Printing and Bindery Services

Washington County is seeking bids for county wide services to include printing, typesetting, business cards, binding & booklets, and posters.

Project Details

• Reference ID: 2026.038-ITB
• Department: Mail and Print Services
• Department Head: Douglas Solberg-Bell (Supervisor)

Important Dates

• Questions Due: 2026-05-06T00:00:00.000Z

Evaluation Criteria

• Special Instructions —
  1. The Job rate is to include labor, consumable materials and supplies, overhead, supervision, mileage, travel time, set-up and prep time, trip and truck charge necessary or incidental to providing Printing and Bindery Services. No fees or charges shall be invoiced outside of this rate.
  2. The County is seeking Bids on the following Job types:
     1. Job 1: Quick Copy Digital Printing
     2. Job 2: Carbonless Forms
     3. Job 3: Color Digital Printing
     4. Job 4: Letterhead
     5. Job 5: General Bindery Services
     6. Job 6: Color Printing
     7. Job 7: Business Cards
  3. Multiple awards may be awarded for each item. The intent of this ITB is to develop a pool of Printing and Bindery contractors, based upon the lowest overall pricing per category. The County reserves the right to award this contract by individual job type, by various combinations of job types or all job types to one firm, whichever is in the County’s best interest. The contract will be a services contract.
  4. The County also reserves the right to compete future individual jobs on an as needed basis.
  5. Washington County may request working samples of certain jobs.
  6. All work must be performed in accordance with ORS 282.210 PUBLIC PRINTING. ORS 282.210 states, in part, that unless otherwise exempted, all public printing, binding and stationery work shall be performed within the State of Oregon.
• Laws and Regulations —
  1. The bidder shall be familiar with all Federal, State, County and /or City laws and regulations, which in any manner affect those engaged or employed in the work or the materials or equipment used or which in any way affect the conduct of the work, and no pleas of misunderstanding will be considered on account of ignorance thereof. If the bidder discovers any provision in the specifications or project information, plans or contract documents that is contrary to or inconsistent with any law or regulations, they shall report it to Washington County in writing via the County’s e-Procurement portal .
  2. All work performed by the contractor shall be in compliance with all Federal, State, County and local laws, regulations and ordinances. Unless otherwise specified, the contractor shall be responsible for applying for applicable permits and licenses.
• Deadline Disclaimer —
  1. 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.
  2. 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.
  3. 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.
• Additional page —

  More space for extra details

• Overview —

  The following instructions, terms and conditions apply to all bids or other such offers to provide construction services, services, or goods to Washington County.

• Pick-up and Delivery Requirements —
  1. Contractor shall provide pick-up of all work orders and related materials and delivery of all completed work and all related materials to Central Services, 214 West Main Street, Hillsboro, Oregon unless otherwise noted on the work order. The cost of this service is to be included in the bid price for each specified service. Additional pick-up and delivery services may be added at the County’s discretion. A regular pick-up and delivery schedule may be developed with contractor(s) awarded contracts.
  2. Turn-around time will be noted on the individual work order and will be considered firm unless Contractor advises the County it is not reasonable. The typical delivery requirement is usually 7-10 business days for requests, but may vary. An occasional emergency/rush requests may be received.
  3. The contractor’s failure to deliver goods or services on time shall be a material breach of the contract. If the contractor fails to deliver services on time, the County, at its discretion, may procure those goods and services from another source. If the price paid by the County for goods and services from another source under this paragraph is higher than the price under this contract, the contractor shall pay the County the difference between those prices. The County may deduct that difference from the amount the County owes the contractor.
  4. The contractor bears the risk of damage to materials between the time the contractor picks them up from the County to the time the contractor delivers them as directed by Central Services. The contractor shall reimburse the County for the actual cost of replacing or repairing materials lost or damaged as a result of the errors and omissions of the contractor or its employees, subcontractors or agents
• Recycled Materials and Sustainable Products and Processes —
  1. To the extent practicable and economically feasible, suppliers shall provide a competitive preference for products and services that conserve natural resources and protect the environment and are energy efficient.
  2. Examples of such products may include, but are not limited to, products described in U.S. Environmental Protection Agency (U.S. EPA) guidelines at 40 C.F.R. Parts 247-253, implementing section 6002 of the Resource Conservation and Recovery Act, as amended, 42 U.S.C. § 6962. Suppliers shall include this provision in all its subcontracts, with the requirement that it shall flow down to all subcontracts regardless of tier.
  3. These efforts must be consistent with maintaining a satisfactory level of competition unless the supplier determines that such items: (1) are not reasonably available in a reasonable period of time; (2) fail to meet reasonable performance standards, which shall be determined on the basis of the guidelines of the National Institute of Standards and Technology, if applicable to the item; or (3) are only available at an unreasonable price.
• Job Type 1: Quick Copy Digital Printing —

  Pricing section will request the pricing that corresponds to the table below.

  

• Precedence of Documents —

  The order of precedence of documents is as follows:

  1. Instructions to Bidders
  2. Specifications/Scope of Work
  3. Pricing Proposal
  4. Special Instructions
• Discrimination in Subcontracting —
  1. A contractor who contracts with a public contracting agency shall not discriminate against minority, women or emerging small business enterprises in the awarding of subcontracts. The contractor shall certify by signing the Certification and Contract Offer that the contractor has not discriminated against minority, women or emerging small business enterprises in obtaining any required subcontracts. ORS 279A.110
  2. The public contracting agency may disqualify any person as a bidder on a public contract if the agency finds that the person has violated this section in a contract between the person and the agency.
  3. If the person wishes to appeal the disqualification, the appeal procedure shall be pursuant to ORS 279C.450.
• Copies of Bid Documents —

  Documents obtained from sources (such as directly from other bidders) other than www.WashCoPurch.com/biz are not valid solicitation documents. It is the bidder’s responsibility to insure they are listed as an interested party on the County's Procurement Portal website for a particular project in order to receive notification of all addenda as well as additional relevant information.

• Job Type 2: Carbonless Forms —

  Pricing section will request the pricing that corresponds to the table below.

  

• Job Type 3: Color Digital Printing —

  Pricing section will request the pricing that corresponds to the table below.

  

• Bidder's Requirements —

  All items must have a price or percentage in order to be seen as responsive. The County considers a line marked as $0 to be the price bid for that line item. If there is a NO BID column then choosing that option is acceptable.

  The bidder further agrees to the following:

  1. To examine all specifications, instructions, terms and conditions thoroughly.
  2. To provide for appropriate insurance, bid guaranties, and performance bonds as required.
  3. To comply fully with specifications as attached for the agreed bid and/or contract, especially where materials and work are involved.
  4. To clean up all debris and remove debris from the site as specified.
  5. All equipment replaced or removed by the bidder shall remain the property of the County unless otherwise noted in the specifications or special instructions.
  6. Upon completion of the 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.
  7. That they have met any and all registration requirements where required for contractors as set forth in the Oregon Revised Statutes. As required, bidders shall furnish a valid contractor's license number at the time of bid opening.
  8. To accept any claims, liens and demands to indemnify the County and hold harmless the County and preserve the property the entire time of equipment installation and/or contract duration.
• The Rights of the County —

  The County expressly reserves the following rights:

  1. To waive any irregularities in the bids 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 bidder whose bid, in the opinion of management and the Board, is the lowest responsible bid.
  4. To cancel the procurement or reject any or all bids, 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.

• Job Type 4: Letterhead —

  Pricing section will request the pricing that corresponds to the table below.

   

  

• Qualifications of Bidders —

  Qualifications of bidders may be evaluated when determining the award. Bidders 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 bidder 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 bidder.

• Job Type 5: General Bindery Services —

  Pricing section will request the pricing that corresponds to the table below.

   

  

• Low Tie Bids —
  1. Low tie bids are subject to the Oregon preference as provided by ORS279A.120: “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 bids that remain after application of the statutory Oregon preference shall be awarded according to the following sequence:
     1. Award shall be made by drawing lots among any tied Oregon bidders. Such bidders shall be given notice and an opportunity to be present when lots are drawn.
     2. If none of the tied bidders is located in Oregon, award of the contract shall be made by drawing lots among all tied bidders. Such bidders shall be given notice and an opportunity to be present when lots are drawn.
• Substitution Requests —
  1. The materials, products and equipment described in the Bidding Documents establish a standard of required function, dimension, appearance, and quality to be met by any proposed substitution. Any request for substitutions must be submitted for consideration no later than Tuesday, May 5, 2026 by5:00 pm. Substitution requests shall be submitted via the question and answer section of the solicitation. 
  2. A statement setting forth changes in other materials, equipment or other portions of the Work, including changes in the work of other contracts that incorporation of the proposed substitution would require, shall be included. The burden of proof of the merit of the proposed substitution is upon the proposer.
  3. The project manager's decision of approval or disapproval of a proposed substitution shall be final. If the project manager approves a proposed substitution prior to receipt of Bids, such approval will be set forth in an Addendum. Bidders shall not rely upon approvals made in any other manner. No substitutions will be considered after the Contract award unless specifically provided for in the Contract documents.
• Job Type 6: Color Printing —

  Pricing section will request the pricing that corresponds to the table below.

   

  

• Award Recommendation / Intent to Award —

  A Notice of Intent to Award will be posted on the www.WashCoPurch.com/biz web site at least seven (7) days before the award of the contract.

• Samples —
  1. Samples of a similar shape, size, color and type shall be submitted for each item listed in the Specifications, Scope of Work or Details Section no later than the quote closing time and date, if requested.
  2. Samples will be retained until award of bids. Samples shall fully represent the quality of produced items that can be expected.
  3. All samples will be returned at responder's expense, if requested. 
• Specification Protest or Suggested Change Process —

  Delivery: Any protest of the specifications must be delivered to the County in writing no later than seven (7) calendar days prior to the bid closing date, a postmark is not sufficient, as follows:

  Specification Protest Bid #:2026.038-ITB
  Washington County Procurement Division ATTN: Procurement Manager
  155 North First Avenue, Suite 270 MS 28
  Hillsboro, Oregon 97124-3072

  1. Content: A written protest must include:
     1. Sufficient information to identify the solicitation that is the subject of the protest;
     2. The grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name;
     3. Evidence or supporting documentation that supports the grounds on which the protest is based; and
     4. The relief sought; and
     5. A statement of the desired changes to solicitation document that the prospective bidder believes will remedy the conditions upon which the prospective bidder based its protest.
  2. County Response: The County may reject without consideration a bidder’s protest after the deadline established for submitting protest. The County shall provide notice to the applicable protestor if it entirely rejects a protest. If the County agrees with the protest, in whole or in part, the County shall either issue an addendum reflecting its determination or cancel the solicitation.
  3. Extension of Closing: If the County receives a written protest in accordance with this Section the County may extend closing if the County determines an extension is necessary to consider the protest and to issue addenda, if any, to the solicitation document.
  4. Judicial review of the County’s decision relating to a specification protest shall be in accordance with ORS 279B.405.
• Contract Term —
  1. The term of the contract will be Initial contract term will be one year, with the option to renew for up to a total of five years.. Changes in the term of the contract are allowed if agreed upon by both parties and not to exceed 5 years.
  2. The maximum term of the contract will be five years.
  3. The estimated expenditure for the contract is approximately $800,000. Actual expenditures may be more or less depending on actual requirements.
• Licenses/Permits —
  1. 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.
• 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.
• Bid Guaranty Form and Bid Bond —
  1. The Bidder must complete and sign the Washington County Bid Guaranty Form provided under "Attachments", upload an electronic copy with their bid, and mail the original by the Bid Opening Date. Bids not accompanied by the Washington County Bid Guaranty Form may be deemed non-responsive and rejected.

  OR

  1. The Bidder must mail and will attach a copy of a bid security in the form of a certified check, cashier's check, or an irrevocable letter of credit in favor of Washington County, issued by a company currently licensed to do business in the State of Oregon, in the sum of at least ten (10) percent of the total bid, payable to Washington County, Oregon, which is to be forfeited as liquidated damages in accordance with 00130.60. The original certified check, cashier's check, or letter of credit shall be submitted by mail, or other delivery service.
  2. If the successful bidder fails to enter into a contract and furnish a performance and payment bond within fifteen (15) calendar days from the date on which they are notified they are the successful bidder, their check and/or bid bond in the amount thereof may be forfeited to the County as fixed and liquidated damages.
  3. After award of the contract by the County Administrator or Board of Commissioners, all bid bonds or checks will be returned (if requested) to bidders except the successful bidder whose bid bond or check will be retained until performance and payment bonds are presented to the County.
• Bid Submission —
  1. All bids must be submitted through our electronic Procurement Portal.
  2. Email, phone, fax and paper bids will not be accepted.

  3. It is the responsibility of the bidder to submit electronic bids before the deadline date and time approaches as posted on the County's Procurement Portal.

  4. It is the sole responsibility of the bidder to ensure receipt of bids and success of uploaded documents or bid modifications by the County by the specified time.
  5. Bidders are required to use the bid forms or tables posted on www.WashCoPurch.com/biz.

  6. 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.

• Bid Files —

  A completed bid file for each project will be available, by appointment only, for public inspection at the Washington County Procurement Division Office.

• Bid Guaranty Form and Bid Bond —

  The County has decided that the requirement of Bid Guaranty Form and Bid Bond will be waived for this project.

• Protest and Judicial Review of Award —
  1. Purpose. The award by the Washington County Board of Commissioners of the contract shall constitute a final decision of the County to award the contract if no written protest of the award is filed. A bidder may protest the award of a contract, or the intent to award of a contract, whichever occurs first, if the conditions set forth in ORS 279B.410(1) are satisfied. A bidder must file a written protest with the County and exhaust all administrative remedies before seeking judicial review of the County's contract award decision.
  2. Delivery. A bidder must deliver a written protest to the Washington County Procurement Manager within seven (7) days after issuance of the notice of intent to award the contract. Protests must be physically received by 5:00 PM on the 7th day. A postmark is not sufficient.
  3. Content of Protest. A bidder’s written protest shall specify the grounds for the protest to be considered pursuant to ORS 279B.410(2). Bidder may not protest the content of Specifications, nor shall the County consider any such grounds, in an award protest. Bidders may protest only deviation for laws, rules, regulation or procedures, including procedures set out in the ITB. Protests must specify the grounds for protest including the specific citation or law, rule, regulation, or procedure upon which the protest is based.
  4. County Response. The Board or its designee shall not consider a bidder’s contract award protest submitted after the timeline established for submitting such protest has expired per B above. The County shall issue a written disposition of the protest in a timely manner as set forth in ORS 279B.410(4). If the protest is upheld, in whole or in part, the Board or its designee may in its sole discretion either award the contract to the successful protestor or cancel the procurement or solicitation.
  5. Judicial Review. Judicial review of the Board’s or its designee’s decision relating to a contract award protest shall be in accordance with ORS 279B.415.
• 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.

• 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 this contract.

• Performance —

  Contractor shall perform all services required by this contract within the time specified. Contractor shall provide all services in accordance with the highest industry standard prevalent in the industry or business most closely related to the construction industry. Unless the means or methods of performing a task are specified elsewhere in the contract, contractor shall employ methods that are generally accepted and used by the industry. Any performance that is found unacceptable will be documented and the contractor will be given written notice to correct the problem within a specified period. If the problem continues beyond the specified period the contractor may be found in breach of this contract, and the contract may be terminated.

• Bid Opening —
  1. All bids received will be publicly opened immediately after the bid closing date and time. All bidders and other persons who may be interested in this matter are invited to attend online through Microsoft Teams.
  2. Bids shall contain all required documents and descriptive literature. The Vendor Questionnaire must be complete in order to submit your response. Any statement accompanying and tending to qualify a bid may cause rejection unless the statement is required or permitted.
  3. Microsoft Teams Bid Opening Link

  Join Microsoft Teams Meeting

  +1 971-337-3439 United States, Portland (Toll)

  Conference ID: 522 346 32# 

• Non-Performance —

  In the event of nonperformance under the resulting contract the County will have the right to obtain from other sources such equipment, supplies, and/or services as may be required to fulfill the contract. It is agreed that the difference in cost, if any, for said equipment, supplies and/or services shall be borne by the contractor awarded this contract.

• Drug and Alcohol Testing for Public Works Contracts —

  Contractor shall demonstrate that an employee drug and alcohol testing program is in place and that the employees who are engaged in the construction, reconstruction or maintenance of a project (all public works projects) that have tested negative for drugs and alcohol or have entered a rehabilitation program. By signing the certification and contract offer the contractor is certifying that they have a program in place. ORS 279C.505(2)

• Performance Bond —
  1. A performance bond equal to the full contract price to be completed conditioned upon the faithful performance of the contract in accordance with the plans specifications and conditions thereof will be required from the successful bidder. Said performance bond shall be issued by a company currently licensed to do business in the State of Oregon, drawn in favor of Washington County.
  2. Said performance bond shall be delivered to the Contract Administrator prior to the commencement of work and no later than fifteen (15) calendar days after the notification of award of bid.
  3. The included performance bond should be used. Other performance bond forms may be accepted at the County’s sole discretion
• Guarantee —

  Contractor agrees to repair any failures due to inferior workmanship and/or materials without additional expense to the County.

• Payment Bond —
  1. A payment bond in an amount equal to the full contract price to be completed, solely for the protection of claimants under ORS 279C.600, will be required from the successful bidder. Said payment bond shall be issued by a company currently licensed to do business in the State of Oregon, drawn in favor of Washington County.
  2. Said payment bond shall be delivered to the Contract Administrator prior to the commencement of work and no later than fifteen (15) calendar days after the notification of award of bid.
  3. The included payment bond should be used. Other payment bond forms may be accepted at the County’s sole discretion.
• Damage Clause —
  1. Contractor shall be responsible for renovating, 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.
  2. 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.
• Liquidated Damages —

  The Contractor agrees that work under this contract shall be completed in accordance with the specified contract time. In the event Contractor fails to complete work within the time as herein mentioned, or in the extended time agreed upon, liquidated damage shall be Liquidated Damages Cost.

• Product Safety —
  1. In accordance with all applicable laws and generally accepted practices, the contractor will be solely and completely responsible for conditions of the job site, including the safety of all persons and property during the performance of the work. This requirement will apply continuously and not be limited to normal working hours.
  2. Performance, or other, reviews conducted by the County’s representative are not intended to include review of the adequacy of the contractor’s safety measures in, on, or near the project.
• Questions, Interpretations, and Addenda —

  Enter all questions regarding the meaning or intent of the solicitation into the questions area of the solicitation in www.WashCoPurch.com/biz.

  1. Interpretations or clarifications considered necessary in response to such questions will be posted as addenda or in Questions and Answers in the County's Procurement Portal . Bidders will be solely responsible to check for all addenda or questions and answers, if any, from the Procurement Portal prior to submitting their bid.
  2. Questions received after  Tuesday, May 5, 2026 will not be answered unless the County determines, in its sole discretion, it is in the public’s best interest to do so.
  3. Formal addenda and answers to questions posted in the Question and Answer section are made part of this solicitation and will be binding. Oral and other interpretations or clarifications will be without legal effect.
  4. Written addenda may also be issued to modify the bid documents at the discretion of the County.
  5. Receipt of addenda must be acknowledged on the County's Procurement Portal.
  6. All questions pertaining to this bid shall be addressed only through the County's Procurement Portal. Do not contact any other Washington County staff, employee or official regarding this bid. Communication between bidder and any County staff is prohibited from the time the bid is advertised until the award of a contract to the bidder selected by The County.
• OSHA —

  During the performance of this contract, the Contractor is required to comply with the conditions of the Federal Occupational Safety and Health Act of 1972 (OSHA) and the standards and regulations issued there under. The bidder shall further agree to hold the County, its employees, agents, commissioners, and assigns harmless and free from liability for failure to comply with said standards and regulations by the bidder. It shall be the sole responsibility of the bidder to remain familiar with said standards and regulations and maintain their enforcement.

• Questions, Interpretations, and Addenda for Facilities —

  Enter all questions regarding the meaning or intent of the solicitation into the questions area of the solicitation in www.WashCoPurch.com/biz.

  1. Interpretations or clarifications considered necessary in response to such questions will be posted as addenda or in Questions and Answers in the County's Procurement Portal . Bidders will be solely responsible to check for all addenda or questions and answers, if any, from the Procurement Portal prior to submitting their bid.
  2. Questions received after Tuesday, May 5, 2026 will not be answered.
  3. Formal addenda and answers to questions posted in the Question and Answer section are made part of this solicitation and will be binding. Oral and other interpretations or clarifications will be without legal effect.
  4. Written addenda may also be issued to modify the bid documents at the discretion of the County.
  5. Receipt of addenda must be acknowledged on the County's Procurement Portal.
  6. All questions pertaining to this bid shall be addressed only through the County's Procurement Portal. Do not contact any other Washington County staff, employee or official regarding this bid. Communication between bidder and any County staff is prohibited from the time the bid is advertised until the award of a contract to the bidder selected by The County.
• Hazardous Materials —
  1. All materials that include solvents, paints, cleaning agents, chemicals, reagents or other hazardous materials shall be labeled in accordance with Oregon law with the name(s) of the hazardous ingredient(s), the hazard(s) of the material(s) and the appropriate precautions. Materials for which toxicological or hazard data are unavailable shall carry a label stating: “Toxicological and other hazards unknown. Handle as extremely hazardous.”
  2. Environmentally Preferred Products/Material Safety Data Sheets. Whenever possible, the Contractor should use environmentally preferable products which present a lesser impact to the public health and the environment than competing products. Contractor agrees, upon execution of this contract, to submit a copy of the relevant material safety data sheet(s) for any chemical substance the Contractor will bring on to the County’s premises and use as part of the work described in this contract.
• Patent or Franchise Infringement —

  The Contractor agrees to protect the County against all claims for patent or franchise infringement arising from the purchase, installation, or use of the material(s) or service(s) ordered from this solicitation, and to assume all expense and damage arising from such claims.

• Contract Award —

  The County reserves the right to award this bid based on the following:

  Lowest responsive responsible bidder or bidder(s). The County reserves the right to award multiple contracts if it is in the best interest of the County to do so.

• Assignment to the County —
  1. By entering into a contract under this solicitation, the contractor irrevocably assigns to Washington County any claim or cause of action which the contractor now has or which may accrue in the future, including, at the option of Washington County, the right to control any such litigation, by reason of any violation of 15 USC 15 §1-15 or ORS 646.725 or ORS 646.730, in connection with any goods or services provided to the contractor by any person which are used, in whole or in part, for the purpose of carrying out the contractor's obligations under such contract.
  2. Contractor shall require any subcontractor to irrevocably assign to Washington County, as a third party beneficiary, any right, title or interest that has accrued or may accrue to the subcontractor by reason of any violation of 15 USC 15 §1-15, ORS 646.725 or ORS 646.730, including, at the option of Washington County, the right to control any litigation arising there under, in connection with any goods or services provided to the subcontractor by any person, in whole or in part, for the purpose of carrying out the subcontractor's obligations as agreed to by the contractor in pursuance of the completion of this contract.
  3. In connection with this assignment, it is an express obligation of the contractor that it will take no action that any way diminishes the value of the rights conveyed or assigned hereunder to the County. It is an express obligation of the contractor to advise the Office of County Counsel for Washington County:
     1. In advance of its intention to commence any action on its own behalf regarding such claims or causes of action;
     2. Immediately, upon becoming aware of the fact that an action has been commenced on its own behalf by some other person or persons, of the dependency of such action; and
     3. The date on which it notified the obligor(s) of any such claims for relief or causes of action of the fact of its assignment to the County.
• Execution of Contract —
  1. The successful bidder(s) shall within fifteen (15) business days from the date of receiving from the County the contract prepared and ready for execution, furnish the County the corporate performance and payment surety bonds specified herein if required and enter into a contract with the County.
  2. If the successful bidder fails to comply with any of the requirements herein, the County may, at its option, determine that the bidder has abandoned the contract and the security accompanying this bid shall be forfeited and the same shall become the property of the County.
  3. Successful bidder(s) will be held to all County policies and procedures.
• Price Adjustment —
  1. Revised Published Price Lists will be used as a means of price increases. However, all bids are to be firm for a period of 360 calendar days after the bid closing date and Revised Price Lists will not be accepted by the County until after that date. Revised Published Price Lists will be accepted only in the event of an industry-wide price change, as evidenced by the issuance of revised price lists by the manufacturer. Price adjustments will not be made for changes in freight.
  2. Price increases will not become effective until revised list(s) are submitted to the County Contract Administrator under Contractor’s cover letter identifying the applicable requirements contract number. Contractor cover letter and pricing list(s) must be dated, signed and submitted at least thirty (30) days prior to the date the increase becomes effective. The County reserves the right to accept or reject any proposed changes in prices or discounts. If the price changes are accepted, they shall become effective upon completion of the contract amendment process.
  3. If price increases are necessary, the County must receive the same or better percentage discount from list as was reflected in the original bid prices.
  4. All price decreases and store specials shall be passed through in total to the County on the effective date of the price decrease.
  5. The County reserves the right to determine the acceptability of price verification documentation. Increases shall apply to orders issued on or after the effective date of the increase request once approved by the County. In the event of price increases(s), the County reserves the right to audit Contractor’s books and records relating to cost or pricing data.
• Purchasing by Contractor —

  Contractor shall make all purchases in its own name and not in any way attempt to bind the County in Contractor’s contractual agreements. Delivery of goods to County facilities will be at contractor’s own risk and expense.

• Substantial Completion —

  Work to be performed under this contract must be completed within the specified number of days from the date the Notice to Proceed is received by the contractor, and, subject to authorized adjustments, Substantial Completion of the Work shall be achieved within the time frame indicated in the construction schedule as submitted by the successful contractor.

• Contact Persons —

  The contractor shall designate one or more person(s) as the contact person for this contract. The contractor should provide to the County the names, addresses and telephone numbers of such person(s) and shall keep this information current at all times.

• After Hours Work —
  1. The contractor may be required to work after hours and weekends. After hours work may become necessary if a conflict arises. 
• 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.
• 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 document, attachments provided, and the successful 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.
• Public Contracting Statutes —

  The provisions of Oregon Revised Statutes 279C.500 through 279C.870, Public Contracts, as applicable are incorporated herein by reference. Any bidder 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.

• 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.
  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.
• Uniforms and Identification —

  While at any County site, all Contractor personnel must wear a uniform with company identification, including 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.

• Work Report —

  The contractor shall provide a written report to the contract administrator if requested. The work report shall be on the company’s letterhead showing the following:

  1. Date and time of work request
  2. Time spent on work request
  3. Work order number given by County staff requesting work

  The work report shall be emailed to the contract administrator. This report is independent of any billing invoices.

• Invoicing —

  All invoices will have the name of the County employee who requested the service, PO number, building location. In the case of scheduled maintenance, a County employee will be contacted at least 1-week prior to the scheduled service and that County employee’s name will be on the invoice. All labor hours will be itemized on the invoice with the quantity of hours, the hourly rate, and the total dollar amount. In the case of more than one hourly rate, all hourly rates will be itemized. When applicable, all materials will be itemized with the amount of each item, the cost of each item and the total cost for each item used. All invoices will have the County Facility Maintenance work order number associated with the service. The contractor will get this work order number from the county employee who requests the service to be performed. This requirement will apply to scheduled maintenance and call out maintenance or repair. 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.

• 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.
•  Cooperative Purchasing —
  1. Pursuant to the intent of Oregon Revised Statutes, Chapter 279A.200, any publicly funded city, county, district, agency or similar entity shall have the authority to purchase specified goods/services directly from contractor under the terms and conditions of this contract.
  2. The proposer agrees to extend identical pricing and services to other public agencies for the same terms.
  3. Each contracting agency will execute a separate contract with the successful proposer for its requirements. Any ordering and billing shall take place directly between the proposer and such entity.
  4. Any proposer, by written notification at the time of the proposal due date and time, may decline to extend the prices, services and terms of this proposal to any, and/or all other public agencies. There is no penalty for declining cooperative procurements.

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 Suppliers'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 Bid is accepted by the County and the undersigned fails to execute a satisfactory contract and bond in accordance with 00130.50, and after receiving written notice within ten (10) calendar days (excluding Sundays) from the date of from the date of the "Notice of Award", the County may, at its option, declare that the undersigned has abandoned the contract and thereupon this Bid shall be returned to the undersigned. 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.

  e. an agreement that in the event this Bid is accepted by the County and the undersigned fails to execute a satisfactory contract and bond in accordance with 00130.50, and after receiving written notice within ten (10) calendar days (excluding Sundays) from the date of from the date of the "Notice of Award", the County may, at its option, declare that the undersigned has abandoned the contract and thereupon this Bid shall be returned to the undersigned.

• Solicitation Requirements (required) —

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

• Delivery Time (required) —

  State what the expected delivery time is for each of the job types listed (1 through 7)

• Typesetting (required) —

  For the business card pricing requested please state the price involved for any typesetting (if applicable) and explain the reason for the charges.

• ORS 282.210 PUBLIC PRINTING (required) —

  Please confirm that you meet this requirement:

  All work must be performed in accordance with ORS 282.210 PUBLIC PRINTING. ORS 282.210 states, in part, that unless otherwise exempted, all public printing, binding and stationery work shall be performed within the State of Oregon.

• Resident Bidder (required) —

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

  *ORS 279A.120(1)(b) – Resident bidder means a bidder 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).

• Contact Information (required) —

  If there are questions regarding your response to this solicitation list the name, email and phone number for the person to contact.

• Offer —

  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 agree 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.

• Business Hours (required) —

  Please enter your regular business hours.

• 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 bidder you will be required to register with the Secretary of State in order to contract with the County, per OAR 125-246-0330. 

• Successful Bidder Requirements (required) —

  If you are the successful bidder for this project, you will be required to fill out and submit all documents listed under Attachments. Please confirm that you understand this requirement.

• Cooperative Purchasing (required) —

  Will the bidder extend pricing and terms to other public agencies (There is no penalty for not agreeing to extend pricing.)?

• Contract (required) —

  1. Supplier hereby proposes to furnish equipment or services that meets or exceeds the minimum specifications provided in the Solicitation Documents. Furthermore, I agree to abide by all conditions of the solicitation and resulting contract.

  2. Supplier acknowledges award of a contract or purchase may be contingent upon a determination by the County that the Supplier has the capacity and capability to successfully deliver the required equipment or services.

• 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 Public Improvements General Terms and Conditions Section.

• Bid Amount (required) —

  Is your bid over $500,000.00?

• Employees —

  Do you have 50 or more full-time employees?

• Certificate —

  Do you possess an unexpired certificate from the Oregon Department of Administrative Services issued under ORS 279A.167 (Certification program for training in pay equity provisions of state law.)?

• Liquidated Damages (required) —

  Bidder accepts the provisions of the agreement as to liquidated damages in the event of failure to complete the work on time.

• Solicitation Awareness (required) —

  How did you find out about this solicitation?

• Term of Contract (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. All options except option 1 will require amendments at designated times.

• Facilities (required) —

  Is this solicitation for Facilities

• Cost (required) —

  What is the estimated expense for this project? Please use the following format:

  $xx,xxx - $xx,xxx OR $xx,xxx

• Release Date of Advertisement (required) —

  Please enter the release date for this project using the following format:

  XX day of Month, 20XX

• Publications (required) —

  Which publication(s) will you be using for this project?

  *If using more than one, please separate with a comma.

• Do you want to hold a pre-proposal or pre-bid conference? (required)
• Substitution Request (required) —

  Will you allow substitution requests for this project?

• Prevailing Wage (required) —

  Will this project require prevailing wage rates to be paid?

• FTSD (required) —

  Is this project over 100k and will it require a First Tier Subcontractor Disclosure.

• Bid Bond (required) —

  Will you be requiring a bid bond for this project?

• Performance Bond (required) —

  Will this project require a performance bond?

• Payment Bond (required) —

  Will this project require a payment bond?

• Amount of time for Substantial Completion (required) —

  What is the substantial completion time frame for this project?

• Liquidated Damages (required) —

  If this project isn't completed on time will the County incur monetary damages that need to be paid by the contracto

• Hours (required) —

  Will this contract include the possibility of after hours or early hour services? If so what are those hours?

• B2GNow (required) —

  Will this project require the Prime Contractor to report payment to subs?

• LCP Tracker (required)
• Work Report (required) —

  Will you be requiring a work report be submitted by the contractor?

  Date and time of work request

  Time spent on work request

  The cause of the problem requiring work

  Building name where work occurred

  Work Order number given by County staff requesting work.

• Uniform (required) —

  Will the contractor be required to wear a uniform?

• Security (required) —

  Will we require background check for the contractor?

• LUT (required) —

  Is this project for LUT?

• FTSD (required) —

  Will this project be over 100k and require a First Tier Subcontractor Disclosure.

• What is the Funding Source? (required)
• Contract Amount (required) —

  What do you estimate the total value of the contract to be?

Questions & Answers