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:

1. 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.
2. Single Audit

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

1. 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.
2. 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.
3. 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.
4. 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:

1. A summary of the firm’s experience providing audit services to public entities and organizations, two to three sentences should suffice.
2. 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.
3. 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.
4. 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.

1. An explanation of how the firm bills for technical consultation or questions that arise outside the annual audit.
2. 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.

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:  February 18, 2026 3:00 p.m.

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 at 541-406-0217

 

TERMS AND CONDITIONS:

1.       Schedule for Work:     May 1, 2026, to July 24, 2026.

Time is of the essence. All attempts at improving the schedule shall be made by the contractor

 

2.       General Description: The Port of Newport undertaking a grading project to compact and level the 9 acre heavy industrial zoned lot at McLean Point to make the property maintainable in anticipation of future projects. The finished product will be a relatively level field, seeded with grass that can be mowed regularly to be maintained.

 

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 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.

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.

9AC lot grading RFQ Draft.docx9 ac lot grading location.jpgGeo sampling McLean PT.docx

REQUEST FOR PROPOSALS

PROJECT:  Disposal of Abandoned and Derelict Vessels 2025

LOCATION: Newport, OR

DUE:  10/24/2025 3:00 PM

MANDATORY SITE MEETING:   10/14/2025 10:00 AM, Port Administration Office

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

 

SUBMIT TO:              Port of Newport                                                 Phone:  (541) 265-7758

                                    600 SE Bay Boulevard                                       Fax:     (541) 265-4235

                                    Newport, OR    97365                                      Email:  abretz@portofnewport.com

                       

QUESTIONS TO:       Aaron Bretz 541.265.7758

 

TERMS AND CONDITIONS:

1. Schedule for Work:     Start:    After Nov 1, 2025         Completion:     Prior to Jun 1, 2026

Time is of the essence.  All attempts at improving the schedule will be made by the contractor. Project may be delayed pending approval of the funding under the terms of grant agreements.
 

2. General Description:  Through the authorization of the Port of Newport Commission, the Port of Newport is accepting proposals from qualified marine salvage companies, marine construction companies, waste disposal specialists, and/or boat yards, or any other qualified contractor who can provide the equipment and services to properly dispose of the abandoned and derelict vessels at the Port of Newport. This project includes the transportation, dismantling, and disposal of up to 17 vessels of which the Port is in possession. The vessel list may be reduced prior to project completion. This project will move forward pending the result of bids meeting budgetary constraints as well as funding approval. The Port reserves the right to cancel any portion or the entire project if it is in the public interest to do so. This project is being funded by grant revenue distributed by the Oregon Department of State Lands. See attached insert for more information.

 

3. Scope of Work:  Provide all labor, equipment, material, tools, supervision, submittals, coordination, and incidentals necessary to complete all work implied by the attached scope of work you are quoting. The proposer shall submit a detailed proposal to the Port, which shall include approximate timelines for work tasks, approved location for any in-water work and/or dismantling site, with any applicable permitting (such as solid waste disposal permits), preliminary construction sequence, itemized estimate indicating mobilization cost, parts and equipment, labor, and fees for permitting. The winning proposer shall be responsible for acquiring all applicable permits to perform the work or to transport the vessels offsite to the dismantling area. See attached detailed scope; the “bid documents” consist of the scope, the entirety of this RFP document, and the listed attachements under section “D.”
 

4. Selection:  Lowest responsive and responsible bidder.

 

5. Drawings and Specifications:   Proposer is provided with a list of vessels and the available information on each vessel to be disposed. Proposer is responsible to consult the scope of work and for requesting any other information and/or visiting each vessel to compile sufficient information that would be necessary to prepare a complete proposal.

 

6.       Temporary facilities:   If applicable, field office, telephone, office equipment, and storage are to be provided by the contractor. Contractor is responsible for selecting an appropriate site, such as the Port of Toledo, for dismantling and disposal of the vessels in the scope of work as well as proper disposal of the materials in accordance with applicable laws and administrative rules. The proposing contractors are responsible for coordinating with the disposal site and determining costs and requirements in preparation of their proposal. All removal, storage, and disposal aspects are to be coordinated by the contractor.

 

7.       Safety: Successful proposer 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.
 

8.       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 (each occurrence) 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.
 

9.       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.
 

10.    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.
 

11.   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.
 

12.   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.
 

13.   Public Safety During Project: Pedestrian safety and traffic control, if applicable, shall be provided for by Contractor in accordance with the latest edition of the Manual on Uniform Traffic Control Devices.
 

14.   Street/Sidewalks Closure requirements: Contractor shall notify Port and City Engineer and Emergency Services before closing or restricting access to any streets or sidewalks (including the boat ramp and any Port facilities), and shall attain a right-of-way permit from the City of Newport as required.

Abandoned and Derelict Vessel Disposal 2025.docADV Disposal Solicitation Photos 2025.docxOregon ADV RFP insert 9-30-25.pdfDSL ADV list-1.pdfAmendment No. 3  - ADV List updatedAmendment No. 4 -  Site MeetingAmendment No. 5 - RFP ADV 2025Amendment No. 6 - Boat Ramp loading referenceAmendment No. 7 Global Request and Response.pdfAmendment No. 8 - Change Bid Open DateAmendment No. 9 - Bid ProposalsAmendment No. 10 - Bid Proposals updatedAmendment No. 11 - Intent to Award