Board Up Request for Quotes Tualatin Valley Fire Rescue RFQ.pdf

TUALATIN VALLEY FIRE & RESCUE

CONTRACTOR SERVICES

REQUEST FOR QUOTE Bid 27-04 for

EMERGENCY BOARD-UP/PROPERTY SECURITY SERVICES

FOR

FIRE, WATER, WIND AND OTHER INCIDENTS

RFQ NO. S-R34142-00018079

ISSUE DATE: September 28, 2026

Tualatin Valley Fire & Rescue (TVF&R or District) seeks written Quotes from qualified vendors able to provide

Emergency Board-up Services

Pre-Quote Conference:

TVF&R will conduct a pre-Quote conference for this RFQ. TVF&R has scheduled a pre-Quote conference on

October 1, 2026, @ 11:00 AM to be held via virtual meeting, see link below. Attendance is not mandatory. The purpose of the conference is to provide additional information regarding this solicitation and to answer any questions Bidders may have. Bidders are cautioned that the official RFQ requirements will change only by written amendment issued by the TVF&R.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/243305217881073?p=Y0PjTi5crJDJg0O5FB

Meeting ID: 243 305 217 881 073

Passcode: mx2CJ3Hf

Quotes Due:

October 23, 2026 @ 4:30 PM PT

Late Quotes will not be accepted or considered.

Submit Quotes to: OregonBuys https://oregonbuys.gov/bso

Direct RFQ Questions to: Q&A tab in OregonBuys https://oregonbuys.gov/bso

Direct Other Questions to: Trisha Schultz Trisha.Schultz@tvfr.com https://teams.microsoft.com/meet/243305217881073?p=Y0PjTi5crJDJg0O5FB https://oregonbuys.gov/bso

RFQ Availability:

This RFQ is available electronically through the OregonBuys website at https://oregonbuys.gov/bso. Interested parties must be registered with OregonBuys to obtain and download documents. Registration is at no cost.

Future notices regarding this solicitation, including solicitation addenda, will be posted to OregonBuys.

ATTACHMENT A: Quote Form – Complete all spaces.

ATTACHMENT B: Contractor Certification – Complete all spaces.

ATTACHMENT C: Sample Contract

RFQ TIMELINE.

ACTIVITY DATE

Issuance of Request for Quote SEPTEMBER 28, 2026

Pre-submittal meeting via video meeting OCTOBER 1, 2026 @ 11:00 AM PT

Deadline for Questions/Clarifications OCTOBER 9, 2026 @ 9:00 AM PT

Deadline for Addenda OCTOBER 14, 2026

Deadline for RFQ Protests OCTOBER 15, 2026

Deadline to Withdraw from RFQ Process Any time prior to deadline for Submission of

Quote

Deadline for Submission of Quote OCTOBER 23, 2026 @ 4:30 PM PT

Initial Evaluation of Quote OCTOBER 23-28, 2026

Notice of Intent to Award NOVEMBER 3, 2026

Anticipated Contract Negotiation NOVEMBER 3-17, 2026

Anticipated Notice to Proceed JANUARY 1, 2027

1. SECTION I INTRODUCTION

1. DEFINITIONS. This invitation to submit a Quote (RFQ or Solicitation) is issued pursuant to the Oregon public procurement code adopted by the Tualatin Valley Fire & Rescue local contract review board. The term

“Bidder” means the person or entity that submits a Quote in response to this solicitation. “Responsible

Bidder” means a person or entity who meets the standards of responsibility described in ORS 279B.110.

“Responsive Quote” means a Quote that substantially complies with this solicitation and all prescribed procurement procedures and requirements. The term “Consultant” refers to the selected Bidder(s) awarded a contract because of this solicitation. The term “Board up Services” means covering over the openings of a damaged structure to secure (ORS 701.540).

2. PROJECT BACKGROUND.

a. When a fire, disaster or other accident strikes a business or home, the owner and/or occupant may be overwhelmed and uncertain as to what actions to take to protect and/or secure their property. One of the first actions often needed for an impacted building is emergency board-up/property security services.

TVF&R desires to establish a partnership with up to six (6) Contractors to provide emergency board-up/property security services as an option to the business or homeowner.

The purpose of this Request for Quote (RFQ) is to obtain quotes from qualified Contractor(s) with a minimum of three (3) years of experience providing emergency board-up, property stabilization, and site security services following fire or other emergency incidents. Services need to be available on an as-needed basis, with the ability to respond within 90 minutes, 24 hours per day, 7 days per week.

Services will be called by the Dispatching Agent Professional Dispatch Services Inc., (“PDSI”)

Concession Service. TVF&R will share the list of successful Contractors, creating a Contractor Roster.

Contractor Fees:

• Activation Fee: Contractor shall pay a one-time, non-refundable, activation fee directly to PDSI.

• Call-Out Fee: Contractor shall pay a dispatch fee directly to PDSI for call-outs dispatched by PDSI.

No fees are paid to TVF&R.

Call-out Details:

• Initiation: TVF&R Incident Commander (“IC”) will meet with property owner and provide an information card about the board-up services available. When the property owner requests board-up services the Incident Commander will contact PDSI. When an owner is not available, the IC is authorized to request board-up services on behalf of the property owner for the safety and security of the site.

• Dispatch: PDSI, on a rotating basis, will dispatch the Contractor using the TVF&R Roster. If the next-in-line Contractor cannot be reached, PDSI will move on to the next Contractor on the

TVF&R Roster.

• Situation Status: Contractor shall make contact with the TVF&R Incident Commander within 15 minutes of receiving the PDSI call-out.

• Response Time: Contractor shall respond on scene within ninety (90) minutes of call-out.

• On Scene: Contractor shall check in with the TVF&R Incident Commander and must complete a

Board-Up Call-Out Ticket, prior to starting any work.

• Cancellation: Call-out cancellations are rare because the IC seeks approval by the property owner prior to contacting PDSI. When a call-out is cancelled, at no fault of the Contractor, the

Contractor may remain next in-line on the Roster, as long as the next contractor on the Roster has not already been dispatched; the Contractor must note the cancellation on the Board-Up Call-Out

Ticket and send it to PDSI.

• Performance: Work performed shall be pursuant to the TVF&R Concession Services Agreement.

A Contract Award with TVF&R under this RFQ will not be guaranteed work, and will only be paid by the property’s insurance carrier.

The selection of Contractor(s) will be based upon the RFQ response submitted. Review of RFQ responses will be conducted by a panel of TVF&R staff.

b. TVF&R provides fire protection, emergency medical care, hazardous materials response, and rescue services to approximately 548,000 residents in one of the fastest growing regions in Oregon. TVF&R’s

390-square-mile service area includes the cities of Beaverton, Durham, King City, Newberg, North

Plains, Rivergrove, Sherwood, Tigard, Tualatin, West Linn, and Wilsonville, and unincorporated portions of Clackamas, Multnomah, Washington, and Yamhill counties. TVF&R has 30 fire stations staffed by more than 475 career firefighters, a volunteer fire station, a Command and Business Operations Center, a training facility, a South Operating Center, and a Logistics Service Center. Residents served by TVF&R benefit from the sophistication, economies of scale, and resources of a large fire district with the accessibility and community involvement of a small-town fire department.

c. Contracting with Current or Former Employees. The Contractor shall review ORS 244 Government

Ethics and notify TVF&R in its RFQ response of any conflict-of-interest issues.

3. PROJECT SCOPE. The Scope of Services will include, but is not limited to:

a. Residential and commercial board-up capabilities.

b. Residential and commercial property conservation capabilities.

c. Description of Work Required. Work required includes activities described in the Scope of Services and may include, but not be limited to, the following:

i. Compliance with Laws: Contractor shall perform work in compliance with requirements of all applicable codes and standards of governing authorities having jurisdiction, including provision for adequate protection to persons and property by means of insurance, bonding, traffic, etc.

ii. Contractor and subcontractor(s) are to have experience with an emergency scene.

iii. Complete damage assessment if needed.

iv. Provision of physical security measures (fencing) to all damaged areas, if needed.

v. On-site capability to secure a roof, doors, and windows for single family dwellings before leaving the scene.

vi. Provision of site security, if needed.

d. Response Time Expectations.

i. Contractors are required to have an emergency contact number available 24 hours a day/365 days a year.

ii. Contractors must provide a single phone number with a guaranteed answering point, i.e., employee or answering service. Paging systems are not allowed.

iii. Contractor must respond to the scene within 90 minutes of notification and request for service.

iv. Contractors must respond with the equipment and materials needed to secure—at a minimum—a single family dwelling.

e. Cost Controls.

i. Contractor will bill the insurance company and will not bill TVF&R, the tenant, or the property owner.

ii. If property is uninsured, Contractor will still respond to callout.

iii. Contractor shall agree to charge industry standard rates for all work done.

iv. Contractor shall disclose rate sheet to interested party, parties, prior to beginning partnership.

v. TVF&R will not be charged, be involved in, or be responsible for any billing disputes.

f. Initiation of Call-Out and On-Scene Activity.

i. TVF&R will make contact with the owner or representative of the affected property to advise that a partnership exists with a Board-up Contractor and inquire if they desire a Contractor to respond

ii. If services are desired, TVF&R will contact the Oregon Professional Dispatch Services Inc., (PDSI) an emergency dispatch center in Portland, Oregon, to dispatch a TVF&R Contracted Board Up

Service Contractor.

iii. Contracted Contractors are required to register their services with PDSI.

iv. Contractors will be dispatched on a rotating basis.

v. Prior to initiating any work, Contractor will be required to meet with TVF&R’s on-site Incident

Commander or Fire Investigator for instructions.

vi. The Contractor and all subcontractors will deliver exceptional customer service and will meet or exceed industry standards of workmanship.

vii. Representative will be given a postcard outlining the partnership and services provided.

viii. In an effort to evaluate the service extended to TVF&R’s customers, the Contractor will provide the property owner with a postage-paid Customer Survey card to complete.

A. TVF&R will design and underwrite the cost to produce the Customer Survey card.

B. Contractor agrees to underwrite the cost of postage.

C. Cards will be returned to TVF&R.

g. Annual Evaluation.

i. Contractor agrees to disclose an annual report to TVF&R which includes but is not limited to:

A. number and type of call-outs, and

B. summary of charges per call-out.

ii. Responses from the Customer Survey cards will be shared with Contractor(s).

iii. Failure to provide annual evaluation may be considered unacceptable; TVF&R and Contractor have the right to dissolve partnership at any time should partnership be deemed unacceptable for any reason.

4. REQUIRED LICENSING/CERTIFICATION.

a. Oregon Contractor License (per ORS 701.021).

b. Fire and Smoke Damage Restoration Certification.

5. DISTRICT REPRESENTATIVE. TVF&R’s representative for this agreement is Trisha Schultz, Procurement Specialist, Trisha.Schultz@tvfr.com.

6. CONTRACT. The purpose of this solicitation is to establish a contract between the selected consultant and

TVF&R to provide the required services specified. A sample contract is enclosed, and its terms and conditions are incorporated by reference.

a. Contract Period. The Contract period shall be three (3) years.

b. Renewal Option. The Contract may be renewed upon mutual agreement of TVF&R and Consultant for 2 subsequent 12-month periods.

2. SECTION II – PUBLIC CONTRACTING RULES

1. SOLICITATION REVIEW. The Bidder must carefully review this solicitation and is responsible for knowing and understanding the terms, conditions, statement of work, and specifications.

2. QUESTION & CLARIFICATION DEADLINE. Any Bidder wishing to protest this RFQ or request clarification of any provision, specification, or contract term contained in the solicitation documents, must submit such questions, comments, or protests to the OregonBuys Portal. The deadline for submitting such protests is set forth on Page 1. The Bidder shall fully comply with OAR 137-047-0730 for a protest or request to change the solicitation to be accepted by TVF&R.

3. ADDENDA.

a. If TVF&R determines whether a change or clarification to the solicitation documents is necessary, such information, clarification, or interpretation will be supplied in a written addendum, posted on

OregonBuys.

b. Those who have registered their interest in the solicitation through OregonBuys be notified of addenda via email by OregonBuys.

c. Addenda will have the same binding effect as though contained in this RFQ. The Procurement Official will issue all addenda. Unless otherwise specified within an addendum, TVF&R’s issuance of addenda will not extend the Quote due date and time. Minor clerical errors related to or within addenda issued by

TVF&R, including clerical errors in an addendum’s numbering or title, do not remove the responsibility of the Bidder to acknowledge all addenda. If there are any questions related to the contents of the addenda, or how to interpret them, it is the responsibility of the Bidder to elevate those concerns for the

TVF&R’s consideration.

d. Statements made by TVF&R representatives are not binding on TVF&R unless confirmed by a written addendum.

4. MODIFICATION OR WITHDRAWAL. The Bidder may modify or withdraw their Quote pursuant to

OAR 137-047-0440.

5. SUBMITTING A QUOTE. See Section III.

6. TIME FOR ACCEPTANCE/CONTINGENT OFFER.

a. Offer and acceptance. The submitted Quote is an offer to enter into a contract. The offer shall be held open by the Bidder for TVF&R’s acceptance for a period of sixty (60) calendar days, unless extended in writing. TVF&R's award of a Contract constitutes acceptance of the offer.

b. Contingent offer. A Bidder shall not make its offer contingent upon TVF&R’s acceptance of any terms and conditions (including Specifications) other than those contained in this solicitation.

7. RECEIPT, OPENING, AND RECORDING OF QUOTES.

a. Each Quote is date and time stamped electronically upon receipt of the Quote in OregonBuys.

b. All Responsive Quotes received prior to the due date and time will be accepted, recorded, and prepared for evaluation.

c. Failure to submit Quote in accordance with the provisions of this solicitation shall be grounds to declare the Quote nonresponsive.

8. QUOTE REJECTION. TVF&R may reject any Quote as set forth in OAR 137-047-0640. TVF&R may reject all Quotes pursuant to OAR 137-047-0650.

9. LATE QUOTES, WITHDRAWALS, OR MODIFICATIONS. Pursuant to OAR 137-047-0460 TVF&R shall not consider late Quotes, late withdrawals, or late modifications. Any Quote, withdrawal, or modification received after the due date and time is late. TVF&R reserves the right to consider late Quotes, withdrawals, or modifications if TVF&R finds that such has been mishandled by TVF&R.

10. MISTAKES. To protect the integrity of the competitive procurement process and to assure fair treatment of all Bidders, TVF&R shall carefully consider whether to permit waiver, correction, or withdrawal of a Quote for certain mistakes and only pursuant to ORS 137-047-0470. TVF&R shall not allow a Bidder to correct or withdraw its Quote for an error in judgment.

11. QUOTE EVALUATION AND AWARD.

a. Evaluation. TVF&R will evaluate all responsive Quotes based on the submittals enclosed.

b. Clarification of Quotes. After quotes are received TVF&R may conduct discussions with any contractor for the purpose of clarification to assure full understanding of their quote.

c. Award. TVF&R shall award a Contract to the contractor whose quote will best serve the interests of the proposed services, taking into account price as well as considerations including, but not limited to experience, expertise, product functionality, suitability for a particular purpose and contractor responsibility under ORS 279B.110 and the submittal information.

12. NOTICE OF INTENT TO AWARD. TVF&R shall provide an intent to award notification to all Bidders at least seven (7) calendar days before the award of a contract. The notification will be sent by email to all

Responsive Bidders. TVF&R's award shall not be final until the latter of the following: expiration of the contract award protest period; or until TVF&R provides a written response to all timely filed protests denying the protest(s) and affirming the award.

13. RIGHT TO PROTEST AWARD. A Bidder shall fully comply with this section for a protest to be accepted by TVF&R. Pursuant to OAR 137-047-0740 a Bidder may protest TVF&R’s intent to award a contract. Such protest shall be submitted prior to noon on the seventh calendar day proceeding the date listed on the notice and must include the basis of the protest and the relief requested. Any protest received will be copied to other affected Bidder(s) for comment and rebuttal.

14. CANCELLATION. TVF&R may cancel this solicitation pursuant to OAR 137-047-0660.

15. COSTS. TVF&R is not liable for any costs incurred by any Bidder in its Quote preparation.

3. SECTION III – RESPONSE AND EVALUATION

1. INTRODUCTION. This section prescribes the mandatory format for the presentation of a Quote in response to this solicitation. The purpose of this format is to ensure uniformity from each Bidder and to aid in clear understanding and evaluation. Failure to submit Quotes in accordance with the provisions of this section may be grounds to declare the Quote non-responsive.

2. SUBMITTING A QUOTE

a. The Bidder shall submit a Quote in accordance with all prescribed requirements and instructions:

i. Use the forms provided – do not modify.

ii. Provide all documents and descriptive literature requested or required.

iii. Initial any corrections or erasures.

iv. Confidential Information: If a redaction is requested for Public Records Requests, in accordance with the language below, the Bidder shall submit an additional clearly marked redacted “confidential” copy of the Quote. If redactions are requested, the redacted version must be clearly marked and noted in the Cover Letter.

a) REDACTION FOR PUBLIC RECORDS: Any portion of a Quote that the Bidder claims as exempt from disclosure must meet the requirements of ORS 192.501(2), ORS 192.502(4) and/or ORS 646.461 et seq. Bidders are required to submit a redacted copy of their Quote and all attachments. “Redaction” means the careful editing of a document to obscure confidential references; a revised or edited document thereby obscuring the exempt information but otherwise leaving the formatted document fully intact. The redacted copy must be a complete copy of the submitted Quote, in which all information the Bidder deems to be exempt from public disclosure has been identified.

b) When preparing a redaction of your Quote submission, a Bidder must plainly mark the redactions by obscuring the specific areas your firm asserts are exempt from public disclosure. In addition, a summary page identifying the pages where redactions occur shall be included with the Quote submission (summary is not included in page limitations. If a

Bidder fails to submit a redacted copy of their Quote as required, TVF&R may release the

Bidder’s original Quote without redaction. If the entire Quote is marked as constituting a

“trade secret” or being “confidential”, at the TVF&R’s sole discretion, such a Quote may be rejected as non-responsive.

c) Unless expressly provided otherwise in this RFQ or in a separate written communication, TVF&R does not agree to withhold from public disclosure any information submitted in confidence by a Bidder unless the information is otherwise exempt under Oregon law.

TVF&R agrees not to disclose Quotes until TVF&R has completed its evaluation of all

Quotes and has completed the solicitation phase.

b. Identification of Quote:

i. To ensure proper identification and handling, the Quote file shall be named: Bidder’s Name_RFQ

Title and RFQ Number. Example: ABC Consulting_Widget Repair Services RFQ_RFQ#1122.

ii. The Quote must be submitted via OregonBuys as identified on page 1.

iii. TVF&R will not accept printed or Quotes submitted by fax.

c. Receipt, opening, and recording of a Quote:

i. TVF&R shall not be responsible for the failure to open a bid that is not properly uploaded, addressed and/or identified.

ii. All Responsive Quotes, including any modifications made to a Quote, received prior to the solicitation due date and time will not be publicly opened; they are prepared for evaluation by the procurement and contracts administrator and turned over to an evaluation committee.

iii. The Bidder is responsible for ensuring TVF&R receives its bid at the required delivery point prior to the solicitation due date and time.

iv. Late Quotes will not be accepted. Late is late. TVF&R will only consider a late Quote that has been delayed or mishandled by OregonBuys or TVF&R.

3. QUOTE.

a. The submitted Quote shall include all of the information requested on Attachment A: Quote Form.

b. Bidder should provide as much detail as possible pertaining to the information requested in this solicitation. Do not assume TVF&R is familiar with the Bidder.

c. Concise and straightforward responses are encouraged.

d. Confidentiality of Quote. TVF&R may withhold from disclosure information in accordance with ORS

279B.055(5)(c): trade secrets or confidential information pursuant to ORS 192.501 or 192.502. A Bidder shall make such information perfectly obvious to TVF&R in its Quote by indicating in bold capitalized letters “CONFIDENTIAL” prior to the information. Such identification does not guarantee that TVF&R will treat the information as a trade secret or confidential information unless the Bidder receives

TVF&R’s acceptance prior to its inclusion in the Quote.

4. EVALUATION OF QUOTES.

a. TVF&R will form a committee of not less than three individuals to evaluate and rank each responsive

Quote received.

i. The evaluation committee will utilize the as-objective-as-possible evaluation criteria defined above to determine the highest scoring and most advantageous submitted Quote of those submitted.

ii. A Bidder may be contacted by the Procurement Specialist to clarify ambiguous issues.

b. Written Quote Evaluation.

i. Each evaluator will independently score Quotes in accordance with the Evaluation Criteria.

ii. TVF&R will average the written Quote scores per category and then sum the category averages for a total written evaluation score for each Quote.

5. AWARD. Pursuant to OAR 137-047-0600:

a. Award in part or in whole is contingent upon available funding. TVF&R reserves the right to cancel this solicitation at no penalty in the event adequate funds are not appropriated or if all bids exceed the established budget.

b. If awarded, TVF&R shall award a contract to a Responsible Bidder that submitted the most Responsive

Quote, and that scores the highest or provides the best overall value to TVF&R after the evaluation process is complete.

c. Negotiation. TVF&R may award a personal services contract based solely on the ranking of Quotes or may conduct discussions or negotiations with the highest ranked Bidder. After award of the contract

TVF&R and Consultant may only modify the contract in accordance with OAR 137-047-0800.

d. TVF&R may reject all Quotes pursuant to OAR 137-047-0650 and may issue a new solicitation with the same or revised terms, conditions, and specifications.

ATTACHMENT A: QUOTE FORM

Legal Name of Contractor: ____________________________________________________

1. DESCRIPTION OF SERVICES. (MAXIMUM POINTS AVAILABLE: 20 ) - REQUIRED

This section should include a detailed description of the entire scope of services the Contractor will provide.

2. BIDDER EXPERIENCE, QUOTE and REFERENCES. (MAXIMUM POINTS AVAILABLE: 25 ) -

REQUIRED

This section should contain a brief summary of at least five (5) recent Board-up or Emergency Site Security similar to the scope of this RFQ that were performed by the Contractor in the past three (3) years, include: project description; homeowner/client contact name, address, phone number, and email address. TVF&R reserves the right to contact any additional individuals or firms to obtain information about Contractor(s).

All fields must be complete

1 Client Name Address Phone Number Email Address

PROJECT DESCRIPTION AND BRIEF SUMMARY OF WORK PERFORMED:

2 Client Name Address Phone Number Email Address

3 Client Name Address Phone Number Email Address

4 Client Name Address Phone Number Email Address

5 Client Name Address Phone Number Email Address

3. APPROACH, UNDERSTANDING OF REQUESTED SERVICES, STATEMENT OF WORK &

DELIVERABLES. (MAXIMUM POINTS AVAILABLE: 2 0 ) - REQUIRED

Describe the Contractor's approach to providing the requested services and demonstrate understanding of the

Scope of Work. Include: How services will be performed, managed, and monitored. The Contractor's ability to perform all required services and deliverables. Estimated response times and service timelines. Applicable policies, procedures, and operating manuals, if available. Equipment and accessories available for Emergency Site

Security services, including type, quantity, and any planned acquisitions. Any actual, potential, or perceived conflicts of interest.

EQUIPMENT

Provide a list of pertinent equipment available for the work. Indicate equipment that will need to be purchased or rented to accommodate work under this contract.

4. RESPONDING PERSONNEL. (MAXIMUM POINTS AVAILABLE: 10 ) - REQUIRED

Provide the number of employees available to perform the Services and describe the Quote of key personnel who may respond to emergency incidents. Include information regarding criminal background check requirements and frequency, security screenings, safety training, licenses, certifications, and other Quote applicable to the Services described in the Scope of Work.

5. COST (MAXIMUM POINTS AVAILABLE: 25 ) - REQUIRED

Description of Costs

Emergency Services during business hours $ Hourly Rate

Emergency Services after business hours $ Hourly Rate

Board Up Costs

QTY SF Cost Before/After Hours

2'6"x4' Window

Board up 5x10 window

Board-up windows and doors

Security door in boarded-up single car garage/exterior opening

Padlock and hasp

Board-up roof penetrations

Board-up 6'x7'6" patio door

Install Temporary Lock NA

Fencing Installation

Roof Tarping

ADDITIONAL INFORMATION IF NEEDED:

ATTACHMENT B: CONTRACTOR CERTIFICATION

Legal Name of Bidder:

Mail Information:

Address, City, State, Zip

The Contractor certifies that they have read and understands the terms and conditions of all documents pertaining to this RFQ.

The Contractor acknowledges that their signature is fully authorized to sign on behalf of the Contractor listed and to fully bind the Contractor listed to all conditions and provisions thereof.

The Contractor certifies that Contractor 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 RFQ.

The Contractor is registered with the Oregon Construction Contractors Board License

Number______________________.

Residential Restoration Contractor License Number ____________.

The Consultant certifies that it has not discriminated and will not discriminate, in violation of ORS 279A.110, against any minority, women or emerging small business enterprise in obtaining any subcontract.

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

SURETY INFORMATION

Company

Name

Contact Name

Telephone ( )

Indicate the amount of bonding coverage for the

Contractor*:

Has Contractors application for surety bond ever been declined?

NO

YES (If Yes, please provide details)

During the past 2 years, has Contractor failed to meet the claims of your subcontractors or suppliers?

NO

YES (If Yes, please provide details)

RELIABILITY

Has your company ever been declared in breach of any contract for unperformed or defective work?

No Yes (If Yes, please provide details)

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?

Has any Officer or Partner of your organization ever been an Officer or Partner of another Organization that failed to complete a construction contract? Has any Officer or Partner of your organization ever been an Officer or

Partner of another Organization that failed to complete a construction contract?

Has your firm ever been at any time in the last ten years the debtor in a bankruptcy case?

KEY PERSONNEL

ITEM Principal Individual Assigned Project Manager

Name

Title/Position

Years in Industry

The person signing this certification is fully authorized to sign on behalf of the Bidder and to fully bind the Bidder to all terms and conditions of this solicitation and the contract provisions including the insurance requirements.

Name of Owner/Officer/Agent

Signature

Title

Phone

Fax

Email Address

Social Security or Federal Tax Identification Number

Submittal check list. Submit completed:

________ Bidder Quote

________Contractor Certification

ATTACHMENT C: SAMPLE CONTRACT

Tualatin Valley Fire & Rescue

11945 SW 70th Ave., Tigard, OR 97223

503-649-8577

Trade/Concession Services Contract

Contract #: _____________

This document sets forth the covenants, conditions and promises between Tualatin Valley Fire & Rescue

(“TVF&R”) and XXXXXXX (“Contractor”) to provide on-call emergency board-up and repair services

(“Services”). Contractor agrees to perform work assigned under this contract in accordance with the terms and conditions of Exhibit A, the Contractor’s Proposal Exhibit B and the Request for Quotes Exhibit C.

THIRD PARTY CLIENT. The Services hereunder shall be performed for homeowners, landlords and/or business owners, including their representative (insurance agent, etc.) (“Third-Party Client” or “OWNER”) on behalf of TVF&R, due to damages caused by TVF&R fire fighter crews. The Services work is outlined in Exhibit

B.

DISPATCHING AGENT. The Services shall be ordered and dispatched on behalf of TVF&R and Third Party

Client via Dispatching Agent Professional Dispatch Services Inc., (“PDSI”). PDSI provides Emergency Board-Up

Dispatch Services for TVF&R. Contractor must register with PDSI for call-out services.

CONTRACT PERIOD. This Contract is effective on __________________. The Contract period shall be three

(3) years. The Contract may be renewed upon mutual agreement of TVF&R and Consultant for two (2) subsequent 12-month periods.

CONTRACT SUM. Contractor shall invoice and be paid by the Third Party Client’s representative for the

Services performed in a satisfactory manner as specified in Exhibit B and Section 16 Escalation .

CERTIFICATION. In consideration of the mutual covenants, stipulations and agreements, the Parties hereto do contract and acknowledge that they have read and understand this contract and agree to be bound by its terms and conditions:

Contractor:

TVF&R:

Tualatin Valley Fire & Rescue

11945 SW 70th Ave.

Tigard, OR 97223

Valeri Colgrove, Chief Financial Officer

Name/Title Name/Title

Date Date

Email: TVF&R Representative:

Phone: TVF&R Representative Email

Employer Id Number: TVF&R Representative Phone

Any notice required or permitted by this Contract shall be in writing and shall be delivered to the parties listed above.

The Contractor shall not commence work or provide goods under this contract until this contract is signed by both parties.

1. ACCEPTANCE. This Contract is TVF&R’s agreement to request the Services. Issuance of this Contract is expressly conditioned upon the Contractors acceptance of these terms and conditions.

2. ASSIGNMENT. The Contractor may not assign this Contract, either in whole or in part, without TVF&R’s prior written consent.

3. AUTHORITY. The Contractor represents and warrants that it has the power and authority to enter into and perform the Contract and that the signer of this Contract has the authority to bind and obligate the Contractor.

4. CHANGES. TVF&R may change (amend) this Contract if TVF&R, in its sole discretion, determines that the amendment is within the scope of the original Contract. Amendments to this Contract must be in writing and must be signed by an authorized representative of the Consultant and TVF&R.

5. CLEAN UP. The Contractor shall keep the work area free from accumulation of waste materials rubbish caused by work operations under this contract. At completion of the work, the Contractor shall clean work area, remove all tools, equipment, waste/surplus and clean all surfaces. If Contractor fails to perform this cleanup , after 24-hour notice to the Contractor, will self-perform (or hire a third Party) the cleanup. The cost of which shall be borne by the Contractor and Third Party Client may deduct the amount due from monies owed the Contractor.

6. COMPLIANCE WITH LAWS.

a) The laws of the State of Oregon shall govern this contract. Any action or suit commenced in connection with this contract shall be in the Circuit Court of Washington County Oregon or the Federal District Court for Oregon. The prevailing Party shall be entitled to reasonable attorney fees and costs as awarded by the

Court, including any appeal. All rights and remedies of Third Party Client and Contractor shall be cumulative and may be exercised successively or concurrently.

b) The Contractor agrees to comply with all applicable federal, state and local laws, regulations, executive orders, rules and ordinances. Failure or neglect on the part of the Contractor to comply with any or all such laws, regulations, executive orders, rules and ordinances, shall not relieve the Contractor of these obligations nor of the requirements of this Contract. All laws, regulations, executive orders, rules and ordinances applicable to this Contract are incorporated by reference where so required by law.

c) Contractor, its subcontractors, if any, and all employers providing work, labor or materials under this contract are subject employers under the Oregon workers' compensation law and shall comply with ORS

656.017, which requires them to provide Oregon workers' compensation coverage that satisfies Oregon law for all their subject workers. Contractor shall be responsible for all federal or state taxes applicable to compensation or payments paid to Contractor under this contract. Contractor certifies that (i) it is not an employee of TVF&R; (ii) if Contractor is currently performing work for TVF&R or the federal government, Contractor's work to be performed under this contract creates no potential or actual conflict of interest as defined by ORS 244; and (iii) if this payment is to be charged against federal funds, it is not currently employed by the federal government.

d) If the Contractor fails to comply with the laws TVF&R shall have the right to terminate this contract.

7. CONTINUING OBLIGATION. Notwithstanding the expiration date or completion of this contract, the

Contractor is obligated to fulfill his responsibilities until warranty, guarantee, maintenance, and parts availability requirements have completely expired.

8. COORDINATION AND COOPERATION. Contractor shall diligently cooperate with the Third-Party

Client Representative and the Third-Party Client to coordinate the assigned Services.

9. CUTTING AND PATCHING. Contractor shall be responsible for coordinating all cutting, fitting, or patching of the work to make all parts come together properly and fit to receive or be received by work of other contractors, subcontractors. Contractor shall be responsible for restoring all cut, fitted, or patched surfaces to an original condition; provided however, that if a different condition is specified in the contract

Documents, then the Contractor shall be responsible for restoring such surfaces to the condition specified.

10. DAMAGE. The Contractor is responsible for damage to any property, owned or otherwise, that is a result of

Contractor or subcontractor negligence while work under this contract is in progress. The Contractor shall be responsible for repairing and replacing anything damaged by its operations, within thirty (30) days after notification by Third-Party Client. Should any of the work, and such goods, materials, equipment and furnishings, be destroyed, mutilated, defaced or otherwise damaged prior to the time the risk of loss has shifted to Third-Party Client, the Contractor shall repair or replace the same at no additional cost to Third-

Party Client.

11. DELAYS IN DELIVERY/FORCE MAJEURE. Neither TVF&R nor Contractor shall be held responsible for delay or default caused by any contingency beyond their control, including, but not limited to war or insurrection, strikes or lockouts by the Parties’ own employees, walkouts by the Parties’ own employees, fires, natural calamities, riots or demands or requirements of governmental agencies other than TVF&R.

12. DISCRIMINATION. The Contractor shall comply with all Federal, State, and local laws, rules, ordinances, and regulations and shall not discriminate based on gender, or gender orientation, sexual orientation, age, race, creed, color, religion, marital status, familial status, mental or physical disability status, source of income, national origin or political affiliation in programs, activities, services, benefits, or employment. Contractor shall not discriminate against minority-owned, women-owned, or emerging small businesses.

13. DISPUTE RESOLUTION. The Parties desire to provide for a fair, cost-effective, and expedient forum for the resolution of any and all disputes. Accordingly, the Parties agree to comply with the following two-step dispute resolution process; provided, however, that breach of the provisions regarding Ownership of work

Product are not subject to the provisions of this paragraph, and Third-Party Client may proceed directly to court, or pursue the dispute resolution alternative of this paragraph, in its discretion.

a. Mediation. The Parties mutually agree that any dispute that may arise under this contract will be submitted to a mediator agreed to by both Parties as soon as reasonable after such dispute arises; prior to the commencement of arbitration or litigation. Such mediation shall occur in the Portland, Oregon metropolitan area and the mediation fees and mediator’s expenses shall be shared equally by the Parties.

The Parties agree to exercise their best efforts in good faith to resolve all disputes in mediation. Either

Party may terminate the mediation at any time after the first session.

i. Notice of Mediation. Prior to submitting a dispute to mediation, the Parties shall attempt in good faith to settle the dispute themselves. In the event mediation is necessary, the aggrieved Party must deliver to the other Party written notice of its intent to submit the dispute to mediation within 90 calendar days of the date when the dispute first arose, or the termination of the contract, whichever is later. “The date when the dispute first arose” is defined to mean when a Party discovered, or should have discovered with reasonable diligence, the facts on which the dispute is based. A Party’s failure to timely request mediation hereunder shall constitute an irrevocable waiver of that Party’s right to raise any claims in any forum, including arbitration as set forth below, arising out of the dispute. The limitations period set forth herein is mandatory, does not operate to lengthen any applicable state or federal statute of limitations, and is not subject to any tolling, equitable or otherwise.

b. Arbitration. In the event the dispute is not successfully resolved through mediation, the Parties agree that such dispute will be resolved exclusively through final and binding arbitration in the Portland, Oregon metropolitan area., through a mutually agreed upon arbitration service or, if no agreement can be reached, through the arbitration services of the Arbitration Service of Portland in accordance with its then effective commercial arbitration rules, except as such rules are modified herein.

i. Notice of Arbitration. To initiate the arbitration process, the aggrieved Party must deliver to the other

Party written notice of its intent to submit the dispute to arbitration.

ii. Selection of Arbitrator(s). One arbitrator will decide the dispute unless a Party requests in writing a panel of three arbitrators. When a sole arbitrator presides, the arbitrator will be selected by mutual agreement of the Parties, or absent agreement, in accordance with the then effective Arbitration

Service of Portland commercial arbitration rules. For a three-arbitrator panel, each Party will select one arbitrator at which point those two arbitrators will mutually select a third arbitrator. If the third arbitrator cannot be mutually agreed upon, the third arbitrator will be selected in accordance with the then effective Arbitration Service of Portland rules.

iii. Permissible Discovery. The Parties shall cooperate to the fullest extent practicable in the voluntary exchange of documents and information to expedite the arbitration. The Parties agree to limit discovery as determined by the arbitrator[s] for the expedient resolution of the dispute in accordance with the Oregon Rules of Civil Procedure (“ORCP”). All discovery must be completed within 30 calendar days prior to the date set for the arbitration hearing.

iv. Power of Arbitrator(s); Applicable Law. The arbitrator(s) shall have the same authority to award remedies and damages as provided to a judge and jury under applicable law. The arbitrator(s) shall not have the power to alter, amend, or modify any provision of this contract. The arbitrator(s) shall have the power to decide only the dispute submitted to the arbitrator(s). It is the intention of the

Parties to this contract that this contract and the performance under this contract, and all suits, actions, and proceedings under this contract, be construed in accordance with and under and pursuant to the laws of the State of Oregon (without regard to the law of conflict of laws), and that, in any suit, action, or proceeding that may be brought arising out of, in connection with, or by reason of this contract, the laws of the State of Oregon shall be applicable and shall govern to the exclusion of the law of any other forum, without regard to the jurisdiction in which any suit, action, or proceeding may be instituted.

v. Opinion and Award. The arbitrator(s) shall issue a written opinion and award within 30 calendar days of closing arguments or the receipt of post-hearing briefs, whichever is later. The opinion and award must be signed and dated and decide all disputes and related issues submitted by the Parties. The arbitrator(s) shall award only those remedies in law or equity that is requested by a Party which the arbitrator(s) determines to be supported by credible, relevant evidence. Judgment on the award may be entered in any court having jurisdiction thereof.

c. Attorneys’ Fees/Expenses. In the event suit or action is instituted in connection with any of the terms of this contract, the prevailing Party shall be entitled to its reasonable attorneys’ fees, expert fees, and other expenses and costs it incurs in enforcing this contract or pursuing damages for breach of this contract, whether incurred prior to filing suit, in arbitration or mediation, in trial, or on appeal.

14. DRUG STATEMENT. The use of drugs, alcohol, or any tobacco products is prohibited on Third-Party

Client’s property.

15. ELECTRONIC EXCHANGE. The Parties agree either may conduct transactions, including any contract changes, by electronic means (via email or fax).

16. ESCALATION. Beginning on the first anniversary of the Effective Date, and on each anniversary thereafter during the Term, the prices set forth in this Agreement may be adjusted by the Contractor. Any annual price increase shall not exceed the lesser of (i) ___% or (ii) the percentage change in the Consumer Price Index

(CPI-U), U.S. City Average, published by the U.S. Bureau of Labor Statistics for the preceding 12-month period. Contractor shall provide written notice of any proposed price adjustment at least 60 days prior to the effective date of the increase. No price adjustment shall take effect without the prior written approval of the

Agency. If the parties cannot agree on a proposed adjustment, the Agency may, at its discretion, elect to continue under existing pricing or terminate the Agreement without penalty.

17. EXTENSION. TVF&R reserves the right to extend this Contract beyond any termination date upon agreement of the Parties, and only when the scope of the additional Services is substantially similar to the original scope. TVF&R will provide written notice to the Consultant of its intent to extend this Contract within a reasonable time prior to the scheduled termination date.

18. IDENTIFICATION OF EMPLOYEES. Contractor shall ensure that its employees have identifying uniforms or other designation of identity (ID badge, hat, coat with company logo/name) while on Third-Party

Client’s property.

19. INDEMNIFICATION. Subject to the conditions and limitations of the Oregon Constitution and Oregon Tort

Claims Act, ORS 30.260 through 30.300, and to the fullest extent permitted by law, the Contractor shall fully indemnify, defend and save and hold harmless TVF&R, its officers, board members, agents, employees, volunteers, affiliates, and all other persons acting on behalf of the indemnified party, from and against any and all claims, demands, suites, actions, damages, losses, costs and expenses, direct and indirect or consequential of any nature whatsoever, including reasonable attorneys’ fees, and any other costs of defense, settlement payments and court costs, and liability of personal injuries (including death), property loss, and all other legally cognizable harm caused by, arising from, in whole in part, or in connection with, any act or omission involving this Contract. The duty of defense shall arise immediately upon assertion of any claim that may be covered by this indemnification provision, and, to the fullest extent allowed by law, shall be independent of any duty of indemnification. Such limitation does not apply to the Consultant’s failure to comply with the RESPONSIBILITY FOR TAXES LAW COMPLIANCE AND WITHHOLDING paragraph herein.

20. INDEPENDENT CONTRACTOR. Services provided under this Contract are those of an independent contractor. Contractor is not an officer, employee or agent of TVF&R. Contractor represents and warrants that it is an independently established business which meets all the requirements of ORS 670.600(2)(a-d), and meets three or more of the requirements of ORS 670.600(3). Although TVF&R reserves the right (i) to determine (and modify) the delivery schedule for the work to be performed and (ii) to evaluate the quality of the completed performance, TVF&R cannot and will not control the means or manner of Contractor’s performance.

21. INSPECTION AND ACCEPTANCE. The quality of work shall be subject to inspection by Third-Party

Client. Should it be found that the quality of work is not satisfactory, Third-Party Client shall issue a written notice to comply and will provide the Contractor with a “cure date”. If the Contractor does not comply

TVF&R may terminate the contract with five (5) days written notice. Within fourteen (14) days, all work performed is subject to final inspection and acceptance by the Third-Party Client Representative, or designee.

If any work is found to be defective in material or workmanship or otherwise not in conformity with the requirements of this contract, Third-Party Client shall have the right to require correction at no additional cost to the Third-Party Client.

22. INSURANCE. Contractor shall purchase and maintain the following insurance:

a. WORKER'S COMPENSATION as required by law ORS 656.

b. EMPLOYER'S LIABILITY in the minimum amount of $500,000 when the Contractor has employees performing services under the contract.

c. COMPREHENSIVE AUTOMOBILE LIABILITY including owned, non-owned and hired vehicles:

$2,000,000 Combined Single Limit Bodily Injury and Property Damage any one occurrence and a minimum of $4,000,000 in the aggregate.

d. COMPREHENSIVE GENERAL LIABILITY to include premises/operations, independent providers, products/completed operations, and blanket contractual: $2,000,000 Combined Single Limit Bodily

Injury, Property Damage, and personal injury any one occurrence and $4,000,000 in the aggregate.

23. INVOICING AND PAYMENT(S). Contractor shall issue invoice(s) when the project is complete, or for each work segment (progress payment) as acceptable to Third-Party Client Representative. Payment shall not be made prior to receipt of a valid invoice and acceptance from the Third-Party Client Representative.

24. LICENSES AND PERMITS. Unless otherwise agreed in writing by TVF&R, without additional expense to

TVF&R, the Contractor shall be responsible for maintaining any licenses and permits necessary for the performance of this Contract.

25. MANUFACTURE WARRANTIES. All materials provided unless otherwise specified shall be new. Manufacture warranties received by the Contractor which are applicable to any material equipment, parts, property and services furnished by the Contractor under this contract shall survive acceptance and payment, and shall run to TVF&R, its successors and assigns, and shall not be deemed to be exclusive.

26. NOTICE. Any notice required or permitted by this Contract shall be in writing and shall be delivered to the

Parties.

27. ORDER OF PRECEDENCE. In the event of any inconsistent or incompatible contract provisions, Exhibit A shall take precedence over the terms of Exhibit B.

28. OTHER CONTRACTS. Third-Party Client may undertake or award other contracts for additional work, and the Contractor shall fully cooperate with such other…