RFP - P&CC24-062 Art Acquisitions for SY Campus HT Building_FINAL.pdf

REQUEST FOR PROPOSALS

Solicitation No: P&CC24-062 – RFP

Art Acquisitions for the Sylvania Campus Health Technology Building East Side (HT East)

RFP Closing (Due Date & Time):

October 25, 2024 at 2:00 p.m. Pacific Time

Issued by:

Portland Community College

Planning & Capital Construction 9700 SW Capitol Highway – Suite 260

Portland, OR 97219

Issue Date: September 11, 2024

105APR23RFP047

Table of Contents

Summary and Published Legal Notice 1

SECTION I – INTRODUCTION 2

1. INTRODUCTION 2

2. DEFINITIONS 2

3. SOLICITATION REVIEW 2

4. BACKGROUND 2

5. SCOPE OF WORK 3

6. CONTRACT 3

7. AMENDMENTS 4

8. COLLEGE REPRESENTATIVE 4

9. SOLICITATION SCHEDULE 4

10. CONTACT DURING SOLICITATION 4

11. PRE-PROPOSAL CONFERENCES AND SITE VISITS 4

12. ELECTRONIC PROPOSALS 5

SECTION II – STATEMENT OF WORK 6

1. PURPOSE & INTRODUCTION 6

2. GENERAL REQUIREMENTS 7

3. SPECIFIC REQUIREMENTS 7

4. PROJECT SCHEDULE 8

5. BUSINESS EQUITY, WORKFORCE EQUITY, AND RESPECTFUL WORKSITE 8

6. SUSTAINABILITY COMMITMENT 9

7. ADDITIONAL REQUIREMENTS 9

SECTION III – RESPONSE AND EVALUATION 10

1. INTRODUCTION 10

2. PROPOSAL FORMAT 10

3. PROPOSAL CONTENT REQUIREMENTS 11

4. EVALUATION CRITERIA 12

5. PROPOSAL EVALUATION 13

6. EVALUATION COMMITTEE 14

7. INTERVIEWS (RESERVED) 14

8. DISCUSSIONS & NEGOTIATIONS – Pursuant to OAR 137-047-0261 14

SECTION IV – PUBLIC CONTRACTING RULES 17

1. FORMAL SELECTION PROCEDURE – Pursuant to OAR 137-047-0260 17

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

3. PROPOSALS ARE OFFERS – Pursuant to OAR 137-047-0310 17

4. ELECTRONIC PROCUREMENT – Pursuant to OAR 137-047-0330 17

5. PROPOSAL PREPARATION – Pursuant to OAR 137-047-0400 18

6. PROPOSAL SUBMISSION – Pursuant to OAR 137-047-0410 18

7. ADDENDA – Pursuant to OAR 137-047-0430 18

8. QUESTIONS/CLARIFICATIONS/CHANGES & SOLICITATION PROTEST 19

9. PRE-CLOSING MODIFICATION OR WITHDRAWAL OF PROPOSALS – Pursuant to OAR 137-047-0440 19

10. RECEIPT, OPENING, & RECORDING OF PROPOSALS – Pursuant to OAR 137-047-0450 20

11. LATE PROPOSALS, LATE WITHDRAWALS, & LATE MODIFICATIONS – Pursuant to OAR 137-047-0460 20

12. MISTAKES – Pursuant to OAR 137-047-0470 20

13. TIME FOR AGENCY ACCEPTANCE – Pursuant to OAR 137-047-0480 21

14. EXTENSION OF TIME FOR ACCEPTANCE OF PROPOSAL – Pursuant to OAR 137-047-0490 21

105APR23RFP047

15. EVALUATION & AWARD – Pursuant to OAR 137-047-0600 21

16. NOTICE OF INTENT TO AWARD – Pursuant to OAR 137-047-0610 22

17. REJECTION OF A PROPOSAL – Pursuant to OAR 137-047-0640 22

18. REJECTION OF ALL OFFERS – Pursuant to OAR 137-047-0650 23

19. SOLICITATION CANCELLATION – Pursuant to OAR 137-047-0660 23

20. PROPOSAL COSTS 24

21. SOLICITATION PROTEST – Pursuant to OAR 137-047-0730 24

22. CONTRACT AWARD PROTEST – Pursuant to OAR 137-047-0740 25

23. ADDITIONAL REQUIREMENTS 25

24. CONFIDENTIALITY OF PROPOSALS 25

25. MULTI-TIERED & MULTISTEP PROPOSALS – Pursuant to OAR 137-047-0261 26

SECTION V – PUBLIC WORKS REQUIREMENTS 30

1. PUBLIC WORKS REQUIREMENTS 30

2. REGISTRATION REQUIREMENTS 30

3. BOLI/PWR REQUIREMENTS – Pursuant to ORS 279C.800 to 279C.875 30

4. BONDS: PERFORMANCE, PAYMENT, & PUBLIC WORKS – Pursuant to OAR 137-049-0460 & ORS 279C 30

5. SUBSTITUTE CONTRACTOR – Pursuant to OAR 137-49-0470 30

6. FOREIGN CONTRACTOR – Pursuant to OAR 137-49-0490 30

7. CERTIFIED PAYROLL WITHHOLDING – Pursuant to ORS 279C.845 30

8. DRUG TESTING REQUIREMENT 30

9. OTHER TERMS AND CONDITIONS 30

SECTION VI – ATTACHMENTS 31

PROPOSAL SUBMISSION CHECKLIST 32

ATTACHMENT A – PROPOSER CERTIFICATION 33

ATTACHMENT B – CERTIFICATION STATEMENT FOR CORPORATION OR INDEPENDENT CONTRACTOR 35

ATTACHMENT C – AFFIDAVIT OF NON-COLLUSION / COMPLIANCE WITH TAX LAWS 36

ATTACHMENT D – NON-CONFLICT OF INTEREST CERTIFICATION 37

ATTACHMENT E – PROPOSER RESPONSIBILITY FORM 38

ATTACHMENT F – PROPOSER REFERENCE FORM 42

ATTACHMENT G – PRICE SCHEDULE – RESERVED 43

ATTACHMENT H – COST RESPONSIBILITY MATRIX – RESERVED 44

ATTACHMENT I – SAMPLE PERSONAL SERVICE CONTRACT 45

ATTACHMENT J – CONTRACTING EQUITY PROGRAM SPECIFICATIONS – RESERVED 54

ATTACHMENT K – WORKFORCE TRAINING & HIRING PROGRAM – RESERVED 55

ATTACHMENT L – RESPECTFUL WORKPLACE PROGRAM REQUIREMENTS – RESERVED 56

ATTACHMENT M – PCC CLEAN AIR CONSTRUCTION STANDARD – RESERVED 57

ATTACHMENT N – SUBMISSION FORM 58

ATTACHMENT O – LOCATION SHEETS 60

205APR23RFP047

Portland Community College Planning & Capital Construction

9700 SW Capitol Hwy – Suite 260 Portland, OR 97219

REQUEST FOR PROPOSALS

AND CALL FOR ARTISTS

Solicitation No: P&CC24-062 – RFP Art Acquisitions for the Sylvania Campus Health Technology Building East Side (HT East)

Summary and Published Legal Notice The purpose of this Request for Proposals (Solicitation) is to obtain Proposals from artists (Proposers) interested in providing permanent artwork for the east side of the Health Technology Building (HT East) located on Portland Community College’s Sylvania Campus.

Interested Proposers must submit an electronic Proposal pursuant to the provisions of this Solicitation via PCC’s BidLocker page: https://bidlocker.us/a/pcc/, NO LATER THAN:

SOLICITATION DUE DATE AND TIME (CLOSING):

October 25, 2024 at 2:00 p.m. Pacific Time

LATE PROPOSALS WILL NOT BE ACCEPTED.

Timely submitted Proposals will be opened and recorded. The number of Proposals received, the identity of the Proposer, or the contents of any Proposal will not be disclosed to the public until all Proposals have been evaluated, negotiations completed if required, and recommendations for Award have been published.

Proposers are solely responsible for ensuring that Portland Community College receives its Proposal.

The electronic Solicitation documents can be found on BidLocker at https://bidlocker.us/a/pcc/. Learn more at http://pcc.edu/artsolicitation.

Minority-Owned, Women-Owned, Veteran-Owned, and Disadvantaged Business Enterprises, along with Emerging Small Businesses, are encouraged to submit a Proposal. We welcome Proposals from emerging artists, and those from traditionally underserved and diverse communities. Current employees of the College are not eligible to Propose. The opportunity is open to local, regional, and national Proposers.

PROPOSERS MUST FAMILIARIZE THEMSELVES WITH THE ENTIRE SOLICITATION.

● All questions and comments regarding this Solicitation must be directed ONLY IN WRITING to Cherie Maas-Anderson, Buyer Contract Specialist, by email to: cmaas@pcc.edu.

NOTE: This email address is NOT the secure email address to be used when submitting a Proposal.

● Proposers are required to attend a mandatory pre-Proposal Zoom conference either on September 24 from 10:00 a.m. - 11:00 a.m. or September 25 from 3:00 p.m. - 4:00 p.m.:

https://portlandcc.zoom.us/j/94316337322

● Site visits are optional and will be offered on October 8 from 10:00 a.m. - 11:00 a.m. and October 9 from 6:00 p.m. - 7:00 p.m.

● Proposals must be notarized before submission (see Attachment C).

PROPOSALS MUST BE PURSUANT TO THE PROVISIONS OF THIS SOLICITATION.

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

This notice is published September 11, 2024.

Cherie Maas-Anderson, P&CC Buyer Contract Specialist

28JUN21RFP047 1

https://bidlocker.us/a/pcc/ https://bidlocker.us/a/pcc/BidLocker http://pcc.edu/artsolicitation https://portlandcc.zoom.us/j/94316337322

SECTION I – INTRODUCTION

Art Acquisitions for the Sylvania Campus HT Building

SECTION I – INTRODUCTION

1. INTRODUCTION

1.1. This Solicitation is issued pursuant to ORS 279A, ORS 279B, ORS 279C and the Portland Community

College – Community College Rules of Procurement.

2. DEFINITIONS

Throughout this document, the following definitions apply:

2.1. "College," “Owner,” or “PCC” means Portland Community College.

2.2. “Closing” means the date and time specified in the Solicitation as the deadline for submitting

Proposals.

2.3. “Contractor” or “Supplier” means the person(s) or firm Awarded a Contract as a result of this

Solicitation.

2.4. “Proposal” or “Offer” means a Written response to provide goods or services in response to this

Solicitation.

2.5. “Proposer” means the person(s) or firm that submits a Proposal in response to this Solicitation.

3. SOLICITATION REVIEW

3.1. Proposers must carefully review the Solicitation documents, and are responsible for knowing and understanding all terms and conditions. Unless defects, ambiguities, omissions, or errors are brought to the College's attention by protest pursuant to QUESTIONS/CLARIFICATIONS/CHANGES &

SOLICITATION PROTEST in SECTION IV – INSTRUCTIONS TO PROPOSERS, protests or appeals based on such defects, ambiguities, omissions, or errors received after issuance of the Notice of Intent to Award

(NOI) may not be favorably considered.

4. BACKGROUND

4.1. As the largest post-secondary institution in Oregon, Portland Community College serves over 50,000 full-time and part-time students. The College offers high-quality education and opportunities for its students, which in turn contributes to the vibrancy of Portland's economic community.

4.2. The Mission Statement of the College is: “Portland Community College supports student success by delivering access to quality education while advancing economic development and promoting sustainability in a collaborative culture of diversity, equity, and inclusion.”

4.3. The College aims to educate a skilled workforce, prepare students to successfully transfer to four-year schools, enrich the community through lifelong learning, build a greener workforce, shrink our carbon footprint, and be a sound financial steward of public dollars.

4.4. Four comprehensive campuses, eight centers, and dozens of independent locations throughout the community offer courses and provide student services. Online learning gives students the ability to take classes off campus.

28JUN21RFP047 2

Art Acquisitions for the Sylvania Campus HT Building

5. SCOPE OF WORK

5.1. The College invites Proposals from artists to provide permanent artwork(s) for the newly-renovated east side of the Health Technology Building (HT East) on the Sylvania Campus in SW Portland.

The College has a vibrant, explorable art collection dispersed across multiple PCC locations. For more information, visit: https://www.pcc.edu/art-collection/

Artwork plays a vital role in enhancing the campus experience and contributes to the creation of inclusive and welcoming spaces for students, faculty, staff and visitors .

There are multiple locations within the east side of the Health Technology Building (HT East) where

PCC seeks existing artwork and/or commissioned work. These spaces offer opportunities for wall-mounted artwork such as paintings, drawings, prints, photographs, low-relief sculptures, new media, or other art forms not mentioned. Please see Attachment O for specific locations identified for artwork.

5.2. The College intends to Award Contracts to multiple Proposers. Submissions of multiple artwork(s) are encouraged but not required, adhering to the submission requirements cited in Section III.

5.3. Minority-Owned, Women-Owned, Veteran-Owned, and Disadvantaged Business Enterprises, along with Emerging Small Businesses are encouraged to submit a Proposal. We welcome Proposals from emerging artists, and those from traditionally underserved and diverse communities. Current employees of the College are not eligible to submit a Proposal. The opportunity is open to local, regional, and national Proposers.

5.4. A designated art selection committee of artists, students, faculty, and staff identified values, goals, and content criteria important to the desired impact of the building’s artwork program. This committee will review and select from Proposals received based on the criteria identified in this RFP.

5.5. The College has identified nine primary locations within the building for proposed artwork. We welcome Proposals and for both existing and commissioned artworks. The selected sites are highly visible, accessible interior walls and the artwork will play a significant role in the tone and feel of the building. Additional sites may be taken into consideration during the review process. The College has the right to designate artwork to specific locations. The committee may decide to make additional areas available within the building. Installation requirements including dimensions, weight, and estimated costs will be considered during the review process. Please refer to Section II for more information about general requirements.

6. CONTRACT

6.1. The successful Proposer(s) selected by the College will receive a Personal Services Contract. A sample is enclosed herein (see Attachment I). The provisions of the Contract are in addition to the requirements set forth in this Solicitation. Insurance requirements stated in the sample are subject to revision, and may be waived or amended if an artwork is delivered for installation by PCC.

6.2. Proposers are advised to thoroughly review and familiarize themselves with the standard Contract.

Certain Contract terms reflect state statute and may not be altered.

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

28JUN21RFP047 3

Art Acquisitions for the Sylvania Campus HT Building

7. AMENDMENTS

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

8. COLLEGE REPRESENTATIVE

8.1. The College Representative for the Procurement process is Cherie Maas-Anderson, P&CC Buyer

Contract Specialist. The College Representative for formal protest regarding this RFP is John MacLean, P&CC Finance & Procurement Manager.

9. SOLICITATION SCHEDULE

9.1. Milestones for the selection process are set forth below. Dates are specific and will be followed to the extent reasonably possible. The purpose of this schedule is for Proposer’s information only. Required dates for Contract period milestones are provided in the Project Schedules section of this Solicitation.

The College reserves the right to deviate from this schedule. All times cited are Pacific Time.

Solicitation Milestone Date

Mandatory pre-Proposal conferences (Proposers need to attend only one)

Sept 24, 2024 – 10:00 a.m. - 11:00 a.m.

Sept 25, 2024 – 3:00 p.m. - 4:00 p.m.

Optional site visits Oct 8, 2024 – 10:00 a.m. - 11:00 a.m.

Oct 9, 2024 – 6:00 p.m. - 7:00 p.m.

Deadline for questions/protests/requests for RFP changes

Oct 14, 2024 – 12:00 p.m.

Answers to questions/changes posted as an Addendum

Oct 17, 2024 – 2:00 p.m.

Closing/Proposals due Oct, 25, 2024 – 2:00 p.m.

Discussions and negotiations December 2024 - March 2025

Notice of Intent to Award (NOI) Spring 2025

10. CONTACT DURING SOLICITATION

10.1. Questions must be submitted in writing via email to cmaas@pcc.edu as indicated on the Summary page of this Solicitation. No other contact regarding this Solicitation during the Solicitation process is permitted. Unauthorized contact regarding this Solicitation may subject the offending Proposal(s) to rejection.

11. MANDATORY PRE-PROPOSAL CONFERENCE and OPTIONAL SITE VISITS

11.1. Proposers are required to attend a mandatory virtual pre-Proposal conference, held September 24, 2024 from 10:00 a.m. - 11:00 a.m. and September 25, 2024 from 3:00 p.m. - 4:00 p.m. Proposers need to attend only one pre-Proposal conference. During this conference, Proposers will have the opportunity to ask questions about the Proposal and Evaluation processes.

11.2. Virtual Attendance. Proposers must be on record of having attended the pre-Proposal conference for their Proposal to be considered. Proposals received from Proposers who have not attended the

28JUN21RFP047 4

Art Acquisitions for the Sylvania Campus HT Building pre-Proposal conference, will not be considered. Proposers arriving 10 minutes after the start time will not be permitted to register as attending the meeting.

11.3. Site visits. Proposers may visit the site to learn more about the space. These visits are optional, and will be held on October 8, 2024 from 10:00 a.m. - 11:00 a.m. and October 9, 2024 from 6:00 p.m. -

7:00 p.m. at PCC’s Sylvania Campus, Health Technology Building (HT East) (12000 SW 49th Avenue, Portland, OR 97219). Proposers should meet at the main entry on the ground floor of the HT East

Building. Note that parking permits are required, and are available via kiosk at the main parking lot entrance.

12. ELECTRONIC PROPOSALS

12.1. Only electronic Proposals will be accepted and must be submitted no later than the Closing date and time via Portland Community College’s BidLocker page (https://bidlocker.us/a/pcc/) as indicated on the Summary page of this Solicitation. Please note that BidLocker is NOT to be used for submitting questions, comments, or clarifications regarding this Solicitation.

12.2. Prospective Proposers must express interest in this Solicitation in BidLocker to receive email notifications of issued Addenda.

12.3. Instructions for submitting a Proposal can be found in the BidLocker secure bid submissions Vendor’s

Guide (https://bidlocker.us/uploads/library-files/29/BidLockerVendorGuide-Nov2020.pdf).

12.4. All Proposals must be notarized before submission (please see Attachment C).

28JUN21RFP047 5

https://bidlocker.us/a/pcc/%20 https://bidlocker.us/a/pcc/BidLocker https://bidlocker.us/uploads/library-files/29/Bid%20Locker%20Vendor%20Guide%20-%20Nov%202020.pdf

Art Acquisitions for the Sylvania Campus HT Building

SECTION II – STATEMENT OF WORK

1. PURPOSE & INTRODUCTION

1.1. The purpose of this Procurement is to select permanent artwork for the newly-renovated east side of the Sylvania Campus Health Technology Building (HT East).

1.2. The Sylvania Campus is located in Southwest Portland and has many unique features and specialized programs. The predominant architectural style on the campus is Brutalism, characterized by exposed concrete. This style emerged in the mid-20th century and is known for its bold, monolithic structures that convey a sense of permanence and strength.

1.3. Originally constructed in 1968, the HT Building is a three-story structure made of concrete that originally housed several different departments related to the Health Sciences. These included the Dental

Program, Nursing Program, and Biology. Due to the aging infrastructure and inflexible layout that did not meet current instructional needs, a complete renovation of the existing building is underway. The first stage of this renovation to the east side of the building was completed in the summer of 2023. This constitutes the area for this art selection process.

1.4. Centered around an open three-story atrium, the newly-renovated east side of the building currently houses the following programs and spaces:

1.4.1. Ground floor: Exercise Science, Fitness Center, group exercise space, and several Exercise

Science labs

1.4.2. Second floor: Nursing, including simulation labs, a large open administrative office, meeting rooms, and a large collaboration area

1.4.3. Third floor: Architecture and Interior Design studios, general purpose classrooms, meeting rooms, and a large collaboration space that doubles as a critique area

1.5. Selected artwork will be visible to students, faculty, staff, and visitors to the HT Building. Please refer to

Attachment O, which contains additional information about the renovation project, including floor plans and elevation drawings showing the locations identified for artwork.

1.6. Renovation of the west and south sides of the building are currently underway. Connected to the east side via corridors at all levels, these areas include a gymnasium, an all-user locker area, flexible classroom spaces, Nursing Program spaces, Continuing Education classrooms, and open collaboration spaces around a two-story atrium. These areas are not under consideration for this art selection process and construction will likely be underway during installation of artwork on the east side.

1.7. A major goal of the Health Technology Building’s renovation was to provide students with opportunities to cultivate social connections through collaborative academic experiences. The renovated HT Building serves as an active hub for the Sylvania campus due to its multiple collaboration/meeting spaces and the nature of the programs housed there. The HT Building’s renovation design engagement process led to the following guiding design principles:

1.7.1. Represent program missions with inclusivity

1.7.2. Create equitable, inclusive educational spaces

1.7.3. Nest specialized programs within collaborative spaces

28JUN21RFP047 6

SECTION II – STATEMENT OF WORK

Art Acquisitions for the Sylvania Campus HT Building

1.7.4. Promote sustainability, health, and wellness

2. GENERAL REQUIREMENTS

2.1. The College has set aside funding for this Solicitation, resulting in $250,000 available for art, including installation. The College will not select artwork with a total price that exceeds the project budget.

2.2. Funding for the HT artwork comes from the 2017 voter-approved General Obligation Bond, and as such, state laws and the College have set parameters regarding how these funds can be used:

2.2.1. Monies set aside for public art cannot be used for performances or temporary installations.

Funds must be used for “physical” and permanent works of art on College property.

2.2.2. The College will not consider an individual piece of art exceeding $25,000.00 unless it meets a specific and substantial need and has been evaluated pursuant to the Award criteria as identified in this RFP document. The budgets are inclusive of artist fees, materials, fabrication, insurance, shipping, travel, installation, documentation, and all other project costs. There may be locations identified where the College will consider an individual piece of art exceeding this amount. Please see Attachment O for these locations.

2.3. The College is seeking wall-mounted artwork (see Section 3 for specific requirements). Panelized, board-applied, or other substrate as desired by the Proposer are acceptable in lieu of directly-applied mural pieces. This will allow for easy installation onsite and potential relocation of the piece in the event of another renovation in the future. Please refer to the attached plans and elevations in

Attachment O for dimensional requirements noted at each proposed art location.

2.4. The College will accept Proposals for a variety of artworks in different mediums, formats, scales, and costs; however, all submissions for consideration shall not require electrical or plumbing to operate.

Artwork proposed will not require access to outlets, plug-ins, battery operation, water supply, or connection to natural gas. Accent lighting may be provided and installed by the College to showcase the art pieces selected. All lighting provided will be at the discretion of the College, and may be installed without consultation with the selected artists. Nameplates containing the artist’s name and title of the work will be provided by the College.

2.5. The artists are responsible for providing a working environment that fosters respect, dignity, and equity for all of their employees as well as College staff and students. Artists recognize that everyone has a fundamental right to a workplace and learning environment free from harassment.

3. SPECIFIC REQUIREMENTS

3.1. Proposers may suggest the desired location of their artwork (see Attachment N). The final location of approved artwork will be at the discretion of the College. The College reserves the right to relocate artwork to other buildings or College locations in the future if the College deems it necessary. Artists whose Proposals are selected will work directly with the Project Manager regarding artwork location and installation.

3.2. Artwork cannot exceed 4” (four inches) in depth once installed. The majority of the locations cited on

Attachment O are adjacent to walking surfaces and, by code, cannot extend more than four inches from the surface of the wall into the walking path.

3.3. Artists whose Proposals are selected will work directly with the Project Manager regarding

28JUN21RFP047 7

Art Acquisitions for the Sylvania Campus HT Building commissioning and installation, including submission of concepts, timelines, and installation methods.

3.4. Proposers are responsible for all costs in submitting Proposals. Samples and materials submitted cannot be returned.

3.5. Remote/hybrid/virtual meetings for this project will use Zoom video conferencing.

4. PROJECT SCHEDULE

4.1. The Contract milestones are set forth below. The dates are approximate but will be followed to the extent reasonably possible. The purpose of this schedule is for information only.

Milestone Date

Personal services Contract Award On or about March 14, 2025

Installation On or about May 1, 2025

Project completion On or about June 15, 2025

5. BUSINESS EQUITY, WORKFORCE EQUITY, AND RESPECTFUL WORKSITE

5.1. Portland Community College is committed to a Procurement strategy that achieves College-wide race and gender workforce equity while providing small business opportunity and regional community growth. The College is committed to using Contracting opportunities to positively impact communities that have been historically excluded from public projects, particularly women and people of color.

Contracting equity is an extension of the College's commitment to equitable outcomes for the communities we serve.

5.1.1. Business Equity: The College values Contractors that are promoting shared prosperity in our region by demonstrating strong relationships with Oregon's Certified Office for Business

Inclusion and Diversity (COBID) / Washington's Office of Minority, Women Business Enterprises

(OMWBE)-certified firms, and prioritizing their utilization as Suppliers and in subcontracting opportunities.

5.1.2. Workforce Equity: The College values artists whose nondiscrimination policies and practices, hiring strategies, workforce diversity plans, and outreach plans ensure the retention of a diverse workforce, and that actively provide mentorship and advancement for traditionally excluded artists including women and people of color.

5.1.3. Respectful Worksites: Contractors who work with artist teams are responsible for providing a working environment which fosters respect, dignity, and equity for all of their artist team members as well as for College staff and students. Contractor recognizes that everyone has a fundamental right to a workplace and learning environment free from harassment.

5.1.3.1. The Contractor shall take all necessary and reasonable steps to ensure that all workers have the opportunity to fully participate on the project and to develop skills in their respective trade, free from behaviors rooted in hostility, racism, sexism or homophobia, such as exclusion, bullying, harassment, or hazing by promoting respectful worksites.

28JUN21RFP047 8

Art Acquisitions for the Sylvania Campus HT Building

5.1.3.2. A Respectful Worksite is defined as a worksite that is appropriate, productive, safe, and free from behaviors that may undermine performance, physical safety, psychological safety, productivity, inclusion, retention, the equitable access to meaningful work, and/or efficiency. A person violates a respectful worksite when the person exhibits behaviors that a reasonable person should have known would cause someone to be humiliated, intimidated, or otherwise treated in an inappropriate, unprofessional, discriminatory, disrespectful, exclusionary, or differential manner.

Intent of the person who exhibits such a behavior is not relevant to the behavior’s effect.

6. SUSTAINABILITY COMMITMENT

6.1. Portland Community College is committed to the use and purchase of environmentally and socially responsible materials and products, which are fiscally responsible, reduce resource consumption and waste, perform adequately, and promote human health and well-being. Recognizing its regional economic role, the College will seek opportunities to educate, encourage, and influence their respective markets by utilizing, where feasible, products and services, including new environmentally preferable products, reusable products, recycled content, and recycled products. More information on PCC’s sustainability commitment may be viewed at https://www.pcc.edu/sustainability/commitment/.

7. ADDITIONAL REQUIREMENTS

7.1. Contractor must employ only persons duly licensed by the State of Oregon to perform the work required under this Contract for which applicable Oregon Law requires a license.

7.2. The Contractor must meet the highest standards prevalent in the industry or business most closely involved in providing the goods or services requested by this Solicitation.

7.3. Oregon CAT. The College considers the Oregon Corporate Activity Tax (OCAT) as a business expense.

Therefore, the College will not accept bids/Proposals or invoices that specifically cite OCAT as a line item expense.

28JUN21RFP047 9

https://www.pcc.edu/sustainability/commitment/

SECTION III – RESPONSE AND EVALUATION

1. INTRODUCTION

1.1. This Section prescribes the mandatory format for the presentation of a Proposal in response to this

Solicitation. The purpose of this format is to ensure uniformity of the information from each Proposer and to aid in clear understanding and evaluation of each Proposal.

2. PROPOSAL FORMAT

2.1. Proposals should be created with a font size no smaller than eleven (11) point, sized to print on 8-1/2 x

11 size paper.

2.2. Application Materials: To simplify the review process and obtain the maximum degree of comparability, each Proposal shall include the following information in the order listed:

2.2.1. Letter of Interest: Describe your experience as an artist and your interest in this project, including any experience with public art. Proposers may suggest specific location(s) with their submissions and indicate whether submitting for existing or commissioned artwork.

Include any information about your art or artistic style that may serve to inspire students, faculty, and visitors to the HT building. Explain how your approach meets the values, goals, and content criteria of the selection committee. Letters of interest should not exceed 500 words.

2.2.2. Submission of Commission Proposal

2.2.2.1. Commission Narrative: If proposing commissioned work, provide a Written narrative (no more than 750 words) that explains and describes the artwork concept.

2.2.2.2. Up to 10 Images of Past Work: Images must be relevant to and support the

Proposal approach. Files should be in JPG or PNG format. Use the following convention to name files: “Artist’s last name, first initial and image description list number” (e.g., “tanakaj01.jpg”). Image file size should be 1200 pixels minimum on the longest side and 5 MB maximum.

2.2.2.3. Image Description List: Provide the title, date completed, location, cost, media, dimensions, commissioning agency, and a description (each no more than 50 words). Use the following convention to name this file: “Artist’s last name, first initial, list” (e.g., “tanakajlist.pdf”).

2.2.3. Submission of Existing Artwork

2.2.3.1. Artwork Images: Provide a JPG or PNG formatted image of each existing work being submitted. Use the following convention to name files: “Artist’s last name, first initial, and artwork description list number” (e.g., “tanakaj01.jpg”). Image file size should be 1200 pixels minimum on the longest side and 5 MB maximum.

2.2.3.2. Artwork Description List: For each image, provide the title, date, materials/medium, and size. List all materials necessary to deliver a complete

28JUN21RFP047 10

SECTION III – RESPONSE AND EVALUATION

Art Acquisitions for the Sylvania Campus HT Building installation, such as framing, hardware, wall mounts, anchors, and any other materials needed. The suggested location within the east side renovation should also be proposed.

2.3. Résumé or Curriculum Vitae: Provide a brief biography and list any exhibitions that have shown your work, gallery/collective representation, public art projects, and bibliography. Include a link to your professional website, if available. For artist teams, include the résumé of each team member. Include complete contact information: Street address, phone number, email, etc. Use the following convention to name this file: “Artist’s last name, first initial, resume” (e.g., “tanakajresume.pdf”). Limit this document to 2 (two) pages maximum.

2.4. References: Provide a list of at least three but no more than five professional references identified by name, affiliation, and contact information. Students and/or emerging artists are encouraged to submit personal references if professional references are not available. Use the following convention to name this file: “Artist’s last name, first initial, resume” (e.g., “tanakajreferences.pdf”).

2.5. Proposal pages must be numbered consecutively and must not exceed 26 single-sided or 13 double-sided pages. The required Affidavit, Certifications, Forms, Additional Requirements, cover page

(Proposer Certification Form; see Attachment A), and Table of Contents are not included in the page count. The College will NOT be obligated to review or consider materials that exceed the maximum number of pages specified.

2.6. Proposals must include all Forms (see SECTION VI – ATTACHMENTS) and required text (see SECTION III

– RESPONSE AND EVALUATION) and must be submitted electronically via BidLocker, https://bidlocker.us/a/PCC/ as follows:

2.6.1. One (1) unpriced copy of the Proposal in searchable PDF format, labeled with the

Proposer’s name, Solicitation #, and “PROPOSAL – NO PRICING”

2.7. Please note that BidLocker is NOT to be used for submitting questions, comments, or clarifications regarding this Solicitation. All questions and comments regarding this Solicitation must be directed in writing to Cherie Maas-Anderson, Buyer Contract Specialist, by email to: cmaas@pcc.edu.

2.8. Failure to submit a Proposal in accordance with the provisions of the Solicitation will be grounds to declare the Proposal non-Responsive. Failure to provide any information requested in the Solicitation may result in rejection of the Proposal.

3. PROPOSAL CONTENT REQUIREMENTS

3.1. REQUIRED AFFIDAVIT, CERTIFICATIONS, AND FORMS: The affidavit, certifications, and forms must be completed and submitted with the Proposal (see Section VI – ATTACHMENTS).

3.2. DETAILED PROPOSAL CONTENTS: The Proposer Certification Form (see Attachment A) must be completed and submitted as the cover page of the Proposal. Proposers are cautioned to provide in their Proposals, in a brief and concise manner, as much detail as possible pertaining to their capabilities and experience in providing the services requested in this Solicitation. Do not assume the

College has any prior knowledge of the Proposer.

Proposers must present a Proposal containing the specific information requested and submit all attachments as required. Proposers must provide a reply to each of the following items in the order listed below:

28JUN21RFP047 11

https://bidlocker.us/a/pcc/ https://bidlocker.us/a/PCC/

Art Acquisitions for the Sylvania Campus HT Building

3.2.1. Required affidavit(s), certifications, and forms (see Section VI – ATTACHMENTS).

3.2.1.1. The Proposer Certification Form (see Attachment A) must be completed and submitted as the cover page of the Proposal.

3.2.1.2. Note that the AFFIDAVIT OF NON-COLLUSION / COMPLIANCE WITH TAX LAWS form (Attachment C) must be notarized.

3.2.1.3. The Submission Form (Attachment N) must be completed and included in the

Proposal. Refer to the location sheets (Attachment O) when completing this form.

3.2.2. Table of contents

3.2.3. Letter of interest

3.2.4. List(s) of existing/commissioned work

3.2.5. Résumé or curriculum vitae

3.2.6. References

3.2.7. Artist portfolio

3.2.8. Price schedule

3.2.8.1. No pricing should be submitted with the Proposal.

3.2.8.2. The College will negotiate price with selected Proposers. The College reserves the right to reject a Proposal if it is not within the project budget.

4. EVALUATION CRITERIA

4.1. The Artwork Selection Committee will score each Proposal by reviewing and evaluating the Proposal content requirements outlined above. The committee identified specific values, goals, and content criteria to inform artist Proposals and guide the artwork selection process. This criteria is listed below.

4.2. Values, Goals and Content Criteria. The artwork:

4.2.1. Imparts a “freshness” and “vitality” to the building while improving engagement, connectedness and community on campus related to PCC’s mission

4.2.2. Conveys the artist’s experience, personal story, or artistic process as it informs the work, and can benefit or inspire the students, faculty, and guests who interact with it

4.2.3. Aligns with and enhances the building’s guiding design principles

4.2.4. Offers a dynamic, innovative or new way of looking at things; inspirationally reflects the curriculum and is relatable across studies; reinforces a commitment to education and exploration; provides creative inspiration that resonates across campus

4.2.5. Evokes a sense of welcome and inclusiveness, and promotes well-being; enhances a feeling of safety both physically and emotionally, and recognizes a wide range of neurodivergence and environmental sensitivities

4.2.6. Exemplifies sustainability and connection to nature and the natural world

4.3. The College may cancel this RFP or reject Proposal responses at any time before an Award. The Award document will be a Contract incorporating, by reference, all the requirements, terms, and conditions

28JUN21RFP047 12

Art Acquisitions for the Sylvania Campus HT Building of the Solicitation and the Proposer’s Proposal as negotiated, as well as other terms and conditions as appropriate.

4.4. Artists who are Awarded a commission should expect to potentially meet at least once with the

College Representative for a concept check-in to review the creation process with the right to respond or reject. The schedule and number of check-ins to be determined during the Contracting phase with input from the artist.

4.5. Evaluation scoring will be broken down by the following criteria:

4.5.1. Feasibility of scale and material based on the criteria outlined in the building’s site descriptions (see Attachment O)

4.5.2. Artistic quality and originality of past work, including skill, technique, perspective, material use, and a consistent application of professional practices within a conceptual framework

4.5.3. Demonstrated ability to complete artwork within a project timeline, budget, and community stakeholder input

4.5.4. Responsiveness to specific values, goals, and content criteria as identified by the evaluation committee

4.5.5. The following table indicates how the total points in the scoring will be assigned by required

Proposal item. Failure to meet minimum requirements for any individual item may disqualify the Proposal regardless of the total points scored for the other items. Each item will be evaluated as follows:

EVALUATION CRITERIA MATRIX

Maximum Points

Possible

Feasibility of scale and material 20

Artistic quality and originality of past work 20

Demonstrated ability to complete work within timeline/budget 20

Response to specific values, goals and content criteria 40

GRAND TOTAL = 100

5. PROPOSAL EVALUATION

5.1. Responsiveness and Responsibility: The College will utilize the following objective factors to determine if Proposals are Responsive and Proposers are Responsible:

5.1.1. Responsive Proposal (OAR 137-046-0110). A Responsive Proposal is a Proposal that substantially complies in all material respects with the requirements of this Solicitation.

5.1.2. Responsibility of Proposer (OAR 137-047-0500). Before Awarding a Contract, the College shall determine that the Proposer submitting the most advantageous Proposal is

Responsible. The College shall use the standards set forth in ORS 279B.110 and OAR

137-047-0640(1)(c)(F) to determine if a Proposer is Responsible. In the event the College determines a Proposer is not Responsible, it shall prepare a Written determination of non-Responsibility as required by ORS 279B.110 and shall reject the Proposal.

28JUN21RFP047 13

Art Acquisitions for the Sylvania Campus HT Building

5.2. Contingent Proposals. The Proposer must not make its Proposal contingent upon the College's acceptance of any terms or conditions (including specifications) other than those contained in this

Solicitation.

5.3. Non-Resident Proposers. In determining the most Advantageous Responsible Proposal, the College shall apply the reciprocal preference set forth in ORS 279A.120(2)(b) and OAR 137-046-0310.

5.4. Identical Proposals. When one or more Proposals are identical under OAR 137-046-0300, the College shall Award a Contract in accordance with the procedures set forth in OAR 137-046-0300.

5.5. Recycled Materials. The College may give preference for recycled materials as set forth in ORS

279A.125 and OAR 137-046-0320.

5.6. Clarification of Proposals. After Opening, the College may conduct discussions with apparent

Responsive Proposer(s) for the purpose of clarification and to assure full understanding of the

Proposal.

5.7. Negotiation. The College may only conduct discussions or Negotiate with Proposers. After Award of the Contract, the College may only modify an Awarded Contract in accordance with OAR

137-047-0800.

5.8. Objective Criteria. The College may allow, at its discretion, certain other objective evaluation criteria.

Examples of such criteria include but are not limited to conversion costs, transportation cost, volume weighing, trade-in allowances, cash discounts, depreciation allowances, cartage penalties, Ownership, or lifecycle cost formulas.

6. EVALUATION COMMITTEE

6.1. The Proposals will be evaluated by the artwork selection committee consisting of no fewer than three

(3) knowledgeable individuals (Evaluators) to review and score Proposals according to the evaluation criteria set forth in this Solicitation. The College may assign certain Evaluators to evaluate specific

Proposal categories in keeping with the Evaluators’ area of expertise. Working as a committee or independently (at the discretion of the College) with copies of the Written Proposals, the Evaluators will independently assign scores to each Proposal received in accordance with the evaluation criteria defined herein. Evaluators will utilize the criterion (as objectively as possible) to measure the merit of each Proposal received in accordance with the subjective evaluation criteria to determine which

Proposals(s) will provide the College with the most advantageous and best overall value. The recommendations of this committee will be a consensus and will be final.

7. INTERVIEWS (RESERVED)

8. DISCUSSIONS & NEGOTIATIONS – Pursuant to OAR 137-047-0261

8.1. Discussions. The College may initiate oral or Written discussions with all "eligible Proposers" on subject matter within the general scope of the Request for Proposals. In conducting discussions, the

College:

8.1.1. Shall treat all eligible Proposers fairly and shall not favor any eligible Proposer over another;

8.1.2. May disclose other eligible Proposers' Proposals or discussions only in accordance with ORS

279B.060(8)(b) or (c);

28JUN21RFP047 14

Art Acquisitions for the Sylvania Campus HT Building

8.1.3. May adjust the evaluation of a Proposal as a result of discussions. The conditions, terms, or price of the Proposal may be changed during the course of the discussions provided the changes are within the scope of the Request for Proposals;

8.1.4. May, at any time during the time allowed for discussions:

8.1.4.1. Continue discussions with a particular eligible Proposer;

8.1.4.2. Terminate discussions with a particular eligible Proposer and continue discussions with other eligible Proposers; or

8.1.4.3. Conclude discussions with all remaining eligible Proposers and provide, to the then-eligible Proposers, notice requesting best and final Offers.

8.2. Negotiations. The College may commence serial negotiations with the highest-ranked eligible

Proposer or commence simultaneous negotiations with all eligible Proposers. The College may negotiate:

8.2.1. The statement of work;

8.2.2. The Contract price as it is affected by negotiating the statement of work and other terms and conditions authorized for negotiation in the Request for Proposals or Addenda thereto;

and

8.2.3. Any other terms and conditions reasonably related to those authorized for negotiation in the Request for Proposals or Addenda thereto. Proposers shall not submit for negotiation, and the College shall not accept alternative terms and conditions that are not reasonably related to those authorized for negotiation in the Request for Proposals or any Addendum.

8.3. Terminating Negotiations. At any time during discussions or negotiations the College conducts under this rule, the College may terminate discussions or negotiations with the highest-ranked Proposer, or the eligible Proposer with whom it is currently discussing or negotiating, if the College reasonably believes that:

8.3.1. The eligible Proposer is not discussing or negotiating in good faith; or

8.3.2. Further discussions or negotiations with the eligible Proposer will not result in the parties agreeing to the terms and conditions of a Contract in a timely manner.

8.4. Continuing Serial Negotiations. If the College is conducting serial negotiations and the College terminates negotiations with an eligible Proposer, the College may then commence negotiations with the next highest scoring eligible Proposer, and continue the sequential process until the College has either:

8.4.1. Determined to Award the Contract to the eligible Proposer with whom it is currently discussing or negotiating; or

8.4.2. Decided to cancel the Procurement under ORS 279B.100.

8.5. Competitive Simultaneous Negotiations. If the College chooses to conduct competitive negotiations, the College may negotiate simultaneously with competing eligible Proposers. The College:

8.5.1. Shall treat all eligible Proposers fairly and shall not favor any eligible Proposer over another;

28JUN21RFP047 15

Art Acquisitions for the Sylvania Campus HT Building

8.5.2. May disclose other eligible Proposers' Proposals or the substance of negotiations with other eligible Proposers only if the College notifies all of the eligible Proposers with whom the

College will engage in negotiations of the College's intent to disclose before engaging in negotiations with any eligible Proposer.

8.6. Any oral modification of a Proposal resulting from negotiations must be reduced to writing.

28JUN21RFP047 16

SECTION IV – PUBLIC CONTRACTING RULES

1. FORMAL SELECTION PROCEDURE – Pursuant to OAR 137-047-0260

1.1. The College may procure goods or services by competitive sealed Proposals as set forth in ORS

279B.060.

2. PRE-PROPOSAL CONFERENCE – Pursuant to OAR 137-047-0420

2.1. Purpose. The College will hold a mandatory, virtual pre-Proposal conference with prospective

Proposers prior to Closing, to explain the Procurement requirements and/or share information.

2.2. Required Attendance. The College requires attendance at one pre-Proposal conference as a condition for submitting a Proposal or Proposals. Proposals submitted by Proposers who did not attend the mandatory pre-Proposal conference will be rejected.

2.3. Statements Not Binding. Statements made by the College's representatives at the pre-Proposal conference do not change the Solicitation unless the College confirms such statements with a Written

Addendum to the Solicitation.

2.4. Site Visits. Site visits are optional for Proposers to inspect the space. These visits will be held on

October 8, 2024 from 10:00 a.m. - 11:00 a.m. and October 9, 2024 from 6:00 p.m. - 7:00 p.m. at PCC’s

Sylvania Campus, Health Technology Building (HT East) (12000 SW 49th Avenue, Portland, OR 97219).

Proposers should meet at the main entry on the ground floor of the HT East Building. Note that parking permits are required, and are available via kiosk at the main parking lot entrance.

3. PROPOSALS ARE OFFERS – Pursuant to OAR 137-047-0310

3.1. Offer and Acceptance. A Proposal submitted in response to this Solicitation is the Proposer’s Offer to enter into a Contract. The Proposal is a "Firm Offer," and must be held open by the Proposer for the

College's acceptance for one hundred and fifty (150) days. The College may elect to accept the

Proposal at any time during the specified period, and the College's Award of the Contract constitutes acceptance of the Offer and binds the Proposer to the Contract.

3.2. Contingent Proposals. The Proposer must not make its Proposal contingent upon the College's acceptance of any terms or conditions (including specifications) other than those contained in this

Solicitation.

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

4. ELECTRONIC PROCUREMENT – Pursuant to OAR 137-047-0330

4.1. The College may conduct all phases of a Procurement by electronic methods to the extent specified in the Solicitation.

4.2. The College will provide a secure website for receipt of electronic Proposals and shall open electronic

Proposals in accordance with the College’s electronic security measures. Proposers assume the risk of

28JUN21RFP047 17

SECTION IV – PUBLIC CONTRACTING RULES

Art Acquisitions for the Sylvania Campus HT Building premature disclosure due to submission to any other email address. The College is accepting electronic submissions via BidLocker only: https://bidlocker.us/a/pcc/.

4.3. Failure of the E-Procurement System. In the event of a failure of the College’s Electronic Procurement

System that interferes with the ability of Proposers to submit electronic Proposals, the College may cancel the Solicitation in accordance with OAR 137-047-0660, or may extend the date and time for receipt of electronic Proposals by providing notice of the extension immediately after the Electronic

Procurement System becomes available.

5. PROPOSAL PREPARATION – Pursuant to OAR 137-047-0400

5.1. Instructions. Proposers must sign and submit Proposals in accordance with the instructions set forth in this Solicitation.