RFP 2026-02 Stone Creek Golf.pdf

REQUEST FOR PROPOSALS #2026-02

FOR

STONE CREEK GOLF CLUB MANAGEMENT AND OPERATION

BOARD OF COUNTY COMMISSIONERS

CRAIG ROBERTS, Chair

PAUL SAVAS, Commissioner MARTHA SCHRADER, Commissioner

BEN WEST, Commissioner DIANA HELM, Commissioner

Gary Schmidt

County Administrator

Thomas Candelario

Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: March 11, 2026

TIME: 2:00 PM, Pacific Time

PLACE: https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker

RFP 2026-02 Page ii

SCHEDULE

Request for Proposals Issued……........................... February 10, 2026

Protest of Specifications Deadline.......................... February 17, 2026, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions............... March 3, 2026, 5:00 PM, Pacific Time

Walkthrough February 24, 2026, 10:00 AM, Pacific Time

Request for Proposals Closing Date and Time…., March 11, 2026, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award...................Seven (7) days from the Intent to Award

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, March 11, 2026 (“Closing”), to Manage, Operate and Maintain Stone Creek Golf Club. No Proposals will be received or considered after that time.

Location of RFP documents: OregonBuys RFP Documents can be downloaded from the State of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S-C01010- 00015991.

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys.

A Mandatory Walkthrough will be conducted on February 24, 2026, 10:00 AM, Pacific Time Proposers shall meet with County representatives (Stone Creek Golf Club - 14603 S Stoneridge Dr, Oregon City, OR 97045). Attendance will be documented through a sign-in sheet prepared by the County representative. Proposers who arrive more than ten (10) minutes after the start time of the meeting (as stated in the solicitation and by the County’s watch) or after the discussion portion of the meeting (whichever comes first) shall not be permitted to sign in and will not be permitted to submit a proposal on the project

Submitting Proposals: Bid Locker Proposals will only be accepted electronically through a secure online bid submission service, Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

Contact Information Procurement Process and Technical Questions: Thomas Candelario, tcandelario@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects mailto:tcandelario@clackamas.us

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RFP 2026-02 Page 3

SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for

RFP 2026-02 Page 4 award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an

RFP 2026-02 Page 5 extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

RFP 2026-02 Page 6

2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

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SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County is seeking proposals from qualified golf management firms to manage, operate and maintain the Stone Creek Golf Club and associated Clackamas County Parks walking path around the course.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

The Stone Creek Golf Club is a championship-caliber 18-hole golf course with clubhouse/pro shop, event center, and driving range, initially built in 2002. The site contains 164.73 acres, the course measures 6,840 yards with a USGA course rating of 73.8 and a USGA slope of 140. The course features a Peter Jacobsen/Jim Hardy scenically-designed course with spectacular views of Mt. Hood and is an International Audubon Sanctuary. The golf course has old-growth Douglas Firs, lakes, four wetlands and forty-three bunkers.

The Stone Creek Golf Club (https://www.stonecreekgolfclub.net/) has received several awards and recognitions over the years including:

• Golf Digest’s Best Places to Play in 2006-2007

• #6 on the list of most Eco-Friendly Golf Courses in America by Links Golf Magazine in January

2013; and

• #5 on Golfer’s Choice 2022: Best Golf Courses in Oregon on golfpass.com

Stone Creek Golf Club was developed by the County with the intent to generate a long-term sustainable revenue stream from the golf club operations that would go directly to the County Parks Program to support operations and maintenance needs. For more than 20 years Stone Creek Golf Course has shown consistent revenues, well in excess of expenses. It is the expectation of Clackamas County that Stone Creek will continue to provide an enjoyable and reasonably priced golfing experience while providing a supplemental source of funding for County Parks.

Objectives and expectations of the golf course management firm and partnership:

o Manage and operate the facility for the County. This is not a lease, but a management contract.

o This is a public golf course managed to provide affordable access to the sport of golf while also providing excellent customer service and other amenities to the local community.

o The golf course has an excellent reputation within the golf community. It must be maintained or even enhanced. It contributes to the local economy.

o Clackamas County expects well-run facilities, operated within environmental standards.

o The County expects our contractor will act as a good neighbor to adjacent property owners. The site is irregularly shaped and is located at the northeast end of the small, gated community of Stoneridge. Stoneridge consists of approximately 46 very attractive https://www.stonecreekgolfclub.net/

RFP 2026-02 Page 8 homes, many with golf course fairway frontage, and with the course itself, are located in a gated community.

Course Layout

3.3. SCOPE OF WORK

3.3.1 Qualifications of Proposing Golf Management Company

A proposing golf course management company must be established a minimum of five (5) years and describe their business structure, headquarter locations, the qualifications of the people in key leadership positions and provide examples of other golf course management contracts they have held.

• Golf Management Company Qualifications o Age and business structure of company. Minimum five (5) years in business.

o Where is the headquarters of the management company? If not local, how does the company ensure local staff are adequately managing the course?

RFP 2026-02 Page 9 o Provide background and credentials for all key leadership positions in organization and golf course oversight, including but not limited to Owner, CEO, General Manager, Golf Course Superintendent, Lead Pro, Teaching Pro/Instructor.

o Describe the experience your firm has in managing public golf courses or similar operations. Provide at least two (2) examples.

o Financial and legal standing is critical.

Describe the financial stability of your company.

Provide five years of Profit & Loss statements and a balance sheet for your company.

Demonstrate your company is registered with the State of Oregon Secretary of State.

Is your company the subject of any lawsuits?

Describe any licenses your company holds relevant to this proposal.

o Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses. State if your company falls within one of these categories.

o Demonstrate any awards, successes etc. your company has received/accomplished during its time managing golf courses.

3.3.2. Management, Operations and Maintenance Plan

Stone Creek Golf Club is an 18-hole golf course with clubhouse/pro shop, event center, and driving range, initially built in 2002. The site contains 164.73 acres, the course measures 6,840 yards with a USGA course rating of 73.8 and a USGA slope of 140. Buildings include a 3,800 SF pro shop with small food service area, 4,320 SF event center, 6,000 square foot maintenance building, and 6,000 square foot cart storage building. A request for proposals to replace and modernize the irrigation system is underway.

A golf management company is expected to manage the Stone Creek Golf Club to its highest and best use throughout the year, maximizing resources and working within County financial and administrative expectations. Golf course management must provide for ALL ASPECTS of management, operations and maintenance of the golf course, including managing for the long-term.

Describe how your firm will manage, maintain and operate the golf course, including but not limited to:

• Financial Management o Budgeting, accounting, and revenue collection. Revenue is deposited directly into the Clackamas County bank account; and any point-of-sale system must integrate with County financial systems and payment processors. The contractor will be required to submit daily deposits to the County in accordance with County requirements. What systems does your company use to ensure proper accounting, tracking and information sharing to the county? What systems do you have experience with?

o How will the greens fees be set each year and how will they be measured to ensure affordability?

• Operations o Human Resources, staffing and training for all operations.

o Accounting and financial systems to support operations.

RFP 2026-02 Page 10 o Annual operating plan, operations, maintenance and administrative manuals are required annually.

o Public Affairs. Must manage relationships with County staff, adjacent property owners, associations and others.

o Daily operations (tee times, pro shop, driving range, food and beverage).

o Safety and emergency planning to ensure a safe recreational environment for all users.

o Event Rental Space, Tournaments and other events.

o Customer service standards and golf instruction programs.

o Management firm must provide all equipment, merchandise, supplies, spare parts and consumables necessary to operate the golf course.

• Maintenance – Golf Course and Walking Path o Preventive maintenance for all aspects of the property.

o Turf and grounds care, course infrastructure, environmental practices, equipment management.

o Maintenance of the property structures, utilities, road and parking lot.

o Maintenance of the County Parks walking path that runs around the perimeter of the golf course.

• Staffing and Personnel Plan o Describe how you will staff the golf course operations to ensure all key elements are adequately resourced at all times.

o Provide an organizational chart for how you would staff the golf course.

o How will your firm provide necessary support to the employees at the golf course to ensure their employee rights are represented?

o What challenges do you foresee in staffing the golf course and how will you resolve them?

• Marketing & Community Engagement o Promotions, special programs, and outreach to local organizations.

o Integration with economic development, tourism entities or other recreation efforts to market the golf course and strategize key connection points that support recreation and economic development.

3.3.3. Financial Plan and Fee Proposal

Provide:

A. A line-item month-by-month and annual budget to manage, operate and maintain the golf course.

B. A financial proposal and/or fee proposal for the golf course management contract.

For both A and B, include years one through five and include escalations for what you foresee as adjustments to market conditions.

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3.3.4. Demonstrating Local Knowledge and Economic Contribution The successful golf management firm will demonstrate local knowledge of the golf course, recreational amenities of the area and be able to describe how their management practices will benefit the local community. They will support the local economy in a variety of ways.

A. Local Knowledge

• Demonstrate understanding of:

o Local demographics and recreational preferences.

o Seasonal usage patterns.

o Nearby golf courses and competitive environment.

o Community events or tourism initiatives.

• How to grow the sport of golf through golf course programs.

B. Local Economic Impact

• Plan to hire local staff and contractors.

• Use of local vendors and suppliers.

• Creation of job opportunities or internships for local community members.

• Contributions to local tourism and hospitality.

• Outreach to local youth and skill development for future golf generations.

3.3.5. Effective Date & Transition Plan

The golf course management contract is expected to be effective November 1, 2026; however, may be delayed as late as November 1, 2027 depending on golf course operational conditions and capital projects such as the replacement of the irrigation system.

If your firm is selected and is new to managing the golf course, describe your plan to transition management and operations from one management company to the next. The selected firm will be required to assume existing contracts for equipment and supplies if they extend beyond the effective date of the new management contract.

3.3.6 References

Provide two (2) references from golf courses or other properties your firm has managed, operated and maintained in the past ten years. A recommendation letter as well as contact information from each reference shall be provided.

3.3.7 Term of Contract:

The term of the golf course management shall be from the date of contract execution through 10 years from that date with the option for one additional 10 year renewal thereafter subject to the mutual agreement of the parties.

3.3.8 Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance

RFP 2026-02 Page 12 requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Personal Services Contract for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Personal Services Contract (unless checked, item does not apply)

The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 5 – Travel and Other Expense is Authorized Article II, Paragraph 28 – Confidentiality Article II, Paragraph 29 – Criminal Background Check Requirements Article II, Paragraph 30 – Key Persons Article II, Paragraph 31 – Cooperative Contracting Article II, Paragraph 32 – Federal Contracting Requirements Exhibit A – On-Call Provision

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

https://www.clackamas.us/finance/terms.html

RFP 2026-02 Page 13

SECTION 4

EVALUATION PROCEDURE

4.1 Only proposals from firms who attended the mandatory site visit and are confirmed to have signed in will be considered for evaluation

An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Qualifications of Proposing Golf Management Company 0-20 Management, Operations and Maintenance Plan 0-25 Financial Plan and Fee Proposal 0-25 Demonstrating Local Knowledge and Economic Contribution 0-10 Transition Plan 0-10 References 0-10

Available points 0-100

4.3 Once a selection has been made, the County will enter into contract negotiations. During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

RFP 2026-02 Page 14

SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Proposals will only be accepted electronically thru Equity Hub’s Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

5.1.2. Completed proposal documents must arrive electronically via Equity Hub’s Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

5.1.3. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.4. Proposal may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments, title pages, pages separations, table of contents, or other information. The Proposal Certification Page will NOT count towards the final page count. Pages shall be 8-1/2” x 11” standard sheet size, 11 point font, single-spaced.

Provide the following information in the order in which it appears below:

5.2. Proposer’s General Background and Qualifications:

• Golf Management Company Qualifications o Age and business structure of company. Minimum five (5) years in business.

o Where is the headquarters of the management company? If not local, how does the company ensure local staff are adequately managing the course?

o Provide background and credentials for all key leadership positions in organization and golf course oversight, including but not limited to Owner, CEO, General Manager, Golf Course Superintendent, Lead Pro, Teaching Pro/Instructor.

o Describe the experience your firm has in managing public golf courses or similar operations. Provide at least two (2) examples.

o Financial and legal standing is critical.

Describe the financial stability of your company.

Provide five years of Profit & Loss statements and a balance sheet for your company.

Demonstrate your company is registered with the State of Oregon Secretary of

State.

Is your company the subject of any lawsuits?

Describe any licenses your company holds relevant to this proposal.

o Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses. State if your company falls into any of these categories.

o Demonstrate any awards, successes etc. your company has received/accomplished during its time managing golf courses.

5.3. Scope of Work

Please provide detailed proposal based on section 3.

https://bidlocker.us/a/clackamascounty/BidLocker

RFP 2026-02 Page 15

5.4. Fees

Fees should be on an annual fixed fee basis, broken down in a line item month to month budget. Fees should be sufficiently descriptive to facilitate acceptance of a Proposal. List the not-to-exceed amount you propose for the service.

5.5. References

• Provide two (2) references from clients your firm has served similar to the County in the past 10 years.

• Provide a recommendation letter, the name, address, email, and phone number of the references.

Points awarded for this criteria are based on both the providing of references as well as information gleaned from the provided contacts. Evaluation Committee members may contact references at their sole discretion.

5.6. Completed Proposal Certification (see the below form)

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PROPOSAL CERTIFICATION

RFP #2026-02

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:__________________________

Category Points available: