Traffic_Safety_Supplies.pdf

INVITATION FOR BID

TRAFFIC SAFETY SUPPLIES

City of Thousand Oaks

2100 Thousand Oaks Blvd

Thousand Oaks, CA 91362

RELEASE DATE: November 21, 2025

DEADLINE FOR QUESTIONS: December 1, 2025

RESPONSE DEADLINE: December 10, 2025, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/toaks https://procurement.opengov.com/portal/toaks%0c

City of Thousand Oaks

INVITATION FOR BID

Traffic Safety Supplies

I. Introduction II. Scope of Work

III. Notice Inviting Bid IV. Request for Bid V. Terms and Conditions

VI. Pricing Proposal VII. Vendor Questionnaire

Attachments:

A - SAMPLE_AGREEMENT_FOR_VENDOR_SERVICES

B - 2025 2026 19 Traffic Safety Supplies Notice

Invitation For Bid #2025/2026-19 Title: Traffic Safety Supplies

1. Introduction

1.1. Summary

The purpose of this bid is to secure vendor(s) to supply materials, parts, and supplies for traffic safety, at a competitive cost and in a timely manner. Occasionally, situations arise that require immediate procurement of materials and parts supply. The City may select more than one vendor to furnish said items. Selected vendor or vendors are requested to supply materials and parts supplies to the City, at a discounted cost. Description of selected materials, parts and supplies are listed under the Schedule of Fees.

1.2. Background

The City of Thousand Oaks is located in eastern Ventura County and consists of 56 square miles. The City population is approximately 122,000. The City is a general law city operating under the Council/Manager form of government. The City Council is comprised of five elected members through district-based elections, with one member serving as Mayor on an annual basis.

1.3. Contact Information

Project Contact:

Matthew Camuccio

Sr. Purchasing Specialist

2100 E Thousand Oaks Blvd.

Thousand Oaks, CA 91362

Email: mcamuccio@toaks.gov

Phone: (805) 376-5094

Procurement Contact:

Chris Meske

Senior Purchasing Specialist

1993 Rancho Conejo Blvd

Thousand Oaks, CA 91320

Email: cmeske@toaks.gov

Phone: (805) 376-5090

Department:

Public Works - Municipal Services Center (MSC)

1.4. Timeline

Release Project Date November 21, 2025

Question Submission Deadline December 1, 2025, 2:00pm mailto:mcamuccio@toaks.gov tel:(805)376-5094 mailto:cmeske@toaks.gov tel:(805)376-5090

Proposal Submission Deadline December 10, 2025, 3:00pm

Thousand Oaks City Clerk Department is inviting you to a scheduled Zoom meeting.

Topic: Traffic Safety Supplies - Spec 2025/2026-19

Time: Dec 10, 2025 03:00 PM Pacific Time (US and

Canada)

Join Zoom Meeting https://us02web.zoom.us/j/89654250291?pwd=ek

5mDpmSMysgBZFcXiEZvKad0WIMdz.1

Meeting ID: 896 5425 0291

Passcode: 691695

One tap mobile

+12133388477,,89654250291#,,,,*691695# US (Los

Angeles)

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(San Jose)

Join instructions https://us02web.zoom.us/meetings/89654250291

/invitations?signature=qJUvBYzkg8vzhawByJIz-j3AyAC4c2bbwQk3ilnsD-0 https://us02web.zoom.us/j/89654250291?pwd=ek5mDpmSMysgBZFcXiEZvKad0WIMdz.1 https://us02web.zoom.us/j/89654250291?pwd=ek5mDpmSMysgBZFcXiEZvKad0WIMdz.1 https://us02web.zoom.us/meetings/89654250291/invitations?signature=qJUvBYzkg8vzhawByJIz-j3AyAC4c2bbwQk3ilnsD-0 https://us02web.zoom.us/meetings/89654250291/invitations?signature=qJUvBYzkg8vzhawByJIz-j3AyAC4c2bbwQk3ilnsD-0 https://us02web.zoom.us/meetings/89654250291/invitations?signature=qJUvBYzkg8vzhawByJIz-j3AyAC4c2bbwQk3ilnsD-0

2. Scope of Work

2.1. Scope of Work

The City maintains adequate inventory to meet routine needs and typical emergency repairs throughout the city. Bidders are requested to supply materials, parts, and supplies, at a competitive cost and in a timely manner including but not limited to the items listed on the

Pricing Proposal.

Bidders shall provide pricing for the listed materials on the Pricing Proposal, based on a percent

(%) discounted from the Manufacturer’s “Price Book”.

A. This discount will be guaranteed through the duration of the contract.

B. This discount will apply to all materials, their respective commodities and sub-commodities that are ordered and are not limited to those listed on the bid sheet.

C. The Pricing Proposal list materials that are commonly used and represent a majority of the different commodities and sub-commodities that may be ordered.

D. In the event that materials ordered do not fit into any commodity or sub-commodity listed on the Pricing Proposal, negotiations between City Project Manager and Bidder will be conducted and agreed upon in writing, before the delivery of the new material.

If an item purchased is on sale or under another promotional term, the City will expect to receive the lower of the two prices at the time of purchase. Otherwise, the percentage off will remain constant during the duration of the contract.

3. Notice Inviting Bid

SPECIFICATION #2025/2026-19

NOTICE IS HEREBY GIVEN that sealed bids will be received electronically for:

Traffic Safety Supplies

The City of Thousand Oaks will receive sealed bids, electronically, for Traffic Safety Supplies at the following web address: https://procurement.opengov.com/portal/toaks no later than Wednesday, December 10, 2025, 3:00 pm at which time or thereafter bids will be opened and read aloud. All associated documents shall be submitted electronically through the website. Paper bids or late, mailed, or faxed bids will not be accepted. Bidders should be aware that uploading of the bid and associated documents may take some time, and bidders are responsible to ensure that their bid and all supporting documentation are submitted prior to the deadline. Bids must be submitted in the City's eProcurement portal.

Bids shall be opened and read aloud on Wednesday, Wednesday, December 10, 2025 at 3:00 pm.

Bidders may attend the opening and reading of the bids virtually. Information on how to attend the opening and reading shall be provided to prospective bidders in the City's eProcurement portal.

Bidders are required to register with the City prior to downloading documents from the website and to be eligible to submit a Bid. This information is used to notify Bidders via e-mail of addenda to procurement actions. You may view summary information about solicitations, but you must be registered at this site and logged in before you can download solicitation documents:

https://procurement.opengov.com/portal/toaks. Bidder when registering you must use one of the following commodity codes: 35060, 55000, 55033, 55034, 55042, 55043, 55078, 78530, 80196.

Solicitations may be downloaded by vendors who have registered online at the City’s Purchasing website. A Bidder who fails to register with the City as outlined above may be deemed non-responsive and not be considered for award.

https://procurement.opengov.com/governments/portal/toaks https://procurement.opengov.com/governments/portal/toaks https://procurement.opengov.com/governments/portaloaks

4. Request for Bid

Request for Bid #2025/2026-19

Traffic Safety Supplies

The City of Thousand Oaks is currently soliciting bids for the equipment above mentioned, per the attached specification.

Bids will be received electronically until Wednesday, December 10, 2025 at 3:00 pm. Bidder agrees to guarantee their bid for a period of not less than one hundred and twenty (120) days from the date of bid submittal. The City reserves the right to accept, or reject all bids submitted, if it remains in the best interest of the City.

4.1. REQUIREMENTS

A. Equipment and accessories shall conform to the Safety Orders of the Division of Industrial Safety and current requirements of OSHA.

B. Bidders are required to register with the City prior to downloading documents from the website and to be eligible to submit a Bid. This information is used to notify Bidders via e-mail of addenda to procurement actions. You may view summary information about solicitations, but you must be registered at this site and logged in before you can download solicitation documents: https://procurement.opengov.com/portal/toaks. Bidder when registering you must use one of the following commodity codes: 35060, 55000, 55033, 55034, 55042, 55043, 55078, 78530, 80196. Those needing assistance registering at the website may contact: Grace Ng, Assistant Analyst, (805) 449-2239; email: gng@toaks.gov. Solicitations may be downloaded by vendors who have registered online at the City’s Purchasing website. A Bidder who fails to register with the City as outlined above may be deemed non-responsive and not be considered for award.

4.2. BID SUBMITTAL

All units are to be delivered: F.O.B. City of Thousand Oaks, Municipal Service Center, 1993 Rancho

Conejo Blvd., Thousand Oaks, CA 91320.

4.3. SPECIFICATIONS

Required Options

A. Product specifications in this Bid may include City “Required Options/Other”. If so, Bidder must include the price for ALL such options in their bid, or they may be considered non-compliant.

B. For any specific “Required Options/Other”, Bidder may quote an equivalent so long as its design and performance are as good as, or better than, the specified option item. Bidders that do not https://procurement.opengov.com/portal/toaks mailto:gng@toaks.gov include the price of the items listed under the “Required Options/Other” section may be considered non-compliant.

5. Terms and Conditions

STANDARD BID AND CONTRACT

5.1. Acceptance of All Terms and Conditions

Submission of a bid in response to this Invitation to Bid shall constitute acknowledgment and acceptance of all terms and conditions set forth in the bid documents.

5.2. Financial Responsibility

Any cost incurred in responding to this Invitation to Bid shall be the sole responsibility of the bidder.

5.3. Business License

In accordance with the City Municipal Code, Title 3, Chapter 1, a Business License must be obtained by every person engaged in business in the City. Each bidder shall maintain, or obtain as necessary, the required license from the City's Business License website.

5.4. Compliance with Laws

All bidders shall abide by and obey all applicable Federal, State and City laws, including, but not limited to, the Nondiscrimination and Affirmative Action provisions of the laws of the United States of America, the State of California, and the City.

5.5. Submission of One Bid Only

No individual or business entity of any kind shall be allowed to make or file or to be interested in more than one bid, except an alternative bid when specifically requested. However, an individual who has quoted prices on materials to a bidder submitting a Proposal is not thereby disqualified from quoting prices to other bidders submitting proposals.

5.6. Acceptance and Rejection of Bids

The City of Thousand Oaks reserves the right to reject any and all bids, to waive any minor bid irregularities, and to accept any item or portion of a bid.

5.7. Conditions or Limitations

Any bid that sets forth conditions or limitations to the specifications, terms and/or conditions may be considered non-responsive and may be rejected.

5.8. Format/Content of Bid

Bids shall be submitted on the forms provided by the City. Bidder's shall provide all information requested in the spaces provided. Further, if requested in the bid document, each bidder shall submit with his bid cuts, sketches, descriptive literature, and/or complete specifications describing the product offered. Reference to information previously submitted does not satisfy this requirement.

https://toaks.gov/businesslicenses

5.9. Specification

All items offered are in strict compliance with the specifications, and the successful bidder shall be held responsible therefor.

5.10. Modifying or Withdrawing Bids

Any Bidder who wishes to make modifications to a Bid already received by the City must withdraw their

Bid via the City's eProcurement Portal in order to make the modifications. All modifications must be properly initialed by Bidder's authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the Bidder to ensure that a modified or withdrawn Bid is resubmitted before the Submittal Deadline.

5.11. Firm Offer

Once opened, all bids received shall be firm offers, and may not be withdrawn for a period of one hundred twenty (120) days following the official bid opening date. If supported by consideration, firm offers may be extended for an additional period of time.

5.12. Demonstration/Samples

A demonstration or samples may be requested as part of the solicitation or after the opening of bids.

Vendor shall arrange a demonstration and/or supply requested samples at no cost to the City.

5.13. Materials

Unless otherwise specified in the bid document, all items offered shall be new, in current production, and in first class condition.

5.14. Governmental Restrictions

In the event any Governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship or performance or any item offered, it shall be the responsibility of the bidder to immediately notify the Purchasing Officer, in writing, indicating the specific regulation which requires such alterations. The City reserves the right to accept any such alteration, including any price adjustments, to rebid, or to cancel the contract if an award has been made.

5.15. Award

Award will be made by City Council to the lowest responsive and responsible bidder. Award shall be confirmed by written Purchase contract, and subject to all of the Standard Terms and Conditions contained therein. Pursuant to the Thousand Oaks Municipal Code Title 3, Chapter 10, Section 3-10.206, in the bidding of, or contracting for procurement of supplies, materials, and equipment, the City may give a preference to responsive, responsible, local businesses located in the City of Thousand Oaks in an amount not-to-exceed 5% or $5,000, whichever is lower, of the local business’ total net bid price.

5.16. Delivery/Installation

Unless otherwise specified in the bid document, delivery shall be F.O.B. destination. Where applicable, delivery may include set-in-place and/or installation.

5.17. Warranty

Any and all defects of material and/or workmanship that may develop in the normal use and service of equipment, including attachments or trade accessories supplied by the vendor, shall be repaired or replaced at no cost to the City. All equipment shall be covered by the manufacturer's warranty;

however, in no case shall the warranty be for less than one year from acceptance of the equipment by the City.

6. Pricing Proposal

Unit cost shall be Traffic Safety Supplies as detailed below

(Include Doc Fee, Licenses & All Other Costs)

TRAFFIC CONTROL SUPPLIES

Line Item Description Quantity Unit of

Measure Unit Cost Discount (%) Total

1 Federal Signal Beacon

Light PN: LP3SL-120A

83 EA

2 Orange Safety Flag

Mesh 18"x18" [*]

10 EA

3 STOP/SLOW Paddle

Diamond Grade, Aluminum 18" w/

Wood Handle [*]

10 EA

4 STOP/STOP Paddle

Diamond Grade, Hardboard 18" w/

Plastic Handle [*]

10 EA

5 W3-4 "Be Prepared to

Stop" Reflective Roll

Up Sign 3M, 48" [*]

5 EA

6 W21-1 Men Working

Pictorial Reflective Roll

Up Sign 3M, 48" [*]

5 EA

7 W20-5 "Right Lane

Closed Ahead"

Reflective Roll Up Sign

3m, 48" [*]

5 EA

8 "Left" Patch for W20-5

Reflective 3M [*]

5 EA

9 Sign Stand, Steel, Post and Tube 1" PN:

SDL1000P [*]

5 EA

Line Item Description Quantity Unit of

Measure Unit Cost Discount (%) Total

10 Roll Up Sign Frame, Fiberglass, w/ 1" Post

5 EA

11 DOT Traffic Safety

Cone, 28", Black Base

(14x14) 7-lbs., JBC, 6" and 4" 3M

Reflectivtive, Recessed

Collar, Flourescent

Orange, Imprinted with

"T.O.P.W." [*]

100 EA

12 Traffic Channelizer 36", White, Two 3-inch white DOT Reflective material Current MFD:

Pexco, PN: PP133-1

10 EA

13 Heavy Duty Delineator

Post Base Flexi-Guide

300, White. Current

MFD: Pexco, PN: PP132

10 EA

14 Delineators 42-inch high, two 3M reflective strips, Meets MUTCD

Specifications for CA.

Current Model:

Cortina, PN: GC1450.

100 EA

15 Marking Chalk Upside

Down, Blue. Current

MFD: Rust-Oleum, PN:

205236 or Aervoe PN:

214 [*]

12 EA

16 Marking Chalk Upside

Down, White. Current

MFD: Rust-Oleum, PN:

205237 or Aervoe PN:

215 [*]

12 EA

Line Item Description Quantity Unit of

Measure Unit Cost Discount (%) Total

17 Marking Paint Upside

Down, Red. Current

MFD: Rust-Oleum, PN:

2564838 or Aervoe PN:

256 [*]

12 EA

18 Marking Paint Upside

Down, Yellow. Current

MFD: Rust-Oleum, PN:

2544838 or Aervoe PN:

258 [*]

12 EA

[*] Denotes item is taxable

Sales Tax (@ 7.25%)

TOTAL

7. Vendor Questionnaire

7.1. Company Name*

Please add your company's name.

*Response required

7.2. Company Address*

Please add your company address.

*Response required

7.3. City, State, Zip Code*

Please add your company's City, State, and Zip Code.

*Response required

7.4. Phone Number*

Please add your company's contact phone number.

*Response required

7.5. Email Address*

Please add your company's contact email address.

*Response required

7.6. W-9 Form*

Please upload your company's W-9 Form.

*Response required

7.7. Bidder Acknowledgement*

Bidder certifies that the bid prices included in this submission are true and accurate and that the prices are guaranteed for 120 days upon bid submittal.

☐ Please confirm

*Response required