RFP 25_26-09 As Needed Facility Services Pool.v1.pdf

LCC RFP 25/26-09 | As Required Facility Maintenance Services | June 2026

RFP 25/26-09

Request for Proposal

As-Needed Facilities Services Pool

Issue Date: Tuesday, June 16 2026 2:00 pm (PST) Closing Date: Tuesday, July 21, 2026, 2:00 pm (PST)

SUBMITTAL LOCATION

https://bidlocker.us/a/lanecc/BidLocker

Contents Part I: INVITATION

Part II: INFORMATION SUBMISSION AND REQUEST

Part III: INSTRUCTION TO PROPOSER

Part IV: CONTRACT CONDITIONS

Part V: SCOPE OF WORK & GENERAL REQUIREMENTS

Appendix A (RFP 25/26-09)

Appendix B (RFP 25/26-09)

END OF DOCUMENT

Part I: INVITATION

Lane Community College of Eugene is located in Oregon with 34 buildings and over 1.3 million gross square feet. The maintenance and improvements of these facilities occasionally require the support of a professional services provider and Lane Community College is seeking proposals from qualified firms to provide professional maintenance services on an assignment basis as defined in ORS 279B.070.

Selected respondents from this solicitation will form a pool for the provision of professional services assignments on an “as-needed” basis. The Assistant Director of FMP is responsible for overseeing the service and will initiate the call and represent the College accordingly. Firms that become part of the pool will still be eligible to respond to RFPs for other College projects.

It is the intent of the College, as a result of this solicitation, to develop a list of qualified service firms, any of whom may be called upon to provide services during the three-year period ending August 31, 2029.

The college reserves the right to update this pool annually for a rolling three-year period. If the College decides to modify this pool, an updated RFP will not be issued before April 2027.

Lane Community College, a Community College District created within the context of Oregon Revised Statutes, is an Equal Opportunity Employer. Minority and women-owned businesses are encouraged to participate in this solicitation.

All proposals submitted shall contain a statement as to whether the Proposer is a resident or non-resident Proposer as defined in ORS 279C.365.

The Board of Education of Lane Community College may waive any or all informalities and irregularities, may reject any Proposal not in compliance with all prescribed public procurement procedures, and may reject, for good cause, any or all proposals upon a finding of the College that it is in the public interest to do so.

The Request for Proposals (RFP) is posted and available for download at https://bidlocker.us/a/lanecc/BidLocker.

Part II: INFORMATION SUBMISSION AND REQUEST

Please email contractprocurement@lanecc.edu if you have any additional questions.

Interested firms may submit responses to this invitation by completing the requested documentation and submitting it to:

not later than Tuesday, July 21, 2026, 2:00 PM (PST)

Point of Contact:

Greg Davies Contracts & Procurement

Lane Community College, 400 E 30th Ave, Eugene, OR.

contractprocurement@lanecc.edu

Mark Richardson Associate Director of Facilities Management & Planning Lane Community College, 400 E 30th Ave, Eugene, OR

(541) 463-3456 richardsonm@lanecc.edu mailto:contractprocurement@lanecc.edu mailto:contractprocurement@lanecc.edu tel:+1-541-463-3456 mailto:richardsonm@lanecc.edu

Part III: INSTRUCTION TO PROPOSER

1) DEFINITIONS

Hereinafter, Lane Community College shall be referred to as “College” or “LCC”. Persons, firms, agencies, partnerships, or companies submitting responses to this invitation shall be referred to as “Proposers” and the successful Proposer to whom the work is awarded shall be referred to as “Contractor” or “Vendor” or “Supplier”. “Proposal Documents” and “invitation” shall mean this Request for Proposal (RFP) in its entirety.

2) PROPOSERS REPRESENTATION

Proposers, by the act of submitting their proposals, represent that:

a) They have read and understand the proposal documents and their proposal is made in accordance therewith;

b) They have familiarized themselves with the local conditions under which the work will be done to their satisfaction;

c) Their proposal is based upon the requirements described in the proposal documents without exception (unless exceptions are clearly stated in the response);

3) CONDITIONS OF SUBMITTAL

By submitting a response to this invitation, the person or entity proposing (hereafter referred to as "Proposer") confirms, under the risk of committing perjury, that both the Proposer and any individuals signing on behalf of the Proposer (including sole proprietorship, partnership, or corporation representatives) hereby certify, to the best of their knowledge and belief, that no member of the college board of education or any other college officer, employee, or person receiving salary payments, either in whole or in part, from Lane Community College, holds a direct or indirect financial interest in the proposal or the services it pertains to, nor in any of its resulting profits, except as fully disclosed in the Proposer's transmittal letter submitted in response to this invitation.

3) ADDENDA

a) Addenda shall be posted at https://bidlocker.us/a/lanecc/BidLocker.

b) No addenda shall be issued later than four days prior to the date set for receipt of proposals, except an addendum, if necessary, postponing the date for receipt of proposals, or withdrawing the invitation.

c) Each Proposer shall ascertain, prior to submitting a proposal, that the Proposer has received all addenda issued, and receipt of each addendum shall be acknowledged in the appropriate location on the proposal form.

4) COST OF RFP AND ASSOCIATED RESPONSES

This RFP does not commit the College to paying any costs incurred by any Proposer in the submission or presentation of a proposal, or in making the necessary studies for the preparation thereof. Responses to this solicitation are purely voluntary.

5) RIGHT TO CLARIFICATION AND ADDITIONAL RESEARCH

a) The College reserves the right to obtain clarification of any point in a proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in a finding that the Proposer is non-responsive and consequent rejection of the proposal.

b) The College may obtain information from any legal source for clarification of any proposal or for information on any Proposer including, but not limited to, the Proposer’s clients, police files, insurance files and agencies, credit bureaus and professional organizations. The College need not inform the Proposer of any intent to perform additional research in this respect or of any information thereby received.

c) The College may perform, at its sole option, investigations of Proposers. Information may include, but shall not necessarily be limited to credit history, recent financial statements, current litigation, bonding capacity and related history, contracting references, etc. All such documents, if requested by the College, become part of the public records and may be disclosed accordingly. If, in the sole judgment of the College, it is determined that a bidder or proposer is unable to demonstrate financial responsibility in accordance with ORS 279B.110, then that respondent will be declared a non- responsible bidder or proposer and the subject proposal shall be rejected in accordance with OAR 279B.100.

6) REJECTION OF PROPOSALS

The College reserves the right to reject any or all proposals received as a result of this request. Proposals may be rejected for one or more of the following reasons, including but not limited to:

a) Failure of the Proposer to adhere to one or more of the provisions established in this RFP;

b) Failure of the Proposer to submit a proposal in the format specified herein;

c) Failure of the Proposer to submit a proposal within the time requirements established herein;

d) Failure of the Proposer to adhere to ethical and professional standards before, during, or following the proposal process.

The College may reject any proposal not in compliance with all prescribed public procurement procedures and requirements, and may reject for good cause any or all proposals upon a finding of the College that it is in the public interest to do so.

7) MODIFICATION OR WITHDRAWAL OF PROPOSAL

a) Prior to the time and date designated for receipt of proposals, proposals submitted early may be modified or withdrawn only by removing them from the College’s Bid Locker portal prior to the time designated for receipt of proposals.

b) Withdrawn proposals may be resubmitted up to the time designated for the receipt of proposals provided that they are then fully in conformance with these Instructions to Proposers.

8) PROPOSAL OWNERSHIP

a) All proposals submitted become and remain the property of the College and, as such, are considered public information and subject to public disclosure within the context of the federal Freedom of Information Act and Oregon Revised Statutes.

b) Unless certain pages or specific information are specifically marked "proprietary" and qualify as such within the context of the regulations stated in the preceding paragraph, the College shall make available to any person requesting information through the College's processes for disclosure of public records, any and all information submitted as a result of this solicitation without obtaining permission from any Proposer to do so.

9) PREVAILING OPINION

Should any doubt or difference of opinion arise between the College and a Proposer as to the services to be furnished hereunder or the interpretation of the provisions of this RFP, the decision of the College shall be final and binding upon all parties.

10) TIMING

The College intends to follow the following schedule:

Issue “Request for Proposals” Tuesday, June 16, 2026 2PM (PST) RFP closes Tuesday, July 21, 2026, 2:00 PM (PST) Administrative Approval of the Pool July, 2026 Utilization of the Pool August 2026 through August 2029

Part IV: CONTRACT CONDITIONS

Depending on the scope of services and the size of the project the college will contract with contractors using standard purchase orders or contracts. Likewise, depending on the scope of services, compensation shall be based on fixed fees or hourly rates not to exceed a stated maximum dollar value.

The projects generated in connection with this solicitation may be divided among several contracting jobs depending upon availability and qualifications.

1) CONDITIONS OF SERVICE

The successful proposer(s) shall be retained for the work described above under the following conditions:

a) The firm(s) shall accept assignments only from the LCC Director of Facilities Management & Planning, the Associate Director of FMP, or their designee; assignments may not be modified by clients, students, other staff, or outside agencies unless approved in writing by the AVP or Asst Director of Facilities Management & Planning; and

b) The firm shall accept assignments only if the firm certifies that they can meet the project’s time requirements.

2) ASSIGNMENTS

The college is free to contract for services with any firms that are members of the pool. There is no guarantee that all of the firms that are members of the pool will be asked to provide services.

3) COMPENSATION

Depending on the scope of services and the size of the project, the college will contract with firms using either standard agreement forms or purchase orders. Compensation shall be based on fixed fees or hourly rates not to exceed a maximum plus reimbursable expense. Any changes necessary will be accomplished by the issuance of change orders or additional purchase orders.

a) Mark-ups on reimbursable expenses are not permissible.

b) Mark-ups on sub-consultant costs are not permissible

c) The transportation rate is the current IRS rate.

d) All rates are negotiable.

e) Labor rates should adhere to the prevailing BOLI rates (labor rate ) determined prior to issuance of project-specific contract approvals.

https://www.oregon.gov/boli/employers/Pages/prevailing-wage-rates.aspx

Part V: SCOPE OF WORK & GENERAL REQUIREMENTS

This pool is being established to create a list of firms for the provision of general facility management contract and "related services"

LCC is seeking proposals for various services, as outlined below, to be provided on an as-needed basis. The contract will cover both planned and unplanned maintenance work, which may be scheduled during regular business hours or required on an emergency basis after hours, on weekends, and holidays. Contractors may also be asked to provide necessary materials for the assigned tasks. The companies' on-call process, contacts, and phone numbers must also be included.

CONTRACTOR QUALIFICATIONS:

a) The contractor shall provide all labor, supervision, tools, equipment, materials, transportation, and other resources necessary to successfully complete assigned projects unless otherwise specified by the College.

b) The contractor shall possess and maintain all licenses, registrations, certifications, and permits required by federal, state, and local authorities for the performance of the work. Contractors performing work in Oregon must maintain an active Oregon Construction Contractors Board (CCB) license in good standing throughout the term of the contract. Firms with unresolved regulatory violations, license suspensions, or other conditions that may affect their ability to perform the work may be deemed non-responsive.

c) Upon receipt of a Notice to Proceed or other authorization from the College, the contractor shall diligently prosecute the work and maintain adequate staffing and resources to achieve agreed-upon project schedules, unless otherwise approved by the College.

d) The contractor shall maintain insurance coverage meeting the requirements established by the College and applicable law throughout the duration of the contract. Proof of insurance shall be provided upon request and prior to contract execution.

e) The contractor shall comply with all applicable federal, state, and local laws, regulations, codes, and safety requirements related to the performance of the work.

f) The contractor shall demonstrate the ability to perform work in occupied educational, commercial, or institutional environments while minimizing disruption to campus operations and maintaining a safe environment for students, staff, visitors, and contractors.

REQUESTED SERVICES:

Lane Community College seeks qualified contractors to provide trade services generally associated with the CSI MasterFormat® specification divisions identified below. The scope of services generally includes the installation, repair, testing, maintenance, replacement, troubleshooting, and regulatory compliance of building equipment, fixtures, infrastructure systems, and associated campus utility and distribution systems. Services may involve routine maintenance, emergency response, small projects, renovations, repairs, inspections, and specialized trade work within the applicable CSI divisions. See Appendix A for additional details.

The College may procure services within the following CSI MasterFormat® divisions:

Division Description

00 General Requirements

02 Existing Conditions

03 Concrete

04 Masonry

05 Metals

07 Thermal and Moisture Protection

08 Openings

09 Finishes

10 Specialties

11 Equipment

12 Furnishings

21 Fire Suppression

22 Plumbing

23 Heating, Ventilating, and Air Conditioning (HVAC)

26 Electrical

27 Communications

Minimum Qualifications and Service Expectations

a. The contractor shall possess and maintain all licenses, certifications, registrations, permits, and other credentials required by law for the applicable trade and shall have a minimum of three (3) years of relevant commercial experience.

b. The contractor shall furnish all labor, supervision, tools, equipment, materials, transportation, and incidentals necessary to complete the work unless otherwise specified by the College.

c. Demonstrated experience with commercial and institutional building systems and equipment is required.

Experience performing work in occupied educational, healthcare, governmental, or other institutional facilities is preferred.

d. Skilled trades contractors shall possess the ability to diagnose, troubleshoot, repair, maintain, and replace a wide range of commercial building systems and equipment.

e. The contractor shall maintain a safe work environment and provide all necessary barricades, signage, traffic control measures, personal protective equipment, and other safety measures required to protect students, staff, visitors, and workers.

f. The contractor shall comply with all applicable federal, state, and local laws, regulations, codes, standards, and safety requirements.

g. The ability to provide twenty-four (24) hour emergency response services, seven (7) days per week, is desirable and should be identified in the proposal.

h. Contractors shall demonstrate the capacity to respond to service requests in a timely manner and coordinate work activities to minimize disruption to campus operations, academic programs, and public access.

i. Contractors shall maintain sufficient staffing, equipment, and resources to perform the requested services and meet established project schedules and response times.

k. All construction methods, equipment, and materials require approval from LCC. The completion of each project must be reviewed and accepted by LCC- FMP.

RFP RESPONSE REQUIREMENTS:

Proposals submitted in response to this invitation shall contain the following information to be considered “Responsive “. Proposals shall be a maximum of 20 pages, including the following signature page.

Required Documents:

a) Cover letter: State firm’s interest in being included in the pool and responsiveness to assignments. Note any types of services in which the firm has special expertise. (Maximum Length: One page.)

b) Appendix A: Complete Appendix A and include it as part of your proposal submission. Indicate firm name and contact information at the top of the form and place an x in the box adjacent to the CSI Division(s) your company provides. (Submittal as PDF or Spreadsheet)

c) Appendix B Proposal Form: Complete this form, in full.

d) References: List names and contact information of at least three clients who can be contacted as references

(submittal of such names shall constitute permission by the proposer for the college to contact the named individuals or firms without further notice).

e) Firm experience: Include firm and firm member’s experience with various types of projects as they relate to the disciplines listed in Appendix A. Provide information about project type and size.

f) Scope of Services: Identify the scope of services normally provided by the proposer.

g) Firm Qualifications: Describe the firm’s specific qualifications to perform the type of work indicated in

Appendix A. Note the firm’s special expertise in those disciplines.

PROJECT SPECIFIC SELECTION PROCESS

For each project, the College will negotiate fees and reimbursable expenses with the proposer whose qualifications, experience, and capacity best align with the project requirements and schedule. Upon reaching a mutually acceptable agreement, the College will execute a contract and issue a purchase order. If negotiations with the selected proposer do not result in a mutually acceptable agreement, the College will discontinue negotiations and proceed to the next most qualified proposer until an agreement is reached.

The following process shall be used to evaluate proposals and establish agreements for consulting services:

a) Proposals received in response to this solicitation will be reviewed for proposer responsibility and proposal responsiveness.

b) Proposals determined to be both responsible and responsive will be included in the qualified consultant pool.

c) As project needs arise, Facilities Management staff will identify firms from the qualified pool whose experience and capabilities are appropriate for the project. Selected firms will be contacted and provided with a brief description of the project scope, schedule, and anticipated services to confirm their interest and availability.

d) Firms expressing interest will be provided with additional project information and may be requested to submit supplemental qualifications, project approaches, staffing plans, or other information necessary to evaluate their understanding of and capability to perform the required services.

e) Interviews with candidate firms may be conducted at the discretion of the College.

f) Based on the information provided, the College will evaluate firms considering factors such as relevant experience, project understanding, technical capabilities, available resources, schedule capacity, past performance, and ability to meet project requirements.

g) The College will enter into fee negotiations with the firm determined to be the most qualified for the project.

h) If negotiations do not result in a mutually acceptable agreement, the College will terminate negotiations and begin negotiations with the next most qualified firm. This process will continue until an agreement is reached.

i) Upon successful completion of negotiations, the College will execute a contract and issue a Purchase Order authorizing the work.

j) It is the intent of the College to award contracts on the basis of the proposal determined to provide the best overall value considering qualifications, experience, capabilities, project approach, and services to be provided, consistent with ORS 279C.110.

k) Community Benefits Support. Firms shall describe their business practices, workforce development efforts, supplier diversity initiatives, and other policies or programs that support Lane Community College's community benefits goals. Firms should also describe how their proposed services can contribute to achieving those goals throughout project delivery.

Note:

Responsive means that the proposal has complied with all the requirements of this invitation;

Responsible means that the Proposer has been truthful, that pertinent negative information has not been withheld, that the proposal is not a sham, that the named staff are qualified as specified, that the Proposer is adequately financially sound for a reasonable expectation of completion of the work, and that the Proposer, in the judgment of the College, is capable of performing the work.

Appendix A (RFP 25/26-09)

Appendix B (RFP 25/26-09) As Required Facility Maintenance Services

Proposal Form & General Information (page 1-4)

The undersigned hereby submits this proposal to provide all services, material and labor as indicated and agrees to be bound by the following documents: Request for Proposals, instructions and supplementary instructions to proposers, general and supplementary conditions, proposal form, proposer’s response, mutually agreed clarifications, exceptions which are acceptable to the college, and all other Proposer’s submittals.

ADDENDA ACKNOWLEDGEMENT

The Proposer hereby acknowledges receipt of the following Addenda related to the subject solicitation documents (circle all received):

/ NONE / 1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 /

EXCEPTIONS & RESIDENCY

Are there exceptions to this proposal? YES ______________ NO _______________

Is the Proposer a resident proposer? YES ______________ NO _______________

Exceptions to any of the specifications or requirements shall be noted in writing, and attached to this proposal form when submitted. By taking exceptions and clearly stating them in writing on a separate sheet of paper headed exceptions and showing the solicitation number and the Proposer's Name, and by offering alternates to replace the excepted requirements with clear pricing options corresponding to each exception taken, the Proposer may still compete in the proposal process. The College shall be the sole judge of the acceptability of any exceptions attached to this proposal form. In the absence of exceptions, the proposal shall be for all items precisely as specified.

Resident proposer, per ORS 279A.120, means a proposer that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the proposal, has a business address in this state and has stated on this Proposal form that the Proposer is a "resident proposer".

COBID CERTIFICATIONS

Does the Proposer hold a State of Oregon COBID Certification? (Circle one): Yes No

If Yes, provide the Certification Number(s)

CORPORATE HEAD OFFICES

PROPOSER NAME:

PROPOSER ADDRESS:

TELEPHONE: EMAIL ADDRESS:

LOCAL OFFICES

(To be used For All Legal And Contractual Correspondence)

PROPOSER NAME:

PROPOSER ADDRESS:

TELEPHONE: EMAIL ADDRESS:

FIRM INFORMATION

Federal Taxpayer ID Number (or Social Security Number if not a Corporation)

Oregon Construction Contractors Board License Number(s):

How long has the Proposer been in business? Under which names?

Proposer is a subsidiary of, or is wholly owned by:

GENERAL INFORMATION

1) If a corporation, list the date, state and type of incorporation.

2) If a partnership, list the names of all partners and declare which have general or limited status.

3) List the number of staff employed in the Proposer’s Firm:

4) Has the Proposer been the subject of any legal action as plaintiff or defendant regarding construction or professional services (including licensing) during the past 10 years? If yes, describe action and outcome.

SPECIFIC COMPLIANCE

Does your company have a written sustainability policy or similar statement? ☐ Yes ☐ No

Will comply with LCC Community Benefits Requirements as outlined in his RFP ☐ Yes ☐ No

CERTIFICATIONS

Prevailing Wage Rates If the contract to be awarded constitutes, in whole or in part, a public works project subject to the state prevailing rates of wage under ORS 279C.800 to 279C.870, the federal prevailing rates of wage under the Davis-Bacon Act (40 U.S.C. 3141 et seq.) or both the state and federal prevailing rates of wage, the Proposer will comply with ORS 279C.838 or 279C.840 or 40 U.S.C. 3141 et seq.

Non-Collusion The undersigned Proposer hereby certifies that it, its officers, partners, owners, Providers, representatives, employees and parties in interest, including the affiant, has not in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Proposer, potential Proposer, firm or person, in connection with this solicitation, to submit a collusive or sham Proposal, to refrain from Proposing, to manipulate or ascertain the price(s) of other Proposers or potential Proposers, or to secure through any unlawful act an advantage over other Proposers or the college.

The prices submitted herein have been arrived at in an entirely independent and lawful manner by the Proposer without consultation with other Proposers or potential Proposers or foreknowledge of the prices to be submitted in response to this solicitation by other Proposers or potential Proposers on the part of the Proposer, its officers, partners, owners, Providers, representatives, employees or parties in interest, including the affiant.

Conflict Of Interest

The undersigned Proposer and each person signing on behalf of the Proposer certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief, no member of the Lane Community College Board of Education or college officer, employee, or person, whose salary is payable in whole or in part by Lane Community College, has a direct or indirect financial interest in the award of this Proposal, or in the services to which this Proposal relates, or in any of the profits, real or potential, thereof, other than as fully described in the Proposer's Transmittal Letter submitted in response to this invitation. Pay Equity Certification

If selected for award and the Contract/Price Agreement value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance

Certificate, issued to the Proposer by the Oregon Department of Administrative Services as per ORS 279B.110(2)(f) requires that proposer provide this prior execution of the Contract/Price Agreement.

END OF DOCUMENT

NOTE: Submit Proposal Form and Necessary Attachments Only.

Thank you for your time and consideration. We look forward to receiving your response and hope that we can establish a long-lasting business relationship.