Bid Notice.pdf

Haven Homes – Ornamental Metal Fence & Gate Installation (PWB-2604.1)

1. Title Page

COUNTY OF SAN BENITO

Public Works Department

PWB-2604.1

Haven Homes – Ornamental Metal Fence & Gate Installation

Quick Quote

SUBMIT ELECTRONIC RESPONSE BY:

Wednesday, October 14, 2026 at 4:00 pm via OpenGov portal at https://procurement.opengov.com/portal/cosb

RFQu Release Date: Monday, October 5, 2026 Request for Clarification / Question Deadline: Friday, October 9, 2026, 4:00 pm

Quotation Submission Due Date: Wednesday, October 14, 2026, 4:00 pm

2. Introduction

2.1. Summary

San Benito County Public Works is requesting quotes from qualified contractors to furnish and install a new 6-foot-high black ornamental metal fence and double-swing metal access gate at Haven Homes, 3235 Southside Road, Hollister, CA 95023. The project includes all labor, materials, equipment, concrete footings, posts, rails, pickets, gate hardware, and associated work necessary to provide a complete and functional fence and gate system. The fence layout includes two designated open-access locations that shall remain unobstructed for pedestrian access.

The new fencing and gate shall be installed generally in accordance with the attached Haven Homes Proposed Fence Layout. The contractor shall field verify the final fence alignment, dimensions, quantities, gate location, site conditions, and required connections prior to fabrication and installation. The project is subject to applicable California prevailing wage and DIR requirements.

2.2. Background

Haven Homes provides transitional housing in San Benito County. The County is proposing installation of new ornamental metal fencing and a double-swing access gate to provide a defined and secure perimeter around the Haven Homes units while maintaining appropriate site access.

The attached Proposed Fence Layout identifies the general alignment of the new fencing, proposed gate location, two open-access locations, and existing solar chain-link fence. The layout is conceptual; the contractor shall field verify final dimensions, alignment, open-access locations and widths, gate location, existing conditions, and required connections prior to fabrication and installation.

Project Summary

Project Name: Haven Homes – Ornamental Metal Fence & Gate Installation

Project Location: Haven Homes, 3235 Southside Road, Hollister, CA 95023

Project Scope: San Benito County Public Works is seeking a qualified contractor to furnish and install a new 6-foot-high black ornamental metal fence and double-swing metal access gate at Haven Homes, 3235 Southside Road, Hollister, CA. Work shall include all labor, materials, equipment, concrete footings, posts, rails, vertical pickets, gate hardware, installation, and cleanup necessary for a complete and functional fence system. Two designated locations shall remain open and unobstructed for access as shown on the attached Proposed Fence Layout. Final fence alignment, dimensions, quantities, open-access locations and widths, gate location, and existing site conditions shall be field verified prior to fabrication and installation. Contractor shall comply with applicable prevailing wage and DIR requirements.

Project Timeline: 30 calendar days from Notice to Proceed

Project Cost: TBD

2.3. Timeline

RFQu Release Date October 5, 2026

Mandatory Pre-Bid Meeting (Mandatory) October 7, 2026, 10:00am Haven Homes - 3235 Southside Road Hollister

CA

Question Submission Deadline October 9, 2026, 4:00pm

Response / Quotation Submission Deadline

October 14, 2026, 4:00pm

3. Specifications

San Benito County Public Works is requesting a qualified contractor to furnish and install a new 6-foot-high black ornamental metal fence and double-swing metal gate at Haven Homes, 3235 Southside Road, Hollister, CA.

Scope includes:

• Approximately 500–570 LF of 6-foot-high black ornamental metal fencing; final quantity to be field verified.

• 2" x 2" minimum metal posts.

• 1" minimum flat top and bottom rails.

• 5/8" minimum vertical metal pickets.

• Posts set in concrete with footings suitable for the installation and site conditions.

• One double-swing metal gate, approximately 10-foot clear opening, matching the fence, including posts, hinges, latch/locking provisions, and necessary hardware.

• Provide two open-access locations as shown on Attachment 1. These locations shall remain open and unobstructed; no fence panel or gate shall be installed across the openings.

• Furnish all labor, materials, equipment, concrete, hardware, and incidentals required for a complete installation.

• Protect existing improvements and clean the site upon completion.

• Comply with applicable prevailing wage and DIR requirements.

Installation shall generally follow Attachment 1 – Haven Homes Proposed Fence Layout and Reference Photos. Final fence layout, dimensions, quantities, open-access locations and widths, and gate location shall be field verified and coordinated with the County prior to fabrication and installation.

4. Quick Quote Vendor Questionnaire / Submission

4.1. Name of the Business.*

Please enter the Full Legal Name of your Business, and DBA (if applicable).

*Response required

4.2. COMPLETE Quotation Document(s).*

Submit / Upload Quotation here, with all details regarding the Service(s) / Product(s) Offered, Price(s), Relevant Terms, Inclusions / Exclusions etc. along with all requested Documents.

By submitting a quotation, the vendor confirms that the quoted products, pricing, delivery terms, and service capabilities are accurate and that the vendor is capable of furnishing and delivering the products in accordance with this RFQ.

*Response required

4.3. Contractor shall maintain DIR Registration and Compliance at all times during the performance of the Contract.*

☐ Please confirm *Response required

4.4. INSURANCE REQUIREMENTS: CONTRACTOR shall maintain a Comprehensive General and Excess Public Liability and Property Damage Insurance, including Vehicle Coverage: $1,000,000.00 at all times during the performance of the Contract.*

Please Confirm.

☐ Please confirm *Response required

4.5. LICENSING REQUIREMENTS - At all times during the performance of the Contract, CONTRACTOR shall possess a current and valid license(s) and/or other applicable certification(s) that may be required to perform the work described in Scope of this Project, issued by the State of California, and shall comply with all terms and conditions of such license and certification(s). *

Please Confirm.

☐ Please confirm *Response required

4.6. OTHER REQUIREMENTS:*

No Lobbying Rule: Bidder acknowledges the restrictions regarding contact with County staff and agrees to have no contact or communication with, or discuss any matter related in any way to any active San Benito County solicitation, with any San Benito County employees, elected officials, officers, their appointees or their agents other than the designated Procurement contact.

Right of Rejection: The County reserves the right to:

a) reject any and all bids, or to cancel this solicitation in part or in its entirety;

b) waive any variances or minor irregularities in submittals;

c) amend this solicitation, or cancel or reissue the solicitation at its sole discretion at any time;

d) cancel any award and re-solicit in the event services/goods cannot be provided within ten (10) days after the specified date, or in compliance with the contract or purchase order as agreed on between the parties;

e) reduce or increase any specification, in whole or in part;

I understand the submission of this bid does not guarantee use as a vendor/contractor for the County. I understand the County reservation of rights stated above and the terms and conditions set forth in this solicitation document.

Compliance with Laws/Conflict of Interests

This submission was independently arrived at, without collusion with any other party, including other bidders.

No amount has or will be paid directly or indirectly to an employee or official of the County of San Benito as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to Bidder.

If selected, this company will conform to all Federal, State, and local laws related to this bid, and with the County's purchasing policy.

I will update the above information as needed.

I certify (or declare) under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

☐ Please confirm *Response required

5. Reservation of Rights / Terms and Conditions

1. Errors, Omissions and Inquiries regarding the RFQu Proposers are responsible for reviewing all portions of this RFQu. Proposers are to notify the department, through the OpenGov portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFQu. Such notification should be made promptly after discovery, but in no event later than five business days prior to the deadline for this solicitation. Modifications and clarifications may be made by addenda in the discretion of the County. Proposers are encouraged to submit inquiries as early as possible to allow adequate time for responses and potential addenda issuance.

2. Objections to RFQu Terms Should a proposer object on any ground to any provision or legal requirement set forth in this RFQu the proposer must, not later than five business days prior to the deadline for this solicitation, provide written notice to the department, via the OpenGov portal, detailing the specific grounds for the objection.

3. Addenda The County may cancel, revise, or reissue this RFQu, in whole or in part, for any reason. Revisions will be posted as addenda on the OpenGov portal. No other revision of this RFQu is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all addenda issued by the County prior to the due date regardless of when a proposal is submitted. Therefore, the County recommends that proposers consult the OpenGov portal frequently, including shortly before the due date, to confirm that all addenda have been downloaded. Proposers are solely responsible for ensuring that their proposals reflect all issued addenda, regardless of when a proposal is submitted.

4. Term of Proposal Submission of a proposal signifies that the proposed services/goods and prices are valid for a period of 90 days. If a contract is awarded, the prices should be valid for the duration of the proposed agreement term, unless otherwise specified in the proposal, and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

5. Revision or Withdrawal of Proposal A proposer may revise a proposal at any time before the deadline. The proposer must submit the revised proposal in the same manner as the original on or before the due date. A proposer may withdraw a proposal at any time before the deadline. After that time, whether or not a new RFQu is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor.

6. Errors and Omissions in Proposal The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are incomplete, are missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any of the remaining RFQu requirements.

7. No Commitment Neither submission of a proposal nor the County’s receipt of proposal confers any right to the proposer nor any obligation on the County. This RFQu does not commit the County to award a contract.

8. Financial Responsibility The County shall have no financial responsibility for any costs incurred by a firm in responding to this RFQu or participating in any presentations or negotiations.

9. Estimated Quantity If the RFQu results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

10. No Waiver No waiver by the County of any provision of this RFQu shall be implied from any failure by the County to recognize or take action on account of any failure by a proposer to observe any provision of this RFQu.

11. Expectations You are expected to be thoroughly familiar with all specifications and requirements set forth herein. Your failure or omission to examine any relevant form, article, site or document will not relieve you from any obligation. By submitting a proposal, you are presumed to concur with all terms, conditions and specifications of this solicitation unless you have specifically, by section number, raised objection.

12. Local Preference In purchases by the County of San Benito for goods, there is a 3% local preference, up to the amount of $500,000.

13. California Made Materials Pursuant to Sections 4330-4333 of the Government Code, the County, in awarding the purchase, must prefer supplies partially manufactured, grown or processed in California, price, fitness and quality being equal. In order to receive preference, responses must clearly specify the item(s) for which preference is claimed and the preference applicable.

14. Brand Names (as applicable) Brand names and numbers, when used, are for reference to indicate the character or quality desired. Equal items will be considered, provided your offer clearly describes the article. Offers for equal items must state the brand, model number, or other specifications that demonstrate equivalency in quality and performance to the referenced brand.

The determination of the County as to what items are equal is final and conclusive. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified.

15. Samples (as applicable) Samples of articles, when required, must be furnished free of cost. Samples may be retained for future comparison.

Samples which are not destroyed by testing or which are not retained for future comparison will be returned upon request at your expense. The request should be made at the time the sample is provided.

16. Public Agency Participation/Cooperative Agreement It is intended that any other public agency including those not identified in the solicitation (i.e., city, district, public authority, public agency, municipality and other political sub-division or public corporation of California) located in San Benito County shall have the option to participate in any award made as a result of this solicitation. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a cooperative agreement. The County of San Benito shall incur no financial responsibility in connection with orders issued or delivered by another public agency. Each public agency using this contract shall accept sole and full responsibility for placing of orders and making payments to the contractor. In addition to the above, the contractor shall provide the same level of indemnification and insurance protection to each of the participating agencies ordering products and/or services under any award made as a result of this solicitation. This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result.

At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor. The County is not a party to, and shall not be responsible for, any such subsequent contracts.

17. Out of State Vendors Providing Services to the County of San Benito Recent state legislation requires the County to withhold seven percent (7%) of all income paid to certain independent contractors who do not reside in California. (Rev. & Tax. Code §18662; Cal. Admin. Code §§18662-1-18662-14.) There are exemptions to this requirement, and Contractor may apply for a waiver, from the Franchise Tax Board (FTB).

18. Late Payments Should the county be late in making payments against invoices submitted correctly and timely, any interest levied by the vendor for payments shall be limited by the Section 926.10 of the California Government Code.

19. Award Procedure Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value with listed factors such as delivery capability, compliance, and price to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement executed by the appropriate authority. Attachment 2 – Sample County Contract Agreement is provided for reference. The successful bidder will be required to enter into a written contract with the County prior to commencement of work.

20. Notice of Intent to Award If a decision is made to take steps to enter into an agreement with one or more proposers, the County will post a Notice of Intent to Award or otherwise notify the remaining proposers of their non-selection.

21. Commencement of Performance After all parties have signed the agreement, the County will notify the contractor and performance can proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the written agreement, or in excess of the written agreement, will not be compensated.

22. Communications/Attempts to Influence As of the issuance date of this RFQu and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFQu with any officer, agent, or employee of the County, other than through the OpenGov portal, or as outlined in the evaluation or protest procedures. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations. Proposers found to have violated these provisions may face disqualification and potential exclusion from future procurement opportunities with the County.

23. Taxes (as applicable) Include any sales, use, or federal excise taxes in your response as separate line item(s). If your company is outside California and collects sales tax, please state the amount as a separate item if the County is to remit the tax. Exemption certificates will be furnished when federal excise tax is exempted.

24. Prevailing Wage

All work to be performed at Prevailing Wage.

25. DIR Registration

As of April 1, 2015, no contractor or subcontractor may bid or work on a public works project unless registered with the Department of Industrial Relations. Proof of DIR registration and compliance is required to be submitted with all bids. https://www.dir.ca.gov/public-works/PublicWorksSB854.html. Local, Minority and Disabled Veterans Businesses are specifically encouraged to respond.

26. License(s)

At all times during performance of the contract, the CONTRACTOR shall possess a current and valid California contractor’s license appropriate for the work being performed, including a C-13 Fencing Contractor license or other applicable CSLB classification authorizing the proposed work, and shall comply with all terms and conditions of such license(s).

27. Insurance

At all times during the performance of this contract, the CONTRACTOR shall possess necessary Insurance Coverage.

28. Reservations of Rights by the County The issuance of this RFQu does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to: (a) Waive or correct any defect or informality in any response, proposal, or proposal procedure; (b) Award responses received on the basis of individual items, or groups of items, or on the entire list of items; (c) reject any or all proposals; (d) reissue an RFQu; (e) prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFQu, or the requirements for contents or format of the proposals; (f) procure any materials, equipment or services specified in this RFQu by any other means; or (g) determine that no project will be pursued.

29. Public Record

All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review. Any contract arising from this RFQu will be a public record. Submission of any materials in response to this RFQu constitutes:

consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and (a) waiver of all claims against the County and/or its officers, agents, or employees that the County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing inspection of the proposal or materials; (b) agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and (c) acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

30. Confidential Information

• Proposers are responsible for asserting any applicable privileges or reasons why a document should not be produced in response to a public record request.

• If submitting information protected from disclosure as a trade secret or any other basis, identify each page of such material subject to protection as "CONFIDENTIAL." If requested material has been designated as confidential, the County will attempt to inform the proposer of the public records request in a timely manner to permit assertion of any applicable privileges by the Proposer. Proposers shall NOT submit confidential material through the regular proposal submittal upload option, but shall submit any confidential material as a separate upload. Request through the OpenGov portal for a confidential upload submittal option if one is not already contained in the Vendor Submission Section.

• Failure to seek a court order protecting information from disclosure within ten days of the County’s notice of a PRA request to the proposer will be deemed agreement to disclosure of the information.

• Requests to treat an entire proposal as confidential will be rejected and deemed agreement to County disclosure of the entire proposal.

• Trade secrets will only be considered confidential if claimed to be a trade secret when submitted to the County, marked as confidential, and in accordance with California law.

If you have further questions regarding the Request for Quotes (RFQu), please submit them though the OpenGov Portal.