Bid Notice-Hot Works and-or Refrigeration Service and Repair.pdf

REQUEST FOR PROPOSALS

Solicitation No: 25-0027

For the Provision of a Master Contract for:

Hot Works and/or Refrigeration Maintenance Service and Repair

RFP Closing (Due Date & Time):

June 23, 2026 by 2:00 PM Pacific Time

Issued by:

Beaverton School District 48J

1260 NW Waterhouse Avenue Beaverton, Oregon 97006

May 18, 2026

Beaverton School District Procurement and Contracting contracts@beaverton.k12.or.us

REQUEST FOR PROPOSAL

Solicitation No: RFP 25-0027

Summary The purpose of this Request for Proposals (Solicitation) is to obtain competitive Offers from qualified Contractors (Proposers) interested in the provision of Hot Works and/or Refrigeration Maintenance Service and Repair on an as-needed basis.

A Non-Mandatory Pre-Proposal: A pre-proposal meeting for this solicitation will be held at 2:00 PM (PT) on May 27, 2026.

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The purpose of this meeting is to clarify information in the Request for Proposal, and provide an opportunity for proposers to ask questions regarding BSD’s solicitation requirements and process.

Interested Proposers must submit a Proposal via Email to contracts@beaverton.k12.or.us pursuant to the provisions of this Solicitation NOT LATER THAN:

SOLICITATION DUE DATE AND TIME (CLOSING):

June 23, 2026 by 2:00 PM Pacific Time To: contracts@beaverton.k12.or.us

No public opening will occur. Proposals will be opened and recorded after closing. The number of Proposals received, and the identity of Proposers will be available within seven (7) days. The contents of any proposal will not be disclosed to the public until all proposals have been evaluated, negotiations completed if required, and a recommendation for Award has been published.

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

LATE PROPOSALS WILL NOT BE ACCEPTED.

Prospective Proposers must register at OregonBuys https://oregonbuys.gov/bso/ to obtain the solicitation documents and to receive any associated information/updates. Proposers must familiarize themselves with the entirety of all Solicitation documents.

All questions and comments regarding this solicitation must be directed ONLY IN WRITING to District Purchasing Staff at contracts@beaverton.k12.or.us

This Solicitation is issued pursuant to ORS 279A, ORS279C and the Oregon Attorney General Model Rules Division 48

PROPOSALS MUST BE PURSUANT TO THE PROVISIONS OF THIS SOLICITATION.

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

SECTION I – INTRODUCTION

SOLICITATION: 25-0027

Hot Works and/or Refrigeration Maintenance Service and Repair

1. INTRODUCTION:

This Solicitation is issued pursuant to ORS 279A, ORS 279C and the Oregon Attorney General Model Rules Divisions 48.

2. DEFINITIONS:

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

3. SOLICITATION REVIEW:

Proposers must carefully review the Solicitation documents and are responsible for knowing and understanding all terms and conditions. Unless defects, ambiguities, omissions, or errors are brought to the District's attention in writing pursuant to QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST in Section III, protests or appeals based on such defects, ambiguities, omissions or errors received after issuance of the Notice of Intent to Award (NOI) may not be favorably considered.

4. BACKGROUND:

The Beaverton School District encompasses approximately 56 square miles in northwestern Oregon in Washington County. The District, located in the Portland, Oregon metro area, is the third largest School District in Oregon. The Beaverton School District has approximately 4,500 employees. The District is responsible for educating approximately 37,500 students in pre-kindergarten through grade 12 at thirty-four

(34) Elementary Schools, eight (8) Middle Schools, six (6) High Schools and six (6) Option Schools, and nineteen

(19) Option Programs.

5. SCOPE OF WORK:

The District is seeking to establish Master Contracts(s) with qualified Contractors for the provision of Hot Works and/or Refrigeration Maintenance Service and Repair Districtwide.

6. CONTRACT:

The successful Proposer(s), selected by the District, will receive a Master Trade Services Contract. Individual Task Order Authorizations (TOAs) will be issued by the District as needed. A sample of each is enclosed herein (See Attachments).

a. Proposers are advised to thoroughly review and familiarize themselves with the standard contract.

Certain contract terms reflect state statute and may not be altered.

b. The Contractor(s) will be expected to promptly sign a contract including all standard terms and conditions contained in the sample contract. The District will execute the Contract only after it has obtained all applicable required documents and approvals.

7. AMENDMENTS:

The District may amend a Contract without additional competition pursuant to OAR 137-048-0320.

8. CONTRACT PERIOD/EXTENSION:

a. Selected Proposers will be issued a Contract effective upon full execution, through June 30, 2031.

b. The Contractor’s Pricing and Rates must remain firm through June 30, 2027 and through June 30 of each contract period. Only during the contract extension offer period, May 1 through June 30 of each year, may the Contractor submit a request for Pricing and Rate adjustment. If the Contractor chooses to modify or amend pricing, the updated pricing must be submitted to the District no later than the start of

SECTION I – INTRODUCTION

Hot Works and/or Refrigeration Maintenance Service and Repair the next fiscal year, commencing on July 1st. Prices may not be updated without a written and signed contract

c. Any annual price increases hereunder shall not exceed the prior year’s percentage increase in the applicable sub-category of the Consumer Price Index – Western Region. The District may, at its sole discretion, consider price increases in excess of the foregoing limit if the provider can demonstrate that such increases are due to actual cost increases/industry-specific market conditions.

9. CONTRACT ADMINISTRATOR:

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

10. DISTRICT REPRESENTATIVE:

The District Representative is the Project Coordinator Supervisor for Maintenance or designee. A District Representative will be designated for each individual Task Order Authorization.

11. SOLICITATION SCHEDULE:

The milestones for the selection process are set forth below. The dates are specific and will be followed to the extent reasonably possible. The purpose of this schedule is for Proposer information only. The District reserves the right to deviate from this schedule.

Solicitation Milestone Completion Date Issue RFP May 18, 2026 Pre-Proposal Meeting May 27, 2026 at 2:00PM PT Deadline for Questions, Change Requests and Solicitation content protests June 5, 2026 by 2:00 PM PT Proposals Due June 23, 2026 by 2:00 PM PT Contract Award On or about July 16, 2026 Begin Services On or about August 1, 2026

12. CONTACT DURING SOLICITATION:

Questions must be submitted in writing via email to contracts@beaverton.k12.or.us as indicated on the Summary page of this Solicitation. No other contact regarding this solicitation during the solicitation process is permitted. Unauthorized contact regarding this solicitation may subject the offender’s Bid to rejection.

13. INTERGOVERNMENTAL PERMISSIVE COOPERATIVE AGREEMENT:

At the discretion of the Consultant and pursuant to ORS 279A and Beaverton School District procurement rules, other public agencies shall have the ability to purchase the awarded goods and services from the awarded Consultants(s), under terms and conditions of the resultant contract, or the terms and conditions of the additional Agency, whichever is most beneficial to said Agency.

Any such purchases shall be between the Consultants and the participating public agency and shall not impact the Consultant’s obligation to the Beaverton School District. Any estimated purchase volumes listed herein do not include other public agencies and the Beaverton School District makes no guarantee as to their participation.

SECTION II – STATEMENT OF WORK

Hot Works and/or Refrigeration Maintenance Service and Repair

1. PURPOSE AND INTRODUCTION:

The purpose of this Solicitation is to establish service, by qualified Contractors, for Commercial Kitchen Hot Works and/or Refrigeration equipment, to conduct maintenance service and repairs on an “as needed” basis.

2. SCOPE OF WORK:

Service shall include, but are not limited to the following:

A. HOT WORKS MAINTENANCE SERVICE AND REPAIR

i. To provide hot works service and repair for hot cooking equipment including but not limited to ovens, warmers, steamers, kettles and dishwashers throughout the District on an “as needed” basis.

ii. Hot cooking brands include but are not limited to Beverage Air, Bev-les, Blodgett, Cres-core, Groen, Hatco, Hobart, Lang, Mark Forge, and Metro.

B. REFRIGERATION MAINTENANCE SERVICE AND REPAIR

i. To provide refrigeration service and repair for walk-in refrigerators and walk-in freezers that are built into the buildings along with commercial grade portable fridges, freezers and milk coolers throughout the District on an "as needed" basis.

ii. Refrigeration unit brands include but are not limited to Anthony, Beverage Air, Hoshizaki, Imperial Brown, Kalt, Koldpack, Norlake, Russel, Structural/Impulse, Summit, Traulsen, True, Victory, and Vollrath.

C. INITIAL SITE VISITS

i. The initial site visit is intended for diagnosing, evaluating and repairing the unit’s issue.

ii. Contractor will perform reasonable diagnostic efforts to identify the likely cause of the issue and perform repairs based on those findings. If the issue persists or a related issue arises, Contractor will make reasonable efforts to reassess the condition and recommend additional corrective actions, which may be subject to additional parts and labor costs.

i. For Hot Works maintenance service and repair:

1. During this visit, service and repairs costs are not to exceed $500 without prior approval.

2. If the estimated cost exceeds $500, verbal pre-approval by a BSD representative is required before proceeding.

3. This must be followed up in writing for documentation purposes in the form of a quote.

4. Any overtime work must be pre-approved by the BSD Representative.

ii. For Refrigeration maintenance service and repair:

1. During this visit, service and repair costs are not to exceed $2,000 without prior approval.

2. If the estimated cost exceeds $2,000, verbal pre-approval by a BSD representative is required before proceeding.

3. This must be followed up in writing for documentation purposes in the form of a quote.

Hot Works and/or Refrigeration Maintenance Service and Repair

4. Any overtime work must be pre-approved by the BSD Representative.

D. PRIORITIZATION, SERVICE AND REPAIR RESPONSE TIME

i. Repairs will be prioritized based on the following: Service will be prioritized in collaboration with the BSD Representative based on the following criteria:

a. Units impacting food loss, fire or electrical hazards, and health and safety concerns.

ii. Response times are expected as follows:

a. Emergency repairs: Response within 1-2 business days

b. Non-Emergency repairs: Response within 3-5 business days.

E. QUOTES REQUIREMENTS

The Contractor shall provide written quotes that are complete, accurate, and inclusive of all costs necessary to perform the work or deliver the goods. Quotes must include itemized pricing, labor hours, unit rates, quantities, applicable taxes and fees, delivery or lead times, and any assumptions or exceptions. Quotes that omit required information or fail to clearly identify all costs may be deemed non-responsive.

F. INVOICING REQUIREMENTS

i. Contractor invoices must be itemized, reference the applicable BSD Purchase Order or

Contract, and accurately reflect the goods or services provided in accordance with the accepted quote. BSD may reject any invoice that is incomplete, inaccurate, or inconsistent with Contract requirements.

ii. Each invoice must include:

a. Contract number

b. Purchase order number (if applicable)

c. Quote number (if applicable)

d. Contractor name, address, and EIN

e. Invoice date and unique invoice number

f. Description of goods/services provided

g. Dates services were performed

h. Quantities, unit prices, and extended totals

i. Any approved travel or reimbursable expenses

j. Total amount due

G. OVERTIME AUTHORIZATION

The Contractor shall not perform or bill for any overtime hours without prior written approval from an authorized BSD Representative. Any overtime worked without such written approval shall be deemed unauthorized and will be billed at the standard rate. The Contractor assumes all financial responsibility for overtime hours worked without prior written authorization.

H. POST SERVICE AND REPAIRS

i. Upon completion, the Contractor shall conduct functional testing under normal operating load, document results, and obtain written acceptance from a District representative.

Hot Works and/or Refrigeration Maintenance Service and Repair

ii. Contractor shall provide detailed service reports (date, asset ID, fault description, diagnostics performed, parts used – with part and serial numbers – test results, and technician name).

iii. Documentation shall be submitted within 3 business days and maintained for 5 years.

I. CALL BACKS

i. A “callback” is any District request related to the repaired equipment exhibiting the same or substantially related fault within the warranty period.

ii. All callbacks arising from the original repair’s workmanship, parts, or diagnosis are fully covered at no cost to the District.

iii. If the same equipment experiences two or more covered call backs within the warranty period, Contractor shall provide a corrective action plan and perform additional remediation for a negotiated cost, including system-level assessments (e.g., power, gas, ventilation) related to the repair.

J. EQUIPMENT AND PARTS WARRANTIES

i. Contractor warrants that all hot works and/or refrigeration kitchen equipment, components, and parts furnished under the Scope of Work shall be new, of good quality, and free from defects in materials and manufacture and installed in accordance with the manufacturer’s published installation instructions so as not to invalidate the applicable manufacturer warranties.

ii. Contractor warrants all labor and workmanship for no less than (1) one year from the final date of acceptance by the School District. Any defects, failures, or performance issues attributable to the repair during the warranty period shall be corrected at no cost to the District, including labor, parts, travel, and disposal.

iii. During the applicable warranty period, Contractor shall, at no additional cost to the School District, coordinate, facilitate, and reasonably assist with manufacturer warranty claims, including diagnosis of warranty issues and coordination with authorized service providers, as requested by the District.

iv. Contractor shall use new OEM or District approved OEM – equivalent parts with equal or better specifications. Contractor shall pass through any manufacturer’s parts warranty to the District and remain responsible for labor and travel associated with warranty part replacements with no additional cost to the District.

v. For covered warranty repairs and callbacks, Contractor shall bear all costs for travel, mileage, parking, freight/shipping of parts, and disposal of replaced components. No surcharges or trip fees shall be billed to the District.

i. This equipment and parts warranty shall not apply to defects or failures resulting from normal wear and tear, misuse, abuse, neglect, improper operation, lack of routine maintenance, unauthorized modifications or repairs performed by parties other than the Contractor or manufacturer-authorized service providers.

Hot Works and/or Refrigeration Maintenance Service and Repair

ii. For non-warranty work, Contractor shall submit a written estimate with a Not-to- Exceed (NTE) amount and shall not exceed it without written authorization. Any excess costs incurred without prior written approval shall be disallowed.

K. MISCELLANEOUS

i. The work performed by the Contractors shall include, but is not limited to, all labor, materials, equipment, transportation, and other facilities and services as necessary and/or required to execute all work per Scope of Work and attached plans and specifications. Follow all drawings of specifications, all applicable codes, jurisdiction standards, and all permit requirements.

ii. Contractors shall comply with all OSHA and local safety regulations, use qualified technicians, and ensure safe working conditions.

iii. Contractor is responsible for restoring the work area to clean and sanitary conditions appropriate for food service.

iv. Technicians performing on-site work shall be appropriately certified for commercial kitchen equipment (e.g., refrigeration, gas, electrical, plumbing).

v. All work to National Electrical Code (NEC) and local Jurisdictional codes.

vi. All work to meet or exceed BSD Technical Standards. Technical Standards may be found at the following URL:

a. http://www.beaverton.k12.or.us/departments/facilities-development/technical-standards

vii. All repair questions, concerns, and/or changes must be addressed with the BSD

Project Coordinator or designated BSD Representative.

L. SCHEDULING

Work will be scheduled during the regular BSD school week, Monday – Friday. Scheduling will vary based on school schedules. Scheduling is to be coordinated with the Project Coordinator or District Representative. Evening, weekend and overtime hours must be pre-approved by the Project Coordinator or District Representative.

M. TIMING AND RATES:

No premium shall be paid for work performed after regular business hours (7:00 AM – 4:00 PM PST); except for work pursuant to “hours of labor – ORS 279C.520”. The Contractor shall adjust its worker schedules to accomplish the work around a site’s schedule so that no premium time will be paid. For example, the Contractor may be required to schedule workers to begin work on a project at a school when no students are present (starting at 3:30 PM PST and stopping work for the day at 11:00 PM PST); the workers on this project will be paid regular rates for this time, as if it were their regular work-day.

The awarded Contractor shall work closely with the District Representative, to arrange access at District buildings.

A. Provide a tentative schedule (BSD locations and dates) a minimum of seven (7) days prior to starting any and all work. The District Representative will advise of scheduling conflicts as possible.

N. TRAVEL TIME & MILEAGE:

Hot Works and/or Refrigeration Maintenance Service and Repair

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

Billable time shall be for service work performed only.

o. EMERGENCY PROJECTS: Where emergency response is required:

1. The maximum response time shall not exceed two (2) hours from time of initial notification, seven (7) days a week.

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

3. The Contractor shall submit a cost estimate within two (2) business days of the initial notification and shall be based on the unit pricing contained in the contract.

3. CONTRACTOR RESPONSIBILITIES:

a. Contractor shall exercise best professional judgment in performing the Contract services and shall be liable for any loss incurred by BSD resulting from failure to meet standards.

b. Contractor shall perform this Contract in compliance with all applicable present and future federal, state, and local laws and regulations.

c. Contractor shall supervise, inspect and direct the work competently and efficiently, devoting such attention thereto and applying such skills and expertise as may be necessary to perform the work in accordance with the Contract documents.

1. Contractor shall be solely responsible for the means, methods, techniques, sequences and procedures of construction.

2. Contractor shall be solely responsible for scheduling and coordinating the work of subcontractors, Contractors and other persons and organizations performing or furnishing any of the work under a direct or indirect contract with Contractor.

3. At all times during the progress of the work, Contractor shall assign a competent resident superintendent of the work.

d. For all operations requiring the placement and movement of the Contractor's equipment, Contractor shall observe and exercise, and compel its employees to observe and exercise, all necessary caution and discretion so as to avoid injury to persons, damage to property of any and all kinds, and annoyance to or undue interference with the movement of the public and BSD personnel.

All ladders, scaffolding or other devices used to reach the surface of objects not otherwise accessible, shall be of sound construction, firm and stable, and shall be maintained in good condition. All such equipment shall be moved onto the areas where they are required, placed, shifted where necessary, and removed from the areas in such manner as to provide maximum safety to persons and property and cause the least possible interference with the normal usage of such areas by the public and BSD personnel.

e. The Contractor shall have in its possession written procedures of all maintenance tasks to be performed, complete and thorough in description. These written procedures will include the step-by-step tasks necessary to comprehensively complete the procedure. Written procedures will be made available to all Contractor personnel who could reasonably expect to be working on any of the equipment covered under this Contract on either a permanent or temporary basis. The purpose of this requirement is to ensure uniformity of the quality of Work performed and to provide documentation toward that goal.

f. All materials shall be of good quality as provided in the Contract documents.

1. All warranties and guarantees specifically called for by the Contract shall expressly run to the benefit of BSD.

Hot Works and/or Refrigeration Maintenance Service and Repair

2. If required by BSD, Contractor shall furnish satisfactory evidence (including reports of required tests) as to the source, kind, and quality of materials and equipment.

3. All materials shall be stored, applied, and used in accordance with instructions of the applicable Contractor, except as otherwise provided in the Contract documents.

g. Contractor shall protect all building equipment, surfaces, etc. from damage and shall perform repairs and replacement of any damaged items to the previous existing condition at their own expense and to the entire satisfaction of Owner. Elevator Contractor agrees to accept responsibility for all damage to equipment due to neglect of their personnel in the maintenance of equipment identified in this Contract.

h. Background checks and District Access - See Attachment

SECTION III – EVALUATION AND REPONSE

Hot Works and/or Refrigeration Maintenance Service and Repair

1. INTRODUCTION

This section prescribes the mandatory submission format for the presentation of a Proposal in response to this Solicitation. The purpose of the submission format is to ensure uniformity of the information from each Consultant and to aid in clear understanding and evaluation of each proposal.

2. PROPOSAL SUBMISSION FORMAT

Should be in font size 10. Elaborate artwork, visuals or other promotional presentations which hinder the desired brevity and tend to be extraneous and confusing, are not desired.

3. PROPOSAL CONTENT REQUIREMENTS

Consultants must provide a reply to each of the following items. The Proposer Certification form (see attachments) shall be completed and submitted as the cover. Provide a brief but concise response to each of the following criteria areas. Do not assume the District has any prior knowledge of the Consultant. Proposal response must be in the same order as presented below:

a. EXPERIENCE AND QUALIFICATIONS (20 Points)

i. Provide a brief narrative of the Proposer’s history and capabilities

ii. Provide a description of the Proposer’s experience in Hot Works and/or Refrigeration services and repairs.

iii. State the number of years Proposer has provided Hot Works and/or Refrigeration services.

b. STAFFING AND KEY PERSONNEL (10 Points)

i. Provide a company organization chart showing the proposed staffing approach for this account.

ii. Provide a description of staffing levels.

iii. Provide details of the Proposer’s standards for staff training.

c. APPROACH AND OPERATIONS (SERVICE) (20 Points)

1. Describe in detail how the service will be provided. Address each item in SECTION II –

STATEMENT OF WORK. Focus on the Proposer’s ability to perform all of the required tasks.

Include policy and procedural manuals if available.

d. PRIORITIZATION (10 Points)

1. Describe in detail your Firm’s methodology for evaluating and prioritizing the District’s requests, outlining the criteria used, the workflow followed, how resources are assigned, and how status updates and timelines are communicated.

e. PRICE SCHEDULE- COST/FEE DETAIL/MOCK WORK ORDERS (40 Points)

i. Use of the provided Price Schedule (see SECTION IV – ATTACHMENTS).

f. REFERENCES (Pass/Fail) References from local agencies, companies, or school districts comparable to that of Beaverton School District size and scope of this solicitation shall be preferred.

i. Beaverton School District shall not be included as a reference.

ii. The District reserves the right to investigate and consider references submitted by the

Consultant, including customers other than those listed in the Consultant’s submission, and Beaverton School District experience.

Hot Works and/or Refrigeration Maintenance Service and Repair

4. EVALUATION OF PROPOSAL. The District will form an evaluation committee, of at least three (3) individuals to review, score and rank Proposals according to the evaluation criteria set forth in this Solicitation. Evaluation shall be in accordance with the subjective evaluation criteria defined below. The evaluation committee shall provide the Purchasing Manager the results of the scoring and ranking for each proposer.

5. EVALUATION CRITERIA. The District shall score each proposal by reviewing and evaluating the line items required to be submitted. The following table indicates how the total points in the scoring shall be assigned. Failure to meet minimum requirements for any individual item may disqualify the proposal regardless of the total points scored for the other items.

Sample Project Pricing will be compared among all responsive Proposals submitted. The lowest overall price for the sample projects will receive the full points available. All other sample project pricing shall be weighted to the lowest priced sample project proposal (lowest price scores the highest, all other higher priced proposals are weighted against the lowest priced proposal).

EVALUATION CRITERIA MATRIX Maximum Points Experience and Qualifications 20 Staffing and Key Personnel 10 Approach and Operations (Service) 20 Prioritization 10 Price Schedule- Cost/Fee Detail/Mock Work Orders 40 References Pass/Fail

Total Possible Points 100

6. INTERVIEWS.

a. The evaluation committee may elect to interview Proposers if the evaluation committee considers it necessary or desirable. The top scoring firm, or up to four (4) firms, if the scoring is very close, may be invited to interview. The interview process will be used to supplement and clarify the information contained in the proposal.

b. Interviews, if conducted, will bear on the firms’ rankings in the selection process.

c. Percentage/points assigned during the initial evaluation process may be adjusted by the evaluation committee members, at their discretion, based upon findings from the interviews.

d. Based upon the proposal scoring, modified by the interviews if held, and the results of reference checks, the firms will be given final ranking by the evaluation committee. The final ranking will be provided to District Administration for a final decision to award a contract.

e. Details about interviews will be issued to those firms invited. Such interviews/presentations will be at the firm's expense.

7. SELECTION AND NEGOTIATION.

The evaluation committee shall provide to the Purchasing Manager the results of the scoring and ranking for each Consultant.

Hot Works and/or Refrigeration Maintenance Service and Repair

8. TIES AMONG CONSULTANTS.

a. If the District is selecting a Consultant on the basis of price alone, or on the basis of price and qualifications, and determines, after the ranking of Consultants, that two or more Consultants are identical in terms of price or are identical in terms of price and qualifications, then the District may elect to award an additional contract to the tied Proposers regardless of how this impacts the overall number of contracts issued.

SECTION IV – ATTACHMENTS

Solicitation No: RFP 25-0027

PROPOSAL SUBMISSION CHECKLIST

ALL CERTIFICATIONS, FORMS, AFFIDAVITS AND DETAILED PROPOSAL CONTENT REQUIREMENTS

AS SPECIFIED IN SECTION V MUST BE INCLUDED IN PROPOSALS.

____ REQUIRED AFFIDAVIT, CERTIFICATIONS AND FORMS

The following certifications and forms must be completed and signed by the person authorized to represent the Proposer regarding all matters related to the Proposal and authorized to bind the Proposer to the agreement. Failure to submit any of the required, completed and signed certifications/forms will result in disqualification of the proposing firm.

___ PROPOSER CERTIFICATION. (Attachment A) This serves as the cover sheet for your Proposal.

___ AFFADAVIT OF NON-COLLUSION / COMPLIANCE WITH TAX LAWS. (Attachment B)

___ NON-CONFLICT OF INTEREST CERTIFICATION. (Attachment C)

___ PROPOSER RESPONSIBILITY FORM – All Pages. (Attachment D)

___ KEY PERSONNEL (Attachment E)

___ PRICE SCHEDULE AND MOCK WORK ORDERS (Attachment F)

___ PROPOSER REFERENCE FORMS – Include the # specified on the form. (Attachment G)

Detailed Proposal Content Requirements are specified in SECTION III, Paragraph 3.

The following attachment(s) are NOT to be returned with the Proposal. The content of these attachment(s) must be reviewed by the Proposer. The terms and conditions are incorporated in this Solicitation and will apply to the Contract to be executed for the work.

ATTACHMENT H Sample Master Trade Services Contract ATTACHMENT I Sample Task Order Authorization (TOA) ATTACHMENT J Sample Requests for Quote ATTACHMENT K Background Check Requirements

This checklist is provided for the Proposer’s convenience in assembling your Proposal and is NOT required to be returned with the Proposal.

SECTION IV – ATTACHMENTS

ATTACHMENT A

Solicitation No: RFP 25-0027

PROPOSER CERTIFICATION

Legal Name of Proposer (Firm): ___

Physical Address: _____

Mailing Address: ___

The Proposer certifies and agrees:

1. The prices in this Proposal have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other Proposer relating to: the intention to submit a Proposal, or the methods or factors used to calculate the prices Proposed.

2. The Proposer has read and understands all terms and conditions of this Solicitation.

3. The Proposer agrees to provide insurance as required in the sample Contract Terms and Conditions (see Attachments).

4. The Proposer has, or has available, the equipment, personnel, materials, equipment, facilities, and equipment as well as the technical and financial ability necessary to complete and execute all Work in a sound and suitable manner for the use specified and intended.

5. The Proposer agrees to execute the formal Contract within ten (10) days from date of Notice of Intent to Award.

6. The Proposer acknowledges that the person that signs this Certification is fully authorized to sign on behalf of the Proposer listed and to fully bind the Proposer to all conditions and provisions thereof.

7. The Proposer certifies that Proposer has complied or will comply with all requirements of local, state, and national laws, and that no legal requirement has been or will be violated in making or accepting this Proposal.

8. The Proposer, pursuant to ORS 279A.120 (1), (check one) is ____ / is not ____ a resident Proposer.

If not, indicate State of residency________________________.

9. The Proposer certifies that it has not discriminated and will not discriminate, in violation of ORS 279A.110, against any disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055 in obtaining any required subcontract.

10. The Proposer agrees to comply with Oregon tax laws in accordance with ORS 305.385.

11. The Proposer acknowledges receipt of the following addenda: (list by number and date appearing on addenda.)

Addendum Number Date Addendum Number Date

12. The Proposer (check one) ____ will / ____ will not extend the terms, conditions and prices to any Participating Agency that intends on establishing a Contract awarded to the Proposer resulting from this Solicitation.

Respectfully submitted this __________day of ________________________, 20_____.

Signature: __________________________________________

Printed Name: ______________________________________ Phone: __________________________________

Title: ______________________________________________ Fax: _____________________________________

Email Address: __________________________________________________________________

SECTION IV- ATTACHMENTS

ATTACHMENT B

Solicitation No: RFP 25-0027

AFFIDAVIT OF NON-COLLUSION / COMPLIANCE WITH TAX LAWS

(Proposer)

I state that:

(1) The correct taxpayer identification numbers are:

A. Federal Employer ID Number (EIN): ____________________ B. Employer’s Oregon ID Number: __________________

(2) Proposer is not subject to backup withholding because (i) Proposer is exempt from backup withholding, (ii) Proposer has not been notified by the IRS that Proposer is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified Proposer that Proposer is no longer subject to backup withholding;

(3) The price(s) and amount of this Proposal must be arrived at independently and without consultation, communication or agreement with any other Supplier, Proposer or potential Proposer, except as disclosed on the attached appendix.

(4) That neither the price(s) nor the amount of this Proposal, and neither the approximate price(s) nor approximate amount of this Proposal, will be disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be disclosed before Contract award.

(5) No attempt has been made or will be made to induce any firm or person to refrain from proposing on this Solicitation, or to submit any noncompetitive Proposal or other complementary Proposal.

(6) The Proposal of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive Proposal.

(7) _________________________________________ (name of firm), its affiliates, subsidiaries, officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to proposing on any public contract, except as described in the attached appendix.

I state that ________________________________________________ (name of firm) understands and acknowledges that the above representations are material and important, and will be relied on by the Beaverton School District in awarding the contract(s) for which this Proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and will be treated as fraudulent concealment from the Beaverton School District of the true facts relating to the submission of Proposals for this contract. I am authorized to act on behalf of Proposer, and have authority and knowledge regarding Proposer's payment of taxes, and to the best of my knowledge, Proposer is not in violation of any Oregon tax laws, including, without limitation, those tax laws listed in ORS 305.380(4), the elderly rental assistance program under ORS 310.630 to 310.706; and any local taxes administered by the Oregon Department of Revenue under ORS 305.620.

(Affiant’s Signature)

County of _________________________________

Signed and sworn to before me on ___________________________ by ________________________________________ (date) (Affiant’s name)

Notary: ____________________________________

My Commission Expires: _________________________

ATTACHMENT C

Solicitation No: RFP 25-0027

NON-CONFLICT OF INTEREST CERTIFICATION

Issuing Agency: Beaverton School District

I, hereby certify I have read the statement defining conflict of interest as quoted below; that I understand the statement; that no conflict of interest exists as therein defined, which precludes an impartial Bid/Proposal to be submitted by myself or the entity/company for which the Bid/Proposal is submitted, and that if such a conflict should arise, I will immediately notify the Beaverton School District and disqualify my Bid/Proposal.

"NO OFFICER, EMPLOYEE, OR AGENT OF THE BIDDER/PROPOSER HAS ANY PERSONAL FINANCIAL INTEREST, DIRECT OR INDIRECT, IN THE OPERATION OF THE BEAVERTON SCHOOL DISTRICT OR WITH

ANY PARTY CONNECTED WITH THE OREGON SCHOOL AND DISTRICT IMPROVEMENT NETWORK,

DIRECTLY OR INDIRECTLY."

Proposer Name (signature)

Proposer Name (printed)

Proposer Title (printed)

Entity/Company Name (printed)

Date

ATTACHMENT D

Solicitation No: RFP 25-0027

PROPOSER RESPONSIBILITY FORM

(PROPOSER’S QUALIFICATIONS AND FINANCIAL INFORMATION)

DECLARATION AND SIGNATURES

The undersigned hereby declares that he or she is duly authorized to complete and submit this Proposer Responsibility Form and that the statements contained herein are true and correct as of the date set forth below. Incomplete, incorrect or misleading information will be reason for a determination by the District of Proposer non-responsibility.

Date:

By:

(Signature of authorized official)

Name:

(Please type or print)

Title:

(Please type or print)

For:

(Firm’s name) (Please type or print)

Instructions

1. The information provided in this form is part of the District inquiry concerning proposer responsibility. Please print clearly or type.

2. If you need more space, use plain paper. Submit completed form with Proposal response.

3. Answer all questions. Submission of a form with unanswered questions, incomplete or illegible answers may result in a finding that the Proposer is not a responsible Proposer.

Solicitation No: RFP 25-0027

RELIABILITY

Has your company ever been declared in breach of any contract for unperformed or defective work? Yes. No.

If “yes”, explain.

Has any employee or agent of your company ever been convicted of a criminal offense arising out of obtaining, attempting to obtain, or performing a public or private contract or subcontract? Yes. No.

If “yes,” explain.

Has any employee or agent of your company been convicted under state or federal law of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property or any other offense indicating a lack of business integrity or business honesty? Yes. No.

If “yes,” explain.

Has your company or any employee or agent of your company been convicted under state or federal antitrust laws?

Yes. No.

If “yes,” explain.

Has any Officer or Partner of your organization ever been an Officer or Partner of another Organization that failed to complete a construction contract? Yes. No.

If “yes,” explain.

Solicitation No: RFP 25-0027

FINANCIAL RESOURCES

Has your firm ever been at any time in the last ten years the debtor in a bankruptcy case? Yes. No.

If “yes,” explain.

Does your firm have any outstanding judgments pending against it? Yes. No.

If “yes,” explain.

In the past ten years, has your firm been a party to litigation, arbitration or mediation where the amount in dispute exceeded $10,000? Yes. No.

If “yes,” explain. (Include court, case number and party names.)

In the past ten years, has your firm been a party to litigation, arbitration or mediation on a matter related to payment to subcontractors or work performance on a contract? Check “yes” even if the matter proceeded to arbitration or mediation without court litigation. Yes. No.

If “yes,” explain. (Include court, case number and party names.)

Have you or any of your affiliates discontinued business operation with outstanding debts? Yes. No.

If “yes,” explain.

ATTACHMENT E

Solicitation No: RFP 25-0027

KEY PERSONNEL

List the principal individuals of your company, their current job title, the total years of experience they have in the industry and their current primary responsibility for your company. Corporations list current officers and those who own 5% or more of the corporation’s stock. Limited liability companies list members who own 5% or more of the company. Partnerships list all partners. Joint ventures list each firm that is a member of the joint venture and the percentage of ownership the firm has in the joint venture.

ITEM Principal Individual

A. Name

B. Position

C. Years in Position

D. Current Primary Responsibility

ITEM Principal Individual

A. Name

B. Position

C. Years in Position

D. Current Primary Responsibility

ITEM Principal Individual

A. Name

B. Position

C. Years in Position

D. Current Primary Responsibility

ITEM Principal Individual

A. Name

B. Position

C. Years in Position

D. Current Primary Responsibility

Person who will be in direct charge of work if your company is awarded this Contract:

ITEM PERSON IN DIRECT CHARGE

A. Name

B. Position

C. Years in Position

D. Largest Project Supervised -$

E. Largest number of employees ever supervised

ATTACHMENT F

Solicitation No: RFP 25-0027

PRICE SCHEDULE AND MOCK ORDERS

HOT WORKS MAINTENANCE SERVICE/REPAIR FOR ALL BSD KITCHENS

Certification and Pricing

Trade Services Contractor shall furnish and assume full responsibility for everything required for the orderly progress and proper execution and completion of the assigned Work, whether temporary or permanent and whether or not incorporated into the Work including, but not limited to, materials, equipment, labor including subcontractor, transportation, equipment and machinery, tools, and other facilities and incidentals.

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

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

Contractor agrees, if this offer is accepted, to furnish any or all items upon which prices are offered at the price entered on this schedule, delivered at the designated FOB point, within the time specified:

Hourly Service Rate: $_______________ per _______ ___ Total: $___________________

Overtime Rate: $_______________ per ___________ Total: $___________________

Double Time Rate: $_______________ per ___________ Total: $___________________

Consumable Fee: $________________per ____________ Total: $__________________

Materials Markup (%)________________

Parts Cost Markup (%)________________

Additional Fees:

_____________________ $_________________per____________Total $___________________

_____________________ $_________________per____________Total $___________________

_____________________ $_________________per____________Total $___________________

_____________________ $_________________per____________Total $___________________

What are considered Overtime hours for your company? ___________________________________

(Signature) (Date)

(Typed or Printed Name) (CCB #)

(Title)

Business Name: ______________________________

Mailing Address ______________________________

City/State/Zip ______________________________

Phone ______________________________

Email Address ______________________________

Solicitation No: RFP 25-0027

HOT WORKS

Work Order #1:

At Five Oaks Middle School, the 2004 Hobart CL44e dishwasher is not temping to the required temperature. The hot water booster is only reaching 120 degrees. The temperature should be at least 160 degrees. The Contractor quotes NTE 2 hours to diagnose the issue with the dishwasher and repair. The technician arrives at the school site at 9:00 am. The technician diagnosed the issue and replaces the booster hea er’s heating element. The technician leaves the school site at 10:30 am.

Five Oaks Middle School is located at 1600 NW 173rd Avenue, Beaverton OR 97006.

SERVICE RATE TIME/HOURS SERVICE TOTAL

Hourly Service Rate Overtime Rate Double Time Rate Additional Fees:

Part: Heating Element (cost+markup)

COST MARKUP TOTAL

Consumable Charge:

Add’l Fee:

Add’l Fee:

Add’l Fee:

TOTAL

Additional Comments/Notes: _______________________________________________________________

Solicitation No: RFP 25-0027

HOT WORKS

Work Order #2:

At Beaverton High School, the Blodgett oven is not heating appropriately. This is our only oven. It is 2:00 p.m.

and we need the oven operational by tomorrow. Overtime has been approved. The technician arrives at the school site at 3:30 pm. Overtime begins at 4:00 pm. They successfully resolve the problem with the oven. The technician leaves the school site at 6 pm.

Beaverton High School is located at 13000 SW 2nd St., Beaverton, OR 97005

SERVICE RATE TIME/HOURS SERVICE TOTAL

Hourly Service Rate Overtime Rate Double Time Rate Additional Fees:

Consumable Charge:

Add’l Fee:

Add’l Fee:

Add’l Fee:

Add’l Fee:

Solicitation No: RFP 25-0027

REFRIGERATION MAINTENANCE SERVICE/REPAIR FOR ALL BSD KITCHENS

Certification and Pricing

Trade Services

Contractor shall furnish and assume full responsibility for everything required for the orderly progress and proper execution and completion of the assigned Work, whether temporary or permanent and whether or not incorporated into the Work including, but not limited to, materials, equipment, labor including subcontractor, transportation, equipment and machinery, tools, and other facilities and incidentals.

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

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

Contractor agrees, if this offer is accepted, to furnish any or all items upon which prices are offered at the price entered on this schedule, delivered at the designated FOB point, within the time specified:

Hourly Service Rate: $_______________ per ________ ___ Total: $___________________

Overtime Rate: $_______________ per _______ ____ Total: $___________________

Double Time Rate: $_______________ per ___________ Total: $___________________

Consumable Fee: $________________per ____________ Total: $__________________

Nitrogen Fee: $________________per ____________ Total: $__________________

CO2 Fee: $________________per ____________ Total: $__________________

Materials Markup (%) (%)______________

Parts Cost Markup (%) (%)______________

Additional Fees:

_____________________ $_________________per____________Total $___________________

_____________________ $_________________per____________Total $___________________

_____________________ $_________________per____________Total $___________________

What are considered Overtime hours for your company? ___________________________________

(Signature) (Date)

(Typed or Printed Name) (CCB #)

(Title)

Business Name: ______________________________

Mailing Address ______________________________

City/State/Zip ______________________________

Phone ______________________________

Email Address ______________________________

Solicitation No: RFP 25-0027

REFRIGERATION

Work Order #1:

At Westview High School, one of the fans in the walk-in freezer has stopped working. The fan appears to have ice coating the blades. The technician arrives at the school site at 2:00 pm. They must evaluate and call the District representative if overtime is required. Overtime begins at 4:00 pm and has been approved. The fan is successfully working again. Technician leaves school at 5:00 pm.

Westview High School is located at 4200 NW 185th Avenue, Portland OR 97229.

SERVICE RATE TIME/HOURS SERVICE TOTAL

Hourly Service Rate Overtime Rate Double Time Rate Additional Fees:

Consumable Charge Nitrogen Charge CO2 Charge Add’l Fee:

Add’l Fee:

Add’l Fee:

Add’l Fee:

Solicitation No: RFP 25-0027

REFRIGERATION

Work Order #2:

At Highland Park Middle School, 2024 True TMC-58-HC milk cooler in the cafeteria is not working. It was found temping at 63 degrees. It is now 1:30 pm and there is a large milk delivery tomorrow. There is no other place to store the milk delivery. Overtime has been approved. The technician arrives at the school site at 3:00 pm.

Overtime begins at 4:00 pm. They successfully resolved the problem by replacing the thermostat.