RFP Representation Services for Naming and Presenting Rights.pdf

Tualatin Hills Park & Recreation District Representation Services for Naming and Presenting Rights

INTRODUCTION

The Tualatin Hills Park & Recreation District (district or THPRD) is requesting proposals from firms to provide professional representation services to identify, negotiate, and secure naming and presenting rights partnerships for one of the district’s properties. The selected firm will also mentor district staff throughout this process.

The anticipated start date is January 2026. Proposal requirements are contained in this document. Proposals are due by 4:00 pm (Pacific Time) on Monday, December 8, 2025.

Late proposals will not be accepted.

About the District: THPRD is the largest park and recreation special district in Oregon and provides park and recreation activities to more than 270,000 residents in eastern Washington County. THPRD’s service area encompasses more than 50 square miles and includes parts of southwest Portland, the City of Beaverton, Aloha, and unincorporated areas west of Beaverton.

Mission Statement: The mission of the Tualatin Hills Park & Recreation District is to provide high-quality park and recreational facilities, programs, services, and natural areas that meet the needs of the diverse communities it serves.

THPRD offers more than 6,000 programs annually within the following categories:

athletic/sports, aquatics, community and cultural education, adaptive/therapeutic recreation, historical sites, leisure sports, and outdoor education/natural areas. For more information, refer to the district’s website at www.thprd.org

BACKGROUND

The district recently worked with a consultant to complete a comprehensive valuation and asset inventory of its facilities. Building on those findings, THPRD is now launching a strategic initiative to develop long-term partnerships with private companies that share its mission, vision, and values.

THPRD is seeking a firm to provide professional representation services focused on securing naming and presenting-rights partnerships, with an emphasis on the Howard M.

Terpenning (HMT) Recreation Complex Campus.

Throughout this contract, THPRD is committed to staying informed and involved with the outreach, sales, and contract negotiation process. This is because the secondary objective of this initiative is to gain the knowledge and experience necessary to navigate and manage similar efforts in the future.

REQUEST FOR PROPOSALS

REPRESENTATION SERVICES FOR

NAMING AND PRESENTING RIGHTS

http://www.thprd.org/

SCOPE OF SERVICES

Proposals should outline a clear, comprehensive approach to securing naming and presenting-rights partnerships. The scope of work should include, but is not limited to, the following:

1) Prospecting: Describe your process for identifying potential corporate partners whose values align with the district’s mission and strategic goals.

2) Outbound Sales Strategy: Explain your approach to outreach, sales, negotiation, and partnership development, including how you will guide discussions and move prospects toward agreement.

3) Contracting: Outline how you will manage or support the development of formal agreements, ensuring clarity and compliance for all parties.

4) Status Updates: Share how and when you will provide progress reports to the district, how they’ll be presented, and how often they’ll be shared.

5) Public Relations and Communications Support: Describe your strategies for supporting press releases and a public outreach strategy. THPRD has a communications department ready to support this work with guidance.

6) Timeline: Provide a proposed timeline for key milestones from prospecting to executing the final contract.

7) Mentorship: Explain how you will provide mentoring and training to district staff to increase their knowledge and ability to represent themselves in the future with similar initiatives.

8) Experience and References: Include examples of comparable projects completed for other organizations that demonstrate your expertise and success in securing similar partnerships.

PROPOSAL SUBMITTAL

Proposals must be submitted no later than 4:00 pm (Pacific Time) on Monday, December 8, 2025. Proposals received after the submittal deadline will not be considered.

Submit your proposal as a single PDF file via email to McKenzie Miller at m.miller@thprd.org with the subject line: “RFP: Representation Services” in the subject line of the email.

If your file is too large for email, include secure download instructions.

THPRD will confirm receipt of each proposal by email. If you do not receive confirmation within one business day, please call to verify delivery.

Questions regarding this RFP should be directed to McKenzie Miller, sponsorship administrator at m.miller@thprd.org or 971-254-5066.

mailto:m.miller@thprd.org

Pre-Proposal Conference: An optional pre-proposal conference will be held virtually on November 6, 2025. Firms are encouraged to participate to learn more about this proposal and to ask questions. We will work to provide clarifications and follow up with Q&A as needed.

• Date: Thursday, November 6, 2025

• Time: 11 AM PT

• Link to join via Microsoft Teams: Click here to join the meeting

• Any materials created for the call or shared after will be posted here: Request for Proposal: Representation Services for Naming & Presenting Rights | THPRD

Statements made at the pre-proposal conference by THPRD and its representatives are not binding upon the proposer unless confirmed by written addendum.

ADDENDA

The district may issue addenda to this RFP that updates or modifies RFP requirements. The district will endeavor to mail addenda to all recipients of this RFP. The district cannot guarantee that all recipients will receive the addenda and is not liable for failure to deliver the addenda. Agents are responsible for checking with the district to determine if they have received all addenda.

Materials and updates about the RFP will be posted here: Request for Proposal:

Representation Services for Naming & Presenting Rights | THPRD

Anticipated Schedule: The following schedule outlines the anticipated schedule for the RFP process. The timing and the sequence of events resulting from this RFP may vary, and the district reserves the right to change the schedule without notice.

Event Anticipated Date

RFP Documents Published 10/31/2025

Pre-Proposal Conference 11/6/2025

Solicitation Protest Deadline 11/24/2025

Last Addendum Published 11/28/2025

Proposals Due Date 12/8/2025 by 4 pm Pacific Time

Notice of Intent to Award 12/22/2025

Anticipated Start Date January 2026 https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fl%2Fmeetup-join%2F19%3Ameeting_MGI0NGQ5ZGMtNjk4Mi00ZmVlLTg1NjUtMzU4YTk4NzYzMDk2%40thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25224da239f5-c8ac-482f-876c-966c660cf55c%2522%252c%2522Oid%2522%253a%25223362ad11-50b1-4372-bd4e-d02905a81de4%2522%257d%26anon%3Dtrue&type=meetup-join&deeplinkId=1830f348-d828-4010-8fd6-6ed42bbcfb88&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://www.thprd.org/district-information/rfp-naming-presenting2 https://www.thprd.org/district-information/rfp-naming-presenting2 https://www.thprd.org/district-information/rfp-naming-presenting2 https://www.thprd.org/district-information/rfp-naming-presenting2

PROPOSAL FORMAT

Proposals submitted in response to this request should be clearly identified and to the point.

Emphasis should be placed on specific qualifications of the people actually performing the work and the organization’s ability to manage the work.

Proposals shall include the following headings to assist in the evaluation:

1) Cover Letter:

a) Provide a letter of introduction signed and dated by the authorized representative of the organization submitting the proposal.

b) Provide a statement that your proposal will be valid for a minimum period of 90 days and acknowledge receipt of any addenda issued during the RFP process.

2) Basic Qualifications:

a) Provide general information regarding the firm’s organization’s size, history, areas of expertise, and proposed service team structure.

b) Demonstrate familiarity with THPRD and its facilities and programs and highlight relevant experience with sponsorship and naming and presenting rights projects.

c) Include references to awards, associations, or similar work to further illustrate your qualifications and experience.

3) Ability to Perform:

a) Provide an overview of the organization’s specific experiences on similar efforts with a description of how work is managed to meet requirements and schedule.

b) Demonstrate the organization’s capabilities, innovative approaches, and/or special methodologies used to complete similar work.

c) Provide information about the organization’s ability to complete the scope of services outlined above.

d) Include a list of the primary contact person and key personnel associated with the items to be provided in the scope of work. Information, such as a resume, should be included for key personnel, which describes responsibilities and duties performed for similar work scopes.

e) Conflict of Interest:

i) Please provide a list of all of your firm’s current clients.

ii) Describe how your firm identifies potential or defined conflicts of interest. To help us identify potential conflicts of interest, applicants are asked to indicate whether they represent any clients in the following sectors: alcohol, cannabis, firearms, petroleum/fossil fuels, or other areas that may be inconsistent with THPRD’s focus on health and wellness and environmental stewardship.

iii) If your firm represents clients with these interests, please explain how your firm mitigates any potential harm to the clients involved.

4) Performance History:

a) Provide at least three (3) clients, within the last five (5) years, for similar projects that directly relate to the scope of services to be offered by your firm. Proposers are notified that THPRD may solicit and secure background information based on information included in the RFP response. References should include:

i) Name of organization and contact person

ii) Contact telephone number

iii) Contact email address

iv) Type of work and scope of services provided

v) Original contract value

5) Compensation Information and Fees:

a) Outline your proposed cost structure and method of compensation. Include hourly rates, total anticipated costs, and any commission or retainer details.

b) Identify any reimbursable expense or subconsultant fees, if applicable.

6) Corporate Responsibility: It is THPRD’s intent to contract with socially and environmentally responsible businesses. In addition, THPRD values and supports diversity and is dedicated to advancing equity in public contracting.

a) Proposals should address the individual’s or firm’s alignment with the following THPRD values:

i) Leading with equity, with special attention to racial equity

ii) Environmental stewardship

iii) Commitment to community vision

To promote these values, emphasis will be given to proposals that demonstrate, through practices and examples, a commitment to sustainability practices, diverse workforce demographics, and any measurable steps taken to ensure a diverse internal workforce and commitment to community service (e.g., charitable programs, scholarships, economic development, etc.).

b) Proposals shall include a current list of clients to ensure there are no conflicts of interest with the district’s values and advocacy priorities.

THPRD expects thoughtful consideration of all the above Corporate Responsibility criteria in the preparation of proposals.

c) Proposing firms are encouraged to use the State’s COBID website (https://oregon4biz.diversitysoftware.com/) for identifying potential MWESB sub-consultants.

7) Appendix:

a) Complete and include the non-collusion affidavit attached as Exhibit A.

b) List any requirements or provisions contained in this RFP that you believe are unfair or prejudicial, or limit competition, and please explain your opinion.

c) Provide insurance policy limits for the following kinds of insurance: Workers’ compensation and employers’ liability, and Commercial or Comprehensive general liability.

https://oregon4biz.diversitysoftware.com/

PROPOSAL CONDITIONS

RFP not Basis for Obligations: This RFP does not constitute an offer to contract and does not commit the district to the award of a contract to anyone, or to pay any costs incurred in the preparation and submission of proposals. The district reserves the right to reject any or all proposals that do not conform to the requirements stated herein. The district also reserves the right to cancel all or part of this RFP for any reason determined by the district to be in the public interest.

RFP Protests: Any protests to this RFP must be in writing and received by the district not less than ten (10) days prior to closing, including any extensions to the closing date. The protest must conform to ORS 279B.405.

Contract Terms: Contracts resulting from this RFP will materially conform to the district’s Professional Services Agreement, incorporated into this RFP by reference and available for review from the district, subject to the district’s right to negotiate as described in this RFP.

SELECTION PROCESS

Proposal Evaluation: THPRD will evaluate the proposals in accordance with the evaluation criteria below and may contact former clients and/or conduct interviews. The district will then rank the proposals. Contract negotiations will occur with the highest-ranked consultant. In the event these negotiations are unsuccessful, the district will terminate the negotiations and will begin negotiations with the second-highest-ranked consultant. Proposing consultants will be notified when the district has selected a consultant and negotiations have been completed.

Criterion Weight or Points

Cover Letter Pass / Fail

Basic Qualifications 25 points

Ability to Perform 25 points

Performance History 20 points

Compensation and Fees 15 points

Corporate Responsibility 15 points

TOTAL 100

Representation Services for Naming & Presenting Rights

Exhibit A - Noncollusion Affidavit

EXHIBIT A

NONCOLLUSION AFFIDAVIT

State of Services requested ) ss. in RFP: Representation Services for

Naming and Presenting Rights

County of )

I am (title)______________________________of (name of firm), and I am authorized to make this affidavit on behalf of this firm and its owners, directors and officers.

I state that:

(1) The price(s) and other information included in this proposal has been arrived at independently and without consultation, communication or agreement with any other contractor, proposer or potential proposer, except as disclosed on the attached appendix;

(2) Neither the price(s) nor other information included in this proposal has been disclosed to any other firm or person who is a proposer or potential proposer, and they will not be disclosed prior to the award of the contract(s);

(3) No attempt has been made, nor will any attempt be made, to induce any firm or person to refrain from submitting a proposal, or to submit a proposal containing less competitive terms than those contained in this proposal;

(4) (name of firm), its affiliates, subsidiaries, officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted of or found liable for any act prohibited by state or federal law in any jurisdiction involving conspiracy or collusion with respect to bidding on any public contract, except as described on the attached appendix.

I state that (name of firm) understands and acknowledges that the above representations are material and important, and will be relied on by Tualatin Hills Park & Recreation District in awarding the contract(s). I understand and this firm understands that any misstatement in this affidavit may constitute a fraudulent misstatement of the facts relating to the submission of this proposal.

Name of Company:

Signature/Position:

Sworn to and subscribed before me this day of , 20 .

Notary Public for

This commission expires: