On-Call Creative Services Consultant Transportation Campaigns Response Packet.pdf

RFP # Doc2383316967 Page 1 of 25 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

Proposal Response Packet Section 7: Submission Instructions

Section 8: Required Proposal Components

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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 7 calendar days before November 06, 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://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 7: Submission Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 6 of the RFP Information Packet for this RFP and the insurance required in Section 5 of the RFP Information Packet.

Proposals are Due November 06, 2026 p.m. Pacific Time Late proposals are not accepted.

Proposal Page Limit is (20) twenty Pages The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.

Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 8 of this document lists which parts are included in the page limit.

Proposal Contents and Organization You must provide all information requested in this RFP in your response. Responses must follow the format outlined in this RFP. We will not consider additional or unrequested materials.

Follow the order outlined in Section 8: Proposal Checklist for your submission.

Proposal Submission Instructions Submit your proposal through the City of Portland Bid Portal at:

https://service.ariba.com/Discovery.aw/ad/profile?key=AN11181807487

The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.

Instructions for submitting through City of Portland Bid Portal are available at:

Support Center | Portland.gov

Modifying or Withdrawing Your Submission You can modify or withdraw your submission through the City of Portland Bid Portal, any time before the proposal due date.

https://service.ariba.com/Discovery.aw/ad/profile?key=AN11181807487 https://www.portland.gov/business-opportunities/doing-business-city/support-center#HowtoRespondtoBidOpportunity

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Section 8: Required Proposal Components Proposal Checklist

Proposal Component Required/Optional Included in page limit?

Proposer Information Form Required N □

Response to City’s Scope of Work Required N □

Proposer Capabilities Required Y □

Project Team Required Y □

Project Approach Required Y □

Pricing Proposal Required N □ Equal Employment Opportunity and Access in Subcontracting Required Y □

Equal Opportunity Employer and Community Involvement Required Y □

Sustainable Business Practices Required Y □

Civil Rights Data Collection Required N □

Exceptions and Deviations to the Contract Form Optional N □

Redacted for Public Disclosure Copy Optional N □

Redaction Summary Form

Required if Redacted for Public Disclosure Copy is provided.

N □

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Proposer Information Form

Proposer’s Full Legal Name

(If Applicable) Doing Business As

Proposer’s Address

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

(If Different) Local Contact

Local Contact Phone

Local Contact Email

City of Portland Business License Tax Account # (if currently licensed) https://www.portland.gov/revenue/b usiness-tax

State of Oregon Registry Number https://egov.sos.state.or.us/br/pkg_w eb_name_srch_inq.login

State of Incorporation https://www.portland.gov/revenue/business-tax https://www.portland.gov/revenue/business-tax https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login

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Common Parent My firm is not owned or controlled by a common parent Name common parent:

Redaction for Public Records

I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal.

Open Data Requirements https://efiles.portlandoregon.gov/Rec ord/10879908/

I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.

Insurance Requirements

I acknowledge the insurance requirements for the resulting Contract have been read, and either currently have or will be able to obtain insurance at level required if awarded the Contract.

I request insurance reductions.

List requested insurance reductions:

https://efiles.portlandoregon.gov/Record/10879908/ https://efiles.portlandoregon.gov/Record/10879908/

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Response to the City’s Scope of Work

Respond to each requirement in the Scope of Work

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Proposer Capabilities Provide the following information. You can type in the form below or format this information in a separate document.

Share examples for each of the SOW requirements: Photography, Print Advertising, Video Production, and Using community data or asset in a deliverable.

Client project management process and skill

Team roster / team capability

Evaluation and reporting – share examples of how the effectiveness of past campaign(s) were measured and reported on

Boxes will expand as you type.

1. General Firm Description Firm’s areas of expertise Firm’s length of time in business Number of employees Include any other information that helps describe your firm

2. Describe similar projects your firm has done within the last 3 years, which best characterize your firm’s capabilities, work quality, customer service, and cost control.

Project 1 Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

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If your firm worked as a subcontractor or in partnership with another firm, include the name of the lead firm

Project 2 Project client name

Name, address, and phone number of a person who can

Was it over or under budget?

If your firm worked as a subcontractor or in partnership

Project 3 Project client name

Name, address, and phone number of a person who can

Was it over or under budget?

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If your firm worked as a subcontractor or in partnership

(Optional) Add additional projects as needed below

3. Describe your firm’s resources available to perform the work for the duration of this project and other ongoing projects

4. Describe your firm’s management and organizational capabilities A description of your firm’s management approach and how it will help accomplish the project’s goals and objectives

A statement about how your firm is prepared to respond promptly to problems or changes to the Scope of Work

Copies of standard reports used by your firm in existing contracts

A description of your firm’s procedures and policies related to work quality

Describe not only your firm’s efforts to recruit but also retain local contractors, including those owned by people of color and women

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5. Describe your firm’s specific experience in:

Describe your firm’s specific experience in Photography, Print Advertising, Video Production, and Using community data or assets in a deliverable.

Clarity of messaging / call to action

Attention-grabbing

Demonstratable results/outcomes

Considers and integrates diversity and accessibility in products/deliverables

Communicating the return on investment of communication campaigns

6. Describe qualifications and relevant experience of subcontractors and/or partnership entities, if any.

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Project Team Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

Project Team specialized skills aligning with the scope of work.

Project Team has a mix of senior, junior, and entry levels.

Project Team Information Approximate number of people who would be assigned to this project.

Involvement of the company’s principal member

Identify any training requirements for key personnel to keep current on industry best practices

Identify a proposed project manager, who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with your firm. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams.

Key Personnel Name of Key Personnel 1:

Roles and responsibilities

Relevant experience on similar or related projects

Qualifications

Demonstrated performance record on similar projects

Percentage of their time that will be devoted to this project

Resumes listing educational background, professional

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Roles and responsibilities development, and demonstrated experience and qualifications to perform the work of this RFP

Name of Key Personnel 3:

Roles and responsibilities development, and demonstrated experience and qualifications to perform the work of this RFP

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(Optional) Add additional Key Personnel as needed below.

Response to City’s Scope of Work Provide a proposed Statement of Work. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

Here we are seeking to understand, when given a prompt from PBOT, how the project team will develop a strategy and plan of action. A top score here reflects a thoughtful approach to developing a campaign and workplan in partnership with the PBOT project manager.

Please share a sample of next steps when given a prompt like “our next campaign will be focused on “Goodbye Traffic” where we’d like to promote the convenience and speed advantage of biking to drivers.

Name of phase of work Describe the proposed work tasks and activities.

Describe a sample of proposed work products that will result from each task or activity.

Identify examples of input and review with City staff

Pricing Proposal Every obligation of the City under the awarded contract is conditioned upon the availability of funds appropriated or allocated for the fulfillment of the City’s obligations. If funds are not allocated and available for the continuance of the contract, the contract may be terminated by the City at the end of the period for which the funds are available.

The proposal shall include the true estimated cost or fixed-price estimate for the proposed Project approach irrespective of the City’s anticipated cost. Additionally, this cost shall include the hourly rates of each person associated with the Project as well as the estimated number of hours each staff member will be expected to work on each task.

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Every obligation of the City under the awarded contract is conditioned upon the availability of funds appropriated or allocated for the fulfillment of the City’s obligations. If funds are not allocated and available for the continuance of the contract, the contract may be terminated by the City at the end of the period for which the funds are available.

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Include references for three (3) clients your firm has worked with in the past five (5) years on projects of similar scope and complexity.

Reference 1 Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Reference 2 Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Reference 3 Contact name

Contract title

Address

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Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

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Corporate Responsibility The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local subcontractors, including those owned by people of color and women.

Equal Employment Opportunity and Access in Subcontracting How are you providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses? Your approach and description must, at a minimum, address the following:

For three (3) projects worked during the past three (3) years, for either public agency or non-public agency projects, list:

Project 1 Project name

All subcontractors utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractors

Project 2 Project name

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Project 3 Project name subcontractor

Describe your firm’s approach and methodology for identifying subcontractor opportunities (including suppliers, manufacturers and services) as an equal opportunity employer.

How outreach will be conducted to inform opportunities.

Any mentoring and technical assistance to be made available to subcontractors.

Any strategies, methods, initiatives, or examples of innovation to provide equal opportunity and access which may be utilized in the execution of the work.

Equal Opportunity Employer and Community Involvement List the top three actions/ongoing practices your firm has implemented to ensure you provide opportunities for, and remove barriers to, employment in your workforce for everyone, including women and people of color, at all levels of your firm (e.g., upper management, middle management and lower-level management).

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Action/Ongoing Practice 1 Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2

Action/Ongoing Practice 3

Subcategory Questions workforce demographics and any measurable steps taken to ensure a diverse internal workforce, including for women and people of color.

How do you approach internal on-the-job training, mentoring, technical training, and/or professional development opportunities, including for women and people of color?

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experience in subcontracting with firms certified by the State of Oregon Certification Office for Business Inclusion & Diversity, or a similar certifying entity.

• What projects did the subcontractor work on?

• What services did they provide?

• What percentage of the total project value was work done by subcon?

Sustainable Business Practices List the top five actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (for example, energy efficiency, use of recycled content or non-toxic products, use of public transit or alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.).

Action/Ongoing Practice 1

Action/Ongoing Practice 2

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Action/Ongoing Practice 3

Action/Ongoing Practice 4

Action/Ongoing Practice 5

Does your firm hold any third-party certifications related to sustainable business operations?

(e.g. B-Corp certification or similar) Name of the Certification Link to the certification requirements Name of organization who administers the certification

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Civil Rights Data Collection The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

Proposer Information Is your firm COBID Certified? Yes

No, and my firm does not qualify.

Describe your firm’s workforce demographics

Subcontractor Information (please identify all subcontractors to be used) Subcontractor 1 Information COBID

Certified?

Scope and percent of work allocated

Firm’s legal name Yes Certification

No

Email

BuySpeed Vendor #, if applicable

Subcontractor 2 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Subcontractor 3 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Add additional rows for additional Subcontractors as needed

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Exceptions and Deviations to the Sample Contract

The Sample Contract is available in Section 5 of the RFP Information Packet. It contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.

As part of the Evaluation Phase 2, shortlisted proposers will be required to submit exceptions and deviations to the City’s Sample Contract. Proposers must make exception and deviation requests through this form.

Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.

Contract Exceptions and Deviations Form Contract Section No.

Current language Requested exception (in redline)

Reason

EXAMPLE:

Section 1.0 Definition - System

“System” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

“System” or “Solution” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

Company requests this change because our SLA and EULA refer to “Solution”. No equipment is being provided under this Contract.

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Proposal Redactions for Public Records Purposes If you want to request redactions to your proposal, you must:

1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected Microsoft Word format, with the requested redactions highlighted in yellow

a. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information

b. Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.

2. Complete the table below and submit it with your proposal.

Redaction Summary Form Proposal Page Number and Section

Content to be redacted Reason for redaction