Request for Quote Douglas Education Service District

Janitorial Services Contract

1. Solicitation Overview Douglas Education Service District (“District” or “Douglas ESD”) is requesting quotes from qualified contractors to provide janitorial services for district facilities. This Request for Quote (“RFQ”) is intended to identify a responsible contractor that can provide reliable, professional, and consistent janitorial services in accordance with the scope of work and service expectations described in this solicitation.

The district intends to award a janitorial services contract to the contractor whose quote best serves the interests of the district, considering price, qualifications, experience, service capacity, responsiveness, and overall ability to meet the district’s operational needs.

This solicitation will be posted through OregonBuys. Contractors are responsible for reviewing the RFQ, submitting all required materials by the stated deadline, and monitoring OregonBuys for any addenda, clarifications, or updates related to this opportunity.

2. Mandatory pre-bid meeting.

Agency will hold a mandatory pre-Bid conference. The purpose of the pre-Bid conference is to explain the RFQ requirements and to answer questions. Statements made at the pre-Bid conference are not binding upon Agency.

Contractors are responsible for taking measurements, reviewing site conditions, asking questions, and assessing staffing, equipment, and service requirements necessary to submit a complete quote.

3. Solicitation Schedule The following schedule is anticipated. The district reserves the right to modify this schedule through an addendum posted in OregonBuys.

Event Date / Time

RFQ Posted in OregonBuys September 8,2026 Mandatory Site Visit 1871 NE Stephens St, Roseburg OR 97470

September 14, 2026 | 10AM

Deadline to Submit Questions September 21, 2026 | 4PM

District Responses to Questions Posted September 23, 2026 Quote Submission Deadline October 2, 2026 | 4PM Anticipated Notice of Intent to Award October 7, 2026 Anticipated Contract Start Date November 2, 2026

3. District Contact All questions, communications, and quote submissions related to this RFQ must be submitted through OregonBuys unless otherwise directed by the district.

District Contact:

Veronica Van Drimmelen Operations Coordinator Douglas Education Service district 1409 NE Diamond Lake Blvd Roseburg OR 97470 541-440-4753

Contractors must not contact other district staff, board members, or representatives regarding this solicitation unless specifically authorized by the district contact listed above.

4. Background and Purpose Douglas ESD seeks to contract with a qualified janitorial services provider to support clean, safe, professional, and welcoming facilities for staff, students, families, visitors, and community partners.

The selected contractor will be expected to provide consistent after-hours janitorial services, follow posted instructions and facility notes, communicate promptly regarding service concerns, and maintain all areas included in the scope of work.

Arrival should occur after 8:00 p.m. to ensure cleaning begins after scheduled meetings and facility use. The current building calendar is posted in the custodial room. Contractor staff must check the board in the custodial room for notes, instructions, or schedule-related updates before beginning service.

5. Contract Term The initial contract term is anticipated to begin on November 2, 2026 and continue through June 30, 2027 unless earlier terminated in accordance with the contract terms.

The district may, at its sole discretion, renew or extend the contract for additional periods, subject to satisfactory contractor performance, district need, mutual agreement, and availability of funds.

6. Minimum Contractor Qualifications Contractors submitting a quote must meet the following minimum qualifications:

1. Be properly licensed and authorized to conduct business in the State of Oregon.

2. Have experience providing commercial, institutional, governmental, educational, or similar janitorial services.

3. Have the staffing capacity to provide reliable after-hours service.

4. Provide supervision, training, and quality control for assigned janitorial staff.

5. Maintain all required insurance coverage.

6. Comply with applicable federal, state, and local laws, rules, and regulations.

7. Be able to pass any required background checks or facility access requirements established by the district.

8. Provide references for similar janitorial service contracts, upon request.

9. Demonstrate the ability to communicate promptly regarding service issues, schedule changes, emergency needs, or facility concerns.

7. Supplies and Equipment Contractor shall identify in its quote which supplies and equipment are included in the quoted price.

Unless otherwise agreed in writing, the district shall provide all cleaning supplies and equipment necessary to complete the scope of work including vacuums, cleaning carts, microfiber cloths, and related tools.

The district may provide certain consumable products, such as paper towels, toilet paper, hand soap, liners, or other items, if specified in the final contract. Contractor shall notify the district promptly when consumable supplies are low or need replenishment.

All cleaning products used on district property must be appropriate for the intended use and applied in accordance with manufacturer instructions and applicable safety requirements.

8. Quote Submission Requirements Quotes must be submitted through OregonBuys by the stated deadline. Late quotes may be rejected.

At a minimum, each quote should include the following:

1. Contractor name, address, phone number, and email.

2. Primary contact name and title.

3. Oregon Business Registry number or equivalent registration information.

4. Confirmation that the contractor can meet the scope of work.

5. Monthly price for the required janitorial services.

6. Pricing for any additional services or emergency services, if offered.

7. Description of contractor qualifications and relevant experience.

8. Description of staffing plan and supervision approach.

9. Description of quality control process.

10. Confirmation of availability for after-hours service beginning after 8:00 p.m.

11. References for similar work, if requested.

12. Certificate of insurance or confirmation that required insurance can be provided prior to contract execution.

13. Any exceptions or requested clarifications to the RFQ or sample contract terms.

9. Pricing Form Contractors shall provide pricing using the document provided (Attachment B-Pricing Form.

10. Evaluation and Award The district will review quotes to determine which submission best serves the interests of the district. Award may be based on factors including, but not limited to:

1. Price.

2. Contractor qualifications and experience.

3. Ability to meet the scope of work and required schedule.

4. Staffing capacity and supervision plan.

5. Quality control process.

6. Responsiveness and completeness of quote.

7. References and prior performance.

8. Ability to provide emergency or additional services if needed.

9. Contractor responsibility and compliance with applicable requirements.

The district is not obligated to award to the lowest-priced quote. The district may select the contractor whose quote provides the best overall value and service fit for the district.

The district reserves the right to request additional information, clarify quote details, conduct interviews, check references, negotiate contract terms, or reject any or all quotes if doing so is in the best interest of the district.

11. Contractor Responsibility The selected contractor must be a responsible contractor and must demonstrate the ability to perform the contract successfully. The district may consider contractor responsibility, including but not limited to experience, staffing, equipment, financial ability, licensing, insurance, references, compliance history, and ability to meet service requirements.

12. Insurance Requirements Prior to contract execution, the selected contractor shall provide proof of insurance coverage acceptable to the district. Required insurance may include, but is not limited to:

1. Commercial General Liability.

2. Workers’ Compensation, if applicable.

3. Automobile Liability, if contractor vehicles are used in performance of the work.

4. Any other coverage required by the district or applicable law.

The district may require the contractor to name Douglas ESD as an additional insured where appropriate.

13. Background Checks and Site Access The contractor and assigned staff may be required to comply with district background check, identification, key control, alarm access, confidentiality, and facility security requirements.

The contractor is responsible for ensuring that all assigned staff are qualified, trained, supervised, and authorized to work on district property.

The district reserves the right to deny or revoke site access for any contractor employee or subcontractor if the district determines that such action is necessary for safety, security, operational, or service-related reasons.

14. Confidentiality Contractor staff may encounter confidential student, staff, family, financial, operational, or legal information while performing services. Contractor shall ensure that all assigned staff maintain confidentiality and do not access, copy, photograph, disclose, remove, or disturb district records or materials.

Any suspected confidentiality concern must be reported to the district immediately.

15. Safety and Compliance The contractor shall comply with all applicable federal, state, and local laws, rules, regulations, and safety requirements. The contractor shall be responsible for safe handling, labeling, storage, and use of cleaning products and equipment.

The contractor shall maintain Safety Data Sheets for cleaning products used on district property and shall make them available upon request.

16. Subcontracting The contractor shall not subcontract any portion of the work without prior written approval from the district. If subcontracting is approved, the contractor remains fully responsible for all work performed by subcontractors.

17. Questions and Addenda All questions must be submitted via email to the Operations Coordinator veronica.vandrimmelen@douglasesd.k12.or.us by the deadline stated in the solicitation schedule.

The district’s responses to questions, clarifications, changes, or corrections will be issued through OregonBuys. Contractors are responsible for monitoring OregonBuys for addenda and updates.

Failure to acknowledge or comply with an addendum may result in rejection of a quote.

18. Reservation of Rights The district reserves the right to:

1. Reject any or all quotes.

2. Waive minor informalities or irregularities.

3. Cancel or amend the RFQ.

4. Request clarification or additional information.

5. Conduct interviews or request presentations.

6. Negotiate with one or more contractors.

7. Award a contract in the best interest of the district.

8. Decline to award if the district determines that doing so is in its best interest.

19. Sample Contract The selected contractor will be required to enter into a written services contract with the district. The final contract will include the scope of work, pricing, term, insurance requirements, termination provisions, compliance obligations, confidentiality requirements, and other terms required by the district.

If a sample contract is attached to the OregonBuys posting, contractors should review it carefully and identify any exceptions in their quote.

20. Exhibits and Attachments The district may include the following attachments with this RFQ posting:

1. Exhibit A — Scope of Work

2. Attachment B — Pricing Form

3. Attachment C — Sample Services Contract