RFP - Youth Sports Photography Services.pdf

REQUEST FOR PROPOSALS (RFP)

for

Youth Sports Photography Services

PROJECT NAME: Youth Sports Photography Services

DATE OF ISSUANCE: May 12, 2026

PROPOSALS DUE: June 4, 2026, 2:00 PM pacific time at 799 SW Columbia Street, Bend, OR 97702

PROJECT MANAGER

David Kieffer

Events and Athletics Manager davidk@bendparksandrec.org

CONTRACT ADMINISTRATOR

JoAnna Edwards

Business Analyst joanna@bendparksandrec.org | 541-706-6102 mailto:joanna@bendparksandrec.org

INVITATION TO SUBMIT

REQUEST FOR PROPOSALS

YOUTH SPORTS PHOTOGRAPHY SERVICES

Sealed Proposals will be accepted by JoAnna Edwards, Business Analyst, or designee at the Bend Park and Recreation District Administration Office, 799 SW Columbia Street, Bend, Oregon 97702 until the date and time listed in the Schedule in Section 1 of the RFP. No Proposals will be accepted after this date and time.

Proposals shall be submitted in a sealed envelope and marked as follows:

Proposer’s Name and PROPOSAL for Youth Sports Photography Services

Solicitation documents, addenda, and notifications of results for this project will be posted on the

OregonBuys website (https://oregonbuys.gov). Proposers are responsible for regularly checking these sites for any updates or addenda prior to submitting a proposal. Failure to acknowledge and respond to all addenda may result in disqualification.

If you require accommodations to participate in this solicitation process, please contact JoAnna

Edwards, Business Analyst, at joanna@bendparksandrec.org or 541-706-6102 as soon as possible.

Proposals will be considered non-responsive if the Proposal does not reflect all addenda.

Proposer’s with questions regarding the project, or requests for clarification or change, should be directed to JoAnna Edwards, at (541) 706-6102, or joanna@bendparksandrec.org and must be received by the date and time in the Schedule in Section 1 of the RFP.

The District may reject any Proposal not in compliance with all prescribed public contracting procedures and requirements and may reject for good cause all Proposals upon a finding of the District that it is in the public interest to do so.

https://oregonbuys.gov/

Table of Contents

RFP SUMMARY – IMPORTANT INFORMATION FOR PROPOSERS

Section 1. Purpose and General Information

1.1. Introduction

1.1.1. Overview, Objectives, and Background

1.1.2. Project Term

1.1.3. Minimum Proposer Qualifications

1.2. Schedule

1.3. Definitions

1.4. Solicitation Process

1.4.1. Availability of Documents

1.4.2. Reservation of District Rights

1.5. Single Point of Contact

1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications;

Solicitation Protests

1.6.1. Procedure

1.6.2. Requests for Clarification / Questions

1.6.3. Protests of RFP

1.6.4. Protest of Addenda

1.7. Submission of Proposals

1.7.1. Withdrawal of Proposals

1.8. Opening of Proposals

1.8.1. Inspection of Proposals

Section 2. Scope of Work

2.1. Scope

2.2. Logistics and Day-of-Operations Requirements

2.3. Timing and Frequency

2.4. Parent-Pay Commerical Terms

2.5. Pricing Structure, Revenue Share, and Participant Value

2.6. Mandatory Vendor Qualifications

Section 3. Proposal Requirements

3.1. Administrative Proposal Requirements

3.1.1. Proposal Requirements

3.1.2. Submission of Proposals in Electronic Format

3.1.3. Hardcopy Proposal Submission

3.2. Technical Proposal Requirements

3.2.1. Experience and Qualifications (20 points)

3.2.2. Work plan and picture-day operations (20)

3.2.3. Pricing and Package value (20 points)

3.2.4. Ordering, fulfillment, and customer service (15 points)

3.2.5. Sample work and image quality (10 points)

3.2.6. Revenue Share Model and District Benefit (10 points)

3.2.7. References

3.2.8. Insurance Coverage (pass/fail)

3.2.9. Presentations, Demonstrations or Interviews– If Held (25 points)

3.3. Technical Proposal Scoring

Section 4. Evaluation and Award

4.1. Evaluation Process

4.1.1. Evaluation Overview

4.1.2. Evaluation Committee

4.1.3. Disqualification

4.2. Evaluation of Minimum Requirements (Pass / Fail)

4.3. Evaluation of Technical Proposal (Scored)

4.3.1. References

4.4. Evaluations of Presentations, Demonstrations, and Interviews (if held)

4.5. Ranking of Proposals

4.6. Award Notification and Process

4.7. Protest of Award

Section 5. Attachments

Section 6. Proposal Submission Checklist

RFP SUMMARY – IMPORTANT INFORMATION FOR PROPOSERS

Project Title: Youth Sports Photography Services

Issuing Agency: Bend Park and Recreation District (BPRD)

Proposal Due Date: June 4th, by 2:00 PM Pacific Time (late proposals will not be accepted)

Submission Location:

Bend Park and Recreation District

799 SW Columbia Street

Bend, Oregon 97702

Primary Contact:

JoAnna Edwards, Business Analyst joanna@bendparksandrec.org | (541) 706-6102

Scope Summary:

The Bend Park & Recreation District (District) seeks proposals from qualified photography firms to provide youth sports photography services under a parent-pay service model. Parents or guardians will purchase photography products directly from the selected contractor. The District will not purchase photography services, guarantee participation levels, or assume financial responsibility for sales, refunds, or fulfillment.

Proposal Format:

• Submit one USB drive with:

o Full proposal (with pricing)

• Submit one printed original and one printed copy

Proposal Evaluation Criteria (100 points total):

• Insurance Coverage Statement (pass/fail)

• Experience & Qualifications – 20 pts

• Work plan and picture day operations – 20 pts

• Pricing and package value– 20 pts

• Ordering, fulfillment, and customer service – 15 pts

• Sample work and image quality – 10 pts

• Revenue Share Model and District Benefit –10 pts

• References – 5pts

(Interviews, if held: up to 25 additional pts) Attachments:

• Attachment A – Sealed Proposal Label

• Attachment B – Proposer Information Sheet

• Attachment C – Sample Contract

Section 1. Purpose and General Information

1.1. Introduction

1.1.1. Overview, Objectives, and Background

The Bend Park & Recreation District (District) seeks proposals from qualified photography firms to provide youth sports photography services under a parent-pay service model. Parents or guardians will purchase photography products directly from the selected contractor. The District will not purchase photography services, guarantee participation levels, or assume financial responsibility for sales, refunds, or fulfillment.

An Oregon special district separate from the City of Bend, the District is governed by a five-member, elected Board of Directors and managed by an Executive Director. The District maintains and operates more than 3,000 acres of developed and undeveloped parkland, including 81 parks, 70 miles of trails, and multiple recreation facilities, serving a population of around 91,000 people.

1.1.2. Project Term

The District anticipates signing a contract by August 1st , 2026, with services fully implemented by

August 31st, 2026 . If a contract is awarded, the contract will be effective from the date fully executed through July 31, 2028.

The District will have the option to renew the contract for three (3) additional one-year terms, for a total of five (5) years. The pricing and rates provided by the Proposer to whom the contract is awarded must remain fixed for the initial two-year term, with an opportunity for proposed price increase for each renewal term, if the contract is renewed.

1.1.3. Minimum Proposer Qualifications

Organizations interested in Proposing must be currently providing youth photography services to customers at the time of submitting a Proposal. Any Proposal received from a Proposer not currently providing youth photography services will be deemed non-responsive and will be returned to the Proposer upon request.

1.2. Schedule

The District reserves the right to deviate from this schedule, deviations from scheduled dates prior to RFP Closing will be made via written addendum.

EVENT DUE DATE

RFP Release, (Date of Issuance) May 12th, 2026

RFP Closing Date and Time June 4th, 2026 at 2:00 pm

Interviews (if held) Week of June 15th

Notice of Intent to Award On or about June 25th, 2026

1.3. Definitions

For general definitions see OAR 137-046-0110, which are incorporated by reference.

• “Contract Administrator” and “Project Manager” shall mean the person the District has designated as the single point of contact for this RFP.

• “Contractor” shall mean the Proposer awarded a contract to perform the Statement of Work.

• “District” shall mean Bend Park and Recreation District.

• “Proposal” shall mean a written response to this RFP.

• “Proposer” shall mean a person or organization submitting a written response to this RFP.

• “OAR” shall mean Oregon Administrative Rules.

• “ORS” shall mean Oregon Revised Statutes.

• “RFP” and “Solicitation” shall mean this Request for Proposals.

• “Scope of Work” shall mean the general description of the supplies and services for which the

District has issued this RFP, the work’s purpose and objectives, and the District’s expectations.

Examples of expectations include, if applicable, a description of the proposed purchase, specifications, tasks (obligations), deliverables, delivery or performance schedule, and acceptance requirements. The Scope of Work helps the prospective Proposers develop their

Proposals.

1.4. Solicitation Process

1.4.1. Availability of Documents

Solicitation documents, addenda, and notifications of results for this project will be posted on the

OregonBuys website (https://oregonbuys.gov). Proposers are responsible for checking this web site for the issuance of any addenda prior to submitting a Proposal. Proposals will be considered non-responsive if the Proposal does not reflect all addenda.

1.4.2. Reservation of District Rights

The District reserves all rights regarding the RFP, including, without limitation, the right to:

• Amend the RFP by written addendum pursuant to OAR 137-047-0430;

• Delay or suspend the RFP without liability to any Proposer if the District finds it is in the best interest of the District to do so pursuant to ORS 279B.100;

• Cancel the RFP or reject any or all Proposals received, in whole or in part, upon finding that it is in the best interest of the District to do so pursuant to ORS 279B.100;

• Waive any minor informality, correct a clerical error, or permit a Proposer to withdraw a

Proposal to the extent allowed pursuant to OAR 137-047-0470;

https://oregonbuys.gov/

• Reject any Proposal that fails substantially to comply with all prescribed RFP procedures and requirements pursuant to OAR 137-047-0640;

• Negotiate certain contract terms and conditions to the extent allowed under OAR 137-047-

0310(1)(b);

• Amend any contracts that are awarded as a result of the RFP to the extent allowed under

OAR 137-047-0800;

• Engage other organizations to perform the same or similar services; and

• Extend any contracts that result from the RFP without an additional competitive procurement process to the extent allowed under OAR 137-047-0800.

The intent of the RFP is to identify a Proposal from a Proposer with the level of specialized skill, knowledge, and resources to perform the Scope of Work described in the RFP. Qualifications, performance history, expertise, knowledge, and the ability to exercise sound professional judgment are primary considerations in the selection process. If awarded, the District will award the contract to the responsible Proposer submitting the Proposal which is in the District’s best interests for accomplishing the District’s needs.

1.5. Single Point of Contact

All technical and non-technical questions about the requirements of the RFP, procurement process, Scope of Work, or evaluation process shall be directed to the Contract Administrator listed on the

Invitation to Submit.

1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications; Solicitation

Protests

1.6.1. Procedure

• Requests for modifications to this RFP may be requested in writing, as follows: (a) request for clarification; (b) formal submittal of requests for changes to the RFP, contractual terms or specifications; or (c) formal submittal of protests of the RFP, contractual terms or specifications.

• A Proposer may submit to the Contract Administrator a written request for changes to the

RFP, contractual terms or specifications. The request shall include the reason for requested changes, supported by factual documentation, and all other information required by OAR

137-047-0730.

• Envelopes containing requests for clarification, requests for change, and protests shall be marked as follows:

o Request for Clarification / Change / Protest o RFP Number o Project Name

• Requests for modification must be received by the Contract Administrator prior to the protest submission deadline specified in Section 1.2. The submission deadline may be extended by addendum. No requests for clarification, requests for change or protests regarding the RFP, contractual terms or specifications shall be considered if received after the protest submission deadline, as may be extended by subsequent addendum.

1.6.2. Requests for Clarification / Questions

Questions, including requests for explanations of the meaning or interpretation of RFP provisions, shall be submitted in writing via mail, hand delivery, or email, addressed to the Contract

Administrator at the address listed on the Invitation to Submit, and must arrive prior to the protest submission deadline specified in Section 1.2.

1.6.3. Protests of RFP

Proposers may submit to the Contract Administrator a written protest of the solicitation documents, contractual terms or specifications, or addenda to the solicitation documents. To be considered, protests shall:

• Identify the Proposer’s name and reference the RFP title.

• Include: (a) the grounds that demonstrate how the solicitation process is contrary to law or how the RFP is unnecessarily restrictive, legally flawed, or improperly specifies a brand name; (b) evidence that supports the grounds on which the protest is based; and (c) an explanation of the relief sought, including a statement of the proposed changes to the solicitation process or RFP provisions, requirements or terms and conditions that the

Proposer believes will remedy the conditions upon which the protest is based.

• Be signed by the Proposer’s authorized representative

• Be submitted to the Contract Administrator to the address listed on the Invitation to Submit by the protest deadline specified in Section 1.2.

The District shall not consider solicitation protests that do not meet the requirements of this

Section. The District shall resolve all solicitation protests in accordance with OAR 137-047-0730.

1.6.4. Protest of Addenda

Pursuant to OAR 137-047-0430(4) Proposers may submit a request for change or protest to any addendum issued by the District as provided in Section 1.6.3. provided, however, such request for change or protest must be received by the end of the District’s next business day after issuance of the addendum, or protest deadline specified in Section 1.2, whichever is later. If the deadline for submission of a request for change or protest to an addendum falls after the protest deadline specified in Section 1.2, the District may only consider a request for change or protest to the addendum, and shall not consider a request for change or protest to matters not added or modified by the addendum.

1.7. Submission of Proposals

Proposals shall be received by the Contract Administrator no later than the Closing date and time specified in Section 1.2. Proposals may be delivered via U.S. Mail, courier, or hand-delivery. Mailed

Proposals shall be sent to the Contract Administrator at the address specified in the Invitation to

Submit. Late, faxed, or electronically transmitted Proposals shall not be accepted. Proposers responding to the RFP do so solely at their own expense. The District is not responsible for any Proposer costs or expenses associated with the RFP.

1.7.1. Withdrawal of Proposals

If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to the Closing date and time. The Proposer shall submit a written request to withdraw, signed by the Proposer, on the

Proposer’s letterhead, to the Contract Administrator at the address listed on the Invitation to

Submit.

1.8. Opening of Proposals

Pursuant to ORS 279B.060(6)(a) Proposals shall be opened and the names of all Proposers shall be made available to the public. Proposals will not be read aloud. The District shall open Proposals in a manner that avoids disclosing Proposal contents to competing Proposers.

1.8.1. Inspection of Proposals

Pursuant to ORS 279B.060(6)(a) and (b), Proposals will be open to inspection after issuance of a

Notice of Intent to Award. If a Proposal contains any information that may be considered exempt from disclosure under Oregon Public Records Law, ORS Chapter 192, the Proposer must clearly designate the portions of its Proposal that Proposer claims are exempt from disclosure, along with a justification and citation to the authority relied upon. Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Identifying the

Proposal in whole as exempt from disclosure is not acceptable. If the Proposer fails to identify the portions of the Proposal that the Proposer claims are exempt from disclosure and the authority used to substantiate that claim, the Proposer will be deemed to have waived any future claim for non-disclosure of that information.

Section 2. Scope of Work

Proposers shall describe how the following minimum required specifications are met:

2.1. Scope

The selected contractor shall provide all labor, equipment, materials, staffing, and services necessary to perform youth sports photography services, including but not limited to:

• Photograph all District-assigned youth sports teams

• Coordinate and schedule picture days on game days without interfering with games

• Provide online ordering and payment systems for families

• Provide a District-approved process for retakes, makeup sessions, missed players, and weather-disrupted picture days.

• Provide minimum purchase options consisting of a 5” X 7” team photograph

• Manage all financial transactions with participants

• Offer additional optional packages at contractor discretion

• Deliver products directly to participants

• Provide customer service, corrections, refunds and reprints

• Notify all coaches no less than one week prior to applicable picture date(s)

• Provide sales and donation summary reporting to the District at the end of each year

2.2. Logistics and Day-of-Operations Requirements

The contractor shall designate one lead account manager and one operational backup for the District.

The account manager shall be available during normal business hours and during all scheduled picture days.

The contractor shall provide a written picture-day operations plan that includes:

• Photo location and requirements

• Set up schedule

• Check-in process, line flow, signage and materials

• Safety

2.3. Timing and Frequency

Photography sessions will occur once per season per sport.

Sports seasons run:

• Mid-September to Late October

• Early November to Mid-December

• Mid-January to Mid-February

• Early March to Mid-April

• Late April-Early June

2.4. Parent-Pay Commercial Terms

The commercial model for this solicitation is fixed as follows unless the District revises it by written addendum before the proposal due date: the contractor will sell photo packages and related approved products directly to parents or guardians; the District will not pay the contractor for standard participant package purchases; the District will not guarantee sales volume; and the District will not owe the contractor compensation merely because the contractor was awarded exclusive service rights.

The District is procuring an exclusive service arrangement, not promising a minimum purchase. The contractor assumes all normal business risk associated with package sales, order volume, customer demand, payment processing, and family purchasing behavior. The District will provide reasonable program coordination and site access but is not a guarantor of contractor revenue.

• The contractor shall clearly disclose all package prices, fees, taxes, shipping charges, optional upgrades, digital rights terms, and refund/reprint terms before families place orders.

• The contractor shall not impose hidden charges, forced add-ons, or unapproved surcharges.

• The contractor shall process parent or guardian payments directly unless the District authorizes a different collection method in writing.

• The contractor shall provide at least three (3) standard package choices unless the District approves a different menu in writing.

• At least one package shall include a digital option. At least one package shall remain a lower-cost entry-level option suitable for families seeking basic prints only.

• The contractor shall not use District registration systems or District payment accounts to collect package payments unless the District separately authorizes that arrangement in writing.

• The District will not provide customer support on behalf of the contractor for routine package, refund, or delivery issues, but may redirect families to the contractor and may intervene if systemic problems occur.

2.5. Pricing Structure, Revenue Share, and Participant Value

In consideration of the opportunity to provide youth sports photography services under a parent-pay model, Proposers shall submit a pricing and revenue share model that supports District programs, including scholarships, foundations, or other approved initiatives.

A revenue share model is required for submission.

Proposers shall clearly describe the following:

Pricing Structure

• All standard photo packages and pricing tiers

• Per-session or per-participant pricing, if applicable

• Any bundled offerings, discounts, or package deals

• Optional add-on products or services (e.g., digital downloads, specialty prints)

• Any minimum purchase requirements

Pricing must be transparent and consistent with the Parent-Pay Commercial Terms in Section 2.4.

Revenue Share Model

• The proposed revenue share structure (e.g., percentage of gross or net sales, per-order contribution, or other model)

• How revenue share amounts are calculated

• The method for tracking, reporting, and remitting revenue share payments to the District

• The frequency of reporting and remittance

The District reserves the right to negotiate final revenue share terms as part of contract award.

Participant Value and Included Products

The District is interested in options that enhance value for participating families. Proposers are encouraged to describe:

• Whether a free team photograph (digital and/or print) can be provided to each participant, and under what conditions

• Any other no-cost or included products offered as part of the standard service model

• How these offerings are supported within the proposed pricing and revenue share structure

Proposers shall clearly distinguish between included items and optional purchases.

Proposers should note that inclusion of a no-cost team photograph will be specifically considered as part of the Pricing and Package Value evaluation criteria. The format, resolution, and delivery method of any included team photograph may be proposed at the contractor’s discretion unless otherwise agreed during contract negotiations

2.6. Mandatory Vendor Qualifications

In addition to the minimum required specifications, pursuant to ORS 279B.060(2)(c), the Contractor shall meet the highest standards prevalent in the industry or business most closely involved in providing the goods and/or services at all times for the duration of the contract.

A proposer shall be deemed nonresponsive if it cannot meet the minimum qualifications stated in this section. The District may request clarifications or supporting documentation, but the District is not obligated to allow a proposer to cure a material qualification failure after proposals are due.

• The proposer must have at least two (2) years of demonstrated experience providing youth sports, school, recreation, or substantially similar volume-based portrait photography services.

• The proposer must have experience managing picture days involving multiple teams, multiple coaches, or multiple locations within a season.

• The proposer must have an established online ordering and fulfillment system suitable for a parent-pay service model.

• The proposer must have sufficient staffing depth to perform services if a lead photographer, account manager, or scheduler becomes unavailable.

• The proposer must be legally authorized to conduct business and perform the services required under this contract.

• The proposer must be able to provide the required insurance before performance begins.

• The proposer must be able to provide at least two (2) references for recent comparable work and submit sample work that is representative of actual youth sports or similar portrait services.

• The proposer must agree to comply with District youth-contact screening, conduct, and site-access requirements.

Section 3. Proposal Requirements

Proposals shall address the Proposal and submission requirements set forth in this RFP. Proposals shall respond to all elements of information requested without exception. Proposals that do not meet the requirements set forth in the RFP shall be deemed non-responsive and shall not be further considered.

3.1. Administrative Proposal Requirements

3.1.1. Proposal Requirements

Proposals shall not exceed a total of 6 single sided or 3 double sided 8.5 x 11-inch pages with a minimum 11-point font size. District-provided forms and attachments are not included in the maximum page count.

3.1.2. Submission of Proposals in Electronic Format

• The District’s preferred Proposal submission format is in PDF on a single USB flash drive.

• Proposals submitted in PDF should be consolidated into as few separate files as possible.

• Proposals submitted in PDF shall include one (1) Proposal original containing the Proposer’s

Price Proposal, and one (1) Proposal copy excluding the Proposer’s Price Proposal.

• Notwithstanding the District’s requirement that Proposals be submitted in electronic format, Proposals must be submitted on a physical storage device via hand delivery, courier, or mail to the location and address listed on the Invitation to Submit. Proposals may not be submitted via email, fax, file transfer, or any other electronic means.

3.1.3. Hardcopy Proposal Submission

• Hardcopy (paper) Proposals may be submitted via hand delivery, courier, or mail to the location and address listed on the Invitation to Submit.

• Hardcopy Proposals shall include 1 Proposal original containing the Proposer’s Price

Proposal, and 1 Proposal copy excluding the Proposer’s Price Proposal.

• Use of recycled materials is required as part of the District’s sustainable business practices.

The District requires the use of submittal materials (i.e. paper, dividers, binders, brochures, etc.) that contain post-consumer recycled content and are readily recyclable. Proposers are encouraged to bind Proposals with a single binder clip. The District prohibits the use of materials that cannot be readily recycled such as PVC (vinyl) binders, spiral bindings, or plastic or glossy covers or dividers. Proposers are encouraged to print/copy on both sides of a single sheet of paper whenever possible.

3.2. Technical Proposal Requirements

The Proposal shall describe how the Proposer meets each of the technical requirements described in

Section 2 - Scope of Work. The Proposal shall be evaluated utilizing the following evaluation criteria, as more particularly described in Section 3.

3.2.1. Experience and Qualifications (20 points)

Experience with youth sports, school, recreation, or similar public-facing photography services.

3.2.2. Work plan and picture-day operations (20)

Quality and practicality of scheduling, staffing, logistics, backup planning, and workflow.

3.2.3. Pricing and Package value (20 points)

• Evaluation will consider the reasonableness, transparency, and overall value of the

Proposer’s pricing and parent‑pay offerings, including package structure, clarity of disclosures, and alignment with District requirements.

• Up to five (5) points within this category will be awarded for proposals that include a team photograph for each participant at no additional cost (digital and/or print), as described in the Proposer’s pricing and revenue share model.

• The remaining points will be awarded based on overall pricing fairness, accessibility for families, package options, and the value provided relative to cost

3.2.4. Ordering, fulfillment, and customer service (15 points)

Ease of parent ordering, turnaround commitments, issue resolution, and fulfillment controls.

3.2.5. Sample work and image quality (10 points)

Strength, consistency, and appropriateness of submitted work samples.

3.2.6. Revenue Share Model and District Benefit (10 points)

Evaluation will consider the strength, clarity, and overall benefit of the Proposer’s proposed revenue share model, as described in Section 2.4.

Proposals will be evaluated on:

• The reasonableness and competitiveness of the proposed revenue share structure

• Transparency in how revenue share amounts are calculated

• The proposed methods for tracking, reporting, and remitting revenue share payments to the District

• The degree to which the proposed model supports District programs, including scholarships, foundations, or other approved initiatives

Proposals that clearly demonstrate administratively feasible and sustainable revenue share model that provides meaningful value to the District will receive higher scores.

3.2.7. References

• Proposer must provide at least two (2) references from contracts of similar scope to that described in this RFP. References from public agencies of similar size or type shall be preferred.

• Proposers shall provide the following information for each reference:

o Organization name o Contact person (first and last name) o Contact phone number o Contact email address o Duration of contract(s) o Types and quantities of products and services provided

• Reference-provided letters of recommendation are acceptable.

3.2.8. Insurance Coverage (pass/fail)

• Proposer must provide a statement that Proposer currently has, or prior to executing a contract if awarded will be able to obtain, insurance coverage meeting or exceeding the insurance requirements detailed in the attached Sample Contract.

3.2.9. Presentations, Demonstrations or Interviews– If Held (25 points)

• The District may conduct and score presentations, demonstrations, or interviews as provided in Section 3.4.

3.3. Technical Proposal Scoring

The evaluation committee shall assign points to its evaluation of each Proposal as follows:

SCORING CRITERIA MAXIMUM POINT VALUE

Insurance Coverage Acknowledgement Pass/fail

Qualifications and relevant experience 20

Work plan and picture-day operations 20

Pricing and package value 20

Ordering, fulfillment, and customer service 15

Sample work and image quality 10

Revenue Share Model and District Benefit 10

References 5

Total Points Possible 100

Presentations, Demonstrations, and Interviews (if held) 25

Total Combined Points Possible 125

Section 4. Evaluation and Award

4.1. Evaluation Process

4.1.1. Evaluation Overview

The District shall evaluate and score all responsive Proposals on the completeness, quality, and applicability of their contents in accordance with the following criteria:

• Section 3.2, Evaluation of Minimum Requirements (Pass / Fail)

• Section 3.3, Evaluation of Technical Proposal (Scored)

• Section 3.4, Evaluation of Presentations, Demonstrations and Interviews, if held (Scored)

• Section 3.5, Ranking of proposals

4.1.2. Evaluation Committee

The District shall establish an evaluation committee of at least three individuals, which may consist of District staff, government partners, or community partners, who shall review, evaluate, and score each Proposal.

4.1.3. Disqualification

Any attempt by a Proposer to improperly influence a member of the evaluation committee during the Proposal review and evaluation process shall result in rejection of that Proposal.

4.2. Evaluation of Minimum Requirements (Pass / Fail)

The evaluation committee shall review all Proposals on a pass/fail basis and determine if each Proposal meets the minimum technical Proposal requirements described in Section 3 of this RFP. Proposer’s failure to comply with the instructions or to submit a complete Proposal may result in the Proposal being deemed non-responsive. Only those Proposals determined responsive to the minimum requirements shall be considered for further evaluation.

4.3. Evaluation of Technical Proposal (Scored)

The evaluation committee shall score all Proposals based on the completeness and quality of information described in Section 3.2. Points assigned by each evaluation committee member shall be added together and divided by the total number of evaluation committee members to compute an average score for the evaluation criteria. Price Proposals will not be scored until after the evaluation committee has scored all other evaluation criteria.

The evaluation committee may request additional clarification from any Proposer for any portion of the

Proposals pursuant to OAR 137-047-0600(2). If a Proposal is unclear, the Proposer may be asked to provide clarification. Proposers shall remain available during the evaluation period to respond to requests for additional clarification. Proposers shall submit written clarification(s) within 24 hours

(Monday-Friday) following receipt of the request. No new Proposal documentation may be submitted, however, and clarifications may not be used to correct an otherwise non-responsive Proposal. Failure to provide clarification may result in a lower score.

4.3.1. References

See Section 3.2 for reference requirements.

The District reserves the right to request references in addition to those provided by a Proposer, to investigate any references (whether or not furnished by a Proposer), and to investigate the past performance of any Proposer. The District may investigate the qualifications of a Proposer, including, but not limited to: successful performance in providing similar services; compliance with specifications and contractual obligations; completion or delivery of services on schedule; and proper payment of suppliers, subcontractors, and workers. The District may postpone the award or execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation. This is in addition to any other District rights reserved in Section 1.4.3.

The District may make up to two attempts to contact each of the reference sources. These attempts will be made during normal business hours. Each reference that is contacted will be asked to provide information relevant to the categories listed in Section 3.2.

4.4. Evaluations of Presentations, Demonstrations, and Interviews (if held)

The evaluation committee may elect to interview one or more Proposers, based on the evaluation committee’s identification of those Proposers who have a reasonable chance of being selected as the most advantageous Proposer, if the evaluation committee considers it necessary or desirable. If interviews are held, the evaluation committee will determine the number of Proposers to invite according to whether the evaluation establishes a natural break in the scores of Proposers that indicates that a particular number of Proposers are closely competitive or have a reasonable chance of being determined the most advantageous Proposer. If the evaluation committee conducts interviews, the interview process will be used to supplement and clarify the information contained in the Proposal.

• The District will provide written notice to all Proposers identifying those Proposers selected for interview. Proposers not selected for interview may protest the evaluation and determination of the interview pool in accordance with OAR 137-047-0720.

• Based upon Proposal scoring, as modified by the interview, Proposers will be given final ranking by the evaluation committee which will be used to determine contract award.

• If deemed advisable by the District, the District may send details regarding the format and scope of the interviews to those Proposers invited to interview.

• Proposers will bear all costs for attending the interviews and preparing any presentation materials.

4.5. Ranking of Proposals

The evaluation committee shall add the interview score for each interviewed Proposer to the evaluation score for the initial evaluation of that Proposer’s Proposal in order to determine the total score and ranking of each Proposal.

4.6. Award Notification and Process

If, once the evaluation committee determines the highest-ranked Proposer, the District elects to move forward with awarding a contract, the District shall send a notice of intent to award to all Proposers. The

District may, either orally or in writing, terminate negotiations with the highest-ranked Proposer if the

District and the highest-ranked Proposer are unable to reach agreement within a reasonable amount of time for any reason. The District may then negotiate with the second ranked Proposer, and if necessary, with each successively ranked Proposer until negotiations result in a contract or the District cancels the

RFP pursuant to ORS 279B.100.

The District reserves the right to negotiate a final contract and Statement of Work that are in the best interests of the District. Prior to execution of a contract the District shall obtain the Contractor’s agreement to perform the Scope of Work and meet the performance standards set forth in the final negotiated Statement of Work.

4.7. Protest of Award

If the conditions specified in ORS 279B.410(1) are met, a Proposer may submit a written protest of the

District’s intent to award a contract. Protests must be submitted within seven days after the District issues a notice of intent to award. A Proposer may submit a protest of the intent to award only as allowed by, and only in compliance with, OAR 137-047-0740. The District will resolve all timely submitted protests in accordance with ORS 279B.410(4) and OAR 137-047-0740.

Section 5. Attachments

• Attachment A – Sealed Proposal Label

• Attachment B – Proposer Information Sheet

• Attachment C – Sample Contract

Section 6. Proposal Submission Checklist

All attachments and Proposal content requirements specified in this RFP must be included in Proposals.

The following Proposal content and attachments are required to be returned with the Proposal:

Detailed Proposal Content Requirements as specified in Section 3.2

Section 3.2.1 – Experience and Qualifications

Section 3.2.2 – Work plan and picture-day operations

Section 3.2.3 – Pricing and package value

Section 3.2.4 – Ordering, fulfillment and customer service

Section 3.2.5 – Sample work and image quality

Section 3.2.6 – Revenue Share Model and District Benefit

Section 3.2.7 – References

Section 3.2.8 – Insurance Coverage Statement

Responses to Section 2 – Scope of Work

Attachment B – Proposer Information Sheet

Proposers are encouraged to use the following attachment to identify their Proposal, it is provided for

Proposers convenience and is not required.

Attachment A – Sealed Proposal Label

The following attachments are not to be returned with the Proposal. Proposers must review these attachments, the terms and conditions of each will be incorporated in the contract for the work.

Attachment E – Sample Contract

This checklist is provided for the Proposer’s convenience in assembling your Proposal and is not required to be returned with the Proposal.

ATTACHMENT A

SEALED PROPOSAL LABEL

Please attach the above label to the outside of your sealed Proposal.

SEALED PROPOSAL ENCLOSED

DELIVER TO:

BEND PARK AND RECREATION DISTRICT

ATTN: JOANNA EDWARDS

799 SW COLUMBIA STREET

BEND, OR 97702

PROPOSALS MUST BE RECEIVED NO LATER THAN:

JUNE 4, 2:00 PM PACIFIC TIME

FOR: YOUTH SPORTS PHOTOGRAPHY SERVICES

PROPOSER NAME:

ATTACHMENT B

PROPOSER INFORMATION SHEET

FIRM/COMPANY NAME:

STREET ADDRESS:

CITY, STATE, ZIP CODE:

WEBSITE:

PRIMARY CONTACT NAME:

PRIMARY CONTACT TITLE:

PRIMARY CONTACT TELEPHONE:

PRIMARY CONTACT EMAIL:

Name and title of the primary individual authorized to represent the Proposer in any negotiations and sign any contracts that may result:

NAME: TITLE:

Proposer, pursuant to ORS 279A.120(1), (check one) is ☐ / is not ☐ a resident Proposer. If not, indicate state of residency: .

1. Proposer hereby certifies that Proposer has read, understands, and agrees to comply with all terms and conditions of this Solicitation and the resulting contract.

2. Proposer acknowledges receipt of all Addenda issued under this Solicitation, if any.

3. Proposer hereby certifies that Proposer has complied or will comply with all requirements of local, state, and federal laws, and that no legal requirements have been or will be violated in making or accepting this

Solicitation.

4. Proposer hereby certifies that it has not discriminated and will not discriminate, in violation of ORS

279A.110, against any disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disable veteran owns or an emerging small business that is certified under ORS 200.055 in obtaining any required subcontract.

5. Affirmative Action Program. The District is an equal employment opportunity employer and values diversity in its work force. The District requires its consultants and contractors to have an operating policy as an equal employment opportunity employer. Firms of 50 people or less do not need to have a formal equal employment opportunity program, but shall have an operating policy supporting equal employment opportunity. Proposer shall answer the following questions by selecting yes or no.

☐Yes ☐No Does your Firm have more than 50 employees?

☐Yes ☐No Does your Firm have a formal equal employment opportunity program?

6. Proposer agrees to comply with Oregon tax laws in accordance with ORS 305.385.

7. Proposer hereby certifies that no conflict of interest, as defined below, exists which precludes an impartial

Proposal from being submitted by Proposer and that if such conflict should arise, Proposer will immediately notify the District.

a. No officer, employee, or agent of the Proposer has any personal financial interest, direct or indirect, in the operation of Bend Park and Recreation District or its affiliates.

8. Proposer hereby certifies the price(s) and amount(s) of this Proposal shall be arrived at independently and without consultation, communication or agreement with any other consultant, contractor, Proposer or potential Proposer.

9. Proposer hereby certifies that neither the price(s) nor the amount(s) of this Proposal, and neither the approximate price(s) nor approximate amount(s) of this Proposal, shall be disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be publicly disclosed before contract award.

10. Proposer hereby certifies no attempt has been made or will be made to induce any firm or person to refrain from Proposing on this Solicitation or to submit any noncompetitive Proposal or other complementary

Proposal.

11. Proposer hereby certifies that it’s Proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Proposal.

12. Proposer agrees that if awarded the contract, Proposer shall be authorized to do business in the State of

Oregon at the time of the award.

13. District shall not be liable for any claims or be subject to any defenses asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this Solicitation.

14. District shall not be liable for any expenses incurred by Proposer in both preparing and submitting its

Proposal, or in participating in the Proposal evaluation/selection or contract negotiation progress, if any.

15. The signatory of this Proposer Information Sheet is a duly authorized representative of the Proposer, has been authorized by Proposer to make all representations, attestations, and certifications contained in this

Proposal document, Solicitation, and all Addenda, if any, issued, and to execute this Proposal document on behalf of Proposer.

16. By signature below, the undersigned Authorized Representative hereby certifies on behalf of Proposer that all contents of this Proposer Information Sheet and the submitted Proposal are truthful, complete and accurate. Failure to provide information required by this Solicitation may ultimately result in rejection of the

Proposal.

PROPOSER SIGNATURE

Signature Title

Name (please print) Date

Email Phone