1-RFP for Cabinet Installation and Repair Services.pdf

City of Milwaukie – 1 RFP for Cabinet Installation and Repair Services

REQUEST FOR PROPOSALS

FOR

CABINET INSTALLATION AND REPAIR SERVICES

Proposals Due: March 11, 2026, 2:00 p.m. PDT

SECTION 1: ANNOUNCEMENT

City of Milwaukie (City) is seeking proposals from a limited number of qualified and experienced contractors for cabinet installation and repair services on an as-needed basis. The work includes providing all labor, materials, machinery, tools, equipment and other means necessary to complete the work. A complete description of services is provided under Section 3 of this solicitation. The awarded contract will be for a duration of six (6) years and up to $150,000.

City utilizes Euna Procurement Bonfire for its electronic procurement system (Procurement Portal). To access the solicitation documents, be added to the distribution list for this solicitation’s automatic notices, and to submit proposals electronically, please visit https://milwaukieoregon.bonfirehub.com/.

To assist with registration, submission of responses, or for technical support, access Bonfire’s online knowledge base or contact the Bonfire support team at support@gobonfire.com.

Proposals must be submitted electronically through the City’s Procurement Portal. Proposals will be received until 2:00 p.m. PDT on Wednesday, March 11, 2026. Proposals that are not received by the submission deadline will not be accepted, as the Procurement Portal will automatically block any submission at the exact time the solicitation closes. There will be no public opening of submissions.

SECTION 2: GENERAL INFORMATION

2.1 Invitation; Questions/Clarifications of RFP Documents

City is inviting a limited number of contractors to respond to this intermediate (or informal) solicitation.

Invited contractors will be required to log in to access the solicitation documents and submit a proposal.

Request for Proposals (RFP) documents may be obtained at no cost from the City’s Procurement Portal at https://milwaukieoregon.bonfirehub.com/. All questions and clarifications for this RFP must be addressed through the Procurement Portal by clicking on Messages and then the Public Q&A tab within the desired solicitation.

2.2 Schedule of Events

City anticipates the following general timeline for receiving and evaluating proposals. This schedule is subject to change if it is in the City’s best interest to do so.

• RFP issued February 23, 2026

• Deadline for changes/clarifications/questions March 2, 2026, 2:00 p.m. PST

• Deadline to issue addenda March 6, 2026, 2:00 p.m. PST

• Proposals due March 11, 2026, 2:00 p.m. PDT

• Evaluations of proposals complete March 18, 2026

• Notice of intent to award posted March 20, 2026 https://milwaukieoregon.bonfirehub.com/portal/?tab=openOpportunities https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-registration https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-registration mailto:support@gobonfire.com https://milwaukieoregon.bonfirehub.com/portal/?tab=openOpportunities

City of Milwaukie – 2

2.3 Changes to Solicitation by Addenda

City reserves the right to make changes to the RFP by written addenda. Addenda will be sent to all prospective proposers invited to the solicitation, as well as be posted in the Procurement Portal. Proposer shall consult the Procurement Portal regularly until the submission deadline to ensure no addendum announcements have been missed. By submitting a proposal, the proposer agrees that it accepts all risks and waives all claims related to its failure to obtain addendum information.

All addenda will have the same binding effect as though contained in the main body of this RFP. Written or oral instructions or information concerning the scope of work given by any method other than directly through the Procurement Portal will not bind the City.

No addenda will be issued later than the date set in Subsection 2.2, except an addendum, if necessary, postponing the due date or cancelling the RFP. Receipt of each addendum must be acknowledged in writing on the Standard Proposal Form as part of the submission.

2.4 Cancellation; Rejection of Proposals

City reserves the right to cancel contract award at any time before execution of the contract by both parties if cancellation is deemed to be in the City’s best interest. In no event will the City have any liability for the cancellation of contract award.

City reserves the right to reject any or all proposals received as a result of this RFP that are not in compliance with all prescribed public procurement procedures and requirements and may reject for good cause any or all proposals upon findings that it is in the public interest to do so.

2.5 Requests for Clarification, Additional Research, and Revisions City reserves the right to obtain clarification of any point or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a proposer to respond to such a request for additional information or clarification may result in a finding that the proposer is non-responsive and consequent rejection of the proposal.

City may obtain information from any legal source for clarification of any proposal or for information of any proposer. City need not inform the proposer of any intent to perform additional research in this respect or of any information received.

City may perform, at its sole option, investigations of the responsible proposer. Information may include, but will not necessarily be limited to, current litigation and contracting references. All such documents, if requested by the City, become part of the public records and may be disclosed accordingly.

2.6 Modification or Withdrawal of Proposal

A proposal may not be modified, withdrawn, or canceled by the proposer for 30 calendar days following the submission deadline.

Proposals submitted early may be modified or withdrawn prior to the submission deadline by retrieving it through the Procurement Portal. Modified or withdrawn proposals may be resubmitted up to the submission deadline, provided that they are fully in conformance with the RFP requirements.

2.7 Proposal Ownership

All proposals submitted become and remain the property of the City and are considered public information subject to public disclosure within the context of the federal Freedom of Information Act and Oregon Revised Statutes (ORS) 192.345 and 192.355.

Unless certain pages or specific information are specifically marked “proprietary” and qualify within the context of the regulations stated in the preceding paragraph, the City will make available to any person requesting information through the process for disclosure of public records, any and all information

City of Milwaukie – 3 submitted as a result of this RFP without obtaining permission from any proposer only after the contract has been executed. Proposer shall not mark the entire proposal document “confidential.”

2.8 Affirmative Action/Nondiscrimination

By submitting a proposal, proposer agrees to comply with the Fair Labor Standard Act, Civil Rights Act of 1964, Executive order 11246, Fair Employment Practices, Equal Employment Opportunity Act, Americans with Disabilities Act, and ORS. Additionally, proposer specifically certifies, under penalty of perjury, that the proposer has not discriminated against minority-owned, women-owned, veteran-owned businesses, or emerging small business enterprises in obtaining any required subcontracts.

SECTION 3: SCOPE OF WORK

3.1 Scope of Services

Selected contractor will provide cabinet installation, repair and maintenance services at multiple city-owned buildings on an as-needed basis. Contractor will provide all labor, materials, hardware, equipment, machinery, tools, and supervision necessary to perform services under the contract.

There is no guarantee of any particular dollar value of work under the awarded contract.

A. Installation

• Verify site conditions and measurements.

• Install base, wall, and tall cabinets; ensure units are level, plumb, and securely anchored.

• Install trims, fillers, panels, and hardware; make final adjustments.

• Install countertops and cutouts (if included).

B. Repairs

• Repair or replace damaged doors, drawers, shelves, slides, hinges, and laminates.

• Minor surface patching and touch-ups.

C. Requirements

• Use materials meeting industry standards; follow manufacturer specifications and building code requirements.

• Protect work areas, maintain cleanliness, and remove debris daily.

D. Deliverables & Warranty

• Completed installation: all cabinets anchored, all doors, drawers, reveals adjusted.

• Provide applicable material and workmanship warranties (minimum one (1) year from final acceptance of the work).

E. Task Orders Services performed under the contract may require a written task order to be signed by both parties acknowledging the individual project details on the City’s preferred template. The scope of work, schedule, deliverables, and compensation for each applicable project will be defined in the task order prior to commencement of work. Task orders may be amended for changes to the scope of work, deliverables, or compensation.

Services for minor repairs and maintenance not exceeding $10,000 per project or work order will not require a task order.

Compensation for each task order will be negotiated with the contractor based on scope of work, estimated hours of work, materials, and other costs. If contractor is unable or unwilling to complete the work, the contractor will state in writing to the City's project manager and forfeit the task order within 24 hours of receiving the work request. In the event the City and contractor cannot reach a favorable agreement on a specific task order, the City shall terminate negotiations and seek services for the needed project through any other means necessary to complete the work. Continual

City of Milwaukie – 4 difficulties in negotiating task orders or repeated unavailability or inability to perform task order requests may result in formal termination of the contract with the City.

F. Work Assumptions.

1. Regular work hours are Monday through Friday, 7:00 a.m. to 5:00 p.m.

2. All permits, applications, and approvals for services under the awarded contract will be contractor’s responsibility and sole expense.

3. Invoices shall be itemized to include name of city facility where services are performed and include proof of receipt or paid invoice for any equipment rentals or disposal fees.

4. Immediately report any major issues, concerns, or safety issues to the City.

5. Daily and upon completion of work performed, contractor will remove from project site, any waste materials, debris, etc. caused by completing the services. All equipment must be in proper working order. All replaced materials will be removed from premises by contractor unless specifically requested otherwise. Contractor will provide a neat, clean and safe worksite environment at all times.

6. No tools or other material related to the work will be left on the job site without supervision.

7. Work will be under the general direction of the City’s fleet & facilities manager, who may require the contractor to correct defective workmanship and materials without additional cost.

8. Should any unforeseeable condition arise, contractor will immediately contact the fleet & facilities manager for guidance and resolution of the matter while on site.

9. Products delivered to the job site shall be protected from dust, dirt and foreign matter. All products shall be protected from dents, bumps and scratching.

10. Damage by contractor to any adjacent surfaces must be repaired and/or compensated by the contractor. If possible, contractor will rearrange or work around the unforeseeable condition if possible.

11. It is the sole responsibility of the contractor to protect and safeguard materials and/or equipment. City shall not assume any responsibility for vandalism or theft of the contractor’s materials, products, and/or equipment. Contractor will obtain written permission from the City before storing materials/equipment on City premises.

12. Contractor will provide minimum one (1) year warranty on all parts and labor from the date of final acceptance of the work. During the warranty period, the contractor will, without undue delay, make any necessary adjustments, replacements or repairs, to the satisfaction of the City, without additional costs. Warranty response time will be 24 hours.

13. All work will be performed in such a manner that meets all accepted standards for safe practices during all operations and to maintain safe conditions of premises at all times. Contractor will accept sole responsibility for complying with all applicable local, state, or other legal requirements including Occupational Safety and Health Administration (OSHA) and Oregon OSHA safety orders at all times so as to protect all persons, including contractor’s employees, agents of the City, members of the public, or others from foreseeable injury or damage to their property.

14. Contractor will be responsible for coordinating any exchange of Safety Data Sheets (SDS) or other hazard communication information required at a worksite, if applicable. Contractor will provide to the City and post where applicable all SDS for any chemicals used in conjunction with the contract within five (5) days prior to repair, installation or removal of window products, supplies, or materials. Failure to provide SDS information to the City may result in contract termination. Contractor shall provide the City with written confirmation of each posting.

3.2 Locations

Services will primarily be provided at the below City-owned locations. At the discretion of the City, facilities may be added that require services.

City of Milwaukie – 5

• City Hall, 10501 SE Main Street, Milwaukie, OR 97222

• Ledding Library, 10660 SE 21st Ave, Milwaukie, OR 97222

• Public Safety Building, 3200 SE Main Street, Milwaukie, OR 97222

• Public Works, 6101 SE Johnson Creek Blvd, Milwaukie, OR 97206 (multiple buildings)

3.3 Service Term

The contract resulting from this RFP will commence on or about April 1, 2026. The term of the contract will be for a period of six (6) years. Rate increases will be negotiated only after the initial two years.

SECTION 4: INSTRUCTIONS TO PROPOSERS

4.1 Contracting Law

Proposer is presumed to be familiar with all federal, state, and local laws, ordinances, and regulations which affect those engaged or employed in the work, materials, or equipment used in the requested services or which may affect the conduct of the services performed. If a proposer discovers any provision in this RFP which is contrary to or inconsistent with any law, ordinance, or regulation, they shall immediately report it to the City in writing.

The awarded contractor, subcontractors, suppliers, and others engaged by the awarded contractor, shall also comply at all times with and observe all such laws, ordinances, and regulations.

4.2 Prevailing Wage Rates

The work under the awarded contract is to be paid for by public funds. The contract will be subject to the state prevailing wage rates under ORS 279C.800 to 279C.870, as the total cost of work exceeds $50,000. Unless otherwise exempt, contractor and any subcontractors must pay workers in each trade or occupation that contractor or its subcontractors or other person who is a party to the contract uses in performing all or a part of the contract not less than the applicable minimum Oregon prevailing wage rates in accordance with ORS 279C.838 and ORS 279C.840. The applicable Oregon minimum prevailing wage rates are contained in the publication Prevailing Wage Rates For Public Works Contracts in Oregon at https://www.oregon.gov/boli/employers/Pages/prevailing-wage-rates.aspx), and are incorporated herein for the duration of the awarded contract as of the date this RFP was released. All project work will take place in Clackamas County, Oregon.

By submitting a proposal, proposer certifies that in accordance with the provisions of ORS 279C.838 and 279C.840, the hourly rate of wage to be paid to workers upon public works contracts greater than $50,000.00 will not be less than the prevailing wage for an hour’s work in the same trade or occupation in the locality where the labor is performed.

4.3 Public Works Bond

The awarded contractor and every subcontractor must have a public works bond in the amount of $30,000 filed with the Oregon Construction Contractors Board before starting work on the project, unless exempt under ORS 279C.836 (4), (7), (8) or (9).

4.4 Proposer Requirements

A proposer submitting a proposal must meet the following minimum requirements:

A. Must be a legal entity, currently registered to do business in the State of Oregon (per ORS 60.701);

B. Must be currently registered with the Oregon Construction Contractors Board (CCB) as required by ORS 701.021;

C. Proposer shall not be listed on BOLI’s list of persons/contractors having violated prevailing wage rate laws per ORS 701.227; and D. Must have been in business for at least five (5) years.

https://www.oregon.gov/boli/employers/Pages/prevailing-wage-rates.aspx

City of Milwaukie – 6

4.5 Proposal Requirements

Proposals must be type-written with a 10- or 11-point font. Proposal and any attachments must be submitted electronically through the Procurement Portal in the requested format. A person authorized to make such a commitment on behalf of the contracting firm must sign the required documents.

Phone, facsimile, mail delivery, email delivery, and in-person submissions will not be accepted.

A. Proposal.

The following items are a minimum content requirement of a proposal submitted in response to this

RFP:

1. Qualifications. Describe your experience and knowledge in providing the requested services.

Describe your capabilities and resources in relation to the requested services, including qualifications of key staff that will likely provide these services. Describe your experience and competence with governmental and municipal agencies. Include a description of your company’s organizational framework, special resources, and any other information to demonstrate that your company can effectively and efficiently provide the requested services.

Identify the number of staff available to perform work under the awarded contract.

2. References. Provide references for three (3) commercial clients. Contact information should include the name of the public agency, name and title of contact person, phone number, and email address.

3. Pricing. Include your proposed pricing for each requested rate as part of your proposal submission. Pricing will apply, at a minimum, to the initial two years of the contract term and shall include profit, fringe benefits, overhead, prevailing wages, and administrative costs.

i. Regular hourly rates for all phases (if different): design, demo, install, fabrication, and other (as described)

ii. Materials markup cost or percentage

iii. Trip or vehicle fee

B. Standard Proposal Form Complete and sign the form to certify the submitted proposal is accurate and true. This required form is uploaded separately in the Procurement Portal. This form also indicates whether or not the proposing business is certified with the State of Oregon’s Certification Office for Business Inclusion and Diversity (for reference purposes only).

SECTION 5: PROPOSAL SELECTION

5.1 Ranking of Proposals

Each proposal will be judged on its completeness and the quality of its content. City will evaluate all responsive proposals submitted for this solicitation. Proposals will be ranked based on evaluation of responses with the first-ranked proposal being that proposer which is deemed to be the most appropriate and fully able to perform the services, and the second-ranked proposer being the next most appropriate, all in the sole judgment of the City.

5.2 Evaluation Criteria

In accordance with Subsection 4.5, the criteria will be used to determine the apparent successful proposer. Proposers responding to this RFP will be evaluated based on the following criteria:

A. Qualifications (30 points) B. References (30 points) C. Pricing (20 points)

City of Milwaukie – 7

5.3 City’s Rights Reserved

City reserves the right to:

A. Select one or more proposers for award;

B. Waive any or all irregularities or minor informalities in proposals submitted;

C. Award any or all parts of any proposal; and D. Request references and other data to determine responsiveness.

5.4 Intent to Award

Upon completion of evaluations, the City will publish a notice of intent to award the contract to the proposer who best meets the overall needs of the City. The notice will be published on the Procurement Portal for all interested parties to view.

SECTION 6: CONTRACT AWARD

The selected proposer will be asked to sign a public works contract with the City for an amount not to exceed $150,000. A City of Milwaukie (or Oregon Metro) business license and a federal tax identification number will be required. Also, the following levels of insurance will be included in the contract terms:

Commercial General Liability Insurance Each Occurrence $1,000,000 Personal & Advertising Injury 1,000,000 Products-Completed Operations Aggregate 2,000,000 General Aggregate 2,000,000 Damage to Rented Premises (each occurrence) 500,000 Medical Expense (any one person) 5,000

Commercial Automobile Insurance Each Accident 1,000,000

Workers’ Compensation Insurance Each Accident 500,000

City reserves the right to negotiate final contract terms as the City determines it to be in its best interest.

City will begin negotiations once the highest-ranked proposer is selected and a notice of intent to award is issued. If the City cannot come to terms with the highest-ranked proposer, the City will formally terminate negotiations and enter into negotiations with the next highest-ranked proposer. This process will continue until the City reaches a contract in which the City deems appropriate for the work or determines a new competitive solicitation is necessary.

Award of a contract is accomplished by executing a written contract that incorporates elements of the solicitation, proposal, clarifications, addenda, additions, and insurance. All such materials constitute the complete contract documents.