Vice President, Government Affairs & Policy

Tualatin Hills Park & Recreation District is posting requests for proposals for lobbying services and advocacy support. There is an RFP for both state lobbying support and for federal lobbying support. Firms are invited to submit proposals for either or both RFPs. Submittals are due Wednesday, September 25, 2024. Please direct any questions to Deputy General Manager Aisha Panas at a.panas@thprd.org or 503-816-5804.Visit www.thprd.org/district-information/rfp-lobbying-services for Request for Proposal documents.INTRODUCTIONThe Tualatin Hills Park & Recreation District (district or THPRD) is requesting proposals for a government relations firm to represent the district before the Oregon Legislature, state, and local agencies, and coordinate with the district’s federal lobbyist when warranted. A separate request for proposals is being issued for federal lobbying services. The desired start date would be in November 2024, with the contract term running on a fiscal year basis (July 1 through June 30 of each year). Proposal requirements are contained in this document. Proposals are due at 4:00 pm on September 25, 2024. Late proposals will not be accepted.About the DistrictTHPRD is the largest park and recreation special district in Oregon and provides park and recreation activities to more than 270,000 residents in eastern Washington County. THPRD’s service area encompasses more than 50 square miles and includes parts of southwest Portland, the City of Beaverton, Aloha, and unincorporated areas west of Beaverton. THPRD’s mission statement is as follows:The mission of the Tualatin Hills Park & Recreation District is to provide high-quality park and recreational facilities, programs, services, and natural areas that meet the needs of the diverse communities it serves.THPRD offers more than 6,000 programs annually within the following categories: athletic/sports, aquatics, community and cultural education, adaptive/therapeutic recreation, historical sites, leisure sports, and outdoor education/natural areas. For more information refer to the district’s website at www.thprd.orgThe district’s deputy general manager serves as its primary governmental relations representative and reports directly to the general manager. The deputy general manager directs THPRD’s advocacy efforts in collaboration with other district staff and consistent with the legislative and funding priorities established by the district’s elected five-member board of directors. The State Advocacy programmatic areas addressed in the district’s most recent 2024 Legislative Platform include the following:• Local Agency Control & Authority• System Development Charges (SDCs)• Equitable Access to Parks and Recreation• Funding for Parks & Recreation and Trails• Climate Adaptation and Community ResiliencyThe district is also considering the addition of the following specific advocacy priorities for 2025. These priorities include topics that THPRD expects to monitor during the coming session (in particular, recreational immunity), but are not expected to be brought forward for consideration in the 2025 legislative session. These items also represent current agency priorities and staff work program items that may benefit from additional advocacy support:• Working with partners statewide to develop a long-term fix for recreational immunity for consideration in the 2025 State Legislative Session• Identifying potential funding sources and applying for funds to construct the Westside Trail bike and pedestrian bridge over Highway 26• Securing funding for the expansion of the Cooper Mountain Nature Park, to preserve rare native oak prairie and endangered wildflowers• Developing a strategy for annexation of areas within THPRD’s ultimate service boundary• Working collaboratively with agencies across the state on a long-term tax structure proposal that provides needed operational funding and avoids tax compressionThis RFP is issued to seek proposals for supplemental legislative advocacy services to include maintaining ongoing relationships with state legislators and other stakeholders, lobbying and governmental relations services to include strategy and policy development, identification of and research regarding potential funding sources, and development and presentation of testimony, both in-person and virtually.The selected individual or firm will be asked to proactively monitor and advocate for or against legislation as directed by THPRD’s advocacy priorities and by the specific direction of the THPRD board. This process involves interaction with local and state entities both in regard to specific items of legislation and to promote positive intergovernmental relationships. Involvement and participation in regional, state, and national organizations and participating in their advocacy work is encouraged. Coordination with entities such as the Special Districts Association of Oregon and Oregon Recreation & Park Association will be necessary. Regular updates to the THPRD Board will be expected. Typically pre-session, mid-session, and close of session reports are provided along with a tracking report maintained during the session.PROPOSAL SUBMITTALProposals must be submitted no later than 4:00 pm on September 25, 2024. Submit five (5) hard copies or one (1) digital copy of the proposal, addressed as follows:Attn: Aisha Panas, Deputy General ManagerTualatin Hills Park & Recreation District15707 SW Walker RoadBeaverton, OR 97006a.panas@thprd.orgProposals received after the submittal deadline will not be considered. Proposals postmarked or timestamped before the deadline but received afterward will not be considered. Mailed and/or e-mailed proposals will be accepted.Questions regarding submittals should be directed to Aisha Panas, Deputy General Manager; phone: 503-816-5804; email: a.panas@thprd.orgAddendaThe district may issue addenda to this RFP that update or modify RFP requirements. The district will endeavor to mail addenda to all recipients of this RFP. The district 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 the district to determine if they have received all addenda.Anticipated ScheduleThe 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.EventAnticipated DateRFP Documents PublishedSeptember 4, 2024Solicitation Protest Deadline (min. 10-days from Due Date)September 13, 2024Last Addendum Published (min. 7-days prior to Due Date)September 18, 2024Proposals Due DateSeptember 25, 2024Notice of Intent to AwardOctober 2, 2024Anticipated Start DateNovember 2024PROPOSAL FORMATProposals submitted in response to this request should be clearly identified and to the point. Emphasis should be placed on specific qualifications of the people actually performing the work and the organization’s ability to manage the work.Proposals shall include the following headings to assist in the evaluation.1. Cover LetterProvide 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 acknowledge receipt of any addenda issued during the RFP process.2. Basic QualificationsProvide general information relative to the organization’s size, history, areas of expertise and proposed service team structure. Proposers shall have knowledge of THPRD and its policy priorities, facilities, and services. Proposers shall also demonstrate strong working relationships with legislators and members of their staff, knowledge of legislative fiscal and policy priorities, and effective relationships with other lobbyists and advocates. References to applicable awards, associations, product samples, etc. may also be included.3. Ability to PerformProvide an overview of the organization’s specific experiences on similar efforts with description of how work is managed to meet requirements and schedule. Demonstrate the organization’s capabilities, innovative approaches and/or special methodologies used to complete similar work. Provide information about the organization’s ability to develop issue papers, advocacy strategies, and communication plans consistent with THPRD’s platform. Describe previous efforts to manage and lead diverse groups of interested parties toward a common goal.Respondent shall include a listing of the primary contact person and key personnel associated with the items to be provided in the scope of work. Information, such as a resume, should be included for key personnel, which describes responsibilities and duties performed for similar work scopes.Conflict of Interest: Please provide a list of all of your firm’s current clients. Describe how your firm identifies potential or defined conflicts of interest. How does your firm mitigate any potential harm to the clients involved?4. Performance HistoryProvide at least three (3) clients, within the last five (5) years, for similar projects that directly relate to the scope of services to be offered by your firm.Proposers are notified that THPRD may solicit and secure background information based upon information included in the RFP response. References should include:• Name of organization and contact person• Contact telephone number• Contact email address• Type of work and scope of services provided• Original contract value5. Compensation Information and FeesPresent the proposed cost of the services and the proposed method of compensation. List hourly rates for personnel assigned to the work, total expected personnel expenditures, support services, and if applicable, any subconsultant fees. Reimbursement expectations shall be stated.6. Corporate ResponsibilityIt is THPRD’s intent to contract with socially and environmentally responsible businesses. In addition, THPRD values and supports diversity, and is dedicated to advancing equity in public contracting. Proposals should address the individual’s or firm’s alignment with the following THPRD values:• Leading with equity, with special attention to racial equity• Environmental stewardship• Commitment to community visionTo promote these values, emphasis will be given to proposals that demonstrate, through practices and examples, a commitment to sustainability practices, diverse 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.). Proposals shall include a current list of clients to ensure there are no conflicts of interest with the district’s values and advocacy priorities.THPRD expects thoughtful consideration of all the above Corporate Responsibility criteria in the preparation of proposals.Proposing firms are encouraged to use the State’s OMWESB website (https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp) for identifying potential MWESB sub-consultants.7. Appendix• Complete and include the non-collusion affidavit attached as Exhibit A. Visit www.thprd.org/district-information/rfp-lobbying-services for Request for Proposal documents, including Exhibit A.• 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 CONDITIONSRFP not Basis for ObligationsThis RFP does not constitute an offer to contract and does not commit the district to the award of a contract to anyone, or to pay any costs incurred in the preparation and submission of proposals. The district reserves the right to reject any or all proposals that do not conform to the requirements stated herein. The district also reserves the right to cancel all or part of this RFP for any reason determined by the district to be in the public interest.RFP ProtestsAny protests to this RFP must be in writing and received by the district 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 TermsContracts resulting from this RFP will materially conform to the district’s Professional Services Agreement, incorporated into this RFP by reference and available for review from the district, subject to the district’s right to negotiate as describe in this RFP.SELECTION PROCESSProposal EvaluationTHPRD will evaluate the proposals in accordance with the evaluation criteria below and may contact former clients and/or conduct interviews. The district will then rank the proposals. Contract negotiations will occur with the highest ranked consultant. In the event these negotiations are unsuccessful, the district will terminate the negotiations and will begin negotiations with the second highest ranked consultant. Proposing consultants will be notified when the district has selected a consultant and negotiations have been completed.CriterionWeight or PointsCover LetterPass / FailBasic Qualifications25 pointsAbility to Perform25 pointsPerformance History20 pointsCompensation and Fees15 pointsCorporate Responsibility15 pointsTOTAL100