Gold-Leaf_Lettering_for_Fire_Apparatus.pdf

COMPETITIVE BID

FURNISH AND DELIVER

GOLD-LEAF LETTERING FOR FIRE APPARATUS

FOR THE

FIRE DEPARTMENT

CITY OF PASADENA, CALIFORNIA

Competitive Bid - Gold-Leaf Lettering for Fire Apparatus Release Date: Thursday, March 28, 2024

Attachments:

A - Master Labor and Materials Contract - 12-29-21 B - REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION 11032022

C - RELEVANT EXPERIENCE FORM

1. Instructions to Bidders

1. Summary

Submittal Instructions

Bids will be received via the City's eProcurement Portal. A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the #Bidder's Submittals/Checklist. Addenda shall be acknowledged via the City's eProcurement Portal. Bids will be received prior to 3:00 pm on Monday, April 8, 2024 and will be opened online at that time.

Copies of the Specifications and all required forms may be obtained for this solicitation online:

https://procurement.opengov.com/portal/pasadena/projects/83050

Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

All bid pricing must be entered into the City's eProcurement Portal or the bid may be considered informal and deemed non-responsive, do not use a separate document attachment to represent your pricing. All required attachments must be completed and uploaded electronically into City's eProcurement Portal prior to the set bid date and time in this Notice Inviting Bids.

• DEPARTMENT: Fire Department

• RELEASE DATE: Thursday, March 28, 2024

• CONTACT: Stephanie Chang

The Pasadena Fire Department is requesting proposals for gold-leafing and pinstriping services for our existing and new apparatus, including gold-leaf work on ladder trucks, fire engines, rescue ambulances, and other specialized rescue vehicles.

Gold-leafing must include masking, sanding, and removal of current gold leaf, and re-application with 23 carat gold.

2. Contact Information

Stephanie Chang Management Analyst Email: schang@cityofpasadena.net Phone: (310) 498-2200 Department:

Fire Department

3. Timeline https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/83050?section=741827 https://procurement.opengov.com/portal/pasadena/projects/83050 https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena mailto:schang@cityofpasadena.net tel:(310)498-2200

Vendors are strongly advised to complete and submit all required items sufficiently early before the date listed in this solicitation. Bids must be completed and submitted according to the instructions in this solicitation prior to 3:00 pm onMonday, April 8, 2024.

Release Project Date March 28, 2024

Question Submission Deadline April 2, 2024, 5:00pm

Bid Submission Deadline April 8, 2024, 3:00pm

2. Notice Inviting Bids

For

Gold-Leaf Lettering for Fire Apparatus

Notice is hereby given that the City of Pasadena is calling for sealed bids for the Fire Department and will receive sealed bids prior to 3:00 pm, Monday, April 8, 2024 and will electronically unseal and make them available online (https://procurement.opengov.com/portal/pasadena/projects/83050) for this solicitation named "Gold-Leaf Lettering for Fire Apparatus" Project ID: 2024-IFB-LM-0153.

1. Summary

The Pasadena Fire Department is requesting proposals for gold-leafing and pinstriping services for our existing and new apparatus, including gold-leaf work on ladder trucks, fire engines, rescue ambulances, and other specialized rescue vehicles.

Gold-leafing must include masking, sanding, and removal of current gold leaf, and re-application with 23 carat gold.

2. Delivery Instructions

Bids will be received via the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena). A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the Submittals/Checklist. Bids will be received prior to 3:00 pm on Monday, April 8, 2024 and will be opened online at that time.

Copies of the Specifications and all required forms may be obtained for this solicitation online:

https://procurement.opengov.com/portal/pasadena/projects/83050

Addenda shall be acknowledged via the City's eProcurement Portal. Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

3. Pre-bid Conference

See the Timeline in the section named "Instructions to Bidders." If there is a Mandatory pre-bid meeting, bidders are required to attend at the time, date, and location included in the Timeline (#Instructions to Bidders) of this solicitation. If there is a Non-Mandatory pre-bid meeting, bidders not required to attend.

Each prospective bidder will have the opportunity to clarify and ask questions regarding these Specifications. The Pre-bid Meeting will be held at the time, date, and location in the Timeline of this solicitation.

4. Deadline for Questions https://procurement.opengov.com/portal/pasadena/projects/83050 https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/83050?section=741827 https://procurement.opengov.com/portal/pasadena/projects/83050 https://procurement.opengov.com/portal/pasadena/projects/83050?section=741830

The deadline to submit questions related to this solicitation is Tuesday, April 2, 2024, prior to 5:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any other City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

5. Release Date

Release Dated: Thursday, March 28, 2024

MIGUEL MÁRQUEZ

City Manager https://procurement.opengov.com/portal/pasadena

3. Bid Specifications

1. Gold Leafing Specifications

The Pasadena Fire Department is requesting gold-leaf lettering services for fire apparatus with 23 carat gold. Labor includes masking, sanding, and removal of current gold-leaf lettering, and reapplication with new 23 carat gold leaf. 23 carat gold consists of 23 parts of pure gold and one part of other metals, or 95.8% of pure gold and 4.2% of other metals.

Vendors must meet the requirements below:

• Must respond to the job within two business days of request

• Due to the PFD's constant staffing model, apparatus cannot sit out of service. Therefore:

o Must be able to complete gold-leaf and pinstripe work on one rescue ambulance or fire engine within 5 business days o Must be able to complete gold-leaf and pinstripe work on a ladder truck or specialized apparatus within 10 business days

• Must have 10 years of experience with gold leaf, pinstripe, and lettering

• Must provide three references for similar work, one of which must be with another Fire Departments

Price for hourly rate must include labor and all supplies, including masking, sanding, removal of current gold leaf, and re-application with 23 carat gold. Hourly rate must also include travel expenses, or any other costs incurred to complete gold-leafing.

The gold leaf work shall be provided with a three (3) year material and workmanship limited warranty.

The warranty shall cover the gold leaf lamination as being free from defects in material and workmanship that would arise under normal use and services.

2. Location

Gold-leaf work will be performed at one of the Fire Stations listed below, during normal business hours (8am - 5pm):

Pasadena Fire Station 34

1360 E Del Mar Blvd

Pasadena, CA 91106

Pasadena Fire Station 37

3430 E Foothill Blvd

Pasadena, CA 91107

4. General Instructions

1. General Bid Requirements

To be considered, a bidder must follow the format for bids in the specifications. Bids must be binding and firm. Any bid may be withdrawn before bid opening but not for 120 days after opening.

2. Required Licenses

Bidders must possess and provide the following licenses or certifications to be deemed qualified to perform the work specified: TBD

3. Special Requirements for Contractors

There is a separate packet of forms as part of these specifications that a bidder must complete to establish compliance with a number of special City of Pasadena requirements, including, but not limited to, Equal Employment and Affidavit of Non Collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them shall be grounds, in the sole discretion of the City, for rejection of any bidder.

4. Bidder Must Make Thorough Investigation

It is the bidder's responsibility to examine the location of the proposed work, to fully acquaint themselves with the specifications and the nature of the work to be done. The bidder shall have no claim against the City based upon ignorance of the nature and requirements of the project, misapprehension of site conditions, or misunderstanding of the specifications or contract provisions.

5. Acceptance of Conditions

By submitting a bid, each bidder expressly agrees to and accepts the following conditions:

• All parts of the Instructions to Bidders and Specifications will become part of the Contract between the selected bidder and the City;

• The City may require whatever evidence is deemed necessary relative to the bidder's financial stability and ability to complete this project;

• The City reserves the right to request further information from the bidder, either in writing or orally, to establish any stated qualifications;

• The City reserves the right to solely judge the bidder's representations, and to solely determine whether the bidder is qualified to undertake the project pursuant to the criteria set forth herein. The bidder, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder is qualified to perform the project, shall be final, binding and conclusive;

• The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

• This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder in the preparation and submission of a bid.

6. Truth and Accuracy of Representation

False, incomplete or unresponsive statements in connection with the bid may be sufficient cause for rejection of a bidder.

7. City Changes to the Bid Documents

The City reserves the right to change any part of these Instructions to Bidders and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each bidder. A bidder's failure to address the requirements of the addenda may result in the bid not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.

Addenda shall be acknowledged via the City'seProcurement Portal for the project named "Gold- Leaf Lettering for Fire Apparatus." Project ID: 2024-IFB-LM-0153. Bidders can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there will be a required section for "Addenda Confirmation" where bidders must acknowledge each addenda released.

8. Notice Regarding Disclosure of Contents of Document

All bids accepted by the City at the time of bid opening shall become the exclusive property of the City. Upon opening, all bids accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each bid which are identified by the bidder as business or trade secrets and plainly marked as "trade secret," "confidential," or "proprietary." Each element of a bid which a bidder desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required under the California Public Records Act or otherwise by law (despite the bidder's request for confidentiality), the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

9. Construction During the Period of November 15 through January 3 https://procurement.opengov.com/governments/530/portal/pasadena

Attention is directed to Chapter 12.24 of the PMC, Excavations, and the Board of Directors (City Council) Policy Statement in Motion 25405 dated September 5, 1967. In general, all streets shall be free and clear of excavations and other construction during the period of November 15th through January 3rd for business districts, and December 15th through January 3rd for other areas. Accordingly, the Contractor will be required to shut down construction operations which would impede traffic movement during this period unless otherwise directed by the Engineer in emergency situations. Any existing excavations shall be backfilled, compacted, and temporarily repaved before the shutdown date. Bidders should reflect any costs of such shutdown in the various items of the Bidder's Proposal, and no additional payment will be allowed therefor. No time will be charged against the contract time for operations which are shut down in accordance with this section. A map showing the appropriate shutdown period for all locations in the City is available at the public counter of the City's Permit Center at 175 Garfield Avenue, Pasadena, 91101.

10. Local Bidders; Refund of Sales and Use Tax

For the purpose of determining the lowest bidder on a contract for materials and supplies only, 1.75% of that portion of the bid subject to sales or use tax shall be deducted from any bid where it is determined that if such bidder were awarded the contract, the City would receive a refund of the 1.75% sales and use tax pursuant to the Uniform Sales and Use Tax Ordinance of the City of Pasadena.

11. Special Requirements of Contractors

There is a separate packet of forms as part of these specifications that a bidder must complete to establish compliance with a number of special City of Pasadena requirements, including, but not limited to, Equal Employment and Affidavit of Non Collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them shall be grounds, in the sole discretion of the City, for rejection of any bidder.

12. Public Contract Code Sec. 9204 New Public Works Claims Procedure

As detailed in the Section Titled Public Works Claims Procedure new Public Contract Code Section 9204 (#Public Contract Claims Procedure), effective January 1, 2017, specifies new procedural requirements for claims submitted by a contractor on any public works project.

13. Protest Procedure

This procedure specifies the process to be utilized by the City of Pasadena in resolving protests regarding this solicitation. In order for a protest to be considered by the City of Pasadena, it must be submitted in accordance with the procedures outlined in the FORMAL SOLICATION PROTEST PROCEDURE found at the following link: (https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/). A protest submitted that is not in accordance with this procedure, may be returned to the submitting party without any further action by the City of Pasadena.

https://procurement.opengov.com/governments/530/portal/pasadena/projects/83050?section=741840 https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/

5. Bidder's Proposal

To the Honorable City Council of the City of Pasadena, California

In response to the Notice Inviting Bids forGold-Leaf Lettering for Fire Apparatus the undersigned proposes and agrees to furnish the required material in strict conformity with the general and detailed specifications and data on manufacturer’s data sheets and/or exceptions made part of the bid and accepted by the City in writing.

INSTRUCTIONS:

Each bidder must bid on all items shown in the Bidder’s Pricing Table. If any bidder makes any alteration, interlineation or deviation in any of the printed matter of the proposal or if the signature of the bidder is incomplete, the bid will be considered informal and may be rejected.

The price bid shall include any and all charges required under the California Retail Sales Act of 1933 as amended and the California Use Tax Act of 1935.

Instructions:For each Item, please multiply the Unit Price by the corresponding Quantity to determine the Item Price. Sum the Item Prices to determine the Item Total. Sum the Item Total and the Sales Tax to determine the Grand Total Price.

All bid pricing must be entered into the City's eProcurement Portal or the bid may be considered informal and deemed non-responsive, do not use a separate document attachment to represent your pricing. All required attachments must be completed and uploaded electronically into City's eProcurement Portal. prior to the set bid date and time in the Notice Inviting Bids (#Notice Inviting Bids).

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Hourly Rate (includes masking, sanding, removal of current gold leaf, and re-application with 23 carat gold;

hourly rate must include all other expenses necessary to complete the gold-leaf lettering, including travel, materials, etc.)

50 Hour

TOTAL

6. City Requirements

There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.

1. Pasadena Operating Companies

If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer.

2. Equal Employment Opportunity in Contracting

Policy - The City of Pasadena is committed to a policy of Equal Employment:

• Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.

Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

3. Declaration of Non-Collusion by Contractor

This form is only applied for formal solicitations at $25,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the #Bidder's Submittals/Checklist.

4. SAMPLE CONTRACT

A sample of the contract the successful bidder or proposer will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of these specifications.

5. CHANGE ORDER MANAGEMENT

Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.

6. Local Preferences

The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

7. Pasadena Business License

Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

• If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.

• If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (5.04.130C)

• If they come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.

For further information contact Municipal Services Department at (626) 744-4166, Monday- Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/

8. Invoice Submission Portal

Invoice Submission Portal https://procurement.opengov.com/governments/portal/pasadena/projects/83050?section=undefined https://www.cityofpasadena.net/finance/licenses/business-licenses/

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

Create an account: Visit the City’s Invoice Submission website:

https://invoice.cityofpasadena.net/ and select “Create Account”

Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

9. Acceptance of Conditions

By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:

• All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;

• The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;

• The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;

• The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;

• The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

• This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.

10. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

• The quality of the material offered;

• The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

https://invoice.cityofpasadena.net/PortalGuide.pdf

• Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

• The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

• The character, integrity, reputation, judgment, experience and efficiency of the bidder;

• The quality and timeliness of the bidder's performance on previous orders or contracts for the City;

• Litigation by the bidder on previous orders or contracts with the City;

• The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

11. Pasadena Living Wage Ordinance

If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:

Finance Department Purchasing Division 626-744-6755 - phone 626-744-6757 – fax

Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.

12. Errors and Omissions

Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders/General Instructions or Specifications/Scope of Work. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

13. Patent Fees; Patent, Copyright, Trade Secret, and Trademark Fees

Each bidder or proposer shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

14. Taxes

Price bid or Price Proposals shall include all federal, state, local and other taxes.

15. Certificate of Insurance

Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.

16. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)

The winning proposal/bid may be required to submit a completed and signed IRS Form W-9.

Failure to submit this form may result in the response being deemed non-responsive.

Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf

17. LIMITATIONS ON LIABILITY

Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item;

and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsivness.

18. Recycled Product Procurement Mandates Pertaining to Local Governments [22150 - 22154]

This section is only applied when buying paper products.

Beginning January 1, 2022, SB 1383 requires jurisdictions (cities, counties, cities and counties, or special districts that provide solid waste collection services) to purchase recycled-content paper products that are recyclable.

SB 1383 builds upon existing laws that require jurisdictions to purchase products that contain minimum recycled content, and adds additional requirements on product recyclability and recordkeeping.

All vendors providing Paper Products and Printing and Writing Paper shall:

• Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, PCC Sections 22150-22154, under the sections “Recycled-Content Requirements” and “Recyclability Requirements”.

• Provide a written certification and other verification from product vendors, as applicable, certifying that the products meet the recycled-content and recyclability requirements.

19. Compliance with the Levine Act (Government Code Section 84308) https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fleginfo.legislature.ca.gov%2Ffaces%2Fcodes_displayText.xhtml%3FlawCode%3DPCC%26division%3D2.%26title%3D%26part%3D3.%26chapter%3D3.5.%26article%3D&data=05%7C01%7Cawatson%40cityofpasadena.net%7C307f17457fcb49d363c108dbba309d38%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638308490511442074%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=kSzPLWUdh6HYJTjfSaMqzITXO6TDf1tcUTo%2BcAV5SJw%3D&reserved=0

The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $250 in the 12 months preceding the pendency of the contract award, and for 12 months following the final decision, from the person or company awarded the contract.

Proposers should ensure their employees, agents, and consultants are aware of the requirements of the Levine Act before the proposal is submitted, so as to avoid inadvertent violations.

20. AVAILABILITY OF FUNDS

The provisions of this Contract relating to payment for products or services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to for disbursement. The City shall be the sole judge and authority in determining the availability of funds under this Contract. If any action is taken by the City, any state agency, Federal department or any other agency to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, the City may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, The City shall be liable for payment only for products provided or services rendered prior to the effective date of the termination, provided that such products or services were provided or performed in accordance with the provisions of this Contract.

21. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in this solicitation, above. Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system. A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named Gold-Leaf Lettering for Fire Apparatus in order to be included in the "Followers" list in the City's eProcurement system to insure they receive all documents including addendums which are available as a download.

The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

7. Insurance Requirements

1. Insurance Requirements https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/General-Most- Contracts.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/General-Most-Contracts.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/General-Most-Contracts.pdf?v=1623280176766

8. Submittals/Checklist

The following list is provided for the convenience of both you and the City and to help eliminate errors and omissions which may render your bid unacceptable. Please review this Bidder's Checklist section. Ensure that all forms required at the time of bid are included with your bid proposal in and through this portal.

Training Resources for Vendors:

Videos:

Instructions for the new eProcurement System: The following link https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-trainingwill include video instructions for using the new system.

Screen Shots:

A. Subscribing for an agency's notifications - Using the Network Tab

B. Following a project

C. How to respond to a bid, submit a bid, or No bid?

D. Get Notifications

E. Managing Addenda

F. OpenGov Procurement Support

1. Acknowledgements

a) Acknowledgement* By submitting this bid the Bidder hereby certifies under penalty of perjury of the laws of the State of California that all representations made in the documents that comprise the proposal for Gold-Leaf Lettering for Fire Apparatus due on Monday, April 8, 2024 are true and correct to the best of my knowledge at the time of the proposal’s submission.

By confirming, the bidder acknowledges the following:

• We have reviewed and agreed to all of the documents contained in this solicitation and understands that the City will not be responsible for any errors or omissions on the part of the vendor in making up this bid or proposal.

• The representations herein are made under penalty of perjury.

• We hereby offer to sell the City of Pasadena the materials, products, and/or services at the prices shown and under the terms and conditions included hereon or attached or referenced.

☐ Please confirm *Response required https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/3955963-how-to-subscribe-to-organizations-and-find-active-rfps-bids https://help.procurement.opengov.com/en/articles/2478854-follow-a-project https://help.procurement.opengov.com/en/articles/2478772-how-to-respond-to-a-project https://help.procurement.opengov.com/en/articles/2921877-get-notifications https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://help.procurement.opengov.com/en/articles/5680392-using-support

b) Confirmation, if You are the Recommended Company* Subsequent to the closing of this solicitation, but prior to contract award, the recommended vendor will be required to provide the following documents within 10 calendar days of being notified, otherwise the submitted proposal may be deemed non-responsive.

Please confirm that you will provide the following per these instructions.

• Request for Tax Payer Identification Number and Certification (IRS Form W-9)

• Pasadena Business License

• Any Required Licenses or Certifications

• All Insurance Required by this Solicitation (If Required)

☐ Please confirm *Response required

2. Forms

c) AA1; AA2; AA3; Signature & Legal Status; and Declaration of Non-Collusion* If your submittal does not include all of the below items, it may be deemed non-responsive.

• Each Bidder must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless Bidder has an approved form on file with the City. (Copy attached)

• Form AA-2 is required to be submitted for projects involving labor or services in excess of $25,000. (Copy attached)

• Form AA-3 is Optional. (Copy attached)

• A completed and signed "Declaration of Non-Collusion." (Copy attached)

• Signature Page and Legal Status (Copy attached)

• REQUIRED_FORMS_-_AAs_-_SIG-...

*Response required

d) Relevant Experience Form * Please download the below documents, complete, and upload.

• RELEVANT_EXPERIENCE_FORM_(1...

*Response required

3. Qualifications https://government-project.s3.us-west-2.amazonaws.com/29278/ce43782c-ce62-4ee1-8c14-6489f69de652_REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION_11032022_%284%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4BYBFJI6W%2F20240326%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240326T175538Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEJL%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQDAhEeFB0GigTGW%2FZbLPmVN5WAx%2B6lR6p2LCkqsAQVCdwIgZaI%2BLpPmh%2FQxLI52HUvpYOncD0qgAv8EjMBAsVWNogoqlgUIq%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDECDTFCR9XasYwl%2F%2BirqBKMbo4xhInMwanUeSfeqN7H5gZhtIxpuwohvsVM1CEQ10AOf1D92gDqSqCyp7eG7f%2B5U8HxmBYhGDd18HxPNfITh1Kg4AYtmIhAWjRqygachuK4LRX6EDR1Mx5w9hAXoXAO03Ucdn0GEYzEvBzwgtUOgo%2BiM3gz5yecBg7pEFVDH0ORrR1pt%2BAZa%2Bb8dVYJWfMlDXvGNImppI9BjeFUbet9dSKx3uOakq2jRDL3UXk1HYm4nUiWOvlDEcA%2Bke5dddF2WdFxMEjHwN6rP51Vx2%2FIP2P%2BFW%2BueMveHu4vjA4UArEjQk%2FRhqTXN3CRPBeIUNwEwgMZBZS8DFKgDaDCO2Q7BGCdsaGaz7s%2FI8tfg7CUXjFRr9NjzKHGz650VfpdWHIwYzU3A5rf8AJUZhmI98qU0bHBa0SsogXF%2BOy7mqDfACfJAZJGiQQaR0xbRX2hGxJPwzGjONDR9xvCKsBPzogQridmtuO4lPPAfb818pHrnrkskZMTbWyruji8%2ByyU4%2FZ3sjIhTZLnU2ANsxE13rJhPNYwzOCUyyGoPg8FGoY0PxsCwUPsqfDcLsWLFPo3Yxs%2Fg9fBMWeDdUhGkJvtzDkuY2%2B0ikF2PGEVdecY8jPUFXddYNCQ4KmBEMpBn6tRw%2F2TEwc3cqEN529n2ldra7MxJjE7dOqmrwyqz9j5QfWT9yhll9nfBVdXKGVDFsmhrJ2TyJQgWM0hYV1xgbzmaqNwmBO%2FDu83hYkZweuB3whMg16FtKKWZgzZYaCpS6EYuvmZ0OJ2U8K1fIIl9QwbBWZyEflE49Z4l9hnNj%2BYhCYTTQ90rXqy5SkLLvjCwl4ywBjqbAUpd3TgMsVOO87%2B9av65Qewjo6UDbTA70SMxNnDH8LtEpngwPNBWa39HBA5qRPfw4JBHKpeTvonABvjLx8cxyOHhGQL%2B5t2zBV%2BWGXZB7KzjgCoGqRXGjWSNXgZqHDBe7UOUxXwYSkcW79XccKITUuS1K7CywOn0MQzky2cY9SRBGjcZ9ta2YFBSkphHAIJdeUTkuqjWTb0QKOsX&X-Amz-Signature=88c876dda969b4555802592998af33f5b79a140e8977ac7b7b935a9e8345e9ca&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION_11032022_%284%29.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/29278/0e520aad-24cb-4a04-8dd8-73701a0acb85_RELEVANT_EXPERIENCE_FORM_%281%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4BYBFJI6W%2F20240326%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240326T175538Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEJL%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQDAhEeFB0GigTGW%2FZbLPmVN5WAx%2B6lR6p2LCkqsAQVCdwIgZaI%2BLpPmh%2FQxLI52HUvpYOncD0qgAv8EjMBAsVWNogoqlgUIq%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDECDTFCR9XasYwl%2F%2BirqBKMbo4xhInMwanUeSfeqN7H5gZhtIxpuwohvsVM1CEQ10AOf1D92gDqSqCyp7eG7f%2B5U8HxmBYhGDd18HxPNfITh1Kg4AYtmIhAWjRqygachuK4LRX6EDR1Mx5w9hAXoXAO03Ucdn0GEYzEvBzwgtUOgo%2BiM3gz5yecBg7pEFVDH0ORrR1pt%2BAZa%2Bb8dVYJWfMlDXvGNImppI9BjeFUbet9dSKx3uOakq2jRDL3UXk1HYm4nUiWOvlDEcA%2Bke5dddF2WdFxMEjHwN6rP51Vx2%2FIP2P%2BFW%2BueMveHu4vjA4UArEjQk%2FRhqTXN3CRPBeIUNwEwgMZBZS8DFKgDaDCO2Q7BGCdsaGaz7s%2FI8tfg7CUXjFRr9NjzKHGz650VfpdWHIwYzU3A5rf8AJUZhmI98qU0bHBa0SsogXF%2BOy7mqDfACfJAZJGiQQaR0xbRX2hGxJPwzGjONDR9xvCKsBPzogQridmtuO4lPPAfb818pHrnrkskZMTbWyruji8%2ByyU4%2FZ3sjIhTZLnU2ANsxE13rJhPNYwzOCUyyGoPg8FGoY0PxsCwUPsqfDcLsWLFPo3Yxs%2Fg9fBMWeDdUhGkJvtzDkuY2%2B0ikF2PGEVdecY8jPUFXddYNCQ4KmBEMpBn6tRw%2F2TEwc3cqEN529n2ldra7MxJjE7dOqmrwyqz9j5QfWT9yhll9nfBVdXKGVDFsmhrJ2TyJQgWM0hYV1xgbzmaqNwmBO%2FDu83hYkZweuB3whMg16FtKKWZgzZYaCpS6EYuvmZ0OJ2U8K1fIIl9QwbBWZyEflE49Z4l9hnNj%2BYhCYTTQ90rXqy5SkLLvjCwl4ywBjqbAUpd3TgMsVOO87%2B9av65Qewjo6UDbTA70SMxNnDH8LtEpngwPNBWa39HBA5qRPfw4JBHKpeTvonABvjLx8cxyOHhGQL%2B5t2zBV%2BWGXZB7KzjgCoGqRXGjWSNXgZqHDBe7UOUxXwYSkcW79XccKITUuS1K7CywOn0MQzky2cY9SRBGjcZ9ta2YFBSkphHAIJdeUTkuqjWTb0QKOsX&X-Amz-Signature=c12405e2ee782bb6c968e4aebee72fef7e52b1d7b39b6f3d1854d398c9f40899&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22RELEVANT_EXPERIENCE_FORM_%281%29.pdf%22&x-id=GetObject

9. General Specifications

1. BID PROPOSAL QUANTITIES

The quantities contained in the bid documents are approximate only and are for the sole purpose of comparing bids. The City may, in accordance with the specifications, order more equipment and/or materials as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of material actually provided as determined by the City and accepted at the unit prices noted in the bid.

2. EVALUATION OF BID

Bids will be evaluated based on the lowest Grand Total Price submitted in the Bidders' Proposal.

The contract award will be made from among responsive and responsible bidders. In case of a discrepancy between the unit prices and item total, the unit price shall govern. In the event of a discrepancy between the item totals and the grand total price the item totals shall prevail. The prices will be subject to adjustment by the City on that basis in the event of discrepancy and bid awarded.

3. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

• The quality of the material offered;

• The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

• Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

• The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

• The character, integrity, reputation, judgment, experience and efficiency of the bidder;

• The quality and timeliness of the bidder's performance on previous orders or contracts for the City;

• Litigation by the bidder on previous orders or contracts with the City;

• The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

4. SAMPLE CONTRACT

A sample of the contract the successful bidder will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of these specifications.

5. SUBSTITUTION FOR PATENTED AND SPECIFIED ARTICLES

Wherever these Specifications specify any material or process by patent or proprietary name, or by name of manufacturer, such specification is only for the purpose of describing the material or process desired and shall be deemed to be followed by the words and/or approved equivalent.

Any bidder may offer in the proposal any material or process that is equivalent in every respect to the material or process specified. This statement of alternate unit shall clearly describe the material or process for which the substitution is proposed and shall provide technical data establishing equivalency.

6. BID YOUR FULL EQUAL OR BETTER

Materials and equipment furnished shall be new, complete, ready-for-use and of the latest model, shall not have been used in demonstration or other services and have all the usual equipment as shown by manufacturer’s current specifications and catalogs unless otherwise specified.

7. PAYMENT

Section 9-3 of the “STANDARD SPECIFICATION FOR PUBLIC WORKS CONSTRUCTION” is hereby replaced with the following: Payment will be made when invoice has been submitted upon the completion this project.

8. INSURANCE

Proof of insurance is not required to be submitted with your bid, but will be required prior to the City's award of the contract. A copy of the City standard is included in the attachments.

9. DURATION OF CONTRACT

The initial term of the contract resulting from these Specifications shall be for five years from the date of execution by the City. No optional extension periods will be included with this contract.

10. System for Award Management (SAM.Gov)

Prior to contract award, the lowest responsive and responsible bidder must provide an active registration with "Sam.Gov." Vendors seeking to register can register for free at the following link: https://sam.gov/content/entity-registration

11. RELEVANT EXPERIENCE

Provide experience with three projects/contracts of similar scope and size, with one being a governmental agency. Complete and submit the attached Relevant Experience Form with your bid to demonstrate experience with projects of similar scope and size to that which is to be performed.

12. PROTECTION OF WORK, MATERIALS AND EQUIPMENT

https://sam.gov/content/entity-registration

The Contractor shall bear all risk of loss or damage to the work until its final completion and acceptance by the City. In this connection, the Contractor shall be responsible for proper storage and handling of all materials, including those materials furnished by the City, and for the care of all work until such final completion and acceptance. The Contractor shall, at its own expense, promptly replace material damaged or lost during this period, and shall repair any portion of the work damaged during this period. If the Contractor neglects or refuses to do so, the City may do so at the Contractor’s expense. However, the Contractor shall not be responsible for damage exceeding five percent of the Contract amount from Acts of God as defined in California Government Code Section 4151, such as earthquakes in excess of magnitude 3.5 on the Richter Scale, provided such damaged work was done according to the Specifications. Contractor shall not sell, assign, mortgage, hypothecate or remove equipment or materials which have been installed or delivered, and which may be necessary for the completion of the work, without written consent of the General Manager.

13. CLEANUP

The Contractor shall keep the site free from accumulation of waste materials, rubbish and debris at all times. Upon completion of the work, the Contractor shall remove from the site all tools, equipment, temporary structures, unused materials, concrete forms, scaffolding, rubbish and other materials belonging to the Contractor or used under its direction during construction, and shall leave the site broom clean, unless the General Manager specifies otherwise. In the event the Contractor fails to clean up as required by these Specifications, the City may perform such cleanup work at the Contractor’s expense; the Contractor and its sureties shall be liable for such expense.

14. CONTRACTORS QUALITY CONTROL

The Contractor shall be responsible for providing quality control measures to assure that all work is done in accordance with the Contract documents and any product manufacturer’s recommendations.

If, in the opinion of a City Inspector or Representative, the Contractor is not providing quality control, further repair work may be suspended in part or in whole. Repair work shall only be allowed to commence once the Contractor has demonstrated satisfactory improvement in quality control procedures and repair results.

10. Public Contract Claims Procedure

PUBLIC CONTRACT CODE SEC. 9204 PUBLIC WORKS CLAIMS PROCEDURE

AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.

For this legislation, a “public works project” is defined as “the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.” This definition is not as broad as in the Prevailing Wage Law.

A “claim” is defined as “a separate demand by a contractor sent by registered mail or certified mail with return receipt requested…” and is limited to three types of contract disputes:

1. “A time extension…for relief from damages or penalties for delay assessed by a public entity….”

2. “Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled”, and/or

3. “Payment of an amount that is disputed by the public entity.”

Upon receipt of a claim, a public entity must "conduct a reasonable review" and provide a written statement to the contractor within 45 days of receipt of the…