The vendor is required to provide for administrative services to be provided from September 1, 2025 to June 30, 2026, with the option to renew annually.
- Office facility and equipment
• Providing the office equipment, computer and compatible software, data backup system, phone and voicemail systems, and personnel the commission considers necessary;
• Providing office space for commission’s records (approximately eight bankers boxes);
• Performing maintenance of commission’s public records in a timely manner pursuant to oar chapter 166, divisions 030, 300, and 350;
• As required by statute 576.385, obtaining and filing with commission a fidelity bond of $50,000. submitting reimbursement request for the cost of this bond;
• Paying, and holding the commission harmless from, all of the contractor's normal operational expenses, including but not limited to salaries, rents, utilities, taxes and fees (such as income, employment, license or others) and other similar expenses;
• Maintaining compliance with all governmental (local, state, or federal) laws and rules applicable to the operation of independent contractor's business.
- Bookkeeping and financial management
• Managing the commission’s assessment program in accordance with oar chapter 642, division 010, which includes providing reporting forms, receiving and depositing assessments, recordkeeping, collecting late assessments, and reporting to the commissions on delinquencies, among other duties;
• Receiving and depositing other funds;
• Preparing payment of commission’s approved expenses for signature by commissioners;
• Preparing periodic quarterly reports on revenue and providing them to department on a timely basis;
• Maintaining and updating information related to mint production to forecast the commission’s future assessment income for budgeting and planning purposes;
• Assisting the chairperson and commissioners with all functions necessary to prepare annual draft budgets pursuant to statute 576.416, advertise the budget hearings, conduct the budget hearings, and submit required adopted budget materials to department for authorization;
• Preparing financial reports, state-required year-end financial statements, other reports and related financial records pursuant to statute 576.395;
• Monitoring commission’s finances monthly and providing both written and verbal reports on monthly commission’s finances (balance sheet, monthly check activity, monthly transactions, revenue & expenditure statement, reconciliations for a checking account, money market/savings accounts) at each commission meeting;
• Alerting commission’s leadership to critical financial occurrences, for example: revenues are less than forecasted in the annual budget or expenses in a budget category will or are being exceeded;
• Obtaining information on marketing trends and commodity values at request of commissions; however, contractor must obtain approval of informational content from commissions before its dissemination;
• Preparing requests to department for emergency fund transfer when necessary;
• Ensuring receipt of commissioner expense reports and preparing reimbursements and their recordkeeping;
• Acting in compliance with applicable laws, oars, generally accepted accounting principles, and the commission’s policies and procedures manuals.
- Communications and meeting planning
• Assisting the chairperson with scheduling meetings;
• Providing legally required notices of meetings and hearings pursuant to statute 192 and statute 576.416;
• Assisting committee chairpersons with preparing meeting agendas and providing notices of committee meetings;
• Scheduling and setting up ADA-accessible meeting rooms, and catering service;
• Preparing and providing copies (digital or paper depending on commissioners’ preference) of packets for commission and committee meetings;
• Taking notes and preparing draft minutes of commission’s meetings;
• Providing information to growers, buyers, agencies, industries, news media and others that is consistent with approved commission positions; however, contractor must obtain approval of informational content from commissions before its dissemination, as provided by oar 603-042-0015(6);
• Coordinating and producing annual research updates newsletter to industry;
• Representing commission at hearings or meetings on proposed legislation, rules, or issues affecting commission and producers/handlers at request of commission; however, contractor must obtain prior approval from commission of all positions that may be taken on behalf of commission;
• If approved in advance by commission, traveling to assist commission to fulfill its promotional, educational or research purposes.
• Contractor will submit request for reimbursement of allowable travel expenses in accordance with exhibit a, the sample administrative services contract, section 3 and section ii;
• Updating information on the commission’s website in a timely manner. contractor will manage domain renewal, maintain and update all pages on the department mint commission website.
- Administrative and time management
• Preparing annual operational plans for commission approval, and submitting plans to department pursuant to oar 603-042-0015;
• Maintaining the domain name oregonmint.org;
• Maintaining records of commission and committee minutes, actions and other records pursuant to statute 192 and statute 576;
• Maintaining databases in a timely manner, including producer mailing lists, meeting mailing lists, and handler lists;
• maintaining and updating a list of interested parties;
• After commission approval, prepare contracts and similar documents in a timely manner according to procedures which include but may not be limited to:
i. Completing templates prepared by the department of justice and provided by department commodity commission oversight program;
ii. Writing a statement of work;
iii. Emailing completed document to department for review;
iv. Providing additional information to department on a timely basis when requested;
v. After department completes review, obtaining contractor and chairperson or delegated commission signatures;
vi. Providing one fully signed digital document to department;
vii. Maintaining one fully signed document in commission records;
viii. Providing contractor with one fully signed document;
• Preparing and filing administrative rules in a timely manner;
• Participating in training on applicable state laws, policies and other administrative training.
- Interpersonal skills and regulatory compliance experience
• Establishing and maintaining communications and good working relationships with commissioners;
• Staying current on state, regional, and national matters that affect state mint growers and processors, then informing the chairpersons in a timely fashion;
• Informing the chairperson in a timely manner of matters that need to be brought to the commission’s attention for discussion and action;
• Informing the chairperson in a timely manner of matters related to delayed assessments, producer and handler concerns and other subjects requiring the commission’s immediate attention;
• Establishing and maintaining good communications and working relationships with the state department of agriculture, university, state essential oil growers league, mint industry research council and other organizations with interests in common with the commission;
• Establishing and maintaining good communications and working relationships and acting as liaison with other industry organizations in the state, region, and nation; however, contractor must obtain prior approval from commission of all positions that may be taken on behalf of commission;
• To the extent that the commission elects, collaborating with other commodity commissions;
• establishing and maintaining good working relationships with, collaborating with, and consulting with the department commodity commission oversight program;
• Assisting department with recruitment of applicants for commissioner positions;
• Working with department to ensure that commissioners successfully complete mandatory trainings;
• Assisting department commodity commission oversight program with orientation of commissioners;
• Establishing and maintaining good communications and working relationships with all contractors supplying services and goods to the commission.
- Questions/Inquires Deadline: April 28, 2025