Remove and Replace One (1) ADA Complaint Vertical Platform Lift.pdf

Invitation to Bid No. B-130000884 Tuesday, August 11, 2026

Notice is hereby given that sealed bids will be received at the Purchasing and Contracts Division for All Labor and Materials to Remove and Replace One (1) ADA Compliant Vertical Platform Lift, in accordance with this Invitation to Bid (ITB).

Closing Time and Date

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

Tuesday, September 8, 2026, at 4:00PM PST

Sealed bids 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

All Labor and Materials to Remove and Replace

One (1) ADA Compliant Vertical Platform Lift

TABLE OF CONTENTS

1. Instructions to Bidders

1.1. Project Overview

1.2. Invitation to Bid Timeline

1.3. Mandatory Pre-Bid Meeting

1.4. Question and Answer Period

1.5. Bid Submission

1.6. Bid Format

1.7. Insurance Requirements

1.8. Agreement Prices

1.9. Subcontracting

1.10. Communications with City Staff or Elected City Representatives

2. Scope of Services

2.1. Installation Scope of Work

2.2. Specifications

2.3. General Requirements

2.4. Cost Proposal

3. Bid Submission

3.1. Bid Format and Requirements

3.2. Required upon Successful Award of Bid

3.3. Special Requirements

3.4. Bid Authorization Sheet

ATTACHMENTS

• Attachment A – General Provisions for Standard Form Contracts

• Attachment B – Small Local Business Purchasing Preference

• Attachment C – Terms and Conditions

• Attachment D – Insurance Requirements

1. INSTRUCTIONS TO BIDDERS

1.1 Project Overview

The City of Ventura invites qualified bidders to submit bids for All Labor and Materials to Remove and Replace One (1) ADA Compliant Vertical Platform Lift.

1.2 Invitation to Bid Timeline

Release of Request for Proposal Tuesday, August 11, 2026

Mandatory Pre-Bid Meeting Tuesday, August 25, 2026, at 11:00AM PST

Questions to be submitted via Email Wednesday, August 26, 2026, at 2:00PM PST

Addendum to be Issued, if required Thursday, August 27, 2026

Proposal Submission Deadline Tuesday, September 8, 2026, at 4:00PM PST

1.3 Mandatory Pre-Bid Meeting

A mandatory pre-bid meeting will be held at the Dudley House on Tuesday, August 25, 2026, at 11:00AM PST. Attendance of the Pre-Bid Meeting is mandatory to submit a response to the RFP. Proposals submitted on which the Pre-Bid Meeting has not been attended will be considered non-responsive and rejected. Please RSVP no later than Monday, August 24, 2026, at 4:00PM PST to the Purchasing Supervisor, Nicole Supan, at nsupan@cityofventura.ca.gov to reserve your spot in the meeting.

Mandatory Pre-Bid Meeting Location:

The Dudley House 197 N. Ashwood Avenue Ventura, CA 93003

1.4 Question and Answer Period:

All questions regarding this Invitation to Bid (ITB) shall be submitted via email to Nicole Supan, Purchasing Supervisor, at nsupan@cityofventura.ca.gov PRIOR to Wednesday, August 26, 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 Bid Submission:

To be considered, all bids must be submitted in the manner set forth in the ITB. It is the Responder’s responsibility to ensure that its/their bid arrives on or before the specified time.

Bidders shall provide one (1) hard copy in a SEALED envelope clearly marked with the Bid 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, September 8, 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 mailto:nsupan@cityofventura.ca.gov mailto:nsupan@cityofventura.ca.gov mailto:nsupan@cityofventura.ca.gov 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.

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

1.6 Bid Format:

Bids must be submitted in the format described in the Bid Format and Requirements Section No. 3.1. Proposals must be complete in all respects as required in the Bid Format and Requirements Section. Bids are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of the ITB. Expensive binding, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the ITB instructions, responsiveness to the ITB requirements, and on completeness and clarity of content. A proposal may not be considered if it is conditional or incomplete.

1.7 Insurance Requirements:

Successful firm must provide insurance as noted in Attachment “C” Insurance Requirements.

1.8 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.

1.9 Subcontracting:

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

1.10 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 ITB is prohibited. Disregard of this provision could result in rejection of the bid.

Copies of the bid 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 INSTALLATION SCOPE OF WORK

The awarded Contractor shall be responsible for All Labor and Materials to Remove and Replace One (1) ADA Compliant Vertical Platform Lift, including, but not limited to the following:

• Verify Installation Scope of Work is correct, including the verification of all field measurements.

• The demolition and removal of existing lift and components.

• The completion of concrete work required to meet ADA 67”x67" % zero-slope

• The demolition and removal of existing pony wall and wood siding.

• Replace existing wood siding and materials; paint to match.

• Strengthen existing wall for lift.

• Installation of Vertical steel posts for lift.

• Comply with exterior light for elevator code requirements.

• Installation of electrical for lift: 30-amp, 600-volt, 3-phase unfused disconnect switch, call station, light

• Contractor shall obtain Building permit and comply with all State and local building codes.

• All work shall be performed with the least amount of interruption to the facility. Notify City Representative 24 hours prior to disruption of building utilities.

• The city prohibits ANY products containing asbestos.

2.2 SPECIFICATIONS

Item Specifications Bidders Response Provide and install one (1) Vertical Platform Lift, California ADA Compliant, Exterior rated, pass through lift system located at the Dudley House, historic 1891Victorian home located at 147 E. Loma Vista Street, Ventura, California, 93003., Arrow Lift, Assisted Lift, TL Shield lift, or equivalent.

MAKE:

MODEL:

1 Capacity: 750 pounds, minimum

Item Specifications Bidders Response 2 Power Source: DC Motor, 2/3 HP, 90 Volts minimum

3 Maximum Lifting Height: 72” inches 4 Lift Speed: 10 feet per minute with overspeed brake

5 Reach Height – 77 inches, minimum 6 Height from bottom landing to upper landing 72 inches minimum

7 Platform: 36 inches x 54 inches x 42 inches with Keyed Cab Control. Tower on the right side. Fixed non-skid platform ramp 36 inches

8 Platform Controls: Constant-pressure up/down control switch installed on the platform

9 Landing Controls: Constant-pressure hall call control station provided at each landing

10 Surface mounted Call/Send controls at upper and lower landing, 2 Keyed call send

11 Landing Gate 36 inches x 42 inches Upper Landing Gate with Right Hand

12 DC Battery backup, two (2) 12 volt batteries and pit switch

13 Emergency Light and Alarm, Emergency stop control, and interlock

14 Material and Finish shall be selected at time of award. State options.

15 Provide one year Warranty on vertical lift, minimum

16 Provide Cal/OSHA Elevator Safety Section Inspection and necessary adjustments to obtain permit to operate

17 Installation shall be by a certified Vertical Platform Lift installer

2.3 GENERAL REQUIREMENTS

Licensing and Professional Certification

Contractor shall have and maintain a State of California Class C11 Elevator Contractor, in good standing for the duration of the Contract. Installation shall be by a certified Vertical Platform Lift installer.

Safety

All work conducted by the contractor and its representative shall conform to current applicable California Occupational Safety and Health Administration (CAL-OSHA) laws and regulations.

Contractor shall maintain safety certifications and provide city with copies of training records.

Contractor must strive to maintain good public relations at all times. The work must be conducted in a manner which will cause the least possible interference and annoyance to the public. Work must be performed by competent employees and supervised by an experienced, foreman or supervisor.

Storm Water

No material generated during work operations is permitted to enter any storm drain. The contractor is required to abide by the City of Ventura Ordinance Chapter 8.600 Storm water Quality Management. Including all applicable Best Management Practices (BMPs) for the duration of the contract.

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.

Clean Up

The contractor's operations for the storage and preparation of materials shall be limited to a designated area by the City Representative. Contractor shall remove all debris generated as work progresses. Throughout all phases of installation, Contractor shall keep the site clean and free from debris It shall be the responsibility of the contractor to dispose of all waste debris generated by the contractor. All waste and debris from this work shall be properly disposed of and recycled as much as possible. Any hazardous materials shall be handled and disposed of properly at an approved hazardous disposal site. The Contractor shall abate dust nuisance by cleaning, sweeping, and sprinkling water, or other necessary means. Areas are to be left in a condition equal to or better than that which existed prior to the commencement of operations. All manifests and documentation shall be properly executed.

Warranty Standards

The Contractor shall provide a minimum one (1) year warranty on all labor and materials from the date of final acceptance by the City. Any defects in workmanship or material failures discovered within the warranty period shall be repaired or replaced by the Contractor at no additional cost to the City.

Invoicing/Billing

Invoicing for services rendered are required for proper payment. The Purchase Order Number and work completed must be identified on the invoice.

Record Keeping

Contractor shall maintain and provide records and/or associated drawings of all repairs done to any City system.

2.4 QUOTATION SHEET

1. LABOR

Labor Category

Labor Rate:

Standard Time

Labor Rate:

Overtime

Proposed Hours

Laborer

Tradesman

Foreman

Supervisor

Other:

*Please describe

Subtotal: Labor Costs $

2. MATERIAL

Sales Tax

7.75%

Material Mark Up %

*Please describe:

Subtotal: Material Costs $

3. EQUIPMENT

*Please describe:

Subtotal: Equipment Costs $

TOTAL LABOR, MATERIALS and EQUIPMENT

3. BID SUBMITTALS

3.1 Bid Format and Requirements

Your bid 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 Bid 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 to 1 page.

B. References: Submit a list of three reference projects (“Reference Projects”) where Bidder has successfully operated a similar scope of work. For each Reference Project, Bidder shall supply the client’s contact person, company name, address, telephone and email address and a brief description of the type of work performed.

C. Section 2.4 Bid Quotation Sheet

D. 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.

E. Clarifications, Exceptions and Deviations to the Invitation to Bid (ITB): Vendor must provide a section entitled Exceptions” in which you either state your firm has no exceptions or deviations for the ITB, including but not limited to Attachment “A” General Provisions for Standard Form Contracts, Attachment “B” Terms and Conditions, and/or Attachment “C” Insurance Requirements, 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 ITB, including but not limited to Attachment “A” General Provisions for Standard Form Contracts, Attachment “B” Terms and Conditions, and/or

Attachment “C” Insurance Requirements, 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

F. 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 should 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.

G. 3.4 Bid Authorization Form

H. Attachment “B” Terms and Conditions: signed by an official authorized to bind the firm.

I. Signed copies of all addenda.

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

3.2 Required upon successful award of bid:

A. Attachment “C” Insurance Requirements: The City requires that contractor maintain the applicable required insurance through the term of the contract with the City.

B. City of Ventura Business License

C. Contractor’s W-9

3.3 Special Requirements

The City reserves the unilateral right to amend, cancel or reissue this Invitation to Bid in writing at any time.

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

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

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

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

All bids 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.

3.4 Bid Authorization Form

Whoever submits this Bid to the City of Ventura declares:

This is to certify and declare I have read and know the contents of the Invitation to Bid (ITB) 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 ITB. 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.

Organization Type:

☐ Corporation ☐ Partnership ☐ Sole Proprietorship ☐ Other:

Name and Title:

Signature: Date:

Tuesday, September 8, 2026, at 4:00PM PST