Bid Notice.pdf

RFP# 26-27-29, As-Needed Facilities Maintenance and Minor Repair Services Page 1 of 15

REQUEST FOR PROPOSALS (RFP)

As-Needed Facilities Maintenance and Minor Repair Services

RFP# 26-27-29

PROCUREMENT TIMELINE:

Event Key Dates

RFP Released September 11, 2026

Deadline for Questions September 22, 2026, 2:00 pm, PDT

Deadline for Objections One (1) Week from Proposal Due Date

Proposals Due Date Tuesday, October 6, 2026, 2:00 pm, PDT

The City has developed the following list of key events. All key dates are subject to change at the City’s discretion.

PROCUREMENT CONTACT:

Rebecca Gallegos, As-Needed Contracts Manager City of Santa Clara – Purchasing Division 1500 Warburton Avenue Santa Clara, CA 95050 Email: rgallegos@santaclaraca.gov

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TABLE OF CONTENTS

TABLE OF CONTENTS

LIST OF ATTACHMENTS

SECTION 1. INTRODUCTION

SECTION 2. MINIMUM QUALIFICATIONS

SECTION 3. SCOPE OF SERVICES

SECTION 4. TERM OF THE AGREEMENT

SECTION 5. PRE-PROPOSAL CONFERENCE

SECTION 6. HOW TO OBTAIN THIS RFP

SECTION 7. PROCEDURE FOR SUBMITTING QUESTIONS AND INQUIRIES

SECTION 8. OBJECTIONS

SECTION 9. DELIVERY OF PROPOSALS

SECTION 10. PROPOSAL CONTENT

SECTION 11. SELECTION PROCESS AND EVALUATION CRITERIA

SECTION 12. AWARD OF CONTRACT

SECTION 13. PUBLIC NATURE OF RESPONSE MATERIALS

SECTION 14. PROTESTS

SECTION 15. COLLUSION

SECTION 16. GROUNDS FOR DISQUALIFICATION

SECTION 17. NON-CONFORMING PROPOSAL

SECTION 18. GRATUITIES

SECTION 19. PROPOSAL PREPARATION COSTS

SECTION 20. NON-DISCRIMINATION

SECTION 21. RIGHTS OF THE CITY OF SANTA CLARA

SECTION 22. PREVAILING WAGE REQUIREMENTS

SECTION 23. TAXES

SECTION 24. INSURANCE REQUIREMENTS

SECTION 25. EXECUTIVE ORDER N-6-22

SECTION 26. OTHER PUBLIC AGENCY PURCHASES

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LIST OF ATTACHMENTS

The table below provides a list of additional attachments that together form the entire RFP (Request for Proposals) package.

Attachment Title

A Scope of Services

B Procurement and Contract Process Integrity and Conflict of Interest Guidelines

The following must be completed and returned with the proposal:

C Proposer Certification Form

D Exemplar Agreement (including insurance requirements)

E Customer Reference Form

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SECTION 1. INTRODUCTION

1.1 The City of Santa Clara (“City”) is soliciting proposals from qualified contractors (hereinafter “Proposer”) to provide as-needed facilities maintenance and minor repair services at existing City-owned or City-operated facilities citywide in support of the Department of Public Works.

1.2 The City intends to award multiple agreements as a result of this Request for Proposals (“RFP”). Award of an agreement does not guarantee the Contractor any minimum amount of work, compensation, number of work orders, or exclusive right to provide services.

1.3 Proposers are advised that payment and performance bonds may be required for each task order involving an expenditure in excess of twenty-five thousand dollars ($25,000).

SECTION 2. MINIMUM QUALIFICATIONS

2.1 Proposer shall hold a valid California Contractors State License Board (“CSLB”) license, in good standing, applicable to the services proposed. Proposer may propose under a Class B General Building Contractor license, applicable specialty contractor license classification(s), or a combination thereof, provided that Proposer and its subcontractors are properly licensed for the work performed.

2.2 Proposer (including any subcontractors) must be registered with the Department of Industrial Relations prior to submitting its bid, pursuant to California Labor Code Section 1725.5.

SECTION 3. SCOPE OF SERVICES

Refer to Attachment A.

SECTION 4. TERM OF THE AGREEMENT

The initial term of the agreement will be one (1) year. The City reserves the right to exercise up to four (4) additional one-year options, for a total of five (5) years.

SECTION 5. PRE-PROPOSAL CONFERENCE

5.1 There is no pre-proposal conference for this RFP.

5.2 There is a non-mandatory pre-proposal conference for this RFP.

5.3 There is a mandatory pre-proposal conference for this RFP.

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SECTION 6. HOW TO OBTAIN THIS RFP

6.1 This RFP may be downloaded from the BidNet Direct e-Procurement system located at https://www.bidnetdirect.com/california/cityofsantaclara. Respondents can also find a link at the City of Santa Clara website at www.santaclaraca.gov. At either website, follow the links to register for this online service. You may register for free either online or by calling BidNet Vendor Support at 800-835-4603, Option 2, or via email at support@bidnet.com and telling the support representative that you are registering for City of Santa Clara solicitations.

6.2 All addenda and notices related to this procurement will be posted by the City on BidNet Direct. In the event that this RFP is obtained through any means other than BidNet Direct, the City will not be responsible for the completeness, accuracy, or timeliness of the final RFP document.

SECTION 7. PROCEDURE FOR SUBMITTING QUESTIONS

AND INQUIRIES

Questions pertaining to this RFP should be submitted via BidNet Direct. Please submit all questions by the deadline indicated on the cover page. The City will provide a written response to all pertinent questions in the form of an Addendum. Questions answered on BidNet Direct shall be considered addenda to the RFP.

SECTION 8. OBJECTIONS

Any objections as to the structure, content or distribution of this RFP must be submitted in writing to the Procurement Contact by the deadline indicated on the cover page. Objections must be as specific as possible, and identify the RFP section number and title, as well as a description and rationale for the objection.

SECTION 9. DELIVERY OF PROPOSALS

9.1 Your proposal must be received by the due date and time listed in BidNet Direct. Proposers should familiarize themselves with BidNet Direct and allow adequate time to upload their proposals. Submittals that are initiated prior to the deadline but not completed by the deadline will not be accepted. The City is not responsible for any late or incomplete submissions due to any technical issues that may be encountered in BidNet Direct.

9.2 Your proposal should be submitted in one file. Submitting multiple files may result in a proposal being marked down or disqualified if the City spends excessive time printing and organizing your proposal. If proposer needs to submit multiple files, please name and organize your proposal in the order of the Proposal Content described in Section 10 of this

RFP.

9.3 The City will accept e-signatures on documents that require a signature.

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9.4 The proposal must be in Times New Roman, Arial or similar, easily readable font. The size of the font cannot be any smaller than 11 and margins should be 1 inch or wider.

SECTION 10. PROPOSAL CONTENT

In order to expedite the evaluation process, each proposal shall be organized and indexed according to the chapters specified below. Proposals that do not follow the specified format outlined below, or fail to provide the required documentation, may receive lower scores, or if found to be non-responsive, be disqualified. In the event of any conflict between any of the proposal documents, resolution thereof shall be in the City’s sole discretion.

10.1 Table of Contents

Include a table of contents that identifies the page numbers for each of the various Chapters in the proposal. All pages must be consecutively numbered and correspond to the table of contents.

10.2 Chapter 1 – Letter of Transmittal

10.2.1 Include a transmittal letter identifying the Proposer’s firm and the proposal package being submitted. The letter shall provide the name, title, address, telephone number, and fax number of the individual authorized to contractually bind the firm and be signed by the authorized individual. Also include the name of the contact person for this RFP.

10.3 Chapter 2 – Company Profile

10.3.1 Provide a brief company profile that identifies the following:

10.3.1.1 years in business, names previously used, and other company affiliations;

10.3.1.2 description of any anticipated changes of ownership or control of the company;

10.3.1.3 mailing address of the Proposer’s principal place of business; mailing address and phone number of the office from which the services will be provided;

10.3.1.4 registration number with the California Secretary of State;

10.3.1.5 California Contractor’s License Number(s), applicable to the services proposed;

10.3.1.6 DIR Registration Number; and

10.3.1.7 other general information that is deemed significant enough to be highlighted.

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10.3.2 Identify the service categories and trade specialties the Proposer seeks to provide under the resulting agreement. Proposers are not required to propose on every service category.

10.3.3 Address any pending or current litigation related to services provided by your firm, and any terminated contracts within the past five years with an explanation of the reasons for termination.

10.4 Chapter 3 – California Public Records Act

If you are requesting that section(s) of your submittal be kept confidential, refer to Public Nature of Response Materials Section 13 for additional instructions on the information that must be included in your proposal.

10.5 Chapter 4 – Qualifications, Experience and References

10.5.1 Provide a detailed narrative describing the Proposer’s qualifications, experience, and technical expertise relevant to the service categories proposed. The narrative shall demonstrate the Proposer’s experience performing as-needed facilities maintenance, minor repair, and like-for-like replacement work at government, institutional, commercial, educational, healthcare, or similarly complex occupied facilities.

10.5.2 Identify the Proposer’s applicable California contractor license classification(s), business licenses, trade certifications, and other credentials required to perform the proposed services.

10.5.3 If Proposer anticipates utilizing any subcontractor to perform work under the contract, provide the name of the subcontractor, a description of the work that the subcontractor will perform, and a description of the subcontractor’s experience in performing the work.

10.5.4 Provide three (3) references for which your company has provided services similar in size and scope as described in this RFP. Each reference must be for a different client. Use Attachment E (Customer Reference Form) to submit the required customer references.

10.6 Chapter 5 – Technical Capability

10.6.1 Provide a concise work plan describing the Proposer’s approach to performing the as-needed facilities maintenance and repair services. Describe the Proposer’s process for receiving service requests; coordinating with City staff; conducting job walks, when requested; preparing itemized work-order quotations; obtaining City authorization; performing work; documenting completed work; and submitting invoices.

10.6.2 Describe the Proposer’s staffing, dispatch, supervision, scheduling, and resource-allocation approach for meeting the City’s response requirements. Identify the Proposer’s ability to provide qualified, properly licensed personnel; maintain work-site safety; protect City property; and minimize disruption to City operations, staff, tenants, and the public.

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10.7 Chapter 6 – Cost/Fee Proposal

10.7.1 Proposers shall submit a complete schedule of rates that includes, at a minimum, the following, as applicable to the service categories proposed:

10.7.1.1 Regular-time, overtime, and double-time hourly rates for general repair technician, drywall, painting, carpenter, and laborer, as applicable. These labor classifications have been identified based on historical usage and will serve as the basis for the City’s cost evaluation. Proposers may include additional labor classifications and corresponding rates.

10.7.1.2 Markup percentages for materials, parts, equipment rental, subcontractor services, permits, and other allowable direct costs.

10.7.1.3 Any minimum service-call charge, if proposed.

10.7.1.4 Identification of any charges not included in the proposed rates or markup percentages.

10.7.2 Proposed rates and pricing shall include all costs necessary to provide the services, including labor burden, overhead, profit, travel, local transportation, administrative costs, supervision, tools, small equipment, personal protective equipment, and incidental expenses, unless expressly identified as a separately reimbursable item.

10.8 Chapter 7 – Proposer Certification Form

10.8.1 Submit the Proposer Certification Form (Attachment C) signed by an authorized representative.

10.9 Chapter 8 - Exemplar Agreement

10.9.1 The successful Proposer will be required to enter into an agreement with terms and conditions in substantial conformity with Attachment D.

10.9.2 Proposer shall note any exceptions to the terms and conditions of the Exemplar Agreement. If there are no exceptions, please return the first page of the Exemplar Agreement marked “No Exceptions”. Please note that excessive changes may result in lower proposal scores, or disqualification of proposal.

SECTION 11. SELECTION PROCESS AND EVALUATION

CRITERIA

11.1 Evaluation Criteria

Proposals will be evaluated to determine the proposal that offers the best value to the City. The evaluation will be based upon the following criteria, listed in the order of descending priority.

Although some factors are weighted more than others, all are considered necessary, and a proposal must be acceptable in each area to be eligible for award.

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Evaluation Criteria Weight

Proposal Responsiveness Pass/Fail

Company Information, Experience & Qualifications 30%

Technical Capability 40%

Cost/Fee Proposal 30%

Total 100%

11.2 Proposal Responsiveness

11.2.1 Proposals will be reviewed to determine if all required documentation was included with the proposal submittal.

11.2.2 Proposals that fail to contain the required documents will be disqualified from further consideration.

11.3 Proposal Review And Evaluation

11.3.1 Technical and cost proposals will be evaluated based on the general criteria and their corresponding weights as outlined in Section 11.1.

11.3.2 The City may seek clarification from any or all Proposers to better understand and evaluate the proposals. This process may not be used as an opportunity to submit missing documentation or to make substantive revisions to the original proposal.

11.3.3 The City reserves the right to rely on information from sources other than the information provided by the Proposers.

11.4 Presentations / Oral Interviews (if held)

11.4.1 Finalist(s) (proposal(s) determined to have scored in the competitive range) may be invited to present oral presentations for the purpose of introducing key members of the project team and allowing the City to fully understand the Proposer’s ability to meet the evaluation criteria. Finalist(s) will be notified in writing of the date, place, time and format of the interview or presentation.

11.4.2 Oral presentations will not be scored separately. Instead, the City may modify proposal scores and resulting rankings based on the oral presentation.

11.4.3 Proposers are cautioned that oral presentations are optional and at the sole discretion of the City, unless otherwise specified in Section 11.1. Therefore, Proposers should not assume that there would be an additional opportunity to revise their technical proposals after their original submission. Proposers may not request an opportunity for oral presentations.

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11.5 Best And Final Offer (BAFO)

11.5.1 A Best and Final Offer (BAFO) may be held with finalist(s) that have scored in the competitive range if additional information or clarification is necessary to make a final decision. The BAFO may allow Proposers to revise their original technical and/or cost proposals based on information received from the City. The City will send out the request for a BAFO with instructions addressing the areas to be covered and the date and time in which the BAFO is to be submitted. After receipt of the BAFO, scores may be adjusted based on the new information received in the BAFO.

11.5.2 The City will request only one BAFO, unless the Purchasing Officer determines in writing in the procurement file that another BAFO is warranted.

11.5.3 Proposers are cautioned that the BAFO is optional and at the sole discretion of the City. Therefore, Proposers should not assume that there would be an additional opportunity to revise their technical or cost proposals after their original submission. Proposers may not request an opportunity to submit a BAFO.

SECTION 12. AWARD OF CONTRACT

12.1 Notice of Intended Award

The Purchasing Contact will issue a Notice of Intended Award to all Proposers. The City intends to award agreements to multiple qualified Proposers. Recommendations for award will be based on the evaluation and ranking of proposals in accordance with Section 11.1 above.

12.2 Post-Notice of Intended Award Attachment Submittals

Intended awardee(s) are required to submit the following information and documents by the specified time below, unless the City grants an extension in its sole discretion. Failure to provide the documents within the time frame may result in withdrawal of the recommendation of award, and award will be made to the next highest ranked Proposer.

12.2.1 Certificate of Insurance (insurance requirements outlined under Exhibit C of Attachment D within ten (10) calendar days after the Notice of Intended Award.

12.2.2 Labor Compliance Exhibit (labor compliance requirements outlined under Exhibit D of Attachment D) within ten (10) calendar days after the Notice of Intended Award.

12.3 Execution of Contract

The recommendation of award and agreement shall not be binding or valid with the City unless and until it is approved by the City Council, if so required, and executed by authorized representatives of the City and of the successful Proposer.

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SECTION 13. PUBLIC NATURE OF RESPONSE MATERIALS

13.1 All materials submitted in response to this solicitation become the exclusive property of the City of Santa Clara. At such time as the City awards a contract, all materials received in response to this solicitation become a matter of public record and shall be regarded as public records. If you must include confidential or proprietary information that you believe is exempt from disclosure, you must (a) clearly mark the specific information as “Confidential,” “Trade Secret,” or “Proprietary”; (b) state the specific provision in the Public Records Act that provides the exemption; and (c) provide the factual basis for claiming the exemption in each specific instance. In addition, you must separately provide a redacted version of your response materials.

13.2 The City shall not in any way be liable or responsible for the disclosure of any such proposal or portions thereof, if they are not plainly marked as “Confidential,” “Trade Secret,” or “Proprietary,” or if disclosure, in the City’s sole discretion, is required under the California Public Records Act as addressed below. Any proposal which contains language purporting to render all or significant portions of the proposal “Confidential,” “Trade Secret,” or “Proprietary” may be regarded as non-responsive.

13.3 Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of Santa Clara may determine, in its sole discretion, that the information that a Proposer submits is not a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” or “Proprietary,” the City shall provide the Proposer who submitted the information notice of the request.

Proposer shall immediately notify City whether Proposer will seek protection from disclosure by a court of competent jurisdiction. Any such action will be at the Proposer's sole expense. If, after receiving the foregoing notice from the City, Proposer takes no action or is not responsive as determined by the City, the City will disclose Proposer’s information without any liability or further duty of protecting the information.

SECTION 14. PROTESTS

14.1 If an unsuccessful Proposer wants to dispute the award recommendation, the protest must be submitted in writing to the contact listed below no later than ten (10) calendar days after the publication of the Notice of Intended Award. The protest must provide a detailed explanation of the grounds for the protest, the factual basis for the protest, and include all supporting information. Protests will not be considered for disputes of proposal requirements and specifications, which must be addressed in accordance with Objections Section above. Failure to submit a timely written protest to the contact listed below will bar consideration of the protest.

14.2 The address for submitting protests is:

1500 Warburton Avenue Finance Department- Purchasing Division

Attention: Purchasing Officer

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SECTION 15. COLLUSION

By submitting a proposal, each Proposer represents and warrants that its proposal is genuine and made in the interest of or on behalf of any person named therein; that the Proposer has not directly induced or solicited any other person to submit a sham proposal or any other person to refrain from submitting a proposal; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a proposal.

SECTION 16. GROUNDS FOR DISQUALIFICATION

All Proposers are expected to have read and understand Attachment B, Procurement and Contract Process Integrity and Conflict of Interest. Factors, such as, but not limited to, any of the following, may disqualify a proposal without further consideration:

16.1 Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms or conditions of this proposal.

16.2 Any attempt to improperly influence any member of the evaluation team.

16.3 Existence of any lawsuit, unresolved contractual claim or dispute between Proposer and the City.

16.4 Evidence of incorrect information submitted as part of the proposal.

16.5 Evidence of Proposer’s inability to successfully complete the responsibilities and obligations of the proposal.

16.6 Proposer’s default under any previous agreement with the City.

SECTION 17. NON-CONFORMING PROPOSAL

A proposal shall be prepared and submitted in accordance with the provisions of these RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at the sole discretion of the City.

SECTION 18. GRATUITIES

No person shall offer, give or agree to give any City employee any gratuity, discount or offer of employment in connection with the award of contract by the City. No City employee shall solicit, demand, accept or agree to accept from any other person a gratuity, discount or offer of employment in connection with a City contract.

SECTION 19. PROPOSAL PREPARATION COSTS

All costs associated with responding to this request are to be borne by the Proposer.

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SECTION 20. NON-DISCRIMINATION

It is the City’s policy that the selected firm shall not discriminate, in any way, against any person on the basis of race, sex, color, religion, religious creed, national origin, ancestry, age, gender, marital status, physical disability, mental disability, medical condition, genetic information, sexual orientation, gender expression, gender identity, military and veteran status, or ethnic background, in violation of federal, state or local law, in connection with or related to the performance of City of Santa Clara contracts.

SECTION 21. RIGHTS OF THE CITY OF SANTA CLARA

This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:

21.1 Accept an offer in full, or in part, or to reject all offers.

21.2 Issue subsequent Requests for Proposals.

21.3 Postpone opening proposals for any reason.

21.4 Remedy errors in the Request for Proposals process.

21.5 Approve or disapprove the use of particular subconsultants.

21.6 Negotiate with any, all or none of the Proposers.

21.7 Accept other than the lowest offer.

21.8 Waive informalities and irregularities in the proposals.

21.9 Enter into an agreement with another Proposer in the event the originally selected Proposer defaults or fails to execute an agreement with the City.

SECTION 22. PREVAILING WAGE REQUIREMENTS

22.1 The City has determined that the services described in this solicitation constitute a “Public Work”, and are subject to the payment of not less than prevailing wages under California Labor Code Section 1770 et seq. The Director of the Department of Industrial Relations has ascertained the general prevailing rate of per diem wages and the rates for overtime and holiday work in the locality in which the services are to be performed for each craft, classification or type of worker needed to perform the services under the contract. Copies are on file with and available upon request from the Office of the Clerk of the Board of Supervisors or at https://www.dir.ca.gov/OPRL/DPreWageDetermination.htm

22.2 This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. Further information and requirements can be found at https://www.dir.ca.gov/public-works/Contractors.html

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22.3 The Proposer (including any subcontractors) shall register with the Department of Industrial Relations prior to submitting its proposal, pursuant to California Labor Code Section 1725.5.

22.4 No contractor or subcontractor may perform work on the project unless registered with the Department of Industrial relations pursuant to Labor Code section 1725.5. Contractor represents and warrants that it is registered with the Department of Industrial Relations.

Contractor shall maintain its registration with the Department of Industrial Relations throughout the course of the project. Contractor is responsible for verifying that each Subcontractor, including any Subcontractor not listed on the proposal for the project, is registered with the Department of Industrial Relations at the time the Subcontractor performs work on the project. If any Subcontractor is not registered at the time the Subcontractor is to commence work, Contractor shall require the Subcontractor to register and may not permit the Subcontractor to commence work until the Subcontractor’s registration is complete.

22.5 Failure to meet the requirements stated above in this section by the time allotted may result in withdrawal of the award and award to the next lowest proposer.

SECTION 23. TAXES

23.1 Do not include California retail sales tax in your proposal response.

23.2 The City of Santa Clara is exempt from federal excise tax, including federal transportation tax. The City will provide an exemption certificate as appropriate.

23.3 Contractors conducting business in the City of Santa Clara or using their own trucks to deliver merchandise must pay a City of Santa Clara Business Tax. To apply for a business license, Contractors must complete the business license application at https://www.santaclaraca.gov/home/showdocument?id=65820.

SECTION 24. INSURANCE REQUIREMENTS

The selected Proposer(s), at Proposer’s sole cost and expense and for the full term of the Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in Exhibit C of Attachment D.

SECTION 25. EXECUTIVE ORDER N-6-22

25.1 In order to comply with the Governor's Executive Order, the following information is provided which will be included in City bids and agreements until such time that the EO is rescinded.

25.2 On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (EO) regarding sanctions in response to Russian aggression in Ukraine. The EO is located at

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25.3 The EO directs the City of Santa Clara to take certain immediate steps, including notifying all contractors and grantees of their obligations to comply with existing economic sanctions imposed by the U.S. government in response to Russia's actions in Ukraine, as well as any sanctions imposed under state law.

25.4 This correspondence serves as a notice under the EO that as a contractor or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the EO and the sanctions identified on the U.S. Department of the Treasury website (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions). Failure to comply may result in the termination of contracts or grants, as applicable.

SECTION 26. OTHER PUBLIC AGENCY PURCHASES

It is intended that any other public agency be permitted to purchase under the terms submitted in response to this procurement. Any participating public agency shall accept sole responsibility for the placing of orders, arranging for delivery and/or services, and making payments to the Contractor. The City of Santa Clara will not be liable or responsible for any obligations, including but not limited to financial responsibility, in connection with participation by other public agencies.

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ATTACHMENT A - SCOPE OF SERVICES

AS-NEEDED FACILITIES MAINTENANCE AND MINOR

REPAIR SERVICES

RFP 26-27-29

1. General

1.1. Contractor shall furnish all labor, materials, tools, equipment, transportation, supervision, and incidental services necessary to perform as-needed facilities maintenance and repair services at existing City-owned or City-operated facilities citywide, in support of the Department of Public Works.

1.2. Services under this Agreement are limited to routine, corrective, and preventive maintenance and minor repair of existing building components, fixtures, finishes, and systems. The purpose of the services is to preserve, protect, and restore existing facilities and components to their prior safe and usable condition.

1.3. This Agreement is not intended for new construction, capital improvements, renovations, modernization, expansions, alterations, facility redesign, tenant improvements, or other work that changes the use, configuration, capacity, or function of an existing facility or system except to the extent such work is necessary to complete a repair and/or maintenance activity described in Section 1.2.

1.4. Examples of services that may be requested include localized and predominantly in-kind repair of existing walls, doors, hardware, drywall, paint, flooring, glazing, plumbing fixtures, electrical fixtures or devices, sheet metal components, and deteriorated concrete surfaces.

1.5. Except to the extent necessary to complete a repair and/or maintenance service, the following work is expressly excluded from this Agreement and will be procured separately, as appropriate, under the City’s applicable public-works, capital-project, or other procurement procedures:

1.5.1. New construction, additions, expansions, renovations, or modernization;

1.5.2. Structural work or work requiring architectural, engineering, or other design services;

1.5.3. Facility reconfiguration, redesign, or changes in occupancy or use;

1.5.4. Installation of new building systems (not previously existing), equipment, or infrastructure;

1.5.5. New or relocated electrical circuits, panels, services, feeders, conduits, or distribution equipment;

1.5.6. New plumbing lines, extensions, rerouting, or system upgrades;

1.5.7. New concrete slabs, foundations, pads, curbs, ramps, or substantial flatwork;

1.5.8. Major demolition or demolition not incidental to an authorized repair;

1.5.9. Preparation of plans, specifications, engineered drawings, or project record “as-built” drawings; and

RFP 26-27-29, Attachment A Page 2 of 6

1.5.10. Any task order that the City determines exceeds routine maintenance and repair services or is otherwise outside the scope of this Agreement.

2. Task Order/Contract Release Purchase Order

2.1. Contractor acknowledges that Contractor is one of multiple firms selected to perform the services pursuant to separate agreements. The City will award and assign work as set forth in this Section 2. The City does not guarantee that any specific service will be authorized under this Agreement.

2.2. As-Needed Services Estimated at $5,000 or less

2.2.1. The City may assign individual as-needed services estimated at $5,000 or less to any awarded Contractor based on availability, response time, applicable contract rates, and the City’s operational needs.

2.3. As-Needed Services Estimated Over $5,000

2.3.1. For individual as-needed services estimated to exceed $5,000, the City will generally request quotes from awarded Contractors before assigning the work. Quotes shall be based on the rates and markups established in the Agreement. The City may assign the work based on the lowest responsive quote that meets the City’s requirements.

2.4. Urgent or Emergency Services

2.4.1. For urgent or emergency services, the City may contact any awarded contractor that can meet the required response time and possesses the qualifications, personnel, and equipment necessary for the specific service request.

2.5. Work Authorization

2.5.1. Except for emergency services, Contractor shall obtain written authorization from a City-authorized representative before commencing work. Contractor shall not perform extra work, substitutions, or changes in scope without written City authorization.

2.6. City Right to Assign Services

2.6.1. The City reserves the right to reduce, increase, discontinue, reassign, or obtain any portion of the services from another awarded contractor when reasonably necessary for operational needs, including contractor availability, response-time requirements, performance history, continuity of operations, or emergency conditions.

3. General Requirements

3.1. Contractor shall provide all labor, materials, transportation, supplies, replacement parts, tools, scaffolding, machinery, hoists, employee safety equipment, supervision, and other resources necessary to perform authorized as-needed maintenance and repair services.

RFP 26-27-29, Attachment A Page 3 of 6

3.2. Contractor shall perform all services in a professional and workmanlike manner and in accordance with applicable federal, state, county, and municipal laws, codes, regulations, permit requirements, and industry standards. If Contractor identifies a condition that prevents compliance with an applicable requirement, Contractor shall immediately notify the City and shall not proceed with the affected work unless and until the City provides written direction.

3.3. Contractor shall initiate, maintain, and supervise all safety precautions and programs necessary in connection with the services. Contractor shall comply with all applicable safety laws and standards and shall take reasonable precautions to protect the public, City employees, tenants, Contractor personnel, property, and all other persons at or near the work site.

3.4. Contractor shall be responsible for maintaining safe work-site conditions and for protecting its personnel, subcontractors, work, materials, equipment, and the City’s property from damage, loss, or theft during performance of the services.

3.5. Contractor shall coordinate and consolidate site visits, where practicable, to maximize productivity, minimize disruption to City operations, and reduce travel and mobilization costs.

3.6. Contractor shall work closely with City staff to confirm the maintenance or repair need for each service request. The City will issue written authorization for each task order and will establish the authorized scope of work, location, not-to-exceed amount, and other applicable requirements.

3.7. Contractor shall promptly notify the City if field conditions indicate that a requested service may involve new construction, alteration, redesign, installation, relocation, expansion, system upgrade, structural work, or another activity potentially excluded from the scope of this Agreement. Contractor shall not perform such work under this Agreement unless the City confirms the work may be completed under this Agreement or, if outside the scope of this agreement, separately authorizes the work through an appropriate procurement or contracting process.

3.8. Contractor shall respond to service requests during normal business days and hours, Monday through Friday, from 8:00 a.m. to 5:00 p.m., excluding City-observed holidays, unless otherwise specified in an individual task order.

4. Service Requirements

4.1. Contractor may be required to perform the following categories of minor maintenance and repair services, provided that the work remains within the scope limitations of this Agreement:

4.1.1. Carpentry. Repair of existing doors, frames, trim, cabinets, partitions, hardware, and similar building components.

4.1.2. Drywall and Painting. Localized drywall patching, texture matching, repair of minor wall damage, and touch-up or in-kind painting of existing surfaces.

4.1.3. Plaster and Glazing. Minor repair or like-for-like replacement of damaged glazing, window hardware, plaster, and related existing components.

RFP 26-27-29, Attachment A Page 4 of 6

4.1.4. Concrete Repair. Localized patching, sealing, and repair of existing deteriorated concrete surfaces. This does not include new concrete construction, slabs, foundations, pads, curbs, ramps, or substantial replacement of flatwork.

4.1.5. Electrical Repair. Repair or like-for-like replacement of existing electrical fixtures, switches, receptacles, devices, and associated components when incidental to, and necessary for the completion of, an authorized maintenance or minor repair task order. Electrical services under this Agreement do not include new or relocated circuits, panels, electrical service, feeders, conduits, or distribution equipment.

4.1.6. Sheet metal Repair. Repair of existing Flashing, vents, covers, guards, and similar sheet-metal components.

4.1.7. Plumbing Repair. Repair or like-for-like replacement of existing plumbing fixtures, valves, drains, and associated components necessary when incidental to, and necessary for the completion of, an authorized maintenance or minor repair task order. Plumbing services do not include installation of new plumbing systems, extensions, rerouting, or system upgrades unless such work is required to restore an existing system to its original functionality.

4.1.8. Incidental Removal and Disposal. Removal and lawful disposal of damaged materials, debris, and refuse directly associated with an authorized maintenance or repair service.

4.1.9. Work-Order Documentation. Upon request, Contractor shall provide work-order closeout documentation, including a description of work performed, labor and material costs, photographs, warranties, and other records reasonably requested by the City. Contractor is not required to prepare project record or “as-built” drawings under this Agreement.

4.1.10. Incidental Related Services. Other minor services that are directly necessary to complete an authorized maintenance or repair activity.

4.1.11. Ceiling System Repair. Repair or like-for-like replacement of damaged ceiling tiles, grid components, access panels, and minor finish damage associated with existing ceiling systems. Services do not include major ceiling replacement, structural work, or major seismic modifications.

4.1.12. Flooring and Finish Repair. Localized repair or like-for-like replacement of damaged flooring, base, transitions, carpet tiles, wall finishes, and related materials. Services do not include full-room or full-building flooring replacement, substrate reconstruction, or other renovation work.

4.1.13. Fire and Life-Safety Fixture Repair. Repair or like-for-like replacement of existing exit signs, emergency lighting fixtures, fire doors, door hardware, and passive firestopping, as authorized by the City. This Agreement does not include inspection, testing, installation, alteration, or repair of fire alarm, fire sprinkler, fire suppression, or other regulated fire-protection systems unless separately authorized and performed by appropriately licensed personnel.

4.1.14. Exterior Building Component Repair. Localized repair of existing caulking, weatherstripping, sealants, minor siding, exterior trim, stucco patching, masonry patching, and similar building-envelope components. Services do

RFP 26-27-29, Attachment A Page 5 of 6 not include façade renovation, structural masonry work, new exterior coating applications, or large-scale exterior restoration.

4.1.15. Site Furnishing and Minor Site-Asset Repair. Repair of existing benches, bollards, bicycle racks, trash receptacles, fencing, gates, signage, and similar site assets. Services do not include new installations, foundations, automated gate systems, or site improvements.

4.1.16. Restroom, Kitchen, and Interior Fixture Repair. Repair of existing restroom and kitchen fixtures, partitions, dispensers, grab bars, cabinet hardware, countertops, and similar components. Services do not include fixture relocation, plumbing rerouting, remodels, or accessibility alterations.

4.1.17. General Handyman Services. Minor repair tasks not otherwise listed that are directly related to the maintenance and restoration of existing City facilities, provided the tasks do not constitute new construction, alteration, installation, system upgrade, relocation, expansion, or another excluded activity.

4.2. Contractor shall provide trained, properly licensed where required, qualified, and experienced personnel to perform the services.

4.3. Contractor shall at all times properly protect Contractor’s work, materials, equipment, and the City’s property from damage, loss, theft, dust, debris, water intrusion, and other reasonably foreseeable impacts associated with the services.

5. Response Requirements

5.1. Contractor shall acknowledge service requests within twenty-four (24) hours of receipt during normal business days and hours, unless the City specifies a different response period for an individual request.

5.2. When requested by the City, Contractor shall coordinate a job walk with City staff and submit an itemized written quote within twenty-four (24) hours after the job walk. The quote shall identify, at a minimum, proposed labor classifications and hours, material costs, equipment costs, permit costs, anticipated schedule, and any assumptions or exclusions.

6. Documentation and Closeout

6.1. Contractor shall submit a task-order closeout report within two (2) business days after completion, unless the City establishes a different schedule. The report shall describe work completed.

7. Warranty Requirements

7.1. All installed materials shall be new unless the City approves otherwise in writing.

Manufacturer warranties shall apply to all materials and equipment installed and shall be passed through to the City.

7.2. Contractor shall warrant all workmanship and installed products against defects for not less than one (1) year after completion of the applicable work, or for any longer manufacturer or statutory warranty period.

RFP 26-27-29, Attachment A Page 6 of 6

7.3. Contractor shall correct defective work or materials at no cost to the City, including labor, travel, access, equipment, removal, replacement, and testing. Corrected work shall be warranted from the date of corrective completion.

Procurement and Contract Process Integrity and Conflict of Interest Guidelines Page 1 of 3

ATTACHMENT B

PROCUREMENT AND CONTRACT PROCESS INTEGRITY AND

CONFLICT OF INTEREST GUIDELINES

SECTION 1. PURPOSE

1.1 The purpose of these Guidelines is to ensure integrity in the City's procurement and contract processes, to educate City employees, consultants, uncompensated outside parties and any person involved in the decision to award a contract about potential Conflicts of Interest, and to establish guidelines for procedural screening of Conflicts of Interest.

1.2 The City desires to provide a fair opportunity to participants in competitive processes for the award of City contracts by promulgating integrity and removal of Conflicts of Interest in all competitive solicitations.

SECTION 2. DEFINITIONS

2.1 “Purchasing Manager” is the City employee designated by the City Manager to be responsible for the City's procurement process.

2.2 "Elected Official" means the Mayor, Council Members, City Clerk, and Chief of Police.

2.3 "Council Appointees" means the City Manager, City Attorney, and City Auditor.

2.4 "Solicitation" means, but is not limited to, specification development, preparation and issuance of requests for proposals, quotes, qualifications or bids, evaluation of responses and submissions, and other evaluations which lead to an award of a City contract.

SECTION 3. COMMUNICATION PROTOCOL

3.1 Prior to Issuance of Solicitations: Prior to the issuance of Solicitations, contact between prospective respondents and City staff, elected officials or consultants is permissible.

3.2 After Issuance of Solicitations and Prior to Submission Deadline for Solicitations: After issuance of Solicitations, all contact between prospective respondents and the City must be directed to the Procurement Contact designated in the Solicitation. City staff, elected officials and consultants will refer all inquiries to the Procurement Contact. All requests for clarification, objections to the structure, content, or distribution of a Solicitation, or other inquiries must be made in writing

Procurement and Contract Process Integrity and Conflict of Interest Guidelines Page 2 of 3 and the City shall answer to these clarifications, objections, and inquiries in writing via addenda to the Solicitation.

3.3 After Submission Deadline of Solicitations and Prior to Issuance of a Notice of Intended Award: After the submission deadline of Solicitations, all contact regarding the procurement between respondents and the City and participants in the evaluation process, who are not City employees, must be directed to the Procurement Contact designated in the Solicitation. City staff, elected officials and consultants will refer all inquiries to the Procurement Contact.

3.4 After Issuance of a Notice of Intended Award: The City will issue a notice of intended award to all respondents including the basis for selection. All respondents shall follow the procedures for protest as indicated in the Solicitation document.

During the protest period, City staff, elected officials and consultants will refer all inquiries to the protest hearing officer identified in the Solicitation document.

3.5 After Completion of Protest Period: After completion of the protest period contact between prospective respondents and City staff, elected officials, or consultants is permissible.

SECTION 4. RESPONDENT'S CODE OF CONDUCT

By submitting a response to a City Solicitation, respondents are individually and solely responsible for ensuring compliance with these Guidelines on behalf of the respondent's employees, agents, consultants, lobbyists, or other parties or individuals engaged for purposes of developing or supporting a response. In addition to adhering to these Guidelines, respondents may not collude, directly or indirectly among themselves in regard to the amount, terms or conditions of a Solicitation; influence any City staff member or evaluation team member throughout the solicitation process, including the development of specifications, and submit incorrect information in the response to a Solicitation or misrepresent or fail to disclose material facts during the evaluation process.

Any evidence that indicates that a respondent has failed to adhere with any section of these Guidelines may result in the respondent's disqualification from the procurement as well as possible debarment.

SECTION 5. CONFIDENTIALITY DURING EVALUATION PROCESS

City staff, consultants, and outside evaluators who are participants in the evaluation process are required to sign a confidentiality agreement which binds the participants not to share any information about responses received and the evaluation process until the City issues a notice of intended award.

Procurement and Contract Process Integrity and Conflict of Interest Guidelines Page 3 of 3

SECTION 6. CONFLICT OF INTEREST

6.1 City elected officials, appointed officials, their staffs, and City employees are expected to avoid any conflicts of interest. Further, employees should avoid the appearance of conflicts of interest in order to ensure that City decisions are made in an independent and impartial manner. In general, Council Appointees shall take measures to ensure that the City avoid any conflict of interests in procurement processes of City contracts. Specifically, these measures include that:

6.1.1 Persons who may not be regularly involved in City procurements review these Guidelines and other ethical…