LSCC Window Covering Upgrade Project

The City of Palo Alto's Public Works Department, Facilities Management Division, is issuing an Invitation for Bids (IFB Number PR196808) for the Lucie Stern Community Center Window Covering Upgrade Project located at 1305 Middlefield Road, Palo Alto, California. This project involves the comprehensive removal and replacement of window coverings throughout the one-story community center facility, including fabrication and installation of new pinch pleat drapery from customer-owned Knoll Rendezvous Ice Storm fabric (145 yards), fabrication and installation of new flat roman shades from customer-owned Designtex blackout fabric (95 yards), and fabrication and installation of new roller shades for door glass windows from vendor-supplied Thompson light-filtering material. The scope encompasses 25 individual windows and 8 door glass openings across multiple rooms, requiring contractors to supply all mounting hardware, drapery linings, labor, tools, and equipment, while performing patch and touch-up painting to match existing finishes. Prospective bidders must hold a valid California State Contractor's License in Class B, C-61, or D-52 categories with specific emphasis on D-52 (Window Coverings) classification, register with the California Department of Industrial Relations prior to contract award, and complete a mandatory field visit to verify site conditions and take accurate measurements before submitting proposals. A non-mandatory pre-bid meeting is scheduled for March 23, 2026 at 10:00 AM at the Lucie Stern Community Center; questions and clarifications must be submitted by March 25, 2026 at 1:00 PM; and sealed bids are due by March 30, 2026 at 3:00 PM through the City's electronic procurement system at https://procurement.opengov.com/portal/palo-alto-ca. Work must commence within seven calendar days of the Notice to Proceed, with priority completion of three rooms required during the winter maintenance closure from December 21, 2026 through January 4, 2027, and total project completion required within thirty calendar days, with liquidated damages assessed at $300 per day for delays beyond the contract completion date. Award will be made to the lowest responsive and responsible bidder based on the lowest total lump-sum Base Bid amount.

This procurement is subject to California prevailing wage requirements under the California Labor Code, and all contractors must maintain certified payroll records and comply with prevailing wage regulations. Successful bidders must submit bid security of not less than ten percent of the aggregate bid amount for bids exceeding $25,000, and upon award, must provide Performance and Payment Surety Bonds equal to one hundred percent of the contract sum within ten days of the Notice of Award. No specific set-aside designations for disadvantaged enterprises or minority-owned business enterprises are indicated in the contract documents. A vendor bid list containing fifteen qualified window covering vendors has been provided, including firms such as Architectural Window Shades, Cutting Edge Drapery, The Shade Store, Peninsulator Company, DJM Drapery, Modern Pacific, Blinds & Designs, Alro Window Coverings, ERS Shading, Bay Home & Window, The Yardstick, Drapery Works, and Miller Window Coverings, most of which are located throughout the San Francisco Bay Area and greater California region. The contract documents do not specify an estimated project value or budget range; however, the bid threshold for prevailing wage applicability at $25,000 suggests the anticipated contract value may exceed this amount. The contractor is required to provide a twenty-five year warranty from the date of project acceptance for roller shade systems, with responsibility for acquiring and delivering replacement components at no additional cost to the City in the event of warranted failures, and the City retains five percent of each progress payment with payment due within thirty days of receipt of properly submitted Applications for Payment.