RFP S-12300-00016768 – Oregon Cultural Trust Strategic Communications & Marketing Contractor

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Request for Proposals:

Oregon Cultural Trust Strategic

Communications & Marketing Contractor

Date of Issue: 08 May 2026 Bid Opening Date: 21 May 2026 at 12:00 p.m. Pacific Time

Agency RFP no. C2026200 OregonBuys no. S-12300-00016768

Single Point of Contact (“SPC”):

Nengi Diriyai, Procurement and Contract Specialist Oregon Business Development Department 775 Summer Street NE, Suite 310 Salem, OR 97301-1280 Telephone: 971-345-1612

Email: Nengi.DIRIYAI@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 – COBID Certification/ Outreach Plan

• Attachment E – Responsibility Inquiry

• Attachment F – Sample Contract

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 OREGONBUYS

1.4 SINGLE POINT OF CONTACT

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

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 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.3 SOLICITATION PROTESTS

4.4 PROPOSAL DELIVERY

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

4.6 PROPOSAL DUE

4.7 PROPOSAL REJECTION

4.8 OPENING OF PROPOSALS

4.9 EVALUATION PROCESS

4.10 POINT AND SCORE CALCULATIONS

4.11 RANKING OF PROPOSERS

4.12 NEXT STEP DETERMINATION

4.13 ADDITIONAL ROUNDS

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 RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.6 COST OF SUBMITTING A PROPOSAL

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.8 RECYCLABLE PRODUCTS

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Business Development Department (“Agency”), on behalf of the Oregon Cultural Trust (“Trust”) is issuing this Intermediate Request for Proposal (“RFP”) for a Contractor to support the Trust’s communication around its 25th anniversary, fundraising efforts and the implementation and elevation of its efforts to support arts, culture, heritage and humanities across the state.

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

Agency’s proposed budget for this RFP is $248,000.

Agency anticipates the award of one Contract from this solicitation. The initial term of the Contract is anticipated to be 1 year. Agency reserves the right to amend the contract for additional time and/or reasonably related services, dependent on need and approved budget, without conducting further solicitation activities (or as permitted by applicable statute or rule).

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 13 May 2026, at 02:00 p.m.

Responses to Questions / Requests for Clarification Issued (approx.) 18 May 2026 at 08:00 a.m.

Bid Opening Date (Proposal Due) 21 May 2026, at 12:00 p.m.

Issuance of Notice of Intent to Award (approx.) 15 June 2026 at 12:00 p.m.

1.3 OREGONBUYS

This RFP, 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 RFP documents; RFP documents will not be separately mailed. Agency 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.

http://oregonbuys.gov/ mailto:support.oregonbuys@oregon.gov

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1.3.2 OREGONBUYS REGISTRATION INFORMATION

Interested 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. Agency accepts no responsibility for missing or incorrect information.

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

1.4 SINGLE POINT OF CONTACT

The single point of contact (“SPC”) for this RFP is identified as the Purchaser in OregonBuys and on the Cover Page of this RFP. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 285A.075.

Agency is using the Intermediate Procurement method, pursuant to ORS 279B.070 and OAR 137-047-0270. Agency 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

2.2.1 General Definitions

For the purposes of this RFP, 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 Agency Overview and Background

Agency is the State of Oregon’s economic development agency. Our mission is to invest in Oregon’s businesses, communities, and people to promote a globally competitive, diverse, and inclusive economy. To achieve this mission, the agency administers more than 80 core programs.

To learn more about our Agency, please visit our webpage: https://www.oregon.gov/biz

2.3.2 Project Overview and Background

https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf https://www.oregon.gov/biz

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The Trust, created in 2001 by the Oregon Legislature, is celebrating its 25th anniversary in fall 2026. It’s an opportunity to remind Oregonians of the value of culture and how they’ve stepped up to support it over the decades. No other state in the nation, for instance, offers an opportunity like the Trust, which provides a 100 percent tax credit to inspire cultural contributions by taxpayers. The credit is offered to those who match their cultural donations with a gift to the Trust. As uniquely Oregonian as public beaches and the Bottle Bill, the Trust has established itself as a stable source of funding for nearly 1,700 arts, heritage and humanities organizations across the state.

In calendar year 2025, Oregonians donated over $5.2 million to the Trust. Fifty-eight percent of that amount will be awarded to cultural nonprofits. The remaining 42 percent will grow the Trust’s permanent fund, currently valued at over $53 million. The Trust’s grant programs fund five statewide partners, 45 county and Tribal coalitions, and qualified cultural nonprofits through competitive grants.

The Trust also has its own Oregon license plate, which serves as a revenue source. This license plate features original art that serves as a celebratory, foundational brand. Marketing for license plate sales has become a regular activity for the Trust.

With the upcoming milestone anniversary and the critical year-end fundraising campaign season ahead, the Trust is seeking a communications partner to help implement and elevate its efforts to support arts, culture, heritage and humanities across the state.

2.4 SCOPE OF WORK/SPECIFICATIONS

Proposer will provide communication and outreach support to the Trust. Support will include, but not be limited to:

• Communications around the 25th anniversary of the Oregon Cultural Trust:

Collaborate on building multi-month digital, storytelling and marketing campaign – from strategy to planning to execution - for the 25th anniversary of the Trust, including creative concepts, potential paid and earned media and influencer collaborations, giveaway items, a dynamic web presence and more. The anniversary will culminate in an event and related materials (including but not limited to promotion of a new report, billboards, event banners, and direct mailings) celebrating 25 years of impact in late October 2026. The anniversary will continue as a theme in communications through the end of 2026 and into 2027.

• The Trust’s fundraising campaign for calendar year 2026: Collaborate on planning, strategy and execution of this year-end campaign. Work around this effort will launch immediately, with implementation ramping up and culminating at the end of 2026. The campaign will lean heavily on the 25th anniversary messaging and design, as well as the impact stories told within the 25th anniversary campaign and others.

• Collaborate with other Agency contractors, as directed: Collaboration could include contractors for the Trust website and with other communications contractors.

• Continuing communications support: Beyond the two focus areas mentioned above and into 2027, Proposer will provide continued support for communications efforts for the Trust. Continuing communications support will include the following activities:

o Participating in regularly scheduled meetings via Zoom or Teams;

o Collaborating with Agency as needed on strategy, audience assessment and

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o Craft copy as needed for a variety of materials, such as press releases, fundraising collateral, and eblasts;

o Collaborate on calendaring and crafting social media content for posts and reels as needed;

o Providing graphic design as needed for collateral, such as print ads, banners, giveaways and fundraising letters, in alignment with creative guidelines and messaging;

o Providing management updates to key communications resources, such as the “tax credit quiz” or related content;

o Assisting in outreach efforts to various cultural nonprofits and coalitions as partners in the Trust’s year-end fundraising messaging; and o Other services mutually agreed upon by the Trust and Successful proposer as beneficial and in furtherance of the project.

All proposed public relations and communication services and work product (such as video files, pictures, sound bites, etc.) will be subject to review and approval by the Trust and will become property of the Agency.

The Successful Proposer shall meet the highest standards prevalent in the industry or business most closely involved in providing the Goods and/or Services that the Agency is purchasing under this RFP.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposer must be a registered vendor in OregonBuys.

Furthermore, Proposer must have work experience from, at minimum, three projects within the last five years, that demonstrate their ability to complete the scope of work as defined above.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section 3.3):

• Attachment A - Proposer Information and Certification Sheet

• Attachment B - Disclosure Exemption Affidavit – submit 1 copy only

• Attachment C - Reference Check Form

• Attachment D - COBID Certification / Outreach Plan - submit 1 copy only

• Attachment E - Responsibility Inquiry - submit 1 copy only

• Executive Summary

• Project Implementation Plan

• Key Persons and Resumes

• Work Samples

3.2.2 Proposal Page Limits

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Individual sections’ page limits, if any, are described in 3.3. Agency 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:

• Table of Contents

• Attachment A - Proposer Information and Certification Sheet

• Attachment B - Disclosure Exemption Affidavit

• Attachment C - Reference Check forms

• Attachment D - COBID Certification / Outreach Plan

• Attachment E - Responsibility Inquiry

• Work Samples

3.2.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section 3.3. Responses to each section and subsection should be labeled to indicate the item being addressed.

Proposer shall submit its Proposal and all other submittal requirements electronically through OregonBuys. Proposer shall follow the procedures outlined in Section 4.4 for electronic submission.

Proposer shall submit a copy of its Proposal and all other submittal requirements. The Agency will 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.

Agency requests that you do not password protect your original submissions or provide an additional copy of your submissions that are not password protected. Agency 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

Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency.

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3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

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

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

Proposer shall complete and submit Attachment A. The signed Proposer Information and Certification Sheet (Attachment A), bearing the Proposer’s authorized representative’s Signature must be submitted as a .PDF file.

Failure to demonstrate compliance with Oregon Tax Laws and to 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 Agency issues the Notice of the Intent to Award. Attachment B is required only if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478).

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

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

• 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.

• 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. Agency advises each Proposer to consult with its own legal counsel regarding disclosure issues.

If 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, Required, Not Scored)

Proposer shall provide three references from current or former client firms for similar projects performed for any clients within the last five years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted

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

3.3.4 COBID Certification / Outreach Plan (Attachment D, Required, Not Scored)

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

3.3.5 Responsibility Inquiry (Attachment E, Required, Not Scored)

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

3.3.6 Executive Summary (Required, Scored) (1 page max)

Executive Summary must include no more than one page, which condenses and highlights the contents of the Proposal, including an overview of the Proposer's understanding of the contents of the RFP, and a description of how the Proposer's generally intends to meet the RFP requirements.

3.3.7 Project Implementation Plan (Required, Scored) (6 pages max)

The Project Implementation Plan must provide a proposed work plan Proposer intends to follow, including procedures to accomplish the tasks described in section 2.4, Scope of Work.

The work plan must illustrate how it will serve to coordinate and accomplish the work, including a proposed work schedule and timeline Proposer will follow to produce the research and content within the available timeline. Describe how the plan will serve to coordinate and facilitate successful delivery of the Services.

3.3.8 Key Persons and Resumes (Required, Scored) (2 pages max per person)

Provide a Key Person list of the specific individuals who would be assigned key positions for this project. Include, by individual, a resume and a description of their duties and responsibilities for this project. Attach a 2-page maximum resume for each person identified as a Key Person. The skills and experience of the staff assigned to the project must be comparable to those submitted in the Proposal. Agency reserves the right to determine comparability. If a Contract results from the Proposal, substitutions or replacement of staff identified as Key Persons must be approved in advance by Agency.

3.3.9 Work Samples (Required, Scored)

Proposer shall provide at least three but no more than five detailed work samples. Sample projects must be within the last five years. Sample projects must represent work that demonstrates Proposer’s previous experience providing services similar to this Proposal’s requirements as outlined in Section 2.4 Scope of Work. Agency understands that Proposer may have a multitude of experiences that leads to their qualification for this work and that each of their prior work samples may not address this Proposal’s requirements in full. Proposer may submit detailed work samples to demonstrate equivalencies in their ability to provide the

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Proposer should describe these equivalencies. For each sample project, Proposer shall include:

• A brief overview of each project, including project goals and objectives.

• A description of the services provided by the Proposer for the sample project and how the services relate to this Proposer’s requirements as outlined in Section 2.4 Scope of Work.

• Proposer must include the point of contact’s name, title, role on the project, email address, and telephone number.

• Any other important and relevant information regarding the project.

3.3.10 Pricing Narrative (Required, Scored) (2 page max)

Proposer must show what can be accomplished within identified budget. Format pricing as deliverables-based and list hourly billing rates for the team members listed, and any other costs.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

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

Modifications, if any, to this RFP will be published as Bid Amendment(s) in OregonBuys.

Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Bid Amendments have been issued. Bid Amendments are incorporated into the RFP by this reference.

4.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline, or method of award, or to the intent or technical aspects of the RFP 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 RFP.

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

Agency will provide addenda by posting them to OregonBuys. Anyone who has received a copy of this RFP from a source other than Agency is responsible for checking with the SPC or online postings. Agency is not responsible for sending addenda to any potential Proposers.

4.3 SOLICITATION PROTESTS

As an Intermediate Procurement, no solicitation protest opportunity is required or allowed.

4.4 PROPOSAL DELIVERY

Proposer is solely responsible for ensuring its Proposal is submitted through OregonBuys in https://oregonbuys.gov/

C2026200_OCTMarketingContractor_RFP Page 11 of 18 accordance with the RFP requirements before the Bid Opening Date. Agency is not responsible for any transmission errors or delays, or for any mis-delivery for any reason. Additional information may be found in the OregonBuys Terms of Use. Proposals submitted by any means not authorized will not be accepted.

4.4.1 Electronic Submission via OregonBuys

Proposer shall submit its Proposal electronically through OregonBuys, http://oregonbuys.gov. 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.

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

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 RFP Bid Opening Date.

4.6 PROPOSAL DUE

A Proposal (including all required submittal items) must be received in OregonBuys on or before Bid Opening Date. All Proposal modifications or withdrawals must be received prior to Bid Opening Date. Agency 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.

A Proposal received after the Bid Opening Date is considered LATE and will NOT be accepted for evaluation.

4.7 PROPOSAL REJECTION

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

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

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

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

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

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

• Proposal is conditioned on Agency’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 RFP or RFP Amendments.

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

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4.8 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 Notice Award is issued.

4.9 EVALUATION PROCESS

4.9.1 Responsiveness and Responsibility Determination

4.9.1.1 Responsiveness Determination

A Proposal received prior to the Bid Opening Date will be reviewed to determine if it is Responsive to all RFP requirements including compliance with the Minimum Qualifications section and the Minimum Submission Requirements section. 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, Agency may waive mistakes in accordance with OAR 137-047-0470.

4.9.1.2 Responsibility Determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Proposers shall submit a signed Responsibility Inquiry form (Attachment E) with Proposal.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

4.9.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and Agency 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.

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.

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4.9.2.1 Project Implementation Plan (45 points maximum)

• How well does the Proposer illustrate how it will execute the Tasks described in Section

2.4 Scope of Work of this RFP?

• Does the Plan show a clear understanding/appreciation of Oregon's cultural landscape and the work of the Trust in elevating arts, heritage and humanities assets/organizations across the state?

• Does the Project Implementation Plan show quality, creativity and clarity of the proposed communications approach, including an alignment with the Trust’s mission and an understanding of the Trust’s audiences and ability to tailor messaging appropriately?

• Does the Plan demonstrate innovation that elevates the Trust’s messages in new and dynamic ways?

• Does the Proposer’s plan articulate key factors for success and failure, and how they will be managed?

• Does the Proposer provide a proposed timeline with milestones and measurable goals?

4.9.2.2 Qualifications (45 points maximum)

• How well does the Key Persons and Work Samples demonstrate the qualifications, knowledge, and experience related to the requirements outlined in Section 2.4 Scope of Work of this RFP?

• Does the Proposer describe a clear approach, quality of experience or expertise and how it sets them apart from others?

• Does the qualification of the team include expertise in branding, storytelling, and project management?

• Does the Proposer describe three projects they have performed that are most comparable to the requested services, including their date, duration, scope, and outcomes?

• Do the work samples demonstrate success in helping organizations increase revenue and broadening donor bases as well as knowledge and experience researching and writing impact stories related to campaign promotion and advancement?

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.

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4.9.2.3 Pricing Narrative (10 points maximum)

• Does the Pricing Narrative include for each activity identifiable costs, time estimates for completing each activity, and a summary of all proposed costs?

• Does the Pricing Narrative identify separate line items for personnel billing rates, travel, and any other costs?

• Is the value of identified costs in terms of how they contribute to meeting project goals clear?

• Is the proposed budget reasonable and appropriate for the proposed work, aligned with the project scope and feasible within the Agency’s available budget?

4.9.3 PREFERENCES

4.9.3.1 Oregon Supplies and Services

Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall subtract 10% from the price for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the price score.

4.9.3.2 Recycled Materials

In comparing Goods from two or more Proposers, if at least one Proposer offers Goods manufactured with Recycled Materials, and at least one Proposer does not, Agency will select the Proposer offering Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

4.9.3.3 Tiebreakers

Oregon Supplies: If Agency receives Proposals identical in price, fitness, availability, and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

4.10 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 Project Implementation Plan 45

4.10.2.2 Qualifications 45

4.10.2.3 Pricing Narrative 10

EXAMPLE:

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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.

4.11 RANKING OF PROPOSERS

After any applicable preference has been applied, 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.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

If Agency conducts two or more rounds of competition, the rounds will be scored independently. Once the ranking from a previous round is complete and a Competitive Range has been determined, Proposers participating in a subsequent round will compete on an equal basis – Total Calculated Points from the previous round will be set aside and will not carry over.

The Proposer with the highest Total Calculated Points from the final round will receive the highest final ranking.

4.12 NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.12.1 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at Agency’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.13 ADDITIONAL ROUNDS

If Agency conducts two or more rounds of competition, the rounds will be scored

C2026200_OCTMarketingContractor_RFP Page 16 of 18 independently. Once the ranking from a previous round is complete and a Competitive Range has been determined, Proposers participating in a subsequent round will compete on an equal basis – Total Calculated Points from the previous round will be set aside and will not carry over.

The Proposer with the highest Total Calculated Points from the final round will receive the highest final ranking.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Proposer based upon the scoring methodology and process described in Section 4. Agency may award less than the full Scope defined in this RFP.

5.1.2 Intent to Award Notice

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

5.2 INTENT TO AWARD PROTEST

As an Intermediate Procurement, no award protest opportunity is required or allowed.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer who is selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

5.3.1 Insurance

Prior to execution of the Contract, the apparent successful Proposer shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency 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 B of Attachment F) prior to Proposal submission.

5.3.2 Taxpayer Identification Number

Proposer shall provide its Taxpayer Identification Number and backup withholding status on a completed W-9 form when requested by Agency 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

C2026200_OCTMarketingContractor_RFP Page 17 of 18 http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, Agency may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, 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 Agency during the Questions / Requests for Clarification period set forth in Section 1.2. Unless Agency agrees to modify any of the terms and conditions, Agency 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, Agency 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, Agency will consider the Scope of requested exceptions in the evaluation of Proposal.

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

Agency is willing to negotiate all items, except those listed below:

• Choice of law

• Choice of venue

• Constitutional requirements

• Requirements of applicable federal and State law

In the event that the parties have not reached mutually agreeable terms within 7 calendar days, Agency 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 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, Agency 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-http://sos.oregon.gov/business/pages/register.aspx

C2026200_OCTMarketingContractor_RFP Page 18 of 18 owned business, a veteran business enterprise or an emerging small business. Agency 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

6.3 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, 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 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 record and are subject to public inspection after Agency issues the Notice of the Intent to Award. Application of the Oregon Public Records Law will determine whether any information is actually exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of Agency. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

6.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Proposals in-whole or in-part or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor Agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP, award, or rejection of any Proposal.

6.6 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all the costs in submitting its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

6.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

6.8 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract.

(ORS 279B.025)

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