RFQ 411543 Request Form - Decal Vendor.pdf

RFQ REQUEST FORM

Department Introduction Statement:

The City of Oakland’s Equipment Services Division is seeking proposals from highly qualified firms interested in providing new decals and striping for City vehicles. This service includes but is not limited to vehicles used by the Fire Department, Police Department, Public Works, and other city and other City of Oakland Divisions as required by the City's Fleet Services Division. This service will apply to all vehicles owned and operated by the City of Oakland.

Contract Length / Option Years:

• Base period of 5 years.

Estimated Contract Value: This is a multiple vendor awarded contract up to $250,000

Contract Award and Work Distribution:

The City of Oakland intends to award contracts to multiple qualified vendors as a result of this solicitation. Award(s) will be made to all responsive and responsible Offerors whose proposals meet the requirements and achieve a minimum evaluation threshold as determined by the City.

Primary and Secondary Vendor Designation

The City reserves the right to designate one or more Primary vendors and additional Secondary vendors based on evaluation rankings.

• Primary vendors will receive the majority of work assignments.

• Secondary vendors will be utilized when:

o Primary vendors are unavailable or unable to meet required timelines o Workload exceeds Primary vendor capacity o Specialized services are required o Performance issues arise with a Primary vendor

Work Assignment and Rotation Override

Work will generally be assigned to Primary vendors; however, the City reserves the right to distribute work among all awarded vendors based on operational needs.

The City may, at its sole discretion, assign work based on:

• Vendor availability

• Proximity to service location

• Turnaround time commitments

• Vendor capacity

• Past performance

The City reserves the right to override any rotation or assignment methodology when necessary to meet urgent operational demands, including but not limited to emergency vehicle readiness.

No Guarantee of Work

The City makes no guarantee of a minimum amount of work or compensation to any awarded contractor. All work shall be performed on an as-needed basis.

Performance-Based Work Allocation

The City reserves the right to adjust the distribution of work among awarded vendors based on performance, including but not limited to:

• Failure to meet required turnaround times

• Quality deficiencies or rework

• Non-compliance with contract requirements

• Customer service concerns

Pricing and Best Value

While pricing remain firm in accordance with the contract, the City reserves the right to evaluate pricing among awarded vendors and select the vendor that provides the best overall value for each service request.

Non-Exclusivity

This is a non-exclusive, multi-award contract. The City reserves the right to procure similar services from other sources if deemed in the best interest of the City.

Vendor Suspension / Removal (Power Clause)

The City reserves the right to suspend, reduce, or eliminate work assignments to any awarded vendor due to performance deficiencies without terminating the overall contract.

Continued poor performance may result in contract termination in accordance with City policies.

Scope of Work (SOW):

1. General Requirements:

o The contractor shall provide all necessary materials, labor, and equipment to install new decals and striping on City vehicles as per the specifications outlined in this RFP.

o The contractor shall ensure prompt and efficient service fully compliant with the terms, conditions, and stipulations of the solicitation.

2. Materials:

o All reflective and non-reflective materials used for emergency vehicles must be 3M or Gerber vinyl – high performance grade with at least a five (5) year warranty for reflective materials and a seven (7) year warranty for non-reflective materials. No substitutions will be accepted.

o The contractor must wash vehicles before the installation of decals to ensure proper adhesion.

3. Designs and Artwork:

o The contractor shall adhere to the specific design and artwork requirements for different types of vehicles as detailed by the Equipment Services Division.

o All approved designs and artwork generated by the successful offeror, including electronic versions, shall become the property of the City of Oakland upon payment.

4. Vehicle Types and Specifications:

o Fire Department Vehicles: Includes pumper/ladder trucks, and SUVs with specified reflective gold and white striping and lettering.

o Police Department Vehicles: Includes sedans and SUVs with specific reflective stripes, logos, and unit numbers.

o Public Works Vehicles: Includes refuse trucks, light/medium duty trucks, and heavy dump trucks with specified reflective stripes and city logos.

5. Service and Warranty:

o The contractor shall define all warranty, service, and replacements that will be provided.

A copy of the manufacturer's warranty should be submitted with the proposal.

o The contractor must be able to begin work within 48 hours of notification and complete the assignment within 24 hours of commencement, excluding holidays and weekends.

6. Facility Requirements:

o The contractor must occupy a facility capable of accommodating the various types of vehicles owned by the City, with ample parking for vehicles in their possession.

o The contractor must have a secured and locked area for overnight storage of vehicles.

7. Geographic Requirements:

o Work shall be performed within the City of Oakland or within fifteen (15) miles of the City borders. Offerors outside the geographic area must detail how they would perform the work to meet this requirement.

8. Inspections:

o The City reserves the right to conduct on-site inspections of any bidder's facilities prior to awarding the contract. The results of any such inspection will be considered in determining the offeror's capabilities.

In addition to price, proposals will be evaluated based on:

• Compliance with specifications

• Pricing for design and production hourly rate

• References attesting to the specific experiences of others

• Condition and state-of-the-art of the bidder’s facility

• Warranty offered in the proposal

• Location of the bidder’s facility

• Vendor evaluation questionnaire answers

Criteria Point Value Qualifications of contractor to provide the services described. 25%

Location of contractor’s facility where work where will be performed (15-mile radius to 7101 Edgewater Dr. Oakland, Ca. 94621).

15%

Vendor evaluation questionnaire answers 20%

Condition and layout of contractor’s facility where work will be performed 15%

Cost 25%

Total Points 100%

Criteria for References:

• Provide a minimum of three (3) references from clients for whom similar work has been performed.

• References should include:

o Client name o Contact person o Contact information (phone number and email) o Description of services provided o Duration of the contract o Performance evaluation

• References should be from projects completed within the last five (5) years.

• Strong references from government contracts or large institutions are preferred.

Locations/Facilities:

• Light Equipment Shop 7101 Edgewater Drive, Bldg. #5 Oakland, CA 94621

• Heavy Equipment Shop 5050 Coliseum Way Oakland, CA 94601

Technical Specification:

• Attachment A: Pricing Worksheet

• Attachment B: Evaluation Questionnaire

Personnel (City of Oakland):

• Point of Contact(s) (POC) – Contract Administration:

Erica Vazquez, Management Assistant Evzaquez@oaklandca.gov 510-615-5491

John Lansangan, Buyer jlansangan@oaklandca.gov 510-238-6745

• Invoicing:

Invoices shall be submitted electronically to: AP Portal

Mailing Address:

City of Oakland, Public Works, Equipment Services Division Attn: Angelo Fullen 7101 Edgewater Drive, Building 2 Oakland, CA 94621 mailto:Evzaquez@oaklandca.gov mailto:jlansangan@oaklandca.gov