Newport Janitorial contract

The Oregon Department of Fish & Wildlife is seeking bids for janitorial services under an intermediate procurement method for three Newport-area offices through an Invitation to Bid (ITB) process. The scope of work encompasses weekly and periodic cleaning services across three facilities: Newport Annex (810 SW Alder St, 3,543 sq ft) requiring once-weekly weekend cleaning, South Beach Annex (3248 SE Ferry Slip, 5,750 sq ft) requiring once-weekly weekend cleaning, and Newport Main (2040 Marine Science Drive, 8,736 sq ft) requiring twice-weekly cleaning on Wednesdays and weekends. Deliverables include general area cleaning, restroom maintenance, break room sanitization, entry/vestibule care, monthly baseboards and chair dusting, quarterly carpet shampooing and floor buffing, and annual window cleaning and floor stripping/waxing. Bidders must have been in business for a minimum of five years and must provide three business references and three key person references demonstrating comparable services completed within the last five years, with demonstrated performance regarding service scope, budget adherence, and schedule compliance. The evaluation criteria prioritizes the lowest responsive and responsible bidder, with an Oregon supplies preference of 10 percent applied to eligible bids and reciprocal preferences potentially applied to out-of-state bidders. The bid due date is February 17, 2026, at 2:00 PM Pacific Time, with questions and clarifications required by February 9, 2026; facility walkthroughs may be scheduled by contacting Jonathon Stratton at (541) 857-2537. The initial contract term runs from April 1, 2026, through March 31, 2029 (36 months), with an option to renew for one additional year, and contract award is anticipated by February 23, 2026.

The procurement encourages participation from Oregon-certified disadvantaged businesses, minority-owned businesses, women-owned businesses, service-disabled veteran-owned businesses, and emerging small businesses, requiring bidders to document outreach efforts and subcontracting opportunities in their Certified Disadvantaged Business Outreach Plan. Bidders must meet extensive compliance requirements including tax compliance certification, non-discrimination policies, absence from federal exclusion lists, conflict-of-interest disclosures, financial responsibility documentation, valid Oregon business licenses, and current authorization to operate in Oregon; additionally, for contracts anticipated to exceed $150,000, bidders must certify written policies preventing sexual harassment and discrimination. All bids must be submitted electronically through OregonBuys, and bidders must be registered in that system to be eligible for award; prior to award, successful bidders must demonstrate proof of required insurance including workers' compensation, general liability with a combined single limit of not less than $1,000,000 per occurrence, and automobile liability, and if employing 50 or more full-time workers, provide a Pay Equity Compliance Certificate. The contractor is responsible for providing all labor, equipment, cleaning supplies, and tools, while ODFW furnishes hand soap, toilet tissue, paper towels, and light fixtures. Monthly compensation is structured with specified per-location billing amounts and a total not-to-exceed amount of $XXXXXX for the full 36-month period, with payment made within 45 calendar days of invoice approval. This is an intermediate procurement under OAR 125-047-0270 with no protests accepted, and the contract is not negotiable; work shall not commence until the contractor receives written Notice to Proceed from the agency.