Request for Quotation

RFQ Fire Extinguisher Testing and Related Services

Solicitation No. RFQ 20262036 Due Date and Time:

April 7, 2026

5:00 PM PST

CITY OF EUGENE

Central Services

Finance Division/Purchasing 500 East 4th Avenue, Suite 303

Eugene, Oregon 97401 The Purchasing Office is closed to the public except by appointment.

Rev 03/2026 RFQ TITLE – RFQ # Page 2 of 19

I. INVITATION TO SUBMIT QUOTATIONS

CITY OF EUGENE

INVITATION TO SUBMIT QUOTATIONS

Solicitation No. RFQ 20262036

Notice to Suppliers Pursuant to ORS 279B.070 and City of Eugene Administrative Order 44-25-01-F, Public Contracting Rule (City Rule) 137-047-0270, quotes for Fire Extinguisher Testing and Related Services for the City of Eugene will be accepted by the Purchasing Office until April 7, 2026, 5:00 PM PST. Quotes will not be accepted after the quote closing time and date. Quotes shall be valid for sixty (60) days after opening unless otherwise specified in the quote specifications. This Invitation to Submit Quotations does not commit the City to pay any costs incurred by any quoter in the submission of a quote.

Project Description In general, work includes fire extinguisher maintenance and related services as further described in Section 2 of this RFQ.

Solicitation Documents Solicitation documents may be electronically accessed by logging in to OregonBuys. To view solicitations issued by the City of Eugene, navigate to Supplier Activities, select the Open Bids icon, and choose Advanced Search. Then, click Select Organization and select City of Eugene from the list of available entities.

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Vendors must submit their quotes in a single PDF file via email directly to the Purchasing Analyst shown below before the due date and time specified.

Single Point of Contact City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below. Contacting the Department directly is strictly prohibited.

Dated:

Jennifer Lunsford Purchasing Analyst - AIC City of Eugene Buyer jlunsford@eugene-or.gov https://oregonbuys.gov/bso/ mailto:jlunsford@eugene-or.gov

Rev 03/2026 RFQ TITLE – RFQ # Page 3 of 19

II. INSTRUCTIONS TO QUOTERS

1.0 QUOTE FORM

1.1 Quotes shall be submitted on forms identical to the form provided by the City. The quoter shall make no alterations or additional stipulations on the quote form, nor qualify the quote in any other manner. Alteration of any part of the quote form content may cause the quote to be considered non-responsive.

1.2 Complete sets of quote documents shall be used in preparing quotes.

2.0 SUBMISSION

2.1 Deliver quotes via email to jlunsford@eugene-or.gov prior to the due date and time indicated in the RFQ or any extension thereof made by addendum. The subject line of the email must read: RFQ 20262036 Fire Extinguisher Testing and Related Services, April 7, 2026, at 5:00pm PST. The City is not responsible for the premature opening of or the failure to open a quote not properly identified or addressed.

2.2 Quoter is responsible for submitting their quote prior to the closing time and date.

Late quotes may not be accepted. The City is not responsible for any delays caused by computer/email issues of any sort.

3.0 QUOTE MODIFICATIONS

Any questions, clarifications, modifications, or substitutions of the specifications or contract shall be delivered to the Purchasing Analyst via email in conformance with City Rule 137-047- 0440(1), and no less than five (5) calendar days PRIOR to the solicitation closing and submitted separately from the solicitation response. Contents of questions, clarifications, modifications, or substitutions should include a reference to the page or item being addressed, the reason and any proposed alterations. Questions, clarifications, modifications, or substitutions included with the response to the solicitation may cause it to be considered non-responsive.

4.0 OR EQUAL

4.1 Whenever a process is designated or a manufacturer’s name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Items quoted other than specified must be determined by the Purchasing Analyst as an approved equal. Quoters shall submit to the City their intent to quote an approved equal no later than five (5) calendar days prior to the RFQ closing. Include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

4.2 Approval of alternate materials and equipment shall rest solely with the City and all quoters shall be notified of such approval by addenda prior to the quote closing.

mailto:jlunsford@eugene-or.gov

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5.0 ADDENDA AND INTERPRETATIONS

Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued more than twenty-four (24) hours before the scheduled closing time for filing quotes, shall be binding upon the quoter.

Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and proposers shall receive addenda per City Rule 137- 047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on OregonBuys site. Addenda may be downloaded off OregonBuys site. Proposers should frequently check the OregonBuys site until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

6.0 QUOTE MODIFICATION OR WITHDRAWAL

6.1 Quotes may be modified by written notification on company letterhead signed by an authorized person, stating that the new document supersedes or modifies the prior quote.

6.2 Quotes may be withdrawn by written notification on company letterhead signed by an authorized person and received prior to the time and date set for quote closing.

7.0 CONSIDERATION OF QUOTES

7.1 It is the intent of the City to award a contract to the quoter whose quote will best serve the interest of the City, provided the quote has been submitted in accordance with the requirements of this RFQ and does not exceed the funds available.

Consistent with the provisions of this RFQ, award may be made by item, groups of items, or the entire RFQ upon the City’s determination that it is in the public interest to do so.

7.2 In determining the awardee, the City shall, for the purpose of awarding the contract, add a percent increase to the quote of a nonresident vendor equal to the percent, if any, of the preference given to that quoter in the state in which the quoter resides.

The City shall rely on the Oregon Department of Administrative Services’ published list of states, which gives preference to in-state vendors to determine the percent increase to be added.

7.3 The City shall give preference to materials and supplies manufactured from recycled materials when available at a cost no greater than five (5) percent above the cost of comparable products manufactured from virgin materials. Subsequent contract or purchase order award will be based on this criterion and shall contain applicable standard contract provisions as required by law.

7.4 The City shall have the right to reject any quote that attempts to change any contract term or condition, or that does not evidence the quoter’s intent to abide by the specifications, or that does not otherwise comply with all quote requirements set forth in this RFQ or in the Oregon Public Contracting Code.

7.5 The City may, in its discretion, reject any or all quotes and/or cancel or delay or suspend the quote or award at any time prior to execution of the contract upon the City’s determination that it is in the public interest to do so.

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8.0 MATERIAL PURCHASES

8.1 The price offered must be exclusive of any sales, purchaser, or consumer tax. Tax exemption certificates will be furnished upon request. Packing and transportation expenses are the responsibility of the quoter. All prices quoted must be F.O.B.

Destination, Freight Prepaid and Allowed, delivered and unloaded at delivery address listed.

8.2 Include complete standard warranty information and factory specifications on the equipment offered. For the warranty, include the length of time, covered components, repair site (city or contractor site) and availability of parts and service not covered under the warranty. If an extended warranty is available, include the details of the extended warranty.

9.0 PUBLIC RECORDS

9.1 This request for quotation and one copy of each original quote received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of the procurement file which shall be open to public inspection. If a quote contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.” ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a quote may depend upon official or judicial determinations made pursuant to the Public Records Law.

9.2 The above disclosure restrictions may not include cost or price information which must be open to public inspection.

10.0 RESERVED RIGHTS

The City reserves the right:

A. To reject any Quotes not in compliance with all prescribed public bidding procedures and requirements.

B. To reject for good cause any or all Quotes upon the City’s written finding that it is in the public interest to do so.

C. To reject all Quotes not meeting or differing from the specifications set forth herein.

D. To waive any or all informalities in the Quotes submitted.

E. To consider the competency and responsibility of proposers in making any awards.

F. In the event two or more Quotes are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

G. In the event any proposer or proposers to whom a contract is awarded shall default in executing said contract or in furnishing a satisfactory performance bond within the time and manner herein after specified, to re-award the contract to another proposer or proposers.

H. To extend the deadline for submitting Quotes, in accordance with City Rule 137-047- 0430(3).

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I. To negotiate additions or deletions to offered goods and contract price.

J. To seek other Quotes, if deemed in the public interest.

11.0 CONTRACT AWARD

Submittal of a Quote evidences Quoter’s intent to execute and be bound by the terms of the attached contract. The City will enter contract negotiations regarding any open terms with the highest ranked Quoter. During negotiations the City may require any additional information it deems necessary to clarify the approach and understanding of the requested goods or services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fees and costs that best represent the goods and services required.

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awardee will be expected to support the City’s goals by implementing the following strategies where applicable.

1. WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1. Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

A. Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

B. Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

C. Eliminate non-essential parts of packaging, such as individual wrapping of components;

D. Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

E. No point of purchase material or promotional literature.

1.2. The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3. Contractor is expected to prevent, reduce, recycle, or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2. IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1. The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2. The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

2.3. Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

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3. ENVIRONMENTALLY PREFERRED PRODUCTS

3.1. To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2. The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement. Environmentally preferable products and services have characteristics that include but are not limited to the following:

o Energy Efficient o Reusable or upgradeable o Recyclable o Contain post-consumer recycled materials o Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or o Are certified by an independent accredited third-party program such as EcoLogo or

ENERGY STAR.

3.3. The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4. SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at: https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp http://ofp.dasapp.oregon.gov/

Rev 03/2026 RFQ TITLE – RFQ # Page 9 of 19

IV. REQUIREMENTS / SPECIFICATIONS

The purpose of this RFQ is to hire a professional firm for inspection, testing, maintenance and optional replacement of on-site portable fire extinguishers. The current City of Eugene estimates that there are approximately 300 extinguishers of various sizes and classes in use. The services are for all City of Eugene facility locations that fall under the Facility Management Division and include approximately 75 locations.

The initial contract will be for a period of one year with the option of four additional annual renewals thereafter upon mutual agreement of the parties.

Portable Fire Extinguishers: Inspect, test, maintain, repair and replace as needed, all City of Eugene Facilities fire extinguishers as required by NFPA current standard.

Provide hydrostatic testing of pressurized water, dry chemical and carbon dioxide fire extinguishers; recharge exhausted extinguishers and conduct miscellaneous repairs as;

replace wall hook brackets as needed. Contractor shall use manufacturers required recommended recharge agent, lubricants, and replacement parts or materials specially listed for use in the fire extinguisher. Maintenance, servicing and recharging shall be performed by trained persons having available the appropriate servicing manuals and the proper tools.

Inspection: Contractor shall inspect fire extinguishers when placed into service. Inspection of fire extinguishers shall include at least the following:

• Location in designated place

• No obstruction to access or visibility

• Operating instructions on nameplate legible and facing outward

• Safety seals and tamper indicators not broken or missing

• Fullness determined by weighing or "hefting"

• Examination for obvious physical damage, corrosion, leakage, or clogged nozzle

• Pressure gauge reading or indicator in the operable range or position

• HMIS label in place.

Contractor shall take immediate corrective action when an inspection of any fire extinguisher reveals a deficiency in any of the conditions listed above.

Contractor shall keep a record on a tag or label attached to the fire extinguisher that provides a permanent record of each inspection.

Maintenance: Contractor shall perform maintenance on fire extinguishers at intervals of not more than once a year, providing the appropriate one year, five year, six year and/or twelve (12) year maintenance services in accordance with Eugene Fire Department and National Fire Protection Association Standards for portable fire extinguishers.

Contractor shall replace fire extinguishers removed from service for maintenance with a fire extinguisher suitable for the type of hazard being protected, and shall be of at least equal rating. These can be pulled from the available inventory of serviceable spares.

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Contractor' s maintenance procedures shall include a thorough examination of the basic elements of a fire extinguisher as determined below:

• Mechanical parts of all fire extinguishers

• Extinguishing agent of cartridge- or cylinder-operated dry chemical, stored-pressure, loaded stream, and pump tank fire extinguishers.

• Expelling means of all fire extinguishers

• Seals or Tamper Indicators: At the time of the maintenance, the tamper seal of rechargeable fire extinguishers shall be removed by operating the pull pin or locking device. After applicable maintenance procedures are completed, a new tamper seal shall be installed.

Provide immediate repair or replacement of defective parts, including replacement wall hooks and vehicle brackets.

Maintenance Recordkeeping: Each fire extinguisher shall be tagged or a label securely attached that indicates the month and year the maintenance was performed and that identifies the person performing the service. The contractor shall maintain a permanent record for each cylinder tested.

Reporting Requirements: Contractor will provide reports that include locations, serial number and type of extinguisher serviced and/or replaced. The Contractor shall maintain a Service and Inspection log on all equipment serviced for the duration of the contract and shall provide such logs monthly or upon request from and to the authorized City of Eugene Representative. All inspection forms shall meet the minimum NFPA requirements that are current at the time of test, inspection, maintenance or repair.

Recharging: Contractor shall recharge any rechargeable-type fire extinguisher after any use or as indicated by an inspection or when performing maintenance. When performing the recharging, the recommendation of the manufacturer shall be followed.

Hydrostatic Testing: At intervals not exceeding 12 years, the Contractor shall hydrostatically retest all rechargeable fire extinguishers. The hydrostatic rest shall be conducted within the calendar year of the specified test interval. In no case shall an extinguisher be recharged if it is beyond its specified rest date. Non-rechargeable fire extinguishers shall not be hydrostatically tested but shall be removed from service at a maximum interval of 12 years from the date of manufacturer. A hydrostatic test shall always include both an internal and external visual examination of the cylinder.

Hydrostatic testing shall be performed by persons trained in pressure testing procedures and safeguard s who have suitable testing equipment, facilities, and appropriate servicing manuals available. Hydro-static testing must be performed by technicians certified to test and evaluated low and high pressure systems.

The Contractor shall maintain a permanent record for each cylinder tested.

Emergency Response0 Provide 24x7 emergency response, with an emergency call service and sufficient expertise and capacity to respond to any City of Eugene

Rev 03/2026 RFQ TITLE – RFQ # Page 11 of 19 emergency request, and sufficient capacity to respond to requests that are on the scale of possibility given the size of the City of Eugene, the variety of systems and volume of equipment.

Compliance with Regulation: All inspections, testing and services shall be done in accordance with all local, state and federal regulations, including but not limited too City of Eugene Fire Department Requirements, National Fire Protection Association (NFPA) 10 Standard for Portable Fire Extinguishers that is in effect and as revised.

All supplies, materials, and chemicals will be new and unused, except Halon (or alternate) which may be reused.

Contract Start-Up: Upon contract execution, Contractor shall meet with City of Eugene Representatives to coordinate contract responsibilities. The Contractor shall obtain from the City of Eugene Representative a listing of all sites and types of equipment for each site. All equipment shall be inspected, tested and serviced as scheduled and proper documentation shall be marked on the equipment. Should equipment require removal from the site for any reason, the Contractor shall coordinate with the City of Eugene Representative to ensure replacement equipment is available, if required.

Travel: Contractor shall travel, as needed or requested, to various City of Eugene locations. Travel shall be at Contractor' s cost and not billed separately.

Reporting Requirements: Contractor will provide reports that include locations, serial number and type of extinguisher. The Contractor shall maintain a Service and Inspection log on all equipment serviced for the duration of the contract and shall provide such logs monthly or upon request from and to the authorized City of Eugene Representative. All inspection forms shall meet the minimum NFPA requirements that are current at the time of test, inspection or maintenance.

Qualifications: City of Eugene requires that all Contractor personnel will have and maintain proper certification of all individuals working on any extinguisher. City of Eugene may request information from the Contractor during the course of the Contract. City of Eugene may request at any time during the contract, proof of certifications that all personnel including subcontractors are properly certified and/or trained.

Fees: Contractor is to complete the attached Fee Schedule and submit with Quote.

Quote: Quotes should be short and concise with the following information:

A. Company and staff experience in these types of projects;

B. Warranty information;

C. References; and

D. Pricing - Complete the below FEE SCHEDULE.

Any additional information that City of Eugene should take into consideration for the project or qualifications.

Rev 03/2026 RFQ TITLE – RFQ # Page 12 of 19

Evaluation

Quotes will be evaluated based on subjective factors including, but not limited to Company and staff experience, warranty, references and pricing.

V. FORMS TO BE SUBMITTED WITH QUOTE

CITY OF EUGENE

STANDARD QUOTE FORM

Solicitation No. RFQ 20262036

I, the undersigned, and authorized representative of certify the following: (Company Name)

Acknowledgement of terms, conditions, and specifications

1. The offeror represents that offeror is properly licensed and adequately experienced, equipped, organized, and financed to furnish and deliver the equipment specified and perform the services required.

2. The offeror has carefully checked the figures entered in the Form, has carefully reviewed for accuracy all statements in this quote and attachments, and agrees that the City will not be responsible for any errors or omissions of the offeror in preparing this quote. The offeror agrees that this quote may not be revoked or withdrawn for ninety (90) calendar days after the date on which bids are received.

3. Contract Execution; Insurance. The Proposer agrees that it will, within ten calendar days of receiving a Contract from the City, execute and return it to the City with insurance documentation as required.

4. Addenda. The offeror acknowledges that it has received the following Addenda No(s):

and agrees that all addenda issued are a part of the Contract Documents and have been considered in preparing this quote. (Offeror: insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws

Offer hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached contract and associated Exhibit A. Offeror attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and 318 for no fewer than six years into the

Rev 03/2026 RFQ TITLE – RFQ # Page 13 of 19 past from signature and will continue to comply with the tax laws during the term of this contract.

____ initials.

Access to Plant or Place of Business

Offeror agrees that the City may enter a contractor’s or subcontractor’s plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the Contract and investigate the offeror’s minority business certification or other qualifications.

Residency

Bidder is _____ is not _____ an Oregon Resident Bidder. An Oregon Resident Bidder, as defined by ORS 279A.120, means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, and has a business address in this state. If offeror is not an Oregon Resident Bidder, in the field provided indicate the bidder’s (Business) State of Residence. _____________________

Certification of Nondiscrimination

Offeror has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

Noncollusion

The offeror certifies that the quote has been arrived at by the offeror, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other contractor, offeror, or vendor on materials, supplies, equipment or services, described in the solicitation documents, designed to limit independent quotes or competition. The contents of the quote herein presented and made have not been communicated by the offeror or their employees or agents to any person not an employee or agent of the offeror or its surety on any bond furnished with the solicitation and will not be communicated to any such person prior the closing time of the solicitation.

We therefore offer the following equipment/service at the prices indicated hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

Company contact for this contract, if different:

Rev 03/2026 RFQ TITLE – RFQ # Page 14 of 19

Name (Print):

Title:

Phone:

Email:

Evaluation Criteria Form

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Company and Staff Experience.

Describe your experience in providing fire extinguisher testing services.

Warranty.

Describe your warranty information.

References Form

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REFERENCE 1

COMPANY:

CONTACT

NAME:

ADDRESS:

PHONE

NUMBER:

CITY, STATE, ZIP: EMAIL:

GOODS OR SERVICES

PROVIDED:

REFERENCE 2

COMPANY:

CONTACT

NAME:

ADDRESS:

PHONE

NUMBER:

CITY, STATE, ZIP: EMAIL:

REFERENCE 3

COMPANY:

CONTACT

NAME:

ADDRESS:

PHONE

NUMBER:

CITY, STATE, ZIP: EMAIL:

Rev 03/2026 RFQ TITLE – RFQ # Page 17 of 19

FEE SCHEDULE FORM - RFQ for Fire Extinguisher Maintenance and Related Services

Itemized Budget/ Price Proposal

Item # Description Qty. Unit Unit Price

Extended Price

Please attach separate page(s) if needed.

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Required Submittal Initials

#1 – Standard Quote Form

#2– Evaluation Criteria Form

#3– References Form

#4 – Fee Schedule Form

Rev 03/2026 RFQ TITLE – RFQ # Page 19 of 19

VI. SAMPLE CONTRACT

HUBBELL Shawn M Include sample contract if applicable.

Rev. 07/2025 Contract # xxxx-xxxxx Page 1

CITY OF EUGENE FACILITY TRADE SERVICES CONTRACT

Project Title

BETWEEN: The City of Eugene, (City) an Oregon Municipal Corporation

AND: _________, (Contractor) a __________ organized and existing under the laws of the State of __________

CONTRACT NO.: _____ - _____

EFFECTIVE DATE: _____

RECITALS

A. Contractor is engaged in the business of _____, and has obtained and currently holds all licenses, permits, certifications, bonds, or other authorization required by federal, state, and local laws or regulations to engage in such business.

B. City is the owner of the _____ (the "Facility"), located at _____ in the city of Eugene, Lane County, Oregon and wishes to engage the Contractor at the Facility to perform and deliver the type of Services provided by Contractor.

C. The Contract described herein was awarded under the under the exemption or procedure authorized by City of Eugene Administrative Order 44-25-01-F, Public Contracting Rules 2025, Rule_________.

D. Contractor has represented that it is qualified to perform the Services required hereunder and desires to enter into an Agreement with City on the terms set forth below.

AGREEMENT

1. Incorporation of Exhibits; Definitions; Contractor’s Representations and Warranties.

1.1 Exhibits. The Contract between the parties (the “Contract”) includes and incorporates into this document (this “Agreement”) all of the following, which are listed in order of precedence:

1.1.1 Exhibit A. Exhibit A summarizes certain federal, state and municipal laws that apply to government contracts. The provisions of Exhibit A are statements of law and may not be modified.

1.1.2 Other Exhibits. This Contract also includes and incorporates the following exhibits. The provisions of this Agreement will have priority over all conflicting provisions of the following exhibits.

Exhibit B Statement of Work / Scope of Services Exhibit C Compensation Schedule

1.2 Definitions. With the exception of proper nouns, capitalized terms not otherwise defined herein shall have the following meanings.

MACIEL Erica A �Insert alternate rule references

(change if over $25K or a Qualified Pool Participant and reference solicitation)�

Rev. 07/2025 Contract # xxxx-xxxxx Page 2

1.2.1 “Agreement” means this document, entitled Trade Services Contract and ending with the signatures of all parties.

1.2.2 “Contract” means the written statement of the parties’ mutual and respective agreements, promises, undertaking and rights as set forth in this Agreement and all incorporated exhibits.

1.2.3 “Services” means all of the products and Services to be provided by Contractor under the Contract, as described in Exhibit B.

1.3 Contractor’s Representations and Warranties. Contractor makes the following representations and warranties to City:

1.3.1 Contractor and Contractor’s personnel are and will at all times hereunder hold all licenses, permits, certifications, bonds or other authorization required by federal, state, and local laws or regulations to perform the Services.

1.3.2 As of the date of execution hereof, there are no claims, suits, or proceedings, or threats thereof, seeking to enjoin the execution of the Contract by Contractor or the effect of which could prevent Contractor from performing or having the authority to perform the Services.

1.3.3 Neither the execution of the Contract nor the performance of the Services will constitute a breach or violation of any other contract, agreement, or law by which Contractor is bound or to which Contractor or any of its personnel who will perform the Services are subject.

2. Services.

2.1 Term. Contractor shall begin to provide the Services on _____ or, if later, as soon as this Agreement has been executed by all parties (the "Commencement Date").

The term of the Contract shall be for _____, unless earlier terminated in accordance with paragraph 14 (the “Term”). Contract may be renewed for additional terms upon mutual written agreement of the Parties.

2.2 Security. If the Services will be performed on City property, Contractor will comply with all of City’s security policies and procedures.

2.2.1 Contractor is responsible for ensuring building and site security while on the site. Contractor will adhere to all building rules, regulations and procedures while on-site.

2.2.2 It is required by the City that all of Contractor’s employees working on City sites be subject to a Eugene Police Department (EPD) security background check prior to being allowed access to a City site to perform work. The City will provide Contractor with security background check forms. Completed forms will be returned to the Facility Operations/Maintenance Manager, 210 Cheshire Ave., Eugene, OR 97401. Contractor employees failing to meet minimum EPD security standards will not be permitted on-site. Basic criteria for rejection includes any felony conviction or any conviction of a Class A misdemeanor within the last two years. Disqualification may also be based on arrests still

Rev. 07/2025 Contract # xxxx-xxxxx Page 3 pending in the courts, weapons offenses, or any pattern of behavior EPD considers a security risk. EPD will be the sole judge of whether a Contractor’s employee meets the requirements for passing the security background check.

Decisions by EPD are final and not subject to appeal.

2.2.3 City Vendor ID/Access Control badges will be issued by the Facility Management Division at 210 Cheshire Avenue by appointment, only.

Appointments may be scheduled by calling (541) 682-2690.

2.2.4 Contractor is responsible for all costs related to obtaining security clearances, badges. and replacement badges. Additionally, Contractor is responsible for the care and safe keeping of all Vendor ID/Access Control badges issued to Contractor and/or Contractor’s employees. Contractor is responsible for immediately reporting all lost or stolen badges to the Facility Management Division at (541) 682-2690.

2.2.5 Appropriate Vendor ID/Access Control badges must be carried by Contractor employees and visibly displayed at all times when on City sites. Contractor employees without proper identification will not be allowed on-site.

2.2.6 All City-issued Vendor ID/Access Control badges are the property of the City and Contractor is responsible for immediately returning all Vendor ID/Access Control badges to the City at the Facilities office at 210 Cheshire Avenue upon termination of the Contract.

3. Compensation. Subject to City’s right of offset for breach, Contractor will bill City for the Services by submitting periodic invoices that conform to the requirements of Exhibit C.

Payment shall be made net 30 days after City's receipt of an invoice from Contractor itemizing the Services performed. Notwithstanding the foregoing, City will have the right to withhold payment for any item which City disputes in good faith, provided that City pays for all non-disputed items and takes commercially reasonable action to resolve the dispute.

4. City's Obligations. City shall have the following obligations with respect to performance of the Services:

4.1 Maintenance. Except for Contractor's obligations specified in this Agreement, City shall maintain the structural integrity of the Facility in good condition and repair, as determined by City.

5 Performance of Services. Contractor shall perform the Services with a high degree of professionalism consistent with industry standards, and shall at all times during the term of the Contract strictly comply with the following requirements:

5.1 Supervision. Contractor shall appoint, subject to City's approval, a full-time qualified supervisor of Contractor's operations in the Facility who shall have full authority to act for and on behalf of Contractor. The supervisor shall be available during regular business hours. At all times during the supervisor's absence, a designated subordinate shall be in charge and available at the Facility.

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6 Force Majeure. Neither City nor Contractor are responsible for any failure to perform or for any delay in the performance of any obligation under this Contract caused by public health emergency, fire, riot, acts of God, terrorism, war, or any other cause which is beyond the breaching party’s reasonable control. Contractor shall, however, make all reasonable efforts to remove or eliminate the cause of Contractor’s delay or breach and shall, upon the cessation of the cause, continue performing under this contract. City may terminate this Contract upon written notice to Contractor after City reasonably determines that the delay or breach will likely prevent successful performance of the Contract.

7 Personnel. Contractor acknowledges the high degree of importance City places on the behavior, appearance and service performed by Contractor and its personnel in the Facility.

Contractor's personnel shall at all times be neat, clean, and courteous, and Contractor shall not permit its employees or agents to conduct themselves in a loud, noisy, boisterous, offensive, or objectionable manner. Upon objection from City concerning the conduct, de-meanor or appearance of any of Contractor's employees or agents, Contractor shall forthwith take all steps necessary to remove the cause of the objection. Upon the employee's or agent's failure to immediately and properly correct his or her conduct, Contractor shall promptly cause his or her job assignment at the Facility to be terminated.

7.1 Hours of Operation and Staffing. Contractor shall provide the Services according to the schedule on the attached Exhibit B and provide sufficient personnel to perform the Services in the manner required by the Contract. City reserves the right to revise the hours of operation of the Facility. The number of Contractor's personnel and their hours shall be subject to City's written approval, and may be changed only upon further written approval of City. Contractor shall provide such additional personnel as City may reasonably require for performance of the Services. Contractor shall make provision for emergency personnel to perform the Services in the event some or all of the regular personnel are unavailable for any reason.

7.2 Daily Report. Contractor shall deliver to City, in a format prescribed by City, a daily report of Contractor's activities, by shift, at the Facility. This report shall be delivered daily to _____, within 48 hours of completion of each shift.

8. Contractor's Obligations. In addition to performance of the Services, Contractor shall, at its own expense, repair or have repaired all damages to the Facility, its components and City-owned equipment resulting from the negligence, abuse, misuse, or willful misconduct of Contractor or its employees or agents. If City-owned equipment is, in City's opinion, damaged beyond repair, Contractor shall replace such equipment at its own expense with equipment of a quality equal to or better than the damaged equipment.

9. Prohibition on Unrelated Activity. Contractor shall not engage in or permit any of its employees, agents or Contractors to be engaged in any activity at the Facility, lawful or un-lawful, other than performance of the Services, without prior written approval from City.

10. Personal Property Taxes. Contractor shall pay all personal property taxes, if any, assessed against the personal property and trade fixtures of Contractor used in its operations under the Contract. City shall be responsible for any personal property taxes that may be levied against the Facility for equipment, supplies and/or materials furnished by City under the Contract.

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11. Indemnification. Contractor shall indemnify and hold City, and its officers, agents and employees, harmless from and against all claims, actions, liabilities, costs including attorney fees, and other costs of defense, arising out of the acts, errors, or omissions, whether alleged or actual, of Contractor, its subcontractors, agents, and employees in performing or failing to perform the Services, failing to strictly comply with any provision of the Contract or any other actions or failures to act by Contractor and Contractor’s employees, agents, and subcontractors. In the event any such action or claim is brought against City, Contractor shall, if City so elects and upon tender by City, defend the same at Contractor’s sole cost and expense, promptly satisfy any judgment adverse to City or to City and Contractor, jointly, and reimburse City for any loss, cost, damage or expense, including attorney fees, suffered or incurred by City. City shall notify Contractor, within a reasonable time, of any claim, threat of claim or legal action.

12. Insurance. Contractor shall have and maintain the insurance policies specified below. Each policy of insurance shall be written as a primary policy, not contributing with or in excess of any coverage which City may carry. A copy of each policy or a certificate satisfactory to City shall be delivered to City prior to commencement of the Services. The adequacy of all insurance policies for compliance with this Section shall be subject to approval by City’s Risk Manager. Failure to maintain any insurance coverage required by the Contract shall be cause for immediate termination of the Contract by City.

Unless otherwise specified, each policy shall be written on an “occurrence” form with an admitted insurance carrier licensed to do business in the state of Oregon; and shall contain an endorsement entitling City to not less than 30 days prior written notice of cancellation. In the event the statutory limit of liability of a public body for claims arising out of a single accident or occurrence is increased above the combined single limit coverage requirements specified below, City shall have the right to require that Contractor increase the coverage limits of all liability policies by the amount of the increase in the statutory limit.

12.1 Commercial General Liability. Contractor shall maintain a broad form commercial general liability insurance policy reflecting limits of not less than $2,000,000 combined single limit per occurrence, with an annual aggregate of $3,000,000 for bodily injury, personal injury, or property damage. Such policy shall contain a contractual liability endorsement to cover Contractor's indemnification obligations under this Contract. The policy shall also contain an endorsement naming City as an additional insured, in a form satisfactory to City, and expressly providing that the interest of City shall not be affected by Contractor's breach of policy provisions.

12.2 Workers’ Compensation Insurance. Contractor shall comply with the Oregon Workers' Compensation law by qualifying as a carrier-insured employer or as a self-insured employer and shall strictly comply with all other applicable provisions of such law. Contractor shall provide City with such further assurances as City may require from time to time that Contractor is in compliance with these Workers' Compensation coverage requirements and the Workers' Compensation law. Contractor is a subject employer that will comply with ORS 656.017.

12.3 Automobile Liability. Contractor shall maintain an automobile liability insurance policy reflecting limits of not less than $2,000,000 for bodily injury, personal injury, or property damage. The coverage shall include both hired and non-owned auto

Rev. 07/2025 Contract # xxxx-xxxxx Page 6 liability. The policy shall also contain an endorsement naming City as an additional insured, in a form satisfactory to City, and expressly providing that the interest of City shall not be affected by Contractor's breach of policy provisions.

13. Relationship of Parties. Whether Contractor is a corporation, partnership, other legal entity, or an individual, Contractor's relationship to City is that of an independent Contractor. If Contractor is an individual, Contractor's duties will be performed with the understanding that Contractor is a self-employed person and has special expertise as to the Services and is customarily engaged in the independent performance of the same or similar services for others. The manner in which the Services are performed shall be controlled by Contractor;

however, the nature of the Services and the results to be achieved shall be specified by City.

Contractor is not to be deemed an employee or agent of City and has no authority to make any binding commitments or obligations on behalf of City except to the extent expressly provided herein.

14. Performance Bond. If required by City, Contractor shall deliver to City at the time of execution of this Agreement a performance bond in a form satisfactory to City with a corporate surety approved by City, in an amount equal to the amount bid on an annual basis, in favor of City, and guaranteeing Contractor's faithful performance of all terms, covenants and conditions of the Contract. Such bond shall remain in effect throughout the term of the Contract.

15. Subcontracting; Assignment. Contractor shall not subcontract or assign its work under or its interest in the Contract, in whole or in part, without City's prior written approval, which may be withheld for any reason. Contractor shall require any approved subcontractor or assignee to agree, as to the portion subcontracted or assigned, to comply with all obligations of Contractor specified in the Contract. Notwithstanding City's approval of a subcontractor or an assignee, Contractor shall remain obligated for full performance of the Contract and City shall incur no obligation to any subcontractor or assignee. Contractor shall indemnify, defend, and hold City harmless from all claims of its subcontractors and assignees.

16. Default. Contractor shall be in default under the Contract upon the occurrence of any of the following ("events of default"):

16.1 Contractor's failure to provide performance reports when due;

16.2 Contractor's failure to perform or observe any other Agreement or covenant contained in the Contract if such failure continues for a period of two days after City has notified Contractor in writing, specifying the nature of Contractor's failure of performance;

16.3 The bankruptcy or insolvency of Contractor, a transfer in fraud of creditors, an assignment for the benefit of creditors or an execution issued against any property of Contractor used in connection with or which is the subject of the Contract, or the appointment…