25-0013 RFP Water Quality Facility Maint..pdf

Business Services Procurement and Contracting

1260 NW Waterhouse Ave Beaverton, OR 97006

REQUEST FOR PROPOSALS

Solicitation No: 25-0013

For the Provision of

Water Quality Facility Maintenance and Repair Services

RFP Closing (Due Date & Time):

January 22, 2026 at 2:00PM Pacific Time

Issued by:

Beaverton School District 48J 1260 NW Waterhouse Ave Beaverton, Oregon 97006

December 10, 2025

SECTION I – INTRODUCTION

Solicitation No: RFP 25-0013

Water Quality Facility Maintenance and Repair Services

REQUEST FOR PROPOSAL (RFP)

Solicitation No: RFP 25-0013

Summary

The purpose of this Request for Proposals (Solicitation) is to obtain competitive Proposals from qualified Proposers interested in the provision of Water Quality Facility Maintenance and Repair Services.

Interested Proposers must submit a Proposal pursuant to the provisions of this Solicitation to oregonbuys.gov NOT LATER THAN:

SOLICITATION DUE DATE AND TIME (CLOSING):

January 22, 2026 at 2:00PM Pacific Time

No public opening will occur. Proposals will be opened and recorded. The number of Proposals received, the identity of Proposers, or the contents of any proposal will not be disclosed to the public until all proposals have been evaluated, negotiations completed if required, and a recommendation for Award has been published.

Proposers are solely responsible for ensuring that the Beaverton School District receives its Proposal.

LATE PROPOSALS WILL NOT BE ACCEPTED.

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

All questions and comments regarding this solicitation must be directed ONLY BY EMAIL to:

contracts@beaverton.k12.or.us

PROPOSALS MUST BE PURSUANT TO THE PROVISIONS OF THIS SOLICITATION.

THE DISTRICT MAY REJECT ANY PROPOSAL NOT IN COMPLIANCE WITH ALL PRESCRIBED

REQUIREMENTS

RFP 25-0013

Type text here

Water Quality Facility Maintenance and Repair Services

RFP 25-0013

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 (BSD). The term “Proposer” means the person or firm that submits a Proposal in response to this Solicitation. The term “Proposal” or “Offer” means a written response to provide Goods or Services in response to this Solicitation. “Closing” means the date and time specified in the Solicitation as the deadline for submitting Proposals. “Contractor” or “Supplier” means the firm awarded a Contract as a result of this Solicitation.

3. SOLICITATION REVIEW:

Proposers 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 QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST in Section III, protests or appeals based on such defects, ambiguities, omissions or errors received after issuance of the Notice of Intent to Award (NOI) 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 4,500 employees. The District is responsible for educating approximately 37,500 students in kindergarten through grade 12 at thirty-four (34) Elementary Schools, nine (9) Middle Schools, six (6) High Schools, and five (5) Option Schools, and nineteen (19) option programs.

c. Potential work is to be performed on an as needed basis, or as otherwise directed, at these sites and any future properties or interests of the District. Work or portions of the Work may also be performed elsewhere.

5. SCOPE OF WORK:

The purpose of this solicitation is to establish a Master (On-Call) Contract for the services of qualified Contractors to bring the Beaverton School Districts Water Quality Facilities (WQF) up to Authorities Having Jurisdiction (“AHJ”) – either Clean Water Services or City of Beaverton – and District standards within a period of 12 months. The District intends to annually purchase the services needed to bring its WQFs up to standards, as well as other needed services. The District provides no guarantee of quantity or frequency of orders placed under the Master Contract Awarded under this Solicitation. ATTACHMENT H indicates the District’s existing, known WQFs. The Contract awarded under this Solicitation may be used to provide services per ATTACHMENTS G and J, for any WQFs indicated on ATTACHMENT H.

6. CONTRACT:

The successful Proposer, selected by the District, will receive a Master Trade Services Contract. A sample is enclosed herein (see ATTACHMENT I).

a. Proposers 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 Contractor 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.

Water Quality Facility Maintenance and Repair Services

RFP 25-0013

c. The District may, at its sole discretion, negotiate any contract terms suggested in Proposals and/or any other contract terms it finds to be in its best interest to negotiate. The forgoing does not limit the District’s right to terminate contract negotiations as provided under applicable rules/laws.

d. Individual Project Work Authorizations (PWAs) 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 selected Proposer will be issued a Contract effective July 1, 2026, through June 30, 2027.

b. The District may, at its option, elect to extend the Contract for a additional one (1) year terms.

c. The District may elect to extend the Contract for a total of four(4) one (1) year terms. In no event will the contract be extended beyond June 30, 2031.

d. The Supplier's Pricing and Rates must remain firm for one (1) year and through June 30 of each contract period, when extended.

e. Any annual price increases hereunder 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 can demonstrate that such increases are due to actual cost increases/industry-specific market conditions.

9. CONTRACT ADMINISTRATOR:

The Contract Administrator for this Master Contract will be the Purchasing Manager, or designee.

10. DISTRICT REPRESENTATIVE:

The District Representative for the project is the District Representative whom represents the District’s interests but shall not have authority to bind the District on matters related to the Contract.

11. 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 Proposer information only. The District reserves the right to deviate from this schedule.

Solicitation Milestone Deadline for Questions Submit Proposals Interviews (if required)

Completion Date January 5, 2026 at Noon Pacific Time January 22, 2026 at 2:00PM Pacific Time February 17, 2026

12. CONTACT DURING SOLICITATION:

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

b. Point of Contact: Communications may be routed through contracts@beaverton.k12.or.us during the RFP process. While email communications are preferred. No other points of contact are authorized.

c. 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 RFP. This prohibition includes, but is not limited to, any attempts to influence or contact members of the evaluation team. Such conduct by the Proposer may result in the rejection of the proposal.

SECTION II – INSTRUCTIONS TO PROPOSERS

Water Quality Facility Maintenance and Repair Services

1. FORMAL SELECTION PROCEDURE: Pursuant to OAR 137-047-0260

The District may procure Goods or Services by competitive sealed Proposals as set forth in ORS 279B.060.

2. PRE-PROPOSAL CONFERENCE: Pursuant to OAR 137-047-0420 (optional)

a. Purpose. The District may hold pre-Proposal conferences with prospective Proposers prior to Closing, to explain the procurement requirements, obtain information, and/or to conduct site inspections.

b. Required Attendance. If the District’s Pre-Proposal conference is mandatory (as indicated on the

Summary Page) a Proposal submitted by a Proposer who did not attend the mandatory pre-Proposal conference will be rejected.

c. Statements Not Binding. Statements made by the District's representative at the Pre-Proposal conference do not change the Solicitation Document unless the District confirms such statements with a Written Addendum.

3. PROPOSALS ARE OFFERS: Pursuant to OAR 137-047-0310 A Proposal submitted in response to this Solicitation is the Proposer’s offer to enter into a Contract.

a. By signing and submitting a Proposal, the Proposer acknowledges it has read, understands and agrees to be bound by the terms and conditions contained in this Solicitation.

b. The Proposal is a "firm offer," and must be held open by the Proposer for the District's acceptance for sixty (60) days.

c. The District's Award of a Contract constitutes acceptance of the Proposal and binds the Proposer to the

Contract.

d. The Proposer must not make its Proposal contingent upon the District's acceptance of any terms or conditions (including Specifications) other than those contained in this Solicitation.

4. PROPOSAL PREPARATION: Pursuant to OAR 137-047-0400 A Proposer must sign and submit its Proposal in accordance with the instructions set forth in this Solicitation. Failure to submit Proposals in accordance with the provisions of this Solicitation will be grounds to declare the Proposal as non-Responsive. Proposers must:

a. Submit a complete Proposal (a Proposal that meets all requirements of this Solicitation);

b. Provide the District with all required and requested documents and descriptive literature;

c. Initial any corrections or erasures to their Proposal prior to Closing;

d. Identify (on the Proposer Certification) whether the Proposer is/is not a "resident Proposer”, as defined in ORS 279A.120(1);

e. Provide (on the Proposer Certification) certification of nondiscrimination in obtaining any required subcontractors in accordance with ORS 279A.110(4); and

f. Provide (on the Proposer Certification) Written acknowledgment of receipt of all Addenda.

5. PROPOSAL SUBMISSION: Pursuant to OAR 137-047-0410

a. To ensure proper identification and handling, Proposals must be submitted appropriately marked with the Proposer’s name and the Solicitation number clearly legible in large block numbers. Proposals must submitted to oregonbuys.gov. Facsimile and hard copy Proposals will not be accepted.

b. The District is not responsible for Proposals submitted in any manner, format or to any delivery point other than as required in this Solicitation.

c. Proposers are solely responsible for ensuring that the District receives their Proposal at the required delivery point prior to Closing.

Water Quality Facility Maintenance and Repair Services

6. ADDENDA: Pursuant to OAR 137-047-0430

a. Issuance; Receipt. The District may change this Solicitation only by Written Addenda. A Proposer must provide written acknowledgement of receipt of all issued Addenda in the space provided on the Proposer Certification.

b. Notice and Distribution. The District will publish notice of any and all Addenda on the Oregon Buys website. Addenda may be downloaded from the Oregon Buys website. It is the Proposers’ responsibility to inquire about Addenda. Proposers should frequently check the Oregon Buys website until the Solicitation Closing (due date and time) about any Addenda issued, i.e., at least once weekly until the week of Closing and at least once daily the week of the Closing.

c. Timelines; Extensions. The District will issue Addenda within a reasonable time to allow prospective Proposers to consider the Addenda in preparing their Proposal. The District may extend the Closing if the District determines prospective Proposers need additional time to review and respond to Addenda.

Except to the extent required by public interest, the District will not issue Addenda less than 72 hours before the Closing unless the Addendum also extends the Closing.

d. Request for Change or Protest. Unless a different deadline is set forth in the Addendum, a Proposer may submit a Written request for change or protest to the Addendum, as provided in OAR 137-047- 0730, by the close of the District's next business day after issuance of the Addendum, or up to the last day allowed to submit a request for change or protest under OAR 137-047-0730, whichever date is later.

If the date established in the previous sentence falls after the deadline for receiving protests to the Solicitation Document in accordance with OAR 137-047-0730, then the District may consider a Proposer’s request for change or protest to the Addendum only, and the District will not consider a request for change or protest to matters not added or modified by the Addendum.

7. QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST:

Proposers may request changes or clarifications to, or protest, any provision, specification or Contract term contained in this Solicitation:

a. Questions, Clarifications, Changes. All questions regarding this Solicitation must reference the

Solicitation number and must be submitted in writing via e-mail to the attention of the person indicated on the Summary page of this Solicitation. No oral questions will be accepted other than at the pre- Proposal conference (if any). Questions received by the District prior to deadline will be answered in written addenda.

b. Protest. Pursuant to OAR 137-047-0730, a prospective Proposer may protest the Procurement Process or the Solicitation Document for a Contract solicited under ORS 279B.060 as set forth in ORS 279B.405.

Written protests must include:

i. A detailed statement of the legal and factual grounds for the change, clarification, or protest;

ii. A description of the resulting prejudice to the Proposer; and

iii. A statement of the form of relief requested or any proposed changes to the Solicitation provisions, specifications, or contract terms and conditions.

Written protests must be clearly marked with the Solicitation number and submitted in writing to the Purchasing Manager by email to contracts@beaverton.k12.or.us, hand delivered or mailed to the attention of Purchasing at 1260 NW Waterhouse Avenue, Beaverton, OR 97006.

c. Deadline. Questions, changes, clarifications, or protests must be received by the District by noon Pacific Time not later than ten (10) calendar days prior to the date Proposals are due, or as stated in Section I SOLICITATION SCHEDULE. The District will not consider any protest or request for change that is submitted after the submission deadline.

d. Response. Responses to questions/clarifications and notice of the District’s protest determination will be provided in written addenda pursuant to ADDENDA above. The District’s response to a Proposer, whether orally or in Writing, does not change the Solicitation and is not binding on the District unless the District amends the Solicitation by written Addendum.

Water Quality Facility Maintenance and Repair Services

e. Protesters must exhaust all administrative remedies before seeking judicial review.

8. PRE-CLOSING MODIFICATION OR WITHDRAWAL OF PROPOSALS: Pursuant to OAR 137-47-0440 A Proposer may modify or withdraw its Proposal in Writing only prior to Closing. Modification or withdrawal must:

a. Be clearly marked “Proposal Modification” or “Proposal Withdrawal” and marked and delivered as described in PROPOSAL SUBMISSION above;

b. Include the Proposer's statement that the modification amends and supersedes the prior Proposal;

Proposers are responsible for ensuring that the District receives its modification or withdrawal.

Modifications and/or withdrawals must be prepared and submitted on the Proposer's letterhead, signed by an authorized representative of the Proposer.

9. RECEIPT, OPENING, AND RECORDING OF PROPOSALS: Pursuant to OAR 137-47-0450

a. Oregon Buys will electronically time-stamp each Proposal and any modification upon receipt.

b. The District will not be responsible for the premature opening or failure to open a Proposal that is not properly addressed and/or identified.

c. Proposals will be opened and recorded. The number of Proposals received, the identity of Proposers, or the contents of any Proposal will not be disclosed to the public until all Proposals have been evaluated, negotiations completed if required, and a recommendation for Award has been published.

10. LATE PROPOSALS, LATE WITHDRAWALS, AND LATE MODIFICATIONS: Pursuant to OAR 137-47-0460 Any Proposal received after Closing is late. A Proposer’s request for withdrawal or modification of a Proposal received after Closing is late. The District will not consider late Proposals, withdrawals or modifications except as permitted in MISTAKES below. The District reserves the right to consider Proposals that have been delayed or mishandled by the District.

11. MISTAKES: Pursuant to OAR 137-47-0470 To protect the integrity of the competitive Procurement process and to assure fair treatment of Proposers, the District will carefully consider whether to permit waiver, correction or withdrawal of Proposals for certain mistakes. The District will not allow a Proposer to correct or withdraw a Proposal for an error in judgment. If mistakes in a Proposal are discovered after Opening, but before Award of the Contract, the District may take the following action:

a. The District may waive, or permit a Proposer to correct, a minor informality. A minor informality is a matter of form rather than of substance that is evident on the face of the Proposal, or an insignificant mistake that can be waived or corrected without prejudice to other Proposers.

b. The District may correct a clerical error if the error is evident on the face of the Proposal, or other documents submitted with the Proposal, and the Proposer confirms the District's correction in writing.

c. The District may permit a Proposer to withdraw a Proposal based on one or more clerical errors in the Proposal only in accordance with OAR 137-47-0470(2)(c) and (d).

d. The District will reject any Proposal in which a mistake is evident on the face of the Proposal and the intended correct Proposal is not evident or cannot be substantiated from documents accompanying the Proposal.

12. AWARD: Pursuant to OAR 137-47-0600

a. Award in part or in whole is contingent upon available funding. In the event adequate funds are not appropriated and allocated by the School Board, the District reserves the right to cancel any Solicitation at no penalty.

Water Quality Facility Maintenance and Repair Services

b. If awarded, the District will award a Master Price Agreement to the Responsible Proposer(s) that submitted the most advantageous responsive Proposal(s), and that meets the minimum requirements of this Solicitation.

c. The District may award by item, groups of items or the entire Proposal.

d. The District may Award multiple Contracts if beneficial to the District for adequate availability, delivery, service, competition, pricing, product capabilities, or other factors deemed significant by the District.

This notice of Multiple Awards does not preclude the District from awarding a single Contract.

e. The District may award a Contract for parts of the Solicitation for which acceptable Proposals have been received.

f. The District may award all or none Offers if the evaluation shows an all or none Award to be the most Advantageous or in the best interest of the District.

g. The District may reject all or part of Proposals and may issue a new Solicitation on the same or revised terms, conditions and Specifications.

h. When Proposals are identical the District must Award the contract Pursuant to OAR 137-046-0300.

13. NOTICE OF INTENT TO AWARD: Pursuant to OAR 137-047-0610 The District will provide a written Notice of Intent to Award (NOI) to all Proposers at least seven (7) calendar days before the Award of a Contract, unless the District determines that circumstances require prompt execution of the Contract. The District's Award will not be final until the later of the following:

a. SEVEN (7) calendar days after the date of the NOI, or

b. Until the District provides written response(s) to all timely filed protest(s) denying the protest(s) and affirming the Award.

14. PROPOSAL REJECTION. Pursuant to OAR 137-047-0640 and OAR 137-047-0650

a. The District may reject any Proposal as set forth in ORS 279B.100:

i. When the rejection is in the best interest of the District.

ii. When the Proposal is contingent upon the District's acceptance of terms and conditions (including

Specifications) that differ from the Solicitation.

iii. When the Proposal takes exception to terms and conditions (including Specifications) set forth in the Solicitation.

iv. That attempts to prevent public disclosure of matters in contravention of the terms and conditions of the Solicitation or applicable law.

v. That fails to meet the Specifications of the Solicitation.

vi. That is submitted late.

vii. Not in substantial compliance with the Solicitation or with all prescribed public procurement procedures.

viii. Not in compliance with ORS 279B.120, 279B.130, OAR 137-046-0210(3), 279A.105, ORS 279A.110(4).

ix. When the Proposer is not Responsible pursuant to ORS 279B.110.

b. The District may reject all Proposals as set forth in ORS 279B.100. The District will notify all Proposers of the rejection, along with the reasons for rejection. Proposals may be rejected based upon the following criteria:

i. The content of or an error in the Solicitation or the Procurement Process unnecessarily restricted competition for the Contract.

ii. The price, quality or performance presented by the Proposers are too costly or of insufficient quality to justify acceptance of any Proposal.

iii. Misconduct, error, or ambiguous or misleading provisions in the Solicitation threaten the fairness and integrity of the competitive process.

Water Quality Facility Maintenance and Repair Services

iv. Causes other than legitimate market forces threaten the integrity of the competitive process, such as collusion, corruption, unlawful anti-competitive conduct, and/or inadvertent or intentional errors in the Solicitation.

v. The District cancels the Solicitation in accordance with OAR 137-047-0660.

vi. Any other circumstance indicating that awarding the Contract would not be in the public interest.

15. SOLICITATION CANCELLATION: Pursuant to OAR 137-047-0660 The District may cancel, delay or suspend a solicitation, or reject all Proposals, in accordance with ORS 279B.100 when it is in the best interest of the District as determined by the District. In the event of any such cancellation, delay, suspension or rejection, the District is not liable to any Proposer for any loss or expense caused by or resulting from any such cancellation, delay, suspension or rejection.

16. PROPOSAL COSTS:

Proposers responding to solicitations are responsible for all costs they may incur in connection with submitting Proposals.

17. CONTRACT AWARD PROTEST: Pursuant to OAR 137-047-0740

a. Proposers may protest the Award of a Contract, or the intent to Award a Contract if the conditions set forth in ORS 279B.410(1) are satisfied. Proposers must deliver a written protest to the District within seven (7) Days after the issuance of the NOI.

b. The Proposer’s protest must be in writing and must specify the grounds for the protest to be considered by the District pursuant to ORS 279B.410(2). A protest must be submitted to the Purchasing Manager and may be e-mailed to contracts@beaverton.k12.or.us, or hand delivered or mailed to 1260 NW Waterhouse Avenue, Beaverton, OR 97006. The Proposer is responsible for ensuring the District receives the protest.

c. The District will not consider any protest that is submitted after the submission deadline.

d. Resolution of Protests. The District’s Purchasing Manager will settle or resolve a written protest submitted in accordance with the requirements of this Rule and will issue a written decision on the protest in a timely manner as set forth in ORS 279B.410(4).

e. Decision. If a protest is not settled, the Superintendent, or designee, has the authority to resolve the protest.

f. Proposers must exhaust all administrative remedies before seeking judicial review. Judicial review of this decision will be in accordance with ORS 279B.415.

g. If the District upholds the protest, in whole or in part, the District may in its sole discretion either Award the Contract to the successful Protestor or cancel the Procurement or Solicitation.

18. ADDITIONAL REQUIREMENTS:

a. The District reserves the right to seek clarifications of submitted Proposals, which may or may not affect the evaluation scoring.

b. The District reserves the right to negotiate a final Contract that is in the best interest of the District.

c. Failure of the District to insist on strict performance will not constitute a waiver of any of the provisions of this Solicitation or resulting Contract or waiver of any other default of the Proposer.

19. CONFIDENTIALITY OF PROPOSALS:

The District is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires the District to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law. The District may withhold from disclosure confidential information pursuant to ORS 192.501 or 192.502.

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RFP 25-0013

a. The District will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedures and limitations.

i. All pages containing the records exempt from disclosure must be marked “confidential” and segregated in the following manner:

A. It must be clearly marked in bold and on each page of the confidential document.

B. It must be kept separate from the other Proposal documents in a separate envelope or package and electronic folder.

C. Where this specification conflicts with other formatting and response instruction specifications, this specification will prevail.

D. Where such conflict (in C. above) occurs, the Proposer is instructed to respond with the following: “Refer to confidential information enclosed.” This statement “Refer to confidential information enclosed.” must be inserted in the place where the requested information was to have been placed.

b. Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and the reasons why the public interest would be served by the confidentiality. The entire Proposal must not be marked confidential. Should a Proposal be submitted in this manner, no portion of it will be held as confidential unless that portion is segregated in the above manner and meets the above criteria.

c. Notwithstanding the above procedures, the District reserves the right to disclose information that the District determines, in its sole discretion, is not exempt from disclosure or that the District is directed to disclose by the District Attorney or a court of competent jurisdiction. Prior to disclosing such information, the District will notify the Proposer. If the Proposer disagrees with the District decision, the District may, but is not required to, enter into an agreement not to disclose the information so long as the Proposer bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals, necessary to defend or support a no-disclosure decision.

SECTION III – SCOPE OF WORK

Water Quality Facility Maintenance and Repair Services

RFP 25-0013

1. PURPOSE AND INTRODUCTION:

The District is soliciting Proposals from qualified and experience providers to deliver services of qualified Contractors to bring the Beaverton School Districts Water Quality Facilities up to Authorities Having Jurisdiction (AHJ) and District standards.

2. SCOPE OF WORK:

The District is seeking the services of qualified Contractors to bring the Beaverton School Districts Water Quality Facilities up to Authorities Having Jurisdiction (AHJ) and District standards within a period of 12 months. Monthly inspection to be done between November and June with documentation at each site.

During the summer months, services will include trimming and pruning of trees as needed to maintain a high canopy. From April to October, services to remove invasive species and trim extra brush debris and growth from all shrubs in order to leave it in a natural looking state as much as possible. Trim trees, as needed, to maintain the health of the trees and provide visual clearance.

a. Contractor is responsible for the orderly progress and proper execution and completion of the Work. Contractor is responsible, whether temporary or permanent, materials, equipment, labor and subcontractors, transportation, construction equipment and machinery, tools, and other facilities and incidentals.

a. Contractor shall obtain the required permit(s) if any are required. The cost for the permit(s) may be passed to the District at cost (no markup shall be accepted).

b. Contactor shall not have any public or private interest and shall not acquire directly or indirectly any such interest which conflicts in any manner with the performance of its services under this Contract.

c. Contractor shall employ only persons duly licensed by the State of Oregon to perform the Work required under this Contract for which applicable Oregon Law requires a license, including Pesticide Applicators license for pesticide applications. Currently, the BSD Integrated Pest Management (IPM) plan does not allow for pesticide applications in any Water Quality Facility sites, unless BSD IPM declares an emergency. Contractor must get declared emergency approval from BSD IPM Coordinator. Contractor must follow all Oregon IPM rules before and during any emergency pesticide application.

d. The District provides no guarantee of work. The Award of a contract does not prevent the District from obtaining the services of another Contractor for any other project if the District so desires and/or is in the public interest to do so.

3. DESCRIPTION OF SERVICES:

A. Services Required

Services shall include, but are not limited to:

a. Replanting of plant species approved by Beaverton School District and AHJ with a grow-in period of one (1) year. Contractor to warranty new plantings for one (1) year.

b. Inspect and document the condition of the Water Quality Facility and report recommended maintenance to District Representative.

c. Inspect Water Quality Facility for general condition and accessibility.

d. Remove invasive species and dead, dying and/or diseased plans.

i. Invasive species may need to be removed by hand and removal of entire root system is preferred.

e. Trim and prune trees and brush

f. Perform monthly site visits documenting the condition of the water quality facility. Provide original report to District representative and a copy of report to remain on site in the front office.

g. Compile a complete report of inspection. Explain all deficiencies and recommend corrective action.

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h. Make or cause (by subcontract) all necessary repairs as directed by the District Representative.

B. TIMING AND RATES:

a. No premium shall be paid for work performed after regular business hours (7:00 AM – 4:00

PM PST); except for work pursuant to “hours of labor – ORS 279C.520”. The Contractor shall adjust its worker schedules to accomplish the work around a particular site’s schedule so that no premium time will be paid. For example, the Contractor may be required to schedule workers to begin work on a project at a school when no students are present (starting at 3:30 PM PST and stopping work for the day at 11:00 PM PST); the workers on this project will be paid regular rates for this time, as if it were their regular work-day.

b. Contractor shall work closely with the District Representative. Contractor to provide tentative schedule of site visits to District Representative no less than 48 hours prior to arriving to site.

Contractor must check in with school’s front office staff prior to beginning work.

C. TRAVEL TIME & MILEAGE:

All labor shall be billed from the time Contractor personnel arrives at the work project job site to the time the Contractor personnel departs the job site. The District shall not accept nor authorize payment for travel time or mileage expenses of Contractor’s personnel to any of the District sites.

Billable time shall be for service work performed only.

D. EMERGENCY PROJECTS:

Where emergency response is required:

a. The maximum response time shall not exceed five business days from time of initial notification.

b. The Contractor shall receive an authorization to proceed from the District Representative.

c. The Contractor shall submit a cost estimate within four (4) business days of the initial notification and shall be based on the unit pricing contained in the contract.

E. ESTIMATED QUANTITIES:

a. Per the Water Quality Facility Site List - Attachment H.

b. Quantities are not guaranteed. The District may add to or delete from this list at the sole discretion of the District.

F. COST REDUCTION:

a. Contractor shall aid the District, with its expertise, in methods of cost reduction. Contractors shall suggest ways in which costs can be reduced by product substitution, process modification or other means.

b. The decision to follow the suggestion(s) shall be at the sole discretion of the District Representative for this contract.

4. ADDITIONAL INFORMATION

a. Background Checks. All personnel on-site will be required to be badged and must be subject to a background check per District Standards. See sample Contract attached to this Solicitation.

b. Contractor must employ only persons duly licensed by the State of Oregon to perform the Work required under this Contract for which applicable Oregon Law requires a license.

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RFP 25-0013

5. WORK PROJECT SELECTION/PROCEDURE

During the contract period individual Work Projects will arise on an as needed basis. The District Representative, or designee, will follow these procedures to release Work Projects.

a. QUOTES. The Contractor shall use the Pricing proposed herein to complete a quote sheet (sample herein as Attachment G/J):

i. The District Representative will fax or email a project scope of work to the Contractor.

ii. The Contractor shall provide a price quote using the contract Price Schedule

iii. The Contractor will receive a Project Work Authorization (see Attachment K) as notice to proceed.

b. SITE VISIT: Prior to start of any project, Contractor shall visit the jobsite to verify all conditions, with prior approval of the Representative.

c. SCHEDULING OF WORK: Contractor shall cooperate with School officials in performing work so that interference with the normal program will be held to a minimum.

ATTACHMENTS:

A Proposer Certification B Independent Contractor Determination Statement C Affidavit of Non-Collusion D Non-Conflict of Interest E Proposer Responsibility Form F Proposer References G Price Schedule H Water Quality Facility Inventory List- 2025 I Sample Master Trade Service Contract J Sample Request for Quote K Sample Project Work Authorization/Task Order

COMPLETE AND RETURN:

The following attachments are to be completed and returned with the Offer:

A. PROPOSER CERTIFICATION

B. INDEPENDENT CONTRACTOR DETERMINATION STATEMENT

C. AFFADAVIT OF NON-COLLUSION

D. NON-CONFLICT OF INTEREST FORM

E. PROPOSER RESPONSIBILITY FORM

F. PROPOSER REFERENCES

G. PRICE SCHEDULE

DO NOT RETURN:

The following attachments are NOT to be returned with Offer:

H. WATER QUALITY FACILITY INVENTORY LIST 2025

I. SAMPLE MASTER TRADE SERVICE CONTRACT

J. SAMPLE REQUEST FOR QUOTE

K. SAMPLE PROJECT WORK AUTHORIZATION/TASK ORDER

SECTION IV – RESPONSE AND EVALTUATION

Water Quality Facility Maintenance and Repair Services

RFP 25-0013

1. INTRODUCTION:

2. This section outlines the requirements for the submission of Proposals in response to this Solicitation. The purpose of this format is to ensure uniformity across submissions and to facilitate a clear and equitable evaluation process. Failure to provide all required information may result in rejection of the Proposal.

3. PAGE LIMIT AND PROPOSAL FORMAT:

A Proposer’s submitted Proposal:

a. Proposals must be submitted in searchable MS Word or PDF format to oregonbuys.gov. Any spreadsheet attachments may be submitted in MS Excel format. Elaborate artwork visuals or promotional brochures beyond what is necessary to present a complete Proposal are not desired.

b. The recommended page limit is 20 digital pages, excluding Attachments A through G.

c. Proposals must be organized in the order outlined in Section 5. DETAILED PROPOSAL CONTENT

REQUIREMENTS.

4. PROPOSAL CONTENT REQUIREMENTS:

a. Proposals must include all documents and information in the Proposal Submission Checklist.

b. Proposers should provide detailed information that clearly demonstrates the Proposer’s capabilities, qualifications, and experience in delivering the services described in this Solicitation. Proposal must be self-contained; do not assume the District has prior knowledge of the Proposer or its past performance.

c. Quality of proposal: The proposal must be responsive to all Solicitation requirements, terms and conditions, and should be presented in a format that is clear, concise, well-organized and professional.

5. DETAILED PROPOSAL CONTENT REQUIREMENTS:

A. INSURANCE REQUIREMENT. (Pass/Fail)

(i) Provide a statement of agreement to the insurance clause in the sample Master Trade

Services Contract (Attachment I, Exhibit A 19. ).

B. EXPERIENCE & QUALIFICATIONS. (30 Points Possible)

(i) Describe and detail previous experience related to Water Quality Facility recovery and maintenance for organizations of similar size and scope to the District.

(1) Describe the proposer’s responsibilities and the scope of work for two (2) projects similar to this solicitation. School Districts of like-size and scope shall be preferred.

(a) Provide the client’s name, telephone number and email address for each of these two (2) projects.

(b) If no experience with a school district, provide information for a project, of similar size and scope, and identify the similarities to the District’s solicitation.

(ii) Provide details of required, current certifications and obtained of all staff who will be assigned to provide inspection, maintenance and repair services under this contract.

(iii)Provide a brief narrative of the Proposer's history and capabilities.

(iv) Prior Contract Performance. If the Proposer has had a contract terminated for default during the past five (5) years, all such incidents must be described. Termination for default is defined as notice to stop performance due to the Proposer’s non-performance or poor performance and the issue was either: (a) not litigated; or (b) litigated and such litigation determined the Proposer to be in default.

Water Quality Facility Maintenance and Repair Services

RFP 25-0013

(1) Submit full details of all terminations for default experienced by the Proposer in the past five (5) years including the other party’s name, address and telephone number. Present the Proposer’s position on the matter. The District will evaluate the facts and may, at its sole discretion, reject the Proposer’s proposal if the facts discovered indicate that completion of a contract resulting from this solicitation may be jeopardized by selection of the Proposer.

(2) If the Proposer has experienced no such terminations for default in the past five (5) years, so declare.

C. REFERENCES. (Pass/Fail)

(i) Provide five (5) professional references from projects similar to the size and scope of this solicitation.

(1) Provide the client’s name, telephone number and email address for each of these five

(5) projects.

(a) Two of the references may be the same as provided in Experience and Qualifications

(item B, (i), (1) above).

(b) These references may also be the same as provided in the references list of four (4) provided on the Proposal Responsibility Form (see Attachment E).

(2) Beaverton School District shall not be included as one of these five (5) required references.

(ii) The District reserves the right to eliminate from contract award consideration of any

Proposer who receives an unfavorable report from a proposer-identified customer reference.

(iii) The District reserves the right to investigate and consider references submitted by the Proposer, including customers other than those listed in the Proposer’s submission, and Beaverton School District experience.

(iv) The references provided will be contacted to establish, but not limited to, the level of Proposer’s customer service and ability to respond to the needs of its clients in a timely manner.

D. KEY PERSONNEL. (10 Points Possible)

(i) Name of the person who will be in direct charge of work and will serve as the assigned

Supervisor for the work performed under this contract. Include a description of their relevant qualifications and experience, including the length of time in this position and relevant degrees, certifications, and licenses.

(1) Provide their office phone, cell phone, email address and hours of availability.

(ii) List all other key individuals who will serve under this contract. Describe the relevant qualifications and experience of each individual.

(iii) Provide details of the Proposer's standards for staff training.

(iv) Provide details of the Proposer’s ability to employ additional staff for large projects and/or short timelines.

(v) Name the principal individuals of your company, their current job title, the total years of experience in the Water Quality Facility Maintenance or related industry and their current primary responsibility for your company.

E. APPROACH AND OPERATIONS. (40 Points Possible)

(i) Describe in detail how the services will be provided. Address each item in the Statement of

Work section. Focus on the Proposer’s ability to perform all of the required tasks. Include policy and procedural manuals if available.

(ii) Equipment

(1) Provide a comprehensive list of all relevant equipment available to complete the work and list equipment that the contractor will purchase or rent to accommodate the work

Water Quality Facility Maintenance and Repair Services

RFP 25-0013

on this contract. The contractor shall provide all equipment at no additional charge to the District

F. EMERGENCY RESPONSE. (10 Points Possible)

(i) Describe the Proposer’s procedures for responding to urgent situations, including the ability to respond within five business days of notice.

G. PRICE SCHEDULES. (30 Points Possible)

(i) Use of the provided Price Schedule (Attachment G) is required. Additional notes may be made at the bottom of the form for clarifications by the Proposer, if necessary.

(ii) Pricing shall be applied, for evaluation purposes, to one or more respective “mock” order(s).

The mock order(s) shall not be published herein and shall be applied to all offers. The total of the mock order(s) will be compared between each offer submitted.

(iii) Pricing shall be compared between each proposal and weighted accordingly (lowest price scores the highest, all other higher prices offers are weighted against the lowest offer).

H. QUALITY OF PROPOSAL. (5 Points Possible)

(i) Provide and detail methods to minimize costs and maximized the benefits of your proposed services.

(ii) Provide a proposal that is responsive to solicitation requirements, terms, conditions and provided in a manner that is easily readable, neat, clear, logical, reasonable, and professional.

6. EVALUATION CRITERIA MATRIX:

Each Proposal will be scored by reviewing and evaluating the Proposal content requirements outlined above, to inform the selection of Proposals to recommend for interviews and consideration by the Board. The following table indicates how the total points in the scoring will be assigned by required Proposal item.

Failure to meet minimum requirements for any individual item may disqualify the Proposal regardless of the total points scored for the other items. Each item will be evaluated as follows:

EVALUATION CRITERIA MATRIX Maximum Points Possible

A. Insurance Requirement Pass/Fail

B. Experience & Qualifications 30

C. References Pass/Fail

D. Key Personnel 10

E. Approach and Operations 40

F. Emergency Response 10

G. Price Schedule 30

H. Quality of Proposal 5

PROPOSAL CONTENT SUB-TOTAL 125

INTERVIEW – (If Required)

Interview 25

INTERVIEW SUB-TOTAL 25

COMBINED TOTAL 150

Water Quality Facility Maintenance and Repair Services

RFP 25-0013

7. INTERVIEWS: (if conducted)

a. The evaluation committee may elect to interview Proposers if the evaluation committee considers it necessary or desirable. The top ranked Proposer, or Proposers if the scoring is close, may be invited to interview. If the evaluation committee conducts interviews, the interview process will be used to supplement and clarify the information contained in the proposal.

b. Based upon proposal scoring, as modified by the interview, and the results of reference checks, the Proposers will be given final ranking by the evaluation committee. The final ranking will be provided to the District for a final decision to award a contract.

c. Particular details about the interviews will be issued to those firms invited to interview.

d. The District may request Proposer to provide a live demonstration of Proposer’s work order system.

e. Such interviews and any presentation materials will be at the Proposer’s expense.

8. PROPOSAL EVALUATION:

a. RESPONSIVENESS AND RESPONSIBILITY: The District will utilize the following objective factors to determine if Proposals are Responsive and Proposers are Responsible:

i. RESPONSIBILITY OF PROPOSER (OAR 137-047-0500). Before awarding a Contract, the District shall determine that the Proposer submitting the most Advantageous Proposal is Responsible. The District shall use the standards set forth in ORS 279B.110 and OAR 137-047-0640(1)(c)(F) to determine if a Proposer is Responsible. In the event the District determines a Proposer is not Responsible, it shall prepare a written determination of non-Responsibility as required by ORS 279B.110 and shall reject the Proposal.

b. CONTINGENT PROPOSALS. The Proposer must not make its Proposal contingent upon the District's acceptance of any terms or conditions (including Specifications) other than those contained in this Solicitation.

c. NON RESIDENT PROPOSERS. In determining the most Advantageous Responsible Proposal, the District shall apply the reciprocal preference set forth in ORS 279A.120(2)(b) and OAR 137-046-0310.

d. IDENTICAL PROPOSALS. When one or more Proposals are identical under OAR 137-046-0300, the District shall award a Contract in accordance with the procedures set forth in OAR 137-046-0300.

e. RECYCLED MATERIALS. The District may give preference for Recycled Materials as set forth in ORS 279A.125 and OAR 137-046-0320.

f. CLARIFICATION OF PROPOSALS. After Opening, the District may conduct Discussions with apparent Responsive Proposer(s) for the purpose of clarification and to assure full understanding of the Proposal.

g. NEGOTIATION. The District may only conduct Discussions or Negotiate with Proposers. After Award of the Contract, the District may only modify an awarded Contract in accordance with OAR 137-047-0800.

h. OBJECTIVE CRITERIA. The District may allow, at its discretion, certain other objective evaluation criteria.

Examples of such criteria include but are not limited to conversion costs, transportation cost, volume weighing, trade-in allowances, cash discounts, depreciation allowances, cartage penalties, ownership or lifecycle cost formulas.

9. EVALUATION COMMITTEE: The Proposals will be evaluated by the Evaluation Committee consisting of not less than three (3) knowledgeable individuals (Evaluators) to review and score Proposals according to the evaluation criteria set forth in this Solicitation. The District may assign certain Evaluators to evaluate specific Proposal categories in keeping with the Evaluators’ area of expertise. Working as a Committee or independently (at the discretion of the District) with copies of the written Proposals, the Evaluators will independently assign scores to each Proposal received in accordance with the evaluation criteria defined herein. Evaluators will utilize the criterion (as objectively as possible) to measure the merit of each Proposal received in accordance with the subjective evaluation criteria to determine which Proposals(s) will provide the District with the most advantageous and best overall value. The recommendations of this committee may be made by obtaining at least a majority vote of the committee members and will be final; provided however, that the Purchasing Manager, upon reviewing the evaluation process and associated

Solicitation No: RFP 25-0013

Water Quality Facility Maintenance and Repair Services documentation, may request that the committee reconsider its recommendations or scores, or…