INTRODUCTION 
The NEWBERG SCHOOL DISTRICT is requesting competitive proposals with the intent of entering into a contract with a firm able to provide HEATING, VENTILIATION, AND AIR CONDITONING (HVAC) PREVENTIVE MAINTENANCE SERVICES and REPAIR SERVICES. This is a qualifications-based selection with cost as a consideration. Factors such as Contractor customer service, past performance, technical expertise and experience, management capabilities and resources, will form the basis for the criteria considered, in addition to price to perform the scope of work. Award shall be made in accordance with the terms conditions, and requirements stated herein. 

SCOPE OF SERVICES 
The District is seeking proposals from firms who can provide HVAC and preventive maintenance, servicing, and repairs at the Newberg School District facilities listed below. The preventive maintenance, servicing and repair requirements are per industry standards. Prior to contracting, these items will be discussed and agreed upon with the District.  The specific buildings and areas covered by this contract are as follows: 

 

 

The District reserves the right to award the Contract or Purchase Order to the most cost-effective overall quote or to award a Contract or Purchase Order for portions of the project. The District reserves the right to reject any and all proposals/quotations if it is in the public’s best interest to do so. 
The law requires that when a contract for construction, re-construction, maintenance, or repair for a public agency exceeds $50,000, the bid or quote specifications must contain a provision stating the minimum hourly rates of pay to be paid to workers, as those rates are determined by the Labor Commissioner. Prevailing wage shall be paid at the current wage rates published by the Bureau of Labor and Industry. Contracting agencies are required to include in their contracts, a provision that workers shall not be paid less than such rates. (ORS 279.850 - ORS 279.363) However, if the Contractor is asked to provide services on a prevailing wage project, they will be notified in writing of such circumstances. 

 

Newberg School District will not receive / consider a bid / quotation unless the bidder is registered with 
the Oregon Construction Contractors Board as required by ORS 671.530. 
All materials shall be installed according to manufacturer’s instructions. Contractor is responsible to post signs and install barricades as required to protect completed work against damage or discoloration. Contractor shall warrant all labor and materials for a period of one year from the date of final acceptance by the District. 
Contractor shall provide and use their own tools for the job including but not limited to ladders. 
Contractor shall be responsible for securing their work space upon departure including, but not limited to, roof access points, classroom doors, and all exterior doors that they accessed. 
Contractor shall leave the work space in similar or better condition than they found it. For example, all construction debris shall be cleaned before departing the work site. 
Contractor offering proposal must certify that no asbestos containing building materials will be utilized in fulfilling this contract. Contractor will further certify compliance with ORS 468A.720 relating to asbestos abatement work. 
Any Contractor or their employee who will be on District property without the supervision of a District employee is required to complete the District’s criminal background check and fingerprinting protocols. Contractor and their employees shall complete the processes prior to commencing work on the referenced project. While on District property, Contractors and their employees shall be required to wear identifying clothing and district identification badge and shall provide photo identification upon request. No Contractor or Contractor employee will be allowed in occupied classrooms, student restrooms, or locker rooms without District employee supervision. 

 

Contractor or contractor employee shall check in at the school office upon arrival and departure from 
the site. 
District structures may contain hazardous materials including, but not limited to asbestos, lead, and PCBs. It is the Contractor’s responsibility to train their employees and/or sub- Contractors regarding these hazards and meet all OSHA and DEQ requirements. Records regarding hazardous materials can be viewed upon request at the Facilities Office by emailing [email protected].
The District will pay labor rate for one-way travel to the job site, up to 30 minutes. 

 

Publish RFP                                                January 2, 2024                 
Proposals Due                                             February 1, 2024, 2:00 PM
Proposal Evaluation                                    February 7, 2024 
Notice of Intent to Award                             February 14, 2024

Commencement of Services                       March 1, 2024 

 

EVALUATION CRITERIA 
Proposals will be evaluated based upon the following criteria:

1.    Work History with K-12 Education and reference checks. (15 points)
2.    Experience of Contractors employees (Years of experience with your company, qualifications). (10 points)
3.    Service rates (5 points)
4.    Guaranteed response times. (5 points)

 

TERMS AND CONDITIONS 
The District expects to enter into a contract with the successful Proposer; however, the District does not guarantee that it will award any contract pursuant to this RFP. While this RFP provides instructions for the preparation of a proposal that will address all RFP requirements, the District reserves the right to reject any and all proposals. This RFP is not an offer to contract. Only the execution of a written contract will obligate the District, in accordance with the terms contained in the contract. 

 

QUESTIONS 
All questions and contacts with the District regarding any information in this RFP must be addressed in written form via email to Heather Bixby at [email protected] and clearly labeled in the subject line with the RFP number.

 

CHANGES OR MODIFICATION TO RFP (ADDENDA) 
The District reserves the right to amend this RFP in any manner prior to award of a contract. Any change or modification to the specifications or the procurement process will be in the form of an addendum to the RFP and will be made available to all Proposers via email. No information received in any manner different than as described herein will serve to change the RFP in any way, regardless of the source of the information. Any request for clarification or change or protest of anything contained in an addendum must be received by the date and time stated in the addendum, or they will not be considered. 

 

MODIFICATION OR WITHDRAWAL OF PROPOSALS 
Proposers may modify or withdraw their submitted proposals only prior to the due date and time as indicated in the schedule of events. Any modification or withdrawal shall be made in writing, signed by an authorized representative of the Proposer, and shall state the action requested (i.e. the modified proposal supersedes the prior proposal; the submitted proposal is withdrawn). 

Modifications or withdrawals must be submitted in an appropriately marked and sealed envelope to the person designated to receive proposals. 

 

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

 

CLARIFICATION OF RESPONSES 
The District reserves the right to request clarification of any item in a firm’s proposal or to request additional information necessary to properly evaluate a particular proposal. All requests for clarification and responses shall be in writing and shall be provided to each selection committee member. 

 

SELECTION PROTESTS 
Any respondent to this RFP who claims to have been adversely affected or aggrieved by the selection of a competing respondent may submit a written protest of the selection within seven days after notification of that selection to: 

 

Heather Bixby – [email protected]
Director of Finance 
714 E 6th St.  
Newberg, OR 97132 
Any such protests must be received no later than seven days after the notification of selection has been made in order to be considered. The selection decision notification will be made via email. 

 

PROPRIETARY INFORMATION 
The District will retain this RFP and one copy of each original response received, together with copies of all documents pertaining to the award of a contract. These documents will be made part of a file or record, which will be open to public inspection after responder selection and award is announced. If a response contains any information that is considered a trade secret under ORS 192.345(2), mark each sheet with the following legend: “This data constitutes a trade secret under ORS 192.345(2), and must not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.” 

The Oregon Public Records Law exempts from disclosure only bonafide trade secrets, and the exception from disclosure applies only “unless the public interest requires disclosure in the particular instance”. Therefore, non-disclosure of documents or any portion of a document submitted as part of a response may depend upon official or judicial determination made pursuant to the Public Records Law. 

In order to facilitate public inspection of the non-confidential portion of the response, material designated as confidential must accompany the response, but must be readily separable from it. Any response marked as a trade secret in its entirety will be considered non-responsive and will be rejected. 

INSURANCE PROVISIONS 
Contractor shall not commence any work until Contractor obtains, at Contractor’s own expense, all required insurance as specifically outlined in the resulting contract agreement between the District and Contractor. Such insurance must have the approval of Newberg School District 28J as to limits, form, and amount. Major requirements are: 

1.    COMMERCIAL GENERAL LIABILITY insurance including personal injury, bodily injury and property damage with limits of $1,000,000 Per Occurrence / $2,000,000 General Aggregate / $2,000,000 Products and Completed Operations Aggregate. Aggregates shall apply per Project. Limits may be provided by Excess or Umbrella policy.

2.    BUSINESS AUTOMOBILE LIABILITY insurance comprehensive form with limits of at least $2,000,000 per Accident. The coverage shall include owned, hired, and non-owned automobiles.

3.    SEXUAL ABUSE AND MOLESTATION. The Contractor’s General Liability policy must not specifically exclude coverage for sexual abuse and molestation. If sexual abuse and molestation coverage is excluded under the General Liability policy, evidence of separate sexual abuse and molestation coverage of not less than $500,000 per occurrence and $1,000,000 aggregate each claim, incident, or occurrence must be provided to the District in the form of a certificate of insurance and must be approved by the District prior to the execution of this Agreement.

4.    WORKERS’ COMPENSATION AND EMPLOYER’S LIABILITY insurance as
statutorily required for persons performing work under this Agreement. Any subcontractor hired by Contractor shall also carry Workers’ Compensation and Employer’s Liability coverage, with limits of at least $500,000 each accident / $500,000 policy limit / $500,000 each employee.

 

ADDITIONAL REQUIREMENTS 
Pursuant to ORS 279A.105, by submitting a proposal, the proposer certifies that the proposer has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining any required subcontracts. 

Pursuant to ORS 279A.105, proposers are hereby notified that policies applicable to consultants and contractors have been adopted that prohibit sexual harassment and that proposers and their employees are required to adhere to the District’s policy prohibiting sexual harassment in their interactions. 

PROPOSAL REQUIREMENTS 
Proposal receipt by District prior to 2:00. PM, Thursday, February 1, 2024. 

Newberg School District 
Attention: Heather Bixby 
714 E 6th St.  
Newberg, OR 97132 

At a minimum, proposals must include the following information: 

a.    Contractor Information sheet filled out and signed – see Exhibit A
b.    Information regarding school district experience, including references for school district and/or government agency work projects completed within the past five years.
c.    Standard hourly rate and Overtime hourly rate for 2023/24, 2024/25, and 2025/26 school years (July 1-June 30).
d.    Percentage of mark-up on materials 2023/24, 2024/25, and 2025/26 school years (July 1-June 30).
e.    Guaranteed response times (in hours) for Emergency and non-Emergency incidents.
f.    Detailed description of:
1.    Added services your firm will provide, if any,
2.    Dedicated service providers and their qualifications, certifications, etc.
3.    product certifications,
4.    Company history,
5.    Employee training programs and any associated expenses.

g.    Provide a sample service agreement contract your company has used.

 

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714 E. Sixth St., Newberg, OR 97132 | Phone: (503) 554-5000 | Fax: (503) 538-4374