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Portland Public Schools School District 1J

Multnomah County, Oregon

Request for Proposals Flexible Services Contractor Pool (“FSCP”)

Plumbing Services RFP No. 2026-035

RFP Availability:

This RFP is available electronically through the PlanetBids website at:

http://www.planetbids.com/portal/portal.cfm?CompanyID=22555. Interested parties must be registered with PlanetBids to obtain and download documents. Registration is at no cost. Future notices regarding this solicitation, including solicitation addenda, will be posted to PlanetBids.

Proposal Opening:

A public proposal opening will occur via teleconference promptly at 2:10 PM on the proposal due date. Only the name of the proposer will be read aloud.

Dial in information:

(US) +1 601-840-3033

PIN: 870 535 215#

Proposals Due: Not Later than 2:00:00 PM Pacific Time, August 11, 2026 Late proposals will not be accepted or considered.

Submit Proposals to: ELECTRONIC SUBMITTAL Submit electronically via PlanetBids, The Proposal, including all required documentation, must be submitted through the website not later than 2:00:00 PM on August 11, 2026 in accordance with the PlanetBids internal timestamp. Late Proposals shall be rejected.

HARDCOPY SUBMITTAL

No hardcopy submittals will be accepted.

Direct Questions to: Procurement Contact: Heather DeWig Email: purchasing@pps.net Deadline for Questions: July 29, 2026

Electronic Responses: Electronic responses via PlanetBids are required. E-mailed responses will not be accepted.

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RFP 2026-035

FSCP Plumbing Services

TABLE OF CONTENTS

1 Introduction

1.1 About Portland Public Schools

1.2 Work Requirements

1.3 Contract Requirements

1.4 Timeline

1.5 Definitions

1.6 RFP Questions, Clarifications and Changes

1.7 Portland Public Schools Equity in Public Purchasing & Contracting Policy

1.8 Prevailing Wages

1.9 Contract, Bonds and Insurance

1.10 Contractor and Subcontractor Fingerprint-Based Criminal History Verification

1.11 State OCCB Registration Requirements

1.12 ASBESTOS ABATEMENT

1.13 Lead Based Paint Renovation License

1.14 Requirements for Hazardous Materials

1.15 Public Works Bond

1.16 Compliance With Law

2 Scope of Work

2.1 Statement of Work

2.2 Scope of Work

2.3 Sustainable Business Practices

3 Proposal Format, Content, and Submission

3.1 Proposal Format

3.2 Proposal Content

3.3 Proposal Responses to Evaluation Criteria

3.4 Proposal Submission

4 Proposal Evaluation and Award

4.1 Clarification of Responses

4.2 Proposal Evaluation

4.3 Notification of Intent to Award

4.4 Negotiation

5 Solicitation Terms and Conditions; Protest of Solicitation or Award

5.1 Solicitation Document

5.2 Proposer Cost of Response Preparation

5.3 Submitted Materials are District Property

5.4 Proposal Validity

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5.5 Solicitation Cancellation, Rejection of a Proposal or All Proposals

5.6 Disputes

5.7 Publicity

5.8 Preference for Recycled Materials

5.9 Performance within state of public printing, binding and stationary work

5.10 Confidentiality

5.11 Protests

5.12 Intergovernmental Permissive Cooperative Agreement

6 Contract Terms and Conditions

6.1 Contract Award and Term

6.2 Portland Public Schools Contract

6.3 Insurance

PORTLAND PUBLIC SCHOOLS, SCHOOL DISTRICT NO. 1J

MULTNOMAH COUNTY, OREGON

Attachment A: Sample Contract

Attachment B: Proposer Information Form

Attachment C: Reference Sheet

Attachment D: Fee Schedule Worksheet

Attachment E: *PPS Design Guidelines and Standards

*Link for PPS Design Guidelines and Standards: https://www.pps.net/departments/facilities-asset-management/facility-standards-design-and-construction

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1 Introduction Please Note: The contracting method for this project utilizes the Flexible Services Contractor Pool (“FSCP”) contracting method specified under District Public Contracting Rules PPS-47-0288(21) and PPS-49-0146(4).

Through this Request for Proposal (“RFP”), Portland Public Schools (“District”) requests statements of qualifications and pricing (“proposals”) from individuals or firms (“Offerors”) to provide plumbing services on an “as needed” basis. The District intends to award multiple Flexible Service Contracts from this RFP. A Flexible Service Contract is a price agreement to provide a range of services with work authorized through Work Authorizations (see Section 1.2.3 of this RFP).

Appointment to an FSCP does not guarantee that a contractor will receive a particular number of Work Authorizations or any Work Authorizations at all.

The establishment of an FSCP does not preclude the District from procuring public improvements that would otherwise fall within the FSCP from other contractors through any other procurement method authorized under PPS Rules.

At any time during the term of an FSCP, the District may request confirmation from a contractor or contractors in the pool that the Contractor continues to maintain the skills, personnel, inventory, or other capability needed to perform the class of work or provide the required goods.

Determination of award will be based upon the capacity and experience of the proposers and the evaluation of scores underlying the rank of each proposal, and shall be at the sole discretion of the District. The FSCP contract(s) term will be three years.

1.1 About Portland Public Schools

Portland Public Schools, founded in 1851, is a PK-12 urban school district in Portland, Oregon. With more than 45,000 students in 81 schools, it is one of the largest school districts in the Pacific Northwest.

With highly trained teachers and staff; an engaged parent community; strong partnerships, and a focus on closing the racial educational achievement gap, PPS has seen significant gains in its graduation rate and has enjoyed steady enrollment growth. Thanks to the state Legislature, school funding is improving and thanks to Portland voters, a PPS School Building Improvement Bond is now fueling the modernization of our aging school buildings for 21st century learning.

1.2 Work Requirements

1.2.1 Purpose

Through this RFP, the District seeks to enter into one or more Flexible Services Contract(s) with successful Offerors for the provision of the services listed in the Scope of Work. Offerors will provide the District with plumbing Services on an as-needed basis. Project work will be authorized through Work Authorization issued from a Flexible Services Contract (see Section 1.2.3 below).

1.2.2 Nature of the Work

The services requested under a Flexible Services Contract will typically be for projects that are between $5,000 and $100,000 and limited in scope. These projects generally include work with short deadlines, scopes that may need to be developed quickly and/or require expertise not currently in-house. In some cases, the District may request work involving complex requirements and multiple tasks.

1.2.3 Work Authorization Process

a) Upon execution of the Flexible Services Contracts, the District will generate a random list of names of the Contractors appointed to the FSCP. Work Authorizations for individual projects will be offered, negotiated, and awarded sequentially to Contractors on the FSCP list. Once the District has offered a Work Authorization to all the Contractors in the FSCP (whether or not some or all of the Contractors have accepted the Offer), a new random FSCP list will be generated. The District may offer a Work Authorization to Contractors out of sequence in the following circumstances:

i. The Contractor that is next on the list declines or is unavailable during the time period needed.

ii. Work Authorization negotiations with the next-listed Contractor are not successful.

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iii. The Project is for a Public Improvement that is a continuation of, an addition to, or connected with a Public Improvement previously constructed by a Contractor on the list, and such prior experience means that it is in the best interest of the District to award the Work Authorization to the Contractor that performed the prior work or provided the prior goods.

iv. The nature of the project is such that the District determines that an additional analysis of Contractor capability or capacity is required. In order to make this determination, the District shall conduct an Intermediate Procurement pursuant to PPS-49-0160 limited to Contractors in the FSCP.

b) Authorization of Work. Work Authorizations will be issued by the District to the Contractor to authorize the performance of all work under the Contract. The specific statement of work, performance schedule, deliverables, and compensation for a given assignment will be included in each Work Authorization. The District is not responsible for payment of any work that is not properly authorized.

c) Cost Estimates. Prior to issuance of any Work Authorization, the Contractor will be asked to provide a detailed cost estimate for the requested services which must include all labor hours, Contractor and subcontractor personnel, and anticipated reimbursable expenses. All such cost estimates are subject to reasonable negotiations prior to execution of a Work Authorization.

The Parties acknowledge that Work Authorization hour allocations by personnel are estimates only. Actual and therefore invoiced work hours by personnel may vary from those estimates;

however, Consultant’s billings will not exceed the Work Authorization budget nor include billings for personnel not listed on the Work Authorization without the District’s prior consent.

d) Work Authorization Amendments. Except for changes to the expiration date of a Work Authorization, any change(s) to the scope, budget, or other matters of an approved Work Authorization will be implemented by a written amendment to that Work Authorization prepared by the District and signed by the parties. The expiration date of any Work Authorization may be changed through email approval between the Contractor and the District contact identified as the Work Authorization Manager on the cover page of an approved Work Authorization (the “District Work Authorization Manager”).

e) Contractor Notification Responsibilities. Contractor must notify the District Work Authorization Manager if either a) the agreed-upon budget or b) the expiration date of a Work Authorization needs to be amended prior to exceeding the agreed-upon budget or the expiration date of a Work Authorization.

f) Work Authorization Termination. Unless otherwise specified in a particular Work Authorization, the District may terminate any Work Authorization issued from the Contract for any reason by providing fifteen (15) calendar days prior written notice to the Contractor. Such an action will not affect the balance of any other Work Authorizations that may have been issued from that Contract.

g) Performance Evaluation. At the completion of each Work Authorization, the Contractor may be evaluated by the District Work Authorization Manager with regards to quality of work products and services provided; budget, scope and schedule control; contract administration (e.g. accuracy of billings); and other matters relevant to the work performed pursuant to that Work Authorization. Any such evaluation will be included in the Contractor’s contract file.

1.3 Contract Requirements

1.3.1 Form of Agreement. The Offeror(s) selected for contract award from this RFP will be invited to enter into a Flexible Services Contract (each “Contract”) with the District. Each Contract will become effective upon execution by the parties to that Contract.

1.3.2 No Obligation of Work. CONTRACTS AWARDED FROM THIS RFP WILL BE EXECUTED FOR

WORK TO BE PROVIDED ON AN AS-NEEDED BASIS. AS SUCH, THE DISTRICT MAKES NO

GUARANTEE OF ANY WORK, NOR IS THERE ANY GUARANTEE THAT THE MAXIMUM

COMPENSATION OF THE CONTRACT WILL BE EARNED.

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1.3.3 Contract Term. Each Contract will have a term of three years.

1.3.4 Work Authorizations. The process for authorizing work under a Contract is explained in Section

1.2.3 of this RFP. No work will be authorized without a fully-executed Work Authorization.

1.3.5 Compensation and Payment.

a) Contract Value. The initial value of each Contract will be an amount of $TBD. This amount may be amended by the written agreement of the parties.

b) Contractor Fees. Fee schedules provided by the Contractor in their proposal will be used for all work under a Contract unless the Contract fee schedule is subsequently modified by the written agreement of the parties or negotiated prior to execution of the Contract.

c) Method of Payment. Contractors’ personnel and reimbursable expenses, up to the not to exceed value of a Work Order, will be payable on the basis of each Contractor’s time and materials using the billing rates listed within each Contract.

1.3.6 Contract Terms and Conditions. The terms and conditions that will govern each Contract are contained in Attachment A of this RFP.

1.3.7 Insurance Requirements. The insurance requirements required by each Contract are contained in Attachment A of this RFP.

1.4 Timeline

ACTIVITY DATE

Issuance of Request for Proposals 07/10/2026 Deadline for Questions or Clarifications 07/29/2026 Deadline for Final Addenda 08/06/2026 Proposals Due 08/11/2026 Intent to Award(s) Issued 08/27/2026 Anticipated Contract Effective Date 10/07/2026

The District reserves the right to deviate from this schedule.

PLEASE NOTE: After an Intent to Award has been issued, all Offerors are welcome to view the solicitation and evaluation file at District offices. However, a debrief and/or copies of documents in the solicitation file will not be available until after a contract has been fully executed.

1.5 Definitions

a) “FSCP” Contract, as used in this RFP, means a Flexible Spending Contractor Pool Contract. A

FSCP contracting method is useful for a particular class of Public Improvements where the need for such work is ongoing in nature, where it is difficult to anticipate the service need, time, amount, or availability of Contractors, or where service needs arise so quickly that it is not practical or cost-effective to conduct individual solicitations.

b) “CERTIFIED BUSINESS”, as used in this RFP, means a for-profit company certified by the State of Oregon Certification Office of Business Inclusion and Diversity (COBID) as a Minority-Owned Business (MBE), a Women-Owned Business (WBE), a Service Disabled Veteran Business (SDVBE) and/or an Emerging Small Business (ESB) pursuant to Oregon Revised Statutes Chapter 200; and/or A company certified in the States of Oregon, Washington and California by the U.S. Department of Transportation (U.S. DOT) as a Disadvantaged Business Enterprise (DBE) pursuant to Code of Federal Regulations (CFR) Title 49, Subtitle A, Parts 23 and 26; and/or

A company certified by the State of Washington Office of Minority and Women’s Business Enterprises as a Minority Business Enterprise (MBE) and/or Woman Business Enterprise (WBE) pursuant to Washington Administrative Code, Title 326, Chapter 326-20.

c) Work Authorization, as used in this RFP, means an order issued and executed to work on a particular project.

d) Time, as used in this RFP, means the hourly rate for specific positions provided on Attachment H of this RFP.

e) Materials, as used in this RFP, means materials required to complete the Work and billed to District at actual cost.

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f) Work, as used in this RFP, means the furnishing of all materials, equipment, labor, and incidentals necessary to successfully complete any individual item or the entire Contract, and successful completion of all duties and obligations imposed by the Contract.

Additional definitions are provided in the Portland Public Schools Public Contracting Rules, adopted May, 2019: http://www.pps.net/Page/1584

1.6 RFP Questions, Clarifications and Changes

Any Proposer requiring clarification of the information provided in this solicitation must submit specific questions or comments in writing to the Procurement Contact shown on page 1 of this document. Email is the preferred form of written communication. The deadline for submitting such questions is shown on page 1 of this document.

Questions should be transmitted by email and should include the solicitation number and title in the subject line of the email. Wherever possible, all questions for a single solicitation should be grouped together in a single email. Such emails must only address one solicitation. If a prospective Bidder has questions across multiple solicitations, the Bidder should submit separate emails for each solicitation, labeled by solicitation number and title.

The District may at its sole discretion reject questions or requests that do not adhere to these guidelines.

If selected for award, a proposer will be expected to execute a contract with the material terms and conditions of the sample contract included with the solicitation documents. The material terms and conditions of the sample contract may be modified at the sole discretion of the owner upon determination that the modification is in the best interest of the owner.

If the proposer selected for award as a result of this RFP fails to agree to a contract with the material terms and conditions of the sample contract attached, the District may terminate negotiations with the proposer and commence negotiations with the next highest ranked proposer.

1.6.1 Addenda

If the District determines that additional information or interpretation is necessary, such information or interpretation will be supplied in addenda, posted on PlanetBids.

Those who have registered their interest in the solicitation through PlanetBids will be notified of addenda via email. Addenda shall have the same binding effect as though contained in this RFP.

The Director of Purchasing & Contracting or designee shall issue all addenda not less than 72 hours prior to the submission deadline.

Statements made by the District’s representatives are not binding on the District unless confirmed by written addendum.

1.7 Portland Public Schools Equity in Public Purchasing & Contracting Policy The District is dedicated to increasing contracting opportunities for minority-owned businesses, women-owned businesses, service-disabled veteran-owned businesses, disadvantaged businesses, and emerging small businesses (“Certified Businesses”). Certified Businesses are strongly encouraged to submit proposals in response to this RFP. In addition, all proposers should seek opportunities to partner or subcontract with Certified Businesses in this work as well as participate meaningfully in minority and women workforce development.

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1.7.1 Certified Business Utilization Reporting

The District has implemented an online Certified Business utilization tracking system. This web-based software system facilitates Certified Business utilization reporting for all construction, architecture, engineering, and related services contractors doing business with Portland Public Schools. The system is designed to streamline and automate subcontractor utilization reporting requirements and includes the following key features:

• Automated tracking of Certified Business utilization, using the COBID database

• Online verification of subcontractor payments

• Automated communication with contractors via email regarding reporting status

Prime contractors will be required to use the online system to submit first tier subcontractor data and monthly reports on progress payments to all subcontractors. Subcontractors will be required to use the online system to verify payments received from prime contractors, identify any further tiers of subcontractors, and submit monthly reports on progress payments to their own subcontractors. Prime contractors and subcontractors must access the system at least monthly, when prompted, to manage contract information and provide the required subcontractor and payment information. Prime contractors are responsible for ensuring that all subcontractors comply with the utilization tracking requirements.

The Certified Business utilization tracking system is online at https://pps.diversitysoftware.com.

Access information will be provided to the designated point of contact for each contractor after contract award.

1.8 Prevailing Wages

The Contract is for a public work and shall be subject to the prevailing wage requirements of ORS 279C.800 to ORS 279C.870. The selected contractor and its subcontractors shall pay the applicable prevailing wages to their workers as required by ORS 279C.840, (i.e. Prevailing Wage Rates for Public Works Contracts in Oregon) as of the advertisement date of this RFP. This RFP and the resulting Contract are subject to the following BOLI wage rate requirements and the prevailing wage rates set forth in the following booklets:

The effective “Prevailing Wage Rates for Public Works Contracts in Oregon” dated July 5th, 2026.

The “PWR Apprenticeship Rates” and any other amendments issued by BOLI prior to the issue date of this RFP.

The complete publications may be found online at the BOLI website (http://egov.oregon.gov/BOLI/WHD/PWR/pwr_book.shtml) and is hereby incorporated by reference.

The fee required by ORS 279C.825(1) will be paid by the District to the Commissioner of the Bureau of Labor and Industries under the administrative rules of the Commissioner.

1.9 Contract, Bonds and Insurance

The successful Offeror will be required to enter into a Contract with the District and obtain and maintain insurance and bonding as per Section 00 61 13 Performance Bond and Section 00 61 14 Labor and Materials Payment Bond. The successful Offeror shall obtain a Payment Bond and a Performance Bond issued by a surety which is authorized to transact surety business in the State of Oregon and which has an A.M. Best “A” or better rating for each Work Authorizations that they are awarded.

1.10 Contractor and Subcontractor Fingerprint-Based Criminal History Verification Performance under this Contract may require or cause Contractor to have direct, unsupervised contact with students. The District requires all Contractor personnel who may have direct, unsupervised contact with students to pass the District fingerprint-based criminal history verification. The Contractor is solely responsible for the cost of these verifications. The current cost is $94 and is subject to change. Proposers are advised to consider this cost when responding to price proposal evaluation criteria as the District will not pay for, or reimburse, such costs. Additional information about this verification process may be found at http://www.pps.k12.or.us/departments/security-services/1102.htm.

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1.11 State OCCB Registration Requirements

Offerors shall be licensed with the Oregon Construction Contractors Board prior to proposing on this project. Failure to comply with this requirement shall result in offer rejection. Offerors shall provide a copy of their license with their proposal. Landscaping contractors and all subcontractors participating in this project shall be licensed respectively, by the State Landscape Contractors Board, as required by ORS 671.530 and the Oregon Construction Contractors Board, as required by ORS 701.026, at the time they propose to engage in subcontract work. Any proposal received from an Offeror identified by the Oregon Construction Contractors Board as ineligible to hold public contracts in accordance with ORS

701.227 shall be disqualified from consideration.

1.12 ASBESTOS ABATEMENT

Work to be performed under the contract will will not require the Bidder or any subcontractors to be licensed for asbestos abatement work per ORS 438A.720.

1.13 Lead Based Paint Renovation License

Perform all work in accordance with OR-OSHA (OAR Chapter 437 Division 3, 1926.62). When working in areas of buildings occupied by children under age six (6), requirements under OAR Chapter 333, Division 69 may also apply, and the Offeror will be required to be licensed under and comply with OAR Chapter 812, Division 7, and ORS Chapter 701.510.

Work to be performed under the contract does does not require the Contractor to hold a Lead- Based Paint Renovation License. Contractors cannot bid on a renovation project until they have completed an approved training class and obtained a Lead-Based Paint Renovation License per the Construction Contractors’ Board (CCB).

1.14 Requirements for Hazardous Materials

Asbestos-containing materials (ACM's) are present in various locations throughout the building. It is the intent of Portland Public Schools to abate only materials that are an obstruction, part of demolition or necessary to complete the renovation. All abatement work will be conducted by Portland Public Schools under a separate contract. The Offeror and its subcontractors are required to familiarize themselves with asbestos and asbestos hazards within the building. Provide hazard communication, training and personal protection equipment as necessary to work in or around areas with asbestos materials. The Offeror shall strictly enforce implementation of OR-OSHA (OAR Chapter 437 Division 3, Subdivision Z 1926.1101) requirements during the performance of the work under this contract.

Documents of reference for information on the type, quantity and location of known ACM's are as follows:

1) Portland Public School District's AHERA asbestos inspection report and management plan. 2) Hazardous materials survey/abatement drawings in preparation for the contracted construction. All Sub-contractors are to notify the Contractor if suspect ACM's are uncovered during demolition or renovation activities that are not identified in these documents. Coordinate with the district's hazardous materials consultant as necessary to accommodate testing and abatement work.

For this project, the Offeror and its subcontractors shall comply with all applicable OSHA requirements when working in friable asbestos contaminated areas. This includes but not limited to; floor and attic crawl spaces if those conditions exist in a building. OSHA requirements also apply when working on or around non-friable ACM. This includes but is not limited to; anchorage thru ACM flooring, anchorage of wire molding and fixtures onto ACM plaster or gypsum walls and ceilings, and impacting ACM roofing materials.

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1.15 Public Works Bond

Before starting Work the successful Offeror shall file with the Oregon Construction Contractors Board, and maintain in full force and effect, the separate public works bond required by ORS 279C.836, unless otherwise exempt under those provisions. The successful Offeror shall also include in every subcontract a provision requiring the subcontractor to have a public works bond filed with the Oregon Construction Contractors Board before starting Work, unless otherwise exempt, and shall verify that the subcontractor has filed a public works bond before permitting the subcontractor to start Work.

A disadvantaged, minority, women or emerging small business enterprise certified under ORS 200.055 may, for up to four years after certification, elect not to file a public works bond as required under Section 279C.836 (1). If a business enterprise elects not to file a public works bond, the business enterprise shall give the Oregon Construction Contractors Board written verification of the certification and written notice that the business enterprise elects not to file the bond.

Questions regarding payment of prevailing wages may be directed to BOLI at the BOLI website (www.oregon.gov/BOLI) or at the following address:

Bureau of Labor and Industries Wage and Hour Division

Prevailing Wage Unit 800 N.E. Oregon Street, #32

Portland, Oregon 97232

1.16 Compliance With Law

The selected contractor shall be required to comply with the District’s standard construction contract provisions as provided in Section 00 52 13. In addition, the selected contractor shall comply with and require its subcontractors to comply with all applicable provisions of federal, state and local laws, statutes, ordinances, codes, orders, rules and regulations which pertain to the work specified in this RFP.

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2 Scope of Work

2.1 Statement of Work

There are 80 schools plus various associated buildings totaling 100 facilities in Portland Public Schools portfolio located in and near the Portland Metropolitan area. The plumbing components of these schools include but are not limited to: domestic water piping, metering devices, valves, drains, sanitary and storm waste systems, fixtures, water heaters, filters, gas piping, pumps, backflow devices, and compressed air systems. As a result of specialized offices and the critical nature of school facilities, any proposal must be able to define within narrow limits, the length of down time associated with the failure of any component in the plumbing system. For the purpose of this contract, plumbing includes but is not limited to the following: plumbing repairs, emergency response and installation beyond the scope of maintenance personnel.

2.2 Scope of Work

2.2.1 – Provide plumbing services as needed and requested by Portland Public Schools.

Work may include but is not limited to the following:

• Immediate response 24 hours a day, seven days a week, including all holidays. Please break down into 30-minute increments, with price differential.

• Leak investigation, detection, and repair.

• Jetting/Clearing of waste lines.

• Clearing, cleaning, and repair/replacement of waste lines and equipment associated with clay & debris traps, grease interceptors, and oil and water separators.

• Excavation and repair/replacement of damaged storm or sanitary waste lines.

• Inspection of lines with video equipment.

• Repair and/or replacement of dishwashers, faucets, walk-in cooler lines, and other applicable equip.

• Water filter replacement.

• Equipment availability and parts stocked to eliminate down time.

• Includes permits and inspections

• Includes all means and methods to access work area

• Includes concrete cutting, asphalt cutting and put back as necessary for complete repair/install.

a) Work Authorizations will be based on a time and materials, not-to-exceed cost. Work shall be invoiced as follows:

i. Direct cost for labor based on hourly labor rates no higher than those provided to the District in response to this RFP. (Please note that BOLI prevailing wage rates apply and all hourly rates proposed should take this into consideration)

2.2.2 Categories of Work

Proposers may propose to perform one or more of the service categories listed above and must clearly indicate which category of service(s) they’re offering in the cover letter of their RFP submission. For each successful response, the District, at its sole discretion, may award the same or a less number of categories to the Proposer to best meet the District’s needs.

2.2.3 Project Management Communications

The District, Consultant and Contractor shall use the Internet web based project management communications tool, E-Builder™ ASP software and protocols included in that software during this project. The use of project management communications herein described is in addition to and does not replace or change any contractual responsibilities of the participants.

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2.3 Sustainable Business Practices

Proposers should prioritize sustainable business practices, including but not limited to:

• Apply route optimization strategies when providing services, which reduces dependency on oil, saves money, and reduces climate changes when feasible.

• Maintain a comprehensive and sustainable waste reduction and recycling plan and, where possible, recycle, reuse, and reduce waste going to landfill.

• Emphasize local product sourcing.

• Apply water conservation measures to reduce water loss, water usage, and improve water management; including high efficiency fixtures, employee education, and a comprehensive water conservation management plan with actionable goals.

• Expand use of renewable energy

• Maintain a toxic waste reduction plan, including but not limited to the following approaches, as applicable: Using certified green cleaning products (e.g. Ecologo, GreenSeal, etc.); reducing technology toxicity (e.g. using EPEAT registered computers); building or remodeling with the intent to be LEED certified with a focus on the environmental health of buildings; using low VOC paints and sealants; and purchasing new goods with Health Product Declarations (HPD).

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3 Proposal Format, Content, and Submission

3.1 Proposal Format

District proposal standards:

a) Proposal includes a one-page cover letter as the first page of the proposal.

b) Proposal includes Attachment B as the second page of the proposal.

c) Proposal addresses all evaluation criteria in the order presented in 3.2.

d) Proposal is 10 pages or less in length, not including reports, resumes, and like attachments.

e) Proposals must be submitted electronically via PlanetBids. No hardcopy submittals will be accepted.

Please do not include sales or promotional materials as part of proposal unless requested.

3.2 Proposal Content

Include the content listed in Table 3.2-1.

Proposals shall include all designated mandatory requirements. Proposals lacking one or more of the mandatory requirements may be rejected as non-responsive. Mandatory requirements are designated by a check mark in the “Mandatory” column of Table 3.2-1 below.

Table 3.2-1

Proposal Content Mandatory Scored Proposer Certifications and Representations, signed in ink or indelible pencil

Attachment B

Reference Sheet Attachment C Hourly Labor Rates Attachment D

Evaluation Criteria Responses

Licenses and Certifications Experience and Qualifications Approach and Capacity Previous Related Project and References Internal Workforce Equity and Diversity Practices

3.2.1 Attachment B: Proposer Certifications and Representations Include a completed Attachment B: Proposer Certifications and Representations form, signed in ink or indelible pencil. If submitted electronically via PlanetBids, a scanned copy will be accepted.

Digital and stamped signatures are not accepted.

3.2.2 Attachment C: Reference Sheet

Include a completed Attachment C: Reference Sheet.

3.2.3 Attachment D: Labor Rates

Include a completed Attachment D: Labor Rates.

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3.3 Proposal Responses to Evaluation Criteria

Address each of the following Evaluation Criteria completely, and in the order provided:

3.3.1 Written Evaluation Criteria

A. Licenses and Certifications

Proposer must currently hold the following licenses and certification. Include a copy of the licenses and certification in proposal.

OCCB License State of Oregon Lead Based Paint Renovation License - Proposer must also hold a current State of Oregon Lead Based Paint Renovation License at the time of proposal.

Proof of bonding capability Proof of insurance

Valid licensure and certification for the above is required from the date of award until the expiration date stated in the contract.

Pass/Fail

B. Experience and Qualifications Summarize your experience providing Plumbing Services. For this section, include the following information:

1) Number of years in business, general scope of services provided, principal area(s) of expertise, years supplying the type(s) of services requested in this RFP, and current number of employees.

2) A short profile of each individual proposed to perform work under the Contract, whether they are your direct personnel or personnel of a subcontractor (the “Key Personnel”). For each Key Personnel, include information on their work history, qualification, key responsibilities on past projects, education, and relevant professional licenses and certifications.

Limit one page per person.

3) Indicate your firm’s management and organizational capabilities, particularly with regards to staff and resource capacity to respond to critical deadlines and complex scope requirements on short notice—including the ability to perform onsite work within Portland city limits with limited advance notice.

4) List similar services your firm has provided to other public agencies.

5) Any information that you believe makes your work superior to that of others or information about your specialty or particular skill.

If you intend to have services provided by subcontractor(s) or subconsultant(s), your firm must serve as the prime contractor for all services provided under the Contract and the District will look solely to your firm for satisfaction of all obligations under the Contract.

Maximum Points Available: 20

C. Approach and Capacity

1) Describe the approach to be taken in performing duties.

• Include a description of familiarity with the systems and services listed above and in Section 2 of this RFP.

• Detail the number of techs available to respond to calls

Available: 10

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D. Previous Related Project and References

1) Previous Related Projects. Provide a list of no less than three (3) past projects similar to the services described in this RFP. For each project listed, provide the following:

• A short summary of project, highlighting scope and other similarities

• Key personnel involved and their responsibilities

• Work products generated If Bidder has contracted with the District in the past five (5) years, Bidder must include Bidder’s most recent project with the District as one of its references.

Use Attachment C to provide specific information regarding each project listed above.

Maximum Points Available: 20

E. Internal Workforce Equity and Diversity Practices Describe your local/regional workforce demographics and any measurable steps taken to ensure a diverse internal workforce (e.g., women and people of color).

• How do you approach internal on-the-job training, mentoring, technical training, and/or professional development opportunities for women and people of color?

• What strategies do you use to overcome any existing lack of regional or industry diversity in order to ensure a diverse internal workforce?

List the top three actions/ongoing practices you have implemented to ensure a diverse workforce is represented at all levels (e.g., upper management, middle management and lower-level management). Reference implementation dates, timelines, and any performance metrics that characterize these achievements.

Maximum Points Available: 20

F. Sustainable Business Practices

Describe your organization’s internal and external approaches to the use of renewable energy, including purchasing energy from low carbon and renewable sources, avoiding products that draw power when not in use, and improving the insulation, lighting, and building envelope features of organization facilities.

Provide detail about potential procurement and/or sourcing of products or services from local, small and/or disadvantaged businesses. As possible, identify suppliers and their ownership.

Describe how your organization will perform all the Sustainable Business Practices listed in Section 2.

Describe and include any sustainability accreditations and/or certifications your organization holds.

How does your organization promote use of public transportation and/or telecommuting for its employees?

What business value have you seen from your sustainability efforts?

How does your company’s innovation impact your customers?

Available: 30

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Describe your toxic waste reduction plan

Provide the details of your energy conservation efforts in the form of metrics, practices, and/or processes.

An ideal proposal will demonstrate: Offeror prioritizes sustainable business practices within the organization, and has a plan in place to increase sustainability within its operations.

G. Fee Schedule

1) Proposed rates for Foreman, Journeyman, and Apprentice are weighted and tallied for 80% of the pricing score.

2) The remaining 20% of the pricing score will be tallied using a weighted total of the overhead positions. If no overhead positions are applicable, the weighted total above will be used for this section of calculation. No hours may be billed for positions not submitted on Attachment G. Price proposal will be evaluated with lowest weighted pricing receiving full points, with all other proposals receiving cost evaluation points proportionately fewer than the maximum based upon the difference from the lowest total proposal cost.

Available: 30

Written Evaluation Criteria Total Total Points Available: 100

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3.4 Proposal Submission

Electronic Submittal

Submit electronically via PlanetBids. All required sections of the Proposal must be submitted through the website in accordance with the PlanetBids internal timestamp.

Hardcopy Submittal

No hardcopy submittals will be accepted.

4 Proposal Evaluation and Award

4.1 Clarification of Responses

In the event that one or more proposals are in need of clarification, the District will request such clarification in writing and will afford the Proposer(s) contacted an opportunity to respond in kind, with the necessary clarification.

4.2 Proposal Evaluation

The evaluation process of this RFP will be comprised of only a written proposal evaluation. No interviews will be conducted.

An Evaluation Committee, consisting of not less than three individuals, shall evaluate the proposals. Each evaluator will independently evaluate and score proposals in accordance with the Evaluation Criteria.

The District may assign certain evaluators specific Evaluation Criteria, in alignment with the evaluator’s expertise.

4.2.1 Ranking of Proposals for Prequalification

Evaluations will be scored by rank. The highest-ranked proposals will be determined as follows:

a) Each evaluator will assign a ranking to each proposal, based on the total score he or she awarded each proposal based on the evaluation criteria points.

b) The proposal to which the evaluator awarded the most points will receive an Evaluator Final Rank of 1. The proposal to which the evaluator awarded the second most points will receive an Evaluator Final Rank of 2, and so forth.

c) The District will then sum the Evaluator Final Ranks for each proposal. The proposal with the lowest total final rank (the sum of all Evaluator Final Ranks) will be ranked first. The proposal with the second lowest final rank will be ranked second, and so on. The proposal with the highest final rank will be ranked last.

4.2.2 Written Proposal Evaluation

a) Each evaluator shall independently score and then rank proposals in accordance with the

Evaluation Criteria.

b) District Purchasing & Contracting, or its designee, shall evaluate fee proposals.

c) The District shall sum the Tier 1 rankings per proposal for a total written evaluation ranking for each proposal.

4.2.3 References

The District reserves the right to investigate references, including customers other than those listed in a Proposer’s submission. This inquiry may include without limitation, investigation of past performance of any Proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, completion or delivery of a project on schedule, and its lawful payment of employees and subcontractors.

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4.3 Notification of Intent to Award

The District shall notify Proposers of its Intent to Award ID/IQ contracts by posting such notification on PlanetBids.

4.4 Negotiation

a) After the District has issued the Notice of Intent to Award, the District will commence negotiations with eligible Qualified Proposer(s).

b) At any time during negotiations, the District may terminate negotiations with eligible Proposers with whom it is currently negotiating if the District believes that:

i. The eligible Proposer is not negotiating in good faith; or

ii. Further negotiations or negotiations with the eligible Proposer will not result in the parties agreeing to the terms and conditions of the final Contract in a timely manner.

c) If the District terminates negotiations with an eligible Proposer, the District may continue negotiations with the other eligible Proposers.

d) The District reserves the right to negotiate final contract terms with the selected Proposer(s) to the fullest extent allowed by law and as in the best interest of the District.

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5 Solicitation Terms and Conditions; Protest of Solicitation or Award

5.1 Solicitation Document

This solicitation document may be viewed at the Portland Public Schools Bid Desk, located at the Blanchard Educational Service District Building, 501 N. Dixon St., 2nd Floor, Portland, Oregon 97227.

5.2 Proposer Cost of Response Preparation

Proposers will bear sole responsibility for all costs incurred in preparing and providing their proposals in response to this RFP.

5.3 Submitted Materials are District Property

All materials submitted for any proportion of a Proposal in response to this RFP, or during any tier of this solicitation, will become the property of the District and will not be returned to proposers.

5.4 Proposal Validity

Proposals will remain valid for a period of 90 days following the Proposal submission deadline.

5.5 Solicitation Cancellation, Rejection of a Proposal or All Proposals The District may cancel the Procurement or reject any or all Proposals in accordance with ORS 279B.100.

The District is not liable to any Proposer for any loss or expense caused by or resulting from the cancellation of a solicitation or rejection of a Proposal.

5.6 Disputes

In case of any doubt or difference of opinion as to:

a) The items or service to be furnished under this RFP, or

b) The interpretation of the provisions of the RFP, the decision of the District will be final and binding upon all parties.

5.7 Publicity

News releases relating to this RFP will not be made without prior approval by, and in coordination with, the District Community Involvement and Public Affairs Department.

5.8 Preference for Recycled Materials

The District will give preference for Recycled Materials as set forth in ORS 279A.125 if:

a) The Recycled Product is available;

b) The Recycled Product meets applicable standards

c) The Recycled Product can be substituted for a comparable non-recycled product; and

d) The Recycled Product’s costs do not exceed the costs of non-recycled products by more than 5%, or a higher percentage if the District makes such a written determination.

5.9 Performance within state of public printing, binding and stationary work

a) Except as provided in subsection (b) of this section, all printing, binding and stationary work, including the manufacture of motor vehicle registration plates and plates required to be affixed to motor carriers, for the state or any county, city, town, port district, school district, or other political subdivision thereof, will be performed within the state. All requests for proposals and all contracts for such work shall so stipulate.

b) The work referred to in subsection (a) of this section may be performed outside the state if it is established that:

i. The work cannot be performed within the state;

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ii. The lowest price for which such work can be procured within the state exceeds the charge usually and customarily made to private individuals and corporations for work of similar character and quality; or

iii. All proposals for the work, or any part thereof, are excessive and not reasonably competitive.

5.10 Confidentiality

a) The District is subject to the Oregon Public Records Law (ORS 192.311 to 192.478), which requires the District to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.345, 192.355, or other applicable law. Examples of such exemptions include: trade secrets (ORS 192.345 (2)) and computer programs (ORS 192.345 (15)).

b) The District will not disclose records submitted by a proposer that are exempt from disclosure under the Oregon Public Records Law, subject to the following procedures and limitations:

i. The Proposer shall mark all proposal pages containing the records it has determined as confidential under Oregon Public Records Law and shall segregate those pages in the following manner:

a. Such pages will be clearly marked “Confidential” on each page of the confidential document.

b. Proposer will separate confidential pages from its other Proposal pages by providing the confidential pages to the District in a separate envelope or package.

c. In its proposal, Proposer will cite the specific statutory exemption in Oregon Records Law exempting such pages from disclosure.

d. Items 5.10 a) and 5.10 b) will prevail in the event these provisions conflict with formatting or response instructions elsewhere in this document.

e. Proposers may not mark an entire Proposal confidential. Should a proposal be submitted in this manner, the District will hold no portion of the proposal as confidential, unless such a portion is segregated as per 5.10 b) and is determined exempt from Oregon Public Records Law.

c) Notwithstanding the above procedures, the District reserves the right to disclose information that the District determines, in its sole discretion, is not exempt from disclosure or that the District is directed to disclose by the Multnomah County District Attorney or a court of competent jurisdiction.

d) Prior to disclosing such information, the District will make reasonable attempts to notify the proposer of the pending disclosure.

5.11 Protests

5.11.1 Protest of Solicitation or Contract Documents

a) Any Proposer wishing to protest this RFP or any provision, specification or contract term herein, must submit such questions, comments or protests to:

b) The Procurement Contact and Bid Desk location listed on the first page of this RFP.

c) The deadline for submitting such protests is the same date as the deadline for questions listed on the first page of this RFP.

5.11.2 Content of Solicitation Protest

The prospective Proposer’s written solicitation protest must include all of the following:

a) Sufficient information to identify the solicitation that is the subject of the protest;

b) The grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed, or improperly specifies a Brand Name;

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c) Evidence or supporting documentation…