As-Needed Painting Services.pdf

Request for Proposal No. P-130000864 Monday, September 14, 2026

Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts Division for As-Needed Painting Services, in accordance with this Request for Proposal.

Closing Time and Date

One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing Representative must be submitted prior to:

Thursday, October 8, at 4:00PM PST

Sealed proposals shall be delivered by courier, express mail, or in person to:

Purchasing & Contracts Division City of San Buenaventura 501 Poli Street, Room 102

Ventura, CA 93001

Request for Proposal No. P-130000849 As-Needed Painting Services

TABLE OF CONTENTS

1. Instructions to Bidders

1.1. RFP Timeline

1.2. Proposal Submission

1.3. Question and Answer Period

1.4. Proposal Format

1.5. Insurance Requirements

1.6. Agreement Prices

1.7. Contract

1.8. Subcontracting

1.9. Communications with City Staff or Elected City Representatives

2. Scope of Services

2.1. Introduction

2.2. Scope of Work

2.3. Materials and Applications

2.4. General Requirements

2.5. Security Provisions

2.6. Cost Proposal

3. Proposals

3.1. Evaluation of Proposals

3.2. Proposal Format and Requirements

3.3. Required upon Successful Award of Bid

3.4. Special Requirements

3.5. Proposal Authorization Sheet

ATTACHMENTS

• Attachment A – General Provisions for Standard Form Contracts

• Attachment B – Small Local Business Purchasing Preference Certification

• Attachment C – General Services Agreement

• Attachment D- Certification of Prevailing Wage Compliance

• Attachment E- Ventura Police Department Application for Facility Access

• Attachment F- Contractor Access Request Form

EXHIBITS

• Exhibit A – General Services Agreement (SCOPE OF SERVICES) Left blank intentionally

• Exhibit B – General Services Agreement (SCHEDULE OF COMPENSATION) Left blank intentionally

• Exhibit C – General Services Agreement (INSURANCE REQUIREMENTS)

1. INSTRUCTIONS TO BIDDERS

1.1 RFP Timeline

Release of Request for Proposal September 14, 2026

Questions to be submitted via Email September 21, 2026 at 3:00PM

Addendum to be Issued, if required September 24, 2026

Proposal Submission Deadline October 8, 2026, at 4:00PM

1.2 Proposal Submission:

To be considered, all proposals must be submitted in the manner set forth in the RFP. It is the Responder’s responsibility to ensure that its/their proposal arrives on or before the specified time. Proposers shall provide one (1) hard copy in a SEALED envelope and one (1) PDF electronic copy sent via email to the Purchasing Representative, Patricia Zavala at pzavala@cityofventura.ca.gov. If discrepancies are found between the hard copy and the PDF, the hard copy will provide the basis for resolving such discrepancies. If no document can be identified as the original, proposal may be rejected at the discretion of the City.

No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered in the absence of a hard copy sealed proposal.

Proposals received after the scheduled submittal deadline will be returned. Proposals postmarked prior to submittal deadline, but received after the deadline, will be returned.

1.3 Question and Answer Period:

All questions regarding this Request for Proposal (RFP) shall be submitted via email to Patricia Zavala at pzavala@cityofventura.ca.gov PRIOR to September 21, 2026, at 3:00 PM. Any questions submitted after the deadline shall be rejected. All questions will be answered in the form of an addendum.

1.6 Proposal Format:

Proposals must be submitted in the format described in the Proposal Format and Requirements Section No. 3.2. Proposals must be complete in all respects as required in the Proposal Format and Requirements Section. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Expensive binding, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. A proposal may not be considered if it is conditional or incomplete.

1.7 Agreement:

A copy of the City of Ventura’s General Services Agreement, Attachment “C” is included herein, as it will be the document executed into a final contract between the City and the awarded Consultant. You do not have to return Attachment “C” with your proposal submission;

mailto:pzavala@cityofventura.ca.gov mailto:pzavala@cityofventura.ca.gov the sample General Services Agreement is provided for reference only and does not have to be returned with the bid.

1.8 Term of Agreement

The term of this Agreement shall commence on effective date and will continue for a period of one (1) year. The City may elect, at its own option, to review the agreement for four additional one-year increments. Initial term plus any option to extend shall not exceed a total of five years.

1.9 Agreement Prices:

At any time during the course of this anticipated contract the City may alter the Scope of Work, making changes to the assignments and times indicated, and/or adding or deleting assignments as deemed necessary. The City and firm will negotiate changes to the contract pricing accordingly.

Unless otherwise stated, prices are maximum for the term of the Contract. Price adjustments, if allowed under this Contract, must be requested in writing and accompanied by the required information to substantiate the request for price adjustment, as set forth in the Contract. No price adjustment allowable under this Contract will be granted retroactively. The CITY must also be given the benefit of any decline in prices. If any price increase is granted by the CITY, the increase shall not be greater than the Consumer Price Index (CPI) of the current year.

1.10 Contract:

A copy of the City of Ventura’s General Services Agreement, Attachment “C” is included herein, as it will be the document executed into a final contract between the City and the awarded Consultant. You do not have to return Attachment “C” with your proposal submission;

the sample General Services Agreement is provided for reference only and does not have to be returned with the bid.

1.11 Insurance Requirements:

Successful firm shall provide insurance as noted in Exhibit “C” of Attachment “C” General Services Agreement.

1.12 Subcontracting:

No Subcontracting any portion of Consultant’s duties under this agreement without prior written consent of the City.

1.13 Communication with City Staff or Elected City Representatives:

Any communication with City staff or City Elected Representatives, except for the Purchasing and Contracts Division, regarding this RFP is prohibited. Disregard of this provision could result in rejection of the proposal.

Copies of the proposal package and subsequent addenda may be obtained at www.cityofventura.ca.gov/bids.

http://www.cityofventura.ca.gov/bids.

2. SCOPE OF SERVICES

2.1 Introduction

The City of San Buenaventura (Ventura) is a coastal community located just north of Los Angeles County and south of Santa Barbara County and is frequently considered one of America’s most desirable places to live. The City is a full-service municipality, providing police and fire services, parks and recreation, public works, and community development in addition to water treatment and distribution, storm water processing, and wastewater management. The City employs nearly 700 employees, boasts a population of 110,000 residents within its 32 square miles which includes 32 parks and historic sites, and more than 800 acres of open green space. The City operates under its own charter with the City Council/City Manager form of government comprised of seven members elected by district for terms of four years. The City Council hires two of the principal officials of the City, the City Manager and the City Attorney.

2.2 Scope of Services

The work to be performed shall consist of painting services for the City of Ventura, including furnishing all necessary materials, labor, equipment, and supplies.

Services include, but are not limited to:

• Painting

• Wood sanding and staining

• Drywall repair and replacement

• Cove base and baseboard replacement

• The contractor shall schedule a final inspection with the City Representative.

2.3 Materials and Application

• The contractor must provide materials that comply with all the current Environmental Protection Agency (EPA) requirements. All paints, primers, and stains for wood must be low VOC. The City of Ventura will provide hazardous material reports (on lead and asbestos) when applicable and will be responsible for the abatement of all hazardous materials

• Dunn Edwards brand for paints, primers and stains is required unless otherwise approved by the City representative. Drywall and carpet cove base to meet City standards and approved through submittals prior to ordering.

• Application of wood stains is to follow manufacturers recommended application process.

• City standard for painting applications shall be one coat primer and two coats of finish.

2.4 General Requirements

Licensing and Professional Certification

Contractor shall have and maintain a State of California Contractor’s License Classification B General Building Contractor, or Classification C-33 Painting Contractor.

City Standard Construction Detail

All work shall be performed by experienced, qualified personnel in accordance with the project specifications, City of Ventura’s Standard Construction Details, the best industry practices, and OSHA safety requirements.

Link: City Standard Construction Details | Ventura, CA

Work Schedule

All work shall be coordinated with the City Representative. The contractor shall provide a work schedule detailing the tasks and time schedule to perform this work. The City Representative shall approve the work schedule.

Estimates

The contractor shall provide free estimates for painting service. All estimates must be typed or computer-generated, complete, and submitted for review within five (5) business days of receiving a request. Estimates shall be comprehensive, including all parts and labor, and shall be itemized to detail the labor hours and materials necessary to complete the work. The contractor shall be responsible for all field measurements for projects.

No work shall be initiated until estimates are presented and formally approved by the City. The City must approve any variations from the original estimate before any work is completed. An estimate must be presented to and approved by the City before any work can be completed.

These estimates must be presented in writing, with detailed information included in the original estimate. The City shall reserve the right to verify the completeness and reasonableness of the estimate through independent appraisal.

Record Keeping

Contractor shall maintain and provide records and/or associated drawings of all repairs done to any City system.

Invoicing/Billing

Invoicing for services rendered are required for proper payment. The Purchase Order Number and work completed must be identified on the invoice.

Safety https://www.cityofventura.ca.gov/401/City-Standard-Construction-Details

All work conducted by the contractor and its representative shall conform to current applicable California Occupational Safety and Health Administration (CAL-OSHA) laws and regulations.

Contractor shall maintain safety certifications and provide city with copies of training records.

Contractor must provide staff that have current confined space and hazardous materials training. Contractor must provide and Personal Protective Equipment (PPE) to staff as needed for working conditions.

Contractor should provide Safety Data Sheets (SDS) prior to bringing any chemicals (stains, lacquer, & cleaners) on City property.

Contractor should use environmentally safe products and properly dispose of/recycle all waste generated.

Site Cleanliness & Housekeeping:

Contractor shall maintain a clean, safe, and orderly work area always. Workspaces must be kept clear of loose tools, scrap materials, and debris during work and thoroughly cleaned upon completion of each task.

Protection of Office & Facility Property:

Contractor personnel shall exercise care to avoid disturbing office items, desks, equipment, furniture, or ongoing City operations. Work areas must be protected with drop cloths or covers where dust, debris, or painting products could cause damage or clean-up issues.

Elevated Work & Debris Mitigation:

Use appropriate OSHA-compliant ladders, lifts, or scaffolding to access high work areas.

Technicians are strictly required to catch, contain, and immediately clean up all metal shavings, dust, or falling debris generated during painting operations

Contractor must strive to always maintain good public relations. The work must be conducted in a manner which will cause the least possible interference and annoyance to the public.

Work must be performed by competent employees and supervised by an experienced, foreman or supervisor.

Accident Reporting

Contractor shall immediately notify the City of any accident, regardless of whether injury or damage is evident, involving the contractor’s staff, vehicles, or equipment while on the work site. Contractor shall take photo documentation of damage and immediately report to appropriate City contact. Contractor shall document any damage that exists before the onset of work. The Contractor shall take photographs of existing damage and report to appropriate City contact prior to commencing any work. Any damage caused as a result of the

Contractor’s actions shall be the sole responsibility of the Contractor to repair or pay in full for damages.

Clean Up

The contractor's operations for the storage and preparation of materials shall be limited to a designated area by the City Representative. Contractor shall remove all debris generated as work progresses. The street, parkway, and private property shall be always kept clear of debris. It shall be the responsibility of the contractor to dispose of all waste debris generated by the contractor.

All debris from operations shall be cleaned up each day before the work crew leaves the site.

Areas are to be left in a condition equal to or better than that which existed prior to the commencement of tree operations.

Warranty

The contractor shall guarantee all repairs against any defects in workmanship for a period of one (1) year.

2.5 Security Provisions

All Contractors personnel employed under this contract and any subcontractors working on City property shall be required to pass a security clearance (fingerprinting and background check) administered by the Ventura Police Department (Attachment E). Any persons not cleared by the Ventura Police Department shall not be allowed to work under this contract and on City property.

Physical Keys, access cards or key fobs (KEYS) required to access work areas shall be obtained from the Facilities Maintenance Supervisor. Receipt of keys shall be documented on the City’s standard access request form (Attachment F) and signed by the Contractor or their authorized representative. Upon completion of the contract, all keys shall be returned to the Facilities Maintenance Supervisor. If Contractor fails to return all keys issued, or loses keys, Contractor shall be liable for the total cost of labor and material to re-key all areas accessible with each non-returned key.

You do not have to return Attachment “E” and “F with your proposal submission; the attachments are provided for reference only and do not have to be returned with the bid.

2.6 Cost Proposal

The positions listed below are those found common in the construction and public works/infrastructure trades. You do NOT have to complete a field for every classification, only those that most apply to your business’s employee classification system.

Other

Parts Markup (%) %

Parts Discount (%) $

3. PROPOSALS

3.1 Evaluation of Proposals

All proposals received by the deadline will undergo an evaluation process conducted by City staff. They will be reviewed to determine whether they meet the requirements of this RFP. The City will consider the following factors in the evaluation process and will render a decision based on the perceived best fit and best value for the engagement. The proposals will be evaluated in the following areas:

Scoring Component % of Score

2.

Contractor Capability Qualification and experience of staff, quantity and types of equipment, experience in the water construction services.

Emergency Response time.

30%

3.

Reference Evaluation Quantity and quality of work previously performed for similar projects, including names and contact information from previous employers.

30%

Job Classification Prevailing Wage

Hourly Rate

Prevailing Wage

Overtime Hourly Rate

Laborer $ $

4.

Cost of Service An evaluation of the contractor’s fee schedule, the lowest proposed cost is a significant factor, but not the sole criterion for contract award.

30%

5.

Quality and Completeness of Proposal Relevance and conciseness of request for proposal and statement of qualifications.

10%

Total Possible Score 100%

3.2 Proposal Format and Requirements

Your proposal should specifically address the following topics in the same order as presented.

Please refrain from submitting general marketing materials which do not explicitly serve this purpose. The Proposal shall be signed by an individual or individuals authorized to execute legal documents on behalf of the Respondent.

A. Cover Letter of Interest

Introducing your firm, including the principal place of business and the name, phone number, email address, and address of your contact person. The cover letter shall be signed by an official authorized to bind the firm and shall contain a statement that the proposal is valid for one year. Please limit Cover Letter to 1 page.

B. Personnel Resources:

• Responsible Personnel: Identify and include a brief resume of the staff who will be primarily responsible for the service provided to the City.

• Staffing: For the Ventura operation, list how many full-time and part-time employees are on the payroll. Provide documentation; i.e., current employee listing, etc. to support that the company is sufficiently staffed to provide personnel to adequately meet the requirements of this proposal.

• Accounting Staff: Identify mailing address and contact information for staff who will be responsible for invoicing and payroll purposes.

C. References: Submit a list of three reference projects (“Reference Projects”) where Bidder has successfully operated a similar scope of work. For each Reference Project, Bidder shall supply the client’s contact person, company name, address, telephone and email address and a brief description of the type of work performed.

D. Cost Proposal

E. Litigation and Past Contract Disqualifications

Describe any civil or criminal litigation or past contract disqualifications:

• In the State of California, has your firm been the plaintiff or defendant in any civil or criminal litigation during the past five (5) years? If so, briefly explain the nature of the case(s), time frame and outcome.

• Is your company currently involved as a plaintiff or defendant in any civil or criminal litigation? If so, briefly explain the nature of the case(s) and when the case(s) was/were filed.

• The bidder is required under Section 14310.5 of the Government Code to state any and all instances of being disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project due to a violation of a law or safety regulation.

F. Clarifications, Exceptions and Deviations to the Request for Proposal: Vendor must provide a section entitled Exceptions” in which you either state your firm has no exceptions or deviations for the Request for Proposal, including but not limited to Attachment “A” General Provisions for Standard Form Contracts, and/or Attachment “C” General Services Agreement, or in which you state your exceptions and deviations (regardless of if the information is presented elsewhere in this proposal). Any exceptions to the City’s Request for Proposal, including but not limited to Attachment “A” General Provisions for Standard Form Contracts, and/or Attachment “C” General Services Agreement, may prohibit the City from entering into an agreement with your company.

The following contractual terms are non-negotiable:

• Termination

• Indemnification

• Insurance

• Conflict of Interest

• Governing Law

• Assignability of Agreement

G. California Public Records Act: All submissions will be considered public documents under applicable state law except to the extent that portions of the submissions are otherwise protected under state law. Proposers should segregate any proprietary or confidential material and provide an explanation as to why such information should not be deemed a public record, citing the applicable portion of the California Public Records Act.

H. 3.5 Proposal Authorization Form

I. Signed copies of all addenda.

J. Attachment “B” Small Local Business Purchasing Preference (IF APPLICABLE)

K. Summarize any other points which you wish the City to consider in its evaluation of your proposal.

3.3 Required upon successful award of bid:

A. Exhibit “C” Insurance Requirements found in Attachment “C” General Services Agreement: The City requires that consultants maintain the applicable required insurance through the term of the contract with the City.

B. City of Ventura Business License

C. Consultant’s W-9

3.4 Special Requirements

The City reserves the unilateral right to amend, cancel or reissue this Request for Proposal in writing at any time.

The City reserves the right to reject any and all proposals received.

All costs associated with the preparation of proposals shall be borne by respondents.

Submitted proposals will remain valid for one year after the submission deadline date.

Submission of a Proposal indicates that the Responder has read and understands this entire RFP and agrees that all requirements of this RFP have been satisfied.

All Proposals and materials submitted become the property of the City.

The words “must” or “will” or “shall” in this Request for Proposal indicate mandatory requirements. Taking exception to any mandatory requirement will be grounds for rejection of the proposal.

3.5 Proposal Authorization Form

Whoever submits this proposal to the City of Ventura declares:

This is to certify and declare I have read and know the contents of the proposal the proposer listed below is submitting to the City of Ventura (“City”) and will abide by and agree to the conditions herein and do hereby propose to furnish all equipment and/or services required for the item totals listed in the Bid Proposal. I certify under penalty of perjury that the preparer(s) of this proposal has/have provided only complete and truthful information to the City in this proposal. I understand that any misrepresentations or material omissions within this proposal will be grounds for potentially disqualifying the proposer or not awarding the contract to the proposer. Additionally, any misrepresentations or material omissions within this proposal are considered breaches of the contract (should the proposer be awarded that contract); the City shall have the right to terminate the contract immediately without consequences, and the City retains all other legal rights available to the City for breach of contract.

Company Name: Telephone Number: Fax Number:

Address:

Email Address:

City of Ventura Business License No.

Organization Type:

☐ Corporation ☐ Partnership ☐ Sole Proprietorship

Proposer’s Name and Title:

Signature: Date:

Thursday, October 8, at 4:00PM PST