S63500-00015587 Notice of Intent to Award OregonBuys.pdf

This is a Notice of Intent to Award issued by the Oregon Department of Fish and Wildlife (ODFW) Administrative Services Division for janitorial services at three Newport-area offices. The solicitation, ITB No. S-63500-00015587, sought bids for weekly and periodic cleaning services across three facilities: Newport Annex (3,543 sq ft, once-weekly weekend cleaning), South Beach Annex (5,750 sq ft, once-weekly weekend cleaning), and Newport Main (8,736 sq ft, twice-weekly cleaning on Wednesdays and weekends). The scope of work encompasses general area cleaning, restroom maintenance, break room sanitization, monthly baseboards and chair dusting, quarterly carpet shampooing and floor buffing, and annual window cleaning and floor stripping/waxing. The bid due date was February 17, 2026, at 2:00 PM Pacific Time, with questions required by February 9, 2026. Facility walkthroughs could be scheduled by contacting Jonathon Stratton at (541) 857-2537. The contract term runs from April 1, 2026, through March 31, 2029 (36 months), with an option to renew for one additional year. Contract award was anticipated by February 23, 2026.

ODFW completed its evaluation of bids and intends to award the contract to Proactive Cleaning Solutions LLC of Oregon City, Oregon, which was determined to be the lowest responsive and responsible bidder. Bidders were required to have been in business for a minimum of five years and provide three business and three key person references demonstrating comparable services within the last five years. An Oregon supplies preference of 10 percent was applied to eligible bids, with reciprocal preferences potentially applied to out-of-state bidders. Prior to award, the successful bidder must demonstrate proof of required insurance including workers' compensation, general liability with a combined single limit of not less than $1,000,000 per occurrence, and automobile liability. The contractor is responsible for providing all labor, equipment, cleaning supplies, and tools, while ODFW furnishes hand soap, toilet tissue, paper towels, and light fixtures. Monthly compensation is structured with specified per-location billing amounts with a total not-to-exceed amount for the full 36-month period, and payment is made within 45 calendar days of invoice approval. This is an intermediate procurement under OAR 125-047-0270 with no protests accepted.