2026000 Mobile Site on Wheels RFQ.pdf

REQUEST FOR QUOTES (RFQ) for Mobile Site on Wheels (SOW)

OREGONBUYS NO. S-25800-00015736

Issue Date: January 16, 2026

Issuing Office: State of Oregon, acting by and through the Oregon

Department of Emergency Management (OEM or Agency)

RFQ Single Point of Contact (SPC): Christian Nasset Address: 3930 Fairview Industrial Drive SE

Salem, OR 97302 Phone: 971-283-4258 E-mail: Christian.a.nasset@oem.oregon.gov

Offer Due Date and Time: February 13, 2026, at 3:00 PM PST

This RFQ includes the following attachments:

ATTACHMENT A SAMPLE PURCHASE ORDER

ATTACHMENT B OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT C REFERENCE CHECK FORM

ATTACHMENT D PRICE QUOTE FORM

ATTACHMENT E OPTIONAL EQUIPMENT

ATTACHMENT F RESPONSIBILITY INQUIRY

ATTACHMENT G REQUIREMENT VERIFICATION

1. Introduction

The State of Oregon, acting by and through the Oregon Department of Emergency Management, (“OEM or Agency”), is issuing this Request for Quotes for a Mobile Site on Wheels under its authority set forth in ORS 401.551(3)(d).

Additional details on the Scope of the goods or services or both are included in section 4 below.

OEM may award up to one (1) Contract from this RFQ.

2. Event Schedule

EVENT DATE TIME (PT)

Due date for questions/ requests for clarification January 23, 2026 3:00 PM PST Answers to questions/ requests for clarification (approx.) January 30, 2026 3:00 PM PST

Quote due date and time February 13, 2026 3:00 PM PST Notice of intent to award (approx.) February 27, 2026

Substantive questions and answers will be issued as official addenda to this RFQ. Changes or modifications to this RFQ shall be binding on OEM only if in the form of written addenda issued by OEM.

OEM will provide addenda by posting them to OregonBuys. In addition, the OEM may directly provide addenda to directly solicited firms. Anyone who has received a copy of this RFQ from a source other than OEM is responsible for checking with the SPC or online postings for any notifications or addenda. OEM is not responsible for sending addenda to any unknown potential Offerors.

3. Background Information The Oregon Department of Emergency Management (OEM) coordinates and maintains a statewide emergency services system for emergency and disaster communications. OEM leads collaborative state-wide efforts, inclusive of all partners and the communities we serve, to ensure capability to get help in an emergency and to protect, mitigate, prepare for, respond to, and recover from emergencies or disasters regardless of cause.

Pursuant to ORS 401.551, OEM has authority to manage the State Preparedness and Incident Response Equipment (SPIRE) grant program. Through SPIRE, the State provides equipment to local governments and other recipients for emergency preparedness. The program funds the purchasing and distribution of equipment, including vehicles and other property, to be used during an emergency to decrease the risk for loss of life and property damage.

4. Description of Goods and/or Services:

The Agency is looking to purchase one SOW. The SOW is designed for land mobile radio (LMR) systems, such as mobile repeaters, to extend communication range. The SOW does not provide cellular coverage but instead enhances two-way radio communications for first responders and field teams. Its portability and smaller size make it ideal for remote or challenging environments.

General Specifications Type: Trailer-Mounted Mobile Communications Tower Height: User Adjustable mast extending to approximately 65-80 feet.

Construction Material: Galvanized carbon steel or equivalent corrosion-resistant material.

Applications: Emergency communications, disaster recovery, remote sites, surveillance, industrial operations, and temporary network augmentation.

Tower Features Mast Design:

• Multi-stage hydraulic mast with fold-over capability for easy transport and deployment.

• Equipped with antenna mounting options for various configurations (e.g., quad mount with 3" OD poles).

Wind Resistance:

• Fully extended: Up to 35 mph sustained winds.

• Lowered to intermediate height (30'): Up to 50 mph sustained winds.

• Fully lowered (33'): Up to 95 mph sustained winds and 125 mph gusts.

Power and Operation Hydraulic System: Dual hydraulic systems for mast elevation and extension.

Control: Push-button operation for easy deployment and retraction.

Electrical Panel: Integrated for managing power connections and hydraulic controls.

Trailer Specifications:

Dimensions: Must be under the weight and size limits for Oregon so it will not require a permit when pulled. Limits can be found at:

Oregon Department of Transportation : Legal Vehicle Dimensions : Commerce and Compliance Division : State of Oregon Hitch Type: Bumper pull with both pintle hitch and 5/16 ball hitch Axles: Dual tandem axles rated for 10,000 lbs each.

Tires/Wheels: Tires rated for weight of equipment, see state of Oregon requirements Brakes: Electric braking system on the rear axle for safe towing.

Stability and Leveling Outriggers:

• Minimum 4 retractable outriggers constructed from steel I-beams (6' x 12" x 12").

Leveling Jacks:

• Minimum 4 manual jacks rated for 7,000 lbs each for stability on uneven terrain.

Operational Characteristics Footprint with Outriggers Extended: Please provide operational dimensions Setup Time: Rapid deployment using hydraulic systems.

https://www.oregon.gov/odot/MCT/Pages/Legal-Vehicle-Dimensions.aspx https://www.oregon.gov/odot/MCT/Pages/Legal-Vehicle-Dimensions.aspx

The SOW will be delivered to the following location. At time of delivery, the SOW must be fully functional and response ready. The earliest possible delivery time is preferred.

1. City of Newberg 417 E 1st Street Newberg, OR 97132

Quote must include delivery, a description of the on-site training to be provided, and any freight, shipping or transportation costs or fees.

5. Quotation Submittal:

Quotes must be received on or before the Offer Due Date and Time at the location identified above to be considered. Quotes will not be accepted after the Offer Due Date and Time.

Quotes must be sent electronically through OregonBuys (https://oregonbuys.gov/).

Offeror shall submit one copy of its Quote and all other submittal requirements, with Attachment B - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

The Price Quote must be submitted as a separate electronic response file.

If Offeror believes any of its Quote is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478). Offeror shall also mark as “Confidential” in OregonBuys all attachments to its Quote that Offeror believes are exempt from disclosure.

OEM may require any clarification it needs to understand a Quote. OEM may reject all Quotes or to cancel this RFQ if in its sole determination, it is in the best interest of the State.

6. Submittal Requirements:

Quotes must address each of the items listed in this section and all other requirements set forth in this RFQ. Offeror shall describe the Goods to be provided or the Services to be performed or both. A Quote that merely offers to provide the goods or services as stated in this RFQ may be considered non-Responsive to this RFQ and will not be considered further.

a. Attachment B - Offeror Information and Certification Sheet (fill out all information and sign)

i. Offeror shall complete and submit Attachment B Offeror Information and Certification Sheet.

ii. Failure to demonstrate compliance with Oregon Tax Laws and sign the Offeror Information and Certification Sheet may result in a finding of non- Responsibility.

b. Attachment C – Reference Check Form (not scored, fill out) Offeror shall complete and submit Attachment C. References must be from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, related Work.

OEM may check to determine if references provided support Offeror’s ability to comply with the requirements of this RFQ. OEM may use references to obtain additional information, or verify any information needed.

OEM may contact any reference (submitted or not) to verify Offeror’s https://oregonbuys.gov/ qualifications.

c. Attachment D - Price Quote Form (Fill out. List pricing for model and minimum specifications only).

Offeror shall complete and submit Attachment D detailing the equipment Offeror intends to provide meeting or exceeding the requirements set forth in Section 4 above, and setting forth the delivery timelines to the locations designated.

Offeror should detail in its Quote whether Offer will provide any additional services related to the equipment, including training, support and maintenance. Offeror shall describe those services. Offeror should detail delivery times. Offeror may also complete Attachment E Optional Equipment form and if so, must include an itemized breakdown of costs for optional equipment and any value-added product or services.

d. Attachment F - Responsibility Inquiry (Fill out all information and sign) Offeror shall complete and submit Attachment F, Responsibility Inquiry.

OEM will make a determination of responsibility prior to awarding a contract under this RFQ.

e. Attachment G – Requirements Verification (Fill out)

f. Warranties and other Documents

Offeror shall submit copies of warranty, and any other documents Offeror believes are relevant.

7. Evaluation and Award:

Quote submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the Submittal Requirements will be evaluated to determine the “Best Value” for the State. “Best Value” is based solely on the evaluator’s determination of what best meets the needs of OEM taking into account the following considerations:

• Offered Product o Does proposed product meet requirements in Scope of Work?

• Estimated Delivery Schedule o How quickly can product be delivered?

• On Site Training Plan o Does the Training Plan meet OEM needs?

• Value o Detailed total budget of product, freight, delivery, installation and training provide best value.

OEM, if it awards a Contract, will be based upon the “Best Value” determination.

OEM may award less than the full description of goods or services described in this

RFQ.

8. Protests No protest opportunity is required or allowed in accordance with ORS401.551

9. Contract Negotiation:

Upon selection of an Offeror(s), OEM intends to issue a Purchase Order in the form attached hereto as Attachment A.

Upon delivery, all ownership-related documentation to OEM’s address listed below and must include the following:

• Copy of itemized invoice for all equipment including:

o The value of each piece of equipment;

o Vehicle Identification Number (VIN) – if applicable o Hull Identification Number (HIN) – if applicable

• Delivery Confirmation (Date / Point of Contact/Situs Address)

• Certificate of Origin(s)

• Warranty Documentation (if applicable)

• Any pertinent educational material – including maintenance schedules (if applicable)

• All vehicles purchased in Oregon will include the Vehicle Privilege Tax. All vehicles purchased outside of Oregon must include a certificate of Vehicle Use Tax Payment. https://www.oregon.gov/dor/forms/FormsPubs/publication-or- 591-c_612-006.pdf

OEM Address:

Oregon Department of Emergency Management Attn: SPIRE - Ari Nordquist 3930 Fairview Industrial Drive SE Salem, OR 97302-1166 https://www.oregon.gov/dor/forms/FormsPubs/publication-or-591-c_612-006.pdf https://www.oregon.gov/dor/forms/FormsPubs/publication-or-591-c_612-006.pdf

OREGONBUYS NO. S-25800-00015736