On-Call for Course Management & Event Coordination

The City of Portland, Oregon Bureau of Transportation is requesting proposals for on-call volunteer coordination and event management services for large community events, with proposals due April 10, 2025 at 4:00 p.m. Pacific Time under RFP 00002532. The City of Portland Clean Energy Community Benefits Fund partially or fully funds the services, triggering workforce equity requirements including family wage standards of 180% the relevant state minimum wage and U.S.-made renewable energy products; COBID certification is encouraged and evaluated.

The scope encompasses volunteer management (recruiting, training, and retaining 300 to 500 volunteers during peak seasons in 2- to 3.5-hour shifts), on-street event course and route management (traffic control deployment, signage coordination, and flagging services), and vendor management including registration platforms, payment processing, and vendor communications. Example programs include Plaza Activation street-painting events and Sunday Parkways multi-modal routes with vendor marketplaces. Proposers must demonstrate prior experience in large-event volunteer coordination and temporary traffic control deployment.

The estimated contract value is $300,000 annually, totaling $1.5 million over the five-year initial term (2025–2030) with a maximum five-year extension thereafter. Work is authorized through individual task orders with no guaranteed minimum or maximum quantity. The City retains the right to cancel or reschedule orders without penalty. The contractor must maintain commercial general liability insurance of at least $2 million per occurrence, $2 million per automobile accident, and workers' compensation coverage.

Evaluation is scored on 100 points: proposer capabilities (15 points), project team (15 points), pricing (15 points), project approach (20 points), references (15 points), and corporate responsibility including COBID utilization, workforce diversity, and sustainable practices (20 points). Addendum 1, issued March 14, 2025, expanded the narrative page limit from 16 to 18 pages to accommodate the Project Approach section. Questions should be directed to Mark Ariza, Procurement Analyst, at Mark.Ariza@portlandoregon.gov or 503-823-1885. Notice of Intent to Award is scheduled for April 28, 2025. Proposals must be submitted in Adobe PDF format through the City's Online Procurement Center.