2026-56-RFP-EXEC-Executive Public Speaking & Communication Coaching

Anticipated Sourcing Event Schedule RFP Published August 18, 2026 Questions Due September 1, 2026 @ 3:00PM PDT Proposals Due September 15, 2026 @ 3:00 PM PDT Evaluation Meeting Week of September 21, 2026 Interviews (if required) Week of September 28, 2026 Best and Final Offer Due (if needed) Week of October 5, 2026 Notice to Proceed Week of October 12, 2026 1 GENERAL INFORMATION 1.1 Introduction This Solicitation, issued by the Clark County Public Transportation Benefit Area (dba C TRAN), requests proposals from firms interested in providing executive public speaking and communication coaching. This Request for Proposals (RFP) outlines the services sought and the documents interested proposers must submit. All requested information shall be submitted in the required format by 3:00 p.m. on September 15, 2026. Any responses received after the deadline will not be considered. 1.2 Agency Background C TRAN is a municipal corporation of the State of Washington governed by a board of elected officials. C TRAN provides transit services throughout its specified service area boundaries in Clark County, Washington, and to Portland, Oregon. C TRAN’s service area population is approximately 432,000 persons in an area of 143 square miles. In 2020, C TRAN’s total ridership equaled approximately 3,832,482 passengers. 1.3 Reimbursement C-TRAN will not reimburse Proposers for any costs involved in the preparation and submission of responses to this RFP or in the preparation for and attendance at subsequent interviews or demonstrations. Furthermore, this RFP does not obligate C TRAN to accept or contract for any expressed or implied services. 1.4 Proposals Become Public Records During the evaluation process, C-TRAN treats all proposals with the highest level of confidentiality; however, once the evaluation process has been completed and a Contract is awarded, the entire procurement becomes public information and subject to the Washington State Public Disclosure Act (RCW 42.17). Any proprietary information revealed in the proposal should therefore be clearly identified as such. C-TRAN will notify any Proposer before releasing the proprietary information to any request for public records. If the Proposer believes its records are exempt from disclosure, it is the Proposer’s sole responsibility to pursue a lawsuit under RCW 42.56.540 to enjoin disclosure. It is the Proposer’s discretionary decision whether to file such a lawsuit. However, if the Proposer does not timely obtain and serve an injunction, C TRAN will disclose the records, in accordance with applicable law. 1.5 Nondiscrimination C-TRAN, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 USC 2000d to 200d-4, and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally Assisted Programs of the Department of Transportation issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure that in regard to any contract entered into pursuant to this RFP, minority business enterprises will be afforded full opportunity to submit a proposal in response to this request and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award. 1.6 Anticipated RFP Evaluation Schedule The following timeline is the anticipated schedule for the RFP process. At C-TRAN’s discretion the anticipated schedule may change. RFP Advertised August 18, 2026 Questions Due September 1, 2026 @ 3:00PM PDT Proposals Due September 15, 2026 @ 3:00 PM PDT Evaluation Meeting Week of September 21, 2026 Interviews (if required) Week of September 28, 2026 Best and Final Offer Due (if needed) Week of October 5, 2026 Notice to Proceed Week of October 12, 2026 1.7 Cooperative Purchasing -RESERVED 1.8 Procurement Protest Procedure Bidders, proposers, or other third parties that can demonstrate a substantial economic interest in the award of a contract and who claim to be aggrieved in connection with the solicitation or proposed award of a contract (referred to as a “Protestor”) may protest to C-TRAN in accordance with the procedures set forth in this section. This protest procedure shall be included or referenced in all solicitation documents. Failure to comply with these procedures may result in rejection by C-TRAN. Failure to meet the deadlines outlined in these procedures will result in the automatic rejection of the Protest. For the purposes of this procedure, there are two types of Protests: Pre-bid or Solicitation Phase Protest This protest type is in response to solicitation activities occurring prior to the submission deadline. This Protest must be received prior to the bid opening or proposal/qualifications due date. Protests may be based on: • Any portion of the specifications, solicitation, or pre-bid/proposal meetings; • Any minimum qualifications identified within the solicitation package; • Questions that were not fully or properly addressed by C-TRAN; • Inadequate information or improper criteria contained in the solicitation package; or • Any other matter known, or that should have been known, by reading the solicitation. Pre-Award Protest This protest type is in response to a pending award for a solicitation. This Protest must be received after receipt of proposals/qualifications or bids, but before the contract award. The right to protest issues regarding the specifications, solicitation, or pre-bid/solicitation meetings must have been protested prior to bid opening or proposal/qualifications due date and are therefore no longer eligible as an issue of protest. Pre-Award Protests may be based on: • Issues with the bid opening or proposal/qualification due date; • Rejection of a bid or proposal as Nonresponsive or Not Responsible; • Notice of Intent to Award; or • Evaluation of the proposals/qualification statements. • All communication concerning a Protest must be submitted in writing and will be considered public records. • Form and Content • All Protests should contain the information included in this section and may be denied if it does not. A Protest should include: • Company name, mailing address, contact information, and name of the individual(s) responsible for submission of the protest; • Identification of the C-TRAN solicitation (number and title) being protested; • A statement of the specific action or decision being protested; All reasons and bases for the protest, including identification of the specifications, terms, or requirements objected to; the statutory, regulatory, or policy provision(s) alleged to have been violated; and a complete description of the facts, circumstances, and reasons supporting the protest; The relief or corrective action requested; and Signature of an authorized agent of the company and a written attestation that the contents of the protest are true and accurate. All supporting documentation for the Protest should be included with the formal written protest. A Protester waives any and all grounds for protest that are not clearly identified or described in the initial submission of each type of Protest filed with C-TRAN. 1.8.1 Method of Filing Any Protest shall be filed with C-TRAN in written form only, by hand delivery or courier to: C-TRAN, ATTN: Manager of Procurement and Contracts, 10600 NE 51st Circle, Vancouver, WA 98682 Any Protests submitted by mail should be mailed with ample time to be received by C-TRAN on or before the actual due date. Protests will not be accepted via e-mail or fax. Any Protest received electronically will be rejected. C-TRAN may, however, permit the electronic submission of supplemental information after the initial Protest submittal. 1.8.2 Time for Filing A Protester must strictly comply with the deadlines established by this section. A Protester's failure to comply with the deadlines required by this section will constitute a waiver of the Protester's right to protest. If a differing deadline is set forth in the procurement specifications, the deadline in the specifications shall prevail. Pre-Bid or Solicitation Phase Protest: C-TRAN must receive this Protest at least five Working Days prior to the bid opening or proposal/qualifications due date. These Protests are to be submitted to the attention of the C-TRAN Manager of Procurement and Contracts. Upon receipt, the Manager of Procurement and Contracts shall review the concerns outlined and consult with the necessary parties as needed, and will reply to the Protest within three Working Days. Pre-Award Protest: C-TRAN must receive this Protest within five Working Days after bid opening or Notice of Intent to Award is issued for Requests for Proposals/Qualifications. These Protests are to be submitted to the Manager of Procurement and Contracts. Copies of the protest may be provided to the Respondent against whom the protest is made if they are not copied on the original protest. That Respondent can respond in writing to the Procurement Manager within two Working Days. The Manager of Procurement and Contracts will review all issues raised, consult with the necessary parties, and respond in writing to all parties within fourteen Working Days after receiving the Protest, notifying all parties if more time is needed. During the protest review, the Manager of Procurement and Contracts may offer to meet with the Protester to attempt an informal resolution. Participation is voluntary and does not affect the fourteen Working Day decision deadline. The Manager of Procurement and Contracts will not award the project without first providing time for the Protestor to appeal as outlined in the next section. If a Protest results in a change to the recipient of an award, a new Notice of Intent to Award will be issued and a new Pre-Award Protest period will begin. 1.8.3 Appeal Process A Protester has three Working Days, after receipt of C-TRAN's determination, to appeal the decision. The appeal must be submitted in writing and provide a basis for an appeal. The appeal letter should be sent to the Chief Financial Officer (CFO) noted on the determination with copies to the Director of Finance and the Manager of Procurement and Contracts. This shall be the final appeal provided to the Protester. Upon receipt of the appeal, the CFO shall consider all of the facts and issues and shall issue a final decision on C-TRAN's behalf within ten Working Days. The CFO or their designee(s) may further investigate the protest and request additional information from the Protester or any other party. The final decision given by the CFO shall either confirm or overturn C-TRAN's determination. 1.8.4 Federal Transit Administration (FTA) Involvement in Protests The Uniform Guidance, as adopted by the Federal Department of Transportation, no longer includes language in 49 CFR § 18.36(b)(12) that provided a direct appeal to FTA of a recipient's final decision on a bid protest. The FTA's role is limited to considering matters that are “primarily a Federal concern.” Additionally, Section (1)(b)(2)(a) of Chapter VII of FTA Circular 4220.1F, which provided for direct appeals to FTA, is no longer applicable. Pursuant to 2 CFR § 200.318(k), Protesters may raise with the FTA matters that are primarily a Federal concern. Examples of “Federal concerns” include, but are not limited to, situations where a special Federal interest is declared because of program management concerns, possible mismanagement, impropriety, waste, or fraud. There is no longer a requirement to exhaust all administrative remedies before seeking an appeal with the FTA. When raising Federal matters with the FTA prior to exhaustion of all remedies with C-TRAN, Protesters are advised to clearly articulate the Federal concern, its impact on C-TRAN's review of the protest, the prejudice to the protester that will result if FTA does not resolve the Federal matter immediately, and provide any other relevant documents or materials. Because matters involving the award of a contract should be addressed expeditiously, Protesters must raise any Federal matters arising out of C-TRAN's award of the contract within five Working Days of the final decision of the bid protest. 1.8.5 Exhaustion of Administrative Remedies A Protester may not commence litigation prior to exhausting all administrative remedies. Failure to exhaust all administrative remedies will constitute an absolute waiver of the Protester's right, if any, to commence litigation. 1.8.6 Costs In no event will a Protester be entitled to recover any costs incurred in connection with the protest of a solicitation, including but not limited to bid or proposal preparation costs, protest preparation costs, or attorney's fees. 2 GENERAL REQUIREMENTS 2.1 Inquiries on RFP Questions on this RFP should be addressed via the strategic Workday Strategic Sourcing Event message center. C TRAN’s Procurement Staff shall be the single point of contact during the entire solicitation process until Contract Award. Contact with other C TRAN personnel, committee members, and consultants during the solicitation process is prohibited. Questions and requests for information must be submitted through the Workday Strategic Sourcing Event message center by the deadline specified in the schedule. 2.2 Submittal of Proposals All response submittals shall be received via the Workday Strategic Sourcing Event web page. E-mail Procurement@C-TRAN.org for assistance in registering or navigating the Sourcing Event web page. Respondents that are unable to submit their responses through the Workday Strategic Sourcing Event may submit a response in person or by mail by following the instructions below: Submission by Mail or Delivery Responses shall be placed in an envelope, clearly marked with the Project Number and Name. One (1) copy of the response must be furnished to C-TRAN at the address below: C-TRAN Procurement 2026-56-RFP-Executive Public Speaking & Communication Coaching 10600 51st Circle Vancouver, WA 98682 C-TRAN is not responsible for delays in either physical or digital delivery. Responses submitted by mail should, therefore, be mailed in ample time to arrive at the Post Office or commercial carrier service before the actual due date and time. Responses submitted by Workday Strategic Sourcing Portal should be uploaded well in advance to the submission deadline to account for any technical difficulties. 2.3 Addendum to RFP C TRAN reserves the right to make any changes in the RFP as deemed appropriate. Any and all changes shall be made by written Addendum, which shall be issued by C TRAN and posted to our website. It is the sole responsibility of the Contractor to learn of Addenda, if any. Such information may be obtained from the Workday Strategic Sourcing Event page. C-TRAN accepts no responsibility or liability and will provide no accommodation to Bidders who fail to check for Addenda and submit inadequate or incorrect responses. 2.4 Validity Period The proposal shall be considered current and a valid offer to undertake the work, subject to successful negotiation of a contract, for a period of at least 90 days and shall contain a statement in the proposal’s Letter of Transmittal to that effect. 3 SCOPE OF SERVICES REQUIRED 3.1 Objective C-TRAN is seeking a qualified and experienced public sector executive communication consultant to provide one-on-one coaching for senior leadership. The primary objective of this engagement is to equip agency executives with the advanced communication skills necessary to effectively articulate complex and challenging subjects to the communities C-TRAN serves. The successful proposer will assist leadership in projecting a positive organizational image, navigating sensitive public discourse, and fostering highly effective community engagement. 3.2 Scope of Services The selected consultant will deliver highly individualized coaching tailored to the unique strengths and developmental areas of each participating senior leader. The curriculum and coaching sessions must encompass the following core competencies: • Comprehensive Speech Development: Instruction on end-to-end speechwriting process, including conceptualization, structural refinement, and delivery preparation. • Presentation Mechanics: Instruction on presentation structuring, compelling storytelling, and the development of effective visual aids and presentation decks. • Executive Presence & Delivery: Techniques for managing performance anxiety, building confidence, and ensuring clear, authoritative messaging. • Strategic Communications: Training on message discipline, bridging techniques, and crisis communication strategies. • Adversarial Engagement: Best practices for navigating difficult conversations and skillfully responding to challenging inquiries related to agency policies and positions. • Audience Adaptability: Developing the flexibility to tailor communication styles to diverse stakeholders and public audiences. 3.3 Target Engagement Forums The coaching program shall specifically prepare executive leadership to perform effectively in a variety of public and professional settings, including but not limited to: • City and County council proceedings. • C-TRAN Board of Directors presentations. • Community meetings, public hearings, and open houses across varied venues. • Legislative briefings. • Media engagements, encompassing television, radio, and formal interviews. 3.4 Program Format & Delivery Schedule • Contract Term: The anticipated duration of the coaching program is six (6) months, with the potential for extension up to one (1) year. • Session Cadence: The standard delivery model will consist of one (1) in-person session and one (1) virtual session per month, per participating leader. The curriculum should be designed with a front-loaded intensity that tapers off as the engagement progresses. • Modality Requirements: In-person instruction is heavily preferred to maximize active engagement and interpersonal skill development. 3.5 Consultant Qualifications To be considered responsive, proposing firms or individuals should demonstrate the following qualifications: • Public Sector Expertise: A minimum of five (5) years of experience providing communication or executive coaching services within the public sector. • Industry Knowledge: Demonstrated understanding of public transit operations and the corresponding social perception within the communities served is highly preferred. • Stakeholder Experience: Proven history of successfully preparing executives to interact with elected officials, governing boards, and the general public. • Facilitation Style: The consultant must possess strong interpersonal skills, utilizing a supportive and highly engaging methodology to maximize the participant's learning potential. 3.6 Desired Outcomes & Performance Metrics The resulting contract aims to achieve the following demonstrable outcomes: • Measurably increased confidence among leadership when presenting in high-stakes public forums. • Enhanced message clarity and organizational consistency across all public-facing communications. • Demonstrated proficiency in de-escalating difficult conversations and skillfully addressing challenging public inquiries. • Elevated executive presence and a more robust, effective approach to overall community engagement. 3.7 Proposal Response Questions As part of the proposal response, the following items shall be included: a) Describe the firm’s conceptual approach to the executive communication, media relations, and public engagement coaching services being solicited. Specifically detail your approach to preparing leaders for adversarial or high-pressure public environments. b) Provide a list of executive-level or political communication coaching assignments completed by the firm within the past five (5) years (include the name of the entity, the size and public-facing nature of the agency, and the specific title of the executive, elected official, or senior leader coached). c) As part of the reference review, please provide names, email address(es), mailing address(es), and telephone number(s) for five (5) clients for whom your firm has provided similar high-stakes executive communication or political coaching services. 3.8 Proposed Services As part of the proposal response, the following items shall be included: a) A detailed outline of the executive communication coaching process that your firm will follow, explicitly addressing speech preparation methodologies, media training, and crisis communication techniques. b) A detailed summary of the methods and tools that your firm will use to assess an executive’s baseline public speaking abilities, on-camera presence, and current capacity to navigate challenging public discourse. c) A detailed timeline that will apply to the delivery of services, demonstrating how the firm will structure a six (6) month, front-loaded curriculum utilizing both in-person (preferred) and virtual sessions. d) The rate structure that will apply to the delivery of individual executive coaching services broken down by consulting fee and expenses, including the minimal dollar commitment that C-TRAN must guarantee in order to retain these services. 3.9 Licenses, Certificates, and Permits The Contractor shall secure and maintain, at its sole expense, such licenses and permits as may be required to provide the services or supplies under this Contract, including but not limited to a license to do business in the State of Washington. If, for any reason, the Contractor’s required licenses or certificates are terminated, suspended, revoked or in any manner modified from their status at the time this contract becomes effective, the Contractor shall notify C-TRAN’s Procurement Team immediately of such condition in writing. 3.10 Time of Completion The total term of the contract shall not exceed one (1) year. Any extension beyond the initial six (6) month coaching program shall be negotiated with the awarded Proposer and documented in accordance with the Contract. 4 PROPOSAL REQUIREMENTS Proposers shall prepare a proposal simply, and economically, providing a straightforward and concise description of qualifications and methods to satisfy all requirements of the RFP. Do not submit brochures or other attachments that have not been requested in the RFP document. Proposals shall be submitted bound together. A copy of the RFP documents should not be included with the Proposal. If additional information is required, it will be requested after the review of the proposals. C TRAN shall not be liable for any expense incurred in the preparation of proposals. All proposals and submissions will become the property of C TRAN and will not be returned to the Proposer. 4.1 General Requirements 4.1.1 Workday Strategic Sourcing Questionnaire The Workday Strategic Sourcing Questionnaire will include 4 questions in which respondents may upload files to address each question. Each question is directly related to the Evaluation Criteria. 4.2 Required Forms Attachments A-1 through A-6 must be fully completed, signed, and, if applicable, notarized. 5 EVALUATION 5.1 Evaluation Criteria Proposals will be evaluated by an Evaluation Committee based on the following criteria: SCORING CRITERIA DESCRIPTION POINTS Technical Approach and Solution Conceptual approach to delivering executive communication, media relations, and public engagement coaching. Evaluators will assess the methodology for high-stakes speech preparation, crisis communications, and preparing leadership for challenging public environments. 30 points Qualifications and Experience Demonstrated experience of the proposer and assigned coach(es) providing political, executive, or public-sector communications training over the past 5 years. Evaluators will prioritize experience working with transit agencies, elected officials, and executive boards. 25 points Project Management and Implementation The quality and feasibility of the proposed six-month coaching timeline, including the ability to front-load sessions. Evaluators will assess the proposer’s capacity to meet the preference for in-person training. 25 points Price Competitiveness of the proposed Total 6-Month Curriculum Cost. Evaluators will score this section based strictly on the Not-to Exceed (NTE) total provided to deliver the primary executive coaching engagement, as submitted on the Program Cost and Rate Form 20 points Total Points Available 100 points 5.2 Interviews Proposers who submit a proposal in response to this RFP may be required to attend an interview or give an oral presentation of their proposal to C-TRAN. This provides an opportunity for the Proposer to clarify or elaborate on their proposal. This is a fact-finding and explanation session only and does not include negotiation. The C-TRAN Procurement Team will schedule the time and location of the interview or presentation. Interviews or presentations are an option of C-TRAN and may or may not be conducted. A specific time schedule will be established after the proposals are received and reviewed. 6 ATTACHMENTS: REQUIRED CONTRACT CERTIFICATIONS, CLAUSES, AND OTHER INFORMATION All submittals must include the forms listed below. Failure to submit the required forms may render your response non-responsive and therefore void. A-1 General Information Sheet Respondent must complete and submit this form with their submittal. This form must be signed by the Respondent’s Authorized Official. A-2 Affidavit Concerning Conflicts of Interest and Noncompetitive Practices Respondent must complete and submit this Affidavit. This form must be completed and signed by the Respondent’s Authorized Official. A-3 Certification Regarding Ineligible Contractors Respondent must complete and submit this required certification. This form must be signed by the Respondent’s Authorized Official. A-4 Non-Collusion Affidavit Respondent must complete and submit the Non-Collusion Affidavit. This form must be completed and signed by the Respondent’s Authorized Official. A-5 Certification of Compliance with Wage Payment Statutes A-6 Addendum Acknowledgement The Program Cost and Rate Form is hereby incorporated as Attachment B. A sample contract containing required contract clauses is also included as Attachment C. Any exceptions to the Contract Clauses listed must be stated in the response. Any exceptions taken after submittal of a response may result in elimination of the Proposer from consideration for Contract Award.