RFP 11.11.26.1 Security Services FINAL.pdf

School District 40 complies with provisions of the various civil rights laws, such as the Fair Employment Practices Act, Title IX Regulations, the Americans with Disabilities Act and section 504 of PL 93.112 in employment and educational programs and activities.

DAVID DOUGLAS SCHOOL DISTRICT

11300 NE HALSEY ST.

PORTLAND, OR 97220

(503) 261-8212

REQUEST FOR PROPOSALS

RFP Number 11.11.26.1

REQUEST FOR PROPOSAL FOR

SECURITY ALARM RESPONSE AND PATROL SERVICES,

AND/OR DPSST SERVICES AND TRAINING

Proposal Due Date and Time

December 14, 2026 By 2:00 p.m. PST

Late proposals will not be accepted or considered.

Submit Written Proposals Electronically to:

Patt Komar Oregon Buys: https://oregonbuys.gov/bso/view/login/login.xhtml.

Direct Questions to:

Patt Komar Director of Administrative Services Email: dd_purchasing@ddouglas.k12.or.us Phone: (503) 261-8212

See the sequence of selection process events for deadline for questions.

Pre-Qualification: ☐ Required ☒ Not Required

Pre-Proposal Meeting:

☐ Mandatory ☒ Not Required

See the sequence of selection process events for location and time of any Mandatory Meetings.

https://oregonbuys.gov/bso/view/login/login.xhtml

RFP Number 11.11.26.1 Page 2 of 35

RFP TABLE OF CONTENTS

I. OVERVIEW OF RFP AND PROJECT REQUIREMENTS

A. RFP Overview B. RFP Project Requirements

II. CONDITIONS GOVERNING THE PROCUREMENT

A. Sequence of Solicitation Events B. Explanation of Selection Process Events C. Standard Conditions Governing the Procurement D. Definitions and Terminology

III. PROPOSAL PREPARATION AND SUBMITTAL

A. Proposal Submission Requirements B. Proposal Content Requirements and Evaluation Criteria

IV. PROPOSAL EVALUATION

V. CONTRACT AND WORK PERFORMANCE

ATTACHMENTS:

Attachment A: Cost / Fee Rate Proposal Attachment B: Proposer Certifications and Representations Attachment C: Sample Contract Attachment D: Proposer Reference Sheet Attachment E: Litigation/Financial Standing

RFP Number 11.11.26.1 Page 3 of 35

I. OVERVIEW OF RFP AND PROJECT REQUIREMENTS

A. RFP OVERVIEW

1. PURPOSE OF RFP

David Douglas School District (DDSD) is requesting competitive sealed proposals with the intent of entering into a contract with one firm able to provide 24-hour, 7 day a week unarmed alarm response services for approximately 27 schools and buildings. The Successful Proposer will be required to respond to alarms, complete a thorough site inspection of both building and property, notify the proper authorities of its findings and have the capability to generate daily electronic reports of the alarm response activity.

In addition, the Successful Proposer shall conduct nightly, randomly timed foot patrols of schools and buildings as designated by the District and generate daily electronic reports of the foot patrol activity.

The District is also requesting competitive sealed proposals with the intent of entering into a contract with one firm able to provide Department of Public Safety Standards and Training (DPSST) services and training to District employees.

The Proposer may submit to one or both requests.

The District intends to award one or more contracts as a result of this RFP. This determination will be based upon the evaluation of scores underlying the rank of each proposal and the capacity of the proposers, and shall be at the sole discretion of the District.

The contract term for both requests will be one year with options to renew for five additional one-year terms.

All potential Proposers are to read, understand and accept the requirements of this Request for Proposals (RFP), especially the mandatory requirements.

This is a qualifications-based selection with cost as a consideration. The Proposer is required to provide, as part of the Technical Proposal, the qualifications and other documents requested in this RFP.

The Price Proposal will be evaluated separately from the Technical Proposal.

The award of a contract for services shall take into consideration certain contractor qualification and performance factors that add value to a procurement contract. Factors such as contractor past performance, technical expertise and experience, and resources, will form the basis for the criteria to be considered, in addition to price to perform the scope of work. Award shall be made in accordance with the terms conditions, and requirements stated herein.

2. DISTRICT INFORMATION

David Douglas School District encompasses approximately 12 square miles in eastern Portland. The District provides PreK-12 educational services to approximately 8,300 students. The District maintains nine elementary schools, three middle schools, a high school, and an alternative high school. The District also has several administrative buildings as well as multiple locations throughout the Portland Metro Area providing Prekindergarten services. Work may be performed in any of these locations.

3. PROJECT FUNDING

David Douglas School District has funds to administer the services requested under this RFP and will be referred to throughout the contract documents as the “Owner”.

RFP Number 11.11.26.1 Page 4 of 35

4. MANDATORY MEETING

Not Required.

5. BEHAVIORAL POLICIES APPLY TO CONTRACTOR’S PERSONNEL

All current behavioral policies of the DDSD Board of Education such as, but not limited to, “no smoking” and “no alcoholic beverages” on DDSD property, shall be deemed to be in force for the Contractor’s work forces when they are on DDSD property, including the project work sites.

6. BACKGROUND CHECK/CRIMINAL HISTORY CHECK

No Unsupervised Contact with Students. "Unsupervised contact with students" means contact with students that provide the person opportunity and probability for personal communication or touch when not under direct supervision. Contractor will ensure that Contractor, any subcontractors, and their officers, agents, and employees will have no direct unsupervised contact with students while on District property. Contractor will work with the District to ensure compliance with this requirement. If Contractor is unable to ensure through a security plan that none of its officers, agents, or employees will have direct, unsupervised contact with students in a particular circumstance or circumstances, Contractor shall so notify the District prior to beginning any work that could result is such contact. Contractor authorizes the District to obtain information about Contractor and Contractor's history and to conduct a criminal background check, including fingerprinting, of any officer, agent, or employee of Contractor that will have unsupervised contact with students. Contractor also agrees to cause Contractor's employees and/or subcontractors, if any, to authorize the District to conduct such background checks. Contractor shall pay all fees assessed by Oregon Department of Education for processing the background check. The District may deduct the cost of such fees from a progress or final payment to the Contractor under this Contract, unless the Contractor elects to pay such fees directly.

B. RFP PROJECT REQUIREMENTS

This section describes more about the work to be performed under the resulting contract.

1. PROJECT DESCRIPTION / STATEMENT OF WORK TO BE PERFORMED

A. Security Alarm Response and Patrol Services

The District seeks written proposals from qualified vendors capable of providing unarmed alarm response services for approximately 27 schools and buildings, and at a minimum, 15 nightly randomly timed foot patrols at various DDSD premises at the discretion of the District. Qualified vendors will also be available to provide unarmed patrols at additional events such as football games, graduations, and other events. The Successful Proposer will:

• Provide unarmed alarm responses and calls for services by designated District staff to approximately 27 schools and buildings. Respond to District alarms all year during weekdays, holidays, and weekends between the hours of 6:00AM and 9:00PM.

• Provide at least one unarmed officer and marked vehicle, dedicated exclusively to DDSD patrols and responses, from 9:00PM to 6:00AM seven days a week, including weekends and holidays.

Dedicated officer will be the primary responder to any DDSD alarm within a 30-minute response time of the officer’s location at the time of alarm.

RFP Number 11.11.26.1 Page 5 of 35

• In the event that the dedicated unit is busy on an alarm or otherwise unable to respond to an alarm or incident within 30 minutes, a non-dedicated unit will be dispatched.

• Conduct nightly foot patrols of schools and buildings as designated by the District Security Office.

• Upon request from the District, conduct unarmed patrols at additional events such as football games, graduations and other events.

• Outside the hours of 9:00PM to 6:00AM, patrols and responses will be conducted by a non-dedicated patrol unit.

• Response to alarms will require:

o Response by at least one unarmed security officer.

o An inspection of the interior and exterior of the building and property.

o Notification to the proper authorities (District, Portland Police Bureau, Portland Fire and

Rescue, etc.) based on the incident circumstances.

o Verification of identification of all persons encountered on District Property.

o Immediately notify law enforcement if an unauthorized person is inside a building and cannot produce District identification.

o Reset the alarm(s).

• Documentation of each incident with a professional quality incident report filed with the District Security Office immediately following each incident. The incident report should include the time of alarm/incident, time of notification of the alarm/incident, arrival time of the officer, clear time of the officer, a thorough description of the incident including areas the officer inspected (including photographs) and names and contact information for the officer, the officer’s supervisor and all parties involved.

• A daily report filed with the District Security Office which covers the previous 24-hour period of 6:00 AM through 6:00 AM, or as agreed upon. The report shall be filed with the District Security Office no later than 8:00 AM. The daily report shall include a log of locations visited, the dates and times the officer arrived and departed each of the locations, names and contact information for all officers and other persons involved and a thorough description of any incidents that occurred.

• Provide access to authorized District employees to the Proposer’s Incident Database or similar reporting tool.

• Any units being trained will not be charged to DDSD.

• Have the ability to offer other additional security services to include on-site/posted officer during the daytime and evening hours.

• All services will be coordinated with the District Security Office.

• Work with District staff to formulate standard operating procedures and protocols.

• Participate in quarterly check-in meetings.

• Officer who responded to an incident and their supervisor shall available for a telephonic consultation.

• District may request armed officers on occasion.

Officer Qualifications and Training

• Officers shall be certified by the State of Oregon and meet all the requirements of ORS Chapter

181A.870 to 181A.918, “Regulation of Private Security Providers,” and OAR Division 60, “Private Security Service Providers Rules.”

RFP Number 11.11.26.1 Page 6 of 35

• Officers must satisfactorily complete all training required by the Proposer’s security program and the State of Oregon.

• Officers must be able to read, speak, and write English well enough to communicate the details of any incident to the District.

• Officers must have training specific to better understanding youth behavior with practical strategies for interacting with young people in positive ways reducing the likely hood of negative interactions.

Officer Profile

• Officers shall comply with all applicable laws and regulations while performing official duties.

• Officers shall demonstrate the highest standards of personal and professional conduct. Officers are expected to adhere to standards of behavior which reflect well on the District, the successful Proposer, and the Officer.

• Discrimination and harassment shall not be tolerated in any form.

• Officers shall at all times be properly uniformed clearly marking as security, marking with the company name, in clean, neatly pressed clothing: well-maintained shoes: clean, well-groomed hair and good personal hygiene.

• Officers shall have picture identification, a valid driver’s license, and drive a marked vehicle.

• Officers must be able to apply good and reasonable sense and use good judgment and discretion in potentially stressful situations.

• Officers will have the ability to de-escalate situations.

Security Firm Minimum Requirements

• Proposer must be licensed by the State of Oregon as a private security services provider per ORS

Chapter 181A.

• Proposer shall:

o Own vehicles that are professional in appearance and that are clearly marked with the company logo and that follow all requirements for a marked security vehicle.

o Have the ability to temporarily dedicate a patrol officer to a specific site.

o Furnish, at their own expense, all personal equipment necessary for officers to safely and effectively perform their duties and fulfill the requirements of the contract.

o Assure that all officers continue to meet all standards of suitability, conduct, and work performance.

o Take necessary steps to verify that all alarm response officers assigned to the contract are professionally and personally reliable and are of reputable background and sound character.

o Have a fulltime office located in or near the Portland Metropolitan area.

o Provide the District with a comprehensive training manual of all officer required training.

o Provide the District with documentation of officer training, including dates of completion.

RFP Number 11.11.26.1 Page 7 of 35

DISTRICT PREMISES

Contractor shall provide the above-referenced unarmed security guard services throughout DISTRICT premises, including, but not limited to, the following sites:

Site Address

Cherry Park Elementary School 1930 SE 104th Ave, Portland, OR 97216

Earl Boyles Elementary School 10822 SE Bush St, Portland, OR 97266

Gilbert Heights Elementary School 12839 SE Holgate Blvd, Portland, OR 97236

Gilbert Park Elementary School 13132 SE Ramona St, Portland, OR 97236

Lincoln Park Elementary School 13200 SE Lincoln St, Portland, OR 97233

Menlo Park Elementary School 12900 NE Glisan St, Portland, OR 97230

Mill Park Elementary School 1900 SE 117th Ave, Portland, OR 97216

Ventura Park Elementary School 145 SE 117th Ave, Portland, OR 97216

West Powellhurst Elementary School 2921 SE 116th Ave, Portland, OR 97266

Alice Ott Middle School 12500 SE Ramona St, Portland, OR 97236

Floyd Light Middle School 10800 SE Washington St, Portland, OR 97216

Ron Russell Middle School 3955 SE 112th Ave, Portland, OR 97266

David Douglas High School (North Campus) 1001 SE 135th Ave, Portland, OR 97233

David Douglas High School (South Campus) 1500 SE 130th Ave, Portland, OR 97233

David Douglas School District Aquatic Center 13030 SE Taylor Ct, Portland, OR 97233

Fir Ridge Campus 11215 SE Market St, Portland, OR 97216

North Powellhurst 1400 SE 135th Ave., Portland, OR 97233

Performing Arts Center 1400 SE 130th Ave., Portland, OR 97233

District Office 11300 NE Halsey St., Portland, OR 97220

South Powellhurst 2900-2904 SE 122nd Ave., Portland, OR 97236

Pacific Center 5208 NE 122nd Ave., Portland, OR 97230

Glenn Widing 11855 NE Glenn Widing Dr., Portland, OR 97220

Marx 1 4900 NE 122nd Ave., Portland, OR 97230

Marx 2 12402 NE Marx St., Portland, OR 97230

Knott Creek School 11456 NE Knott St., Portland, OR 97220

Deardorf Properties 7010 SE Deardorff Road, Portland, OR 97236 7144 SE Deardorff Road, Portland, OR 97236

Elks Property 725 NE 100th Ave, Portland, OR 97220

RFP Number 11.11.26.1 Page 8 of 35

B. Department of Public Safety Standards and Training (DPSST)

The District seeks written proposals from qualified vendors capable of providing Department of Public Safety Standards and Training (DPSST) services and training to District employees. The Successful Proposer will:

• For Executive Manager, the firm shall provide Department of Public Safety Standards and Training (DPSST) Executive Manager Services according to Oregon Revised Statue Chapter 181A.840 to 181A.893 and Oregon Administrative Rule Chapter 259, Division 60 Rules. In addition to the mentioned OAR and ORS, there may be other regulatory rules that the District needs to be in compliance with and empowers the firm to ensure the District is in compliance with Private Security Rules and Regulations enacted now or in the future, pertaining to private security providers and entities. The District authorizes the firm, its officers, managers, owners, agents and/or individual employees to act on behalf of the District in matters of licensure and certification, manage certified private security professionals and has final responsibility for the District’s compliance with ORS 181A.840 to 181A.893.

• For DPSST 14hrs Basic course, the firm shall provide DPSST 14hrs Basic Course to new individuals working in the capacity as a private security officer, in accordance with the Oregon Revised Statues, Chapter 181A.840 to 181A.893 and Oregon Administrative Rule, Chapter 259, Division 60 Rules. The firm shall provide the training necessary in accordance with DPSST’s high standards of training. If student fail’s the class, student may attend another class at a later time.

The firm will provide the training material needs to new students and at the completion of class, the instructor will issue a PS-6 to each student that attended the class.

• For DPSST 4hrs Refresher course, the firm shall provide DPSST 4hrs Refresher Course for individuals working in the capacity as a private security provider, in accordance with the Oregon Revised Statue, Chapter 181A.840 to 181A.893 and Oregon Administrative Rule, Chapter 259, Division 60 Rules. The firm shall provide the training necessary in accordance with DPSST’s high standards of training. If student fail’s the class, the student may attend another class at a later time. The firm will provide the training material needs to new students and at the completion of class, the instructor will issue a PS-6 to each student that attended the class.

• For Consulting Services, the firm shall provide additional services, including time needed to work on projects, tasks or issues or attend meetings on behalf of the District, to ensure that the District is in compliance with all statues and administrative rules pertaining to Private Security Providers and Entities.

End of Section I

RFP Number 11.11.26.1 Page 9 of 35

II. CONDITIONS GOVERNING THE PROCUREMENT

This section lists the major events of the Selection Process and specifies general requirements.

A. SEQUENCE OF SOLICITATION EVENTS

NOTICE: DDSD reserves the sole right, without incurring any liability, to change any aspect of the proposed procurement described above, including the right not to proceed with the procurement and/or the right to proceed in a different manner or on a different timeline than as described above.

Event Responsible Party Date Location

1. Advertisement DDSD Procurement 11/11/2026 Public Advertisement in DJC

2. RFP Made Available to Potential Proposers

DDSD

Procurement

11/11/2026 2:00 P.M.

Oregon Buys:

https://oregonbuys.gov/bso/view/login/login.xhtml.

3.

Mandatory Pre-proposal Conference (Only those who are in attendance will be eligible to submit a proposal)

DDSD

Procurement N/A

David Douglas School District Administrative Offices 11300 NE Halsey St.

Portland, OR 97220

4.

Submission of Written Questions Requests for Clarifications/ Protests of RFP contents

Potential Proposers

12/2/2026 4:00 p.m.

Patt Komar Director of Administrative Services, DDSD, dd_purchasing@ddouglas.k12.or.us

5. Release of Last Addendum Prior to Submission of Proposals

DDSD

Procurement 12/7/2026

Emailed to all requestors by DDSD procurement.

Also published in Oregon Buys:

https://oregonbuys.gov/bso/view/login/login.xhtml.

6. Submission of Price & Technical Proposals: Documents 1 & 2 Proposers 12/14/2026

2:00 p.m.

Oregon Buys:

https://oregonbuys.gov/bso/view/login/login.xhtml.

7. Public Opening Proposers

DDSD

Procurement

Ten(10) minutes after the submission deadline

DDSD Business Office 11300 NE Halsey St.

Portland, OR 97220 Streamed on Google Meet:

https://meet.google.com/bwr-pqeb-yuz?hs=122&authuser=0

8. Proposal Evaluation Evaluation Committee TBD DDSD Administrative Offices

9. Notice of Finalists (if interviews are held)

DDSD

Procurement

To be determined (only if needed)

10. Interviews of Finalists (if interviews are held)

Evaluation Committee

To be determined (only if needed)

David Douglas Administrative Offices 11300 NE Halsey St.

Portland, OR 97220

11. Notice of Intent to Award DDSD Procurement

1 Day following final Evaluation Committee Meeting

12. Deadline for Filing Protest of Award Proposer(s)

Seven (7) calendar days from Issue date of Notice of Intent to Award

Protest must be filed by 4 p.m.

13. Contract Negotiations Completed Successful Proposer TBD David Douglas Administrative Offices

14. DDSD Board Approval DDSD TBD DDSD Board Meeting

15. Notice of Award DDSD TBD David Douglas Administrative Offices https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml https://meet.google.com/bwr-pqeb-yuz?hs=122&authuser=0 https://meet.google.com/bwr-pqeb-yuz?hs=122&authuser=0

RFP Number 11.11.26.1 Page 10 of 35

B. EXPLANATION OF SELECTION PROCESS EVENTS

1. Legal Publication

LEGAL PUBLICATION

DAVID DOUGLAS SCHOOL DISTRICT

• 11300 NE Halsey St. • PORTLAND, OR 97220 • (503) 261-8212

RFP Number 11.11.26.1

REQUEST FOR PROPOSAL FOR

SECURITY ALARM RESPONSE AND PATROL SERVICES, AND/OR DPSST SERVICES AND TRAINING

This Request for Proposal solicits responses from qualified firms for Security Alarm Response and Patrol Services for David Douglas Public Schools, Multnomah County School District 40, hereafter called “District”. The District is seeking a single provider able to deliver 24-hour, 7 day a week unarmed alarm response services for approximately 27 schools and buildings. The Successful Proposer will be required to respond to alarms, complete a thorough site inspection of both building and property, notify the proper authorities of its findings and have the capability to generate daily electronic reports of the alarm response activity. In addition, the Successful Proposer shall conduct nightly, random foot patrols of schools and buildings as designated by the District and generate daily electronic reports of the foot patrol activity.

The District is also requesting competitive sealed proposals with the intent of entering into a contract with one firm able to provide Department of Public Safety Standards and Training (DPSST) services and training to District employees. The Proposer may submit to one or both requests. The District intends to award one or more contracts as a result of this RFP.

The District Business Office is the sole point of contact in the District for this selection process. Proposals may be obtained after 2 p.m., Wednesday, November 11, 2026 through the Oregon Buys website: https://oregonbuys.gov/bso/view/login/login.xhtml.

All correspondence pertaining to this RFP, should be directed to:

Patt Komar David Douglas School District, Business Department 11300 NE Halsey St.

Portland, OR 97220

(503) 261-8212 or by e-mailing dd_purchasing@ddouglas.k12.or.us.

Proposals will be electronically accepted through the Oregon Buys website: https://oregonbuys.gov/bso/view/login/login.xhtml. until December 14, 2026, at 2:00 p.m. Pacific Time. Proposers who attend the closing will be informed only of the names of the proposers submitting proposals. No other information will be made available at this time. Late submissions will not be accepted.

The District reserves the right to reject any proposal not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any or all proposals upon a finding of the District it is in the public interest to do so. Proposals that do not meet the response requirements may not be considered by David Douglas School District.

No proposal will be received or considered by the District unless the bid contains a statement as to whether the Proposer is a resident bidder as defined in ORS 279A.120.

Patt Komar, Director of Administrative Services Published: November 11, 2026 Published in: Daily Journal of Commerce

RFP Number 11.11.26.1 Page 11 of 35

2. ISSUE RFP AND AVAILABILITY

This RFP is issued by the David Douglas School District. The Request for Proposals (RFP) documents consist of all the documents listed in the Table of Contents and all documents incorporated in this RFP.

RFP documents and addenda can also be requested from the Contact on page 1 of this Request for Proposal.

3. MANDATORY PRE-PROPOSAL MEETING

Mandatory meeting is not required.

4. SUBMISSION OF WRITTEN QUESTIONS / REQUEST FOR CLARIFICATIONS

Any Proposer requiring clarification of the information provided in this solicitation may submit specific questions or comments in writing to the Procurement Contact shown on page 1 of this document. Email is the preferred form of written communication. The deadline for the submission of written questions is identified in the Sequence of Solicitation Events schedule.

All questions, both those regarding the selection process and those regarding technical issues, shall be submitted in writing to the Purchasing Contact on page 1 of this Request for Proposal.

REQUEST FOR CHANGE OR PROTEST OF SOLICITATION SPECIFICATIONS OR CONTRACT

PROVISIONS

1) Time for Submission of Request for Change or Protest. Requests for change or protests of solicitation specifications or contract provisions shall be presented to the District’s Procurement Contact, in writing, by the deadline in the Sequence of Solicitation Events.

Such request for change or protest shall include the reasons for the request or protest, and any proposed changes to specifications or provisions. No request for change or protest of the content of solicitation specifications or contractor provisions shall be considered after the deadline established for submitting such request or protest.

2) Filing Request or Protest. All requests for changes in specifications regarding this RFP must be submitted in writing no later than the date in the Sequence of Events. All written requests or protest must be delivered by the deadline to the Purchasing contact on the cover of this solicitation.

3) Extension of Closing Date. If any request for change or protest is received in accordance with section (1) above, the proposal closing date may be extended if the District determines an extension is necessary to allow consideration of the request or protest and issuance of any addenda to the solicitation documents.

4) Identification of Request for Change or Protest. Envelopes containing requests for change or protests of solicitation specifications or contract provisions shall be marked as follows:

a) Solicitation Specifications (or Contract Provisions)

b) Request for Change (or Protest)

c) Solicitation Document (or Other Identification)

Envelopes containing requests for protests of solicitation shall be marked as follows:

Protest of Contract Award RFP Title

RFP#

RFP Number 11.11.26.1 Page 12 of 35

5. LAST ADDENDUM PRIOR TO SUBMISSION OF PROPOSALS

If the District determines that a change or clarification to the solicitation documents is necessary, such information, clarification, or interpretation will be supplied in a written addendum. Such addendum will also be forwarded to all vendors that attended the mandatory pre-proposal conference (if one was required). Addenda shall have the same binding effect as though contained in this RFP. Statements made by the District’s representatives are not binding on the District unless confirmed by a written addendum.

The Purchasing Contact shall issue all addenda by the deadline in the Sequence of Solicitation Events. This is the deadline by which DDSD must issue all addenda for this procurement so that Proposers have time to finalize their proposals. Refer to the schedule of events section for identification when the last addendum will be sent to all RFP requestors. The District may issue an addenda no later than seventy-two hours prior to the proposal due date to all recorded holders of the RFP who attended the mandatory meeting (if one was required) if a substantive clarification is required.

All addenda shall become part of the Request for Proposals and any information required shall be included in each Proposer’s proposal.

6. SUBMISSION OF PRICE PROPOSALS, AND SUBMISSION OF TECHNICAL PROPOSALS

Each proposal will consist of two documents:

• Price Proposal (one original) and

• Technical Proposal (one original)

These two documents shall be submitted electronically through Oregon Buys:

https://oregonbuys.gov/bso/view/login/login.xhtml. and submittal of proposals are due by the deadline in the Sequence of Solicitation Events.

It is the Proposer’s sole responsibility to ensure that its proposal is submitted electronically prior to the RFP closing date and time.

Proposals submitted electronically after the deadline will be deemed non-responsive and will be Rejected. It is solely the Proposer’s responsibility to ensure that Proposals are submitted electronically by the appointed date and time. Proposals may be submitted electronically early to avoid any possible delay of the submission.

Proposals must be submitted electronically through Oregon Buys:

https://oregonbuys.gov/bso/view/login/login.xhtml. No other method of delivery will be allowed. Hand carried/delivered or shipped/mailed by common carrier, courier of US Postal Service, telephone, telegraphic, facsimile or e-mailed package offers will NOT be accepted.

By submitting a proposal for the Contract, the Proposer expressly represents that the Proposer has read and understands the terms and conditions contained in this RFP, and that Proposer agrees to be bound by such terms and conditions. A Proposer further represents that it takes no exception to any terms, conditions, obligations, or requirements of the form of Contract.

https://oregonbuys.gov/bso/view/login/login.xhtml.

RFP Number 11.11.26.1 Page 13 of 35

7. PUBLIC OPENING

Proposals will be opened publicly at ten minutes after the deadline on the date and at the location listed in the Sequence of Solicitation Events. The opening will only announce proposers who have submitted proposals for the RFP. Proposals shall not be open to public inspection until after a Proposer has been selected for award of the contract.

The bid opening shall be streamed on Google Meet at https://meet.google.com/bwr-pqeb-yuz?hs=122&authuser=0

8. PROPOSAL EVALUATION

The Evaluation Committee will meet to review all proposals. The technical proposal evaluation will be scored first and independently of the price proposal evaluation, as described in detail in a later section of this RFP.

The Evaluation Committee, after review of the proposals and/or Interviews may request clarifications on information submitted by any and all Proposers in a written format, with a specified deadline for response.

The Evaluation Committee may decide to hold interviews with the highest-ranked Proposers. The Evaluation Committee reserves the right to award the contract without interviews. If fewer than three proposals are received, the Evaluation Committee may recommend award or may reissue the RFP. The Committee shall determine the rankings without the possibility of a tie.

9. NOTICE OF FINALISTS (IF INTERVIEWS ARE TO BE HELD)

If the Evaluation Committee decides to hold interviews, DDSD Procurement shall notify all Proposers in writing stating which Proposers will be invited to interview. Note: The Evaluation Committee may hold interviews with the highest-ranked proposals, where there is a natural break in the scoring.

The Evaluation Committee, after review of the proposals and/or Interviews may request clarifications on information submitted by any and all Proposers in a written format, with a specified deadline for response.

The number of interviews, if held, will be at the discretion of the Evaluation Committee.

The Evaluation Committee reserves the right to award the contract without interviews. If interviews are not held, the decision shall be documented for the procurement file.

10. INTERVIEWS OF FINALISTS (IF INTERVIEWS ARE HELD)

If interview(s) are to be held, the date, time, and location of the Interview Meeting will be included with the notice to those Proposers selected for interview. A list of questions shall be distributed to the Finalist Proposers that includes the points to be allocated to each question.

NOTE: A “Pre-Interview” meeting may be held by DDSD Procurement, if it is determined it is in the best interest of the short-listed Proposers and the Project, to answer questions regarding the interview process, and to distribute the list of prepared questions to be addressed.

11. NOTICE OF INTENT TO AWARD

DDSD Procurement shall prepare the Notice of Intent to Award and send it to all proposers including the selected proposer.

The Owner intends to award this procurement to the highest ranked Proposer(s) in accordance with the Request for Proposals requirements. Further, based on the district’s needs, DDSD reserves the right to issue https://meet.google.com/bwr-pqeb-yuz?hs=122&authuser=0%20 https://meet.google.com/bwr-pqeb-yuz?hs=122&authuser=0%20

RFP Number 11.11.26.1 Page 14 of 35 a multiple award. The Owner reserves the right to reject any and all proposals, to waive technical irregularities, and to award the contract to the Proposer whose proposal it deems to be in the best interest of the Owner.

While the District expects the Contract to start on January 1, 2027, the official commencement date will be dependent on final contract negotiations. Contract term will be one year, with options to renew for up to five additional one-year terms.

*NOTE: Please read all of the RFP documents carefully for mandatory requirements.

12. PROTEST OF AWARD

The District’s written notice of intent to award shall constitute a final decision of the District to award the contract or proceed with the purchase if no written protest of the contractor award is filed with the District’s Business Department within seven (7) calendar days following issuance of the Notice of Intent to Award.

Following the Notice of Intent to Award, the public may view proposal documents. However, any proprietary information so designated by the Proposer as a trade secret or confidential information and meeting the requirements of ORS 192.501, 192,502 and/or ORS 646.461 will not be disclosed. At this time, any Proposers not awarded the contract may seek additional clarification or debriefing, request time to review the selection procedures or discuss the scoring methods utilized by the evaluation committee.

If a protest of contract award is timely filed by an adversely aggrieved proposer, the award documents shall constitute a final decision of the District only upon issuance to the protesting proposer of a written decision denying the protest and affirming the selection or the award.

All protests must be received by the deadline as specified in the Sequence of Solicitation Events.

A. Right to Protest.

In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must itself claim to be eligible for Award of the Contract in the event the Protest were successful and must be next in line for the Award. In addition, the adversely affected Proposer must demonstrate that the reason for the Protest is that:

(i) all higher-ranked Proposers are ineligible for Award of the Contract because their Proposals were non-responsive;

(ii) the District has failed to conduct the evaluation of proposals in accordance with the criteria or processes described in this RFP;

(iii) the District has abused its discretion in rejecting the Protesting Proposer's proposal as nonresponsive; or

(iv) the District's evaluation of the proposals or its subsequent determination of award is otherwise in violation of ORS Chapter 279A or 279B.

The written protest shall specify the grounds upon which the protest is based and suggested changes that may remedy the defects. An issue that could have been addressed by filing a request for change or protest of the solicitation specifications or contract provisions pursuant to Section 4 - REQUEST FOR CHANGE OR PROTEST OF SOLICITATION SPECIFICATIONS OR CONTRACT PROVISIONS above shall not be grounds for protest of award.

B. Contents of Solicitation Protest.

Protests must be timely, must include all legal and factual information regarding the protest, and include a statement of the form of relief requested.

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The protest must specify the grounds for the protest including the specific citation of law, rule, regulation, or procedure upon which the protest is based.

The protest must specifically state the reason for the protest and show how its proposal or the winning proposal was mis-scored or show how the selection process deviated from that described in the solicitation document.

The exercise of judgment used by the evaluators in scoring the written proposals and interviews, including the use of outside expertise, is not grounds for appeal.

The prospective Proposer’s written solicitation protest must include all of the following:

1. Sufficient information to identify the solicitation that is the subject of the protest.

2. The grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed, or improperly specifies a Brand Name;

3. Evident or supporting documentation that supports the grounds on which the protest is based, and

4. A statement of the desired changes to the Procurement process or the solicitation document that the prospective Proposer believes will remedy the conditions upon which the prospective Proposer based its protest.

Envelopes containing requests for protests of solicitation shall be marked and addressed as follows:

Protest of Contract Award RFP Title:

RFP #:

David Douglas School District Business Department Attn: Patt Komar 11300 NE Halsey St.

Portland, OR 97220

C. Authority to Resolve Protests

The superintendent or the superintendent's designee shall have the authority to settle or resolve a written protest. The Director of Administrative Services may waive any procedural irregularities that had no material effect on the selection of the proposed contractor, invalidate the proposed award, amend the award decision, request the evaluation committee re-evaluate any proposal or cancel the solicitation and begin a new solicitation.

D. Resolution

Once the protest has been reviewed, a revised notice of intent to award may be issued. Confirmation of the protest resolution will be sent to the initial Proposer(s) identified in the Intent to Award and the Proposer that submitted the protest.

Protests not filed within the time specified or which fail to cite the specific law, rule, regulation, or procedure upon which the protest is based shall be dismissed. An issue that could have been raised by request for clarification or protest of the solicitation is not a ground for protest of an award.

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13. DAVID DOUGLAS SCHOOL BOARD APPROVAL

The Procurement Department shall present the selected Proposer’s proposal to the Board of Education for approval at their next regularly scheduled meeting.

14. CONTRACT NEGOTIATIONS

Proposers are advised to thoroughly review the sample standard contract incorporated as Attachment C.

The RFP shall be based on the requirements of the RFP documents. The Proposer shall not submit a proposal anticipating that any portion of the contract documents will be changed, modified, or not enforced. However, if the Proposer believes that any portion of the Contract Documents conflicts with, or is at variance with, any law, it shall immediately notify the District in writing so that the District can analyze the situation before Proposals are submitted.

Any Proposer desiring revisions or clarifications to the District’s form of contract must file such request during the protest of solicitation/question period set forth in the Sequence of Solicitation Events of this RFP, in order for those suggested changes to the contract form to be considered by the District. By submitting a proposal in response to this RFP the vendor agrees, if selected to contract, to accept the standard contract terms and conditions shown in Attachment C, and modified by any addenda to this solicitation.

The District reserves the right to negotiate final contract terms with the awarded Proposer to the fullest extent allowed by law and as in the best interests of the District.

The Owner reserves the right to enter into negotiations with the apparent successful Proposer and will begin contract negotiations as soon as possible after the Notice of Intent to Award. If contract negotiations are not finalized within a reasonable period of time, the Owner may conclude negotiations with the selected firm and begin negotiations with the next ranked firm(s) based on final ranking.

Section II Continued on Next Page

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C. STANDARD CONDITIONS GOVERNING THE PROCUREMENT

This section contains guidelines under which this Request for Proposal (“RFP”) is issued, and conditions concerning how the project will be completed.

1. GENERAL REQUIREMENTS

All Proposers are required to comply with the provisions of Oregon Attorney General’s Model Public Contract Rules, David Douglas School District Board Policy, and any applicable Local Contract Review board policies/rules. The contents of the proposal of the successful Proposer(s) will become part of the contractual obligation, if a contract ensues. Failure of the successful Proposer(s) to accept these obligations may result in cancellation of the award. The selected vendor(s) will be required to assume responsibility for all services offered in the proposal whether or not produced by them. Further the Proposer will notify the District of the designated person who will be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract.

2. RESERVATIONS

The District may cancel the Procurement or reject any or all Bids in accordance with ORS 279B.100.

The David Douglas Public Schools expressly reserves the following rights:

a. To reject all proposals if the District finds that it is in the public interest do so.

b. To reject any proposal or proposals not in compliance with all prescribed public contracting procedures and requirements.

c. To reject any proposal or proposals not meeting the specifications set forth herein.

d. To waive any or all irregularities in proposals submitted.

e. To consider the competency and responsibility of proposers in making any award as provided in ORS

279C.375(3)(b).

f. To award all projects to a single Proposer, award single projects to a Proposer, or a subset of the projects to a single Proposer(s) as the District deems appropriate.

g. In the event any proposer or proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond within the time and in the manner hereinbefore specified, to re-award the contract to another proposer or proposers.

h. To make the award based on their best judgment as to which merchandise or services comply with the specifications.

i. To not award contracts for any of the individual projects if deemed in the best public interest.

j. To request references and other information to determine responsiveness.

k. To award any or all parts of any proposal.

3. AMENDMENTS OR MODIFICATIONS TO A PROPOSAL BY PROPOSER

Once submitted, proposals may be modified in writing prior to the time and date set forth in the proposal closing. Any modifications shall be prepared on the proposer’s letterhead, signed by an authorized representative of the proposer, state that the new document supersedes or modifies the prior proposal and and must be submitted electronically through the Oregon Buys website:

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4. PROPOSER’S RIGHTS TO WITHDRAW PROPOSAL

Proposals may be withdrawn by written notification on the proposer’s letterhead, signed by an authorized representative of the proposer, and received prior to the time and date set for proposal closing. The withdrawal must be submitted electronically through the Oregon Buys website: https://oregonbuys.gov/bso/view/login/login.xhtml.

5. INCURRING COST

Any cost incurred by the Proposer in preparation, transmittal, or presentation of any proposal or material submitted in response to this RFP shall be borne solely by the Proposer. The District is not liable to any Proposer for any loss or expense caused by or resulting from the cancellation of a solicitation or rejection of a proposal.

6. THIRD-PARTY OR SUBCONTRACTING CONTRACTOR CONTRACT

RESPONSIBILITIES

Direction of all work that may result from this procurement must be performed by the Proposer and payments will only be made to the Proposer.

Use of consultants identified in the proposal is permitted, but since the award is made on a quality-based evaluation process, reassignment of Contractor duties and responsibilities to a third party is not acceptable and any replacement of subcontractors identified in the proposal after the award and prior to contract execution may cause the Proposer to be disqualified.

7. DISCLOSURE OF PROPOSAL CONTENTS

Pursuant to ORS 279B.060(6), proposal contents will be kept confidential until conclusion of the selection and notice of intent to award. At that time, all proposals will be open to the public, except for the material which has clearly been noted and determined by DDSD Procurement to be proprietary or confidential as noted by the Proposer.

8. CONFIDENTIAL DATA

The Districts are subject to the Oregon Public Records Law (ORS 192.311 to 192.478), which requires the Districts to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.345, 192.355, or other applicable law.

Examples of such exemptions are: trade secrets (ORS 192.345(2)) and computer programs (ORS 192.345(15)).

Pursuant to ORS 192.345(2); 646.461 to 646.475, all information contained in the response designated as confidential must be clearly marked and separated from other non-confidential information at the time the response is submitted. Any pages of a proposal on which the Proposer has stamped or imprinted “proprietary” or “confidential” must be readily separable from the proposal in order to facilitate public inspection for the non-confidential portion of the qualifications-based proposal.

Proposer must cite the specific statutory exemption in Oregon Records Law exempting such pages from disclosure.

Proposers may not mark an entire proposal confidential. Should a proposal be submitted in this manner, the District will hold no portion of the proposal as confidential, unless such a portion is segregated and is determined exempt from Oregon Public Records Law.

Notwithstanding the above procedures, the District reserves the right to disclose information that the District determines, in its sole discretion, is not exempt from disclosure or that the District is directed to disclose by the Multnomah County District Attorney or by a court of competent

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9. TERMINATION OF RFP

This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the Owner determines such action to be in the best interest of DDSD. The RFP process may be terminated at any time if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the Proposer.

10. SUFFICIENT APPROPRIATION

Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the contractor. The Owner's decision as to whether sufficient appropriations and authorizations are available will be accepted by the contractor as final. If the determination is made that there is insufficient funding to continue or finalize a project the successful Proposer will be compensated to the level of effort performed, as authorized by the Owner prior to that determination.

11. PROPOSER QUALIFICATIONS

The Evaluation Committee may consider any relevant information or data, from any reliable source (references) relating to the RFP evaluation factors and the Proposer’s ability to successfully perform. Such information may be obtained from the Proposer’s prior customers, commercial and public databases or other reliable sources.

The Proposer shall furnish to Owner all such information and data for this purpose as Owner may request including but not limited to proof of financial resources, production or service facilities, personnel and experience adequate to complete the project. Owner reserves the right to reject any Proposal if the evidence submitted by, or investigation of, such Proposer fails to satisfy Owner that such Proposer is qualified to carry out the obligations of the Contract and to complete the work described therein.

The Evaluation Committee may reject the proposal of any Proposer who is not a responsible Proposer or fails to submit a responsive offer.

12. RIGHT TO WAIVE TECHNICAL IRREGULARITIES

The Evaluation Committee reserves the right to waive technical irregularities, (see “Technical Irregularities” in Definitions and Terminology section below). The Evaluation Committee also reserves the right to waive mandatory requirements provided that all of the otherwise responsive proposals failed to meet the same mandatory requirements and the…