REQUEST FOR PROPOSALS 18-07 - Prosper Portland · REQUEST FOR PROPOSALS 18-07 WEBSITE REDESIGN AND...

RFP 18-07, Redesign and Support B&I Websites of 16

REQUEST FOR PROPOSALS 18-07 WEBSITE REDESIGN AND ON-GOING WEBSITE/MARKETING SUPPORT:

ECONOMIC DEVELOPMENT BUSINESS & INDUSTRY Proposals Due: October 22, 2018 by 2:00 PM (Pacific)

1.0 REQUEST FOR PROPOSALS SUMMARY

Through this Request for Proposals (this “RFP”), Prosper Portland requests statements of qualifications and pricing (“proposals”) from individuals or firms (“you(r)” or “Proposers”) )”) to redesign one (1) website, provide content development for (1) website, and provide ongoing website/marketing support of three (3) websites to enhance Prosper Portland’s Economic Development activities performed by the Business & Industry (B&I) team. Prosper Portland may award multiple contracts from this RFP.

2.0 CONTACT AND PROPOSAL DELIVERY INFORMATION

Direct all questions and deliver ONE (1) SIGNED ADOBE ACROBAT VERSION (.PDF) OF YOUR PROPOSAL BY EMAIL to the “Solicitation Coordinator” named here no later than the deadline listed in Section 3.0:

Solicitation Coordinator* Proposal Delivery Location

Kristy Branson, Procurement Specialist

503.823.3688 (direct)

[email protected] (email)

Email to: Kristy Branson <[email protected]>

Subject Line: “Response to RFP 18-07”

* The Solicitation Coordinator named here is Prosper Portland’s SOLE POINT OF CONTACT for this RFP.

3.0 PROCUREMENT SCHEDULE

Prosper Portland reserves the right to change this schedule for any reason.

Procurement Activity Date

Request for Proposals Issued September 26, 2018

Voluntary Pre-Proposal Meeting (see section 9.3 for details)

Questions and Change Requests Due OCTOBER 16, 2018

PROPOSAL DUE DATE AND TIME** OCTOBER 22, 2018

BY 2:00 PM (PACIFIC) VIA EMAIL

Notice of Intent to Award Issued (anticipated) November 7, 2018

Contract Effective Date (anticipated) December 1, 2018

** To be considered for award of the contract, proposals must be received by the

Solicitation Coordinator no later than the date and time listed here.

mailto:[email protected]

mailto:[email protected]


4.0 PROJECT OBJECTIVES AND GOALS

Prosper Portland is seeking web design, content creation, and website/marketing support Contractor(s) to enhance Prosper Portland’s Economic Development activities on the Business & Industry (B&I) team. The B&I team prioritizes investments and focuses resources to increase access to family-wage jobs and grow existing businesses in target traded sector industries, thereby encouraging local economic expansion and inclusive growth. The Traded Sector program also includes cross-industry initiatives focused on global trade and investment, business attraction, and small business lending.

The B&I team has one (1) website that needs to be redesigned and ongoing support and two (2) more websites requiring ongoing support only. The three (3) websites are each associated with a traded sector industry cluster; Athletic & Outdoor, Technology & Media and Green Cities:

4.1.1 Athletic & Outdoor Portland

The Greater Portland region is well recognized as a global hub for Athletic and Outdoor (“A&O”) companies and professionals. The region is home to major international brands like Nike, Adidas, and Columbia Sportswear, as well as hundreds of small to medium-sized companies. Prosper Portland has worked with many of these companies to successfully build public-private collaboration around issues that have been identified as critical to growing the industry. An advisory committee comprised of industry leaders has been driving an action plan that has yielded success in branding the region as the hub of the A&O industry. The A&O website is essential in the successful recruitment and retention of businesses and talent. The Website serves as a hub for the local industry, as well as for information seekers outside the Portland region. The Website articulates the competitive advantages of Portland and profile leading Portland companies and innovators. The Site serves as a central location for showcasing community events, initiatives, and jobs. The Site has a funding mechanism primarily through memberships and sponsorships. Companies can choose to be members at various levels to receive exclusive access or sponsor the site and have their logo or banner ads on the site. The site also reflects the design and aesthetic qualities of the industry. The Website serves four primary functions:

• Promotion. The Site serves as an entry point for outside firms and talent to

explore the A&O industry in Portland. The site features company profiles,

competitive advantages, and marketing materials (videos, maps, etc.) developed

to promote the Portland area as the global hub for the A&O industry.

• Connection. The Site enables local companies to connect with one another and

for A&O professionals to learn about events, activities, and their peers. The Site

includes appropriate social media and news feeds and acts as a one-stop for

information and relevant activities in the A&O community. The jobs board also

allows companies to post open positions and connect to talent.

• Business Development. A lead-generation feature allows local firms to connect with other local firms and attract customers from outside the Portland region.

• Education. The Site also serves as a hub for Portland and Oregon educational institutions and programs to announce educational and training opportunities for the A&O community. The Site also integrates content from Outdoor Industry Association (“OIA”), such as trainings and webinars.

http://aoportland.com/


4.1.2 TechTown Portland

TechTown originated as a collective effort to raise awareness of Portland as a place where technology & media companies and workers could grow and thrive. Its first initiative in 2013 was a video story of the local technology environment which has been viewed more than 46,000 times in places like Boston, New Orleans, London and Tel Aviv and has helped local companies attract people from outside the region. Two (2) years later a second video showcased the real stories of local industry professionals who had moved to Portland to grow their careers. The TechTown collaboration has evolved to recognize that fostering diverse and inclusive companies that offer opportunities to all is not only the right thing to do, but also benefits our community in terms of innovation, team functioning, and bottom line results. The TechTown Portland website is a resource for companies to learn about and sign up for the TechTown diversity pledge. It also highlights news and stories relevant to the Techtown initiative and is a space to share upcoming events that support cultivating a diverse, local talent pipeline and an inclusive work environment. The website also includes a technology jobs board.

4.1.3 We Build Green Cities

A race is on. Around the world, cities are competing to be known as “the city that builds green cities.” Portland wants this title. Earning this reputation would mean more national and international contracts for Portland’s local companies, translating into greater economic benefit for the Portland region. The We Build Green Cities brand is designed to help achieve this outcome. At the center of We Build Green Cities (“WBGC”) is the concept that our regional green and clean technology firms can do more together than they can apart and can leverage their location and experience in Portland as part of their approach when entering new markets. In its current phase of implementation, the WBGC brand is telling the region’s collective story and capturing the Portland brand for use by industry members. It also puts a spotlight on the City of Portland’s leadership in the built environment and the region’s leading firms to help drive new business to industry partners. In 2011, the WBGC brand and online platform was created to support delegation visits on behalf of the clean technology industry. Prosper Portland wishes to rebuild the site to continue the forward momentum of the WBGC brand and to broaden its benefits by more directly telling the industry’s collective story.

5.0 SCOPE OF SERVICES

Services to be provided under the contracts awarded from this RFP are organized into three (3)

clusters for ongoing website and marketing support. The We Build Green Cities redesign and

content creation is separate from the ongoing website and marketing support. Please specify

which website(s), redesign and/or content creation you are offering (see Section 4.0) in your

proposal. Proposers may choose to propose on one or multiple scope(s) of work.

• Cluster 1: Athletic & Outdoor Portland

• Cluster 2: TechTown Portland

https://vimeo.com/65576329

https://vimeo.com/114250742

https://techtownportland.com/

http://www.webuildgreencities.com/

http://aoportland.com/

https://techtownportland.com/


• Cluster 3: We Build Green Cities

5.1 ON-GOING CLUSTER WEBSITE AND MARKETING SUPPORT

5.1.1 Cluster 1: Athletic & Outdoor Portland

• Website Management. Provide ongoing updates, support and management

of the website, including publishing jobs, events or stories submissions

and/or non-original blog posts, responding to emails/questions that come

through the website.

• Content Creation on Digital Channels. Create and publish two (2) original

blog posts per month. Content includes research, outreach, and contributor

management, copywriting, custom photography and graphics, and Search

Engine Optimization (“SEO”) best practices.

• Marketing and Social Media Support.

o Manage the Athletic & Outdoor Young Professionals (“AOYP”) Facebook

and Instagram and A&O Twitter and LinkedIn accounts, creating and

posting up to three (3) social media posts per week. Content to include

more original/designed content such as videos, gifs, custom graphics,

campaigns, and/or contests.

o Email Marketing: Execution of a monthly A&O newsletter. Execute

additional email communications for events and other A&O initiatives

as needed (up to three (3) monthly). Provide ongoing email database

management of three to five (3-5) email lists.

o Community management and reputation management of social media

accounts and website forms. Community management includes finding

new followers, engaging with current audience and continued outreach

to ensure growth of accounts. Develop more integrated social media

campaigns or initiatives to increase community, drive email sign ups,

and small business support.

• Monthly Alignment. Meet with Prosper Portland A&O project lead monthly

to align on priorities, tasks, goals and next steps. On a quarterly basis,

include the Prosper Portland public affairs team in the alignment meeting to

review updates made in the previous quarter and upcoming posts to ensure

consistency with Prosper Portland messaging

• Consistent Messaging. Provide a draft of external content for newsletters

and blog posts to Prosper Portland’s public affairs team at least five (5)

business days before posting. Advance notice will be provided for any social

media content.

• Community Event/Trade Show/Special Event Support. (AOYP and general

A&O events)

o Attend committee or planning meetings.

o Create original graphic design & content for marketing of events & programs

o Design slide deck/presentation materials/marketing materials for use at the events

http://www.webuildgreencities.com/


o Develop and manage event specific hashtags and live social media coverage at events

o Design print materials as needed (two (2) trade shows per year, four to five (4-5) A&O or AOYP events per year)

o Create and maintain a separate webpage on the website or event registration page on Eventbrite as needed (two (2) trade shows per year and four to five (4-5) A&O or AOYP events per year)

o Promote/market events and trade shows through A&O social media and digital outlets (website event listing, Facebook event, special blog post etc.)

o Coordinate with event partners and vendors, providing graphics and copy, for cross marketing efforts

o Support the development of press releases or media materials to promote trade shows, events, or special events for Prosper Portland's public affairs team to share with media outlets

o Attend events & take photos (4-5 events per year)

o Sponsorship/Co-hosted events: provide marketing support when A&O/Prosper sponsors other events providing logos, graphics and other copy requirements as needed

• Special Program Support. (i.e. Peer to Peer, Annual Reports, 'In the Running'

or other small business initiatives)

o Develop custom webpages, registration forms (or other digital technical

support) for ongoing and new programs/initiatives

o Create original graphic design, content and marketing support for new

programs/initiatives

o Design print, presentation or other marketing materials for initiatives as

needed

• Community Research/Insights.

o Develop and execute surveys (at least one (1) per year) to gather event insights and interests

• Paid Social Content. Develop advertising campaigns on Facebook/Instagram, Twitter and/or LinkedIn to increase event awareness, increase email list subscribers, and/or promote special programs or initiatives.

5.1.2 Cluster 2: TechTown Portland


of the website, including publishing jobs, and ensuring events and pledge

information on the website stays relevant and timely.

• Content Creation on Digital Channels. Create and publish two (2) original

blog posts per month. Content includes research, outreach, and contributor

management, copywriting, custom photography and graphics, and SEO best

practices.



o Manage the Twitter and LinkedIn accounts for TechTown, posting

content on a weekly basis.

o Vendor will a) support responsive email communication to assist in

onboarding TechTown members, and b) Slack Channel communication

to existing members by providing and relevant content and updates (i.e.

events, News & Stories features, etc.).

o Community management and reputation management of social media

accounts and website forms. Community management includes finding

new followers, engaging with current audience and continued outreach

to ensure growth of accounts. Develop more integrated social media

campaigns or initiatives to increase community, drive email sign ups,

and small business support.

• Consistent Messaging. Provide a draft of external content for blog posts to

Prosper Portland’s public affairs team at least five business days before

posting. Advance notice will be provided for any social media content.

• Event Support. Support three events annually (i.e. TechTown Steering

Committee, Morning Action Committee Sessions, trainings, data

presentations)

o Attend committee or planning meetings or coordinate with TechTown project lead.

o Create original graphic design & content for marketing of events & programs as needed

o Design slide deck/presentation materials/marketing materials for use at the events

o Develop and manage event specific hashtags and live social media coverage at events

o Design print materials as needed (three (3) events annually)

o Create and maintain a separate webpage on the website or event registration page on Eventbrite as needed (three (3) events annually)

o Promote/market events through TechTown social media and digital outlets (website event listing, News & Stories feature, LinkedIn, Calagator, etc.)

o Support the development of press releases or media materials to promote events for Prosper Portland's public affairs team to share with media outlets

o Attend events & take photos (five (5) events per year)

• Sponsorship/Co-hosted Events. Provide marketing support when TechTown/Prosper sponsors other events providing logos, graphics and other copy requirements as needed

• Monthly Alignment. Meet with Prosper Portland TechTown project lead

monthly to align on priorities, tasks, goals and next steps. This may include

review editorial calendar, progress made since last meeting, content

updates on the website, usage stats on website & social media, and other

digital content. On a quarterly basis, include the Prosper Portland public


affairs team in the alignment meeting to review updates made in the

previous quarter and upcoming posts to ensure consistency with Prosper

Portland messaging.

• Paid Social Content. Develop advertising campaigns on

Facebook/Instagram, Twitter and/or LinkedIn to increase event awareness,

increase email list subscribers, and/or promote special programs or

initiatives.

• Other considerations. Elements not included above yet relevant to an

improved web, social and digital presence for the TechTown Portland effort.

5.1.3 Cluster 3: We Build Green Cities (“WBGC”)


of the website, ensuring events and information on the website stays

relevant and timely. Manage requests coming through the website,

including requests to be added to the company directory and events list.

• Content Creation on Digital Channels.

o Create and publish two (2) original blog posts and/or case studies to the

website per month. Content includes research, outreach, and

contributor management, copywriting, custom photography and

graphics, and SEO best practices.

o Manage a periodic ”call for projects” to collect information from

companies on exciting projects to be added to a separate “project

profiles” page. When projects are located in Urban Renewal Areas,

highlight the programs available in these Urban Renewal Areas. Over

half of highlighted projects are anticipated to be located in Urban

Renewal Areas.

o In addition to adding project profiles to the website, design selected

project profiles into a flyer in pdf format for use as marketing materials.


o Manage the Twitter account for WBGC, posting content on a weekly

basis.

o Execution of up to three (3) email blasts per month and ongoing

management of email database.

• Quarterly Alignment. Meet with Prosper Portland WBGC project lead and

Prosper Portland public affairs team on a quarterly basis to review editorial

calendar, manage priorities, review success and provide monthly reports

with analysis of website and social progress. The meeting will also include a

review of updates made in the previous quarter and upcoming posts to

ensure consistency with Prosper Portland messaging.

• Consistent Messaging. Provide a draft of external content for case studies

and blog posts to Prosper Portland’s public affairs team at least five

business days before posting. Advance notice will be provided for any social

media content.


5.2 WE BUILD GREEN CITITES WEBSITE REDESIGN

5.2.1 Website Redesign Platform Requirements

Propose which platform to build the website on. This may include transitioning

to a new platform from the existing We Build Green Cities (“WBGC”) website.

Proposer should estimate up to twenty (20) separate webpages on the website

for the purpose of proposing on this project.

o Potential pages include: About, Why Portland, Contact Us, Events, an

informational page on smart cities, an informational page on Urban

Renewal Area programs, pages to highlight project profiles, a company

profile page that highlights anchor companies, provides a profile of the

industry, and has links to industry association pages.

o Programming will be required for an events module where external

parties can submit updates. Event module to include an “add your

event” functionality (that gets submitted to content creation vendor).

o Graphic design for the website to be agreed with the Prosper Portland

public affairs team prior to finalizing.

5.2.2 Discovery Phase (to begin within two (2) weeks of signing contract) Conduct an analysis of current and potential audiences and a content audit. Prepare a report for Prosper Portland. Discovery Phase will begin with a kick-off meeting at Prosper Portland (within five (5) days of contract signing).

5.2.3 Design Phase (to begin within six (6) weeks after signing contract) Use wireframes describing information architecture, new user experience and flow. The Design Phase will include an in-person meeting at Prosper Portland. Design Requirements include:

• Three (3) design mockups (based on approved wireframes) that establish

the look and feel of the new website, including the Home page and sample

interior pages

5.2.4 Development Phase (to begin within eight (8) weeks after signing contract) Develop the website (based upon approved design) using responsive design. The site will serve all devices on the same set of URLs, using CSS3 media queries to change how the page is rendered on each device. Activities include:

• Build-out of all new pages on the site using content (copy, photos,

documents) provided by Prosper Portland

• Install plugins identified in section 5.2.1

• Transfer of documents (mostly PDF) from old website document library to a

new document library

• Assisting with Search Engine Optimization content and copy

recommendations

• Insertion of Google Analytics code for WBGC account

• Prosper Portland will provide:

o Content: web copy, documents, photos/imagery. (content will be

provided by Prosper Portland and the WBGC Content Creation vendor)

o Meeting space for meetings

o A project manager to serve as a main contact for the project

o Hosted web server for website

o Domain name for website


5.2.5 Quality Testing, Assurance, and Site Launch Phase

Contractor shall do a final review of the site and test web pages:

• On PC, Macintosh, and mobile/tablet platforms

• Using a variety of popular operating systems and the latest and previous

version of major web browsers

• Test web pages to ensure each webpage can be accessed without undue

load time or lag

• Launch the website for public use by August 31, 2019 and December 31,

2019.

5.2.6 Content Management System Training Contractor shall provide one (1) 90-minute on-site training session on the revised website content at Prosper Portland. The number of Prosper Portland or external attendees will be at Prosper Portland’s discretion.

5.2.7 Warranty Period Once the revised site has been launched, Contractor shall provide Prosper Portland with sixty (60) days post go‐live technical support to ensure the website is functioning properly under conditions of normal/public use (the “Warranty Period”) at no additional cost to Prosper Portland. Prosper Portland acknowledges that design changes or other substantial modifications are outside the scope of this Warranty Period.

5.2.8 Ongoing Technical Support After the expiration of the Warranty Period, Contractor shall provide technical support of the website on an as-needed basis, chargeable as an hourly rate (in increments of a quarter-hour) or as otherwise agreed. To initiate such support, Prosper Portland will contact Contractor via email or phone. Within one business day, Contractor will inform Prosper Portland of the expected response time for support and the estimated cost to fulfill the service request. This support may include design modifications, training or consulting services, platform updates, if applicable, and plugin updates.

5.2.9 Ongoing Site Development Prosper Portland expects the brand and ongoing administration and enhancements will be maintained by the selected website and marketing support contractor. To support this expectation, Contractor shall design a product that meets website standards to allow laypersons to provide basic enhancements and modifications during and after the completion of this contract.

5.2.10 Project Management Contractor shall provide Project Management services to manage the work and ensure completion of the work on schedule and within budget. Specific tasks and deliverables include, but are not limited to:

• Project Kickoff Meeting. Within five (5) calendar days of contract execution,

Contractor shall meet with the Prosper Portland Project Manager and other

partners in a one (1) one-hour meeting, onsite at Prosper Portland offices,

to validate the project scope and associated objectives for the website and

presentation template, review current strategy, and discuss project

communications.


• Project Schedule. Contractor shall work with Prosper Portland Project

Manager to prepare and periodically update a project schedule which shall

include key project milestones and project team meeting dates, associated

objectives for the website and presentation template, review current

strategy, and discuss project communications.

• Single Point of Contact. Contractor shall provide a single point of contact for

the Prosper Portland Project Manager to contact regarding project status,

issues, schedule and other matters related to performance of the Work.

5.3 WE BUILD GREEN CITIES CONTENT CREATION

For the content creation scope of work, Prosper Portland is seeking an expert in Green

Cities/Clean Tech businesses and the built environment.

• Initial content development: During the initial website development, work with the

web developer to create content that showcases green development projects and

elevates Portland as a leader in green policy and development. Content will also be

focused on promoting businesses with green products and services in Portland. All

content will be reviewed, edited, and approved by internal Prosper Portland staff

prior to publishing.

o Potential pages include: About, Company Directory, Why Portland, Contact

Us, Events, an informational page on smart cities, policy leadership, pages

to highlight project profiles

o Manage an initial ”call for projects” to identify development projects

utilizing innovative green technologies and the businesses that have

deployed those technologies to create a “project profiles” page. Priority will

be for projects located within Urban Renewal Areas.

o It is anticipated that over half of content will be on projects in Urban

Renewal Areas.

Proposers may propose to perform one or more of the service categories listed above and must

clearly indicate which category (or categories) of service they’re offering in the cover letter of

their RFP submission. Prosper Portland reserves the right to modify, add, and/or remove certain

tasks or activities prior to Contract execution or though equitable amendment to the Contact

after execution.

6.0 PERFORMANCE SCHEDULE

After the Contract Effective Date, Contractor shall produce the initial design schemes six weeks after signing contract. Contractor shall begin development eight weeks after signing the contract. Prosper Portland is anticipating a go-live date for We Build Green Cities website redesign between August 31, 2019 and December 31, 2019.

7.0 SUBMITTAL REQUIREMENTS AND EVALUATION CRITERIA

Proposals submitted in response to this RFP will be evaluated by comparing the quality, completeness, and competitiveness of your proposal with the following Submittal Requirements and Evaluation Criteria. Please organize your proposal into one PDF document not to exceed a file size of five megabytes (5 MB) in the order of the sections below.


7.1 COVER LETTER Maximum Points Allotted for this Criterion: Mandatory, Not Scored

Provide a cover letter describing number of years in business, general scope of services provided and principal area(s) of expertise. Clearly indicate which cluster industry your firm proposes to provide ongoing website and marketing services (i.e., Cluster #1 – 3), the WBGC website redesign and/or WBGC content creation. Include the mailing address, phone and email address of your primary point of contact for this RFP. The cover letter must be signed by a representative of the Proposer authorized to make a binding offer to Prosper Portland.

7.2 KEY PERSONNEL

Maximum Points Allotted for this Criterion: (10 Points)

Provide a description of your firm’s and personnel’s experience in providing services similar to those described in this RFP. For this section also include:

• A short profile of each key individual proposed to perform work under the Contract, including their education, work history and pertinent professional qualifications and certifications. Personnel résumés may be used in lieu of personnel profile(s) but are not required.

7.3 FIRM EXPERIENCE AND REFERENCES

Maximum Points Allotted for this Criterion: (25 Points)

7.3.1 On-going Cluster Website and Marketing Support Proposers Only

• Brief description of three (3) similar projects performed in the past three (3) years that best characterize your firm’s capabilities.

• List three (3) current or past references using projects of similar scale scope as described in this RFP. For each reference, include the reference’s company name, contact person, phone number, email address, and a description of the services provided for that reference. References may be checked at Prosper Portland’s discretion.

7.3.2 We Build Green Cities Website Redesign Proposers Only

• Provide three (3) links to websites your firm is most proud of and/or of similar scale and scope as described in this RFP.


7.3.3 We Build Green Cities Website Content Creation Proposers Only

• Provide three (3) links to websites your firm is most proud of and/or of similar scale and scope as described in this RFP.

• Provide at least two (2) writing samples your firm is most proud of and/or of similar scale and scope as described in this RFP.



7.4 CORPORATE RESPONSIBILITY Maximum Points Allotted for this Criterion: (5 Points)

Prosper Portland is committed to increasing contracting and subcontracting opportunities for State of Oregon certified disadvantaged, minority-owned, women-owned, and emerging small business enterprises (collectively, “Certified Firms”) in order to promote their growth, capacity-building, and economic success of these businesses. As part of your response to this RFP, address the following:

• Certification Status. Indicate if your firm is currently a Certified Firm or recently applied for certification with the State of Oregon’s Certification Office of Business Inclusion and Diversity (“COBID”).

• Subcontracting Plan. Do you intend to subcontract any element of the work described in this RFP? If so, provide the following information (a) the name(s) of the Certified Firms(s) and (b) the aspects of the work that will be subcontracted to Certified Firm(s).

7.5 PRICE PROPOSAL Maximum Points Allotted for this Criterion: (10 Points)

7.5.1 On-going Website/Marketing Support. Propose an hourly fee schedule for the provision of ongoing support services that may be requested under the Contract. Include all known sub-consultants.

7.5.2 We Build Green Cities Website Redesign. Prosper Portland is open to alternate payment methods for the We Build Green Cities website redesign, including service payable:

o Payment on a time and material-basis using a schedule of hourly rates and reimbursable expenses;

o For a fixed price upon the completion of certain milestones; or

o Some combination hereof or alternate payment method(s).

7.5.3 We Build Green Cities Website Content Creation. Propose an hourly fee schedule for the provision of We Build Green Cities website content creation services that may be requested under the Contract. Include all known sub-consultants.

All unspecified costs will be borne by Contractor.

8.0 CONTRACT REQUIREMENTS

8.1 Form of Agreement. The Proposer(s) selected from this RFP (the “Contractor(s)”) will be invited to enter into a Personal Services Contract with Prosper Portland (the “Contract(s)”). The Contract(s) will become effective upon execution by both parties; commencement of work will be ordered upon Prosper Portland’s issuance of a Notice to Proceed to the Contractor.

8.2 Contract Terms and Conditions. The terms and conditions that will govern the individual Contracts for website/marketing support can be found on Prosper Portland’s website at this location.1 WBGC website redesign Contract terms and conditions can be found on Prosper Portland’s website at this location.2 If a single Proposer is awarded a contract for all scopes of work the Contract terms and conditions can be found on Prosper

1 http://prosperportland.us/wp-content/uploads/2017/04/PO-Terms-2017-11-17.pdf 2 http://prosperportland.us/wp-content/uploads/2017/04/PSC_Template_Under50k.pdf

http://www.oregon4biz.com/How-We-Can-Help/COBID/



http://prosperportland.us/wp-content/uploads/2017/04/PO-Terms-2017-11-17.pdf


http://prosperportland.us/wp-content/uploads/2017/04/PSC_Template_Under50k.pdf


http://prosperportland.us/wp-content/uploads/2017/04/PSC_Template_Under50k.pdf


Portland’s website at this location.3 Proposers who propose changes to any contract term or condition must include their proposed changes in their proposal. Prosper Portland is under no obligation to accept any such proposed changes. Prosper Portland further reserves the right to modify any Contract term or condition prior to execution of the Contract(s).

8.3 Compensation and Payment. The “Not to Exceed” value of the Contract will be based on the sum of all proposed costs, including personnel hours and applicable billing rates as well as reasonable reimbursable expenses, all of which may be subject to reasonable negotiation. Consultant’s personnel and reimbursable expenses, up to the Not to Exceed amount, will be payable based on the Consultant’s time and materials, based on the proposed billing rates and reimbursable rate schedules. Prosper Portland PAYMENT TERMS: NET 30 DAYS. Any subsequent change of the billing rates, maximum compensation, and/or Contract term will be implemented by written amendment to the Contract.

8.4 Contract Budget 8.4.1 On-going Website/Marketing Support Contract(s) budget will be determined

based on successful Contractor(s)’ proposals.

8.4.2 We Build Green Cities Website Redesign Contract budget is approximately $25,000 - $30,000.

8.4.3 We Build Green Cities Website Content Creation Contract(s) budget is approximately $5,000 - $7,000.

8.5 Contract Term 8.5.1 Website(s) Ongoing Support Initial Contract(s) term will be for a period of one

(1) year which may be extended for three (3) additional one-year periods upon the mutual written agreement between the parties to the Contract.

8.5.2 We Build Green Cities Website Redesign Initial Contract term will be for a period of one (1) year which may be extended upon the mutual written agreement between the parties to the Contract.

8.5.3 We Build Green Cities Website Content Creation Initial Contract term will be for a period of one (1) year which may be extended upon the mutual written agreement between the parties to the Contract.

8.6 Contract Compliance. Consultant must comply with the following before Prosper Portland will execute any Contract with that firm:

• Be a legal entity that has the authority to transact business in the State of Oregon <http://www.filinginoregon.com/business/index.htm>

• Obtain a City of Portland Business License (for Contracts in excess of $50,000). The City of Portland Revenue Bureau’s website: https://www.portlandoregon.gov/revenue/29320

• Be certified as an Equal Employment Opportunity (EEO) employer through the City of Portland < https://procure.portlandoregon.gov/bso/>

• Provide insurance documents consistent with the requirements listed below.

Fulfilling the requirements listed in this section is not a condition to respond to this RFP and apply only to the selected Proposer.

3 http://prosperportland.us/wp-content/uploads/2017/04/PSC_Template_Over-50K.pdf

http://prosperportland.us/wp-content/uploads/2017/04/PSC_Template_Over-50K.pdf

http://www.filinginoregon.com/business/index.htm



http://www.portlandonline.com/omf/index.cfm?c=29554

https://www.portlandoregon.gov/revenue/29320

https://procure.portlandoregon.gov/bso/

https://procure.portlandoregon.gov/bso/

http://prosperportland.us/wp-content/uploads/2017/04/PSC_Template_Over-50K.pdf


8.7 Insurance Requirements. At all times during the term of the Contract, Consultant shall maintain, on a primary basis and at its sole expense, the following insurance: 8.7.1 Workers’ Compensation insurance in compliance with ORS 656.017, which

requires subject employers to provide workers’ compensation coverage for their subject workers, unless exempt under ORS 656.027.

8.7.2 General Liability (GL) insurance on an occurrence basis with a combined single limit of not less than $1,000,000 each occurrence, $2,000,000 general aggregate. This insurance shall include personal injury liability, products, and completed operations. Contractor shall endorse the following as an additional insured on the GL policy: “The Portland Development Commission d/b/a Prosper Portland, the City of Portland, and each of their respective officers, agents, and employees.” Acceptable endorsement types include the “CG2026 07 04” (Designated Person or Organization), “CG2010 10 01” (Owners, Lessees, or Contractors – Scheduled Person or Organization), or similar endorsement providing equal or broader additional insured coverage.

8.7.3 Automobile Liability insurance with a combined single limit of not less than $500,000, each accident, covering owned, non-owned, or hired vehicles. If Contractor does not own any automobiles, Contractor shall maintain coverage for hired and non-owned automobiles.

8.7.4 Insurance Certificates. Prior to execution of the Contract, Consultant must transmit certificates evidencing the types and amounts of insurance listed above to the Solicitation Coordinator identified in Section 1.1 of this RFP. Contractor’s insurance must be obtained from companies or entities that are authorized to provide insurance in Oregon. Contractor’s insurance shall be primary insurance, and any commercial insurance or self-insurance maintained by the City of Portland and/or Prosper Portland shall not contribute to it.

9.0 GENERAL CONDITIONS OF THIS RFP

All proposals submitted in response to this RFP are subject to the conditions and requirements contained within this RFP. All matters not specifically addressed in this RFP or the Contract will be governed by Prosper Portland’s Local Contract Review Board Administrative Rules as well as applicable Oregon Revised Statutes and other rules pertaining to procurement and contracting at Prosper Portland.

9.1 Proposal Preparation and Submission Instructions. You must email your proposal to the Solicitation Coordinator identified in Section 2 of this RFP no later than the “Proposal Due Date and Time” listed in Section 3. Your proposals must be typewritten, formatted for printing on 8.5” x 11” paper, in no less than 11-point font, and should not exceed a file size of four megabytes (4 MB). You are encouraged to follow-up with a phone call to the Solicitation Coordinator if receipt of your proposal was not confirmed prior to the time proposals are due. IN NO CASE WILL PROSPER PORTLAND BE LIABLE FOR ANY LOST, LATE, OR UNDELIVERABLE PROPOSALS.

9.2 Preparation Costs. Prosper Portland is not responsible for any costs you might incur in the preparation or submission of a proposal for this RFP.


9.3 Voluntary Pre-Proposal Meeting. A voluntary pre-proposal meeting for this RFP will be held on October 4, 2018 at 2:30 pm (Pacific Time) at Prosper Portland offices at 222 NW 5th Avenue, Portland, Oregon in the seventh-floor Love Portland conference room. Attendance at this meeting is recommended but not required. This RFP, the project and Prosper Portland’s procurement and contract process will be explained at the meeting. Attendees will also be given the opportunity to ask questions to Prosper Portland’s program staff to help clarify Prosper Portland’s expectations of the project. Verbal comments or responses given by Prosper Portland staff are not binding and will not serve to modify any portion of this RFP unless later confirmed in a written addendum to this RFP. Prosper Portland may request that particularly detailed or technical questions, or those that require additional consideration and research, be submitted in writing (see Section 8.4 below). Proposers are encouraged to bring a copy of this RFP to the pre-proposal meeting as copies will not be provided. Proposers are responsible for all costs associated with attendance at this meeting.

9.4 Questions and Changes to this RFP. Any requests for clarification or change to any matter contained in this RFP must be submitted by email to the Solicitation Coordinator listed in Section 2 of this RFP no less than five (5) business days prior to the date proposals are due. Any material changes or clarification of any matter contained in this RFP will be issued in the form of a written Addendum to this RFP. Oral comments offered by Prosper Portland staff will not modify this RFP in any way.

9.5 Public Records and Disclosure. All proposals submitted in response to this RFP will become the property of Prosper Portland and will be subject to public disclosure pursuant to Oregon Public Records Law (ORS 192), except those portions of proposals that are clearly marked as exempt from ORS 192. Any such portion of a proposal must (1) meet the requirements of ORS 192.501(2), (2) be clearly marked as “Confidential,” and (3) by easily separable from the rest of the proposal to facilitate public review of the non-confidential portions of the proposal. IF THE ENTIRE PROPOSAL IS MARKED “CONFIDENTIAL” OR “PROPRIETARY,” THE PROPOSAL WILL NOT BE DEEMED TO HAVE BEEN SUBMITTED IN CONFIDENCE.

9.6 Method of Evaluation. All responsive proposals will be reviewed and scored by an evaluation committee. Using the Evaluation Criteria listed in Section 7 of this RFP, evaluators will use their judgment to score the quality, completeness, and appropriateness of each Proposer’s written response as well as any relevant information that Prosper Portland may subsequently request or discover. Prosper Portland will then add individual committee members’ scores to produce an initial ranking. The highest-ranked Proposer(s) will be considered the finalist Proposer(s).

9.7 Selection Process and Award Notice. At Prosper Portland’s option, formal interviews with the Finalist Proposer(s) may be part of the evaluation process of this RFP. If interviews are not conducted, Prosper Portland will award the Contract to the highest-ranked responsive Proposer. If two or more finalists are interviewed, Prosper Portland reserves the right to either re-score the finalists’ proposals or use the original scores solely as the basis to determine the list of finalists and re-rank the proposals based on the combined strength of the finalists’ proposal and interview.

9.8 Consent of Terms. By submitting a proposal in response to this RFP, you: (1) agree to make your proposal a binding offer to Prosper Portland for a period of sixty (60) calendar days after the date proposals are due; (2) have read, understand, and agree to be bound by all work and schedule requirements (Sections 5 and 6), contract requirements (Section 8), RFP general conditions (this Section 9), and contract terms and conditions (Section 8.2) contained in this RFP (including any addenda issued for this RFP); and (3) and that the information provided in your proposal is true and accurate.


9.9 Reservation of Rights. Prosper Portland, in its sole discretion, reserves the right to change, extend the deadline or cancel this RFP; to reject any or all proposals received in response to this RFP; to decide whether a proposal does or does not substantially comply with the requirements of this RFP; to waive any minor informality of a proposal; to obtain references regarding any Proposer’s past performance from any source; and to negotiate the terms, pricing, and requirements of a Contract with the successful Proposer. Neither issuance of this RFP nor evaluation of proposals obligates Prosper Portland to award a contract from this RFP.

END OF THIS RFP

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