RFP-Administrative Services for the Oregon Mint Commission

Background
The Oregon Mint Commission (OMC) is a state commodity commission established under ORS 576, representing over 100 mint producers in Oregon. The Commission aims to enhance the mint industry through various initiatives and is governed by a board of volunteer commissioners. The OMC meets regularly to conduct its business and is authorized to collect assessments on mint oil produced in the state.

This Request for Proposal (RFP) seeks administrative services to support the Commission's operations from September 1, 2025, to June 30, 2026, with an option for annual renewal.

Work Details
The contractor will provide comprehensive administrative services including:

1. **Office Facility & Equipment**: Supply necessary office equipment, software, and personnel; maintain public records; obtain a fidelity bond; cover operational expenses; and ensure compliance with applicable laws.

2. **Bookkeeping and Financial Management**: Manage assessment programs, prepare financial reports, assist in budget preparation, monitor finances monthly, and ensure compliance with financial regulations.

3. **Communications & Meeting Planning**: Schedule meetings, prepare agendas and minutes, provide notices for meetings, coordinate communication with stakeholders, and manage the Commission's website.

4. **Administrative and Time Management**: Prepare operational plans, maintain databases, manage contracts, file administrative rules timely, and participate in relevant training.

5. **Interpersonal Skills & Regulatory Compliance Experience**: Establish communication with various stakeholders including board members and government officials; stay informed on industry matters; assist in recruitment of commissioners; and ensure compliance with state policies.

Period of Performance
The contract will commence on September 1, 2025, and will run until June 30, 2026. There is an option for annual renewal based on performance evaluations.

Place of Performance
The administrative services will be performed at the contractor's office location as well as at various meeting venues as required by the Oregon Mint Commission.