Pierpont Nuisance Sand Removal.pdf

Request for Proposal No. P-130000901 Tuesday, September 29, 2026

Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts Division for Pierpont Nuisance Sand Removal, in accordance with this Request for Proposal.

Closing Time and Date

One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing Representative must be submitted prior to:

Tuesday, October 20, 2026, at 4:00PM PST

Sealed proposals shall be delivered by courier, express mail, or in person to:

Purchasing & Contracts Division City of San Buenaventura 501 Poli Street, Room 102

Ventura, CA 93001

Pierpont Nuisance Sand Removal

TABLE OF CONTENTS

1. Instructions to Bidders

1.1. Overview

1.2. Request for Proposal Timeline

1.3. Question and Answer Period

1.4. Proposal Submission

1.5. Proposal Format

1.6. Agreement

1.7. Term of Agreement

1.8. Agreement Prices

1.9. Insurance Requirements

1.10. Subcontracting

1.11. Communications with City Staff or Elected City Representatives

2. Scope of Services

2.1. Introduction

2.2. Background and General Requirements

2.3. Cost Proposal

3. Proposals

3.1. Evaluation of Proposals

3.2. Proposal Format and Requirements

3.3. Required upon Successful Award of Bid

3.4. Special Requirements

3.5. Proposal Authorization Sheet

ATTACHMENTS

• Attachment “A” – Maps

• Attachment “B” – Maps: Deposit Sites

• Attachment “C” – General Provisions for Standard Form Contracts

• Attachment “D” – General Services Agreement

EXHIBITS

• Exhibit ”A” – General Services Agreement (SCOPE OF SERVICES) Left blank intentionally

• Exhibit “B” – General Services Agreement (SCHEDULE OF COMPENSATION) Left blank intentionally

• Exhibit “C” – General Services Agreement (INSURANCE REQUIREMENTS)

1. INSTRUCTIONS TO BIDDERS

1.1 Overview

The City of Ventura is seeking proposals from qualified contractors for the removal of nuisance sand from sections of the City owned portion of Pierpont Beach between San Pedro Lane and Greenock Lane. The removed sand will transported to various locations within the city jurisdiction. The project will take place two times per year: once in May and once in November.

1.2 Request for Proposal Timeline

Release of Request for Proposal Tuesday, September 29, 2026

Questions to be submitted via Email Tuesday, October 6, 2026, at 2:00PM PST

Addendum to be Issued, if required Thursday, October 8, 2026

Proposal Submission Deadline Tuesday, October 20, 2026, at 4:00PM PST

1.4 Question and Answer Period:

All questions regarding this Request for Proposal (RFP) shall be submitted via email to Nicole Supan, Purchasing Supervisor, at nsupan@cityofventura.ca.gov PRIOR to Tuesday, October 6, 2026, at 2:00 PM. Any questions submitted after the deadline shall be rejected.

All questions will be answered in the form of an addendum.

1.5 Proposal Submission:

To be considered, all proposals must be submitted in the manner set forth in the RFP. It is the Responder’s responsibility to ensure that its/their proposal arrives on or before the specified time. Proposers shall provide one (1) hard copy in a SEALED envelope clearly marked with the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing Supervisor, Nicole Supan at nsupan@cityofventura.ca.gov, submitted on or before Tuesday, October 20, 2026, at 4:00 PM PST. If discrepancies are found between the hard copy and the PDF, the hard copy will provide the basis for resolving such discrepancies. If no document can be identified as the original, proposal may be rejected at the discretion of the City.

No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered in the absence of a hard copy sealed proposal.

Proposals received after the scheduled submittal deadline will be returned. Proposals postmarked prior to submittal deadline, but received after the deadline, will be returned.

1.6 Proposal Format:

Proposals must be submitted in the format described in the Proposal Format and Requirements Section No. 3.2. Proposals must be complete in all respects as required in the Proposal Format and Requirements Section. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Expensive binding, colored displays, promotional materials, etc., are not necessary mailto:nsupan@cityofventura.ca.gov mailto:nsupan@cityofventura.ca.gov or desired. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content. A proposal may not be considered if it is conditional or incomplete.

1.7 Agreement:

A copy of the City of Ventura’s General Services Agreement, Attachment “D” is included herein, as it will be the document executed into a final contract between the City and the awarded Consultant. You do not have to return Attachment “D” with your proposal submission;

the sample General Services Agreement is provided for reference only and does not have to be returned with the bid.

1.8 Term of Agreement

The term of this Agreement shall commence on effective date and will continue for a period of one (1) year. The City may elect, at its own option, to review the agreement for four additional one-year increments. Initial term plus any option to extend shall not exceed a total of five years.

1.9 Agreement Prices:

At any time during the course of this anticipated contract the City may alter the Scope of Work, making changes to the assignments and times indicated, and/or adding or deleting assignments as deemed necessary. The City and firm will negotiate changes to the contract pricing accordingly.

Unless otherwise stated, prices are maximum for the term of the Contract. Price adjustments, if allowed under this Contract, must be requested in writing and accompanied by the required information to substantiate the request for price adjustment, as set forth in the Contract. No price adjustment allowable under this Contract will be granted retroactively. The CITY must also be given the benefit of any decline in prices. If any price increase is granted by the CITY, the increase shall not be greater than the Consumer Price Index (CPI) of the current year.

1.10 Insurance Requirements:

Successful firm shall provide insurance as noted in Exhibit “C” of Attachment “D” General Services Agreement.

1.11 Subcontracting:

No Subcontracting any portion of Consultant’s duties under this agreement without prior written consent of the City.

1.12 Communication with City Staff or Elected City Representatives:

Any communication with City staff or City Elected Representatives, except for the Purchasing and Contracts Division, regarding this RFP is prohibited. Disregard of this provision could result in rejection of the proposal.

Copies of the proposal package and subsequent addenda may be obtained at www.cityofventura.ca.gov/bids.

http://www.cityofventura.ca.gov/bids.

2. SCOPE OF SERVICES

2.1 INTRODUCTION

The City of Ventura is seeking proposals from qualified contractors for the removal of nuisance sand from sections of the City owned portion of Pierpont Beach between San Pedro Lane and Greenock Lane. The removed sand will transported to various locations within the city jurisdiction. The project will take place two times per year: once in May and once in November.

2.2 BACKGROUND AND GENERAL REQUIREMENTS

The City is subject to a legal Settlement Agreement that compels the City to remove nuisance sand on Pierpont Beach two times per year. Nuisance sand is identified and quantified by the City prior to each project.

The project site is defined as the Pierpont “Lanes”, narrow streets leading from Pierpont Blvd.

or Monmouth Drive toward the beach including San Pedro Street, New Bedford Court and Martha’s Vineyard Court.

The scope of this project includes grading, removing, and hauling excess beach sand at the end of up to twenty-seven (27) Lanes (beach access points) of the Pierpont Beach neighborhood as well as the sand along the beach and the frontage of up to seventeen (17) private properties, as shown in Figure 1 and as directed by the City. The sand removal and grading are within the City’s 40-foot right-of-way, as shown Attachment “A” Maps, that stretches approximately one mile along Pierpont Beach between San Pedro Street and Greenock Lane. There are existing storm drains, manholes and waterlines within the right-of-way. The buried pipes are several feet below the excavation limits of this project.

The Contractor shall haul the sand from the Lanes to sand deposit sites described in Table 1 and as shown in the maps in Attachment “B” Maps: Deposit Sites. At deposit sites, the Contractor shall spread the sand evenly within the boundaries shown on the maps and as directed by the City.

The bidder’s proposal includes two Schedules of Work and Prices for Fall (November) and Spring (May) phases. The Contractor will have the option to extend the Contract for one year at a time, up to five years total.

INVESTIGATION OF SITE CONDITIONS

Bidders are urged to visit the site of the work and by their own investigations satisfy themselves as to the existing conditions affecting the work to be completed as part of this project. If the bidder chooses not to visit the site or conduct investigations, bidder will nevertheless be charged with knowledge of conditions which reasonable inspection and investigation would have disclosed.

UTILITIES

The existing subsurface utilities shown have been indicated, based on the best available record information. However, to avoid or resolve any interference problems between these existing utilities and the proposed work, the Contractor shall field verify the vertical and horizontal locations of all utilities and all other facilities and obstructions prior to beginning any excavations.

WORK PRACTICE RESTRICTIONS

The Contractor shall enforce the following work practice restrictions during all phases of construction activities:

1. Personnel, suppliers, subcontractors, construction equipment, construction material and personal vehicles may not enter, or be placed within the day's work zone(s) except during the approved work hours without the specific approval of the City.

2. All debris and sand shall be cleaned up and removed from the work zone by the end of each work day.

3. All trucks transporting sand shall be covered.

4. At the end of each working day the Contractor shall sweep and remove sand spilled on the Lanes and along the truck route to the receiver site, including removing existing sand at the end of the lane where work is performed as directed by the City.

5. The Contractor shall maintain self-contained temporary portable restroom toilet facilities on the job site for employee use during the course of all construction activities. Due to the close proximity to the ocean and the potential for vandalism of the portable restrooms, temporary portable restrooms shall be towable (on wheels) units and be removed at the end of each working day.

6. Payment for incidental cleanup, litter disposal, toilet facilities, employee facilities or storage facilities that may be required shall be considered as being included in the overall bid amount and no other payment shall be made.

SPECIFIED WORK HOURS

The Work shall occur during the day, Monday through Friday (except legal holidays and as specified in this section), between the hours of 8:00 A.M. and 5:00 P.M., unless otherwise approved, in writing, by the City. The Contractor may mobilize into the work area starting at 7:00 A.M. each workday in order to prepare for each day’s work without blocking any traffic (vehicular and pedestrian) or causing excessive noise before 8:00 A.M. and after 4:00 P.M. Excessive noise is any construction and noise generating activity that generates noise which exceeds the limits stated in City of Ventura Municipal Code Section 10.650.130.B.

Excessive noise includes the use of pneumatic hammers, jackhammers, skill saws, backhoes, and any other noise generating activity above 50 decibels.

When working on lanes near Pierpont School (Martha’s Vineyard and New Bedford) the Contractor will need to adjust work schedule to accommodate the school-age pedestrian and bicycle routes to the school during the arrival and departure periods.

At no time will traffic control be allowed in the immediate vicinity so as to cause a hazard to a school pedestrian crosswalk during arrival and departure time periods.

SEQUENCING OF WORK

No more than two adjacent lanes can be closed to beach access at one time. In order to minimize disturbances to the businesses at the end of Seaward, the Contractor can only use the end of Seaward for loading sand that originates between Pittsfield and Bath Lanes. The sand from the private property locations and lane ends shall be loaded onto trucks at the nearest lane only. No single Lane shall be utilized to load and haul sand that exceeds the amount of sand required for removal between that Lane and the adjacent Lanes.

Video Recording A minimum of one week prior to start of construction, the Contractor shall video record all areas where construction is to take place. Such video recordings shall be provided to the City before construction commences. These video recordings shall serve as a record of the existing conditions for disputes arising from restoration, and should therefore be taken along the line of construction and site access and staging areas at sufficient detail as necessary to clearly depict details of existing conditions. Video recordings shall document existing roadway striping and all painted curb markings in the project area. The video recordings shall be copied to a flash drive or video sharing service approved by the City. All video recordings shall be indexed and catalogued in such a manner that each photographed area is readily identifiable, and shall also indicate the date and time (hour, minutes and seconds) on which the recording was made. The Contractor shall also video record any unusual conditions encountered during construction that are not already a matter of photographic record. In any areas where existing conditions cannot be determined by means of video recording, the area shall be restored as approved by the City at Contractor's expense. All video recordings shall become the property of the City. Measurement and payment for video recording shall be included in the Contract lump sum price for mobilization.

Traffic Control All work required for maintaining and controlling traffic during the construction period shall conform to the applicable provisions of the SSPWC and these modifications herein. All such work shall additionally conform to the California Manual on Uniform Traffic Control Devices (CMUTCD) issued by the State of California, Department of Transportation (Caltrans). All construction work and traffic control shall be scheduled and constructed to provide for a minimum of inconvenience and a maximum of safety to the public vehicular, bicycle and pedestrian traffic. Contractor shall provide signage restricting beach access at the end of the Lanes during the project. Contractor shall post signage at the entrance and at the dead ends of the Lanes notifying the public that there will be no public access at that lane during construction. Contractor shall provide noticing to neighboring residents 48-hours prior to commencing work and limiting beach access. Contractor shall provide the required grading at each lane end to maintain safe public access to the beach whenever the Contractor is not actively working at the site.

Contractor shall submit a Traffic Control Plan for all work required to remove sand from the Pierpont area. The Traffic Control Plan shall include arrival and departure times for Pierpont School including any school holidays or half days. Contractor shall also submit Traffic Control Plans to deposit sand at the deposit sites applicable. Traffic Control Plans shall include traffic control, signage, fencing and pedestrian detours, for review and approval by the City.

Stockpiling of sand and equipment storage are not allowed at the Surfers Point site. Public parking spaces are not permitted to be used for storing materials or equipment. Contractor shall adhere to posted speed limits of 15 mph in lanes and 30 mph on surface streets.

The Contractor shall notify the City of intent to begin work at least five working days before work is to begin. The Contractor shall cooperate with the City relative to handling traffic through the area and shall make all arrangements relative to keeping the working area clear of parked vehicles. Contractor's equipment and personal vehicles of the Contractor's employees shall not be parked on the traveled way nor on any section where traffic is restricted at any time. During any period when two-way traffic is not provided, as approved by the City, the Contractor shall employ flaggers to control traffic through the construction zone.

A minimum of two flaggers shall be assigned to each sand deposit site to ensure the safety of the public. The Contractor shall notify the City of any operation that will affect two-way flow of traffic in excess of five minutes for every half hour of working time, at least two working days in advance of such operation.

Biological Considerations Sand excavation and contour work shall be performed to avoid impacting visitors and potential nesting birds. If at any time, the work area is within 300 feet in all directions of an active bird nest or breeding activities, the breeding habitat/nest site shall be fenced and this area shall not be disturbed until the nest becomes inactive, the young have fledged, the young are no longer being fed by the parents, the young have left the area, and the young will no longer be impacted by the project. Contractor shall meet this requirement. Removal of sand will be done to avoid, as much as possible, impact to existing established dunes, native dune plants, or sensitive species. Contractor shall meet this requirement. Sensitive species will be identified by on-site biologist and removed and distributed. The Contractor is NOT responsible for this effort.

Equipment Requirements:

All equipment and vehicles utilized by the Contractor shall meet all the requirements of federal, state and local regulations including, without limitation, all U.S. Department of Transportation (USDOT), state department of transportation and safety regulations, and are subject to the approval of the City. All sand hauling units will be inspected, measured and certified by the City.

Contractor is responsible for determining and complying with applicable requirements for securing loads while in transit and that all trucks have a solid tailgate made of metal.

Contractor shall assure that all loads are properly secured and transported without threat of harm to the general public, private property and public infrastructure.

Contractor shall provide all necessary equipment to complete the scope of work as directed by the City. Required equipment may include, but is not limited to:

• Excavators

• Bulldozers

• Articulating Dump Trucks

• Track loaders

• Rubber tire loaders

Safety The Contractor shall comply with all required permits, Cal-OSHA safety requirements, Best Management Practices (BMP), and keep said permits on the job site at all times.

Accident Reporting Contractor shall immediately notify the City of any accident, regardless of whether or not injury or damage is evident, involving the contractor’s staff, vehicles, or equipment while on the work site. Contractor shall take photo documentation of damage and immediately report to appropriate City contact. Contractor shall document any damage that exists before the onset of work. The Contractor shall take photographs of existing damage and report to appropriate City contact prior to commencing any work. Any damage caused as a result of the Contractor’s actions shall be the sole responsibility of the Contractor to repair or pay in full for damages.

SAND REMOVAL, GRADING, AND HAULING

The Contractor shall remove sand at the end of the Lanes to the grades indicated in Attachment “A” Maps. Sand removal will entail excavating the wedge of sand resting on properties or walls, down to the limits indicated on the plans and no deeper than 6-inches above the tops of structural footings. Creation of a no more than 1:1.75 slope will start at a distance from 10 to 15 feet out from the property line. Excavation and spreading of sand shall be done by using mechanical equipment that is less susceptible to getting stuck in sand and shovel as needed. Sand shall be removed from the drains, street and stairways.

The Contractor shall transport beach sand from the project site to the one or more of the deposit sites described in Table 1 and as directed by the City. The Contractor shall dump the sand material at the location(s) and spread the sand evenly across the beach within the limits shown on the plans, avoiding the tidal zone and as directed by the City. Sand material dumped at the Stanley Avenue locations shall be dumped and a loader used to create pile not to exceed 15 feet in height. At the end of each working day the Contractor shall sweep and remove spilled sand along the truck routes, at the deposit sites, on the lanes and at the lane ends including the existing sand, to the satisfaction of the City. No additional compensation shall be made by the City to clean up spilled sand, or existing sand, by the Contractor.

In windy conditions enough to pick up the sand, work will be delayed as directed by the City.

Working days will be adjusted as necessary due to wind event delays. All work shall comply with the Biological Resource Assessment, which will completed by the City prior to each cleanup event.

SPECIAL WORK ALLOWANCES / RESTRICTIONS

The following restrictions and allowances shall apply:

Truck and Equipment Staging No more than a 40-foot long parking spot on Pierpont Blvd for truck/equipment staging, will be permitted within four (4) Lanes of each other at any given time. The Contractor shall provide signage and designate up to 40-foot long staging areas for trucks and equipment at the entrance to the lanes with a minimum of 48-hour notice. The Contractor is responsible for determining and obtaining permission for any other staging area to be utilized and all associated costs thereof.

Sand Removal and Grading The means and methods of sand removal and grading shall be safe and non-destructive to adjacent properties and improvements. Equipment must achieve the grades indicated on Attachment “A” Maps and provide uniform and straight grades. Grading to create beach access shall be constructed as directed by the City. Sand shall be graded to meet the details, covering footings at retaining walls, lane end walls and stairs, as shown in Attachment A” Maps and as approved by the City.

Equipment Access to the Beach Access to the beach shall be at San Pedro Lane and Martha’s Vineyard Lane. The Contractor is not permitted to utilize the beach outside of the City’s 40-foot Right-of-Way for access between Lanes and must stay within the City’s Right-of-Way.

Dump Truck Restrictions The Contractor is not permitted to use the following vehicles and equipment on any of the Lanes:

1. Dump trucks with a capacity greater than 15 tons.

2. Trailers

3. Transfers or bottom dumps

The trucks shall have a capacity of 15 cubic yards. The Contractor shall submit a list of the specific trucks they plan to use for the project, with a document verifying the measured cubic yard capacity per truck, along with information that clearly identifies each truck (i.e. truck number).

MEASUREMENT AND PAYMENT

Sand Removal, Hauling and Offload The City will inspect every truck load before hauling to the receiver site, to determine and record the volume of sand in a log. The Contractor shall verify the volume by signing the City inspector’s log. Trucks that leave the site without inspection by the City inspector shall not be counted for payment by the City.

Measurement and payment for Sand Removal, Hauling and Offload, includes the removal of sand on the beach and hauling and offloading the sand at the sand deposit site(s) in compliance with the provisions of this document and as directed by the City, shall be made at the contract unit price per cubic yard bid. Total compensation shall be based on actual quantities as approved by the City.

Measurement and payment for Contour Grading at Removal Sites, includes the contour grading to provide beach access, cover footings in compliance with the provisions of this document and as directed by the City, shall be made at the contract unit price per cubic yard bid. Total compensation shall be based on actual quantities as approved by the City.

Contour Grading at Deposit Sites Measurement and payment for Contour Grading at Deposit Site 1 – Stanley Avenue, includes using a loader to move deposited sand into piles no more than 15 feet high, in compliance with this document and as directed by the City, shall be made at the contract unit price per cubic yard bid. Total compensation shall be based on actual quantities as approved by the City.

Measurement and payment for Contour Grading at Deposit Site 2 – Ventura Pier North Beach, includes transporting sand deposited at Ventura Pier Beach South to Ventura Pier North Beach. Transport would involve using an articulating dump truck or similar equipment to move deposited sand from south to north underneath the Pier (beach portion under Pier, not via concrete bike/pedestrian path), and contour and grade sand in compliance with this document and as directed by the City. This work shall be made at the contract unit price per cubic yard bid. Total compensation shall be based on actual quantities as approved by the City.

Measurement and payment for Contour Grading at Deposit Sites 3,4 and 5, includes the contour grading at the sand deposit site(s) up to 200 feet from the offload location, in compliance with this document and as directed by the City, shall be made at the contract unit price per cubic yard bid. Total compensation shall be based on actual quantities as approved by the Engineer.

Measurement and payment for Contour Grading at Deposit Sites 150 feet to 300 feet, includes the contour grading at the sand deposit site(s) from 150 feet to 300 feet from the offload location, in compliance with contract documents and as directed by the Engineer, shall be made at the contract unit price per cubic yard bid. Total compensation shall be based on actual quantities as approved by the Engineer.

TABLE 1

Deposit Site Deposit Location Approximate 1 Way Distance Site Requirements 1 Stanley Avenue 6 miles Loader needed to consolidate sand piles

2 Ventura Pier Beach North 2-3 miles Articulating dumptruck needed to transport sand loads under PierLoader/Bulldozer needed to spread 1 foot deep

3 Surfers Point 2-3 miles Loader/Bulldozer needed to spread 1 foot deep on beach 4 Ventura Pier Beach South 2-3 miles Loader/Bulldozer needed to spread 1 foot deep on beach

San Buenaventura State Beach (near kiosk) 2-3 miles Loader/Bulldozer needed to spread 1 foot deep on beach

Deposit Site Summary

2.3 COST PROPOSAL

Cost Proposal shall include full compensation for furnishing all labor, materials, tools, equipment, transportation, and incidentals for sand removal and grading at removal site, hauling, and placement at the sand deposit site including final grading at the deposit site, tools and equipment for cleanup including spilled sand, in accordance with this document.

Item No. Item Description Estimated Quantity Unit Unit Price Total

1 Traffic Control 3 DAY

2 Sand Removal, Haul, and Offload 1000 CY

3 Contour Grading at Removal Sites 350 CY

4 Contour Grading at Deposit Site 1 150 CY

5 Contour Grading at Deposit Site 2 300 CY

6 Contour Grading at Deposit Sites 3,4, and 5 550 CY

TOTAL

FALL REMOVAL EVENT

Item No. Item Description Estimated Quantity Unit Unit Price Total

1 Traffic Control 5 DAY

2 Sand Removal, Haul, and Offload 2000 CY

3 Contour Grading at Removal Sites 600 CY

4 Contour Grading at Deposit Site 1 300 CY

5 Contour Grading at Deposit Site 2 300 CY

6 Contour Grading at Deposit Sites 3,4, and 5 1400 CY

TOTAL

SPRING REMOVAL EVENT

The below prices are for labor and equipment cost for additional work requested by the City that is in excess of scope provided above.

Labor Hourly Rates

Type Standard Overtime Double

Foreman $ $ $

Operator $ $ $

Laborer $ $ $

Superintendent $ $ $

Equipment Hourly Rates

Type Hourly Rate

Bulldozer $

Excavator $

Track Loader $

Rubber Tire Loader $ Articulating Dump Truck $

3. PROPOSALS

3.1 Evaluation of Proposals

All proposals received by the deadline will undergo an evaluation process conducted by City staff. They will be reviewed to determine whether they meet the requirements of this RFP. The City will consider the following factors in the evaluation process and will render a decision based on the perceived best fit and best value for the engagement.

The proposals will be evaluated in the following areas:

3.2 Proposal Format and Requirements

Your proposal should specifically address the following topics in the same order as presented. Please refrain from submitting general marketing materials which do not explicitly serve this purpose. The Proposal shall be signed by an individual or individuals authorized to execute legal documents on behalf of the Respondent.

A. Cover Letter of Interest

Introducing your firm, including the principal place of business and the name, phone number, email address, and address of your contact person. Please limit Cover Letter / Executive Summary to 1 page. Please confirm receipt of any/all addenda.

B. Firm’s Qualifications, Experience, and Resources

1. A summary of your firm’s experience with respect to the required arbor care services.

2. A general description of your company and the professional staff. How long has this business been operating in Ventura County? If the company has operated in Ventura County under a different name, please list all names and when the name was changed. If multiple branches exist, how many and over what geographical area?

EVALUATION CRITERIA Weight Score (0.0-15.0)

Weighted Scored

1. Experience with debris removal, land clearing, or other related work 3.0

2. Ability to comply with Project Timeline: 5.0

3. Price to Value: 7.5

4. Financial Stability of Firm: 1.0

TOTAL 16.5

Evaluator Date:

3. A discussion of the primary factors you believe the City should consider in selecting an urban tree care company.

4. Personnel Resources:

• Responsible Personnel Identify and include a brief resume of the principal of your company who will be primarily responsible for the service provided to the City.

• Staffing For the Ventura operation, list how many full-time and part-time employees are on the payroll.

• Provide documentation; i.e., current employee listing, etc. to support that the company is sufficiently staffed to provide personnel to adequately meet the requirements of this proposal.

• Accounting Staff Describe how invoicing and accounting are handled, i.e., if multiple branches, where these services are performed.

C. References

Proposer is required to provide a relevant list of client references. A minimum of three references for similar services for any local government clients within the last three years must be provided.

References shall contain the account name, date range and type of service(s), and contact name and number.

D. Cost Proposal

The proposer must include any and all fees for services that will be required in connection with the scope of work to be provided.

E. Litigation and Past Contract Disqualifications

Describe any civil or criminal litigation or past contract disqualifications:

• In the State of California, has your firm been the plaintiff or defendant in any civil or criminal litigation during the past five (5) years? If so, briefly explain the nature of the case(s), time frame and outcome.

• Is your company currently involved as a plaintiff or defendant in any civil or criminal litigation? If so, briefly explain the nature of the case(s) and when the case(s) was/were filed.

• The bidder is required under Section 14310.5 of the Government Code to state any and all instances of being disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project due to a violation of a law or safety regulation.

F. Clarifications, Exceptions and Deviations to the Request for Proposal: Vendor must provide a section entitled Exceptions” in which you either state your firm has no exceptions or deviations for the Request for Proposal, including but not limited to Attachment “C” General Provisions for Standard Form Contracts, and/or Attachment “D” General Services Agreement, or in which you state your exceptions and deviations (regardless of if the information is presented elsewhere in this proposal). Any exceptions to the City’s Request for Proposal, including but not limited to Attachment “C” General Provisions for Standard Form Contracts, and/or Attachment “D” General Services Agreement, may prohibit the City from entering into an agreement with your company.

The following contractual terms are non-negotiable:

• Termination

• Indemnification

• Insurance

• Conflict of Interest

• Governing Law

• Assignability of Agreement

G. California Public Records Act: All submissions will be considered public documents under applicable state law except to the extent that portions of the submissions are otherwise protected under state law. Proposers must include a section stating there is no propriety or confidential material, or, segregate any proprietary or confidential material and provide an explanation as to why such information should not be deemed a public record, citing the applicable portion of the California Public Records Act.

H. 3.5 Proposal Authorization Form

I. Signed copies of all addenda.

J. Summarize any other points which you wish the City to consider in its evaluation of your proposal.

3.3 Required upon successful award of bid:

A. Exhibit “C” Insurance Requirements found in Attachment “D” General Services Agreement: The City requires that consultants maintain the applicable required insurance through the term of the contract with the City.

B. City of Ventura Business License

C. Consultant’s W-9

3.4 Special Requirements

The City reserves the unilateral right to amend, cancel or reissue this Request for Proposal in writing at any time.

The City reserves the right to reject any and all proposals received.

All costs associated with the preparation of proposals shall be borne by respondents.

Submitted proposals will remain valid for six months after the submission deadline date.

Submission of a Proposal indicates that the Responder has read and understands this entire RFP and agrees that all requirements of this RFP have been satisfied.

All Proposals and materials submitted become the property of the City.

The words “must” or “will” or “shall” in this Request for Proposal indicate mandatory requirements. Taking exception to any mandatory requirement will be grounds for rejection of the proposal.

3.5 Proposal Authorization Form

Whoever submits this proposal to the City of Ventura declares:

This is to certify and declare I have read and know the contents of the proposal the proposer listed below is submitting to the City of Ventura (“City”) and will abide by and agree to the conditions herein and do hereby propose to furnish all equipment and/or services required for the item totals listed in the Bid Proposal. I certify under penalty of perjury that the preparer(s) of this proposal has/have provided only complete and truthful information to the City in this proposal. I understand that any misrepresentations or material omissions within this proposal will be grounds for potentially disqualifying the proposer or not awarding the contract to the proposer. Additionally, any misrepresentations or material omissions within this proposal are considered breaches of the contract (should the proposer be awarded that contract); the City shall have the right to terminate the contract immediately without consequences, and the City retains all other legal rights available to the City for breach of contract.

Company Name: Telephone Number: Fax Number:

Address:

Email Address:

City of Ventura Business License No. DIR Number

Organization Type:

☐ Corporation ☐ Partnership ☐ Sole Proprietorship

Proposer’s Name and Title:

Signature: Date:

Tuesday, October 20, 2026, at 4:00PM PST