RFP 2459741642 Project Information Packet .pdf

RFP # 2459741642 1 of 21 RFP Information Packet

RFP Number 2459741642

Goods + Services

October 30, 2026

Request for Proposals (RFP) for

Sidewalk Art Project Information Packet

Section 1: Opportunity Overview

Section 2: How Your Proposal Will Be Evaluated

Section 3: Scope of Work

Section 4: Exhibits

Section 5: Sample Contract

Section 6: RFP Terms and Conditions

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RFP at a Glance

Proposals Due:

December 11, 2026, by 4:00 p.m. Pacific Time

Summary:

The selected contractor will develop approximately 4-8 sidewalk art stencils. The contractor will then be responsible for securing PBOT permit (Permit application to PBOT is free of charge), adjacent occupant notification, and implementing sidewalk art using these stencils at 20-45 locations identified by city staff. It is anticipated that most locations will be in the Eliot, Powellhurst-Gilbert, and Hazelwood neighborhoods.

Mandatory Pre-Proposal Meeting:

There will be three (3) mandatory virtual pre-proposal meetings. You must attend one of the pre-proposal meetings and attendance will be taken. You must sign on within the first five minutes of the session and stay for the entire presentation in order for your attendance to be recorded. Attendance at one of the pre-proposal meetings is a requirement of this solicitation.

• November 13, 2026, 1:00 pm –2:00 pm Pacific Time

• November 18, 2026, 11:00 am –12:00 pm Pacific Time

• December 1st, 2026 3:00 pm – 4:00 pm Pacific Time

Meeting link will be shared through email please contact project buyer for meeting link

Axkana Rios-Martinez

Procurement Specialist

Email: Axkana.Rios-Martinez@portlandoregon.gov

Cell: (503) 341-0310

Refer to Section 1.6: Mandatory Pre-Proposal Meeting for details.

Submit Your Proposal:

City of Portland bid portal:

https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/se arch

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

mailto:Axkana.Rios-Martinez@portlandoregon.gov https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search

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Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before

December 11, 2026, by 4:00 p.m. Pacific Time.Any questions received after may not be answered. Only the Single Point of Contact can answer questions about this RFP.

Axkana Rios-Martinez

Procurement Specialist

(503) 341-0310

Axkana.Rios-Martinez@portlandoregon.gov mailto:Axkana.Rios-Martinez@portlandoregon.gov

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Section 1: Opportunity Overview

1.1 Background

Office of Violence Prevention Overview

The Office of Violence Prevention empowers communities to address the root causes of violence. We achieve this through restorative, preventative, and transformative strategies to create a safe Portland.

Problem Statement

Certain locations within Portland experience a disproportionate amount of gun violence.

Examples of these locations include: SE 122nd & Burnside St.; SE 148th & Burnside St.; N.

Morris & N. Williams Avenue. One strategy to address gun violence is place-based interventions to the built environment, also known as placemaking. Placemaking can involve public art. The goal of placemaking often involves changing the perception of an area, increasing foot traffic, and reducing violence.

The City of Portland has secured a federal grant for place-based interventions to gun violence in

3 focus neighborhoods: Powellhurst-Gilbert, Eliot, and Hazelwood. The City is seeking a contractor to develop sidewalk art that can be implemented at scale as a place-based intervention to violence within these focus neighborhoods. City would like to implement at least

25 sidewalk art projects with this price agreement.

City seeks proposals from artists and organizations experienced in creating engaging public art, strong project management capabilities, high-quality production workflows, and can involve community members in developing this art.

See the Scope of Work below for a complete list of the City’s required services, and deliverables.

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1.2 Outcome Goals

• Improve visual appearance of Portland’s streets through high quality public art.

• Ensure consistent, high-quality installation for each art location.

• Develop stencils that encourage play, jumping, interaction, and excitement.

• Maintain accurate implementation tracking.

1.3 Contract Details

Duration 2 years contract type Price agreement budget $170,000

Number of awards: City may select up to 2 (two) vendors.

1.4 Estimated RFP Timeline

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

Event Date

Pre-Proposal Meeting (You must attend one of the pre-proposal meetings)

1st meeting November 13th, 2026

2nd meeting November 18th, 2026

3rd meeting December 1st, 2026

Deadline for RFP Questions December 4th, 2026

Written proposals due at 4:00 p.m. (for Phase 1) December 11th, 2026

Short list posted and Phase 2 instructions shared [if applicable] TBD

Notice of Intent to Award Posted TBD

The City will adjust the schedule as necessary.

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1.5 Grant Funding

This procurement is funded by the U.S. Department of Justice, Office of Justice Programs, Bureau of Justice Assistance, under the FY2023 Byrne Discretionary Grant Program (Federal

Award No. 15PBJA‑23‑GG‑00143‑BRND; City Grant Code MF00280023). Vendors must comply with applicable federal requirements associated with federally funded projects

No funds from this grant may be used on food. Subcontracting is regulated by 2CFR200.

1.6 Mandatory Pre-Proposal Meeting

This meeting will be held virtually and is mandatory. You must attend 1 of the meetings if you intend to submit a proposal.

Date Time (Pacific Time)

November 13th, 2026 1:00 pm

November 18th, 2026 11:00 am

December 1st, 2026 3:00 pm proposers are encouraged to do a site visit to SE 92nd and Harold to see a recently implemented sidewalk art project

Please contact project buyer for meeting link

Axkana Rios-Martinez

Procurement Specialist

Email: Axkana.Rios-Martinez@portlandoregon.gov

Cell: (503) 341-0310

The City of Portland will make reasonable accommodation for people with disabilities. Please notify the Official RFP Contact at least two (2) Business Days prior to the event, by the City’s

TTY at 503-823-6868, or by the Oregon Relay Service at 1-800-735-2900.

1.7 Addenda

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

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

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

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

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Section 2: How Your Proposal

Will Be Evaluated

2.1 Proposal Review and Selection

Evaluation Overview

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

To score proposals, the Committee will evaluate each proposal using the criteria below. The

Committee may seek outside expertise. The Committee will require at least ten (10) Business

Days to evaluate and score the proposals.

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

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

Evaluation Process

Each proposal is evaluated using these criteria:

Responsiveness, Responsibility, and Mandatory Criteria

The City will determine if you are a Responsible Proposer who has submitted a Responsive

Proposal (ORS 279B.005).

Refer to Portland Public Contracting Rules for details.

Minimum requirements:

• Attend one (1) of the virtual pre-proposal meetings (contact buyer for link)

Grant requirements:

• Vendors must not be suspended or debarred from receiving federal funds. The City will verify vendor eligibility in SAM.gov prior to award.

• Costs proposed must comply with federal “allowable cost” rules under 2 CFR 200. Only allowable and properly documented costs may be charged to the grant.

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

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Evaluation Phase 1–Written Scoring

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

Phase 1 Evaluation Criteria

Evaluation Criteria

Percent of total points

Percent of points for sub-criteria

Proposer Capabilities 25 —

Project Team 15 —

Project Approach 10 —

Pricing 10

Corporate Responsibility 20 —

Equal Employment Opportunity and Access in Subcontracting

Equal Opportunity Employer and Community Involvement

Sustainable Business Practices — 5

Total 100%

Short Listing

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

Portal.

Subsequent Evaluation Phases

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

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

Evaluation Phase 2 – Interviews, Demonstrations, or Presentations

The scoring of Phase 2 generally will be as follows.

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Phase 2 Evaluation Criteria

Evaluation Criteria Allocation

Content of Phase 2 Evaluation To be determined

Additional Optional Evaluation Phases and Methods

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

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

Total Overall Score

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

Overall Score may be identified as the finalist.

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

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

Score to be the finalist.

2.2 Award Review and Protest

Review

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

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

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

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

Committee.

Protests

Proposers can challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. If you wish to protest your elimination, you must

RFP # 2459741642 11 of 21 RFP Information Packet submit a protest within seven (7) Calendar Days of the City’s posting of the Notice of Short List or Notice of Intent to Award.

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

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

279B.410.

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

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

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Section 3: Scope of Work Core services

• Lead at least 1 community visioning session to develop stencils for sidewalk art

• Fabricate sidewalk art stencils that can be used for public art installations. Stencils should complement public health goals and encourage play, jumping, interaction, and excitement.

• Pressure wash sidewalk

• Secure encroachment permit from PBOT

• Notify adjacent building occupants about project

• Address any safety issues identified by PBOT.

• Provide post-installation photos for City records.

• Update City’s tracking system with required information

• Maintain project records, including PBOT permits, through life of the project.

Critical requirements

• Installation must be initiated within 4 days of pressure washing and be complete within

12 days of pressure washing.

• Proof created for each site and approved by OVP (Office of Violence Prevention) before installation. Proof should include type of stencil to be used, how neighbor notifications have been or will be completed, visual of location, length of installation, colors to be used, project number, neighborhood.

• City would like to offer adjacent occupant/landowner the option to decide which stencil design, and if possible, which color will be painted on their adjacent sidewalk. City would like to provide stencil options and colors offered by Contractor on city website with a public intake form for adjacent occupants to provide preferences.

Deliverables

Proofs

Post-installation photos

Location requirements

Work will occur on right of way owned by the City of Portland.

General Requirements

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Legal Requirements

• Compliance with City of Portland requirements, PBOT permit requirements, and State of

Oregon regulations.

Staffing Requirements

• Ability to meet background check requirements when applicable.

• Project manager who will participate in weekly check-ins during installation season.

• Artist(s) skilled in translating community values into public art and developing public art that is engaging and promotes public health (joy, running, jumping, happiness).

Data & Technology Requirements

• Ability to upload proofs and installation photos.

• Capability to track neighbor notification, permit approval, pressure washing, and installation dates.

Financial & Compliance Requirements

• Insurance coverage per City standards.

• Ability to submit invoices with detailed line-item documentation.

• Cost schedule for stencil production, deployment and installation.

Role of the City of Portland (OVP + PBOT)

• Determine locations for sidewalk art

• Maintain master tracking spreadsheet

• Coordinate with PBOT to confirm City ownership of right of Way

• Maintain Sidewalk Art project city website.

• Create intake process for adjacent occupants to provide preference on desired sidewalk art.

• Providing snacks & beverages to people attending community visioning/ public engagement sessions.

• Notification to community groups through existing City communication channels (social media, email, website) about the Sidewalk Art project with the goal of increasing participation in community visioning sessions and highlighting Contractor Artist.

The Contractor may make the following assumptions:

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• Contractor will not “sweep” or physically move people to install sidewalk art.

• In reference to PBOT permits, an encroachment permit is the main permit contractor will need. Other permits that may be required depending on the project may include community event permit or traffic control permit, though these are unlikely.

• Permit application to PBOT is free of charge

• City will determine locations of sidewalk art

• City may elect to do its own outreach to interested parties (such as community groups) beyond what Contractor is required to do for PBOT permit to the adjacent occupant.

• City will work proactively & collaboratively to ensure successful community visioning sessions. This will likely include City partnering with a school or non-profit in order to drive attendance. It will also include City providing food and reserving community space at a library.

• There is no fee/price agreement for project management. Rather, it is intended that

Contractor build in project management and other miscellaneous costs into their bids.

• In developing fee for community visioning sessions, Contractor should plan for staff time, any desired materials, leading participants in visioning, and written debrief.

• PBOT requirements for public art apply. This means no speech in the public right of way

(includes words, letters, and universally recognized symbols). Additional information on

PBOT requirements may be found here:

https://www.portland.gov/transportation/permitting/portland-streets/street-and-structure-painting

• All paint used in this project must meet PBOT requirements for being slip-resistant.

• Contractor is responsible for providing everything necessary for PBOT permit approval.

• For its budget of $170,000, City would like to do between 25-45 sidewalk art projects.

• It is intended that sidewalk art be installed by professionals, not volunteers. However, City is open to a limited number of installations involving volunteers for ceremonial, media, or other reasons if Contractor and City agree.

• Anticipated locations for sidewalk art include properties adjacent to schools, libraries, parks, transit stations, and other high traffic locations. City will aim to prioritize areas where adjacent land is publicly owned, however, this may not always be possible because of desire to focus on gun violence hot spots.

• All locations will be on public sidewalks owned by the City of Portland.

• The vast majority of the work will occur during summer 2027 and summer 2028 seasons.

• Contractor will not need to enter private property in order to install sidewalk art.

• Due to federal grant restrictions, all work must be completed by September 30, 2028

(unless City finds another funding source for this work).

• The vast majority of the work will occur in Eliot, Hazelwood, and Powellhurst-Gilbert neighborhoods (unless City finds another funding source for this work).

• As it relates to public engagement, due to federal grant restrictions, Contractor may not spend money on food. City will aim to provide food for any public outreach sessions from funds not encumbered by this federal grant.

• Due to PBOT administrative rules, Contractor will not paint corners (ADA accessible ramps).

https://www.portland.gov/transportation/permitting/portland-streets/street-and-structure-painting https://www.portland.gov/transportation/permitting/portland-streets/street-and-structure-painting

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• Nothing in this contract prohibits contractor from offering sidewalk art to private individuals at market rate independent of this contract so long as contractor does not bill any of those costs to City.

• To help forecast staffing levels, Contractor and OVP can work collaboratively to determine a specific dates for summer “installation season” when bi-weekly meetings will take place.

• Contractor must meet PBOT requirements for adjacent property notification. Because this is a City-sponsored project, the notification requirements are that contractor must notify adjacent occupant (the higher threshold of requesting permission from adjacent property owner does not apply). Where the adjacent property is an apartment complex, it is not intended that Contractor will notify everyone in apartment complex. Rather, City and Contractor will work collaboratively to identify notification process specific to that complex, which would likely include Contractor mailing a letter to the property manager.

• Contractor may need to utilize low-cost pedestrian routing methods to ensure accessible sidewalk path and to let paint dry.

• For purposes of planning “deployment cost” per project, each project will be concentrated within a 750’ radius of an intersection or address. A project may involve elements in 4 approaches to an intersection or may start at an intersection and run along the sidewalk. Additionally, it is intended that each project will need its own PBOT permit.

Assumption of project workflow (subject to further refinement with selected contractor)-

City/OVP issues task order identifying stretch of sidewalk for public art installation.

Contractor initiates notification to adjacent occupants

City works collaboratively with Contractor to determine appropriate stencil & paint color.

Contractor submits proof to OVP

OVP approves proof (Milestone: Contractor earns project design fee)

Contractor applies for PBOT permit

Contractor secures PBOT permit (Milestone: Contractor earns Deployment fee)

Contractor coordinates site prep.

Contractor installs public art soon after site prep (weather permitting)

Contractor documents installation and provides photos to Office of Violence Prevention (OVP).

(Milestone: Contractor earns Implementation fee)

Performance Metrics:

• Bi-Weekly coordination meetings during installation season

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• Monthly review meetings outside installation seasons

• Contractor required to update shared record systems (e.g. smartsheet or excel) within 4 days of task completion

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Section 4: Exhibits

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Exhibit A Sample sidewalk art

Included as a separate attachment

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Exhibit B Grant Document

Included as a separate attachment

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Section 5: Sample Contract Included as a separate attachment 2

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Section 6: RFP Terms and

Conditions [Link to RFP Terms and Conditions: https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v2/download https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v2/download https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v2/download