item 16 Award a contract to Radi’s Custom Upholstery to provide parts and repairs for City-owned vehicles and equipment on an as-needed basis. (Cost: $400.000)(Action Item)

CITY OF GARDEN GROVE

REQUEST FOR PROPOSAL

RFP No. S-1368

Provide Upholstery Repair and Other Related
Repairs/Services on As-Needed Basis

PROPOSAL SCHEDULE

RFP Issued: March 31, 2025
RFP Submittal Date: April 30, 2025
Upholstery Repair and Related Services RFP No. S-1368 2 City of Garden Grove

REQUEST FOR PROPOSAL (RFP) No. S-1368

LETTER OF INVITATION

Date: March 31, 2025

Attention: Proposers

Subject: Provide Upholstery Repair and Other Related Services on an As- Needed Basis

The City of Garden Grove is requesting proposals from qualified companies to enter into a contract to provide upholstery repair services and other related services for the City’s fleet of vehicles. Some of the items include but are not limited to PD Driver’s seats, floor mat replacement, driver’s seat air bag replacement, etc.

All aspects of this RFP will be managed on the City of Garden Grove Planet Bids portal. Interested proposers are encouraged to register with the City by using the following URL/link:

https://www.planetbids.com/portal/portal.cfm?CompanyID=15118

Questions, Answers and Addenda to RFP:

Prior to the RFP submission deadline, questions may arise in regard to the specifications or administrative matters. All requests for c larification or questions, are to be submitted electronically no later than 9:00 a.m., local time, on April 21, 2025, via the City’s Planet Bids portal using the Online Q&A feature only. Contact with other agency officers or employees regarding this RFP is prohibited without prior consent. Proposers that directly contact officers or employees risk disqualification.

Submittal Information:

Proposals must be submitted electronically only via the City’s Planet Bids portal. Instructions on how to submit an el ectronic proposal via the Planet Bids portal can be found under the “Documents” tab.

All proposals must be received no later than 9:00 a.m., local time, on April 30, 2025, electronically via the PlanetBids portal ONLY. Late proposals or proposals submitted via paper copy, fax or email will not be accepted for any reason. Please upload ONE PDF FILE only and not a zip file or multiple single pages.

Upholstery Repair and Related Services RFP No. S-1368 3

All Proposals shall be valid for one hundred twenty (120) calendar days after the final proposal due date. The City of Garden Grove reserves the right to reject any or all proposals, to waive any informality or irregularity in any proposal received, and to be the sole judge of the merits of the respective proposals received. The selection, if made, will be made i n accordance with the Instruction to Proposers Section, item 9, Basis of Award of the RFP.

Planet Bids Registration:

Please register as a vendor with the City of Garden Grove so important information regarding this solicitation is not missed or omitted i n your proposal. It is the responsibility of the proposer to maintain their profile on Planet Bids and to check for all addenda, meeting dates and times, changes, and updates. Once the proposals are received, all correspondence will be sent via email and o nly to the authorized person named on the Proposal Letter unless a designee is noted and approved by the person who is authorized to negotiate on behalf of the company.

The City is not responsible for emails that are sent to spam files and not received in a timely manner.

Thank you for your interest in submitting a proposal to the City of Garden Grove.

Sandra Segawa

Sandra Segawa, C.P.M., CPPB, CPPO, NIGP-CPP
Purchasing Division Manager
Upholstery Repair and Related Services RFP No. S-1368 4

CITY OF GARDEN GROVE

INSTRUCTION TO PROPOSERS

1.0 EXAMINATION OF RFP DOCUMENTS

Proposer shall be solely responsible for examining the enclosed RFP Documents, including any Addenda issued during the proposal period, and for informing itself with respect to any and all conditions which may in any way affect the amount or nature of the proposal, or the performance of the Services in the event Proposer is selected. No relief for error or omission will be given.

2.0 INTERPRETATION OF RFP DOCUMENTS

Proposer may request of the CITY in writing, prior to submission of proposal, clarification or interpretation of the RFP Documents. Where such interpretation or clarification requires a change in the RFP Documents, the CITY will issue an Addendum. Proposer shall acknowledge receipt of any and all Addenda in its Proposal Letter. The CITY shall not be bound by and Proposer shall not rely on any oral interpretation or clarification of the RFP Documents.

3.0 PREPARATION OF PROPOSAL

The proposal shall be formatted in accordance with the requirements specified herein. The proposal shall include copies of the Proposal Letter/Certificate of Acceptance provided with the RFP Documents. Proposal Letter/Certificate of Acceptance and forms shall be executed by an authorized signatory as described in 5.0 of this section, the inst ructions entitled "SIGNING OF PROPOSAL/AUTHORIZATION TO NEGOTIATE". All proposals shall be prepared by and at the expense of the Proposer.

Proposers should not assume that their past and/or current experience with the CITY demonstrates knowledge of the CITY’s current needs or that the Source Selection Committee possesses knowledge of this experience. The evaluation of each proposal will be based upon the evaluation criteria applied to their proposal submission.

4.0 MODIFICATIONS AND ALTERNATIVE PROPOSALS

Proposer shall submit its proposal in strict conformity with the requirements of the RFP Documents. The proposal shall be complete in itself and shall be submitted within a sealed enclosure in accordance with Item No. 7.0, below, "SUBMISSION OF PROPOSAL/PERIOD OF ACCEPTANCE".

Upholstery Repair and Related Services RFP No. S-1368 5 Proposers are cautioned to limit exceptions, conditions, limitations or provisions attached to a proposal as they may be determined significant enough to cause its rejection.

The proposal should conform to the requiremen ts contained herein.

Proposers submitting conforming basic proposals may submit alternate proposals as complete separate offers, if the alternate proposals offer technical improvements or modifications, which are to the overall benefit of the CITY. The C ITY reserves the right to accept or reject any alternate proposal.

Oral, telegraphic or telephonic proposals or modifications will not be considered.

5.0 SIGNING OF PROPOSAL/AUTHORIZATION TO NEGOTIATE

Each proposal submitted by a Proposer shall be executed by the Proposer by and through its authorized officer. In addition, each Proposer must identify those persons authorized to negotiate on its behalf with the CITY in connection with this RFP.

6.0 WITHDRAWAL OF PROPOSALS

A proposal may be withdrawn by the Proposer prior to the date and time for submittal of proposals by means of a written request signed by the Proposer or its properly authorized officer. Such written request must be delivered to the place stipulated in the Letter of Invitation for receipt of proposals.

7.0 SUBMISSION OF PROPOSAL/PERIOD OF ACCEPTANCE

Proposals must be submitted electronically via the City’s Planet Bids portal.

Instructions on how to submit an electronic proposal via the Planet Bids portal can be found under the “Documents” tab.

8.0 EVALUATION OF PROPOSALS

Proposals will be evaluated on the basis of the response to all provisions of this RFP. Since this solicitation is an RFP as opposed to a bid, pricing alone will not constitute the entire selection criteria. The City may use some or all of the following criterion and corresponding percentages in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an all-inclusive list. The order is which they appear is not inte nded to indicate their relative importance. The City reserves the right to modify the evaluation criterion and percentages of score as deemed appropriate prior to the commencement of evaluations.

Upholstery Repair and Related Services RFP No. S-1368 6

POTENTIAL PROPOSAL EVALUATION CRITERION

EVALUATION CRITERION POINTS
Project Plan
 Ability to Understand and Perform the Scope of Services  Detailed project approach to executing the Scope of Services  Project Approach and Methodology meet the needs
of the City of Garden Grove
30 Proposer Qualifications and Experience
 Demonstrated knowledge of providing upholstery repair and other related services to government agencies
 Experience/qualifications of key staff assigned to administer the contract and their experience in providing similar services  Quality of References provided
 Location of company and availability of staff assigned to the City of Garden Grove
40 Cost Proposal
 Detailed/Complete Proposal Pricing that addresses all services requested in the Scope of Services
 Cost Effectiveness and Value for the City of Garden Grove  Guaranteed pricing for initial period of the contract

20 Completeness of Response
 Responses to the Statement of Compliance and ability to comply with all RFP requirements
 All required documents included in the Proposal Package 10 TOTAL POINTS POSSIBLE 100

Note: Total possible points will be 100 if the City elects not to hold the company/candidate interviews/presentations.

The City reserves the right to determine whet her or not a proposal meets the specifications and requirements of this RFP and reject any proposal that, in the City’s opinion, fails to meet the detail and intent of the requirements.

9.0 BASIS OF AWARD

The responses will be reviewed by a committee of CITY staff members. CITY Staff will evaluate proposals based on the submitted response to the RFP and reference checks. CITY Staff will recommend award of the a contract to that firm whose proposal meets the requirements of the RFP and is most advantageous to the CITY in terms of meeting t he technical requirements and for attainment of project objectives as defined in the Scope of Services considering the evaluation criteria stated in the " Instruction to Proposers" Section, Item 8, "Evaluation of Proposals" above. The CITY may request Proposers within the Competitive Range to present an oral briefing and discuss the merits and/or deficiencies of their proposal. However, the CITY is under no obligation to enter into discussions or conduct negotiations with Upholstery Repair and Related Services RFP No. S-1368 7 a proposer, but can award a contract on the basis of the offer received. The CITY will evaluate each proposal according to how favorable the services offered are to the CITY in light of the pre-established evaluation criteria and Cost Proposal reasonability. Proposers within the Competitive Range may be required to participate in negotiations and to submit such additional cost, technical, or other revisions to its proposal (or a Best and Final Offer) as may result from negotiations.

10.0 TYPE AND TERM OF CONTRACT TO BE AWARDED

The form of the Contract the CITY anticipates entering into with the Proposer selected is attached to this RFP. Proposers should review the terms of the attached Contract form in conjunction with preparation of their proposals. It is anticipated that the sel ected contractor's compensation under the Contract will be based on the actual volume of services provided at the agreed-upon prices per unit of service, up to an aggregate Not -To-Exceed (NTE) amount for the initial term or applicable option period, which may only be exceeded if authorized by the CITY's City Manager to account for extra work requested by CITY, unit volume increases, or other unanticipated factors.

11.0 PUBLIC RECORDS ACT

Responses to this RFP become the exclusive property of the CITY and subject to the California Public Records Act. Those elements in each proposal which are trade secrets as that term is defined in Civil Code section 3426.1(d) or are otherwise exempt by law from disclosure and which are prominently marked as "TRADE SE CRET", "CONFIDENTIAL", or "PROPRIETARY" may not be subject to disclosure. It is the responsibility of each Proposer to clearly identify information in their Proposal that it considers to be confidential under the California Public Records Act. To the extent the CITY agrees with that designation, such information will be held in confidence whenever possible. The CITY shall not in any way be liable or responsible for the disclosure of any such records including, without limitation, those so marked if disclosure is deemed by CITY to be required by law or ordered by a court. Proposers which indiscriminately identify all or most of their proposal as exempt from disclosure without justification may be deemed non-responsive.

In the event the CITY is required to defend an action involving a Public Records Act request for any of the contents of a proposal marked "confidential", "proprietary", or "trade secret", each Proposer agrees, upon submission of its proposal for CITY's consideration, to defend and indemnify the CITY from all costs and expenses, including attorneys' fees, in any action or liability arising under the Public Records Act.

Upholstery Repair and Related Services RFP No. S-1368 8

12.0 CITY’S RIGHTS
The CITY may investigate the qualifications of any Proposer under consideration, require confirmation of information furnished by a Proposer, and require additional evidence of qualifications to perform the Services described in this RFP. The CITY reserves the right to:

1. Reject any or all of the proposals.

2. Issue subsequent Requests for Proposals.

3. Cancel the entire Request for Proposal.

4. Remedy technical errors in the Request for Proposal process.

5. Appoint evaluation committees to review proposals.

6. Seek the assistance of outside technical experts in proposal evaluation.

7. Approve or disapprove the use of particular subcontractors.

8. Establish a short list of proposers eligible for discussions after review of written proposals.

9. Negotiate with any, all, or none of the Proposers.

10. Solicit best and final offers from all or some of the Proposers.

11. Award a contract to o ne or more Proposers. (Except for Brooks Act procurements where multiple awards are not allowed).

12. Accept other than the lowest offer.

13. Waive informalities and irregularities in proposals.

This RFP does not commit the CITY to enter into a contract, nor do es it obligate the CITY to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract.

13.0 QUALIFICATIONS OF FIRMS

The CITY reserves the right to investigate the qualifications of all firms under consideration and to confirm any part of the information furnished by a Proposer, or to require other evidence of managerial, financial or other capabilities which are considered necessary for the successful performance of the contract.

Any person, firm, corporation, Joint Venture, or other interested party that has been compensated by the CITY or a contractor engaged by the CITY for assistance in preparing this RFP Document and/or estimate shall be considered to have gained an unfair competitive advantage in propos ing and shall be precluded from submitting a Proposal in response to this RFP.

The successful proposer will be responsible for obtaining a Garden Grove business license before work can begin. Information on obtaining a Garden Grove business license can be obtained by calling 714-741-5073. Information may also be obtained through the City’s website: https://ggcity.org/finance/business-tax.

Upholstery Repair and Related Services RFP No. S-1368 9

PROPOSAL REQUIREMENTS

CONTENTS OF PROPOSAL

1.1 GENERAL FORMAT OF PROPOSAL

The proposal shall constitute the Proposer's plan for completing the Scope of Services & Specifications. Accordingly, the Proposer should present the technical approach demonstrating a we ll-structured, reasonable Work P lan. Proposers shoul d refine and/or expand the Scope of Services in the RFP to reflect the particular plan they would use to perform the Work.

1.2 PROPOSAL CONTENT

The electronic proposal submittal must have all of the following components and required documents or it may be deemed as non-responsive at the discretion of the City. Please submit the proposal as one PDF file on the City’s PlanetBids portal as the “Response File”.

 Proposal Letter (Pages 11-12) must be completed and executed by an authorized representative of the Proposer.

 Bidder/Contractor Statement (Page 13 ) must be completed and executed by an authorized representative of the Proposer.

 Statement of Compliance (Page 14) must be completed and executed by an authorized representative of the Proposer.

 Non-Collusion Statement : (Page 15) must be completed and executed by an authorized representative of the Proposer.

 Designation of Sub Contractors Form (Page 16) If subcontractors will be utilized, the Proposer must submit a description of each firm or person and the Work to be done by each subcontractor. If no subcontractors will be used, then please indicate N/A and include this form in your proposal submittal. The City has the final discretion on the use of any and all subcontractors.

 Proposal Pricing Form -”ATTACHMENT “B” (Pages 26-28): The proposal pricing shall be valid for 120 calendar days from the date stipulated in the RFP for receipt of Proposals. If this offer is accepted within that time period, the Proposer agrees to furnish all services as stipulated in the RFP and any accompanying addenda. Proposers must attach one single PDF file copy of their “Attachment “B” Proposal Pricing” on the City’s PlanetBids portal.

Upholstery Repair and Related Services RFP No. S-1368 10  References- “ATTACHMENT “C” (Page 29): Please provide three (3) current references whi ch demonstrate your experience in the Scope of Services provided in this RFP. The City prefers references with other government agencies. Please provide the company name, contact person’s name, title, email address and phone number and the dates that you p rovided the services/contract term. In addition, please provide a description/Scope of Services of the engagement . Please make sure that the information provided for your references is current and accurate . References will NOT be considered if the information provided is inaccurate, outdated, or if a response is not received from any reference provided.

 Any and all other requirements as stated in the Scope of Services (Attachment “A”) and within this RFP document.

 The successful proposer will be responsible for obtaining a Garden Grove business license before work can begin. Information on obtaining a Garden Grove business license can be obtained by calling 714-741-5073. Information may also be obtained through the City’s website.

 Failure to submit such items duly executed by an authorized officer of the Proposer's firm may render the proposal incomplete and unresponsive and may cause its rejection.

Upholstery Repair and Related Services RFP No. S-1368 11 RFP No. S-1368

CITY OF GARDEN GROVE

PROPOSAL REQUIREMENTS

PROPOSAL LETTER/CERTIFICATE OF ACCEPTANCE

Company Name____________________________________________

SANDRA SEGAWA, PURCHASING DIVISION MANAGER

CITY OF GARDEN GROVE
11222 ACACIA PARKWAY
GARDEN GROVE, CALIFORNIA 92840

The undersigned hereby submits this proposal on behalf of the above -named Proposer (hereinafter referred to as the “Company”) in response to the request to Provide Upholstery Repair and Other Related Services on an As-Needed Basis. The undersigned hereby declares that he/she has carefully read and examined the RF P documents including any plans and specifications, and that the Company hereby proposes to perform and complete the Work as required in the Contract.

The undersigned recognizes that this Contract is not exclusive and that the CITY expressly reserves the right to contract for performance of services such as those described herein through other Contractors.

On behalf of the Company, the undersigned agrees to provide services in accordance with the Scope of Services at the hour rate(s) indicated in its Proposed Pricing if its Proposal is accepted within 120 days from the date specified in the RFP for receipt of proposals.

The undersigned has reviewed the enclosed contract terms and conditions and agrees to accept all terms and conditions of the CITY’s contract unless otherwise noted in the proposal response.

If recommended for Contract award, the undersigned agrees to execute a contract which will be prepared by the CITY for execution, within 10 calendar days following Notification of Award. It is understood that the recommendation for contract award will not be placed on the agenda for consideration by the City Council until the CITY has received the executed contract. The undersigned acknowledges and agrees that no binding contract shall exist between the Company and the CITY until and unless the Contract is approved by the CITY's City Council and executed by an authorized representative of the CITY.

Upholstery Repair and Related Services RFP No. S-1368 12 The undersigned will also deliver to the CITY prior to the commencement of Scope of Services the necessary original Certificates of Insurance. If services are authorized to commence prior to the execution of the Contract pursuant to a Notice to Proceed issued by the CITY, pending the execution of the Contract, the services shall be subject to the terms and conditions of the Scope of Services and the Contract.

Incorporated herein and made a part of this Proposal are the Response Data and Proposal Forms required by the Proposal Requirements.

The undersigned acknowledges receipt, understanding and full cons ideration of the following Addenda to the RFP Documents:

Addenda No.____________________________________________________

Proposer represents that the following person is authorized to negotiate on its behalf with the CITY in connection with this RFP:

_______________________________________________________________ (Name) (Title) (Phone)

The undersigned certifies that it has examined and is fully familiar with all of the provisions of the RFP Documents and is satisfied that they are accurate; that it has carefully checked all the words and figures and all statements made in the Proposal Requirements; that it has satisfied itself with respect to other matters pertaining to the proposal which in any way affect the Work or the cost thereof; and that he/she is legally authorized to bind the Company. The undersigned hereby agrees that the CITY will not be responsible for any errors or omissions in these RFP Documents.

Proposer's Business Address
and Telephone/Fax Numbers:

BY: __________________________ _________________________ (Signature)

__________________________ _________________________
(Type or Print Name)

__________________________ _________________________
(Title)

___________________________
(Email Address)

Upholstery Repair and Related Services RFP No. S-1368 13

BIDDER/CONTRACTOR/CONSULTANT STATEMENT

REGARDING INSURANCE COVERAGE
(Submit with IFB/RFP Package)

This signed document must be included with your bid/proposal package in order for your bid/proposal to be considered complete!

BIDDER/CONTRACTOR/CONSULTANT HEREBY CERTIFIES that he/she has reviewed and understands the insurance coverage requirements specified in the attached Insurance Requirements Checklist.

Should we/I be awarded the contract, we/I certify that we/I can meet the specified requirements for insurance, including insurance coverage of the subcontractors, and agree to name the City/Successor Agency/Sanitary District and other additional insureds as per the agreement for the work specified and we/I will comply with the provisions o f Section 3700 of the Labor Code, which require every employer to be insured against liability for worker’s compensation or to undertake self -insurance in accordance with the provisions of that code, before commencing the performance of the work specified.

Please Print (Person, Firm, or Corporation)

Signature of Authorized Representative

Please Print (Name & Title of Authorized Representative)

Date Phone Number Email

Please note that the City of Garden Grove is now contracted with EBIX for insurance certificate manag ement and review services. EBIX will collect the insurance requirements in the contract on behalf of the City. If you are awarded the co ntract, you will be contacted by EBIX regarding the insurance requirements listed in the sample contract. Please forward all insurance documents to EBIX directly per their instructions when contacted.

NOTE: All insurance certificates and endorsements must be received by or sent to EBIX within ten (10) City working days of the original request or the City reserves the right to proceed with the next lowest responsible bidder or the next highest scoring proposer in the process. Please do not send any insurance documents to the City but please use the following email address to send insurance documents to Ebix directly: [email protected].

Upholstery Repair and Related Services RFP No. S-1368 14

STATEMENT OF COMPLIANCE
The undersigned Proposer declares that the Proposal submitted to Provide Upholstery Repair and Other Related Services on an As -Needed Basis. RFP No. S - 1368 was prepared in strict compliance with the instructions, conditions and terms listed in the RFP, Scope of Services and Draft Agreement, with exceptions listed below, if applicable. At least one box for each item must be checked.

RFP Instructions and Terms & Conditions (Check One)
□ No Exceptions Taken □ Exceptions Taken
Scope of Services (Check One)
□ No Exceptions Taken □ Exceptions Taken
Draft Agreement/Insurance Requirements (Check One)
□ No Exceptions Taken □ Exceptions Taken
If any exceptions are taken, this Statement of Compliance shall include a narrative that identifies each item to which the Proposer is taking exception or is recommending change, including the suggested rewording of the contractual obligations or suggested change in RFP, and identifies the reasons for submitting the proposed exception or change. When available, please reference specific line item numbers as provided in the RFP. The City reserves the right to rule as non - responsive and reject any Proposals that are not acco mpanied with the required documentation as described above.

______________________________ _________________________ Signature Date

______________________________ _________________________ Printed Name and Title Name of Proposer

Upholstery Repair and Related Services RFP No. S-1368 15

NON-COLLUSION STATEMENT
REQUEST FOR PROPOSAL S-1368
It is understood and agreed that:

1. No proposal will be accepted unless authorized representatives of proposing organizations attend a pre -proposal conference at t he stated time and location:

2. After the contract has been awarded, the designed Contractor shall attend a pre-job conference. The Contractor shall be informed of said time and location.

3. No verbal agreement or conversation with any officer, agent or employee of the City either before or after the execution of the agreement shall affect or modify any of the terms or obligations of this proposal.

4. The City will not be responsible for any errors or omissions on the part of the undersigned in making up his proposal, nor will proposers be released on account of errors.

5. The undersigned hereby certifies that this proposal is genuine and is not sham or collusive, or made in the interest or in behalf of any person not herein named, and that the undersigned has not dire ctly or indirectly induced or solicited any other proposer to put in a sham proposal or any other person, firm or corporation to refrain from proposing, and that the undersigned has not in any manner sought, by collusion, to secure for himself an advantage over any other proposer.

6. The Undersigned is licensed in accordance with the Laws of the State of California.

BY: __________________________ _________________________ (Authorized Signature) (Telephone Number)
_________________________
(Type or Print Name)
__________________________
(Title)
___________________________
(Email Address)
___________________________
(Company Name)

Upholstery Repair and Related Services RFP No. S-1368 16

DESIGNATION OF SUB-CONTRACTORS

REQUEST FOR PROPOSAL S-1368
If subcontractors are going to be utilized, the Proposer must submit a description of each firm or person and the work to be done by each subcontractor. This form must be completed and submitted with the proposal even if no subcontractors will be used.

Please write N/A across the form if no subcontractors will b e used and include this form in your proposal submittal.

1. Name of Subcontractor:

Address: Phone No: