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 with proposals due April 25, 2025, at 4:00 p.m. Pacific Time and questions due April 18, 2025. No pre-proposal meeting or site visit is scheduled.

The scope encompasses volunteer recruitment and retention, on-street event course management, temporary traffic control deployment, and vendor management across Portland Sunday Parkways (1,500 to 2,100 volunteer hours annually), Play Streets, Street Plaza Activations, Portland Neighborhood Greenways, and other community events. The successful proposer must demonstrate experience in traffic control planning, emergency action planning, and logistics across events ranging from street plaza activations with under 100 attendees to large-scale Sunday Parkways events.

The contract is an on-call arrangement with a maximum total value of $1.5 million ($300,000 annually) over a contract term running through 2030. Work will be authorized through written Task Orders; the contractor must commence work within seven calendar days of Notice to Proceed. The City reserves the right to terminate for any reason with 30 calendar days' written notice and may remove contractors from rotation if the maximum contract value is reached or negotiation difficulties arise. Task Orders are assigned on a rotational basis with compensation negotiated based on estimated hours and hourly rates subject to a predetermined maximum per Task Order.

Evaluation is on a 100-point scale: proposer capabilities (15 points), project team qualifications (15 points), pricing proposal (15 points), project approach (20 points), references (15 points), and corporate responsibility including COBID certification and sustainable business practices (20 points). The contract is partially funded by the Portland Clean Energy Community Benefits Fund, which requires U.S.-made renewable energy products where applicable, workforce and contractor equity agreement compliance, and family wage standards of 180 percent of Oregon minimum wage. Proposers must provide commercial general liability insurance of $2 million per occurrence and automobile liability insurance of $2 million per accident. Proposals are limited to 16 pages and must be submitted through BuySpeed with three professional references, COBID participation disclosure, and exception requests to the sample contract if applicable. The estimated Notice of Intent to Award will be posted in May 2025.