Request for Proposals Solicitation 2025-9

For the Provision of: Certified Athletic Trainer Services

RFP Closing:

September 24, 2025 2:00 PM Pacific Time

Issued By: Centennial School District 18135 SE Brooklyn St.

Portland, OR 97236 August 6, 2025

Person to Receive Proposals: Paul Southerton, Director of Business & Operations Phone: (503) 762-3650 Email: paul_southerton@csd28j.org

Questions must be submitted in writing via email to: paul_southerton@csd28j.org Deadline for questions: Setember 17, 2025 Centennial School District Business Office

RFP: 2025-9 CERTIFIED ATHELTIC TRAINER SERVICES

Centennial SD RFP 2025-9

REQUEST FOR PROPOSAL (RFP)

Solicitation No: RFP 2025-9

Summary

The purpose of this Request for Proposals (Solicitation) is to obtain competitive Proposals from qualified Proposers interested in the provision of Certified Athletic Trainer Services.

There will not be a pre-proposal conference for this RFP.

Interested Proposers must submit a Proposal pursuant to the provisions of this Solicitation by email only to: paul_southerton@csd28j.org

SOLICITATION DUE DATE AND TIME (CLOSING):

September 24 at 2:00 PM Pacific Time LATE PROPOSALS WILL NOT BE ACCEPTED

Proposers are solely responsible for ensuring that the Centennial School District receives its Proposal. LATE PROPOSALS WILL NOT BE ACCEPTED.

Prospective Proposers must register with Oregon Buys – http://oregonbuys.gov/ to obtain the solicitation documents.

All questions and comments regarding this solicitation must be directed ONLY BY EMAIL to: paul_southerton@csd28j.org

PROPOSALS MUST BE PURSUANT TO THE PROVISIONS OF THIS SOLICITATION.

THE DISTRICT MAY REJECT ANY PROPOSAL NOT IN COMPLIANCE WITH ALL PRESCRIBED REQUIREMENTS.

Centennial School District Business Office

RFP: 2025-9 CERTIFIED ATHLETIC TRAINER SERVICES

Centennial SD RFP 2025-9

SECTION I - INTRODUCTION

1. INTRODUCTION:

This Solicitation is issued pursuant to ORS 279A, ORS 279B and the Oregon Attorney General Model Rules Divisions 46 and 47.

2. DEFINITIONS:

The term "District" or “Owner” throughout this document means the Centennial School District (CSD). The term “Proposer” means the person or firm that submits a Proposal in response to this Solicitation. The term “Proposal” or “Offer” means a written response to provide Goods or Services in response to this Solicitation. “Closing” means the date and time specified in the Solicitation as the deadline for submitting Proposals. “Contractor”, “Supplier”, or “Proposer” means the firm awarded a Contract as a result of this Solicitation.

3. SOLICITATION REVIEW:

Proposers must carefully review the Solicitation documents and are responsible for knowing and understanding all terms and conditions. Unless defects, ambiguities, omissions, or errors are brought to the District's attention by protest pursuant to QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST in Section III, protests or appeals based on such defects, ambiguities, omissions or errors received after issuance of the Notice of Intent to Award (NOI) may not be favorably considered.

4. BACKGROUND:

a. The Centennial School District encompasses approximately 15 square miles in northwestern Oregon in both Multnomah and Clackamas Counties. The District, has catchment areas in Portland, Gresham, Happy Valley, and Damascus, Oregon and is the 22nd largest School District, by enrollment, in Oregon.

b. The Centennial School District has approximately 750 employees. The District is responsible for educating approximately 5,400 students in pre-kindergarten through grade 12 at six

(6) Elementary Schools, two (2) Middle Schools, one High School, and a virtual academy.

c. Potential work is to be performed on an as needed basis, or as otherwise directed, at these sites and any future properties or interests of the District. Work or portions of the Work may also be performed elsewhere.

5. WORK:

This Solicitation is for Certified Athletic Trainer Services supporting High School and Middle School Athletic Programming. See Sections below and applicable attachments for additional details.

6. CONTRACT:

The successful Proposer, selected by the District, will receive a Personal Services Contract. A sample is enclosed herein (See Exhibit G – Contract Example).

a. Proposers are advised to thoroughly review and familiarize themselves with the standard contract. Certain contract terms reflect state statute and may not be altered.

b. The Contractor will be expected to promptly sign a contract including all standard terms and conditions contained in the sample contract. The District will execute the Contract only after it has obtained all applicable required documents and approvals.

c. The District may, at its sole discretion, negotiate any contract terms suggested in Proposals and/or any other contract terms it finds to be in its best interest to negotiate. The forgoing does not limit the District’s right to terminate contract negotiations as provided under applicable rules/laws.

7. AMENDMENTS:

a. The District may amend a Contract without additional competition pursuant to OAR 137-047-0800.

8. CONTRACT PERIOD/EXTENSION:

a. The District intends to award an initial Contract effective upon full execution through August 31, 2026. The initial contract term may be negotiated to align with the awarded proposal.

b. The District may offer contract extensions as needed.

c. The Provider's Pricing and Rates must remain firm for the initial engagement and for any contract extension terms.

d. Any annual price increases hereunder shall not exceed the prior year’s percentage increase in the applicable sub-category of the Consumer Price Index – Western Region. The District may at its sole discretion, consider price increases in excess of the foregoing limit if the provider can demonstrate that such increases are due to actual cost increases/industry-specific market conditions.

9. CONTRACT ADMINISTRATOR:

The Contract Administrator for this Contract will be the Director of Business & Operations, or designee.

10. DISTRICT REPRESENTATIVE:

The District Representative for the project is Paul Southerton, or designee.

11. SOLICITATION SCHEDULE:

The milestones for the selection process are set forth below. The dates are specific and will be followed to the extent reasonably possible. The purpose of this schedule is for Proposer information only. The District reserves the right to deviate from this schedule.

Slots from 1:00PM – 5PM (if necessary)

12. CONTACT DURING SOLICITATION:

a. Method of Inquiry: All questions related to this solicitation must be submitted in writing via email to paul_southerton@csd28j.org as indicated on the summary page of this Solicitation.

b. Point of Contact: Communications may be routed through paul_southerton@csd28j during the RFP process. Aside from the stated email inbox and District Purchasing Staff, no other points of contact are authorized.

c. External Communication: Other than the methods authorized above and herein, it is prohibited to engage in any form of communication with Centennial School District employees, officials, or their representatives, regarding this RFP. This prohibition includes, but is not limited to, any attempts to influence or contact members of the evaluation team. Such conduct by the Proposer may result in the rejection of the proposal.

SECTION II – STATEMENT OF WORK

13. PURPOSE AND INTRODUCTION:

Centennial School District is accepting written proposals from qualified firms to provide ATHLETIC TRAINING AND SPORTS MEDICINE SERVICES to ensure the safety of participants in co-curricular athletic and club programming. Major functions to include; Injury assessments, return to sports timetables, general nutrition and sports medicine information provided by Certified Athletic Trainers, Physicians, or Physical Therapists.

14. BACKGROUND:

Centennial School District has a comprehensive high school and middle school athletic program operating 11 months of the year with approximately 500 student athletes.

15. SCOPE OF WORK:

It is expected that provision of these services will involve significant professional skill, judgement, and discretion. Therefore, the below scope items are non-inclusive and may be subject to negotiation.

a. Expected hours: Attendance at “home” and/or “Away” Competitions (Games) and “home” practices and for the following activities;

i. Football (Varsity Home and Away games, and JV Home Games)

ii. Soccer (Varsity and JV)

iii. Volleyball (Varsity and JV)

iv. Cross Country

v. Swimming (Varsity and JV)

vi. Basketball (Varsity and JV)

vii. Wrestling (Varsity and JV)

viii. Baseball (Varsity and JV)

ix. Softball (Varsity and JV)

x. Cheer

xi. Dance

xii. Track and Field

xiii. Tennis (Varsity and JV)

In cases of schedule conflicts, physical presence will be prioritized by the following;

COVERAGE PRIORITY MATRIX High level coverage:

1. Home versus away events;

2. Collision versus contact events; and

3. Contact versus non-contact events.

Athletic trainer will be available by phone to support other events occurring at the same time or overlapping. Estimated work hours are 30-40 hours per week during each season. Hours are primarily after school, but may include daytime work, travel, and weekends.

b. Primary Duties:

i. In the moment injury response and support

ii. Pre-game sports clinics providing student athletes injury assessments and treatments

iii. Home event coverage

iv. Impact Concussion Testing

v. Direct communication with the coaching staff and parents regarding the status of the athlete

vi. Documentation and tracking of injuries and illnesses

c. Other Services set forth in the attached Exhibit H in accordance with the schedule set forth in the attached Exhibit I

SECTION III – INSTRUCTIONS TO PROPOSERS

16. FORMAL SELECTION PROCEDURE: Pursuant to OAR 137-047-0260 The District may procure Goods or Services by competitive sealed Proposals as set forth in ORS 279B.060.

17. PRE-PROPOSAL CONFERENCE: Pursuant to OAR 137-047-0420

a. Purpose. The District may hold pre-Proposal conferences with prospective Proposers prior to Closing, to explain the procurement requirements, obtain information, and/or to conduct site inspections.

b. Required Attendance. If the District’s Pre-Proposal conference may be mandatory (as indicated on the Summary Page) a Proposal submitted by a Proposer who did not attend the mandatory pre- Proposal conference will be rejected.

c. Statements Not Binding. Statements made by the District's representative at the Pre-Proposal conference do not change the Solicitation Document unless the District confirms such statements with a Written Addendum.

18. PROPOSALS ARE OFFERS: Pursuant to OAR 137-047-0310 Proposal submitted in response to this Solicitation is the Proposer’s offer to enter into a Contract.

a. By signing and submitting a Proposal, the Proposer acknowledges it has read, understands and agrees to be bound by the terms and conditions contained in this Solicitation.

b. The Proposal is a "firm offer," and shall remain open for a period of sixty (60) days for acceptance by the District.

c. The District's Award of a Contract constitutes acceptance of the Proposal and binds the Proposer to the Contract.

d. The Proposer must not make its Proposal contingent upon the District's acceptance of any terms or conditions (including Specifications,) other than those explicitly stated in this Solicitation.

19. PROPOSAL PREPARATION: Pursuant to OAR 137-047-0400 A Proposer must sign and submit its Proposal in accordance with the instructions set forth in this Solicitation. Failure to submit Proposals in accordance with the provisions of this Solicitation will be grounds to declare the Proposal as non-Responsive. Proposers must:

a. Submit a complete Proposal (a Proposal that meets all requirements of this Solicitation);

b. Provide the District with all required and requested documents and descriptive literature;

c. Initial any corrections or erasures to their Proposal prior to Closing;

d. Identify (on the Proposer Certification) whether the Proposer is/is not a "resident Proposer”, as defined in ORS 279A.120(1);

e. Provide (on the Proposer Certification) certification of nondiscrimination in obtaining any required subcontractors in accordance with ORS 279A.110(4); and

f. Provide (on the Proposer Certification) Written acknowledgment of receipt of all Addenda.

20. PROPOSAL SUBMISSION: Pursuant to OAR 137-047-0410

a. To ensure proper identification and handling, Proposals must be submitted appropriately marked with the Proposer’s name and the Solicitation number clearly legible in large block numbers. Proposals must be emailed to paul_southerton@csd28j.org hard copy Proposals will also be accepted at the District Office located at 18135 SE Brooklyn St. Portland, OR 97236

b. The District is not responsible for Proposals submitted in any manner, format or to any delivery point other than as required in this Solicitation.

c. Proposers are solely responsible for ensuring that the District receives their Proposal at the required delivery point prior to Closing.

21. ADDENDA: Pursuant to OAR 137-047-0430

a. Issuance; Receipt. The District may change this Solicitation only by Written Addenda. A Proposer must provide written acknowledgement of receipt of all issued Addenda in the space provided on the Proposer Certification.

b. Notice and Distribution. The District will publish notice of any and all Addenda on the Oregon Buys website. Addenda may be downloaded from the Oregon Buys website. It is the Proposers’ responsibility to inquire about Addenda. Proposers should frequently check the Oregon Buys website until the Solicitation Closing (due date and time) about any Addenda issued, i.e., at least once weekly until the week of Closing and at least once daily the week of the Closing.

c. Timelines; Extensions. The District will issue Addenda within a reasonable time to allow prospective Proposers to consider the Addenda in preparing their Proposal. The District may extend the Closing if the District determines prospective Proposers need additional time to review and respond to Addenda. Except to the extent required by public interest, the District will not issue Addenda less than 72 hours before the Closing unless the Addendum also extends the Closing.

d. Request for Change or Protest. Unless a different deadline is set forth in the Addendum, a Proposer may submit a Written request for change or protest to the Addendum, as provided in OAR 137-047- 0730, by the close of the District's next business day after issuance of the Addendum, or up to the last day allowed to submit a request for change or protest under OAR 137-047-0730, whichever date is later. If the date established in the previous sentence falls after the deadline for receiving protests to the Solicitation Document in accordance with OAR 137-047-0730, then the District may consider a Proposer’s request for change or protest to the Addendum only, and the District will not consider a request for change or protest to matters not added or modified by the Addendum.

22. QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST:

Proposers may request changes or clarifications to, or protest, any provision, specification or Contract term contained in this Solicitation:

a. Questions, Clarifications, Changes. All questions regarding this Solicitation must reference the Solicitation number and must be submitted in writing via e-mail to paul_southerton@csd28j.org

i. No oral questions will be accepted other than at the pre-Proposal conference (if any). Questions received by the District prior to deadline will be answered in written addenda.

b. Protest. Pursuant to OAR 137-047-0730, a prospective Proposer may protest the Procurement Process or the Solicitation Document for a Contract solicited under ORS 279B.060 as set forth in ORS 279B.405. Written protests must include:

i. A detailed statement of the legal and factual grounds for the change, clarification, or protest; ii. A description of the resulting prejudice to the Proposer; and

ii. A statement of the form of relief requested or any proposed changes to the Solicitation provisions, specifications, or contract terms and conditions.

iii. Written protests must be clearly marked with the Solicitation number and submitted in writing to the District representative by email to paul_southerton@csd28j.org hand delivered or mailed to the attention of Paul Southerton, 18135 SE Brooklyn St. Portland, OR 97236

c. Deadline. Questions, changes, clarifications, or protests must be received by the District as stated in the SOLICITATION SCHEDULE. The District will not consider any protest or request for change that is submitted after the submission deadline.

d. Response. Responses to questions/clarifications and notice of the District’s protest determination will be provided in written addenda pursuant to ADDENDA above. The District’s response to a Proposer, whether orally or in Writing, does not change the Solicitation and is not binding on the District unless the District amends the Solicitation by written Addendum. Protesters must exhaust all administrative remedies before seeking judicial review.

23. PRE-CLOSING MODIFICATION OR WITHDRAWAL OF PROPOSALS: Pursuant to OAR 137-47-0440 A Proposer may modify or withdraw its Proposal in Writing only prior to Closing. Modification or withdrawal must:

a. Be clearly marked “Proposal Modification” or “Proposal Withdrawal” and marked and delivered as described in PROPOSAL SUBMISSION above;

b. Include the Proposer's statement that the modification amends and supersedes the prior Proposal; Proposers are responsible for ensuring that the District receives its modification or withdrawal.

c. Modifications and/or withdrawals must be prepared and submitted on the Proposer's letterhead, signed by an authorized representative of the Proposer.

24. RECEIPT, OPENING, AND RECORDING OF PROPOSALS: Pursuant to OAR 137-47-0450

a. Receipt of Proposals.

i. Proposers are responsible for ensuring that the District receives the Provider’s Proposal at the required delivery point prior to the closing due date and time.

ii. Proposals must be emailed to paul_southerton@csd28j.org and received prior to the Closing due date and time. Proposal may also be hand delivered in addition to emailing, but not in lieu of emailing.

b. Identification of Proposals.

i. To ensure proper identification and handling, the proposals must be submitted to the email address listed above and the email subject line should include the Proposer’s Company Name and the Solicitation number, and/or other clearly identifying information.

ii. The District is not responsible for proposals submitted in any manner, format or to any delivery point other than as required in the Solicitation.

iii. Failure to submit Proposals in accordance with the provisions of this section will be grounds to declare the Proposal as nonresponsive.

25. LATE PROPOSALS, LATE WITHDRAWALS, AND LATE MODIFICATIONS: Pursuant to OAR 137-47-0460 Any Proposal received after Closing is late. A Proposer’s request for withdrawal or modification of a Proposal received after Closing is late. The District will not consider late Proposals, withdrawals or modifications except as permitted in MISTAKES below. The District reserves the right to consider Proposals that have been delayed or mishandled by the District.

26. MISTAKES: Pursuant to OAR 137-47-0470 To protect the integrity of the competitive Procurement process and to assure fair treatment of Proposers, the District will carefully consider whether to permit waiver, correction or withdrawal of Proposals for certain mistakes. The District will not allow a Proposer to correct or withdraw a Proposal for an error in judgment. If mistakes in a Proposal are discovered after Opening, but before Award of the Contract, the District may take the following action:

a. The District may waive, or permit a Proposer to correct, a minor informality. A minor informality is a matter of form rather than of substance that is evident on the face of the Proposal, or an insignificant mistake that can be waived or corrected without prejudice to other Proposers.

b. The District may correct a clerical error if the error is evident on the face of the Proposal, or other documents submitted with the Proposal, and the Proposer confirms the District's correction in writing.

c. The District may permit a Proposer to withdraw a Proposal based on one or more clerical errors in the Proposal only in accordance with OAR 137-47-0470(2)(c) and (d).

d. The District will reject any Proposal in which a mistake is evident on the face of the Proposal and the intended correct Proposal is not evident or cannot be substantiated from documents accompanying the Proposal.

27. AWARD: Pursuant to OAR 137-47-0600

a. Award in part or in whole is contingent upon available funding. In the event adequate funds are not appropriated and allocated by the School Board, the District reserves the right to cancel any Solicitation at no penalty.

b. If awarded, the District will award a Contract to the Responsible Proposer(s) that submitted the most advantageous responsive Proposal(s), and that meets the minimum requirements of this Solicitation.

c. The District may award by item, groups of items or the entire Proposal.

d. The District may Award multiple Contracts if beneficial to the District for adequate availability, delivery, service, competition, pricing, product capabilities, or other factors deemed significant by the District. This notice of Multiple Awards does not preclude the District from awarding a single Contract.

e. The District may award a Contract for parts of the Solicitation for which acceptable Proposals have been received.

f. The District may award all or none Offers if the evaluation shows an all or none Award to be the most advantageous or in the best interest of the District.

g. The District may reject all or part of Proposals and may issue a new Solicitation on the same or revised terms, conditions and Specifications.

h. When Proposals are identical the District must Award the contract Pursuant to OAR 137-046-0300.

28. NOTICE OF INTENT TO AWARD: Pursuant to OAR 137-047-0610 The District will provide a written Notice of Intent to Award (NOI) to all Proposers at least seven (7) calendar days before the Award of a Contract, unless the District determines that circumstances require prompt execution of the Contract. The District's Award will not be final until the later of the following:

a. SEVEN (7) calendar days after the date of the NOI, or

b. Until the District provides written response(s) to all timely filed protest(s) denying the protest(s) and affirming the Award.

29. PROPOSAL REJECTION. Pursuant to OAR 137-047-0640 and OAR 137-047-0650

a. The District may reject any Proposal as set forth in ORS 279B.100:

i. When the rejection is in the best interest of the District.

ii. When the Proposal is contingent upon the District's acceptance of terms and conditions (including Specifications) that differ from the Solicitation.

iii. When the Proposal takes exception to terms and conditions (including Specifications) set forth in the Solicitation.

iv. That attempts to prevent public disclosure of matters in contravention of the terms and conditions of the Solicitation or applicable law.

v. That fails to meet the Specifications of the Solicitation.

vi. That is submitted late.

vii. Not in substantial compliance with the Solicitation or with all prescribed public procurement procedures.

viii. Not in compliance with ORS 279B.120, 279B.130, OAR 137-046-0210(3), 279A.105, ORS 279A.110(4).

ix. When the Proposer is not Responsible pursuant to ORS 279B.110.

b. The District may reject all Proposals as set forth in ORS 279B.100. The District will notify all Proposers of the rejection, along with the reasons for rejection. Proposals may be rejected based upon the following criteria:

i. The content of or an error in the Solicitation or the Procurement Process unnecessarily restricted competition for the Contract.

ii. The price, quality or performance presented by the Proposers are too costly or of insufficient quality to justify acceptance of any Proposal.

iii. Misconduct, error, or ambiguous or misleading provisions in the Solicitation threaten the fairness and integrity of the competitive process.

iv. Causes other than legitimate market forces threaten the integrity of the competitive process, such as collusion, corruption, unlawful anti-competitive conduct, and/or inadvertent or intentional errors in the Solicitation.

v. The District cancels the Solicitation in accordance with OAR 137-047-0660.

vi. Any other circumstance indicating that awarding the Contract would not be in the public interest.

30. SOLICITATION CANCELLATION: Pursuant to OAR 137-047-0660 The District may cancel, delay or suspend a solicitation, or reject all Proposals, in accordance with ORS 279B.100 when it is in the best interest of the District as determined by the District. In the event of any such cancellation, delay, suspension or rejection, the District is not liable to any Proposer for any loss or expense caused by or resulting from any such cancellation, delay, suspension or rejection.

31. PROPOSAL COSTS:

Proposers responding to solicitations are responsible for all costs they may incur in connection with submitting Proposals.

32. CONTRACT AWARD PROTEST: Pursuant to OAR 137-047-0740

a. Proposers may protest the Award of a Contract, or the intent to Award a Contract if the conditions set forth in ORS 279B.410(1) are satisfied. Proposers must deliver a written protest to the District within seven (7) Days after the issuance of the NOI.

b. The Proposer’s protest must be in writing and must specify the grounds for the protest to be considered by the District pursuant to ORS 279B.410(2). A protest must be submitted to the District representative only by e-mail at the following address: paul_southerton@csd28j.org. The Proposer is responsible for ensuring the District receives the protest.

c. The District will not consider any protest that is submitted after the submission deadline.

d. Resolution of Protests. The District’s representative will settle or resolve a written protest submitted in accordance with the requirements of this Rule and will issue a written decision on the protest in a timely manner as set forth in ORS 279B.410(4).

e. Decision. If a protest is not settled, the Superintendent, or designee, has the authority to resolve the protest.

f. Proposers must exhaust all administrative remedies before seeking judicial review. Judicial review of this decision will be in accordance with ORS 279B.415.

g. If the District upholds the protest, in whole or in part, the District may in its sole discretion either Award the Contract to the successful Protestor or cancel the Procurement or Solicitation.

33. ADDITIONAL REQUIREMENTS:

a. The District reserves the right to seek clarifications of submitted Proposals, which may or may not affect the evaluation scoring.

b. The District reserves the right to negotiate a final Contract that is in the best interest of the District.

c. Failure of the District to insist on strict performance will not constitute a waiver of any of the provisions of this Solicitation or resulting Contract or waiver of any other default of the Proposer.

34. CONFIDENTIALITY OF PROPOSALS:

The District is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires the District to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law. The District may withhold from disclosure confidential information pursuant to ORS 192.501 or 192.502.

a. The District will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedures and limitations.

i. All pages containing the records exempt from disclosure must be marked “confidential” and segregated in the following manner:

ii. It must be clearly marked in bold and on each page of the confidential document.

iii. It must be kept separate from the other Proposal documents in a separate electronic folder.

iv. Where this specification conflicts with other formatting and response instruction specifications, this specification will prevail.

v. Where such conflict (in 3. above) occurs, the Proposer is instructed to respond with the following: “Refer to confidential information enclosed.” This statement “Refer to confidential information enclosed.” must be inserted in the place where the requested information was to have been placed.

b. Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and the reasons why the public interest would be served by the confidentiality. The entire Proposal must not be marked confidential. Should a Proposal be submitted in this manner, no portion of it will be held as confidential unless that portion is segregated in the above manner and meets the above criteria.

c. Notwithstanding the above procedures, the District reserves the right to disclose information that the District determines, in its sole discretion, is not exempt from disclosure or that the District is directed to disclose by the District Attorney or a court of competent jurisdiction. Prior to disclosing such information, the District will notify the Proposer. If the Proposer disagrees with the District decision, the District may, but is not required to, enter into an agreement not to disclose the information so long as the Proposer bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals, necessary to defend or support a no-disclosure decision.

d. Subject to applicable laws, the procurement file will be available for public inspection at the District Office located at 18135 SE Brooklyn St. Portland, OR 97236 for seven days after the date on any notice of intent to award a contract issued hereunder. Interested parties may request to inspect the procurement file by emailing such a request to paul_southerton@csd28j.org. The email must include proposed times between 8:00 AM and 4:30 PM Pacific Time that would be options. The District may, at its sole discretion, accommodate times outside of the aforementioned hours for public inspection of the procurement file. The District will not be responsible for any situations in which public inspection is requested, but did not occur.

SECTION IV - RESPONSE AND EVALUATION

This section prescribes the mandatory format for the presentation of a Proposal in response to this Solicitation. The purpose of this format is to ensure uniformity of the information from each Proposer and to aid in clear understanding and evaluation of each Proposal. Failure to provide any information requested in this Solicitation may result in rejection of the Proposal.

35. PAGE LIMIT AND PROPOSAL FORMAT:

A Proposer’s submitted Proposal:

a. Should be submitted in searchable MS Word or PDF format to paul_southerton@csd28j.org . Elaborate artwork and visuals are not necessary. Any MS Excel attachments may be submitted in MS Excel format. Brochures or other promotional presentations beyond that sufficient to present a complete and effective Proposal are not desired.

b. The Proposer’s response is limited to 15 digital pages. This page limit is limited to the Proposer’s response to the detailed proposal content requirements found in Section “A” below, unless items required thereunder are excepted from the page limit (e.g., insurance forms). The page limit does not include a one-page cover (optional), a one-page cover letter (optional), Attachments “A” through “F” or key person resumes. If a Proposal exceeds the forgoing page limit, District purchasing staff will remove pages from the proposal (starting from the back of the Proposal) until the page limit has been reached and distribute the resulting Proposal contents to the committee for evaluation. Exceeding the page limit may cause a Proposal to be found non- responsive to the Solicitation.

c. Proposal content should be organized in the order items appear in the below item number

37. PROPOSAL CONTENT REQUIREMENTS.

36. PROPOSAL CONTENT REQUIREMENTS:

a. Proposers must present a Proposal containing the specific information requested and submit all attachments as required on the Proposal Submission Checklist.

b. Proposers are cautioned to provide in their Proposals, in a concise manner, as much detail as possible pertaining to their capabilities and experience in providing the services requested in this Solicitation. Do not assume the District has any prior knowledge of the Proposer.

SECTION A – DETAILED PROPOSAL CONTENT REQUIREMENTS: DETAILED PROPOSAL CONTENT REQUIREMENTS:

i. INSURANCE REQUIREMENT.

A. Provide a statement of agreement to the insurance clause in the sample Contract

ii. FIRM QUALIFICATIONS.

A. Provide a detailed description of the Proposer firm’s recent or similar experience. Briefly explain the successes and challenges the Proposer’s firm encountered with each experience. Explain how any lessons learned have been adopted by the firm for the benefit of future service contracts.

iii. STAFFING AND KEY PERSONNEL.

A. Provide a company organization chart showing the proposed staffing plan for the work.

B. Provide a listing of key staff and their specific roles in carrying out the work.

C. Include a resume for each key staff involved.

iv. APPROACH.

A. Provide a narrative overview of your firm’s proposed approach to carrying out the work.

B. Explain how the proposed approach supports success and mitigates risks to student athletes.

C. Clearly identify any work that is proposed to be provided on a remote (not in-person) basis.

v. REFERENCES.

A. Provide professional references similar to the scope of this Solicitation, and from accounts of similar size and complexity. K-12 school district references shall be preferred. Use of the provided Proposer Reference Form (attached) is required.

B. Provide the name, telephone number, and email address of the client for each reference. These contacts will be used by the District for reference checks.

C. The district may contact references at any time during the RFP/contracting process, or elect not to contract references.

vi. PRICE SCHEDULE.

A. Provide a fee schedule including fully-loaded hourly rates for all proposed staff.

B. Provide estimates of any reimbursable expenses.

C. Detail any other potential costs to the District for the proposed services.

D. Identify any major factors that might significantly affect/change project costs.

vii. INTERVIEW FORMAT (only applicable to Proposers invited to participate in interviews). The general format for interviews is as follows:

A. Interviews are anticipated to last 45 minutes.

B. It is desired that key persons attend the interview.

C. Provide a presentation regarding proposed approach specific Athletic Training for Student Athletes D. District staff may ask follow-up/proposer-specific questions.

SECTION B - EVALUATION CRITERIA

37. EVALUATION CRITERIA: The District will score each Proposal by reviewing and evaluating the Proposal content requirements outlined above. The following table indicates how the total points in the scoring will be assigned by required Proposal item. Failure to meet minimum requirements for any individual item may disqualify the Proposal regardless of the total points scored for the other items. Each item will be evaluated as follows:

INTERVIEW (IF REQUIRED)

38. INTERVIEWS: (if conducted)

a. The evaluation committee may elect to interview Proposers if the evaluation committee considers it necessary or desirable. The top ranked Proposer, or Proposers if the scoring is close, may be invited to interview. If the evaluation committee conducts interviews, the interview process will be used to supplement and clarify the information contained in the proposal.

b. Based upon proposal scoring, as modified by the interview, and the results of reference checks, the Proposers will be given final ranking by the evaluation committee. The final ranking will be provided to the District for a final decision to award a contract.

c. Additional/particular details about the interviews will be issued to those firms invited to interview.

d. The District may request Proposer to provide a live demonstration.

e. Such interviews and any presentation materials will be at the Proposer’s expense.

39. PROPOSAL EVALUATION:

a. RESPONSIVENESS AND RESPONSIBILITY: The District will utilize the following objective factors to determine if Proposals are Responsive and Proposers are Responsible:

i. RESPONSIBILITY OF PROPOSER (OAR 137-047-0500). Before awarding a Contract, the District shall determine that the Proposer submitting the most Advantageous Proposal is Responsible. The District shall use the standards set forth in ORS 279B.110 and OAR 137-047-0640(1)(c)(F) to determine if a Proposer is Responsible. In the event the District determines a Proposer is not Responsible, it shall prepare a written determination of non-Responsibility as required by ORS 279B.110 and shall reject the Proposal.

b. CONTINGENT PROPOSALS. The Proposer must not make its Proposal contingent upon the District's acceptance of any terms or conditions (including Specifications) other than those contained in this Solicitation.

c. NON-RESIDENT PROPOSERS. In determining the most Advantageous Responsible Proposal, the District shall apply the reciprocal preference set forth in ORS 279A.120(2)(b) and OAR 137-046- 0310.

d. IDENTICAL PROPOSALS. When one or more Proposals are identical under OAR 137-046-0300, the District shall award a Contract in accordance with the procedures set forth in OAR 137-046- 0300.

e. RECYCLED MATERIALS. The District may give preference for Recycled Materials as set forth in ORS 279A.125 and OAR 137-046-0320.

f. CLARIFICATION OF PROPOSALS. After Opening, the District may conduct Discussions with apparent Responsive Proposer(s) for the purpose of clarification and to assure full understanding of the Proposal.

g. NEGOTIATION. The District may only conduct Discussions or Negotiate with Proposers after issuance of Notice of Intent to Award a Contract. After Contract Award, the District may only modify an awarded Contract in accordance with OAR 137-047-0800.

h. OBJECTIVE CRITERIA. The District may allow, at its discretion, certain other objective evaluation criteria. Examples of such criteria include but are not limited to conversion costs, transportation cost, volume weighing, trade-in allowances, cash discounts, depreciation allowances, cartage penalties, ownership or lifecycle cost formulas.

40. EVALUATION COMMITTEE: The Proposals will be evaluated by the Evaluation Committee consisting of not less than three (3) “Evaluators” to review and score Proposals according to the evaluation criteria set forth in this Solicitation. The District may assign certain Evaluators to evaluate specific Proposal categories in keeping with the Evaluators’ area of expertise. Working as a Committee or independently (at the discretion of the District) with copies of the written Proposals, the Evaluators will independently assign scores to each Proposal received in accordance with the evaluation criteria defined herein. Evaluators will utilize the criterion (as objectively as possible) to measure the merit of each Proposal received in accordance with the subjective evaluation criteria to determine which Proposals(s) will provide the District with the most advantageous and best overall value. The recommendations of this committee may be made by obtaining at least a majority vote of the committee members and will be final; provided however, that the Purchasing Manager, upon reviewing the evaluation process and associated documentation, may request that the committee reconsider its recommendations or scores, or reconvene to complete any necessary processes. The number and identity of Evaluators scoring the written proposals may differ from those scoring interviews.

PROPOSAL SUBMISSION CHECKLIST

ALL CERTIFICATIONS, FORMS, AFFIDAVITS AND DETAILED PROPOSAL CONTENT REQUIREMENTS AS SPECIFIED ABOVE MUST BE INCLUDED IN PROPOSALS.

REQUIRED AFFIDAVIT, CERTIFICATIONS AND FORMS

The following certifications and forms must be completed and signed by the person authorized to represent the Proposer regarding all matters related to the Proposal and authorized to bind the Proposer to the agreement. Failure to submit any of the required, completed and signed certifications/forms shall result in disqualification of the proposing firm.

PROPOSER CERTIFICATION. (Attachment A) This serves as the cover sheet for your Proposal.

INDEPENDENT CONTRACTOR CERTIFICATION. (Attachment B)

AFFADAVIT OF NON-COLLUSION / COMPLIANCE WITH TAX LAWS. (Attachment C)

NON-CONFLICT OF INTEREST CERTIFICATION. (Attachment D)

PROPOSER RESPONSIBILITY FORM – All Pages. (Attachment E)

PROPOSER REFERENCE FORMS – (Attachment F)

DETAILED PROPOSAL CONTENT REQUIREMENTS

Detailed Proposal Content Requirements are specified in SECIOT IV - RESPONSE AND EVALUATION.

The following attachment(s) are NOT to be returned with the Proposal. The content of these attachment(s) must be reviewed by the Proposer. The terms and conditions are incorporated in this Solicitation and will apply to the Contract to be executed for the work.

ATTACHMENT G Sample Contract

SECTION V - ATTACHEMENTS ATTACHMENT A - PROPOSER CERTIFICATION

Legal Name of Proposer (Firm) Physical Address: Mailing Address: The Proposer certifies and agrees:

1. The prices in this Proposal have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other Proposer relating to: the intention to submit a Proposal, or the methods or factors used to calculate the prices Proposed.

2. The Proposer has read and understands all terms and conditions of this Solicitation.

3. The Proposer agrees to provide insurance as required in the sample Contract Terms and Conditions (see Attachments).

4. The Proposer has, or has available, the equipment, personnel, materials, equipment, and equipment as well as the technical and financial ability necessary to complete and execute all Work in a sound and suitable manner for the use specified and intended.

5. The Proposer agrees to execute the formal Contract within ten (10) days from date of Notice of Intent to Award.

6. The Proposer acknowledges that the person that signs this Certification is fully authorized to sign on behalf of the Proposer listed and to fully bind the Proposer to all conditions and provisions thereof.

7. The Proposer certifies that Proposer has complied or will comply with all requirements of local, state, and national laws, and that no legal requirement has been or will be violated in making or accepting this Proposal.

8. The Proposer, pursuant to ORS 279A.120 (1), (check one) is / is not a resident Proposer. If not, indicate State of residency .

9. The Proposer certifies that it has not discriminated and will not discriminate, in violation of ORS 279A.110, against any disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS

200.055 in obtaining any required subcontract.

10. The Proposer agrees to comply with Oregon tax laws in accordance with ORS 305.385.

11. The Proposer acknowledges receipt of the following addenda: (list by number and date appearing on addenda.)

12. Addendum Number Date Addendum Number Date

Signature: Title: Phone:

Printed Name: Email Address: Fax:

15. Contact for Notices/Communications Related to this Solicitation (if different from above) Printed Name:

Title: Phone:

Email Address: Fax:

ATTACHMENT B - INDEPENDENT CONTRACTOR CERTIFICATION

Proposer:

Employer Identification Number:

If Proposer signs Part A, the remainder of this Certification Statement does not need to be completed.

Part A. Proposer is a Corporation:

The Proposer/Firm is a corporation authorized to do business in the State of Oregon. Proposer Signature:

Part B. Proposer is an Independent Contractor:

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

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

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

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

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

(Please check all that apply):

Proposer Signature: Date:

ATTACHMENT C –

AFFIDAVIT OF NON-COLLUSION / COMPLIANCE WITH TAX LAWS

(Proposer)

I state that:

1. The correct taxpayer identification numbers are:

A. Federal Employer ID Number (EIN): B. Employer’s Oregon ID Number:

2. Proposer is not subject to backup withholding because (I) Proposer is exempt from backup withholding, (ii) Proposer has not been notified by the IRS that Proposer is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified Proposer that Proposer is no longer subject to backup withholding;

3. The price(s) and amount of this Proposal must be arrived at independently and without consultation, communication or agreement with any other Supplier, Proposer or potential Proposer, except as disclosed on the attached appendix.

4. That neither the price(s) nor the amount of this Proposal, and neither the approximate price(s) nor approximate amount of this Proposal, will be disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be disclosed before Contract award.

5. No attempt has been made or will be made to induce any firm or person to refrain from proposing on this Solicitation, or to submit any noncompetitive Proposal or other complementary Proposal.

6. The Proposal of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Proposal.

7. (name of firm), its affiliates, subsidiaries, officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to proposing on any public contract, except as described in the attached appendix.

I state that (name of firm) understands and acknowledges that the above representations are material and important, and will be relied on by the Centennial School District in awarding the contract(s) for which this Proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and will be treated as fraudulent concealment from the Centennial School District of the true facts relating to the submission of Proposals for this contract. I am authorized to act on behalf of Proposer, and have authority and knowledge regarding Proposer's payment of taxes, and to the best of my knowledge, Proposer is not in violation of any Oregon tax laws, including, without limitation, those tax laws listed in ORS 305.380(4), the elderly rental assistance program under ORS 310.630 to 310.706; and any local taxes administered by the Oregon Department of Revenue under ORS 305.620.

(Affiant’s Signature) STATE OF OREGON County of Signed and sworn to before me on (date) by (Affiant’s name)

Notary: My Commission Expires:

ATTACHMENT D -

NON-CONFLICT OF INTEREST CERTIFICATION

Issuing Agency: Centennial School District

I, hereby certify I have read the statement defining conflict of interest as quoted below; that I understand the statement; that no conflict of interest exists as therein defined, which precludes an impartial Bid/Proposal to be submitted by myself or the entity/company for which the Bid/Proposal is submitted, and that if such a conflict should arise, I will immediately…