Public Relations and Governmental Affairs

Opportunity Summary
Background

The Oregon Medical Board (OMB) releases this Request for Proposal (RFP) for the purpose of contracting on an on-going basis with one consultant who specializes in public relations and governmental affairs. Working with the Oregon state legislature, this consultant will assist the OMB chairperson and Executive Director in educating the public and key decision-makers about the mission and priorities of the Board. This procurement will be awarded to one (1) consultant.

The Oregon Medical Board, established in 1889, is responsible for licensure and regulation of the professions of medical doctor (MD), doctor of osteopathic medicine (DO), podiatric physician (DPM), physician assistant (PA), and licensed acupuncturist (LAc).

Information about the Oregon Medical Board may be obtained by visiting our website at
www.oregon.gov/omb.

Scope of Work

Contractor shall perform, but is not limited to, the following activities:

1. Identify, monitor and respond to all bills affecting, or possibly affecting, the OMB, including those with agency-identified fiscal impact.
2. Keep the Executive Director abreast of activities.
3. Report any possible conflict of interest immediately.
4. Submit names of other consultants that will subcontract to provide services in the event of a conflict.
5. Work with Executive Director to develop and implement a legislative agenda for the Board.
6. Set up and attend regular meetings with legislators for the purpose of implementing strategies for passage of the legislative agenda.
7. Provide monthly written or in-person updates of activities.
8. Research and analyze bills.
9. Provide a verbal and written summary of legislative action pertaining to the Board at the end of each session with recommendations for future Board action.
10. Attend meetings of the Board's Legislative Advisory Committee.



Proposals

All procurement documents are attached. Proposers may obtain these documents by registering on the Oregon Procurement Information Network (ORPIN) website and downloading them. Proposers shall consult the ORPIN system regularly until closing date and time to avoid missing any notices. To register on ORPIN go to
http://orpin.oregon.gov/open.dll/welcome. Proposers are solely responsible for checking ORPIN to determine whether or not any Addenda have been issued to this procurement. Proposal documents will not be mailed to prospective Proposers.

Proposals must be received in the Board office by 2:00 PM, October 3, 2019. You may submit your Proposal through ORPIN, fax your proposal to (971) 673-2670 to the attention of "Contracts Coordinator," or you may mail/deliver it to the Oregon Medical Board, Attention: Contracts Coordinator, 1500 SW First Avenue, Suite 620, Portland, OR 97201. No emailed Proposals will be accepted.

If you have questions concerning the proposal process, please email
Contracts@omb.oregon.gov. If you have questions regarding the work to be performed, please email
Nicole.Krishnaswami@omb.oregon.gov and include "Public Relations Procurement" in your subject line and CC
Contracts@omb.oregon.gov by Monday, September 23, 2019.

Please ensure all Proposal envelopes are sealed and clearly labeled "Proposal for OMB Public Relations Consultant" or that the fax cover sheet includes "Proposal for OMB Public Relations Consultant" and the number of total pages being submitted. Please do not send promotional items with Proposals. Proposals are limited to required forms, one page cover letter, and twenty (20) additional pages. Proposals may be accepted by Carol Brandt, Gretchen Kingham, or by the staff at the reception desk.

Each proposal is limited to twenty (20) pages. Any pages submitted that exceed the 20 page limit will not be reviewed. Each Proposer shall fill out the attached Public Relations Proposal Form and submit it with their proposal. The Public Relations Proposal Form does not count toward the 20 page proposal limitation. Please have the following elements clearly identified within your Proposal:

# Part 1: Interim Outreach (worth 30 points)

- Your ability to access legislators of either party in the House and Senate.
- The elements of your editorial and media strategy.
- Your knowledge in formulating a public relations strategy.
- Your skills in coalition building.

# Part 2: 2020 and 2021 Sessions (worth 50 points)

- Your ability to formulate a legislative strategy.
- Your skills in monitoring bills and keeping your client informed.
- Your skills in lobbying and bill monitoring.
- The elements of a session wrap-up report.

# Part 3: Other (worth 20 points based on pricing)

- Monthly fees (under contract two years, approximately 12/1/19 - 11/30/21 subject to funds available).
- A list of your current clients (please label this as a trade secret if you wish this to be held in confidence).
- R�sum�

Don't forget to label any confidential material submitted as part of your proposal as a trade secret.

References

In addition to the submitted materials, the OMB requires three (3) professional references. The OMB will contact references and their feedback is worth a cumulative 25 points.

Interviews

The OMB reserves the right to interview the top 2-3 candidates. Interviews will be held at the OMB office October 15 - October 17, 2019 without exception. Interviews will be worth a total of 25 points. A failure to schedule an interview or appear for an interview will result in automatic disqualifications for this award.

Additional Information

The awarded Proposer shall enter into an Oregon state personal services contract. A draft of the contract is attached to this RFP. All Proposers must be registered to do Business in Oregon at the time of contract award and throughout the duration of the contract. Each Proposer must have 5 or more years of relevant experience and have worked with Government Agencies in the past 5 years.

All pricing must be good for sixty (60) days after the closing of this procurement and will be good for the lifetime of the contract.

RFP Clarifications

Any Proposer requiring clarification of any provision of the RFP may make a request for clarification in writing, by letter or e-mail, to the contact person Nicole Krishnaswami, J.D., Executive Director, Oregon Medical Board, 1500 SW First Avenue, Suite 620, Portland, Oregon, 97201-5847 or at
Nicole.Krishnaswami@omb.oregon.gov and include "Public Relations Procurement" in your subject line and CC
Contracts@omb.oregon.gov. To be considered, the request for clarification must be received by Monday, September 23, 2019.

If you have questions concerning the proposal process, please email
Contracts@omb.oregon.gov at any time.

Amendments

The Board reserves the right to amend this solicitation. All amendments will posted in ORPIN. The Board may cancel the procurement or reject any or all proposals in accordance with ORS 279B.100.

The Board reserves the right to amend the Contract for Anticipated and Unanticipated Amendments. Anticipated amendments include but are not limited to amendments for additional work or time required in the event that legislative sessions are extended or if there is an unforeseen increase in special sessions; and for changes in terms, conditions, price or type of work. The Contract may be amended to delete services or to add any services that are within the scope of services as specified. The terms of the Contract shall not be waived, altered, modified, supplemented or amended, in any manner whatsoever, except by written amendment signed by all parties and for which all necessary State of Oregon approvals have been obtained.

Protests

Adversely affected or aggrieved Proposers shall have seven (7) calendar days from the date of the Intent-to-Award Announcement within which to file a written protest. Protests submitted after that date will not be accepted. Protests must specify the grounds upon which the protest is based (Refer to OAR 125-247-0740(3)). The OMB will respond in writing to properly-filed intent-to-award protests. However, any response provided by the OMB is not intended to, and shall not in and of itself, constitute confirmation that the Proposer is, in fact, adversely affected or aggrieved, and therefore entitled to protest an intent to award. After expiration of the seven (7) calendar-day file review and intent-to-award protest period, and resolution of all protests, the OMB will proceed with final award.