RFP/RFQ

REQUEST FOR QUOTATIONS

PROJECT: PORT OF NEWPORT NOAA PIER FIRE DAMAGE REPAIR

LOCATION: 1610 Yaquina Bay Road Newport, OR 97365

MANDATORY SITE VISIT: Documented site meeting on April 10, 2026 at 10:00 am.

BID DUE: April 23, 2026 at 3 pm

Proposals on this project will be accepted by Hand Delivery or via email.

SUBMIT TO:

Port of Newport C/O Deputy Director

Phone: (541) 265-7758

600 SE Bay Boulevard

Newport, OR 97365

Email: abretz@portofnewport.com

QUESTIONS TO: Aaron Bretz 541-406-0217

TERMS AND CONDITIONS:

1. Schedule for Work: July 15, 2026, to September 15, 2026.

Time is of the essence. All attempts at improving the schedule shall be made by the contractor; early start is possible at the contractor’s request. Schedule alterations are possible at the Port’s discretion to accommodate ship schedules.

2. General Description: The Port of Newport is undertaking a project to repair the NOAA MOC-P Pier following damage from a fire. The repair involves, but is not limited to removal and replacement of precast concrete structures on the pier, repairs to pier fender system including camels, coating pilings, and cathodic protection system repairs. See attached summary of work and scope.

3. Scope of Work: Provide all labor, material, tools, lift equipment, supervision (min one company employed, full time foreman), submittals, manuals and incidentals necessary to complete all work implied by the attached scope of work you are quoting. Any deviations taken by bidder to the terms, conditions, plans, specifications, codes, etc of this RFQ shall be clearly stated and included as an attachment to the Bid Form.

4. Bid Breakdown: Please use attached Bid Form. Your proposal cannot be considered unless the Bid Form has been completed in its entirety. Lump sum bids shall be inclusive of all taxes, freight, insurance, overhead, permits, fees, and profit.

5. Proposal Selection: The Deputy Director of Operations will evaluate each submitted proposal and report to the Port Commission with a recommendation if required. If required, the Port Commission shall make the final selection and the Port reserves the right to reject any proposal not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any or all proposals upon finding that it is in the public interest to do so. The Port will analyze information provided by all Proposers. The successful Proposer will be selected on the basis of the following:

a. Approach and evaluation of the past experience of the individuals who would be performing the work for the Port (responsible bidder), which may include reference checks; marine construction experience required. Documentation of marine construction experience required with bid submittal.

b. Responsiveness to proposal specifications and required information.

c. Fee for services performed.

6. Drawings and Specifications: If applicable, bidder is provided with documents, which are thought to be necessary in preparing a proposal. Bidder is responsible for requesting any other documents/drawings from references in the scope of work that would be necessary to prepare a complete proposal.

7. Temporary facilities: If applicable, field office, telephone, office equipment, and storage are to be provided by the contractor. Contractor is responsible for receiving and storing materials and for clean-up and removal of any waste generated by this scope of work on a daily basis. Restrictions for parking will apply.

8. Safety: Successful bidder will comply with all OR-OSHA & OSHA safety requirements at all times while on Port property. Contractor will be responsible for all employee safety training, safety meetings, record keeping and safety compliance.

9. Insurance: Upon acceptance, contractor will provide proof of proper business licensing and registration in Lincoln County, Oregon, and will maintain all required licensing and permits required by Local, State or Federal jurisdictions to perform the services of this agreement. Contractor will provide proof of business liability insurance with a minimum of $2,000,000 liability coverage and maintain required liability insurance at all times for services and their responsible employees while on Port owned property. Contractor will be fully responsible to maintain all employee workmen's compensation insurance as mandated by Local, State and Federal requirements. Contractor shall name the Port of Newport as an Additional Insured and provide a Certificate of Insurance confirming Liability and Workers Compensation with a 30 day Notice of Cancellation, prior to starting any work. Contractor shall pay any and all payroll and withholding taxes and any other sums that is required by Local, State or Federal agencies.

10. Prevailing Wages: The Contractor may be required to pay prevailing wage rates, depending upon the final total price of the project, in conformance to ORS 279C.800 thru 279C.870. A current copy of Prevailing Wage Rates for Public Works contracts in Oregon is available from the State of Oregon, Bureau of Labor and Industries.

11. Boli Fee: The Port, if required, will pay a fee to the Bureau of Labor and Industries pursuant to the provisions of ORS 279C.825. The fee is one-tenth of one percent of the price of this contract, but not less than $100.00 nor more than $5,000.00, regardless of the contract price.

12. Nondiscrimination & Affirmative Action: The Port of Newport is an equal opportunity employer and provider and requires all Proposers to comply with policies and regulations concerning equal opportunity. The Proposer, in the performance of this Agreement, agrees not to discriminate in its employment because of an employee’s or applicant’s race, religion, national origin, ancestry, sex, age, or physical handicap.

13. Environmental And Natural Resources Laws To Be Observed: In compliance with ORS 279C.525, the following is a list of federal, state and local agencies, of which the Port has knowledge, that have enacted ordinances or regulations relating to environmental pollution and the preservation of natural resources that may affect the performance of the Contract:

FEDERAL AGENCIES:

Department of Agriculture, Forest Service, Soil Conservation Service, Department of Defense, Army Corps of Engineers, Department of Energy, Federal Energy Regulatory Commission, Environmental Protection Agency, Health and Human Services, Department of Housing & Urban Development, Department of Interior, Bureau of Land Management

STATE AGENCIES:

Department of Agriculture, Soil and Water Conservation Commission, Department of Energy, Department of Environmental Quality, Department of Fish and Wildlife, Department of Forestry, Division of State Lands, Water Resources Department

LOCAL AGENCIES:

Bureau of Reclamation, Geological Survey, U.S. Fish and Wildlife Service, Department of Labor Occupation

Safety and Health Administration, Water Resources Council, City Councils, Board of County Commissioners.

14. Public Safety During Construction: Public safety and traffic control shall be provided for by Contractor in accordance with the latest agency rules.

15. Street/Sidewalks Closure requirements: Street and sidewalk closures shall be kept to a minimum during construction. Access to local businesses shall be maintained at all times to pedestrian traffic. Any disruptions to pedestrian traffic to local businesses shall be coordinated between the Contractor and business owner to their mutual satisfaction. Contractor shall notify City Engineer and Emergency Services before closing any streets.

16. Compliance: Selected contractor is required to use “Best Management Practices” including all conditions and requirements set forth in the grading plan. All work must comply and be executed in all “requirements” in accordance with DSL, ODFW and/or DEQ conditions. Contractors must be familiar with and have copy of permit documents on site at all times during and while engaged in permit specified work tasks. Contractor shall be liable for all fines or penalties related to non- compliant work or schedule.

GSA Security Requirements:

IDENTITY VERIFICATION OF PERSONNEL (MAY 2007)

A. The Government reserves the right to verify identities of personnel with routine access to Government space. The Lessor shall comply with the agency personal identity verification procedures below that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and F e deral Information Processing Standards Publication (FIPS PUB) Number 201, as amended.

B. The Lessor shall insert this paragraph in all subcontracts when the subcontractor is required to have physical access to a federally controlled facility or access to a federal information system.

C. Lessor compliance with subparagraphs 1 through 4 below will suffice to meet the Lessor’s requirements under HSPD-12, OMB M-05-24, and FIPS PUB Number 201.

1. The Government reserves the right to conduct background checks on Lessor personnel and contractors with routine access to Government leased space.

2. Upon request, the Lessor shall submit completed fingerprint charts and background investigation forms for each employee of the Lessor, as well as employees of the Lessor's contractors or subcontractors, who will provide building operating services requiring routine access to the Government’s leased space for a period greater than 6 months. The Government may also require this information for the Lessor's employees, contractors, or subcontractors who will be engaged to perform alterations or emergency repairs in the Government’s space.

3. The Lessor must provide Form FD-258, Fingerprint Chart (available from the Government Printing Office at http://bookstore.gpo.gov), and Standard Form 85P, Questionnaire for Public Trust Positions, completed by each person and returned to the contracting officer (or the contracting officer's designated representative) within 30 days from receipt of the forms. Based on the information furnished, the Government will conduct background investigations of the employees. The contracting officer will advise the Lessor in writing if an employee fails the investigation, and, effective immediately, the employee will no longer be allowed to work or be assigned to work in the Government’s space.

SCOPE OF WORK

NOAA PIER FIRE DAMAGE REPAIR

PART 1 - SCOPE

To provide all labor, supervision, equipment, materials, expendables, submittals, applicable taxes, freight to jobsite, and incidentals necessary to complete all work implied as follows:

1.1 SUMMARY

a. This Section includes the following

i. Demolition and proper disposal of damaged pier components.

ii. Environmental controls to prevent spills/material from entering the water.

iii. Cathodic protection system repair

iv. Repair of pier fender system (including but not limited to camels and pier fenders)

v. Prep, prime, and paint pilings and any other steel components specified

vi. Repair of all specified concrete components and support structure

1.2 SUBMITTALS

a. Personnel list for access to the NOAA MOC-P Facility (to include subcontractors) shall be submitted at least thirty (30) days before start of actual operations.

b. Any qualifications required to conform to specifications are REQUIRED with bid submittal.

1.3 TIMING

a. Contractor must perform work within the following timeline:

May 1, 2026, to July 24, 2026.

Work hours between 7:00am – 7:00pm. Nighttime work with lights allowed by pre-approved permission only.

1.4 PERMITS

a. Any permits that may be required shall be attained by the contractor.

1.5 CHARGES

a. The Contractor shall ensure proper disposal of material outside the project area, and shall pay any charges or fees incurred for disposal.

1.6 ENVIRONMENTAL PROTECTION REQUIREMENTS

a. The Contractor shall provide and maintain, during the life of the contract, environmental protective measures. Also, provide environmental protective measures required to correct conditions, such as oil spills or debris that occur during the operations. Comply with Federal, State, and local regulations pertaining to water, air, and noise pollution.

b. Contractor is responsible for meeting all water quality standards on the discharge of any water from the dredge disposal site to receiving waters.

c. Contractor shall protect existing eelgrass and eelgrass mitigation area adjacent to the work site.

PART 2 - PRODUCTS

a. See attached specifications if applicable.

PART 3 - EXECUTION

3.1 INSPECTION

a. Inspection of the work shall be performed by the Owners representative. The Contractor shall ensure that the gauges, targets, ranges, and other markers are in place and usable for the intended purpose, but the presence of the inspector shall not relieve the Contractor of the responsibility for the proper execution of the work in accordance with the drawings and specifications.

3.2 CONDUCT OF WORK

a. Daily project meeting: Contractor to conduct daily site meetings to review upcoming work operations and coordinate work with Port of Newport.

b. Order of Work: The Owner's Representative will direct the Contractor on the order of work. The Owner's Representative reserves the right to change the order of work at any time.

c. Project schedule: Contractor to provide proposed project schedule 30 days prior to start of work. The schedule will be maintained and updated daily throughout the project.

d. Upon completion of the work, promptly remove equipment.

e. Work shall be conducted between 7AM and 10PM daily. Contractor shall conform to any applicable noise restrictions in the City of Newport Municipal Code.

3.3 FINAL EXAMINATION, ACCEPTANCE AND PAYMENT

General

The presence of the OWNER’s construction representative shall not relieve the Contractor of responsibility for the proper execution of the work in accordance with the specifications. The Contractor will be required:

a. FINAL EXAMINATION AND ACCEPTANCE

As soon as practicable after the completion of the entire work, such work will be thoroughly examined at the cost and expense of the OWNER. Should any discrepancy be exposed, the Contractor will be required to correct it. The Contractor shall provide adequate advance notice to the OWNER of the completion of construction to ensure timely acceptance. The Contractor shall provide the notice at least 5 calendar days in advance of anticipated completion of each section of work. If the Contractor fails to provide this advance notice, the OWNER will not be responsible for any delays caused by incomplete surveys. The Contractor will be notified when inspections are to be made, and may accompany the survey party. When the area is found to be in satisfactory condition, it will be accepted. Final acceptance of the whole or a part of the work and the deductions or corrections of deductions made thereon will not be reopened after having once been made, except on evidence of collusion, fraud, or obvious error, and the acceptance of a completed section shall not change the time of payment of the retained percentages of the whole or any part of the work.

b. MEASUREMENT AND PAYMENT

Lump Sum Payment items - Payment items for the work of this contract for which contract lump sum payments will be made are listed in the BID FORM and described below. All costs for items of work, which are not specifically mentioned to be included in a particular lump sum or unit price payment item, shall be included in the listed lump sum item most closely associated with the work involved. The lump sum price and payment made for each item listed shall constitute full compensation for furnishing all plant, labor, materials, and equipment, and performing any associated Contractor quality control, environmental protection, meeting safety requirements, tests and reports, and for performing all work required for which separate payment is not otherwise provided.

Mobilization - Mobilization shall include all costs for operations accomplished prior to commencement of actual operations, this shall include transfer of all equipment and materials to site.

Demobilization - Demobilization shall include general preparation for transfer and removal of equipment, cleanup of site of work.

PART 4 – GENERAL

4.1 ADDITIONAL NOTES

a. Mobilization of equipment and materials and de-mobilization of equipment and excess materials will be directly to the site.

b. Contractor is responsible for protecting all areas adjacent to their work from any damage due to their scope of work. Any and all damage will be repaired and/or cleaned up by contractor at the contractor’s expense.

c. Contractor is responsible for off-loading, storing and weatherproofing materials on job site, and responsible for the necessary equipment needed to unload and load materials.

d. Provide all equipment, scaffolding, cranes and hoisting, and grading equipment needed to complete scope of work.

e. Provide safe working surroundings for own employees and other trades, ensure safe passage of persons around area of service.

f. All work to be performed in accordance with OR/O.S.H.A. standards and requirements.

g. If applicable, provide M.S.D.S. for all materials prior to mobilization.

h. If applicable, conduct weekly jobsite safety meetings and provide Port of Newport with a record of Safety Meeting Minutes.

i. Work, access, parking, and noise are confined to the limits as defined by project representative.

j. If applicable, onsite job boxes or trailers are to be authorized by the Port of Newport and maintained by contractor.

k. Daily cleanup and final cleanup is required.

4.2 WORK SPECIFICLY EXCLUDED FROM THIS RFQ:

a. None

NOAA Pier Fire Damage Repair RFQ.docx 011000 Summary of Work NOAA Fire Repair.doc 2025.08.13 NOAA Fire Damage Narrative Appendix A.pdf 06 18 00 - Glued-Laminated Construction.pdf ES_signed_24915-CP1_r00.pdf 03 30 00 - Cast In Place Concrete.pdf 03 41 00 - Precast Structural Concrete.pdf 10 90 13 - CathodicProtection_Spec.pdf 35 51 13 - HDPE Floats.pdf 31 62 16.10 - Coating of Steel Piles.pdf 05 50 00 - Metal Fabrications.pdf NOAA PIER FIRE DAMAGE REPAIR_Structural.pdf

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REQUEST FOR PROPOSALS

PROJECT: IT Services Provider

Entity: Port of Newport, Newport, Oregon

Site Meeting: March 18, 2026 at 11:00 a.m. PST at 600 SE Bay Blvd, Newport, OR 97365

Proposal Due Date: April 7, 2026 at 11:00 a.m. PST

Project: Managed Services Provider

The Port of Newport (“Port”) is soliciting proposals from qualified and experienced vendors to provide Managed IT Services (MSP) to support the Port’s operational, administrative, and technology needs.

This Request for Proposals (RFP) seeks products and/or services that may include, but are not limited to, project management, transition management, and implementation services, including migration from the Port’s current IT service provider. Services also include Set up of new users, removal of users no longer working for the Port, routine and on‑call IT support, network and systems management, deployment and configuration of new devices , cybersecurity support, and technical assistance for Port staff.

Proposals will be evaluated based on the vendor’s qualifications, relevant experience, demonstrated performance on comparable projects, technical expertise, knowledge of best practices, and to the responsiveness to the RFP requirements. These qualifications will be a primary consideration in the selection process.

The Port intends to award a contract to the proposer whose proposal is determined to be most advantageous to the Port, taking into consideration quality of service, capability, experience, and overall value. Cost will be considered but will not be the sole determining factor.

The Port reserves the right, at its sole discretion, to reject any or all proposals, to waive informalities or minor irregularities, to request clarification or additional information, and to accept the proposal that best serves the interests of the Port, in accordance with applicable public contracting requirements.

1. Technical Environment Specifications

Port currently has no in-house IT staff and has a managed service provider. Port is interested in both fully managed services and blended IT options. Preliminary proposals and bids can include either or both options.

Servers – NONE

Environment – –the Port is a Microsoft Shop: Software used:

Cloud Services – Microsoft
VOIP Services – Microsoft

Microsoft Dynamics365, (Security Groups set up in Entra)

Microsoft Outlook

Uses Mail Server

Routers & Cameras :

1 South Beach

1 Administrative Offices

2 Camera Servers Administrative Offices

1 Camera server South Beach

Operating Systems – Windows

Network Switch - Unify 24

Internet Provider: Astound for Main office

Astound for South Beach

Spectrum for International Terminal

Microwave signal from Main office to Commercial Operations

2 Conference Rooms and the Executive Director’s office fully Teams enabled

Copiers – 1 Kyocera linked into Network in Administrative office

1 Kyocera linked into Network in South Beach

Each Kyocera has scan capability

A 125 page document showing all connected devices and software is available.

2. Business Requirements

The Port does not employ dedicated information technology (IT) staff. Therefore, the selected Proposer will function as an extension of the Port’s organization while remaining an independent contractor. The Proposer will be expected to respond to staff inquiries, offer expert guidance, and address technical issues in a manner comparable to a help‑desk function within a larger organization.

The Port utilizes a full suite of Microsoft products, including but not limited to Microsoft VOIP, Microsoft Cloud services, Microsoft Dynamics 365, Outlook, Word, and Excel.

The following list provides a non‑exhaustive sample of the types of support the Port anticipates requiring. It is intended to illustrate, not limit, the scope of services that may be requested.

3. Managed Information Technology Services

Managed Support Services (End User & Service Desk)

The Proposer shall deliver fully managed IT support services consistent with industry standards for managed service providers (MSPs), serving as the Port’s primary IT services resource while maintaining independent-contractor status.

Services shall include, but are not limited to, the following:

Service Desk & User Support

Provide centralized service desk support for all Port staff, including both remote and on‑site assistance as needed.
Deliver coverage during established business hours, with emergency response capabilities as defined in the Service Level Agreement (SLA).
Utilize standardized ticketing, escalation, and resolution workflows aligned with ITIL best practices.
Respond to and resolve incidents, service requests, and technical inquiries within agreed‑upon response and resolution times.
The Port historically requires less than an estimated 5 hours per month of support activity.

Technical Support & Issue Resolution

Diagnose and resolve hardware, software, and system-related issues.
Perform root-cause analysis for recurring incidents and implement corrective actions.
Coordinate with third‑party vendors, manufacturers, and software providers as needed to expedite resolution.
Maintain accurate documentation of incidents, resolutions, configurations, assets, and system changes.

User & Asset Management

Provision, modify, and decommission user accounts in accordance with Port procedures.
Install, configure, and support end‑user devices, peripherals, and applications.
Track and manage IT assets throughout their entire lifecycle.
Repair or replace equipment in alignment with warranty requirements and lifecycle management policies.

Strategic Technology Planning

Collaborate with Port leadership to develop and maintain a technology roadmap that supports organizational goals.
Provide guidance on emerging technologies, risks, and opportunities relevant to Port operations.
Maintain current Microsoft certifications appropriate to the services provided.

Network, Infrastructure, and Systems Management

The Proposer shall proactively manage the Port’s network, systems, and IT infrastructure, including:

Monitoring & Maintenance

Continuously monitor servers, networks, and critical systems for performance, availability, and capacity.
Proactively identify and resolve issues to minimize service disruptions.
Perform routine and preventative maintenance for all infrastructure components.

Configuration & Security

Install and configure hardware and software in alignment with industry best practices and vendor standards.
Apply regular patches, updates, and security fixes.
Harden configurations to reduce vulnerabilities and security risks.
Implement and maintain security controls to protect data and systems from unauthorized access, breaches, and cyber threats.
Conduct periodic vulnerability scanning and penetration testing.

Change & Lifecycle Management

Manage installations, moves, additions, and changes (IMAC).
Configure and maintain servers, switches, routers, and related network equipment.
Recommend and implement improvements to enhance security, performance, and reliability.
Maintain up‑to‑date system documentation and configuration records.
Oversee software licensing, warranty tracking, renewals, and compliance management.

Backup & Disaster Recovery

Implement and manage full, incremental, and off‑site backup solutions.
Maintain documented disaster recovery and business continuity plans.
Provide training to designated Port staff on disaster recovery processes.

Cloud Services and Cloud Infrastructure Management

The Proposer shall provide oversight and management of cloud systems, including:

Evaluation and recommendation of cloud service providers upon request.
Monitoring, administration, and security management of cloud‑based infrastructure and services.
Integration of Software‑as‑a‑Service (SaaS) platforms with on‑premises and cloud systems.
Support for identity and access management, cloud backups, and cloud security controls.

Software Management and Implementation

The Proposer shall support software lifecycle and implementation activities, including:

Ongoing management of software licensing, updates, and compatibility.
New user account setup and configuration of required applications.
Termination and decommissioning of user accounts and associated services.

Email and Collaboration Services

The Proposer shall manage email and communication systems, including:

Implementation and administration of spam filtering and email security solutions.
Hosting or oversight of email services directly or through a qualified third‑party provider.
Ongoing management of the Port’s email environment.
Support for email availability, security, retention, and data protection.

Cybersecurity

The Proposer shall implement and maintain comprehensive cybersecurity practices that protect the Port’s information systems, assets, and data from internal and external threats. Cybersecurity services shall be consistent with industry best practices, applicable regulatory requirements, and recognized frameworks such as NIST, CIS, or ISO 27001.

Services shall include, but are not limited to, the following:

Security Monitoring & Threat Detection

· Monitor systems, networks, and endpoints for potential security threats, anomalies, or suspicious activity.

· Maintain and manage security information and event monitoring (SIEM) tools or equivalent services.

· Provide timely notification to the Port of security incidents, breaches, or high‑risk vulnerabilities.

Endpoint & Network Protection

· Implement and manage antivirus, anti‑malware, and endpoint detection and response (EDR) tools on all Port‑managed devices.

· Maintain firewall configurations, intrusion detection/prevention systems (IDS/IPS), and related security appliances.

· Apply security rules, policies, and access controls to protect against unauthorized network access.

Identity & Access Security

· Manage identity and access controls across all systems, including Microsoft 365.

· Enforce security best practices such as:

· Multi‑factor authentication (MFA)

· Role‑based access controls (RBAC)

· Least‑privilege access principles

· Review user access rights on a periodic basis and make adjustments as needed.

· Security Patching & Vulnerability Management

· Apply regular security patches and critical updates to systems, servers, applications, and devices.

· Conduct scheduled vulnerability scans to identify security weaknesses.

· Prioritize and remediate identified vulnerabilities within agreed timelines.

· Provide the Port with periodic vulnerability reports and risk assessments.

Cybersecurity Policies & Compliance

· Assist the Port in developing, maintaining, and updating cybersecurity policies and procedures.

· Ensure practices align with relevant laws, regulations, and industry standards.

· Provide recommendations to improve security posture and reduce risk exposure.

Incident Response & Recovery

· Maintain an incident response plan addressing detection, containment, eradication, recovery, and post‑incident review.

· Lead or support incident response activities when security events occur.

· Provide after‑action reporting that includes findings, impact, and recommendations for preventing recurrence.

Security Awareness & Training

· Assist in conducting phishing simulation campaigns, if requested.

Data Protection & Security Controls

· Ensure encryption of sensitive data in transit and at rest where technically feasible.

· Support secure configuration of cloud and on‑premises storage systems.

· Implement safeguards that protect data integrity, confidentiality, and availability.

2026 Managed Service Provider RFP.docx PON-Port of Newport-THIS_MONTH-2026-03-05 235634.pdf Screenshot 2026-03-05 155937.png Screenshot 2026-03-05 155804.png Screenshot 2026-03-05 155911.png Screenshot 2026-03-05 155815.png Screenshot 2026-03-05 155746.png 2026-03-19 Responses to RFP Questions.docx july-aug 2024 invoice.pdf 2026-03-23 responses to vendor questions.docx

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REQUEST FOR PROPOSALS

PROJECT: Municipal Audit Services

Entity: Port of Newport, Newport, Oregon
Proposal Due Date: March 15, 2026, by 4:00 p.m. (PST)
Project: Financial Statements Audit

Proposals for this project will be accepted via hand delivery, U.S. Mail, fax, or PDF submission by email.

I. INTRODUCTION

The Port of Newport (“Port”) invites qualified public accounting firms to submit proposals to provide independent financial audit services for the Port for an initial five‑year period, beginning with the FY 2025–26 financial statements, with two optional five‑year extensions.

This Request for Proposals (RFP) outlines the Port’s background, the scope of services requested, proposal submission requirements, and the evaluation process.

II. BACKGROUND

The Port of Newport is an Oregon municipal corporation, originally formed on May 26, 1910, and reauthorized under ORS Chapter 777 in 1926. The Port is governed by an elected Board of Commissioners, with day‑to‑day operations managed by the Executive Director.

The Port’s mission is to:

Build and maintain waterfront facilities and promote and support projects and programs in cooperation with community organizations and businesses to retain existing jobs, create new employment opportunities, and advance community economic development.

The Port operates as an enterprise similar to a commercial entity organized for profit. Its Enterprise Funds account for operations that are financed and operated in a manner comparable to private-sector business enterprises, with costs recovered primarily through user fees and service charges. The Port receives about 1% ($130,000) of it’s operating revenue from taxes.

III. SCOPE OF SERVICES

Proposals should address the following services:

Annual Financial Audit
Conduct an annual financial audit for the fiscal year ending June 30, 2026, in accordance with all applicable professional standards and regulatory requirements.
Single Audit

When the Federal threshold for a single audit has been exceeded, provide a single audit.

Reporting and Filing Requirements
- Complete the audit in time to meet the December 31 filing deadline.
- File required reports with the Oregon Secretary of State, Audits Division.
- Provide final Journal entries and Trial balance to Port.
- Optional:
  1. Prepare consolidated financial statements.
  2. The Port is open and is prepared to perform to preaudit work to reduce the amount of workload during the actual audit.
Port Responsibility
- The Port will provide the grouping of financial accounts for the consolidated financial statements.
- All audit work shall be coordinated through the Director of Finance.
Governance and Communication
- Each year communicate the staff members names that will be involved in audit and their role.
- Each year provide the Port with an audit calendar which includes timelines. This ensures that the auditors will receive the required documentation in a timely manner.
- Present the finalized audit report at a Port Commission Meeting.
Multi‑Year Commitment
Include proposed fees for audits covering the following periods:
- Fiscal year ended June 30, 2026
- We anticipate a 5-year commitment from both parties.

IV. KEY PERSONNEL AND CONTACT INFORMATION

The following individuals serve as primary contacts for this RFP:

Mr. Mark A. Brown
Director of Finance

mbrown@portofnewport.com

Phone: (541) 406-0370

Mr. Mark Harris
Staff Accountant

Requests for additional information, site visits, review of prior financial statements, or meetings with Port management must be coordinated through the Director of Finance. Completed proposals should be addressed to his attention at the address provided in this solicitation.

V. PRIOR AUDIT SERVICES

The Port’s financial audits for the past 5 fiscal years were performed by Kern Thompson of Portland, Oregon, primary contact: Eric Zehntbauer eric@kern-thompson.com.

Proposing firms may contact the prior auditors during the proposal preparation process.

VI. PROPOSAL CONTENT REQUIREMENTS

Proposals must include the following information:

A summary of the firm’s experience providing audit services to public entities and organizations, two to three sentences should suffice.
Identification of the partner, manager, and in‑charge accountant proposed for this engagement, including biographies, home office locations, and disclosure of any disciplinary actions by regulatory authorities, along with corrective actions taken.
A description of the firm’s audit approach, including staffing, use of affiliates (if any), areas of audit emphasis, and communication protocols with management and the Board.
A fee proposal that includes the current billing rate for each of associate, manager or Partner that will work on the audit.
- Fiscal year 2025–2026
- Provide a methodology for calculating future year billing rates.

The Port understands this price is an estimate only, and the price may increase or decrease depending on the hours spent performing the audit.

An explanation of how the firm bills for technical consultation or questions that arise outside the annual audit.
A narrative explaining what differentiates the firm from other respondents and why it represents the best value for the Port.

VII. EVALUATION OF PROPOSALS

Proposals will be evaluated on a qualitative basis, including but not limited to:

Professional qualifications and relevant experience
The firm’s approach to the audit.
The methodology for calculating future years billing rates.
Completeness, clarity, and timeliness of the proposal submission.

VIII. ADDITIONAL INFORMATION

A copy of the Port’s audited financial statements can found at : https://www.portofnewport.com/fiscal-year-budgets-audits, or on the Secretary of State website.

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REQUEST FOR QUOTATION

PROJECT: PORT OF NEWPORT 9 ACRE LOT GRADING

LOCATION: 1610 Yaquina Bay Road Newport, OR 97365

MANDATORY SITE VISIT: Documented site meeting on February 10, 2026 at 10:00 am.

BID DUE: March 2, 2026 3:00 p.m.

Amendment No. 7 Final Determination.docx