REQUEST FOR BIDS – NON-PROFESSIONAL SERVICES

Request for Bids No. RFB#B27211311002

Project Name: Securement Services Questions due by: N/A N/A

Bid Due By: 9/2/2026 2:00 PM PST Estimated Week of Award

Notification:

Week of 09/07/2026

Estimated Week of Contract Award: Week of 10/01/2026

PRE-BID CONFERENCE MEETING

☒ No

☐ Yes, attendance is optional -OR- ☐ Yes, attendance is MANDATORY NOTE: Bids from bidders who do not attend a MANDATORY pre-bid meeting shall be deemed non-responsive.

Date:

Time:

Location site name:

Address:

Bldg./Floor/Room:

City:

Link for virtual meeting:

PUBLIC BID OPENING

☒ Yes ☐ No Public Bid Openings will be held as soon as practicable after the submission deadline. Prospective bidders are invited to attend the public opening. Details about the public opening are as follows:

Bid Opening Date: Wednesday, September 2, 2026

Bid Opening Time 2:30 p.m.

Location site name: ZOOM

Address: N/A

Bldg./Floor/Room: N/A

City: N/A

Link for virtual meeting: https://cityofsacramento-org.zoom.us/j/93077455918

NOTE:

The City of Sacramento reserves the right to modify the dates and other criteria listed at its sole discretion.

Prospective bidders will be notified of any significant changes by addendum issued via the City of Sacramento’s online bid portal. All information submitted in or in connection with a bid is submitted under penalty of perjury. The City shall have the right to terminate at any time any Contract awarded pursuant to a bid that contains false information. The return of a signed bid shall constitute a promise to supply in accordance with terms and conditions shown herein. All bid submissions become public record.

Table of Contents

1 Scope of Services Page 4 2 Current Conditions Page 14 3 Bid Submission Page 15 4 Applicable Ordinances and Programs Page 18 5 Bid Evaluation Process Page 21 6 Administrative Requirements Page 23 7 Attachments and Exhibits Page 28

Attachments

Attachment 1 – Bid Signature Page

Attachment 2 – Payment Discount

Attachment 3 – Pricing Schedule

Attachment 4 – Equal Benefits Ordinance Declaration of Compliance

Attachment 5 – Local Business Enterprise Participation Requirement Form

1. SCOPE OF SERVICES

1.1 Introduction

The City of Sacramento, Department of Community Development is soliciting bids to: emergency repairs and securement for private abandoned properties on an as-needed basis, requested by the Community Development Department, Code Enforcement Division. Contractors will be on-call and used individually, in rotation and on an as needed availability as conditions arise that exceed the on-call contractor’s resources.

1.2 Scope of Services

SECUREMENT SERVICES SCOPE OF WORK

SERVICES:

Providing the emergency repairs and securement for private abandoned properties on an as-needed basis, requested by the Community Development Department, Code Enforcement Division. Contractors will be on-call and used individually, in rotation and on an as needed availability as conditions arise that exceed the on-call contractor’s resources. Services will include:

1. All bids shall be based upon the scope of work as described in the Scope of Work (SOW).

2. All board-up cost shall include materials and labor, as described in attached “Board-Up Specifications.”

It will be the Contractor's responsibility, without further direction from the City, to meet all contract requirements in this agreement. Specific site requirements, time periods and schedules will be specified for each job required by the City.

1. GENERAL WORK REQUIREMENTS

1.01 The work to be performed comprises general board-up repair to dangerous buildings.

Requirements vary by location depending upon the conditions present.

1.02 The work to be performed shall be by a General Contractor, licensed by the State of California with a B-1 license, insured and bonded to do business in the City of Sacramento.

Contractor shall have at least two (2) years actual experience in providing B-1 contracting services for residential, commercial and/or governmental entities.

1.03 It is the Contractor's responsibility, without further direction from the Inspector (except as specified herein), to assure all work is being done per specifications.

1.04 The Contractor will be required to have a twenty-four (24) hour emergency phone number where he/she can be reached with no more than a ten (10) minute delay in call back time. Once notified, contractor shall respond to an emergency within sixty (60) minutes.

1.05 Contractor shall have fully trained and competent employees who can use power equipment safely.

1.06 Contractor shall be aware of and shall comply with all City, State, and Federal regulations governing repair work as applicable to individual locations being repaired.

1.07 The Contractor shall be responsible for maintaining local property access and access to existing public cross-streets within the limits of this contract.

2. DESCRIPTION OF WORK

Including but not limited to:

2.01 Board-up: Plywood cover-up of all openings such as doors, windows, fire openings to secure the property. (All board-up shall be installed as per attached specifications listed in section C).

a. The contractor shall be responsible for fully stocking their vehicles (hasps, padlocks, door locks, 2x4, anchor bolts) and having all plywood materials painted and ready for installation.

2.02 Roof coverings: Plastic and tarp cover-up of roof and the ceiling openings to prevent inclement weather damage.

2.03 Electrical restoration: Identify hazardous circuits and restore power when and as required.

2.04 Plumbing restoration: Including the capping of broken water lines, sprinkler systems, sewage and gas lines, clearing sewer lines

2.05 Debris Removal: The cleanup of debris as required, and the removal of debris from adjacent properties, streets and sidewalks.

3. SITES TO BE MAINTAINED

3.01 The Contractor will be initially accepting each project in their present physical condition.

In addition, no further demands may be made by the Contractor for additional service fees due to the lack of understanding concerning the specifications and scope of work described herein.

3.02 The Contractor shall take adequate measures to ensure that their operations do not harm any existing underground facilities. The toll-free number for Underground Service Alert (U.S.A.) is

(800) 227-2600. The Contractor is required to call this number two working days in advance of performing excavation work.

4. UNSCHEDULED/EXTRA WORK

4.01 The Inspector may authorize the Contractor to perform additional work, including but not limited to repairs and replacements when the need for such work arises. Should such repairs or replacements be necessary because of Contractor's negligence, Contractor will be responsible for completing such repairs or replacing damaged property at no additional cost to the City.

4.02 Contractor may not change the scope of work to do unscheduled/extra work unless authorized by the Inspector.

4.03 Prior to performing any additional work, the Contractor shall give a verbal or written estimate of labor and materials to the Inspector. No work shall commence without a verbal or written estimate. Within 48 hours of verbal or written authorization from Inspector, Contractor shall submit a written estimate. Should lane closure be required for unscheduled work, cost of permit and equipment shall be detailed in the estimate. No percentage mark-up shall be added to equipment rental fees.

Notwithstanding the above authorization, when a condition exists wherein there is an immediate hazard or imminent danger of injury to the public or damage to property, the Inspector may verbally authorize the work to be performed upon receiving a verbal estimate from the Contractor.

All additional work shall commence on the specified date established and Contractor shall proceed diligently to complete said work within the time allotted.

5. FAILURE TO PERFORM

Failure to perform in accordance with the SOW, or within the timeframes detailed will result in a “Cure Notice.” The City representative will provide the Contractor with a written “Cure Notice” notifying the Contractor that he has 24-hours to “cure” or rectify the situation. The City has the right to bring in another Contractor to complete work in accordance with the SoW, and charges associated with the reprocurement will be assigned to the Contractor. Receipt of two (2) “Cure Notices” within any 90-day period may result in the contract being terminated and any contract reprocurement costs may be charged to the contractor.

6. DAMAGE CAUSED BY THE CONTRACTOR

Any damage to either public or private property which was caused by the Contractor shall be repaired or replaced at the Contractor’s expense and to the City’s satisfaction. Damages may be the result of but not limited to: Power equipment damage to trees, shrubs, turf, and sprinklers.

Minor damage to trees such as bark loss from impact of mowing equipment shall be checked by the City Inspector. If in the Inspector’s judgment the damage is such that it will stunt or weaken growth, the tree shall be removed and replaced at the Contractor’s expense to comply with the specific instructions of the inspector.

Minor damage to shrubs may be corrected by appropriate pruning. Major damage shall be corrected by removal of the damaged shrub and replacement to comply with the specific instructions of the inspector.

7. EMERGENCY AND COMPLAINTS RESPONSE

7.01 Whenever, in the City's opinion, immediate action is required to prevent impending injury, death or damage to private or City property being maintained under this contract, the City will, at its discretion attempt to contact the Contractor to affect the necessary repairs or board-up. Should the Contractor be unreachable, as specified in Item 1.04 of this agreement, the City may cause such action to be taken by the City work force and/or other contractors, and shall charge the cost thereof to the Contractor, or may deduct such cost from an amount due Contractor. If the Contractor is unable to respond to the emergency after being contacted within the time frame specified in Item 1.04, the City reserves the right to affect such repairs itself or with another contractor. Should it also be determined that the necessary repairs were due to the Contractor's lack of performance under the terms and conditions of this contract or through Contractor's negligence, the Contractor may be liable for all charges to affect such repairs.

7.02 All work shall be completed as soon as possible after notification; but in all cases within the required timetable as specified by the Inspector. If any work is not completed within the required timetable, the Inspector shall be notified immediately of the reason for not completing the work, followed by a written report within five (5) days. If the work is not completed within the time specified and to the satisfaction of the Inspector, the total cost for eliminating the problem or completing necessary repairs will be deducted from the payments owing to the Contractor from the City.

8. SAFETY

8.01 Contractor agrees to accept the sole responsibility for complying at all times with local, County, State or other legal requirements including but not limited to full compliance with the terms of the applicable O.S.H.A. and CAL O.S.H.A. Safety Orders, Chapter 12.20 of the Sacramento City Code CLOSURE OF PRIMARY STREETS FOR CONSTRUCTION and State traffic regulations for lane closures, so as to protect all persons, including employees from foreseeable injury, or damage to property.

8.02 It shall be the Contractor's responsibility to inspect and identify any conditions that render any portion of the construction area unsafe, as well as any unsafe practices occurring thereon.

Contractor shall cooperate fully with City in the investigation of any accidental injury or death occurring in the maintenance area, including a complete written report thereof to the Inspector within five (5) days following the occurrence.

8.03 Contractor shall check concrete areas, sidewalks, curbs, brick and retaining walls, etc. for cracks, crevices, graffiti and deterioration and shall report any deterioration or graffiti to Inspector immediately.

8.04 It shall be the Contractor's responsibility to supply all safety equipment and to educate their employees in the rules of safety. Safety vests are to be worn at all times while working on City property.

9. CONTRACTOR'S STAFF

9.01 The Contractor shall provide sufficient personnel to perform all work in accordance with the specifications set forth herein. All the Contractor's personnel shall be supervised by a qualified supervisor in the employ of the Contractor.

9.02 Supervision - Contractor shall provide a competent supervisor during all times that work is being performed with the authority to represent and act for the Contractor in any matter pertaining to this contract. Contractor shall furnish the names of all such supervisors to the Inspector prior to the commencement of a contract and further advise of any changes.

Contractor's supervisor will be able to communicate verbally, in writing and in English, with the Inspector or City.

9.03 Dismissal of Unsatisfactory Employees - Contractor shall only furnish workers who are competent and skilled for work under this contract. If, in the opinion of the Inspector, an employee of the Contractor is incompetent or disorderly, refuses to perform in accordance with the contract specifications, threatens or uses abusive language, or is otherwise unsatisfactory, that employee shall be removed from all work under this contract. Contractor shall meet with the Inspector to consider the appropriate course of action with respect to such matters and Contractor shall take reasonable measures under the circumstances to assure the Inspector that the conduct and action of Contractor's employees will not be detrimental to the interest of the City of Sacramento and/or premises.

9.04 The Contractor shall require each of its employees to wear the proper shoes and other gear required by State Safety Regulations. If the Contractor’s employees wear uniforms with buttons, the uniforms must be buttoned at all times. No advertisements or logos other than the Contractor's shall be on employee’s uniforms. Contractor’s employees shall be clean in appearance at the start of each workday.

9.05 Contractor vehicles shall be in good condition and shall always have the company name and phone number clearly visible to the public.

10. SIGNS/IMPROVEMENTS

10.01 Contractor shall not post signs or advertising material upon the site premises unless prior approval is obtained from the Inspector.

10.02 Contractor will remove all advertisements and election signs from the work site, including from utility poles and trees, each time site is serviced.

11. INTERFERENCE WITH PUBLIC USE

Contractor shall not interfere with the public use of the premises and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are performed.

12. HOURS AND DAYS OF SERVICE

Contractor shall be on-call to perform the required maintenance services 24 hours a day, seven days a week.

13. PAYMENT AND INVOICING

Parcels shall be inspected by the Community Development Department and shall only be certified for payment if the inspection establishes that the work is satisfactorily completed according to these specifications.

Invoices, including all back-up documentation, will be mailed to: Attn:

apinvoices@cityofsacramento.org

Each invoice shall include the following information:

i. Parcel Number or address of the property secured;

ii. Date the securement was performed;

iii. Type of work performed, and any additional fees for non-business hours;

iv. Written Estimate of Services, reference Paragraph 5, signed off by the City representative.

Failure to provide back-up documentation along with the invoice for the designated point-of-contact reference Paragraph 13(a), will result in late payment to the Contractor or if not provided in a reasonable amount of time, a non-payment as determined by the City.

BOARD-UP SPECIFICATION

A ¾ “exterior plywood outer door shall be fitted to the front entry door casing with a maximum 1/8” clearance on all sides. The plywood door shall be double hinged and installed with double hasp locks. Hinges and hasp locks are to be heavy duty type fastened with 5/16” diameter lag bolt(s) or 5/16” diameter carriage bolt(s).

Lag bolts are to be pre-drilled and have 2” minimum lag into solid framing members. Carriage bolts are to have solid backing to prevent withdraw, are to be fastened with cut washer and nylon lock hex nut. A minimum of two fasteners is to be installed on the jamb side of each hinge, and a minimum of two fasteners are to be installed on the plywood door side of each hinge. A minimum of one fastener is to be installed on the jamb side of each hasp lock, and a minimum of one fastener is to be installed on the plywood door side of each hasp lock.

The installation shall be such that all exposed bolt or screw heads cannot be removed (i.e. f latten screw shank, peen threads or double nuts). All hardware is to be galvanized, zinc coated or weather resistant exterior grade. The installation should be non-interfering with the property’s front entry (which shall remain) and should open and close freely without obstruction.

MINIMUM SPECIFICATION TO SECURE PROPERTY

1 All windows and doors, except the front door, through which access to the interior of the dwelling is made, shall be secured. All window boards will be fit to screen inset molding stop.

a.) Unbroken windows shall not be broken. If boards need to be secured using screws, they shall be of the security type. Securement shall be made with the least amount of damage to windows and/or frames.

2 Plywood shall be painted a neutral color.

RFB# B27211311002 SECUREMENT SERVICES

Form Revision Date 1/16/2025 13

3 Minimum ½ inch plywood (3/4 inch for doors) or approved material shall be cut to fit openings and be applied in a neat and workman-like fashion (Section 15.52.030, Sacramento City Code) and shall be painted in a color like the main structure. (Section 8.04.100 (E) and (K), Sacramento City Code).

4 The land surrounding the building shall be kept free from junk, trash, debris, and high grass or weeds as may be necessary to always avoid fire hazard during which the building is vacant (Section 8.04.100 (A) and (I), Sacramento City Code).

5 Property maintenance of all the above requirements must be maintained until the building is occupied and removed from the property.

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2. CURRENT CONDITIONS

2.1 About the City of Sacramento

Founded in 1849, the City of Sacramento is the oldest incorporated city in California and is the capital city of California. It has a population of over 500,000. Sacramento is a progressive City with great pride in its ethnic and cultural diversity, concern for environmental and social issues, and emphasis on quality in the provision of governmental services. Sacramento is a Charter City, which operates under a City Council Manager form of government. It has an annual budget of $1.6 billion and approximately 5,000 full-time equivalent positions.

2.2 Current Project Conditions

Requested by the Community Development Department (CDD), Code Enforcement Division, the Contractor(s) provide emergency repairs and securement for private abandoned properties on an as-needed basis. Contractors will be on-call and used individually, in rotation and on an as needed availability as conditions arise that exceed the on-call contractor’s resources. CDD currently has one contract with Gray Construction, with a not-to-exceed amount of $1,000,000 that expires on September 30, 2026.

Form Revision Date 1/16/2025 15

3. BID SUBMISSION

3.1 Submission Information

All bids shall be clearly and distinctly written without erasure or modification, and properly signed by an authorized party, who shall indicate the capacity in which the signature is executed. All bids must show the full name of the firm bidding and all responses must be written in ink, printed on a typewriter, or computer generated. Bids received after the deadline, or bids submitted in a manner contrary to that prescribed in the bid, shall be deemed non-responsive.

Responses made in pencil will not be considered. Bids must be submitted on the forms included herein as follows:

☒ Submit bids electronically through PlanetBids: https://pbsystem.planetbids.com/portal/15300/portal-home Notification of the bid results will be sent to all bidders through PlanetBids -or- ☐ Submit hard copy bids to:

Hard copy bids must be submitted in a sealed envelope or package. Bid submission envelopes/packages shall exhibit the City’s bid name and number, and include the vendor’s name and address printed on the outside of the envelope/package. The City is not responsible for misaddressed bid submittals.

3.2 Public Opening

☒ Bidders are invited to be present at the opening of bids. The public opening will be held at:

Virtual bid opening on ZOOM https://cityofsacramento-org.zoom.us/j/93077455918 ), at or after 2:00 P.M.

on 9/2/2026 After opening, bids may be inspected in the City Clerk’s office.

☐ A public opening will not be held. Notification of bid results will be sent to all bidders.

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3.3 Standard Forms to be Submitted with Bid

The following items are required to be submitted with bid package in order to be considered for contract award:

☒ Attachment 1 - Bid Signature Page ☒ Attachment 2 – Payment Discount ☒ Attachment 3 – Pricing Schedule ☒ Attachment 4 – Equal Benefits Ordinance Declaration of Compliance ☐ Attachment – Local Business Enterprise 5% Preference Form ☒ Attachment 5 – Local Business Enterprise Participation Program Form ☒ Bid Security ☒ Performance Bond

3.4 Bid Security

Bid security is: ☐ Required ☒ Not Required If required, bid security approved by the City must accompany the bid, in the amount of N/A % of the total amount of the bid. Bid security can be in the form of a cashier’s check, certified check, or a bid bond from a surety company authorized to do business in the State of California. Bid securities will be returned to all except the three lowest bidders within ten days after the opening of all bids. The bid security of the two unsuccessful contractors will be returned after the successful contractor has executed the contract. Bid security of the successful contractor will be returned when the contract is signed and all other contract award requirements have been met.

3.5 Performance Bond

A performance bond is: ☐ Required ☒ Not Required

If required, a performance bond approved by the City must be submitted by the successful bidder within ten days of the notification of the intent to award, in the amount of N/A % of the total amount of the bid. The performance bond can be in the form of a cashier’s check, certified check, or a bid bond from a surety company authorized to do business in the State of California. Such bond shall be approved as to form by the City Attorney.

3.6 Certificate of Insurance

Successful bidders are REQUIRED to submit the necessary certificate(s) of insurance and endorsements as called for in the contract’s General Provisions prior to award of the contract.

3.7 Business Operations Tax Certificate

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Chapter 3.08 of the Sacramento City Code requires that anyone conducting business in the City of Sacramento obtain a Business Operations Tax Certificate and pay the applicable tax if necessary. Successful bidders will be REQUIRED to show compliance with this requirement prior to award of the contract.

To obtain information about the Business Operation Tax Certificate, contact the City of Sacramento Revenue Division at (916) 808-8500 or visit:

https://www.cityofsacramento.gov/finance/revenue/business-operations-tax

Form Revision Date 1/16/2025 18

4. APPLICABLE ORDINANCES AND PROGRAMS

4.1 Local Business Enterprise (LBE) Five Percent (5%) Bid Evaluation Preference

☐ The LBE 5% Preference is applicable to this Request for Bids.

-or- ☒ The LBE 5% Preference is not applicable to this Request for Bids.

☐ The LBE 5% Preference is not applicable to this Request for Bids as the project is Federally-funded.

For contracts under $250,000, firms that qualify as a local business enterprise (LBE) will receive a 5% preference on all City procurement opportunities. The prime bidder must qualify under the LBE to receive preference points; subcontractors will not be considered. For professional service contracts only, this preference also applies to procurement opportunities of $250,000 or more.

Detailed information about this program can be found in the City’s LBE Policy, located at:

https://www.cityofsacramento.gov/finance/procurement/contract-ordinances

4.2 Local Business Enterprise (LBE) Participation Program

☒ The LBE Participation Requirement is applicable to this Request for Bids.

-or- ☒ The LBE Participation Requirement is not applicable or has been waived for this Request for Bids.

-or-

☐ The LBE Participation Requirement is not applicable for this Request for Bids as the project is Federally-funded.

The LBE Participation Program is applicable to non-professional, professional, and public project/construction contracts $250,000 or more unless waived by the City Manager or the City Manager's designee. This program provides enhanced opportunities for the participation of qualifying business in the City's contracting and procurement activities. A minimum of 5% LBE participation is required. To receive credit for the 5% minimum participation requirement, bidders must either (a) be an LBE, or (b) subcontract with a qualified LBE. Bidders wishing to qualify for this requirement using subcontractors must submit the Subcontractor and Local Business Enterprise Participation Verification Form with their bid.

Detailed information about this program and the Subcontractor and Local Business Enterprise Participation Verification Form can be found at: https://www.cityofsacramento.gov/finance/procurement/contract-ordinances

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4.3 SB 1383

☐ Goods/services being requested on this solicitation qualify as Recovered Organic Materials and will be subject to reporting requirements outlined in SB 1383.

☒ SB 1383 requirements are NOT APPLICABLE to this solicitation.

Beginning January 1, 2022, SB 1383 requires cities and counties to procure annually a quantity of recovered organic waste products to meet their annual procurement target. These procurement requirements will strengthen California’s green, self-sustaining economy. CalRecycle assigns an annual procurement target to each jurisdiction based on its population. Jurisdictions can fulfil their target by procuring any combination of the following recovered organic waste products:

• Compost

• Mulch

• Renewable Energy (Transportation Fuel, Heat, Electricity) from Anerobic Digestion and Electricity from

Biomass Conversion.

Full regulatory requirements can be found at:

https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?guid=IBB2CD6505B4D1 1EC976B000D3A7C4BC3&originationContext=documenttoc&transitionType=Default&contextData=(sc.Default)

4.4 Sustainable Purchasing Preference

☐ Preference will be given to vendors submitting bids for materials that qualify as “sustainable under the City’s Sustainable Purchasing Policy. Only applicable to materials totaling $50,000 or less and bid as a separate line item or items.

-or- ☒ Preference will not be given to vendors submitting bids for materials that qualify as “sustainable under the City’s Sustainable Purchasing Policy.

The City of Sacramento’s Sustainable Purchasing Policy can be found at:

https://www.cityofsacramento.gov/content/dam/portal/finance/Procurement/sustainability/Sustainable_Purcha sing_Policy_SPP.pdf

4.5 Prevailing Wage

☐ The contracts resulting from this solicitation will be subject to Prevailing Wage Rates -or- ☒ The contracts resulting from this solicitation will not be subject to Prevailing Wage Rates

Contracts for “Public Works” as defined in California Labor Code section 1720 including construction work in an amount exceeding $25,000, or, alteration, demolition, repair, or maintenance work in an amount exceeding $15,000, and contracts for janitorial services per City of Sacramento Code section 3.56.070 C., are subject to Prevailing wage.

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4.6 Additional Ordinances

Information on additional ordinances may be found at:

https://www.cityofsacramento.gov/finance/procurement/contract-ordinances

The Local Ordinance & Bid Preference Requirements Table outlines which ordinances apply to procurement contracts by type and dollar amount:

https://www.cityofsacramento.gov/content/dam/portal/finance/Procurement/contract-ordinances/Local- Ordinances-and-Bid-Preference-Requirements-Table.pdf

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5. BID EVALUATION PROCESS

5.1 Bid Evaluation

a. In determining the amount bid by each bidder, the City shall disregard mathematical errors in addition, subtraction, multiplication, and division that appear obvious on the face of the bid. When such a mathematical error appears on the face of the bid, the City shall have the right to correct such error and to compute the total amount bid by the bidder based on the corrected figure or figures.

b. When an item price is required, and it is inconsistent with the extended price listed for the total quantity requested (item price times estimated quantity needed), the item price shall prevail over the extended price for the item unless, in the sole discretion of the City, such a procedure would be inconsistent with the intent of the bid process. The total paid for each such item of work shall be based upon the item price and not the total extended price.

c. Should the bid contain only a total extended price for the item and the item price is omitted, the City shall determine the item price by dividing the total extended price by the estimated quantity needed, as listed in this RFB.

d. If the bid contains neither the item price nor the price for the item, then it shall be deemed incomplete and the bid shall be disregarded.

e. If prospective bidders are bidding an item “or equal,” the bidders shall list the manufacturer’s name and product number of the item offered in the space provided. If such information is not provided, it will be assumed that the bidder is offering the exact item specified. The City’s decision as to whether an item is an equal to the item specified shall be final.

5.2 Determination of Lowest Responsible Bidder

Sacramento City Code 3.56.020 provides that the lowest responsible bidder shall be determined as follows:

f. In determining whether a bidder is responsible, consideration shall be given to: (i) the quality and performance of the supplies to be provided by the bidder; (ii) the ability, capacity and skill of the bidder to perform the contract or effectuate the transaction; (iii) the ability of the bidder to perform the contract or effectuate the transaction within the time specified, without delay; (iv) the character, integrity, reputation, judgment, experience and efficiency of the bidder; (v) the quality of the bidder's performance on previous purchases by, or contracts with, the City; (vi) the ability of the bidder to provide future maintenance, repair parts and services for the supplies provided.

g. Based on the information provided in the bids, the City Council or the City Manager, as the case may be, shall identify those bids that are subject at the time of bid opening to the City's local sales or use tax under the provisions of Part 1.5 of Division 2 of the California Revenue and Taxation Code and Chapter

3.24 of the City Code. The lowest responsive, responsible bidder shall be determined after the amount of local sales or use tax that would be received by the City is deducted from such bids. This deduction shall be in addition to the application of any bid price preferences authorized by subsection iii., below.

h. The City Council may by resolution, from time to time, adopt programs or procedures for providing bid price preferences, including but not limited to, preferences to promote the participation and utilization

Form Revision Date 1/16/2025 22 of local business enterprises, energy conservation and sustainability in the City's contracting for supplies and nonprofessional services. The lowest responsible bidder shall be the responsible bidder whose bid price is the lowest after all bid prices are calculated to include any such preferences. The calculation of such preferences shall be in addition to any deduction of sales or use tax required by subsection ii., above.

5.3 Local Business Sales or Use Tax

The lowest responsible bidder shall be determined after the amount of local sales or use tax that would be received by the City is deducted. The current rate at which such local sales or use tax is received by the City is one percent (1%). Therefore, in evaluating bids to determine the lowest responsible bidder, bids that are subject to this tax at the time of opening shall have an amount equal to one percent (1%) of the taxable total deducted from the bids. This deduction shall be in addition to the application of any price preferences or other deductions authorized by the City Code. Such deductions shall be made for bid evaluation purposes only. Contract awards shall reflect the actual prices submitted.

If this RFB is for Goods and Services, respondents must identify all taxable materials on a separate line item(s) from services to receive this price preference.

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6. ADMINISTRATIVE REQUIREMENTS

6.1 Bid Forms

Official Electronic copies of this bid document can be obtained only from the City of Sacramento’s official online bid portal: https://pbsystem.planetbids.com/portal/15300/portal-home Any additional information (Addenda, Q&A, etc.) pertaining to this bid will also be found at the above link.

Bid information obtained from third party sources will not be considered official and will not fulfill a bidder’s responsibility for all official bid information as posted on our official site at the link above. Documents obtained from such sources may be incomplete, resulting in responses that are rejected as incomplete and/or non-responsive.

6.2 Questions

All questions must be submitted electronically via the City’s online bid portal prior to the Q&A Deadline:

https://pbsystem.planetbids.com/portal/15300/portal-home

Written responses to questions will be provided by the City as either an addendum or an email to all prospective bidders via the City’s online bid portal.

If a question arises after the Q&A Deadline – it may be emailed to mduncan@cityofsacramento.org . If the department soliciting the bid determines a response is needed, it shall issue an addendum to the solicitation to re-open the Q&A period to allow the question to be asked and answered via the online bid portal and to allow other prospective bidders to submit additional questions for a limited period of time.

6.3 Alternate Bids

Alternate bids are invalid unless invited and covered by the specifications. Please note, all submissions are subject to rejection when unsolicited alternate bids are submitted.

6.4 Interest in More Than One Bid

No bidder shall knowingly be interested in more than one bid as the principal bidder, as prohibited by City Code Section 3.56.130.

6.5 City’s Rights

City reserves the right to take any of the following actions in its absolute discretion:

a. to award in whole or in part.

b. to reject any and all bids.

c. to increase or decrease the quantities as listed.

d. to issue subsequent Requests for Bids (RFB).

e. to approve or disapprove the use of particular subcontractors and/or suppliers.

f. to waive any informalities or minor irregularities, as determined in its sole discretion, in connection with the bids received.

g. to make multiple awards to provide alternate sources to ensure continuity of services.

h. to accept a bidder’s signed offer and issue a purchase order directly to the bidder based on the RFB.

6.6 City Code

All applicable provisions of the City Code, including but not limited to the provisions of Chapter 3.56, are applicable to all bids submitted and contracts awarded.

Form Revision Date 1/16/2025 24

6.7 Equipment

If equipment is bid, it shall be the newest and latest model in current production. Used, re-manufactured, shopworn, demonstrator, prototype of discontinued models are not acceptable unless otherwise stipulated by the City.

6.8 Brand Name or Equivalent

Items may be bid that are equivalent to the item stated in the bid document unless this request for bids states that no alternatives will be accepted. Offers for equivalent items shall state the brand and model number. The bidder may attach appropriate documentation to support their claim of equivalency. The burden of proof and the cost of analysis shall be the responsibility of the bidder. The City is the sole judge as to whether an offered item is equivalent to the requested item and the City’s decision shall be final. When equipment must be provided by an original equipment manufacturer to comply with warranty restrictions, the City will not accept equivalent items offered.

6.9 Samples

Samples of items, when requested, shall be furnished to the City free of charge of any kind, including freight or handling charges. Samples of items may be retained for future comparison. Samples may be damaged or destroyed by testing. Samples shall be returned to the bidders only upon request, and at the bidder’s cost.

6.10 Payment Terms

Payment terms will be considered as Net 30 unless a cash discount for earlier payment is offered by the bidder.

When prompt payment discounts are offered, the calculated discount will be subtracted from the final bid amount and the discounted amount will be used to determine lowest bid. Discounts offered for payment in less than twenty

(20) days will not be considered as a basis for award. Payment for services shall be in arrears.

6.12 Mandatory Pre-Bid Conference

If a mandatory pre-bid conference is indicated on the cover of this request for bid, all bidders are required to attend the conference. Failure to attend this conference will result in rejection of your bid. If a mandatory Pre-Bid Conference is indicated, bid packages will be made available only through the time and date of the conference.

Subsequent addenda, if applicable, will be furnished only to those bidders who attended the Mandatory Pre-Bid Conference.

6.13 Pre-Award Conference

The apparent lowest responsible bidder may be required to attend a pre-award conference at a mutually acceptable time at which requirements of the contract will be reviewed. At that time, samples of forms, reports etc., will be submitted by the contractor for final approval.

6.14 Award by Item or Group

The City reserves the right to increase or decrease quantities listed, make separate awards for any item, line-item or category/group of items to the lowest responsible bidders for such items or category/groups of items.

6.15 Multiple Awards

The City reserves the right to make multiple awards in order to provide for multiple sources, to ensure continuity of supply if meeting the City's requirements within an acceptable time period may exceed the capacity or capability of the primary contractor.

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6.16 Contract Award

Within ninety (90) days after bid opening, a contract will be awarded by the City to the lowest responsible bidder(s), subject to the right of the City to reject all bids or waive informalities or minor irregularities, as it may deem proper.

The time for awarding a contract may be extended in the sole discretion of the City, if required to evaluate bids or for such other purposes as the City may determine, unless the Bidder objects to such extension in writing with its Bid. The City may accept a Bid offer by issuance of a Notice of Award Letter, Contract and/or a purchase order notifying Bidder of award at any time on or before the 90th day following the day of Bid opening.

6.17 Non-Professional Services Agreement

a. The bidder(s) recommended for award will be required to sign a Non-Professional Services Agreement.

A copy of the agreement can be found at the following web address:

https://www.cityofsacramento.gov/finance/procurement/standard-agreements

b. Bidders are responsible for reading and understanding all of the requirements of the agreement prior to submitting their bid. Questions about any portion of the agreement shall be submitted in the manner specified in this bid.

c. In addition, the resulting contract may be subject to three City Ordinances referenced in the agreement.

These ordinances shall be reviewed at the following web address:

https://www.cityofsacramento.gov/finance/procurement/contract-ordinances

i. Living Wage Requirements for Non-Professional Service Agreements

ii. Requirements of the Non-Discrimination in Employee Benefits Code (EBO).

iii. Ban-the-Box Requirements.

6.18 Emergency/Declared Disaster Requirements

In the event of an emergency or if a City facility is declared a disaster area by the county, state or federal government, the contract resulting from this IFB may be subjected to unusual usage. The selected bidder shall provide service to the City during such an emergency or declared disaster under the same terms and conditions that apply during non-emergency/disaster conditions. If the consultant/vendor/supplier is unable to supply the goods/services under the terms of the contract because of a disruption in its chain of supply or service, then the consultant/vendor/supplier shall provide proof of such disruption which may include, but not be limited to a copy of a letter from the source of supply or service stating reason for the disruption. Additional profit margin as a result of supplying goods/services during an emergency or a declared disaster shall not be permitted.

6.19 Bid Protest

Any bid protests are subject to the City’s adopted protest procedure. A copy of the City’s protest procedure is available at: https://www.cityofsacramento.gov/finance/procurement/bid-opportunities

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6.20 Business Operations Tax Certificate

Sacramento City Code requires that any person or firm conducting business within or with the City of Sacramento obtain a Business Operations Tax Certificate and pay the applicable tax if necessary. Successful Respondent(s) must meet this requirement prior to Award of the Contract.

To obtain information about the Business Operations Tax Certificate, contact the City of Sacramento, Revenue Division, (916) 808-8500.

6.21 Licenses and Permits

By providing a submission in response to this solicitation, the respondent represents and warrants that it has all licenses, permits, qualifications, and approvals required for the Respondent to furnish the Goods and/or Services required by the City. If the respondent is an out-of-state entity, the respondent represents and warranties that it possesses a valid certificate to transact business in the State of California issued by the California Secretary of State.

6.22 Submission Authority

By providing a submission in response to this Solicitation, the bidder certifies that the only persons or parties interested in its submission as principals are those named herein; that its bid is made without collusion with any other individual, firm, or corporation; that it has examined all of the Contract Documents and proposes and agrees that if its Submission is accepted, the Respondent will execute the Contract Documents without amendment and fully perform the Contract; that the Respondent shall furnish all Goods and/or perform all Services specified in the Contract Documents, in the manner and time prescribed, and according to the requirements set forth therein; and that the Respondent shall accept the prices set forth in the Respondent's attached Pricing Schedule.

6.23 Submissions Property of City/Proprietary Bid Material

All documents submitted shall become the property of the City and subject to the State of California Public Records Act. Bidders must identify all copyrighted material, trade secrets or other proprietary information that the bidders claim are exempt from the California Public Records Act.

Bidder hereby warrants and represents that in submitting its Submission, it has not included or disclosed any intellectual property rights of any third party without authorization or license from the respective third party intellectual property rights owner(s). Bidder hereby further warrants and represents that in performing the contract, if awarded, Bidder would not directly or contributorily infringe upon any intellectual property rights of any third party, including without limitation trademarks, copyrights, patents, trade dress, trade secrets, know-how and proprietary information.

If any information or elements of the bid is set apart and clearly marked as “Trade Secret” or “Proprietary” when it is provided to the City, the City will give notice to the Bidder of the request for disclosure to allow the Bidder to seek judicial protection from disclosure.

Failure by the Bidder to take timely steps to seek judicial protection from disclosure shall constitute a complete waiver by the Bidder of any rights regarding the information designated as “Trade Secret” or “Proprietary” and such information may be disclosed by the City pursuant to applicable procedures under the California Public Records Act.

Under no circumstances will City have any obligations to seek judicial protection from disclosure for any bids or other materials submitted in response to this RFB.

The City has no liability for any disclosure, unless such disclosure is made in violation of a court order obtained by a Bidder or pertains to materials marked as “Trade Secret” or “Proprietary” for which the City failed to give the above notice.

Bidders are responsible for reading and understanding all of the requirements of the agreement prior to submitting their bid. Questions about any portion of the agreement shall be submitted in the manner specified in this bid.

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6.24 Bid Acceptance

The City cannot accept a bid failing to comply with any of the above requirements.

6.25 Purchase Order

One or more Purchase Orders may be issued to the Contractor on behalf of the City department or division ordering items/services covered in the contract. The Purchase Order will be enclosed with the resulting contract or will be issued shortly thereafter, and will become of the contract. Each Purchase Order will cite a specific dollar value to cover a particular item or specified period of time. If a contract is for a specific period of time and extends beyond the close of the City’s fiscal year of June 30th a second purchase order may be issued.

The purchase order does not supersede any provision of the contract. Performance time and dates are determined solely by the contract.

Delivery of material and/or services are not to begin until receipt of the purchase order.

6.26 Cooperative Purchasing

The use of any resulting contract may be extended to other government agencies and to other departments or divisions within the City of Sacramento. It shall be understood that all terms and conditions as specified herein shall apply. The City of Sacramento will not be an agent, partner or representative of any other government agency purchasing through its Contract and is not obligated or liable for such purchases, including, but not limited to, payment for any order placed by any other government agency.

6.27 Taxpayer Identification Certification

Contractor shall file a current version of the Department of the Treasury Internal Revenue Service Form W-9 with the City.

6.28 California Income Tax Withholding Status

Contractor shall certify its California income tax withholding status by filing a current version California Form 590 “Withholding Exemption Certificate” or California Form 587 “Nonresident Withholding Allocation Worksheet” with the City.

ATTACHMENT 1 BID SIGNATURE PAGE

BID NO. B27211311002

FOR SERVICES/SUPPLIES: Securement Services

To the City of Sacramento:

The undersigned bidder (hereafter referred to as the “bidder” or the “Contractor”) submits the attached bid, and certifies as follows:

that the only persons or parties interested in this bid as principals are those named herein as bidder; that this bid is made without collusion with any other person, firm, or corporation; that in submitting this bid the bidder has examined all of the Contract Documents identified below; that the bidder proposes and agrees that if this bid is accepted, the bidder will execute and fully perform the contract for which bids are called; that the bidder shall perform all the work and/or furnish all the materials specified in the Contract Documents, in the manner and time therein prescribed, and according to the requirements as therein set forth; and that the bidder shall take in full payment therefore, the prices set forth in the attached Pricing Schedule.

CONTRACT DOCUMENTS

Performance of and payment for the contract for which bids are called shall be subject to all terms and conditions of the Invitation for Bid, the Bid Instructions and Requirements, the Bid, the Pricing Schedule(s), the Items Requiring Bidder Response, the Required Submittals, the General Conditions, General Provisions and any Addenda, Amendments, Special Provisions, Specifications, Plans, or other requirements applicable to performance of the work and/or furnishing the materials specified herein. Such documents referred to herein as the “Contract Documents,” are fully incorporated herein by this reference and are collectively referred to as the “Contract.”

By submitting this Bid, the Contractor agrees to fully perform each and every provision of the Contract, provided that City awards the Contract to the Contractor, and provided further that City shall have no obligation hereunder unless and until such award is made.

Contractor shall not make any changes to this form without…