1 Request for Proposals
Power Washing
Service for Buildings
and Concrete
RFP Release Date:
October 17, 2024
Proposals Due by:
2:00 PM on November 5, 2024
Submit Qualifications through:
City of Richmond PlanetBids
Mandatory Site Walkthrough
9:00 AM on October 30, 2024
RFP Contact:
Tawfic Halaby
Public Works Deputy Director for
Operations and Maintenance
[email protected]
2 Introduction
The City’s Public Works Department is seeking to retain several firms to provide power washing service for buildings and concrete for a contract term of three (3) years (FY 2024/2025 through FY 2027/2028). The selected firms will be placed on a City -maintained list of qualified contractors who may be called upon to provide power washing service for buildings and concrete on an as-needed basis. The total contract amount over the three-year contract period is for a not -to-exceed amount of $450,000, with an option to extend for up to two one- year extensions for a not-to-exceed amount of $300,000 for the whole duration of the two one-year extensions.
All services will be performed on an as-needed, project-by-project basis pursuant to a request from the City, with no guarantee that any minimum amount of services will be requested over the contract term.
These services will support the Public Works Department – Operations and Maintenance in its overall work program. Contractors specializing solely in power washing for buildings and concrete services are strongly encouraged to apply, as the City may engage multiple contractors for these projects.
About the City
As of 2021, the City of Richmond is home to 115,677 residents with an approximately 40,000 total households. Of this number, 67% are family and 33% are nonfamily households. The City was incorporated on August 7, 1905 and became a charter city on March 24, 1909. Richmond is known for its unique role during World War II as the City was home to Kaiser shipyards which housed the most productive wartime shipbuilding operations of World War II . Today, the City is an important oil refining, industrial, commercial, transportation , shipping and government center.
The City sits on a total land area of 34 sq. miles and 22 sq. miles of water area. The City boasts its racial diversity with 20.1% identifying as White, 19.1% as Black, 2.1% as American Indian and Alaska Native, 0.06% as Native Hawaiian and Other Pacific Islander , and the remaining
30.7% as some other race. It is also important to note that the Hispanic s or Latinos comprise
44.6% of the City’s people, making them the predominant population, whereas the rest (Non- Hispanic or Latino) comprise the remaining 55.4%.
3 Richmond is a multi-modal transit hub that includes BART, Amtrak, and AC Transit , marinas, shopping, recreational and cultural amenities, and 32 miles of shoreline. This all contributes to making Richmond among the most desirable up-and-coming communities in California.
Scope of Services
On this section of this document, specific requirements and expectations are set forth by the City with respect to the Contractors or firms who will be retained by the City for as -needed power washing service for buildings and concrete. This section presents the extent of the service that the City needs.
1. Buildings/Areas and Frequency. The table below shows the buildings and areas which are to be power washed. It also presents the frequency of said service per site.
Some areas may require routine cleaning of specific areas while other larger properties would involve selected contractor(s) to inspect the site to identify specific areas for spot treatment.
2. Materials and Labor. Contractors are responsible for all materials, supplies, equipment (clean and in proper working condition), transportation, tools, labor, permits and other services necessary to perform power washing of buildings and concrete for all City facilities. The Contractors shall have a sufficient inventory of equipment to be able to Number of
Buildings
Buildings or Areas Frequency of
Power Washing
1 City Council Chambers Quarterly
1 City Hall Quarterly
5 City Owned Buildings Quarterly
13 City Service/Corp Yards Quarterly
9 Community Centers Quarterly
1 Museum Quarterly
9 Parks Quarterly
7 Ports Quarterly
2 Swim Centers Quarterly
8 Fire Stations Bi-Monthly
3 Police Stations Bi-Monthly
1 Convention Center Monthly
3 Libraries Monthly
1 Richmond BART Transit Building Monthly
N/A Public Right-of-Way and/or City Parking
lots
As needed
4 perform the services. The contractor must possess the capability to capture and properly dispose all the water to be used. They must also verify that disposal of wash water is done in accordance with applicable regulations. The contractor must have adequate number of full-time permanent employees that are fully trained in power washing, power equipment, temporary pedestrian access routes, and the Bay Area Municipal Stormwater Collaborative’s Surface Cleaning Program.
3. Examination of Site. The Contractors shall be responsible for examining the job sites, through a Mandatory Site Walkthrough, and comparing it with all specifications and contract documents and for having satisfied them selves as the conditions under which the work is to be performed before entering into contract with the City . Further, no allowance shall subsequently be made on behalf of the Contractor s on account of an error, negligence, or failure to acquaint themselves with the conditions of the job site or of the streets or roads approaching each site.
4. Work Quantity. The City does not guarantee that the actual amount of work will correspond to the work described in this document but reserves the right to increase or decrease the amount of any class or portion of the work or to omit items or portion of the work that may be deemed necessary by the Public Works Department.
5. Water Waste Management Requirements. The Contractors shall be required to manage all water waste collection when conducting service in any of the sites mentioned above which includes the collection and the proper disposal of all wash water. Was h water is not to be discharged to storm drain(s). The City is required to report to the State of California that collected wastewater has been disposed of at the appropriate facilities.
6. Complaints. As far as complaints are concerned, C ontractors shall strive to quickly resolve all complaints from residents. If objection to the cleaning occurs while work is in progress, Contractors shall immediately stop working on the cleaning and attempt to amicably resolve the dispute with the resident. If C ontractors cannot promptly resolve the complaint, Contractors shall immediately notify the City. Contractor s shall relocate to another work site until the City determines if work may resume at said location as the City resolves the complaint. Further, the Cit y shall not be liable to Contractor s for any additional delay caused by the need to resolve any such dispute. If Contractor s are allowed to continue work after the City resolves a complaint the Contractors shall return to complete work that generated the complaint and at no additional cost to the City.
7. Protection of Property. It is expected that Contractor s shall maintain the wor k site in as clean and debris -free condition as is feasible. Contractor s shall not pile debris or equipment, or otherwise trespass on private property, unless specific permission from
5 the property owner is obtained. Contractors shall take reasonable precautions to cause the least possible damage to existing improvements and landscaping in the work area on both public and private property . All private property damage caused by the Contractors shall be paid for or otherwise resolved by the Contractor s and/or their Insurance provider.
8. Disposal and Cleanup. Contractors shall block nearby storm drains or contain runoff when cleaning with water. Discharging wash water to landscaping or a sanitary sewer shall only be done upon permission from the City. Contractors shall remove all equipment, debris (including trash), or any other obstructions from roadways at the end of each day or at any time work is suspended in a site – at contractors’ expense.
9. Dust and Noise Control. Contractors shall provide reasonable efforts to minimize the amount of dust generated by the cleaning activities. All cost for dust control shall be included in bid pricing. Equipment shall be operated in a manner which will minimize offensive noise consistent to Richmond local laws and regulations. All leaf blowers operated in or adjacent to a res idential area shall operate at or below a noise level of sixty-five dBA at fifty feet as determined by a test conducted by the American N ational Standards Institute or an equivalent.
10. Public Convenience and Safety. Contractors shall conduct operations with the least possible obstruction and inconvenience to public traffic. All vehicles shall be permitted to pass through the work area. Contractors shall furnish, erect and maintain sufficient warning and directional signs and shall furnish flagmen to give adequate warning to the public at any time dangerous conditions exist. Contractors shall obtain necessary approval from the City for any detours required in connections with the work.
Submittal Requirements
Mandatory Site Walkthrough
A mandatory site walkthrough will be held at 9:00AM on October 30, 2024 at the sites enumerated above. The Richmond City Hall located at 450 Civic Center Plaza, Richmond CA 94804 will serve as meeting place for all potential bidders and City staff. Bidders will be given the opportunity to walk through and observe site locations described in this bed document. If necessary, an Addendum shall be prepared and distributed to all attendees following the
6 walkthrough. Attendance is mandatory, and bids shall not be considered from bidders who do not attend.
Proposal Content
Respondents to this request for proposals (RFP) must submit one PDF file of their complete proposal. The proposal (excluding the transmittal letter and resumes) must not exceed a total of 10 pages (letter paper size). Any tabloid size pages should be limited in use and will count as two pages toward the page limit.
A complete proposal will consist of the following:
Cover Letter: The proposal must be accompanied by a cover letter describing the respondent’s interest and commitment to the project. It must disclose any currently known or potential conflicts of interest with the City of Richmond. The cover letter must state that the proposal is valid for a 90- day period. It must also include the name, title, address, email, and telephone number of the individual to whom correspondence should be directed during the proposal selection process. The cover letter must be signed by the person authorized to negotiate on behalf of the respondent.
Qualifications and Experience: The proposal must describe the contractor ’s qualifications and experience. The City anticipates that the contractor is licensed and has the necessary business documentation. It is expected that the contractor is committed for the duration of the term of the contract.
Service Understanding: The proposal must describe the respondent’s understanding of how the scope of work is developed and its approach to meeting the objectives of this RFP. The proposal must also discuss how the service would be performed and how deliverables would be ascertained.
Service Schedule: The proposal must include the proposed service response time, schedule, and anticipated duration of service for power washing of buildings and concrete.
Reference: The proposal must provide a minimum of three references that can discuss the contractor’s ability to successfully provide the power washing service for buildings and concretes. Each of the listed references must include the reference name, title, affiliation, telephone number, and email address.
Cost Proposal: The City of Richmond is seeking cost competitive proposals. Contractors must provide a total cost proposal for delivery of service to all sites, and a breakdown of cost. Include
7 a description on how the fee translates to schedule of hourly rates for all proposed staff and the amount of time each person will devote to each site. Said costing will form part of the bid proposal. Contractors are expected to use table on the next page to determine their total proposed fee.
The City will recognize an annual increase up to 3% of the original proposed fees applicable every January 1st beginning January 1, 2026.
8 Table 1 – Cost Proposal
(A) (B) (C) (D) (E)
Quantity of
Buildings
Type of Building Frequency Fee per power
washing
Fee per year
1 City Council Chambers Once every 3 months $ $ (4 x (D)) 1 City Hall Once every 3 months $ $ (4 x (D))
5 City Owned Buildings Once every 3 months $ $ (4 x (D)) 13 City Service/Corp Yards Once every 3 months $ $ (4 x (D)) 9 Community Centers Once every 3 months $ $ (4 x (D)) 1 Museum Once every 3 months $ $ (4 x (D))
9 Parks Once every 3 months $ $ (4 x (D))
7 Ports Once every 3 months $ $ (4 x (D))
2 Swim Centers Once every 3 months $ $ (4 x (D))
8 Fire Stations Once every 2 months $ $ (6 x (D)) 3 Police Stations Once every 2 months $ $ (6 x (D)) 1 Convention Center Once a month $ $ (12 x (D))
3 Libraries Once a month $ $ (12 x (D))
1 Richmond BART Transit
Building
Once a month $ $ (12 x (D))
N/A Public Right-of-Way and/or
City Parking lots
As needed $ Varies
TOTAL Fee per Year $ (*)
(*) Total does not include Public Right-of-Way and/or City Parking Lots
9 Submittal Procedure
RFP Questions: Respondents must submit any RFP questions through Plan etBids using the “Q&A” tab by 4pm on October 31, 2024.
Proposal Submittal: The City of Richmond will only accept proposal submittals through PlanetBids. Proposals submitted through other means will not be considered. All proposals must be submitted by 5pm, on November 5, 2024. Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals, and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully. Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
Selection Criteria
The proposals will be evaluated based on the following factors:
EXPERIENCE 30 points
• Past, recently completed, or on-going projects that will substantiate experience • Understanding of the nature and extent of the services required • References
QUALIFICATIONS 30 points
• Professional experience and qualifications of company • Ability to perform on short notice and under time constraints • Licensing and Certification
10 ORGANIZATION 20 points
• Available staff and specialized resources, if any
• Capacity and flexibility to meet schedules, including any unexpected work • Answers to Supplemental Questions
COST 20 points
• Proposed rates and fees
The City of Richmond will convene a panel to evaluate the proposals and develop a ranking of the most qualified respondent. The City’s panel may include representatives from the City of Richmond staff, City groups, and other public agencies. Members of the panel will not be revealed prior to interviews.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code (RMC) Chapter 2.28),
Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) ( RMC Chapter 2.65), which are incorporated into the Contract Documents by this reference.
Reservation of Rights by the City
• The City ha s no obligation to accept any submittal or to negotiate with any service provider. The City reserves the right to accept submittals which are deemed most favorable and in the best interest of the City after all submittals have been examined and canvassed, to reject any or all submittals, and to be the sole judge of the best service provider suited for the City.
• The issuance of this RFP and the acceptance of an RF P response does not constitute an agreement by the City that any contract shall actually be entered into by the city. The City expressly reserves the right to:
o Waive any immaterial defect or informality in any RFP response or proposal procedure.
11 o Reject any or all RFP responses.
o Reissue RFP.
o Procure any service by any other means.
o Request additional information and data from any or all companies. o Negotiate with any qualified service provider.
o The City may confirm any information provided in the service providers submittal or inspect any of the service providers facilities that would be utilized in connection with performing services under any resulting contract.
Other Documents to be Submitted with Proposal
• A blank copy of your company’s employment application. (It will be used to verify compliance with the City’s “Ban the Box” ordinance).
• Response to Supplemental Questions.
Summary of Key Dates
SCHUEDULED ACTIVITIES KEY DATES
RFP Released Date October 17, 2024
Mandatory Site Walkthrough 9AM on October 30, 2024
Questions Due 2PM on October 30, 2024
Answers Released 2PM on November 1, 2024
Proposal Due 2PM on November 5, 2024
Notification of Finalists December 2024
Interview of Finalists December 2024
General Terms and Conditions
• Standard Service Provider Agreement: The selected respondent will be required to sign the City of Richmond’s Standard Service Provider Agreement (see Exhibit A). The respondent must list any terms or conditions to which it takes exception and provide proposed alternate wording as part of its qualifications within the cover letter. Note that the City of Richmond does not intend to make substantial changes to its Standard Service Provider Agreement. The City makes no representation or guarantee that the request for changes will be approved.
• Insurance Requirements: The selected respondent will be required to comply with the City of Richmond insurance requirements (see Exhibit B). The required insurance certificates
12 must comply with all requirements and must be provided prior to the commencement of any work on a project.
• Business Licenses: The selected respondent and its subcontractors will be required to obtain a City of Richmond business license prior to the commencement of any work on the project. Note that the business license fee will not be waived by the City.
• Sanctuary City Contracting Ordinance (SCCO): The Richmond Sanctuary City Contracting Ordinance No. 12-18 N.S. (see Exhibit C) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). All respondents must submit a Sanctuary City Compliance Statement (see Exhibit D) with their qualifications.
• Limited Liability Companies Disclosure Statement (LLCS): Resolution No. 86- 21, approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC). All respondents must submit the Disclosure Statement of Limited Liability Companies Form (see Exhibit E) with their qualifications.
• City Disclaimer: The City of Richmond reserves the right to reject any or all qualifications, to waive any informality in any qualifications, and to select the qualifications that best meet the City’s needs.
• Non-commitment: The City of Richmond makes no representation that any contract will be awarded pursuant to this RFP. All costs incurred in the preparation of the qualifications, in the submissions of additional information and/or in any other aspect of qualifications prior to the award of a written contract will be borne by the respondent. All information submitted to the City in response to this RFP will become the property of the City of Richmond and will not be returned.
• Amendments to RFP : The City of Richmond reserves the right to amend or cancel this RFP by addendum before the final submittal due date. The City will post any revision to the RFP through PlanetBids at least one full business day prior to the qualifications submittal deadline. Respondents are responsible for checking Planet Bids for any revisions related to this RFP.
13 Exhibits
Exhibit A: Standard Service Provider Agreement
Exhibit B: Insurance Requirements
Exhibit C: Richmond Sanctuary City Contracting Ordinance No. 12-18 N.S.
Exhibit D: Sanctuary City Compliance Statement
Exhibit E: Limited Liability Corporations (LLC), Resolution No. 86-21 Exhibit F: Disclosure Statement of Limited Liability Companies Form
14 Supplemental Questions
(This page is required to be submitted with Quote)
License
The undersigned hereby declares that he is a Contractor and has been in business for ___ years with store front; has a valid State of California Contractor's License sufficient to qualify as Contractor in this case, and a current City of Richmond, CA Business License (needed upon contract award); and will obtain all required permits.
California Contractors License Number: ___________________________________________
Expiration Date: __________________ Classification Number: ________________________
Name: ______________________________ Signature: ____________________________
Title: _______________________________
Service Contact Information
Contractor shall indicate person and phone number to contact for during normal working hours repairs:
Contractor shall indicate person and phone number to contact for afterhours repairs:
Experience:
Describe your company’s skills, qualifications, and experience that best qualify your company as a service provider for the City of Richmond. Be specific, thorough, and complete. Information not provided cannot be considered or presumed. In order to be considered, qualifications, skills, and experience must be submitted in writing with this request. _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________
(This page is required to be submitted with Quote)
15 Please answer the following Supplemental Questions
1. What applicable California state contractor licenses does your company and workers possess?
2. What are the qualifications of key personnel?
3. What applicable licenses, certifications’ or required training does your company require employees to have?
4. What is your company’s safety record? Has your company had any serious injuries or deaths for the past three years?
5. How many years has your company been able to successfully operate?
6. Describe your company’s main office, operations facility, warehouse facility, service personnel, support staff, vehicles, available equipment, and specialized equipment? Please be specific.
16 Supplemental Questions
(This page is required to be submitted with Quote)
QUESTIONS
1. PLEASE INDICATE YOUR CALIFORNIA
STATE CONTRACTOR’S LICENSE NUMBER AND TYPE(S)
(IF ANY):
#
TYPE(S):
2. DOES YOUR FIRM OFFER 24/7 SERVICES? YES NO
3. IF THE ANSWER TO QUESTION #3 IS
“YES,” IN HO W MANY HO URS CAN O NE OF YOUR
TECHNICIANS BE ON-SITE AT A RICHMOND LOCATION
AFTER BEING CONTACTED BY CITY STAFF?
HOURS
PRICING
1. PLEASE INDICATE YOUR HOURLY
LABOR RATE:
$ P ER HOUR
2. PLEASE INDICATE YOUR OT / AFTER
HOURS RATE:
$ P ER HOUR
3. PLEASE INDICATE THE DAYS AND
TIMES OF THE WEEK TO WHICH THE AFTER HOURS
RATE WOULD APPLY:
4. BILLING CLOCK BEGINS UPON (CHECK
ONE):
DEPARTURE FROM VENDOR LOCATION
___ ARRIVAL AT CUSTOMER LOCATION
5. BILLING CLOCK ENDS UPON
(CHECK ONE):
DEPARTURE FROM VENDOR LOCATION
___ ARRIVAL AT CUSTOMER LOCATION
6. PLEASE INDICATE YOUR MINIMUM
CALL OUT CHARGE:
$
7. PLEASE DESCRIBE ANY ADDITIONAL
FEES & CHARGES NOT COVERED ABOVE (VEHICLE
CHARGES, MILEAGE/FUEL SURCHARGES, DOUBLE-TIME,
ETC.).
s