Lobbying Services RFP S-R34142-00015663 TVFR 25-08.pdf

TUALATIN VALLEY FIRE & RESCUE

INTERNAL NO. 25-08

OREGONBUYS RFP NO. S-R34142-00015663

PERSONAL SERVICES

REQUEST FOR PROPOSALS

for

LEGISLATIVE LOBBYING SERVICES

ISSUE DATE: January 5, 2026

INTRODUCTION

Tualatin Valley Fire & Rescue (TVF&R or District) invites qualified firms to submit proposals for Legislative

Lobbying Services to advance our strategic priorities and strengthen advocacy efforts. The selected consultant will complement existing lobbying resources and help navigate Oregon’s complex legislative environment.

Pre-Proposal Conference:

TVF&R will conduct a pre-Proposal conference for this RFP. TVF&R has scheduled a pre-Proposal conference on January 14, 2026 @ 11:00 am PT to be held in person and via virtual meeting.

In Person: TVF&R Command & Business Operations Center (CBOC) 11945 SW 70th Ave, Tigard, OR 97223, Room #324-EMS.

Via Zoom:

Zoom Information:

Topic: Lobbyist RFP Pre-Proposal Meeting

Time: Jan 14, 2026 11:00 AM Pacific Time (US and Canada)

Join Zoom Meeting https://us02web.zoom.us/j/83515186551?pwd=UkAfbMVtkg0YMMm1ynkaiPaJ1rU0AH.1

Meeting ID: 835 1518 6551

Proposals Due:

March 20, 2026 @ 4:00 PM PT

Late proposals will not be accepted or considered.

Submit Proposals to: OregonBuys https://oregonbuys.gov/bso

Direct RFP Questions to: Q&A tab in OregonBuys https://oregonbuys.gov/bso

Direct Other Questions to: Trisha Schultz Trisha.Schultz@tvfr.com https://us02web.zoom.us/j/83515186551?pwd=UkAfbMVtkg0YMMm1ynkaiPaJ1rU0AH.1 https://oregonbuys.gov/bso

Passcode: 516466

One tap mobile

+16694449171,,83515186551#,,,,*516466# US

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Join instructions https://us02web.zoom.us/meetings/83515186551/invitations?signature=tjpBr733TekDtLTdcWnZMm02EqaWEb

R1YR9i-IOEN-I

Attendance is not mandatory. The purpose of the conference is to provide additional information regarding this solicitation and to answer any questions Proposers may have. Proposers are cautioned that the official RFP requirements will change only by written amendment issued by the TVF&R.

RFP Availability:

This RFP is available electronically through the OregonBuys website at https://oregonbuys.gov/bso. Interested parties must be registered with OregonBuys to obtain and download documents. Registration is at no cost.

Future notices regarding this solicitation, including solicitation addenda, will be posted to OregonBuys.

https://us02web.zoom.us/meetings/83515186551/invitations?signature=tjpBr733TekDtLTdcWnZMm02EqaWEbR1YR9i-IOEN-I https://us02web.zoom.us/meetings/83515186551/invitations?signature=tjpBr733TekDtLTdcWnZMm02EqaWEbR1YR9i-IOEN-I

I. RFP TIMELINE.

ACTIVITY DATE

Issuance of Request for Proposal January 5, 2026

Pre-proposal Meeting CBOC 324-EMS and Zoom January 14, 2026 @ 11:00 am

Deadline for Questions/Clarifications February 2, 2026 @ 4:00 PM

Deadline for Addenda February 6, 2026 @ 4:00 PM

Deadline to Withdraw from RFP Process Any time prior to deadline for Submission of Proposal

Deadline for Submission of Proposal March 20, 2026 @ 4:00 PM PT

Short List April 15, 2026

Interviews April 23, 2026

Notice of Intent to Award April 24, 2026

Deadline for Filing Protest of Award May 1, 2026 @ 4:00 PM

Anticipated Contract Negotiation April 24, - May 11, 2026

Board approval for contract May 19, 2026

Contract Kickoff May 11, 2026

II. INTRODUCTION

1. ATTACHMENTS.

Attachment 1: Proposer Certification

Attachment 2: Independent Contractor Certification Statement

Attachment 3: Insurance Requirements

Attachment 4: References

Attachment 5: Sample Personal Services Contract

2. DEFINITIONS. This invitation to submit a proposal (RFP or Solicitation) is issued pursuant to the Oregon public procurement code adopted by the Tualatin Valley Fire & Rescue local contract review board. The term

“Proposer” means the person or entity that submits a proposal in response to this solicitation. “Responsible

Proposer” means a person or entity who meets the standards of responsibility described in ORS 279B.110.

“Responsive Proposal” means a proposal that substantially complies with this solicitation and all prescribed procurement procedures and requirements. The term “Consultant” refers to the selected proposer(s) awarded a contract because of this solicitation.

3. PROJECT BACKGROUND.

a. TVF&R is currently partnering with Bravio Communications (Bravio) to advance its legislative priorities.

However, the legislative landscape is growing more complex and fast-paced, necessitating additional resources to effectively represent TVF&R’s interests. TVF&R seeks the services of a second Oregon lobbyist to complement Bravio’s efforts, strengthen advocacy capacity, and assist in the development and protection of TVF&R’s strategic objectives.

b. TVF&R provides fire protection, emergency medical care, hazardous materials response, and rescue services to approximately 548,000 residents in one of the fastest growing regions in Oregon. TVF&R’s

390-square-mile service area includes the cities of Beaverton, Durham, King City, Newberg, North

Plains, Rivergrove, Sherwood, Tigard, Tualatin, West Linn, and Wilsonville, and unincorporated portions of Clackamas, Multnomah, Washington, and Yamhill counties. TVF&R has 28 fire stations staffed by more than 475 career firefighters, a volunteer fire station, a Command and Business Operations Center, a training facility, a South Operating Center, and a Logistics Service Center. Residents served by TVF&R benefit from the sophistication, economies of scale, and resources of a large fire district with the accessibility and community involvement of a small-town fire department.

c. TVF&R receives almost its entire funding from property taxes. This funding comes through a permanent tax rate and temporary funding sources such as local option levies and general obligation bonds.

4. PROJECT SCOPE OF WORK, EXPERIENCE, AND QUALIFICATIONS

a. GENERAL.

i. The purpose of this RFP is to establish a personal services contract (“Contract”) between the selected

Consultant and TVF&R to provide Legislative Lobbyist Services (“Work”).

ii. The selected Consultant shall furnish and assume full responsibility for everything required for the orderly progress and proper execution and completion of the assigned Work, whether temporary or permanent and whether or not incorporated into the Work including, but not limited to, materials, equipment, labor including subcontractor, transportation and facilities and incidentals.

iii. The Consultant shall not have any public or private interest and shall not acquire directly or indirectly any such interest which conflicts in any manner with the performance of its services.

iv. The Consultant shall register with the Oregon Government Ethics Commission (ORS 171.740) and employ only persons duly licensed by the State of Oregon to perform the Work.

b. CONSULTANT’S RESPONSIBILITIES. Consultant shall:

i. Determine how they will achieve the results specified.

ii. Provide guidance, knowledge, research, facilitator and process skills.

iii. Monitor and track legislation of interest.

iv. Notify TVF&R of legislation and or amendments to legislation that could impact priorities

v. Identify and evaluate legislative concepts for introduction on behalf of TVF&R.

vi. Legislative update and bill reporting to TVF&R (staff and Board of Directors).

vii. Collaborate with and build relationships with other potential supporters and stakeholders to support legislative goals of TVF&R.

viii. Meet with key legislators, appropriate agencies, and the Governor/Governor’s staff on behalf of

TVF&R.

ix. Update TVF&R as needed and requested.

x. Arrange opportunities to expand and enhance relationships with Oregon legislative leaders, policy legislators and other key policy and budget officials.

c. RELEVANT EXPERIENCE.

i. Demonstrated experience in lobbying for similar organizations or industries.

ii. Knowledge of legislative and regulatory processes at the state and/or federal level.

iii. Experience working collaboratively with other lobbyists or advocacy teams.

d. SUBJECT MATTER EXPERTISE.

i. Expertise in specific policy areas relevant to fire protection and emergency medical services.

ii. Ability to provide strategic advice on emerging legislative issues.

e. COLLABORATION & COMMUNICATION.

i. Proven ability to coordinate efforts with existing lobbyists without duplication or conflict.

ii. Clear communication protocols for reporting and sharing information.

iii. Willingness to participate in joint strategy sessions.

f. COMPLIANCE & ETHICS.

i. Understanding and adherence to lobbying laws, registration requirements, and reporting obligations.

g. PERFORMANCE METRICS.

i. Ability to define measurable outcomes (e.g., legislative wins, relationship development, timely reporting).

ii. Examples of past success in achieving client objectives.

5. DISTRICT REPRESENTATIVE. TVF&R’s Procurement Official for this agreement is Trisha Schultz, Procurement and Contracts Administrator, Trisha.Schultz@tvfr.com.

6. CONTRACT. The purpose of this solicitation is to establish a contract between the selected consultant and

TVF&R to provide the required services specified. A sample contract is enclosed, and its terms and conditions are incorporated by reference.

a. Contract Period. The Initial term of the Contract shall be two (2) years, May 1, 2026 – May 1, 2028.

b. Budget. The annual budget for these services is $60,000.

c. Renewal Option. The Contract may be renewed annually upon mutual agreement of TVF&R and

Consultant.

III. PUBLIC CONTRACTING RULES

1. SOLICITATION REVIEW. The proposer must carefully review this solicitation and is responsible for knowing and understanding the terms, conditions, statement of work, and specifications.

2. QUESTION & CLARIFICATION DEADLINE. Any Proposer wishing to protest this RFP or request clarification of any provision, specification, or contract term contained in the solicitation documents, must submit such questions, comments, or protests to the OregonBuys Portal. The deadline for submitting such protests is set forth on Page 1. The Bidder shall fully comply with OAR 137-047-0730 for a protest or request to change the solicitation to be accepted by TVF&R.

3. ADDENDA.

a. If TVF&R determines whether a change or clarification to the solicitation documents is necessary, such information, clarification, or interpretation will be supplied in a written addendum, posted on

OregonBuys.

b. Those who have registered their interest in the solicitation through OregonBuys will be notified of addenda via OregonBuys.

c. Addenda will have the same binding effect as though contained in this RFP. The Procurement Official will issue all addenda. Unless otherwise specified within an addendum, TVF&R’s issuance of addenda will not extend the proposal due date and time. Minor clerical errors related to or within addenda issued by TVF&R, including clerical errors in an addendum’s numbering or title, do not remove the responsibility of the proposer to acknowledge all addenda. If there are any questions related to the contents of the addenda, or how to interpret them, it is the responsibility of the proposer to elevate those concerns for the TVF&R’s consideration.

d. Statements made by TVF&R representatives are not binding on TVF&R unless confirmed by a written addendum.

4. MODIFICATION OR WITHDRAWAL. The proposer may modify or withdraw their proposal pursuant to

OAR 137-047-0440.

5. SUBMITTING A PROPOSAL. See Section IV.

6. TIME FOR ACCEPTANCE/CONTINGENT OFFER.

a. Offer and acceptance. The submitted proposal is an offer to enter into a contract. The offer shall be held open by the proposer for TVF&R’s acceptance for a period of sixty (60) calendar days, unless extended in writing. TVF&R's award of a Contract constitutes acceptance of the offer.

b. Contingent offer. A proposer shall not make its offer contingent upon TVF&R’s acceptance of any terms and conditions (including Specifications) other than those contained in this solicitation.

7. RECEIPT, OPENING, AND RECORDING OF PROPOSALS.

a. Each proposal is date and time stamped electronically upon receipt of the proposal in OregonBuys.

b. All Responsive Proposals received prior to the due date and time will be accepted, recorded, and prepared for evaluation.

c. Failure to submit proposal in accordance with the provisions of this solicitation shall be grounds to declare the proposal nonresponsive.

8. PROPOSAL REJECTION. TVF&R may reject any proposal as set forth in OAR 137-047-0640. TVF&R may reject all proposals pursuant to OAR 137-047-0650.

9. LATE PROPOSALS, WITHDRAWALS, OR MODIFICATIONS. Pursuant to OAR 137-047-0460

TVF&R shall not consider late proposals, late withdrawals, or late modifications. Any proposal, withdrawal, or modification received after the due date and time is late. TVF&R reserves the right to consider late proposals, withdrawals, or modifications if TVF&R finds that such has been mishandled by TVF&R.

10. MISTAKES. To protect the integrity of the competitive procurement process and to assure fair treatment of all proposers, TVF&R shall carefully consider whether to permit waiver, correction, or withdrawal of a proposal for certain mistakes and only pursuant to ORS 137-047-0470. TVF&R shall not allow a proposer to correct or withdraw its proposal for an error in judgment.

11. NOTICE OF INTENT TO AWARD. TVF&R shall provide an intent to award notification to all proposers at least seven (7) calendar days before the award of a contract. The notification will be sent by email to all

Responsive Proposers. TVF&R's award shall not be final until the later of the following: expiration of the contract award protest period; or until TVF&R provides a written response to all timely filed protests denying the protest(s) and affirming the award.

12. RIGHT TO PROTEST AWARD. A proposer shall fully comply with this section for a protest to be accepted by TVF&R. Pursuant to OAR 137-047-0740 a proposer may protest TVF&R’s intent to award a contract. Such protest shall be submitted prior to noon on the seventh calendar day proceeding the date listed on the notice and must include the basis of the protest and the relief requested. Any protest received will be copied to other affected proposer(s) for comment and rebuttal.

13. CANCELLATION. TVF&R may cancel this solicitation pursuant to OAR 137-047-0660.

14. COSTS. TVF&R is not liable for any costs incurred by any proposer in its proposal preparation.

IV. SUBMITTAL, RESPONSE AND EVALUATION

1. INTRODUCTION. This section prescribes the mandatory format for the presentation of a proposal in response to this solicitation. The purpose of this format is to ensure uniformity from each proposer and to aid in clear understanding and evaluation. Failure to submit proposals in accordance with the provisions of this section may be grounds to declare the proposal non-responsive.

2. SUBMITTING A PROPOSAL

a. The proposer shall submit a proposal in accordance with all prescribed requirements and instructions:

i. Provide a completed and signed Proposer Certification form.

ii. Use the forms provided – do not modify.

iii. Provide all documents and descriptive literature requested or required.

iv. Initial any corrections or erasures.

b. Identification of proposal:

i. To ensure proper identification and handling, the proposal file shall be named: Proposer’s Name RFP

Title and RFP Number. Example: ABC Consulting_Widget Repair Services RFP_RFP#1122.

ii. The proposal must be submitted via OregonBuys as identified on page 1.

iii. TVF&R will not accept printed nor proposals submitted by fax.

c. Receipt, opening, and recording of a proposal:

i. TVF&R shall not be responsible for the failure to open a bid that is not properly uploaded, addressed and/or identified.

ii. All Responsive Proposals, including any modifications made to a proposal, received prior to the solicitation due date and time will not be publicly opened; they are prepared for evaluation by the procurement and contracts administrator and turned over to an evaluation committee.

iii. The proposer is responsible for ensuring TVF&R receives its bid at the required delivery point prior to the solicitation due date and time.

iv. Late proposals will not be accepted. TVF&R will only consider a late proposal that has been delayed or mishandled by OregonBuys or TVF&R.

3. PROPOSAL FORMAT.

a. Proposal may not exceed 12 pages in length. The page limit does not include the Cover Letter or divider pages, reports, resumes, and Attachments. Each 8.5” x 11” sheet will count as one page; each 11” x 17” sheet will count as two pages. TVF&R reserves the right, in its sole discretion, to not review any part of proposals longer than 12 pages.

b. Complete Information. The submitted proposal shall include all of the information requested.

c. Detail. Proposer should provide as much detail as possible pertaining to the information requested in this solicitation. Do not assume TVF&R is familiar with the proposer.

d. Concise and straightforward responses are encouraged.

e. Confidentiality of proposal. TVF&R may withhold from disclosure information in accordance with ORS

279B.055(5)(c): trade secrets or confidential information pursuant to ORS 192.501 or 192.502. A proposer shall make such information perfectly obvious to TVF&R in its proposal by indicating in bold capitalized letters “CONFIDENTIAL” prior to the information. Such identification does not guarantee that TVF&R will treat the information as a trade secret or confidential information unless the proposer receives TVF&R’s acceptance prior to its inclusion in the proposal.

4. WRITTEN PROPOSAL EVALUATION CONTENT, ORDER AND CRITERIA.

Each proposal must address each of the following Evaluation Criteria completely and IN THE ORDER

BELOW.

Proposal Order Maximum Score Status Included in page limit?

Check Box

#1 Cover Letter Not Scored Required N ☐

#2 Experience 35 Required Y ☐

#3 Approach 35 Required Y ☐

#4 Key Personnel 10 Required Y ☐

#5 Pricing 20 Required Y ☐

#6 References Not Scored Required N ☐

#7 Proposer Certification Not Scored Required N ☐

#8 Independent Contractor

Certification

Not Scored Required N ☐

#9 Resumes Not Scored Not Required N ☐

#10 Other Attachments Not Scored Not Required N ☐

a. COVER LETTER. (MAXIMUM POINTS AVAILABLE: 0) - REQUIRED

i. Proposal includes a one-page signed Cover Letter as the first page of the proposal. The Cover Letter should address the Proposer’s willingness and commitment, if selected to provide the services offered and a brief description of why the Proposer believes it should be selected. The letter shall include the name of the firm and the name, title, telephone number, and email address of the individual authorized to represent the Proposer with respect to the Proposal, and any resulting contract negotiations

b. PROPOSER EXPERIENCE, QUALIFICATIONS and REFERENCES. (MAXIMUM POINTS

AVAILABLE: 35 ) - REQUIRED

i. Provide a narrative of the proposer’s background and history. Describe previous experience related to

Work to other agencies or other clients and especially for fire & emergency medical service agencies.

ii. Detail the proposer’s responsibilities and the scope of work for four (4) projects within the past five

(5) years similar to the requirements of this solicitation.

iii. For the four projects listed above, provide a contact’s name, telephone number and/or email address of the client for each project*.

c. APPROACH, UNDERSTANDING OF REQUESTED SERVICES, STATEMENT OF WORK &

DELIVERABLES. (MAXIMUM POINTS AVAILABLE: 35 ) - REQUIRED

i. Develop a proposed Statement of Work by adding sufficient detail to included items and eliminating those not needed. The Statement of Work should include and describe in sufficient detail all work and services required by this RFP, including services sought, and should address all considerations and requirements described therein.

ii. Describe in detail how the services will be provided. Address the items identified in the Scope of

Work. Focus on the proposer’s ability to perform all of the required tasks. Include an estimated timeline to successfully perform the project. Include policy and procedural manuals if available.

iii. Describe methods of coordinating and expediting all elements to meet delivery schedules without sacrificing quality.

iv. Describe approach to adjusting schedules when needed, or adjusting its level of effort in order to meet a schedule while staying within a stated budget.

v. Disclose in detail anything that may create a conflict or appearance of a conflict of interest.

vi. Provide guarantees and/or warranty information.

d. KEY PERSONNEL. (MAXIMUM POINTS AVAILABLE: 10 ) - REQUIRED

i. Provide the name of the person who will serve as the assigned project manager for the work performed under the resulting contract and a provide a description of their relevant experience.

Provide their email address and desk and/or cell phone contact information.

ii. List all other key individuals who will provide services. Describe their relevant qualifications and experience.

iii. Describe how subcontractors will be selected, utilized and managed to complete the projects.

iv. Include a list or organization chart showing all subconsultants and their proposed roles/disciplines.

v. Identify Diversity, Equity and Inclusion practices in hiring.

e. PRICING SCHEDULE. (MAXIMUM POINTS AVAILABLE: 20 ) - REQUIRED

i. Provide a complete and detailed pricing schedule.

ii. Provide hourly rates for all individuals expected to work on this contract and all firms named in the proposal.

iii. Provide percentage of time for all individuals expected to work on this contract.

f. REFERENCES*. (MAXIMUM POINTS AVAILABLE: 0) – REQUIRED

i. *The first three clients referenced in Section 4.b.ii. should be the first three identified on the

Reference Form Attachment 4: References.

g. PROPOSER CERTIFICATION. (MAXIMUM POINTS AVAILABLE: 0) - REQUIRED

The certification must be signed by the person authorized to represent the proposer regarding all matters related to the proposal.

h. INDEPENDANT CONTRACTOR CERTIFICATION STATEMENT. (MAXIMUM POINTS

AVAILABLE: 0) - REQUIRED

Include the completed form.

i. RESUMES**. (MAXIMUM POINTS AVAILABLE: 0) – NOT REQUIRED

**Resumes are not required or considered in page count and should be at the end of the Proposal.

j. ADDITIONAL DATA. (MAXIMUM POINTS AVAILABLE: 0) – NOT REQUIRED

Provide any additional information that will aid in evaluation of the proposal. This part of the proposal may also include descriptions of any enhancements or additional services or qualifications the proposer can provide that are not mentioned in this solicitation.

5. EVALUATION OF PROPOSALS.

a. Evaluation Committee. TVF&R will form a committee of not less than three individuals to evaluate and rank each responsive proposal received.

i. The evaluation committee will utilize the as-objective-as-possible evaluation criteria defined above to determine the highest scoring and most advantageous submitted proposal of those submitted.

ii. A Proposer may be contacted by the Procurement Official to clarify ambiguous issues.

b. Written Proposal Evaluation.

i. Each evaluator will independently score proposals in accordance with the Evaluation Criteria.

ii. TVF&R will average the written proposal scores per category and then sum the category averages for a total written evaluation score for each proposal.

c. Invitation for Interview (Short List).

i. After scoring the written proposals, the Evaluation Committee may conduct interviews with one or more of the top-ranked proposers if the Evaluation Committee determines whether interviews are necessary or desirable in its sole determination.

ii. The number of proposers selected for interviews is as the sole discretion of the Evaluation

Committee.

iii. Proposers selected for interviews will be notified by the Evaluation Committee at least 5 business days in advance of the interview date.

iv. No additions, deletions or substitutions may be made to proposals during the interviews/presentations that cannot be viewed as clarification.

d. Interview Evaluation Criteria.

i. Each evaluator will score the interview evaluation criteria.

ii. TVF&R will provide topics in advance to aid in preparation for the interview/presentation.

iii. TVF&R intends for these interviews/presentations to be an open dialog between TVF&R and

Proposers and will be demonstrative of the overall Project execution; electronic presentations are not encouraged and may not be allowable.

e. Final scoring of the interview/presentation will be separate and not cumulative from the short-listing score. Scoring of the interview/presentation will be based on the finalists addressing specific topics provided by TVF&R and the overall dialog. Specific topics will be provided to the finalists at a later date.

6. AWARD. Pursuant to OAR 137-047-0600:

a. Award in part or in whole is contingent upon available funding. TVF&R reserves the right to cancel this solicitation at no penalty in the event adequate funds are not appropriated or if all bids exceed the established budget.

b. If awarded, TVF&R shall award a contract to the Responsible Proposer that submitted the most

Responsive Proposal, and that scores the highest or provides the best overall value to TVF&R after the evaluation process is complete.

c. Negotiation. TVF&R may award a personal services contract based solely on the ranking of proposals or may conduct discussions or negotiations with the highest ranked proposer. After award of the contract

TVF&R and Consultant may only modify the contract in accordance with OAR 137-047-0800.

d. TVF&R may reject all proposals pursuant to OAR 137-047-0650 and may issue a new solicitation with the same or revised terms, conditions, and specifications.

ATTACHMENT 1: Proposer Certification

Legal Name of proposer:

Mail Information:

Address, City, State, Zip

The undersigned certifies and agrees:

This submission is an offer to enter into a contract with TVF&R.

Prices offered have been arrived at independently, without restricting competition, and with no consultation, communication, or agreement with any other proposer relating to (i) prices, (ii) the intention to submit a proposal, or (iii) the methods or factors used to calculate the prices.

If this proposal is accepted by TVF&R, to furnish any or all items and/or services upon which prices are offered, delivered to the designated point, within the time specified, and in the highest standards prevalent in the relevant industry.

If required, the proposer is registered with the Oregon Secretary of State Office ORS Chapters 58, 60, 62, 63, 65, 67, 70 and 648.

In accordance with ORS 279A.110(4), that the bidder has not discriminated, and will not discriminate, against a subcontractor in the awarding of a subcontract because the subcontractor is certified under ORS 200.055 as a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

The proposer acknowledges receipt of the following addenda: List by number and date appearing on addenda:

Addenda No. Date Addenda No. Date

Proposer is responsible to check with TVF&R for any issued addenda

Pursuant to ORS 279A.120, proposer (check one) is _____ / is not _____ an Oregon resident entity. If not, indicate State of residency: ____________________.

The person signing this certification is fully authorized to sign on behalf of the proposer and to fully bind the proposer to all terms and conditions of this solicitation and the contract provisions including the insurance requirements.

Name of Owner/Officer/Agent

Signature

Title

Phone

Fax

Email Address

Social Security or Federal Tax Identification Number

ATTACHMENT 2: Independent Contractor Certification Statement

This form shall be returned with the proposal response.

If the proposer signs Part A (qualifies), the remainder of this Certification Statement does not need to be completed.

Part A. Consultant is a corporation:

The Consultant (person /entity) is a corporation authorized to do business in the State of Oregon.

Consultant

Signature:________________________________________________Date:_______________________

Part B. Consultant is an Independent Contractor:

I, under penalties of perjury, certify that I am an independent contractor as defined in ORS 670.600 and that the following statements are true and correct:

1. I have filed Federal and State income tax returns in the name of my business or a business Schedule C as part of the personal income tax return, for the previous year, or expect to file federal and state income tax returns, for labor or services performed as an independent contractor in the previous year.

2. I will furnish the tools or equipment necessary for the contracted labor or services.

3. I have the authority to hire and fire employees who perform the labor or services.

4. I represent to the public that the labor or services are to be provided by my independently established business as four (4) or more of the following circumstances exist.

(Please check all that apply):

___ A. The labor or services are primarily carried out as a location that is separate from my residence or is primarily carried out in a specific portion of my residence, which is set aside as the location of the business.

___ B. Commercial advertising or business cards are purchased for the business, or I have a trade association membership with ________________________________________.

___ C. Telephone listing is used for the business that is separate from the personal residence listing.

___ D. Labor or services are performed only pursuant to written contracts.

___ E. Labor or services are performed for two or more different persons or agencies within a period of one year.

___ F. I assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided.

Consultant

Signature:________________________________________________Date:_______________________

Attachment 3: INSURANCE REQUIREMENT

Proposer must maintain the insurance described below:

1. Commercial General Liability. $1,000,000 per occurrence and $2,000,000 aggregate for bodily injury, personal injury, and property damage.

2. Commercial Automobile Liability. $1,000,000 per accident for bodily injury and property damage.

3. Workers' Compensation Liability. Workers Compensation insurance in compliance with ORS

656.017, which requires subject employers to provide workers' compensation coverage in accordance with ORS Chapter 656 for all subject workers.

4. Umbrella Liability. $5,000,000 per occurrence.

5. Professional Liability. To the extent that any of the services described in this RFP are to be performed by licensed design professionals, $1,000,000 per claim and $1,000,000 aggregate limits subject to no more than $10,000 per claim deductible. Proposer shall maintain professional liability coverage through completion of construction and two years thereafter.

Insurance shall be placed with insurers admitted in Oregon with a current A.M. Best's rating and FSC no lower than A-VII.

Liability insurance policies for selected Proposers will include TVF&R, and their officers, employees, agents, successors, and assigns as additional insureds. The policy endorsement must extend premise operations and products/completed operations to the additional insureds. The additional insured endorsement for the CGL insurance must be written on ISO Form CG 2010 (11/85), a CG 2037 (07/04) together with CG 2033 (07/04), or the equivalent; but will not use the following forms: CG 20 10 (10 93) or CG 20 10 (03 94).

Certificates of insurance will be required as part of the final contract. TVF&R reserves the right to require additional insurance coverage, or waive certain insurance requirements, under any contract awarded under this RFP.

Attachment 4: REFERENCES

ITEM Reference 1 Reference 2

A. Name

B. Business or Employer

C. Telephone ( ) ( )

D. E-Mail Address

ITEM Reference 3 Reference 4

A. Name

B. Business or Employer

C. Telephone ( ) ( )

D. E-Mail Address

1. Has your company ever been declared in breach of any contract for unperformed or negligent services? oYes oNo

a. If YES, explain. ________________________________________________________________________

2. Has any employee or agent of your company ever been convicted of a criminal offense arising out of obtaining, attempting to obtain, or performing a public or private contract or subcontract? oYes oNo

a. _______________________________________________________________________ If YES, explain.

3. Has any employee or agent of your company been convicted under state or federal law of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property or any other offense indicating a lack of business integrity or business honesty? oYes oNo

a. _______________________________________________________________________ If YES, explain.

4. Has your company or any employee or agent of your company been convicted under state or federal antitrust laws?

oYes oNo

a. _______________________________________________________________________ If YES, explain.

5. Has any Officer or Partner of your organization ever been an Officer or Partner of another Organization that failed to complete a contract? oYes oNo

a. _______________________________________________________________________ If YES, explain.

Tualatin Valley Fire & Rescue

11945 SW 70th Ave.

Tigard, OR 97223

PERSONAL SERVICES CONTRACT

between

TUALATIN VALLEY FIRE & RESCUE

and

CONSULTANT NAME

For

NAME OF SERVICE PROVIDED

Agreement Number: _______________________

This Agreement for Services (“this Agreement”) sets forth all the covenants, conditions and promises between

Tualatin Valley Fire & Rescue (“TVF&R”) and _________ (“Consultant”) to provide ________ (“Services”). This

Agreement may refer to TVF&R and Consultant individually as “Party” or jointly as the “Parties”.

CONTRACT DURATION. This Contract shall become effective _____________, (“Effective Date”) and shall expire on __________ (“Termination Date”) unless terminated earlier or extended as allowed in Exhibit A. Upon the end of the Services, Consultant shall deliver to TVF&R all documents, information, works-in-progress and other property and/or deliverables in a common/usable format.

Recitals:

WHEREAS, to further its operations, TVF&R desires to ________ and;

WHEREAS, Consultant, in its Proposal dated ________ and submitted in response to TVF&R’s RFP/ITB number

___________ represented that it has the knowledge, experience, and expertise in (identify what) and;

WHEREAS, TVF&R selected Consultant based on its [List procurement path: proposal, sole source agreement, direct award].

ATTACHMENT 5 SAMPLE CONTRACT

CONSIDERATION. TVF&R agrees to pay the Consultant for Services performed in a satisfactory manner as specified in Exhibit B / not to exceed $_________. Consultant may perform additional services upon mutual consent and upon written authorization by TVF&R.

EXHIBITS. This Contract includes Exhibits, attached herein, collectively the “Contract”.

Exhibit A: Contract Terms and Conditions

Exhibit B: Consultant Proposal and Invoicing

Exhibit C: Confidentiality Agreement

Exhibit D: Key Personnel and Consultant’s Rate Schedule

Exhibit E: Insurance

CERTIFICATION. In consideration of the mutual covenants, stipulations and agreements, the Parties hereto do

Contract and acknowledge that they have read and understand this Contract and agree to be bound by its terms and conditions:

Consultant Information

Tualatin Valley Fire & Rescue

11945 SW 70th Ave.

Tigard, OR 97223

Email Address TVF&R Representative

Phone Number TVF&R Representative Email

State of Oregon ID No. TVF&R Representative Phone

EIN No.

Name/Title of Officer

Copy to: Procurement

Trisha.Schultz@tvfr.com

Signature Signature

Date Date

EXHIBIT A: TERMS AND CONDITIONS

The Consultant shall perform the Services of this Contract expeditiously and with the professional skill, quality and care ordinarily and consistently provided by other firms in this locality under the same or similar circumstances. The Consultant shall furnish and assume full responsibility for everything required for the orderly progress and proper execution and completion of the assigned work, including, but not limited to, materials, equipment, labor including subcontractor, transportation, equipment and machinery, tools, and other facilities and incidentals, pursuant to the following terms and conditions:

1. ACCEPTANCE. This Contract is TVF&R’s agreement to purchase the Services. Issuance of this

Contract is expressly conditioned upon the Consultant’s acceptance of these terms and conditions. All specifications, drawings, and data submitted by the Consultant are hereby incorporated and made a part of the Contract.

2. AMENDMENT. TVF&R may amend this Contract if TVF&R, in its sole discretion, determines that the amendment is within the scope of the original Contract. Amendments to this Contract must be in writing and must be signed by an authorized representative of the Consultant and TVF&R.

3. ASSIGNMENT. The Consultant may not assign this Contract, either in whole or in part, without

TVF&R’s prior written consent.

4. AUTHORITY. The Consultant represents and warrants that it has the power and authority to enter into and perform this Contract and that the signer of this Contract has the authority to bind and obligate the

Consultant.

5. COMPLIANCE WITH LAWS. The laws of the State of Oregon shall govern this contract. Any action or suit commenced in connection with this contract shall be in the Circuit Court of Washington

County Oregon or the Federal District Court for Oregon. The prevailing Party shall be entitled to reasonable attorney fees and costs as awarded by the Court, including any appeal. All rights and remedies of TVF&R and Contractor shall be cumulative and may be exercised successively or concurrently.

a. The Contractor agrees to comply with all applicable federal, state and local laws, regulations, executive orders, rules and ordinances. Failure or neglect on the part of the Contractor to comply with any or all such laws, regulations, executive orders, rules and ordinances, shall not relieve the

Contractor of these obligations nor of the requirements of this Contract. All laws, regulations, executive orders, rules and ordinances applicable to this Contract are incorporated by reference where so required by law.

b. Contractor, its subcontractors, if any, and all employers providing work, labor or materials under this contract are subject employers under the Oregon workers' compensation law and shall comply with ORS 656.017, which requires them to provide Oregon workers' compensation coverage that satisfies Oregon law for all their subject workers. Contractor shall be responsible for all federal or state taxes applicable to compensation or payments paid to Contractor under this contract.

Contractor certifies that (i) it is not an employee of TVF&R; (ii) if Contractor is currently performing work for TVF&R or the federal government, Contractor's work to be performed under this contract creates no potential or actual conflict of interest as defined by ORS 244; and (iii) if this payment is to be charged against federal funds, it is not currently employed by the federal government.

c. If the Contractor fails to comply with the laws TVF&R shall have the right to terminate this contract.

6. CONFIDENTIALITY.

a. “Confidential Information” means and includes all personal health information and protected health information of TVF&R personnel, trade secrets, know-how, proprietary data, and other nonpublic information relating to the business of TVF&R, board members, employees and agents, including information of third Parties to whom TVF&R owes a duty of confidentiality under Oregon Law.

b. Consultant acknowledges that by reason of this Contract, Consultant, and its employees or agents, will have access to TVF&R’s information and materials which may be confidential and of substantial value to TVF&R, or confidential to people, organizations or entities served by TVF&R.

c. Consultant agrees that it shall not use or disclose or keep upon termination of services or completion of this Contract, any Confidential Information in any way, except as may be required in connection with this Contract, for its own account or the account of any third Party. Consultant further agrees to exercise the highest degree of care in safeguarding Confidential Information against loss, theft, or inadvertent disclosure, and agrees to take all steps necessary to ensure the maintenance of confidentiality.

d. In the event of breach or threatened breach by Consultant or of any third-Party actions through

Consultant, Consultant acknowledges that disclosure of the Confidential Information will cause irreparable harm and that TVF&R shall be entitled to seek a temporary restraining order, an injunction, or such other equitable relief to restrain Consultant and/or the third Party from such breach. Each remedy available to TVF&R is cumulative, and nothing in this Contract shall be construed to prohibit TVF&R from pursuing any other lawful remedy which may be available at law or in equity. Consultant shall have an affirmative obligation to enforce the terms of

Confidentiality Agreements with third Parties.

7. CONTINUING OBLIGATION. Consultant’s obligations, continuing and otherwise, shall be set forth herein.

8. DELAYS IN DELIVERY/FORCE MAJEURE. Neither Party shall be held responsible for delay or default caused by any contingency beyond their control, including, but not limited to war or insurrection, strikes or lockouts by the Parties’ own employees, walkouts by the Parties’ own employees, fires, natural calamities, riots or demands or requirements of governmental agencies other than TVF&R.

9. DISCRIMINATION. The Consultant shall comply with all Federal, State, and local laws, rules, ordinances, and regulations and shall not discriminate based minority-owned businesses, women-owned businesses, service-disabled veteran-owned businesses, nor emerging small businesses nor discriminate any person based on gender, gender orientation, sexual orientation, age, race, creed, color, religion, marital status, familial status, mental or physical disability status, source of income, national origin or political affiliation in programs, activities, services, benefits, or employment.

10. DRUG STATEMENT. The use of drugs, alcohol, or any tobacco products is prohibited on all

TVF&R property.

11. ELECTRONIC EXCHANGE. The Parties agree the each may conduct this transaction, including any contract amendments, by electronic means (via www, email or fax).

12. EXTENSION. This Contract may be extended upon mutual agreement of the Parties. This Contract will not automatically extend.

13. IDENTIFICATION OF EMPLOYEES. Consultant shall ensure that its employees or agents have identifying uniforms or other designation of identity (e.g. ID badge, shirt with logo/name) while on

TVF&R property.

14. INDEMNIFICATION. Subject to the conditions and limitations of the Oregon Constitution and

Oregon Tort Claims Act, ORS 30.260 through 30.300, and to the fullest extent permitted by law, the

Consultant shall fully indemnify, defend and save, and hold harmless TVF&R, its officers, board members, agents, employees, volunteers, affiliates, and all other persons acting on behalf of TVF&R, from and against any and all claims, demands, suites, actions, damages, losses, costs and expenses, direct and indirect or consequential of any nature whatsoever, including reasonable attorneys’ fees, and any other costs of defense, settlement payments, and court costs, and liability of personal injuries

(including death), property loss, and all other legally cognizable harm caused by, arising from, in whole in part, or in connection with, any act or omission involving this Contract. The duty of defense shall arise immediately upon assertion of any claim that may be covered by this indemnification provision, and, to the fullest extent allowed by law, shall be independent of any duty of indemnification. Such limitation does not apply to the Consultant’s failure to comply with the RESPONSIBILITY FOR

TAXES LAW COMPLIANCE AND WITHHOLDING paragraph herein.

15. INDEPENDENT CONTRACTOR. The Consultant warrants the following: 1) the services provided under this Contract are those of an independent Contractor; 2) the Consultant is not an officer, employee or agent of TVF&R; 3) Consultant represents that it is an independently established business which meets all applicable requirements of ORS 670.600(2)(a-d) and meets three or more of the requirements of ORS 670.600(3); and, 4) Although TVF&R reserves the right (i) to determine (and modify) the delivery schedule for the Services and (ii) to evaluate the quality of the completed performance, TVF&R cannot control the means or manner of Consultant’s performance.

16. INVOICING AND PAYMENT. Consultant shall issue monthly invoices for the Services performed as stipulated in Exhibit B. All invoices must include at least the following information: (a)

Contract number; (b) itemized pricing elements by assigned project; (c) dates of Service. Credit and discount periods will be computed from the date of receipt of the invoice to the date TVF&R’s check is mailed. Payment will be made net 30 on receipt, and after the invoice is approved by TVF&R.

TVF&R will not pay any additional charges unless specifically agreed to in writing by TVF&R.

Invoice(s) shall be submitted to: Tualatin Valley Fire & Rescue by Email to

AccountsPayable@tvfr.com.

17. LICENSES AND PERMITS. Unless otherwise agreed in writing by TVF&R, without additional expense to TVF&R, the Consultant shall be responsible for maintaining any licenses and permits necessary for the performance of this Contract.

18. NOTICE. Any notice required or permitted by this Contract shall be in writing and shall be delivered to the Parties.

19. ORDER OF PRECEDENCE. In the event of any inconsistent or incompatible contract provisions, Exhibit A shall take precedence over the terms of Exhibit B.

20. OWNERSHIP OF WORK PRODUCT. TVF&R shall have no rights to any pre-existing Consultant intellectual property owned by the Consultant and/or developed independently from the Services of this

Contract. All work product (data, inventions, processes, diagrams, methods, apparatus, ideas, or improvements) made, discovered, conceived or developed during the work of this Contract by the

Consultant is the exclusive property of TVF&R. Consultant hereby irrevocably assigns to TVF&R all of its right, title, and interest in and to any and all of the work product, whether arising from copyright, patent, trademark, trade secret, or any other state or federal intellectual property law or doctrine.

Consultant forever waives any and all rights relating to the work product including any and all rights arising under Title 17 USC §106A or any other rights of identification of authorship or rights of approval, restriction or limitation on use or modifications. It is expressly understood that how and for what purpose mailto:AccountsPayable@tvfr.com

TVF&R shall use any information or products generated by the Consultant under this Contract is not within the control of he Consultant. Consultant assumes no responsibility for the ultimate suitability of the information or products or for the ultimate consequences or liability resulting from its use.

21. PERFORMANCE STANDARD.

a. Time is of the essence in the performance of this Contract.

b. The Consultant shall furnish and assume full responsibility for everything required for the orderly progress and proper execution and completion of the assigned work including, but not limited to, materials, equipment, labor including subcontractor, transportation, equipment, machinery, tools, facilities, and incidentals; except when provided by TVF&R (for example training facilities for on-site training).

c. The Consultant shall perform the Services of this Contract expeditiously and with the professional skill, quality and care ordinarily and consistently supplied by other providers in this locality under the same or similar circumstances.

d. Consultant shall always, during the term of this Contract, be, or provide, qualified, and professionally competent workers, who shall be duly licensed, if required, to perform under this Contract. Consultant may add or remove worker(s) to perform under this Contract with prior approval by TVF&R.

22. PERMITS, LICENSE AND FEES. The Consultant shall employ only persons duly licensed by the

State of Oregon to perform the Services required under this Contract for which applicable Oregon Law requires a license. Without additional expense to TVF&R, the Consultant shall be responsible for maintaining any necessary licenses.

23. PUBLIC CONTRACT TERMS AND CONDITIONS. This Contract includes, and the Consultant, by entering into this Contract, certifies to abide by, the following applicable terms and conditions prescribed by Oregon Revised Statutes as applicable: a. ORS 279B.220, Conditions concerning payment, contributions, liens, withholding; b. ORS 279B.225, Conditions concerning salvaging, recycling, composting or mulching yard waste material; c. ORS 279B.230, Conditions concerning payment for medical care and providing workers’ compensation; d. ORS 279B.325, Conditions concerning hours of labor; e. ORS 279B240 Exclusion of recycled oils prohibited.

24. PUBLICITY. The Consultant shall not use in its advertising, marketing programs, or other promotional efforts, any data, pictures, or other representations of TVF&R without the prior written authorization from

TVF&R Representative, or his or her successor.

25. RECORDS RETENTION. Consultant shall maintain and retain all records relevant to this Contract

(“Records”) for a minimum of three years, following Contract termination or full performance or any longer period as may be required by applicable law, or until the conclusion of any audit, controversy or litigation arising out of or related to this Contract, whichever is later.

26. RIGHT TO STOP WORK. If the Consultant fails to correct work performed which is not in accordance with the requirements of the Contract, TVF&R may issue a written order to the…