RFQ_S-27400-00015996_Floor_Mat_Services_and_Custodial_Supplies_at_ODVA_Salem_Building_Final.pdf

RFQ # S-27400-00015996 Floor Mat Services and Custodial Supplies at ODVA Salem Building pg. 1

REQUEST FOR QUOTATION

RFQ # S-27400-00015996

***THIS IS NOT AN ORDER******

Floor Mat Services and Custodial Supplies at ODVA Salem Building

Quotes Due (Closing): March 12, 2026 at 2:00PM (PST)

RFQ Submission Requirements: Provide Quote Submission form no later than 2:00PM (PST) on March 12, 2026 via Electronic Submission through OregonBuys Solicitation #S-27400-00015996.

Summary Overview: The Oregon Department of Veterans’ Affairs (“ODVA”) is requesting a quote for floor mat services and several different types of custodial supplies and paper products for our office building located at: 700 Summer St. NE, Salem, OR 97301. In order to allow a fair and equitable comparison, vendors should provide a quote for the items below along with the quantities each item is delivered in (for example: Toilet Paper – provide a price and how many rolls are in each box or unit as well as how many sheets per roll; Trash bags – provide a price per roll, how many are on each roll, and thickness of bag (# of mils); etc.)

Project Specifications: Contractor shall provide the following services:

• Floor Mat weekly services; and

• Custodial Supplies and Products

See Exhibit B – Statement of Work of Floor Mat Services and Custodial Supplies at ODVA Salem Building for more information.

Requested Availability Date of Product or Service: Contractor shall begin the work immediately following contract execution, but no later than March 26, 2026.

Insurance Requirements: Selected Contractor must provide insurance in amounts and types listed in Exhibit C.

Award Selection: Award will be made based on best value as determined by ODVA.

Type of Solicitation: This Intermediate Procurement is in accordance with OAR 125-247-0270 and 279B.070.

“OR EQUAL”: Any brand name listed in the specifications as “or equal” or “or equivalent” shall establish the minimum requirements for quality, utility, durability, function, purpose, etc. Other product brands may be offered that are equal to or better than the product brand name. Vendor may show cost differences, alternates and options in the space provided in the quote. This clause is not meant to be restrictive, but to set the minimum standard.

AGENCY SHALL DETERMINE, IN ITS SOLE DISCRETION, WHETHER A PRODUCT OFFERED IS “EQUAL.” When the designation is “or equal” or “equivalent” Agency shall make its decision after Quote Closing.

ODVA reserves the right to make reject any Quote not in compliance with the RFQ, attachments, and addenda, or it is in the best interest of ODVA.

Single Point of Contact: Tina Reniere (503) 551-5302 Phone Tina.H.Reniere@odva.oregon.gov Email https://oregonbuys.gov/bso/ mailto:Tina.H.Reniere@odva.oregon.gov

Exhibit A ( 1 of 2) Quote Submission Form

Company Name:

Contact Name:

Address:

City, State, and Zip Code:

Phone Number:

Email:

Floor Mats Item Description Frequency Quantity Unit Price Total 1 3’x5’ high quality water and dirt absorbing mat for entryways Weekly 1

2 4’x6’ high quality water and dirt absorbing mat for entryways

Weekly 1 $ $

3 3’x10’ high quality water and dirt absorbing mat for entryways

Weekly 1 $ $

4 3’x5’ traffic mat (high quality, heavy construction, does not track or move, guaranteed to lay flat.)

Weekly 1 $ $

5 4’x6’ traffic mat (high quality, heavy construction, does not track or move, guaranteed to lay flat.)

Weekly 1 $ $

6 3’x10’ traffic mat (high quality, heavy construction, does not track or move, guaranteed to lay flat.)

Weekly 1 $ $

7 Weekly 1 $ $ 8 Weekly 1 $ $ 9 Weekly 1 $ $ 10 Weekly 1 $ $

*Note: Please provide typical pricing to add ODVA color logo to any of the floor mats (logo will be provided by ODVA if this option is selected). See sample of logo in the Statement of Work – Pictures Related to the Project Section in the RFQ.

Custodial Supplies and Products Item Description Quantity Unit Price Total 1 Toilet Paper 1 $ $ 2 Paper Towels 1 $ $ 3 Bathroom Foam Hand Soap 1 $ $ 4 Hand Sanitizer 1 $ $ 5 Air Freshener 1 $ $ 6 Toilet Paper Dispenser (touch free motion activated) 1 $ $ 7 Paper Towel Dispenser (touch free motion activated) 1 $ $ 8 Hand Soap Dispenser (touch free motion activated) 1 $ $ 9 Hand Sanitizer Dispenser (touch free motion activated) 1 $ $ 10 Air Freshener Dispenser (touch free motion activated) 1 $ $ 11 Trash Bags – 55 gallon 1 $ $ 12 Trash Bags – 13 gallon 1 $ $ 13 Chemical Station 1 $ $ 14 Batteries for all Dispensers 1 $ $ 15 Toilet Seat Covers 1 $ $ 16 Wet Mop Large Size 1 $ $

Exhibit A ( 2 of 2) Quote Submission Form

Custodial Supplies and Products

Item Description Quantity Unit Price Total 17 1 $ $ 18 1 $ $ 19 1 $ $ 20 1 $ $ 21 1 $ $ 22 1 $ $ 23 1 $ $ 24 1 $ $ 25 1 $ $

*Note: If labor costs will be associated with refilling custodial supplies and products, please list the amount of cost in the table below.

Labor Associated with Refills (if applicable) of Custodial Supplies and Products Item Description Frequency Quantity Unit Price Total 1 Toilet Paper Refill Weekly 1 $ $ 2 Paper Towels Refill Weekly 1 $ $ 3 Air Freshener Refill Weekly 1 $ $ 4 Urinal Screen Refill Weekly 1 $ $ 5 Hand Sanitizer Refill Bladder Weekly 1 $ $ 6 Bathroom Foam Hand Soap Refill Weekly 1 $ $ 7 Floor Cleaner Refill for Chemical Station Weekly 1 $ $ 8 Glass Cleaner Refill for Chemical Station Weekly 1 $ $ 9 Disinfectant Refill for Chemical Station Weekly 1 $ $ 10 Trash Bags – 55-gallon Refill Weekly 1 $ $ 11 Trash Bags – 13-gallon Refill Weekly 1 $ $ 12 Toilet Seat Covers Refill Weekly 1 $ $ 13 Wet Mop Large Size Refill Weekly 1 $ $ 14 Service Charges Weekly 1 $ $ 15 Special Visits Weekly 1 $ $

*Note: Please see more details on the information and descriptions in the Statement of Work, Project Description.

Vendor Signature: By signature below the undersigned certifies that they are authorized to act on the behalf of the quoter and will comply with all aspects of the quote herein.

Signature:

Name / Title:

Date:

All Pricing Must Be Held Firm For 90 Days

Exhibit B Statement of Work

Floor Mat Services and Custodial Supplies at ODVA Salem Building

The following outlines the key elements of the statement of work related to this project. Any questions or clarifications needed should be directed to the Agency’s contact person, who is the single point of contact, as listed below in this document.

Project Name: Floor Mat Services and Custodial Supplies at ODVA Salem Building

Agency Contact: Troy Croff Facility and Construction Project Manager Troy.croff@odva.oregon.gov 971-388-8214

Project Location: Oregon Department of Veterans’ Affairs (ODVA) 700 Summer St NE Salem, OR 97301

Project Site Walk Visit: Request a schedule site walk visit, if needed, for inspection of the building and equipment, please contact the Agency contact to schedule the visit before February 26, 2026

Project Timeline: RFQ to be posted to OregonBuys on or before February 19, 2026

Site walk to be requested and scheduled before February 26, 2026 Bid Submission deadline: 2:00pm on March 12, 2026

Services to begin immediately following contract execution, but no later than March 26, 2026.

Project Description:

The Oregon Department of Veterans’ Affairs (“ODVA”) is requesting a quote for floor mat services and several different types of custodial supplies and paper products for our office building located at: 700 Summer St. NE, Salem, OR 97301. In order to allow a fair and equitable comparison, vendors should provide a quote for the items below along with the quantities each item is delivered in (for example: Toilet Paper – provide a price and how many rolls are in each box or unit as well as how many sheets per roll; Trash bags – provide a price per roll, how many are on each roll, and thickness of bag (# of mils); etc.)

Contractor shall provide the following services:

• Floor Mats – provide weekly services for the following mats:

o 1 – 3’x5’ high quality water and dirt absorbing mat for entryways o 1 – 4’x6’ high quality water and dirt absorbing mat for entryways o 1 – 3’x10’ high quality water and dirt absorbing mat for entryways o 1 – 3’x5’ traffic mat (high quality, heavy construction, does not track or move, guaranteed to lay flat.)

o 1 – 4’x6’ traffic mat (high quality, heavy construction, does not track or move, guaranteed to lay flat.); and o 1 – 3’x10’ traffic mat (high quality, heavy construction, does not track or move, guaranteed to lay flat.)

mailto:Troy.croff@odva.oregon.gov

• Custodial Supplies and Products – provide the following custodial supplies and products for purchase (quantity one (1) per item:

o List whether dispensers will be replaced and any associated cost for each (TP, paper towels, hand soap, hand sanitizer, air freshener, etc.);

o All replacement hand soap, hand sanitizer, and paper towel dispensers should be touch-free (motion activated);

o List any costs associated with batteries for any dispensers;

o Air freshener refill (weekly service);

o Paper towels (including how many feet per roll and weekly service);

o Toilet Paper (TP) (Include cost per roll for weekly service / inventory stocking. Must be 2-ply and similar quality to existing. Provide number of sheets per roll.);

o Toilet seat covers (including price per pack per toilet);

o Urinal screen (weekly service);

o Trash bags – 55-gallon black (weekly service, cost per roll, include how many bags per roll and thickness (mils));

o Trash bags – 13-gallon office size, clear (weekly service, cost per roll, include how many bags per roll and thickness (mils));

o Wet mop “large” size (weekly service, include whether there is a cost per handle or just per mop head);

o Bathroom foam hand soap dispenser refill bladder (weekly service, cost per refill);

o Hand sanitizer refill bladder (weekly service, cost per refill);

o Chemical station for custodial closet (include any cost associated with the station itself or installation);

o Floor cleaner refill for chemical station (including approximate cost per mop bucket fill) o Glass cleaner refill for chemical station (include cost per bottle when mixed and how many bottles per concentrate refill);

o Disinfectant refill for chemical station (include cost per bottle when mixed and how many bottles per concentrate refill);

o List any costs associated with weekly service visits (trip charge, fuel surcharges, weekly service charge, etc.);

o List price for a special visit outside of normal weekly visit; and o Clarify if quantities of items needed can be modified, at what frequency, and if there are any costs associated with changing quantities of products (fee to change?).

Other Notes:

• Coordinate with the Agency contact for a site walk, if desired, to evaluate existing conditions in order to create a quote;

• Winning Vendor must coordinate with the Agency contact for initial delivery and installation of product

/ dispensers;

• Winning Vendor must check in and out with the ODVA Facilities Department Office (Suite 50) at each visit;

• Always protect the interior finishes of the building from damage during the project;

• Provide Operations and Maintenance (O&M) manual and materials to the Agency contact upon completion of the project;

• Provide Safety Data Sheets in appropriate locations as required by OSHA;

• Keep work area safe, clean, and free of hazards and debris at all times;

• Ensure building is secure at all times if in the building before or after business hours;

• Keep path to and from work area, including any parking or staging areas, clean and free of hazards and debris at all times. There is vendor parking adjacent to the SE corner of the ODVA building that can be used for parking while work is in progress, as long as vehicles are clearly marked as commercial vehicles (signage, lettering, etc.). Coordinate with the Agency contact for guidance on parking permits and regulations;

• Disposal of all existing materials, construction debris, etc. is the responsibility of the vendor unless otherwise directed by Agency contact;

• Communicate regularly with the Agency contact (progress updates, any issues and possible resolutions, work schedule changes, etc.);

• If specified materials are not available or would otherwise cause project delays, vendor may propose an alternative for the Agency contact to consider;

• Any new dispensers and products to be installed / supplied no later than March 27, 2026; If installation is not possible due to availability, vendor must coordinate with the Agency contact to propose a new installation date.

• Obtain proper security clearance if work is to be done in Department of Early Learning and Care (DELC) secure area without supervision by ODVA or DELC Facilities staff. Coordinate with the Agency contact for guidance;

• Agency contact (or their representative) is the sole point of contact for questions that arise during the project.

Pictures Related to the Project:

Current Soap Dispensers Current Hand Sanitizer Dispensers

Current Paper Towel Dispensers Current Toilet Paper Dispensers (to remain)

Current Toilet Seat Cover Refill Pack Holders (to remain) Existing Air Fresheners

Existing Main Custodial Closet on 1st Floor

Sample of color ODVA logo *Note: Please coordinate with the Agency contact prior to using logo, and provide proof prior to creating mat with logo.

Exhibit C Insurance Requirements

Contractor shall obtain at Contractor’s expense the insurance specified in this Exhibit C prior to performing under this Contract. Contractor shall maintain such insurance in full force and at its own expense throughout the duration of this Contract, as required by any extended reporting period or continuous claims made coverage requirements, and all warranty periods that apply. Contractor shall obtain the following insurance from insurance companies or entities that are authorized to transact the business of insurance and issue coverage in the State of Oregon and that are acceptable to Agency. All coverage shall be primary and non-contributory with any other insurance and self-insurance, with the exception of Professional Liability and Workers’ Compensation. Contractor shall pay for all deductibles, self-insured retention, and self-insurance, if any.

If Contractor maintains broader coverage and/or higher limits than the minimums shown in this Exhibit C, Agency requires and shall be entitled to the broader coverage and/or higher limits maintained by Contractor.

WORKERS’ COMPENSATION & EMPLOYERS’ LIABILITY:

All employers, including Contractor, that employ subject workers, as defined in ORS 656.027, shall comply with ORS 656.017, and provide Workers’ Compensation Insurance coverage for those workers, unless they meet the requirement for an exemption under ORS 656.126(2). Contractor shall require and ensure that each of its subcontractors complies with these requirements. If Contractor is a subject employer, as defined in ORS 656.023, Contractor shall also obtain Employers' Liability Insurance coverage with limits not less than $500,000 each accident.

If Contractor is an employer subject to any other state’s Workers’ Compensation law, Contactor shall provide Workers’ Compensation Insurance coverage for its employees as required by applicable Workers’ Compensation laws including Employers’ Liability Insurance coverage with limits not less than $500,000 and shall require and ensure that each of its out-of-state subcontractors complies with these requirements.

As applicable, Contractor shall obtain coverage to discharge all responsibilities and liabilities that arise out of or relate to the Jones Act with limits of no less than $5,000,000 and/or the Longshoremen’s and Harbor Workers’ Compensation Act.

COMMERCIAL GENERAL LIABILITY:

Required

Contractor shall provide Commercial General Liability Insurance covering bodily injury and property damage in a form and with coverage that are satisfactory to the State of Oregon. This insurance must include personal and advertising injury liability, products and completed operations, contractual liability coverage for the indemnity provided under this Contract, and have no limitation of coverage to designated premises, project, or operation.

Coverage must be written on an occurrence basis in an amount of not less than $1,000,000 per occurrence and not less than $2,000,000 annual aggregate limit.

AUTOMOBILE LIABILITY INSURANCE:

Required Not required

Contractor shall provide Automobile Liability Insurance covering Contractor’s business use including coverage for all owned, non-owned, or hired vehicles with a combined single limit of not less than $1,000,000 for bodily injury and property damage. This coverage may be written in combination with the Commercial General Liability Insurance (with separate limits for Commercial General Liability and Automobile Liability). Use of personal automobile liability insurance coverage may be acceptable if evidence that the policy includes a business use endorsement is provided.

PROFESSIONAL LIABILITY:

Required Not required

NETWORK SECURITY AND PRIVACY LIABILITY:

Required Not required

POLLUTION LIABILITY:

Required Not required

EXCESS/UMBRELLA INSURANCE:

A combination of primary and Excess/Umbrella Insurance may be used to meet the required limits of insurance.

When used, all of the primary and umbrella or excess policies must provide all of the insurance coverages required herein, including, but not limited to, primary and non-contributory, additional insured, Self-Insured Retentions (SIRs), indemnity, and defense requirements. The umbrella or excess policies must be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, must be called upon to contribute to a loss until the Contractor’s primary and excess liability policies are exhausted.

If Excess/Umbrella Insurance is used to meet the minimum insurance requirement, the Certificate of Insurance must include a list of all policies that fall under the Excess/Umbrella Insurance.

ADDITIONAL INSURED:

All liability insurance, except for Workers’ Compensation, Professional Liability, Directors and Officers Liability and Network Security and Privacy Liability (if applicable), required under this Contract must include an Additional Insured endorsement specifying the State of Oregon, its officers, employees, and agents as Additional Insureds, but only with respect to Contractor’s goods to be delivered and Services to be performed under this Contract. Coverage shall be primary and non-contributory with any other insurance and self-insurance.

Regarding Additional Insured status under the General Liability policy, Agency requires Additional Insured status with respect to liability arising out of ongoing operations and completed operations, but only with respect to Contractor's goods to be delivered and Services to be performed under this Contract. The Additional Insured endorsement with respect to liability arising out of Contractor’s ongoing operations must be on, or at least as broad as, ISO Form CG 20 10 and the Additional Insured endorsement with respect to completed operations must be on, or at least as broad as, ISO form CG 20 37.

WAIVER OF SUBROGATION:

Contractor shall waive rights of subrogation which Contractor or any insurer of Contractor may acquire against the Agency or State of Oregon by virtue of the payment of any loss. Contractor shall obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not Agency has received a Waiver of Subrogation endorsement from the Contractor or the Contractor’s insurer(s).

CONTINUOUS CLAIMS MADE COVERAGE:

If any of the required liability insurance is on a claims made basis and does not include an extended reporting period of at least 24 months, then Contractor shall maintain continuous claims made liability coverage, provided the effective date of the continuous claims made coverage is on or before the effective date of this Contract, for a minimum of 24 months following the later of:

(i) Contractor ’s completion and Agency’s acceptance of all goods and Services required under this Contract, or

(ii) Agency’s or Contractor’s termination of this Contract, or

(iii) The expiration of all warranty periods provided under this Contract.

CERTIFICATE(S) AND PROOF OF INSURANCE:

Contractor shall provide to Agency Certificate(s) of Insurance for all required insurance before delivering any goods and performing any Services required under this Contract. The Certificate(s) of Insurance must list the State of Oregon, its officers, employees, and agents as a Certificate holder and as an endorsed Additional Insured. The Certificate(s) of Insurance must also include all required endorsements or copies of the applicable policy language effecting coverage required by this Contract. If excess/umbrella Insurance is used to meet the minimum insurance requirement, the Certificate(s) of Insurance must include a list of all policies that fall under the Excess/Umbrella Insurance. As proof of insurance, Agency has the right to request copies of insurance policies and endorsements relating to the insurance requirements under this Exhibit C.

NOTICE OF CHANGE OR CANCELLATION:

Contractor or its insurer shall provide at least 30 calendar days’ written notice to Agency before cancellation of material change to, potential exhaustion of aggregate limits of, or non-renewal of the required insurance coverage(s).

INSURANCE REQUIREMENT REVIEW:

Contractor agrees to periodic review of insurance requirements by Agency under this Contract and to provide updated requirements as mutually agreed upon by Contractor and Agency.

STATE ACCEPTANCE:

All insurance providers are subject to Agency acceptance. If requested by Agency, Contractor shall provide complete copies of insurance policies, endorsements, self-insurance documents and related insurance documents to Agency’s representatives responsible for verification of the insurance coverages required under this Exhibit C.