RFP 2459741642 Proposal Response Packet.pdf

RFP # 2459741642 1 of 21 RFP Response Packet

RFP Number 2459741642 Goods + Services October 30, 2026

Request for Proposals (RFP) for

Sidewalk Art

Proposal Response Packet

Section 7: Submission Instructions

Section 8: Required Proposal Components

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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, 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 2: Submission Instructions for details.

Have Questions or Need Help? Contact the Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by December 4th, 2026.

Any questions received after may not be answered.

Axkana Rios-Martinez

Procurement Specialist

Email: Axkana.Rios-Martinez@portlandoregon.gov

Cell: (503) 341-0310

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

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Section 7: Submission

Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 6 of the RFP Information Packet for this RFP and the insurance required in Section 5 of the RFP

Information Packet.

Proposals are Due December 11th, 2026, by 4:00 p.m. Pacific Time

Late proposals are not accepted.

Proposal Page Limit is 20 Pages

The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.

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

Proposal Contents and Organization

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

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

Proposal Submission Instructions

Submit your proposal through the City of Portland Bid Portal:

https://www.portland.gov/business-opportunities/documents/supplier-tutorial-respond-city-portland-bid-opportunity/download

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

Instructions for submitting through BuySpeed are available at:

Modifying or Withdrawing Your Submission

You can modify or withdraw your submission through the City’s Procurement Website, BuySpeed, any time before the proposal due date.

https://portal.us.bn.cloud.ariba.com/dashboard/public/appext/comsapsbncdiscoveryui#/leads/search https://www.portland.gov/business-opportunities/documents/supplier-tutorial-respond-city-portland-bid-opportunity/download https://www.portland.gov/business-opportunities/documents/supplier-tutorial-respond-city-portland-bid-opportunity/download

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Section 8: Required Proposal

Components

Proposal Checklist

Proposal Component Required/Optional Included in page limit?

Proposer Information Form Required N □

Proposer Capabilities Required Y □

Project Team Required Y □

Project Approach Required Y □

Pricing Required N □

Equal Employment Opportunity and Access in Subcontracting

Required Y □

Equal Opportunity Employer and Community Involvement

Required Y □

Sustainable Business Practices Required Y □

Civil Rights Data Collection Required N □

Exceptions and Deviations to the Contract Form Optional N □

Redacted for Public Disclosure Copy Optional N □

Redaction Summary Form

Required if Redacted for Public Disclosure Copy is provided.

N □

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Proposer Information Form

Proposer’s Full Legal Name

(If Applicable) Doing Business As

Proposer’s Address

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

(If Different) Local Contact

Local Contact Phone

Local Contact Email

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

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

State of Incorporation

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

Redaction for Public Records

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

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

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Open Data Requirements https://efiles.portlandoregon.gov/Re cord/10879908/

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

Insurance Requirements

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

I request insurance reductions.

List requested insurance reductions:

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

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Proposer Capabilities

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

Boxes will expand as you type.

1. General Firm Description

Firm’s areas of expertise

Firm’s length of time in business

Number of employees

Include any other information that helps describe your firm

Describe your firm’s general experience working on outdoor, field-based projects.

2. Describe similar projects your firm has done within the last 7 years, which best characterize your firm’s capabilities, work quality, customer service, and cost control.

Project 1

Project client name

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

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

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

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Describe any experience relevant to stencil fabrication or public art installation.

Project 2

Project client name

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

Was it over or under budget?

If your firm worked as a subcontractor/subconsultant or in partnership with another

Project 3

Project client name

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

Was it over or under budget?

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If your firm worked as a subcontractor/subconsultant or in partnership with another

3. Describe your firm’s resources available to perform the work for the duration of this project and other ongoing projects Include staff and equipment available for stencil fabrication, pressure washing, and installation.

Describe capacity to support multiple locations during summer installation seasons.

4. Describe your firm’s management and organizational capabilities

A description of your firm’s management approach and how it will help accomplish the project’s goals and objectives

Organizational charts and a statement regarding lines of authority and responsibility

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

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

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Describe not only your firm’s efforts to recruit but also retain women and people of color

Describe how your firm manages multi-step workflows (e.g., proof development, permitting, installation).

5. Describe your firm’s specific experience in:

developing public art facilitating community engagement or visioning sessions creating playful, movement-oriented art suitable for public spaces

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

Include subcontractors responsible for stencil production, engagement, or installation.

7. Describe your firm’s specific experience in managing projects in the public right of way.

Include:

• obtaining permits (e.g., PBOT encroachment permits)

• working on active sidewalks

• addressing pedestrian safety or routing needs

• coordinating with public agencies If subcontractors will perform right of way work, include their experience here.

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Project Team

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

Boxes will expand as you type.

Project Team Information

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

Of that number, the approximate number of women and people of color to be assigned to the project.

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

Identify an artist who will be responsible for developing stencils

Please share qualifications of artist and past work experience developing engaging public art

Identify at least 2 references who can speak to artist’s ability to meet client goals and develop high quality public art

Identify staff responsible for right of way compliance and on-site installation.

Key Personnel

Name of Key Personnel 1:

Name of key personnel

Roles and responsibilities

Relevant experience on similar or related projects

Name of Key Personnel 2:

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Name of key personnel

Roles and responsibilities

Name of Key Personnel 3:

Name of key personnel

Roles and responsibilities

(Optional) Add additional Key Personnel as needed below.

Project Approach

Describe the proposed work tasks and activities within the community engagement phase of this project.

What would be your approach to community engagement given limited time and budget, particularly given this public art will be highly visible to members of the community.

Describe how stencil and color options will be developed and provided for the City’s occupant preference website (where adjacent occupants can articulate their preferences).

Describe how occupant preference data from the City will be incorporated into site-specific proofs.

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Describe how your firm will meet the required installation timeline (installation must begin within 4 days of pressure washing and finish within 12 days).

Pricing Proposal

Complete and submit the Pricing Proposal as a separate, vendor‑created attachment titled

“Attachment 1 – Pricing” or equivalent.

The proposal shall include the true estimated cost or fixed-price estimate for the proposed

Project approach irrespective of the City’s anticipated cost. Additionally, this cost shall include the hourly rates of each person associated with the Project as well as the estimated number of hours each staff member will be expected to work on each task.

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Corporate Responsibility

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

Equal Employment Opportunity and Access in Subcontracting

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

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

Project 1

Project name

All subcontractors/subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each

Project 2

Project name

All

Project 3

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Project name

All subcontractor

Subcontracting Practices

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

How outreach will be conducted to inform subcontractors/subconsulta nts opportunities.

Any mentoring and technical assistance to be made available to subcontractors/subconsulta nts.

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

Equal Opportunity Employer and Community Involvement

Workforce Diversity and Community Involvement Questions Specific to this RFP

Describe your firm’s workforce demographics and any measurable steps taken to ensure a diverse internal workforce (e.g., women and people of color).

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

Action/Ongoing Practice 1

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

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

Action/Ongoing Practice 2

Action/Ongoing Practice 3

Equal Opportunity Employer Practices

Describe your Equal Opportunity Employer recruitment and retention procedures and/or policies.

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How do you approach internal on-the-job training, mentoring, technical training, and/or professional development and advancement opportunities for your workforce?

Describe your firm’s employee compensation structure, (e.g., living wages, healthcare coverage, employee leaves, dependent care, etc.)

Describe your firm’s commitment to community service (e.g., charitable programs, scholarships, economic development, etc.)

Sustainable Business Practices

Portland Public Contracting Rule 5.33.010 defines “Sustainable Procurement” as a

“procurement that has the greatest positive environmental, social, and economic impacts possible over the entire life cycle.” Sustainable procurement involves the sustainability aspects related to the goods, services, and suppliers along the supply chains. Sustainable Procurement contributes to the achievement of organizational sustainability objectives and to overall sustainable development.

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

Action/Ongoing Practice 1

Action/Ongoing Practice 2

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Action/Ongoing Practice 3

Action/Ongoing Practice 4

Action/Ongoing Practice 5

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

(e.g. B-Corp certification or similar)

Name of the Certification Link to the certification requirements

Name of organization who administers the certification

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Civil Rights Data Collection

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

Proposer Information

Is your firm COBID Certified? Yes No, and my firm does not qualify.

Describe your firm’s workforce demographics

Approximate number of women and people of color to be assigned to the project, and their roles

Subcontractor/Subconsultant Information (please identify all subcontractors/subconsultants to be used)

Subcontractor/Subconsultant 1 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes Certification

No

Email

Phone number

BuySpeed Vendor #, if applicable

Subcontractor/Subconsultant 2 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Subcontractor/Subconsultant 3 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

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Add additional rows for additional Subcontractors/Subconsultants as needed

Exceptions and Deviations to the Sample Contract

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

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

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

Contract Exceptions and Deviations Form

Contract Section No.

Current language Requested exception (in redline)

Reason

EXAMPLE:

Section 1.0 Definition - System

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

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

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

Proposal Redactions for Public Records Purposes

If you want to request redactions to your proposal, you must:

1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected

Microsoft Word format, with the requested redactions highlighted in yellow

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

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

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

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Redaction Summary Form

Proposal Page Number and Section

Content to be redacted Reason for redaction