Bid Notice-Cleaning Residence Hall _ Family Housing Co-op Dryer Vents _ Ductwork.pdf

UNIVERSITY OF OREGON (“University”) REQUEST FOR PROPOSAL (“RFP”) RFP Title: RFP Number: Issuing Office: RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork PCS# 470000-01464-RFP Purchasing and Contracting Services 1600 Millrace Dr., Suite 306 Eugene, OR 97403 https://pcs.uoregon.edu/content/business-opportunities Closing Date and Time: August 3, 2026, at 5:00 p.m. (Pacific Time) Proposals must be received by the Issuing Office no later than the Closing Date and Time. Postmarks will not be considered. Page 1 of 13 RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) SECTION 1 - GENERAL INFORMATION 1.1. General Purpose. The University of Oregon, on behalf of Residence Hall and Family Housing Co-op (University), is issuing this RFP for the procurement cleaning dryer vents and ductwork as further described in Section 2 of this RFP. Background. The University of Oregon is a public research university in Eugene, Oregon. Founded in 1876, University's 295-acre campus is along the Willamette River. Since July 2014, UO has been governed by the Board of Trustees of the University of Oregon. UO exists to provide Oregonians and their peers from around the world access to an excellent education.

UO challenges its students to question critically, think logically, communicate clearly, act creatively, and live ethically. UO serves the people of Oregon, the nation, and the world through research, teaching, and outreach that benefits humanity, drives innovation, strengthens the economy, and transforms lives.

UO is classified as an R1 (very high research activity) institution by the Carnegie Classification of Institutions of Higher Education. UO was admitted to the Association of American Universities in 1969.

UO is one of just two schools in the Pacific Northwest selected for membership in the prestigious Association of American Universities, a consortium of 62 leading public and private research institutions in the United States and Canada. UO is comprised of nine schools and colleges and offers over 300 undergraduate and graduate degree programs in a wide range of disciplines. UO enrolls in excess of 23,500 students from all 50 states and from more than 100 countries. There are some 757 tenured and tenured-track faculty members with a total population of teaching and research faculty in excess of 2,000. UO promotes inclusive excellence through a commitment to institutional fairness and equality, eradication of discrimination and through celebrating and affirming the strengths of a multicultural community. For further information about UO, please visit https://www.uoregon.edu/about. 1.2.

Closing Date and Time. All Proposals must be received by University’s Issuing Office by 5:00 p.m. (Pacific Time) on or before August 3, 2026 (“Closing Date and Time”). Please see Section 4 of this RFP for submission instructions. 1.3. New Vendors. If you have not yet registered as a vendor in the University Purchasing Portal, please register by clicking the “Create New Account” button at: https://apps.ideal-logic.com/uopcs. Registration is required to submit a Proposal electronically. To expedite the submission of Proposals, please register in advance of the Closing Date. 1.4. Monitoring. This RFP will be posted on the University of Oregon Purchasing and Contracting Services (PCS) website, under “Business Opportunities,” accessible at: http://pcs.uoregon.edu/content/business-opportunities. Any Addenda including, without limitations, extensions of the Closing Date and Time will be posted to the PCS website. Proposers are responsible for monitoring the PCS website on a periodic basis for any modifications to the RFP. University is not required to issue individual notifications. Page 2 of 13 RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464- RFP) 1.5. Definitions. As used in this Request for Proposal (unless otherwise stated), the capitalized terms shall have the meanings set forth in UO Policy IV 09 06 B. 1.6. Voluntary Pre-Proposal Meeting. A voluntary pre-proposal meeting will be held on July 20, 2026, at 9:00 a.m. (Pacific Time) at the Justice Bean Hall located at 1416 Columbia St. Eugene, OR 97403. The conference is intended to allow interested Proposer to visit the premises in which services are to be performed. Proposers who fail to attend this pre-proposal conference will be eliminated from consideration. Parking is available at metered or pay-to-park locations on campus. Due to a large volume of construction occurring, it is advised that vendors show up early to locate parking which, in some cases, can be more than a block away from meeting location. RSVPs are appreciated but not required. If a vendor wishes to RSVP, the RSVP should be addressed to competitionsupport@uoregon.edu. SECTION 2 - SPECIFICATIONS AND PERFORMANCE CRITERIA 2.1. Statement of Services. The successful Proposer will provide services to the premises described in Exhibit A attached to this RFP. The services to be provided include, but are not limited to, the following. 2.1.1. Conduct pre-test inspection of dryer exhaust duct system in accordance with NADC Standard for Measuring Residential Dryer Exhaust Duct Performance (DEDP). See https://www.meyermachine.com/PAGES/PDF/NADCA/DEDP.pdf 2.1.2. Provide University with a detailed scope of work identifying the dryer vent and ducting components requiring services as well as those that do not then require service. 2.1.3. Prior to commencing work, assess dryer vents and ducting condition to determine appropriate controls, safety measures, tools, equipment and cleaning products are on hand to complete the work. 2.1.4. Clean and remove lint and/or other debris from duct system from point of access behind dryers out to the exit point of the dryer exhaust. This includes blowers or motors used to help force the airflow to the building exterior. 2.1.5. 2.1.6. Clean and service lint filters as required. Remove all obstructions to duct exhaust system and check for condensation accumulations.

2.1.7. 2.1.8. Conduct performance testing of equipment in accordance with DEDP. Prepare and provide documentation of performance test and results in accordance Page 3 of 13 RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) with DEDP. 2.1.9. 2.1.10. Cleaning of venting system using negative air and rotation brush system Five (5) years’ experience on similar commercial projects SECTION 3 - PROPOSER SUBMITTALS AND OTHER REQUIREMENTS 3.1. 3.1.1. Overview. University expects all Proposers to submit the information identified in this Section 3. Where the requested submittal is marked (E), the submittal will be evaluated and Proposers are expected to provide comprehensive written responses to the evaluated specifications. Points will be awarded based on the degree to which the University’s evaluators determine that the Proposer meets the evaluated specification. A Proposer that does not respond to an evaluated specification may receive no points for that specification. With respect to all other submittals, the determination as to whether the Proposer meets the submittal requirements rests solely with University. If University determines that a Proposer does not meet a submittal requirement as specified, or has not included sufficient information relevant to allow University to evaluate a submittal requirement, University may deem the Proposal “non responsive” and terminate its review of the Proposal. 3.2. 3.2.1. 3.2.2. 3.2.3. Submittals and Qualifications. Cover Letter. Proposer must submit a cover letter summarizing the Proposal. Contact Information. Proposer must submit the name and title of its primary contact regarding this RFP, the business name, the primary address, the primary contact’s telephone number, and the primary contact’s email address. Entity Verification. 3.2.3.1. If the Proposer is an entity other than a sole proprietorship, Proposer must submit evidence in the form of a Secretary Certificate (or equivalent documentation) that the individual submitting the Proposal is authorized to act for and bind the Proposer in all matters relating to the Proposal and possible subsequent contract. This type of written documentation is commonly in the form of a Secretary’s Certificate or Officer’s Certificate issued by the board or committee governing the entity. The written documentation, however, is not required to be in any particular form as long as it clearly shows the individual signing the Proposal has authority to bind the Proposer. 3.2.3.2. If Proposer is an entity other than a sole proprietorship and the entity was not organized or incorporated in the State of Oregon, Proposer must submit written evidence that Proposer is in good standing in its state of organization or incorporation.

This type of written documentation is commonly in the form of a certificate of good standing. The written documentation, however, is not required to be a certificate of good standing. For example: A corporation incorporated in California could go to the California Secretary of State’s website, perform a business entity search on itself, and submit with its Proposal a copy of the record Page 4 of 13 RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464- RFP) retrieved from that site. 3.2.4. Financial Capability. Proposer must submit sufficient evidence of financial capability to meet the responsibilities to perform the contract, which may include balance sheets, income statements, financial statements, independent financial compilation/review or other financial information, whereby University can determine Proposer’s credit rating or financial capability1.

It will be at University’s sole discretion to determine if evidence submitted is sufficient to determine financial capability or to deem a Proposer responsible to perform under a contract. University reserves the right to request further information as needed for clarification purposes. The successful Proposer to which the contract is awarded may, at the discretion of University, be required to provide periodic (in no case more than two times per year) updates to the financial capabilities report submitted pursuant to this RFP. 3.2.5. Approved Equals. Unless otherwise specified, approved equals may be considered. If alternatives to specifications are offered, include brand, model number, and complete information so offer may be properly evaluated. 3.2.6. Addenda Posted After Proposer’s Submission of Proposal. If Proposer has already submitted a Proposal, Proposer may (i) modify the previously submitted Proposal (in accordance with the procedures set forth in Section 4 below) to include a signed copy of each Addendum not previously acknowledged, or (ii) withdraw the previously submitted Proposal (in accordance with the procedures set forth in Section 4 below). 3.2.7. Other Proposer Requirements.

Proposer must not be listed on the Federal Excluded Parties or Debarred Contractors listing. Proposer must not be excluded from contract awards by either the federal government or the State of Oregon. No written response from Proposer is necessary for this Section. Upon closing of this RFP, and as part of University’s initial review of mandatory requirements, University will verify whether Proposer is excluded from contract awards by either the federal government or the State of Oregon. 3.2.8.

Experience. Proposer must describe its experience in providing goods and services similar to those described in this RFP. (E) 3.2.9. References. Proposer must submit a list of three clients and contact information for whom similar goods and services have been provided. These clients may be contacted by University for an evaluation and assessment of the Proposer's performance. (E) 3.2.10.

Goods/Services Offered. Proposer must describe how its goods/services meet the specifications and performance criteria set forth in Section 2 of this RFP. (E) 1 University does not require audited financial documents or extensive proof of one’s financial capability. With respect to corporate entities or LLCs, a proposer may submit an independent financial compilation or report generally prepared by an accountant applying accounting and financial reporting expertise to assist the entity in preparing financial statements and reports without undertaking to obtain or provide any assurance that there are no material modifications that should be made to the financial statements in order for them to be in accordance with the applicable financial reporting framework. The report is to be completed in accordance with Statements on Standards for Accounting and review Services promulgated by the Accounting and Review Services Committee of the AICPA (American Institute of Certified Public Accountants. University does not require an audited statement or a verification of the accuracy of the information provided. In the case of small businesses (as defined by the Small Business Administration), sole proprietorships, and/or historically underutilized businesses, one may submit proof of confirmation of self-employment status, verification of income from self-employment, and/or a statement of assets, credit references, a current bank statement, and/or a current credit report. This list is not exclusive.

University will independently evaluate all documentation received from a proposer. A proposal may not be rejected if financial information is not submitted. However, University may require proof of a vendor’s financial ability to provide the goods and/or services in advance of a contract award. Page 5 of 13 RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) 3.2.11. Quote Details. Proposer must complete the Contractor’s Proposed Quote Details form attached as Exhibit A hereto. (E) 3.2.12. Maintenance. Proposer must provide a description of available maintenance and service plans, along with attendant costs. (E) 3.2.13. Timeline. Proposer must submit a timeline detailing when services will be completed. 3.2.14. Itemized Budget. Proposer must submit an itemized budget of cost estimates for individual items or groups of set forth above. If Proposer is proposing an hourly rate, such price proposal must include a not-to-exceed amount as well as the hourly rate. Proposer’s responses may be completed in the space provided in Exhibit A or may be separate document(s) that are clearly labeled with the corresponding RFP Exhibit number. (E) 3.2.15.

Sustainability. University is interested in environmentally, socially, and economically sustainable products and services when compared to competing products and services serving the same purpose.

Discuss how your agency's sustainability efforts might be incorporated into or benefit the work performed for or deliverables supplied to the University. Suggested categories of discussion include energy efficiency practices; support for underserved populations; environmental certifications of products supplied, sustainable material sourcing; waste reduction; water conservation measures; etc.

What measures will your agency take to minimize negative impacts to the environment in the delivery of the products and services? (E) For more information regarding University’s sustainability goals, please refer to the University’s Comprehensive Environmental Policy website at https://cpfm.uoregon.edu/Policy-Sustainability. SECTION 4 - PROPOSER INSTRUCTIONS AND PROPOSAL PROCEDURES 4.1. Overview. Proposer MUST comply with all Proposal procedures and follow all Proposer instructions set forth in this Section. 4.2. Vendor Questions. Please note that University will not respond directly to individual inquiries. University will not address inquiries that are unique to a specific Proposer, are non-substantive, and/or are already addressed in this RFP. University only addresses inquiries through a posted addendum when it has sufficient resources available and determines the information will assist all interested parties in preparing responsive Proposals. University will not respond to oral inquiries. Vendor questions must be submitted to competitionsupport@uoregon.edu no later than ten business days prior to the Closing Date. Please do not follow questions with emails requesting if and/or when responses will be posted. 4.3. 4.3.1. Proposal Preparation. Completeness.

Unless Proposers are specifically authorized by this RFP to take exceptions or to leave terms open to negotiation, Proposals will be a complete offer and will be subject to the terms of this RFP. To be evaluated and considered for award, Proposals must Page 6 of 13 RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) include all information required herein. Failure to do so may be deemed sufficient cause for rejection of the Proposal as “non-responsive.” 4.3.2. Organization. Proposals must follow the organization and format described in this RFP. Proposals must clearly identify the question or request to which the Proposer is addressing and restate the Section number with each response. Proposals must be organized in the order in which the question or request was presented in the RFP. Proposals that do not follow the format described in this RFP may at University’s sole discretion be deemed “non-responsive,” and receive no further consideration. 4.4. Proposal Submission. 4.4.1. Form. Unless otherwise stated in this RFP, Proposals must be submitted electronically. 4.4.2. Procedure for Electronic Submissions. To submit a Proposal, please go to https://pcs.uoregon.edu/content/business-opportunities. Click the link “Submit a Proposal” to the right of the RFP listing and follow the submission instructions. For further information on how to submit a Proposal, please see the Vendor Proposal Instructions at:

https://pcs.uoregon.edu/sites/pcs1.uoregon.edu/files/vendorproposalsubmitinst_final_topost.pdf Electronic Proposals must be formatted in MS Word, Excel, or .pdf. Supporting documentation such as graphics, pictures, and financial statements may be in .pdf or other appropriate format. Do not submit electronic copies through email, use of a Drop Box account, or other such Web or cloud based product.

To ensure your Proposal is considered, do not submit your Proposal with embedded images and/or documents. All Proposals submitted electronically must be submitted by individuals with legal authority to bind the Proposer. 4.4.3. Accessibility. If a Proposer is unable to comply with the above procedure, please contact the Issuing Office before the Closing Date for further instructions. Late submissions will not be accepted. 4.4.4. Authorization. Proposals must be submitted by Proposer’s authorized agent or representative. Proposer acknowledges that its Proposal shall remain firm for a period of six months after the Closing Date. By submitting its Proposal, Proposer represents and warrants that Proposer understands and agrees to be bound by all of the terms and conditions of this RFP. 4.4.5. Receipt of Proposal by University. All Proposals must be received by University’s Issuing Office by the Closing Date and Time. Postmarks will not be considered. It is Proposer’s responsibility to ensure that the Proposal is received by University at the required delivery point (as indicated in Section 1 of this RFP), prior to the Closing Date and Time, regardless of method used to submit the Proposal. University will not be responsible for the proper identification and handling of Proposals not submitted in the designated manner or format as required by this RFP. 4.4.6. Proposer’s Costs. University is not responsible for any costs of Proposers incurred in connection with submitting or presenting a Proposal. All Proposers who respond to Page 7 of 13 RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) solicitations do so solely at their own expense. 4.4.7. Binding Offer.

Submission of a Proposal constitutes a firm, binding and irrevocable offer for a period of three months following the Closing Date and Time. 4.4.8. Modification of Proposal by Proposer. Proposers may modify a previously submitted Proposal prior to the Closing Date and Time. Modifications must be submitted electronically. The subject line must be clearly marked “PROPOSAL MODIFICATION,” and must display the RFP Title, RFP Number, and the Closing Date and Time. Verbal modifications or corrections will not be recognized or considered. 4.4.9. Withdrawal of Proposal by Proposer. Proposals may be withdrawn at any time prior to the scheduled Closing Date and Time. Notification of withdrawal must be submitted electronically. The subject line must be clearly identified with the words “PROPOSAL WITHDRAWAL,” and must display the RFP Title, RFP Number, and the Closing Date and Time. 4.4.10. Proposals are Property of University. All Proposals submitted in response to this RFP become the property of University. By submitting a Proposal in response to this RFP, Proposer grants the University a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Laws. Proposals, including supporting materials, will not be returned to Proposer. 4.4.11. Trade Secrets. This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be retained by requesting University department for the required retention period, and made a part of a file or record, which will be open to public inspection. If a Proposal contains any information that is considered a "trade secret" under ORS 192.345(2), the Proposer must provide an alternative copy of its Proposal with any specific text, drawings, or other markings that are considered a “trade secret”, if any, clearly marked or redacted, and also mark each sheet that contains such information in the Proposal with the following legend: "This data constitutes a trade secret under ORS 192.345(2), and will not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192." Failure to provide a marked alternative copy or mark the Proposal as required in this Section will conclusively establish that the information on that page does not constitute a trade secret as defined in ORS 192.345(2). The Oregon Public Records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies "unless the public interest requires disclosure in the particular instance". See ORS 192.345(2). As such, non-disclosure of documents or any portion of a document submitted as part of a Proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. Proposals in which the entire document is marked or otherwise identified in its entirety as confidential or a “trade secret” may be rejected. If the Proposal is not rejected, the response will be deemed available for disclosure to the public. Page 8 of 13 RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) University will not agree to nondisclosure or confidential disclosure agreements. 4.5. University’s Right to Amend. University reserves the right, at its option, to amend this RFP. Any Addenda including, without limitations, extensions of the Closing Date and Time will be posted on the PCS website, under “Business Opportunities,” accessible at http://pcs.uoregon.edu/content/business-opportunities. Proposers are responsible for monitoring the PCS website on a periodic basis for any modifications to the RFP.

University is not required to issue individual notifications. 4.6. University’s Right to Reject. University reserves the right, at its option, to reject any or all Proposals. Notification of Proposal rejection will be made in writing. University reserves the right to waive minor informalities and irregularities in Proposals.

4.7. this RFP. University’s Right to Cancel. University reserves the right, at its option, to cancel SECTION 5

- EVALUATION AND AWARD 5.1. Evaluation by Committee. Proposals will be evaluated by a committee consisting of representatives of the requesting University department, and/or other interested individuals, as University deems appropriate (“Committee”). 5.2. 5.2.1. Initial Evaluation. Completeness and Compliance of Proposal. Proposals will be evaluated for completeness and compliance with the requirements of this RFP. 5.2.2. Those Proposals that are incomplete, do not meet all requirements of this RFP, or are otherwise deemed by University to be "non-responsive," will be rejected. 5.2.3.

Responsibility of Proposer. Proposers will be evaluated for their demonstrated ability to perform responsibly under a contract awarded pursuant to this RFP. At the discretion of the University, those Proposers who satisfactorily demonstrate their ability to perform responsibly under a contract awarded pursuant to this RFP are considered “responsible”. Those Proposers who are unable to satisfactorily demonstrate to University that they are able to perform responsibly under a contract awarded pursuant to this RFP are considered “non responsible”. 5.3. Criteria Evaluation. Responsive Proposals received from responsible Proposers will be further evaluated by the Committee. For each of these Proposals, the Committee will allocate points (up to the designated Maximum Available Points) for the following criteria, and calculate the Proposal’s total score: Page 9 of 13 RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) Page 10 of 13 Criteria to Be Evaluated Maximum Available Points 1. Goods/Services Offered and Timeline:

Section 2.1.1 – 2.1.10, and sections 3.2.10, 3.2.11, and 3.2.13 Completed Exhibit A, of this RFP. 40 Points

2. Experience and References: Sections 3.2.8 – 3.2.9 of this RFP. 20 Points 3. Maintenance: Sections

3.2.12 of this RFP 10 Points 4. Itemized Budget: Exhibit A and Sections 3.2.14 of this RFP. 30 Points 5.

Proposer’s Sustainability Efforts: Section 3.2.15 of this RFP 5 Points 6. Historically Under Represented Businesses, Veteran Owned and Operated Business enhancement. 5 Points To qualify for consideration for further review under this RFP, Proposer must receive a minimum score of 70% of the Maximum Available Points for each enumerated criteria. TOTAL 110 Points Although the general criteria to be used for final evaluation has been provided in this RFP, it is not intended to limit imagination or creativity in preparing a Proposal that will accomplish the 5.4. Competitive Range Evaluation. 5.4.1. Establishing the Competitive Range. Based on the total scores calculated in accordance with Section 5.3 above, the Committee may proceed directly to Final Determination, as set forth in Section 5.5 of this RFP.

Alternatively, the Committee may establish a range of Proposals that have a reasonable likelihood of being selected for award (“Competitive Range”). The Competitive Range is expected to consist of no more than three Proposals; however, University reserves the right to expand or reduce the number of Proposals to be included in the Competitive Range. University will notify Proposers that do not qualify for the Competitive Range Evaluation via the email address provided in their Proposals. Protests to the selection of Competitive Range Proposers must be made pursuant to the conditions and limitations of UO Policy IV 09 06 CC. Proposers selected for the Competitive Range Evaluation will be notified via the email address provided in their Proposals. Within 24 hours of receipt of the notice, selected Proposers must reply to the notice and advise University of their interest in participating in the Competitive Range Evaluation. If a selected Proposer fails to respond within the prescribed period, University will make a follow-up phone call via the phone number provided in the Proposal. If no response is received by University within 48 hours after the initial notification is sent, the Proposal may be removed from the Competitive Range Evaluation. University will provide written notice of such removal to the Proposer.

5.4.2. Evaluating Competitive Range Proposals. University may seek written clarification of some or all Proposals. University may serially discuss Proposals with some or all Proposers. University may ask Proposers to present live presentations and/or demonstrations of their Proposals. Presentations and demonstrations will take place after reasonable notice is given to Proposers by University. Any special accommodations required for the live presentations and demonstrations (technical or otherwise) must be communicated to University at least five days prior to the scheduled presentation. University will make all reasonable efforts to accommodate such requests. The purpose of live presentations/demonstrations is to allow Proposers to provide supplemental information and clarification of Proposal contents to inform the Committee in its decision-making process. 5.4.3. The Committee may also consider and assess other factors, including but not limited to, any information submitted in response to this RFP, best value, price, experience working with other organizations, including higher education institutions, references, financial condition of the Proposer, resources of the Proposer, clarifications provided in response to inquiries by University, proposed additional terms for providing the service, and experience of persons assigned to this project. University reserves the right to require a “Best and Final Offer” from Proposers within the Competitive Range pursuant to UO Policy IV 09 06 EE. 5.4.4. Negotiations. University may commence serial negotiations with the highest ranked Proposer or commence simultaneous negotiations with all eligible Proposers. University may negotiate:

a. The statement of work, timelines, implementation plans, deadlines, delivery terms, etc. b. The contract price as it is affected by negotiating the above elements. c. Any other terms and conditions determined by University in its sole discretion to be reasonably related to those expressly authorized for negotiation. Accordingly, Proposers will not submit and University will not accept for negotiation, any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation. Terms and conditions within any proposed contract may be further negotiated after award, but before legal review or execution of the Contract. 5.5. Final Determination. After considering and assessing all factors it deems relevant, the Committee will make a decision as to how to proceed.

University has an obligation to seek a solution that provides it with the best value as will be reasonably determined upon its evaluation of all Proposals. This best value concept means that University may consider factors other than contract price in making its purchasing decisions. University reserves the right to accept or reject Proposals on each line separately, or as a whole, to award items separately or in aggregate, and to contract with one or more vendors, all as RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) Page 11 of 13 determined by University to be in the best interest of University. 5.6. Notice of Conditional Award. The apparent successful Proposer will be notified in writing of its status and negotiations will commence to achieve a final contract, which will include terms and conditions substantially as set forth in the University Standard Terms and Conditions, Exhibit B hereto. All other Proposers will be notified in writing that the apparent winning Proposal has been selected. The award decision is conditioned upon final approval by the University and the successful negotiation of a contract. University makes no representation that a contract will be awarded pursuant to this RFP and reserves the right to cancel upon notice to all Proposers. 5.7. Procurement Results. Because of the volume of its business, University does not post selection or award results though, in its sole discretion, may elect to do so. University does not conduct post-award debriefings. All solicitations, proposals, bids, award information, documents, and notices are confidential and not subject to public disclosure until a contract is executed with the successful vendor or the procurement is canceled. All protests of the selection or award must be made pursuant to the conditions and limitations of UO Policy IV 09 06 CC. All procurement documents are public records and may be requested from University’s Office of Public Records at https://publicrecords.uoregon.edu. 5.8.

Use by Other Public Entities. All public agencies or public higher education institutions may utilize any contract(s) awarded pursuant to this Request for Proposal. The other public agencies and other public higher education institutions shall be individually responsible for their obligations to the awarded contractors(s). Likewise, the contractors shall be responsible to the public agencies or public higher education institutions for their obligations to those public agencies or public higher education institutions pursuant to any ensuing contract(s). Any such purchases shall be between the contractor and the participating public agencies or public higher education institutions and shall not affect the vendor’s obligation to University of Oregon. University of Oregon makes no representation or guarantee as to the volume of University of Oregon’s purchases or such additional purchases. SECTION 6 - CONTRACT 6.1. Separate Contract. The contract award will be pursuant to a separate contract, which will include terms and conditions substantially as set forth Exhibit B hereto. 6.2. Modification of Form Contract/University Standard Terms and Conditions. Modifications to Exhibit B must be submitted by Proposer as part of its Proposal. Proposed modifications must specifically identify the provisions to be modified and further include the proposed modified language. Failure to follow this procedure will render Proposer’s proposed modification ineffective. Terms and conditions will not be negotiated post-award. If you condition your Proposal on any proposed modification, University, in its sole discretion may deem your Proposal non-responsive. 6.3. No Additional or Supplemental Terms or Conditions.

Additional or supplemental terms and conditions submitted by a Proposer as part of its response may be evaluated or considered at the sole discretion of University. If additional or supplemental terms and conditions, either intentionally or inadvertently appear separately in a Proposal (e.g., in RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) Page

12 of 13 transmittal letters, specifications, literature, price lists, web links, or warranties), it is understood and agreed that the terms and conditions contained in this RFP are the only terms and conditions applicable to this RFP and any ensuing contract, and the Proposer’s authorized signature affixed to its Proposal attests to this. If you condition your Proposal on any additional terms and conditions, which have not been accepted by a written Addendum to the RFP, your Proposal may be deemed non-responsive. 6.4. University Review. A final contract is conditioned upon the successful negotiation of contract terms. Proposers agree that University will have the right to negotiate, review and/or require modification of any terms or definitions used in the final contract. Failure to agree to the terms and conditions of a contract may result in cancellation of the intended award. RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) Page 13 of 13 EXHIBIT A RFP for Cleaning of Residence Hall and Family Housing Co-Op Dryer Vents and Related Ductwork PCS# 470000-01464-RFP CAMPUS LOCATIONS NEW RESIDENCE HALL Hall/Wing Floor Area Equip. Location Equipment Equip ID Bid Price 1st floor Laundry Room 1st floor 110 Resident Apt. Dryer exhaust plenum Dryer vent 1st floor 111 Resident Apt 2nd floor Laundry Room Dryer vent Dryer exhaust plenum 3rd floor Laundry Room 4th floor Dryer exhaust plenum Laundry Room 5th floor Dryer exhaust plenum Laundry Room 6th floor Dryer exhaust plenum Laundry Room Dryer exhaust plenum RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464- RFP) - Exhibit A Page 1 of 9 RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) - Exhibit A Page 2 of 9 YASUI HALL Hall/Wing Floor Area Equip.

Location Equipment Equip ID Bid Price 1st floor Laundry Room Dryer exhaust plenum 2nd floor Laundry Room Dryer exhaust plenum 3rd floor Laundry Room Dryer exhaust plenum 4th floor Laundry Room Dryer exhaust plenum 5th floor Laundry Room Dryer exhaust plenum 1st floor 106 Resident Apt. Dryer vent 1st floor 108 Resident Apt. Dryer vent 1st floor 107 Custodial Dryer vent UNTHANK HALL Hall/Wing Floor Area Equip. Location Equipment Equip ID Bid Price 2nd floor Faculty in Residence apt. Dryer vent 2nd floor Community Director apt Dryer vent 2nd floor Custodial supply room Dryer vent 2nd floor lounge Laundry Room Dryer exhaust plenum 2nd floor lounge Laundry Room Dryer exhaust plenum 2nd floor lounge Laundry Room Dryer exhaust plenum 2nd floor lounge Laundry Room Dryer exhaust plenum 2nd floor lounge Laundry Room Dryer exhaust plenum 2nd floor lounge Laundry Room Dryer exhaust plenum RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) - Exhibit A Page 3 of 9 EARL HALL Hall/Wing Floor Area Equip. Location Equipment Equip ID Bid Price Morton Basement Laundry Room dryer duct N/A McClure Basement Laundry Room dryer duct N/A Sheldon Basement Laundry Room dryer duct N/A Stafford Basement Laundry Room dryer duct N/A Young Basement Laundry Room dryer duct N/A Sheldon 1st floor Resident Apt. dryer duct N/A BEAN HALL Hall/Wing Floor Area Equip. Location Equipment Equip ID Bid Price Basement 001A Custodial Laundry Dryer Duct Work N/A East 1st floor 1003 Main Laundry Dryer duct work East 1st floor 1060B Laundry Dryer duct work West 1st floor 1233 Laundry Dryer duct work West 1st floor 1234C Resident Apt. Dryer duct work East 1st floor 1077C Resident Apt. Dryer duct work East 1st floor 1045 Resident Apt. Dryer duct work RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) - Exhibit A Page 4 of 9 GLOBAL SCHOLARS HALL Hall/Wing Floor Area Equip. Location Equipment Equip ID Bid Price Basement Custodial Laundry B012 Mechanical Rm. Exhaust Fan EF-2 North 2nd Laundry RM 222 Dryer exhaust 3rd Laundry RM 322 Dryer exhaust 4th Laundry RM 422 Dryer exhaust 5th Laundry RM 519 Dryer exhaust Center 2nd Laundry RM 249 Dryer exhaust 3rd Laundry RM 349 Dryer exhaust 4th Laundry RM 449 Dryer exhaust 5th Laundry RM 545 Dryer exhaust South 2nd Laundry RM 266 Dryer exhaust 3rd Laundry RM 366 Dryer exhaust 4th

Laundry RM 466 Dryer exhaust 5th Laundry RM 567 Dryer exhaust S. Laundry Mechanical Rm. Exhaust Fan EF-6 Laundry/Linen Mechanical Rm. Exhaust Fan EF-7 Center 1st Resident Apt. 133 Dryer exhaust North 1st Resident Apt. 110 Dryer exhaust RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) - Exhibit A Page 5 of 9 CARSON HALL Hall/Wing Floor Area Equip. Location Equipment Equip ID Bid Price Basement Hallway Outside warehouse Dryer vent 1st floor Resident Apt. RM. 157 Dryer vent 2nd floor Lounge Laundry Rm. 202 Dryer vent 3rd floor Lounge Laundry Rm. 302 Dryer vent 4th floor Lounge Laundry Rm. 402 Dryer vent 5th floor Lounge Laundry Rm. 502 Dryer vent LIVING LEARNING CENTER North Bldg. Roof North roof NE roof Dryer exhaust LL-EF-4N South Bldg. Roof East Roof South Bldg. East Roof Dryer exhaust LL-EF-1S North Bldg Basement 001 Custodial Dryer exhaust North Bldg 2nd floor Rm. 212 Dryer exhaust North Bldg 3rd floor Rm. 312 Dryer exhaust North Bldg 4th floor Rm. 412 Dryer exhaust South Bldg. Basement Rm. 004 Dryer exhaust South Bldg. 2nd floor Rm. 212 Dryer exhaust South Bldg. 3rd floor Rm. 312 Dryer exhaust South Bldg. 4th floor Rm. 412 Dryer exhaust South Bldg. 1st floor East resident hallway Dryer exhaust RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464- RFP) - Exhibit A Page 6 of 9 KALAPUYA ILIHI Hall/Wing Floor Area Equip. Location Equipment Equip ID Bid Price 5th West Dryers Room 501 Exhaust Fan EF-2 Roof East Dryers Roof Exhaust Fan EF-3 1st RM 120 Resident Apt. Dryer vent 1st RM 121 Resident Apt. Dryer vent 1st Lobby Laundry RM Dryer vent 2nd Lobby Laundry RM Dryer vent 3rd Lobby Laundry RM Dryer vent 4th Lobby Laundry RM Dryer vent 5th Lobby Laundry RM Dryer vent Basement RM 003 Custodial Dryer vent RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) - Exhibit A Page 7 of 9 SPENCER VIEW FAMILY HOUSING CO-OP Hall/Wing Floor Area Equip. Location Equipment Equip ID Bid Price Bldg. 666 1st Floor 104 Laundry & roof Exhaust Duct - Co-op Dryer Bldg. 662 1st Floor 1 Laundry room Dryer exhaust vent Bldg. 659 1st Floor 2 Laundry room Dryer exhaust vent Bldg. 656 1st Floor 3 Laundry room Dryer exhaust vent Bldg. 655 1st Floor 4 Laundry room Dryer exhaust vent Bldg. 652 1st Floor 5 Laundry room Dryer exhaust vent Bldg. 678 1st Floor 6 Laundry room Dryer exhaust vent Bldg.

683 1st Floor 7 Laundry room Dryer exhaust vent Bldg. 676 1st Floor 8 Laundry room Dryer exhaust vent Bldg. 672 1st Floor 9 Laundry room Dryer exhaust vent Bldg. 670 1st Floor 10 Laundry room Dryer exhaust vent Bldg. 682 1st Floor 11 Laundry room Dryer exhaust vent Bldg. 667 1st Floor 12 Laundry room Dryer exhaust vent Bldg. 665 1st Floor 13 Laundry room Dryer exhaust vent RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) - Exhibit A Page 8 of 9 Next Gen Phase 1 – Opening in fall 2027 – 1st cleaning 2028 Hall/Wing Floor Area Equip.

Location Equipment Equip ID Bid Price 1st floor RM 145 Laundry Room Dryer vent 1st floor RM 160 160 Resident Apt. Dryer vent 1st floor RM 165 165 Resident Apt Dryer vent 2nd floor RM 225 Laundry Room Dryer exhaust plenum 3rd floor RM 326 Laundry Room Dryer exhaust plenum 4th floor RM 426 Laundry Room Dryer exhaust plenum 5th floor RM 526 Laundry Room Dryer exhaust plenum 6th floor RM 626 Laundry Room Dryer exhaust plenum 7th floor RM 726 Laundry Room Dryer exhaust plenum GRAD VILLAGE Hall/Wing Floor Area Equip. Location Equipment Equip ID Bid Price Villard 1st floor East Laundry RM 105 Dryer vent Moss 1st floor West Laundry RM 105 Dryer vent AGATE APARTMENTS Hall/Wing Floor Area Equip. Location Equipment Equip ID Bid Price 1470 E. 18th 1st floor 155 Laundry building Dryer vents RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464-RFP) - Exhibit A Page 9 of 9 MOON LEE APARTMENTS Hall/Wing Floor Area Equip.

Location Equipment Equip ID Bid Price 1783 Moon Lee Lane 1st floor Parking lot Laundry building Dryer vents Schedule cleaning one time for Barnhart Hall and Riley Hall August 2026. Barnhart Hall and Riley will be removed from The cleaning rotation after the one-time cleaning. BARNHART HALL Hall/Wing

Floor Area Equip. Location Equipment Equip ID Bid Price Roof North Exhaust Fan - Dryer 079-MTR 035 Roof Exhaust Fan - Dryer 079-MTR 035 Roof Exhaust Fan - Dryer 079-MTR 036 Roof Exhaust Fan - Dryer 079-MTR 036 RILEY HALL Hall/Wing Floor Area Equip. Location Equipment Equip ID Bid Price Basement Stg. Room by stairs Exhaust Fan - Dryer 086 MTR-017 EXHIBIT B RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork PCS# 470000-01464-RFP UNIVERSITY STANDARD TERMS AND CONDITIONS – GOODS AND SERVICES 1. DEFINITIONS (a) "Contract" means the entire written purchase order, contract, or agreement attached to these University Standard Terms and Conditions (“Standard Terms”), these Standard Terms, and any other contracts, agreements, sales quotations, order acknowledgements, or similar documents including terms and conditions incorporated in the Contract; (b) "ORS” means the Oregon Revised Statutes; "OAR" means Oregon Administrative Rules; “UCC” means Uniform Commercial Code; “USC” means United States Code; (c) “Deliverables” means goods and/or services provided to University by Contractor under this Contract;

(d) "University" and “UO” each mean the University of Oregon, making the purchase pursuant to this Contract, and mean an Oregon Cooperative Procurement Program (“OrCPP”) member if the purchase is being made under the State of Oregon’s cooperative purchasing program authorized by ORS 190.240;

(e) "Contractor" or “Supplier” means the party named in Contract with whom University has contracted for the purchase of goods and/or services; (f) “Unsupervised Contact” with minor students means contact that provides the person opportunity and probability for personal communication or touch with students under the age of 18 when not under direct University supervision; and (g) University and Contractor are each a “Party” and collectively “Parties”. 2. ELECTRONIC PURCHASE ORDERS University uses an e-procurement system called “Duck Depot” to issue electronic purchase orders (“Duck Depot Purchase Orders”) to contractors. Contractor agrees to accept Duck Depot Purchase Orders, the terms of which will govern the purchase enumerated in each Duck Depot Purchase Order. 3. CONTROLLING TERMS These Standard Terms shall govern the Contract between the Parties and replace and supersede any conflicting terms and conditions found in the Contract, quotes, or other documentation provided by Contractor, unless agreed to in writing by an authorized representative of University. 4. INDEMNITY Contractor will be responsible for all damage to property, injury to persons, loss, expense, inconvenience, attorney’s fees, and delay (“Harm”) which may be caused by, or result from, any act or omission of Contractor, its subcontractors, agents, or employees. Contractor will defend, indemnify and hold University harmless, as well as University’s governing board, trustees, directors, officers, agents, employees, and members, with respect to all claims, suits, and actions of any nature, or alleging Harm of any nature, resulting from or arising out of the acts or omissions of Contractor or its subcontractors, officers, agents, or employees. The University has no obligation to and will not indemnify, defend, or hold Contractor harmless with respect to any act or omission, or any Harm resulting therefrom, of the University, its governing board, trustees, directors, officers, agents, employees, and members. 5.

INDEMNITY FOR INFRINGEMENT CLAIMS Except to the extent arising from materials or modifications provided or made by University, which materials are utilized by Contractor in their unaltered form, and without limiting the generality of the indemnification clause above, Contractor expressly agrees to indemnify and hold University harmless, as well as University’s directors, officers, employees, and agents, from and against any and all claims, suits, actions, losses, Exhibit B - Page 1 of 11 RFP for Cleaning of Residence Hall and Family Housing Co-op Dryer Vents and Ductwork (PCS# 470000-01464- RFP) liabilities, costs, expenses, and damages arising out of or related to any claims that the Deliverables infringe any patent, copyright, trade secret, trademark, trade dress, mask work, utility design, or other proprietary right of any third party. In the event that a court of competent jurisdiction determines in a final, non-appealable order that the work is infringing in a manner for which Contractor is obligated to indemnify University pursuant to this section, Contractor will, at its option: (a) procure for University the right to continue using such infringing work; (b) replace the infringing work with a non-infringing item of like form, fit or function; or (c) modify the work so that it no longer infringes. 6. INSURANCE 6.1. Unless otherwise agreed to in writing by an authorized representative of University, Contractor will secure at Contractor’s expense and keep in effect during the term of this Contract either comprehensive general liability insurance with a broad form Commercial General Liability endorsement or broad form commercial general liability insurance with a minimum combined single limit of not less than $1,000,000 for each occurrence and $2,000,000 aggregate, covering bodily injury and property damage, and will include personal and advertising injury liability, products liability and contractual liability coverage for the indemnity provided under this Contract. 6.2. Unless otherwise agreed to in writing by an authorized representative of University, Contractor will secure at Contractor’s expense and keep in effect during the term of this Contract Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 per occurrence and $5,000,000 aggregate.