C2026368_Notice_of_RFP_Questions_Clarifications_Responses.pdf
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- Solicitation number
- S-12300-00017155
- Issued by
- Oregon
About this file
This is an Addendum to a Request for Proposals issued by the Oregon Business Development Department on behalf of the Oregon Arts Commission and Cultural Trust, providing clarifications and responses to proposer questions regarding Arts and Culture Awards and Summit Coordination Services. The event is scheduled for December 3-4, 2026, or early January 2027, with an anticipated attendance of 300-400 participants including arts and culture leaders, artists, business leaders, tourism professionals, and government officials. The two-day event format includes an Arts and Culture Awards ceremony (Thursday 4-8pm), an Arts and Culture Summit (Friday 9am-3pm), and optional post-summit events (Friday 3pm-6pm). This is a new event intended to become an annual program and will be held in Portland at a venue to be identified. The contractor will serve as the primary operational coordinator responsible for venue selection and coordination, registration platform management, volunteer recruitment and day-of logistics, catering coordination, and all event logistics, while the Oregon Arts Commission retains responsibility for program content, speakers, awards determination, branding, and marketing. Proposals were due June 16, 2026, with a Notice of Intent to Award anticipated June 23, 2026.
The contract budget is $40,000, fully inclusive of all personnel costs, direct costs, travel, supplies, administrative and overhead costs, and subcontracting, with compensation structured on a time-and-materials basis using fixed hourly billing rates and non-labor rates. The initial contract term is anticipated at eight months with potential extension up to six additional months. The contractor is responsible for processing and remitting registration revenues back to the Arts and Culture department, while the Arts and Culture will determine registration fees, scholarships, and discounts. Planning meetings will primarily be conducted virtually with possible in-person meetings at the Portland office. Proposals are evaluated on Project Implementation Plan (50 points), Key Persons and Experience (40 points), and Price Proposal (10 points). A 10% preference applies to Oregon-based vendors proposing services performed entirely in Oregon, and the State encourages participation from certified small businesses, disadvantaged business enterprises, minority-owned businesses, women-owned businesses, veteran business enterprises, and emerging small businesses.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP_Attachment_C_Reference_Check_Form~8.docx | DOCX document | |
| RFP_Attachment_A_Proposer_Info_Certification~11.docx | DOCX document | |
| RFP_Attachment_F_Sample_Contract~5.pdf | ||
| RFP_Attachment_E_Responsibility_Inquiry~9.docx | DOCX document | |
| C2026368_Arts_and_Culture_AwardsSummit_RFP.pdf | ||
| RFP_Attachment_B_Disclosure_Exemption_Affidavit~13.docx | DOCX document | |
| RFP_Attachment_D_COBID_Cert_Outreach_Plan~7.docx | DOCX document |
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Text version
775 Summer St. NE, Ste. 310 • Salem, OR 97301 • 503–986–0123 • fax 503 5815115 • biz.oregon.gov
Date: 12 June 2026
To: Potential Proposers
From: Kellie Stavang, Procurement and Contract Specialist
Oregon Business Development Department Oregon
Addendum 01 to Request for Proposals:
Arts and Culture Awards and Summit
Coordination Services
OBDD RFP no. C2026368 OregonBuys no. S-12300-00017155
The Oregon Business Development Department received questions prior to the RFP deadline for official questions. These questions and responses are incorporated into the RFP as appropriate by their nature.
Thank you to all who asked for clarifications, and for your continued interest.
1. Can Arts & Culture provide a more specific anticipated date range for the event?
The RFP references Winter 2026, which makes it difficult to determine availability and potential scheduling conflicts.
Response: We are exploring the possibility of December 3-4, 2026. Otherwise, the event would be early January 2027.
2. What is the anticipated target audience for the Awards and Summit?
Response: Arts and culture leaders across Oregon, artists, business leaders, tourism professionals, local government leaders and legislators.
3. What is the estimated attendance for the event?
Response: 300-400
4. The RFP indicates the event may span multiple days. Can Arts & Culture provide an anticipated event format or estimated duration for planning and budgeting purposes?
Response: We plan to host the event over a two day period following the format below.
Thursday 4-8pm Arts and Culture Awards Friday 9am-3pm Arts and Culture Summit Friday 3pm-6pm Post Summit Optional Events
5. Is this a new event, an annual event, or a returning event? If the event has been held previously, can sample agendas, schedules, budgets, or planning documents be shared?
Response: This is a new event. The Arts Commission previously convened an Arts Summit, but this event will be substantially different.
6. Is there an intention for this event to become an annual or recurring program?
Response: Yes, the intention is for this event to become an annual program.
7. Has a city, region, or venue type been identified for the event?
Response: The event will be held in Portland. The venue has not been identified yet.
8. Is there a registration platform that will be utilized or will the contractor need to arrange this?
Response: The contractor will need to arrange and manage the registration platform.
9. Will Arts & Culture determine registration fees, scholarships, discounts, and fee-waiver policies, or will the contractor be expected to assist with recommendations and administration?
Response: Arts & Culture will determine the fees. The contractor will be expected to manage the registration.
10. Will registration revenue be processed directly by Arts & Culture/State of Oregon, or will the contractor be expected to process and remit registration funds?
Response: The contractor will be expected to process and remit registration funds back to Arts & Culture.
11. Is there an event budget available beyond the $40,000 coordination contract budget, and can a draft event budget be shared?
Response: The Arts and Culture will have a sperate event budget that is currently being developed. As stated in Section 3.3.7 of the RFP, the proposed budget for the services outlined in the RFP must be fully inclusive of all costs necessary to perform the Work, including personnel costs, direct costs, travel, supplies, other administrative or overhead costs, and subcontracting as needed.
12. How will payments be made under the contract (e.g., monthly invoicing, milestone-based payments, reimbursement basis, or payment upon completion)?
Response: The Attachment F Sample Contract of the RFP indicates in Exhibit A Compensation, payments will be made monthly for completed services at an hourly billing rate.
13. What level of detail will be required with invoices (e.g., summary billing, detailed timesheets, expense documentation, etc.)?
Response: We expect a summary billing (number of hours and task) and expense documentation. The Attachment F Sample Contract of the RFP indicates in Exhibit A Compensation, may be reviewed for further details.
14. Will sponsorship, exhibitors, or vendor opportunities be included as part of the event?
Response: We may have a few sponsors but we will not have exhibitors or vendor opportunities.
15. If sponsorships or exhibitors are included, will Arts & Culture manage solicitation and fulfillment, or will the contractor be expected to assist?
Response: Arts & Culture will manage solicitation and fulfillment of sponsors.
16. Will planning meetings primarily be conducted virtually or in person? If in person, where are meetings anticipated to occur?
Response: Planning meetings primarily will be conducted virtually, with the possibility of having some in person meetings held in our Portland office.
17. Will volunteers be utilized for the event? If so, will volunteer recruitment, training, scheduling, and management be part of the contractor's responsibilities?
Response: Arts & Culture will manage recruitment of volunteers helping with the development and implementation of the event. The contractor will be responsible for recruitment and management of volunteers helping with the day of the event logistics.
18. Can Arts & Culture provide additional clarification regarding the division of responsibilities between Arts & Culture staff and the contractor, particularly for areas where coordination and execution responsibilities may overlap?
Response: Section 2.4 breaks down the responsibilities between the contractor and the Arts and Culture. Arts and Culture will oversee the program, speakers, breakout contents, awards, branding, marketing and communications. The contractor will coordinate the venue, catering, registration and all event logistics.
19. Will the event include attendee giveaways, merchandise, awards, gifts, or items for sale? If so, what level of involvement is expected from the contractor?
Response: No
20. Beyond programs, agendas, and name badges, what graphic design deliverables are anticipated? Will branding standards and templates be provided?
Response: Arts & Culture will manage the branding standards and templates.
21. Are there any restrictions regarding the use of AI-assisted tools for design, content development, or event management activities?
Response: Arts & Culture will manage the design and content management. AI may be used as outline in Section 30 Use of Artificial Intelligence in Attachment F Sample Contract.
22. Section 3.3.7 indicates that proposals should include all costs necessary to perform the work, including supplies. Does "supplies" refer only to supplies required by the contractor to perform coordination services, or should event-related materials such as attendee badges, lanyards, signage, printed programs, and registration supplies also be included in the proposed budget?
Response: Supplies could include event-related materials.
23. If the contractor is expected to subcontract services such as audiovisual production, video, photography, should those costs be included within the $40,000 contract budget, or are they expected to be funded separately by Arts & Culture?
Response: Some subcontracted services could be included in the $40,000 contract budget.
| Oregon Business Development Department Oregon |
| Addendum 01 to Request for Proposals: |
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