PoHR RFP Strategic Business Plan 2026 final.b.pdf

Request for Proposals (RFP)

2026-2032

STRATEGIC BUSINESS PLAN

UPDATE

Dates Advertised … January 21, 2026 Proposals Due … February 20, 2026

Interviews (if necessary): … Feb. 27 – Mar. 6, 2026 Notice of Intent to Award: …. March 18, 2026

Anticipated Completion Date: …. October 20, 2026

E-mail Submissions to:

Kevin Greenwood, Executive Director

Port of Hood River 1000 E. Port Marina Dr.

Hood River, OR 97031 kgreenwood@portofhoodriver.com

Submit responses solely via email mailto:kgreenwood@portofhoodriver.com

Table of Contents I. Overview II. Proposal Content III. Submission of Proposals IV. Selection Process V. Instructions to Proposers VI. Revisions to the RFP VII. Responsiveness VIII. Costs to Propose IX. No Obligations X. Rejection of Submittals XI. Single Proposer XII. Notification to Proposers XIII. Contract Conditions and Requirements XIV. Insurance and Bonds XV. Hold Harmless XVI. Appeals XVII. Title VI Non-Discrimination Clause XVIII. Inquiries XIX. Schedule XX. Scope of Work

Exhibits

Request For Proposals (RFP): 2026 Strategic Business Plan Update

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I. Overview The Port of Hood River (Port) is seeking proposals from qualified firms with expertise in planning and economic consulting services related to Ports, marinas, airports, commercial/industrial properties and/or long-term economic strategic planning activities, to assist the Port’s Board of Commissioners and management in the review, analysis and identification of needed updates of the Port’s 2021 Strategic Business Plan. The end product of this solicitation will be the development and publication of an updated and revised Port of Hood River Strategic Business Plan (SBP). The SBP shall conform to the requirements of Oregon Administrative Rules (OAR) 123-025-0016 and ultimately be approved by the Oregon Business Development Department (OBDD).

II. Proposal Content Proposals must demonstrate current relevant experience with Ports and property and economic development planning. Proposals must outline the Proposer’s ability to fulfill the requirements of the RFP and Scope of Work. If requested information is not provided for any reason, the Port may reject the proposal in whole as non-responsive.

Proposals may be submitted electronically (see cover page), formatted for 8 1/2” x 11” printing.

Proposals must be clear and succinct and not exceed 12 pages, excepting explanatory appendices.

Proposals shall include the following:

A. Letter of Submittal: All proposals must contain a Letter of Submittal signed and dated by a person authorized to legally represent the Proposer (e.g, the President, Chief Executive Officer or Principal of a corporation; a managing partner if a partnership, or the proprietor if a sole proprietorship). Along with introductory remarks, the Letter of Submittal should include the following statements and information about the Proposer and any proposed subcontractors:

1. “This proposal may be released in total as public information in accordance with the requirements of the laws covering the same.”

2. “This proposal and cost schedule shall be valid and binding for ninety (90) days following the proposal due date.”

3. Name (and company name, if applicable), address, telephone number, and e-mail address of the individual or firm submitting the proposal.

4. Name, title, address, telephone, and e-mail address of the person or persons to contact who are authorized to represent the firm and to whom correspondence should be directed.

5. Proposer’s Federal and State Taxpayer Identification Number.

6. Statement as to whether the Proposer is a resident bidder in accordance with Oregon law.

If following a review of this information, it is determined by the Port that a conflict of interest exists, the Proposer may be disqualified from further consideration for the award of a contract.

B. Project Readiness: The Proposal must outline the Proposer’s understanding and ability to fulfill the Scope of Work.

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1. Organization: Describe your organization, including date founded and ownership;

experience working with other Ports, airports, marinas and commercial/industrial properties; examples of your firm’s services; and examples of other strategic planning projects pursuant to OAR 123-025-0016.

2. Personnel & Projects: Provide the name(s) and resumes of key personnel who would be directly involved in providing services to the Port. Describe their relationship in the firm, the role they would play, their technical expertise and years of service with the firm, and their current relevant project experience. Provide the above in no more than a half page, 10-pt. font per individual.

3. References: List at least three (3) references for whom similar work has been performed, including the name of the organization, date work was performed, name of contact person responsible for the service you performed within the last five years, address and telephone number.

C. Project Outline: The Proposal must contain an outline and timeline for completing the

Scope of Work.

D. Cost Schedule: The Proposal must include a detailed cost schedule to fulfill the Scope of Work. The Cost Schedule should provide a breakdown of cost including sub-tasks that briefly describe the sub-task, the Name, Title and Role of the resource participating in the sub-task, estimated hours and rates, sub-totals by sub-task and rolled up totals by tasks.

Include a separate page of rates by name and/or title. Ensure that names/titles match up with resumes for reference. The Port is open to alternative approaches to completing this project. If Proposer recommends a different approach, specifically identify the change by communicating the better approach, resources and cost. Per statute, this section must not exceed 15% of the proposal score.

III. Submission of Proposals All proposals must be received by 5:00 P.M. Pacific Time Friday, February 20, 2026, via email as indicated on the cover sheet of the RFP invitation.

Proposals submitted after the specified time on the due date will not be considered. Firms submitting responses accept all risks of late delivery regardless of fault. The Port will not be responsible for unreadable or misdirected proposals sent in response to this RFP.

IV. Selection Process Submittals will be reviewed by the Port for responsiveness to all requirements set forth in the RFP. Responsive Proposals will be forwarded to an evaluation committee of at least 3 members that will independently review, score and rank Proposals according to the Evaluation Criteria set forth in the RFP.

Scoring and ranking of Proposals will be completed by Port-selected evaluators. Evaluators will independently judge the merits of the Proposals by comparing the requirements and criteria stated in the RFP with the responsiveness and the relevance of experience/qualifications presented in the Proposal. The outcome of the Evaluation process may, in the Port’s sole discretion, result in:

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1. notice to Proposers of selection or rejection of the proposal (in the event of a tie, the Port will provide notice to Proposers of selection or rejection for an interview); or

2. further steps to gather additional information for evaluation (e.g., checking references, notice of placement on an interview list, requesting clarification).

The Port may require any clarification it needs to understand the Proposer’s Proposal.

Clarifications may not be used to rehabilitate a non-responsive Proposal.

1. EVALUATION CRITERIA

A maximum of 100 points are possible for proposals per each evaluator. Individual scores will be averaged to determine ranking.

Proposal Evaluation Criteria Max.

Points

PROJECT UNDERSTANDING AND APPROACH

• Did proposal adequately describe firm’s understanding of the Project and the Port?

• Did proposal adequately describe firm’s approach to meet the Port’s deliverables/objectives in the timeline provided?

• Did the proposal include an efficient approach that will leverage Port resources?

• Did the proposal demonstrate a logical stepwise approach to supporting the project?

• *Did the proposal recommend a different approach to any of the scope items?

• Was the proposal easy to read and understand?

EXPERIENCE AND AVAILABILITY OF THE PROJECT MANAGER

• Does the PM have experience managing projects of a similar or more complex type?

• Did proposal demonstrate the PM’s excellent communication, team building, and organizational skills?

TEAM QUALIFICATIONS

• Does the team have experience producing Strategic Business Plans for other Oregon ports?

• Does the team have experience with public outreach and stakeholder engagement?

• Does the team have experience evaluating and producing Capital Improvement Plans for existing and proposed assets?

• Does the team have experience understanding and preparing organizational proformas for long-term sustainability?

• Does the team have experience with zoning and land use planning for similar agencies or projects?

PERFORMANCE/REFERENCES

Using the proposal’s project samples and references, evaluate the firm’s response to the below criteria:

• Did the firm provide examples of past performances in providing similar projects in an efficient, budgeted, and timely manner?

PRICE

• Is it easy to follow the breakdown of cost as it ties to the scoping document?

• *if Proposer suggested a different approach, is it reflected in the price document?

• How does price compare to other proposers?

-- MAXIMUM PROPOSAL SCORE 100

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2. REFERENCES

The Port reserves the right to investigate references including customers other than those provided in the Proposal. Investigation may include past performance of any Proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment to employees and workers or any other criteria as determined by the Port.

3. METHOD OF AWARD

The scores for Proposer ranking and tentative award will be determined as follows:

Total Proposal Score Total of all evaluator scores for a given Proposal, divided by the number of evaluators.

100 points maximum.

Tie Breaker In the event of a tie, the Port will hold interviews with the top two or three

Proposers.

20-point tie breaker.

Individual evaluation documents will be submitted to the Port’s Executive Director (or designee). The Executive Director will prepare a matrix of the scores and communicate the same to the Port Commission with a recommendation to enter into negotiations with the top-ranked Team. The Port Commission will review the recommendation and make the final determination of whether to initiate negotiations.

The Port Commission reserves the right to reject all Proposals and reassess the evaluation process at which a notice will be sent to all Proposers.

4. RESPONSIBILITY DETERMINATION

At any time prior to Contract execution, the Port may rescind the intent to award notice, if applicable, and reject any and all Proposals.

5. INTENT TO AWARD NOTICE

If an apparent successful Proposer is selected, the Port will issue an intent to award notice and provide a copy of the notice to all Proposers. Award to the apparent successful Proposer is subject to successful negotiation of the Contract.

6. PROTEST OF CONSULTANT SELECTION

A Proposer who claims to have been adversely affected or aggrieved by the selection of the highest ranked Proposer may submit a written protest of the selection to the Port contact identified on page 1 of this RFP, no later than 7 calendar days after the date of the selection notice. Selection protests submitted after this deadline will not be considered. Selection protests must identify the project name it applies to, and must be in conformance with requirements set forth in OAR 137-048-0240(2).

All costs of a protest shall be the responsibility of the protestor and undertaken at the protestor's expense.

https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=266359

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7. PUBLICITY

Any publicity giving reference to this project, whether in the form of press releases, brochures, photographic coverage, or verbal announcement, shall be done only after prior written approval of the Port.

V. Instructions to Proposers Each Proposer shall certify on a separate sheet attached to their cover letter that:

A. The Proposer has not discriminated against race, color, age, religion, sex, disability, genetic information, or national origin or emerging business enterprises in obtaining any required subcontracts;

B. No officer, agent or employee of the Port who has a pecuniary interest in this solicitation has participated in the contract negotiations on the part of the Port;

C. The Proposal is made in good faith and without fraud, collusion or connection of any kind with any other Proposer;

D. The Proposer is competing solely in its own behalf without connection with or obligation to, any undisclosed person or firm;

E. The Proposal will not be made in the interest of or on behalf of any undisclosed person, partnership company, association, organization, or corporation;

F. The Proposal is genuine and not collusive or sham;

G. The Proposer has not directly or indirectly induced or solicited any other entity submitting a proposal to place a false or sham proposal, and has not directly or indirectly colluded, conspired, or agreed with any other entity submitting a proposal or anyone else to place a sham proposal or that anyone shall refrain from submitting proposals;

H. The Proposer submitting a proposal has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the ultimate contract price of the Proposer or any other Proposer, to fix overhead, profit, or cost element of the contract price, or of that of any other Proposer, or secure any advantage against the public body awarding the contract.

VI. Revisions to the RFP In the event it becomes necessary to revise any part of this RFP solicitation, addenda will be emailed to Proposers through OregonBuys. Upon issuance, such addenda shall be incorporated in the RFP solicitation and shall prevail over inconsistent provisions of earlier issued RFP documentation. Proposals are not submitted through OregonBuys; OregonBuys will be used only for notice and addenda distribution.

The Port also reserves the right to cancel or to reissue the RFP, in whole or in part, prior to any announcement of selection of any individuals or companies for follow up interviews.

VII. Responsiveness All proposals will be reviewed by the RFP Manager to determine compliance with administrative requirements and instructions specified in this RFP solicitation. Failure to comply with any part of the RFP may result in rejection of the submittal as non-responsive. The Port reserves the right, however, at its sole discretion to waive minor, non-material irregularities.

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VIII. Costs to Propose The Port will not be liable for any costs incurred by the Proposer(s) in preparation of a submittal for this RFP solicitation, or any other activities related to responding to this RFP.

IX. No Obligations This RFP does not obligate the Port to conduct any follow up interviews with any Proposer or to accept any proposals for updating the Port’s Strategic Business Plan.

X. Rejection of Submittals The Port reserves the right, at its sole discretion, to reject any and all submittals for this RFP solicitation without penalty, not to issue invitations for follow-up interviews, or to accept any proposals for updating the Port’s Strategic Business Plan.

XI. Single Proposer In the event that only one response or submittal is received for the RFP solicitation, the Port may reject such proposal at its sole discretion.

XII. Notification to Proposers Individuals or companies whose RFP submittals are not selected for follow up interviews will be notified via e-mail.

XIII. Contract Conditions and Requirements The Proposer who is awarded the contract for the Project shall be required to enter into a contract with the Port that shall contain the following clauses or conditions:

A. The Proposer shall not permit any lien or claim to be filed or prosecuted against the Port on account of any labor or material furnished in the performance of the work required by this project.

B. The contract shall contain a clause where the Proposer agrees to defend, indemnify and hold the Ports harmless from any and all losses resulting from or arising out of the activities of Proposer or, agents, or employees in performing the contract.

C. The contract shall contain a clause that will require all disputes arising out of the contract to be arbitrated, and the contract shall also contain a clause providing for an award of attorney fees to the prevailing party.

D. The contract shall contain a clause, or clauses, requiring the Proposer to furnish, at its own cost, general liability insurance coverage, and such other insurance as the Port may require.

A complete list of the insurance coverage required under the contract is contained below.

XIV. Insurance and Bonds The selected Proposer shall, at its expense, obtain and maintain during the period of the Contract for this project, in a form and with companies satisfactory to the Port, the following insurance coverage:

A. Workers' Compensation insurance to meet fully the requirements of Oregon Workers’

Compensation laws applicable in connection with the death, disability or injury of

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Contractor's officers, agents, servants or employees arising directly or indirectly out of the performance of this contract, with a waiver of subrogation against the Port, and each additional insured identified herein.

B. Employers' Liability Insurance with Limits of not less than One Million Dollars ($1,000,000) each accident, One Million Dollars ($1,000,000) policy limit for disease, and One Million Dollars ($1,000,000) each employee for disease.

C. Commercial General Liability Insurance with a combined single limit of not less than One Million Dollars ($1,000,000) per occurrence and an aggregate limit of Two Million Dollars ($2,000,000) for injury to or death of persons and damage to or loss or destruction of property. Such policy shall be endorsed to provide products and completed operations coverage and contractual liability coverage for liability assumed under this Contract. In addition, said policies shall be endorsed to name the Port and its divisions, officers and employees as additional insured’s and shall include a severability of interests provision.

D. Automobile Liability Insurance with a combined single limit of not less than One Million Dollars ($1,000,000) each occurrence for injury to or death of persons and damage to or loss or destruction of property. Said policy or policies shall be endorsed to name the Port and its divisions, officers and employees as additional insured’s and shall include a severability of interests provision.

E. Professional Liability Insurance, including errors and omissions coverage, with limits of not less than $1,000,000.00 per occurrence and $2,000,000.00 policy aggregate.

Proposer will be required to furnish certificates of insurance to the Port of Hood River, 1000 E.

Port Marina Drive, Hood River, OR 97031, certifying the existence of such insurance. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or limits or not renewed without thirty (30) days advance written notice to the Port.

With respect to the Commercial General Liability, Automobile Liability, Professional Liability and Coverages Proposer agrees to waive all rights of subrogation against the Port and each additional insured identified herein, and all such insurance shall be primary and without right of contribution from any insurance maintained by the Port.

The Port reserves the right to review, investigate and reject insurance companies proposed to be used by Proposer if they are determined inadequate to provide the necessary coverage as herein specified. All insurance required herein to be purchased and maintained by Proposer shall be obtained from an insurance company licensed or authorized in the State of Oregon to issue the insurance policies for the limits and coverage required herein and carry a minimum Best’s rating of “A-VI” or better.

XV. Hold Harmless The Proposer shall hold harmless, defend, and indemnify the Port and the Port's officers, agents and employee against any liability that may be imposed upon them by reason of the Proposer’s failure to provide worker’s compensation coverage or liability coverage.

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XVI. Appeals Proposers who wish to appeal a disqualification or the award of the contract may submit the appeal in writing to the Executive Director of the Port within five (5) working days of the emailed Notice of Award disqualification. Disagreement with the process (e.g., scoring by evaluators) is not subject to appeal. The appeal must describe the specific citation of law, rule, regulation or practice upon which the appeal is based.

XVII. Title VI Non-Discrimination Clause It is the policy of the Port of Hood River (Port) that no person shall on the grounds of race, color, age, religion, sex, disability, genetic information, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination in any operation of the Port as provided by Title VI of the Civil Rights Act of 1964 and related statutes.

This policy applies to all operations of the Port, including its contractors and anyone who acts on behalf of the Port, and to the operations of any department or agency to which the Port extends state and federal financial assistance.

Prohibited discrimination may be intentional or unintentional. Seemingly neutral acts that have disparate impacts on individuals of a protected group and lack a substantial legitimate justification are a form of prohibited discrimination. Harassment and retaliation are also prohibited forms of discrimination.

Examples of prohibited types of discrimination based on race, color, age, religion, sex, disability, genetic information, or national origin include: denial to an individual of any service, financial aid, or other benefit; distinctions in the quality, quantity, or manner in which a benefit is provided; segregation or separate treatment; restriction in the enjoyment of any advantages, privileges, or other benefits provided; discrimination in any activities related to highway and infrastructure or facility built or repaired; and discrimination in employment.

Any person who believes they have, individually or as a member of any specific class of persons, been subjected to discrimination based on race, color, age, religion, sex, disability, genetic information, or national origin has the right to file a formal complaint with the Port. A formal complaint will immediately initiate an investigation process. Additional information can be found on the Port’s website. Investigation resulting in a finding of discrimination from a contractor will result in cancellation of the contract.

XVIII. Inquiries All inquires related to this RFP are to be directed to the contact person indicated on the cover sheet of this RFP. Inquiries will be accepted by email. Inquires should be directed to:

Kevin M. Greenwood, Executive Director Port of Hood River 1000 E. Port Marina Drive, Hood River, OR 97031 Phone: 541 386-1645 / Email: kgreenwood@portofhoodriver.com mailto:kgreenwood@portofhoodriver.com

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Information obtained from sources other than those indicated previously is not official and should not be relied upon for completion of the RFP. Inquiries and answers that could substantially affect any portion of the response to the RFP may be distributed to all potential respondents at the Port’s option.

XIX. Schedule Request For Qualification (RFP) Evaluation Process - # of days Date(s) Date Advertised/Posted 1/21/2026 Final Addendum/Protest of Documents ends 2/13/2026 Proposals Due 2/20/2026 Determine Finalists 2/27/2026 Interviews Completed, if necessary 3/6/2026 Finalize Scoring 3/12/2026 Award of Contract 3/17/2026 Notice of Intent to Award 3/18/2026 Protest of Selection ends 3/25/2026 Notice to Proceed/Sign Contract 3/26/2026 Project Complete 10/20/2026

Note: The Port reserves the right to revise this schedule as needed.

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XX. Scope of Work

2025 Strategic Business Plan Update

The Port of Hood River updated its Strategic Business Plan (SBP) in 2021. This project is to update and revise the 2021 plan by incorporating feedback from Commissioner elected in the Spring 2025 election. The Port should look to update this SBP in 2032 to incorporate feedback from Commissioners elected in the Spring 2031 election.

Task 0: Project Management Coordination through a kick-off project meeting, monthly project management team meetings with the Port, and provide internal team coordination (including subconsultants), monthly invoicing, and regular communication with the Port.

Project management activities should include:

• Kick-off meeting to gather background information, discuss Port project status and accomplishments of the existing SBP.

• Up to nine monthly virtual project management team meetings.

Task Assumptions

• One virtual kick-off meeting with Port staff and up to 2 consultant team members. Staff will work with Consultant to assess progress on existing SBP project list and status. The background research and summary will be completed under Task 1.

• Project management team meetings will be up to one hour and will be attended by key Port staff and up to two Consultants.

Deliverables

• Up to nine agendas and meeting summaries including key action items via email.

• Monthly invoices.

Task Objective Deliverables Estimated Hours

Consultant Staff Needs

Project Management

Coordinate team members and project deliverables

Up to 9 agendas and meeting summaries.

Monthly invoices.

What percent of project cost?

Project manger, planner, project accountant

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Task 1: Background Research and Evaluation of 2021 – 2026 SBP Implementation

• Review the previous SBP goals and action items.

• Categorize each project in the existing SBP as: Complete, In Progress, Ongoing, Deferred, or No Longer Feasible.

• Document rationale and lessons learned.

• Review and incorporate applicable elements of the State of Oregon’s Strategic Business

Plan (SBP) template for ports, as outlined in the 2010 Statewide Strategic Business Plan and subsequent guidance issued by Business Oregon.

• Ensure final SBP deliverables conform to required state formatting, structure, and content expectations for eligibility under OAR 123-025-0016.

• Collect, inventory, and review relevant planning documents, technical reports, and studies prepared within the past five years that inform Port operations and strategy. These may include, but are not limited to:

o Airport Master Plan o Marina Basin Planning Study o Bridge Capital Improvement List o Recent Port Buildings CIP o Real Estate Transaction Policy o Real Estate Asset Strategy o Marina and Waterfront Visioning efforts o City/County land use plans o Waterfront & Marina Policies o Financial Administrative Policies o Economic Impacts of the Port of Hood River o Fall and Spring Planning Session summaries

Task Assumptions

• Task will utilize existing data provided by the Port, or readily available online. No new studies will be completed.

• Memo will be up to 5 pages, including a summary matrix.

• Port staff will lead Fall and Spring Commission Planning sessions.

• Consultant time to attend and prepare for the kick-off meeting will be held under Task 0, Project Management.

Deliverables

• Memo summarizing relevant findings and recommendations to be incorporated into the

SBP, including a matrix of progress completed on the previous SBP goals and action items.

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Task Objective Deliverables Estimated Hours

Consultant Staff Needs

Background documents

Summarize background studies and project status of existing SBP

Summary Memo and Matrix Planner

Task 2: Stakeholder Engagement Refine and execute a public engagement plan to engage with the following stakeholders: Port tenants and business owners, City and County officials, recreational user groups, community organizations, and the general public. Public engagement will include structured opportunities for stakeholders to provide input across all Port service areas and will be conducted to align with three project phases, including:

• Background and stakeholder interviews

• Draft Plan

• Final Plan and adoption

Engagement activities will include:

• Online surveys to gather input on priority projects and draft Plan goals and policies.

• Port Commission briefings.

• Public meetings held at each key project phase.

• Maintain stakeholder database and comment log.

• Coordinate the creation of three short-form, accessible micro-videos with a spokesperson

(TBD) to explain key planning concepts or project outcomes.

• Develop a series (3) of fact sheets (could be Frequently Asked Questions) based on planning session feedback and online input to address misperceptions and promote transparency.

Task Assumptions

• Stakeholder list and contact information will be provided by the Port with Consultant input. Stakeholder list may include City and County of Hood River staff.

o Stakeholder interviews will involve individuals or groups of up to three, up to an hour each.

• Port staff will engage regional and legislative partners throughout the process to inform strategy and support alignment.

• Port staff will monitor news/social media and share comments with Consultant.

Consultant will consider port-developed comment matrix in development of the SBP..

o Port staff will issue press releases and social media postings to promote key engagement milestones.

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o Up to three public meetings will be held to inform and gather input on background information and stakeholder interviews; overview of draft Plan components; and review of final Plan, projects, and policies prior to adoption.

• Consultant will brief the Port Commission at key project phases three times prior to adoption. Up to two Consultants will attend in-person or virtually. Port staff will provide additional, regular project updates to Port Commission.

o Port staff will provide notice for public meetings.

o Port staff will prepare Port Commission meeting summaries.

o Consultant will prepare factsheet and website update contents. Port staff will post website updates and deliver factsheets to stakeholder list.

Task Deliverables

• Up to eight initial stakeholder interviews.

• Draft and final stakeholder interview questionnaire.

• Draft and final stakeholder interview summary.

• Briefing materials for up to three Port Commission meetings.

• Up to three project factsheets and website content updates.

• Up to three draft and final public meeting summaries.

• Stakeholder database and comment log.

Task Objective Deliverables Estimated Hours

Consultant Staff Needs

Stakeholder engagement

Inform and gather input from key stakeholders, agency partners, and community members

See above Public involvement specialist, planner, project manager.

graphic designer

Task 3: Needs Assessment Conduct an analysis of Port facilities and regional economic/employment trends to identify current and future needs for the Port District.

Task 3.1. Market Assessment

• Conduct an analysis of regional economic and employment trends to identify current and emerging industry clusters relevant to the Port district and broader Mid-Columbia region.

This work will entail a detailed analysis of primary and secondary market area demographic and economic activity, market capture rates, absorption forecasts, and target markets.

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• Utilize available data from economic development organizations, workforce boards, and recent industry reports to assess sector growth potential and alignment with Port infrastructure or real estate.

• Conduct an employment and commuter analysis via tenant survey:

o Number of full- and part-time jobs supported o Number of employees residing in Washington State

• Provide a demographic and economic profile of the Port’s market trade area using existing data from the U.S. the U.S. Census, state of Oregon, and other sources.

• Prepare a 5-, 10- and 20-year development program for market-supportable commercial, industrial, and recreational development needs within the port district. Include potential capture rates of future development within existing Port-owned land and facilities.

Task 3.2. Facilities Assessment

• Assess the current condition of Port assets, including a site tour of up to 12 key Port assets, to be determined in advance.

• Inventory and assess recreational infrastructure and public amenities.

• Identify existing known and/or apparent deficiencies and planned improvements for Port-owned facilities

Task Assumptions

• Port will provide tenant contact information to facilitate the tenant survey.

• Port will coordinate the site visit and identify key facilities to include in the tour.

• Up to 12 facilities/buildings will be included in a general assessment via the site tour and review of available data provided by the Port. No new studies will be conducted.

• The Port will identify existing businesses that operate within the Port District that are directly port-related or dependent upon port lands and facilities for their operations.

• Consultant will review Oregon Employment Department assumptions for employment and provide estimates of full and part-time employment for each port-related business.

• The economic and demographic information will include:

o Population trends by number, age distribution, ethnicity, labor force characteristics (education, occupation, commute patterns), and income level o Place of employment (trends and forecasts) o Major employers and industrial developments within the planning pipeline o Payroll and employment levels by industry type o Unemployment rates o Tourism trends o Identification of emerging regional business clusters by industry sector/classification

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Task Deliverables

• Draft and final Port tenant survey questionnaire.

• Draft and final Port District Needs Assessments that summarize: 1) port facilities and needs, and 2) port market assessment.

Task Objective Deliverables Estimated Hours

Consultant Staff Needs

Needs Assessment

Conduct an analysis of regional and economic needs

Needs Assessment

Economist/economic analyst, task manager

Needs Assessment

Conduct an analysis of existing Port facilities

Needs Assessment

Project engineer

Task 4: Strategic Planning Refine the strategic priorities and update the Strategic Business Plan to align with the current district goals, market conditions, and primary facility needs.

• Review existing Port organizational policies, procedures, and administrative documents to identify opportunities to strengthen governance, clarify authority, and improve administrative efficiency.

• Provide recommendations for new or updated policies that support effective and modern administrative function.

• Facilitate a review and update of the Port's Mission, Vision, and Goals.

• Facilitate a SWOT (Strengths, Weaknesses, Opportunities, Threats) work session with

Port Commission and key stakeholders.

• Identify and prioritize strategic initiatives across:

o Capital Improvements o Management and Operations o Finance and Revenue o Environmental Sustainability o Marketing and Economic Development

• Document and summarize key planning assumptions.

• Develop a land use and zoning strategy:

o Review current land use map o Identify opportunities and no-net-loss strategies o Coordinate with City planning and economic development staff

• Provide recommendations for the relocation of Port administrative and facilities offices.

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• Define SMART objectives and supporting performance measures for each Port business line and the Port overall. Objectives should be attributed to one of the five statewide goals outlined in the 2010 Statewide Strategic Business Plan for Oregon Ports, ensuring consistency with state-defined priorities and alignment with eligibility requirements under OAR 123-025-0016.

• Update Strategic Business Plan (Plan) to incorporate updated policies, SWOT analysis findings, and key findings from other tasks. Updated Plan will include the following elements found in Exhibit A.

• Consultant shall coordinate with Business Oregon staff as needed and support revisions required for formal acceptance of the SBP under OAR 123-025-0016.

Assumptions

• Existing Plan and supporting data will be provided by the Port.

• SWOT analysis work session will include the Port Commission and key staff.

• Port staff, Commission and the public will review and provide feedback on draft Plan.

Deliverables

• Updated Port Mission, Vision, and Strategic Direction

• Draft and Final SWOT analysis, to be included in SBP

• Draft and Final 2026 – 2032 Strategic Business Plan

• Signed letter or email from Business Oregon agreeing that the SBP conforms to the requirements of OAR 123-025-0016

Task Objective Deliverables Estimated Hours

Consultant Staff Needs

Draft Strategic Plan

Update existing plan

Draft and Final 2026-

2032 SBP

Economist, planner, project manager, graphic designer

Task 5: Implementation Plan Develop a 5- and 10-year capital improvement plan for all Port assets. Plan may be summarized in a matrix format, to be included in the Strategics Business Plan.

• Develop 5- and 10-year capital improvement plans for all Port assets.

o Include CPI-based cost escalation factors o Recommend reserve contribution strategies

• Provide a prioritized implementation roadmap tied to annual budgeting.

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Assumptions

• Capital improvement plans will be informed by Task 3.2

• Port staff will contribute to identified capital improvements.

Deliverables

• Draft and final implementation plan, to be included in updated Plan produced in Task 4.

Task Objective Deliverables Estimated Hours

Consultant Staff Needs

Implementation Plan

CIP within a matrix as part of the SBP

Draft and Final Implementation Matrix

Project Engineer, Project Manager, Planner

Optional: Task 6: Legacy Bridge Strategy and Governance Transition Ensure a structured approach to managing the Hood River-White Salmon bridge replacement, while establishing governance and staffing strategies that support continuity and long-term objectives of the Port District.

• Assess capital and maintenance investment strategies for the existing bridge based on new bridge timeline scenarios.

• Develop a decision matrix for ongoing bridge investment in the event of funding delays.

• Review the IGA between the Port and HRWSBA.

• Evaluate the sustainability of Port executives serving as interim HRWSBA staff.

• Recommend a staffing and governance transition strategy.

• Establish the ongoing process for the relocation of the Port offices as a key goal.

Assumptions

• The bridge replacement schedule will be finalized and shared with the Client.

• The IGA between the Port and HRWSBA will be provided to the Client for review.

• Deliverable will be a supplemental memo to the Plan.

Deliverables

• Assessment report/memo on capital and maintenance investment strategies.

• Decision matrix for ongoing bridge investment.

• Summary memo detailing proposed strategies for governance transition, and office relocation process.

Task Objective Deliverables Estimated Hours

Consultant Staff Needs

Legacy Bridge Strategy

Develop a process for assessing ongoing bridge costs, governance and office relocation

Draft and final Legacy Bridge Strategy memo

Project Engineer, Economist, project manager, planner

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Optional Task 7: Waterfront Recreation Enhancement Plan Develop a comprehensive Waterfront Recreation Enhancement Plan that improves recreational opportunities, reflects community preferences, and supports the Port’s financial sustainability objectives.

• Document existing amenities and infrastructure gaps.

• Identify compatible commercial leasing opportunities to offset waterfront maintenance costs.

• Produce an annotated opportunity map and concept plan.

• Frame recommendations within the Port’s financial sustainability model.

Assumptions

• The Port will identify and contact stakeholder interviews.

• The Port will provide existing data on waterfront amenities and maintenance cost information.

Deliverables

• Stakeholder engagement summary

• Supplemental exhibit, suitable for public distribution and grant applications, including a summary of stakeholder input, identified enhancement opportunities, leasing strategies, and recommended next steps.

Task Objective Deliverables Estimated Hours

Consultant Staff Needs

Waterfront recreation enhancement graphic exhibit and engagement summary

Engage public in developing waterfront recreation enhancements and strategies

Draft and Final Graphic plan and engagement summary

Graphic designer, parks planner, public engagement specialist, project manager

Optional Task 8: Economic Impacts Study (Supplemental Exhibit)

• Conduct a localized economic impact analysis of the Port’s operations.

o Use employment data from tenant surveys o Model direct, indirect, and induced impacts o Align methodology with the 2024 Statewide Ports Economic Impact Study

• Analyze the primary fiscal impacts attributed to the Port of Hood River currently and over the next 10 years based on implementation of the Port’s CIP and SBP.

o Evaluate the levels of evaluate direct, indirect, and induced employment, labor compensation, and proprietor income; measure port-related GDP contributions; assess

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state and local tax benefits; identify current and emerging industry clusters; and highlight potential export industries that offer living wage jobs for residents.

• Compile an Economic Impact Report that summarized the analysis and comparisons with prior economic impact findings, along with all supporting technical research, analysis and stakeholder input.

• The Economic Impact Report should include the following:

o Executive Summary o Demographic Overview o Economic Overview o Economic Impacts Assessment Methodology o Economic Impacts o Local Community Fiscal Impacts

Task Assumptions The Economic Impact Report will be a standalone appendix suitable for advocacy and grant purposes.

Task Deliverables Draft and Final Economic Impact Report

Task Objective Deliverables Estimated Hours

Consultant Staff Needs

Economic Impact Analysis

Analyze and summarize the economic impact of the Port District

Economic Impact Report

Economist/Economic Analyst, Task Manager

Direct Expenses

Task Objective Deliverables Estimated Hours

Consultant Staff Needs

Support plan development including needed travel and delivery costs

Support project delivery

Support materials including engagement mileage, display boards, technical data as needed

What % of project cost

Project manager, planner, public engagement specialist, graphic designer

{00876069; 3 }

PERSONAL SERVICES CONTRACT

This Agreement is between the Port of Hood River, an Oregon Municipal Corporation, (hereinafter referred to as “Port”), and _____________________, (hereinafter referred to as “Consultant“).

In consideration of the mutual covenants set forth in this Agreement, and for good and valuable consideration, the sufficiency of which is hereby acknowledged, Port authorizes Consultant and Consultant agrees to carry out and complete services as described below:

1. PROJECT: Work shall be performed by Consultant in connection with a project generally described as: 2026-2032 Strategic Business Plan Update (the “Project”).

2. SCOPE OF SERVICES: The Consultant shall be responsible for the performance of all services as set forth in the Scope of Work attached to this Agreement as Exhibit A (the “Services”) and to the extent described in this Agreement. All provisions and covenants contained in the Scope of Work are hereby incorporated by reference and shall become a part of this Agreement as if fully set forth.

Any conflict between this Agreement and the Scope of Work (if any) shall be resolved first in favor of this Agreement. Consultant shall perform Services using the degree of skill and knowledge customarily employed by professionals performing similar services in the same region of Oregon.

The Consultant shall be responsible for providing, at the Consultant’s cost and expense, all management, supervision, materials, administrative support, supplies, and equipment necessary to perform the Services as described herein, all in accordance with this Agreement. All Consultant personnel shall be properly trained and fully licensed to undertake any activities pursuant to this Agreement, and Consultant shall have all requisite permits, licenses and other authorizations necessary to provide the Services. Consultant acknowledges and agrees that Port may cause or direct other persons or contractors to provide services for and on behalf of Port that are the same or similar to the Services provided by Consultant under this Agreement. No information, news, or press releases related to the Project shall be made to representatives of newspapers, magazines, television and radio stations, or any other news medium without the prior written authorization of Port.

3. TERM OF AGREEMENT: The term of this Agreement shall begin on the date this Agreement is fully executed and shall terminate on _______________, unless sooner terminated or extended under the provisions of this Agreement. All Services under this Agreement shall be completed prior to the expiration of this Agreement.

4. TIME OF THE ESSENCE: The Services of the Consultant shall be undertaken and completed in such a manner and in such a sequence as to assure their expeditious completion in light of the purpose of this Agreement. It is agreed that time is of the essence in the performance of the Services.

5. COMPENSATION: The Port shall pay fees to the Consultant for Services performed under the terms of this Agreement and as specified in the Scope of Work. The total aggregate amount for all Services performed under this Agreement shall not exceed _______________Dollars ($___________) (“Compensation”), unless otherwise approved in writing by the Port.

Consultant shall submit monthly invoices computed on the basis of the percentage of work completed or hours worked and detailing the Services provided to date. Invoices shall include a detailed description of work performed and include evidence of any reimbursable expenses in a form acceptable to the Port. Port shall make payments in a timely manner, within twenty-five (25) days of receipt of invoice. Invoices received from the Consultant pursuant to this Agreement will be reviewed and approved by the Port prior to payment.

EXHIBIT XXI(A)

No compensation will be paid by Port for any portion of the Services not performed. Payment shall not be considered acceptance or approval of any Services or waiver of any defects therein. The Compensation shall constitute full and complete payment for said Services and all expenditures which may be made and expenses incurred, except as otherwise expressly provided in this Agreement or agreed to by mutual written and duly signed agreement of Port and Consultant.

If Port does not pay within twenty-five (25) days of receipt of invoice acceptable to Port, the invoice shall incur a service charge of 1.5% per month on the unpaid monthly balance. Consultant reserves the right to withhold services or cancel this Agreement if Port’s account is more than sixty (60) days delinquent.

6. STATUS OF CONSULTANT AND RELATIONSHIP TO PORT: The Consultant is an independent contractor, and nothing contained herein shall be construed as constituting any relationship with the Port other than that as owner and independent contractor, nor shall it be construed as creating any relationship whatsoever between the Port and any of the Consultant’s employees. Neither the Consultant nor any of the Consultant’s employees are nor shall they be deemed employees of the Port. The Consultant is not and shall not act as an agent of the Port. All employees who assist the Consultant in the performance of the Services shall at all times be under the Consultant’s exclusive direction and control. The Consultant shall pay all wages, salaries and other amounts due the Consultant’s employees in connection with the performance of the Services and shall be responsible for all reports and obligations respecting such employees, including without limitation social security tax, income tax withholding, unemployment compensation, worker’s compensation, employee benefits and similar matters. Further, the Consultant has sole authority and responsibility to employ, discharge and otherwise control the Consultant’s employees. The Consultant has sole authority and responsibility as principal for the Consultant’s agents, employees, sub-consultants and all others the Consultant hires to perform or assist in performing the Services. The Port’s only interest is in the results to be achieved.

7. ERRORS IN WORK; EXTRA OR CHANGES IN WORK: Consultant shall perform such additional work as may be necessary to correct errors in the work required under this without undue delays and without additional cost. Only the Port Key Personnel may authorize extra (and/or change) work. Failure of Consultant to secure authorization for extra work shall constitute a waiver of all right to adjustment in the Compensation or project schedule due to such unauthorized extra work and Consultant thereafter shall be entitled to no compensation whatsoever for the performance of such work.

8. REPRESENTATIONS: The Consultant represents and covenants that:

a. The Consultant has the required authority, ability, skills and capacity to, and shall, perform the services in a manner consistent with this Agreement. Further, any employees and sub-consultants of the Consultant employed in performing the Services shall have the skill, experience and licenses required to perform the Services assigned to them.