Traffic Sign Materials final draft 8-12-25.docx

CONTRA COSTA COUNTY

REQUEST FOR PROPOSAL (RFP)

FOR

TRAFFIC SIGN MATERIALS

SOLICITATION: RFP_F-CONTR-0000000113

Release Date: August 12, 2025 Proposal Due Date: September 5, 2025

NO LATER THAN 3:00 P.M. PDT

CONTRA COSTA COUNTY

PURCHASING SERVICES

CAROLYN HALSTENSON, BUYER II

40 MUIR ROAD, 2ND FLOOR

MARTINEZ, CA 94553

General Information:

Contra Costa County (County) is seeking proposals from qualified firms to supply materials for traffic signs.

Proposal Submission:

RFP release date: August 12, 2025 Last date to submit written questions: August 29, 2025, no later than 3:00 P.M. PDT RFP due date: September 5, 2025, no later than 3:00 P.M. PDT Proposal Submission:

Proposals will not be accepted after the date and time stated above. Incomplete proposals or proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not oblige the County to award a contract, nor is the County liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The County retains the right to award all or parts of this contract to several proposers, to not select any proposers, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions.

Questions:

All questions regarding the RFP will be accepted through the BidNet Direct site only. The deadline for submitting questions for this RFP is on or before August 29, 2025, no later than 3:00 P.M. PDT. All questions will be answered and disseminated to those registered on the BidNet Direct website. Contact customer service if you need technical assistance with any part of the solicitation process at: support@bidnet.com; or call (800) 835-4603.

Pre-Bid Conference:

This RFP is not subject to a pre-bid conference.

Table of Contents

Page

Section I: Introduction 4

Section II: Requirements & Qualifications 6

Section III: Instructions to Proposers 7

Section IV: Scope of Work 10

Section V: Evaluation and Selection Process 18

Section VI: Billing and Invoicing 20

· Exhibit C – Customer References

· Exhibit D – Anti-Collusion Statement

· Exhibit E – CCC Business Opportunity Registration

Section I: Introduction A. Purpose The County is seeking proposals from qualified firms to supply materials for traffic signs to the Public Works Road Maintenance Division. The intent is to award a contract to at least one (1) and not more than two (2) vendors.

This Solicitation is not a project with a start and end date, nor does it have a projected budget. The signs are required for ongoing maintenance to be installed by County staff in unincorporated areas of Contra Costa County over a three (5) year period.

B. Background The County Road Maintenance Division is responsible for maintaining approximately 660 miles of roadway which includes all signs, posts, bases, and sleeves in unincorporated areas of Contra Costa County. The Maintenance Division repairs broken signs and/or upgrades old signs to ensure necessary signing, striping, and pavement markings are properly placed on County roadways. The Maintenance Division performs various routine road repairs, responding to the needs of the public in the aftermath of storms, earthquakes, and other general emergencies. The demand for signage is unpredictable based on varying factors and dependent on reliable sources of supply.

C. Period of Agreement The initial term will be for three (3) years with the possibility of two (2) successive one (1) year renewals, for a total term not to exceed five (5) years.

D. Calendar of Events

RFP release date:

August 12, 2025

Last day to submit written questions:

August 29, 2025, no later than 3:00 P.M. PDT

RFP proposal due:

September 5, 2025, no later than 3:00 P.M. PDT

E. Correspondence As of the issuance of this RFP, vendors are specifically directed not to contact any other County personnel with questions, or to schedule meetings, conferences or have technical discussions related to this RFP. Failure to adhere to this policy may result in disqualification of the vendor.

F. Addenda Knowledge All proposers shall acknowledge receipt of any amendments to this RFP event by returning a signed copy with the bid documents. Failure to acknowledge receipt of any amendments may render the proposal to be non-responsive (see attachment A).

G. Packaging The winning proposer shall eliminate packaging or use the minimum amount necessary for product protection. Packaging that is reusable, recyclable, or compostable is preferred, when suitable program exists. Proposers shall be encouraged to take back and reuse pallets and other shipping and packaging materials whenever feasible.

H. Local Preference For supplies, materials, or equipment more than $25,000 and solicited through a competitive bid process, the purchasing agent in evaluating the proposals or price for such supplies, materials and/or equipment will determine if the lowest responsible vendor is a local vendor, as defined in this section and, if so, the contract will be awarded to the local vendor. If the low bid is not a local vendor, any responsive local vendor who submitted a bid which was within five (5) percent of the lowest responsive bid as determined by the purchasing agent will have the option of submitting a new bid within forty-eight (48) hours (not including weekends or holidays) of the County’s delivery of notification. Such new bids must be in an amount less than or equal to the lowest responsive bid as determined by the purchasing agent. If no new bids are received, the contract will be awarded to the original low proposer.

1. For the purpose of this procedure, a local vendor means any person or business which:

a. Has its principal place of business located in Contra Costa County for at least six (6) months immediately prior to the issuance of the request for competitive bids by the purchasing agent, and

b. Has a business license, if required, issued by Contra Costa County or located in Contra Costa County.

c. Any vendor claiming to be a local vendor as defined above must submit with its bid, a statement containing relevant information which demonstrates its status as a local vendor.

d. Any person or business falsely claiming to be a local vendor under this section will be ineligible to conduct business with Contra Costa County for a period of not less than three (3) months, and not more than twenty-four (24) months as determined by the purchasing agent.

e. This section does not apply to contracts required by state or federal statues or regulations. Contracts funded in whole or in part by the Federal government are exempt from local preference.

f. Ordinance Code reference: 1108-2.407 – Procedure – Local Bid Preference

Section II: Requirements & Qualifications

A. Proposer shall have a minimum of five (5) years’ experience in providing traffic sign materials.

B. Proposer shall possess all Federal, State and County licenses necessary to supply the product specified in this RFP, including current registration with the California Secretary of State.

C. Proposer must have product available to meet delivery times, and fill emergency needs.

D. All items shall conform with Caltrans Standard Specifications (2018) and with California Manual on Uniform Traffic Control Devices (MUTCD) as posted on the MUTCD website: https://mutcd.fhwa.dot.gov/shsm_interim/index.htm

Section III: Instructions to Proposers

A. Format Respondents shall submit proposals which are concise, and which specifically respond to the specifications posted in this RFP. Each proposal shall be submitted with a cover letter signed by an authorized person and the following documents:

a. Cover Letter – Signed by an authorized representative of the company

b. Proposal – within a maximum of 15 pages, no smaller than 12-point font, describe specific capabilities, experience, approaches and proposed methodologies that demonstrate a clear understanding of the nature of the work to be performed described in Section IV under Scope of work

c. Statement of Experience – See Exhibit A

d. Price Proposal – See Exhibit B

e. Customer References – See Exhibit C

f. Anti-Collusion Statement – See Exhibit D

g. Contra Costa County Business Opportunity Registration Form – See Exhibit E

h. Addenda Acknowledgement – See Attachment A

i. Federal, State, and local permits and licenses

j. W-9

B. Proposal Submission

a. Responses to this RFP must be submitted electronically through the BidNet Direct website – NO EXCEPTIONS

b. Late submittals WILL NOT be accepted – NO EXCEPTIONS

c. Fax submittals WILL NOT be accepted – NO EXCEPTIONS

C. Customer References Respondents shall provide a minimum of three (3) references. (see Exhibit C). References must not be a Contra Costa County employee.

D. Licenses and Permits Respondents shall possess all licenses, registrations and permits required by the State of California and the County of Contra Costa. Such licenses and permits are to be submitted to the County with the proposal, or prior to the contract signing date.

E. Proposal Expenses Respondents shall be fully responsible for all costs incurred in the development and submission of this RFP.

F. Proposer Responsibility The proposer assumes sole responsibility for the complete effort required in submitting a proposal in response to this RFP. No special consideration will be given after proposals are opened because of a proposer’s failure to be knowledgeable about all the requirements of this RFP.

G. Interpretation Should any discrepancies, omissions, or doubt as to the meaning be found in the RFP specifications or requirements, the Respondent shall notify the County in writing through the BidNet Direct website. The County will send written instructions or addenda to all participants in the RFP process. The County shall not be responsible for oral interpretations.

H. Reservation The County reserves the right to do the following at any time and for its own convenience, at its sole discretion:

· To reject proposals without indicating any reasons for such rejection.

· Terminate this RFP and issue a new Request for Proposals anytime thereafter.

· Extend any or all deadlines specified in the RFP, including deadlines for accepting proposals by issuing an Addendum at any time prior to the deadline for receipt of responses to the RFP.

· Procure any deliverables specified in the RFP by other means.

· Disqualify any Respondent based on any real or perceived conflict of interest or evidence of collusion that is disclosed by the proposal or other data available to the County. Such disqualification is at the sole discretion of the County.

· Reject the proposal of any Respondent that is in breach of or in default under any other agreement with the County.

· Reject any Respondent deemed by the County to be non-responsive, unreliable, unqualified, or non-responsible.

I. Truth and Accuracy of Representation False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal.

J. Sub-Contract and Assignment The contract binds the heirs, successors, assigns and representatives of contractor. Prior written consent of the County, subject to any required state or federal approval, is required before the contractor may enter into subcontracts for any work contemplated under the contract, or before the contractor may assign the contract or monies due or to become due, by operation of law or otherwise.

K. Addenda No one is authorized to amend any of these documents in any respect by an oral statement or to make any representation or interpretation in conflict with their provisions. Any changes to these documents will be issued in writing via Addenda to be posted on BidNet Direct website.

L. Addenda Acknowledgement All addenda shall include an acknowledgement of receipt that must be returned. The addenda must be signed and attached to the final response. Failure to attach any addendum may result in the rejection of the response. See Attachment A.

M. Non-Collusion By submitting a signed proposal, the proposer certifies that there has been no collusion with any other proposer. Reasonable grounds for believing proposer has an interest in more than one proposal will result in rejection of all proposals in which the proposer has an interest. Any party to collusion may not be considered in future proposals for the same or similar work. See Exhibit D attached.

Section IV Scope of Work

The Contra Costa County Public Works Maintenance Division is seeking qualified vendors to provide the annual street and highway signs and the related materials.

This solicitation is not a project with a start and end date, nor does it have a projected budget. It is for ongoing maintenance over a three (5) year period. County staff (not contractors) will perform sign installation and maintenance.

All items shall conform with Caltrans Standard Specifications (2018) and with California Manual on Uniform Traffic Control Devices (MUTCD) as posted on the MUTCD website: https://mutcd.fhwa.dot.gov/shsm_interim/index.htm All signs are to be made of .080-gauge aluminum in accordance with M.U.T.C.D.

Standards include the CALIFORNIA SUPPLEMENT, sheeted with diamond grade (DG3), INCLUDING MOUNTING AND BRACE HOLES SPECIFIED ON THE MUTCD DIAGRAMS, UNLESS OTHERWISE SPECIFIED IN WRITING FROM CONTRA COSTA COUNTY. THE STANDARDS INCLUDE THE USE OF INKS, DIAMOND GRADE, GRAFFITI FILM, OVER-LAMINATE, CERTIFIED SOFTWARE, AND ALL OTHER COMPONENTS TO GUARANTEE COMPLIANCE WITH FACTORY WARRANTIES FOR THE LIFESPAN OF THE SIGN.

All signs shall have radius corners as per M.U.T.C.D. All signs shall have hole patterns consistent with M.U.T.C.D regulations.

Requested signs include the following:

· Blank Signs – Example 1 (Identify sign size)

· Blank Signs w/Diamond Sheeting – Example 2 (identify sign size)

· Partial Printed Signs for Fill – Example 3 (identify sign size)

· Completed Signs – Example 4 (identify sign size) Note, the County does not guarantee any specific quantity or number of purchases that will be made during the agreement period. Below is an estimated quantity based on prior usage.

BLANK SIGN BLANK SIGN W/ DIAMOND SHEETING

EXAMPLE 1 EXAMPLE 2

SIGN W/ PARTIAL PRINTING COMPLETED SIGN EXAMPLE 3 EXAMPLE 4

The following list of items are “high-frequency items” and constitutes the bid item list.

LIST OF HIGH FREQUENCY ITEMS

The County may need signs not listed on the high frequency items list to support public right of way and maintain public safety. The additional signs will be on the list of MUTCD Sign Inventory listed below. A quote will be requested in advance for items not listed on the bid price list. There is no estimated quantity for the additional signs and will be ordered on an as needed basis.

LIST OF MUTCD SIGN INVENTORY

MTCE

CODE

ITEM

DESCRIPTION

SIZE

Section V: Evaluation and Selection Criteria

A. Selection Process All proposals received will be evaluated by an RFP Review Committee. The following criteria, not listed in the order of importance, will be used to determine which agency best meets the needs of the County. Proposals will be evaluated based on the following criteria:

· Proposer’s qualifications

· Proposer’s experience

· Cost proposal including tax and shipping charges

· Customer references

B. Best and Final Offer (BAFO) The County, at its sole discretion, may request a Best and Final Offer (BAFFO) from the finalists.

C. Award Agreement Upon completion of the review period, the County shall notify those proposers who will be considered for further evaluation and negotiation. All proposers so notified may be contacted for an interview and negotiate in good faith in accordance with direction from the County. Any delay caused by proposer's failure to respond to direction from the County may lead to a rejection of their proposal.

If the County determines, after further evaluation and negotiation, to award the agreement, a contract shall be sent to the successful proposer for signature. No proposal shall be binding until after the agreement is signed by authorized by representatives of both the proposer and the County.

D. Proposals are Public Records California Government Code Section 6250, the Public Records Act, defines a public record as any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics. The Public Records Act provides that public records shall be disclosed upon request and that any resident has a right to inspect any public record unless the document is exempted from disclosure.

Unless otherwise compelled by a court order, the County will not disclose any proposal while the County conducts its deliberative process in accordance with the procedures identified in this RFP. However, after the County either awards an agreement to a successful Proposer, or rejects all proposals, the County shall consider each proposal subject to the public disclosure requirements of the California Public Records Act. Each Proposer is hereby informed that, upon submittal of its proposal to the County in accordance with this RFP, the proposal becomes the property of Contra Costa County.

E. Protest

1. Protest Policy Any proposer who is aggrieved in connection with the solicitation or award of a contract may protest to the Purchasing Agent or Designee. The protest shall be submitted in writing to the Purchasing Agent or Designee, within five (5) business days after such aggrieved person or company knows or should have known of the facts given rise thereto. Failure to submit a timely protest shall bar consideration of a protest.

2. Grounds for Protest The protest shall state all grounds claimed for the protest and include supporting documentation. Failure to clearly state the grounds for the protest and provide supporting documentation shall be deemed a waiver of all protest rights.

3. Protest Procedures In the event a dispute arises concerning the proposal process prior to the award of the contract, the party wishing for a resolution of the dispute shall submit a request in writing to the Purchasing Services Manager in care of:

Cindy Shehorn, Purchasing Services Manager Contra Costa County Public Works Department 40 Muir Road, 2nd Floor Martinez CA, 94553

Selection VI: Billing and Invoicing

A. Payment Terms The contractor shall submit correct and complete invoice(s) to the County after deliverables have been accepted. Payment terms are Net 30 days, after receipt of correct invoice.

Contractor must accept payment terms of the County

B. Rates Contractor shall submit rates in Price Proposal, see Exhibit B.

C. Pricing Prices submitted in Exhibit B Price Proposal shall be firm fixed for the first twelve (12) months of the contract.

Exhibit A: Statement of Experience

SECTION A____________________________________________________________________________ Business Name: __________________________________________ Phone #: _____________________ Address: _____________________________________________________________________________ City: __________________________________________________ State: ________ ZIP: _____________ Federal Tax ID #: ____________________________ Business License #: ___________________________ Business Status:

_____Non-Profit Corporation _____Corporation State of Incorporation: _____________________ _____General Partnership _____Limited Partnership _____Sole Proprietorship Other: __________________________ Name and title of an Officer or owner authorized to sign this proposal and any contract with the County that may result.

Name: __________________________________________________ Title: ________________________

SECTION B____________________________________________________________________________ Number of years in business under present business name: ____________________________________ Other Business Name(s): ________________________________________________________________ Number of years under prior name if any: ___________________________________________________

SECTION C____________________________________________________________________________ Number of years of experience in providing required, equivalent, or related projects: _______________

SECTION D____________________________________________________________________________ Similar services/projects completed during the last five years?

Period Services $ Amount Paid Location Agency Name 1 - __________________________________________________________________________________ 2 - __________________________________________________________________________________ 3 - __________________________________________________________________________________ 4 - __________________________________________________________________________________ 5 - __________________________________________________________________________________

SECTION E____________________________________________________________________________ Have you, or your agency failed or refused to complete a contract? _____ YES ______ No If yes, explain: _________________________________________________________________________

SECTION F____________________________________________________________________________ Is your firm authorized to do business in the State of California? _____Yes ________No

SECTION G____________________________________________________________________________ Is your firm a State of California registered small business? ______Yes ______No

SECTION H____________________________________________________________________________ Is your firm local? ______Yes ______No

SECTION I_____________________________________________________________________________ Explain any litigation similar to the services requested by this proposal involving you, or your agency, or any principal officer(s) thereof:

SECTION J___________________________________________________________________________ Has your company filed any written declaration for bankruptcy protection, a potential merger or acquisition, office closure, pending lawsuits, financial loss that might affect your ability to perform under the contract? _________ Yes _________ No (if yes, please explain): _____________________

SECTION K____________________________________________________________________________ License Provisions Has your company changed names or license numbers in the past 10 years? If so, please state reason for change. Yes_____ No_____

Reason ________________________________

SECTION L____________________________________________________________________________ List the names and titles of the key personnel who would be assigned to the Project.

SECTION M____________________________________________________________________________ List all required business and professional licenses that pertain to this Project:

License Number Type Expiration Date

SECTION N____________________________________________________________________________ Do you and your agency agree to provide additional information as required by the County to make an informed determination of qualifications? ______ Yes _____ No

By signing this Statement of Experience, you are certifying that all information provided on this form and contained within your proposal are true, and you acknowledge that if the proposal contains any false statements, the County may declare any contract or agreement made as a result of the proposal to be void.

Signature: ________________________________________________ Date: ______________________

Authorized Name: ____________________________________Title: _____________________________

Exhibit B: Price Proposal

All items shall conform with Caltrans Standard Specifications (2018) and with California Manual on Uniform Traffic Control Devices (MUTCD) as posted on the MUTCD website:

https://mutcd.fhwa.dot.gov/shsm_interim/index.htm

All signs to be made of .080-gauge aluminum in accordance with M.U.T.C.D.

Standards including the CALIFORNIA SUPPLEMENT, sheeted with diamond grade (DG3), INCLUDING MOUNTING AND BRACE HOLES WHERE APPROPRIATE, UNLESS OTHERWISE SPECIFIED.

Brace holes to be 32" apart center to center.

All signs must have radius corners as per M.U.T.C.D.

Note, the County does not guarantee any specific quantity or number of purchases that will be made during the agreement period.

Note, the County does not guarantee any specific quantity or number of purchases that will be made during the agreement period.

Please list price per sign for types of signage as follows:

· Blank Sign (See Example 1)

· Blank Sign w/Diamond Sheeting (See Example 2)

· Partial Printed Sign for Fill (See Example 3)

· Completed Sign (See Example 4)

(ALSO INCLUDE ESTIMATED SHIPPING COST)

Example 1 – Blank Sign Example 2 – Sign w/ Aluminum Sheeting

Example 3 – Partially Printed Sign Example 4 – Sign w/ Completed Printing

Traffic Sign Materials RFP_F-Contr-0000000113 Page 6

EXHIBIT B: PRICE PROPOSAL

Note, price quote should be for one (1) sign only, not estimated quantity.

DESCRIPTION

ESTIMATED

QUANTITY

BLANK SIGN

Price Each (1 sign) SIGN w/ SHEETING Price Each (1 sign)

SIGN WITH FILL

Price Each (1 Sign)

COMPLETED

SIGN

Price Each (1 Sign)

COMPLETED SIGN PLUS GRAFFITI FILM

Price Each (1 Sign)

SHIPPING COST

I have read, understood, and I agree to the terms and conditions of all contents of this RFP.

The undersigned agrees to furnish the service stipulated in the RFP as stated.

Signature: ____________________________________________________________________________ Name:_________________________________ ________________________________________________

Company: ____________________________________________________________________________ Address: ______________________________________________________________________________ Phone: ________________________________________________________________________________ Date: __________________________________________________________________________________ Email: _________________________________________________________________________________

Exhibit C: Customer References

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Firm Name: _____________________________________________________________

Authorized Name: _________________________________ Title: __________________

Authorized Signature: _______________________________ Date: _________________

Exhibit D: Anti-Collusion Statement

By signing this form, the Proposer agrees that this quote is made without any other understanding, agreement, or connection with any person, corporation, or firm submitting a quote for the same purpose and that the quote is in all respects fair and without collusion or fraud.

IT IS AGREED BY THE UNDERSIGNED PROPOSER, THAT THE SIGNING AND DELIVERY OF THE QUOTE REPRESENTS THE PROPOSER’S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE FORGOING SPECIFICATIONS AND PROVISIONS, AND IF AWARDED, THIS CONTRACT WILL REPRESENT THE AGREEMENT BETWEEN THE PROPOSER AND THE COUNTY.

NAME OF FIRM: ______________________________________________________________

SIGNED BY: _________________________________________________________________

TITLE: ______________________________________________________________________

ADDRESS: __________________________________________________________________

CITY & STATE: _______________________________________________________________

TELEPHONE: _______________________________________________________________________

Exhibit E: CCC Business Opportunities Registration

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See Attached

Attachment A: Addenda Acknowledgement

TO BE RETURNED WITH REQUEST FOR PROPOSAL

RFP No.: _______________ Title: ________________________________________________

ADDENDUM ACKNOWLEDGEMENT (Please initial for addendums received)

Company Name: _____________________________________________________________

Contact Name: _______________________________________________________________

Email Address: ____________________________________________ Phone No.: _________

Address:____________________________________________________________________

Authorized Signature: _________________________________________________________

Date: _______________________________________________________________________

Attachment B: CCC General Conditions

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