Art_Center_Termite_Tenting.pdf

PUBLIC WORKS DEPARTMENT

REQUEST FOR QUOTES (BID )# RFQ198360

ART CENTER TERMITE TENTING

BID DUE DATE: Tuesday, August 4, 2026 BEFORE 3:00 pm

TABLE OF CONTENTS

Section 1 Request for Quotes Summary

Section 2 Instruction to Bidders

Section 3 Specifications/Scope of Work

Section 4 Bid Form

Section 5 Bidder's Questionnaire

Attachments:

A - General_Services_Agreement

B - Insurance Requirements

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1. REQUEST FOR QUOTES SUMMARY

1.1. Quote Submittal Information

Bids shall be submitted electronically through the City’s OpenGov portal at:

https://procurement.opengov.com/portal/palo-alto-ca

RFQ Date: July 16, 2026

Pre-Bid Conference (Non-Mandatory): July 22, 2026, 10:00am

1313 Newell Rd, Palo Alto, CA 94303

Question Submission Deadline: July 24, 2026, 1:00pm

Quote Submission Deadline: August 4, 2026, 3:00pm

1.2. Addenda/Clarifications/Questions

Should discrepancies be found in this RFQ or should there be a need to clarify this RFQ, Questions/Clarifications must be received by no later than 1:00 pm on Friday, July 24, 2026.

Correspondence shall be communicated through the City’s OpenGov portal within the Q&A tab.

Responses from the City will be communicated through the City’s OpenGov portal to all recipients of this

RFQ via addendum. Inquiries received after the date and time stated may not be accepted. All addenda shall become part of this RFQ and acknowledged through the City’s OpenGov portal. The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the

City or its representatives.

1.3. Pre-Bid Conference

A non-mandatory Pre-Bid Conference is scheduled. The Conference shall begin promptly at 10:00 am on

Wednesday, July 22, 2026 and shall be held at 1313 Newell Rd, Palo Alto, CA 94303. All prospective

Bidders are strongly encouraged to attend.

2. INSTRUCTION TO BIDDERS

The below Instructions to Bidders includes requirements for submitting a Bid for this request for quotes.

2.1. Submittal

Quotes shall be submitted through the City’s electronic procurement system. A Quote which is attempted to be delivered or which is received after the stated time shall be deemed non-responsive and rejected. The Bidder shall have the sole and exclusive responsibility for ensuring that a quote is received by the time stated herein. Any Quote that is incomplete, unclear, or that fails to fully comply with the applicable requirements set forth herein, including, but not limited to, use of the forms provided by the City, may be rejected as nonresponsive.

https://procurement.opengov.com/portal/palo-alto-ca

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2.2. Responsibility of Bidder

A Quote shall be submitted at the sole cost and expense of the Bidder and, in submitting such quote to the City, the Bidder waives any claim or demand against the City which the Bidder may have for any direct or indirect cost or expense of preparing and submitting such Quote.

2.3. Bid Submittals

Bid Form and Bidder’s Documents: Bids must be submitted though the City’s OpenGov portal. Bidder must complete all required items in full and provide signed versions of any documents required in this

RFQ (collectively, the “Bidder’s Documents”). The Bidder will ensure that the information the Bidder inputs into the electronic procurement system matches the information on the Bidder’s Documents it uploads to the electronic procurement system. Any conflict or discrepancy will be resolved as provided in below in "Requirements and Order of Precedence", below, of this Section ("Bid Submittals").

Bidder’s Questionnaire: Each Bid must be accompanied by a completed Bidder’s Questionnaire as provided in this RFQ. Submission of a Bidder’s Questionnaire containing false or incomplete information may be grounds for rejection of the Bid as non-responsive and/or disqualification of the Bidder as not responsible.

Requirements and Order of Precedence: In the event of any conflict or discrepancy between any requirements provided in this RFQ (including but not limited to bid submittal requirements) and any requirements that may be stated in the City’s electronic procurement system, the requirements of this

RFQ will control. In the event of any conflict or discrepancy between information included on (or omitted from) the Bid Form or Bidder’s Documents uploaded to the City’s electronic procurement system and any information inputted into the City’s electronic procurement system, the information included on (or omitted from) the uploaded information or Bidder’s Documents will control. For clarity, the Bidder’s Documents uploaded into the electronic procurement system constitute a Bidder’s Bid, whereas the information a Bidder inputs into the electronic procurement system is for administrative convenience and will not control over the uploaded Bidder’s Documents in event of a conflict or discrepancy.

2.4. Bid Authorization

Any person logging into the electronic procurement system to submit a Bid or any other electronic document required by the City must be authorized by the company or entity being represented, either in a personal or representative capacity, to access and submit such bid documents. If the person does business under his or her own name, that person shall login under his or her own login as authorized by the City’s OpenGov portal. If the person does business under a fictitious business name, that person shall login under his or her own login as authorized by the City's OpenGov portal. If the person logins for and on behalf of a partnership, the person shall do so with his or her authority to sign/login under his or her own login as authorized by the OpenGov.

2.5. Withdrawal of Bid

Prior to the date and time set for the opening of Bids, a Bidder who has submitted a bid and accepted the terms and conditions in the City’s electronic procurement system, may withdraw its bid by selecting

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“Unsubmit Bid” at any time before the deadline for the receipt of Bids as specified in the RFQ Summary.

No Bidder may withdraw its Bid for a period of ninety (90) days after the date set for the opening of, subject to applicable California Law and Palo Alto Municipal Code Section 2.30.460(c), whichever occurs first.

2.6. Request(s) for Clarification

Any Bidder may submit a Question or Inquiry to the Question & Answer section of this RFQ for the clarification of any aspect of the Specifications or any other related information, or part thereof, which is a part of the RFQ. Such request shall be submitted electronically via the City’s electronic procurement system Q&A function. Such requests shall be submitted before 1:00 pm on Friday, July 24, 2026. All responses will be made available on the City's OpenGov portal at least three (3) Business Days prior to the opening of Quotes. The City reserves the right to issue an addendum or addenda per the "Addenda"

Section of the Instructions to Bidders of the RFQ.

2.7. Addenda

The City reserves the right to issue a written Addendum or Addenda to the electronic solicitation prior to the bid closing date and time. During the Bid process there may be changes to the Contract

Documents, which would require an issuance of an addendum or Addenda. City disclaims any and all liability for loss, or damage to any Bidder who does not receive any addendum issued by City in connection with this RFQ. Any Bidder by submitting a Bid waives any and all claims and demands Bidder may have against City on account of the failure of delivery of any such Addendum to Bidder. Any and all

Addenda issued by City shall be deemed included in this RFQ, and the provisions and instructions therein contained shall be incorporated into any Bid submitted by Bidder.

2.8. Specifications

The specifications or scope of work included have been prepared to describe the standard quality, and other characteristics needed to meet City requirements. The City will accept alternate quotation of a designed material, product, thing, service, “or equal”, and will determine if such alternate quotation(s) are satisfactory in meeting a mandatory requirement or specification and if the proposed alternate meets the intent of the original mandatory requirement. The City reserves the right in its sole discretion to reject any alternate proposals that do not meet the specifications. This current section is a subsection of "Instructions to Bidders" and is not the "Specifications" section. See "Specifications/Scope of Work" section of this RFQ.

2.9. Prevailing Wages

This Project is not subject to prevailing wages and related requirements. Contractor is not required to pay prevailing wages and meet related requirements under the California Labor Code and California

Code of Regulations in the performance and implementation of the Project if the contract:

1. is not a public works contract;

2. is for a public works construction project of $25,000 or less, per California Labor Code

Sections 1782(d)(1), 1725.5(f) and 1773.3(j); or

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3. is for a public works alteration, demolition, repair, or maintenance project of $15,000 or less, per California Labor Code Sections 1782(d)(1), 1725.5(f) and 1773.3(j).

2.10. Certified Payroll

Contractor shall furnish certified payroll records directly to the Labor Commissioner (DIR) in accordance with Subchapter 3, Title 8 of the California Code of Regulations Section 16461 (8 CCR Section 16461).

City requires Contractor and its Subcontractors to comply with the requirements of Labor Code section

1776, including but not limited to:

i. Keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by, respectively, Contractor and its Subcontractors, in connection with the Project.

ii. The payroll records shall be verified as true and correct and shall be certified and made available for inspection at all reasonable hours at the principal office of

Contractor and its Subcontractors, respectively.

iii. At the request of City, acting by its Project Manager, Contractor and its

Subcontractors shall make the certified payroll records available for inspection or furnished upon request to the City’s Project Manager within ten (10) days of receipt of City’s request.

iv. If the certified payroll records are not provided as required within the 10-day period, then Contractor and its Subcontractors shall be subject to a penalty of one hundred dollars ($100.00) per calendar day, or portion thereof, for each worker, and

City shall withhold the sum total of penalties from the progress payment(s) then due and payable to Contractor. This provision supplements the provisions of Section 15 hereof.

v. Inform the City’s Project Manager of the location of Contractor’s and its

Subcontractors’ payroll records (street address, city and county) at the commencement of the Project, and also provide notice to the City’s Project

Manager within five (5) business days of any change of location of those payroll records.

2.11. Employment of Apprentices

Contractor shall comply with the statutory requirements regarding employment of apprentices including without limitation Labor Code Section 1777.5. The statutory provisions will be enforced for penalties for failure to pay prevailing wages and for failure to comply with wage and hour laws.

2.12. Opening of Bids

Electronic Opening

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All Bidders and members of the public may view bid results in the electronic procurement system after bid closing. The City reserves the right to change the originally scheduled Bid date and time to a later date and time by issuing an electronic Addendum to that effect. Any and all Quotes received by the City on or before the deadline shall be accepted by the electronic procurement system on the date scheduled for the due date.

2.13. Contract Award

Subject to the conditions of this RFQ, the City will award the contract, if an award is made, to the lowest responsive and responsible Bidder. In determining whether the Bidder is responsible, the City will use the criteria set forth in Palo Alto Municipal Code Section 2.30.440, as set forth below:

1. To have demonstrated the attribute of trustworthiness, and to have the quality, fitness, capacity, experience, and skill to satisfactorily perform the work, or provide the goods and/or services called for in the request for quotes;

2. To have the ability to perform the contract within the time specified;

3. To have the equipment, facilities and resources of such capacity and location to enable the bidder to perform the contract;

4. To have the ability to provide, as required, future maintenance, repair, parts and service for the use of goods purchased;

5. To have a record of satisfactory or better performance under prior contracts with the city or others; and

6. To have complied with applicable laws, regulations, policies (including city policies), guidelines and orders governing prior or existing contracts performed by the bidder.

2.14. Determination of Lowest Bid

The lowest bid shall be the lowest total of the bid prices quoted on the Bid Schedule. This total is being used for the purpose of determining the lowest bid.

The lowest bid shall be the lowest Base Bid, Line 1. One time purchase

2.15. Waiver of Minor Irregularities

The City may exercise its discretion to waive minor irregularities, defects or informalities in the

Bids/Quotes, so long as the waiver would not affect the amount of the Bid or give the Bidder an advantage over others.

2.16. Bid Discrepancies

In the case of a discrepancy between a written amount and the corresponding figures, the written amount shall govern. In the case of a discrepancy between an item price and the corresponding unit price multiplied by the corresponding estimated quantity, the unit price multiplied by the estimated quantity shall govern. In the case of discrepancy between the actual arithmetic total of all items and the total stated by the Bidder, the actual arithmetic total shall govern.

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2.17. Award of Contract and Rejection of Bids

Decision to Award

A contract may be awarded to the lowest responsible bidder. The City reserves the right to award more than one Contract with respect to the RFQ.

Decision to Reject

The City reserves the unfettered right to reject all Quotations for any reason or for no reason, to re-advertise an RFQ, or to cancel an RFQ. The City reserves the right to reject as non-responsive any

Quotation which is incomplete, modified, unsigned, or illegible or which is not otherwise submitted in accordance with the requirements of this RFQ.

2.18. Certification of Nondiscrimination

By submitting a quotation, the Bidder certifies that: in the performance of the Contract, if awarded, it shall not discriminate in the employment of any person due to the race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person;

and further certifies that it is in compliance with all Federal, State and local laws, regulations, rules, directives and executive orders regarding nondiscrimination in employment.

2.19. Exceptions

To the specifications, scope of work, General Services Agreement or requirements issued must be itemized and justified in writing and included with proposals or quotations submitted.

2.20. Liquidated Damages

Pursuant to Public Contract Code Section 7203, if Contractor fails to achieve Final Completion of the entire Work within the Contract Time, including any approved extensions thereto, City may assess liquidated damages on a daily basis for each day of Unexcused Delay in achieving Final Completion, based on the amount of five hundred dollars ($500) per day, or as otherwise specified in the Special

Provisions. Liquidated damages may also be separately assessed for failure to meet milestones specified elsewhere in the Contract Documents, regardless of impact on the time for achieving Final Completion.

The assessment of liquidated damages is not a penalty but considered to be a reasonable estimate of the amount of damages City will suffer by delay in completion of the Work. The City is entitled to setoff the amount of liquidated damages assessed against any payments otherwise due to Contractor, including, but not limited to, setoff against release of retention. If the total amount of liquidated damages assessed exceeds the amount of unreleased retention, City is entitled to recover the balance from Contractor or its sureties. Occupancy or use of the Project in whole or in part prior to Final

Completion, shall not operate as a waiver of City’s right to assess liquidated damages.

2.21. Insurance Requirements

The Bidder awarded the Contract must, for the term of the Contract obtain and maintain insurance with the coverage specified the attachment regarding Insurance Requirements , provided by companies with

AM Best’s key rating of A-:VII, or higher, which are licensed or authorized to transact insurance business in the state of California.

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3. SPECIFICATIONS/SCOPE OF WORK

3.1. Art Center Termite Tenting

1.1 SCOPE OF WORK

The work consists of furnishing all labor, supervision, materials, equipment, transportation, temporary enclosures, fumigants, warning agents, monitoring equipment, and incidentals necessary to perform complete structural fumigation of the Palo Alto Art Center located at

1313 Newell Road, Palo Alto, California, for the eradication of drywood termites.

A. Contractor shall comply with all applicable federal, State of California, Santa Clara County, and City of Palo Alto regulations governing structural fumigation and pesticide use.

B. Contractor shall provide a site-specific Health and Safety Plan to the City prior to mobilization.

C. Contractor shall provide current Safety Data Sheets (SDS) for all chemicals used during the project.

D. Contractor shall provide written post-fumigation safety and re-entry instructions and certify when the building has been cleared for occupancy.

E. Contractor shall submit the names, EPA registration numbers, and quantities of all fumigants, warning agents, and other pesticides used during the project.

F. Contractor shall maintain all required insurance throughout the duration of the work.

G. Contractor shall protect the building, adjacent buildings, landscaping, utilities, sidewalks, and public areas from damage. Any damage resulting from the Contractor's operations shall be repaired at no additional cost to the City.

H. Contractor shall be responsible for securing the work area during fumigation and until the building has been certified safe for re-entry.

I. Contractor shall inspect and seal all utility conduits, pipe penetrations, and other openings necessary to maintain the integrity of the fumigation enclosure. Coordination with the City and utility providers shall be included in the Contractor's scope of work.

J. Contractor shall provide a minimum one-year warranty against reinfestation of drywood termites following successful fumigation.

K. Contractor shall provide the following closeout documents:

1. Fumigation clearance certification.

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2. Chemical usage report identifying the names, EPA registration numbers, and quantities of all chemicals used.

3. Warranty documentation.

4. Any documentation required by applicable regulations.

L. Final payment will not be made until all required documentation has been submitted and accepted by the City.

4. BID FORM

Complete the following line items as part of your electronic submittal. All quotations must be submitted for each line item identified on this form.

QUANTITIES

Quantities as specified are approximate and no guarantee is implied that the exact amount will be purchased.

DELIVERY:

Delivery terms shall be F.O.B. Palo Alto, Freight Prepaid in accordance with the supplied "Terms and

Conditions of Purchase".

Line Item Description Quantity Unit of

Measure Unit Cost Total

001 The Contractor shall furnish all labor, supervision, materials, equipment, fumigants, transportation, temporary enclosures, monitoring equipment, incidentals, permits, and all other work necessary to perform complete structural fumigation (tenting) of the

Palo Alto Art Center in accordance with the Technical Specifications.

Contractor shall inspect and seal all utility conduits, pipe penetrations, and other openings necessary to maintain the integrity of the fumigation enclosure

1 lot

TOTAL

5. BIDDER'S QUESTIONNAIRE

5.1. Company Type*

Please indicate that which most closely reflects the type for your company.

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☐ California Corporation

☐ Corporation Organized under the laws of a State other than California (Provide the name of the State, location of head offices and locations of all offices in California)

☐ Limited Liability Company (Provide list of names of general partners and state which partner or partners are managing partner(s) in "Additional Information" section of Bidder's Questionnaire)

☐ Sole Proprietorship

☐ Partnership

☐ Limited Liability Partnership (Provide list of names of general partners and state which partner or partners are managing partner(s) in "Additional Information" section of Bidder's Questionnaire)

☐ Other (Attach applicable information in "Additional Information" section of Bidder's Questionnaire)

*Response required

5.2. Head Office Location*

Please specify where your head office is located.

*Response required

5.3. California Offices*

Please specify, if there are any, where your California offices are located.

*Response required

5.4. Years of Experience Under Current Business Name*

How many years have you (or your company) done business under the name being used to submit?

*Response required

5.5. Years of Similar Experience*

How many years of experience similar to work or services covered in this RFQ?

*Response required

5.6. References*

Please provide relevant references of similar projects satisfactorily completed in the last three (3) years.

For each reference, please provide the following:

• Company Name

• Company Address

• Contact Individual Name

• Contact Phone Number

• Contact Email Address

• Date of Completion of Project or Service

• Contract Amount

Request for Quotes (RFQ) #RFQ198360 11

*Response required

5.7. Previous Work for City of Palo Alto*

Have you (or your company) previously worked for the City of Palo Alto?

☐ Yes

☐ No

*Response required

When equals "Yes"

5.7.1. Previous Work for City of Palo Alto (continued)*

You have indicated that you (or your company) have previously worked for the City of Palo Alto.

Please provide the Position Title you held, the Department in which you worked, Start and End Dates and indicate if you were Full Time or Part Time or worked as a Consultant or indicate some other type of business relationship that applied.

*Response required

5.8. Plants, Facilities, and Equipment*

Please provide a list of the plant(s), and/or facilities, and equipment owned by the Bidder which are available for use in connection with the proposed work as may be required herein.

For each item item on the list, please provide the following:

• Quantity

• Name, Type, Model, Capacity of Item, Facility or Equipment

• Condition

• Location

*Response required

5.9. Management Staff*

Please provide a list of the Bidder's management staff who will manage the proposed work or service.

For each staff member, please be sure to provide the following:

• Full Name

• Field of Expertise

• Capabilities

• Relevant Experience

*Response required

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5.10. Quote Documents Upload*

Please upload your documents here. This includes warranty information and any other documentation you are uploading as a part of your quote.

*Response required

5.11. Additional Information

This file upload is for any sections or questions or responses of yours that indicated to provide additional information. Please provide all information by uploading a file here with all required information or your bid may be deemed incomplete and as such non-responsive.

5.12. Bidder Acknowledgement*

In response to this Request for Quotation (RFQ), the undersigned, as Bidder, declares that the only persons or parties interested in this Bid as principals are those named herein; that this Bid is made without collusion with any other person, firm or corporation; that the Bidder has carefully examined the specifications herein referred to; and the Bidder proposes and agrees, if this Bid is accepted, that the

Bidder will contract with the City of Palo Alto (City), to provide all necessary materials, and furnish the specified requirements in this RFQ, in the manner herein prescribed and at the prices stated in the Bid.

☐ Please confirm

*Response required

5.13. Confirmation of Information*

The undersigned certifies under penalty of perjury under the laws of the State of California that all of the answers and responses to all questions and requested information within the Bidder's Questionnaire are true and correct.

*The individual confirming represents and warrants that he or she has the legal capacity and authority to bind the bidder/party submitting the Bid.

☐ Please confirm

*Response required

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