Mobile Unit Van Modifications

The Oregon Department of Human Services (ODHS) is seeking bids for mobile office van modifications through Invitation to Bid (ITB) S-10000-00012052, targeting six RAM ProMaster cargo vans to be retrofitted for use across multiple agency districts. The procurement aims to create mobile offices for the Office of Aging and People with Disabilities (APD), Self Sufficiency Programs (SSP), and Child Welfare (CW) in districts 6, 11, 12, 13, 14, and 15, with the primary objective of assisting rural Oregonians in accessing state benefits and services. Bidders must have a minimum of 5 years of vehicle modification experience and provide three references from similar projects completed within the last five years. The modifications include comprehensive customizations such as Fiamma roof racks and awning systems, running boards, window replacements, insulation packages, floor and wall kits, heating and ventilation systems, electrical infrastructure, cabinetry, and additional accessories like digital rearview mirrors and roof-mounted air conditioning. The ITB evaluation will use a pass/fail methodology, assessing responsiveness, contractor responsibility, references, and minimum qualifications. The solicitation was issued on April 24, 2025, with bids due on May 8, 2025, at 3:00 PM Pacific Time, and a mandatory virtual pre-bid conference scheduled for April 30, 2025, at 3:00 PM Pacific Time via Microsoft Teams.

The contract opportunity emphasizes support for disadvantaged businesses, requiring bidders to complete a Certified Disadvantaged Business Outreach Plan that highlights potential subcontracting opportunities for minority-owned, woman-owned, service-disabled veteran-owned, and emerging small businesses certified under Oregon Revised Statute 200.055. Bidders must disclose their certification status and outline steps to solicit Certified Firms for subcontracting, though this information will not directly impact bid evaluations. The initial contract term is up to 6 months, with an option to renew for an additional year, and the state anticipates awarding multiple contracts based on the lowest-cost bidder for each district's specific van modification package. While the exact contract value is not explicitly stated, the sample contract indicates a maximum not-to-exceed compensation amount to be determined, with each van's retrofit expected to take approximately three weeks. The procurement includes reciprocal preferences for in-state bidders and considerations for potential use of recycled materials, with additional requirements for pay equity compliance and non-discrimination policies. Bidders must submit various forms, including a bid cover sheet, price sheet, reference check form, responsibility inquiry, and a certified disadvantaged business outreach plan to be considered for contract award.