LSCC_Window_Covering_Upgrade_Project_IFB_BID_FORM.doc

This is a Bid Form document issued by the City of Palo Alto's Public Works Department, Facilities Management Division, for the Lucie Stern Community Center Window Covering Upgrade Project (IFB Number PR196808). The project involves comprehensive removal and replacement of window coverings at the Lucie Stern Community Center located at 1305 Middlefield Road, Palo Alto, California, including fabrication and installation of new pinch pleat drapery from customer-owned Knoll Rendezvous Ice Storm fabric (145 yards), fabrication and installation of new flat roman shades from customer-owned Designtex blackout fabric (95 yards), and fabrication and installation of new roller shades for door glass windows from vendor-supplied Thompson light-filtering material across 25 windows and 8 door glass openings. The contractor must supply all mounting hardware, drapery linings, labor, tools, and equipment, and perform patch and touch-up painting to match existing finishes. A non-mandatory pre-bid meeting is scheduled for March 23, 2026 at 10:00 AM; questions and clarifications must be submitted by March 25, 2026 at 1:00 PM; and sealed bids are due by March 30, 2026 at 3:00 PM through the City's electronic procurement system. Work must commence within seven calendar days of the Notice to Proceed, with priority completion of three rooms required during the winter maintenance closure from December 21, 2026 through January 4, 2027, and total project completion required within thirty calendar days, with liquidated damages assessed at $300 per day for delays.

Award will be made to the lowest responsive and responsible bidder based on the lowest total lump-sum Base Bid amount. All bids must include applicable taxes, profit, insurance, bonds, and overhead costs. Bidders must hold a valid California State Contractor's License in Class B, C-61, or D-52 categories, with emphasis on D-52 (Window Coverings) classification, and must register with the California Department of Industrial Relations prior to contract award. A mandatory field visit is required to verify site conditions and take accurate measurements before submitting proposals. This procurement is subject to California prevailing wage requirements under the California Labor Code, and all contractors must maintain certified payroll records and comply with prevailing wage regulations. Bid security of not less than ten percent of the aggregate bid amount is required for bids exceeding $25,000, and upon award, contractors must provide Performance and Payment Surety Bonds equal to one hundred percent of the contract sum within ten days of the Notice of Award. The contractor is required to provide a twenty-five year warranty from the date of project acceptance for roller shade systems, with responsibility for acquiring and delivering replacement components at no additional cost to the City in the event of warranted failures. The City retains five percent of each progress payment with payment due within thirty days of receipt of properly submitted Applications for Payment.