Mobile Sauna Services

Mobile Sauna Services Bend Park and Recreation District is seeking proposals for a mobile sauna or similar wellness-related concession to operate seasonally at Riverbend Park from October through May. Mobile operating services REQUEST FOR PROPOSALS (RFP) for Mobile Sauna Concessions ___________________________________________________________________ PROJECT NAME: Mobile Sauna Concessions DATE OF ISSUANCE: August 13, 2025 PROPOSALS DUE: September 4, 2:00 PM pacific time at 799 SW Columbia Street, Bend, OR 97702 ___________________________________________________________________ PROJECT MANAGER Katy Aceto Rental and Events Supervisor (541) 706-6125 CONTRACT ADMINISTRATOR JoAnna Edwards Contracts and Procurement Coordinator (541) 706-6102 INVITATION TO SUBMIT REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 2 Sealed Proposals will be accepted by JoAnna Edwards, Contracts and Procurement Coordinator, or designee at the Bend Park and Recreation District Administration Office, 799 SW Columbia Street, Bend, Oregon 97702 until the date and time listed in the Schedule in Section 1 of the RFP. No Proposals will be accepted after this date and time. Proposals shall be submitted in a sealed envelope and marked as follows: Proposer’s Name and PROPOSAL for Mobile Sauna Concessions Solicitation documents, addenda, and notifications of results for this project will be posted on the OregonBuys website (https://oregonbuys.gov). Proposers are responsible for regularly checking these sites for any updates or addenda prior to submitting a proposal. Failure to acknowledge and respond to all addenda may result in disqualification. Proposals will be considered non-responsive if the Proposal does not reflect all addenda. Proposer’s with questions regarding the project, or requests for clarification or change, should be directed to JoAnna Edwards, at (541) 706-6102, or joanna@bendparksandrec.org and must be received by the date and time in the Schedule in Section 1 of the RFP. The District may reject any Proposal not in compliance with all prescribed public contracting procedures and requirements and may reject for good cause all Proposals upon a finding of the District that it is in the public interest to do so. REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 3 Table of Contents RFP SUMMARY – IMPORTANT INFORMATION FOR PROPOSERS ................................ ...... 5 Section 1. Purpose and General Information ................................ ................................ ......... 6 1.1. Introduction ................................ ................................ ................................ ................. 6 1.1.1. Overview, Objectives, and Background ................................ ............................... 6 1.1.2. Project Term ................................ ................................ ................................ ....... 6 1.1.3. Minimum Proposer Qualifications ................................ ................................ ........ 7 1.2. Schedule ................................ ................................ ................................ .................... 7 1.3. Definitions ................................ ................................ ................................ ................... 7 1.4. Solicitation Process ................................ ................................ ................................ .... 8 1.4.1. Availability of Documents ................................ ................................ .................... 8 1.4.2. Reservation of District Rights ................................ ................................ .............. 8 1.5. Single Point of Contact ................................ ................................ ............................... 9 1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications; Solicitation Protests ................................ ................................ ................................ ................ 9 1.6.1. Procedure ................................ ................................ ................................ ........... 9 1.6.2. Requests for Clarification / Questions ................................ ................................ . 9 1.6.3. Protests of RFP ................................ ................................ ................................ .. 9 1.6.4. Protest of Addenda ................................ ................................ ............................10 1.7. Submission of Proposals ................................ ................................ ...........................10 1.7.1. Withdrawal of Proposals ................................ ................................ ....................10 1.8. Opening of Proposals ................................ ................................ ................................ 10 1.8.1. Inspection of Proposals ................................ ................................ ......................11 Section 2. Scope of Work ................................ ................................ ................................ .......11 2.1. Seasonal Operation ................................ ................................ ................................ ...11 2.2. Location and Mobility Requirements ................................ ................................ ..........11 2.3. Business Type and Limitations ................................ ................................ ..................11 2.4. Operational Requirements ................................ ................................ .........................11 2.5. Financial Terms ................................ ................................ ................................ .........12 2.6. Insurance and Licensing ................................ ................................ ............................12 2.7. Public Engagement and Compliance ................................ ................................ .........12 2.8. Vendor responsibilities ................................ ................................ ............................... 12 REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 4 Section 3. Proposal Requirements ................................ ................................ ........................13 3.1. Administrative Proposal Requirements ................................ ................................ ......13 3.1.1. Proposal Requirements................................ ................................ ......................13 3.1.2. Submission of Proposals ................................ ................................ ....................13 3.1.3. 3.1.3 Electronic Proposals ................................ ................................ .................13 3.1.4. Hardcopy Proposal Submission ................................ ................................ .........14 3.2. Technical Proposal Requirements ................................ ................................ .............14 3.2.1. Insurance Coverage (pass/fail) ................................ ................................ ..........14 3.2.2. References (pass/fail) ................................ ................................ ........................14 3.2.3. Proposal Scoring................................ ................................ ................................ 15 3.2.4. Presentations, Demonstrations or Interviews– If Held ................................ ........15 3.3. Technical Proposal Scoring ................................ ................................ .......................16 Section 4. Evaluation and Award ................................ ................................ ...........................16 4.1. Evaluation Process ................................ ................................ ................................ ....16 4.1.1. Disqualification ................................ ................................ ................................ ...17 4.2. Evaluation of Minimum Requirements (Pass / Fail) ................................ ....................17 4.3. Evaluation of Technical Proposal (Scored) ................................ ................................ 17 4.3.1. References ................................ ................................ ................................ ........17 4.4. Evaluations of Presentations, Demonstrations, and Interviews (if held) .....................18 4.5. Ranking of Proposals ................................ ................................ ................................ .18 4.6. Award Notification and Process ................................ ................................ .................18 4.7. Protest of Award ................................ ................................ ................................ ........19 Section 5. Attachments ................................ ................................ ................................ ..........19 Section 6. Proposal Submission Checklist ................................ ................................ ...........20 REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 5 RFP SUMMARY – IMPORTANT INFORMATION FOR PROPOSERS Project Title: Mobile Sauna Concessions Issuing Agency: Bend Park and Recreation District (BPRD) Proposal Due Date: September 4th, by 2:00 PM Pacific Time (late proposals will not be accepted) Submission Location: Bend Park and Recreation District 799 SW Columbia Street Bend, Oregon 97702 Primary Contact: JoAnna Edwards, Contracts and Procurement Coordinator joanna@bendparksandrec.org | (541) 706-6102 Scope Summary: Bend Park and Recreation District is seeking proposals for a mobile sauna or similar wellness- related concession to operate seasonally at Riverbend Park from October through May. This opportunity builds on the success of a two-year pilot program that demonstrated strong community interest and alignment with the District’s recreation and health goals. To maintain focus on wellness and winter activation, only non-food, mobile businesses that support health and recreation will be considered. The selected vendor must be able to relocate during park events and will remit 15% of gross revenue, with annual revenue audits required. Proposal Format:

• Proposals can be submitted by email to joanna@bendparksandrec.org or hand delivered to the

District office located at 799 SW Columbia St. Bend, OR 97702 Proposal Evaluation Criteria (100 points total): Alignment with District Goals 20 points Business Viability and Experience 20 points Operations Plan 20 points Unit Design and Site Compatibility 10 points References and Supporting Materials 10 points Quality of Customer Experience 10 points Financial Acknowledgement 5 points Certified Oregon Minority, Women, Service-Disabled Veteran, and Emerging Small Businesses (MWESB) 5 points (Interviews, if held: up to 25 additional pts) Attachments:

• Attachment A - Sealed Proposal Label
• Attachment B – Proposer Information Sheet
• Attachment C –Site Map
• Attachment D- Sample Contract

REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 6 Section 1. Purpose and General Information 1.1. Introduction 1.1.1. Overview, Objectives, and Background Bend Park and Recreation District (BPRD) is committed to providing high-quality recreational opportunities that support the physical and mental well-being of the community. As part of this mission, BPRD has explored innovative ways to activate park spaces during the winter season while aligning with the District’s strategic goals related to health, wellness, and community engagement. Over the past two years, BPRD successfully piloted a mobile sauna program at Riverbend Park. The pilot received positive feedback from both users and community stakeholders, demonstrating strong demand for wellness-based, cold-season recreation. The mobile format offered flexibility, minimal site impact, and a unique amenity that complemented existing park use and enhanced winter visitation. The program operated safely, complied with all applicable regulations, and was managed professionally by the vendor. Based on the success of the pilot program and the District’s ongoing commitment to health and wellness, BPRD is seeking proposals exclusively for a mobile sauna or similar mobile, wellness- related business. Proposals must present a proven, self-contained business model that aligns with the District’s recreation and community health goals. Food and beverage concessions are not being considered under this solicitation. This opportunity is intended to support seasonal park activation from October through May at Riverbend Park. The selected vendor will be responsible for delivering a safe, professional, and high- quality service that enhances the community’s experience in the park while remaining flexible to accommodate park events. Proposals must be based on the “Scope of Work” described in Section 2 below and in compliance with all prescribed requirements of this RFP. An Oregon special district separate from the City of Bend, the District is governed by a five-member, elected Board of Directors and managed by an Executive Director. The District maintains and operates more than 3,600 acres of developed and undeveloped parkland, including 84 parks, 80 miles of trails, and multiple recreation facilities, serving a population of around 101,000 people. 1.1.2. Project Term The District anticipates signing a contract by September 22nd, 2025, with services fully implemented by October 1st , 2025. If a contract is awarded, the contract will be effective from the date fully executed through May 10, 2028. REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 7 1.1.3. Minimum Proposer Qualifications Organizations interested in Proposing must be currently providing mobile sauna or similar wellness- oriented concessions to customers at the time of submitting a Proposal. Any Proposal received from a Proposer not currently providing mobile sauna or similar wellness- related concession will be deemed non-responsive and will be returned to the Proposer upon request. 1.2. Schedule The District reserves the right to deviate from this schedule, deviations from scheduled dates prior to RFP Closing will be made via written addendum. EVENT DUE DATE RFP Release, (Date of Issuance) August 13th, 2025 Questions due to BPRD August 20th, 2025 by 4:00pm BPRD submit answers to questions August 25th, 2025 RFP Closing Date and Time September 4th , at 2:00 pm Interviews (if held) Week of September 8th (estimated) Notice of Intent to Award On or about September 15th, 2025 Contract Signed On or about September 22nd, 2025 Vendor begins operations October 1st, 2025 1.3. Definitions For general definitions see OAR 137-046-0110, which are incorporated by reference.

• “Contract Administrator” and “Project Manager” shall mean the person the District has

designated as the single point of contact for this RFP.

• “Contractor” shall mean the Proposer awarded a contract to perform the Statement of Work.
• “District” shall mean Bend Park and Recreation District.
• “Proposal” shall mean a written response to this RFP.
• “Proposer” shall mean a person or organization submitting a written response to this RFP.
• “OAR” shall mean Oregon Administrative Rules.
• “ORS” shall mean Oregon Revised Statutes.
• “RFP” and “Solicitation” shall mean this Request for Proposals.
• “Scope of Work” shall mean the general description of the supplies and services for which the

District has issued this RFP, the work’s purpose and objectives, and the District’s expectations. Examples of expectations include, if applicable, a description of the proposed purchase, REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 8 specifications, tasks (obligations), deliverables, delivery or performance schedule, and acceptance requirements. The Scope of Work helps the prospective Proposers develop their Proposals.

• “Statement of Work” shall mean the specific provisions in the final contract which set forth and

define in detail the agreed-upon objectives, expectations, performance standards, and other obligations of Contractor under the contract. 1.4. Solicitation Process 1.4.1. Availability of Documents The RFP, including all addenda, attachments, and solicitation notifications, will be posted on the State of Oregon purchasing website, OregonBuys (https://oregonbuys.gov). Proposers are responsible for checking this website for the issuance of any addenda prior to submitting a Proposal. Proposals will be considered non-responsive if the Proposal does not reflect all addenda. 1.4.2. Reservation of District Rights The District reserves all rights regarding the RFP, including, without limitation, the right to:

• Amend the RFP by written addendum pursuant to OAR 137-047-0430;
• Delay or suspend the RFP without liability to any Proposer if the District finds it is in the best

interest of the District to do so pursuant to ORS 279B.100;

• Cancel the RFP or reject any or all Proposals received, in whole or in part, upon finding that

it is in the best interest of the District to do so pursuant to ORS 279B.100;

• Waive any minor informality, correct a clerical error, or permit a Proposer to withdraw a

Proposal to the extent allowed pursuant to OAR 137-047-0470;

• Reject any Proposal that fails substantially to comply with all prescribed RFP procedures and

requirements pursuant to OAR 137-047-0640;

• Negotiate certain contract terms and conditions to the extent allowed under OAR 137-047-

0310(1)(b);

• Amend any contracts that are awarded as a result of the RFP to the extent allowed under

OAR 137-047-0800;

• Engage other organizations to perform the same or similar services; and
• Extend any contracts that result from the RFP without an additional competitive

procurement process to the extent allowed under OAR 137-047-0800. The intent of the RFP is to identify a Proposal from a Proposer with the level of specialized skill, knowledge, and resources to perform the Scope of Work described in the RFP. Qualifications, performance history, expertise, knowledge, and the ability to exercise sound professional judgment are primary considerations in the selection process. If awarded, the District will award the contract to the responsible Proposer submitting the Proposal which is in the District’s best interests for accomplishing the District’s needs. REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 9 1.5. Single Point of Contact All technical and non-technical questions about the requirements of the RFP, procurement process, Scope of Work, or evaluation process shall be directed to the Contract Administrator listed on the Invitation to Submit. 1.6. Methods of Seeking Modifications to RFP, Contractual Provisions or Specifications; Solicitation Protests 1.6.1. Procedure

• Requests for modifications to this RFP may be requested in writing, as follows: (a) request

for clarification; (b) formal submittal of requests for changes to the RFP, contractual terms or specifications; or (c) formal submittal of protests of the RFP, contractual terms or specifications.

• A Proposer may submit to the Contract Administrator a written request for changes to the

RFP, contractual terms or specifications. The request shall include the reason for requested changes, supported by factual documentation, and all other information required by OAR 137-047-0730.

• Envelopes containing requests for clarification, requests for change, and protests shall be

marked as follows: o Request for Clarification / Change / Protest o RFP Number o Project Name

• Requests for modification must be received by the Contract Administrator prior to the

protest submission deadline specified in Section 1.2. The submission deadline may be extended by addendum. No requests for clarification, requests for change or protests regarding the RFP, contractual terms or specifications shall be considered if received after the protest submission deadline, as may be extended by subsequent addendum. 1.6.2. Requests for Clarification / Questions Questions, including requests for explanations of the meaning or interpretation of RFP provisions, shall be submitted in writing via mail, hand delivery, or email, addressed to the Contract Administrator at the address listed on the Invitation to Submit, and must arrive prior to the protest submission deadline specified in Section 1.2. 1.6.3. Protests of RFP Proposers may submit to the Contract Administrator a written protest of the solicitation documents, contractual terms or specifications, or addenda to the solicitation documents. To be considered, protests shall:

• Identify the Proposer’s name and reference the RFP title.

REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 10

• Include: (a) the grounds that demonstrate how the solicitation process is contrary to law or

how the RFP is unnecessarily restrictive, legally flawed, or improperly specifies a brand name; (b) evidence that supports the grounds on which the protest is based; and (c) an explanation of the relief sought, including a statement of the proposed changes to the solicitation process or RFP provisions, requirements or terms and conditions that the Proposer believes will remedy the conditions upon which the protest is based.

• Be signed by the Proposer’s authorized representative
• Be submitted to the Contract Administrator to the address listed on the Invitation to Submit

by the protest deadline specified in Section 1.2. The District shall not consider solicitation protests that do not meet the requirements of this Section. The District shall resolve all solicitation protests in accordance with OAR 137-047-0730. 1.6.4. Protest of Addenda Pursuant to OAR 137-047-0430(4) Proposers may submit a request for change or protest to any addendum issued by the District as provided in Section 1.6.3. provided, however, such request for change or protest must be received by the end of the District’s next business day after issuance of the addendum, or protest deadline specified in Section 1.2, whichever is later. If the deadline for submission of a request for change or protest to an addendum falls after the protest deadline specified in Section 1.2, the District may only consider a request for change or protest to the addendum, and shall not consider a request for change or protest to matters not added or modified by the addendum. 1.7. Submission of Proposals Proposals shall be received by the Contract Administrator no later than the Closing date and time specified in Section 1.2. Proposals may be delivered via U.S. Mail, courier, or hand-delivery. Mailed Proposals shall be sent to the Contract Administrator at the address specified in the Invitation to Submit. Late, faxed, or electronically transmitted Proposals shall not be accepted. Proposers responding to the RFP do so solely at their own expense. The District is not responsible for any Proposer costs or expenses associated with the RFP. 1.7.1. Withdrawal of Proposals If a Proposer wishes to withdraw a submitted Proposal, it shall do so prior to the Closing date and time. The Proposer shall submit a written request to withdraw, signed by the Proposer, on the Proposer’s letterhead, to the Contract Administrator at the address listed on the Invitation to Submit. 1.8. Opening of Proposals Pursuant to ORS 279B.060(6)(a) Proposals shall be opened and the names of all Proposers shall be made available to the public. Proposals will not be read aloud. The District shall open Proposals in a manner that avoids disclosing Proposal contents to competing Proposers. REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 11 1.8.1. Inspection of Proposals Pursuant to ORS 279B.060(6)(a) and (b), Proposals will be open to inspection after issuance of a Notice of Intent to Award. If a Proposal contains any information that may be considered exempt from disclosure under Oregon Public Records Law, ORS Chapter 192, the Proposer must clearly designate the portions of its Proposal that Proposer claims are exempt from disclosure, along with a justification and citation to the authority relied upon. Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Identifying the Proposal in whole as exempt from disclosure is not acceptable. If the Proposer fails to identify the portions of the Proposal that the Proposer claims are exempt from disclosure and the authority used to substantiate that claim, the Proposer will be deemed to have waived any future claim for non-disclosure of that information. Section 2. Scope of Work 2.1. Seasonal Operation

• Concession operations will occur from October 1 through May 10.
• Operating hours may vary, but vendor is expected to provide consistent, regular service

during the season. 2.2. Location and Mobility Requirements

• The concession will be located at the designated area within Riverbend Park.
• Vendor must be able to temporarily relocate operations off of district property with a

minimum of forty-five (45) days notice during district-permitted events at the park. It is anticipated there will be approximately two (2) such events per season, but the number may vary. 2.3. Business Type and Limitations

• Only mobile sauna or similar mobile, wellness-related businesses will be considered.
• Proposals must demonstrate prior success or proven viability of the proposed business

model.

• Food and beverage concessions will not be accepted under this RFP.

2.4. Operational Requirements

• Vendor is responsible for all operational aspects including staffing, maintenance,

cleanliness, customer service, and adherence to all applicable health, safety, and licensing requirements.

• Vendor must maintain a clean and professional site presence at all times.
• Utilities (if needed) must be self-contained or coordinated in advance with the District;

additional utility fees may apply. REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 12

• Vendor must communicate and receive approval from District for any operational changes

at least fourteen days in advance. 2.5. Financial Terms

• Vendor shall remit 15% of gross revenue to the District on a monthly basis.
• Vendor must submit an annual revenue audit performed by a certified public accountant no

later than July 15 following the close of the operating season. 2.6. Insurance and Licensing

• Vendor must provide and maintain all required permits, business licenses, and insurance

coverage, including general liability, naming the District as an additional insured. 2.7. Public Engagement and Compliance

• Vendor shall conduct operations in a manner that is welcoming, inclusive, and respectful of

other park users and the surrounding environment.

• Compliance with all federal, state, and local regulations is required.

2.8. Vendor responsibilities

• Daily Operations

o Maintain consistent, high-quality service throughout the season. o Ensure prompt setup, takedown, and secure storage of all equipment and signage. o Keep the unit and surrounding area clean, orderly, and free of trash and debris.

• Customer Services

o Provide a professional, welcoming experience to all park visitors o Ensure all staff are properly trained, courteous, and present during all business hours. o Respond promptly to customer concerns or safety concerns.

• Health and Safety

o Comply with all applicable public health and safety codes, including fire, sanitation, and accessibility standards. o Monitor and manage usage to prevent overcrowding and unsafe conditions.

• Licensing and Insurance

o Obtain and maintain all applicable local and state business licenses and permits. o Maintain general liability insurance and any other required coverages throughout the season. o Provide proof of insurance with the District named as an additional insured prior to contract execution. Refer to the Sample Contract for insurance requirements.

• Relocation Coordination

REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 13 o Work with District staff to temporarily relocate operations off of district property when notified of events scheduled at Riverbend Park.

• Revenue Reporting and Payments

o Submit monthly payments equal to 15% of gross revenue by the 15th of each following month. o Submit an annual revenue audit no later than July 15th after the season ends.

• Communication

o Maintain open, cooperative communication with District staff throughout the season. o Report any safety, operational, or visitor-related incidents with BPRD in a timely manner. In addition to the minimum required specifications, pursuant to ORS 279B.060(2)(c), the Contractor shall meet the highest standards prevalent in the industry or business most closely involved in providing the goods and/or services at all times for the duration of the contract. Section 3. Proposal Requirements Proposals shall address the Proposal and submission requirements set forth in this RFP. Proposals shall respond to all elements of information requested without exception. Proposals that do not meet the requirements set forth in the RFP shall be deemed non-responsive and shall not be further considered. 3.1. Administrative Proposal Requirements 3.1.1. Proposal Requirements Proposals shall not exceed a total of six (6) single sided or three (3) double sided 8.5 x 11-inch pages with a minimum 11-point font size. District-provided forms and attachments are not included in the maximum page count. 3.1.2. Submission of Proposals Proposals may be submitted electronically, by mail, or delivered in person. Regardless of the method of submission, proposals must be received by the District no later than the closing date and time specified in this RFP. Late proposals will not be considered. 3.1.3. Electronic Proposals

• Proposals may be emailed to the Contract Administrator, JoAnna Edwards, at

joanna@bendparksandrec.org

• Electronic submissions must be in PDF format.
• The email subject line should state: "Proposal – Mobile Sauna Concessions".

REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 14

• The District is not responsible for proposals that are delayed or deemed undeliverable due

to electronic transmission issues. 3.1.4. Hardcopy Proposal Submission

• Proposals may be mailed or hand delivered to:

Attn: JoAnna Edwards, Contract Administrator 799 SW Columbia Street Bend, OR 97702

• Use of recycled materials is required as part of the District’s sustainable business practices.

The District requires the use of submittal materials (i.e. paper, dividers, binders, brochures, etc.) that contain post-consumer recycled content and are readily recyclable. Proposers are encouraged to bind Proposals with a single binder clip. The District prohibits the use of materials that cannot be readily recycled such as PVC (vinyl) binders, spiral bindings, or plastic or glossy covers or dividers. Proposers are encouraged to print/copy on both sides of a single sheet of paper whenever possible.

• It is the proposer’s responsibility to ensure delivery by the closing date and time.
• Mailed proposals must be in a sealed envelope clearly marked "Proposal – Mobile Sauna

Concessions" or you can use the Sealed Proposal Label (Attachment A). 3.2. Technical Proposal Requirements The Proposal shall describe how the Proposer meets each of the technical requirements described in Section 2 - Scope of Work. The Proposal shall be evaluated utilizing the following evaluation criteria, as more particularly described in Section 3. 3.2.1. Insurance Coverage (pass/fail)

• Proposer must provide a statement that Proposer currently has, or prior to executing a

contract if awarded will be able to obtain, insurance coverage meeting or exceeding the insurance requirements detailed in the attached Sample Contract. 3.2.2. References (pass/fail)

• Proposer must provide at least three references from contracts of similar scope to that

described in this RFP. References from public agencies of similar size or type shall be preferred.

• Proposers shall provide the following information for each reference:

o Organization name o Contact person (first and last name) REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 15 o Contact phone number o Contact email address o Duration of contract(s) o Types and quantities of products and services provided

• Reference-provided letters of recommendation are acceptable.

3.2.3. Proposal Scoring

• Alignment with District Goals (20 points)

Evaluation on how well the proposal supports BPRD’s goals related to recreation, health, and wellness. Clearly demonstrate a commitment to enhancing community well-being through a proven, wellness-focused model (e.g., mobile sauna or similar service), offer inclusive access, and contribute to meaningful seasonal activities in Riverbend Park. Proposals should show how the service promotes physical and/or mental health in a way that complements existing District programs and use.

• Business Viability and Experience (20 points)

Experience operating a mobile sauna or similar wellness service, evidence of success.

• Operations Plan (20 points)

Clarity and feasibility of operations, staffing, safety, cleanliness, and relocation plan.

• Unit Design and Site Compatibility (10 points)

Appearance, condition, mobility, and suitability for Riverbend Park.

• References and Supporting Materials (10 points)

Quality of references, prior performance, supporting documents, and visuals.

• Quality of Customer Experience (10 points)

Proposed customer service practices, scheduling, accessibility and inclusivity. Please include your pricing structure or how you charge for your services.

• Financial Acknowledgement (5 points)

Proposer must acknowledge and agree to the following terms: remit 15% of gross revenue to the District monthly; make payments by the 15th of each following month; and provide an annual revenue report prepared by a certified accountant by July 15th following the end of the operating season.

• Certifications, Minority-owned, Women-owned, and Emerging Small Businesses (MWESB) (5

points) 3.2.4. Presentations, Demonstrations or Interviews– If Held

• The District may conduct and score presentations, demonstrations, or interviews as

provided in Section 3.4. REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 16 3.3. Technical Proposal Scoring The evaluation committee shall assign points to its evaluation of each Proposal as follows: SCORING CRITERIA MAXIMUM POINT VALUE Insurance Coverage Pass/Fail Alignment with District Goals 20 points Business Viability and Experience 20 points Operations Plan 20 points Unit Design and Site Compatibility 10 points References and Supporting Materials 10 points Quality of Customer Experience 10 points Financial Acknowledgement 5 points MWESB or other Certifications 5 points Total Points Possible 100 Presentations, Demonstrations, and Interviews (if held) 25 Total Combined Points Possible 125 Section 4. Evaluation and Award 4.1. Evaluation Process 4.1.1 Evaluation Overview The District shall evaluate and score all responsive Proposals on the completeness, quality, and applicability of their contents in accordance with the following criteria:

• Section 3.2.1 & 3.2.2, Evaluation of Minimum Requirements (Pass / Fail)
• Section 3.2.3, Evaluation of Technical Proposal (Scored)
• Section 3.2.4, Evaluation of Presentations, Demonstrations and Interviews, if held (Scored)

4.1.2 Evaluation Committee The District shall establish an evaluation committee of at least three individuals, which may consist of District staff, government partners, or community partners, who shall review, evaluate, and score each Proposal. REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 17 4.1.1. Disqualification Any attempt by a Proposer to improperly influence a member of the evaluation committee during the Proposal review and evaluation process shall result in rejection of that Proposal. 4.2. Evaluation of Minimum Requirements (Pass / Fail) The evaluation committee shall review all Proposals on a pass/fail basis and determine if each Proposal meets the minimum technical Proposal requirements described in Section 3 of this RFP. Proposer’s failure to comply with the instructions or to submit a complete Proposal may result in the Proposal being deemed non-responsive. Only those Proposals determined responsive to the minimum requirements shall be considered for further evaluation. 4.3. Evaluation of Technical Proposal (Scored) The evaluation committee shall score all Proposals based on the completeness and quality of information described in Section 3.2. Points assigned by each evaluation committee member shall be added together and divided by the total number of evaluation committee members to compute an average score for the evaluation criteria. The evaluation committee may request additional clarification from any Proposer for any portion of the Proposals pursuant to OAR 137-047-0600(2). If a Proposal is unclear, the Proposer may be asked to provide clarification. Proposers shall remain available during the evaluation period to respond to requests for additional clarification. Proposers shall submit written clarification(s) within 24 hours (Monday-Friday) following receipt of the request. No new Proposal documentation may be submitted, however, and clarifications may not be used to correct an otherwise non-responsive Proposal. Failure to provide clarification may result in a lower score. 4.3.1. References See Section 3.2 for reference requirements. The District reserves the right to request references in addition to those provided by a Proposer, to investigate any references (whether or not furnished by a Proposer), and to investigate the past performance of any Proposer. The District may investigate the qualifications of a Proposer, including, but not limited to: successful performance in providing similar services; compliance with specifications and contractual obligations; completion or delivery of services on schedule; and proper payment of suppliers, subcontractors, and workers. The District may postpone the award or execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation. This is in addition to any other District rights reserved in Section 1.4.3. The District may make up to two attempts to contact each of the reference sources. These attempts will be made during normal business hours. Each reference that is contacted will be asked to provide information relevant to the categories listed in Section 3.2. REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 18 4.4. Evaluations of Presentations, Demonstrations, and Interviews (if held) 4.4.1 The evaluation committee may elect to interview one or more Proposers, based on the evaluation committee’s identification of those Proposers who have a reasonable chance of being selected as the most advantageous Proposer, if the evaluation committee considers it necessary or desirable. If interviews are held, the evaluation committee will determine the number of Proposers to invite according to whether the evaluation establishes a natural break in the scores of Proposers that indicates that a particular number of Proposers are closely competitive or have a reasonable chance of being determined the most advantageous Proposer. If the evaluation committee conducts interviews, the interview process will be used to supplement and clarify the information contained in the Proposal. 4.4.2 The District will provide written notice to all Proposers identifying those Proposers selected for interview. Proposers not selected for interview may protest the evaluation and determination of the interview pool in accordance with OAR 137-047-0720. 4.4.3 Based upon Proposal scoring, as modified by the interview, Proposers will be given final ranking by the evaluation committee which will be used to determine contract award. 4.4.4 If deemed advisable by the District, the District may send details regarding the format and scope of the interviews to those Proposers invited to interview. 4.4.5 Proposers will bear all costs for attending the interviews and preparing any presentation materials. 4.5. Ranking of Proposals The evaluation committee shall add the interview score for each interviewed Proposer to the evaluation score for the initial evaluation of that Proposer’s Proposal in order to determine the total score and ranking of each Proposal. 4.6. Award Notification and Process If, once the evaluation committee determines the highest-ranked Proposer, the District elects to move forward with awarding a contract, the District shall send a notice of intent to award to all Proposers. The District may, either orally or in writing, terminate negotiations with the highest-ranked Proposer if the District and the highest-ranked Proposer are unable to reach agreement within a reasonable amount of time for any reason. The District may then negotiate with the second ranked Proposer, and if necessary, with each successively ranked Proposer until negotiations result in a contract or the District cancels the RFP pursuant to ORS 279B.100. The District reserves the right to negotiate a final contract and Statement of Work that are in the best interests of the District. Prior to execution of a contract the District shall obtain the Contractor’s agreement to perform the Scope of Work and meet the performance standards set forth in the final negotiated Statement of Work. REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 19 4.7. Protest of Award If the conditions specified in ORS 279B.410(1) are met, a Proposer may submit a written protest of the District’s intent to award a contract. Protests must be submitted within seven days after the District issues a notice of intent to award. A Proposer may submit a protest of the intent to award only as allowed by, and only in compliance with, OAR 137-047-0740. The District will resolve all timely submitted protests in accordance with ORS 279B.410(4) and OAR 137-047-0740. Section 5. Attachments

• Attachment A – Sealed Proposal Label
• Attachment B – Proposer Information Sheet
• Attachment C – Site Map
• Attachment D – Sample Contract

REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 20 Section 6. Proposal Submission Checklist All attachments and Proposal content requirements specified in this RFP must be included in Proposals. The following Proposal content and attachments are required to be returned with the Proposal: Detailed Proposal Content Requirements as specified in Section 3.2 Section 3.2.1 – Statement of Insurance Coverage Section 3.2.2 – References Section 3.2.3 – Evaluation of Technical Proposal Requirements Responses to Section 2 – Scope of Work Attachment B – Proposer Information Sheet Proposers are encouraged to use the following attachment to identify their Proposal, it is provided for Proposers convenience and is not required. Attachment A – Sealed Proposal Label The following attachments are not to be returned with the Proposal. Proposers must review these attachments, the terms and conditions of each will be incorporated in the contract for the work. Attachment C – Site Map Attachment D – Sample Contract This checklist is provided for the Proposer’s convenience in assembling your Proposal and is not required to be returned with the Proposal. ATTACHMENT A SEALED PROPOSAL LABEL REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 21 Please attach the above label to the outside of your sealed Proposal. SEALED PROPOSAL ENCLOSED DELIVER TO: BEND PARK AND RECREATION DISTRICT ATTN: JOANNA EDWARDS 799 SW COLUMBIA STREET BEND, OR 97702 PROPOSALS MUST BE RECEIVED NO LATER THAN: SEPTEMBER 4, 2025, 2:00 PM PACIFIC TIME FOR: MOBILE SAUNA CONCESSIONS PROPOSER NAME: ATTACHMENT B PROPOSER INFORMATION SHEET REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 22 FIRM/COMPANY NAME: STREET ADDRESS: CITY, STATE, ZIP CODE: WEBSITE: PRIMARY CONTACT NAME: PRIMARY CONTACT TITLE: PRIMARY CONTACT TELEPHONE: PRIMARY CONTACT EMAIL: Name and title of the primary individual authorized to represent the Proposer in any negotiations and sign any contracts that may result: NAME: TITLE: Proposer, pursuant to ORS 279A.120(1), (check one) is ☐ / is not ☐ a resident Proposer. If not, indicate state of residency: . 1. Proposer hereby certifies that Proposer has read, understands, and agrees to comply with all terms and conditions of this Solicitation and the resulting contract. 2. Proposer acknowledges receipt of all Addenda issued under this Solicitation, if any. 3. Proposer hereby certifies that Proposer has complied or will comply with all requirements of local, state, and federal laws, and that no legal requirements have been or will be violated in making or accepting this Solicitation. 4. Proposer hereby certifies that it has not discriminated and will not discriminate, in violation of ORS 279A.110, against any disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disable veteran owns or an emerging small business that is certified under ORS 200.055 in obtaining any required subcontract. 5. Affirmative Action Program. The District is an equal employment opportunity employer and values diversity in its work force. The District requires its consultants and contractors to have an operating policy as an equal employment opportunity employer. Firms of 50 people or less do not need to have a formal equal employment opportunity program, but shall have an operating policy supporting equal employment opportunity. Proposer shall answer the following questions by selecting yes or no. ☐Yes ☐No Does your Firm have more than 50 employees? ☐Yes ☐No Does your Firm have a formal equal employment opportunity program? 6. Proposer agrees to comply with Oregon tax laws in accordance with ORS 305.385. REQUEST FOR PROPOSALS MOBILE SAUNA CONCESSIONS Page 23 7. Proposer hereby certifies that no conflict of interest, as defined below, exists which precludes an impartial Proposal from being submitted by Proposer and that if such conflict should arise, Proposer will immediately notify the District. a. No officer, employee, or agent of the Proposer has any personal financial interest, direct or indirect, in the operation of Bend Park and Recreation District or its affiliates. 8. Proposer hereby certifies the price(s) and amount(s) of this Proposal shall be arrived at independently and without consultation, communication or agreement with any other consultant, contractor, Proposer or potential Proposer. 9. Proposer hereby certifies that neither the price(s) nor the amount(s) of this Proposal, and neither the approximate price(s) nor approximate amount(s) of this Proposal, shall be disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be publicly disclosed before contract award. 10. Proposer hereby certifies no attempt has been made or will be made to induce any firm or person to refrain from Proposing on this Solicitation or to submit any noncompetitive Proposal or other complementary Proposal. 11. Proposer hereby certifies that it’s Proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Proposal. 12. Proposer agrees that if awarded the contract, Proposer shall be authorized to do business in the State of Oregon at the time of the award. 13. District shall not be liable for any claims or be subject to any defenses asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this Solicitation. 14. District shall not be liable for any expenses incurred by Proposer in both preparing and submitting its Proposal, or in participating in the Proposal evaluation/selection or contract negotiation progress, if any. 15. The signatory of this Proposer Information Sheet is a duly authorized representative of the Proposer, has been authorized by Proposer to make all representations, attestations, and certifications contained in this Proposal document, Solicitation, and all Addenda, if any, issued, and to execute this Proposal document on behalf of Proposer. 16. By signature below, the undersigned Authorized Representative hereby certifies on behalf of Proposer that all contents of this Proposer Information Sheet and the submitted Proposal are truthful, complete and accurate. Failure to provide information required by this Solicitation may ultimately result in rejection of the Proposal. PROPOSER SIGNATURE Signature Title Name (please print) Date Email Phone