081425 Board Fence Paint RFP.docx

Contra Costa County

Request for Proposals (RFP) For

BOARD UP STRUCTURES, FENCE INSTALLATION AND

GRAFFITI REMOVAL SERVICES

Solicitation #: RFP_F-CONTR-0000000119 Release Date: August 14, 2025 Proposal Due Date: August 28, 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

General Information:

The Contra Costa County Department of Conservation and Development (County) is seeking qualified applicants to develop and implement the participatory community engagement portion of the County’s sea level rise adaptation plan.

Proposal Submission:

Proposal Submission:

Proposals will not be accepted after the date and time stated above. Incomplete proposal or proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the County to award a contract, nor is the County liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The County retains the right to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions.

Questions:

All questions regarding this RFP will be accepted through the Bidnet Direct website only. The deadline for submitting questions is on or before August 21, 2025 no later than 3:00 PM PST. All questions will be answered by posting on the Bidnet Direct website. Please contact customer service if you need technical assistance with any part of the bid process at support@bidnet.com or call 800-835-4603.

Pre-Bid Conference:

There is no pre-bid conference for this RFP.

Table of Contents Page

· Exhibit D – Anti-Collusion Statement

· Exhibit E – CCC Business Opportunities Registration

Section I: Introduction

A. Purpose The Contra Costa County Department of Conservation and Development, Building Inspection Division is currently seeking proposals from experienced firms to provide board up of structures, fence installation and graffiti removal as described in detail under Section IV, Scope of Work. When submitting bids, rates should include labor, materials and board up permit. Sites will generally not have electrical power.

B. Background

The Code Enforcement Division enforces the building and zoning ordinances for the unincorporated areas of Contra Costa County and is currently seeking a vendor for structure boarding, fencing installation, and graffiti removal services.

Contra Costa County is situated within the Northern East Bay Area of California. Most of the county’s population is located along the urban corridors of state highways 4 and 24 and interstates 80 and 680. Contra Costa County is comprised of 716 square miles of land and 88 square miles of waterway with its population exceeding 1,000,000 residents. Contra Costa County also owns, operates, and maintains bridges, dams, 660 miles of road and 150 miles of streams, channels and other drainage facilities as well as maintains 93 County buildings. For more information on the County of Contra Costa, visit our website at: http://www.contracosta.ca.gov/.

C. Period of Agreement The initial term will be for one (1) year with the possibility of two (2) successive one (1) year renewals, for a total term not to exceed three (3) years.

D. Calendar of Events

RFP Release date

August 14, 2025

Last date to submit written questions

August 21, 2025, no later than 3:00 P.M. PDT

RFP due date

August 28, 2025, no later than 3:00 P.M. PDT

E. Correspondence As of the issuance of this RFP, vendors are specifically directed not to contact County personnel for meetings, conferences or technical discussions related to this RFP. Questions to this RFP must be submitted via BidNet medium. Failure to adhere to this policy may result in disqualification of the vendor.

F. Addenda Knowledge All bidders shall acknowledge receipt of any amendments to this bid event by returning a signed hard copy with the bid. Failure to acknowledge receipt of any amendments may render the proposal to be non-responsive. Changes to this bid event shall be issued only by the County. See Attachment A.

Section II: Requirements and Qualifications

The following are minimum qualifications that the vendor must meet for their proposal submittal to be eligible for evaluation.

The Evaluation Committee may choose to determine if a vendor meets minimum qualifications by reading that single document alone, so the submittal should be sufficiently detailed to clearly show how the minimum qualifications are met without looking at any other material. Minimum qualifications are scored on a pass/fail basis. Those that are not clearly responsive to these minimum qualifications may be rejected by the County without further consideration.

A. Proposer shall be able to meet all the requirements in the Scope of Services

B. Proposer shall have a California B (General Building Contractor) Contractor’s License.

C. The Proposer shall have Federal, State and County licenses.

D. The Contractor shall, at no cost to Public Agency, obtain and maintain during the term hereof: (a) Workers' Compensation Insurance pursuant to state law; (b) Professional Liability Insurance with minimum coverage of $1,000,000 and a maximum deductible of $25,000; and (c) Comprehensive General Liability Insurance, including blanket contractual (or contractual liability) coverage, broad form property damage coverage, and coverage for owned and non-owned vehicles, with a minimum combined single limit coverage of $500,000 for all damages due to bodily injury, sickness or disease, or death to any person, and damage to property, including the loss of use thereof, arising out of each accident or occurrence, and naming Public Agency, its governing bodies, officers and employees as additional insureds. Contractor shall promptly furnish to Public Agency certificates of insurance evidencing such coverage and requiring 30 days' written notice to Public Agency of policy lapse, cancellation or material change in coverage.

E. Proposer must have a minimum of 5 years of experience in providing products and services for projects of similar size and scope.

F. All equipment, machinery, materials and tools necessary to provide services per contract requirements.

Section III: Instructions to Responders

All proposals shall include the following information, organized as separate section of the proposal. The proposal should be concise and to the point.

A. Format Respondents shall submit proposals which are concise and which specifically respond to the specifications posted in this RFP. Each proposal shall be submitted with a cover letter signed by an authorized person and the following documents:

a. Cover Letter – Signed by an authorized representative of the company

b. Executive Summary

c. Proposal – within a maximum of 15 pages, no smaller than 12-point font, describe specific capabilities, experience, approaches and proposed methodologies that demonstrate a clear understanding of the nature of the work to be performed described in Section IV under Scope of work

d. Statement of Experience – See Exhibit A

e. Price Proposal – See Exhibit B

f. Customer References – See Exhibit C

g. Anti-Collusion Statement – See Exhibit D

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

i. Addenda Acknowledgement – See Attachment A

j. Staffing plan

k. Federal, State, and local permits and licenses

l. Certificate of Insurance with Endorsement Letter

B. Proposal Submission

a. Response to this RFP MUST be submitted electronically through the BidNet web site – NO EXCEPTION

b. Late submittals WILL NOT be accepted – NO EXCEPTION

c. Fax submittals WILL NOT be accepted – NO EXCEPTION

C. Staffing List the staff anticipated to perform the services including qualifications, training, and experience of each.

D. Customer References Respondents shall provide a minimum of three (3) references. See Exhibit C.

E. Licenses and Permits Respondents shall possess all licenses, registrations and 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 proposal or prior to the contract signing date.

F. Proposal Expenses Respondents shall be fully responsible for all costs incurred in the development and submission of this RFP.

G. Proposer Responsibility The bidder assumes sole responsibility for the complete effort required in submitting a bid proposal in response to this RFP. 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 RFP.

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

I. Reservation 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 proposals without indicating any reasons for such rejection

· Terminate this RFP and issue a new Request for Proposals anytime thereafter

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

· Procure any services specified in the RFP by other means

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

· Reject the proposal of any Respondent that is in breach of or in default under any other agreement with the County

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

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

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

L. 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 will be issued in writing via Addenda to be posted on BidNet website.

M. 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.

N. Non-Collusion By submitting a signed proposal, Offeror certifies that there has been no collusion with any other Offeror. Reasonable grounds for believing Offeror has an interest in more than one proposal will result in rejection of all proposals in which the Offeror 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 IV: Scope of Work

Board Up Contract Requirements

1. Obtain a Board Up permit from the Department of Conservation and Development

2. Board up the structure in accordance with the following requirements:

a. Barricade all unsecured doorways, windows and exterior openings with minimum one-half inch thickness exterior grade plywood, which shall extend to the molding stops or studs;

b. Mount at least two wood stocks of minimum two by four inch thickness to the reverse face of the plywood with minimum three-eighths inch carriage bolts mated with nuts and two flat washers;

c. Extend the stock a minimum of eight inches on each side of the interior wall;

d. All hardware shall be galvanized or cadmium plated;

e. Paint all exterior barricade material the predominant color of the structure;

f. Secure the vehicle garage door by one of the following approved methods:

1. Install two 3/8 inch lag screws four and a half inches long through the door into the framing. Each lag shall be installed between six and twelve inches above the garage floor on each side of the door.

2. Install two one-quarter inch bolts through the track of the door causing the door to be inoperable.

3. Post “Do Not Enter” signs on the premises. One or more metal signs must be posted at or near each entrance to the structure. The signs shall be provided by Contra Costa County.

4. Cap the sewer connection to the structure in a manner approved by the County Building Official to prevent the accumulation of methane gas in the dwelling or building.

5. Contractor shall protect and repair any damage to the roadway, curb, sidewalk and driveway caused by equipment or employees during the completion of the work listed.

Fence Contract Requirements

1. Contractor shall install chain link fencing along the property line, at a length determined by the County’s Site Inspector, in accordance with the following requirements:

a. Fence shall be 6’ high. Posts shall be equally spaced with a maximum of 10’ on center between each post. Posts shall be 2” O.D. round. Top rails shall be 1.75” O.D. minimum. Posts and top rails to be schedule 40, galvanized metal. Post holes shall be 6” round by 32” minimum deep. Posts shall be set in concrete to within 4” of bottom of hole. All concrete shall be hand mixed – jetting shall not be an acceptable method of mixing concrete. The fencing’s wire gauge shall be “No. 9” minimum. Wire mesh shall be 2” maximum. Wire shall be protected from rusting by coating e.g.: galvanized. Tension wire No. 9 minimum may be used in place of bottom rail.

b. Tighten the wire (fabric) to provide a smooth uniform appearance free of sag. The fence fabric shall be installed such that the base of the fabric is no more than 2” above ground.

c. At least one gate shall be installed. Gates shall be self-latching, 36” – 48” wide, and at least 60” in height.

d. Corner and Gatepost shall be 2.5” O.D. round. Gate frame and rails shall be 1.75” O.D. round minimum.

e. Fencing must be placed as close as possible to the sidewalk or roadway area, but shall allow for access to public utilities, health and safety equipment.

f. Fence should be placed as close as possible to any existing fencing as to not allow intrusion.

2. Contractor shall control dust and noise as necessary to minimize inconvenience to neighbors

3. Contractor shall protect and repair any damage to the roadway, curb, sidewalk, and driveway caused by equipment or employees during the completion of the work listed

Graffiti Contract Requirements

1. Contractor shall cover the graffiti area, identified by the Inspector, in accordance with the following requirements:

a. Paint color for graffiti cover should match the existing background color to as close as possible (for wood fences that are not painted, the cover paint shall match the existing color of the fence as close as possible).

b. Paint application shall be a minimum of 2 layers of exterior grade paint, with as many coats as are necessary to completely cover the graffiti so it cannot be seen.

c. The paint application shall extend at least 6 inches in all directions beyond the edges of the graffiti area to ensure all graffiti has been covered.

2. Contractor shall protect the areas around the section to be painted, so as to not have runoff, overspray, or dripping on areas not required to be painted, or the ground surrounding the area.

3. Contractor shall protect and repair any damage to the roadway, curb, sidewalk, and driveway caused by equipment or employees during the completion of the work listed.

Contractor is not responsible for the abatement of any hazardous materials from any location. If hazardous materials are found at a location, Contractor shall contact County.

County shall compensate Contractor at the rates specified in Exhibit B.

This contract does not establish an exclusive contract between County and Contractor, nor is there any guarantee as to the volume of work. County expressly reserves all its rights, including but not limited to the right to utilize others to perform services of the type specified in this contract.

Notice of Completion of Work:

Contractor shall complete all abatement work within the time specified by County. After completing any abatement work, Contractor shall provide County written notice that the work was completed within the time specified by County.

Place of Notices:

The place for the delivery of all notices given under this contract shall be as follows:

Public Agency:

Contra Costa County, Department of Conservation and Development Building Inspection Division Agent: Jason Crapo, Deputy Director 30 Muir Road Martinez, CA 94533

Section V: Evaluation and Selection Process

A. Selection Process All Proposals will be evaluated according to the following criteria and point value. Within the content of the information required by the RFP, Proposers are welcome to submit any and all supporting information which describes their ability to meet and exceed the criteria. An evaluation committee will conduct the evaluation of proposals. The Committee will discuss each proposal and establish consensus. Each member of the committee shall score the proposals independent of the other members, after which, scores will be combined/averaged. Once a contract award has been made, the County will notify all firms accordingly. Proposals will be evaluated based on the following criteria:

1. Company qualification and experience with similar projects

2. Project understanding, methodology, approach, and implementation plan

3. Personnel and staffing

4. On-time delivery

5. Cost

6. Client References

B. Unit Price vs Extended Price Proposers 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.

C. Best and Final Offer (BAFO) The County, at its sole discretion, may request Best and Final Offer (BAFO) from the finalists.

D. Award Agreement Upon completion of the review period, the County shall notify those Proposers who will be considered for further evaluation and negotiation. All Proposers so notified may be contacted for an interview and negotiate in good faith in accordance with direction from the County. Any delay caused by Proposer's failure to respond to direction from the County may lead to a rejection of the Proposal.

If the County determines after further evaluation and negotiation, to award the Agreement, a Professional Services Contract shall be sent to the successful Proposer for the Proposer's signature. No proposal shall be binding upon the County until after the Agreement is signed by duly authorized representatives of both Proposer and the County.

E. 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 RFP. 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 RFP, the proposal becomes the property of Contra Costa County.

F. Protest

1. Protest Policy 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 Procedures 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 Manager Contra Costa County Public Works Department 40 Muir Road, 2ND Floor Martinez CA, 94553

Section VI: Invoicing and Billing

A. Payment Terms The initial term will be for one (1) year with the possibility of two (2) successive one (1) year renewals, for a total term not to exceed three (3) years.

Bidders are required to submit a detailed price proposal for the initial one (1) year term. Renewal pricing may be negotiated prior to each extension.

Invoices may be submitted to the County upon completion of the scheduled work and shall be subject to the County’s standard review and approval process prior to payment.

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

B. Rates Proposer shall submit costs for total project. Please see Exhibit B.

C. Pricing Price shall be firm fixed for the duration of the contract.

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?

(City, State) Agency Name

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 local Business? ______Yes ______No

SECTION I___________________________________________________________________

Explain any litigation similar to the services requested by this proposal involving you, or your agency, or any principle 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.

SECTION M__________________________________________________________________

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

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: Proposal Price

BOARD UP STRUCTURE/ FENCE/ GRAFFITI

BID SHEET

Cost of vehicle door(s) and installing sign(s):

Name of Company: _____________________________ Print or type Point of Contact: _______________________________ Print or type Phone number/email: ___________________________

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

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

Place Holder

See Attached

Attachment A: Addenda Acknowledgement

TO BE RETURNED WITH REQUEST FOR PROPOSAL

RFP No.: _______________ Title: ________________________________________________

ADDENDUM ACKNOWLEDGEMENT (Please initial for addendums received)

Company Name: _____________________________________________________________

Contact Name: _______________________________________________________________

Email Address: ____________________________________________ Phone No.: _________

Address:____________________________________________________________________

Authorized Signature: _________________________________________________________

Date: _______________________________________________________________________

Attachment B: CCC General Conditions

Place Holder

See Attached

Attachment C: Contra Costa County Facts Contra Costa County Facts

San Francisco Bay Area Locator Map

District Map

Board Up Structures, Fence Installation & Graffiti Removal Services Solicitation No.: RFP_F-Contr-0000000119

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