RFP # Doc2383316967 1 of 14 On-Call Creative Services Consultant for Transportation

Campaigns

RFP Number Doc2383316967 Goods + Services October 7, 2026

Request for Proposals (RFP) for

On-Call Creative Services Consultant for Transportation Campaigns

Project Information Packet Section 1: Opportunity Overview

Section 2: How Your Proposal Will Be Evaluated

Section 3: Scope of Work

Section 4: Exhibits

Section 5: Sample Contract

Section 6: RFP Terms and Conditions

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RFP at a Glance Proposals Due:

November 06, 2026 at 4:00 p.m. Pacific Time

Summary:

The City of Portland’s Bureau of Transportation (PBOT) plans to implement several transportation campaigns that have specific goal(s) such as encouraging people to bicycle or ride transit, promoting a safety message, or communicating information related to new infrastructure or service offerings. Therefore, PBOT is looking for a consultant or consultant team to provide creative and design services for the development of various marketing, promotional, and informational materials used in campaigns and programs.

Optional Pre-Proposal Meeting:

October 20, 2026, 1:00 p.m. Pacific Time https://teams.microsoft.com/meet/272830028675147?p=3mWevJeri78MaEjpNh

Submit Your Proposal:

City of Portland Bid Portal:

SAP Business Network Discovery

Refer to the Proposal Response Packet: Section 7: Submission Instructions for details.

Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by seven (7) calendar days before October 30, 2026 by 4:00 p.m. Pacific Time. Any questions received after may not be answered. Only the Single Point of Contact can answer questions about this RFP.

Tristan Sakamoto Senior Procurement Specialist Procurement Services

(503) 823-8867 Tristan.Sakamoto@portlandoregon.gov https://teams.microsoft.com/meet/272830028675147?p=3mWevJeri78MaEjpNh https://service.ariba.com/Discovery.aw/ad/profile?key=AN11181807487 mailto:Tristan.Sakamoto@portlandoregon.gov

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Section 1: Opportunity Overview

1.1 Background

Portland Bureau of Transportation Overview The Portland Bureau of Transportation (PBOT) serves as a community partner in shaping a livable city. Its mission is to plan, build, manage, and maintain an effective and safe transportation system that provides people and businesses with the access and mobility they need and deserve. PBOT operates with the broader vision of creating a safe, reliable, equitable, and affordable transportation system that supports the city's prosperity and lowers its carbon footprint.

Portland Clean Energy Community Benefits Fund Overview The Portland Clean Energy Community Benefits Fund (PCEF) allocated funds to Strategic Program 31 (SP 31): Community Programs, Education, and Encouragement as part of its effort to reduce carbon emissions by shifting driving trips to active transportation trips. SP 31 community programs focus on educating, encouraging, incentivizing, and rewarding people in choosing low-carbon modes.

PBOT seeks to increase the use of multimodal options such as transit, biking, and walking in the city. While the Transportation System Plan is currently being updated, the City of Portland currently have a goal of 70% of trips being done by non-driving modes by 2030, and Mayor Keith Wilson has stated a goal of Portland leading the nation as America's highest bike mode city by 2030.

General bike messaging campaigns is a project element within SP 31 that aims to encourage people to bike and generate citywide enthusiasm around biking through a resonant message, simple signs, social events, and digital advertising. Messaging campaigns help promote and normalize biking as a viable transportation option for daily trips, therefore helping shift trips for people who have less barriers to biking or those who already bike regularly. Messaging campaigns are meant to complement the building of safe bike infrastructure and other bike programs and events.

Historically PBOT contracted and launched bike messaging campaigns in a semi-recurring fashion between 2004-2014. The bureau has not performed this work recently and therefore is working on growing its capability in delivering campaigns through this contracted work.

This RFP is to find a contractor who can primarily serve this project’s need, though we may also contract services for other types of transportation campaigns as new needs arise.

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1.2 Outcome Goals

Producing creative assets such as videos, advertising, websites, booklets that help:

1. Connect people interested in biking to the variety of educational opportunities and programs that Portland has

2. Observe biking as a mode choice by sharing the benefits of biking via inspirational messages that promote the benefits of cycling

3. Bring visibility to biking in Portland (BIPOC representation etc.)

4. Establish PBOT as the leading agency promoting biking, establishing credibility and trust with the public.

5. Complement other PBOT investments towards biking such as building safe infrastructure, bike-friendly policies, storage and parking, and programs.

1.3 Contract Details

The City plans to award a four-year Price Agreement with two optional one-year renewals.

1.4 Estimated RFP Timeline

The timeline below is an estimate for the RFP and Contracting process.

Event Date Pre-Proposal Meeting October 20, 2026 Deadline for RFP Questions October 30, 2026 Written proposals due at 4:00 p.m. (for Phase 1) November 06, 2026 Short list posted and Phase 2 instructions shared [if applicable] December 04, 2026 Notice of Intent to Award Posted December 18, 2026

The City will adjust the schedule as necessary.

1.5 Grant Funding

Portland Clean Energy Community Benefits Fund Funding Requirements

The services associated with this RFP will primarily be funded by the Portland Clean Energy Community Benefits Fund. Proposer acknowledges and accepts as a condition of award that they will abide by Portland City Code 7.07.060.C as applicable.

All workers who perform work on projects funded by PCEF must be paid a minimum of 180% of the relevant state minimum wage for time worked as defined by the Oregon Bureau of Labor & https://www.portland.gov/code/7/07

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Industries (BOLI). For the 2026-27 fiscal year (July 1, 2026 to June 30, 2027), the Portland metro BOLI minimum wage is $16.80 per hour, which makes the PCEF minimum wage $30.24 per hour.

1.6 Optional Pre-Proposal Meeting

There will be a pre-proposal meeting scheduled for this Project on Tuesday, October 20, 2026 at 4:00 p.m. Pacific Time at:

https://teams.microsoft.com/meet/272830028675147?p=3mWevJeri78MaEjpNh

This meeting is not mandatory. You can submit a proposal without attending this meeting.

The City of Portland will make reasonable accommodation for people with disabilities. Please notify the Official RFP Contact at least two (2) Business Days prior to the event, by the City’s TTY at 503-823-6868, or by the Oregon Relay Service at 1-800-735-2900.

1.7 Addenda

The City will share more information about this RFP if something is missing or unclear. The City will share this information as an addendum (or addenda, if more than one). The City will post addenda on City of Portland Bid Portal.

Addenda issued seventy-two (72) hours or more before the due date are binding. The seventy-two (72) hour window excludes Saturdays, Sundays, and City-observed holidays.

You are responsible for complying with the addenda, even if you do not see it.

https://www.portland.gov/policies/human-resources-administrative-rules/leaves/hrar-602-holidays

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Section 2: How Your Proposal Will Be Evaluated

2.1 Proposal Review and Selection

Evaluation Overview The City will appoint an Evaluation Committee (Committee) to evaluate the proposals received.

To score proposals, the Committee will evaluate each proposal using the criteria below. The Committee may seek outside expertise. The Committee will require at least ten (10) Business Days to evaluate and score the proposals.

The City will decide how or when to proceed through the evaluation process. The City will also decide if additional clarifications are needed, when to begin or end negotiations, reasonable timelines, and whether to open negotiations with a lower scoring proposer.

The City can also decide to cancel the solicitation or reject all proposals.

Evaluation Process Each proposal is evaluated using these criteria:

Responsiveness, Responsibility, and Mandatory Criteria

The City will determine if you are a Responsible Proposer who has submitted a Responsive Proposal (ORS 279B.005).

Refer to Portland Public Contracting Rules for details.

Evaluation Phase 1–Written Scoring

Proposals that meet the responsiveness, responsibility, and mandatory requirements will be evaluated in Evaluation Phase 1. The Committee will conduct a detailed review of the written proposals:

Phase 1 Evaluation Criteria

Evaluation Criteria Percent of total points

Percent of points for sub-criteria

Proposer Capabilities 25 — Experience on Past Projects 10 https://www.portland.gov/policies/public-contracting-rules

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Resources 5 Management and Organizational Capabilities 5 Subcontractor Experience 5 Project Team 10 — Response to City’s Scope of Work 25 — References 10 — Pricing 10 Corporate Responsibility 20 —

Equal Employment Opportunity and Access in Subcontracting 10

Equal Opportunity Employer and Community Involvement 5

Sustainable Business Practices — 5 Total 100%

Short Listing

At the end of any evaluation phase, the Evaluation Committee may focus on only a limited number of proposals by developing a “short list” based on the scores. The number of proposals on the short list depends on the number of proposals the Committee believes have a reasonable chance of leading to a contract award. If you are eliminated from further consideration, you will be notified by a Notice of Shortlisting posted on the City of Portland Bid Portal.

Subsequent Evaluation Phases The City will proceed with subsequent evaluation phases as needed. These phases may include oral interviews, demonstrations, presentations, site visits, clarification of the proposals, or other activities.

If you are invited to participate in subsequent evaluation phases, the City will share additional information and instructions a reasonable amount of time before any further evaluation is held.

Evaluation Phase 2 – Interviews, Demonstrations, or Presentations [Optional]

The scoring of Phase 2 generally will be as follows. Further detail on specific criteria, weighting, and point breakdown will be part of the information and instructions provided by the City at the end of Phase 1.

Phase 2 Evaluation Criteria

Evaluation Criteria % Allocation

Content of Phase 2 Evaluation To be determined 100

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Additional Optional Evaluation Phases and Methods

In addition to the evaluation phases above, the City can use other methods like best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers eliminated at any stage of the evaluation process will be notified.

Total Overall Score

At the end of each evaluation phase, the points from that phase will be added to your cumulative score to determine your Total Overall Score. The proposer with the highest Total Overall Score may be identified as the finalist.

The selection of the finalist may also be based on negotiated costs and agreeing to the City’s terms and conditions within the City’s Sample Contract.

Negotiations will follow with the finalist. If successful, negotiations may result in a final award and Contract for the work. If the Contract with the finalist cannot be reached within a time that is reasonable to the City, the City may elevate the proposer with the next highest Total Overall Score to be the finalist.

2.2 Award Review and Protest

Review The City will post a Notice of Intent to Negotiate and Award on the City of Portland Bid Portal.

The Notice will identify the proposer(s) to which the City intends to award a contract.

Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act.

If you were not awarded the Contract, you can ask for clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods used by the Evaluation Committee.

Protests Proposers can challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. If you wish to protest your elimination, you must submit a protest within seven (7) Calendar Days of the City’s posting of the Notice of Short List or Notice of Intent to Award.

Proposers can read Portland Public Contracting Rules regarding protest procedures, all of which may be found online: https://www.portland.gov/policies/public-contracting-rules.

Proposers may also learn more about protests by reviewing ORS 279B.405 and ORS 279B.410.

Protesters may not use judicial appeal rights unless all protest and appeal rights are exhausted.

https://www.portland.gov/policies/public-contracting-rules

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Section 3: Scope of Work The City of Portland’s Bureau of Transportation (PBOT) plans to implement several campaigns and programs that involve multimodal transportation. These campaigns and programs will have specific goal(s) associated with them such as encouraging people to bicycle or ride transit, promoting a safety message, or communicating information related to new infrastructure or service offerings.

Therefore, PBOT is looking for a consultant to provide creative and design services for the development of various marketing, promotional, and informational materials used in campaigns and programs.

Service Requirements

1. Assisting with development of cohesive advertising campaign based existing/tested themes/messages.

2. The following are the core creative and design services that may be needed within a specific campaign or program:

a. Photography

i. For print or digital advertising

b. Print advertising

i. Combination of photography and/or illustration and graphic design

c. Video production

i. Planning and pre-production, filming, and post-production in the form of editing and packaging

ii. Ranging from 15-second shorts for social media to 10-minute full-length videos

d. Community engagement and outreach for when collecting testimonies and stories from community are needed

Critical requirements:

a. The ability to capture images or footage of transportation modes and people engaging in transportation modes such as walking, bicycling, using a wheelchair, riding the bus, or driving.

b. The ability to hire talent and compensate in accordance with the PCEF Wage Requirement.

c. The ability to work with multiple staff or teams within a public agency. For example, working with the PBOT campaign manager and a PBOT communications staff who is coordinating one element of a campaign or who is doing the media buying.

Forecasted timeline and deliverables:

a. 1-3 campaigns or programs per calendar year

b. Example of scope of deliverables within a calendar year:

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i. April: Three short videos for social media

ii. September: Six ads for billboards and an accompanying short video

c. This work is funded through June 30, 2029 so we predict a total of 4-6 campaigns.

i. Location:

a. All work will take place in the Portland Metro area with the exception of location preferences/choices that the contractor may have.

d. Project meetings will be hybrid (virtual option available) with an occasional in-person meeting which will be located at the Portland Building, 1120 SW Fifth Ave.

Other Requirements

The services associated with this contract will primarily be funded by the Portland Clean Energy Community Benefits Fund. Contractor acknowledges and accepts as a condition of award that they will abide by Portland City Code 7.07.060.C as applicable.

a. Data and technology requirements

b. Ability to secure necessary equipment for creative asset production.

c. Ability to provide creative assets in different commonly used file formats.

d. Budget requirements

e. Ability to pay subcontractors and talent directly through the business

Role of City of Portland

a. The Project Manager will provide concepts for each campaign along with conceptualization tools such as storyboard, slide deck, data, and background information.

b. The Project Manager will provide a project timeline and budget.

c. The Project Manager will coordinate and convene project meetings and meeting spaces.

d. The Project Team can support production by brainstorming and locating specific resources, talent, locations, et al.

Performance Metric Data Source Data Collection Frequency

Data Collection Responsibility

Data Review Cadence

Completion of campaign deliverables

Internal Ongoing Contractor Annual

How many people have seen the deliverable (Impressions / Views)

Social media, advertising agency

6 months after campaign launch

Contractor or PBOT depending on who can access the channel

Annual

How many people interact with the

Web analytics, digital ad analytics

6 months after

Contractor or PBOT depending on who

Annual https://www.portland.gov/code/7/07/060

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How many people remember or noticed a campaign

Survey question, focus group

Every 1-2 years

PBOT Annual

How many people were moved to action by a campaign

Survey question, Every 1-2 years

PBOT Annual

As part of the City of Portland/PBOT’s commitment to improved outcomes, the City of Portland/PBOT seeks to actively and regularly collaborate with awarded vendors to enhance contract management, improve results, and adjust service delivery based on learning that works. Reliable and relevant data is necessary to drive service improvements, facilitate compliance, inform trends to be monitored, and evaluate results and performance. As such, the City of Portland/PBOT reserves the right to request/collect other key data and metrics from vendors.

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Section 4: Exhibits Exhibit Name

Exhibit Link (make sure link settings allow for sharing)

Description (Context that will help proposers understand what is in the exhibit; page numbers of relevant content)

Bike Messaging Implementation (Completed research informing design of these campaigns) https://www.portland.gov/tra nsportation/bicycle-committee/documents/bicycl e-messaging-presentation/download

Slides 1-8 provide background on this project history and shares where the themes for the upcoming campaigns originated.

“See Your City in a New Way” Campaign https://www.portland.gov/tra nsportation/walking-biking-transit-safety/see-your-city-bike

Public facing example of summer 2026 campaign (not all elements of the campaign are reflected on the website).

“Get Outside to Get Going” campaign https://www.portland.gov/tra nsportation/news/2021/5/27/ pbot-launches-new-ad-campaign-encourage-portlanders-use-climate

2021 campaign promoting multimodal transportation in support of Portland’s economic recovery

“Ride Through the Seasons” Campaign https://www.portland.gov/tra nsportation/walking-biking-transit-safety/rideseasons

Public facing example of fall 2025 campaign.

"Keep Biking, Portland” social media video https://vimeo.com/11394497 02/490def71b3?share=copy &fl=sv&fe=ci

Video example from Ride Through Seasons Campaign.

PCEF Wage Requirements https://www.portland.gov/bps /cleanenergy/about/pcef-wage-requirements

Here is the summary of PCEF wage requirements.

https://www.portland.gov/transportation/bicycle-committee/documents/bicycle-messaging-presentation/download https://www.portland.gov/transportation/bicycle-committee/documents/bicycle-messaging-presentation/download https://www.portland.gov/transportation/bicycle-committee/documents/bicycle-messaging-presentation/download https://www.portland.gov/transportation/bicycle-committee/documents/bicycle-messaging-presentation/download https://www.portland.gov/transportation/bicycle-committee/documents/bicycle-messaging-presentation/download https://www.portland.gov/transportation/walking-biking-transit-safety/see-your-city-bike https://www.portland.gov/transportation/walking-biking-transit-safety/see-your-city-bike https://www.portland.gov/transportation/walking-biking-transit-safety/see-your-city-bike https://www.portland.gov/transportation/walking-biking-transit-safety/see-your-city-bike https://www.portland.gov/transportation/news/2021/5/27/pbot-launches-new-ad-campaign-encourage-portlanders-use-climate https://www.portland.gov/transportation/news/2021/5/27/pbot-launches-new-ad-campaign-encourage-portlanders-use-climate https://www.portland.gov/transportation/news/2021/5/27/pbot-launches-new-ad-campaign-encourage-portlanders-use-climate https://www.portland.gov/transportation/news/2021/5/27/pbot-launches-new-ad-campaign-encourage-portlanders-use-climate https://www.portland.gov/transportation/news/2021/5/27/pbot-launches-new-ad-campaign-encourage-portlanders-use-climate https://www.portland.gov/transportation/walking-biking-transit-safety/rideseasons https://www.portland.gov/transportation/walking-biking-transit-safety/rideseasons https://www.portland.gov/transportation/walking-biking-transit-safety/rideseasons https://vimeo.com/1139449702/490def71b3?share=copy&fl=sv&fe=ci https://vimeo.com/1139449702/490def71b3?share=copy&fl=sv&fe=ci https://vimeo.com/1139449702/490def71b3?share=copy&fl=sv&fe=ci https://www.portland.gov/bps/cleanenergy/about/pcef-wage-requirements https://www.portland.gov/bps/cleanenergy/about/pcef-wage-requirements https://www.portland.gov/bps/cleanenergy/about/pcef-wage-requirements

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Section 5: Sample Contract Please see Attachment 1 – Sample Contract (separately attached)

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Section 6: RFP Terms and Conditions [Link to RFP Terms and Conditions: https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v11/download https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v11/download https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v11/download