Oregon GEAR UP Summer Camp Program Services

REQUEST FOR PROPOSAL
RFP Number: P2026-020740LS
RFP Title: Oregon GEAR UP Summer Camp Program Services
Submittal Email: bids@oregonstate.edu
INTRODUCTION
The Office of Procurement, Payment and Travel is seeking responsive and responsible
proposers to design and deliver a three-day GEAR UP Summer Camp for middle and
high school students to strengthen academic confidence, college readiness, and
personal development skills.
SCHEDULE OF EVENTS
Issue Date: April 15, 2026 (2:00 pm, PT)
Question Deadline: April 29, 2026 (2:00 pm, PT)
Closing: May 13, 2026 (2:00 pm, PT)
OSU ADMINISTRATIVE CONTACT
Name: Loni Spear
Title: Procurement Contracts Officer
E-Mail: Loni.Spear@oregonstate.edu
The Office of Procurement, Payment and Travel (OPPT) at Oregon State University (OSU)
is the issuing office and is the sole point of contact for this Request for Proposal (RFP).
Address all concerns or questions regarding this RFP to the OSU Administrative Contact
identified above.
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I. GENERAL
1. BACKGROUND:
Oregon GEAR UP (Gaining Early Awareness and Readiness for Undergraduate
Programs) is a federally funded grant administered by Oregon State University. The
program focuses on increasing college access and success for students in rural, low-
income middle and high schools across Oregon. Oregon GEAR UP defines "college"
broadly as any postsecondary education beyond high school. This includes a
bachelor's degree, associate degree, certificate programs, apprenticeships, or other
training opportunities.
The 2022-2029 grant uses a two-pronged approach:
* Statewide Services under the Oregon Goes To College umbrella, providing technical
assistance, college awareness resources, and professional development to schools
statewide.
* School-Based Services offering direct support to students in grades 7-12 and their first
year of college, helping partner schools build a college-going culture through
research-based strategies tailored to local needs.
As part of these efforts, Oregon GEAR UP provides a summer camp experience for
middle and high school students hosted on an Oregon college campus. The program is
designed to help students build college-going identities while strengthening academic
confidence and personal development skills. Oregon GEAR UP anticipates
approximately 100 student participants annually, typically including approximately 50-
60 high school students and 40-50 middle school students, though participation
numbers may vary slightly depending on student registration.
2. OREGON STATE UNIVERSITY:
Founded in 1868 as Oregon's land grant institution, OSU serves the state, the nation, and
the world as a premier 21st-century research university. OSU is committed to exceptional
research, discovery, innovation, and engagement - and to integrating its research and
engagement mission with the delivery of a high-quality, globally relevant, and
affordable education for the people of Oregon and beyond. OSU is one of only three
land, sea, space, and sun grant universities in the U.S. and is the only university in Oregon
to have earned both Carnegie Classifications for Very High Research Activity and
Community Engagement.
Through its centers, institutes, Extension offices and Experiment Stations, OSU has a
presence in all of Oregon's 36 counties, including its main campus in Corvallis, the
Hatfield Marine Sciences Center in Newport and OSU-Cascades Campus in Bend. OSU
offers undergraduate, master's and doctoral degrees through 11 academic colleges
enrolling more than 35,000 students from every county in Oregon, every state in the
country and more than 105 nations.
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OSU's 570-acre main campus is in the city of Corvallis, a vibrant college town of nearly
58,000 in the heart of Western Oregon's Willamette Valley. The campus is located within
the traditional homelands of the Mary's River or Ampinefu Band of Kalapuya. Following
the Willamette Valley Treaty of 1855 (Kalapuya etc. Treaty), Kalapuya people were
forcibly removed to reservations in Western Oregon. Today, living descendants of these
people are a part of the Confederated Tribes of Grand Ronde Community of Oregon
and the Confederated Tribes of the Siletz Indians.
3. APPLICABLE REGULATIONS / JURISDICTION AND VENUE:
This RFP is subject to the applicable provisions and requirements of the Oregon Revised
Statutes, Oregon Administrative Rules, and OSU Policies and Procedures. OSU Standards
03-010 and 03-015 govern OSU's procurement activities. In case of confusion or dispute
of a word or term used in this RFP, the definitions included in OSU Standards 03-010 and
03-015 control.
This RFP, and any dispute arising out of this RFP, shall be construed in accordance with,
and governed by, the laws of the State of Oregon. Any other action to enforce any
provision of this RFP or to obtain any relief from or remedy in connection with this RFP
may be brought only in the Circuit Court of Oregon for Benton County.
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II. INSTRUCTIONS TO PROPOSERS
1. COMMUNICATIONS DURING RFP PROCESS:
Proposers are prohibited from communicating about this RFP or award of a new
contract with OSU employees, other than the OSU Administrative Contact, or any party
in a position to create an advantage for the proposer or disadvantage for other
proposers. This restricted period of communication begins on the date the RFP is issued
and ends with the conclusion of the appeal period following notice of intent to award.
This restriction does not apply to communications during a pre-proposal conference or
other situations where the OSU Administrative Contact is present. A proposer who
intentionally violates this requirement or otherwise benefits from such a violation by
another party may have its proposal rejected due to failing to comply with all prescribed
solicitation procedures.
2. QUESTIONS:
Questions about this RFP must be sent via email and received by the OSU Administrative
Contact no later than the question deadline indicated in the Schedule of Events on the
first page of this RFP. OSU will consider all timely submitted questions and if appropriate
either amend the RFP or answer questions through an addendum. Questions should be
clearly marked with the RFP Number and Title.
3. ADDENDA:
Only documents issued as written addenda by PCMM serve to change the RFP in any
way. No other direction, written or verbal, serves to change the RFP. Addenda will be
publicized on the OSU bid opportunities website. Proposers are advised to consult the
OSU bid opportunities website prior to submitting a proposal to ensure that all relevant
addenda have been incorporated into their proposal. Proposers are not required to
submit addenda with their proposal however, proposers are responsible for obtaining
and incorporating any changes made by addenda into their proposal. Failure to do so
may make the proposal non-responsive, which in turn may cause the proposal to be
rejected.
4. SIGNATURE:
Any submittals that require signature must be signed, in ink or electronically, by an
authorized representative with authority to bind the proposer. Proposer's signature
certifies that the proposer has read, fully understands, and agrees to be bound by the
RFP and all exhibits and addenda to the RFP.
5. PUBLIC RECORD:
Upon completion of the RFP process, information in all proposals will become subject
records that can be disclosed under Oregon Public Records Law. Oregon Revised
Statute 192.345 contains exemptions from disclosure including "trade secrets", which
may include, but are not limited to: any formula, plan, pattern, process, tool,
mechanism, compound, procedure, production data, or compilation of information
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which is not patented, which is known only to certain individuals within an organization
and which is used in a business it conducts, having actual or potential commercial
value, and which gives its user an opportunity to obtain a business advantage over
competitors who do not know or use it. NOTE: Price is not considered a trade secret.
If a proposal contains "trade secrets" the proposer must only mark those sections of the
proposal with the words "TRADE SECRET" prior to, and at the end of, the trade secret
information; provided, that such mark shall not be sufficient to make any information a
"trade secret." Only bona fide "trade secrets" may be exempt and only if public interest
does not require disclosure. Marks or claims that the entirety of a proposal is "trade
secret" or "confidential" WILL RESULT IN NONE OF THE PROPOSAL BEING TREATED AS
SUCH.
6. SUBMISSION:
Proposers must submit their proposal as attachment(s) in an email to the
bids@oregonstate.edu email address. Electronic versions must be sized appropriately for
transfer (under 150 mb per email). Multiple emails may be sent to submit proposal
attachments as necessary.
Proposals must be received, in their entirety, by PCMM no later than the closing date
and time indicated in the Schedule of Events on the first page of this RFP. The email
subject line must contain the RFP number and RFP title. It is the proposer's responsibility
to ensure that the proposal is received prior to the closing date and time. Only those
proposals received at the bids@oregonstate.edu email address by the closing date and
time will be considered responsive. Do not email a copy of the proposal to any other
OSU email addresses.
It is highly recommended that the proposer confirms receipt of the email with the OSU
Administrative Contact noted in this RFP. The OSU Administrative Contact may verify
receipt but will NOT verify the integrity of the attachment(s), answer questions related to
the content of the proposal or address the overall responsiveness of the proposal.
7. MODIFICATION:
Modification of a proposal after submittal but prior to closing may be completed by
submitting a written notice indicating the modifications and a statement that the
modification amends and supersedes the prior proposal. After closing, proposers may
not modify their proposal.
8. WITHDRAWALS:
A proposer may withdraw their proposal by submitting a written notice to the OSU
Administrative Contact prior to the closing date and time. The written notice must be on
the proposer's letterhead and signed by an authorized representative of the proposer.
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9. LATE SUBMITTALS:
Proposals and written notices of modification or withdrawal must be received no later
than the closing date and time. For purposes of this RFP, the official date and time is the
date and time that the email is received at the bids@oregonstate.edu email address.
OSU may not accept or consider late proposals, modifications, or withdrawals except
as permitted in OSU Standard 03-015, Sec 5.9. Sole responsibility rests with the proposer
to ensure OSU's receipt of its proposal prior to closing. OSU shall not be responsible for
any delays or misdeliveries caused by transmission errors, malfunctions, or electronic
delays including those within OSU's network. IT IS THE PROPOSER'S RESPONSIBILITY TO
ENSURE OSU HAS RECEIVED THE PROPOSAL BY CLOSING DAY AND TIME. Any risks
associated with electronic transmission of the proposal are borne by the proposer.
10. PROPOSAL OPENING:
Proposals will be opened immediately following the closing. Proposers may request to
attend a virtual proposal opening which may be conducted via Zoom or other
electronic meeting platform. Please inform the OSU Administrative Contact in advance
if you would like to attend the proposal opening. Only the names of the proposers
submitting proposals will be announced. No other information regarding the content of
the proposals will be available.
11. PROPOSALS ARE OFFERS:
The proposal is the proposer's offer to enter a contract pursuant to the terms and
conditions specified in the RFP, its exhibits, and addenda. The offer is binding on the
proposer for one hundred twenty (120) days. OSU's award of a contract constitutes
acceptance of the offer and binds the proposer
12. RIGHT TO REJECT:
OSU may reject, in whole or in part, any proposal not in compliance with the RFP,
exhibits, or addenda. OSU may reject all proposals for good cause, if OSU finds that it is
in the public interest to do so. Notification of rejection along with appeal rights will be
sent to proposers whose proposal is rejected.
13. PROPOSAL CANCELLATION:
If an RFP is cancelled prior to closing, notification of cancellation will be sent, and all
proposals already received will be deleted. If an RFP is cancelled after closing, or all
proposals are rejected, the proposals received will be retained and become part of
OSU's proposal file.
14. PROPOSAL PREPARATION COST:
OSU is not liable for costs incurred by the proposer during the RFP process.
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15. AWARD:
Unless otherwise specified in the RFP, single or multiple contracts may be awarded as a
result of this RFP. Award will be made to the highest ranked proposer(s) who, in
OSU's opinion, best meets the requirements and qualifications of the RFP.
If issuing a single contract from this RFP to the highest ranked proposer, and
contract negotiations are unsuccessful after award, OSU may conclude those
contract negotiations, rescind its award to that proposer, and may award
and begin negotiations with the next highest ranked proposer.
16. APPROVALS:
Contract award is subject to all required OSU approvals. OSU will have no obligation or
liability whatsoever to the proposer selected as result of this RFP unless and until a
contract satisfactory to OSU is approved and executed by both parties.
17. PROPOSAL RESULTS:
A written notice of intent to award will be issued to all responsive proposers along with
appeal rights for aggrieved proposers. The proposal file will be available for responsive
proposer's review during the appeal period. Proposers must make an appointment with
the OSU Administrative Contact to view the proposal file electronically. After the
contract is executed or RFP canceled, the file will be available by making a Public
Records Request through OSU's Public Records Request process.
18. CONTRACT REVIEW AND NEGOTIATION:
Prior to execution of a contract, the contract may be reviewed and negotiated. This
review may result in modifications of the applicable terms and conditions specified on
OSU's website, in the RFP, exhibits, addenda, or those proposed by the proposer. OSU's
negotiation of, or acceptance of alternate terms and conditions, is at OSU's discretion
as may be in the best interest of OSU.
19. INVESTIGATION OF REFERENCES:
OSU reserves the right to investigate and to consider the references and the past
performance of any proposer with respect to evaluation and determining proposer's
responsibility. OSU may consider such things as proposer's past performance, provision
of similar goods or services, compliance with specifications, contractual obligations,
and its lawful payment of suppliers, subcontractors, and workers.
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III. SCOPE OF WORK AND QUALIFICATIONS
1. SCOPE OF WORK:
A. Program Description:
The Oregon GEAR UP Summer Camp will consist of a structured three-day program
delivered on an Oregon college campus designated by Oregon GEAR UP.
The program will include organized learning sessions and facilitated activities
appropriate for middle and high school students. Programming should incorporate
interactive and experiential learning methods, such as simulations, dialogues, and
other hands-on activities.
The use of college students as program "coaches" or mentors is encouraged to help
facilitate activities and foster college-going identities among participants; however,
alternative staffing approaches may be proposed.
The Proposer must offer an evidence-based curriculum incorporating multiple GEAR
UP goals, including but not limited to the following:
* Build Academic Confidence: Activities that strengthen students' belief in their
ability to succeed academically.
* Increase Motivation: Experiences that encourage persistence and enthusiasm for
learning.
* Develop Teamwork Skills: Collaborative exercises that promote effective
teamwork and cooperation.
* Enhance Personal Awareness: Opportunities for students to reflect on their
strengths, values, and areas for growth.
* Develop Soft Skills: Activities that strengthen communication, problem-solving,
and adaptability.
* Improve Career Readiness: Skill-building experiences focused on areas such as
interviewing techniques and professional etiquette.
* Earn Micro-Credentials: Opportunities for students to complete activities that lead
to recognized micro-credentials.
* Strengthen Learning Strategies: Instruction and practice that reinforce effective
study habits and academic success strategies.
B. Program Timeline
Planning, curriculum development and coordination activities for the summer camp
program are anticipated to begin in September 2026.
The Oregon GEAR UP team begins identifying potential venues in October and aims
to confirm the host location by approximately December or January.
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The camp is planned to take place in June 2027 and is generally scheduled during
the fourth week of June, though exact dates may vary slightly from year to year.
C. Program Responsibilities:
The selected contractor will be responsible for the following:
1. Curriculum Development
* Design a structured three-day curriculum aligned with Oregon GEAR UP
goals.
* Incorporate interactive and experiential learning activities.
* The curriculum must include clearly defined learning objectives and planned
activities for each program session.
* The proposer must provide a detailed program agenda or curriculum
outline for review and approval by Oregon GEAR UP prior to camp delivery.
2. Staffing
* Provide qualified staffing necessary to plan and deliver the camp program.
* Ensure that all camp programming, including evening activities, is fully staffed
* If college students are utilized as coaches or mentors, the proposer must
coordinate and provide appropriate training.
* Staffing arrangements, including any use of volunteers, must comply
with all applicable federal, state, and local wage and labor laws.
* All personnel working with participating students must comply with OSU Youth
Program Safety requirements, including required background checks and
training for individuals working with minors.
3. Camp Delivery
* Deliver the three-day camp program on an Oregon college campus
designated by Oregon GEAR UP.
* Oregon GEAR UP will coordinate the primary camp logistics, including lodging,
meals, and campus facilities. These services will be arranged through separate
contracts managed by Oregon GEAR UP.
* Coordinate with Oregon GEAR UP staff to ensure that program activities align
with the designated venue and available facilities.
4. Program Planning and Materials
* Work collaboratively with the Oregon GEAR UP team throughout planning
and implementation.
* Provide all materials and resources necessary to conduct camp activities.
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5. Federal Funding Match Requirement
This program is funded through the federal GEAR UP grant program, which
includes funds allocated specifically for summer camp supplies. The selected
contractor must provide a dollar-for-dollar match for federal GEAR UP funds
allocated for camp supplies.
For every $1.00 federal GEAR UP supply funds, the contractor must contribute
$1.00 of contractor-provided funds or in-kind resources for camp supplies,
effectively doubling the value of supplies available for the program.
Eligible contributions may include, but are not limited to:
* curriculum materials
* instructional supplies
* program materials used for camp activities
* educational technology or tools used during the camp
The contractor must document and report the value of these contributions to
support federal grant match reporting requirements.
2. SAMPLE CONTRACT:
A sample contract containing contractual terms and conditions OSU must adhere to is
included at Exhibit A.
3. MINIMUM QUALIFICATIONS:
To qualify as a responsive proposer, the proposer needs to meet the minimum
qualifications below.
* Five (5) or more years of experience providing event planning or educational
program delivery services of similar size and complexity.
4. PREFERRED QUALIFICATIONS:
OSU will award additional points for proposers able to meet the preferred qualifications
below.
* Experience providing similar services for GEAR UP grant-funded programs or
organization
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