RFQ_S-27400-00017195_Terrace_and_Planter_Landscaping_Services_at_ODVA_Salem_Bldg.pdf

RFQ # S-27400-00017195 Terrace & Planter Landscaping Services at ODVA Salem Building

REQUEST FOR QUOTATION

RFQ # S-27400-00017195

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

Terrace & Planter Landscaping Services at ODVA Salem Building

Quotes Due (Closing): July 20, 2026 at 2:00PM (PST)

RFQ Submission Requirements: Provide Quote Submission form no later than 2:00PM (PST) on July 20, 2026, via Electronic Submission through OregonBuys Solicitation #: S-27400-00017195.

Summary Overview: The Oregon Department of Veterans’ Affairs (“ODVA”) is requesting a quote for terrace and planter landscaping services of our Salem Office Building located at: 700 Summer St NE, Salem, Oregon 97301.

ODVA has several terraces and planters on the south and west (front) faces of our Office Building, which the existing soil will need to be replaced or conditioned to adequately support new plantings.

These areas are maintained by the Department of Administrative Services (“DAS”) Landscaping, and irrigation systems are in place and monitored and maintained also by DAS Landscaping. The services ODVA is requesting is a one-time upgrade for the terraces and planters noted above.

Project Specifications: Contractor shall provide all labor, tools, equipment, materials, transportation, and supervision necessary to perform the following services:

• Detailed design renderings, including spatial layouts and proposed plant species, for final approval and review; Keep in mind balancing adding color and interest to the front of our property while minimizing routine maintenance;

• Removal of existing weeds, debris, and dead or declining plan materials from all designated terraces and planters;

• Prepare soil by replacing or loosening, conditioning, and amending as needed to support the new plantings.

(There have been concerns about the conditions of the soil, therefore removal or conditioning will be necessary.)

• Provide and install new plants consistent with facility-approved design, including drought-tolerant and low-maintenance options;

• Adding fresh mulch (matching the style and color of surrounding state buildings) to achieve a uniform, clean appearance and support moisture retention; and

• Disposal of all removed vegetation and waste offsite in compliance with local regulations.

See Exhibit B – Statement of Work of Terrace and Planter Landscaping Services at ODVA Salem Building for more information.

Requested Availability Date of Product or Service: Contractor shall begin the work thirty (30) days after the Contract has been executed.

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.

https://oregonbuys.gov/bso/

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 mailto:Tina.H.Reniere@odva.oregon.gov

Exhibit A Quote Submission Form

Company Name:

Contact Name:

Address:

City, State, and Zip Code:

Phone Number:

Email:

Planters Terraces Labor Labor

Time Rate Total Time Rate Total Hrs. $ $ Hrs. $ $ Materials Materials

Quantity Amount Total Quantity Amount Total each $ $ each $ $

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

Terrace & Planter Landscaping Services at ODVA Salem Building

Project Name: Terrace & Planter Landscaping Services 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: If requesting a voluntary site walk of the Project area, please contact the Agency

Contact to schedule the site walk before 5:00pm on July 13, 2026.

Note: Parking may be available in “vendor parking” adjacent to the SE corner of the ODVA Building near the loading dock (vehicles must have commercial markings in order to utilize the free “vendor parking” at our building. Otherwise, metered parking is generally available in the parking lot and the surrounding area).

Project Timeline: RFQ to be posted to OregonBuys on or before June 30, 2026

Voluntary site walk to be requested and scheduled before July 13, 2026 Bid Submission deadline: 2:00pm on July 20, 2026

Project Description: The Oregon Department of Veterans’ Affairs (“ODVA”) is requesting a quote for terrace and planter landscaping services of our Salem Office Building located at: 700 Summer St NE, Salem, Oregon 97301.

ODVA has several terraces and planters on the south and west (front) faces of our Office Building, which the existing soil will need to be replaced or conditioned to adequately support new plantings.

These areas are maintained by Department of Administrative Services (“DAS”) Landscaping, and irrigation systems are in place and monitored and maintained also by DAS Landscaping. The services ODVA is acquiring for is just for the terraces and planters.

Service Requirements:

Contractor shall provide all labor, tools, equipment, materials, transportation, and supervision necessary to perform the following services:

• Detailed design renderings, including spatial layouts and proposed plant species, for final approval and review; Keep in mind balancing adding color and interest to the front of our property while minimizing routine maintenance;

• Removal of existing weeds, debris, and dead or declining plan materials from all designated terraces and planters;

• Prepare soil by replacing or loosening, conditioning, and amending as needed to support the new plantings.

(There have been concerns about the conditions of the soil, therefore removal or conditioning will be necessary.)

• Provide and install new plants consistent with facility-approved design, including drought-tolerant and low-maintenance options;

• Adding fresh mulch (matching the style and color of surrounding state buildings) to achieve a uniform, clean appearance and support moisture retention; and

• Disposal of all removed vegetation and waste offsite in compliance with local regulations.

mailto:Troy.croff@odva.oregon.gov

Other Requirements:

Contractor shall do the following:

• Clean, weed free, fully replanted planters and terraces;

• Even out mulch coverage across all newly planted areas;

• Provide a brief summary of plant species installed and any recommendations for ongoing maintenance; and

• Provide Acceptance Criteria Report of the work being performed, which includes the following:

o Planters and terraces are fully cleaned, prepared, and replanted;

o Plant materials appear healthy and properly installed;

o All debris is removed and the site is left clean; and o Final inspection is approved by the Agency Contact or Delegate.

Responsibilities and Deliverables:

Contractor is responsible for the following:

• Obtain all required permits prior to beginning the work;

• Perform all services during ODVA’s regular business hours Monday – Friday 8:00am – 5:00pm, unless otherwise approved by the Agency Contact or Delegate;

• Must ensure all plants installed are healthy, pest-free, and appropriate for the local climate;

• All travel to and from the work site, all planned maintenance materials and labor, and any trips to procure materials or supplies are included in the pricing of the Contract;

• Always protect all finishes of the building from damage;

• Provide warranty documentation to the Agency Contact upon completion of the Project;

• Keep work areas safe, clean, and free of hazards and debris at all times during and at the end each workday;

• Ensure the building is secure at the end of each workday;

• All Contractors, and anyone associated with the Project, must sign in and out at the Facilities Office (Suite

50) each day they are on the premises;

• Must keep all pathways to and from the work areas, including any parking and/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 Agency Contact for parking permits and related guidance;

• Contractors are to use the loading dock for loading and unloading equipment, tools, supplies, materials, etc.

Main entrances are for foot traffic only. Coordinate with Agency Contact for any special requests or exceptions; and

• Properly dispose of all maintenance, construction, and cleaning-related debris; disposal is the responsibility of the Contractor.

Other Notes:

• Contractor must communicate regularly with the Agency Contact regarding Project progress, issues and potential resolutions, schedule adjustments, and other relevant updates;

• If any specified materials are unavailable or would cause the Project delays, Contractor may propose suitable alternatives for the Agency Contact’s review and approval;

• Contractor must comply with all BOLI standards and regulations as laid out in the BOLI Handbook at the following link: Microsoft Word - 2026 PWR Laws Handbook 6.5.26 edition. Quotes must be submitted with BOLI rates in the pricing due to this Project being part of a Public Improvement Project; and

• Agency Contact (or their delegate) is the sole point of contact for questions that arise during the Project.

https://www.oregon.gov/boli/employers/Documents/2026%20PWR%20Laws%20Handbook%206.5.26%20edition.pdf

Sample Pictures of ODVA’s Planters and Terraces Southern Planters

Western Planters

Western Terraces

Western Terraces

Southern Terraces

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:

Excess/Umbrella insurance coverage in the sum of $5,000,000 must be provided and will apply over all liability policies, without exception, including but not limited to Commercial General Liability, Automobile Liability, and Employers' Liability coverage. The amounts of insurance for the insurance required under this Contract, including this Excess/Umbrella insurance requirement, may be met by the Contractor obtaining coverage for the limits specified under each type of required insurance or by any combination of underlying, Excess and Umbrella limits so long as the total amount of insurance is not less than the limits specified for each type of required insurance added to the limit for this Excess/Umbrella insurance requirement.

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 other than Physical Abuse and Molestation 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.

If PHYSICAL ABUSE AND MOLESTATION INSURANCE is required, then refer to that coverage requirement for separate Continuous Claims Made Coverage that applies.

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.