RFQ 25-26-25_Main Bid Document.pdf

RFQ #25-26-25 Fire-Rated Swinging Door Inspection and Maintenance Repair Page 1 of 7

INSTRUCTIONS AND GENERAL PROVISIONS

REQUEST FOR QUOTES (RFQ) 25-26-25

SECTION 1. INTRODUCTION

1.1 The City of Santa Clara (herein after “City”) is seeking bids from qualified Vendors to provide inspection, and maintenance repair services for fire-rated swinging doors at various City facilities and in compliance with NFPA 80 Standard, in support of the Department of Public Works Facilities Division.

1.2 The City will issue a Purchase Order to the successful Bidder (“Contractor”) for an initial twelve-month period. After the initial period, the City reserves the right to exercise four (4) additional one-year period extensions for a total of five (5) years.

1.3 Pricing shall be firm fixed for the initial term of the contract. During this period the price may not change. Price adjustments may be requested prior to any one-year option to renew the contract after the initial term. Price increase requests must be tied to prevailing wage, CPI, PPI, or relevant industry specific index. Price adjustments are subject to City's approval.

SECTION 2. KEY DATES (SUBJECT TO CHANGE AT THE

DISCRETION OF THE CITY)

Event Date

RFQ Release Date September 30, 2025

End of Question & Answer Period Tuesday, October 14, 2025; 2:00 p.m., Pacific Time

Due Date Tuesday, October 28, 2025; 2:00 p.m., Pacific Time

SECTION 3. LIST OF ATTACHMENTS

Attachment Title

A1 Scope of Services

A2 Inventory List

B Purchase Order Terms and Conditions

C Labor Compliance Addendum

D Insurance Requirements

The documents required to be included in your electronic submission are listed below:

E Customer Reference Form

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SECTION 4. MINIMUM QUALIFICATIONS

The Bidder must meet the following minimum qualifications. Quotations that fail to meet the minimum qualifications in this section will be considered non-responsive and disqualified from further consideration.

4.1 Possess a valid State of California Contractor’s License Class “C-61 / D-28 – Doors, Gates and Activating Devices”. License must be in either the Bidder’s or principal’s name. Bidder or shall include a copy of their valid license with their submittal.

4.2 Bidder (including any subcontractors) must be registered with the Department of Industrial Relations (DIR) prior to submitting its quote, pursuant to California Labor Code Section

1725.5. Bidder shall provide their DIR registration number with their submittal.

SECTION 5. PRE-BID CONFERENCE

5.1 ☒ There is no pre-bid conference for this RFQ.

5.2 ☐ There is a non-mandatory pre-bid conference for this RFQ.

5.3 ☐ There is a mandatory pre-bid conference for this RFQ.

SECTION 6. BASIS OF AWARD

6.1 The award for this requirement will be based on lowest responsive and responsible quotation that meets all specifications. The City may award by line item, lot, or overall lowest cost.

6.2 The City may designate incomplete quotes as non-responsive.

6.3 Purchase Orders may be awarded to multiple Bidders if the City determines it would be in its best interest.

6.4 Final award shall be contingent upon selected firm accepting the Terms and Conditions listed in the City’s Purchase Order.

6.5 The Bidder selected for award is required to submit a “Certificate of Insurance” in accordance with the requirements outlined in Attachment D within ten (10) days after issuance of notice of intended award, unless the City grants an extension in its sole discretion. Failure to do so may result in withdrawal of the award and award to the next lowest bidder.

SECTION 7. REQUIRED SUBMISSION DOCUMENTS

Bidder shall provide three references within the past five (5) years for which your company has provided similar services and/or goods described in this RFQ using Attachment E – Customer Reference Form.

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SECTION 8. SUBMITTING THE QUOTATION

8.1 Quotes must be entered online through BidNet Direct. Bidders may attach supplemental documents on BidNet Direct for online bids by clicking on “Upload Attachments”, then browse through your computer to find the document you want to attach. Click “Browse”, find the document, and click “Open”. The location of the document will be in the browse field. Click on “Submit” to attach the document. Any questions regarding document attachment or uploading should be directed to BidNet Direct at the above-mentioned telephone number.

8.2 Your quote must be received by the due date and time listed in BidNet Direct. Bidders should familiarize themselves with BidNet Direct and allow adequate time to upload their quotes. Submittals that are initiated prior to the quote deadline but not completed by the deadline will not be accepted. The City is not responsible for any late or incomplete submissions due to any technical issues that may be encountered in BidNet Direct.Your quote must be received by the due date and time listed in this document. Late submittals will not be accepted.

SECTION 9. HOW TO OBTAIN THIS RFQ

9.1 This RFQ may be downloaded from the BidNet Direct e-Procurement system located at https://www.bidnetdirect.com/california/cityofsantaclara. Respondents can also find a link at the City of Santa Clara website at www.santaclaraca.gov. At either website, follow the links to register for this online service. You may register for free either online or by calling BidNet Vendor Support at 800-835-4603, Option 2, or via email at support@bidnet.com and telling the support representative that you are registering for City of Santa Clara solicitations.

9.2 All addenda and notices related to this procurement will be posted by the City on BidNet Direct. In the event that this RFQ is obtained through any means other than BidNet Direct, the City will not be responsible for the completeness, accuracy, or timeliness of the final RFB document.

SECTION 10. PROCEDURE FOR SUBMITTING QUESTIONS AND

INQUIRIES

Any questions related to this RFQ shall be directed to the Procurement Contact identified on the cover page by the deadline specified. Bidders shall not contact any other City employee or individual that may have been involved with the development of this RFQ. All questions are to be submitted in writing through the BidNet Direct Question and Answer utility. All responses to questions will be in writing in the form of an addendum. Questions answered on BidNet Direct shall be considered addenda to the RFQ. Oral interpretations or clarifications will be without legal effect.

SECTION 11. WAGE REQUIREMENTS

11.1 Prevailing Wage: The City has determined that the services described in this solicitation constitute a “Public Work”, and are subject to the payment of not less than prevailing wages https://www.bidnetdirect.com/california/cityofsantaclara http://www.santaclaraca.gov/

RFQ #25-26-25 Fire-Rated Swinging Door Inspection and Maintenance Repair Page 4 of 7 under California Labor Code Section 1770 et seq. The Director of the Department of Industrial Relations has ascertained the general prevailing rate of per diem wages and the rates for overtime and holiday work in the locality in which the services are to be performed for each craft, classification or type of worker needed to perform the services under the contract. Copies are on file with and available upon request from the Office of the Clerk of the Board of Supervisors or at http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm.

11.2 This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. Further information on Compliance Monitoring Unit requirements can be found at http://www.dir.ca.gov/oprl/PWD/index.htm.

11.3 The Bidder (including any subcontractors) shall register with the Department of Industrial Relations prior to submitting its bid, pursuant to California Labor Code Section 1725.5.

11.4 No contractor or subcontractor may perform work on the project unless registered with the Department of Industrial relations pursuant to Labor Code section 1725.5. Contractor represents and warrants that it is registered with the Department of Industrial Relations.

Contractor shall maintain its registration with the Department of Industrial Relations throughout the course of the project. Contractor is responsible for verifying that each Subcontractor, including any Subcontractor not listed on the bid for the project, is registered with the Department of Industrial Relations at the time the Subcontractor performs work on the project. If any Subcontractor is not registered at the time the Subcontractor is to commence work, Contractor shall require the Subcontractor to register and may not permit the Subcontractor to commence work until the Subcontractor’s registration is complete.

11.5 Contractor must complete and submit Attachment C Labor Compliance Addendum within ten (10) days after issuance of notice of intended award.

11.6 Failure to meet the requirements stated above in this section by the time allotted may result in withdrawal of the award and award to the next lowest bidder.

SECTION 12. PAYMENT BOND REQUIREMENTS (FOR SERVICES)

A payment bond is not required.

A payment bond is required.

SECTION 13. PERFORMANCE BOND REQUIREMENTS

A performance bond is not required.

A performance bond is required.

SECTION 14. OBJECTIONS

Any objections as to the structure, content or distribution of this RFQ must be submitted in writing to the Procurement Contact by one week prior to the quote deadline. Objections must be as specific as possible, and identify the RFQ section number and title, as well as a description and rationale for the objection.

http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm.

http://www.dir.ca.gov/oprl/PWD/index.htm

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SECTION 15. GROUNDS FOR DISQUALIFICATION

Factors, such as, but not limited to, any of the following, may disqualify a quotation without further consideration:

15.1 Contact regarding this procurement with any City official or employee or evaluation team member other than the Procurement Contact from the time of issuance of this solicitation until the end of the protest period.

15.2 Evidence of collusion, directly or indirectly, among Bidders regarding the amount, terms, or conditions of this solicitation.

15.3 Influencing any City staff member or evaluation team member throughout the solicitation process, including the development of specifications.

15.4 Evidence of submitting incorrect information in the response to a solicitation or misrepresent or fail to disclose material facts during the evaluation process.

15.5 Offering gifts or souvenirs, even of minimal value, to City officers or employees.

15.6 Existence of any lawsuit, unresolved contractual claim or dispute between Bidder and the City.

15.7 Evidence of Bidder’s inability to successfully complete the responsibilities and obligations of this solicitation.

15.8 Bidder’s default under any City agreement, resulting in termination of such Agreement.

SECTION 16. PUBLIC RECORD

16.1 All material submitted in response to the RFQ becomes the property of the City. Quotes submitted may be reviewed and evaluated by any persons at the discretion of the City.

16.2 The City shall not in any way be liable or responsible for the disclosure of any such quote or portions thereof, if they are not plainly marked as “Confidential,” “Trade Secret,” or “Proprietary,” or if disclosure, in the City’s sole discretion, is required under the California Public Records Act as addressed below. Any quote which contains language purporting to render all or significant portions of the quote “Confidential,” “Trade Secret,” or “Proprietary” may be regarded as non-responsive.

16.3 Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of Santa Clara may determine, in its sole discretion, that the information that a Contractor submits is not a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” or “Proprietary,” the City shall provide the Contractor who submitted the information notice of the request.

Contractor shall immediately notify City whether Contractor will seek protection from disclosure by a court of competent jurisdiction. Any such action will be at the Contractor's sole expense. If, after receiving the foregoing notice from the City, Contractor takes no action or is not responsive as determined by the City, the City will disclose Contractor’s information without any liability or further duty of protecting the information.

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SECTION 17. TAXES

17.1 Do not include California retail sales tax in your bid price. Prior to award of contract, the City will confer with the successful Bidder(s) to review applicable sales and use taxes and make required adjustments.

17.2 The City of Santa Clara is exempt from federal excise tax, including federal transportation tax. The City will provide an exemption certificate as appropriate.

17.3 Contractors conducting business in the City of Santa Clara or using their own trucks to deliver merchandise must pay a City of Santa Clara Business Tax. To apply for a business license, Contractors must complete the business license application at https://www.santaclaraca.gov/home/showdocument?id=65820.

SECTION 18. LOCATION AND DELIVERY

18.1 The Contractor agrees to make deliveries to City location(s) only upon receipt of a duly signed and approved purchase order/release issued by the City. Delivery made without such documentation shall be at the Contractor’s risk.

18.2 The Contractor will be responsible for all costs associated with shipping, and delivery. All items delivered shall be Free On Board (F.O.B.) Destination, full freight prepaid except for special or expedited orders. In the event of special or expedited orders where incremental transportation or shipping fees are incurred by the Contractor, those incremental freight charges shall be added as a separate line item to the invoice submitted.

18.3 The Contractor shall authorize immediate replacement of any item that has been damaged in transit.

SECTION 19. EXECUTIVE ORDER N-6-22

19.1 In order to comply with the Governor's Executive Order, the following information is provided which will be included in City bids and agreements until such time that the EO is rescinded.

19.2 On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (EO) regarding sanctions in response to Russian aggression in Ukraine. The EO is located at https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive- Order.pdf.

19.3 The EO directs the City of Santa Clara to take certain immediate steps, including notifying all contractors and grantees of their obligations to comply with existing economic sanctions imposed by the U.S. government in response to Russia's actions in Ukraine, as well as any sanctions imposed under state law.

19.4 This correspondence serves as a notice under the EO that as a contractor or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the EO and the sanctions identified on the U.S. Department of the Treasury https://www.santaclaraca.gov/home/showdocument?id=65820

RFQ #25-26-25 Fire-Rated Swinging Door Inspection and Maintenance Repair Page 7 of 7 website (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions). Failure to comply may result in the termination of contracts or grants, as applicable.

SECTION 20. OTHER PUBLIC AGENCY PURCHASES

20.1 It is intended that any other public agency be permitted to purchase under the terms submitted in response to this procurement. Any participating public agency shall accept sole responsibility for the placing of orders, arranging for delivery and/or services, and making payments to the Contractor. The City of Santa Clara will not be liable or responsible for any obligations, including but not limited to financial responsibility, in connection with participation by other public agencies.

20.2 If other agencies participate, the contractor shall furnish the City of Santa Clara an annual report showing the name of the agencies, contact person, and phone number for each agency, and details of items supplied, including quantities. This report shall be furnished to the City on the anniversary date of the commencement of the contract