Request for Proposals SolicitaƟon No: 2026-05

For the Provision of:

A Master Price Agreement for School Photography Services

RFP Closing:

May 27, 2026 at 2:00 PM Pacific Time Issued by:

Centennial School District 28j 18135 SE Brooklyn St Portland, OR 97236

RFP Release Date: April 29th, 2026 Person to Receive Proposals: Paul Southerton, Director of Business & OperaƟons paul_southerton@csd28j.org

QuesƟons must be submiƩed in wriƟng via email to: paul_southerton@csd28j.org Deadline for QuesƟons: May 20, 2026 at 2:00 PM PST

Centennial SD RFP 2026-05 Page ii

Centennial School District Business OƯice

RFP: 2026-05 SCHOOL PHOTOGRAPHY SERVICES

REQUEST FOR PROPOSAL (RFP)

SolicitaƟon No: RFP 2026-05

Summary The purpose of this Request for Proposals (SolicitaƟon) is to obtain compeƟƟve Proposals from qualified Proposers interested in the provision of school pictures on a requirements basis for the Centennial School District.

Interested Proposers must Submit a Proposal pursuant to the provisions of this SolicitaƟon by email only to: paul_southerton@csd28j.org. Proposals must include “Photography Services RFP 2026-05” in subject line.

SOLICITATION DUE DATE AND TIME (CLOSING):

May 27, 2026 at 2:00 PM Pacific Time

LATE PROPOSALS WILL NOT BE ACCEPTED

No public opening will occur. Proposals will be opened and recorded. Subject to public records law, the contents of any Proposal will not be disclosed to the public unƟl a noƟce of intent to award has been issued or the SolicitaƟon is cancelled aŌer opening Proposals.

Proposers are solely responsible for ensuring that the Centennial School District receives its Proposal.

LATE PROPOSALS WILL NOT BE ACCEPTED.

ProspecƟve Proposers must register with Oregon Buys – hƩp://oregonbuys.gov/ to obtain the solicitaƟon documents.

All quesƟons and comments regarding this solicitaƟon must be directed only by email to:

paul_southerton@csd28j.org

PROPOSALS MUST BE PURSUANT TO THE PROVISIONS OF THIS SOLICITATION.

THE DISTRICT MAY REJECT ANY PROPOSAL NOT IN COMPLIANCE WITH ALL PRESCRIBED

REQUIREMENTS.

Centennial SD RFP 2026-05 Page iii

CONTENTS

SECTION I - INTRODUCTION

1. INTRODUCTION

2. DEFINITIONS

3. SOLICITATION REVIEW

4. BACKGROUND

5. SCOPE OF WORK

6. CONTRACT

7. AMENDMENTS

8. CONTRACT DURATION/EXTENSION

9. CONTRACT ADMINISTRATOR

10. SOLICITATION SCHEDULE

11. CONTACT DURING SOLICITACTION

12. RESERVATION OF RIGHTS

SECTION II – SCOPE OF WORK

1. PURPOSE

2. DESCRIPTION OF SERVICES

3. PROPOSER/PROVIDER RESPONSIBILITIES

4. SCHEDULE AND RATES

5. PROPOSER REPRESENTATIVE

6. PORTRAIT SPECIFICATIONS

7. REQUIRED ADDITIONAL SCHOOL PICTURE SERVICES

8. ELECTRONIC DELIVERY OF PICTURES

9. STUDENT ENROLLMENT ESTIMATES

10. ADDITIONAL REQUIREMENTS

SECTION III – INSTRUCTIONS TO PROPOSERS

1. FORMAL SELECTION PROCEDURE: Pursuant To OAR 137-047-0260

Centennial SD RFP 2026-05 Page iv

2. PRE-PROPOSAL CONFERENCE: Pursuant To OAR 137-047-0420

3. PROPOSALS ARE OFFERS: Pursuant To OAR 137-047-0310

4. PROPOSAL PREPARATION: Pursuant To OAR 137-047-0400

5. PROPOSAL SUBMISSION: Pursuant To OAR 137-047-0410

6. COOPERATIVE PROCUREMENT: Pursuant To OAR 137-046-0430

7. ADDENDA: Pursuant To OAR 137-047-0430

8. QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST:

9. PRE-CLOSING MODIFICATION OR WITHDRAWAL OF PROPOSALS: Pursuant To OAR 137-47-0440

10. RECEIPT, OPENING, AND RECORDING OF PROPOSALS: Pursuant To OAR 137-47-

11. LATE PROPOSALS, LATE WITHDRAWALS, AND LATE MODIFICATIONS: Pursuant To

OAR 137-47-0460

12. MISTAKES: Pursuant To OAR 137-47-0470

13. AWARD: Pursuant To OAR 137-47-0600

14. NOTICE OF INTENT TO AWARD: Pursuant To OAR 137-047-0610

15. PROPOSAL REJECTION. Pursuant To OAR 137-047-0640 And Oar 137-047-0650 ... 16

16. SOLICITATION CANCELLATION: Pursuant To OAR 137-047-0660

17. PROPOSAL COSTS:

18. CONTRACT AWARD PROTEST: Pursuant To OAR 137-047-0740

19. ADDITIONAL REQUIREMENTS:

20. CONFIDENTIALITY OF PROPOSALS:

SECTION IV – RESPONSE AND EVALUATION

1. Introduction

2. Page limit and Proposal Format

3. Proposal Content Requirements

Section A – Detailed Proposal Content Requirements

Centennial SD RFP 2026-05 Page v

Section B – Evaluation Criteria

1. Evaluation Criteria

2. Interviews (if conducted)

3. Proposal Evaluation

4. Evaluation Committee

Proposal Submission Checklist

REQUIRED AFFIDAVIT, CERTIFICATIONS AND FORMS

DETAILED PROPOSAL CONTENT REQUIREMENTS

SECTION V – ATTACHMENTS

ATTACHMENT A - Proposer Certification

ATTACHMENT B - Independent Contractor Certification

ATTACHMENT C – AƯidavit Of Non-Collusion / Compliance With Tax Laws

ATTACHMENT D – Non-Conflict Of Interest Certification

ATTACHMENT E - Proposer Responsibility Form (Proposer’s Qualifications And Financial Information)

ATTACHMENT F – Proposer Reference Form

Attachment G – Price Schedule

Attachment H – Sample Contract

Exhibit 1 – School List

Centennial SD RFP 2026-05 Page 1

SECTION I - INTRODUCTION

1. INTRODUCTION

This solicitation is pursuant to ORS 279A, ORS 279A and the Oregon Attorney General Rules Divisions 46 and 47.

2. DEFINITIONS

The term “District” or “Owner” throughout this document means the Centennial School District (CSD). The term “Proposer” means the person or firm that submits a Proposal in response to this Solicitation. The term “Proposal” or “OƯer” means a written response to provide Goods or Services in response to this Solicitation. “Closing” means the date and time specified in the Solicitation as the deadline for submitting Proposals. “Provider”, “Contractor”, “Vendor”, or “Supplier” means the firm or individual awarded the Contract as a result of this Solicitation.

3. SOLICITATION REVIEW

Proposers must carefully review the Solicitation documents and are responsible for knowing and understanding all terms and conditions. Unless defects, ambiguities, omissions, or errors are brought to the District’s attentions by protest pursuant to QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST in section III, protests or appeals based on such defects, ambiguities, omissions or errors received after issuance of the Notice of Intent to Award (NOI) may not be favorably considered.

4. BACKGROUND

a. The Centennial School District encompasses approximately 15 square miles in northwestern Oregon in both Multnomah and Clackamas Counties. The District, has catchment areas in Portland, Gresham, Happy Valley, and Damascus, Oregon and is the 22nd largest School District, by enrollment, in Oregon.

b. The Centennial School District has approximately 750 employees. The District is responsible for educating approximately 5,450 students in pre-kindergarten through grade 12 at six (6) Elementary Schools, two (2) Middle Schools, one High School, and a virtual academy.

c. Potential work is to be performed on an as needed basis, or as otherwise directed, at these sites and any future properties or interests of the District. Work or portions of the Work may also be performed elsewhere.

5. SCOPE OF WORK

The purpose of this Solicitation is to establish a Master Price Agreement between the highest scored Proposer and the District for the provision of school pictures on a requirements basis. The

Centennial SD RFP 2026-05 Page 2 selected vendor shall provide all labor, equipment, supplies, and personnel necessary to provide student photography services. See section II and applicable attachments for additional details.

6. CONTRACT

The successful Proposer, as selected by the District, will receive a Master Price Agreement. A sample contract is enclosed herein (see SECTION V – ATTACHMENTS).

a. Proposers are advised to thoroughly review and familiarize themselves with the standard contract. Certain contract terms reflect state statute and may not be altered.

b. The Proposer will be expected to promptly sign a contract including all standard terms and conditions contained in the sample contract. The District will execute the Contract only after it has obtained all applicable required documents and approvals.

c. The District may, at its sole discretion, negotiate any contract terms suggested in the Proposals and/or any other contract terms it finds to be in its best interest to negotiate. The forgoing does not limit the District’s right to terminate contract negotiations as provided under applicable rules/laws.

7. AMENDMENTS

The District may amend a Contract without additional competition pursuant to OAR 137-047- 0800.

8. CONTRACT DURATION/EXTENSION

a. The selected Proposer will be issued a Contract eƯective upon full execution, for a period from July 1, 2026, through June 30, 2029.

b. The District may, at its sole discretion, extend the Contract for additional one (1) year terms.

The total Contract term, including extensions, is anticipated to be up to approximately ten

(10) years. The District will endeavor to provide written notice of its intent to extend the contract approximately sixty (60) days prior to the expiration of the current Contract term. If necessary to ensure continuity of services and allow for the successful procurement of replacement services, the District reserves the right to extend the Contract beyond the anticipated term.

c. The Supplier’s pricing and rates must remain firm for the initial three (3) years Contract Term and through June 30 of each renewal year, when extended. Any proposed price adjustments must be submitted to the District no later than ninety (90) days prior to the start of the next fiscal year, commencing July 1. No price adjustments shall be eƯective unless approved by the District and memorialized in a written Contract Amendment executed by both parties.

d. Any annual price increases shall not exceed the prior year’s percentage increase in the applicable sub-category of the Consumer Price Index – Urban Consumers (CPI-U), Western Region. The District may, in its sole discretion, consider price increases in excess of this limit if the Proposer demonstrated that such increases are due to actual cost increases/or industry specific market conditions.

Centennial SD RFP 2026-05 Page 3

9. CONTRACT ADMINISTRATOR

The Contract Administrator for this Master Contract will be the Purchasing Manager, or designee.

10. SOLICITATION SCHEDULE

The milestones for the selection process are ser forth below. The dates are specific and will be followed to the extent reasonably possible. The purpose of this schedule is for Proposer information only. The District reserves the right to deviate from this schedule.

Solicitation Milestone Due Date Deadline for Questions May 20, 2026 at 2:00 PM Pacific Time Submit Proposals May 27, 2026 at 2:00 PM Pacific Time

11. CONTACT DURING SOLICITACTION

a. Method of Inquiry: All questions related to this solicitation must be submitted in writing via email to paul_southerton@csd28j.org as indicated on the summary page of this Solicitation.

b. Point of Contact: Communications may be routed through paul_southerton@csd28j during the RFP process. Aside from the stated email inbox and District Purchasing StaƯ, no other points of contact are authorized.

c. External Communication: Other than the methods authorized above and herein, it is prohibited to engage in any form of communication with Centennial School District employees, oƯicials, or their representatives, regarding this RFP. This prohibition includes, but is not limited to, any attempts to influence or contact members of the evaluation team. Such conduct by the Proposer may result in the rejection of the proposal.

12. RESERVATION OF RIGHTS

The District reserves the right to:

a. Reject any and all proposals

b. Cancel the solicitation

c. Waive informalities

d. Request additional information from proposers.

Centennial SD RFP 2026-05 Page 4

SECTION II – SCOPE OF WORK

1. PURPOSE

The purpose of this Scope of Work (SOW) is to define the requirements for the PROFESSIONAL SCHOOL PHOTOGRAPHY services for the District. The District seeks a qualified Proposer to provide high-quality, consistent, and secure photography services for students, school staƯ, and District staƯ, including portrait packages, identification badges, electronic image delivery, and related services. Services shall be provided in a manner that minimizes instructional disruption, protects student data privacy, and ensures customer satisfaction for families, schools, and the District.

2. DESCRIPTION OF SERVICES

The proposer shall provide traditional school photography services for Pre-K through grade 12 students and staƯ at District-designated locations, dates, and times, including initial picture days, absentee days, and retake days. Services include portrait photography, optional packages for purchase by families, with low-cost options available, required no-cost services to the District, electronic delivery of images, and additional services as described in the SOW.

3. PROPOSER/PROVIDER RESPONSIBILITIES

The Provider shall:

a. Not use, disclose, distribute, publish, or share any Student Images for marketing, advertising, promotional, commercial, or any other use not explicitly described in this SOW without prior explicit agreement from the District. Any such use not covered in this SOW requires the District’s explicit prior written approval. Under no circumstances shall Student Images be used in any public-facing materials, social media, sale collateral, or vendor websites without this approval.

b. Furnish all labor, equipment, materials, software, and transportation necessary to perform services,

c. Assign qualified personnel experienced in school photography.

d. Comply with all applicable federal, stated, and local laws, including Oregon Administrative

Rules related to student educational record confidentiality.

e. Coordinate with the District and school staƯ to ensure timely and eƯicient service delivery.

f. Maintain suƯicient staƯing and equipment to meet all schedules and deadlines.

g. Guarantee the option of a retake or refund if any portrait is deemed unsatisfactory by a parent/guardian or the District.

h. Be responsible for all collections, accounting, and money handling as submitted in the

Provider’s proposal, and provide purchase records to each school administrator or designee.

i. Be responsible for correct sorting and packaging.

Centennial SD RFP 2026-05 Page 5

4. SCHEDULE AND RATES

a. Picture day schedules shall be coordinated annually with each school Principal or designee and finalized no later than August 15 of each contract year.

b. Because the District serves families from varying economic circumstances, the District requires vendors to prioritize aƯordability and accessibility. Vendor proposals must include a low-cost basic package option.

c. Pricing for all required and optional services shall be clearly detailed in the Price Schedule.

Packages will be approved by the District Representative.

d. Pricing for all packages shall remain fixed for the contract term unless otherwise permitted by the contract.

e. No hidden fees or additional charges may be added without the District’s approval.

f. Completed portrait packages, including retakes and absentees, shall be delivered to each school site or mailed to students’ homes, as directed by the District, no later than forty (40) days after the pictures were taken, except for the Primary composite photos (see Section II Paragraph 6.b.).

5. PROPOSER REPRESENTATIVE

The Proposer shall designate a single point of contact who will:

a. Act as a liaison between the Proposer and the District.

b. Coordinate scheduling, training (if required), and issue resolution.

c. Be available during normal District business hours throughout the duration of the contract.

d. The Proposer will notify the District in advance of any staƯing changes that will impact the representative.

6. PORTRAIT SPECIFICATIONS

a. Traditional photography Photography services shall be provided for Pre-K through Grade 12 students as well as staƯ on established picture days at individual school sites. Primary picture days will take place in September and October of each contract year, including absentee and retake days as determined by the District. The selected Vendor will have the option to oƯer spring photo day.

b. Portrait Packages The packages proposed below represent the standard packages that WILL be presented to the schools. The Proposer shall oƯer the standard package structure similar to one defined below (Attachment G).

i. The Proposer must include a low-cost package option.

ii. The standard packages must include clear pricing structures and online and paper ordering options.

iii. Parents/guardians shall have the option to purchase any package oƯered or decline to purchase a package entirely.

iv. All print sizes shall be measured in inches (for example 8 x 10 is 8” by 10”)

Centennial SD RFP 2026-05 Page 6

* Composites are for Primary only. Composite photo may be delivered later than the initial delivery due date.

c. Additional Portrait Requirements

i. Proposer must ensure consistent product quality, print type, and materials across all schools.

ii. All portraits shall include a warranty or guarantee.

iii. Optional printing of student name, school name, and school year shall be available as detailed in the price schedule.

d. Optional delivery products

i. The Proposer shall describe any optional digital products included within portrait packages (e.g. digital image download).

ii. The proposer is expected, but is not required to provide:

A. Minor touch-ups to all student and school staƯ pictures at no additional charge B. In-depth touch-ups per parent/guardian or staƯ request, cost shall be detailed in the

Price Schedule.

Package 1 PACKAGE 2 PACKAGE 3 PACKAGE 4 PACKAGE 5 Package 6 2 each 8 x 10 3 each 5 x 7 4 each 3.5 x 5 7 Wallets 1-8 x 10 composite*

2 each 8 x 10 2 each 5 x 7 5 each 3.5 x 5 9 Wallets 1-8 x 10 composite*

1 each 8 x 10 2 each 5 x 7 2 each 3.5 x 5 11 Wallets 1-8 x 10 composite*

1 each 8 x 10 2 each 5 x 7 3 each 3.5 x 5 1-8 x 10 composite*

2 each 5 x 7 2 each 3.5 x 5 3 Wallets 1-8 x 10 composite

1 each 5 x 7 2 each 3.5 x 5 7 Wallets 1-8 x 10 composite*

A’ la carte options

1 each 8x10 Print

2 each 5x7 Prints

4 each 3.5x5 Prints

8 each Wallet Prints

Digital-Only Image - Download (state the pixels for the download)

Class Composite (Primary Only)

Die Cut Magnets 1 each 8 x 10 2 each 5 x 7 2 each 3.5 x 5 4 each Wallets

Calendar (state sizes available)

Centennial SD RFP 2026-05 Page 7

e. Absentee/Retakes

i. Proposer shall oƯer retake days at no charge.

ii. Absentee and retake photos shall be taken on-site at the student’s or staƯ member’s normal school location.

iii. Primary absentee and retake portraits shall be included in class composites.

7. REQUIRED ADDITIONAL SCHOOL PICTURE SERVICES

The Proposer shall oƯer the following services at no cost or at prices identified in the Price Schedule (Attachment G):

a. Student identification badges

Some, but not all, schools may require that the Proposer provides student identification badges. Each school shall have the option to have the selected Vendor provide student Identification badges at no cost. These badges should:

i. Include student identification badges (photos, name (as provided by the District), grade level, homeroom, and student ID number)

ii. Be barcoded

iii. Be printed according to each school’s template/layout, including but not limited to:

A. School logo, color(s), and alternate colors and template(s) for attendees of Options schools

iv. Be available immediately for Secondary

v. Proposer shall provide a solution for replacement and absentee identification badges

A. The solution shall be on-site and immediate for Secondary

b. Primary school class composite binders

For Pre-K through Grade 5, class composites shall be provided.

i. Composites shall be 8” x 10” with color student portraits displaying the student names below the photo arranged alphabetically by last name

ii. The composite shall also include the teacher(s) photo(s) and name(s)

iii. Primary Principals shall be provided an opportunity to proof each composite to make corrections

c. Secondary school class directories

i. Directory shall include pictures and names of all students and staƯ

A. Have approximately 20 pictures per page B. Be organized by grade, and then alphabetically by last name

ii. Secondary Principals shall be provided an opportunity to proof each composite to make corrections

d. Yearbook and Memory book images Proposer shall provide high resolution student and staƯ portraits for yearbook and memory book programs electronically as a digital download, CD-ROM, or USB flash drive to each school site, as requested by the school.

Centennial SD RFP 2026-05 Page 8

e. District (non-school) staƯ portraits Proposer shall provide picture days for non-school District staƯ at multiple locations within the District as requested by the District. These pictures will be for internal District use, and shall not be for sale to staƯ. Locations for picture days include, but are not limited to:

i. District OƯice

ii. Transportation Department

iii. Maintenance Department

f. Graduating class group photos

Proposer shall provide a solution for taking picture(s) of the entire graduating class for Secondary schools. These portraits shall be available for purchase by the student's parent/guardian and school staƯ.

8. ELECTRONIC DELIVERY OF PICTURES

a. Student Privacy and Digital Photo Security

i. The Proposer must implement safeguard consistent with student privacy protections under Family Educational Rights and Privacy Act.

ii. The Proposer shall implement safeguards including, but not limited to:

- Secure digital storage of photographs

- Restricted access to student image galleries

- Individual or family-specific access links

- Password-protected viewing environments

- Prevention of public search indexing

- Prohibition on access and use of student images by any party who is not student’s parent/guardian, or authorized representative of the District, without explicit District approval. This prohibition does not extend to direct employees of the Provider as needed to perform their duties in execution of this contract.

b. Secure Delivery and Access

i. The Proposer shall provide at no charge secure, encrypted delivery of images with role-based access for:

- District Information Technology (IT)

- Individual schools

ii. The Proposer shall ensure role-based access, such that A. Each School may access only its own students’ and staƯ members’ images B. District IT shall have access to all images.

iii. The proposer shall maintain a documented disaster recovery plan for all image files.

c. File Standards and Retention

The Proposer shall:

i. Collaborate with the District Project Manager or designee to establish a file naming convention and delivery process.

Centennial SD RFP 2026-05 Page 9

A. Comply with District filing naming convention, format, resolution, and delivery method shall be at the sole discretion of the District.

B. At this time, files are required in .JPEG format, 288 x 384 pixels

ii. Deliver images within a reasonable timeframe following picture day and any absentee/retake days, as determined by the District.

iii. Deliver images in high resolution, suƯicient for District operational and publishing needs, as determined by the District.

iv. Provide the District access to all original image files for twelve (12) months from the original release date at no additional charge.

A. The Proposer shall notify the District Project Manager in writing no fewer than two (2) weeks prior to file access expiration.

v. Provide disaster recovery for all image files.

d. Secure Web Portal (preferred)

i. Secure Functionality

The secure web portal shall provide search capabilities by, at a minimum, the following fields:

Student or StaƯ Name Student or StaƯ ID number Student School/Building Student Grade Teacher/StaƯ School/Building/Department Teacher/Homeroom (if applicable)

ii. Image Download The secure web portal shall allow authorized user to download student and staƯ images in full-size high-resolution format.

iii. User Access and Authentication The proposer shall provide login credentials and download instructions to the secure web portal shall be provided to the following District departments:

A. District IT B. Individual Schools

Shared or generic logins shall not be permitted.

iv. The Proposer shall demonstrate suƯicient system capacity to prevent downtime due to high traƯic or technical issues, as determined by the District.

e. Alternative Electronic Delivery

The Proposer may deliver images via alternative electronic delivery means (e.g., CD/DVD, USB flash drive, or other secure method), subject to District approval.

i. All alternative delivery methods shall be detailed in the proposal.

ii. Acceptability of alternative delivery methods shall be determined at the sole discretion of the District.

Centennial SD RFP 2026-05 Page 10

9. STUDENT ENROLLMENT ESTIMATES

Estimated student enrollment by school is provided in Exhibit 1 for informational and planning purposes only. The figures in Exhibit 1 are based on the 2025-2026 school year enrollment data published by the Oregon Department of Education (ODE) and represent the District’s best estimate at the time of issuance of this RFP. Actual quantities may vary due to enrollment fluctuations, program changes, and scheduling needs.

Preschool classrooms will be housed in five (5) of the District’s locations, for a total of ten (10) classrooms. Each preschool classroom may not exceed enrollment of seventeen (17) students.

Students enrolled in Alternative/Virtual options are included in their respective home elementary, middle, and high school enrollment counts and may require separate photography sessions, including unique picture days and absentee/retake days.

The District does not guarantee minimum or maximum quantities and reserves the right to increase or decrease services based on actual needs. The District shall not be responsible for inventory or staƯing levels maintained by the Proposer in anticipation of orders.

10. ADDITIONAL REQUIREMENTS

a. Background Check Requirements The Proposer personnel who may have direct or indirect contact with students must comply with criminal records check requirements consistent with ORS 326.603.

Vendors must ensure that:

i. Personnel have completed a criminal background check through an Oregon school district; or

ii. Personnel complete a background check approved by the District prior to providing services.

iii. The District reserves the right to request verification documentation.

b. Proposer must employ only person duly licensed by the State of Oregon to perform the Work required under this Contract for which applicable Oregon Law requires a license.

c. Insurance Requirements

The Proposer must maintain and provide annually and any time upon request evidence of insurance as described in paragraph 8 of sample contract (Attachment H).

Centennial SD RFP 2026-05 Page 11

SECTION III – INSTRUCTIONS TO PROPOSERS

1. FORMAL SELECTION PROCEDURE: Pursuant to OAR 137-047-0260

The District may procure Goods or Services by competitive sealed proposals as set forth in ORS 279B.060.

2. PRE-PROPOSAL CONFERENCE: Pursuant to OAR 137-047-0420

a. Purpose. The District may hold pre-Proposal conferences with prospective Proposers prior to

Closing, to explain the procurement requirements, obtain information, and/or to conduct site inspections.

b. Required Attendance. If the District’s Pre-Proposal conference may be mandatory (as indicated on the Summary Page) a Proposal submitted by a Proposer who did not attend the mandatory pre- Proposal conference will be rejected.

c. Statements Not Binding. Statements made by the District's representative at the Pre- Proposal conference do not change the Solicitation Document unless the District confirms such statements with a Written Addendum.

3. PROPOSALS ARE OFFERS: Pursuant to OAR 137-047-0310

Proposal submitted in response to this Solicitation is the Proposer’s offer to enter into a Contract.

a. By signing and submitting a Proposal, the Proposer acknowledges it has read, understands and agrees to be bound by the terms and conditions contained in this Solicitation.

b. The Proposal is a "firm oƯer," and shall remain open for a period of sixty (60) days for acceptance by the District.

c. The District's Award of a Contract constitutes acceptance of the Proposal and binds the

Proposer to the Contract.

d. The Proposer must not make its Proposal contingent upon the District's acceptance of any terms or conditions (including Specifications,) other than those explicitly stated in this Solicitation.

4. PROPOSAL PREPARATION: Pursuant to OAR 137-047-0400 A Proposer must sign and submit its Proposal in accordance with the instructions set forth in this Solicitation. Failure to submit Proposals in accordance with the provisions of this Solicitation will be grounds to declare the Proposal as non-Responsive. Proposers must:

a. Submit a complete Proposal (a Proposal that meets all requirements of this Solicitation);

b. Provide the District with all required and requested documents and descriptive literature;

c. Initial any corrections or erasures to their Proposal prior to Closing;

Centennial SD RFP 2026-05 Page 12

d. Identify (on the Proposer Certification) whether the Proposer is/is not a "resident Proposer”, as defined in ORS 279A.120(1);

e. Provide (on the Proposer Certification) certification of nondiscrimination in obtaining any required subcontractors in accordance with ORS 279A.110(4); and

f. Provide (on the Proposer Certification) Written acknowledgment of receipt of all Addenda.

5. PROPOSAL SUBMISSION: Pursuant to OAR 137-047-0410

a. To ensure proper identification and handling, Proposals must be submitted appropriately marked with the Proposer’s name and the Solicitation number clearly legible in large block numbers. Proposals must be emailed to paul_southerton@csd28j.org hard copy Proposals will not be accepted.

b. The District is not responsible for Proposals submitted in any manner, format or to any delivery point other than as required in this Solicitation.

c. Proposers are solely responsible for ensuring that the District receives their Proposal at the required delivery point prior to Closing.

6. COOPERATIVE PROCUREMENT: Pursuant to OAR 137-046-0430 This Solicitation is a Permissive Cooperative Procurement.

a. Authorized Agencies may utilize a Permissive Cooperative Contract pursuant to ORS 279A.215.

Generally:

i. Authorized Agencies may establish a Contract with the Supplier to purchase the Goods and Services awarded by this Solicitation;

ii. Authorized Agencies may not materially change or alter the terms, conditions, or prices from the Original Contract between the Supplier and the District.

b. Proposers must state (on the Proposer Certification) that it will/will not extend the terms, conditions and prices to any Participating Agency that desires to establish a Contract awarded to the Supplier resulting from this Solicitation. Volumes of other agencies are not included in this solicitation.

7. ADDENDA: Pursuant to OAR 137-047-0430

a. Issuance; Receipt. The District may change this Solicitation only by Written Addenda. A Proposer must provide written acknowledgement of receipt of all issued Addenda in the space provided on the Proposer Certification.

b. Notice and Distribution. The District will publish notice of any and all Addenda on the Oregon Buys website. Addenda may be downloaded from the Oregon Buys website. It is the Proposers’ responsibility to inquire about Addenda. Proposers should frequently check the Oregon Buys

Centennial SD RFP 2026-05 Page 13 website until the Solicitation Closing (due date and time) about any Addenda issued, i.e., at least once weekly until the week of Closing and at least once daily the week of the Closing.

c. Timelines; Extensions. The District will issue Addenda within a reasonable time to allow prospective Proposers to consider the Addenda in preparing their Proposal. The District may extend the Closing if the District determines prospective Proposers need additional time to review and respond to Addenda. Except to the extent required by public interest, the District will not issue Addenda less than 72 hours before the Closing unless the Addendum also extends the Closing.

d. Request for Change or Protest. Unless a diƯerent deadline is set forth in the Addendum, a Proposer may submit a Written request for change or protest to the Addendum, as provided in OAR 137-047- 0730, by the close of the District's next business day after issuance of the Addendum, or up to the last day allowed to submit a request for change or protest under OAR 137-047-0730, whichever date is later. If the date established in the previous sentence falls after the deadline for receiving protests to the Solicitation Document in accordance with OAR 137-047-0730, then the District may consider a Proposer’s request for change or protest to the Addendum only, and the District will not consider a request for change or protest to matters not added or modified by the Addendum.

8. QUESTIONS/CLARIFICATIONS/CHANGES AND SOLICITATION PROTEST:

Proposers may request changes or clarifications to, or protest, any provision, specification or Contract term contained in this Solicitation:

a. Questions, Clarifications, Changes. All questions regarding this Solicitation must reference the Solicitation number and must be submitted in writing via e-mail to paul_southerton@csd28j.org

i. No oral questions will be accepted other than at the pre-Proposal conference (if any).

Questions received by the District prior to deadline will be answered in written addenda.

b. Protest. Pursuant to OAR 137-047-0730, a prospective Proposer may protest the Procurement Process or the Solicitation Document for a Contract solicited under ORS 279B.060 as set forth in ORS 279B.405. Written protests must include:

i. A detailed statement of the legal and factual grounds for the change, clarification, or protest;

ii. A description of the resulting prejudice to the Proposer; and

iii. A statement of the form of relief requested or any proposed changes to the Solicitation provisions, specifications, or contract terms and conditions.

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iv. Written protests must be clearly marked with the Solicitation number and submitted in writing to the District representative by email to paul_southerton@csd28j.org hand delivered or mailed to the attention of Paul Southerton, 18135 SE Brooklyn St. Portland, OR 97236

c. Deadline. Questions, changes, clarifications, or protests must be received by the District as stated in the SOLICITATION SCHEDULE. The District will not consider any protest or request for change that is submitted after the submission deadline.

d. Response. Responses to questions/clarifications and notice of the District’s protest determination will be provided in written addenda pursuant to ADDENDA above. The District’s response to a Proposer, whether orally or in Writing, does not change the Solicitation and is not binding on the District unless the District amends the Solicitation by written Addendum.

Protesters must exhaust all administrative remedies before seeking judicial review.

9. PRE-CLOSING MODIFICATION OR WITHDRAWAL OF PROPOSALS: Pursuant to OAR 137-47- A Proposer may modify or withdraw its Proposal in Writing only prior to Closing. Modification or withdrawal must:

a. Be clearly marked “Proposal Modification” or “Proposal Withdrawal” and marked and delivered as described in PROPOSAL SUBMISSION above;

b. Include the Proposer's statement that the modification amends and supersedes the prior

Proposal; Proposers are responsible for ensuring that the District receives its modification or withdrawal.

c. Modifications and/or withdrawals must be prepared and submitted on the Proposer's letterhead, signed by an authorized representative of the Proposer.

10. RECEIPT, OPENING, AND RECORDING OF PROPOSALS: Pursuant to OAR 137-47-0450

a. Receipt of Proposals.

i. Proposers are responsible for ensuring that the District receives the Provider’s Proposal at the required delivery point prior to the closing due date and time.

ii. Proposals must be emailed to paul_southerton@csd28j.org and received prior to the

Closing due date and time. Proposal may also be hand delivered in addition to emailing, but not in lieu of emailing.

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b. Identification of Proposals.

i. To ensure proper identification and handling, the proposals must be submitted to the email address listed above and the email subject line should include the Proposer’s Company Name and the Solicitation number, and/or other clearly identifying information.

ii. The District is not responsible for proposals submitted in any manner, format or to any delivery point other than as required in the Solicitation.

iii. Failure to submit Proposals in accordance with the provisions of this section will be grounds to declare the Proposal as nonresponsive.

11. LATE PROPOSALS, LATE WITHDRAWALS, AND LATE MODIFICATIONS: Pursuant to OAR 137-47-

Any Proposal received after Closing is late. A Proposer’s request for withdrawal or modification of a Proposal received after Closing is late. The District will not consider late Proposals, withdrawals or modifications except as permitted in MISTAKES below. The District reserves the right to consider Proposals that have been delayed or mishandled by the District.

12. MISTAKES: Pursuant to OAR 137-47-0470

To protect the integrity of the competitive Procurement process and to assure fair treatment of Proposers, the District will carefully consider whether to permit waiver, correction or withdrawal of Proposals for certain mistakes. The District will not allow a Proposer to correct or withdraw a Proposal for an error in judgment. If mistakes in a Proposal are discovered after Opening, but before Award of the Contract, the District may take the following action:

a. The District may waive, or permit a Proposer to correct, a minor informality. A minor informality is a matter of form rather than of substance that is evident on the face of the Proposal, or an insignificant mistake that can be waived or corrected without prejudice to other Proposers.

b. The District may correct a clerical error if the error is evident on the face of the Proposal, or other documents submitted with the Proposal, and the Proposer confirms the District's correction in writing.

c. The District may permit a Proposer to withdraw a Proposal based on one or more clerical errors in the Proposal only in accordance with OAR 137-47-0470(2)(c) and (d).

d. The District will reject any Proposal in which a mistake is evident on the face of the Proposal and the intended correct Proposal is not evident or cannot be substantiated from documents accompanying the Proposal.

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13. AWARD: Pursuant to OAR 137-47-0600

a. Award in part or in whole is contingent upon available funding. In the event adequate funds are not appropriated and allocated by the School Board, the District reserves the right to cancel any Solicitation at no penalty.

b. If awarded, the District will award a Contract to the Responsible Proposer(s) that submitted the most advantageous responsive Proposal(s), and that meets the minimum requirements of this Solicitation.

c. The District may award by item, groups of items or the entire Proposal.

d. The District may Award multiple Contracts if beneficial to the District for adequate availability, delivery, service, competition, pricing, product capabilities, or other factors deemed significant by the District. This notice of Multiple Awards does not preclude the District from awarding a single Contract.

e. The District may award a Contract for parts of the Solicitation for which acceptable Proposals have been received.

f. The District may award all or none OƯers if the evaluation shows an all or none Award to be the most advantageous or in the best interest of the District.

g. The District may reject all or part of Proposals and may issue a new Solicitation on the same or revised terms, conditions and Specifications.

h. When Proposals are identical the District must Award the contract Pursuant to OAR 137-046- 0300.

14. NOTICE OF INTENT TO AWARD: Pursuant to OAR 137-047-0610

The District will provide a written Notice of Intent to Award (NOI) to all Proposers at least seven (7) calendar days before the Award of a Contract, unless the District determines that circumstances require prompt execution of the Contract. The District's Award will not be final until the later of the following:

a. SEVEN (7) calendar days after the date of the NOI, or

b. Until the District provides written response(s) to all timely filed protest(s) denying the protest(s) and aƯirming the Award.

15. PROPOSAL REJECTION. Pursuant to OAR 137-047-0640 and oar 137-047-0650

a. The District may reject any Proposal as set forth in ORS 279B.100:

i. When the rejection is in the best interest of the District.

ii. When the Proposal is contingent upon the District's acceptance of terms and conditions (including Specifications) that diƯer from the Solicitation.

Centennial SD RFP 2026-05 Page 17

iii. When the Proposal takes exception to terms and conditions (including Specifications) set forth in the Solicitation.

iv. That attempts to prevent public disclosure of matters in contravention of the terms and conditions of the Solicitation or applicable law.

v. That fails to meet the Specifications of the Solicitation.

vi. That is submitted late.

vii. Not in substantial compliance with the Solicitation or with all prescribed public procurement procedures.

viii. Not in compliance with ORS 279B.120, 279B.130, OAR 137-046-0210(3), 279A.105, ORS 279A.110(4).

ix. When the Proposer is not Responsible pursuant to ORS 279B.110.

b. The District may reject all Proposals as set forth in ORS 279B.100. The District will notify all

Proposers of the rejection, along with the reasons for rejection. Proposals may be rejected based upon the following criteria:

i. The content of or an error in the Solicitation or the Procurement Process unnecessarily restricted competition for the Contract.

ii. The price, quality or performance presented by the Proposers are too costly or of insuƯicient quality to justify acceptance of any Proposal.

iii. Misconduct, error, or ambiguous or misleading provisions in the Solicitation threaten the fairness and integrity of the competitive process.

iv. Causes other than legitimate market forces threaten the integrity of the competitive process, such as collusion, corruption, unlawful anti-competitive conduct, and/or inadvertent or intentional errors in the Solicitation.

v. The District cancels the Solicitation in accordance with OAR 137-047-0660.

vi. Any other circumstance indicating that awarding the Contract would not be in the public interest.

16. SOLICITATION CANCELLATION: Pursuant to OAR 137-047-0660

The District may cancel, delay or suspend a solicitation, or reject all Proposals, in accordance with ORS 279B.100 when it is in the best interest of the District as determined by the District. In the event of any such cancellation, delay, suspension or rejection, the District is not liable to any Proposer for any loss or expense caused by or resulting from any such cancellation, delay, suspension or rejection.

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17. PROPOSAL COSTS:

Proposers responding to solicitations are responsible for all costs they may incur in connection with submitting Proposals.

18. CONTRACT AWARD PROTEST: Pursuant to OAR 137-047-0740

a. Proposers may protest the Award of a Contract, or the intent to Award a Contract if the conditions set forth in ORS 279B.410(1) are satisfied. Proposers must deliver a written protest to the District within seven (7) Days after the issuance of the NOI.

b. The Proposer’s protest must be in writing and must specify the grounds for the protest to be considered by the District pursuant to ORS 279B.410(2). A protest must be submitted to the District representative only by e-mail at the following address: paul_southerton@csd28j.org.

The Proposer is responsible for ensuring the District receives the protest.

c. The District will not consider any protest that is submitted after the submission deadline.

d. Resolution of Protests. The District’s representative will settle or resolve a written protest submitted in accordance with the requirements of this Rule and will issue a written decision on the protest in a timely manner as set forth in ORS 279B.410(4).

e. Decision. If a protest is not settled, the Superintendent, or designee, has the authority to resolve the protest.

f. Proposers must exhaust all administrative remedies before seeking judicial review. Judicial review of this decision will be in accordance with ORS 279B.415.

g. If the District upholds the protest, in whole or in part, the District may in its sole discretion either Award the Contract to the successful Protestor or cancel the Procurement or Solicitation.

19. ADDITIONAL REQUIREMENTS:

a. The District reserves the right to seek clarifications of submitted Proposals, which may or may not aƯect the evaluation scoring.

b. The District reserves the right to negotiate a final Contract that is in the best interest of the

District.

c. Failure of the District to insist on strict performance will not constitute a waiver of any of the provisions of this Solicitation or resulting Contract or waiver of any other default of the Proposer.

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20. CONFIDENTIALITY OF PROPOSALS:

The District is subject to the Oregon Public Records Law (ORS 192.410 to 192.505), which requires the District to disclose all records generated or received in the transaction of District business, except as expressly exempted in ORS 192.501, 192.502, or other applicable law. The District may withhold from disclosure confidential information pursuant to ORS 192.501 or 192.502.

a. The District will not disclose records submitted by a Proposer that are exempt from disclosure under the Public Records Law, subject to the following procedures and limitations.

i. All pages containing the records exempt from disclosure must be marked “confidential” and segregated in the following manner:

A. It must be clearly marked in bold and on each page of the confidential document.

B. It must be kept separate from the other Proposal documents in a separate electronic folder.

C. Where this specification conflicts with other formatting and response instruction specifications, this specification will prevail.

D. Where such conflict (in 3. above) occurs, the Proposer is instructed to respond with the following: “Refer to confidential information enclosed.” This statement “Refer to confidential information enclosed.” must be inserted in the place where the requested information was to have been placed.

b. Proposers who desire that additional information be treated as confidential must mark those pages as “confidential”, cite a specific statutory basis for the exemption, and the reasons why the public interest would be served by the confidentiality. The entire Proposal must not be marked confidential. Should a Proposal be submitted in this manner, no portion of it will be held as confidential unless that portion is segregated in the above manner and meets the above criteria.

c. Notwithstanding the above procedures, the District reserves the right to disclose information that the District determines, in its sole discretion, is not exempt from disclosure or that the District is directed to disclose by the District Attorney or a court of competent jurisdiction.

Prior to disclosing such information, the District will notify the Proposer. If the Proposer disagrees with the District decision, the District may, but is not required to, enter into an agreement not to disclose the information so long as the Proposer bears the entire cost, including reasonable attorney’s fees, of any legal action, including any appeals, necessary to defend or support a no-disclosure decision.

d. Subject to applicable laws, the procurement file will be available for public inspection at the District OƯice located at 18135 SE Brooklyn St. Portland, OR 97236 for seven days after the date on any notice of intent to award a contract issued hereunder. Interested parties may

Centennial SD RFP 2026-05 Page 20 request to inspect the procurement file by emailing such a request to paul_southerton@csd28j.org. The email must include proposed times between 8:00 AM and 4:30 PM Pacific Time that would be options. The District may, at its sole discretion, accommodate times outside of the aforementioned hours for public inspection of the procurement file. The District will not be responsible for any situations in which public inspection is requested, but did not occur.

SECTION IV – RESPONSE AND EVALUATION

1. INTRODUCTION

This section prescribes the mandatory format for the presentation of a Proposal in response to this Solicitation. The purpose of this format is to ensure uniformity of the information from each Proposer and to aid in clear understanding and evaluation of each Proposal. Failure to provide any information requested in this Solicitation may result in rejection of the Proposal.

2. PAGE LIMIT AND PROPOSAL FORMAT

A Proposer’s Submitted Proposal:

a. Should be submitted in searchable MS word/pdf format to paul_southerton@csdj28j.org

Elaborate artwork and visuals are not necessary. Any MS Excel attachments may be submitted in MS Excel format. Brochures or other promotional presentations beyond that suƯicient to present a complete and eƯective Proposal are not desired.

b. The Proposer’s response is limited to 20 digital pages. This page limit is limited to the Proposer’s response to the detailed proposal content requirements found in Section A below, unless items required thereunder are excepted from the page limit (e.g., insurance forms). The page limit does not include Attachments A through G. If a Proposal exceeds the forgoing page limit, District purchasing staƯ will remove pages from the proposal (starting from the back of the Proposal) until the 20-page limit has been reached and distribute the resulting Proposal to the committee for evaluation. Exceeding the page limit may cause a Proposal to be found non-responsive to the Solicitation.

c. Proposal should be organized in the order items appear in the below item number 3.

PROPOSAL CONTENT REQUIREMENTS.

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3. PROPOSAL CONTENT REQUIREMENTS

a. Proposers must present a Proposal containing the specific…