Invitation to Bid 260128 Crook County High School

Fire Alarm System Upgrade

INVITATION TO BID

FOR

CROOK COUNTY HIGH SCHOOL

FIRE ALARM SYSTEM UPGRADE

CROOK COUNTY SCHOOL DISTRICT

Facilities Department

471 NE Ochoco Plaza Drive Prineville, Crook County, Oregon, 97754 facilities@crookcountyschools.org

INVITATION TO BID TITLE:

Crook County High School Fire Alarm System Upgrade Project #260128

Publication Date: March 11, 2026 Date Due: March 25, 2026

Time Due: 1:00 P.M.

Fire Alarm System Upgrade

SECTION I - INSTRUCTIONS TO BIDDERS

A. Announcement of Invitation to Bid

The Crook County School District (the “District”) will receive sealed bids at the District Administrative Office, 471 NE Ochoco Plaza Drive, Prineville, Oregon, 97754 until 1:00 p.m., on March 25, 2026 for the improvements described in this Invitation to Bid dated March 11, 2026 at which time and place the acceptance of bids will be closed, and all bids then received will be opened, and the identity of the Bidders recorded. There will be a pre-bid walkthrough on March 17, 2026 at 11 am. The district will not consider bids received after closing. The content of the bids submitted will remain confidential in nature until an award has been made to the selected firm.

B. Format of Bid IMPORTANT NOTICE: The District takes the bid process seriously, and it is its intent to solicit bids that are accurate and that each proposer intends to honor. Bidders are expected to submit bids that are accurate, complete and contain all terms and conditions that they feel are necessary. If after submitting a bid, the proposer finds changes are necessary, the proposer may change or withdraw their bid at any time up to the time of the bid opening. However, after the opening, a bid MAY NOT be withdrawn, changed or altered in any way. If accepted, a bid is considered noncancellable and the proposer will be expected to honor a binding contract. If for any reason the proposer does not perform, the district can be expected to take whatever action it believes appropriate, including, but not limited to, the disqualification of that proposer from future public contracts.

The Invitation to Bid (ITB) process is allowed under Crook County School District Public Contracting Rules and Procedures. This ITB allows Bidders the opportunity to submit to the district the bid or bids that they feel will best serve the interests of the district.

Bidders shall provide one (2) original & one (1) electronic PDF copy of their bid, with all attachments and original signatures. All bids shall be sealed in an opaque envelope or package and addressed as follows:

Crook County School District Attention: Leland Bliss, Director of Operations 471 NE Ochoco Plaza Drive Prineville, Oregon 97754

In addition, the name and address of the proposer and the ITB title (that appears on the cover of this ITB) shall be on the outside of envelope or package.

All bids must be received by the addressee no later than the date and time specified herein.

The District WILL NOT be responsible for bids delivered by a proposer, the U.S. Postal Service or any other means to any location other than the address listed within this ITB. Facsimile transmissions of bid will not be accepted.

The bid sheet provided in this ITB shall be signed in ink, as follows:

1. In the case of an individual proposer, by such individual proposer.

2. In the case of a partnership or limited liability partnership, the name of the partnership or limited liability partnership must appear on such bid and it shall be signed in the name of such partnership or limited liability partnership by at least one partner. In addition to such signature, the names of all partners shall be stated in the bid.

Fire Alarm System Upgrade

3. In the case of a limited liability company, the name of the limited liability company must appear on such bid and it shall be signed in the name of such limited liability company by at least one member or manager. In addition to such signature, names of all members (and at least one manager, if applicable) shall be stated in the bid.

4. In the case of a corporation, the corporate name must appear on such bid and it shall be signed by the president or other authorized officer, and there shall be set forth under the signature of such officer the name of the office he or she holds or the capacity in which he or she acts for such corporation.

C. Prohibition of Alterations Bids that are incomplete, or that contain any erasures, alterations, or that contain irregularities of any kind, or that are not in conformity with the law may be rejected. A proposer may not make its bid conditional or contingent upon the district’s acceptance of any terms and conditions other than those contained in this ITB. Notwithstanding the forgoing, a bid may be modified prior to closing in accordance with OAR 137-047-0440.

D. Equal Employment Compliance Requirement By submitting a bid, the proposer certifies conformance to the applicable Federal Acts, Executive Orders, and Oregon Statutes and Regulations concerning Affirmative Action toward equal opportunities. All information and reports that are required by the Federal or Oregon Governments having responsibilities for the enforcement of such laws shall be supplied to the district upon request, for purposes of investigation to ascertain compliance with such acts, regulations and orders. The district is an Equal Opportunity Employer. Women and minority owned businesses are encouraged to apply for this contract. Each proposer shall certify that the proposer has not discriminated and will not discriminate against any minority, gender or emerging small business enterprise in obtaining any required subcontract.

E. Protest of Solicitation Any protest of this ITB must be in writing and must contain the information required by ORS 279B.405 (4) and a statement of the desired change to the procurement process or solicitation document that would remedy the cause for protest. All protests must be received by the Chief Financial Officer (CFO) at the address listed in this ITB not less than 10 days prior to the closing of this solicitation. All complaints received prior to this time will be reviewed and acknowledged.

The district will consider each protest that is timely filed and meets the requirements of ORS 279B.405 (4). The district will issue a written disposition of each such protest no less than three

(3) business days before bids are due. If the District upholds the protest, in whole or in part, the district may in its sole discretion either issue an addendum reflecting its disposition to those of record on the specification holder’s list, or cancel this ITB pursuant to OAR 137-047-0660.

If the District determines that no addendum will be issued with regard to a protest, the protesting party will be notified as to the reason, along with the date and time the Recommendation of Award will be submitted to the District Board for determination of award.

Should vendors feel that any specification limits competition, they are encouraged to follow through with the "Protest of Solicitation" process, as outlined.

F. Pre-qualification of Bidders – Not Required.

G. Duration of Bids

1. Any bid submitted shall be irrevocable and open for acceptance for a period of sixty (60) days from the bid closing date. Timely withdrawals may be made in any manner provided by OAR 137-047-0440.

Fire Alarm System Upgrade

2. An award of the contract to any proposer shall not constitute a rejection of any other bid.

H. Transfer or Assignment

No contract awarded pursuant to this ITB, nor any interest therein, shall be transferred to any other party or parties, and in case of such transfer, the district may refuse to carry out such contract, either with the transfer or the transferee. All rights of action for any breach of this contract by a successful proposer are reserved to the district. No officer of the district, nor any person employed in its service, is, or shall be, permitted any share or part of such contract or any benefit which may arise thereunder.

I. Contract and Insurance Coverage Dependent upon the District's approval of the Contractor selection, the District and the Contractor will finalize the Professional Services Agreement, and the Contractor shall furnish Certificates of Insurance meeting the district specifications. A copy of the proposed Professional Services Agreement is included in this ITB package, which includes insurance requirements.

J. Interpretation of Specifications Prior to the deadline provided in this ITB for submitting a protest of solicitation, a proposer may request clarification of any provision of this ITB. Request for clarification shall be submitted to the person identified in the Protest of Solicitation section. Any clarification to a proposer, whether orally or in writing, does not change the ITB documents, and is not binding on the district, unless the district amends the ITB by written addendum.

K. Acceptance of Conditions Each proposer, by the submission of a bid, assents to each and every term and condition set forth anywhere in the ITB and agrees to be bound thereby.

L. Evaluation Committee The bids shall be evaluated on the lowest bidder who meets the criteria as specified in the mandatory requirements. Those bids submitted that do not meet mandatory requirements outlined in the Instructions to Bidders and Specifications will not be evaluated.

M. Disclosure Bids will be considered confidential materials and will not be made a part of the public record until after the evaluation process is completed and notice of intent to award is issued. Said files including the evaluation report will then be available for public review.

N. Disclosure of Intent No employee or elected official of the district may own more than 5% of a business that is submitting a bid on any awards with the district unless it is fully disclosed in the bid documents.

O. Reservations The district herein expressly reserves the following rights:

1. To negotiate separately with any source whatsoever in any manner necessary to serve the best interests of the district. The district does not intend to award a contract solely on the basis of any response made to this Invitation to Bid or in any way to pay for information solicited or obtained. The information obtained will be used in determining what seems to best serve the interests of the district.

Fire Alarm System Upgrade

2. To cancel this procurement or reject any or all bids as permitted by the Oregon Public Contracting Code or the District’s Public Contracting Rules when the district determines it would be in its best interest to do so. The district is not responsible for any costs of any Bidders incurred while submitting a bid; all Bidders who respond to this ITB do so solely at their own expense.

3. To waive informalities in bids as allowed by the District’s Public Contracting Rules.

4. To consider the competency and responsibility of Bidders and of their proposed sub consultants in making the award.

5. In the event any proposer or bidders to whom the contract is awarded shall default in executing said formal contract or in furnishing satisfactory insurance coverage within the time and in the manner hereinafter specified, to re-award the contract to another proposer or bidder.

6. To make the award based on the district’s best judgment as to which bid best meets the district’s expectations of a program of the highest quality and innovation within budgetary guidelines.

7. To negotiate the terms and conditions of the contract, including but not limited to the statement of work and contract price, in order to meet the district’s project expectations.

8. To make such changes or corrections in plans, specifications or quantities as it may deem necessary or desirable prior to the bid opening. Bidders will be notified of such changes by written addenda mailed to the address on the specifications holder's list.

9. To cancel the contract upon written notice at any time the district, in its sole judgment, determines that the provider is not meeting the needs of the district.

P. Protest of the Award Protest of the award of the project to any particular proposer must be in writing, delivered to the District’s Superintendent within seven (7) days after the award of the contract or the issuance of the notice of intent to award the contract, whichever occurs first.

Such protests shall specify the grounds for the protest to be considered by the district pursuant to ORS 279B.410 (2). No protest of the award of the contract shall be considered if submitted after the deadline established for submitting such protest. Unless earlier receipt is established, receipt of notice of intent to award the contract shall be deemed to have occurred three (3) days following the mailing of written notice to proposer addressed to proposer’s address as stated in proposer’s bid.

Upon receipt of a protest of award, the District’s Superintendent shall consider same and may hold in abeyance the completion of final contract documents until consideration of the protest and issuance of a written determination on the protest, which may include, a denial thereof, or, 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 solicitation. During the resolution of the protest, the district has the right and ability to continue negotiations with the selected firm, though contract execution may be delayed until resolution of the protest. If the protest is not resolved at the time when the contract is ready to be executed, the Superintendent may authorize the execution of interim 30-day letter agreements for a limited scope of the work with the selected contractor.

Fire Alarm System Upgrade

SECTION II - SPECIFICATIONS

A. Background

The existing fire alarm system at Crook County High School (CCHS), has exceeded its useful service life and is no longer fully supportable. Several system components are obsolete and are no longer commercially available, requiring the purchase of used or refurbished devices to maintain functionality.

B. The Proposed Project Schedule The district’s intent is to start construction in May of 2026 continuing into the summer and completing the project for use (substantial completion) by August 31, 2026.

C. The Bid The district is accepting bids for a Fire Systems Contractor to replace the existing Simplex system with a new Potter non-proprietary system.

D. Scope of Services The full scope of services can be found in appendix A.

E. Contractual Terms The district intends to enter into a Professional Services Agreement with the selected Contractor based on the selected contractors bid. A draft of the proposed Professional Services Agreement is included with this ITB. The contract will be awarded for the duration of the project subject to applicable ORS, OAR and other rules.

F. Bid Requirements The submitted bid must include the cost to the Crook County School District for the work to be completed as well as additional information regarding the schedule and project plans, G. Additional Information

1. Contact Person All contact and questions regarding this request for bid or to coordinate a visit to the project site should be directed to Leland Bliss, Director of Operations, 471 NE Ochoco Plaza Drive, Prineville, Oregon 97754, (541) 447-4419. Copies of the solicitation documents may be obtained by contacting the district at: facilities@crookcountyschools.org.

2. Addenda All questions and clarification requests will be answered in writing, if necessary, in the form of an addendum and sent to all specification holders. An addendum will be sent by e-mail to all known specification holders on record in the District Office. All Bidders wishing to receive addenda must register on the specification holders’ list in the District Office. Except when it is in the public interest to do so, the district will not issue addenda less then 72 hours before closing unless the addendum extends the closing. Bidders may submit a written request for change or protest an addendum as provided in OAR 137-047-0430.

Fire Alarm System Upgrade

BID FOR CONTRACTING SERVICES

ITB TITLE:

260128 CCHS Fire Alarm System Upgrade

DATE: , 2026

TO: Crook County School District Leland Bliss, Director of Operations 471 NE Ochoco Plaza Drive

Prineville, Crook County, Oregon, 97754

The undersigned hereby proposes to furnish, within the time specified, the services, listed in the District’s Invitation to Bid (ITB), to be delivered in accordance with the ITB specifications, for the fee outlined in this Bid. By signing below, the undersigned acknowledges that it is authorized to execute this bid on behalf of the proposer, that it has read and understands the terms and conditions contained in this ITB, and that it accepts and agrees to be bound by the terms and conditions of this ITB.

PROPOSER'S FEDERAL EMPLOYER IDENTIFICATION NUMBER:

EQUAL EMPLOYMENT COMPLIANCE REQUIREMENT: By submitting this bid, the undersigned certifies conformance to the applicable Federal Acts, Executive Orders, and Oregon Statutes and Regulations concerning affirmative action toward equal employment opportunities. All information and reports required by the Federal or Oregon State Governments, having responsibility for the enforcement of such laws, shall be supplied to the district upon request for purposes of investigation to ascertain compliance with such acts, regulations and orders. By submitting this bid, the undersigned certifies that the proposer has not discriminated and will not discriminate against any minority, woman or emerging small business enterprise in obtaining any required subcontract.

Receipt is hereby acknowledged of Addenda through .

Are you domiciled in the State of Oregon? YES NO . (If no, list state of organization: __________________________) Are you registered to do business in the State of Oregon? YES NO .

If you are not headquartered in Oregon, do you or your firm receive, or are you or your firm eligible for any preference in the award of contract with your state or with government bodies in your state?

YES NO .

If so, cite the law or regulation (legal citation preferred): ___________________________ Percent of Preference: % State Preference Received:

PROVIDING INCORRECT INFORMATION MAY BE GROUNDS FOR BID REJECTION OR

CONTRACT CANCELLATION.

Fire Alarm System Upgrade

SIGNATURE OF INDIVIDUAL (Signed by Individual)

Signature:

Print or Type Name:

Company:

Address:

City, State, Zip:

Telephone:

SIGNATURE OF PARTNERSHIP OR LIMITED LIABILITY PARTNERSHIP (Signature of One Partner Required)

Print or Type Names of Partners:

Name of Limited Liability Company:

Address:

SIGNATURE OF LIMITED LIABILITY COMPANY (Signature of One Member or Manager required)

Print or Type Names of Partners:

Name of Partnership:

Address:

Fire Alarm System Upgrade

SIGNATURE OF CORPORATION (Signatures as Indicated)

Signature:

Print or Type Name:

Corporation Name:

Address:

221212 Crook County Middle School Wrestling Room

Appendix A

SCOPE OF WORK

Purpose: The purpose of this project is to replace the existing fire alarm system at Crook County High School (CCHS), which has exceeded its useful service life and is no longer fully supportable. Several system components are obsolete and no longer commercially available, requiring the purchase of used or refurbished devices to maintain functionality. Additionally, the current system is proprietary, limiting service and repair to a single certified contractor located in the Portland metropolitan area, resulting in increased costs, extended response times, and operational risk.

This project will upgrade the fire alarm system to a modern, non-proprietary platform that complies with current fire and life safety codes. The upgrade will improve system reliability, ensure long-term availability of replacement parts, and allow future maintenance, repairs, and modifications to be performed by qualified district staff or local contractors. The project reduces dependency on specialized vendors while enhancing safety, operational flexibility, and long-term cost control for the district.

Scope: The scope of this project includes the complete replacement of the existing proprietary Simplex fire alarm system at Crook County High School with a new, fully code-compliant, non-proprietary Potter fire alarm system. Work shall include, but is not limited to, the following:

1. Fire Alarm Control Equipment o Remove the existing Simplex fire alarm control panel.

o Furnish and install a new non-proprietary Potter fire alarm control panel.

o Relocate the new fire alarm control panel to the adjacent storage room.

o Install a Potter annunciator panel at the existing fire alarm panel location.

2. System Infrastructure and Power o Replace all required fire alarm power supplies, NAC panels, and annunciator panels with compatible Potter equipment.

o Ensure all system components are fully integrated and function as a single coordinated system.

3. Device Replacement o Replace all existing fire alarm initiating and notification devices with Potter-compatible equipment, including:

Smoke detectors Heat detectors Duct smoke detectors Strobes and horn/strobe devices o Replace existing smoke detectors with combination smoke and carbon monoxide detectors where applicable.

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Appendix A o Install additional carbon monoxide detectors as required by NFPA 72, including but not limited to:

Boiler room Science classrooms Culinary classrooms Kitchen areas Other required locations as determined during design and inspection.

4. Fire Sprinkler and Fire Pump Monitoring o Connect and integrate the new fire alarm system with the existing fire sprinkler system.

o Provide monitoring of the fire pump in accordance with applicable fire and building codes.

5. Monitoring and Communications o Provide and install a wireless communicator.

o Connect the system to the district’s selected fire alarm monitoring company.

6. Design, Permitting, and Approvals o Provide complete fire alarm system design, prints, and drawings.

o Submit plans to Crook County Community Development for plan review and approval.

o Obtain all required permits for installation of the new fire alarm system.

7. Construction Coordination o Coordinate work with the district to accommodate summer school and other scheduled activities.

o Preliminary work is may begin on or after May 4, with the possibility of an earlier start if approved.

o Substantial completion of all work shall occur no later than August 31.

o With a final completion date which includes as-built drawings and O&M’s on or before November 6. 2026 o Required fire watch services will be minimized and are the responsibility of others.

8. Site Restoration o Wall patching associated with panel relocation and equipment installation will be completed by others.

Out of Scope

Any changes to this scope of work require an approved change order request (COR)

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Appendix A

Appendix B Standard Contract for Services

Contract for Services

1. This AGREEMENT made and entered into as of [date], between CROOK

COUNTY SCHOOL DISTRICT, a school district in the State of Oregon, hereinafter referred to as “CCSD,” and ___________________________, hereinafter referred to as “Contractor.”

2. The term of this agreement shall commence [date] and continue until [date].

3. The parties understand and agree that the Contractor is an independent contractor, is responsible for all business expenses related to the services provided, and will comply with ORS Chapter 656 regarding Workers’ Compensation insurance and all other payroll regulations regarding Contractor’s employees. Contractor warrants that:

a. This AGREEMENT shall not be construed to establish an employee-employer relationship between CCSD and the Contractor, including subcontractors or employees thereof.

b. Contractor shall not have any exclusive agreement for services with

CCSD.

c. Contractor has complied with all business licensing requirements.

d. Contractor shall defend and hold harmless CCSD from claims for injury to persons including, but not limited to, Contractor, Contractor’s employees, or CCSD employees; or for damage to property.

e. Contractor is not a current contributing member of the Oregon Public Retirement System, or if Contractor is a public employee, the duties performed under this contract are unrelated to, and separate from, the Contractor’s job responsibility in that position with a public employer and CCSD is not required to pay PERS costs on behalf of the Contractor. Contractor understands that earnings from work performed by independent contractors are not subject to PERS.

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Appendix A

f. Contractor shall be solely responsible for any and all compensation of persons providing services pursuant to this AGREEMENT, including but not limited to, federal and state withholding taxes, FICA, Workers’ Compensation, and other fringe benefits required by law or contract.

g. Contractor shall be responsible for Contractor’s own set of accounting records.

4. Any individual performing duties covered under this agreement will wear photo identification at all times while on school premises. Any individual who will transport students in a privately owned vehicle will be subject to a driving history check and a vehicle inspection.

5. Contractor acknowledges receipt of “SEXUAL CONDUCT MEMO” attached to this AGREEMENT, and is aware of District’s and Contractor’s obligations related to abuse and sexual conduct. If there are reports or allegations of sexual conduct or abuse involving one of Contractor’s employees, Contractor agrees to immediately comply with the District’s requests for removal of the employee. Contractor will cooperate in any investigation being conducted by District, law enforcement, DHS, ODE and/or TSPC.

Contractor has received information from District related to the prevention and identification of abuse and sexual conduct, the obligations of school employees to report abuse and sexual conduct; and appropriate electronic communications with students and agrees to provide this information to any employee having direct, unsupervised contact with students.

6. Contractor attests that any employee or employee of a subcontractor who may have direct, unsupervised contact with a student or students will complete the District’s training “Sexual Misconduct – Staff to Students.”

Contractor will provide names of persons who need to complete the training to the District, and the District will provide electronic links to the training.

7. For work to be performed at school sites, Contractor agrees that no employee or employee of a subcontractor who has been adjudicated to be a registered sex offender will perform work at any time when students are

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Appendix A or are reasonably expected to be present. Contractor agrees that a violation of this condition shall be considered a material breach and may result in the cancellation of the purchase order, contract, and/or project at the District’s discretion.

8. Insurance Requirements.

a. Workers’ Compensation. If Grantee employs subject workers, as defined in ORS 656.027, Grantee must comply with ORS 656.017 and provide workers' compensation insurance coverage for those workers, unless they meet the requirement for an exemption under ORS 656.126(2). Grantee must require and ensure each of its subgrantees, contractors and subcontractors complies with these requirements. If Grantee is a subject employer, as defined in ORS 656.023, Grantee must also obtain employers' liability insurance coverage with limits not less than $500,000 each accident. If Grantee is an employer subject to any other state’s workers’ compensation law, Grantee must provide workers’ compensation insurance coverage for its employees as required by applicable workers’ compensation laws including employers’ liability insurance coverage with limits not less than $500,000 and must require and ensure each of its out-of-state subgrantees, contractors and subcontractors complies with these requirements.

b. Commercial General Liability including coverage for Premises Operations, Bodily Injury, Property Damage, Products-Completed Operations, and Personal and Advertising Injury:

i. $1,000,000 Each Occurrence

ii. $2,000,000 General Aggregate

iii. $1,000,000 Personal and Advertising Injury

iv. $1,000,000 Products-Completed Aggregate

c. Automobile Liability (owned, non-owned and hired vehicles) for bodily injury and property damage: $1,000,000 Combined Single Limit (CSL)

Copies of all insurance policies, with additional endorsements, acceptable to CCSD, shall be provided to CCSD upon request.

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Appendix A

Notice of Cancellation or Expiration of Contractor’s Required Insurance.

Upon receipt of notice from the Contractor, CCSD shall, unless the lapse in coverage arises from an act or omission of CCSD, have the right to stop the Work until the lapse in coverage has been cured by the procurement of replacement coverage by the Contractor. The furnishing of notice by the Contractor shall not relieve the Contractor of any contractual obligation to provide any required coverage.

9. Contractor shall comply with ORS 652.220, as amended, and shall not unlawfully discriminate against any of Contractor’s employees in the payment of wages or other compensation for work of comparable character, the performance of which requires comparable skills, or pay any employee at a rate less than another for comparable work, based on an employee’s membership in a protected class. Specific training is available here: https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

Contractor’s services under this AGREEMENT shall consist of and be limited to the following:

The scope of this project includes the complete replacement of the existing proprietary Simplex fire alarm system at Crook County High School with a new, fully code-compliant, non-proprietary Potter fire alarm system. Work shall include, but is not limited to, the following:

9. Fire Alarm Control Equipment o Remove the existing Simplex fire alarm control panel.

o Furnish and install a new non-proprietary Potter fire alarm control panel.

o Relocate the new fire alarm control panel to the adjacent storage room.

o Install a Potter annunciator panel at the existing fire alarm panel location.

10. System Infrastructure and Power o Replace all required fire alarm power supplies, NAC panels, and annunciator panels with compatible Potter equipment.

o Ensure all system components are fully integrated and function as a single coordinated system.

11. Device Replacement o Replace all existing fire alarm initiating and notification devices with Potter-compatible equipment, including:

Smoke detectors Heat detectors Duct smoke detectors Strobes and horn/strobe devices https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

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Appendix A o Replace existing smoke detectors with combination smoke and carbon monoxide detectors where applicable.

o Install additional carbon monoxide detectors as required by NFPA 72, including but not limited to:

Boiler room Science classrooms Culinary classrooms Kitchen areas Other required locations as determined during design and inspection.

12. Fire Sprinkler and Fire Pump Monitoring o Connect and integrate the new fire alarm system with the existing fire sprinkler system.

o Provide monitoring of the fire pump in accordance with applicable fire and building codes.

13. Monitoring and Communications o Provide and install a wireless communicator.

o Connect the system to the district’s selected fire alarm monitoring company.

14. Design, Permitting, and Approvals o Provide complete fire alarm system design, prints, and drawings.

o Submit plans to Crook County Community Development for plan review and approval.

o Obtain all required permits for installation of the new fire alarm system.

15. Construction Coordination o Coordinate work with the district to accommodate summer school and other scheduled activities.

o Preliminary work may begin on or after May 4, with the possibility of an earlier start if approved.

o Substantial completion of all work shall occur no later than August 31.

o With a final completion date which includes as-built drawings and O&M’s on or before November 6. 2026 o Required fire watch services will be minimized and are the responsibility of others.

16. Site Restoration o Wall patching associated with panel relocation and equipment installation will be completed by others.

Out of Scope

Any changes to this scope of work required an approved change order request

(COR

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Start of work: May 4, 2026 Substantial completion date: August 31, 2026 Final completion date: November 6, 2026

10. CCSD agrees to pay Contractor $______ for performance of services required herein and under the following terms:

a. Within 30 days of receipt of Contractor’s invoice, subsequent to and based on services performed. No prepayment of services will occur.

b. All payments are subject to post audit by CCSD or its designee.

11. The contract sum, scope, and completion date may only be changed by Change Order (COR). CCSD may order, or the Contractor may request (which request may be approved, rejected, conditioned, or delayed at CCSD’s discretion), changes in the work consisting of additions, deletions, or modifications to the work. If Change Orders are agreed upon, both parties must agree in writing to the change in scope, price, or timeline by using CCSD’s standard Change Order document prior to commencing the work or implementing the change.

12. The State of Oregon Prevailing Wage Rates in effect at the earlier of when this AGREEMENT becomes a binding and enforceable obligation on the part of the Contractor to perform or arrange for the performance of the work, or when the work begins, shall apply for this AGREEMENT and all contracts for labor between the Contractor and any Subcontractor. The Bureau of Labor and Industry Rates will be included with every bid and contract document. Contractor acknowledges that all its employees and its subcontractors’ employees must be paid at prevailing wage rates, and that Contractor is required to hold a public works bond. – OR - The Contractor shall comply with the terms of the Davis-Bacon Act (40 U.S.C. 3141-3144 and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction ”). The Contractor shall be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary

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Appendix A of Labor. Contractor shall pay wages not less than once a week. This Agreement is conditioned upon the Contractor ’s acceptance of the wage determination. Any suspected or reported violations will be reported to the Federal awarding agency.

13. Indemnity/Liability:

a. Indemnity. Contractor must defend, save, hold harmless, and indemnify the CCSD and its officers, employees and agents from and against all claims, suits, actions, losses, damages, liabilities, costs, and expenses of any nature whatsoever, including attorneys’ fees, resulting from, arising out of, or relating to the activities of Contractor or its officers, employees, subgrantees, contractors, subcontractors, or agents under this AGREEMENT (each of the foregoing individually or collectively a “Claim” for purposes of this Section).

b. Limitation. Except as provided in this Section, neither party will be liable for incidental, consequential, or other direct damages arising out of or related to this AGREEMENT, regardless of whether the damages or other liability is based in contract, tort (including negligence), strict liability, product liability or otherwise. Neither party will be liable for any damages of any sort arising solely from the termination of this AGREEMENT in accordance with its terms.

14. No modification of the terms of this AGREEMENT, including assignments of rights or obligations, shall be effective unless made in writing and signed by all parties.

15. Either party may terminate this AGREEMENT upon thirty (30) days written notice to the other party delivered by certified mail or in person.

Termination of this AGREEMENT shall be without prejudice to any obligation or liabilities of either party accrued prior to or because of such termination.

16. By signing this Contract, Contractor certifies that it is not presently debarred, suspended, proposed for debarment, declared ineligible, or

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Appendix A voluntarily excluded in any state or federal department or agency from participating in transactions (debarred). Contractor agrees that it will not employ debarred individuals. Contractor must immediately notify CCSD if, during the term of this Contract, Contractor becomes debarred. CCSD may immediately terminate this Contract by providing Contractor written notice, if Contractor is discovered to be or becomes debarred during the term hereof.

17. Contractor relinquishes any and all copyrights or privileges to any materials or software developed under this AGREEMENT. Such materials or software will remain the sole property of CCSD.

18. All claims and disputes arising under or relating to this AGREEMENT are to be settled by binding arbitration using a mutually agreed-upon arbitration service in Crook County or Deschutes County. Any decision or award as a result of any such arbitration proceeding shall be in writing and shall provide an explanation for all decisions. Any such arbitration shall include a written record of the arbitration hearing. Any award rendered by the arbitrator or arbitrators shall be final, and judgment may be entered upon it in accordance with applicable law in a court of competent jurisdiction within the State of Oregon and Crook County.

19. Time is of the essence under this AGREEMENT. All duties to be performed hereunder shall be performed as specified or, if not specified, in a prompt and timely manner.

20. CCSD hereby gives notice of its right to convert this AGREEMENT to electronic format and retain this AGREEMENT solely in an electronic format. CCSD may provide this AGREEMENT in electronic form or may provide a reproduction of this AGREEMENT from its electronic copy in the event of any dispute regarding the rights and obligations of the parties under this AGREEMENT. The parties agree that an electronic version or reproduction of this AGREEMENT shall not be denied legal effect, validity, or enforceability and shall meet any requirement to provide an original or hard copy.

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21. CCSD is not bound or obligated by this agreement and no work shall commence until all CCSD approvals have been secured as required by district policy and procedure. No work shall be performed prior to the Contractor obtaining a current year purchase order from CCSD. The Superintendent, the Board Chair, and the Chief Financial Officer are the only authorized contract signers for CCSD.

IN WITNESS WHEREOF, THE PARTIES HAVE DULY EXECUTED THIS

AGREEMENT AS OF THE DATE FIRST WRITTEN ABOVE.

Signature of Contractor Authorized Signature of CCSD

Printed Name, Title Printed Name, Title

Date Date

Company Name

Crook County School District 471 NE Ochoco Plaza Drive Prineville, OR 97754

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SEXUAL CONDUCT MEMO

TO: Contractors, Agents, and Volunteers Providing Service to Crook County School District

FROM: Joe Vierra, Director of Human Resources

RE: SB 155 – Sexual Conduct and Reporting Guidelines

Senate Bill 155 went into effect on January 1, 2020. It created more strict guidelines to protect students from sexual conduct and predatory behaviors. The new law prohibits, for the first time, sexual conduct by all education provider employees, coaches, volunteers, agents and contractors toward all students. The new law strengthens the systems used to identify and prevent sexual behavior, including predatory and grooming behavior.

What this means for our contractors and agents of the District:

Fingerprinting and Background Checks

• By April 1, 2020, all contractors and agents must be cleared for service to the District by completing an ODE fingerprinting and background check.

• Contractors and agents will each be responsible for the $72 fingerprinting and background check fee.

• Any Fieldprint office will facilitate the ODE fingerprinting and background check. (See attached form).

• All fingerprinting and background checks must be completed and the District must receive ODE clearance prior to the District accepting any services.

• All contractors and agents are encouraged to complete available SafeSchools trainings in Sexual Conduct:

Staff to Student and Appropriate Electronic Communication with Students.

Know What Sexual Conduct Means:

• Verbal or physical conduct or verbal, written or electronic communication by District employees (contractors included) that are:

o Sexual advances or requests for sexual favors, or o Of a sexual nature that are directed toward the student, or o That have the effect of unreasonably interfering with the student’s educational performance, or o Of creating an intimidating, hostile, or offensive educational environment.

Other Requirements of SB 155

• You are now required to report Child Abuse and Sexual Conduct if you have reason to believe abuse or sexual misconduct has occurred. Report to DHS and HR Director Joe Vierra.

• You are prohibited from assisting other employees, contractors, or agents in obtaining a new job if you know or have reason to know they are under investigation for abuse or sexual conduct or if there is a substantiated claim of abuse or sexual conduct against them.

• You must follow the District’s Appropriate Electronic Communications with Students policy that has been made available to all employees, contractors, agents, and volunteers.

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• An abuse or sexual conduct report against a contractor, agent, or volunteer that is supported by reasonable cause, will result in the District prohibiting a contractor, agent, or volunteer from providing services to the District (ODE will have 90 days to conduct an investigation).

Please contact Director of Facilities Leland Bliss, (541) 447-4419, or Human Resources Director Joe Vierra, (541) 416-9978, if you have any questions or concerns.

Abuse and Sexual Conduct Information and Reporting Requirements for School Contractors, Agents, and Volunteers.

THE CROOK COUNTY SCHOOL DISTRICT

DOES NOT TOLERATE CHILD ABUSE OR SEXUAL CONDUCT IN ANY FORM.

PREVENTION:

The Crook County School District School District seeks to prevent child abuse and sexual harassment by committing to:

• Teaching students about appropriate boundaries and relationships (in coordination with curriculum);

• Training all employees regarding child abuse and sexual conduct, and clearly communicating responsibilities and procedures;

• Making this training available to parents, community members, contractors and volunteers; and

• Promptly and thoroughly investigating any reports or complaints of abuse or sexual conduct.

ABUSE DEFINED:

• Any assault of a child and any physical injury to a child which has been caused by other than accidental means, including any injury which appears to be at variance with the explanation given of the injury.

• Any mental injury to a child, which shall include only observable and substantial impairment of the child’s mental or psychological ability to function caused by cruelty to the child, with due regard to the culture of the child.

• Rape of a child.

• Sexual abuse.

• Sexual exploitation, including but not limited to: Contributing to the sexual delinquency of a minor, and any other conduct which allows, employs, authorizes, permits, induces or encourages a child to engage in the performing for people to observe or the photographing, filming, tape recording or other exhibition which, in whole or in part, depicts sexual conduct or contact, sexual abuse involving a child or rape of a child, and allowing, permitting, encouraging or hiring a child to engage in prostitution or a commercial sex act, to purchase sex with a minor or to engage in commercial sexual solicitation.

• Negligent treatment or maltreatment of a child, including but not limited to the failure to provide adequate food, clothing, and shelter or medical care that is likely to endanger the health or welfare of the child.

• Threatened harm to a child, which means subjecting a child to a substantial risk of harm to the child’s health or welfare.

• Buying or selling a person under 18 years of age.

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• Permitting a person under 18 years of age to enter or remain in or upon premises where methamphetamines are being manufactured.

• Unlawful exposure to a controlled substance, or to the unlawful manufacturing of a cannabinoid extract, that subjects a child to a substantial risk of harm to the child’s health or safety. ORS 419B.005 (1).

SEXUAL CONDUCT DEFINED: Verbal or physical conduct or verbal, written or electronic communications by a school employee, a contractor, an agent or volunteer that involve a student and that are: sexual advances or requests for sexual favors directed toward the student or of a sexual nature that are directed toward the student or that have the effect of unreasonably interfering with the student’s educational performance or of creating an intimidating, hostile or offensive educational environment. Sexual conduct does not include touching that is necessitated by the nature of the school employee’s job duties or by the services required to be provided by the contractor, agent or volunteer and for which there is no sexual intent. ORS 339.370(11) (a).

STUDENT DEFINED: Any person who is in any grade from prekindergarten through grade 12 or twenty-one years of age or younger and receiving educational or related services from an education provider that is not a post-secondary institution or education or who was previously known as a student by the person engaging in sexual conduct and who left school or graduated from high school within 90 days prior to the sexual conduct. ORS 339.370(12).

GROOMING AND EXAMPLES OF SEXUAL CONDUCT

Sexual Conduct may include grooming behavior. This is behavior in which adults develop trust to break down a child’s defenses so that the adult may engage the child in sexual conduct or sexual abuse.

Sexual Conduct includes but is not limited to the following examples:

• Performing back rubs on students • Kissing students

• Touching students frequently • Commenting on students’ bodies or appearance in a sexual manner

• Exchanging romantic gifts or communications with a student

• Videotaping or photographing a student in revealing poses

• Discussing/writing about sexual topics unrelated to curriculum with students,

• Making sexual jokes, gestures and innuendos or

• Engaging in inappropriate banter with students (e.g., discussion of student’s dating behavior)

• Sharing one’s own sexual exploits or marital difficulties

• Making sexual jokes, gestures and innuendos or

• Intentionally invading the student’s privacy

• Using email, text messaging or instant messaging to discuss sexual topics with individual students

OBLIGATIONS OF SCHOOL EMPLOYEES TO REPORT ABUSE AND SEXUAL

CONDUCT

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ALL EMPLOYEES are required to follow Policy JHFE “Reporting of Suspected Abuse of a Child” and policy JHFF/GBNAA “Reporting Requirements for Suspected Sexual Conduct with Students.” These policies help ensure employees are properly reporting incidents of abuse and sexual conduct.

Policy JHFE requires employees who have a reasonable cause to believe any child with whom the employee has come into contact has suffered abuse, to report this to DHS or the law enforcement agency within the county where the person making the report is located at the time of the contact. It also requires employees who have a reasonable cause to believe that any adult or student with whom the employee is in contact has abused a child to report this to DHS or to the law enforcement agency within the county where the person making the report is located at the time of the contact. See attached district policy JHFE “Reporting Requirements for Suspected Abuse of a Child” for more detail regarding these reporting obligations.

Policy JHFF requires employees who have reasonable cause to believe that another employee, contractor, agent or volunteer has engaged in sexual conduct with a student, to immediately notify the designated licensed administer of the conduct. The designated licensed administrator who receives the report is required to report to the Oregon Department of Education (ODE) or Teacher Standards and Practices Commission (TSPC) as appropriate. See attached district policy “Reporting Requirements for Suspected Sexual Conduct with Students” for more detail regarding these reporting obligations.

INVESTIGATORY PROCESS

When the designated licensed administrator (or alternate) receives a report of sexual conduct and has reasonable cause to believe that it has occurred, the designated licensed administrator will report the alleged conduct to TSPC if the alleged perpetrator is a licensed individual, and to ODE if the alleged perpetrator is not licensed (effective July 1, 2020). TSPC or ODE will conduct an investigation and report back to the district. The district may also conduct an investigation into the alleged sexual conduct. If the designated licensed administrator (or alternate) receives a report of child abuse and has reasonable cause to believe that it has occurred, the designated licensed administrator will ensure that the report has been made to DHS and/or law enforcement for investigation. The district may also conduct an investigation into the alleged abuse. The designated licensed administrator will also report to TSPC if required by OAR 584-020-0041. A contractor, agent or volunteer may be removed from their position based on information of sexual conduct and/or child abuse.

OBLIGATIONS OF SCHOOL CONTRACTORS, AGENTS AND VOLUNTEERS TO

REPORT ABUSE AND SEXUAL CONDUCT

ALL CONTRACTORS, AGENTS AND VOLUNTEERS are required to report…