RFP No 2026010 Arc Flash and Flame Resistant (FR) Clothing Program

Northern Wasco County People's Utility District is soliciting proposals under Informal RFP No. 2026010 for supply and administration of an Arc Flash and Flame-Resistant clothing program for employees exposed to flames or electric arcs, with questions due November 13, 2026 and proposals due November 24, 2026 at 4:00 p.m. PST. Submission must occur exclusively through OregonBuys, and emailed, faxed, or hand-delivered proposals will be rejected. The source names no set-aside, preference, or local-vendor requirement.

The scope covers identification, sourcing, sizing, provisioning, and ongoing management of FR-rated clothing compliant with Oregon Administrative Rule 437-002-2311(8) and 29 CFR 1910.269(l)(8). The RFP specifies 23 garment line items across pants, shirts, sweatshirts, rain gear, and outerwear, with manufacturers including Ariat, DriFire, and Bulwark. Historical orders from 2023 through 2026 average roughly 37.5 shirts, 27.75 pants, and 9.25 sweatshirts annually for approximately 30 participating employees. Proposers must state whether online ordering portals, employee allowance management, dedicated account representatives, and technical support are included in garment pricing or charged separately each year. Pricing must include unit prices, logo application and ancillary charges, catalog discounts for non-listed items, and program administration costs.

The contract is priced on a not-to-exceed basis tied to actual garment quantities, and the District guarantees no minimum purchase volume. The initial term runs January 1 through December 31, 2027, with up to four optional one-year renewals by mutual written agreement. Award is anticipated December 28, 2026. Prices remain firm for the initial 12 months, after which one annual adjustment is permitted on 90 days' written notice, limited to the lesser of CPI-U for the Portland-Vancouver-Hillsboro area or 3 percent. The governing master services agreement template requires Professional Liability coverage of $2,000,000, Commercial General Liability of $2,000,000 per occurrence and $4,000,000 aggregate, and Automobile Liability of $1,000,000. Work is subject to prevailing wage requirements, and disputes fall under Oregon law with venue in Wasco County Circuit Court.

Evaluation totals 100 points across eight criteria: program administration approach (20), pricing (15), company qualifications and experience (15), proposal content, inventory and sizing support, online portal and reporting, product offering, and exceptions and insurance (10 each). Optional interviews add up to 50 points for a maximum of 150.