RFQ 25-26-29 Ground Ladder Inspections, Testing, Maintenance, and Repairs.pdf

RFQ 25-26-20 Fire Ground Ladder Inspections, Testing, and Maintenance Services Page 1 of 6

INSTRUCTIONS AND GENERAL PROVISIONS

REQUEST FOR QUOTES (RFQ) 25-26-29

SECTION 1. INTRODUCTION

1.1 The City of Santa Clara (hereinafter “City”) is soliciting quotes from qualified Vendors (“Contractor” or “Bidder”) to provide Annual Inspection, Testing, Maintenance, and Repair Services for the Santa Clara Fire Department (“Fire Department”) Ground Ladders, including labor, equipment, supervision, etc. as specified herein for the Fire Department.

1.2 Provide ground ladder services specified herein in accordance with the current edition of the NFPA 1932: Standard on Use, Maintenance, and Service Testing of In-Service Fire Department Ground Ladders, industry standards, manufacturer’s specifications, and other applicable federal, state, or local codes in effect at the time of service.

1.3 Services shall be performed at the City Fire Stations located throughout Santa Clara, CA.

1.4 The City will issue a Purchase Order to the successful Bidder(s) 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.

1.5 Pricing shall be firm fixed for the initial term. 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 9/17/2025 End of Question & Answer Period 9/30/2025 at 2:00 P.M.

Due Date 10/16/2025 at 2:00 P.M.

SECTION 3. LIST OF ATTACHMENTS

Attachment Title

A Scope of Services

B Purchase Order Terms and Conditions

C Insurance Requirements

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

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D Customer Reference Form

E Bid Pricing Form

SECTION 4. PRE-BID CONFERENCE

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

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

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

SECTION 5. BASIS OF AWARD

5.1 Price-Determinative: 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. The City may designate incomplete quotes as non-responsive

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

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

5.4 The Bidder selected for award is required to submit a “Certificate of Insurance” in accordance with the requirements outlined in Attachment C 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 6. REQUIRED SUBMISSION DOCUMENTS

Bid Pricing: Please submit your pricing using Attachment E. Estimated quantities are for quoting purposes only, and not to be interpreted as a guarantee to purchase any amount.

SECTION 7. SUBMITTING THE QUOTATION

7.1 Bidders can attach 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.

7.2 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

RFQ 25-26-20 Fire Ground Ladder Inspections, Testing, and Maintenance Services Page 3 of 6 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 8. HOW TO OBTAIN THIS RFQ

8.1 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.

8.2 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 9. 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 10. PAYMENT BOND REQUIREMENTS (FOR SERVICES)

A payment bond is not required.

A payment bond is required

SECTION 11. PERFORMANCE BOND REQUIREMENTS

A performance bond is not required.

A performance bond is required

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SECTION 12. 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.

SECTION 13. GROUNDS FOR DISQUALIFICATION

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

13.1 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.

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

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

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

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

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

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

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

SECTION 14. PUBLIC RECORD

14.1 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.

SECTION 15. TAXES

15.1 Do not include California retail sales tax in your bid price.

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

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15.3 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 16. ENVIRONMENTALLY PREFERABLE PRODUCTS AND

SERVICES

16.1 Where applicable, Bidders are encouraged to offer Energy Star, Green Seal, EcoLogo, or EPEAT certified products. The City also encourages Bidders to offer products and services that are produced or delivered with minimal use of virgin materials and maximum use of recycled materials and reduce waste, energy usage, water utilization, and toxicity in the manufacture and use of products.

16.2 Bidders are encouraged to offer Energy Star certified products or products that meet FEMP (Federal Energy Management Program) standards for energy consumption. City also encourages Bidders to offer products that are produced with recycled materials, where appropriate, unless otherwise requested in this RFQ.

SECTION 17. EXECUTIVE ORDER N-6-22

17.1 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.

17.2 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.

17.3 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.

17.4 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 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 18. OTHER PUBLIC AGENCY PURCHASES

18.1 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

RFQ 25-26-20 Fire Ground Ladder Inspections, Testing, and Maintenance Services Page 6 of 6 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.

18.2 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