CSD RFP for Moving Services 03.2026 FINAL.pdf

Corvallis School District

REQUEST FOR PROPOSALS FOR MOVING SERVICES

Request for Proposal: Corvallis School District, 509J – Corvallis, OR

March 16, 2026

RFP Schedule Dates Time

Issue RFP/Public Notice March 16, 2026

Mandatory Pre-Proposal Meeting March 24, 2026 8:00 AM

Final Day for Questions: March 25, 2026 2:00 PM

Response to all Questions by: March 30, 2026 12:00 PM

Proposals due by email: March 31, 2026 2:00 PM

Notice of Intent to Award April 6, 2026 2:00 PM

1. Introduction Corvallis School District and Wenaha Group are requesting proposals from qualified firms to provide Move Services for the Corvallis School District School Consolidations.

The purpose of the Request for Proposal (RFP) is to select the best qualified firm(s) based upon experience, performance, service delivery, capacity, and competitive cost. The firms that offer the best value to the project will be selected. The RFP provides background information, project details, and RFP process information. A mandatory pre-proposal walk-through will be conducted as part of this RFP. If your firm does not attend this walk-through your bid will not be eligible for consideration.

We are providing all applicable information available to accurately respond to this RFP.

Please direct questions or requests for additional information via e-mail to:

Attn: Kim Patten Kim.Patten@corvallis.k12.or.ua

AND CC:

Attn: Kailee Simons KaileeS@WenahaGroup.com

All questions regarding the RFP must be submitted via E-MAIL ONLY. All questions must be clearly identified as to the submitting firm and must be received by the District and Wenaha Group by 2 PM, Thursday, March 26th, 2026. Questions submitted will be responded to via electronic addendum by CSD and Wenaha Group to all firms responding to the RFP without identifying the source of the questions.

2. Background In Summer 2026, the Corvallis School District (CSD) will undertake a district-wide school consolidation effort that will result in the closure of one middle school, Cheldelin Middle School, and one elementary school, Letitia Carson Elementary School. Following the consolidation, the district will consist of two grade 9-12 schools, one grade 7-8 school, two K-8 schools, and five K-6 schools. This transition will require coordinated staff relocations and operational adjustments across the district, impacting every school facility.

This RPF focuses on the relocation of staff, materials, and equipment.

CSD anticipates the award of one or more contracts from this solicitation.

mailto:Kim.Patten@corvallis.k12.or.ua mailto:DeanaK@kirbynagelhout.com

3. Scope of Work

• Work to begin on June 22, 2026

• All work must completed by August 12, 2026

• High level schedule will be shared at pre-proposal walkthrough and shared as addendum

• Letitia Carson Elementary School complete move out o Estimated 27 classrooms o Furniture and contents o Various private offices o Library o Specialty classrooms (music, art, PE etc)

• Cheldelin Middle School complete move out o Estimated 38 classrooms o Furniture and contents o Various private offices o Library o Specialty classrooms (band/orchestra, art, sciences, PE etc)

• Estimated 200 staff members district-wide will be relocated including the 2 school consolidations, total number of staff/classrooms outside of LCES and CMS TBD

• All counts should be verified during pre-proposal walk-though

Mover Requirements:

• With few exceptions, packing and labeling of all items will be completed by District Staff prior to the first move date.

• Equipment and items that require unique packing solutions will be coordinated with the awarded moving company (specialty classroom equipment).

• Provide packing supply costs on Exhibit A – Cost Proposal (boxes, packing paper, tape, bubble wrap, etc)

• Provide estimated quantities of packing supplies (boxes, packing paper, tape, bubble wrap, etc) required to complete move

• The awarded moving company will be responsible for adequate building protection (floor protection, entry mats, store front doors, door frame protection, etc).

• All movers must complete and pass District specified background check prior to moves starting at their own expense

• All on-site leads and supervisors must also be fingerprinted by District specified vendor at their own expense for badging and key requirements

• Confirmation that your firm is ODOT Certified/Licensed

4. Selection Criteria The project team will evaluate proposals. The firms providing the best value to the project will be selected.

A. Relevant Experience and References (20 PTS)

a. Provide background and examples of relevant experience for your company and proposed team members for this type and size of project. Include specific examples relating to the scope.

b. Include 3 project references from the past five years B. Proposed Team & Equipment (20 PTS)

a. Share an example of what your typical on-site team structure looks like, how many team leads, drivers, trucks, equipment, etc. does your team plan to utilize for this scope.

b. Share your firm’s process with filing a claim if items are damaged or go missing during the move.

c. Describe how your firm maintains inventory control for multiple destinations.

C. Capacity (10 PTS)

a. Please address your firm's capacity to support the project scope you are proposing on. Some of these move scopes will overlap, your firm must demonstrate the capacity to perform multiple moves at different sites simultaneously.

D. Partnering: (MWESB, Diversity, Equity, Inclusion, and Accessibility) (10 PTS)

a. The Corvallis School District has a goal of developing a community benefits plan which this project will play a significant role in promoting and executing.

i. Please identify if your firm is Oregon COBID certified or has other MWESB certification.

E. Sustainability Practices (5 PTS)

a. Please include your firm's experience with sustainable practices as it pertains to areas you can impact this project with your expertise.

F. Fee/Cost (35 PTS)

a. Fee proposals to be submitted via Exhibit A - Cost Proposal

b. Firms must provide rates for equipment and team member wages

c. Include unit costs and estimated quantities for packing/moving materials (boxes, tape, bubble wrap, packing paper, etc)

d. Expenses cannot be billed separately and must be included in hourly rates

e. This project IS NOT prevailing wage rates

f. Provide separate rates and hour estimates for overtime and standard labor for each scope. Total labor costs shall be submitted as a time & materials, not to exceed amount.

g. Awarded firms must provide proof of insurance A. See Exhibit B for example of insurance requirements

5. Documents Included with this RFP

• Exhibit A – Cost Proposal

• Exhibit B – Insurance Example

• Exhibit C – Statutory Certifications & Authorized Signatures Example

6. Proposal Packaging and Submission Requirements Respondents are requested to submit their proposals and qualifications no later than the date and time listed in the selection process schedule in Section 7. An electronic copy must be submitted via email to Kim Patten (kim.patten@corvallis.k12.or.us) and Kailee Simons (KaileeS@wenahagroup.com) by the specified date and time to be considered. We accept any proposal at our discretion based on best value, best quality, and the proposers who illustrate they will best minimize risk to schedule and budget. It is the responsibility of the respondent to ensure their qualifications are delivered on time.

Proposals shall be submitted in no more than 10 pages total. If resumes of individuals are provided, they are not included in the page total and should be included as an appendix at the end. Clear, concise responses with project focused content are valued above marketing boilerplate.

Do not email files with a .zip extension. Do not submit files with embedded documents.

Do not submit files with active links. No quotations will be accepted by oral communication or telephone communication.

7. Selection Process Schedule and Project Schedule Milestones

RFP Schedule Dates Time

Issue RFP/Public Notice March 16, 2026

Mandatory Pre-Proposal Meeting March 24, 2026 8:00 AM

Final Day for Questions: March 25, 2026 2:00 PM

Response to all Questions by: March 30, 2026 2:00 PM

Proposals due by email: March 31, 2026 2:00 PM

Notice of Intent to Award April 6, 2026 2:00 PM mailto:kim.patten@corvallis.k12.or.us mailto:KaileeS@wenahagroup.com

8. Technical Requirements

A. AUTHORITY

1. CSD is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140. CSD is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 125-247-0270.

B. OPENING

1. There will be no public Opening of Offers. Offers received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued. However, CSD will record and make available the identity of all Offerors after Opening.

C. AWARD INFORMATION

1. CSD may award less than the full Scope of Services described in this solicitation.

2. CSD will notify all Proposers in Writing that CSD intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

3. If awarded a Contract, Proposer agrees to perform the scope of services and meet the performance standards set forth in the final negotiated scope of services of the Contract.

D. PUBLIC INSPECTION

1. CSD may award less than the full Scope of Services described in this solicitation.

2. CSD will notify all Proposers in Writing that CSD intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

3. If awarded a Contract, Proposer agrees to perform the scope of services and meet the performance standards set forth in the final negotiated scope of services of the Contract.

4. All Proposals are public records and are subject to public inspection after CSD issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

5. Proposals, including supporting materials, will not be returned to Proposer, except in the case of Proposals that were submitted late and rejected by CSD.

6. Proposer shall mark “Confidential” on all attachments to its Proposal that the Proposer believes are exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478) Proposer also shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

E. CANCELLATION OF SOLICITATION; REJECTION OF PROPOSAL; NO DAMAGES.

1. Pursuant to ORS 279B.100, CSD may reject any or all Proposals in-whole or in-part, or may cancel this solicitation at any time when the rejection or cancellation is in the best interest of the District, as determined by CSD. CSD is not liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation or a Contract/Price Agreement award, or the rejection of any Proposal.

F. COST OF SUBMITTING A PROPOSAL

1. The Proposer shall pay all costs incurred in connection with its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

G. STATUTORY CERTIFICATIONS & AUTHORIZED SIGNATURE FORM (attached)

9. General Terms and Conditions

The RFP documents, including attachments and the detailed requirements contained herein, indicate the intent and nature of the work involved with the Project. However, the RFP document is not to be construed as all-inclusive. The RFP document package is for the purpose of soliciting quotations for the requirements as defined herein only. In no manner whatsoever should this RFP be construed as an offer or award of contract.

CSD reserves the right to accept or reject any or all responses to the RFP even if all stated requirements are met.