a Proposer’s response to this RFQ submitted via OregonBuys will be referred to as a “Proposal”.

OBDD intends to enter into Agreements for Services (“AFS”) contracts with five-year terms. OBDD reserves the right to amend the AFS for additional time not to exceed a total of 10 years and/or reasonably related to the services, dependent on need and approved budget, without conducting further solicitation activities (or as permitted by applicable statute or rule).

Specific work assignments or projects will be assigned to Project Coordinators and will be described in Work Assignment Contracts (“WACs”) that will incorporate all terms and conditions of the AFS.

Arts Commission will determine, in its sole discretion, the work assignment allocation process, and projects will be assigned with individual WACs on an as-needed basis. As work assignments become available, Arts Commission will select the most suitable candidate from the List. Project Coordinators will be offered Work Assignments based primarily on the Project Coordinator’s:

1.1.1 experience managing complex art projects, including past performance once the Project Coordinator has managed projects for the Oregon Arts Commission;

1.1.2 willingness to work in specific geographic regions; and

1.1.3 availability of hours per month and any schedule unavailability.

While Arts Commission will work with Project Coordinators to resolve any performance issues, Project Coordinators may be removed from the List at Arts Commission’s reasonable discretion.

The WAC are expected to pay for services at the rate between $36.50 and $75.00 per hour, and will be negotiated based on experience, including but not limited to complexity and budget range of previously managed projects. OBDD anticipates that Project Coordinators will work between 30 to 120 hours per month under the AFS, depending on project availability and Project Coordinator preference. Notwithstanding anything in the RFQ, projects arise at different times, and there is no guarantee of any specific level of work.

Percent for Art project coordination services include some or all aspects of managing public art projects for the Percent for Art in Public Places Program (“Program”), described more in Section 2 of this RFQ and Oregon Administrative Rules Chapter 123, Division 475 which may be found via the following link: https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=213.

https://secure.sos.state.or.us/oard/displayDivisionRules.action?selectedDivision=213

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

Event Date Time

Questions / Requests for Clarification Due March 09, 2026, at 5:00 p.m.

Responses to Questions / Requests for Clarification Issued (approx.) March 12, 2026, at 3:00 p.m.

RFQ Protest Period Ends 7 calendar days prior to RFQ Bid Opening Date

Bid Opening Date (Proposal Due) March 31, 2026, at 3:00 p.m.

Presentations, Demonstrations, or Interviews (optional at OBDD’s discretion) TBD

Issuance of Notice of Intent to Award April 15, 2026 (approx.)

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

1.3 OREGONBUYS

This RFQ, including all addenda’s, attachments, and exhibits, is posted as a Bid Solicitation in the OregonBuys web-based eProcurement System. The OregonBuys website is available at:

http://oregonbuys.gov. OregonBuys is the only official repository for RFQ documents; RFQ documents will not be separately mailed. OBDD assumes no responsibility for content obtained from other sources.

1.3.1 OREGONBUYS ASSISTANCE

Parties needing assistance with OregonBuys may contact the OregonBuys Helpdesk by telephone at

1.855.800.5046 or by email at support.oregonbuys@oregon.gov. Proposers may find additional information regarding OregonBuys at:

https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx.

1.3.2 OREGONBUYS REGISTRATION INFORMATION

Proposers must be registered in OregonBuys to do business with the State of Oregon. Registration is free. Current and correct registration information is the sole responsibility of the registered party.

OBDD accepts no responsibility for missing or incorrect information.

Proposers are encouraged to begin registration as soon as possible to prevent submission delays.

To create a vendor account, click the blue “Supplier Registration” button in the top right corner of the OregonBuys website. For registration assistance, see vendor registration guidance:

https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf. Vendors are responsible for ensuring that their vendor registration and information is current and correct in http://oregonbuys.gov/ mailto:support.oregonbuys@oregon.gov https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx https://oregonbuys.gov/bso/view/login/login.xhtml https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf

OregonBuys. OBDD shall not be responsible for defective registration or incorrect vendor information.

1.4 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFQ is identified as the Purchaser in OregonBuys and on the Cover Page of this RFQ. Proposers shall direct all communications related to any provision of the RFQ only to the SPC, whether about the technical requirements of the RFQ, contractual requirements, the RFQ process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

OBDD is issuing this RFQ pursuant to its authority under ORS 285A.075 to select Project Coordinators that will aid OBDD in carrying out the obligations provided in ORS 276.073 through

276.090 and OAR Chapter 123 Division 475.

OBDD is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 137- 047-0260. OBDD may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFQ, capitalized words not specifically defined in this document are defined in ORS 279A.010, ORS 279B.005, and OAR 137-046-0110.

2.3 OVERVIEW AND PURPOSE

2.3.1 Overview and Background

Oregon's Percent for Art in Public Places Program guides the acquisition of the state's Percent for Art Collection. More information about the Percent for Art in Public Places Program can be found on the Arts Commission’s website: https://www.oregonartscommission.org/programs/art-public-places.

Art Selection and Acquisition Process Program artwork and artists are selected by project-specific committees (“Art Selection Committee”) composed of Oregon residents representing the state agency or university (“Client”), community members, arts professionals, and a project architect. The Art Selection Committee evaluates possible styles, materials, locations, and themes in order to select artwork appropriate for each building.

Through shared discussion and a thorough review of proposals, the Art Selection Committee makes final selections of artists and works of art for the buildings.

Program artwork may be acquired in several ways. Existing pieces may be purchased from an artist or a gallery. Or, artists may be asked to respond to a Request for Qualifications or Proposals, which may be ‘Limited’: specific artists are invited to submit proposals, or ‘Open’: a broad call for proposals is issued and interested artists propose ideas. A prequalified Artist Roster is also used as a tool for review and selection of artists. The selected artist is then brought on contract to create commissioned site-specific artwork.

https://www.oregonartscommission.org/programs/art-public-places https://www.oregonartscommission.org/programs/art-public-places

2.3.2 SCOPE OF SERVICES

General tasks for Project Coordinators include:

i. Follow Program Administrative Rules to facilitate Percent for Art selection processes for Clients projects as assigned by Contract Adminstrator.

ii. Projects take place throughout Oregon, and may require travel to Ashland, Bend, Corvallis, Eugene, Klamath Falls, La Grande, Portland and other locations.

iii. Communicate with Clients and architects to assemble an Art Selection Committee.

iv. In coordination with Clients, invite appropriate local arts professionals to serve as art consultant members of an Art Selection Committee. Consultant member responsibilities may include working with other Percent for Art providers, such as Portland Regional Arts and Culture Council.

v. Schedule and professionally facilitate meetings and conduct ongoing communication with the Art Selection Committee as needed to advise the Clients to achieve a sucessful Percent for Arts Project.

vi. Utilize provided templates, draft a Call to Artists or other solicitation process;

answer incoming questions by email, phone, and in-person regarding solicitations; review and organize artist images; solicit information about artists' past work; coordinate the interviewing of finalists or review of proposals; and facilitate the selection of an artist or artists.

vii. Provide ongoing status reports and communication with "Project Stakeholders" (Arts Commission staff, artists, Clients and project managers, and members of the construction/design team) related to the building project, existing artwork in the building, potential art locations, artist solicitation and selection process, design process for commissioned works, art installation plans, Percent for Art budget, and any challenges, questions or issues that arise.

viii. Utilize provided templates, assist Clients in practical aspects of negotiating and creating a contract for the selected artist(s). Notwithstanding anything in this RFQ, Clients will sign, manage, and bear legal responsibility for contracts.

ix. Communicate with and assist contracted artists as needed to ensure the contracted project is completed including, but not limited to, the following activities: to schedule research, informational meetings and site visits; regarding deliverable and contractual mid-point reviews; to review and provide feedback on art projects in progress, including consideration of sustainability and maintenance needs of artwork materials; and to schedule installation of artwork.

Project Coordinators are not required to handle, transport or install artwork.

However oversight of installation(s) may be required.

x. Communicate with Project Stakeholders to obtian construction and design drawings, measurements, engineering information, material samples or photographs; review and understand these materials; provide and explain the project matierals described above to artist(s).

xi. Provide written and phone updates to Arts Commission staff on a monthly basis, including a written overview of progress with each invoice; update Arts Commision staff when projects are 50% and 100% complete.

xii. Immediately contact the Arts Commission if issues or problems arise.

xiii. Manage time to stay within each project’s allocated administrative budget.

xiv. Attend in-person or virtual training and subsequent teleconference trainings or meetings with Arts Commission staff.

xv. Use standard documents, logo, font and graphic standards as supplied by Arts Commission and identify Arts Commission in all relevant project documentation.

xvi. Protect and back up any key project material throughout the project and deliver documentation to Art Commission at close of project.

Project Coordinators shall meet the highest standards prevalent in the industry or business most closely involved in providing the services that OBDD is purchasing under this RFQ.

2.3.3 Desired Qualifications

Desired qualifications for the Proposers include, but are not limited to:

2.3.1.1 Experience

i. Experience in arts administration or public art programs.

ii. Project coordination experience involving multiple stakeholders, committees, and complex timelines.

iii. Familiarity with contract negotiation and administration processes.

2.3.3.2 Skills & Competencies

i. Strong communication skills (written and verbal) for interacting with Clients, architects, artists, and committees.

ii. Facilitation skills for leading meetings and guiding selection committees professionally.

iii. Organizational and time management skills to handle multiple projects and stay within administrative budgets.

iv. Ability to draft and manage solicitations (RFQs/RFPs) and respond to inquiries accurately.

v. Technical literacy: Comfortable using templates, standard documents, and digital tools for communication and documentation.

vi. Problem-solving and conflict resolution skills for addressing issues that arise during projects.

2.3.3.3 Knowledge Areas

i. Understanding of Percent for Art statutes and administrative rules.

ii. Familiarity with public art processes, including artist selection, design review, and installation oversight.

iii. Awareness of sustainability and maintenance considerations for artwork materials.

iv. Knowledge of construction and design terminology to interpret drawings and communicate with stakeholders.

2.3.3.4 Other

i. Ability to travel throughout Oregon (Ashland, Bend, Corvallis, Eugene, etc.) as needed.

ii. Professional demeanor and ability to represent the Arts Commission appropriately.

iii. Commitment to fair, transparent, and objective evaluation processes based on merit and qualifications in artist selection and committee composition.

iv. Ability to maintain accurate records and backup documentation for project closeout.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

In order to receive an award under this RFQ, Proposer must:

i. be a registered vendor in OregonBuys;

ii. be Oregon based; and

iii. not be on the Department of Revenue’s Delinquent Taxpayer List (https://www.oregon.gov/dor/programs/collections/pages/delinquent-taxpayers.aspx).

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

Proposals must contain each of the following documents, which are further detailed in Proposal Requirements Section 3.3:

i. Attachment A - Proposer Information and Certification Sheet

ii. Attachment B - Disclosure Exemption Affidavit – submit 1 copy only

iii. Attachment C - Reference Check Form

iv. Attachment D - Certified Disadvantaged Business Outreach Plan - submit 1 copy only

v. Attachment E - Responsibility Inquiry - submit 1 copy only

vi. Experience and Narrative Responses

vii. Resume

3.2.2 Proposal Page Limits

Proposals are limited to six (6) pages. Individual sections’ page limits, if any, are described in Section 3.3. OBDD will consider the pages up to that allowable number and discard all pages in excess of the allowable number. One (1) page is defined as: one side of a single 8-1/2" x 11" page, with 12-point minimum font size for the substantive text. Proposers may use their discretion for the font size of other materials (e.g., graphics, charts). Any page or partial page with substantive text, graphics, charts, resumes, etc., will be counted as one (1) page. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

i. Table of Contents or Cover Page

ii. Attachment A - Proposer Information and Certification Sheet

iii. Attachment B - Disclosure Exemption Affidavit

iv. Attachment C - Reference Check forms

v. Attachment D - Certified Disadvantaged Business Outreach Plan

vi. Attachment E - Responsibility Inquiry

3.2.3 Proposal Format and Quantity

Proposals must follow the format and reference the Section listed in Section 3.3. Responses to each section and subsection should be labeled to indicate the item being addressed.

Proposers shall submit their Proposals and all other submission requirements electronically through OregonBuys. Proposers shall follow the procedures outlined in Section 4.5 for electronic submission.

OBDD will only accept Proposals in electronic files compatible with Microsoft Office applications.

The signed Proposer Information and Certification Sheet (Attachment A), as required by Section 3.2.1, bearing the Proposer’s authorized representative’s Signature must be submitted as a .PDF file.

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and Proposer also shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

OBDD requests that you do not password protect your original submissions or provide an additional copy of your submissions that are not password protected. OBDD sometimes needs to separate the documents within a submission group for the purposes of evaluation. Please contact the SPC if you have any questions or concerns.

Failure to demonstrate compliance with these submission requirements may result in a finding of non-Responsiveness.

3.2.4 Authorized Representative Signature

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by OBDD.

3.3 PROPOSAL REQUIREMENTS

Proposals must address each of the items listed in this Section and all other requirements set forth in this RFQ. Proposers shall describe the services to be performed. A Proposal that merely offers to provide the services as stated in this RFQ may be considered non-Responsive to this RFQ and will not be considered further.

Proposals should not include extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposals should be straightforward and address the requests of the RFQ. Proposals containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet (Attachment A, Not Scored)

Proposers shall complete and submit the Proposer Information and Certification Sheet (Attachment A). Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.3.2 Disclosure Exemption Affidavit (Attachment B, Optional, Not Scored)

All Proposals are public record and are subject to public inspection after OBDD issues the Notice of the Intent to Award. Attachment B is required only if a Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478).

If a Proposer believes any of the Proposal is exempt from public disclosure:

i. Proposer shall complete and submit the Disclosure Exemption Affidavit, Attachment B.

ii. Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version. This is in addition to submitting a non-redacted Proposal.

iii. Proposer shall mark as “Confidential” in OregonBuys all attachments Proposer believes are exempt from public disclosure. Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law and identifying the Proposal, in whole, as exempt from disclosure is not acceptable. OBDD advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If a Proposer fails to identify the portions of the Proposal that Proposer claims are exempt from disclosure, Proposer has waived any future claim of non-disclosure of that information

3.3.3 Reference Check Form (Attachment C, Not Scored)

Proposers shall provide three (3) references from current or former client firms for similar projects performed for any clients. References must be able to verify the quality of previous, related Work.

OBDD may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFQ. OBDD may use references to obtain additional information, or verify any information needed. OBDD may contact any reference (submitted or not) to verify Proposer’s qualifications. References will not be scored but may be used as part of a “responsibility” check to verify the Proposer’s ability to perform.

Proposer shall complete the Reference Check Form (Attachment C) and submit the form with its Proposal.

3.3.4 Certified Disadvantaged Business Outreach Plan (Attachment D, Not Scored)

Proposer shall complete and submit the Certified Disadvantaged Business Outreach Plan (COBID) Certification/Outreach Plan (Attachment D). See Section 6.2 for further details.

3.3.5 Responsibility Inquiry (Attachment E, Not Scored)

Proposer shall complete and submit the Responsibility Inquiry (Attachment E). See Section 4.10.1.2 for further details.

3.3.6 Experience (Scored)

Please submit a statement describing Proposer’s experience managing complex projects and related skills, especially where relevant to managing art projects as described Section 2.3. Include specialty experience or skills related to process facilitation, stakeholder relationships, contracts, budgets, architecture, construction, artwork handling and installation, specific materials and/or fabrication.

3.3.7 Narrative Responses (Scored)

Please submit narrative responses answering the following questions:

1. What do you feel is the top challenge and opportunity within the field of art in public places today? Describe your interest in the field of public art and why you are a good fit for this opportunity.

2. What are the minimum and maximum hours per month Proposer is available to perform services under an AFS, and describe any schedule unavailability. Are there other commitments that would restrict availability to coordinate Percent for Art projects?

3. Describe the geographic regions of Oregon that Proposer is willing to work in. Indicate preference and willingness to coordinate projects in the following regions: Central, Coast, Columbia Gorge, Eastern, Southern, Portland Metro, and Willamette Valley.

4. Describe a situation where you were responsible for coordinating multiple stakeholders (ex:

clients, consultants, or committee members) with differing priorities and perspectives.

Provide examples of how you facilitated communication amongst the team, managed expectations, and resolved conflict to reach a shared objective.

5. Describe any products and/or services that Proposer currently employes that utilize artificial intelligence (“AI”) and whether Proposer intends to use those products and/or services in carrying out the services described in this RFQ. Proposers may be subject to additional AI risk assessment prior to execution of any AFS or WAC consistent with DAS policy and guidance. For the avoidance of doubt, Project Coordinators shall not employ any products and/or services that utilize AI in providing the services under any WAC without prior written authorization from OBDD. Project Coordinators may not expose any documents, personally identifiable information, confidential information, or other information (“Information”) obtained as a result of any WAC to AI. For purposes of this RFQ, “expose” means inputting the Information into a generative AI tool, including the Information in generative AI queries, using the Information for building or training generative AI tools, or providing the Information to any publicly accessible generative AI tools.

3.3.8 Resume (Scored)

Provide a 2-page maximum resume.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFQ and attachments are published in OregonBuys at https://oregonbuys.gov/. RFQ documents will not be mailed to Proposers.

Modifications, if any, to this RFQ will be made by written Amendment(s) published in OregonBuys.

Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFQ by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFQ.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFQ process, administration, deadline, or method of award, or to the intent or technical aspects of the RFQ must be submitted no later than the specified date in Section

1.2 and emailed to the SPC identified on the Cover Page of this RFQ.

Substantive questions and answers will be issued as official addenda to this RFQ. Changes or modifications to this RFQ shall be binding on OBDD only if in the form of written addenda issued by

OBDD.

https://oregonbuys.gov/

OBDD will provide addenda by posting them to OregonBuys. Anyone who has received a copy of this RFQ from a source other than OBDD is responsible for checking with the SPC or online postings.

OBDD is not responsible for sending addenda to any potential Proposers.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFQ

Prospective Proposers may submit a written protest of anything contained in this RFQ, including but not limited to, the RFQ process, Specifications, Scope of Work, and the Sample Contract.

This is prospective Proposer’s only opportunity to protest the provisions of the RFQ, except that Proposer may protest as provided below. Protests to the RFQ must be received by the due date and time identified in Section 1.2 of this RFQ, or they will not be considered.

4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a written protest of anything contained in an amendment to this RFQ. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

i. Be delivered to the SPC via email;

ii. Reference the OregonBuys solicitation number;

iii. Identify prospective Proposer’s name and contact information;

iv. Be sent by an authorized representative;

v. State the reason for the protest, including:

a. the grounds that demonstrate how the Procurement Process is unnecessarily restrictive, legally flawed, or improperly specifies a brand name; and

b. evidence or documentation that supports the grounds on which the protest is based;

and

vi. Identify proposed changes to the RFQ provisions or other relief sought.

4.5 PROPOSAL DELIVERY

Proposers shall submit their Proposals and all other submittal requirements using https://oregonbuys.gov/bso/. Proposer is solely responsible for ensuring its Proposal is submitted through OregonBuys in accordance with the RFQ requirements before the Bid Opening Date. OBDD is not responsible for any transmission errors or delays, or for any mis-delivery for any reason.

Proposals submitted by any means not authorized will not be accepted.

Proposer should follow the procedures outlined in detailed instructions on how to submit a Proposal (Bid) which can be found at https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Pages/supplierresources.aspx

If a Proposer wishes to make modifications to a submitted Proposal, or to withdraw its Proposal, it must do so through OregonBuys prior to the RFQ Bid Opening Date.

4.7 PROPOSAL DUE

Proposals (including all required submittal items) must be received in OregonBuys on or before Bid Opening Date. OBDD relies on the OregonBuys system clock to determine the correct time and is not responsible for any errors of any kind involved with electronic submission, delays, or difficulties experienced in the transmission of any Proposal, nor for notifying Proposers of complete or incomplete receipt of a Proposal.

Proposals received after Bid Opening Date are considered LATE and will NOT be accepted for evaluation.

OBDD will open all timely received Proposals electronically on the Bid Opening Date.

4.8 PROPOSAL REJECTION

OBDD may reject a Proposal for any of the following reasons:

i. Proposer fails to substantially comply with all prescribed RFQ procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

ii. Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

iii. Proposer fails to meet the responsibility requirements of ORS 279B.110.

iv. Proposer makes any contact regarding this RFQ with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

v. Proposer attempts to influence a member of the Evaluation Committee.

vi. Proposal is conditioned on OBDD’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFQ or RFQ Amendment(s).

4.9 OPENING OF PROPOSALS

There will be no public Opening of Proposals. Proposals will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued.

4.10 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness determination

Proposals received prior to the Bid Opening Date will be reviewed to determine if they are Responsive to all RFQ requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non- Responsive, the Proposal may be rejected; however, OBDD may waive mistakes in accordance with OAR 137-047-0470.

4.10.1.2 Responsibility Determination

OBDD will determine if a Proposer is Responsible prior to reviewing and scoring a Proposal.

Proposers shall submit a signed Responsibility Inquiry form (Attachment E) as part of their Proposal. At any time prior to execution of an AFS, OBDD may reject a Proposal if the Proposer is found to be not Responsible.

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness and Responsibility requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and OBDD may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score of 0% to 100% for each evaluation criterion listed below in this Section up to the maximum points available in the Point and Score Calculation section.

The SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

SCORE EXPLANATION

1-49% POOR TO FAIR – Proposer meets minimum requirements but does not demonstrate “Satisfactory” knowledge of the subject matter.

50-60% SATISFACTORY– Response meets all requirements in an acceptable manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with little or no additional value provided.

61-89%

GOOD TO VERY GOOD – Response provides useful information, while showing experience and knowledge within the affected services area. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

90-100%

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and opportunity. Proposer provides deep and meaningful insight into its expertise, knowledge, and understanding of the subject matter.

4.10.2.1 Experience (25 points maximum)

To what extent does the Proposal

i. Demonstrate the Proposer’s substantial experience managing complex, multi-phase projects, including public art or similar creative initiatives.

ii. Provide examples directly related to the Proposer’s experience with art projects, architectural integration, or construction coordination.

iii. Clearly describe the Proposer’s expertise in process facilitation, stakeholder engagement, contract administration, budgeting, and technical aspects (e.g., artwork handling, installation, fabrication).

4.10.2.2 Narrative Responses (55 points maximum)

To what extent does the Proposal

i. Provide a well-reasoned perspective on challenges and opportunities in public art;

demonstrates genuine interest and alignment with program goals.

ii. Clearly state realistic availability and identifies any constraints; demonstrate capacity to meet project needs.

iii. Indicate a willingness to work across multiple regions with clearly stated preferences.

iv. Demonstrate the ability to manage complex situation involving multiple stakeholders with different goals and priorities and effective communication.

4.10.2.3 Resume (20 points maximum)

To what extent does the Resume

i. Demonstrate that the Proposer has experience aligned with managing complex projects and public art coordination.

ii. Highlight the Proposer’s technical, administrative, and facilitation skills relevant to the Scope of Work.

4.11 POINT AND SCORE CALCULATIONS

Scores are the values (0% through 100%) assigned by each evaluator to each evaluation criterion.

Points are the maximum possible value for each evaluation criterion as listed in the table below. The scores will be used as a percentage multiplier of the maximum possible points for that criterion.

MAXIMUM POINTS POSSIBLE 100

4.10.2.1 Experience 25

4.10.2.2 Narrative Responses 55

4.10.2.3 Resume 20

EXAMPLE:

Proposal A receives a score from evaluator #1 of 30% on an evaluation criterion worth 50 points. (50 multiplied by 30% is 15). The calculated point for this evaluation criterion from evaluator #1 is 15.

Calculated points for all evaluation criteria across all evaluators are combined to receive the Total Calculated Points for the Proposal.

4.12 QUALIFICATION DETERMINATIONS

The SPC will determine the rank of each Proposal, with the highest Total Calculated Points receiving the highest rank, and successive rank order determined by the next highest Total Calculated Points. All Proposals receiving a score of 75 points or more will be determined to be qualified and moved to the next step determination (Section 4.13). OBDD will post a notice in OregonBuys of its Qualification Determination.

4.13 NEXT STEP DETERMINATION

The Evaluation Committee will review all qualified Proposals and will make award decisions and select apparent successful Proposers after considering:

i. The geographic distribution of all qualified Proposals;

ii. And any other considerations the Evaluation Committee determines necessary or beneficial in administering the Program.

4.13.1 Qualification Protest

Proposers who claim to have been adversely affected by the exclusion from a qualification determination may submit a Written protest of Qualification Determination. Protests must:

i. Be emailed to the SPC;

ii. Reference the OregonBuys bid number ;

iii. Identify Proposer’s name and contact information;

iv. Be sent by an authorized representative

v. State the reason for the protest; and

vi. Be received within 7 calendar days after issuance of the Notice of the Qualification

Determination unless a different due date and time is specified in such notice.

OBDD will address all protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by OBDD.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

OBDD if it awards a Contract, shall award based upon the process described in Section 4. OBDD may award less than the full Scope of Work described in this RFQ.

5.1.2 Intent to Award Notice

OBDD’s Intent to Award Notice(s) will be published as an Amendment(s) in OregonBuys notifying that OBDD intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

OBDD may withdraw an Intent to Award Notice if:

1) Proposer fails to submit required follow-up documents that are satisfactory as determined by

OBDD;

2) Proposer is not able to meet the Representations and Warranties of OBDD’s Contract;

3) Proposer fails to come to terms with OBDD and execute a Contract within 90 days;

4) OBDD finds that to enter into the Contract may impair the integrity of the solicitation process or that such rejection or withdrawal is in the best interest of OBDD.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a written protest. A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

i. All higher ranked Proposals are non-Responsive.

ii. OBDD has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFQ.

iii. OBDD abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

iv. OBDD’s evaluation of Proposal or determination of award otherwise violates ORS

Chapter 279B or ORS Chapter 279A.

If OBDD receives only one Proposal, OBDD may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award.

5.2.1.1 Protest Requirements

Protests must:

i. Be delivered to the SPC via email;

ii. Reference the OregonBuys bid number ;

iii. Identify Proposer’s name and contact information;

iv. Be signed by an authorized representative of Proposer;

v. Specify the grounds for the protest; and

vi. Be received within 7 calendar days of the Intent to Award notice.

5.2.2 Response to Protest

OBDD will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by OBDD.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposers who are selected for a Contract award under this RFQ will be required to submit additional information and comply with the following:

5.3.1 Insurance

Prior to execution of the Contract, Proposer shall secure and demonstrate to OBDD proof of insurance as required in this RFQ or as negotiated. Insurance Requirements are found in Exhibit C of Attachment F.

Failure to demonstrate coverage may result in OBDD terminating Negotiations and commencing Negotiations with the next highest ranking Proposer. Proposer is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit C of Attachment F) prior to Proposal submission.

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by OBDD or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.3.4 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to OBDD a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

5.3.5 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFQ, Proposer must certify by its Signature on Attachment A - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.3.6 Pay Equity Compliance

As required by ORS 279B.235, Proposer shall comply with ORS 652.220 and shall not discriminate against any of Proposer’s employees in the payment of wages or other compensation for work of comparable character, the performance of which requires comparable skills, or pay any employee at a rate less than another for comparable work, based on an employee’s membership in a protected class.

Proposer must comply with ORS 652.220 as amended and shall not unlawfully discriminate against any of Proposer’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age. Proposer’s compliance with this Section constitutes a material element of this Contract and a failure to comply constitutes a breach that entitles OBDD to terminate this Contract for cause.

Proposer may not prohibit any of Proposer’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person. Proposer may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

5.4 CONTRACT NEGOTIATION

http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

5.4.1 Negotiation

After selection of successful Proposers, OBDD may enter into Contract negotiations with the successful Proposers. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFQ, including the terms and conditions of the Sample Contract (Attachment F), with the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Contract and note exceptions.

Proposer must submit those exceptions to OBDD during the Questions / Requests for Clarification period set forth in Section 1.2. If OBDD agrees to make any requested changes to the Sample Contract, OBDD will issue an Amendment to notify Proposers of such changes. Unless OBDD issues an Amendment modifying any of the terms and conditions, OBDD intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment F).

It may be possible to negotiate some provisions of the final Contract; however, OBDD is not required to make any changes and many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State. Therefore, OBDD will consider the Scope of requested exceptions in the evaluation of Proposal. Notwithstanding the above, for avoidance of doubt, OBDD reserves the right to make revisions to the sample contract, prior to contract execution, that it deems necessary to advance its business or legal objectives.

Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

In the event that the parties have not reached mutually agreeable terms within seven (7) calendar days, OBDD may terminate Negotiations and commence Negotiations with the next highest ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

6.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

6.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, OBDD encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. OBDD also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx

If the Contract has potential subcontracting opportunities, the successful Proposer may be required to complete and submit a completed Certified Disadvantaged Business Outreach Plan (Attachment D) https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx prior to Contract execution.

6.3 GOVERNING LAWS AND REGULATIONS

This RFQ is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFQ, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.3 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

6.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after OBDD issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Proposals submitted in response to this RFQ become the Property of OBDD. By submitting a Proposal in response to this RFQ, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare…