RFP 212332831 Project Information Packet -Parks Fitness Equipment .pdf

RFP # 212332831 1 of 13 RFP Information Packet

RFP Number 212332831

Goods + Services

October 13, 2026

Request for Proposals (RFP) for

Parks Community Centers Annual Fitness

Equipment Purchase Project Information Packet

Section 1: Opportunity Overview

Section 2: How Your Proposal Will Be Evaluated

Section 3: Scope of Work

Section 4: Exhibits

Section 5: Sample Contract

Section 6: RFP Terms and Conditions

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RFP at a Glance

Proposals Due:

November 3, 2026 at 4:00p.m. Pacific Time

Summary:

Provide fitness equipment used in Community Center gyms. We order annual order for 5

Community Centers valued up to $125,000. Equipment commonly ordered: treadmills, exercise bicycles, rowing machines, weight equipment, free weights and accessories as well as adaptive equipment such as hand cycles. Awarded vendor should be a reseller with the following equipment brands: Hoist, Paramount, Power Systems, Rogue, Hampton Fitness, and Troy.

Pre-Proposal Meeting:

There is no Pre-Proposal Meeting associated with this RFP

Submit Your Proposal:

City of Portland Online Procurement Center:

https://procure.portlandoregon.gov/bso/

Refer to the Proposal Response Packet: Section 7: Submission Instructions for details.

Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before

October 27,2026 at 4:00 p.m. Pacific Time. Any questions received after may not be answered.

Only the Single Point of Contact can answer questions about this RFP.

Axkana Rios-Martinez

Procurement Specialist

Procurement Services

(503) 341-0310

Axkana.Rios-Martinez @portlandoregon.gov https://procure.portlandoregon.gov/bso/ mailto:XXXXX@portlandoregon.gov

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Section 1: Opportunity Overview

1.1 Background

Portland Parks and Recreation Overview

[Parks Bureau runs and manages Community Centers across the city, including fitness rooms which require updated equipment on a revolving timeline. These fitness rooms are open to the public that have a variety of equipment needs and accessibility requirements such as adaptive use such as mobility device use or limited mobility.

Parks Community Centers Fitness Equipment Overview

In the past, the City has met its fitness equipment needs through cooperative purchasing paired with informal competitive quotes. The City is now seeking a more streamlined and comprehensive solution. This RFP aims to establish a single contract that can support all related fitness equipment needs, including machines, accessories, recycling and removal services, and the donation of eligible items to the Knott Street Boxing Gym. The goal is to reduce administrative complexity, improve consistency in ordering, and ensure efficient, cost‑effective service delivery under one unified agreement.

Needs Statement

Portland Parks & Recreation operates five Community Center gyms equipped with a range of weight machines, free weights, and other fitness equipment. Equipment is replaced on a regular cycle, with delivery, installation, and removal coordinated at each site. Items removed from service may be redistributed to other centers or donated to Knott Street Boxing at the Matt

Dishman Community Center.

The City seeks to establish a full‑service price agreement that includes all specified fitness equipment brands as well as related accessories such as resistance bands, yoga blocks, and similar items (please refer to attachment 1 - Equipment and Site Info). Parks & Recreation is committed to providing accessible equipment for differently‑abled users and requires the availability of equipment designed specifically for wheelchair users.

See section 3: Scope of Work below and Attachment 1 - Equipment and Site Info for a complete list of the City’s product specifications, required services, and deliverables.

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1.2 Outcome Goals

• Meet Parks’ annual ordering cycle by collaborating each January with Community

Center managers and the project manager to confirm equipment needs and placement.

• Provide an annual fitness equipment order valued up to $125,000, including approximately 10–12 major equipment pieces (e.g., treadmills, hand cycles, stair steppers) and accessories such as free weights, benches, resistance bands, and yoga items.

• Deliver all equipment to the five community centers each May, ensuring proper installation.

• Remove equipment designated for replacement or donation as part of the same delivery process.

• Coordinate delivery of donated items to Knott Street Boxing at the Matt Dishman

Community Center, based on the list provided by Parks.

• Begin work upon receipt of a DPO issued under the Price Agreement for the full annual order.

1.3 Contract Details

Duration of the contract initial term: 3 years

Term of renewal option: 5 years

Contract type: On-call price agreement

Budget: $37,000 - $125,000 / year

Number of awards that will be made: 1

The City reserves the right in its sole discretion to award more or fewer Price

Agreements under this RFP.

1.4 Estimated RFP Timeline

The timeline below is an estimate for the RFP and Contracting process.

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Event Date

Pre-Proposal Meeting No meeting scheduled

Deadline for RFP Questions October 27,2026

Written proposals due at 16:00 p.m. (for Phase 1) November 3, Short list posted and Phase 2 instructions shared [if applicable] TBD

Notice of Intent to Award Posted TBD

The City will adjust the schedule as necessary.

Pre-Proposal Meeting

There will be no pre-proposal meeting or site visit scheduled for this Project.

1.7 Addenda

The City will share more information about this RFP if something is missing or unclear. The City will share this information as an addendum (or addenda, if more than one). The City will post addenda on the City’s Procurement Website BuySpeed.

Addenda issued seventy-two (72) hours or more before the due date are binding. The seventy-two (72) hour window excludes Saturdays, Sundays, and City-observed holidays.

You are responsible for complying with the addenda, even if you do not see it.

https://www.portland.gov/policies/human-resources-administrative-rules/leaves/hrar-602-holidays

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Section 2: How Your Proposal

Will Be Evaluated

2.1 Proposal Review and Selection

Evaluation Overview

The City will appoint an Evaluation Committee (Committee) to evaluate the proposals received.

To score proposals, the Committee will evaluate each proposal using the criteria below. The

Committee may seek outside expertise. The Committee will require at least ten (10) Business

Days to evaluate and score the proposals.

The City will decide how or when to proceed through the evaluation process. The City will also decide if additional clarifications are needed, when to begin or end negotiations, reasonable timelines, and whether to open negotiations with a lower scoring proposer.

The City can also decide to cancel the solicitation or reject all proposals.

Evaluation Process

Each proposal is evaluated using these criteria:

Responsiveness, Responsibility, and Mandatory Criteria

The City will determine if you are a Responsible Proposer who has submitted a Responsive

Proposal (ORS 279B.005).

Refer to Portland Public Contracting Rules for details.

minimum requirements

• Proposals must meet the brand compatibility, and Equipment requirements outline in

Attachment 1 – Equipment and site information.

• Warranty and maintenance services for all equipment must be provided as part of the proposal.

• Accessibility Features:

Equipment must include accessibility features (if any) that support use by individuals with diverse physical abilities. Vendors must clearly identify any equipment designed to accommodate differently abled users. Required considerations include:

• Adjustable or multi‑position components usable from standing or seated positions

• Low‑force or assisted mechanisms supporting users with limited mobility https://www.portland.gov/policies/public-contracting-rules

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• Designs that allow safe and independent operation by users with varying ability levels

• Features that align with recognized accessibility best practices

Vendors may submit an accessibility catalogue or product documentation that explains these features. It is the vendor’s responsibility to ensure that any catalogue or documentation clearly identifies the equipment that meets the City’s accessibility requirements.

(Please refer to Attachment 1 – Equipment and Site Information for list of equipment.)

Evaluation Phase 1–Written Scoring

Proposals that meet the responsiveness, responsibility, and mandatory requirements will be evaluated in Evaluation Phase 1. The Committee will conduct a detailed review of the written proposals:

Phase 1 Evaluation Criteria

Evaluation Criteria

Percent of total points

Percent of points for sub-criteria

Proposer Capabilities 15 —

Brand Compatibility and Equipment Quality 20

Availability and Lead Times 10 —

Delivery, Installation, Repair Service, and Warranty Support 20 —

Adaptability and Customization Options 10 —

Pricing 5

Corporate Responsibility 20 —

Equal Employment Opportunity and Access in Subcontracting

Equal Opportunity Employer and Community Involvement

Sustainable Business Practices — 5

Total 100%

Short Listing

At the end of any evaluation phase, the Evaluation Committee may focus on only a limited number of proposals by developing a “short list” based on the scores. The number of proposals on the short list depends on the number of proposals the Committee believes have a reasonable chance of leading to a contract award. If you are eliminated from further consideration, you will be notified by a Notice of Shortlisting posted on the City’s Procurement

Website.

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Subsequent Evaluation Phases

The City will proceed with subsequent evaluation phases as needed. These phases may include oral interviews, demonstrations, presentations, site visits, clarification of the proposals, or other activities.

If you are invited to participate in subsequent evaluation phases, the City will share additional information and instructions a reasonable amount of time before any further evaluation is held.

Evaluation Phase 2 – Interviews, Demonstrations, or Presentations

Further detail on specific criteria, weighting, and point breakdown will be part of the information and instructions provided by the City at the end of Phase 1.

Phase 2 Evaluation Criteria

Evaluation Criteria % Allocation

Content of Phase 2 Evaluation To be determined

Additional Optional Evaluation Phases and Methods

In addition to the evaluation phases above, the City can use other methods like best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers eliminated at any stage of the evaluation process will be notified.

Total Overall Score

At the end of each evaluation phase, the points from that phase will be added to your cumulative score to determine your Total Overall Score. The proposer with the highest Total

Overall Score may be identified as the finalist.

The selection of the finalist may also be based on negotiated costs and agreeing to the City’s terms and conditions within the City’s Sample Contract.

Negotiations will follow with the finalist. If successful, negotiations may result in a final award and Contract for the work. If the Contract with the finalist cannot be reached within a time that is reasonable to the City, the City may elevate the proposer with the next highest Total Overall

Score to be the finalist.

2.2 Award Review and Protest

Review

The City will post a Notice of Intent to Negotiate and Award on the City's Procurement Website.

The Notice will identify the proposer(s) to which the City intends to award a contract.

Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act.

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If you were not awarded the Contract, you can ask for clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods used by the Evaluation

Committee.

Protests

Proposers can challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. If you wish to protest your elimination, you must submit a protest within seven (7) Calendar Days of the City’s posting of the Notice of Short List or Notice of Intent to Award.

Proposers can read Portland Public Contracting Rules regarding protest procedures, all of which may be found online: https://www.portland.gov/policies/public-contracting-rules.

Proposers may also learn more about protests by reviewing ORS 279B.405 and ORS

279B.410.

Protesters may not use judicial appeal rights unless all protest and appeal rights are exhausted.

https://www.portland.gov/policies/public-contracting-rules

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Section 3: Scope of Work The Contractor shall provide fitness equipment and accessories as a reseller for the brands listed in Attachment 1 – Equipment and Site Information. The Contractor shall maintain partnerships with these brands and supply an annual fitness equipment order valued up to

$125,000 for five Parks Community Centers.

Annual Coordination and Ordering

Each year, the Contractor shall coordinate with Community Center managers and the Contract

Manager to prepare equipment orders and establish the delivery schedule.

Delivery, Installation, Transfer, and Removal

The Contractor shall:

• Deliver all new equipment in the spring, as scheduled with Parks.

• Install new equipment at each Community Center.

• Install fitness equipment transferred from other Parks facilities.

• Remove equipment identified by each Community Center for replacement.

Donation Coordination

The Contractor shall deliver removed equipment designated for donation to Knott Street Boxing at Matt Dishman Community Center, as directed by Parks.

Warranty and Maintenance Requirements

The proposal must include warranty and maintenance services for all equipment provided.

Accessibility Features

If any equipment offered by the vendor includes accessibility features, the vendor must clearly identify which items include those features. Accessibility features may support individuals with diverse physical abilities. Examples include:

• Adjustable or multi‑position components usable from standing or seated positions

• Low‑force or assisted mechanisms for users with limited mobility

• Designs that allow safe, independent operation for users with varying ability levels

• Features aligned with recognized accessibility best practices

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Vendors may provide an accessibility catalogue or product documentation that explains these features. Any materials provided must clearly identify the specific equipment that includes accessibility accommodations.

Refer to Attachment 1 – Equipment and Site Information for list and details of equipment

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Section 5: Sample Contract See attachment 2 - Sample Contract included as a separate attachment

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Section 6: RFP Terms and

Conditions Link to RFP Terms and Conditions: https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v2/download https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v2/download https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v2/download