ITB - emergency property damage response

The City of Portland, Oregon is requesting bids on 24/7 on-call emergency property damage response services (board-up and debris removal) under ITB 00002636, with bids due November 14, 2025 at 4:00 PM and a mandatory pre-bid meeting on October 30, 2025 at 10:00 AM via Microsoft Teams. The City intends to award up to four on-call agreements to the lowest responsive and responsible bidders, though a Notice of Intent to Award issued December 10, 2025 reflects that the City elected to award a single contract instead; Paul Davis Restoration was selected as the lowest bidder and deemed responsible and responsive.

All Oregon resident bidders certified under ORS 279A.120 (having paid unemployment or income taxes in Oregon during the twelve months preceding bid submission and maintaining an Oregon business address) receive preference consideration. The City extends reciprocal preference to out-of-state bidders and requires all awarded contractors to extend identical pricing and services to other public agencies under an intergovernmental cooperative purchasing agreement with quarterly usage reporting.

The scope covers boarding windows, doors, roof skylights, and fire department ventilation openings using 3/8-inch CDX plywood and dimensional lumber on commercial and residential properties; maintaining 300 feet of fencing materials; and debris and broken-glass removal. Contractors must respond to dispatch within one hour, complete scene assessment, and remain on-site until work is complete. Services are not restricted to public buildings. The City anticipates approximately 21–29 jobs per month based on recent activity, though no minimum call-out guarantee applies. Cancellation fees equal one hour of billed time when services are recalled after dispatch.

Bidders submit hourly rates (regular and holiday labor), unit prices for specified materials (plywood, dimensional lumber, fasteners, fencing), and disposal fees. First-year pricing is firm; subsequent annual adjustments are based on U.S. Bureau of Labor Statistics Consumer Price Index for the Seattle-Tacoma-Bellevue area, limited to one adjustment per year. Disposal and debris removal fees may be adjusted up to 20 percent every six months with documented cost increases. Five bidders responded: Advanced Tribal LLC, Kennedy Restoration/SERVPRO of Southwest Portland, Motueka DBA SERVPRO, Paul Davis Restoration, and Rapid Response Bio Clean Inc. DBA Synergy Environmental. Payment is Net 30 days via electronic funds transfer; no bid bond is required. Oregon BOLI prevailing wage does not apply. Bids must remain irrevocable for sixty days after opening. Authorized materials are limited to those listed in the bid schedule—oriented strand board cannot substitute for plywood.