RFP 212332831 Proposal Response Packet - Parks Fitness Equipment.pdf

RFP # 212332831 1 of 23 RFP Response Packet

RFP Number 212332831 Goods + Services October 13, 2026

Request for Proposals (RFP) for

Parks Community Centers Fitness Equipment

Proposal Response Packet

Section 7: Submission Instructions

Section 8: Required Proposal Components

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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. Parks orders gym equipment annually for (5) Five Community Center fitness rooms budgeted for $125,000 each year.

Equipment commonly ordered: treadmills, upright and spin cycles, 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 Section 2: Submission Instructions for details.

Have Questions or Need Help? Contact the Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by October 27,2026. Any questions received after may not be answered.

Axkana Rios-Martinez

Procurement Specialist

Procurement Services

(503) 341-0310

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

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Section 7: Submission

Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 6 of the RFP Information Packet for this RFP and the insurance required in Section 5 of the RFP

Information Packet.

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

Late proposals are not accepted.

Proposal Page Limit is 15 Pages

The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.

Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 8 of this document lists which parts are included in the page limit.

Proposal Contents and Organization

You must provide all information requested in this RFP in your response. Responses must follow the format outlined in this RFP. We will not consider additional or unrequested materials.

Follow the order outlined in Section 8: Proposal Checklist for your submission.

Proposal Submission Instructions

Submit your proposal through the City’s Online Procurement Center (BuySpeed) at:

https://procure.portlandoregon.gov/

The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.

Instructions for submitting through BuySpeed are available at:

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://support.microsoft.com/en-us/office/video-share-a-document-92701e68-148d-42d3-9cd3-7eeab997a738 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

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Modifying or Withdrawing Your Submission

You can modify or withdraw your submission through the City’s Procurement Website, BuySpeed, any time before the proposal due date.

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Section 8: Required Proposal

Components

Proposal Checklist

Proposal Component Required/Optional Included in page limit?

Proposer Information Form Required N □

Proposer Capabilities Required Y □

Brand Compatibility and Equipment Quality Required Y □

Availability and Lead Times Required Y □

Delivery, Installation, Repair Service, and Warranty Support

Required Y □

Adaptability and Customization Options Required Y □

Pricing Required N □

Equal Employment Opportunity and Access in Subcontracting

Required Y □

Equal Opportunity Employer and Community Involvement

Required Y □

Sustainable Business Practices Required Y □

Civil Rights Data Collection Required N □

Exceptions and Deviations to the Contract Form Optional N □

Redacted for Public Disclosure Copy Optional N □

Redaction Summary Form

Required if Redacted for Public Disclosure Copy is provided.

N □

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Proposer Information Form

Proposer’s Full Legal Name

(If Applicable) Doing Business As

Proposer’s Address

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

(If Different) Local Contact

Local Contact Phone

Local Contact Email

City of Portland Business License Tax Account # (if currently licensed) https://www.portland.gov/revenue/b usiness-tax

State of Oregon Registry Number https://egov.sos.state.or.us/br/pkg_ web_name_srch_inq.login

State of Incorporation

Common Parent My firm is not owned or controlled by a common parent Name common parent:

Redaction for Public Records

I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal.

https://www.portland.gov/revenue/business-tax https://www.portland.gov/revenue/business-tax https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login

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Open Data Requirements https://efiles.portlandoregon.gov/Re cord/10879908/

I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.

Insurance Requirements

I acknowledge the insurance requirements for the resulting Contract have been read, and either currently have or will be able to obtain insurance at level required if awarded the Contract.

I request insurance reductions.

List requested insurance reductions:

https://efiles.portlandoregon.gov/Record/10879908/ https://efiles.portlandoregon.gov/Record/10879908/

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Proposer Capabilities

Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

1. General Firm Description

Firm’s areas of expertise

Firm’s length of time in business

Number of employees

Include any other information that helps describe your firm

Provide the same information for any subcontractors on the project

List Brands of Exercise Equipment you are a reseller of:

2. Describe similar projects your firm has done within the last 5 years, which best characterize your firm’s capabilities, work quality, customer service, and cost control.

Project 1

Project client name

Name, address, and phone number of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

If your firm worked as a subcontractor/subconsultant or in partnership with another firm, include the name of the lead firm

What municipalities / education / universities do you work with

RFP # 212332831 9 of 23 RFP Response Packet to outfit gym or work out equipment

Project 2

Project client name

Name, address, and phone number of a person who can

Was it over or under budget?

If your firm worked as a subcontractor/subconsultant or in partnership with another

What municipalities / education / universities do you work with

Project 3

Project client name

Name, address, and phone number of a person who can

Was it over or under budget?

If your firm worked as a subcontractor/subconsultant or in partnership with another

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What municipalities / education / universities do you work with

(Optional) Add additional projects as needed below

3. Resources

Describe your firm’s resources available to perform the work for the duration of this project and other ongoing projects

Brands you sell

4. Describe your firm’s management and organizational capabilities

A description of your firm’s procedures and policies related to work quality

5. Describe qualifications and relevant experience of subcontractor/subconsultants and/or partnership entities, if any.

Brand Compatibility and Equipment Quality separate document.

Boxes will expand as you type.

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Brand Compatibility Compliance

Provide a detailed explanation of how the proposed equipment meets the City’s required brand standards, as specified in attachment 1 – Equipment and Site Info.

Address the following:

Describe your ability to supply the specific brands listed in the Scope of Work

Describe how your firm ensures consistent product quality across all orders

Describe any manufacturer certifications or quality programs your firm participates in.

Equipment Quality Assurance

Provide a detailed explanation of your firm’s procedures for verifying the quality and condition of equipment prior to delivery. Address the following:

Describe your pre‑delivery inspection processes.

Describe how defects or performance issues are identified and resolved.

Describe the methods used to ensure commercial‑grade durability of all products provided.

Product Consistency Across Multiple Sites

Provide a detailed explanation of how your firm ensures consistent product performance and functionality when supplying multiple City facilities. Address the following:

Describe the methods used to maintain uniformity in product lines.

Describe how compatibility and standardization are ensured across all community centers.

Suitability for High-Use Recreation Environments

Provide a detailed explanation of why the proposed equipment is appropriate for high-use, community recreation settings. Address the following:

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Describe the construction and materials used.

Describe durability expectations based on typical use.

Describe any performance standards or industry testing the equipment meets.

Availability and Lead Times separate document.

Boxes will expand as you type.

Stock Availability

Provide a detailed explanation of your firm’s ability to maintain adequate stock levels to meet the City’s annual equipment needs. Address the following:

Describe typical availability for the required brands and equipment types

Describe how you manage stock to ensure timely fulfillment of annual orders.

Lead Time Reliability

Provide a detailed explanation of expected lead times for the equipment proposed. Address the following:

Describe the standard lead times for major equipment and accessories.

Describe how your firm ensures timely delivery for orders placed in January/February for spring delivery.

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Supply Chain Stability

Provide a detailed explanation of the processes your firm uses to manage supply chain disruptions. Address the following:

Describe how delays or shortages are communicated and resolved.

Describe any contingency measures in place to maintain delivery schedules.

Delivery, Installation, Repair Service, and Warranty

Support

Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

Delivery and Installation Capacity

Provide a detailed explanation of your firm’s ability to deliver and install equipment at multiple City sites. Address the following:

Describe the processes used to coordinate delivery schedules.

Describe the methods used to ensure proper installation across all facilities.

Equipment Removal and Redistribution

Provide a detailed explanation of how your firm manages equipment removal and redistribution. Address the following:

Describe procedures for removing equipment designated by Parks.

Describe how equipment is prepared and transported for

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Warranty Coverage and Repair Services

List warranty and repair policies for goods you sell

Warranty Response and Resolution

Provide a detailed explanation of your firm’s warranty support services. Address the following:

Describe typical response times for warranty claims.

Describe processes for diagnosing issues and completing repairs or replacements.

Adaptability and Customization Options separate document.

Boxes will expand as you type.

Adaptability of Equipment for Diverse Users

Provide a detailed explanation of how the proposed equipment accommodates a wide range of users, including differently‑abled individuals. Address the following:

Describe adjustable features such as height, grip, seating, and resistance.

Describe any adaptive or accessible models offered

Describe how the equipment supports varying body sizes, physical abilities, and user needs.

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Customization Capabilities

Provide a detailed explanation of available customization options for equipment. Address the following:

Describe or configurable features that go beyond standard accessibility adjustments, such as modular components or optional attachments.

Describe any size or configuration variations offered to meet specific facility needs.

Pricing

Complete and submit the Pricing Proposal as a separate, vendor‑created attachment titled

“Attachment 1 – Pricing” or equivalent.

The proposal shall include the true estimated cost or fixed-price estimate for the proposed

Project approach irrespective of the City’s anticipated cost. Additionally, this cost shall include the hourly rates of each person associated with the Project as well as the estimated number of hours each staff member will be expected to work on each task.

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Corporate Responsibility

The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local contractors, including those owned by people of color and women.

Equal Employment Opportunity and Access in Subcontracting

How are you providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses? Your approach and description must, at a minimum, address the following:

For three (3) projects worked during the past three (3) years, for either public agency or non-public agency projects, list:

Project 1

Project name

All subcontractors/subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each

Project 2

Project name

All

Project 3

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Project name

All subcontractor

Subcontracting Practices

Describe your firm’s approach and methodology for identifying subcontractor opportunities (including suppliers, manufacturers and services) as an equal opportunity employer.

How outreach will be conducted to inform subcontractors/subconsulta nts opportunities.

Any mentoring and technical assistance to be made available to subcontractors/subconsulta nts.

Any strategies, methods, initiatives, or examples of innovation to provide equal opportunity and access which may be utilized in the execution of the work.

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Equal Opportunity Employer and Community Involvement

List the top three actions/ongoing practices your firm has implemented to ensure you provide opportunities for, and remove barriers to, employment in your workforce for everyone, including women and people of color, at all levels of your firm (e.g., upper management, middle management and lower-level management).

Action/Ongoing Practice 1

Describe the action or ongoing practice

Describe when you started and any timelines for implementation metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2

Action/Ongoing Practice 3

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Equal Opportunity Employer Practices

Describe your Equal Opportunity Employer recruitment and retention procedures and/or policies.

How do you approach internal on-the-job training, mentoring, technical training, and/or professional development and advancement opportunities for your workforce?

Describe your firm’s employee compensation structure, (e.g., living wages, healthcare coverage, employee leaves, dependent care, etc.)

Describe your firm’s commitment to community service (e.g., charitable programs, scholarships, economic development, etc.)

Sustainable Business Practices

Portland Public Contracting Rule 5.33.010 defines “Sustainable Procurement” as a

“procurement that has the greatest positive environmental, social, and economic impacts possible over the entire life cycle.” Sustainable procurement involves the sustainability aspects related to the goods, services, and suppliers along the supply chains. Sustainable Procurement contributes to the achievement of organizational sustainability objectives and to overall sustainable development.

List the top five actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (for example, energy efficiency, use of recycled content or non-toxic products, use of public transit or alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.).

Action/Ongoing Practice 1

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Action/Ongoing Practice 2

Action/Ongoing Practice 3

Action/Ongoing Practice 4

Action/Ongoing Practice 5

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Does your firm hold any third-party certifications related to sustainable business operations? (e.g. B-Corp certification or similar)

Name of the Certification Link to the certification requirements

Name of organization who administers the certification

Civil Rights Data Collection

The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

Proposer Information

Is your firm COBID Certified? Yes No, and my firm does not qualify.

Describe your firm’s workforce demographics

Approximate number of women and people of color to be assigned to the project, and their roles

Subcontractor/Subconsultant Information (please identify all subcontractors/subconsultants to be used)

Subcontractor/Subconsultant 1 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes Certification

No

Email

Phone number

BuySpeed Vendor #, if applicable

Subcontractor/Subconsultant 2 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

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Subcontractor/Subconsultant 3 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Add additional rows for additional Subcontractors/Subconsultants as needed

Exceptions and Deviations to the Sample Contract

The Sample Contract is available in Section 5 of the RFP Information Packet. It contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.

As part of the Evaluation Phase 2, shortlisted proposers will be required to submit exceptions and deviations to the City’s Sample Contract. Proposers must make exception and deviation requests through this form.

Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.

Contract Exceptions and Deviations Form

Contract Section No.

Current language Requested exception (in redline)

Reason

EXAMPLE:

Section 1.0 Definition - System

“System” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

“System” or “Solution” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

Company requests this change because our SLA and EULA refer to “Solution”. No equipment is being provided under this Contract.

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Proposal Redactions for Public Records Purposes

If you want to request redactions to your proposal, you must:

1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected

Microsoft Word format, with the requested redactions highlighted in yellow

a. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information

b. Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.

2. Complete the table below and submit it with your proposal.

Redaction Summary Form

Proposal Page Number and Section

Content to be redacted Reason for redaction