NorthWest Senior & Disability Services 3410 Cherry Avenue NE ∙ Salem, OR 97303

Mailing Address: PO Box 12189 ∙ Salem, OR 97309-0189 Phone: 503.304.3400 ∙ Fax 503.304.3434 www.NWSDS.org

Date Issued: August 12, 2026 RFP Title: Fence Replacement – NWSDS, McMinnville Office Proposal Deadline: 5:00 PM Pacific Time on September 2, 2026

1. Introduction

NorthWest Senior and Disability Services (NWSDS) is soliciting proposals from qualified fencing contractors to remove and dispose of an existing wooden fence and furnish and install approximately ninety-five (95) linear feet of new seven-foot (7') high commercial-grade chain link fencing above finished grade with green privacy slats along a shared property line between an NWSDS-owned property in McMinnville, OR and an adjacent residential property.

The intent of this project is to improve site security, increase durability, and provide visual privacy while maintaining a professional appearance that is compatible with the surrounding neighborhood.

2. Project Scope of Work

The successful contractor shall provide all labor, supervision, materials, equipment, transportation, permits (if required), disposal, and incidentals necessary to complete the project.

The work shall include, but not be limited to:

Removal of Existing Fence o Remove approximately 95 linear feet of existing wooden fence.

o Remove all fence posts, rails, hardware, and associated materials.

o Remove existing concrete footings to a minimum depth of 12 inches below finished grade unless otherwise approved by NWSDS.

o Properly dispose of all demolition debris at an approved disposal facility.

o Leave the work area clean and free of debris.

o Contractor shall assume removal is limited to the fence identified by NWSDS.

NWSDS will obtain written authorization from the adjoining property owner prior to removal if the existing fence is jointly owned or otherwise requires owner consent.

New Fence Installation o Provide and install approximately 95 linear feet of:

7-foot high galvanized chain link fence above finished grade Commercial-grade steel framework Green privacy slats providing approximately 85–90% visual screening

Galvanized or powder-coated framework and fittings suitable for outdoor use Line posts, terminal posts, top rail, tension wire (if applicable), and all required hardware o Concrete footings meeting manufacturer specifications and applicable building codes o Fence shall be installed in the existing fence alignment unless otherwise directed by

NWSDS.

o Fence shall be plumb, level, uniformly tensioned, free from visible defects, and installed in accordance with manufacturer recommendations and industry standards.

o Fabric shall be stretched and tensioned in accordance with Chain Link Fence

Manufacturers Institute (CLFMI) recommendations.

o Contractor shall backfill excavated areas, compact disturbed soils, and restore finished grade to match adjacent areas.

o Contractor shall verify measurements prior to ordering materials.

3. Contractor Responsibilities

The contractor shall:

Verify all field dimensions.

Contact Oregon Utility Notification Center (811) for utility locates before excavation.

Obtain any permits required for construction.

Coordinate work with NWSDS to minimize disruption to operations.

Protect adjacent landscaping, utilities, sidewalks, and neighboring property.

Repair any damage caused during construction.

Maintain a safe work site throughout the project.

Remove all construction debris upon completion.

All construction activities shall occur Monday through Friday between 7:00 AM and 5:00

PM unless otherwise approved.

Contractor shall maintain safe pedestrian access, establish temporary barriers around work areas, and comply with all OSHA requirements.

Contractor shall maintain a clean work site and remove debris daily.

4. Material Specifications

Minimum acceptable specifications include:

Item Specification Fence Height 7 feet above finished grade

Length Approximately 95 linear feet

Fabric 9-gauge, 2-inch mesh, galvanized chain-link fabric.

Framework Framework and fittings shall be hot-dip galvanized commercial-grade steel suitable for exterior installation. Powder-coated framework may be proposed as an alternate, with any additional cost identified separately.

Posts Commercial-grade hot-dip galvanized steel, sized and spaced in accordance with the Wind Load and Structural Requirements specified below.

Privacy Slats Green, UV-resistant, high-density polyethylene or equivalent

Hardware Galvanized or powder-coated commercial grade

Footings Concrete per manufacturer recommendations and local code

Wind Load and Structural Requirements Contractor shall size and space all line posts, terminal posts, framework, post embedment, and concrete footings appropriately for the specified seven-foot (7') fence height and privacy slats providing approximately 85–90% visual screening. Contractor shall account for increased wind loading created by the privacy slats when determining post size, post spacing, embedment depth, and concrete footing dimensions. The complete fence system shall be installed in accordance with applicable building codes, manufacturer requirements, and recognized industry standards, including applicable Chain Link Fence Manufacturers Institute (CLFMI) recommendations.

Equivalent or higher-quality materials may be proposed.

No changes to the scope of work, specified materials, contract price, or project schedule shall be made without prior written authorization from NWSDS.

5. Proposal Requirements Submitted proposals must include:

Total Project Cost o Inclusive lump sum total o Detailed cost proposals shall be presented in a clear line-item format, at minimum identifying: Demolition/removal, Disposal, Materials, Labor, Equipment, Permits, Mobilization, Cleanup, Warranty, and Subcontracted work (if any) o Any optional item costs should be priced out separately.

o Identification of allowances and contingencies.

o Identification of exclusions.

Work Plan & Project Schedule o Start date, Completion date o Expected timeline, and detailed schedule o Sequencing of work o Staffing plan.

Materials & Product Details o Manufacturer and details of proposed materials to be used

Warranty Details o Contractor shall provide a minimum two-year workmanship warranty and all applicable manufacturer warranties on fencing materials.

o Correction of workmanship deficiencies discovered during the warranty period at no additional cost.

o Description of warranty terms and coverage scope.

Company Profile & Qualifications o Business Name o Address o Contact Person with email address and Phone number o Confirmation of an active Oregon Construction Contractors Board (CCB) License Number o Years in business, relevant experience, and key project personnel.

o Provide a summary of experience installing commercial chain link fencing, and up to three comparable commercial fencing projects completed within the past five years, including at least two client references.

o Include client references with:

Organization name Contact person Telephone number Project description

Payment Schedule o Proposals requiring deposits must clearly state percentage and justification.

o Payment will be made upon satisfactory completion and acceptance unless an alternative payment schedule is approved by NWSDS.

Compliance Documentation o Insurance Certificates and licensing documentation

Insurance Requirements - Prior to contract execution, the successful contractor shall provide certificates demonstrating:

1. Commercial General Liability Insurance: Minimum $200,000 per occurrence, $300,000 aggregate

2. Automobile Liability Insurance

3. Workers' Compensation Insurance in accordance with Oregon law

4. NWSDS may require additional insured status.

List of Exclusions (if any)

Incomplete proposals may be rejected.

6. Site Visit

Contractors are encouraged to perform a site visit before submitting proposals.

An optional contractor site visit will be held Tuesday, August 25, 2026, from 10:00 AM to 1:00 PM Pacific Time at 300 SW Hill Road S, McMinnville, OR 97128. An NWSDS representative will be available during this period to provide site access and respond to questions.

Contractors may visit publicly accessible portions of the site outside the scheduled period;

however, NWSDS personnel will NOT be available.

7. Submission Instructions

Proposals must be received no later than 5:00 PM Pacific Time on September 2, 2026 Late, altered, or incomplete submissions will not be considered.

Submit proposals by mail or email ONLY:

Mailing Address:

NorthWest Senior & Disability Services ATTN: Business Operations and Technology Services Manager 3410 Cherry Ave NE Salem, OR 97303

Email: bots.mgmt.rfp@nwsds.org Proposals may be submitted by mail or email only. Proposals submitted electronically shall be provided as a PDF attachment.

NWSDS is not responsible for transmission failures, rejected email messages, file corruption, or other technical issues that result in a proposal not being received by the deadline.

Contractors may submit questions in writing by contacting:

Kapena Wong Business Operations and Technology Services Manager Email: kapena.wong@nwsds.org

Questions concerning this RFP must be submitted in writing no later than August 28, 2026, at 5:00 PM Pacific Time.

8. Evaluation Criteria

Proposals will be evaluated based on:

Competitive pricing

Technical Approach and Equipment

Quality of prior work and demonstrated expertise

Ability to meet project timeline

Warranty terms and ongoing service support

Responsiveness, clarity, and completeness of the proposal

NWSDS anticipates awarding a fixed-price contract to the contractor whose proposal is determined to provide the best overall value based on the evaluation criteria described herein

NWSDS reserves the right to accept or reject any or all proposals, waive informalities or irregularities, request clarification from proposers, cancel the solicitation at any time, negotiate scope or pricing with the selected contractor.

NWSDS reserves the right to reject proposals containing materially unbalanced pricing or pricing determined to be unrealistic.

Submission of a proposal indicates acceptance of all terms contained in this RFP unless exceptions are clearly identified.

Award of this RFP does not authorize the Contractor to begin work. Work shall commence only after execution of a written agreement or issuance of a written Notice to Proceed by NWSDS.

9. Project Completion and Acceptance

Upon completion of the work, the Contractor shall notify NorthWest Senior & Disability Services (NWSDS) in writing that the project is ready for final inspection.

NWSDS will conduct a final walkthrough with the Contractor to verify that all work has been completed in accordance with the contract documents, approved specifications, manufacturer recommendations, and applicable building codes.

The Contractor shall, at a minimum, ensure the following prior to requesting final acceptance:

All work has been completed in accordance with the approved scope of work.

The fence is plumb, level, uniformly tensioned, and free of visible defects.

All construction debris, excess materials, equipment, and temporary safety barriers have been removed from the site.

Disturbed areas have been restored to finished grade and left in a clean, safe, and orderly condition.

Any required permits have been finalized and closed, if applicable.

All manufacturer warranties, workmanship warranties, and requested product documentation have been provided to NWSDS.

If deficiencies or incomplete work are identified during the final inspection, NWSDS will provide the Contractor with a written punch list. The Contractor shall correct all punch-list items at no additional cost to NWSDS within the timeframe mutually agreed upon by both parties.

Final acceptance of the project shall occur only after NWSDS has verified that all punch-list items have been satisfactorily completed and all required closeout documentation has been received.

Final payment will not be issued until the project has received written acceptance by NWSDS.