Kitchen Exhaust & Filter Cleaning and Maintenance Services

Washington County is looking for a contractor to provide kitchen exhaust and filter cleaning, maintenance, and repair services annually at several of our buildings with kitchen equipment. Scope for each building is as follows: steam cleaning fans, ducting through the roof & interior hoods, & steam cleaning GX cartridges, dish exhaust & filters where applicable, repairs and replacement parts as needed.

Project Details

• Reference ID: 2026.054-ITQ
• Department: Facilities
• Department Head: Laurel Brown (Division Manager)

Important Dates

• Questions Due: 2026-06-03T00:00:00.000Z

Evaluation Criteria

• Overview and Purpose —

  Washington County Facilities and Park Services is seeking a contractor to provide kitchen exhaust & filter cleaning services to several buildings annually.

• Deadline Disclaimer —

  It is the responsibility of the responder to upload and submit their electronic response before the deadline date and time approaches as posted on the County's Procurement Portal. Allow for a sufficient amount of time for the bid entry/document upload process in order to ensure timely submission.

  Make sure that all documents are uploaded as soon as possible well in advance of the deadline. The County's Procurement Portal will close promptly at the deadline date and time.  All responses must be submitted, not in process, by that time…no exceptions are allowed.

  Please note the system will accept Google Docs or Google Pages, but they are not readable by the County.  DO NOT upload your response using a Google product.

• Public Bid Opening —

  A Public Bid Opening is not required for purchases under $250,000.

• Scope of Work and Specifications —
  1. Scope for each building is as follows: steam cleaning fans, ducting through the roof & interior hoods, & steam cleaning GX cartridges, dish exhaust & filters where applicable, and as needed repair services.
  2. Service requirements set by recommendation of Fire Marshal and building codes.
  3. The work must comply with Oregon fire and building codes regarding the cleaning and maintenance of exhaust systems.
  4. Service locations include, but are not limited to:
     1. Harkins House Juvenile Shelter requires the cleaning of fan on the roof /interior of the hood and filter cleaning. Frequency is up to two times per year to be scheduled by Contract Administrator and includes (1) Ansul R102 cabinet with (1) 3 gallon cylinder, Hood size - 4' x 6', (3) Filters and (3) Nozzles.
     2. Community Corrections Center requires the cleaning of kitchen exhaust, cartridges and dish exhaust system. Frequency is one time per year to be scheduled by Contract Administrator and includes (1) Ansul R102 cabinet with (1) 3 gallon cylinder, Hood size - 4' 10" x 6', (2) Filters and (3) Nozzles.
     3. Charles D Cameron Public Service Building requires the cleaning of kitchen exhaust and filter cleaning. Frequency is one time per year to be scheduled by Contract Administrator and includes (1) Ansul R102 cabinet with (1) 3 gallon cylinder, Hood size - 4' 6" x 11', (7) Filters and (4) Nozzles.
     4. Tigard Recovery requires the cleaning of fan on the roof /interior of the hood and filter cleaning. Frequency is twice per year to be scheduled by Contract Administrator and includes (1) Amerex cylinder that is 3.75 gallons, Hood size - 2' x 6', (3) Filters and (3) Nozzles.
     5. Washington County Jail kitchen requires the cleaning of exhaust and filter/cartridge cleaning. Cleaning frequency is one time per year to be scheduled by Contract Administrator and includes Hood size - 8' x 18'. System is a Quencher System not a fixed Hood system (Cleaning Only).
     6. Washington County Wingspan Event and Conference Center kitchen requires the cleaning of exhaust and filter/cartridge cleaning. Frequency is at a minimum one time per year to be scheduled by Contract Administrator and includes (1) Ansul R102 with (3) 3 gallon cylinders, Hood size - 24' x 6' (Ventilation Filters built in) and (10) Nozzles.
     7. Beaverton Recovery Center kitchen requires the cleaning of exhaust and filter/cartridge cleaning. Frequency is at a minimum one time per year to be scheduled by Contract Administrator and includes (1) Ansul R102 with (3) 77-pound cylinders. Hood size – 18’ x 4’ Ventilation filters built in – 6 exterior nozzles. Cleaning of exhaust each cleaning.
  5. Work under this contract to be scheduled in order to be least disruptive to building occupants due to the scope of work.
  6. Rates to include both normal and after rates for each building service request.
     1. OT Rates not to exceed 1.5 times the normal hourly rate.
     2. Contractor to provide their normal business hours so we understand when the OT rate begins.
• Rights of the County —

  The County expressly reserves the following rights:

  1. To waive any irregularities in the quotes submitted.
  2. To base awards with due regard to price, delivery, compliance with specifications, and other such factors as may be necessary and in the public interest in the circumstances.
  3. To make awards to any respondent whose quote, in the opinion of management and the Board, is the lowest responsible quote.
  4. To cancel the procurement or reject any or all quotes, or selected portions thereof, in accordance with ORS 279B.100. Under no circumstances shall the County be responsible for, nor shall it reimburse, any costs associated providing a bid for this solicitation.
  5. To negotiate final contract terms and conditions to the fullest extent allowed by the law and as in the best interests of the County.

  Acceptance of an offer is subject to budget approval and budgetary constraints as determined by the County.

• Expectations of Responder —
  1. If this solicitation requires response on all items, failure to do so will disqualify the quote. If quoting on all items is not required, responders should check the No Bid box for any item on which no price is submitted.
  2. To examine all specifications, instructions, terms and conditions thoroughly.
  3. To provide for appropriate insurance as required.
  4. To comply with all Federal, State and County laws, ordinances, and rules.
  5. Responder will comply fully with specifications as attached for the agreed quote and/or resulting contract, especially where materials and work are involved.
  6. To clean up all debris and remove from the site as specified.
  7. Upon completion of the resulting contract and/or delivery and installation, to pass a good, free and clear title for goods and services rendered to the County. Such goods and services shall be free of all claims, mechanic’s liens, subcontractor judgments and other encumbrances which might cloud the County’s title to said goods and services.
  8. That they have met any and all registration or license requirements where required for contractors as set forth in the Oregon Revised Statutes.
  9. To accept any claims, liens and demands to indemnify the County and preserve harmless the County or the property the entire time of equipment installation and/or resulting contract duration.
  10. To meet the highest standards prevalent in the industry or business most closely related to the goods or services of this bid.
  11. To understand that the successful bidder will be held to all County policies and procedures.
• Bidder Responsibility Form Questions —
  1. The Apparent Low Bidder may be sent a link to respond to the Bidder Responsibility Form. Bidder must respond by the due date which shall be no more than 2 business days after the bid due date. Failure to do so will result in the low bidder being found non-responsive.
     1. Bidder will complete and submit the Bidder Responsibility Form Questions, signifying electronic signature by the Bidder, that states the qualifications of the firm for accomplishing the specified work with their bid. 
  2. The Bidder Responsibility Form addresses the following standards of responsibility:
     1. Evidence of projects of similar scope undertaken and completed by the bidder for local government agencies within the last five (5) years. Previous project information should include: examples of scope of work similar to this project, the name of the project, the bidder's role on the project (general contractor or subcontractor), the date completed, the project engineer or architect, and the name of the public agency (include the public agency's address, phone number and contact person). To be considered for acceptance a bidder must demonstrate a minimum of three (3) consecutive years' experience in successfully executing work of the types specified.
     2. Evidence of a satisfactory record of performance during the last five (5) years;
     3. Evidence of sufficient financial, material, equipment, facility and expertise, necessary to meet all contractual responsibilities;
     4. Evidence that the key subcontractors, installers and personnel supervisory proposed for this contract are qualified for the type of work specified; and
     5. Evidence of a satisfactory record of integrity. A bidder may be determined to lack integrity if the County determines the bidder demonstrates a lack of business ethics such as violation of state environmental laws or false certifications made to an agency. The County may find a bidder non- responsive based on the lack of integrity of any entity having influence or control over the bidder (such as a key employee of the bidder that has the authority to significantly influence the bidder's performance of the Contract or a parent company, predecessor or successor entity). The standards for conduct disqualification under Washington County Procurement Rule 30-145(1)(a) may be used to determine a bidder's integrity. Copies of any letters of recommendation or appreciation from other public agencies of previous improvement projects successfully completed by the bidder would be accepted but are not required.
• Changes —

  The County, by written order, may make changes in the following areas:

  1. Drawings, design, and/or specifications where the product or service is a special order or separate project for the County.
  2. The method of shipment or packaging.
  3. The place of delivery and installation (if required).
  4. If said change(s) increases or decreases the net cost of the product/service, the County and the responder agree to negotiate an equitable adjustment.
  5. The contractor shall not make any changes in the specifications or other requirements without the express prior written consent of the County. Any proposed changes shall be presented in writing to County management not less than fourteen (14) calendar days prior to the proposed effective date of said change.
  6. The additions of similar or related work or materials or unidentified needs.
• Hourly Rates —
  1. The hourly rates specified by the responder shall include labor, consumable materials and supplies, necessary or incidental costs and all direct and indirect administrative costs. These incidental supplies and materials include such items as fasteners, adhesives, hardware and other small expense items which are difficult to track or bill through any other process.
  2. Hours paid under the resulting contract shall be only for productive hours at the job site. Time spent for transportation of workers, material acquisition, handling and delivery or movement of contractor owned or rental equipment is not directly chargeable to the County.
  3. In the event a mark up is allowable, the County will pay mark up on goods and materials only. The County will not pay a mark up on shipping charges, freight charges, fees (including disposal fees), taxes or surcharges.
  4. OT rates are not to exceed 1.5 times the normal hourly rate. 
• Unit Prices —

  If the bid document includes a schedule of unit prices for labor and materials or other items to establish a cost basis for unforeseen contract changes, Washington County reserves the right to reject, without impairing the balance of the bid, any or all such predetermined unit prices, and negotiate such unit prices during the term of the award.

• Licenses/Permits/Certifications —
  1. ORS 701.026 and ORS 671.530 require that bidders be licensed with the Oregon Construction Contractors Board or licensed by the State Landscape Contractors Board prior to the submission of a bid.
     1. A contractor licensed under ORS Chapter 701 may bid on a landscaping job or perform a construction project that includes landscape contracting as a portion of the project if the landscape contracting portion is subcontracted to a licensed landscaping business as defined in ORS 671.520.
     2. A landscaping business may bid on a job or perform a contract that includes the phase of landscape contracting for which it is not licensed if it employs a licensed landscape contractor, or subcontracts with another landscaping business, licensed for that phase.
     3. Failure to be licensed will be sufficient cause to reject bids as “non-responsive.”
  2. The contractor shall maintain in effect all licenses, permits and certifications required for the performance of the work. The contractor shall notify the County immediately if any license, permit or certification required for the performance of this contract ceases to be effective for any reason.
• Qualifications of Responders —

  Qualifications may be evaluated when determining award. Responders may be required to produce acceptable personal, business, and credit references and completed examples of previous work of a similar nature. The County reserves the right to investigate references and to consider the past performance of any responder with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of services on schedule, and its lawful payment of employees and workers whether or not specifically listed by the responder.

• Low Tie Quotes —
  1. Low tie quotes are subject to the Oregon preference contained in ORS 279A.120:
     1. “For purposes of awarding a public contract, a contracting agency shall give preference to goods or services that have been manufactured or produced in this state if price, fitness, availability and quality are otherwise equal.”
  2. Low tie quotes that remain after application of the statutory Oregon preference shall be awarded according to the following sequence:
     1. Preference shall be given to the responder whose principal offices or headquarters are located in Oregon.
     2. If a tie still remains after applying (A) above, award shall be made by drawing lots among any tied Oregon responders. Such responders shall be given notice and an opportunity to be present when lots are drawn.
     3. If none of the tied responders is located in Oregon, award of the contract shall be made by drawing lots among the tied responders.
• Contractor's Responsibility —

  It is understood that the specifications and other contract documents do not purport to control the method of performing the work, but only the requirements as to the nature of the completed work. The contractor assumes the entire responsibility for the method of performing the work. Suggestions as to the method included in the contract documents shall be deemed advisory only and the feasibility of such methods or the lack thereof, shall not affect the contractor's liability, or status as an independent contractor under the resulting contract.

• Subcontractor Payment Reporting —
  1. Contractor shall report payment information and utilization data for subcontractors that perform any services, using a County-designated online reporting system. As of the effective date of this contract, such system is accessible at: https://washcopurch.mwdbe.com/?TN=washcopurch. Contractor must log in to an account in the system in order to submit reporting information. Reporting information must be submitted at least once monthly, concurrent with Contractor’s invoice submission, or on such other frequency as the Project Manager may require. Contractor must designate a representative to administer the reporting function and be a point of contact for the County.
  2. Progress payment requests, except the first request, shall include the Contractor’s verification that Subcontractor payment data and workforce data (if applicable) for all tiers have been entered into the County’s online reporting systems
• Employment Standards —
  1. The contractor agrees that upon request by the County, it shall remove from County premises any of contractor’s employees, subcontractors or agents who, in the reasonable opinion of the County, has been involved in inappropriate conduct; bringing any unauthorized personnel (including their own children) into a County facility; are involved with the unauthorized use of County equipment, or are not qualified to perform the work assigned.
  2. Contractor agrees to take immediate and reasonable steps to maintain its provisions of service under the resulting contract in the event of any labor action involving its employees on County premises or elsewhere.
• Guarantee and Damage Clause —
  1. Contractor agrees to repair any failures due to inferior workmanship and/or materials without additional expense to the County.
  2. Contractor shall be responsible for redecorating, restoring, or otherwise repairing any portion of the County's premises, facilities, or any County owned properties or right-of-ways which are damaged by the contractor and its agents in the case of any work related to its obligation under this contract.
  3. Contractor agrees to repair any avoidable damage to existing materials, surfaces and equipment caused during the execution of the work, without additional expense to the County.
• Underwriters Laboratory —

  All items offered of an electrical nature shall indicate the current UL listing, if applicable. In addition, any goods such as fire protection equipment, etc., for which there is a UL testing procedure shall also include the UL listing, if applicable. Any other certification such as Factory Mutual, etc., shall be noted in the offer.

• Public Contracting Statutes —
  1. This solicitation and the resulting contract are governed by Oregon Law and Washington County Procurement Rules. The provisions of Oregon Revised Statutes 279B.220 through 279B.235, Public Contracts, as applicable are incorporated herein by reference. Any Contractor accepting a purchase order from the County and/or executing a contract with the County for the delivery of materials and/or services agrees to comply with said provisions.
  2. Oregon Revised Statutes can be obtained from: Legislative Counsel Committee, S101 State Capitol, Salem, OR 97310-0630. Phone (503) 378-8146 or on line at: http://www.leg.state.or.us/ors/home.html
  3. Washington County Procurement Rules can be obtained from: Washington County Procurement Division, 155 North First St., Ste 270, Hillsboro, OR 97124, phone (503) 846-8737 or email wcpurchasing@co.washington.or.us.
• Questions, Interpretations and Addenda —
  1. If necessary, interpretations or clarifications in response to questions will be issued by addenda. Questions received after the deadline to submit questions WILL NOT be answered. Oral and other interpretations or clarifications will be without legal effect.
  2. Any amendment(s) to or error(s) in the document called to the attention of the County will be added to or corrected by written addendum and posted to the County's Procurement Portal. The County may also issue addenda to modify the proposal documents, as it deems advisable.
  3. Receipt of addenda must be acknowledged.
  4. Proposers shall be solely responsible to check for and download all addenda, if any, from the County's Procurement Portal prior to submitting their proposals.
• Questions, Interpretations and Addenda for Facilities —
  1. If necessary, interpretations or clarifications in response to questions will be issued by addenda. Questions received after the deadline to submit questions may not be answered unless the County determines, in its sole discretion that it is in its best interests to do so. Oral and other interpretations or clarifications will be without legal effect.
  2. Any amendment(s) to or error(s) in the document called to the attention of the County will be added to or corrected by written addendum and posted to the County's Procurement Portal. The County may also issue addenda to modify the proposal documents, as it deems advisable.
  3. Receipt of addenda must be acknowledged.
  4. Proposers shall be solely responsible to check for and download all addenda, if any, from the County's Procurement Portal prior to submitting their proposals.
• Award of Contract —
  1. The County intends to award the quote to the lowest responsible responder(s) who has met all the requirements of the specifications, and who is not disqualified or debarred under Washington County Rules of Procurement or Oregon State Statutes.
  2. The County reserves the right to reject any and/or all quotes in whole or in part and to not contract for any individual categories.
  3. County reserves the right to award contracts by lump sum, individual line items, groups of items, or categories whichever is determined solely by the County to be in the best interest of the County.
• Contract —

  The term of the contract resulting from this quote shall not exceed five years.

  The contract that will be executed for this solicitation will be a standard Washington County Contract, which may incorporate terms and conditions from this solicitation document, as well as from the responder’s response. A sample contract is attached. Potential responders should review this contract to ensure they can meet the terms and conditions of this contract prior to submitting a quote.

• Form of Contract —
  1. A copy of the County's contract that the County expects the successful firm or individual to execute is attached. The contract will incorporate the terms and conditions from this RFP document, attachments provided, and the successful proposer's response documents.
  2. Firms taking exception to any of the contract terms should indicate the same by uploading in the Vendor Submission or their exceptions will be deemed waived
• Payment —
  1. Payment shall be made upon submission of invoice and any required supporting documentation after final acceptance of each phase and/or monthly progress payments.
  2. Contractor shall invoice the County no later than thirty (30) days following completion of work.
  3. The County will pay the invoice within 30 days after approval of the invoice by the contract administrator.
• Oregon Corporate Activity Tax ("CAT") —
  1. In 2019 Oregon adopted a Corporate Activity Tax (“CAT”) applicable to all types of business entities.  The legislation accomplishes the following:
     1. Establishes a "Fund for Student Success" that is separate and distinct from the state's general fund
     2. Adopts a new Corporate Activity Tax (CAT) imposed on all types of business entities
  2. The CAT is in addition to the state's current corporate income tax. The CAT is imposed on businesses for the privilege of doing business in this state. It is measured on a business's commercial activity, which is the total amount a business realizes from transactions and activity in Oregon. The CAT is applied to taxable Oregon commercial activity in excess of $1 million. Any costs relating to Oregon’s Corporate Activity Tax will not be reimbursable under Cost of the Work.
• Insurance Requirements —

  The insurance requirements for this contract are outlined in the attached Insurance Requirements Summary Form.

• Intergovernmental Cooperative Purchasing —
  1. Pursuant to ORS 279A and Washington County Procurement Rules, other public agencies shall have the ability to establish contracts or price agreements under the terms, conditions and prices of the contract established from this solicitation.
  2. Any bidder, by written notification included with their solicitation response, may decline to extend the prices and terms of this solicitation to other public agencies.
  3. Any such purchases shall be between the Contractor and the participating public agency and shall not impact the Contractor’s obligation to Washington County. Any estimated purchase volumes listed herein do not include other public agencies and Washington County makes no guarantee as to their participation.
  4. Each contracting agency will execute a separate contract with the Contractor for its requirements.
  5. Contractor shall provide information regarding total usage of contract upon the request of Washington County.
• Security Clearance —

  Some contract work may require going to one or more of the County’s secured facilities, if applicable, the Contractor shall obtain from the Sheriff’s Office, background checks for all employees used in the execution of the resulting contract. The Contractor shall obtain approved security/background checks before employees will be allowed into County secured facilities. Failure of any Contractor’s employee to obtain security approval/clearance shall disqualify said employee from providing work in defined secure areas.

• Uniforms —

  While at any County site, all Contractor personnel must wear a uniform with company identification, including employees’ name and company logo, visible to all other personnel in the area. Contractor personnel must maintain a clean and professional appearance at all times while at a County site.

Submission Requirements

• Electronic Submittal* (required) —

  By electronically submitting this response the Supplier attests and certifies that:

  1. Person completing this response represents that I am either authorized to bind the Supplier, or that I am submitting the Response on behalf of and at the direction of the Supplier's representative authorized to contractually bind the Supplier.

  2. I represent that the Supplier or its applicable representative(s) has reviewed the information contained in this Solicitation Package and that the information submitted is accurate.

  3. Respondent agrees that the action of electronically submitting its response constitutes:

  a. an electronic signature on the responses, generally,

  b. an agreement to conduct business electronically,

  c. an electronic signature on any form or section specifically calling for a

  signature, and

  d. an affirmative agreement to any statement contained in the solicitation

  that requires a definite confirmation or acknowledgement.

• Solicitation Requirements (required) —

  Did you read through and confirm that you met all of the Solicitation requirements?

• CCB # (required) —

  Enter your CCB # below:

• OFFER (required) —

  By submission of a response does the bidder attest that they have carefully examined the Special Instructions, Project/Specification Information, General Instructions and all other related material and information, and agrees to comply with the terms set forth in those documents and to furnish the services described at the rates bid?

  Does the bidder further agrees that this offer will remain in effect at the rates bid for a period of not less than 180 calendar days from the date that bids are due and that this offer may not be withdrawn or modified during that time?

• Collusion and Discrimination (required) —

  The bidder hereby certifies that this bid is genuine and that it has not entered into collusion with any other vendor(s) or any other person(s).

  The bidder hereby certifies that it has not discriminated and will not discriminate against any minority, women or emerging small business enterprise or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining any required subcontract per ORS 279A.110.

• Past Employment (required) —

  Have you or a member of your staff been an employee of Washington County in the last six months?

• Tax (required) —

  The bidder hereby certifies that they have complied with the tax laws of Oregon and all political subdivision of the State of Oregon, including ORS 305.620 and ORS chapters 316, 317 and 318. Washington County may terminate the contract if contractor fails to comply with any tax laws during the term of the contract.

• Resident Vendor (required) —

  The bidder is a resident as defined in ORS 279A.120*?

  *ORS 279A.120(1)(b) – Resident bidder means a vendor that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the vendor is a resident vendor . Nonresident vendor shall comply with the provisions of ORS 279A.120(3).

• Cooperative Purchasing (required) —

  Will the proposer extend pricing and terms to other public agencies?(there is no penalty for not agreeing to extend pricing)

• Oregon Secretary of State Business Registry (required) —

  Enter your registry number without dashes or spaces. If you are not currently registered enter N/A. If you are the successful proposer you will be required to register with the Secretary of State in order to contract with the County.

• Subcontractors (required) —

  Is there a possibility that you will use subcontractors in order to complete the work as described within this solicitation?

• Changes Requested to County Contract Standard Terms and Conditions —

  Upload any alterations requested to Washington County's contract standard terms and conditions per the Form of Contract article of the Terms and Conditions Section.

• Solicitation Awareness (required) —

  How did you hear about this quote opportunity?

• Is this a contract for: (required)
• Facilities (required) —

  Is this solicitation for Facilities

• How do you want to award the contract? (required)
• Contract Term (required) —

  Unless authorized by the Board a contract cannot exceed five years, but there are various ways that contracts can be set up. Please choose your preference. Options 2 - 3 will require amendments to extend the contract at the designated times.

• Security (required) —

  Will we require the successful quoter to have a background check?

• UNIFORMS AND IDENTIFICATION (required) —

  Will the contractor be required to wear a uniform while on site?