073025 Fencing Material IFB.docx

Contra Costa County

INVITATION FOR BID (IFB)

FOR

Fencing Material and Parts

IFB-CONTR-0000000019

Release Date: 07/30/2025 Bid Due Date: 08/27/2025 No later than 3:00 P.M. PST

Contact:

Chris Hu, Buyer II

CONTRA COSTA COUNTY

PURCHASING SERVICES

40 MUIR ROAD, 2ND FLOOR

MARTINEZ, CALIFORNIA 94553.

Table of Contents Page

· Exhibit C – Customer References

· Exhibit D – Anti-Collusion Statement

· Exhibit E – CCC Business Opportunity Registration

Section I: Introduction A. Purpose Contra Costa County Public Works Road Maintenance Division (“County”) is seeking bids from qualified firms to supply fencing material and parts as further described under Section III, Scope of Work.

The County may award the contract to multiple contractors.

B. Background The County maintains over 650 miles of roads, 79 miles of creeks and channels, 29 detention basins and dams, and over 150 County buildings throughout the County. The County repairs fences and utilizes fence materials to reinforce existing fencing throughout unincorporated Contra Costa County.

C. Period of Agreement The initial term of any agreement awarded as a result of this IFB will be for three (3) years with the option of two (2) one-year renewals.

D. Calendar of Events

E. Registration Firms must be registered with the County. See Exhibit E attached.

F. Questions All questions regarding the IFB will be accepted through the BidNet Direct site. The deadline for submitting questions for this IFB is on or before August 20, 2025, no later than 3:00 P.M. PDT. All questions will be answered and disseminated to those registered on the BidNet Direct website. Contact customer service if you need technical assistance with any part of the bid process; support@bidnet.com or call (800) 835-4603.

G. Local Business Preference For supplies, materials or equipment in excess of $25,000 and solicited through a competitive bid process, the purchasing agent in evaluating the bid or price for such supplies, materials and/or equipment will determine if the lowest responsible vendor is a local vendor, as defined in this section and, if so, the contract will be awarded to the local vendor. If the low bid is not a local vendor, any responsive local vendor who submitted a bid which was within seven (7) percent of the lowest responsive bid as determined by the purchasing agent will have the option of submitting a new bid within forty-eight (48) hours (not including weekends or holidays) of the County’s delivery of notification. Such new bids must be in an amount less than or equal to the lowest responsive bid as determined by the purchasing agent. If no new bids are received, the contract will be awarded to the original low bidder.

1. For the purpose of this procedure, a local vendor means any person or business which:

a. Has its principal place of business located in Contra Costa County for at least six (6) months immediately prior to the issuance of the request for competitive bids by the purchasing agent, and

b. Has a business license, if required, issued by Contra Costa County, or located in Contra Costa County

c. Any vendor claiming to be a local vendor as defined above must submit with its bid, a statement containing relevant information which demonstrates its status as a local vendor

d. Any person or business falsely claiming to be a local vendor under this section will be ineligible to conduct business with Contra Costa County for a period of not less than three (3) months, and not more than twenty-four (24) months as determined by the purchasing agent

e. This section does not apply to contracts required by state or federal statues or regulations. Contracts funded in whole or in part by the Federal government are exempt from local preference

f. Ordinance Code reference: 1108-2.407 – Procedure – Local Bid Preference

Section II: Instructions to Bidders A. Format All bidders are required to submit the following documents completed and signed where necessary.

1. Cover Letter – Signed by an authorized company representative.

2. Statement of Experience – See Exhibit A

3. Bid Price – See Exhibit B

4. Customer References – See Exhibit C

5. Anti-Collusion Statement – See Exhibit D

6. Contra Costa County Business Opportunity Registration Form – See Exhibit E

7. Addenda Acknowledgement – See Attachment A

8. Federal, State, and local certifications, registrations, permits, and/or licenses required to furnish the products requested in this IFB.

9. Certificate of Insurance with Endorsement letter

10. List of equipment

11. W-9

B. Proposal Submission

1. Response to this IFB MUST be submitted electronically through the BidNet Direct site – NO EXCEPTION

2. Late submittals WILL NOT be accepted – NO EXCEPTION

3. Fax submittals WILL NOT be accepted – NO EXCEPTION

C. Customer References Bidders shall provide a minimum of three (3) references. Include the name of the firm, description of products furnished, date of work, and the dollar amount for the product furnished. Please see Exhibit C.

D. Licenses and Permits Bidder shall possess all licenses, registrations, and/or permits required by the State of California and the County of Contra Costa. Such licenses and permits are to be submitted to the County with the bid.

E. Proposal Expenses Bidder shall be fully responsible for all costs incurred in the development and submission of a bid in response to this IFB.

F. Proposer Responsibility Bidder assumes sole responsibility for the complete effort required in submitting a bid proposal in response to this IFB. No special consideration will be given after bid proposals are opened because of a proposer’s failure to be knowledgeable as to all of the requirements of this IFB.

G. Interpretation Should any discrepancies, omissions, or doubt as to their meaning be found in the IFB specifications or requirements, the bidder shall notify the County in writing through the Bidnet Direct website. The County will send written instructions or addenda to all participants in the IFB process. The County shall not be responsible for oral interpretations.

H. Reservations The County reserves the right to do the following at any time and for its own convenience, at its sole discretion:

· To reject any and all bid proposals without indicating any reasons for such rejection.

· Terminate this IFB and issue a new IFB anytime thereafter.

· Extend any or all deadlines specified in the IFB, including deadlines for accepting bid proposals by issuing an Addendum at any time prior to the deadline for receipt of responses to the IFB.

· Procure any services specified in the IFB by other means.

· Disqualify any bidder on the basis of any real or perceived conflict of interest or evidence of collusion that is disclosed by the bid proposal or other data available to the County. Such disqualification is at the sole discretion of the County.

· Reject the bid proposal of any bidder that is in breach of or in default under any the agreement with the County.

· Reject any bidder deemed by the County to be non-responsive, unreliable, unqualified or non-responsible.

I. Truth and Accuracy of Representation False, misleading, incomplete, or deceptively unresponsive statements in connection with a bid proposal shall be sufficient cause for rejection of the bid proposal.

J. Sub-Contract and Assignment The contract binds the heirs, successors, assigns and representatives of the vendor. Prior written consent of the County, subject to any required State or Federal approval, is required before the vendor may enter into subcontracts for any work contemplated under the contract, or before the vendor may assign the contract or monies due or to become due, by operation of law or otherwise.

K. Addenda No one is authorized to amend any of these documents in any respect by an oral statement or to make any representation or interpretation in conflict with their provisions. Any changes to these documents shall be issued in writing via Addenda to be posted on BidNet Direct site.

L. Addenda Acknowledgement All addenda shall include an acknowledgement of receipt that must be returned. The addenda must be signed and attached to the final response. Failure to attach any addendum may result in the rejection of the response. See Attachment A.

M. Non-Collusion By submitting a signed proposal, the bidder certifies that there has been no collusion with any other bidder. Reasonable grounds for believing the bidder has an interest in more than one proposal will result in rejection of all proposals in which the bidder has an interest. Any party to collusion may not be considered in future proposals for the same or similar work. See Exhibit D attached.

Section III: Scope of Work The County is seeking specialized vendors to furnish fencing materials and parts.

Bidder Minimum Qualifications:

To be considered for full evaluation and award, bidders must meet the minimum qualification requirements shown below:

A. Bidder shall be regularly and continuously engaged in the business of providing fencing materials and products for at least five (5) years.

B. Bidder shall provide evidence of previous experience.

C. Bidder shall possess all Federal, State, and County licenses necessary to supply the products specified in this IFB.

Requirements:

1. Quoted prices must include:

· All items listed in Exhibit B are to be F.O.B. destination.

· Unit Price in Exhibit B must include a sales tax rate of 8.750%.

· Vendor must be located within a 50-mile radius of 2475 Waterbird Way, Martinez, CA 94553, and offer the option for customer pickup as well as freight.

· Taxes and freight charges:

· No charge for delivery/freight unless expressly included and itemized in the bid. The ship-to address for freight will be 2475 Waterbird Way, Martinez, CA 94553. The County may opt to pick up orders at certain times.

· All prices quoted shall be in United States dollars and “whole cent,” no cent fractions shall be used. There are no exceptions

· Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

Section IV: Evaluation and Selection Process A. Selection Process Each bid will be independently evaluated for completeness by staff and will be reviewed and scored based on the following criteria:

· Total bid amount including tax and shipping charges

· Thoroughness of compliance with itemized bid specifications

· Customer references

· The selection will be made to the lowest responsive and responsible bidder who meets the requirements of these specifications, terms, and conditions herein

· After evaluating all bid submittals, the lowest qualified bidder will be determined

B. Tie Bids In the event that an identical price is received from two or more responsive and responsible Vendors, the County may re-advertise for bids, or the successful vendor may be determined by the casting of lots with the tie Vendors in public at a date and time set by County’s Purchasing Manager.

C. Proposals are Public Records California Government Code Section 6250, the Public Records Act, defines a public record as any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics. The Public Records Act provides that public records shall be disclosed upon request and that any resident has a right to inspect any public record unless the document is exempted from disclosure.

Unless otherwise compelled by a court order, the County will not disclose any proposal while the County conducts its deliberative process in accordance with the procedures identified in this IFB. However, after the County either awards an agreement to a successful Proposer, or rejects all proposals, the County shall consider each proposal subject to the public disclosure requirements of the California Public Records Act. Each Proposer is hereby informed that, upon submittal of its proposal to the County in accordance with this IFB, the proposal becomes the property of Contra Costa County.

D. Protest

1. Protest Policy In Any bidder or proposer who is aggrieved in connection with the solicitation or award of a contract may protest to the Purchasing Agent or designee. The protest shall be submitted in writing to the Purchasing Agent or designee, within five (5) business days after such aggrieved person or company knows or should have known of the facts giving rise thereto. Failure to submit a timely protest shall bar consideration of a protest.

2. Grounds for Protest The protest shall state all grounds claimed for the protest and include supporting documentation. Failure to clearly state the grounds for the protest and provide supporting documentation shall be deemed a waiver of all protest rights.

3. Protest Procedure In the event a dispute arises concerning the proposal process prior to the award of the contract, the party wishing resolution of the dispute shall submit a request in writing to the attention of:

Cindy Shehorn, Purchasing Services Manager Contra Costa County Public Works Department 40 Muir Road, 2nd Floor Martinez CA, 94553

E. Disposition of Bid Proposals Upon bid opening, all documents submitted in response to this IFB becomes the property of the County and will be regarded as public records under the California Public Records Act (Government Code Section 6250) and subject to review by the public.

Section V: Billing and Invoicing A. Payment Terms Vendor shall submit a correct and complete invoice(s) to the County after the County has accept the deliverables. Payment terms are Net 30 days or best offer, after receipt of correct invoice.

All Vendors MUST accept the payment terms of Contra Costa County.

B. Bid Proposal Pricing Prices offered under this contract shall remain firm for an initial period of (1) year from the date of award. Thereafter, the Contractor may request a price adjustment no more than once in any 12-month period, based on changes to PPI Commodity: Metals & Metal Products: Steel Fencing and Fence Gates (Series ID: WPU10880993).

C. Extension of Price In the case of error in the extension of process in the bid, the unit price will govern. In a lot bid, the lot price will govern.

D. Delivery All shipments shall be F.O.B. destination. Delivery locations will vary by road project and will be provided when orders are placed.

E. Sales Tax Contra Costa County is not exempt from paying sales tax. Therefore, bidder shall include sales tax on Exhibit B.

Exhibit A: Statement of Experience

SECTION A_____________________________________________________________ ______

Business Name: _______________________________________________________________

Phone #: ________________________

Address: _____________________________________________________________________________

City: __________________________________State: ________ ZIP: ______________________

Federal Tax ID #: ____________________________________

Business License #: __________________________________

Business Status:

_____Non-Profit Corporation

_____Corporation State of Incorporation: _____________________

_____General Partnership

_____Limited Partnership

_____Sole Proprietorship

Other: __________________________

Name and title of an Officer or owner authorized to sign this proposal and any contract with the County that may result.

Name: _________________________________________ Title: ________________________

SECTION B_____________________________________________________________________

Number of years in business under present business name: ______________________________________________________________________________

Other Business Name(s): ______________________________________________________________________________

Number of years under prior name if any: ______________________________________________________________________________

SECTION C_____________________________________________________________________

Number of years of experience in providing required, equivalent, or related projects:

SECTION D_____________________________________________________________________

Similar services/projects completed during the last five years?

Service Date Agency Name Services $ Amount Paid

1 - ___________________________________________________________________________

2 -___________________________________________________________________________

3 - ___________________________________________________________________________

4 -_________________________________________________________________

5 - ________________________________________________________________

SECTION E_____________________________________________________________________

Have you, or your agency failed or refused to complete a contract? ______YES ______ No

If yes, explain: ______________________________________________________________________________

SECTION F_____________________________________________________________________

Is your firm authorized to do business in the State of California? _____ Yes _____No

SECTION G_____________________________________________________________________

Is your firm a State of California registered small business? _____Yes ______No

SECTION H_____________________________________________________________________

Is your firm a local business? ______Yes ______No

SECTION I____________________________________________________________

Explain any litigation similar to the services requested by this proposal involving you, or your agency, or any principal officer(s) thereof:

SECTION J______________________________________ ______________________________

Has your company filed any written declaration for bankruptcy protection, a potential merger or acquisition, office closure, pending lawsuits, financial loss that might affect your ability to perform under the contract? ______Yes ______No (if yes, please explain):

SECTION K _____________________________________________________________________

License Provisions Has your company changed names or license numbers in the past 10 years? If so, please state reason for change. ___YES ___NO

Reason________________________________________________________________________

SECTION L_____________________________________________________________________

List the names and titles of the key personnel who would be assigned to the Project.

Name Classification

SECTION M____________________________________________________________________

List all required business and professional licenses that pertain to this Project:

License Number Type Expiration Date

SECTION N_____________________________________________________________________

Do you and your agency agree to provide additional information as required by the County to make an informed determination of qualifications? ___YES ___NO

By signing this Statement of Experience, you are certifying that all information provided on this form and contained within your proposal are true, and you acknowledge that if the proposal contains any false statements, the County may declare any contract or agreement made as a result of the proposal to be void.

Signature: _____________________________ Date: ___________________

Authorized Name: ________________________________ Title:__________________________

Exhibit B: Bid Price

Please provide proposed bid prices for the items listed below. Note that, if necessary, the selected vendor may be required to provide products not shown in the list below.

The successful lowest responsible bidder agrees to accept a purchase order to supply the fencing materials and parts and the overall Terms and Conditions of this IFB.

Each prospective bidder is required to do the following:

1. Enter a unit price for each line item

2. Complete the information required below

3. Sign and submit the bid to BidNet Direct site

I have read, understood, and agreed to the terms and conditions of all contents of this IFB. The undersigned agrees to furnish the service stipulated in the IFB as stated.

SIGNATURE: ___________________________

Name: _________________________________

Company: ______________________________

Address: _______________________________

Telephone: _____________________________

Date: __________________________________

Email: _________________________________

Exhibit C: Customer References

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Firm Name: _____________________________________________________________

Authorized Name: _______________________________ Title: ___________________

Authorized Signature: ____________________________ Date: __________________

Exhibit D: Anti-Collusion Statement

By signing this form, the bidder agrees that this quote is made without any other understanding, agreement, or connection with any person, corporation, or firm submitting a quote for the same purpose and that the quote is in all respects fair and without collusion or fraud, IT IS AGREED BY THE UNDERSIGNED BIDDER THAT THE SIGNING AND DELIVERY OF THE QUOTE REPRESENTS THE BIDDER'S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE FORGOING SPECIFICATIONS AND PROVISIONS, AND IF AWARDED, THIS CONTRACT WILL REPRESENT THE AGREEMENT BETWEEN THE BIDDER AND THE COUNTY.

NAME OF FIRM: ______________________________________________________________

[Sign in ink in the space provided below]

SIGNED BY: _________________________________________________________________

TITLE: _____________________________________________________________________

ADDRESS: __________________________________________________________________

CITY & STATE: _______________________________________________________________

TELEPHONE: ________________________________________________________________

Exhibit E: CCC Business Opportunities Registration

Attachment A: Addenda Acknowledgement

TO BE RETURNED WITH INFORMATION FOR BID (IFB)

IFB NO:______________________________ Title_________________________

ADDENDUM ACKNOWLEDGEMENT (Please initial for addendums received)

Company Name: _____________________________________________________________

Contact Name: _______________________________________________________________ Email Address: ____________________________________________ Phone No.: _________

Address:____________________________________________________________________ Authorized Signature: _________________________________________________________

Attachment B: CCC General Conditions

Fencing Material and Parts Solicitation No: IFB-Contr-0000000023 30 image1.png image2.emf