1. ITB 25-0021 SECT I and III FS Equipment.pdf

ITB 25-0021

INVITATION TO BID

Solicitation No: 25-0021

For the Provision of

Food Bars, Worktables and Point of Sale Carts

ITB Closing:

March 26, 2026 at 2:00 PM Pacific Time

Issued by:

Beaverton School District 48J

1260 NW Waterhouse Ave

Beaverton, Oregon 97006

Released: February 27, 2026

Business Services Procurement and Contracting

1260 NW Waterhouse Ave Beaverton, OR 97006

INVITATION TO BID

Solicitation No: ITB 25-0021

Summary

The purpose of this Invitation to Bid (Solicitation) is to obtain competitive Bids from qualified Bidders interested in the provision of Food Bars, Worktables and Point of Sale Carts for the Beaverton School District.

A NON-MANDATORY pre-Bid conference will be held on March 5th, 2026 at 10:00

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/24844570345243?p=3QHGHtxXyLmqFfYy37 Meeting ID: 248 445 703 452 43 Passcode: CS3ju9iA

Bidders must submit their Bid pursuant to the provisions of this Solicitation by email to:

contracts@beaverton.k12.or.us.

SOLICITATION CLOSING: March 26, 2026 at 2:00 PM Pacific Time

LATE BIDS WILL NOT BE ACCEPTED

Timely submitted Bids will be opened in public and read aloud immediately after closing at the below conference line:

+1(503) 356.4400 Participant code: 30633357

Prospective Bidders must register with Oregon Buys – http://oregonbuys.gov/ to obtain the solicitation documents.

Bidders must familiarize themselves with the entire solicitation.

All questions and comments regarding this solicitation must be direct by e-mail to:

contracts@beaverton.k12.or.us

THE DISTRICT MAY REJECT ANY BID NOT IN COMPLIANCE WITH ALL PRESCRIBED REQUIREMENTS.

https://teams.microsoft.com/meet/24844570345243?p=3QHGHtxXyLmqFfYy37 mailto:contracts@beaverton.k12.or.us http://oregonbuys.gov/

SECTION I - INTRODUCTION

Food Bars, Worktables and Point of Sale Carts

ITB 25-0021

1. INTRODUCTION:

This Solicitation is issued pursuant to ORS 279A, ORS 279B and the Oregon Attorney General Model Rules

Divisions 46 and 47.

2. DEFINITIONS:

The term "District" or “Owner” throughout this document means the Beaverton School District. The term

“Bidder” means the person or firm that submits a Bid in response to this Solicitation. The term “Bid” or

“Offer” means a written response to provide services in response to this Solicitation. The term “Contractor” or “Supplier” means the Bidder awarded a contract as a result of this Solicitation.

3. SOLICITATION REVIEW:

Bidders must carefully review the Solicitation documents and are responsible for knowing and understanding all terms and conditions. Unless defects, ambiguities, omissions, or errors are brought to the District's attention by protest pursuant to REQUEST FOR CLARIFICATION OR CHANGE; SOLICITATION PROTESTS (Section

III, Paragraph 5), protests or appeals based on such defects, ambiguities, omissions or errors received after issuance of the Notice of Intent to Award may not be favorably considered.

4. BACKGROUND:

a. The Beaverton School District encompasses approximately 57 square miles in northwestern Oregon in

Washington County. The District, located in the Portland, Oregon metro area, is the third largest School District in Oregon.

b. The Beaverton School District has approximately 4,700 employees. The District is responsible for educating approximately 38,000 students in kindergarten through grade 12 at thirty-four (34) Elementary Schools, nine (9) Middle Schools, six (6) High Schools, five (5) Options Schools, and nineteen

(19) Options Programs and two (2) Charter Schools.

5. SCOPE OF WORK:

Provision of fully assembled Food Bars, Worktables and Point of Sale Carts in configurations determined by the District.

6. CONTRACT:

The successful Bidder, selected by the District, will receive a Master Price Agreement. A sample is enclosed herein (SECTION IV - ATTACHMENTS).

a. Bidders are advised to thoroughly review and familiarize themselves with the standard contract. Certain contract terms reflect state statute and may not be altered.

b. The Bidder will be expected to promptly sign a contract including all standard terms and conditions contained in the sample contract. The District will execute the Contract only after it has obtained all applicable required documents and approvals.

c. Individual Project Work Authorizations (PWAs), Purchase Orders, or other District-approved means of ordering services will be issued by the District on an as needed basis.

7. AMENDMENTS:

The District may amend a Contract without additional competition pursuant to OAR 137-047-0800.

8. CONTRACT PERIOD/EXTENSION:

a. The District intends this Contract to be for a one-time purchase of the required equipment. The Contract shall become effective upon full execution, and the intent is to fully receive the equipment no later than June 30, 2026.

SECTION I - INTRODUCTION

Food Bars, Worktables and Point of Sale Carts

ITB 25-0021

b. Should the District elect to extend the contract for an additional term, the District will provide written notice to the Provider prior to the Contract end date. In no event shall the Contract term extend beyond June 30, 2031.

c. Any annual price increases shall not exceed the prior year’s percentage increase in the applicable sub-category of the Consumer Price Index – Western Region. The District may at its sole discretion, consider price increases in excess of the foregoing limit if the Provider demonstrates that such increases are due to actual cost increases or industry-specific market conditions.

9. DISTRICT REPRESENTATIVE:

The District Representative for the project is Daniel Kolp, Program Specialist II – Nutrition Services

Purchasing, or designee.

10. SOLICITATION SCHEDULE:

The milestones for the selection process are set forth below. The dates are specific and will be followed to the extent reasonably possible. The purpose of this schedule is for Bidder information only. Required dates for Contract period milestones, submittals and any other activities are provided elsewhere in this Solicitation.

The District reserves the right to deviate from this schedule.

Solicitation Milestone Date

Pre-Bid conference March 5, 2026, 10:00 AM

Deadline for questions/substitution requests 7 days prior to closing

ITB Closing Date March 26, 2026

11. CONTACT DURING SOLICITATION:

a. Method of Inquiry: All inquiries and questions related to this solicitation must be submitted in writing via email to contracts@beaverton.k12.or.us as indicated on the summary page of this solicitation.

b. External Communication: Other than the methods authorized above and herein, it is prohibited to engage in any form of communication with Beaverton School District employees, officials, or their representatives, regarding this ITB. Unauthorized contact regarding this solicitation may subject the offender’s Bid to rejection.

12. Additional information regarding this solicitation and certain forms for download are available on the Oregon

Buys website at: http://oregonbuys.gov/ http://oregonbuys.gov/

SECTION II- SCOPE OF WORK

Food Bars, Worktables and Point of Sale Carts

1. PURPOSE AND INTRODUCTION:

The purpose of this Invitation to Bid (ITB) is to obtain competitive Bids from qualified Bidders interested in the provision and delivery of fully assembled Food Service Equipment consisting of Food Bars, Worktables and Point of Sale Carts to approximately 45 locations within the District. The equipment must have similar aesthetics and functionality to equipment the District is currently using. See SECTION IV-ATTACHMENTS Attachment G – Price Schedule for specific requirements.

2. PROJECT DESCRIPTION:

a. Assembly.

i. Assemble various components of the equipment into the required configurations. See SECTION IV - ATTACHMENTS Exhibit 1 – Equipment Configurations by Location

ii. Assembly must not occur on District property.

iii. Complete assembly of all items is the responsibility of the vendor.

iv. All required assembly shall happen prior to delivery to the District locations.

v. The Vendor will provide all required labor, parts and equipment required to assemble the various pieces of equipment.

b. Delivery.

i. Inside delivery to the kitchens of multiple locations is required.

1. See SECTION IV – ATTACHMENTS Exhibit 2 – Beaverton School District Nutrition

Services Delivery Location Information for delivery locations.

ii. Only fully assembled products will be accepted.

c. Installation.

i. Un-crating and setting in place of new equipment is required.

ii. The Vendor will provide all required labor, parts, and equipment to uncrate and set the equipment in the final operating location in the school.

iii. Removal of all shipping materials is the responsibility of the Vendor.

d. Proof of Delivery.

i. Each delivery of equipment shall be accompanied by a proof of delivery document.

Acceptable forms of proof of delivery are as follows:

1. Bill of Lading

2. Packing list

3. Invoice.

e. Invoicing.

i. The Vendor shall not invoice the District prior to delivery of fully assembled equipment.

3. PROJECT SCHEDULE:

The project milestones are set forth below. The District’s expectation is the schedule will be followed unless mutually agreed upon by the District and Provider.

Project Milestone Completion Date

Delivery of fully assembled foodservice equipment June 30, 2026

Invoicing for delivered equipment June 30, 2026

4. ADDITIONAL INFORMATION:

a. State law prohibits tobacco or use of tobacco on any school property.

5. CONTRACT EXECUTION:

The Provider awarded this solicitation must, within five (5) calendar days after receipt of the Contract for signature:

SECTION II- SCOPE OF WORK

Food Bars, Worktables and Point of Sale Carts

ITB 25-0021

Provide Insurance Certificate(s) (see enclosed sample contract for requirements) and any guarantees and/or other required item(s).

a. Sign the Contract issued by the District purchasing department.

b. If these items are not received as specified then the Contract may not be executed, the Contract may be awarded to the next lowest Bidder.

6. NO WAIVER OF CONDITIONS:

Failure of the Provider to insist on strict performance will not constitute a waiver of any of the provisions of this Contract or waiver of any other default of the Provider.

INTENTIONALLY BLANK