RFP - Lobyist Services - ADM 25-01.pdf

REQUEST FOR PROPOSALS

FOR

LEGISLATIVE REPRESENTATION &

LOBBYING SERVICES

ADM 25-01

DATE ISSUED: September 10, 2025

PROPOSALS DUE: October 10, 2025 2:00pm Pacific Standard Time

LOCATION: Finance Department The City of West Linn 22500 Salamo Road West Linn, Oregon 97068 Phone: 503-742-6028

Fax: 503-650-6041

TABLE OF CONTENTS

PART 1: REQUEST FOR PROPOSALS

PART 2: INSTRUCTIONS AND CONDITIONS

PART 3: PROPOSAL CONTENTS

PART 4: SCOPE OF WORK AND CONDITIONS

PART 5: EVALUATION AND SELECTION CRITERIA

ATTACHMENT A: SAMPLE CONTRACT FOR SERVICES

ATTACHMENT B: ACCEPTANCE OF TERMS SIGNATURE PAGE

ATTACHMENT C: NOT TO EXCEED PRICE FOR PROPOSED SERVICES SCHEDULE

ANTICIPATED SCHEDULE

RFP ADVERTISED September 10, 2025

RFP SUBMITTALS DUE October 10, 2025

RFP/SCOPE/SAMPLE CONTRACT September 30, 2025

PROTESTS DUE

RFP QUESTIONS/REQUESTS October 6, 2025

FOR CLARIFICATIONS DUE

TENTATIVE CONTRACT AWARD October 21, 2025

END OF CONTRACT AWARD 7 calendar days after Notice of Intent to Award

PROTEST PERIOD

CONTRACT SIGNED December 8, 2025

The City reserves the right to make adjustments to the above noted schedule as necessary.

PART 1: REQUEST FOR PROPOSALS

Notice is hereby given that the City of West Linn will receive sealed proposals until 2:00 p.m. October 10, 2025 in the Office of Finance, 22500 Salamo Road, West Linn, Oregon 97068 for the following:

Legislative Representation & Lobbyist Services

CITY OF WEST LINN, OREGON

Proposals will be publicly opened after 2:00 p.m. Proposals received after 2:00 on the above mentioned date shall be returned unopened.

The proposed work consists generally of the following: State and federal government affairs and lobbying services to develop and advocate for the City’s legislative priorities. Key topic areas include infrastructure financing (particularly drinking water system, roads, pedestrian/bicycle safety and parks), infrastructure maintenance, property tax reform, community/economic development, tourism, and affordable housing.

Proposals shall be submitted on the prescribed form and in the manner as indicated in the RFP documents. Use of recycled material is encouraged and the City reserves the right to use recycled material provided the provisions of ORS 279A.125 are met.

The City of West Linn reserves the right to reject any or all proposals, to postpone the award for 60 days, to delete certain items from the Proposal to make a partial contract award and to award the contract to the most qualified, responsive, responsible proposer. Any proposal not in compliance with prescribed public procurement procedures and requirements may be rejected and may reject for good cause any or all proposals upon determination of the City it is in the public interest to do so. Proposers are required to certify non-discrimination in employment practices and identify resident status as defined in ORS 279A.120. All proposers are required to comply with the provisions of Oregon Revised Statutes and Local Contract Review Board Policy.

Project advertisement and deadline dates may be viewed through the City of West Linn’s website at https://westlinnoregon.gov/publicworks/west-linn-bids-and-rfp-solicitations. Project and RFP details are available online at OregonBuys https://oregonbuys.gov/bso/. If you wish to receive any future addenda for this project, you must be registered within the OregonBuys bid management website. Questions must also be submitted through OregonBuys.

Proposals must be received electronically via email to the Management Analyst – Revenue & Procurement, Stephanie Hastings, at shastings@westlinnoregon.gov on or before 2:00 p.m. on October 10, 2025. No late responses, incomplete responses, hardcopy, or faxed materials will be accepted.

The City’s contracting processes follow the City of West Linn Local Contract Review Board Rules, effective as of January 1, 2024, and as adopted under Resolution 2023 – 09. The rules can be found at https://westlinnoregon.gov/finance/purchasing.

PART 2: INSTRUCTIONS AND CONDITIONS

2.1 GENERAL:

Proposers must study carefully and conform to these "Instructions and Conditions" so that their proposals will be regular, complete and acceptable. A Pre-Proposal Conference will not be held for this RFP.

2.2 PROPOSALS:

All proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this solicitation. Proposals shall be submitted on the prescribed form and in said manner as indicated in these solicitation documents. Use of recycled material is encouraged and the City reserves the right to use recycled material provided the provisions of ORS 279A.125 are met.

All proposals must be signed in ink in the blank spaces provided herein (Attachment B).

If a firm or partnership makes the proposal, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If a corporation makes the proposal, an official who is authorized to bind the contractor must sign it in the name of such corporation.

The City reserves the right to obtain additional information or clarification of any proposal.

2.3 REJECTION OF PROPOSALS; CANCELLATION OF RFP:

The West Linn Review Committee reserves the right to reject any and all proposals not in compliance with all prescribed public contracting procedures and requirements, to 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 minor informalities. Furthermore, the City reserves the right to cancel the RFP when the cancellation is in the best interest of the City as determined by the City.

2.4 DELIVERY OF PROPOSALS:

All proposals shall be submitted electronically by PDF via email to Stephanie Hastings, Management Analyst – Revenue & Procurement at shastings@westlinnoregon.gov before the due date set in this RFP. Include the project name in the email subject title. Applicants should request an email response stating their application was received. No late responses, hardcopy, or faxed materials will be accepted.

Applications shall be a maximum of 15 pages (plus a maximum of 5 resumes) to address the RFP criteria. File size must be kept under 30MB. Zip files will be rejected by the City’s email filters.

2.5 RECEIPT AND OPENING OF PROPOSALS:

Proposals shall be submitted prior to the time fixed in the RFP. Proposals received after the time so designated will be considered late proposals and will be returned unopened. Delays due to mail and/or delivery handling, including, but not limited to, delays within the City’s internal distribution systems, do not excuse the proposer’s responsibility for submitting the proposal to the correct location by the proposal due date. Facsimile proposals are NOT acceptable. It will be the responsibility of proposers to check OregonBuys for clarifications, addenda, or amendments. No submissions will be considered that are not responsive to any issued amendments.

No responsibility will be attached to any official of the City for the premature opening of, or the failure to open, a proposal not properly addressed and identified.

At the time fixed for the opening, the proposals shall be opened so as to avoid disclosure of contents to competing proposals during the process of negotiation. A register of proposals shall be prepared and shall be open for public inspection after contract award. Once the closing time and date arrive, the names of the proposers submitting proposals are read publicly. No other information will be disclosed.

2.6 WITHDRAWAL OF PROPOSALS:

Proposals may be withdrawn by written request received from the proposers prior to the time fixed for opening. Negligence on the part of the proposer in preparing the proposal confers no right for the withdrawal of the proposal after it has been opened. The proposal will be irrevocable until such time as the City:

1. Specifically rejects the proposal, or;

2. Awards a contract and said contract is properly executed.

Proposals must be valid for at least ninety (90) days.

2.7 MODIFICATIONS:

Any proposer may modify his/her proposal by submitting a new proposal at any time prior to the scheduled closing time for receipt of proposals. The new proposal must state it supersedes and replaces the previous proposal.

2.8 ACCEPTANCE OR REJECTION OF PROPOSALS:

In the award of the contract, the City will consider the element of time, will accept the proposal or proposals which in their estimation will best serve the interests of The City of West Linn, and reserves the right to award the contract to the most qualified, responsive, responsible proposer. The City reserves the right to accept or reject any or all proposals. Without limiting the generality of the foregoing, any proposal, which is incomplete, obscure or irregular, may be rejected. Only one proposal will be accepted from any one firm or association. Any evidence of collusion between proposers may constitute a cause for rejection of any proposals so affected.

2.9 ADDENDA AND INTERPRETATIONS; REQUESTS FOR CLARIFICATIONS; RFP PROTESTS:

No oral interpretations shall be made to any proposer as to the meaning of any of the RFP documents or be effective to modify any of the provisions of the RFP documents.

A proposer who believes any details in the scope of work or terms detailed in the RFP or sample contract are unnecessarily restrictive or limit competition may submit a protest in writing, to Stephanie Hastings, Management Analyst – Revenue & Procurement, 22500 Salamo Road, West Linn, Oregon 97068. A protest may be submitted via email to shastings@westlinnoregon.gov. Any such protest shall include the reasons for the protest and shall detail any proposed changes to the scope of work or RFP or sample contract terms. The City shall respond to any protest and, if necessary, shall issue any appropriate revisions, substitutions, or clarification via addenda to all interested proposers. To be considered, protests must be received at least ten (10) days before the date proposals are due. The City shall not consider any solicitation protest after the established protest deadline. If a protest is received in accordance with this section, the proposal opening date may be extended if necessary to allow consideration of the protest and issuance of any necessary addenda to the proposal documents.

Failure of any proposer to receive any such addenda shall not relieve such proposer from any obligation under the proposal as submitted. All addenda so issued shall become as much a part of the RFP documents as if bound herein.

2.10 NONDISCRIMINATION:

The successful proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, proposer will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, national origin or ancestry, or physical or mental disability unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental disability.

2.11 FAILURE TO SUBMIT OFFER:

If no offer is to be submitted, do not return the RFP. Failure of the recipient to offer, or to notify the issuing office that future solicitations are desired, will not result in removal of the name of such recipient from the mailing list for the type of supplies or services covered by the solicitation.

2.12 PREPARATION OF OFFERS:

Proposers are expected to examine the scope of work and all instructions.

Each proposer shall furnish the information required by the solicitation. Proposers shall sign the solicitation and print or type their name on other submitted exhibits and each continuation sheet thereof on which an entry is made. The person signing the offer must initial erasures or other changes. Proposals signed by an agent are to be accompanied by evidence of his/her authority unless such evidence has been previously furnished.

Proposers shall state a definite time for delivery of supplies or for performance of services.

Time, if stated as a number of days, will include Saturdays, Sundays and holidays.

2.13 EMPLOYEES NOT TO BENEFIT:

No employee or elected official of The City of West Linn shall be admitted to any share or part of this contract or to any benefit that may arise there from; but this provision shall not be construed to extend to this contract if made with a corporation for its general benefit. No contractor shall provide or offer to provide any appreciable pecuniary or material benefit to any officer or employee of City in violation of ORS Chapter 244.

2.14 CITY FURNISHED PROPERTY:

No material, labor or facilities will be furnished by the City unless otherwise provided for in the Request for Proposals.

2.15 COSTS:

All costs incurred by the firm in preparation of their proposal to this RFP, including presentations to the City and/or for participation in an interview, shall be borne solely by the submitting proposer; the City shall not be liable for any of these costs.

2.16 NON-COLLUSION:

By submitting a proposal, the proposer certifies that the proposal has been arrived at independently and has been submitted without any collusion designed to limit competition.

2.17 PROTEST OF AWARD:

Any actual proposer who is adversely affected or aggrieved by the City’s award of the contract to another proposer on the same solicitation shall have seven (7) calendar days from the notice of intent to award to submit a written protest of the award to Stephanie Hastings, Management Analyst – Revenue & Procurement 22500 Salamo Road, West Linn, Oregon 97068. A protest may be submitted via email to shastings@westlinnoregon.gov. The written protest shall specify the grounds upon which the protest is based. In order to be an adversely affected or aggrieved proposer with a right to submit a written protest, a proposer must be next in line for award, i.e. the protester must claim that all higher rated proposers are ineligible for award because they are non-responsive or non-responsible. The City will not entertain protests submitted after the time period established in this rule.

The Notice of Intent to Award by The City of West Linn shall constitute a final decision of the City to award the contract if no written protest of the award is filed with Stephanie Hastings, Management Analyst – Revenue & Procurement within seven (7) calendar days from the notice of intent to award. If a protest is timely filed, the award is a final decision of the City only upon issuance of a written decision denying the protest and affirming the award.

2.18. BUSINESS LICENSE/FEDERAL TAX ID REQUIRED:

A City business license is required and the successful firm shall also complete a W-9 form at time of contract execution.

2.19. REGISTRATIONS REQUIRED

Any consultant submitting a proposal must meet the following minimum registration requirements for their proposal to be considered:

1. Must have current and active registrations with the Oregon Secretary of State to Perform business in the State of Oregon; and

2. Must have current and active registrations with the Oregon Government Ethics Commission to conduct lobbying with State legislators and public officials and be up to date on filing required reports and disclosures.

Proposals from consultants who do not meet the minimum registration requirements will not be considered.

2.20. NO GUARANTEE OF CONTRACT AWARD:

Selection of a Proposer under this RFP is not a guarantee of a contract award, nor is the award of a contract for any portion of the work a guarantee of award of a contract for any subsequent work. All work is subject to budgetary and funding constraints of the City of West Linn.

All legal rights and obligations between the successful proposer, if any, and the City will come into existence only when an agreement is fully executed by the parties, and the legal rights and obligations of each party shall at that time be only those rights and obligations which are set forth in the agreement and any other documents specifically referred to in that agreement and executed by the parties.

2.21. CONTRACT NEGOTIATION:

Response to this RFP indicates agreement by the proposer with all stipulations and requirements of this RFP, including the Sample Contract for Services, which is subject to subsequent contract negotiation. The contract shall take the form set forth in Attachment A. The City is willing to negotiate ONLY the Statement of Work and pricing.

The City is not required to make any changes to the standard form of contract and many provisions cannot be changed. Proposer is cautioned that the City of West Linn believes modifications to the standard provisions constitute increased risk and increased cost to the City.

2.22. CONFIDENTIALITY:

All information submitted by a proposer shall become and remain the property of the City and is considered public information and subject to disclosure pursuant to the Oregon Public Records Law, except such portions of the proposal, as identified by the proposer, which are exempt from disclosure consistent with Oregon law. If a proposal contains any information that the proposer believes is exempt from disclosure under the various grounds specified in the Oregon Public Records Law, the proposer must clearly designate each such portion of its proposal as exempt at the time of proposal submission, along with a justification and citation to the legal authority relied upon. Identifying the proposal, in whole, as exempt from disclosure is not acceptable. Failure to identify specific portions of the proposal as exempt shall be deemed a waiver of any future claim of that information as exempt.

The City will make available to any person requesting information, through the City processes for disclosure of public records, any and all information submitted as a result of this RFP not exempted from disclosure without obtaining permission from any proposer to do so. City may also, in its sole discretion, elect to publish all such information at any time, regardless of whether or not a public records request has been received. However, if a public records request is made for material marked by the proposer as exempt, the City will attempt to notify the impacted proposer prior to any release of the material. Application of the Oregon Public Records Law by the City will determine whether any information is actually exempt from disclosure. The City accepts no liability for the release of any information submitted.

PART 3: PROPOSAL CONTENTS

3.1 GENERAL:

The proposal should contain the required elements as stated in PART 3.2 DETAILED PROPOSAL CONTENTS and PART 4, SCOPE OF WORK AND CONDITIONS of this RFP.

The City reserves the right to solicit additional information or proposal clarification from the firms, or any one firm submitting proposals, should the City deem such information necessary.

Any proposer-supplied material that is to be considered confidential must be so marked.

The proposals shall be submitted electronically by PDF via email to Stephanie Hastings, Management Analyst – Revenue & Procurement, at shastings@westlinnoregon.gov] before the due date set in this RFP. Include the project name in the email subject title. Applicants should request an email response stating their application was received. No late responses, hardcopy, or faxed materials will be accepted. File size must be kept under 30MB. Zip files will be rejected by the City’s email filters.

3.2 DETAILED PROPOSAL CONTENTS:

Section 1 Cover Letter and Signature Page

a. A one-page dated cover letter indicating the firm’s understanding of and interest in the project with signature shall be submitted containing the name, address, tax filing name and number of the corporation or business structure submitting the Proposal. Please indicate if the firm is a resident vendor, as defined in ORS 279A.120. Also submit the name, address, telephone, email, and title of the person authorized to represent the firm.

b. Provide a signed copy of the “Acceptance of Terms Signature Page” (Attachment B) provided with this RFP.

Section 2 Table of Contents

a. A table of contents of the material included in the Proposal.

Section 3 General Firm Information

a. Provide a general description of the firm. Include a delineation of proposed services, company experience, and approach to the project. This section may include a flow chart, methodology, unique management strategies, etc. Provide an organizational chart showing key personnel and their work location(s).

b. Demonstrate specific capabilities for fulfilling the project requirements according to similar previous experience, including years of business, bonding capabilities, and any past bankruptcy filings.

c. Demonstrate experience specific to municipal lobbying and legislative representation; preference will be given to firms that demonstrate experience working with local governments in the State of Oregon.

d. Describe the firm’s internal procedures related to work quality and cost control.

e. Identify any contract or subcontract held by the firm that, in the last five years, has been terminated, declared in default, or subject to a claims process that resulted in litigation or arbitration.

f. Provide information on the types and amounts of insurance carried by the firm.

g. Demonstrate that the proposer is has current and active registrations with the Oregon Secretary of State to do Business in Oregon.

h. Demonstrate that the proposer has current and active registrations with the Oregon Government

Ethics Commission to conduct lobbying and is up to date on filing required reports and disclosures.

Section 4 Experience, Organization, and Qualifications of the Project Team

a. Provide the organizational structure of the teams who would be assigned to this project, including experience and relevance of key personnel that will be assigned to this project. Identify relevant education, professional certifications, years of experience and resumes (5 maximum resumes) of key personnel.

b. Identify a proposed project manager that would serve as the key point of contact for the City.

Describe the project manager’s experience with similar projects and their tenure with the firm.

c. Include names, addresses, phone numbers, and a statement of qualifications and experience of subcontractors that may be used to complete project tasks, if needed.

Section 5 Project Understanding and Example Projects

a. Describe in narrative form, with tables or other figures as desired, the firm’s understanding of the type of work required for this project, the proposed approach, and technical plan for accomplishing the work listed herein. Discuss creation of products that are clear and easy to use and understand, provide examples of prior work with this in mind.

b. Describe similar projects performed within the last 5 years which best characterize your firm’s capabilities and work quality. Include project size, location, schedule, quality of performance, and role of participation in project by key personnel. For each project include the name, address, email, and phone number of a person who can be contacted regarding your performance on the project. When submitting projects for which your team worked in an auxiliary capacity or in a joint venture or partnership, include the name of the lead firm. References that are municipalities with similar legislative priorities as the City of West Linn will be preferred

Section 6 Principal Office Location and Local Participation

a. Identify the location of the firm’s principal office and the office location of key staff expected to work on the project. Discuss staff availability and scheduling to work on City projects, in addition to the ability to provide local presence for site visits and meetings. A locally based project manager is preferred.

Section 7 Additional Information and List of Exceptions

a. Please provide any other information you feel would help the Review Committee evaluate your firm for this project.

b. Describe any exceptions taken to any section in the RFP and state when such exception was made to the City via a protest or request for interpretation. Standard contract terms will not be negotiated.

Section 8 Cost Proposal

a. This section shall list the fees to provide the proposed services. Fee Schedule shall include the not-to-exceed first-year fee, including classifications, hourly rates, and estimated hours. Include all travel within fee (no separate travel reimbursement). The price proposal may include options or tiers for the City to review potential levels of service.

b. Fees for Federal lobbying shall be broken out into a separate option or price component. Include all travel within fee (no separate travel reimbursement). The price proposal may include options or tiers for the City to review potential levels of service.

c. Provide fee information on the “Not to Exceed Price for Proposed Services Schedule” in Attachment C for the completion of the projects described in Section 4.2 Scope of Work for the calendar years ending December 31, 2026, through December 31, 2030.

PART 4: SCOPE OF WORK AND CONDITIONS

4.1 INTRODUCTION:

The City of West Linn is requesting proposals for Legislative Representation & Lobbyist Services. The City seeks state and federal government affairs and lobbying services to develop and advocate for the City’s legislative priorities. Key topic areas include infrastructure financing (particularly drinking water system, roads, pedestrian/bicycle safety, and parks), infrastructure maintenance, property tax reform, community/economic development, tourism, and affordable housing.

West Linn operates under the council–manager form of government. Policymaking authority is vested in a City Council consisting of the Mayor and four Councilors. The City Manager implements Council policy, oversees daily operations, and appoints department heads. The City provides police, municipal court, community development, utilities, streets, parks and recreation, library, and administrative services.

4.2 SCOPE OF WORK:

At the state level, the Consultant will:

• Provide strategic and tactical advice on political influence, government issues, municipal priorities, and new state funding.

• Advise on development of the City’s legislative agenda and supporting materials.

• Identify, pursue, and help secure state, regional, and county program funding aligned to the City’s priorities.

• Assist City elected and appointed officials in developing and sustaining long-term relationships with elected and appointed officials; attend meetings;

prepare talking points; and provide meaningful follow-up.

• Provide timely responses to City inquiries regarding legislative activities.

• Coordinate and facilitate strategy calls with City staff during the Oregon Legislative session and as needed throughout the year.

• Coordinate and facilitate meetings between the City Council and the City’s local legislative delegation during and between legislative sessions.

The City is less active currently at the federal level. On an as-needed basis, the City seeks contractor support to:

• Identify, pursue, and help secure federal funding opportunities, including appropriations and grants.

• Assist City officials in developing and sustaining relationships with federal elected and appointed officials; attend meetings; prepare talking points; and provide meaningful follow-up.

These services will be performed under the authority of the City Council and the direction of the City Manager or designee.

State-level deliverables:

• Support development of the City’s legislative agenda, materials, and meeting strategy aligned with City priorities.

• Provide a presentation to the West Linn City Council on legislative efforts prior to each Oregon Legislative Session.

• Develop and present an end-of-session written report to City Council.

• Prepare and submit quarterly lobbying expenditure reports on behalf of the City, City Manager, and applicable staff as required.

Federal-level deliverables:

• Develop and provide a written annual report highlighting accomplishments and key actions by December 31 annually.

• Prepare and submit quarterly lobbying expenditure reports on behalf of the City, City Manager, and applicable staff as required.

All deliverables and work products will be the property of the City of West Linn.

4.3 SUBCONTRACTORS

The City of West Linn requires that each proposer shall state in its proposal the subcontractor(s) that proposer anticipates to employ to perform any work or labor, or any service, under the contract. This statement shall include the name of the subcontractor, address, telephone number, estimated percentage of work, statement of qualifications and experience and the nature of work to be performed. The Contractor shall be responsible for transmitting and enforcing all contract requirements to subcontractors.

The proposal shall also state the method for selecting the subcontractor

4.4 PROJECT COSTS

The City has approximate budgeted range of $35,000-$45,000 for this project in its [2025- 2026] fiscal year budget.

4.6 QUESTIONS ON SCOPE OF WORK INFORMATION AND EVALUATION:

Questions relating to the Scope of Work and Evaluation and Selection Criteria (PART 5) shall be addressed in writing to:

Stephanie Hastings

Management Analyst – Revenue & Procurement City of West Linn

22500 Salamo Road West Linn, Oregon 97068 shastings@westlinnoregon.gov

PART 5: EVALUATION AND SELECTION CRITERIA

5.1 PROPOSAL REVIEW:

The Review Committee will evaluate the submitted Proposals. Each proposal will be evaluated on their adherence to the specifications outlined in Part 4 Scope of Work and Conditions and Part 5.2 Evaluation Criteria.

The Review Committee consists of members of City Council, City Administration, and Department heads.

Selected proposers will be contacted for further evaluation if necessary; that may include oral interviews. Although price is a consideration when engaging this proposer, the intent is to provide the City with a given level of specialized skill, knowledge, resources, qualifications, and performance history. Expertise, knowledge and the ability to exercise sound professional judgment are primary considerations in the selection process

The City Council will review the recommendation on proposals from the Review Committee Staff and authorize the City Manager to enter into contract negotiations. During negotiation the City 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 City is unable to come to terms with the first choice contractor, discussions shall be terminated and negotiations will begin with the second choice contractor. The City reserves the right to reject any and all proposals.

The City reserves the right to modify or incorporate additional steps in the evaluation process in the interest of having a thorough and comprehensive body of information in order to make a recommendation.

The City will determine if an apparent successful proposer is responsible prior to award and execution of a contract.

The City may award this solicitation to and negotiate a contract with the most qualified, responsive, responsible proposer, as determined in its sole discretion. The City reserves the right to select one or more contractor to fulfill the scope of work if needed or if it is in the interest of the City to do so.

Upon determination of the successful proposer, the City will issue a Notice of Intent to Award letter notifying all proposers of the RFP process having concluded, the selection of the successful proposer, subject to negotiation of any negotiable provisions, and protest procedures. Contract negotiations will follow with the finalist, and if successful, may result in a final award of the contract.

5.2 EVALUATION CRITERIA:

The following criteria will be considered in evaluating all proposals. A major deficiency in any one category can disqualify the proposer. Attachment B: Acceptance of Terms Signature Page, and Attachment C: Not To Exceed Price for Prosed Services Schedule are required; failure to meet this requirement may result in a non-responsive proposal.

1. Project Understanding, Approach & Scope 0-30 points The approach offered by the proposer will be evaluated in terms of its applicability to the requirements specified in this RFP.

2. Qualifications & Experience 0-20 points The experience of the proposer and /or subcontractors in like projects and history of the company or individual will be considered.

4. Fee & Schedule 0-50 points

All proposals will be evaluated on the fee required to meet the requirements in this RFP.

PROPOSAL EVALUATION SUBTOTAL POINTS 0-100 POINTS

5. Presentations/ Interviews (if held) 50 points Top proposers invited to interview will be evaluated based on their ability to answer questions related to their technical proposal and pricing structure as it applies to the Scope of Work.

TOTAL POSSIBLE POINTS 0-150 POINTS

ATTACHMENT A: SAMPLE CONTRACT FOR SERVICES

{00946210; 1 }Page 1 of 23 V. 5.13.2025

PERSONAL SERVICES AGREEMENT

FOR

LEGISLATIVE REPRESENTATION AND LOBBYIST SERVICES

City: City of West Linn, a municipal corporaƟon of the State of Oregon.

Contractor: [SERVICE PROVIDER], a [ENTITY TYPE] of the state of [ENTITY STATE].

[ADDRESS]

Term: January 1, 2026 through December 31, 2026 with four (4) one-year opƟons to renew.

CompensaƟon: Not to exceed [AMOUNT].

CONTRACTING PARTIES

This Agreement is entered into between the City of West Linn, a municipal corporaƟon of the State of Oregon (“City”), and [SERVICE PROVIDER], a [ENTITY TYPE] of the state of [ENTITY STATE] (“Contractor”). This Agreement is made effecƟve as of [January 1, 2026 (the “EffecƟve Date”). This Agreement may refer to the City and Contractor individually as “Party” or jointly as “ParƟes.”

RECITALS

WHEREAS, the City has a need for personal services that require specialized technical, creaƟve, professional or communicaƟon skills or talents, unique and specialized knowledge, or the exercise of discreƟonary judgment, and for which the quality of the service depends on aƩributes that are unique to the service provider. In parƟcular, the City is seeking LegislaƟve RepresentaƟon and Lobbyist Services (the “Services”); and

WHEREAS, the City conducted a formal qualificaƟons-based selecƟon for the Services, and Contractor responded by submiƫng a proposal for the Services dated [DATE] (the “Proposal”); and

WHEREAS, the City duly selected Contractor based on Contractor’s capability, experience, approach, compensaƟon requirements, references and other criteria to perform the Services, which the City Council authorized on (DATE) , based on the informaƟon provided in Contractor’s Proposal; and shastings Typewriter

{00946210; 1 }Page 2 of 23

WHEREAS, the City desires to contract with Contractor to provide the Services.

AGREEMENT

NOW THEREFORE, in consideraƟon of the foregoing Recitals incorporated by this reference and the mutual promises contained in this Agreement, City and Contractor agree as follows:

1. Term.

The iniƟal term of this Agreement shall be from the January 1, 2026 through December 31, 2026, with the City’s opƟon to extend for an addiƟonal four (4) one-year opƟons to renew, for a total not to exceed 5 years, unless amended or sooner terminated under the provisions of this Agreement. Passage of the Agreement’s term shall not exƟnguish, prejudice, or limit either party’s right to enforce this Agreement with respect to any default or defect in performance that has not been corrected.

2. Contractor’s Services.

Contractor shall perform the Services and provide the required deliverables in accordance with the terms and condiƟons of this Agreement. The Services, the deliverables required to be created thereunder, and the schedule for performance are set forth in Exhibit A, Scope of Services. Any conflict between this Agreement and Contractor’s Proposal shall be resolved first in favor of this Agreement and pursuant to the order of precedence set forth herein. Contractor will use its best efforts and due diligence in its performance of the Services and will provide such personnel, materials, supplies, and equipment as are necessary to successfully provide the Services. Contractor will perform the Services consistent with the skill and knowledge possessed by well-informed members of its industry, trade or profession and will apply that skill and knowledge with care and diligence to perform the Services under this Agreement in a professional manner and in accordance with highest standards prevalent in Contractor’s industry, trade or profession under similar condiƟons and circumstances (“Standard of Care”). All Contractor personnel and those of their subconsultants and subcontractors (collecƟvely, “subcontractors”), if any, shall be properly trained and fully licensed to undertake any acƟviƟes pursuant to this Agreement, and Contractor shall have all requisite permits, licenses and other authorizaƟons necessary to provide the Services.

3. Contractor’s IdenƟficaƟon.

Contractor shall provide the City Contractor’s employer idenƟficaƟon number, as designated by the Internal Revenue Service, or, if the Internal Revenue Service has designated no employer idenƟficaƟon number, Contractor’s Social Security number.

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4. CompensaƟon.

The City agrees to pay Contractor a sum not to exceed [AMOUNT] for saƟsfactory compleƟon of all Services. Upon saƟsfactory compleƟon by Contractor and City’s acceptance of any tasks, milestones or other deliverables described in Exhibit A, City agrees to pay Contractor at the Ɵmes and in the amount(s) set forth in this Agreement and in accordance with Exhibit B, AddiƟonal Payment Terms.

Contractor shall submit quarterly requests for payment to the City for Services performed under this Agreement, and the invoices shall describe the Services performed, by whom they were performed, the number of hours worked, and itemize and explain all expenses for which reimbursement is being claimed. All expenses must be preapproved in wriƟng by the City. Contractor shall choose the most economical form of transportaƟon, and surface transportaƟon mileage will be reimbursed for only one vehicle per two Contractor personnel at the current in-effect IRS rate. Meals and incidental expenses will be paid consistent with the current in-effect U.S. General Services AdministraƟon (GSA) per diem rate, and hotels and parking will be paid at actual amounts, not to exceed the GSA daily rate. No reimbursement will be made for any alcohol purchases, personal entertainment, or parking or traffic citaƟons.

The City shall make payments for undisputed Services in a Ɵmely manner, within thirty (30) days of receipt of a complete and acceptable request for payment. Requests for payment received from the Contractor pursuant to this Agreement will be reviewed and approved by the City prior to payment.

The City shall not pay compensaƟon for any porƟon of the Services not performed.

Payment shall not be considered acceptance or approval of any Services or waiver of any design defects therein. The compensaƟon contemplated in this SecƟon shall consƟtute full and complete payment for said Services.

Contractor must promptly pay all sums due to subcontractors for services and reimbursable expenses aŌer receiving payment for those services from City.

5. Project Managers and NoƟce.

The ParƟes designate the following individuals as their Project Managers, who are designated to send and receive any noƟces required under this Agreement.

City’s Project Manager Contractor’s Project Manager

John Williams [Name of Project Manager] 22500 Salamo Road [Address of Project Manager] shastings

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West Linn, OR 97068 [Address of Project Manager] e:jwilliams@westlinnoreogn.gov e:[Email of Project Manager] p: 503-742-6063 p:[Phone of Project Manager]

Each Party shall give the other wriƩen noƟce of any intended change of their Project Manager. Any change to Contractor’s Project Manager must be approved by the City, such approval not to be unreasonably withheld.

Key Persons. The ParƟes agree that the City relied on the special qualificaƟons of Key Persons as a material inducement to enter into this Agreement. For purpose of this Agreement, “Key Person” means the persons idenƟfied in Exhibit A of this Agreement.

The City is engaging Contractor due to the experƟse, experience, judgment, and personal aƩenƟon of Key Persons under this Agreement. Neither Contractor nor any Key Person shall delegate performance of the duƟes and obligaƟons of such Key Person under this Agreement to any other employee, agent or subcontractor of Contractor unless the City provides prior wriƩen consent to such delegaƟon. Contractor shall not reassign or transfer a Key Person to other duƟes or posiƟons so that the Key Person is no longer available to provide the City with that Key Person’s services unless the City provides prior wriƩen consent to the reassignment or transfer, or the reassignment or transfer is required based on the terminaƟon of employment, illness, death, disability or other similar cause. The ParƟes further agree that Contractor’s change in Key Persons include various project inefficiencies that will cause damages to the City but that are difficult to be determined.

Therefore, Contractor agrees to pay the City, as a liquidated damage for such inefficiencies and not as a penalty, [$$$] for each such change.]

Unless otherwise stated in the Agreement, all noƟces shall be made in wriƟng and may be given by email (read receipt requested). Mailed noƟces shall be deemed given upon deposit in the United States mail, postage prepaid. In all other instances, noƟces shall be deemed given at the Ɵme of actual delivery.

6. Project InformaƟon.

Contractor agrees to promptly share all informaƟon related to the Services with the City and to fully cooperate with all corporaƟons, firms, contractors, governmental enƟƟes, and persons involved in or associated with the Services.

7. Duty to Inform.

Contractor shall give prompt wriƩen noƟce to the City’s Project Manager if, at any Ɵme during the performance of this Agreement, Contractor becomes aware of actual or potenƟal problems, faults or defects in the Services, any nonconformity with the shastings

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Agreement, or with any federal, state, or local law, rule, regulaƟon, decree, or other mandate, or if Contractor has any objecƟon to any decision or order made by the City.

Any delay or failure on the part of the City to provide a wriƩen response to Contractor shall consƟtute neither agreement with nor acquiescence to Contractor’s statement or claim, and shall not consƟtute a waiver of any of the City’s rights.

8. Time is of the Essence.

Time is of the essence as to the performance of the Services under this Agreement.

Contractor’s failure to adhere to the work schedule in Exhibit A is sufficient grounds for the City to terminate this Agreement for cause. If Contractor anƟcipates any delay that may prevent Ɵmely performance of Contractor’s obligaƟons under this Agreement, Contractor shall promptly noƟfy the City, including the anƟcipated length of the delay, the cause of the delay, measures proposed or taken to prevent or minimize the delay, and the Ɵmetable for implementaƟon of such measures. Contractor shall be liable for any loss, expense, or damage resulƟng from delay in the performance of the Services, which are due to any cause, except to the extent that those delays are caused by City fault or result from a Force Majeure. In the event of delay, the City may obtain subsƟtute services from another source and bill all addiƟonal costs directly to Contractor.

9. Contractor is Independent Contractor.

Contractor is an independent contractor of the City for all purposes and shall be enƟtled to no compensaƟon other than the compensaƟon expressly provided by this Agreement. No employment or agency relaƟonship is or is intended to be created between the City and any individual represenƟng Contractor. Employees of Contractor and any authorized subcontractors shall perform their work under this Agreement under Contractor’s sole control. Contractor hereby expressly acknowledges and agrees that as an independent contractor, Contractor is not enƟtled to indemnificaƟon by the City or the provision of a defense by the City under the terms of ORS 30.285. This acknowledgment by Contractor shall not affect Contractor’s independent ability (or the ability of Contractor’s insurer) to assert that the monetary limitaƟons found at ORS 30.272, the immuniƟes listed at ORS 30.265 or other limitaƟons affecƟng the asserƟon of any claim under the terms of the Oregon Tort Claims Act (ORS 30.260 to ORS 30.300).

10. Contractor RepresentaƟons and WarranƟes.

Contractor represents and warrants to the City that:

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i. Contractor has the power, authority, ability, skills, and capacity to enter into and perform this Agreement, and when executed and delivered this Agreement shall be a valid and binding obligaƟon of Contractor enforceable in accordance with its terms.

ii. Contractor is validly organized and exists in good standing under the laws of the State of Oregon, and Contractor is duly qualified, registered or licensed to do business in good standing in the State of Oregon.

iii. The execuƟon, delivery and performance of this Agreement and the consummaƟon of the transacƟons contemplated hereby have been duly authorized by all necessary acƟon and do not and will not (a) require any further consent or approval of the board of directors or any shareholders of the Contractor or any other person which has not been obtained or (b) result in a breach or default under the cerƟficate of incorporaƟon or by-laws of the Contractor or any indenture or loan or credit agreement or other material agreement or instrument to which the Contractor is a party or by which the Contractor’s properƟes and assets may be bound or affected. All such consents and approvals are in full force and effect.

iv. Contractor is engaged as an independent contractor and will be responsible for any federal, state or local taxes applicable to any payments made under this Agreement.

v. Contractor is not eligible for any federal social security, unemployment insurance, pension, PERS or workers’ compensaƟon benefits from compensaƟon or payments paid to Contractor under this Agreement.

vi. Contractor is not an employee of the City, any special district, local government, the federal government or the State of Oregon.

vii. Contractor has complied and will conƟnue to comply with all applicable federal, state, and local laws and regulaƟons applicable to the performance of Contractor’s obligaƟons under this Agreement. Contractor warrants it is currently in compliance with all tax laws.

viii. Contractor warrants that as of the EffecƟve Date there are no suits, acƟons, other proceedings, or reasonable anƟcipaƟon thereof, in any judicial or quasi-judicial forum that will or may adversely affect Contractor’s ability to fulfill its obligaƟons under this Agreement. Contractor further warrants that it will immediately noƟfy the City in wriƟng if, during the Term of this Agreement, Contractor becomes aware of, or has reasonable anƟcipaƟon of, any lawsuits, acƟons, or proceedings in any judicial or quasi-judicial forum that involves Contractor or any Subcontractor and that will or may adversely affect Contractor’s ability to fulfill its obligaƟons under this Agreement.

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ix. Contractor, and Contractor’s employees and subcontractors, shall be qualified, professionally competent and duly licensed to perform the work and Services at all Ɵmes during the term of this Agreement.

x. Contractor has the skill and knowledge possessed by well-informed members of its industry, trade or profession and will apply that skill and knowledge with care and diligence to perform the Services under this Agreement in a professional manner and in accordance with standards prevalent in Contractor’s industry, trade or profession under similar condiƟons and circumstances.

xi. Contractor has read, understands and agrees to be bound by each of the terms and condiƟons of this Agreement.

xii. Contractor prepared its Proposal for these Services independently from all other proposers, and without collusion, fraud or other dishonesty. Contractor warrants it has no present interest and shall not acquire any interest that would conflict in any manner with its duƟes and obligaƟons under this Agreement.

xiii. Any Goods/Items/Equipment/Components/Hardware/Software/Intellectual Property Rights, etc. delivered to or granted to the City under this Agreement, and Contractor’s Services rendered in the performance of Contractor’s obligations under this Agreement, are provided to the City free and clear of any and all restrictions on or conditions of use, transfer, modification, or assignment, and are free and clear of any and all liens, claims, mortgages, security interests, liabilities, charges, and encumbrances of any kind.

xiv. Upon the City’s request, Contractor shall provide the City with evidence reasonably saƟsfactory to the City confirming the foregoing representaƟons and warranƟes. The representaƟons and warranƟes set forth in this secƟon are in addiƟon to, and not in lieu of, any other representaƟons and warranƟes that Contractor provides.

11. Indemnity.

i. Contractor shall indemnify, defend and hold harmless the City, its officers, elected and appointed officials, agents, and employees, from all claims, demands, suits, and acƟons for all losses, damages, liabiliƟes, costs and expenses (including all aƩorneys’ fees and costs), resulƟng from or arising out of the acƟons, errors, or omissions of Contractor or its officers, employees, subcontractors, or agents under this Agreement.

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ii. Infringement Liability. Contractor shall indemnify, defend, and hold harmless the City, its directors, officers, employees, and agents from and…