S-34000-00017370~1.pdf

STATE OF OREGON

COVER PAGE

Oregon Department of Environmental Quality is issuing this Intermediate Procurement under S-34000-00017370 for

ON-CALL HEATING, VENTILATION, AND AIR CONDITIONING

(HVAC) SERVICES FOR THE VEHICLE INSPECTION PROGRAM

Date of Issue: September 28, 2026

Opening Date: October 29, 2026

Single Point of Contact (SPC): Tempest Roberts, Procurement and Contract Specialist

Address: 700 NE Multnomah St., Suite 600 City, State, Zip: Portland, OR 97232 Email: tempest.roberts@deq.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

mailto:tempest.roberts@deq.oregon.gov

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROCUREMENT PROCESS

3.4 OFFERS CONTENT REQUIREMENTS

3.5 EVALUATION PROCESS

3.6 COST EVALUATION

3.7 NEXT STEP DETERMINATION

3.8 PREFERENCES

3.9 POINT AND SCORE CALCULATIONS

3.10 RANKING OF OFFERORS

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.3 CONTRACT NEGOTIATION

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

5.2 CERTIFIED FIRM PARTICIPATION

5.3 GOVERNING LAWS AND REGULATIONS

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES

5.6 COST OF SUBMITTING AN OFFER

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

5.8 RECYCLABLE PRODUCTS

5.9 CHECKLIST DISCLAIMER

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SCOPE OF WORK

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G SAMPLE CONTRACT

ATTACHMENT H EQUIPMENT LIST

OregonBuys Bid # S-34000-00017370

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Environmental Quality, (“Agency”), is issuing this Intermediate Procurement to establish a Contract for On-Call Heating, Ventilation, and Air Conditioning (HVAC) Services in support of the Vehicle Inspection Program.

The required services include, but are not limited to, quarterly inspections, preventive maintenance, troubleshooting, and repair of HVAC systems. Additional details regarding the required services are provided in Attachment A – Scope of Work.

DEQ intends to award one (1) Contract resulting from this solicitation. The initial Contract term is expected to begin on March 1, 2027, and will be for a period of one (1) year. DEQ may exercise renewal options for additional periods, not to exceed a cumulative maximum Contract term of ten (10) years.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this solicitation.

Event Date Time

Questions / Requests for Clarification Due October 15, 2026 5:00 PM

Opening (offer Due) October 29, 2026 5:00 PM

Issuance of Notice of Award (approx.) December 31, 2026

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this solicitation is identified on the Cover Page, along with the SPC’s contact information. Offeror shall direct all communications related to any provision of the solicitation, whether about the technical requirements of the solicitation, contractual requirements, the solicitation process, or any other provision only to the SPC.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this solicitation pursuant to its authority under ORS 279A.050 and ORS 279A.140.

Agency is using the Intermediate Procurement solicitation method set forth in ORS 279B.070 and OAR 125-247-0270.

2.2 DEFINITION OF TERMS

For the purposes of this solicitation, capitalized words will refer to the following definitions.

2.2.1 General Definitions

Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

Terminology specific to the OregonBuys system may be found at OregonBuys.

2.3 OVERVIEW AND PURPOSE

VIP conducts vehicle emission testing in the Portland and Medford metropolitan areas. VIP has six (6) vehicle emissions testing stations and one (1) administrative office in the Portland metropolitan area, and one (1) vehicle emissions testing station in Medford. VIP’s mission is to provide the citizens of Oregon with clean air.

VIP is responsible for the maintenance and repair of the HVAC systems at three (3) of its Portland area locations. Those locations are:

• Gresham: 1200 SW Highland Dr., Gresham, OR 97030

• Hillsboro: 5130 NE Five Oaks Dr., Hillsboro, OR 97124

• Portland Technical Center: 1240 SE 12th Ave., Portland, OR 97214

2.4 SCOPE OF WORK/SPECIFICATIONS

The Scope of Work is provided in Attachment A – Scope of Work.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM OFFER REQUIREMENTS

3.1.1 BUSINESS

To be considered for evaluation, Offeror must demonstrate how Offeror meets all of the following business requirements:

• Valid Oregon Construction Contractors Board (CCB) contractor license authorizing performance of HVAC work.

• Feder EPA Section 608 Certification (for personnel performing work involving refrigerants).

Individual technicians performing the work under the awarded Contract must maintain, at a minimum, the appropriate Oregon Building Codes Division (BCD) license or certification required to perform HVAC and related mechanical system work, which may include a Limited Maintenance Electrician (LME) with HVAC endorsement or an equivalent BCD-http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_125/125_246.html https://www.oregon.gov/das/ORBuys/Pages/Index.aspx issued mechanical certification, as applicable to the scope of work.

3.1.2 TECHNICAL

To be considered for evaluation, Offeror must demonstrate how they meet all of the following technical requirements:

• Must have 2-5 years of dedicated commercial experience;

• Must be familiar with complex systems, like chillers and variable air volume (VAV) systems;

• Must have experience with complex high-voltage and low-voltage systems;

• Must have capability to service gas-fired heating systems, HVAC equipment, and ventilation systems;

• Must perform scheduled preventive maintenance and routine HVAC system servicing;

• Must provide troubleshooting, diagnosis, repair, and full restoration of HVAC system functionality;

• Must have experience working on pneumatic, digital and computerized thermostat/building automation systems;

• Must respond to HVAC system failures within required Contract response times;

• Must perform all work in compliance with applicable Oregon Mechanical Specialty Code, Fuel Gas Code, OSHA standards, and manufacturer specifications; and

• Must provide qualified personnel and all tools, equipment, and materials necessary to complete required services.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Offeror Format and Quantity

Offeror should follow the format and reference the sections listed in the Offeror Content Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed. Offeror must describe in detail how requirements of this solicitation will be met and may provide additional related information.

Cost information must be submitted as a separate electronic file.

Offeror shall submit one electronic copy of its Offer. In addition, if Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B), and Offeror shall submit a fully redacted version of its Offer, clearly identified as the redacted version.

3.2.2 Authorized Representative

A representative authorized to bind the Offeror shall sign the Offer. Failure of the authorized representative to sign the Offer may subject the offer to rejection by Agency.

3.3 PROCUREMENT PROCESS

3.3.1 Public Notice

The solicitation, including all Amendments and attachments, are published in the OregonBuys e-procurement system Solicitation documents will not be mailed to prospective Offerors.

Agency shall advertise all Amendments on OregonBuys e-procurement system.

Prospective Offeror is solely responsible for checking OregonBuys to determine whether or not any Amendments have been issued. Amendments are incorporated into the solicitation by this reference.

3.3.2 Questions / Requests for Clarification

All inquiries, whether relating to the solicitation process, administration, deadline or method of award, or to the intent or technical aspects of the solicitation must:

• Be delivered to the SPC via an OregonBuys submission;

• Reference the OregonBuys bid number;

• Identify Offeror’s name and contact information;

• Be sent by an authorized representative;

• Refer to the specific area of the solicitation being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule

3.3.3 Pre-Offer Conference

Agency will offer pre-proposal walkthroughs of the facilities for interested Offerors.

Attendance is not mandatory; however, it is strongly recommended that Offerors participate to become familiar with site conditions and project requirements.

Walkthroughs will be scheduled individually by appointment. Offerors must contact the Single Point of Contact identified in this RFP to request and coordinate a date and time. The Agency reserves the right to limit scheduling availability based on operational needs.

The walkthrough will provide Offerors the opportunity to observe existing HVAC systems, facility layouts, access conditions, and other site-specific factors that may impact performance of the Work.

All questions arising from the walkthrough must be submitted in writing to the Single Point of Contact identified in this RFP. Oral statements made during the walkthrough are not binding. Any clarifications or changes to the solicitation will be issued through a written amendment to the RFP.

Offerors are responsible for all costs associated with attending the walkthrough.

https://oregonbuys.gov/bso

3.3.4 Offer Submission

Offeror is solely responsible for ensuring its Offer is received by the SPC in accordance with the solicitation requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery. Offers submitted by any means not authorized may be rejected.

3.3.4.1 Submission Options

OregonBuys Electronic Response. Offeror should submit its Offer electronically through OregonBuys. Detailed instructions on how to submit an Offer can be found at OregonBuys Supplier Bid Solicitation Response.

The cost sheet must be submitted as a separate electronic response file.

Offeror shall submit one copy of its Offer and all other submittal requirements, with Attachment C - Offeror Information and Certification Sheet bearing the Offeror’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Offeror shall also mark as “Confidential” in OregonBuys all attachments to its Offer that Offeror believes are exempt from disclosure

The Offeror Information and Certification Sheet (Attachment C) must bear the Offeror’s authorized representative’s Signature.

3.3.5 Modification or Withdrawal of Quotes or Offers

Any Offeror who wishes to make modifications to an Offer already received by Agency shall submit its modification in one of the manners listed in the offer Submission Options section and must denote the specific change(s) to the offer submission.

If an Offeror wishes to withdraw a submitted Offer, it shall do so prior to Opening. The Offeror shall submit a Written notice Signed by an authorized representative of its intent to withdraw its Offer in accordance with OAR 125-247-0440. The notice must include the OregonBuys Bid number and be submitted to the SPC.

3.3.6 Offer Opening Date

Offer and all required submittal items must be received by the SPC on or before Opening.

All Offer modifications or withdrawals must be completed prior to Opening.

Offers received after Opening are considered LATE and will NOT be accepted for evaluation.

Late Offers will be returned to the respective Offeror or destroyed.

3.3.7 Offer Rejection

Agency may reject an Offer for any of the following reasons:

https://www.oregon.gov/odot/Business/Procurement/Documents/SupplierBidResponse.pdf https://www.oregon.gov/odot/Business/Procurement/Documents/SupplierBidResponse.pdf

• Offeror fails to substantially comply with all prescribed solicitation procedures and requirements, including but not limited to the requirement that Offeror’s authorized representative sign the offer.

• Offeror fails to meet the responsibility requirements of ORS 279B.110.

• Offeror has undisclosed liquidated and delinquent debt owed to the State of Oregon or any of its agencies, boards, commissions, departments or divisions.

• Offeror makes any contact regarding this solicitation with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Offeror attempts to inappropriately influence a member of the Evaluation Committee.

• Offeror is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the solicitation or Amendment.

3.3.8 Opening of Offers

There will be no public Opening of Offers. Offers received will not be available for inspection until after the evaluation process has been completed and the Notice Award is issued.

However, Agency will record and make available the identity of all Offerors after Opening.

3.4 OFFERS CONTENT REQUIREMENTS

Offeror must address each of the items listed in this section and all other requirements set forth in this solicitation. Offeror shall describe the Goods to be provided or the Services to be performed or both. An Offer that merely offers to provide the goods or services as stated in this solicitation will be considered non-Responsive to this solicitation and will not be considered further.

3.4.1 Experience Outline (REQUIRED)

Offerors must submit an Experience Outline describing relevant experience and qualifications to perform the Work under this solicitation. The purpose of this requirement is to demonstrate the Offeror’s capability to successfully provide HVAC inspection, maintenance, troubleshooting, and repair services in similar operational environments.

The Experience Outline must, at a minimum, include:

• A summary of relevant HVAC service experience within the past five (5) years.

• At least three (3) comparable projects, including scope, facility type, and duration.

• Experience performing HVAC services in commercial, operational, or public-facing facilities.

• Experience servicing HVAC systems similar in complexity to those identified in this RFP, including gas-fired heating systems.

• Identification of key personnel proposed for the Contract, including relevant experience and roles.

• Description of the Offeror’s approach to preventive maintenance, troubleshooting, and repair services.

• Description of any proposed subcontractor participation, including roles and qualifications (if applicable).

The Experience Outline must also demonstrate the Offeror’s ability to meet the requirements outlined in Section 3.1.

The Agency will use the Experience Outline to evaluate the Offeror’s ability to perform the required services. Failure to provide sufficient detail may result in a lower evaluation score or disqualification.

3.4.2 Disclosure Exemption Affidavit – Attachment B (OPTIONAL)

If Offeror believes any of its Offer is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Offeror shall mark as “Confidential” in OregonBuys all attachments to its Offer that Offeror believes are exempt from disclosure.

3.4.3 Offeror Information and Certification Sheet – Attachment C (REQUIRED)

The Offeror shall complete and submit the Offeror Information and Certification Sheet (Attachment C).

3.4.4 Reference Check Form – Attachment D (REQUIRED)

Offeror shall provide at least three (3) references from current or former client firms for similar projects performed for any clients within the last five (5) years. References must verify the quality of previous, related Work.

Agency may check to determine if references provided support Offeror’s ability to comply with the requirements of this solicitation. Agency may use references to obtain additional information, break tie scores, or verify any information needed. Agency may contact any reference (submitted or not) to verify Offeror’s qualifications.

Offeror shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by reference, returned to the Offeror and submitted with the Offer prior to opening.

3.4.5 Cost Sheet – Attachment E (REQUIRED)

Offeror shall complete and submit Attachment E – Cost Sheet.

3.4.6 Certified Disadvantaged Business Outreach Plan – Attachment F (REQUIRED)

Offeror shall complete and submit Attachment F – Certified Disadvantaged Business

Outreach Plan.

3.4.7 Responsibility Inquiry – Attachment G (REQUIRED)

3.4.8 Public Record/Confidential or Proprietary Information

All Offers are public record and are subject to public inspection after Agency issues the Notice of the Intent to Award. If an Offeror believes that any portion of its Offer contains any information that is a trade secret under ORS Chapter 192.345(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Offeror shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Offer.

Offeror is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Offer, in whole, as exempt from disclosure is not acceptable. Agency advises each Offeror to consult with its own legal counsel regarding disclosure issues.

If Offeror fails to identify the portions of the Offer that Offeror claims are exempt from disclosure, Offeror has waived any future claim of non-disclosure of that information.

3.5 EVALUATION PROCESS

3.5.1 Responsiveness and Responsibility Determination

Offers received prior to Opening will be reviewed for Responsiveness to all solicitation requirements including compliance with Minimum Requirements section and offer Content Requirements section. If the Offer is unclear, the SPC may request clarification from Offeror. However, clarifications may not be used to rehabilitate a non-Responsive Offer. If the SPC finds the Offer non-Responsive, the Offer may be rejected, however, Agency may waive mistakes in accordance with OAR 125-247-0470.

At any time prior to award, Agency may reject an Offeror found to be not Responsible.

3.5.2 Evaluation Criteria

Offers meeting the requirements outlined in the Offer Content Requirements section will be evaluated by an Evaluation Committee. Evaluators will assign a score of 0% to 100% for each evaluation criterion listed below in this section.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of offers. A response to a clarification request must be to clarify or explain portions of the already submitted Offer and may not contain new information not included in the original Offer.

3.5.2.1 Evaluation Item 1 – Experience Outline (200 Points Possible) o Relevant Experience – 50 Points

Evaluation of HVAC experience within the past five (5) years, including relevance to similar systems, facility types, and operational environments.

o Comparable Project Experience – 50 Points Evaluation of demonstrated experience completing projects of similar size, scope, and complexity, including preventive maintenance and repair services.

o Technical Capability – 50 Points Evaluation of ability to service HVAC systems similar to those identified in the RFP, including gas-fired heating systems and associated components.

o Key Personnel Qualifications – 25 Points Evaluation of qualifications, certifications, and relevant experience of proposed staff assigned to the Contract.

o Approach and Methodology – 25 Points Evaluation of the Offeror’s approach to preventive maintenance, troubleshooting, repair services, responsiveness, and service delivery.

3.5.2.2 Evaluation Item 2 – Reference Check Form (100 Points Possible)

Reference Check Forms shall be evaluated and scored as follows:

1. Describe an instance when a requested service did not go as planned or when an issue occurred more than once. Explain how the Offeror addressed the situation and resolved the problem.

Maximum Points: 10

0–3 Points (Poor Response)

• No specific example provided, or example is vague.

• Response lacks clarity about what went wrong.

• Little or no explanation of how the Offeror addressed the issue.

• Indicates unresolved problems or a pattern of poor performance.

4–6 Points (Adequate Response)

• A specific example is provided but limited in detail.

• Issue is described but not thoroughly explained.

• Offeror’s response is addressed but with minimal context or limited effectiveness.

• Demonstrates acceptable but not exceptional problem resolution.

7–8 Points (Good Response)

• Clear, specific example describing the issue.

• Provides a solid explanation of what went wrong and why.

• Describes an effective response by the Offeror showing professionalism and responsibility.

• Evidence that the issue was resolved satisfactorily.

9–10 Points (Excellent Response)

• Thorough, detailed example clearly illustrating the issue.

• Explanation shows strong understanding of the situation and contributing factors.

• Demonstrates a proactive, timely, and highly effective response by the Offeror.

• Includes evidence of corrective action or process improvement to prevent recurrence.

• Reference expresses high confidence in the Offeror’s problem solving ability.

2. Describe a situation where an urgent repair was needed. Explain how the company communicated throughout the process and how you would evaluate the company’s handling of the repair overall.

Maximum Points: 10

0–3 Points (Poor Response)

• No clear example of an urgent repair.

• Limited or no detail about how the company communicated.

• Repair handling not explained or described poorly.

• Indicates slow response, poor communication, or unsatisfactory outcome.

4–6 Points (Adequate Response)

• Example provided but lacking depth.

• Company’s communication somewhat explained but missing important details.

• Repair was handled adequately but without strong supporting information.

• Overall experience acceptable but not exceptional.

7–8 Points (Good Response)

• Clear example of an urgent repair.

• Communication described with relevant detail.

• Repair process handled professionally and effectively.

• Reference expresses satisfaction with responsiveness.

9–10 Points (Excellent Response)

• Thorough, well-detailed example.

• Communication was proactive, clear, and timely.

• Repair was completed effectively under time pressure.

• Reference strongly endorses the company’s urgent repair performance.

3. Were projects completed within the expected timelines? Describe how those timelines were communicated throughout the project.

Maximum Points: 10

0–3 Points (Poor Response)

• Projects frequently missed deadlines.

• Little or no timeline communication.

• Example indicates delays or schedule problems.

4–6 Points (Adequate Response)

• Some deadlines met, some missed.

• Timeline communication basic or inconsistent.

• Performance acceptable but not strong.

7–8 Points (Good Response)

• Projects generally completed on time.

• Clear communication of timelines throughout the project.

• Demonstrates consistent reliability.

9–10 Points (Excellent Response)

• Projects consistently completed on or ahead of schedule.

• Timelines communicated proactively and transparently.

• Strong evidence of planning, coordination, and schedule management.

4. Were projects completed within the established budget:

0–3 Points (Poor Response)

• Projects regularly exceeded budget without justification.

• Poor cost control or transparency.

4–6 Points (Adequate Response)

• Some variances occurred but explained or minor.

• Budget performance acceptable but not exceptional.

7–8 Points (Good Response)

• Projects largely stayed within budget.

• Good cost management and clear communication.

9–10 Points (Excellent Response)

• Projects consistently completed within budget.

• Strong cost control, transparency, and financial reliability.

• Reference expresses confidence in the contractor’s fiscal management.

5. How would you evaluate the quality of the Offeror’s workmanship? Please provide three specific examples demonstrating this assessment.

0–3 Points (Poor Response)

• Fewer than three examples provided.

• Examples unclear or indicate poor workmanship.

• Issues with durability, accuracy, or completeness.

4–6 Points (Adequate Response)

• Three examples provided but limited detail.

• Workmanship acceptable but not high‑quality.

• Minor issues noted.

7–8 Points (Good Response)

• Clear, specific examples showing solid workmanship.

• Work is reliable, accurate, and well‑executed.

9–10 Points (Excellent Response)

• Three strong, detailed examples which demonstrate exceptional workmanship.

• High attention to detail, quality, consistency, and durability.

• Reference highly satisfied.

6. How effective was the Offeror’s preventive maintenance program?

Maximum Points: 10

0–3 Points (Poor Response)

• Preventive maintenance inconsistent or ineffective.

• Issues not addressed before becoming problems.

4–6 Points (Adequate Response)

• Program in place but not comprehensive.

• Some issues prevented; some were missed.

7–8 Points (Good Response)

• Effective program reducing downtime and issues.

• Reference satisfied overall.

9–10 Points (Excellent Response)

• Strong, proactive program preventing failures.

• Consistent scheduling, documentation, and follow-through.

• High confidence in long-term reliability.

7. How effectively did the company communicate throughout the work? Please provide three specific examples illustrating your assessment.

• Fewer than three examples.

• Communication unclear, delayed, or insufficient.

• Issues caused by poor communication.

4–6 Points (Adequate Response)

• Three examples but limited detail.

• Communication acceptable but inconsistent.

7–8 Points (Good Response)

• Clear communication examples showing reliability and responsiveness.

• Reference expresses confidence in communication.

9–10 Points (Excellent Response)

• Three detailed examples demonstrating proactive, timely, and clear communication.

• Contractor consistently informed, coordinated, and updated all stakeholders.

• Strong endorsement.

8. Did the Offeror effectively minimize disruption to your operations? Describe the steps they took to ensure operations were not impacted.

Maximum Points: 10

0–3 Points (Poor Response)

• Significant disruptions occurred.

• Steps taken were ineffective or unclear.

4–6 Points (Adequate Response)

• Some disruption but managed reasonably.

• Steps taken were helpful but not fully effective.

7–8 Points (Good Response)

• Minimal operational impact.

• Clear examples of thoughtful planning and coordination.

• Contractor was highly effective at preventing disruption.

• Strong planning, coordination, and mitigation strategies.

• Reference confident in operational awareness.

9. Were invoices accurate and easy to understand?

Maximum Points: 10

0–3 Points (Poor Response)

• Frequent invoicing errors.

• Difficult to understand or reconcile.

4–6 Points (Adequate Response)

• Occasional small errors or minor confusion.

• Generally acceptable clarity.

7–8 Points (Good Response)

• Invoices accurate and clearly itemized.

• Good transparency in billing.

9–10 Points (Excellent Response)

• Invoices consistently accurate, clear, and detailed.

• No discrepancies; easy to interpret.

• High confidence in financial documentation.

10. Would you choose to work with this contractor again? Explain the reasons for your response.

• Reference would not work with the contractor again.

• Reasons indicate significant performance concerns.

4–6 Points (Adequate Response)

• Mixed or limited endorsement.

• Some issues or reservations explained.

7–8 Points (Good Response)

• Reference would work with the contractor again.

• Good reasoning and overall satisfaction.

• Strong, enthusiastic endorsement.

• Reasons clearly tied to performance, reliability, and quality.

• No reservations noted.

3.6 COST EVALUATION

The SPC will conduct the cost evaluation. The SPC will award a score to each Cost Sheet based upon the percentage of the proposed cost as compared to the lowest Offeror’s cost using the following formula:

Cost categories shall be scored as follows with 100 total points possible:

Hourly Labor Rate: Regular Hours (REQUIRED) 23 Points Possible

Hourly Labor Rate: Emergency Hours (REQUIRED) 8 Points Possible

Diagnostic Service Call – Trouble Shooting Cost: Regular Hours 17 Points Possible

Parts Markup Percentage 19 Points Possible

Service Call / Trip Fee 12 Points Possible

Preventative Maintenance 21 Points Possible

3.7 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if in the best interest of the State.

Additional rounds of competition may consist of, but will not be limited to:

• Establishing a Competitive Range

• Presentations/Demonstrations/Additional Submittal Items

• Interviews

• Best and Final Offers

If Agency elects to conduct additional round(s), Agency shall provide written notice to all Offerors describing the next step. At any time, Agency may dispense with the selected additional round and: (1) issue a Notice of Intent to Award to the highest-ranking Responsible Offeror; or (2) elect to conduct an alternative round of competition; or (3) cancel the solicitation.

3.8 PREFERENCES

3.8.1 Oregon Small Business Enterprises

In accordance with OAR 125-246-0230, Agency shall provide a preference for eligible Oregon Small Business Enterprise (OSBE)-certified businesses participating in applicable procurements. The purpose of this preference is to promote opportunities for certified small businesses to compete for and perform work under Agency contracts.

lowest cost of all Offerors X cost points possible = cost score cost being scored

For this solicitation, an OSBE preference of 10% will be applied during the evaluation process to eligible OSBE-certified Proposers. The preference will be applied only to Proposers that are certified as an eligible OSBE business at the time proposals are submitted and that otherwise meet all solicitation requirements.

The OSBE preference will be applied by increasing the score awarded for Evaluation Item 1 – Experience Outline by 10%. The adjusted score will be used in the overall evaluation and ranking of proposals.

Application of the preference does not waive or modify any solicitation requirements, evaluation criteria, responsibility standards, or the Agency’s obligation to award a contract based on a responsive and responsible proposal.

The Agency reserves the right to verify OSBE certification status and eligibility prior to applying the preference. The Proposer is responsible for ensuring its OSBE certification information is accurate and current as reported by Business Oregon. The Agency will rely on the certification information available through Business Oregon when determining eligibility for application of the OSBE preference.

3.8.2 Recycled Materials

In comparing Goods from two or more Offerors, if at least one Offeror proposes Goods manufactured with Recycled Materials, and at least one (1) Offeror does not, Agency will select the Offeror proposing Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the cost of the Goods according to any applicable reciprocal preference.

3.8.3 Tiebreakers

Oregon Supplies: If Agency receives Offerors identical in cost, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 125-246-0300.

3.9 POINT AND SCORE CALCULATIONS

Scores are the values assigned by each evaluator. Points are the total possible value for each section as listed in the table below.

The SPC will average all scores for each evaluation criterion. The total score will determine the apparent successful Offeror.

Cost points are calculated as stated in the Cost Evaluation section. Points possible are as follows:

TOTAL POINTS POSSIBLE : 400

EVALUATION POINTS POSSIBLE 300

Sec. # Title Points

3.5.2.1 Evaluation Item 1 – Experience Outline 200

3.5.2.2 Evaluation item 2 – Reference Check Form 100

3.12 COST POINTS POSSIBLE 100

3.10 RANKING OF OFFERORS

The SPC will total the final average score (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members), together with references, and final price. After each applicable preference has been applied, SPC will determine rank order for each respective Offer and Offeror, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

SECTION 4: AWARD AND NEGOTIATION

4.1 AWARD NOTIFICATION PROCESS

4.1.1 Award Consideration

Agency, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Offeror(s) based upon the scoring methodology and process described in Section 3. Agency may award less than the full Scope defined in this solicitation.

4.1.2 Notice of Award

Agency will notify all Offerors in Writing that Agency has awarded a Contract to the selected Offeror(s) subject to successful negotiation of any negotiable provisions.

4.2 SUCCESSFUL OFFEROR SUBMISSION REQUIREMENTS

4.2.1 Insurance

Prior to execution of the Contract, the apparent successful Offeror shall secure and demonstrate to Agency proof of insurance coverage meeting the requirements identified in the solicitation or as otherwise negotiated.

Failure to demonstrate coverage may result in Agency terminating Negotiations and commencing Negotiations with the next highest-ranking Offeror. Offeror is encouraged to consult its insurance agent about the insurance requirements contained in Insurance Requirements (Exhibit B of Attachment G) prior to offer submission.

4.2.2 Taxpayer Identification Number

The apparent successful Offeror shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form if either of the following applies:

http://www.irs.gov/pub/irs-pdf/fw9.pdf

• When requested by Agency (normally in an intent to award notice), or

• When the backup withholding status or any other information of Offeror has changed since the last submitted W-9 form, if any.

Agency will not make any payment until Agency has a properly completed W-9.

4.2.3 Business Registry

If selected for award, Offeror shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Offeror shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site:

http://www.filinginoregon.com/index.htm.

4.3 CONTRACT NEGOTIATION

4.3.1 Negotiation

After selection of a successful Offeror, Agency may negotiate the Statement of Work as well as following terms and conditions:

o Pricing o Expiration Date and length of term o Payment terms

In the event that the parties have not reached mutually agreeable terms within 30 calendar days, Agency, at its discretion, may terminate Negotiations and commence Negotiations with the next highest-ranking Offeror.

By submitting an Offer, the Offeror agrees to comply with all requirements of this Solicitation, including the terms and conditions outlined in the Sample Contract (Attachment G). The Agency will not negotiate any additional provisions, terms, or conditions.

SECTION 5: ADDITIONAL INFORMATION

5.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

http://www.filinginoregon.com/index.htm

5.2 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit the COBID website or email COBID.

If the Contract has potential subcontracting opportunities, the successful Offeror may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

5.3 GOVERNING LAWS AND REGULATIONS

This intermediate procurement is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this intermediate procurement, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or consent to the jurisdiction of any court.

5.4 OWNERSHIP/PERMISSION TO USE MATERIALS

All Offers submitted in response to this solicitation become the property of Agency. By submitting an Offer in response to this solicitation, Offeror grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Offer solely for the purpose of evaluating the Offer, negotiating a Contract, if awarded to Offeror, or as otherwise needed to administer the intermediate procurement process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

5.5 CANCELLATION OF SOLICITATION; REJECTION OF OFFERS; NO DAMAGES.

Pursuant to ORS 279B.100, Agency may reject any or all Offers in-whole or in-part or may cancel this solicitation at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor Agency is liable to any Offeror for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the solicitation, award, or rejection of any Offer.

5.6 COST OF SUBMITTING AN OFFER

Offeror shall pay all the costs in submitting its offer, including, but not limited to, the costs to prepare and submit the offer, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

mailto:Biz.COBID@biz.oregon.gov

5.7 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Offeror shall include information in its offer that demonstrates compliance with the Statewide E-Waste/Recovery Procedure 107-011-050_PR. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

5.8 RECYCLABLE PRODUCTS

Offeror shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract.

(ORS 279B.025)

5.9 CHECKLIST DISCLAIMER

Any checklists that may be contained in this solicitation are provided only as a courtesy to prospective Offeror. Agency makes no representation as to the completeness or accuracy of any Checklist. Prospective Offeror is solely responsible for reviewing and understanding the solicitation and complying with all the requirements of this solicitation, whether listed in a checklist or not. Neither the State nor Agency is liable for any claims, or subject to any defenses, asserted by Offeror based upon, resulting from, or related to, Offeror’s failure to comprehend all requirements of this solicitation.

SECTION 6: LIST OF ATTACHMENTS

ATTACHMENT A SCOPE OF WORK

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C OFFEROR INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COST SHEET

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G SAMPLE CONTRACT

ATTACHMENT H EQUIPMENT LIST

http://www.oregon.gov/DAS