Fire_Department_Turnout_Maintenance.pdf

CITY OF SANTA MONICA

FIRE DEPARTMENT TURNOUT MAINTENANCE

INVITATION TO BID

Fire Department

RELEASE DATE: September 23, 2025

DEADLINE FOR QUESTIONS: September 26, 2025

RESPONSE DEADLINE: October 6, 2025, 3:00 pm

APPROVED FOR ADVERTISEMENT

CITY CONTACT:

Mike Fitzgerald

City of Santa Monica

Invitation To Bid

Fire Department Turnout Maintenance

Table of Contents

1. Introduction

2. Request for Quotation

3. Instructions to Bidders

4. Bid Specification/Scope of Work

5. General Information

6. Terms and Conditions

7. Insurance Requirements

8. Non-Discrimination Policy

9. Oaks Initiative

10. Living Wage Ordinance

11. Certification Regarding Debarment

12. Vendor Submission

13. Pricing Proposal

14. Evaluation Phases

Attachments:

A - CSA Template

B - CSA_Insurance_Template

Request for Proposals

Fire Department Turnout Maintenance

1 Introduction

1.1 Summary

The Santa Monica Fire Department is requesting Turnout Maintenance Repair and Services

1.2 Background

The Santa Monica Fire Department has 125 members that have (2) sets of custom Fire Turnout gear that require maintenance and repair services.

1.3 Contact Information

Kellee Mac Donald Sr. Buyer 1685 Main St. Mail Stop #9 Santa Monica, CA 90401 Email: kellee.macdonald@santamonica.gov Phone: (310) 458-8797

Department:

Fire Department

Department Head:

Matt Hallock Fire Chief

1.4 Timeline

Release Project Date September 23, 2025

Question Submission Deadline September 26, 2025, 3:00pm

Question Response Deadline September 30, 2025, 3:00pm

Bid Submission Deadline October 6, 2025, 3:00pm mailto:kellee.macdonald@santamonica.gov tel:(310)458-8797

Request for Proposals

Fire Department Turnout Maintenance

2 Request for Quotation

CITY OF SANTA MONICA IS NOW ONLY ACCEPTING ELECTRONIC BID SUBMITTALS

2.1 Notice

Notice is hereby given that electronic proposals of Bid No.12601333 shall be received to Fire Department Turnout Maintenance, per the attached terms, conditions and specifications. Bids will be electronically opened by the Procurement Office at 3:00 pm (Pacific Time) on Monday, October 6, 2025 viewable on the City's e-Procurement Portal, OpenGov.

2.2 Vendor Queries Due

Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal. Questions regarding this bid are due Friday, September 26, 2025 no later than 3:00 pm Pacific Time.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

2.3 Addendum Posted Online

Responses to inquiries received will be posted online by Tuesday, September 30, 2025, 3:00 pm Pacific Time.

2.4 Bid Package

Bid packages containing all forms, specifications, terms and conditions may be obtained on the City's e-Procurement Portal.

All documents must be downloaded via the OpenGov links.

2.5 Electronic Submissions

Submissions will only be accepted through the City's e-Procurement Portal, OpenGov. They must be received by the specified date and bid opening time.

2.6 Living Wage

Any contractual services agreement issued as a result of this Notice Inviting Bids may be subject to the City’s Living Wage Ordinance, Santa Monica Municipal Code Chapter 4.65 (LWO), and its implementing regulations.

https://procurement.opengov.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca

Request for Proposals

Fire Department Turnout Maintenance

In the event the contractual services agreement issued as a result of this Request for Quote is subject to the LWO, the Contractor shall pay its employees the general prevailing rate of wages as determined by the Director of Department of Industrial Relations, or the Minimum Wage, as that term is defined by the City’s LWO, whichever is higher.

2.7 Contractor's License

Bidders must possess a valid TBD California contractor’s license at the time the bid is submitted or be otherwise deemed qualified to perform the work specified. Bids submitted using the license name and number of a subcontractor or other person who is not a principal partner or owner of the company making this bid, will be rejected as being non-responsive.

2.8 Americans with Disabilities Act (ADA) Requirements

If this Request for Quote contemplates the provision of services to the public, bidder shall, in addition to any other requirements under ADA, comply with the Title II requirements of the ADA regarding the accessibility of City services and programs, as an explicit requirement. Bidder assures that, at all times during the performance of any resulting contractual services agreement, no qualified individual with a disability shall, by reason of that disability, be excluded from participation in, or be denied benefits of, services, programs, or activities performed by vendor for the benefit of the City.

Request for Proposals

Fire Department Turnout Maintenance

3 Instructions to Bidders

3.1 Bid Award

The City reserves the right to award the bid to separate bidders on any of the items as provided in and set forth in the bidder’s proposal form furnished by the City. It is further understood that if the bidder to whom any award is made fails to enter into a contract with the City, award may be made to the next best bidder, who shall be bound to perform as if she, he or it received the award in the first instance.

3.2 Best Bidder

The award, if any, will be made to the best bidder(s). In evaluating whether a bidder(s) is (are) the best bidder(s) pursuant to the Santa Monica Municipal Code, City may utilize some or all of the following criteria:

(1) Price.

(2) The quality of the material or services offered.

(3) The ability, capacity, and skill of the bidder(s) to perform the contract or provide the materials or services.

(4) The capacity of the bidder(s) to perform the contract or provide the service promptly, within the time specified, and without delay or interference.

(5) The sufficiency of the bidder’s financial resources.

(6) The character, integrity, reputation, judgment, training, experience, and efficiency of the bidder.

(7) The ability of the bidder(s) to provide such future maintenance or service as may be needed.

(8) Any other factor which will further the intent set forth in Section 608 of the City Charter.

The City of Santa Monica (the “City”) shall have absolute discretion in determining the applicability and weight or relative weight of some or all of the criteria listed above and is not required to select the lowest monetary bidder.

3.3 Bid Forms

Bids must be submitted on forms supplied by the City of Santa Monica and in accordance with the specifications, terms and conditions contained therein. Bid packages containing all forms, specifications, terms and conditions may be obtained on the City's e-Procurement Portal.

The website for this Notice of Inviting Bids and related documents is OpenGov.

. All project correspondence will be posted on the website. It is the responsibility of Bidders to check the website regularly for information updates and Bid clarifications, as well as any addenda. There is no charge for bid package and specifications.

All documents must be downloaded via the OpenGov links.

https://secure.procurenow.com/portal/santa-monica-ca

Request for Proposals

Fire Department Turnout Maintenance

3.4 Electronic Submissions

Electornic submissions shall only be accepted through the City's e-Procurement Portal and must be submitted no later than Monday, October 6, 2025, 3:00 pm. For instruction on how to submit an electronic bid please refer to the section titled Vendor Submission.

3.5 Bid Results/Recommended Award

A tabulation of bids received and recommended award will be posted on the City's e- Procurement Portal.

3.6 Bid Withdrawal

Bids submitted may be withdrawn through the City's e-Procurement Portal.before the hour set for the opening. After that time, no bidder may withdraw a bid for a period of ninety (90) days from the date of opening. A successful bidder may not withdraw his, her or its bid at any time.

3.7 Informed Bidder

Before submitting bids, bidders shall fully inform themselves as to the conditions, requirements and specifications of the work or materials specified. Failure to do so will be at bidders’ own risk.

Bidders cannot secure relief on the plea of error or mistake.

3.8 Late Bids

It is the bidder's responsibility to ensure that any bid submitted shall have sufficient time to be uploaded into the City's e-Procurement Portal prior to bid opening time. They must be received by the specified date and bid opening time. Late bids will not be accepted.

3.9 No Bid

If unable to bid, please select the "No Bid" option button in OpenGov and provide a brief reason.

3.10 Number of Responses

Bidders may submit multiple bids, if desired. The City is not recommending or suggesting that bidders submit multiple bids. The City is merely stating an available option. If a bidder chooses to submit multiple bids, each must be entirely separate from the others. The City will not collate, merge, or otherwise manipulate the bidder’s bids.

3.11 Oral Changes

Any material changes and addenda will be issued in writing. Do not rely upon oral explanations on the meaning of the specifications or interpretations of the terms.

https://secure.procurenow.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca/projects/201187/document?section=1881227 https://secure.procurenow.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca

Request for Proposals

Fire Department Turnout Maintenance

3.12 Successful Bidder Required Documents

The following documents will only be required from successful bidder:

• Business License (if applicable)

• Payment Bond (if the award amount is >$25,000)

• Certificate of Insurance identifying the specific project or job and naming the City of Santa Monica as additional insured.

3.13 Protest Deadline

All parties wishing to file a protest shall comply with the procedures set forth in Santa Monica Municipal Code section 2.24.105 found here. Bidder may file a written protest with the Director of Finance (mailto:Purchasing.Mailbox@SMGOV.NET) no more than seven calendar days following the posting of award recommendation on the City’s e-Procurement Portal

3.14 Receiving Time

The submit time and date will be the governing time for acceptability of bids. Bids will not be accepted by telephone, email or facsimile machine. They must be received by the specified date and bid opening time.

3.15 Exceptions to Terms and Conditions

Bidders must submit any requested exceptions to the City of Santa Monica’s Terms and Conditions and/or Contractual Services Agreement during the question period. The City may, in it’s sole discretion, elect to allow for exceptions to the standard terms and conditions and/or Contractual Services Agreement through an addendum to this Bid. Any exceptions requested after the bid question period will not be considered.

https://ecode360.com/42719368 http://mailto:Purchasing.Mailbox@SMGOV.NET http://mailto:Purchasing.Mailbox@SMGOV.NET

Request for Proposals

Fire Department Turnout Maintenance

4 Bid Specification/Scope of Work

Bidders shall review any plans/specifications prior to submitting a bid AND report any errors and omissions to Purchasing at least three (3) business days prior to due date.

4.1 Scope of Work

The tasks outlined below are specific, however may vary depending on any increase or decreases to the workload. It is the responsibility of the Contractor to disseminate information to all personnel working on this Contract, including all revisions, additions or deletions to these tasks at the request of the Santa Monica Fire Department (hereby referred to as “Fire Department”).

Contractor shall show proof of verification to complete services performed/required as outlined in the latest edition of NFPA 1851, including but not limited to:

• Lion Apparel

• Globe Manufacturing

• Honeywell

• Barrier-Wear

• Fire Dex

Contractor shall provide pick-up and delivery service to Santa Monica Fire Station No. 1

– 1337 7th Street, Santa Monica, CA 90401. Performance Requirements Summary. The Fire Department will bag the turnouts and accessories in plastic bags and label each bag with the name of the fire department personnel prior to the contractor pick-up.

Contractor shall provide pick-up and delivery service upon request of the fire department.

Emergency Requests:

Should the Fire Department have 5 or more requests for services on non-scheduled pick-up/return days, vendor shall be contacted by the Fire Department prior to 0900hrs, and garments shall be picked up on the same business day. Requests for services received after 0900hrs shall be picked-up on the following business day. Requested services shall be completed and items returned to the Fire Department within 3 business days (72 hours).

Vendor shall provide a “Cleaning/Repair Form” to be used by Department Personnel to identify all cleaning/repairs needed for each item of PPE. A tracking number shall be provided on each form to identify and track each item being clean and/or repaired. The vendor shall leave a copy of the form at the pick-up location. The original shall be submitted with an invoice for payment of completed work.

Extensions to the required return time shall be acceptable if:

1. Work instructions were not provided or were not understandable.

Request for Proposals

Fire Department Turnout Maintenance

2. Reasonable cause can be shown requiring extension.

Contractor shall have available when requested after hour and holiday cleaning and repair services to all Fire Department sites, as outlined in Section 11.0, Performance Requirements Summary.

Contractor shall clean turnouts in accordance with manufacturer guidelines.

Contractor shall return the turnouts and accessories in individual packages, plastic bags, boxes or cartons labelled with the Fire Department location, fire fighter name, and contain a Packing List of the items being delivered.

When necessary, Contractor shall use various modes of shipment to make deliveries in a timely manner to the Fire Departments. Contractor may utilize delivery services such as the United States Mail, UPS, Federal Express, contractor vehicles, or any other delivery services, at the contractor’s expense.

Contractor shall display the Order Number on all shipments to the Fire Department facilities. This shall include the box or carton, packing list, and contractor invoice.

Packing list shall record the quantity ordered, quantity shipped, item descriptions, back ordered amount, estimated delivery of back ordered item(s), and delivery site.

Contractor shall provide all necessary equipment, vehicles, cleaning products, and repair products and supplies needed to perform all cleaning and repair services.

ADDITION/DELETION OF FACILITIES, SPECIFIC TASKS AND/OR WORK HOURS

The Fire Department shall have the right to increase the requested services based on organizational and/or operational requirements during the term of the agreement to include renewal options with a five (5) day written notice from the Fire Department. A telephone notification by the Fire Department shall be made for turnouts and accessories needing immediate attention.

QUALITY CONTROL

The Contractor shall establish and utilize a comprehensive Quality Control Plan to assure the Fire Department a consistently high level of service throughout the term of the agreement. The Plan shall be submitted to the Fire Department’s Logistics Captain and FD Finance for review. The plan shall include, but may not be limited to the following:

Method of monitoring to ensure that agreement requirements are being met.

A record of all inspections conducted by the Contractor, any corrective action taken, the time a problem was first identified, a clear description of the problem, and the time elapsed between identification and completed corrective action, shall be provided to the Fire Department upon request.

QUALITY ASSURANCE PLAN

Request for Proposals

Fire Department Turnout Maintenance

The Fire Department will evaluate the Contractor’s performance using the quality assurance procedures. These quality assurance procedures are listed below and will reviewed at the time of award.

Fire Department Quality Assurance personnel shall perform the following duties:

Review Contractor’s employees annually and/or at the request of the Fire Department anytime during the award period.

Consult with the Fire Department Logistics Section and Fire Finance when appropriate, prepare a Contract Discrepancy Report for any deficiencies found.

Perform monthly inspections covering all assigned tasks, review results of action taken as a result of the Contract Discrepancy Report and perform on-site inspections and other necessary functions.

Monitor condition of equipment and, if found defective or inadequate shall prepare a Contract Discrepancy Report.

The Fire Department shall forward an invoice to the Contractor for all repairs or replacement costs of any lost, stolen, or damaged Fire Department turnout and/or accessories along with a Contract Discrepancy Report. The contractor shall be responsible for payment to the Fire Department within thirty (30) days of receiving such receipt. If payment is not received within thirty (30) days amount shall be deducted from Contractor’s invoice for turnout and accessory cleaning and repair services.

The Fire Department shall evaluate Contractor’s performance under the award, using Statement of Work Performance Requirement Summary and/or such procedures as may be necessary to ascertain Contractor’s compliance with the bid.

Performance evaluation meetings shall be held jointly by the Fire Department’s Logistics staff and Fire Finance on an annual basis. The Fire Department’s reserves the right to schedule more frequent meetings, if Contractor’s performance does not meet an acceptable quality level. An acceptable quality level will be determined by but not limited to the Contractor adhering to the Performance Requirement Summary.

Contract Discrepancy Report

Verbal notification of a Contract discrepancy will be made to the Fire Dept. Monitor as soon as possible whenever a Contract discrepancy is identified. The problem shall be resolved within a time period mutually agreed upon by the Fire Department and the Contractor.

The Fire Department Contract Project Monitor will determine whether a formal Contract Discrepancy Report shall be issued. Upon receipt of this document, the Contractor is required to respond in writing to the Fire Department Contract Project Monitor within five

(5) workdays, acknowledging the reported discrepancies or presenting contrary evidence. A plan for the correction of all deficiencies identified in the Contract Discrepancy Report shall be submitted to the Fire Department Contract Project Monitor within ten (10) workdays.

Request for Proposals

Fire Department Turnout Maintenance

Fire Department Observations

In addition to departmental contracting staff, other Fire Department personnel may observe performance, activities, and review documents relevant to this Contract at any time during normal business hours. However, these personnel may not unreasonably interfere with the Contractor’s performance.

REGULATIONS

The Contractor and Contractor’s personnel are required to follow all Federal, State and local laws that apply to the provision of cleaning and repair services under this bid, all laws affecting arrest, including those as set forth in sections relative to arrest of the California Penal Code. Additional laws include but are not limited to those relating to the licensing of personnel.

Contractor shall upon award, provide to the Fire Department’s Contract Administrator, a copy of the company’s CAL/OSHA Industrial Injury Prevention Program (IIPP) Manual.

Contractor shall provide well-maintained tools and equipment, including appropriate personal protective equipment.

Contractor shall prominently post OSHA poster 3165, informing personnel of their rights and responsibilities.

Contractor shall adhere to all CAL/OSHA regulations in regard to the cleaning, maintenance, and repairs of turnouts and accessories.

For additional information, call the U.S. Department of Labor, Occupational Safety & Health Administration at (800) 321-OSHA (6742) or contact them through their web-address: www.osha.gov

FORMS

The following is a list of forms or logs that are applicable to this bid and will be provided to the Contractor by the Fire Department’s Contract Administrator upon award.

• Fire Department Contract Discrepancy Report

• Incident Report (originals to be submitted to the Fire Department’s Contracts Administrator)

Contractor shall provide to Fire Department’s Contract Administrator, for review and approval, all related forms, which will be used by Contractor, prior to the start of the awarded bid.

Contractor may substitute its company forms for Fire Department’s forms; however, Fire Department’s Contract Administrator, prior to use, shall approve the substitute form.

RESPONSIBILITIES

The Fire Department’s and the Contractor’s responsibilities are as follows:

https://www.osha.gov/

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Fire Department Turnout Maintenance

FIRE DEPARTMENT

Personnel

The Fire Department will administer the agreement to the awarded vendor. Specific duties will include:

Monitoring the Contractor’s performance in the daily operation of this Contract.

Providing direction to the Contractor in areas relating to policy, information and procedural requirements.

Preparing Amendments in accordance with the bid/Contract.

CONTRACTOR

Project Manager

Contractor shall provide a full-time Project Manager and a designated alternate. Fire Department must have access to the Project Manager during all hours, 365 days per year. The contractor shall provide a telephone number where the Project Manager may be reached on a twenty-four (24) hour per day basis.

Project Manager shall act as a central point of contact with the City. The Project Manager shall demonstrate previous experience in the management of work requirements for facilities similar in size and complexity.

Project Manager/alternate shall have full authority to act for Contractor on all matters relating to the daily operation of the awarded bid/Contract. Project Manager/alternate shall be able to effectively communicate, in English, both orally and in writing.

Project Manager shall be responsible for the overall management and coordination of the Contract.

Supervisors: Contractor shall provide one (1) Fire Department approved supervisor for every shift of cleaning and repair personnel covered by Contractor.

Cleaning and Repair Personnel: Contractor shall be responsible for providing cleaning and repair personnel who shall be competent and qualified staff and be able to fulfill the requirements within the Statement of Work.

Contract Manager, Project Manager, and cleaning personnel that have been convicted of any felony convictions will not be allowed to provide any work related to this bid/Contract.

Contractor shall be responsible for all training of new personnel and shall issue all related equipment, and supplies, as specified in the bid specifications.

Contractor supervisors, managers, and cleaning and repair personnel shall be trained in cleaning and decontaminating the clothing of hazardous materials.

Personnel

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Fire Department Turnout Maintenance

Contractor shall assign a sufficient number of employees to perform the required work.

At least one employee on site shall be authorized to act for Contractor in every detail and must speak and understand English.

Contractor may be required to background check their employees as set forth the sub-paragraph, Background & Security Investigations, of the bid/Contract.

Materials and Equipment

The purchase of all materials/equipment to provide the needed services is the responsibility of the Contractor. Contractors shall use materials and equipment that are safe for the environment and safe for use by the employee.

Contractor shall provide all working materials necessary for the proper performance of the Contract including items such as logs, required forms, and stationery. The contractor shall supply these materials at no cost to the Fire Department.

Contractor shall be liable for all direct related and associated costs, should Fire Department or another contractor be required to fill assignments that Contractor is initially responsible for staffing. The Fire Department may deduct the cost of substitute personnel from Contractor’s next invoice submitted to the Fire Department for payment or may demand immediate payment from Contractor.

Training

Contractor shall provide training programs for all new employees and continuing in-service training for all employees.

All employees shall be trained in their assigned tasks and in the safe handling of equipment. All equipment shall be checked daily for safety. All employees must wear safety and protective gear according to OSHA standards.

Contractor’s Office

Contractor shall maintain an office with a telephone in the company’s name where Contractor conducts business. The office shall be staffed during the hours of 8:00 a.m.

to 5:00 p.m., Monday through Friday, by at least one employee who can respond to inquiries and complaints which may be received about the Contractor’s performance of the Contract. When the office is closed, an answering service shall be provided to receive calls. The Contractor shall answer calls received by the answering service within twenty-four (24) hours of receipt of the call.

DELIVERY/TIME OF PERFORMANCE:

Delivery of repaired or cleaned items shall be followed as outlined in Scope of Work Section. Delivery is defined as returned to Fire Department Fire Station 1 where pick-up was made.

Extensions shall be acceptable if:

1. Work instructions were not provided or were not understandable.

2. Reasonable cause can be shown requiring extension.

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Fire Department Turnout Maintenance

Requests for services received prior to 9:00 A.M. shall be picked-up the same day.

Requests for services received after 9:00 A.M. shall be picked-up the following business day.

At times, when it is in the best interest of the Fire Department, pick up of orders from the Contractor’s place of business may be made. In such instances the Contractor shall release the materials only to the designated representatives of the Fire Department authorized to place and pick up orders.

UNSCHEDULED WORK

The Fire Department Contract Project Manager or his designee may authorize the Contractor to perform unscheduled work, including, but not limited to, repairs and replacements when the need for such work arises out of extraordinary incidents such as vandalism, acts of God, and third-party negligence.

Prior to performing any unscheduled work, the Contractor shall prepare and submit a written description of the work with an estimate of labor and materials. If the unscheduled work exceeds the Contractor’s estimate, the Fire Department Contract Director or his designee must approve the excess cost. In any case, no unscheduled work shall commence without written authorization.

When a condition exists wherein there is imminent danger of injury to the public or damage to property, Contractor shall contact Fire Department’s designated representative for approval before beginning the work. A written estimate shall be sent within twenty-four (24) hours for approval. The contractor shall submit an invoice to the Fire Department’s designated representative within three (3) working days after completion of the work.

All unscheduled work shall commence on the established specified date. The contractor shall proceed diligently to complete the said work within the time allotted.

The Fire Department reserves the right to perform unscheduled work itself or assign the work to another Contractor.

PERFORMANCE REQUIREMENTS SUMMARY

Performance Requirements Summary is the technical exhibit that lists the required standards, assessments and methods to be used by the Fire Department to monitor tasks, requirements, certifications, and required standards of service, and to adjust Contractor’s invoices for non-compliance.

Fire Department may use a variety of inspection methods to evaluate Contractor’s performance. The methods of surveillance that may be used by the Fire Department are:

Sampling

One Hundred percent (100%) inspection of service items on a periodic basis (daily, weekly, monthly, quarterly, semiannually, or annually) as determined necessary to assure a sufficient evaluation of the Contractor’s performance.

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Fire Department Turnout Maintenance

Customer complaints

Criteria for Acceptable and Unacceptable Performance

Acceptable Performance: Performance of a listed service is considered acceptable when Contractor performs the task specified in this Statement of Work.

Unacceptable Performance: Contractor shall be immediately required to correct all activities performed by Contractor that are found by Fire Department to be unacceptable in accordance with this Contract and the Performance Requirement Summary. Failure to do so may result in the Fire Department’s enforcement of monetary assessments for non-compliance.

If the Fire Department’s Quality Assurance personnel determines that the Contractor’s performance is unacceptable, a Contract Discrepancy Report shall be completed, which shall require the Contractor to explain, in writing why performance was unacceptable and how performance shall be returned to acceptable levels. Fire Department’s Contract Project Monitor shall evaluate Contractor’s explanation and determine if monetary assessments are appropriate.

All listings of services used in the Performance Requirements Summary (PRS) are intended to be completely consistent with the Contract and these specifications, and are not meant in any case to create, extend, revise, or expand any obligation of the Contractor beyond that defined in the Contract and these specifications. In any case of apparent inconsistency between services as stated in the Contract and the specifications and this PRS, the meaning apparent in the Contract and the specifications will prevail. If any service seems to be created in this PRS which is not clearly and forthrightly set forth in the Contract and these specifications, that apparent service will be null and void and place no requirement on Contractor. When the Contractor’s performance does not conform to the requirements of this Contract, the Fire Department will have the option to apply the following non-performance remedies:

Require Contractor to implement a formal corrective action plan, subject to approval by the City. In the plan, the Contractor must include reasons for the unacceptable performance, specific steps to return performance to an acceptable level, and monitoring methods to prevent recurrence.

Reduce payment to Contractor by a computed amount based on the penalty fee(s) in the PRS.

Reduce, suspend or cancel this Contract for systematic, deliberate misrepresentations or unacceptable levels of performance.

Failure of the Contractor to comply with or satisfy the request(s) for improvement of performance or to perform the neglected work specified within ten (10) days shall constitute authorization for the Fire Department to have the service(s) performed by others. The entire cost of such work performed by others as a consequence of the Contractor’s failure to perform said service(s), as determined by the Fire Department, shall be credited to the Fire Department on the Contractor’s future invoice.

This section does not preclude the Fire Department’s right to terminate the contract upon ten (10) days’ written notice with or without cause, as provided for in the Contract.

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TECHNICAL SPECIFICATIONS

Safety Data Sheets

Each bidder must submit with the bid for cleaning and repair portion of the solicitation, Safety Data Sheet (SDS) containing information such as chemical composition, chemical and physical characteristics, health and safety hazards and precautions for safe handling and use. Failure to submit SDS shall be just cause for rejection of the bid.

All products provided under this contract shall be properly labeled in accordance with Occupational Safety and Health Administration (OSHA) Chemical Hazard Communication; OSHA 3084,1983.

All cleaning materials used in support of this contract shall be approved for use by the National Fire Protection Association (NFPA) and a list of the chemicals used must be supplied with the bid.

Data Entry and Record Keeping Services

The vendor shall provide the Fire Department with an outline of how the documentation of the execution of this contract shall be recorded. This is a critical element of this contract in or for the Fire Department to comply with the latest edition of NFPA 1851 requirements regarding garment history and cleaning. The Fire Department requires that the vendor use two-dimensional Bar-codes and Automated Data Collection (ADC), or like, technology. The vendor will be required to issue and record each piece of firefighting ensemble by bar-code and serial number. These records will be available upon request by the Fire Dept. For each piece of turnout ensemble, the following records should be kept, but not limited to:

• Identify employee by name and employee number

• Employee’s current work location and shift

• Serial number of garments

• • Issued bar-code number (to correspond with serial number)

• Manufacturer and Manufacturer date

• History of garment by use

• Date put into service

• Date cleaned

• Date out-of-service (date picked up for cleaning)

• Date retired/condemned

• Total number of days out of service

• Type of cleaning performed

• Type of repairs performed

• Who performed repairs

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This information shall be submitted electronically to the Fire Department Contract Administrator in report and query format on a monthly basis. This information will be used to evaluate the performance, productivity, quality and quantity of the vendor and the services provided. All IMS data will remain the property of the City and shall be accessible at any time by the Fire Department from a secure website.

CLEANING

Contractor shall use NFPA compliant cleaning materials and supply information on the cleaning materials and the SDS sheets to the Fire Department with the bid. Failure to supply this information shall be the cause for the rejection of the bid.

Contractor’s cleaning process must be compliant with current NFPA standards.

Contractor shall reapply water repellent to each garment after cleaning.

Contractor must be capable of providing decontamination services for protective clothing which have been exposed to hazardous materials (i.e. soot, dirt, smoke, perspiration, tar, oil, fuel oils, grease, resins, animal fats and paint).

Contractor must be capable of providing disinfection services for personal Protective clothing which have been directly exposed or are suspected of being contaminated with body fluids or known blood borne pathogens.

Contractor shall not make use of chlorine, caustic detergents, solvents, or any other chlorinated solvent which would damage or degrade the fire-retardant fibers, liner materials, reflective trim, and hardware or leather reinforcements.

Contractor shall not use temperatures in excess of 105 degrees Fahrenheit.

Contractor may hang dry all garments or use tumble drying systems.

Contractor shall be responsible for properly disposing of all contaminants removed from the garments, along with affluent, in accordance with Local, State and Federal regulations.

Contractor must have a twenty-four (24) hour emergency response number and must have the ability to respond to an emergency situation/incident in a timely fashion. These incidents average 1-2 times per year and may include, but are not limited to:

• Identified Hazardous Materials

• Mass Casualty Incidents (MCI)

Prices for routine cleaning must include pick-up and delivery daily, as needed by the Fire Department.

Repairs

All repairs must be made in accordance with manufacturer’s guidelines, and the latest editions of NFPA 1971 and NFPA 1851.

Prices for routine repairs must include pick-up and delivery daily, as needed by the Fire Department.

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Fire Department Turnout Maintenance

Vendors must be able to repair all components of the protective clothing to the Manufacturer’s original specifications.

Contractor must be knowledgeable of all current NFPA Protective Clothing Standards and inspect garments accordingly. Contractor will notify appropriate individual when it is not cost effective to renovate gear and recommend that it be condemned and replaced. The following guidelines shall be used for the repair and retirement of protective clothing (year requirements are from date of issue, not date of manufacture):

Any protective coats or pants that are:

• 1 year or less (time of service): No more than 90% total rebuild of garment

• 2 years: No more than 80% total rebuild of garment

• 3 years: No more than 70% total rebuild of garment

• 4 years: No more than 60% total rebuild of garment

• 5 years: No more than 50% total rebuild of garment

• 6 years: No more than 40% total rebuild of garment

• 7 years: No more than 30% total rebuild of garment

• 8 years: No more than 20% total rebuild of garment

• 9 years: No more than 10% total rebuild of garment

• 10 years or older: automatic recommendation for retirement

Contractor must be capable of providing a full range of cleaning and repair services for Personal protective clothing, including rips, tears, burn holes, reflective trim, leather reinforcement, hardware, liner repairs, alteration and any custom work which is required (i.e. Lengthen/shorten pants, coats, sleeves and waist adjustments). These cleaning and repairs should include, but are not limited to:

CLEANING

• Clean Turnout Coat

• Clean Turnout Pant

• Clean Brush Pant

• Clean Brush Jacket

• Clean Firefighting Gloves

• Clean Firefighting Hood

• Blauer Crosstech EMS Jacket

ALTERATIONS

• Shorten/lengthen sleeves, legs

• Addition of radio pocket and other accessories

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Fire Department Turnout Maintenance

• Other alterations as needed

REPAIRS

• Reflective trim replacement

• Hardware replacement

• Leather reinforcements

• Velcro replacement

• Liner repairs

• Burn holes

• Moisture and thermal barrier inspection

• Zippers

• Drag Rescue Device (DRD)

Contractor must be capable of performing testing services when applicable to determine the nature and level of contaminants and the stability of the protective garments.

Testing

Contractor must have the capability of performing appropriate tests to determine the level of contamination of specified contaminants found in garments.

Contractor must be capable of providing NFPA 5903 vertical flame tests to ensure the protective clothing meets NFPA specifications regarding after flame and char length.

Contractor must be capable of providing other NFPA compliant tests such as Thermal Protective Performance and Trap-Tear Test.

4.2 Vendor Requirements

• Vendor must be qualified as per scope of work bid language and have a minimum of 3-year recent experience in performing cleaning, maintenance and repair of Firefighting Turnout Gear.

• Vendor experience must include 3 years’ recent experience with Southern California Professional Fire Departments within CA-OES Region 1.

• Vendors must submit a list of current Southern California Professional Fire Department clients as part of the bid.

• Vendor must be authorized and show proof of verification to complete services performed/required as outlined in the latest edition of NFPA 1851, including but not limited to:

Lion Apparel Globe Manufacturing

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Fire Department Turnout Maintenance

Honeywell Barrier-Wear

Fire Dex

• Vendor must comply with all contract language within this bid.

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5 General Information

5.1 Compliance or Deviation to Specifications

It is understood that the material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids, unless deviations therefrom are clearly indicated in the pages of this Notice Inviting Bids, or in an attachment entitled “Exceptions to Specifications”submitted and signed by bidder or bidder’s authorized representative. In order for the bid to be considered, bidder shall include an explanation for each item to which an exception is taken, giving in detail the extent of the exception and the reason for such exception.

Although submittal of a brochure or other manufacturer literature is desirable as additional information, submittal of a brochure or other manufacturer literature as substitution for the compliance/deviation information described above shall not be deemed to be in compliance with this requirement, and may be grounds for rejection of a bid. Bidder shall submit with his, her or its bid full descriptive data, including make and model specifications, general drawings (if applicable), brochures and any other information on the material specified herein.

5.2 Determination of Substitutions

The City reserves the right to determine as to whether any substitutions or deviations are within the intent of the bid specifications and will reasonably meet the service requirements of the City.

Furnishing catalog sheets with technical data will not be accepted as proper notice of a substitution or a deviation from the specifications.

If the specification allows for “approved equal”, bidder must provide all information with their bid in order for the City to determine if the product offered is an equal to the brand specified and/or meets the technical specifications. The City reserves the right to determine whether the substitution is equal to the brand specified or the stated technical specifications. The decision of the City regarding equality shall be final.

5.3 Delivery Time

Delivery time will be a factor in award of bid, where a maximum time for delivery is stipulated herein. Delivery time must be shown on the Bid Proposal.

5.4 Escalation & De-Escalation of Bid Price

During the life of a contract awarded pursuant to this Notice Inviting Bids, including any extensions thereof, there may be a general published manufacturer’s price change OR a general market change, as evidenced by prices paid by other governmental entities or private organizations, in either the cost of materials or labor of the product or service specified herein.

Within thirty (30) calendar days of a DECREASE in price, a successful bidder shall have an AFFIRMATIVE DUTY to (1) notify the City of market, manufacturer or laborer decreases in

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Fire Department Turnout Maintenance prices; and (2) to extend the full decrease to the City. Failure of a successful bidder to notify the City and/or extend such decrease(s) may be considered a breach of contract.

In event of an INCREASE in price, the City may allow, upon presentation of suitable proof and thirty (30) calendar days’ advanced written notice, an increase over bid price. Increases will apply only to products or services affected by an increase in raw material, labor, or other like cost factors. No increase will be allowed earlier than sixty (60) calendar days from date of contract award, including thirty (30) calendar days’ advanced written notice.

5.5 Manufacturer's Warranty

Bids shall be accompanied by a copy or description of the manufacturer’s warranty for the item(s) proposed. The description shall include the length and scope of the warranty, and will be evaluated as a factor in award of bid.

5.6 Measurements

It is the responsibility of the bidder to make all measurements to determine contractor’s bid price. The City will not be responsible for determining the quantities of materials necessary to complete the work specified in this Notice Inviting Bids.

5.7 New and Unused

Unless specifically provided to the contrary, all items and material specified are new and unused and have the current production year. Bids which are received for other than the current production year, or for items and materials which have been previously used, will be rejected.

5.8 Rejection of Work

Bidder agrees that the City has the right to make all final determinations as to whether the work contemplated under this Notice Inviting Bids has been satisfactorily completed.

5.9 Santa Monica Name

Successful bidder is specifically denied the right of using in any form or medium the name of the City of Santa Monica for public advertising unless express permission is granted by the City.

5.10 Vendor Warranty

Any successful bidder shall fully warrant all materials, equipment, including, without limitation, any optional equipment purchased by the City under the terms of this Notice Inviting Bids, against poor and inferior quality equipment and materials, for a period of not less than one (1) year from date of the final acceptance by the City.

While under warranty, any successful bidder shall repair or replace inoperable equipment or material in a timely manner so as to minimize the possible disruption of City operations resulting from said inoperable equipment or material.

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5.11 Business License Number

If the successful bidder is required to possess a City of Santa Monica Business License, the successful bidder must obtain the business license prior to performing any work or services, and the City may delay payment of any sums due until such license has been obtained.

5.12 California Sales Tax

The City will pay all applicable taxes.

5.13 Federal Excise Tax

The City is exempt from Federal Excise Tax and an exemption certificate if necessary will be furnished to the successful bidder(s).

5.14 Rights Reserved

The City further reserves the right to reject any or all bids, to waive any informality or irregularity in any bid or the bidding procedure, and to delete any items of work in the award of contract.

5.15 Bid Award

The City reserves the right to increase or decrease the quantity of any item or omit items as may be deemed necessary or to delete any items of work in the award of contract, and the same shall in no way affect or make void the contract, except that appropriate additions or deductions from the contract total price will be made at the stipulated unit price.

5.16 Payment Terms

Goods and/or services are paid within thirty (30) days of delivery and receipt of an appropriate invoice.

5.17 Pricing

Pricing must be submitted through the City's e-Procurement Portal. The City will not accept pricing submitted by any other means.

5.18 Renewal Options

The City desires the right and option to extend any contract hereunder for four additional one-year renewal periods from date of expiration at the same price, terms and conditions.

5.19 Bid Acceptance Period

Unless otherwise specified in this Request for Quotation, prices are firm for a period of ninety

(90) days from the bid opening date.

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5.20 Bidder Agreement

By submitting a signed bid, bidder shall have acknowledged and agreed to all the terms and conditions set forth in all documents which make up this Request for Quotation.

5.21 Bid Award Criteria

Bids are awarded based on the best bidder and may be contingent upon City Council approval.

Bids are evaluated based on pricing, availability, experience, and references.

5.22 Correction of Errors or Discrepancies

The following rules shall apply to the correction of errors or discrepancies in bids:

A. In the event a discrepancy in a bid is discovered prior to the award of the contract, the following rules shall apply to the correction of the discrepancy:

1. In the case of a discrepancy between a unit price and an extended price, the unit price shall prevail and the extended price shall be corrected accordingly.

2. If the total bid price does not equal the sum of the extended prices, the extended prices shall prevail and the total bid price shall be adjusted accordingly.

3. Discrepancies between the unit price and the extended price shall be corrected prior to corrections or adjustments between the extended prices and the total bid price.

4. If the extended prices or the total bid price are adjusted according to these rules, the adjusted total bid price shall prevail over the written or numeric total bid price stated in the bid.

5. In the case of a discrepancy between the numerical bid price and the written bid price, the price that conforms to an accurate sum of the extended prices shall prevail.

6. If the total bid price of any bid is adjusted, the adjusted total bid price shall be used to determine the lowest bid.

B. If no discrepancies are discovered prior to the award of the contract, the contract shall be awarded on the basis of the total bid stated in writing.

5.23 F.O.B. Point & Shipping Charges

All prices shall be quoted F.O.B. destination, Santa Monica, California and all shipping; handling and freight charges shall be shown separately on the Bid Proposal.

5.24 Notice to Proceed

The issuance of a Contractual Services Agreement will act as a notice to proceed. Vendor is advised not to perform work or provide materials without first obtaining a Contractual Services Agreement. The City will not allow payment for any work performed or goods delivered prior to the execution date of the contract or issue date of the Contractual Services Agreement.

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5.25 Rights Reserved

The City reserves the right to award the bid to separate bidders on any of the items as provided in and set forth in the bidder’s proposal. It is further understood that if the bidder to whom any award is made fails to enter into a contract, award may be made to the next best bidder, who shall be bound to perform as if she, he or it received the award in the first instance.

Each bidder may bid on any or all of the above listed items, or any combination of such items, and the City reserves the right to…