HomeMy WebLinkAbout07.C- Community Development DOC ID: 2084 A
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Request for Proposal
From: Margo Wheeler M/CC Meeting Date: 11/19/2012
Prepared by: Lisa Sherrick, (909) 384-5057
Dept: Community Development Ward(s): All
Subject:
Direct the Community Development Director to Issue "Request for Proposals for Board Up
Abatements -Various Locations"
Financial Impact:
None.
Motion: Direct the Community Development Director to Issue "Request for Proposals for
Board Up Abatements - Various Locations" Forthwith, Including the Approval
and Implementation of the Timeline Discussed in the Request for Bid.
Synopsis of Previous Council Action:
04/06/09 -Resolution No. 2009-66, authorizing execution of an agreement with Brett Carlson
Construction with up to three one-year extensions ending June 2012.
Background:
The Community Development budget provides for board-up services in various areas throughout
the City. When a building is left vacant and unsecured, it invites trespassing, vandalism, and
other criminal or hazardous activity.
Analysis:
The City has not solicited new bids for service since 2008 and has used the same contractor since
2008. hi order to ensure the best possible price, staff searched the local resources to acquire
names of board-up contractors for this type of service.
The RFP will be sent out to the San Bernardino Area Chamber of Commerce. Included in the
attached list are 10 vendors; four are in the City of San Bernardino and the remaining six are
within San Bernardino County.
Supporting Documents:
Board upt Bid List (DOC)
RFQ F-13-13 (DONE ok'd by gus) (DOC)
Updated: 11/15/2012 by Georgeann"Gigi"Hanna A Packet Pg. 298
COMMUNITY DEVELOPMENT DEPARTMENT
BOARD UP LIST
Affordable Housing Solutions 1800 Boardup Reliable Renovation
201 North E Street, Suite 301 4076 Alamo Street 3115 Palisades Dr.
San Bernardino, Ca 92401 Riverside, Ca 92501 Corona, Ca 92880
Phone Phone(800)499-7344 Phone(951)878-8000
Fax Fax Fax
Attn: Attn:John Simpson Attn:
American Board Up French's Board Up Service Citywide Property
41658 Ivy Street, #101 750 W. 40"' Street Services
Murrieta, Ca 92562 San Bernardino, Ca 92407 13400 Sun Valley Circle
Phone(951) 850-2350 Phone(909-882-1027 Victorville, Ca 92392 N
Fax Fax Phone(760) 628-6684 D
Attn: Fax v
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Attn: o
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Double Time Clean Up Co, Brett Carlson Construction Action Restoration
2422 W. 6`h Street 18387 Santa Fe Avenue 1802 Cedar Street, STE.B
San Bernardino, Ca 92410 San Bernardino Ca 92407 Ontario, Ca 91761 m
Phone(909) 512-2284 Phone (909) 880-8893 Phone(800)423-5663 w
Fax Fax Fax (909) 930-1131
Attn: Attn:
Earth Development San Bernardino Area Chamber
12423 Sheep Creek Road 546 W. Sixth Street
Phelan Ca, 92341 San Bernardino, Ca 92410 N
Phone(760) 868-5512 SBA.CHAMBER @VERIZON.NET
Fax(760) 868-1916
Attn: Dennis Altis
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RFQ F-13-13
Board Up Abatements
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, 2012
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SUBJECT: NOTICE INVITING BIDS (RFQ) F-13-13 y
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The City of San Bernardino (City) invites bids from qualified vendors for: N
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Board Up Abatements —Various Locations
Parties interested in obtaining a copy of this RFQ F-13-13 may do so by o
accessing the City of San Bernardino Web Page at www.sbcity.org > City Hall > N
Finance > Request for Bids, beginning November 26, 2012, or by faxing their
request to (909) 384-5043, attention Vanessa Sanchez. Please include the o
following information in your request: name and address of firm; name, 2
telephone and facsimile number of contact person; specify RFQ F-13-13.
Copies of the RFQ may also be obtained by calling Vanessa Sanchez at (909)
384-5330 or in person at City Hall, 300 N. "D" St., 4th floor, San Bernardino, CA >
92418. v
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From the issuance date of this Request for Proposal until a Vendor is selected z
and the selection is announced, Proposers are not permitted to communicate o
with any City staff or officials regarding this procurement, other than during
interviews, demonstrations, and/or site visits, except at the direction of Vanessa M
Sanchez, Accounting Assistant, the designated representative of the City of San LL
Bernardino. Contact with anyone not designated will result in elimination from the a
bid process.
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Closing Date: Bids must be submitted at or before 3:00 PM, PST, December E
17, 2012, at the address listed above.
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Issuance of this RFQ and/or receipt of bids does not commit City to award a
contract.
Sincerely,
Jason Simpson
Director of Finance
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SECTION I.
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INSTRUCTIONS TO BIDDERS m°
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RFQ F-13-13
Board Up Abatements
Bid Documents to Be Returned
RFQ F-13-13
BOARD UP ABATEMENTS -VARIOUS LOCATIONS
❑ Cov of Contractor License III Bid Content and Forms,General Specification#35, Instructions to
Bidder s)/Bidders
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❑ Bidder Experience�ontCo opeteaem'entQf Qualification and Profile (Vendor v
Document) IOU
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❑ Non-Collusion Affidavit (City Form) Instructions toBidder(s)/Bidders 'Da
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III Bid/Bid Content and Forms
❑ Listing of Proposed Subcontractor(City Form) p
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❑ Price Form (City Form) Instructions to Bidders,III Bid Content and Forms
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❑ Authorized Signatures Instructions to Bidders
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F-1 Bidder Identification III Bid Content and Forms
❑ Addendum Received III Bid Content and Forms o
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❑ 120 Day Bid Validity Statement III Bid content and Forms
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Authorized Signatures III Bid Content and Forms I
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F] References III Bid Content and Forms
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❑ Calendar Day Acknowledgment of Delivery of Materials or Services General o
Specifications#9 G
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❑ Proper Identification and Submittal of Bid/Bid Package, and Price Form
Instructions to Bidders LL
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Bidders are requested to submit this checklist completed with all bid d
documents. s
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I. INSTRUCTIONS TO BIDDERS
A. Mandatory Pre-Bid Conference: AM, 2012 at City Hall, 300 N. "D"
Street, 4 In Floor— Finance, San Bernardino CA 92418. Late arrivals will not be accepted.
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B. Examination of Bid Documents a
1. By submitting a bid, the Bidder represents that it has thoroughly examined and c
become familiar with the items required under this RFQ and that it is capable of m
quality performance to achieve the City's objectives. N
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2. The City reserves the right to remove from its mailing list for future RFQ(s), for an o
undetermined period of time, the name of any Bidder for failure to accept a contract, Y
failure to respond to two (2) consecutive RFQ(s) and/or unsatisfactory performance.
Please note that a "No Bid" is considered a response. Cr
C. Addenda
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Any City changes to the requirements will be made by written addendum to this RFQ. Any
written addenda issued pertaining to this RFQ shall be incorporated into the terms and c
conditions of any resulting Purchase Order. The City will not be bound to any modifications 'T
to or deviations from the requirements set forth in this RFQ as the result of oral instruction. 0
D. Clarifications
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1. Examination of Documents
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Should a Bidder require clarifications of this RFQ, the Bidder shall notify the City in z
writing in accordance with Section D.2 below. Should it be found that the point in o
question is not clearly and fully set forth, the City will issue a written addendum M
clarifying the matter which will be sent to all persons who have requested the RFQ. M
2. Submitting Requests j
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a. With the exception of oral questions asked at any Job Walk or Pre-Bid c
Conference, all questions, clarifications or comments shall be put in writing E
and must be received by the City no later than December 3, 2012, and be
addressed as follows:
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City of San Bernardino
300 North "D" Street
4th floor, Attn: Vanessa Sanchez
San Bernardino, CA 92418
Packet Pg.303'
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b. The exterior envelope of all requests for clarifications, questions and
comments must be clearly labeled, "Not an Offer." The City is not
responsible for failure to respond to a request that has not been labeled as
such. The City will also accept questions sent by facsimile machines;
however, all faxed questions must be received by the City no later than the
date and time specified above. Send facsimile transmissions to (909) 384-
5043, attention Vanessa Sanchez.
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C. Inquiries received after December 3, 2012 will not be accepted.
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3. City Responses
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Responses from the City will be communicated in writing to all recipients of this RFQ,
and will be faxed, postmarked, or posted to our website at .sbcity.org no later than 0°
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close of business December 10, 2012.
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E. Submission of Bids 'c
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1. Date and Time
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All bids are to be submitted to City of San Bernardino, Attention: Vanessa Sanchez.
Bids received after 3:00 PM, PST December 17,_2012 will be rejected by the City as `o
non-responsive.
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2. Address
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Bids shall be addressed as follows: ;;
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City of San Bernardino c
300 N. "D" Street w
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4th floor - Purchasing o
San Bernardino, CA 92418.
Bids may be delivered in person to the Purchasing Department, 4th floor of the LL
above address. a
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3. Identification of Bids
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Bidder shall submit a SEALED bid package consisting of: R
a) a signed original with a completed and signed Price Form. a
b) and one (1) copy of its bid
The bid package shall be addressed as shown above, bearing the Bidder's name
and address and clearly marked as follows:
RFQ F-13-13
"BOARD UP ABATEMENTS"
Packet Pg 304
4. Acceptance of Bids
a. The City reserves the right to accept or reject any and all bids, or any item or
part thereof, or to waive any informalities or irregularities in bids.
b. The City reserves the right to withdraw this RFQ at any time without prior
notice and the City makes no representations that any contract will be
awarded to any Bidder responding to this RFQ. o
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C. The City reserves the right to postpone bid opening for its own convenience.
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F. Pre-Contractual Expenses
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Pre-contractual expenses are defined as expenses incurred by the Bidder in: °0
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1. preparing its bid in response to this RFQ;
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2. submitting that bid to City;
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3. negotiating with City any matter related to this bid; or N
4. any other expenses incurred by the Bidder prior to date of award, if any, of the c
Agreement.
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The City hall not, in an event, be liable for an
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Bidder in the preparation of its bid. Bidder shall not include any such expenses as part of its
bid. O1
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G. Contract Award c
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Issuance of this RFQ and receipt of bids does not commit the City to award a Purchase o
Order. The City reserves the right to postpone bid opening for its own convenience, to M
accept or reject any or all bids received in response to this RFQ, and to negotiate with other M
than the selected Bidder(s) should negotiations with the selected Bidder(s) be terminated. A LL
The City also reserves the right to apportion the award among two or more Bidders a
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A signed Vendor (Contractor)/ Consultant Service Agreement (VSA/CSA), along with a pre-
performance meeting, outlining additional terms and conditions relating to performance,
warranty, materials, goods, services, or other items as deemed necessary by the City, may
be required prior to the commencement of the job. a
H. Acceptance of Order
The successful Bidder will be required to accept a Purchase Order in accordance with and
including as a part thereof the published Notice Inviting Bids, and the RFQ documents
including all requirements, conditions and specifications contained therein, with no
exceptions other than those specifically listed in the written purchase order.
Packet Pg.305
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SECTION II. M
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TECHNICAL SPECIFICATIONS m°
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City of San Bernardino
Statement of Work
RFQ
Board Up Abatements —Various Locations
ITEM DESCRIPTION a
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NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER" �
Services: °
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Bidder shall complete right hand column indicating brief reasoning for exceptions to requirements
when not acceptable. State "Acceptable" if requirements are agreeable as set forth in left-hand m
column.
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Equipment: d
Bidder shall complete right hand column indicating specific size and/or make and model of all d
components when not exactly as specified. State "As Specified" if item is exactly as set forth in the
left-hand column.
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FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID r
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I. DEFINITIONS•
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1. "Director"means the Community Development Director or duly N
authorized representative.
2. "Department"means the City of San Bernardino Community a
Development Department. a
3. "City"means the City of San Bernardino. 0
4. "Contractor"means the Contractor, its employees, agents or z
designees. o
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1I. TERMS OF CONTRACT: _M
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The term of this agreement(the "Agreement") shall be effective on or cr
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about January 2013 through June 30,2013 plus (3) three single year
options to renew.
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In order to extend this Agreement, the City shall provide the Contractor
written notice of its intent to extend the Agreement thirty(30)days a
prior to the end of the Agreement year. The Contractor agrees to
provide the services described in the attached proposal for said
additional periods, should the City give the required notice.
1. The City may utilize more than one Contractor for the services
subject to this Agreement on an as-needed basis with no
guaranteed usage as designated b y the Director.
Packet Pg. 307
7.C.b
2. Upon request of the Director, a bid may be required prior to
approval and commencement of work.
3. The Contractor(s) shall perform the work specified under the
general direction of the Director. Warrants or consents must be
obtained for emergency services prior to entrance onto property
and work completed within the time frame of the warrant.
III. SECURITY SPECIFICATIONS AND CONDITIONS: "o
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Effective immediately, in all areas within the City of San o
Bernardino,where vandalism is known to cause undue damage to m
property, such property is to be protected by employing the
following minimum security specifications according to City m
standards or as directed by Department: o
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1. All windows and doors shall be secured with''/2 inch and % inch
thick exterior plywood panels, minimum B-D grade d
(respectively).
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2. Window glass is to be removed if determined to be necessary by the =
Department and identified by removal location(when installation r
r cannot be made without breakage)before installing boarding. If o
removed, glass is to be stored inside the living units.
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3. All boarding will be fit to the screen inset molding stop or door
stop. Maximum clearance at all edges shall be 1/8 inch. rn
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4. All fabricated board will be plainly marked on their inside surface Y
with the exterior dimensions to the nearest 1/8 inch to facilitate w
interchanging. Z
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5. All exterior storage and utility cabinets located about the property
must be secured against unauthorized entry wind damage,
removal, and to prevent the theft of water heaters, furnaces, etc. A a
hasp and padlock must be installed on these doors. LL
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6. All exterior double door cabinets are to be secured by installing a d
deadbolt and receptacle at the top and bottom to the inside of one
of these doors. Install a hasp and padlock to the doors, securing
one to the other. a
7. Install a hasp and padlock to all garage doors.
8. All plywood panels to be painted a coordinating color with the
structure. (See Exhibit"A"page 23.)
Packet Pg. 308
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IV. GENERAL CONDITIONS:
1. The Contractor and the agents and employees of the Contractor, in
the performance of this agreement, shall act in an independent
capacity and not as officers or employees or agents of the City.
2. The Department, its officers and employees, shall not be liable for
any loss, damage, or injury of any kind or nature as may arise out c
of any acts, duties, or obligations on the part of the Contractor,his M
agents, or employees,under this Agreement;nor for any materials o
or equipment used in performing the work, nor for injury or m
damage to any person(s), either workmen or the public; nor for
damage to adjoining property from any cause whatsoever during v
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the progress of the work or any time before final acceptance. o
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3. Contractor shall indemnify and save harmless the Department, its 3
officials and employees from any suits,claims or actions brought
by any person or persons for, or on account of any injuries or
damages sustained or arising-in the consequence thereof. o
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4. The Contractor shall process and consider all claims for damage
or injury in a courteous manner and as promptly, as conditions o
warrant. ,
5. The Contractor shall promptly answer inquiries and complaints of 'a
the Department, of private property owners, or citizens, relative to a'
any work charges, damages or any other questions that may arise
as a result of boardup or abatement operations by the Contractor Y
up to seven (7) days after completion. w
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6. The Contractor shall notify the Department by phone before 4:00
p.m. the same working day or by 8:00 a.m. the next working day
in the event that fixtures or utilities are damaged or destroyed by
the Contractor. Contractor will then follow up the phone call with LL
a written statement to be submitted with the billing. When the LL
Contractor, or responsible person is unavailable to rectify the
situations,the Department shall make necessary arrangements to
repair damaged or destroyed items if said damaged or destroyed
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items affect the health and/or well-being of property owner or w
adjacent property owners. Contractor is responsible for correcting, a
replacing, or paying all damages to property, fixtures, or utilities,
whether the Contractor, Property Owner, or City does repairs.
Packet Pg. 309
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7. The Contractor shall be fully informed of and comply with all
existing and future State and/or Federal laws and all City
ordinances and regulations of the City which in any manner affect
those engaged or employed in the work or the materials used in
the work or which, in any way, affect the conduct of the work, and
all such orders and decrees of bodies or tribunals having any
jurisdiction or authority over the same.
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8. The Director shall decide all questions which may arise as to the
quality or acceptability of work performed, and as to the manner o
of performance and rate of progress of the work and all questions CO
which arise as to the interpretation of the specifications. All work y
performed by the Contractor shall be done to the satisfaction of CO
the Director. The Director or authorized representative reserves o
the right to inspect works as related to the conditions of the N
Statement of Work and Contract.
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9. All equipment and tools shall be furnished, fully operable,
operated, and maintained by the Contractor. There will be no 0
extra charge made to the Department for the same. All fuel, N
materials, supplies, etc., to perform the Agreement shall be
furnished at no extra charge to the Department. o
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10. Before and after any parcel is boarded up or abated, the
Contractor shall take two (2)to four(4) clear and precise dated
digital photos in color of the property which Contractor has
boarded up or abated, demonstrating the need for these services. s
Contractor shall furnish his own camera and memory card or data s
disc for proper storage of digital photos. Contractor is responsible w
for furnishing all photos to the Department at its sole cost and Z
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expense. These photos shall be taken immediately before and after °
board up and abatement work is done and submitted to the
Department,together with the billing for the work performed. If
photos do not show iustification for charge,payment will not "
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be made. Each photo shall include the date picture was taken and U-
the address and Code Enforcement officer's name assigned to that
particular project. Each "after"picture shall be taken from the d
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SAME location as the "before"picture showing some common L
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outstanding landmark. There shall be no charge for digital R
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photos. a
11. The Contractor shall formulate his billing invoice and submit it
with the photos to the Department within one (1)week of work
completion on properties. The Department will expedite payments
r due, to the best of its ability within the framework of Policy.
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7.C.b
12. The Department will deduct errors from future billing upon
verification of Contractor error. Contractor will be provided an
itemized statement describing the deductions.
13. The City reserves the right to make awards to the lowest
responsible bidders or to reject all bids. The City reserves the
right to negotiate a price for each item if bids are above or below
the desired price range for any services. If more than one a
contractor is selected,the City may require them to negotiate and
reconcile their bids so that the City has a uniform schedule of o
services and fees. The City also reserves the right to terminate any CO
or all contracts at any time, due to lack of work, rate of progress
of work, or violations of this Agreement. CO
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14. In the opinion of the Director, if the Contractor is not progressing w
at a satisfactory rate in work completion,the Director may
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terminate this Agreement and designate City crews or another
J City approved Contractor to complete the work.
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15. City may require varying response times to include emergencies
(1-2 hours),urgency warrants (same day or 24 hours) and non-
urgency warrants (1-10 days.) g
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V. LICENSES AND PERMITS:
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1. The Contractor shall procure and keep in force during the term of m
this agreement any and all licenses and permits required by any
Federal, State, or local laws or regulations. Y
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2. The Contractor shall procure and keep in force during the term of p
this agreement a valid California State Contractors License. °
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VI. INSURANCE: °'
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1. The Contractor shall procure and maintain in force during the LL
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term of this agreement, at its expense,public liability insurance in
companies and through brokers approved by the City, adequate to 0
protect against liability for damage claims arising in any manner
out of Contractor's operations in a minimum amount of
$1,000,000.00 for each person injured, $1,000,000.00 for any one a
occurrence. Contractor shall provide to the City a certificate of
insurance and an additional insured endorsement which provides:
a. That the City is an additional insured on the Contractor's
Liability insurance.
Packet Pg. 311
b. The insurance company name,policy number, period of
Coverage and the amount of coverage.
c. That the City Clerk shall be notified at least thirty (30) days
prior to any cancellation or material change in Contractor's
coverage.
d. That the Contractor's insurance shall be primary to any o
coverage the City may have in effect. v
VII. WORKERS' COMPENSATION: m°
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1. The Contractor shall provide Workers'Compensation coverage m
for all employees employed pursuant to this agreement. The o
Contractor shall provide to the City an insurance certificate N
evidencing such insurance.
VIII. EQUIPMENT SPECIFICATIONS:
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1. The Contractor shall use methods and equipment(i.e. hammers,
drills, screws, etc.) deemed adequate to complete all requests for
board up services in a timely manner and to apply the skills and 0
expertise necessary to perform the work competently and >
efficiently.
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IX. DETAILED PERFORMANCE SPECIFICATIONS:
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1. All exterior door openings, except the front door and garage X
door,are to be secured in accordance with the above w
specifications. z p
2. Front door is to be secured with plywood over door,complete °-
with two (2)equally spaced Holmes Heavy Duty Security Bolts r
(padlocks shall be master brand or similar with two (2)keys
provided to the Code Officer). LL
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3. Garage door openings when garage door is attached shall be
secured with two (2) Holmes Heavy Duly Security Slide Bolts
(padlocks shall be master brand or similar with two (2)keys
provided to the Code Officer), one on each side of the door.
4. All plates,bolts,washers, and nuts used for board-up shall be
galvanized or cad plated. a
5. Board-up of unusual sized doors,windows, and garage (when
garage door is not attached) or other necessary securing of the
building and/or property shall be installed per instruction of
designated Code Officer.
6. All window openings shall be secured according to the
specifications in Section III—SECURITY SPECIFICATIONS
AND CONDITIONS.
Packet Pg. 312
7.C.b
7. All board-up material shall become the property of the owner of
the premises.
8. Signage shall be posted as follows:
a. 12" x 24"minimum.
b. Incombustible material.
c. Minimum of four(4)holes,the maximum dimension of 1/4",
punch or drilled no closer than 3/8" from edge/comer of sign. o
d. Attachment: Securely fasten in a conspicuous location on the
building.
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e. Inscription: Character size to be 2 1/2" minimum and 4" m
maximum in height. Character color to be black or red set on a
white background. The inscription shall read at minimum "No m
Trespassing PC 602-Violators will be prosecuted." w
(See Exhibit"A"pages 23.) N
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X. LOCAL VENDOR PREFERENCE:
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•five percent(5%)preference shall be granted to local vendors. o
•local vendor is defined as businesses and/or organizations
which possess a fixed office or distribution point with at least
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'-� one owner or employee located within the City, and possessing 0
all valid and current permits, and licenses required to transact >
such business, including,but not limited to a City Business W
Registration Certificate.
For the purpose of applying this order,the term"Contractual a
Services" shall be determined to include the following type of Y
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services. W
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Contractual Services are: °
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• Any service where the product of the service consists of
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intellectual property. For example: professional consultants,
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architects, landscape architects, engineering, environmental, land
surveying, construction project management, auditors, advisors,
management consultants, financial consultants, and legal
consultants. s
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• Any service where the primary portion of the service consists of a
labor. For example: maintenance and repair of City vehicles,
buildings, equipment, and property; service agreements,technical
support.
Services not included are: installation of equipment when the
�•r cost is incidental to the price of the equipment, and installation is
not classified as a"public works project."
{ Packet Pg. 313
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XI. OUALIFICIATIONS,RELATED EXPERIENCE AND
REFERENCES OF BIDDER:
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This section of the bid should establish the ability of Bidder to
satisfactorily perform the required work by reasons of experience o
in performing work of a similar nature; demonstrated competence CO
in the services to be provided; strength and stability of the firm;
staffing capability; work load; record of meeting schedules on m
similar projects; and supportive client reference. o
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Bidder shall:
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• Provide a brief profile of the firm, including the types of
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services offered; the year founded; form of the organization c
(corporation, partnership, sole proprietorship); number, size and
location of offices; number of employees;
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■ Describe the firm's experience in performing work of a similar
nature to that solicited in this RFQ: W
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■ Provide, as a minimum, three (3) written testimonials as
reference from current customers of a similar size as the City as
related experience; reference shall furnish the name, title,
address and telephone number of the person(s) at the W
organization who is most knowledgeable about the work p
performed.
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Bid prices must be valid for one hundred twenty(120) days per
bid specifications due to processing requirements. Cy
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SECTION III. m
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RFQ F-13-13
Board Up Abatements
[ III. BID CONTENT AND PRICE FORMS
�� •✓r A. BID FORMAT AND CONTENT
1. Presentation
Bids should not include any unnecessarily elaborate or promotional o
material. Information should be presented in the order in which it is D
requested. Lengthy narrative is discouraged, and presentations c
should be brief and concise. Bids shall contain the following: m
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a. identification of Bidder, including name, address and m
telephone; `o
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b. proposed working relationship between Bidder and sub-
contractors, if applicable;
C. acknowledgment of receipt of all RFQ addenda, if any; o
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d. name, title, address and telephone number of contact
person during period of bid evaluation; c
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e. A statement to the effect that the bid shall remain valid for a
period of not less than 120 days from the date of submittal;
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and =
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f. signature of a person authorized to bind Bidder to the terms s
of the bid. o
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Bidder may also propose enhancement or procedural or o
technical innovations to the Technical Specifications that do
not materially deviate from the objectives or required content M
of the project. u
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2. Exceptions/Deviations
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State any exceptions to or deviations from the requirements of this E
RFQ, stating "technical" exceptions on the Technical Specifications
form, and "contractual" exceptions on a separate sheet of paper. a
Where Bidder wishes to propose alternative approaches to meeting
the City's technical or contractual requirements, these should be
thoroughly explained.
Packet,Pg. 316
RFQ F-13-13
Board Up Abatements
Q3. Appendices
Information considered by Bidder to be pertinent to this RFQ and
h has not been specifically solicited in an of the
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aforementioned sections may be placed in a separate appendix
section. Bidders are cautioned, however, that this does not
constitute an invitation to submit large amounts of extraneous
materials; appendices should be relevant and brief. o
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B. LICENSING AND CERTIFICATION REQUIREMENTS c
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By submitting a bid, bidder warrants that any and all licenses and/or y
certifications required by law, statute, code or ordinance in performing ?
under the scope and specifications of this RFQ are currently held by m
bidder, and are valid and in full force and effect. Copies or legitimate N
proof of such licensure and/or certification shall be included in bidder's
response. Bids lacking copies and/or proof of said licenses and/or
certifications may be deemed non-responsive and may be rejected.
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C. COST AND PRICE FORMS N
Bidder shall complete the Price Form in its entirety including 1) all items c
t listed; 2) all additional costs associated with performance of 2
specifications, 3) the Firm Fixed Price; and 4) Bidder's identification
information including a binding signature.
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Bidder shall state cash discounts offered. Unless discount payment terms
are offered, payment terms shall be "Net 30 Days". Payment due dates, v
including discount period, will be computed from date of City acceptance o
of the required services or of a correct and complete invoice, whichever is z
later, to the date City's check is mailed. Any discounts taken will be taken o
on full amount of invoice, unless other charges are itemized and discount M
thereon is disallowed. A
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Freight terms shall be F.O.B. Destination, Full Freight Allowed, unless
otherwise specified on price form.
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PRICE FORM
REQUEST FOR QUOTES: RFQ F-13-13
DESCRIPTION OF RFQ: Board Up Services —Various Locations
BIDDER'S NAME/ADDRESS:
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NAME/TELEPHONE NO. OF w
AUTHORIZED REPRESENTATIVE w
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ANNUAL PURCHASE ORDER y
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Effective on or about January 2013 through June 30, 2013 plus three single year options, for y
City's partial requirements, on an as-needed basis, with no guaranteed usage for Board Up
Services. a
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Option year one, if exercised, shall be effective July 1, 2013 through June 30, 2014. Z
Option year two, if exercised, shall be effective July 1, 2014 through June 30, 2015. o
Option year three, if exercised, shall be effective July 1, 2015 through June 30, 2016.
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Actual option year pricing shall be negotiated with the successful Bidder(s) prior to exercising LL
of any given option year. Option years shall become effective only upon issuance by the City of a
a duly authorized Purchase Order.
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Please provide detailed Firm Fixed Price cost information in the spaces provided below, and
any other incidental or additional costs required to complete the Technical Specification 2
requirements. a
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PRICE FORM
BOARD-UP SERVICES FOR VARIOUS LOCATIONS
All firm fixed prices to include labor, materials & hardware
1) Security doors w/hinges& hasp (lock not included) $
2) Double security doors w/hinges & hasp (lock not included) $
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3) Stationary doors $
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4) Sliding windows/patio doors (per panel) $ m
5) Windows
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a. Up to 1564" $ c
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b. 1565" to 2688" $ 44)
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c. 2689" to 4608" $
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d. Oversized opening from 4609" $ co
6) Re-boards/ Re-secures
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a. Hardware or 2 x 4 replacement $ 2
b. Plywood replacement $
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c. Full sheet%:" plywood $ T
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d. Half sheet ''/:" plywood $ Y
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1) Temporary chain-link fencing (price per lineal foot) $
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2) Graffiti abatement (price per square foot) $ LL
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3) No. 5 Master locks or similar $ LL
4) Chain pieces $
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5) Hasp for gates or garages $ L
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6) Trash and debris removal $ a
7) Swimming pool/spa pumping $
"Special services require bid and prior approval to include price for any special equipment rental,
materials or hourly rate for special labor.
Packet Pg.3 99
PRICE FORM (cont.)
Are there any other additional or incidental costs that will be required by your firm in order to
meet the requirements of the Technical Specifications? Yes / No (circle one). If you
answered "Yes', please provide detail of said additional costs:
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Please indicate any elements of the Technical Specifications that cannot be met by your firm.
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Have you included in your bid all informational items and forms as requested? Yes / No
(circle one). If you answered "No", please explain:
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This offer shall remain firm for 120 days from RFQ close date.
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Terms and conditions as set forth in this RFQ apply to this bid. a
Cash discount allowable % days; unless otherwise stated, payment terms are: Net c
thirty (30) days. z
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In signing this bid, Bidder warrants that all certifications and documents requested herein are °
attached and properly completed and signed. s
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PRICE FORM (cont.)
From time to time, the City may issue one or more addenda to this RFQ. Below, please indicate
all Addenda to this RFQ received by your firm, and the date said Addenda was/were received.
Verification of Addenda Received
Addenda No: Received on:
Addenda No: Received on:
Addenda No: Received on: CL
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AUTHORIZED SIGNATURE: m
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PRINT SIGNER'S NAME AND TITLE: w
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DATE SIGNED:
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COMPANY NAME & ADDRESS: "-
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PHONE: FAX: c
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IF SUBMITTING A "NO BID", PLEASE STATE REASON(S) BELOW: M
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Exhibit "A"
Vacant Building Board Up Specifications
BATTEN AT
PERIMETER 12" CENTRALLY LOCATED
4" a
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2"x4"WOOD STOCK
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1&" O.C. HEAVY WIRE MESH m
POSITIONED ON OUTSIDE
OF PLYWOOD.
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�- -� 314" MINIMUM q'MINIMUM
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_ 1J2"MIN.CARRIAGE BOLT HATBD WITH NUT& O
NOT TO SCALE 2 FLAT WASHERS AS DIAGRAMED. WASHER .0
TO BE OF SUFFICIENT SIZE TO FULLYACCEPT 5;
SQUARE PORTION OF BOLT BENEATH THE Of
HEAD, BOLT&MATING HARDWARE SHALL BE
GALVANIZED OR CAD PLATED. y
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1. All exterior door openings,except the front door and garage door,are to be secured in accordance with the above a
specifications. Y
2. Front door is to be secured with plywood over door,complete with two(2)equally spaced Holmes Heavy Duty o
Security Bolts(padlock cut-proof)or equal with padlocks. z
3. Garage door openings when garage door is attached shall be secured with two(2)Holmes Heavy Duly Security Slide
Bolts(padlock cut-proof)or equal with padlocks,one on each side of the door. 0
4. All padlocks on the premises shall be keyed alike and two(2)sets of keys shall be provided to the Code Enforcement r
Division. A
5. All plates,bolts,washers,and nuts used for board-up shall be galvanized or cad plated. Li
6. Board-up of unusual sized doors,windows,and garage(when garage door is not attached)openings shall be installed a
LL
per instruction of designated Inspector.
7. All window openings shall be secured according to the above specifications.
a. Boards shall be fitted to the screen-molding stop. E
b. Boards shall be solid sheets without seams or joints. E
c. Boards shall be 3/4"exterior grade plywood. m
8. All board-up material shall become the property of the owner of the premises. Q
9. Signage shall be posted as follows:
a. 12"x 24"minimum
b. Incombustible material.
c. Minimum of four(4)holes,the maximum dimension of 1/4",punch or drilled no closer than 3/8"from edge/comer of
sign.
d. Attachment: Securely fasten in a conspicuous location on the building.
e. Inscription: See below.Character size to be 2 1/2"minimum and 4"maximum in height.Character color to be black or
red set on a white background.The inscription shall read at minimum"No Trespassing PC 602 Violators will be
prosecuted"
SUBCONTRACTOR'S LIST
As required by California State Law, the General Contractor bidding will hereinafter state the
subcontractor who will be the subcontractor on the job for each particular trade or subdivision of the
work in an amount in excess of one-half of one percent of the General Contractor's total bid and will
state the firm name and principal location of the mill, shop, or office of each. If a General Contractor
fails to specify a subcontractor, or if he specifies more than one subcontractor for the same portion c ,_
work to be performed under the contract in excess of one-half of one percent, he agrees that he is
fully qualified to perform that portion himself and that he shall perform that portion himself.
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DIVISION OF NAME OF FIRM OR LOCATION 00
WORK OR CONTRACTOR CITY w
TRADE "
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Signature of Bidder z
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REJECTION OF BIDS
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The undersigned agrees that the City of San Bernardino reserves the right to reject any or all
bids, and reserves the right to waive informalities in a bid or bids not affected by LL
law, if to do seems to best serve the public interest.
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® NON - COLLUSION AFFIDAVIT
TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO
In accordance with Title 23, United States Code, Section 112, the undersigned hereby states,
under penalty of perjury:
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That he/she has not, either directly or indirectly, entered into any agreement, participated in any C
collusion, or otherwise taken action in restraint of free competitive bidding in connection with ED
RFQ F-13-13. m
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Business Name w
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Signature of bidder X
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Place of Residence =
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Subscribed and sworn before me this day of 20_.
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Notary Public in and for the County of State of California. a
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My commission expires 20 0
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SECTION IV.
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GENERAL SPECIFICATIONS m
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V. GENERAL SPECIFICATIONS
1. Each bid shall be in accordance with Request for Quotes(RFQ) Number F-13-13.All specifications are
minimum. Bidders are expected to meet or exceed these specifications as written. Bidder shall attach to their
bid a complete detailed itemization and explanation for each and every deviation or variation from the RFQ
specifications and requirements. Conditional bids, or those that take exception to the RFQ specifications and
requirements, may be considered non-responsive and may be rejected.
2. The City reserves the right to accept or reject any and all bids and to award a contract to the bidder whom best
meets the City's requirements. This may include waiver of minor irregularities or discrepancies, or
nonconformity to specifications in appropriate circumstances. Purchase shall be on a best buy basis after due w
consideration of all relevant factors, including but not limited to,workmanship, accessibility of parts and service, C
known evidence of manufacturer's responsibility and record, durability and known operational record of product v
and suitability as well as conformity to City needs and requirements. In all cases the best interest of the City o
shall prevail in all contract awards. m
3. The City of San Bernardino reserves the right to purchase more or less than the quantities specified at unit
prices bid.
4. Bids shall be firm offers, subject to acceptance or rejection within 120 days of the opening thereof. m
5. Regular dealer. No bidder shall be acceptable who is not a reputable manufacturer or dealer of such items as c
submitted for bid consideration.
6. All materials, workmanship and finish entering into the construction of the equipment must be of the best of
these respective kinds and must conform to the character of the equipment and the service for which it is
intended to be used and shall be produced by use of the current manufacturing processes. "Seconds",factory
rejects, and substandard goods are not acceptable.
7. Each bidder shall submit with their bid a copy of the proposed product specifications, complete detailed o
drawings, and other descriptive matter in sufficient detail to clearly describe the equipment, materials and parts
offered.
8. Manufacturer and/or Contractor shall defend any and all suits and assume all liability for any and all claims
made against the City of San Bernardino or any of its officials or agents for the use of any patented process, 4
device or article forming a part of equipment or any item furnished under the contract. T
9. Each bidder must state in their bid the guaranteed delivery date of product and/or services in number of
calendar days from the date of contract execution by the City of San Bernardino,time is of the essence relative
to this contract. Contractor shall prosecute the work continuously and diligently and shall deliver the items at the
earliest possible date following the award of the contract. °
10. Each bidder shall list in their bid all factory, manufacturer's and/or dealer's warranty and/or guarantee coverage .0
and shall submit such written documents evidencing the same attached to the bid.
11. Successful bidder(s)(Contractor)shall furnish and deliver to the City complete equipment as bid and awarded, o
ready for installation and fully equipped as detailed in these specifications. W
12. Price shall be quoted F.O.B. San Bernardino(all transportation charges shall be fully prepaid), and shall include p
all discounts. Bid shall include California sales tax,where applicable, (effective July 1,2011)computed at the
rate of 8%, (this will normally be shown as a separate line item on the price form).
13. City shall make payment within thirty(30)days after the complete delivery and acceptance of the specified items M
by the City of San Bernardino and receipt of the Contractor's priced invoice. LL
14. All "standard equipment" is included in any bid. Bidders furnishing bids under these specifications shall supply 0
all items advertised as"standard"equipment even if such items are not stipulated in the specifications, unless W
otherwise clearly accepted in the bid.
15. The items which the bidder proposes to furnish the City must comply in all respects with the appropriate safety
regulations of all regulatory commissions of the Federal Government and the State of California, whether such E
safety features and/or items have been specifically outlined in these specifications or not.
16. Contractor delivering equipment pursuant to these RFQ specifications shall guarantee that equipment meets =°
specifications as set forth herein. If it is found that equipment delivered does not meet requirements of these a
specifications the Contractor shall be required to correct the same at their own expense.
17. By submitting a bid, each bidder agrees that in the event complete delivery is not made within the time or times
set forth pursuant to this specification, damage will be sustained by the City, and that it is, and will be impractical
and extremely difficult to, ascertain the actual damage which the City will sustain in the event of and by reason
of such delay.
18. In case the delivery of the items under this contract is delayed due to strikes, injunctions, government controls,
or by reason of any cause or circumstance beyond the control of the Contractor,the time for delivery may be
Packet Pg. 326
extended (in the City's sole discretion) by a number of days to be determined in each instance by mutual written
agreement between the Contractor and the Purchasing Manager of the City of San Bernardino. The City shall
(� not unreasonably refuse such extension.
19. Contract. Each bid shall be submitted and received with the understanding that acceptance by the City of San
Bernardino of bid in response to this solicitation shall constitute a contract between the Contractor and the City.
This shall bind the Contractor to furnish and deliver at the price bid and in complete accordance with all
provisions of RFQ No. F-13-13. In most cases the basis of award will be the City's standard purchase order that
may or may not incorporate this solicitation by reference.
20. Prohibited interest. No member, officer, or employee of the City or of any agency of the City during his tenure or
for one year thereafter shall have any interest, direct or indirect in this contract or the proceeds thereof.
Furthermore, the parties hereto covenant and agree that to their knowledge no board member, officer or
employee of the City has any interest, whether contractual, non-contractual,financial or otherwise, in this o
transaction, or in the business of the contracting party other than the City, and that if any such interest comes to
the knowledge of either party at anytime, a full and complete disclosure of all such information will be made in °
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writing to the other party or parties, even if such interest would not be considered a conflict of interest under m
Article 4(commencing with Section 1090)or Article 4.6(commencing with Section 1120)of Division 4 of Title I of
the Government Code of the State of California. m
21. One Document. These specifications,the notice inviting bids, RFQ F-13-13, the Contractor's bid, any written
agreement executed by the parties,the purchase order and all documents referred to in the complete m
specifications and purchase order, and all written modifications of said documents shall be construed together w
as one document.Anything called for in anyone of said documents shall be deemed to be required equally as if
called for in all. Anything necessary to complete the work properly shall be performed by the contractor,
whether specifically set out in the contract or not.All sections of the specifications shall be read as constituting a W
whole and not as an aggregation of individual parts, and whatever is specified in one section shall be construed
as applying to all sections.
22. The City of San Bernardino reserves the right to accept or reject any and all bids. N
23. Prompt payment. Each bidder may stipulate in their bid a percentage prompt payment discount to be taken by
the City in the event the City makes payment to the Contractor within ten(10)working days of receipt of material
and approval of invoice. For the purpose of this provision, payment is deemed to be made on the date of o
mailing of the City check. NOTE: prompt payment discounts will only be used during bid evaluation in the .T
case of ties. v
24. Inquiries. Direct all inquiries to Vanessa Sanchez at 909-384-5330. Technical questions may be sent via fax to
909-384-5043. The answers to material questions will be provided to all potential bidders.
25. Bid/Price forms. No bid will be acceptable unless prices are submitted on the pricing forms furnished herein, rn
and all required forms are completed and included with bid. Deliver all bids, SIGNED and SEALED, to the
Purchasing Division, Finance Department at 300 North"D"Street, 4t" Floor, City Hall, San Bernardino, California a
92418. CLEARLY MARK THE RFQ SPECIFICATION TITLE: BOARD UP ABATEMENTS and Number
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F-13-13 ON THE OUTSIDE OF THE ENVELOPE. w
26. Time. All bids must be received in the Purchasing Division no later than 3:00 PM, PST, O
2012, where Z
at such time and said place bids will be publicly opened, examined and declared. Any bid may be withdrawn by o
bidder prior to the above scheduled time for the opening of bids.Any bid received after that time and date M
specified shall NOT be considered. A
27. The City of San Bernardino reserves the right at its own discretion to award separate contracts for each
category, or to award multiple contracts, or to award one contract for furnishing and delivering of all equipment LL
and/or services in all categories. LL
28. Equipment. In the purchase of equipment, Contractor shall be required to furnish one(1)OPERATORS
MANUAL and one(1) PARTS MANUAL for all equipment bid.
29. In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will E
assign to the purchasing body all rights,title, and interest in and to all causes of action it may have under
Section 4 of the Clayton Act(U.S.C. Sec 15)or under the Cartwright Act(Chapter 2, commencing with Section
16700 of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, Q
materials, or services by the bidder for sale to the purchasing body pursuant to the bid.Such assignment shall
be made and become effective at the time the purchasing body tenders final payment to the bidder.
30. Contractor shall indemnify, defend and hold City, its officers, employees and agents harmless from any claim,
demand, liability, suit,judgment or expense(including,without limitation, reasonable costs of defense)arising
out of or related to Contractor's performance of this agreement, except that such duty to indemnify, defend and
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7.C.b
hold harmless shall not apply where injury to person or property is caused by City's willful misconduct or sole
negligence. The costs, salary and expenses of the City Attorney and members of his office in enforcing this
Agreement on behalf of the City shall be considered as"attorney's fees"for the purposes of this paragraph.
31. While not restricting or limiting the foregoing, during the term of this Agreement Contractor shall maintain in
effect policies of comprehensive public general and automobile liability insurance in the amount of$1.000.000
combined single limit and statutory worker's compensation coverage and shall file copies of said policies with
the City's Risk Manager prior to undertaking any work under this Agreement. The policies shall name the City as
an additional insured and shall provide for ten(10)day notification to the City if said policies are terminated or
materially altered.
32. FAITHFUL PERFORMANGE RQlsQIQin Anna.
gAFtofied nhRAk or faithful peFfermaRG@ bond 1 bid bend Fnade payable to the City of San BeFnardiRe iA an
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QFdiRARAe Ple 821 SeGtion 2400, and the GBFPGFat;Gn issuing said bend shall have a FatiA9 on 1396t'S MOSt
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33. Written contract documents,' m
duly authorized and signed by the appropriate authority, constitute the complete
and entire agreement(s)that may result from the RFQ. N
34. City may, at its discretion, exercise option year renewals for up to three(3)years, in one-year increments. E°
35. By submitting a bid, bidder warrants that any and all licenses and/or certifications required by law, statute, code 00
or ordinance in performing under the scope and specifications of this RFQ are currently held by bidder, and are y
valid and in full force and effect. Copies or legitimate proof of such licensure and/or certification shall be
included in bidder's response. Bids lacking copies and/or proof of said licenses and/or certifications may be 'o
deemed non-responsive and may be rejected.
36. Once the award has been made and prior to the commencement of the job, the City's Municipal Code (M.C.
5.04.005)requires that a Business doing business with the City, obtain and maintain a valid City Business
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Registration Certificate during the term of the Agreement.
37. Vendor(Contractor)/Consultant services agreement(s)(VSA/CSA). A signed vendor/Consultant service
agreement may be required between both parties prior to commencement of the job.
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