26.15 AGENCYWIDE MSA EMERGENCY MITIGATION RESTORATION DISASTER RECOVERY SERVICES.pdf

REQUEST FOR QUOTE NO: 26-15

Project(s): Agency-Wide Emergency Mitigation, Restoration, & Disaster Recovery Services

Issue Date: 10/2/26

Quotes Due: 10/16/26

MSA Tentative Start Date: 11/1/26

Contact: Rachel Jones, Procurement Manager

Email: RFP@ocdc.net

Phone: 971-224-1086

I. OVERVIEW:

Oregon Child Development Coalition Inc (“OCDC”) is soliciting quotes from qualified Respondents to provide Emergency Mitigation, Restoration, & Disaster Recovery Services for its Head Start Center.

This procurement is funded in whole or in part with federal grant funds and is subject to 2 CFR 200 (Uniform Guidance), including but not limited to procurement standards and required contract provisions. Respondents must comply with all applicable federal, state, and local laws and regulations as a condition of award.

This solicitation is being conducted using small purchase procedures in accordance with 2 CFR §200.320. OCDC intends to obtain price quotations from an adequate number of qualified sources (generally at least two to three Respondents) consistent with these procedures. OCDC encourages participation from small, minority-owned, women-owned, and disadvantaged businesses and will take affirmative steps to ensure such suppliers are considered, in accordance with 2 CFR §200.321.

Award will be made to the responsible Respondent whose quote is determined to be most advantageous to OCDC, considering price and other evaluation factors outlined in this RFQ.

OCDC reserves the right to reject any or all quotes, waive minor informalities, and award in the best interest of the program.

II. BACKGROUND:

OCDC is a private, non-profit organization governed by a volunteer Board of Directors. OCDC was founded in 1971, prompted by collaborative response to a tragic farm accident involving the death of a young child. Prior to this, the care and needs of children of migrant farm workers was incredibly difficult, as their parents were working all day in the fields. The children either accompanied their parents or were left with older siblings for up to 12 hours a day.

Local volunteers in various communities across the state decided to change this intolerable situation by providing childcare. When state and federal funding were sought, these communities banded together and formed a coalition. In the many years that have passed since the organization’s founding, OCDC has evolved into one of the largest early childhood care and education services providers in Oregon, not to mention the state’s 6th largest non-profit organization. Each year the Oregon Child Development Coalition serves over 4,000 children and families across 30 sites in 15 Oregon counties.

Honoring our roots and looking confidently into the future, we remain committed to excellence around providing early childhood care and education opportunities to children and families to promote growth and independence.

III. SCOPE OF WORK/SPECIFICATIONS:

Please provide details on the services/solutions you can offer in response to the following deliverables:

A. Purpose:

The Oregon Child Development Coalition (OCDC) is seeking qualified contractors to provide emergency mitigation, restoration, disaster recovery, and related facility stabilization services under a statewide Master Service Agreement (MSA).

The purpose of this solicitation is to establish a pool of pre-qualified contractors capable of providing emergency response, mitigation, restoration, and recovery services for OCDC-owned, leased, or operated facilities throughout Oregon on an as-needed basis.

OCDC intends to award one or more MSAs to qualified Respondents. Contractors may provide statewide coverage or services within specific geographic regions identified in their response.

Award of an MSA does not guarantee any minimum quantity of work, projects, revenue, or assignments.

B. Service Areas:

• Contractors shall identify the counties and geographic areas in which services can be provided. OCDC facilities are located throughout Oregon, including but not limited to:

o Clackamas County o Hood River County o Jackson County o Jefferson County o Klamath County o Malheur County o Marion County o Morrow County o Multnomah County o Polk County o Umatilla County o Wasco County o Washington County o Yamhill County

C. Contract Term:

The initial contract term shall be one (1) year, with OCDC reserving the option to renew for up to two

(2) additional one-year terms upon mutual agreement.

D. Scope of Services:

The Contractor shall provide emergency response, mitigation, restoration, and recovery services on an as-needed basis, including but not limited to:

• Water Damage Mitigation:

o Emergency water extraction o Structural drying and dehumidification o Moisture mapping and monitoring o Leak investigation o Flood response o Stormwater intrusion mitigation o Emergency plumbing-related water damage response

• Fire and Smoke Damage Restoration:

o Emergency response following fire incidents o Smoke and soot removal o Odor remediation o Content cleaning and restoration o Structural cleaning and stabilization o Temporary facility protection

• Storm and Natural Disaster Response:

o Wind damage mitigation o Emergency roof tarping o Board-up services o Debris removal o Site stabilization o Weather-related emergency repairs o Support for continuity of operations

• Environmental Remediation o Mold mitigation and remediation o Sewage backup cleanup o Biohazard cleanup (as legally authorized) o Hazardous materials coordination with applicable licensed specialists

• Emergency Stabilization Services o Temporary fencing o Temporary barriers o Emergency security measures o Structural shoring (when applicable) o Emergency demolition of unsafe materials o Site safety measures

• Building Recovery Services o Restoration of affected building materials o Drywall replacement o Flooring replacement o Painting and finishing o Carpentry repairs o Ceiling repairs

• Insurance and Claims Support o Detailed scope development o Damage documentation o Coordination with OCDC, insurance carriers, adjusters, consultants, landlords, and other stakeholders, as applicable o Cost estimating and supporting documentation o Progress reporting and claim support documentation

IV. EMERGENCY RESPONSE REQUIREMENTS:

The Contractor shall maintain the personnel, equipment, and resources necessary to provide emergency response services twenty-four (24) hours per day, seven (7) days per week, including holidays.

At a minimum, the Contractor shall provide:

• A dedicated emergency response phone number

• Twenty-four (24) hour emergency dispatch capability

• Initial telephone response within one (1) hour of notification

• Mobilization of qualified personnel and equipment immediately upon authorization to proceed

• Estimated on-site response times by service area, including metropolitan, rural, and remote locations, as applicable

• Identification of any factors, limitations, conditions, or circumstances that may impact response times or service availability

V. PROJECT DELIVERABLES:

For each emergency response or restoration project, the Contractor shall provide:

A. Initial Assessment

• Preliminary damage assessment

• Immediate stabilization recommendations

• Safety concerns and hazard identification

• Estimated scope of emergency work

B. Project Documentation

• Photographic documentation of damage

• Daily activity logs during emergency response phase

• Moisture readings and monitoring reports, when applicable

• Environmental testing results, when applicable

• Updated cost estimates and schedules

C. Project Completion Documentation

• Final completion report

• Restoration summary

• Warranties, guarantees, and manufacturer documentation

• Before-and-after photographs

• Final invoice with supporting details

VI. CONTRACTOR QUALIFICATIONS:

Contractors shall demonstrate the following minimum qualifications:

• Experience providing emergency mitigation and restoration services for commercial, educational, governmental, healthcare, or childcare facilities

• Availability of trained emergency response personnel

• Appropriate licensing required under Oregon law

• Compliance with OSHA regulations and applicable workplace safety standards

• Insurance coverage meeting OCDC contract requirements

• Experience working with insurance claims and disaster recovery projects

• Preferred qualifications include:

o IICRC certifications or equivalent industry certifications o Mold remediation certifications o Water damage restoration certifications o Fire and smoke restoration certifications o Environmental remediation experience o Experience serving Head Start, schools, public agencies, or nonprofit organizations

VII. HEALTH, SAFETY, AND REGULATORY COMPLIANCE:

The Contractor shall:

• Comply with all applicable federal, state, and local laws, regulations, and building codes

• Maintain all required licenses, certifications, and permits

• Follow OSHA safety requirements

• Implement hazard communication and site safety procedures

• Utilize containment methods necessary to protect occupants and prevent cross-contamination

• Follow all applicable environmental disposal requirements

• Coordinate site-specific safety measures when facilities remain occupied

• Utilize methods and materials appropriate for educational and childcare environments whenever practical

VIII. PRICING REQUIREMENTS:

• Contractor shall disclose any minimum service charges, emergency call-out fees, trip charges, or other fees that may apply

• Provide a detailed pricing schedule, including:

o Labor Rates Emergency response labor Regular labor rates Overtime labor rates Holiday labor rates Supervisory personnel rates Specialized technician rates o Equipment Rates Dehumidifiers Air movers HEPA filtration equipment Extraction equipment Temporary generators Temporary fencing Other emergency response equipment o Materials and Consumables Restoration materials Containment materials Cleaning supplies Personal protective equipment o Markups Subcontractor markup Materials markup Equipment markup o Travel and Mobilization Costs Contractor shall clearly identify any mobilization, travel, mileage, lodging, or specialty response charges

IX. QUOTE REQUIREMENTS:

To be considered for evaluation, Quotes must contain each of the following elements:

A. Company Information:

• Legal business name

• Business address

• Primary contact information

• Number of locations of offices, warehouses, staging facilities, and response teams available to support OCDC locations

• Counties and geographic regions served

• Description of equipment and resources available within proposed service areas

• Identification of any certified Small Business, Minority-Owned Business Enterprise (MBE), Woman-Owned Business Enterprise (WBE), Veteran-Owned Business, or Emerging Small Business certifications, as applicable

B. Technical Approach:

• Emergency response process

• Resource availability

• Disaster recovery methodology

• Quality control procedures

• Proposed on-site response times by service area (metropolitan, rural, and remote locations, as applicable)

• Emergency dispatch procedures and response capabilities

• Description of factors that may impact response times

C. Experience and Past Performance:

• Experience with similar facilities (schools, childcare centers, public agencies)

• Experience working with insurance claims

• 2-3 references with contact information

D. Staffing and Qualifications:

• Staffing qualifications, training, and certifications (e.g., OSHA)

• Background screening procedures

• Staff retention and continuity plan

• Copies of applicable licenses, certifications, and permits

• OSHA training and safety program information

• Evidence of applicable insurance coverage

E. Cost Proposal:

• Completed pricing schedule

• Hourly labor rates

• Equipment rates

• Applicable markups

F. Value-Added Services:

• Additional emergency response capabilities

• Specialized equipment

• Preventive planning support

• Disaster preparedness consultation services

X. EVALUATION CRITERIA

OCDC will evaluate proposals using a best-value approach in accordance with OCDC procurement policies and applicable federal grant requirements. OCDC will perform a cost or price analysis to determine that proposed pricing is fair and reasonable in accordance with 2 CFR §200.324.

OCDC reserves the right to determine whether a Respondent meets the minimum qualifications identified in Section IV prior to conducting a scored evaluation. Respondents that do not meet the minimum qualifications may be deemed non-responsive and removed from further consideration.

Evaluation scores will be used to assist OCDC in determining the Respondents that provide the best overall value to the organization. Award decisions will not be based solely on total score or lowest cost.

OCDC reserves the right to award Master Service Agreements (MSAs) to one or more qualified Respondents whose proposals are determined to be in OCDC's best interest.

Award of an MSA does not guarantee any minimum quantity of work, revenue, projects, task authorizations, work orders, purchase orders, or assignments. Future work, if any, will be assigned at OCDC's discretion and in accordance with the terms of the MSA and applicable procurement requirements.

EVALUATION SCORECARD

CATEGORY MAXIMUM POINTS POSSIBLE

Emergency Response and Technical Approach

Evaluation of proposed response times, dispatch capabilities, emergency availability, and ability to mobilize resources

Experience and Past Performance

Evaluation of relevant experience, project references, insurance claims experience, and successful performance on similar projects

Geographic Coverage and Resource Availability

Evaluation of counties served, response team locations, available equipment, staffing levels, and ability to support

OCDC facilities

Health, Safety and Compliance

Evaluation of licenses, certifications, insurance coverage, OSHA compliance, and safety programs

Cost Proposal

Evaluation of pricing, rate structures, mobilization costs, markups, and overall cost reasonableness

Small Business and Diverse Business Participation (if applicable;

not required for award)

Evaluation of applicable business certifications and participation

TOTAL POINTS POSSIBLE

XI. OPTIONAL PRESENTATION/INTERVIEW PROCESS

OCDC reserves the right to require one or more Respondents to participate in a presentation or interview. This process will be used solely to support evaluation and will not constitute a commitment to award. Presentations may include:

• Demonstration of proposed approach or solution

• Clarification of quote details

• Respondents questions and answers

XII. FEDERAL GRANT REQUIREMENTS (UNIFORM GUIDANCE PASS-THROUGH

CLAUSES)

This procurement is subject to 2 CFR 200.317–200.327. Required federal clauses (2 CFR Part 200, Appendix II) will be incorporated, including:

• Termination for Cause and Convenience (> $10,000)

• Equal Employment Opportunity

• Davis-Bacon Act (if applicable)

• Contract Work Hours and Safety Standards Act (if applicable)

• Rights to Inventions

• Clean Air & Water Acts (> $150,000)

• Debarment & Suspension

• Byrd Anti-Lobbying (> $100,000)

• Domestic Preferences for Procurements

• Prohibition on Certain Telecommunications Equipment

XIII. REQUIRED ADMINISTRATIVE DOCUMENTATION:

The following documents must be included with the quote submission:

• Completed and signed IRS Form W-9

• Proof of insurance, including general liability and professional liability coverage (or a statement confirming coverage will be provided upon award), if applicable

• Business licenses or certifications, if applicable

• Disclosure of any conflicts of interest, actual or potential

XIV. SUBMISSION INSTRUCTIONS

Quotes must be submitted via Email to: RFP@ocdc.net. Include RFQ number in the subject line.

Late submissions may not be reviewed.