Woodburn Cafteria Table RFP.pdf

REQUEST FOR PROPOSAL

RFP# WBSD-furniture-25/26

Cafeteria Furniture

PROPOSALS DUE NOVEMBER 10, 2025 11:00 AM LOCAL TIME

AT THE WOODBURN SCHOOL DISTRICT

NUTRITION SERVICES CAFETERIA/BISTRO

c/o Chelsea Allen

1390 MERIDIAN DRIVE

WOODBURN, OR 97071

ckallen@woodburnsd.org

Chelsea Allen 503-982-4272

SOLICITATION NO: 1

Nondiscrimination. The contractor agrees to comply with (a) Title IV of the Civil Rights Act of 1964, (b) Section V of the Rehabilitation Act of 1973, (c) The Americans with Disabilities Act of 1990 and ORS.659.425, (d) all regulations and administrative rules established pursuant to the foregoing laws and (e) all other applicable requirements of federal and state civil rights and rehabilitations statutes, rules, and regulation

Table of Contents Section I 6 Instruction to Proposers

Section II 14 General Provision

Section III 19 Special Terms and Conditions

Section IV 41 Proposal Submittal Procedures

Section V 43 Proposal Submittal Form

Attachment A 53 Suspension and Debarment Certification

Attachment B 56 Disclosure Exemption Affidavit

Attachment C 58 Proposer Information and Certification Sheet

Attachment D 60 Reference Check Form

Attachment E 62 Certificate of Independent Price Determination

Attachment F 64 Small Minority, Women, and Labor Surplus Firms Outreach Plan

Attachment G 66 Clear Air and Water Certification

Attachment H 68 Responsibility Inquiry

Attachment I 71 Certification Regarding Federal Matters

Attachment J 74 Certification Regarding Lobbying Disclosure of Lobbying Activities

Signed Addenda Will be provided if needed and posted to Oregon Buys

Woodburn School District – Nutrition Services Department

REQUEST FOR PROPOSAL

Cafeteria Furniture

GENERAL INFORMATION

Woodburn School District – Nutrition Department is submitting a Request for Proposal (RFP) for competitive proposals from qualified vendors to provide cafeteria furniture for the Nutrition Services Department. Vendors who demonstrate an ability to meet the enclosed requirements, specifications and timelines are invited to submit a proposal as specified herein.

Method of Award The Woodburn School District – Nutrition Department intends to award the most successful bidder.

Proposal Submission Each Proposer shall submit an electronic or mailed proposal to ckallen@woodburnsd.org. If the proposer prefers to mail the electronic submission that can be done via a flash drive.

Submission must be received by November 10, 2025, at 11:00am pacific standard time by either email or mail. If sent by mail, please note that our meal is not regularly dropped off and you may want to send with a return receipt of delivery. Mailing address is:

Chelsea Allen c/o Woodburn Nutrition Services Dept 1390 Meridian Drive Woodburn, OR 97071

Proposals must be received by Chelsea Allen, the Woodburn School District Office, located at 1390 Meridian Drive Woodburn OR 97071, no later than November 10, 2025, at 11:00 AM Local Time at which time and place acceptance of proposals will be closed, and all proposals then received will be opened but not read. Proposals delivered after the deadline will not be considered. Proposals submitted will remain confidential until a notice of intent to award has been issued by the Woodburn School District – Nutrition Department.

Questions and comments regarding this Request for Proposal, its terms and conditions, should be directed to Chelsea Allen, by email ckallen@woodburnsd.org . Please review the enclosed document carefully.

Calendar of Events Event Deadline/Date Issue Request For Proposals October 10, 2025 Proposer’s written questions and requests received by October 24, 2025 Release of Addenda to RFP, if appropriate October 29, 2025 Proposals DUE November 10, 2025, 11:00 AM Evaluation of Proposals November 12, 2025 Intent to Award by November 13, 2025 mailto:ckallen@woodburn.org

Protest Period November 14-20, 2025 Contracts signed by November 21, 2025

We will make every effort to administer the proposal process in accordance with the Calendar of Events. However, we reserve the right to modify the proposal process and dates as deemed appropriate.

Section I

INSTRUCTION TO PROPOSERS

1. INTRODUCTION: These instructions outline the offer submission procedures, evaluation of offers, and the award of a contract. The term “Proposer” refers to any entity submitting an offer in response to this solicitation. The term “Vendor” refers to any Proposer(s) awarded a contract.

2. SOLICITATION REVIEW: Proposers must carefully review this document and are responsible for knowing and understanding the terms and conditions included in, or applicable to, this document. Unless defects, ambiguities, omissions or errors are brought to the Woodburn School District attention in advance of the date the proposal is due, protests or appeals based on such defects, ambiguities, omissions, or errors will not be favorably considered.

3. CHANGE, CLARIFICATION OR PROTEST: Proposers may request changes or clarification to, or protest the contract terms and conditions and/or the specifications of the RFP. Proposer’s comments must be made in writing and received by the Woodburn School District at least fourteen (14) days prior to the RFP due date to allow enough time for issuance of an addendum, if required. Such comments shall include:

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

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

c. A statement of the form of relief requested or any proposed changes to the contract terms and conditions or specifications.

d. All proposals are to remain valid for sixty (60) days from the due date. All envelopes containing requests or protests must be clearly marked to facilitate handling. The Woodburn School District shall not consider a Proposer’s request for change or protest after the RFP due date and time. The Woodburn School District shall provide notice to the applicable Proposer if it entirely rejects the request or protest. If the Woodburn School District agrees with the Proposer’s request or protest, in whole or in part, the Woodburn School District shall issue an addendum reflecting its determination.

4. ADDENDA: Changes or additions to RFP documents shall be accomplished by written addenda. Addenda shall be issued prior to the RFP due date to allow Proposers sufficient time to consider the changes or additions in preparing their offers. The Proposer shall acknowledge receipt of all addenda by printing, signing, and including with their proposal all addenda pertaining to this RFP issued on the Woodburn School District nutrition website. At its discretion, Woodburn School District may extend the RFP due date and time to allow Proposer’s time to analyze and adjust to any changes. The

Woodburn School District shall notify Proposers of any such changes to the due date and time in the addenda.

5. MODIFICATION OR WITHDRAWAL: Proposers may modify or withdraw their submitted proposals only prior to the RFP due date and time. Any modification or withdrawal shall be made via email, prepared on the Proposer’s letterhead, signed by an authorized representative of the Proposer, and shall state the action requested (e.g., the modified offer supersedes the prior offer; the submitted offer is withdrawn). Modifications or withdrawals must be submitted in as an email with as a PDF attachment to the person designated to receive offers.

6. SUBMITTING PROPOSALS: Proposers are solely responsible for delivering offers in the designated manner to the designated delivery point prior to the RFP due date and time.

a. Emailed offers should be sent to ckallen@woodburnsd.org

i. Emailed offers should have the email subject line as: RFP Submission – Cafeteria Furniture. All email proposals with this subject line will be saved to be opened November 10, 2025, at 11:00am.

ii. Include all relevant attachments within your emails to the Proposal.

b. To ensure proper identification and handling, offers that are being mailed shall be submitted in a sealed, appropriately addressed envelope marked with the RFP name in large block letters and numbers on the lower left quadrant. In addition, the name and address of the Proposer must appear on the outside of the sealed envelope.

c. Offers being mailed or delivered should be addressed to Woodburn School District, c/o Chelsea Allen, Woodburn School District Office, located at 1390 Meridian Drive Woodburn OR 97071. Receiving hours are 8 a.m. to 3:00 p.m., Monday through Friday.

d. Properly marked envelopes will not be opened until the RFP due date and time.

e. Woodburn School District shall not be responsible for the premature opening or failure to open an offer that is not properly addressed and identified.

7. SUBMITTAL REQUIREMENTS: For complete submittal requirements, see Section IV Proposal Submittal Procedures.

8. RECEIVING OFFERS:

a. Each offer will be electronically or mechanically time-stamped or marked by hand the date and time it was received. Offers shall be held unopened and stored in a secure place until the RFP due date and time. Woodburn School District shall not be responsible for the premature opening or failure to open an offer that is not properly addressed and/or identified. If offers are opened inadvertently or are opened prior to the RFP due date and time due to improper marking and identification by the Proposer, the opened offer will be resealed and stored.

b. Failure to submit proposals in the specified format shall be considered just cause for rejection of the proposal at the sole discretion of Woodburn School District..

c. When the proposal due date and time has passed, Woodburn School District will open and record the received proposals. The number of proposals received, the identity of Proposers, or the contents of a proposal will not be disclosed to the public until all proposals are evaluated and recommendation for award has been determined.

9. LATE PROPOSALS: Proposals received after the specified due date and time shall not be considered and shall be held unopened by the Woodburn School District until after the award of the contract. Woodburn School District shall make no concessions regarding postal service or any other form of conveyance of the offer document even when timely delivery of the offer fails through no fault of the Proposer.

Woodburn School District reserves the right, at its discretion, to consider offers that have been delayed or mishandled by Woodburn School District.

10. OFFER ACCEPTANCE:

a. By signing and returning a Proposal, the Proposer acknowledges it has read and understands the terms and conditions contained in the Proposal Documents and accepts and agrees to be bound by the terms and conditions of the Proposal Documents.

b. A Proposer’s offer shall be firm, irrevocable, valid and binding on the Proposer for not less than 60 Days from the Proposal due date and time unless otherwise specified. Woodburn School District may request either orally or in writing that a Proposer extend the time for acceptance.

11. CANCELLATION/REJECTION OF OFFERS: Woodburn School District may cancel the solicitation if such cancellation is in the best interest of Woodburn School District.

Woodburn School District may reject for good cause any offer:

a. That is not in compliance with prescribed RFP procedures and requirements; or

b. Upon Woodburn School District written determination, it is in the public interest to do so; or

c. If the Proposer is not responsible “(“e.g., the Proposer has failed to perform under some other contract of a similar nature with Woodburn School District”)”; or

d. If the offer is not signed; or

e. When the Proposer fails to include acknowledgement of all addenda issued; or

f. When the offer contains an alteration or erasure, which is not initiated by the signer.

12. MISTAKES BY PROPOSER: Woodburn School District has the authority to waive any and all minor deviations, informalities or inadvertent nonjudgmental mistakes on any offer. Such mistakes must be a matter of form, rather than substance, which is clearly evident regarding the offer or an insignificant mistake that can be waived or corrected promptly without prejudice to other Proposers or Woodburn School District. Errors in judgment made in an offer by a Proposer shall not be waived.

13. RESPONSIVE/RESPONSIBLE PROPOSER: A responsive proposal is one that conforms in all material respects to the RFP. Woodburn School District reserves the right to waive technicalities or minor informalities in determining a Proposer’s responsiveness.

A responsible Proposer is a person or firm that has the capability in all respects to perform fully the contract requirements, as well as the tenacity, perseverance, expertise, integrity, reliability, capacity, facilities, equipment, staff, and credit that will assure good faith performance.

14. CLARIFICATION OF RESPONSES: Woodburn School District reserves the right to request clarification of any item in a proposal or to request additional information necessary to properly evaluate a particular proposal. All requests for clarification and responses shall be in writing. Except for requests and responses related to a clarification necessary to evaluate whether a proposal has met minimum requirements, all requests for clarification and responses shall be provided to each evaluation committee member.

15. REFERENCES: References are required as part of the response to this solicitation.

Please refer to Section IV for required references to be provided with proposal submissions. Failure to provide references as specified shall be grounds for rejection of proposal.

a. Woodburn School District reserves the right to investigate references including customers other than those listed in Proposer’s submission.

Investigation may include past performance of any Proposer with contractual obligations, its completion or delivery of product on schedule, and its lawful payment of employees and workers.

16. PUBLICITY: News releases pertaining to this proposal will not be made without prior approval by, and in coordination with, Woodburn School District.

17. COLLUSION: A Proposer submitting a Proposal hereby certifies that no officer, agent or employee of Woodburn School District has a pecuniary interest in this Proposal;

that the Proposal is made in good faith without fraud, collusion or connection of any kind with any other Proposer and that the Proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm.

18. RECYCLED MATERIALS AND SUSTAINABLE PRODUCTS AND PROCESSES:

a. USE OF RECYCLED MATERIALS, Vendor shall use recycled and recyclable products to the maximum extent economically feasible during the performance of the Contract.

b. PREFERENCE FOR RECYCLED MATERIALS, As required by Law, Woodburn School District shall prefer materials or supplies manufactured from recycled materials if the recycled product is available, and it meets the requirements set forth in the Specifications.

c. SUSTAINABLE PRACTICES AND PRODUCTS, The Woodburn School District supports and encourages the use of sustainable products by the Vendor.

To contribute to a clean environment for present and future generations, Vendor shall utilize sustainable products to the maximum extent feasible during the performance of this Contract. Products and practices utilized by the Vendor shall be based upon long-term environmental impact, social costs, and operational costs.

19. CONFIDENTIALITY: Woodburn School District is subject to the Oregon Public Records Law (ORS Chapter 192), which requires disclosure of records generated or received in the transaction of Woodburn School District business, except as expressly exempted in ORS 192.345, 192.355, or other applicable law. Examples of exemptions that could be relevant include trade secrets (ORS 192.345 (2)) and computer programs (ORS 192.345(15)). Woodburn School 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.

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

i. It shall be clearly marked in bulk and on each page of the confidential document.

ii. It shall be kept separate from the other RFP documents in a separate envelope, package, or separate email attachment.

iii. Where this specification conflicts with other formatting and response instruction specifications, this specification shall prevail.

iv. Where such conflict (in c above) occurs, the Proposer is instructed to respond with the following: “Refer to confidential information enclosed.”

v. This statement (in d. above) shall 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 RFP cannot be marked confidential, nor shall any pricing. Should an RFP be submitted in this manner, no portion of it can be held as confidential unless that portion is segregated in the above manner and meets the above criteria.

c. Notwithstanding the above procedures, Woodburn School District reserves the right to disclose information that Woodburn School District determines, in its sole discretion, is not exempt from disclosure or that Woodburn School District is directed to disclose by the District Attorney or a court of competent jurisdiction. Prior to disclosing such information, Woodburn School District will notify the Proposer. If the Proposer disagrees with Woodburn School District decision, Woodburn School 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.

20. METHOD OF AWARD:

a. The contents of the proposal of the successful Proposer will become contractual obligations if an award is made. The failure of the successful Proposer to accept any contractual obligations may result in cancellation of the award.

b. A contract shall be awarded only to the responsible Proposer that submits the highest scoring and most responsive proposal which meets and complies with all solicitation requirements as determined by the evaluation factors, provided that the proposal is reasonable, and it is in the best interest of Woodburn School District to accept it.

c. A Notice of Intent to Award (NIA) will be published after the evaluation process is complete. Public notice of award will be made by posting the NIA on Oregon Buys website.

21. EVALUATION AND AWARD:

a. Evaluation

i. Woodburn School District shall review offers to determine whether an offer is responsive and/or a Proposer is responsible. Woodburn School District will award a contract only to a responsible Proposer with a responsive offer.

ii. Woodburn School District may set forth special evaluation criteria (other than price) in Section III – Special Terms and Conditions that will be used to determine the successful Proposer. No offer shall be evaluated for any criteria not disclosed herein.

iii. Unless expressly authorized, Proposers shall not make their offer contingent upon Woodburn School District acceptance of any specifications of contract terms that conflict with or are in addition to those in this proposal.

b. Award.

i. Woodburn School District shall award the contract only to the responsible Proposer that submits the successful offer and that meets any special evaluation criteria.

ii. After the evaluation process is complete Woodburn School District shall provide written notice to all Proposers of Woodburn School Districts intent to award the Contract (Notice of Intent to Award – NIA). Public notice of award will be made by posting the NIA on the Oregon Buys website. Woodburn School District award shall not be final until the latter of the following:

iii. Five (5) days after the date of the NIA, unless otherwise provided; or

iv. Until Woodburn School District provides a written response to all timely-filed protests (if any) denying the protest and affirming the award. See the Aggrieved Proposer clause for more on protests.

22. AGGRIEVED PROPOSERS: Any adversely affected Proposer may submit a written protest of Woodburn School District Notice of Intent to Award (NIA). Protest(s) must be received no later than 12:00 noon on the fourth (5th) calendar day after the NIA is published which is November 20, 2025

a. A Proposer is only adversely affected if the Proposer is eligible for award of the contract. The protesting Proposer must claim that the selected Proposer is ineligible for award:

i. Because their offer was non-responsive; or

ii. Woodburn School District committed a substantial violation of a provision in the RFP document or of an applicable administrative rule and the protesting Proposer was unfairly evaluated and would have, but for such substantial violation, been the selected Proposer.

b. The written protest must include the name of the person submitting the protest, the name of the Proposer represented by that person, the specific RFP including the solicitation number that is being appealed, and a detailed explanation of the reasons (facts of evidence) for the appeal.

c. Woodburn School District shall not consider a protest that is submitted after the established time period.

d. The aggrieved Proposer must serve all other Proposers with notice of its appeal to allow for rebuttal.

e. Failure to give written notice of appeal to Woodburn School District as provided herein constitutes a waiver by the aggrieved Proposer of any objections to the NIA.

f. Disagreement with the bidding process is not justification for appeal.

g. Protest Decision: Upon receipt of any appeal, the Procurement and Contract Manager or designee shall review the protest and submit a written decision to the protester within fourteen (14) calendar days of the date of receipt of the protest. Judicial review will be in accordance with ORS 279B.415. The aggrieved Proposer must notify the Woodburn School District Manager in writing before such action is taken.

23. PRICES: Prices quoted must be exclusive of federal, state, and local taxes. If the Proposer believes that certain taxes are payable by Woodburn School District, the Proposer may list such taxes separately, directly below the unit prices for the affected item.

24. ACCEPTANCE PERIOD: All offers submitted shall remain in force for a period of sixty (60) days in order to provide time for evaluation and approval of proposed awards.

Woodburn School District shall request in writing any extension of this sixty (60) day acceptance period.

25. PROPOSAL PREPARATION COSTS: Woodburn School District is not liable for any costs incurred by the Proposer in preparation of the Proposal.

26. CONTRACT FUNDING: Award in part or in whole is contingent upon available funding. In the event adequate funds are not appropriated and allocated by the member district within Woodburn School District, Woodburn School District reserves the right to cancel fixed quantity, multi-year term or requirements contracts at no penalty.

27. CONFLICTING TERMS: In the event that the Special Terms and Conditions (Section III) conflict with the General Provisions (Section II) or the Instructions to Proposers (Section I), the Special Terms and Conditions shall take precedence.

28. SAFETY: The vendor shall comply with all application provisions of the Occupational Safety and Health Act throughout the duration of the specified work

SECTION II

GENERAL PROVISIONS

1. ACCEPTANCE: Signature on an Agreement shall constitute Acceptance of the offer including all the terms and conditions specified in the solicitation. Receipt of a fully executed Agreement shall cause initiation of performance by the Vendor.

Acceptance is limited to the terms stated herein. Any additional or different terms and conditions proposed by the Vendor are rejected unless expressly agreed to in writing by an authorized representative of Woodburn School District.

2. APPLICABLE LAW AND DISPUTES: Any dispute with respect to this Proposal shall be governed by ORS 279B.

3. ASSIGNMENT: This Agreement or any interest hereunder shall not be assigned or transferred by the Vendor without the prior written consent of Woodburn School District. Woodburn School District shall not consent to any proposed assignment unless and until the Vendor furnishes Woodburn School District with two (2) executed copies of the assignment.

4. BANKRUPTCY: Woodburn School District may terminate this Agreement in whole or in part by written notice:

a. If the Vendor shall become insolvent or makes a general assignment for the benefit of creditors: or

b. If a petition under any bankruptcy act or similar statute is filed by or against the Vendor and is not vacated within ten (10) days after it is filed.

Termination under this clause shall be in accordance with the “Termination for Default” clause.

5. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: The Vendor shall comply with all applicable Federal, State and Local laws and ordinances and all lawful orders, rules and regulations hereunder, including the applicable provisions of the Fair Labor Standards Act, the Occupational Safety and Health Act of 1970, the Federal Civil Rights Act of 1964, the Equal Employment Opportunity Act, and all regulations and standards and any amendments issued pursuant thereto. Woodburn School District shall have the right to immediately terminate this agreement if the Vendor fails to comply with such acts and regulations.

6. VENDOR’S TAX ID NUMBER: If goods or services procured through the RFP must be included on a Miscellaneous Tax Statement, as described in the Internal Revenue Code, a valid tax identification number must be provided to Woodburn School District before payment will be made. Awarded Vendor must complete a W9 form and provide a copy.

7. INSURANCE: Before commencing work, Vendor shall procure and maintain insurance with an insurance carrier satisfactory to Woodburn School District.

Certificates of such insurance issued by the Vendor’s insurance carrier shall be filed with Woodburn School District before commencement of work. Vendor shall be additionally insured on auto and liability policies:

a. WORKER’S COMPENSATION AND EMPLOYER’S LIABILITY: As required by statute.

b. COMPREHENSIVE AUTOMOBILE LIABILITY including owned, non-owned and hired vehicles:

c. $2,000,000.00 Combined Single Limit Bodily Injury and Property Damage any one occurrence and in the aggregate.

d. COMMERCIAL GENERAL LIABILITY to include premises operations, independent Vendors, products/completed operations, and blanket contractual: $2,000,000.00 Combined Single Limit Bodily Injury, Property Damage, and personal injury-any one occurrence and with an annual aggregate limit of $4,000,000.00.

e. PROFESSIONAL LIABILITY INSURANCE covering errors and omissions of Vendor and employees with a limit of $2,000,000.00 per occurrence and with an annual aggregate limit of $4,000,000.00.

f. Certificates of Insurance shall be issued to Woodburn School District c/o Woodburn School District Chelsea Allen, 11390 Meridian Drive, Woodburn, OR 97071.

g. The Vendor agrees to pay for the insurance specified and agrees to provide Woodburn School District with a thirty (30) day notice of cancellation if non-renewal occurs during the agreement period.

8. DELAYS: The Vendor shall not be liable for any delays in delivery caused by circumstances beyond its control including acts of God or of the public enemy, acts of the United States Government, fire, floods, epidemics, quarantine restrictions, strikes, or embargoes. When any delays in delivery are anticipated the Vendor should immediately give notice thereof to Woodburn School District.

9. INDEMNIFICATION: Except for claims arising out of acts caused by the sole negligence of Woodburn School District, its agents, servants or employees, the Vendor, and employees of such, agrees to indemnify and hold harmless Woodburn School District, its board members, agents, servants, and employees, from acts or omissions of any nature whatsoever of the Vendor, its agents, servants, and employees, causing injury to, or death of person(s) or damage to property arising out of services provided and from any expense incident to the defense of Woodburn School District therefrom. The Vendor agrees to hold Woodburn School District harmless from and to defend it against any and all claims arising out of this Agreement.

10. NON-DISCRIMINATION: The Vendor shall comply with the applicable provisions of the Federal Civil Rights Act of 1964 and all Amendments thereto and the Equal Employment Opportunity Act and all amendments thereto, and all regulations issued hereunder by the Federal and State governments. If the Vendor fails to comply with such acts and regulations, Woodburn School District shall have the right to immediately terminate this Agreement.

11. NO WAIVER OF CONDITIONS: Woodburn School District failure to insist upon strict compliance shall not be deemed to be a waiver of any right and waiver of a right under this contract shall not constitute a waiver of any other right or waiver of any other default under this contract.

12. CHANGES: Woodburn School District may, at any time, and from time to time by written order.

13. NO MODIFICATION OF PROPOSAL: The terms and conditions contained in this Proposal may not be added to, modified, superseded, or otherwise altered except by a written modification signed by an authorized representative of Woodburn School District

14. TERMINATION FOR CONVENIENCE: Woodburn School District may terminate a contract, in whole or in part without showing cause upon giving written notice to the Vendor. Woodburn School District shall pay all reasonable costs incurred by the Vendor up to the date of termination. The Vendor will not be reimbursed for any anticipatory profits, which have not been earned up to the date of termination.

15. TERMINATION FOR DEFAULT:

a. Woodburn School District may, at its option, terminate or cancel an agreement for any material violation of the provisions of the Agreement.

Such provisions generally include, but are not limited to:

i. Standard terms and conditions included in all Contracts

ii. Product or service specifications;

iii. Delivery or completion requirements; or

iv. Pricing and price escalation/de-escalation clauses

b. Woodburn School District's termination of an agreement or of a Vendor’s performance shall not restrict or abrogate any other remedy available to Woodburn School District that is provided either by law or under the Agreement, unless other remedies are expressly limited by the terms of the Agreement.

c. Unless otherwise agreed upon in the Agreement, Woodburn School District will provide the Vendor written notice of its intent to terminate the

Agreement or the Vendor’s performance. If the Vendor provided a performance and payment bond, the surety shall also be provided with a copy of the notice of termination. Unless otherwise provided in the Agreement, the notice shall include:

i. The effective date of termination (which may be the date of notice receipt);

ii. The grounds for termination,

iii. Notice of the time (if any) in which the Woodburn School District will permit the Vendor to correct the failure to perform.

16. NEGOTIATION WITH AWARDED VENDOR: Woodburn School District reserves the right to negotiate final contract terms with the awarded Vendor to the fullest extent allowed by law and as in the best interest of Woodburn School District.

17. SMALL, MINORITY, AND WOMEN BUSINESS: Pursuant to 2 CFR 200.321 and Oregon Revised Statute (ORS) Chapter 200, and as a matter of commitment, Woodburn School District encourages the participation of minority, women, and emerging small business enterprises in all contracting opportunities. Woodburn School District also encourages joint ventures or subcontracting with minority, women, and emerging small business enterprises. For more information, please visit Business Oregon : Certification Office for Business Inclusion and Diversity (COBID) :

Certification Office for Business Inclusion and Diversity (COBID) : State of Oregon If the Contract results in subcontracting opportunities, the successful Proposer may be required to submit a completed COBID Outreach Plan (Attachment F) prior to execution.

18. AUDIT: Woodburn School District, the Oregon Department of Education, USDA, the Comptroller General of the United States, or any of their duly authorized representatives shall have access to any book, documents, papers, and records of the vendor, which are directly pertinent to this specific contract, for the purpose of making audits, examinations, excerpts, and transcriptions. The vendors must maintain all required records for three years plus the current year after Woodburn School District makes final payment and all other pending matters are closed. (2

CFR 200).

19. ETHICS IN PUBLIC CONTRACTING: By submitting a proposal, Proposers certify that their proposal is made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Proposer, supplier, manufacturer or sub-vendor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, or services.

https://www.oregon.gov/biz/programs/COBID/Pages/default.aspx

20. EQUAL OPPORTUNITY: In accordance with federal civil rights law and U.S.

Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English.

Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA's TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/ad-3027.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA.

The letter must contain the complainant's name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

1. mail:

U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; or

2. fax:

(833) 256-1665 or (202) 690-7442; or

3. email:

Program.Intake@usda.gov

This institution is an equal opportunity provider.

https://www.usda.gov/sites/default/files/documents/ad-3027.pdf

SECTION III

SPECIAL TERMS AND CONDITIONS

A. SCOPE: Woodburn School District is seeking proposals for cafeteria furniture for Woodburn High School. The objective is to select one proposer to supply, and deliver all furniture specified. Features that Woodburn School District would like in this agreement include but are not limited to: a variety of styles of cafeteria furniture, furniture designed for school use, colors theme to follow school colors, and to provide a modern look to the cafeteria.

B. BACKGROUND: Woodburn High School, has 1550 students in attendance. We need cafeteria seating for 400. We have 3 lunch period services, with options to eat outside.

C. OBJECTIVE: A proposal for Woodburn School District that includes:

a. A modern look with furniture.

b. Meets delivery requirements.

c. Product quality that is meant for use in a school cafeteria.

d. Ease of use, all furniture is meant to be portable and have ease of movement.

e. Furniture that is sturdy and meant for use in a high-volume cafeteria and can sustain daily use.

f. School colors are Royal Blue, white, grey and black. Furniture to be designed with these colors in mind.

g. Seating for about 400, to include 4 ADA accessible seats, ADA seats are to be listed on response and show in the design.

h. Include pricing for:

Cafeteria

Item Amount Notes

4 Top Table 12 Stool style seating to be attached and swivel out from table, casters required

12 Top Table 12 Table with mixed attached stool and bench seating, on casters, easy to put up and down

8 Top Round Table

8 Round Table with mixed attached stool and bench seating, on casters, easy to put up and down

16 Top Table 10 Wave shaped Table with attached stool seating, on casters, easy to put up and down

8 Top Round Table

8 Round Table with mixed attached stool and bench seating, on casters, easy to put up and down

ADA Chairs 4 ADA Chairs

Student Lounge

Column Wrap 1 Column Wrap Table

4 Top Folding Booth Table

5 Mobile folding booth table with casters

Mobile Folding Booth Seating

4 Mobile folding booth seating with casters

8 Top Table 3 Tables for detached seating with casters

4 Top Table 2 Stool style seating to be attached and swivel out from table, casters required

4 Top Round Café Table

4 Café table with Iron Pedestal base and footring

6 Top Round Café Table

2 Café table with Iron Pedestal base

D. SPECIFICATIONS:

a. 4 Top Table Specifications

i. AmTab model MGST3652-30-D or equivalent.

1. MGST3652-30-D - Mobile Stool Table - Group Collaboration Table - 36"W x 52"L x 30"H - 4 Rec Stools

a. 4 tables with Camel Elm Top

b. 8 tables with Mineral Jet Top

2. Sample Picture

3. Required Features

a. Stools must have both top and bottom, be 14” wide, and be attached via a square steel tube column to prevent spinning.

b. Both top and bottom of tables should be covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet. (no plastic or T-mold edging)

c. Table must carry a minimum 15-year warranty

b. 12 Top Table Specifications

i. AmTab model MSBOWT1062-D or equivalent.

1. MSBOWT1062-D - Mobile Stool & Bench Table - Ocean Wave - 35"W x 121"L - 6 Rec Stools & 2 Benches - 29"H

a. 1 table ADA with Folkstone Celesta Top

b. 1 table ADA with Smoke Quarstone Top

c. 4 tables with Folkstone Celesta Top

d. 6 tables with Smoke Quarstone Top

2. Sample Pictures

3. Required features:

wide, and be attached via a square steel tube column to prevent spinning.

b. Both top and bottom of tables should be covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet. (no plastic or T-mold edging)

c. Table operating mechanisms must be high-speed cylinders, no torsion bars or springs.

d. frames must utilize heavy duty 14-gauge powder coated steel.

e. Table must carry a minimum 15-year warranty

c. 8 Top Round Table mixed attached seating Specifications

i. AmTab model MSBR6042-D or equivalent

1. MSBR6042-D - Mobile Stool & Bench Table - Round - 60" Round Diameter - 4 Rec Stools & Benches - 29"H

a. 1 table ADA with Custom Logo

b. 4 tables with Custom Logo

c. 3 tables with Smoke Quarstone Top wide, and be attached via a square steel tube column to prevent spinning.

b. Both top and bottom of tables should be covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet. (no plastic or T-mold edging)

c. Table operating mechanisms must be high-speed cylinders, no torsion bars or springs.

d. frames must utilize heavy duty 14-gauge powder coated steel.

d. 16 top table specifications

i. AmTab model MSOWT1216-D or equivalent

1. MSOWT1216-D - Mobile Stool Table - Ocean Wave - 35"W x 145"L - 16 Stools - 29"H

a. 3 tables with Camel Elm top

b. 2 tables with Custom Logo

c. 2 tables with Folkstone Celesta top

d. 3 tables with Spectrum Blue top

3. Required features:

wide, and be attached via a square steel tube column to prevent spinning.

b. Both top and bottom of tables should be covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet. (no plastic or T-mold edging)

c. Table operating mechanisms must be high-speed cylinders, no torsion bars or springs.

d. frames must utilize heavy duty 14-gauge powder coated steel.

e. 8 top round with attached stool seating Specifications

i. AmTab model MSR608-D or equivalent

1. MSR608-D - Mobile Stool Table - Round - 60" Round Diameter - 8 Stools - 29"H

a. 1 ADA table with Ebony Oxide top

b. 8 with Ebony Oxide top wide, and be attached via a square steel tube column to prevent spinning.

b. Both top and bottom of tables should be covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet. (no plastic or T-mold edging)

c. Table operating mechanisms must be high-speed cylinders, no torsion bars or springs.

d. frames must utilize heavy duty 14-gauge powder coated steel.

e. Table must carry a minimum 15-year warranty

f. ADA Chairs

i. AmTab model ErgoEngageChair6-D or equivalent

1. ErgoEngageChair-6-D - Ergonomic Engage Chair - Active Learning - 20.5"W x 21.5"D x 33.25"H with 18.25"H Seat Height

a. 2 Chairs in Blue Honeycomb Seat

b. 2 Chairs in Gray Honeycomb Seat

a. 1” diameter 12-gauge round tube steel frame

b. blow molded shell with heat dissipation vents in seat and back

c. chairs must carry a minimum 15-year warranty

d. chair frames must be made from heavy duty 12-gauge steel

g. Column Wrap

i. AmTab model ColumnWrap-D or equivalent

1. ColumnWrap-D - Column Wrap – Rectangular

a. 1 table in Camel Elm Top

a. Both top and bottom of tables should be covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet. (no plastic or T-mold edging)

b. frames must utilize heavy duty 14-gauge powder coated steel.

c. Table must carry a minimum 15-year warranty

h. 4 Top Folding Booth Table

i. AmTab model MBZT244-D or equivalent

1. MBZT244-D - Mobile Folding Booth Table - 24"W x 48"L - 29"H

a. 1 ADA table with Blue Spectrum top

b. 2 with Custom Logo top

c. 2 with Camel Elm top

a. 14-gauge steel legs

b. E-Z Free tilt lock mechanism for ease of use and for compact storage for use

c. Both top and bottom of tables should be covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet. (no plastic or T-mold edging)

d. Table must carry a minimum 15-year warranty

i. Mobile Folding Booth Seating

i. AmTab model MFBS244-D or equivalent

1. MFBS244-D - Mobile Folding Booth Seating - 24"W x 48"L

a. 2 with Blue Seat

b. 2 with Gray Seat

a. E-Z Grip Positive Plunger Locking System for the seat, when in use

b. All booth legs must have full floor contact when IN-USE, gripping the floor with no movement or sliding

c. Seating back cores shall be permanently bonded with high pressure plastic laminate and balanced with a high-pressure plastic laminate backing sheet to prevent moisture penetration. Top edges shall be sealed and protected with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet

d. Seating system must carry a minimum 15-year warranty

j. 8 top table

i. AmTab model MCT368-30-D or equivalent

1. MCT368-30-D - Mobile Conversation Table - 36"W x 96"L x 30"H

a. 1 with Mineral Jet Top

ii. AmTab model MCT428-42-D or equivalent

1. MCT428-42-D - Mobile Conversation Table - 42"W x 96"L x 42"H

a. 2 with Smoke Quarstone top covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet. (no plastic or T-mold edging)

b. frames must utilize heavy duty 14-gauge powder coated steel.

f. Table must carry a minimum 15-year warranty

k. 4 Top Table

i. AmTab model MGST3652-30-D or equivalent.

1. MGST3652-30-D - Mobile Stool Table - Group Collaboration Table - 36"W x 52"L x 30"H - 4 Rec Stools

a. 2 tables with Custom logo top wide, and be attached via a square steel tube column to prevent spinning.

b. Both top and bottom of tables should be covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet. (no plastic or T-mold edging)

l. 4 Top Round Café Table

i. AmTab model PTR3642-D or equivalent

1. PTR3642-D - Social Table - Round - Cast Iron Pedestal Base - Footring - 36" Diameter x 42"H

a. 4 tables with Blue Spectrum Top

m. 6 Top Round Café Table

i. AmTab Model PTR4830-D or equivalent

1. PTR4830-D - Social Table - Round - Cast Iron Pedestal Base - 48" Diameter x 30"H

a. 2 tables with Custom Logo top covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet. (no plastic or T-mold edging)

b. frames must utilize heavy duty 14-gauge powder coated steel.

n. standard café chairs

i. AmTab Model EssentialChairB-18-D or equivalent

1. EssentialChairB-18-D - Essential Chair 18"W x 17"L x 34"H - 18" Seat Height - 3 Slats

a. 8 chairs with Smoke Quarstone seat

b. 14 chairs with Spectrum Blue seat

a. Both top and bottom of seat should be covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet.

B. chairs must carry a minimum 15-year warranty

o. stool height café chairs

i. AmTab EssentialChairB-30-D or equivalent

1. EssentialChairB-30-D - Essential Chair 18"W x 17"L x 46"H - 30" Seat Height - 3 Slats

a. 16 chairs with Camel Elm seat

b. 16 chairs with Ebony Oxide seat

a. Both top and bottom of seat should be covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet.

B. chairs must carry a minimum 15-year warranty

p. backless stools

i. AmTab EssentialSeat-18-D or equivalent

1. EssentialSeat-18-D - Essential Seat - 17"W x 20"D x 18"H

- 18" Seat Height - Mineral Jet Seat

a. 8 seats with Mineral Jet seat

a. Both top and bottom of seat should be covered in a high-pressure laminate (HPL) and edges must be sealed with a 100% solid polyurethane resin sprayed and permanently bonded to the edges of the plastic laminate, core and plastic backing sheet.

B. chairs must carry a minimum 15-year warranty

q. Other Specifications

D. CONTRACT PERIOD: The contract period shall be the date of award to delivery and installation of furniture. An ideal contract period will have furniture delivery no later than March 29th. 2026.

E. SERVICES REQUESTED: The Vendor must:

a. Be a school furniture design and manufacturer with ten years’ experience.

b. Be able to deliver orders.

F. TERMS:

a. All proposals shall be for merchandise delivered F.O.B. destination (Woodburn School District).

b. All shipping/handling charges are to be included in the bid amount.

c. There shall be no extra, or miscellaneous charges, i.e. fuel surcharge, to Woodburn School District, unless otherwise stated in vendor proposal and accepted by Woodburn School District.

d. Terms are net 30 from day of furniture delivery.

e. All costs and/or charges must be clearly identified in the bid document submittals.

f. Any rebate or savings that the vendor receives must be passed on to the Woodburn School District.

G. PROPOSAL REQUIREMENTS: It is the intent of Woodburn School District to review and accept proposals from qualified vendors that can provide the products, specified services and who meets all other conditions addressed throughout this document. Woodburn School District intends to enter into a contract with the successful Proposer based on the terms and conditions contained herein.

a. Proposals are due to Chelsea Allen, preferred submission is via email:

i. Email: ckallen@woodburnsd.org, subject line: RFP Submission – Cafeteria Furniture, by 11:00 am on November 10, 2025.

ii. Mail: Woodburn School District c/o Woodburn School District Nutrition Department ND Chelsea Allen, 1390 Meridian Drive Woodburn OR 97071 , by 11:00 am on November 10, 2025.

H. FURNITURE is to be furnished and delivered in accordance with the following:

a. Product Quality: All products sold to Woodburn School District shall be warranted and guaranteed to be merchantable by the Vendor and fit for the purpose for which it is intended.

I. VENDOR DELIVERABLES AND RESPONSIBILITIES

a. General Delivery Requirements

i. Provide packing slips with each shipment identifying items ordered by the item number(s), quantity ordered, purchase order, master PO number and associated invoice numbers.

ii. All deliveries shall be organized for easy off loading and receipting. Vendor shall provide delivery, unload and place the product in the school or building as directed.

b. Product Recall

i. If a product recall is instituted on an item that has been delivered, Vendor will…