Bid Notice-On-Call Fence Repair Services.pdf

REQUEST FOR PROPOSALS (RFP)

ON-CALL FENCE REPAIR SERVICES

FOR FACILITIES AND PARKS

PROJECT NO. OM-25-088

Issued by:

City of Stockton Public Works Department

1465 S. Lincoln Street Stockton, CA. 95206

Date Issued: May 6, 2026

Date Proposals Due: May 27, 2026, at 2:00 p.m.

LATE SUBMITTALS WILL NOT BE ACCEPTED

City of Stockton Public Works Department RFP | On-Call Fence Repair Services for Facilities and Parks

Project No. OM-25-088

1.0 INTRODUCTION

The City of Stockton (City) is soliciting proposals from qualified contractors to provide on-call fence repair and installation services. Services include all labor, materials, parts, and equipment necessary to provide fence repair and installation services for City buildings and parks. All work shall be completed in accordance with applicable codes and industry standards.

The contract will provide the City with on-call repair of steel, wrought iron and chain link fences and gates, protecting sensitive City-owned equipment and buildings that provide and supports essential municipal services. The City will award a three (3) year Service Contract, with two one-year extensions to the Contractor whose offer represents the best value to the City, with cost and other factors considered.

2.0 BACKGROUND

Many fences at various City-maintained facilities and parks become damaged by vandalism or operational aging, requiring prompt services by an experienced contractor capable of expeditious repair, replacement and/or installation of the sum or components of the fences.

The Contractor shall provide all labor, equipment, and materials to repair fences as requested by the City of Stockton in locations throughout the City, including:

City Owned Buildings and Grounds City Parks City Leased Properties

3.0 SCOPE OF WORK

The work provided herein consists, in general, of the on-call repair, replacement and installations of various types of fencing damaged throughout the City (various locations citywide).

Refer to ATTACHMENT A for Specifications & Exhibits.

Scope of Work Anticipated:

1. The Contractor(s) shall furnish all labor, materials, parts, and equipment necessary to provide fence repairs at various locations within the City limits. Services shall be provided as requested by the City of Stockton Public Works Department.

2. On-Call fence repair, replacement and installation service locations shall be provided to the Contractor on an as needed basis.

3. Contractor shall provide all labor, equipment, materials and disposal necessary to complete the work for the price quoted.

4. Contractor shall submit traffic control plans, if necessary, in accordance with the latest

Manual on Uniform Traffic Control Devices (MUTCD) 2023 to the City Project Manager for review and approval. Contractor is responsible for setting up traffic control measures (signs, cones, and flashing arrow boards).

5. Contractor shall comply with State Water Board requirements and apply Best Management Practices. Contractor shall leave work area free of all dirt, litter, lubricants, or other materials following completion of work to the satisfaction of the Project Manager.

6. The City and the selected Contractor shall have the right to renew the agreement for up to two (2) additional one-year periods. This Contract may be renewed only by mutual agreement between the parties involved. Each party retains the right not to renew the agreement at the time of scheduled expiration.

The City does not guarantee any quantity of work and retains the right to use other contractors for similar work.

7. Color photographs shall be taken with a digital camera at locations (property sites) that are appropriate to show pre-existing conditions and after constructed conditions.

Each photograph shall show the date and time the photograph was taken and clearly be labeled showing the location, viewing direction, and any special features noted.

Digital copies of photographs shall be submitted to the City.

8. On-call fence service repairs shall typically occur during normal business hours. If required, the City allows only one lane closure during the day in each direction. On 2-lane roadways, the Contractor shall provide two flaggers and comply with the latest MUTCD, revision 4 requirements for a 2-lane closure with flaggers. Lane closure hours with alternating closed Fridays:

City Administrative Buildings: 7:00 a.m. to 5:00 p.m.

Recreation, Library & Park Buildings: 7:00 a.m. to 5:00 p.m.

Near/during school: 9:00 a.m. to 1:00 p.m.

Residential Streets: 8:30 a.m. to 4:30 p.m.

All legal holidays and alternate closed Fridays are observed as nonbusiness hours.

Should the Contractor choose to work on a Saturday, Sunday, City Holidays or on a holiday recognized by the labor unions, the Contractor shall reimburse the City of Stockton the actual cost of engineering, inspection, testing, superintendent, and/or other overhead expenses which are directly chargeable to the contract. Should such work be undertaken at the request of the City, reimbursement will not required.

Contractor shall provide services within two (2) weeks after being notified that foundation replacements are needed.

9. The Contractor shall complete work on all areas with the locations provided by the City and within the allowed budget.

10. Contractor shall diligently prosecute work to minimize the potential for public exposure to the work still in progress. Contractor shall start work so it is completed that same day. Contractor shall maintain the safety of the site at all times and be responsible for removal and proper disposal of all waste materials and surplus items prior to leaving the site each day. The Contractor shall erect barricades, warning signs, and any other devices to prevent unauthorized access to work areas by the public. As applicable, the contractor shall provide all necessary traffic control during work in accordance with latest MUTCD, revision 6 and its latest amendments. Contractor shall submit traffic control plans to the Engineer for review and approval prior to start of work. Traffic Control plans designed by the Contractor shall be stamped by a registered Traffic or Civil Engineer. Cost of traffic control services shall be included in the fence services unit cost.

11. The Contractor shall only bill for work completed in place.

12. Notwithstanding any provision to the contrary herein, City shall have no obligation to give more than two notices of unsatisfactory performance in any calendar year. In the event two such notices of unsatisfactory performance are given in any calendar year;

the City may thereupon terminate this contract immediately.

13. Work will be performed in an orderly manner with minimum disturbance and inconvenience to the public. The Contractor shall confine and limit its personnel to only those areas required in performing the work.

14. All materials associated with fence repair or installation, including demolition and removal of existing fencing materials, remaining at the location shall be completely cleaned from the surface as well as the surrounding area, i.e. landscaping, walls, etc.

and be hauled off and disposed of at an approved site. All costs incurred for disposal of any material shall be included in unit cost and not paid for separately. Contractor must provide proof that all fence material is recycled in a proper, environmentally safe manner. Contractor shall submit a Construction / Demolition Recycling Report within 14 days of project completion and include receipts and/or weight tags at no additional cost to the City of Stockton.

15. If required, Contractor shall obtain an Encroachment Permit from the City of Stockton and pay all the necessary, required fees. The Encroachment Permits are renewed and paid yearly for the duration of the contract. Prior to obtaining the encroachment permit, the proposed traffic control plans must be approved by the Project Manager.

Road encroachment permit can be obtained at:

City of Stockton Community Development Department 501 W. Weber Ave., Building 2, First Floor

Stockton, CA 95203 Office: (209) 937-8561

16. If the Contractor disturbs a monument, the Contractor shall:

Contact the City Project Manager.

Hire a surveyor at the City’s expense.

Pay all necessary required fees to replace the monuments in accordance with state law.

Refer to ATTACHMENT B for the Construction and Demolition Recycling Report.

4.0 PROPOSAL SELECTION PROCESS AND CRITERIA

The various significant factors that will be considered in the evaluation of proposals are summarized below. The City's final selection will not be dictated by any single factor, including price. The relative importance of these factors involves judgment on the part of the City's selection committee and will include both objective and subjective analysis. A contractor may be eliminated from consideration for failure to comply with any of the requirements, depending upon the critical nature of such requirements. Proposals will be evaluated using the following criteria:

Scope of Service/Deliverables 30 Points Cost 25 Points Equipment 15 Points License and Experience 25 Points Local Preference 5 Points Total 100 Points

Refer to ATTACHMENT C for the Evaluation Scoring Sheet.

Proposal Submissions: Proposals shall be submitted electronically no later than 2:00 P.M., on May 27, 2026, to Trina Manzer at trina.manzer@stocktonca.gov.

Scope of Service/Deliverables: Responsive proposals will demonstrate an understanding of the fence repair, replacement, and installation process, and deliverables. They will also demonstrate their ability to handle seasonal peak workloads.

Cost: Responsive proposals will include the unit cost shown in this proposal, and the compensation schedule (ATTACHMENT D) shall be sent as a separate electronic document.

Equipment: Responsive proposals will include a list of equipment to be used in this contract.

License and Experience: Responsive proposals will include staff qualifications and relevant experience with fence repair, replacement, and installation jobs in the Northern California region within the last 12 months. Contractor shall submit three references from outside local agencies that have contracted a similar type of work.

All contractors and subcontractors must be registered with the Department of Industrial

Relations (DIR) in accordance with Senate Bill 854. The registration form is located on the DIR's website at http://www.dir.ca.gov/Public-Works/PublicWorks.html. Vendor shall possess a valid California contractor’s license for the following classification(s): Class C13 (Fencing). The selected vendor shall possess a valid City of Stockton Business License.

Insurance Requirements: The proposer must obtain and maintain the required insurance.

Proposer should review ATTACHMENT E, Instructions to Proposers for information regarding insurance, indemnification, Disadvantaged Business Enterprises, prevailing wages, etc. Failure to comply with the Instructions to Proposers may be grounds for rejection.

Local Preference: Local preference in accordance with Stockton Municipal Code Section

3.68.090. Local merchants who have a physical business location within the boundaries of the City of Stockton shall be granted a 5-point bid preference. Local merchants who have a physical address within the boundaries of San Joaquin County shall be granted a 2-point bid preference.

Contractor Identification: Provide the name of the firm, the firm’s principal place of business, the name, phone number and email address of the contact person.

Client References: Provide a minimum of three (3) client references. References should be California cities or other large public entities. Provide the designated person’s name, title, organization, address, phone number, email address and the projects(s) that were completed under that client’s direction (ATTACHMENT F).

Responsiveness of Proposals: All proposals must be in writing and fully responsive to this RFP. Non-responsive proposals or proposals found to be irregular or not in conformance with the requirements and instructions contained herein will not be considered or evaluated. Other conditions which may lead to the selection committee's decision not to evaluate a proposal include obvious lack of experience, expertise or adequate resources to perform the required work, and/or failure to perform or meet financial obligations on previous contracts. The City reserves the right to reject any and all proposals for any reason whatsoever.

Selection Schedule: The Contractor selection process will follow the tentative timeline shown below:

EVENT

Advertise RFP Written Questions Submitted by Responses to Written Questions Proposals Due Interviews Start Negotiations/Final Scope City Council Approval

DATE

May 6, 2026 May 14, 2026, by 5:00 p.m.

May 22, 2026, by 3:00 p.m.

May 27, 2026, by 2:00 p.m.

TBD

July 2026 August 2026

Proposal Questions and Requests for Clarification: Any questions or requests for clarification shall be submitted in writing to joshua.mireles@stocktonca.gov, by May 14, 2026, at 5:00 p.m. It is the proposer’s responsibility to check the website for any addendums or responses to questions. The website address is as follows:

www.stocktonca.gov/PWbid

Waivers: The City may waive informalities or irregularities in proposals received where such is merely a matter of form and not substance, and the correction or waiver of which is not prejudicial to other proposals.

Final Selection: Following selection committee review and screening of all proposals, the selection committee will choose a contractor with the highest-ranking score, with all selection criteria considered. The City requests contractors make themselves available if asked to participate in an interview.

Fee Negotiation: Following the proposal ranking process, the selection committee will commence fee negotiations with the top ranked contractor. The goal of negotiation is to agree on a final contract that delivers to the City the services and products required at a fair and reasonable cost. If the City fails to reach an agreement with the top-ranked contractor, a new negotiation will commence with the next highest-ranked contractor. If the new negotiation fails, the process is repeated until a contract is negotiated successfully. Upon successful negotiation of a contract, staff will make a recommendation of award to the highest ranked qualified Contractor.

5.0 CONCLUSION

The City reserves the right to accept or reject any or all proposals, to alter the selection process, to postpone the selection process for its own convenience at any time, and to waive any defects in any of the proposals. The City also reserves the right to accept or reject any individual sub-contractor that a bidder proposes to use.

This RFP shall in no way be deemed to create a binding contract or agreement of any kind between the City and the bidder. By submitting a response to this RFP, the successful bidder agrees to execute an agreement with the City. The City reserves the right to negotiate any and all terms of the agreement, including the Term, Scope of Service and Compensation.

Each bidder submitting a proposal acknowledges and agrees that the preparation of all materials for submittal to the City and all presentations, related costs and travel expenses are the bidder's sole expense and the City shall not, under any circumstances, be responsible for any cost or expense incurred by the bidder. In addition, each bidder acknowledges and agrees that all documentation and/or materials submitted with the RFP shall remain the property of the City.

Each bidder should be aware that although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the

City might not be in a position to establish that the information which a bidder submits is a trade secret. If a request is made for information marked "confidential", the City will provide the bidder who submitted such information with reasonable notice to allow the bidder to seek protection from disclosure by a court of competent jurisdiction.

Selection of a proposal and the award of any final contract will be based on an evaluation of which company will best assist the City to reach its goal of receiving the highest quality service at the lowest reasonable cost. The City reserves the right to reject any or all proposals, to accept or reject any one or more items of a proposal, or to waive any minor irregularities or informalities in any proposal.

ATTACHMENTS

Attachment A – Specifications & Exhibits Attachment B – Construction & Demolition Recycling Report Attachment C – Evaluation Scoring Sheet Attachment D – Compensation Schedule Attachment E – Instructions to Proposers Attachment F – Client Reference Page