Oregon State University (OSU) is conducting a two-step solicitation process for Mechanical Systems Preventive Maintenance and Repair services at the OSU Cascades Campus in Bend, Oregon. The process begins with a Request for Qualifications (RFQ) to identify and shortlist qualified firms, followed by a Request for Proposals (RFP) from those shortlisted firms. Key dates include: * RFQ Issue Date: April 10, 2026 * RFQ Question Deadline: April 20, 2026, at 11:00 AM Pacific Time * RFQ Due Date: May 4, 2026, at 3:00 PM Pacific Time * RFP Mandatory Job Walk: May 14, 2026 (for shortlisted firms only) * RFP Question Deadline: May 20, 2026, at 11:00 AM Pacific Time * RFP Due Date: June 2, 2026, at 3:00 PM Pacific Time Responses must be submitted electronically via email to ***@***. *. * formatting for email subject lines is required. A mandatory job walk is required for firms participating in the RFP phase. Questions and requests for clarification must be submitted via email to ***@***. *. * by the specified deadlines. The contract will be for preventive maintenance, repair, troubleshooting, and related support services for mechanical building systems. The scope includes inspection, maintenance, minor repairs, and replacement of consumable components. The contract term is anticipated to be three years, with options for up to three additional three-year renewal periods, for a total potential term of twelve years. Prevailing wage requirements from the Bureau of Labor and Industries (BOLI) apply to all services performed under the contract. Offerors must comply with OSU's policies regarding campus access, safety, and work coordination. Criminal background checks, including sex offender registration checks, are required for contractor employees and agents working in critical, occupied, or security-sensitive facilities. The evaluation process is divided into two phases: RFQ and RFP, with separate scoring criteria for each. Pricing proposals will be evaluated in the RFP phase.
The RFQ responses are due by May 4, 2026, at 3:00 PM Pacific Time. The RFP proposals are due by June 2, 2026, at 3:00 PM Pacific Time for shortlisted firms only. The bid notice states RFQ responses due: May 4, 2026, at 3:00 PM Pacific Time and RFP proposals due shortlisted firms only: June 2, 2026, at 3:00 PM Pacific Time.
The bid notice mentions that payment terms are governed by the Oregon State University Public Improvement General Conditions and the sample repair and maintenance on-call services agreement. It also states that owner agrees to compensate contractor for work performed in accordance with the purchase order and contract documents. The general conditions also mention that owner shall make progress payments on the contract monthly as work progresses and that owner shall pay to contractor interest at the rate of two thirds of one percent per month on the progress payment, not including retainage, due the contractor. overdue invoices will be those that have not been paid within fortyfive 45 days from the latest of: a the date of the receipt of the accurate invoice b the date owner receives the correct application for payment if no invoice is received c the date all goods and services have been received or d the date a claim is made certain by agreement of the parties or by operation of law. The bid notice states payment information will be reported to the irs under the name and taxpayer id provided above. The bid notice states Payment Terms Net 30 4.
The bid notice states that contractor shall warrant repairs and replacement components for a minimum period of one year unless manufacturer warranties provide longer coverage. It also mentions that work failing to conform to these requirements shall be corrected at the contractors expense. The bid notice states The one-year period for correction of work shall be extended with respect to portions of work performed after substantial completion by the period of time between substantial completion and the actual performance of the work, and shall be extended by corrective work performed by the contractor pursuant to this section, as to the work corrected.
The bid notice indicates a two-step evaluation process. Step 1 (RFQ) will evaluate elevant experience on similar projects (30 points), qualifications of key personnel (25 points), firm background and organizational capacity (15 points), service capacity and technical resources (15 points), and workforce diversity plan (15 points). Step 2 (RFP) will evaluate understanding of project requirements (25 points), service delivery approach (25 points), project management and communication (15 points), esponse time and service availability (10 points), and pricing proposal (25 points). The bid notice states osu reserves the right to determine the number of firms invited to participate in the rfp phase and no offeror is entitled to advance based solely on rfq scoring. The bid notice states osu will evaluate rfqrfp **** osucascades campus mechanical systems preventive maintenance and repair proposals and may award contracts to up to two firms.
For the RFQ phase, qualifications will be evaluated based on relevant experience on similar projects (30 points), qualifications of key personnel (25 points), firm background and organizational capacity (15 points), service capacity and technical resources (15 points), and workforce diversity plan (15 points). The bid notice states espondents shall submit qualifications demonstrating experience, capability, and approach to performing the work described in this solicitation.
The bid notice does not explicitly detail penalties. However, it mentions that failure to acknowledge any addenda in the transmittal letter may cause your proposal to be considered nonresponsive. It also states that failure to use the required subject line format may result in the response not being properly identified or routed for receipt. Additionally, osu is not responsible for responses that are delayed, misdirected, filtered, or otherwise not received by the due datetime due to an incorrect or incomplete email subject line or other transmission issue. The general conditions mention that owner reserves the right to terminate the project or resulting contract during any phase of the project in accordance with the provisions of the contract.
A mandatory job walk will be conducted as part of Step 2 (RFP) of this solicitation. Only firms shortlisted through Step 1 (RFQ) will be invited to attend. Attendance at the mandatory job walk is required for participation in Step 2. Proposals will only be accepted from shortlisted firms that attend the mandatory job walk. Details regarding the date, time, and location will be provided to shortlisted firms. The bid notice states mandatory site visits rfp phase only.
The bid notice does not mention sample submission requirements.
The bid notice specifies question deadlines for both steps of the solicitation. For Step 1 (RFQ), the question deadline is April 20, 2026, at 11:00 AM Pacific Time. For Step 2 (RFP), the question deadline is May 20, 2026, at 11:00 AM Pacific Time. The bid notice states all questions, requests for clarification, or requests for additional information shall be submitted via email to ***@***. *. * by the question deadline in order to be addressed. The general conditions mention a claims review process where contractor shall submit in writing by contractor to the owner within five 5 days after a denial of contractors initial request for an adjustment of contract terms, payment of money, extension of contract time or other relief.
The bid notice does not specify an estimated total value.
