Note: This RFP has been amended to extend the deadline through our scheduled winter break period. Proposals are now due by 5 pm on January 3.

Introduction

Northwest Regional Education Service District (NWRESD) is requesting proposals for creative services from qualified contractors. The intent of this RFP is to qualify a short-list of approved vendors that NWRESD, at its sole discretion, can select from to provide graphic design, videography, photography and other communications/marketing functions.

About the District

NWRESD is the largest and most diverse education service district in the state of Oregon. Two of Oregon’s largest school districts – Beaverton and Hillsboro – reside in the urban parts of Washington County, while many smaller, more rural districts reside along the Columbia River, Coast Range Mountains, and Pacific Ocean. The District’s service area includes 20 component school districts and more than 180 public schools in Clatsop, Columbia, Tillamook, and Washington counties – spanning approximately 3,500 square miles across the northwest corner of Oregon. The Regional Office is located in Hillsboro, with additional service centers located in Seaside, St. Helens, and Tillamook.

Our mission is: 

In partnership with the communities we serve, Northwest Regional Education Service District improves student learning by providing equitable access to high-quality services and support

For more information refer to the NWRESD website at www.nwresd.org

Scope of Services

Contractors will provide a scope of services on an “assignment-by-assignment” basis, and for a “not to exceed” fee based on the established hourly rates for the contract. As the needs for specific work arise, NWRESD will authorize project assignments, in the form of a Purchase Order and Statement of Work, after NWRESD and contractor agree on the specific scope, schedule and a not-to-exceed fee for the project. Inclusion on the approved vendor list is not a guarantee of work. NWRESD at its sole discretion, can offer a project to any contractor.  Individual jobs will be granted based on availability and price.  Work will be coordinated by the Communications Department.  

Contract will be established for three years (January 1, 2022 through December 31, 2024) and may be renewed for two (2) additional one (1) year periods.  Proposal requirements are contained in this document.  

The successful contractor(s) will be responsible for providing the personnel and equipment needed to meet the project requirements and terms as specified below:  

Work will consist of project-based communications strategy and tactics based on grant requirements and other program goals. Job details, including desired tasks and requirements will vary depending on the project. These details, as well as scheduling and securing a bid/s, will be coordinated by the NWRESD project manager.  Work may include, but is not limited to tasks including:

• developing a video from pre-production through post-production

• directing a photography shoot or shooting photography at an event

• designing infographics and explainer handouts

• designing a suite of marketing materials for a program, project or event

• content creation, such as a social media series, web page content describing a program, media releases and news articles for a website, copywriting for a report

• optimizing web content, including for SEO and usability purposes

• design and layout of reports

Proposal Submittal

Proposals must be submitted no later than 5:00 p.m., Friday, December 10th, 2021. Submit the proposal and all appendices to the email address or physical address below:

jbucio@nwresd.k12.or.us

Northwest Regional Education Service District
Attn: Janet Bucio
5825 NE Ray Circle
Hillsboro, OR 97124

Proposals received after the submittal deadline will not be considered. Proposals postmarked before the deadline but received afterward will not be considered.  No faxed proposals will be considered.

Questions regarding submittals should be directed to Janet Bucio at jbucio@nwresd.k12.or.us or 503.601.2964. 

Pre-proposal Conference/Addenda

No pre-proposal conference has been scheduled for this project. NWRESD may schedule a pre-proposal conference if warranted by the need to provide a significant amount of additional information. NWRESD will endeavor to notify all recipients of this RFP of the date and location of such a conference. NWRESD cannot guarantee that all recipients will receive notification and is not liable for the failure to notify. Agents are responsible for checking with the District to determine if a pre-proposal conference will be held. 

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

Anticipated Schedule

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

• RFP Documents Published: November 22, 2021
• Solicitation Protest Deadline (min. 10-days prior to Due Date): November 29, 2021
• Last Addendum Published (min. 7-days prior to Due Date): December 1, 2021
• Proposals Due Date: December 10, 2021
• Notice of Intent to Award: December 17, 2021
• Anticipated Start Date: January 2022

Amended Schedule (Updated December 10, 2021)

• RFP Documents Published: November 22, 2021
• Solicitation Protest Deadline (min. 10-days prior to Due Date): December 17, 2021
• Last Addendum Published (min. 7-days prior to Due Date): December 27, 2021
• Proposals Due Date: January 3, 2022
• Notice of Intent to Award: January 30, 2022
• Anticipated Start Date: February 2022

Proposal Format

Proposals submitted in response to this request should be clearly identified, clear and to the point. Emphasis should be placed on specific qualifications of the people actually performing on the project and/or product provided and the organization’s ability to manage the project.

Proposals must not exceed three (3) single sided pages of material. This excludes the cover letter, any tabs or indexes, resumes and list of references.  Proposals shall include the following headings to assist in the evaluation.

1. Cover Letter: Provide a letter of introduction signed and dated by the authorized representative of the organization submitting the proposal.  Provide a statement that your proposal will be valid for a minimum period of 90 days; and acknowledgement receipt of any addenda issued during the RFP process.
   
   

2. Basic Qualifications: Provide general information relative to the organization’s size, history, areas of expertise and proposed service team structure.  References to applicable awards, associations, etc. may also be included.

3. Ability to Perform: Provide an overview of the organization’s specific experiences on similar projects with description of how projects are managed to meet project requirements and schedule. Demonstrate the organization’s capabilities, innovative approaches and/or special methodologies used to complete similar projects.  

4. Compensation Information and Fees: Provide a fee schedule of hourly rates broken down by job classification for specified services (e.g. graphic design, video editing, copywriting, etc.).  Please note any services that are not included in this rate/price.  Include a schedule of any reimbursable expenses that are not part of the hourly rate.

5. Corporate Responsibility: It is our objective, driven by our equity policy, to contract with socially responsible businesses. In addition, NWRESD values and supports diversity, and is dedicated to advancing equity in public contracting. To promote this objective, emphasis will be given to proposals that demonstrate, through practices and examples, a commitment to workforce demographics and any measurable steps taken to ensure a diverse internal workforce and commitment to community service, (e.g., charitable programs, scholarships, economic development, etc.)
   
   NWRESD expects thoughtful consideration of all the above criteria in the preparation of proposals.

6. Appendix

• List any requirements or provisions contained in this RFP that you believe are unfair or prejudicial, or limits competition, please explain your opinion.

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

Proposal Conditions

RFP not Basis for Obligations

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

RFP Protests

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

Contract Terms

Contracts resulting from this RFP will materially conform to NWRESD’s Personal Services Agreement, incorporated into this RFP by reference and available for review from NWRESD, subject to the District’s right to negotiate as described in this RFP.

Selection Process

Proposal Evaluation

NWRESD will evaluate the proposals in accordance with the evaluation criteria below and may contact former clients and/or conduct interviews.  NWRESD will then rank the proposals and use this ranking to populate an approved vendor list.  Proposing consultants will be notified when NWRESD has made selections and negotiations have been completed.

Criterion/Weight or Points

• Cover Letter: Pass or Fail
• Basic Qualifications: 20%
• Ability to Perform: 30%
• Compensation and Fees: 30%
• Corporate Responsibility: 20%

Attachments

• Services Contract
• Required Federal Provisions
• Frequently Asked Questions (FAQs)