RFQ_S-27400-00017648_RepairPaint_and_Restoration_for_ODVA_Monuments_Memorials_.pdf

RFQ # S-27400-00017194 Painting, Repair, & Restoration Services of ODVA’s Monuments and Memorials

REQUEST FOR QUOTATION

REQUOTE

RFQ # S-27400-00017648

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

Painting, Repair, & Restoration Services of ODVA's Monuments and Memorials

Quotes Due (Closing): August 17, 2026 at 2:00PM (PST)

RFQ Submission Requirements: Provide Quote Submission form no later than 2:00PM (PST) on August 17, 2026 via Electronic Submission through OregonBuys Solicitation #: S-27400-00017648.

Summary Overview: The Oregon Department of Veterans’ Affairs (“ODVA”) is requesting a quote for painting, repair, and preservation of designated monuments and memorials ODVA is responsible for. These are the following monuments and memorials, which are located at: 700 Summer St NE and Corner of Cottage St NE & Court St NE, Salem, Oregon 97301 that will be serviced:

• Medal of Honor Monument

• Afghan-Iraqi Freedom Memorial

• VFW Statue

• Korean War Monument

• Spanish-American War Memorial

• Doughboy Statue

• Oregon WWII Memorial

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

• Schedule an appointment with ODVA Facilities staff to talk through the issues at each monument and memorial in order to determine the appropriate repairs for each area;

• Inspect designated monuments and memorials for structural damage, wear, corrosion, paint failure, biological growth, and safety hazards;

• Clean surfaces using methods appropriate to the memorials and monuments material (stone, metal, concrete, wood, etc.);

• Repair cracks, chips, spalling, broken components, loose fasteners, missing plaques, and other damages;

• Prepare surfaces for painting or finishing, including sanding, scraping, priming, rust treatment, and patching;

• Apply paint, sealant, preservative, or coating using manufacturer's recommended procedures suitable for historical or exterior features;

• Ensure proper protection of surrounding landscaping, walkways, and structures during all work; and

• Disposal of waste and debris in accordance with applicable environmental regulations.

See Exhibit B – Statement of Work of Painting, Repair, & Restoration Services of ODVA’s Monuments and Memorials for more information.

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

https://oregonbuys.gov/bso/

RFQ # S-27400-00017648 Painting, Repair, & Restoration Services of ODVA’s Monuments and Memorials

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

Exhibit A Requote Submission Form

Company Name:

Contact Name:

Address:

City, State, and Zip Code:

Phone Number:

Email:

Medal of Honor Monument Afghan-Iraqi Freedom Memorial Repairs/Restoration Repairs/Restoration

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

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

VFW Statue Korean War Monument

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

Spanish-American War Memorial Doughboy Statue

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

Oregon WWII Memorial Repairs/Restoration

Time Rate Total Hrs. $ $ Materials

Quantity Amount Total 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

Painting, Repair, & Restoration Services of ODVA's Monuments and Memorials

Project Name: Painting, Repair, & Restoration Services of ODVA’s Monuments and Memorials

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

Oregon WWII Memorial Corner of Cottage St NE & Court St NE Salem, OR 97301

Project Site Walk: Please contact the Agency Contact to schedule an inspection of the Monuments and

Memorials before 5:00pm on August 12, 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 July 31, 2026

Voluntary site walk to be requested and scheduled before August 12, 2026 Bid Submission deadline: 2:00pm on August 17, 2026

Project Description: The Oregon Department of Veterans’ Affairs (“ODVA”) is requesting a quote for painting, repair, and preservation of designated monuments and memorials ODVA is responsible for. These are the following monuments and memorials, which are located at: 700 Summer St NE and Corner of Cottage St NE & Court St NE, Salem, Oregon 97301 that will be serviced:

• Medal of Honor Monument

• Afghan-Iraqi Freedom Memorial

• VFW Statue

• Korean War Monument

• Spanish-American War Memorial

• Doughboy Statue

• Oregon WWII Memorial

ODVA maintains multiple monuments, memorials, and exterior public spaces. The purpose for these services is to define the requirements, tasks, materials, and deliverables for the painting, repair, and preservation of designated monuments and memorials. The intent is to ensure each monument and memorial are structurally sound, aesthetically restored, and protected from weathering and deterioration.

Service Requirements:

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

mailto:Troy.croff@odva.oregon.gov

• Schedule an appointment with ODVA Facilities staff to talk through the issues at each monument and memorial in order to determine the appropriate repairs for each area;

• Inspect designated monuments and memorials for structural damage, wear, corrosion, paint failure, biological growth, and safety hazards;

• Clean surfaces using methods appropriate to the memorials and monuments material (stone, metal, concrete, wood, etc.);

• Repair cracks, chips, spalling, broken components, loose fasteners, missing plaques, and other damages;

• Prepare surfaces for painting or finishing, including sanding, scraping, priming, rust treatment, and patching;

• Apply paint, sealant, preservative, or coating using manufacturer's recommended procedures suitable for historical or exterior features;

• Ensure proper protection of surrounding landscaping, walkways, and structures during all work; and

• Disposal of waste and debris in accordance with applicable environmental regulations.

Other Requirements:

Contractor shall do the following:

• Use materials compatible with the monuments and memorials existing structure and original design intent;

• Use paints and coatings rated for exterior, high-durability, and UV/weather resistance;

• Follow heritage-preservation guidelines if the monuments and memorials have historical status;

• Follow OSHA safety standards at all times; and

• Coordinate work with the Agency Contact to minimize disruption to visitors and operations.

• Providing pre-work conditions report to the Agency Contact with the following items:

o Photos o Notes on defects o Recommendations for repair methods;

• Providing a work plan to the Agency Contact with the following items:

o Materials lists o Equipment lists o Schedules o Safety plans o Staging plans;

• Completing repairs and finishing; fully restored and finished monuments and memorials, which meet all the quality requirements;

• Provide a post-work verification report; before/after photos, material specifications, warranty information, and confirmation of compliance; and

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

o All repairs are visually consistent, structurally sounds, and meet project specifications;

o Paint and coatings are applied smoothly without drips, runs, bare spots, or color mismatches;

o Surfaces are clean, finished, and protected; and o All reports and documentation have been submitted and approved.

Responsibilities and Deliverables:

Contractor is responsible for the following:

• Obtain all required permits prior to beginning the work;

• Provide and use protective barriers to prevent public access to active work zones;

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

• 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 interior 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 check in with the site staff upon arrival;

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

50) when working on site at the ODVA Building;

• 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 Monuments and Memorials Medal of Honor Monument

Afghan-Iraqi Freedom Memorial

VFW Statue Korean War Monument

Spanish-American War Memorial Doughboy Statue

Oregon WWII Memorial

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.