ITB 00002662 Shelter Services Transportation.pdf

Date: February 5, 2026

City of Portland, Oregon ITB No. 00002662 Invitation to BID for Shelter Services Transportation Provider

BIDS DUE:

February 20, 2026 By 4:00 P.M. LOCAL TIME

OPTIONAL PRE-BID MEETING NOTICE:

An optional pre-bid meeting is scheduled for this ITB.

Meeting Date: Friday February 6, 2026 Time: 10:00AM to 11:00AM PST

This optional pre-bid meeting will be held via Microsoft Teams.

Email Kaci Spurlock at kaci.spurlock@portlandoregon.gov for the Teams meeting link.

Disable AI note taking apps before joining the meeting as they will not be admitted.

SUBMITTAL INSTRUCTIONS:

Submit bids electronically by uploading the required bid documents below to the City’s Procurement Services vendor portal, BuySpeed found at: https://procure.portlandoregon.gov/.

The entire bid and all required attachments must be completed and submitted before the due date. Allow extra time to upload bid documents. Instructions for submitting through BuySpeed are available at the URL below and also included as Attachment 4 – Buyspeed Submittal Instructions included within this ITB.

https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download

REFER ALL QUESTIONS TO:

Kaci Spurlock, Procurement Specialist City Operations, Procurement Services Phone: 503-823-6235 Email : kaci.spurlock@portlandoregon.gov mailto:kaci.spurlock@portlandoregon.gov https://procure.portlandoregon.gov/ https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download mailto:kaci.spurlock@portlandoregon.gov

City of Portland ITB No. 00002662

City Project 133401 Page 2 of 13 Shelter Services Transportation Provider

SECTION 1 INTRODUCTION

1.1 Background

The Street Services Coordination Center’s City Street Outreach team manages the referral process for the City’s Alternative and Overnight Shelter sites, and in that work, may require transportation services for individuals from various parts of the City to Shelter, as well as to and from Overnight Shelter and Day Centers.

1.2 Scope of work

The successful Contractor shall provide a dedicated approved WAV (wheelchair accessible vehicle) and driver for the Street Services Coordination Center Monday through Friday between hours of 8am and 4pm. City Staff shall assist in loading passengers and providing drop off location for transportation. The successful contractor shall provide a flat hourly rate for this dedicated service.

Additionally, occasional transportation from may be required on an as needed-basis outside of normal business hours, such as around the opening (7pm – 10pm) and closing (6am – 8am) of overnight shelter, as directed by City staff from locations within the City of Portland boundary to and from the Center. The successful contractor shall provide per mileage rates for this service. Response times for calls shall not exceed an average of 15 minutes.

1.3 General Requirements

The Successful Contractor must meet the following requirements:

1. Provide and maintain a licensed Wheelchair Accessible Vehicle (WAV)

2. Provide a licensed driver with experience successfully working with the Shelter population

3. Driver shall be staged at the Street Services Coordination Center from 8am to 4pm when not actively transporting

4. Respectfully transport passengers who may have special mental health and hygiene needs

1.4 Estimated ITB Timeline

The timeline below is an estimate for the ITB and Contracting Process:

Event Date Publication of ITB in Buyspeed February 5, 2026 Bids due in Buyspeed by 4:00 pm Pacific Time February 20, 2026 Posted Notice of Bids received in Buyspeed February 20, 2026 Post Notice of Intent to Award February 27, 2026 Agreement term begins February 27, 2026

The City will adjust the schedule as necessary.

SECTION 2 GENERAL REQUIREMENTS AND INSTRUCTIONS TO BIDDERS

All bids are subject to the provisions and requirements of the Oregon Revised Statutes and the Portland City Code (PCC) PCC 5.10 and Public Contracting Rules (PCR) Section 5.33.

2.1 Bid Preparation

2.1.1 Bid Format

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Bids must be typewritten or prepared in ink and must be submitted on the form provided in the Invitation to Bid. No oral, telegraphic, telephone or facsimile bids will be accepted.

2.1.2 Conformance to Bid Requirements

Bids must conform to the requirements of the Invitation to Bid. All necessary attachments (residency statement, bid bond, references, descriptive literature, etc.) must be submitted with the bid and in the required format. Bid prices must be for the unit indicated on the bid.

Failure to comply with all requirements may result in bid rejection.

2.1.3 Conflict of Interest

By submitting a bid, a Bidder certifies that no officer, agent or employee of the City has a pecuniary interest in this Agreement has participated in preparation of the bid or resulting Agreement, that the bid was made in good faith without fraud, collusion, or connection of any kind with any other Offeror of the same bids, and that the Offeror is competing solely in its own behalf without connection with, or obligation to any undisclosed person or firm.

2.1.4 Cost of Bidding

This invitation to bid does not commit the City to pay any costs incurred by any Bidder in the submission of a bid, or in making necessary studies or designs for the preparation thereof, or for procuring or Contracting for the items to be furnished under the invitation to bid.

2.1.5 FOB Destination

BID PRICES MUST BE F.O.B. DESTINATION FREIGHT PREPAID AND ALLOWED with all transportation and handling charges paid by the Bidder.

2.1.6 Exceptions

Any deviation from solicitation specifications, terms and conditions may result in bid rejection.

2.1.7 Signature on Bid

Bids must be signed in ink by an authorized representative of the Bidder. Signature on a bid certifies that the bid is made without connection with any person, firm or corporation making a bid for the same goods and/or services and is in all respects fair and without collusion or fraud. Failure to sign is cause for bid rejection.

Signature on a bid also certifies that the Bidder has read and fully understands all solicitation specifications, terms and conditions. No consideration will be given to any claim resulting from bidding without comprehending all requirements of the Invitation to Bid

2.1.8 Bid Modification

Bids may be modified in writing before the time and date set for bid closing. Bidders may not modify bids after bid closing time.

2.1.9 Bid Withdrawals

Bids may be withdrawn in writing by an authorized representative prior to bid closing time.

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2.1.10 Late Bids

Sealed bids must be received and time-stamped by Procurement Services prior to bid due time on the bid due date. Late bids will not be considered for award.

2.2 City Sustainability Objectives

The City has a history of striving to be more sustainable in its operations and planning. Starting with the City’s Sustainable City Principles (1994) the City has established a variety of policies to guide its work on sustainability, including: the Sustainable Procurement Policy, Green Building Policy, Local Action Plan on Global Warming, and the Stormwater Management Manual (to view these and related City policies, go to the Portland Policy Documents Website:

https://www.portland.gov/policies/administrative/purchasing/adm-109-sustainable-procurement-policy. and Environment (Natural) | Portland.gov.

As applicable to City procurement, these policies guide the City to buy products and services that reduce the City’s negative environmental and social impacts. While specific goals vary, the City’s sustainability objectives tend to focus on: reducing energy use; reducing air, water, and land pollution; building and maintaining high-performance green buildings; reducing the use of materials toxic to the environment and human health; utilizing resources efficiently, including the use of renewable, reusable and recycled materials; utilizing small and local businesses; preserving or enhancing biodiversity; and maintaining fiscal health in the short and long term. As such, the City seeks to do business with firms that will actively contribute to the City’s sustainability objectives..

2.3 Addenda to Plans or Specifications

If, in the opinion of the Chief Procurement Officer, additional information or interpretation should be provided, an Addendum will be made available to all known specification holders. Any Addendum will be issued seventy-two (72) hours or more before the scheduled closing time for submitting bids, not including Saturday, Sunday, and legal holidays. The City shall post all Addenda on the Procurement Services website. Failure of the Bidder to exercise due diligence to receive or obtain such Addenda shall not excuse the respondent from compliance therewith if awarded the contract.

2.4 Oral Instructions

Oral instructions or information concerning the ITB documents or the project given out by officers, employees, or agents of the City to prospective Bidders are not binding unless confirmed by Addendum.

2.5 Questions or Clarifications

It is the Bidder’s responsibility to ask questions, request changes or clarifications, or inform the City of Portland, Procurement Services if it believes the language, specifications or requirements of this ITB are ambiguous, contradictory, or have other problems. Unless a different time is provided in the ITB, questions received less than seven (7) calendar days prior to the date bids are due may not be answered Clarifications of any provision of the solicitation document are binding only if the City amends the solicitation document by Addendum.

2.6 Protest of Solicitation Specifications

A Bidder who believes specifications are unnecessarily restrictive or limit competition may submit a protest, in writing, to the Chief Procurement Officer. To be considered, protests must be submitted within 7 days after a solicitation document is advertised. Protests must be submitted via email to the Procurement Buyer identified on page 1.

https://www.portland.gov/policies/administrative/purchasing/adm-109-sustainable-procurement-policy https://www.portland.gov/policies/administrative/purchasing/adm-109-sustainable-procurement-policy https://www.portland.gov/policies/environment-natural

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2.7 Bid Opening

Bids will be publicly opened at the scheduled opening time stated in the Solicitation. The Bid tab posted on the City’s Procurement website will constitute the public opening of the bids. Award decisions will not be made at the bid opening.

2.7.1 Bid Evaluation and Award

Multiple awards will be made to the lowest responsive and responsible Bidders according to the Invitation to Bid.

2.7.2 Evaluation Criteria

Bids will be awarded based upon the evaluation criteria in the Invitation to Bid and in accordance with Section 5.33 of the Public Contracting Rules.

Local Contracting For the purchase of goods and services less than $150,000, the City shall solicit price quotation and bids and ultimately purchase from those businesses located within the City of Portland who meet all state and local contracting requirements, including having a current business license, being current on the City’s Business License Tax (BLT) or current on a payment plan formally approved by the City unless other circumstances, such as lack of available contractors or unreasonable prices, require the City to make purchases elsewhere.

2.7.3 Delivery

Ability to meet the City’s required delivery date shall be used to determine responsiveness.

Cash Discounts: Cash discounts will not be considered for award purposes unless stated in the bid documents.

2.7.4 Payment

The City’s standard payment term is Net 30 days. Bids which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

It is the City’s policy to pay its vendor invoices via electronic funds transfers through the automated clearing house (ACH) network. To initiate payment of invoices, vendors shall register in Ariba and complete the steps required to do business with the City, which are found here: https://www.portland.gov/business-opportunities/doing-business-city/resources-businesses y.

2.7.5 Bid Rejection

The City reserves the right to reject any and all bids.

2.7.6 Cancellation

The City reserves the right to cancel this solicitation at any time without award.

2.7.7 Bid Results

Bidders who receive awards will be notified of bid results via the Procurement Services website; unsuccessful Bidders will not be directly notified. Bid results are available by phone or email.

https://www.portland.gov/business-opportunities/doing-business-city/resources-businesses https://www.portland.gov/business-opportunities/doing-business-city/resources-businesses

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SECTION 3 SUPPLEMENTAL REQUIREMENTS

3.1 Required Product/Service Delivery

Successful contractor(s) must be prepared to provide all expertise, planning, labor, supervision, equipment, materials and supplies to provide as-needed wheelchair accessible vehicle (WAV) transportation services.

3.2 Intergovernmental Cooperative Purchasing

The Bidder awarded the contract agrees to extend identical prices and services under the same terms and conditions to all public agencies. Quantities stated herein reflect the City of Portland usage only. Purchases from other agencies do not affect the Contactor’s obligation to the City of Portland.

Other agencies will execute their own Contracts with the Bidder. The successful Contractor shall provide quarterly usage reporting of the City of Portland and that of other public agencies. Any Bidder, by written notification included with their bid, may decline to extend the prices and terms of this bid to any and/or all other public agencies.

3.3 Additional Purchases

The City reserves the right to purchase additional services beyond the items stated in the bid documents at the same prices submitted by the Bidder. Such additional purchases are not guaranteed and will be made at the City’s sole discretion.

3.4 Preparation of Bids

3.4.1 Pre-Bid Meeting

3.4.2 This is a non-mandatory pre-bid meeting therefore; bid submission will not be contingent upon attendance at this meeting.

Meeting Date: Friday February 6, 2026 Time: 10:00AM to 11:00AM PST

This optional pre-bid meeting will be held via Microsoft Teams.

Email Kaci Spurlock at kaci.spurlock@portlandoregon.gov for the Teams meeting link.

Disable AI note taking apps before joining the meeting as they will not be admitted.

3.4.3 Intent Of Specifications

The intent of these specifications is to provide the City with a fully functioning, quality Wheelchair Accessible Vehicle transportation service provider . Bidders shall include in their bids all costs for all labor, equipment and materials necessary to ensure that the service of quality while fully functioning, and timely, regardless of any apparent omission of any particular component of these specifications.

If it appears the City omitted an important component of any item identified in this bid, the Bidder shall bring that matter to the attention of the City during the period of time available for requesting clarification [as indicated in Section 2.5]. The specifications in this ITB will be part of the Contract between the City and the successful Bidder(s).

3.4.4 Silence Of Specification

The silence or omission of the specifications as to any detail means that only the best commercial practices are to prevail in this ITB and resulting Contract.

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3.4.5 Taxes

Taxes, whether State or Federal, shall not be included in the bid prices. A tax exemption certificate will be provided by the City on request.

3.5 Submission of Bids

3.5.1 Bid Submittal

By submitting a bid, the Bidder agrees to furnish any and all equipment, supplies and/or services required by the ITB, at the prices quoted, pursuant to all requirements and specifications as contained therein.

For purposes of review and in the interest of the City's Sustainable Paper Use Policy and sustainable business practices in general, the City requests electronic submittal. Submit bids electronically by uploading the required bid documents below to the City’s Procurement Services vendor portal, BuySpeed found at:

https://procure.portlandoregon.gov/.

All bids must be clearly and distinctly typed or written with ink or indelible pencil. Do not erase mistakes. Instead, cross out mistakes and correct them and corrections typewritten or written in ink adjacent thereto, and initialed in ink by the party signing the bid, or an authorized representative. As a result of any of these actions, if the intent of the Bidder is not clearly identifiable, the interpretation most advantageous to the City will prevail. All bids must be on the form furnished by the City, or it may be rejected by the City. The omission of such items as delivery dates, or any other required information may cause the offer to be considered non-responsive.

3.5.2 Bid Prices

The Bid price includes the cost to obtain all permits and licenses that may be required to perform the services required for the Contract. Submit unit or hourly prices if requested.

All prices quoted shall include all packing, handling, shipping charges, and the warranty provisions and requirements as listed in these specifications, FOB delivered and unloaded at the designated location(s). If assembly is required, offered prices shall include all costs associated with delivery, assembly, set-up and proper disposal of packaging materials.

The offer price shall be exclusive of any sales, purchaser, or consumer tax.

The prices submitted shall be firm during the first year of the Contract period Submit unit prices if requested.

Bid prices shall remain valid for 30 (thirty) calendar days from bid opening unless otherwise indicated within the ITB. If the bid is accepted, prices shall remain firm for the specified Contract period.

3.5.3 Bid Bond

A bid bond is not required.

https://procure.portlandoregon.gov/

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If the Bidder does not enter into a Contract, the City may award the Contract to the next lowest, responsible and responsive Bidder. The City may decide to award multiple contracts to the lowest bidders.

3.5.4 Execution Of Contract

Any Bidder to whom award is made shall execute and return the Contract in the required number of copies, and shall furnish all required bonds and insurance certificates satisfactory to the city within twenty (20) days after the Bidder receives the Contract.

3.5.5 Failure To Execute Contract

Failure on the part of the Bidder to whom the Contract is awarded to execute the Contract and deliver the Contract, all required bonds and insurance certificates within the time required permits the City to cancel the award of the Contract and charge Bidder for the difference in price between its bid and that of the next lowest responsible bidder.

3.5.6 Order of Precedence for Contract Use

The City will reach out to Price Agreement holders in anticipation of a relocation to discuss preparations and begin planning for the event.. Services will be requested based on price agreement holders availability, site access, and City needs. The cost for services performed for each project may vary depending upon the amount of work estimated for that particular event.

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SECTION 4 ATTACHMENTS

1. Attachment 1 Representations, Certifications, and Acknowledgments

2. Attachment 2 Bid Schedule

3. Attachment 3 Non Collusion Affidavit

4. Attachment 4 Buyspeed Submittal Instructions

SECTION 5 EXHIBITS (EXHIBITS ARE ATTACHED SEPARATELY IN BUYSPEED)

A. STANDARD GOODS AND SERVICES PRICE AGREEMENT

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ATTACHMENT 1

REPRESENTATIONS, CERTIFICATIONS, AND ACKNOWLEDGMENTS

ITB 00002662 Shelter Services Transportation Provider [must be submitted with bid]

OFFER DATE

OFFEROR NAME

OFFEROR DOING BUSINESS AS

OFFEROR ADDRESS

AUTHORIZED REPRESENTATIVE

NAME

TITLE

PHONE

EMAIL

MAILING ADDRESS

SIGNATURE

LOCAL REPRESENTATIVE

LOCAL REPRESENTATIVE PHONE

LOCAL REPRESENTATIVE EMAIL

CITY OF PORTLAND BUSINESS

LICENSE TAX ACCOUNT #

STATE OF OREGON REGISTRY

NUMBER

FEDERAL TAXPAYER

IDENTIFICATION NUMBER (TIN)

TYPE OF ORGANIZATION

[_] Sole proprietorship;

[_] Partnership;

[_] Corporate entity (not tax-exempt);

[_] Corporate entity (tax-exempt);

[_] Government entity (Federal, State, or local);

[_] Other ____________________.

COMMON PARENT [_] Offeror is not owned or controlled by a common parent:

[_] Name and TIN of common parent:

Name ____________________________________

TIN ______________________________________

RESIDENT BIDDER All Offerors must state whether or not they are an Oregon resident Bidder as defined in ORS 279A.120, a resident Offeror is one who has paid unemployment taxes or income taxes in the State during the twelve (12) calendar months immediately preceding bid submission, has a business address in Oregon, and has stated in their bid to be a resident bidder.

[_] Offeror is a Resident Bidder [_] Offeror is not a Resident Bidder State of Residence ____________________________________

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ATTACHMENT 2

BID SCHEDULE

[must be submitted with bid]

The Offeror represents and certifies as part of the following bid:

The undersigned having full knowledge of the specifications for the item(s) listed herein offers and agrees that this bid shall be irrevocable for at least sixty (60) calendar days after the bid opening date and time, and if accepted shall furnish any and/or all items(s) at the prices offered, all required documents, licenses and certifications, guarantees, titles and warranties as required and deliver at the designated point(s) within the time specified in the schedule.

Shelter Services Transportation Provider

ITEM DESCRIPTION / PRODUCT NUMBER QTY UNIT OF

ISSUE UNIT PRICE

WEEKLY

EXTENDED

PRICE

Dedicated driver from 8am-4pm M-F 1 Hourly

On Call Transportation Per Mile

An Offeror submitting a bid certifies that no officer, agent or employee of the City who has a pecuniary interest in this bid has participated in preparation of the bid, that the bid is made in good faith without fraud, collusion, or connection of any kind with any other Offeror of the same call for bids, and that the Offeror is competing solely in its own behalf without connection with, or obligation to any undisclosed person or firm.

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ATTACHMENT 3

NON-COLLUSION AFFIDAVIT

[must be submitted with bid] STATE OF Contract Bid No._____

COUNTY OF

I, (Type/Print Name) , state that I am (Position Title) of (Name of Firm) and that I am authorized to execute this affidavit on behalf of this firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this bid.

I state that:

1. The price(s) and the amount of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, offeror, or potential offeror, except as disclosed.

2. Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor approximate amount of this bid, have been disclosed to any other firm or person who is a offeror or potential offeror, and the price(s), will not be disclosed before bid opening.

3. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this Contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid.

4. The bid of this 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 bid.

5. (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 or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as described.

I state that (Name of Firm) understands and acknowledges that the above representations are material and important, and will be relied on by THE CITY OF PORTLAND, OREGON in awarding the Contract(s) for which this bid is submitted. My firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from THE CITY OF PORTLAND, OREGON of the true facts relating to the submission of bids for this Contract.

Signature

Subscribed and sworn to before me this

___ ______ day of , NOTARY PUBLIC

My commission expires ___________________

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ATTACHMENT 4

Buyspeed Submittal Instructions https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download