As-Needed Roofing Services

Request for Proposal No. P-130000874
Monday, April 13, 2026
Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts
Division for As-Needed Roofing Services, in accordance with this Request for Proposal.
Closing Time and Date
One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the
Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing
Representative must be submitted prior to:
Tuesday, May 5, 2026, at 4:00PM PST
Sealed proposals shall be delivered by courier, express mail, or in person to:
Purchasing & Contracts Division
City of San Buenaventura
501 Poli Street, Room 102
Ventura, CA 93001

Request for Proposal No. P-130000874
As-Needed Roofing Services
TABLE OF CONTENTS
1. Instructions to Bidders
1.1. Request For Proposal Timeline
1.2. Proposal Submission
1.3. Mandatory Pre-Bid Meeting
1.4. Question and Answer Period
1.5. Elevated Consultant Interviews
1.6. Proposal Format
1.7. Insurance Requirements
1.8. Agreement Prices
1.9. Agreement/Contract
1.10. Term of Agreement
1.11. Subcontracting
1.12. Communications with City Staff or Elected City Representatives
2. Scope of Services
2.1. Summary of Services
2.2. General Requirements
2.3. Cost Proposal
3. Proposals
3.1. Evaluation of Proposals
3.2. Proposal Format and Requirements
3.3. Required upon Successful Award of Bid
3.4. Special Requirements
3.5. Proposal Authorization Sheet
ATTACHMENTS
* Attachment "A" - General Provisions for Standard Form Contracts
* Attachment "B" - Certification of Prevailing Wage Compliance
* Attachment "C" - General Services Agreement
EXHIBITS
* Exhibit "A" - General Services Agreement (SCOPE OF SERVICES) Left blank intentionally
* Exhibit "B" - General Services Agreement (SCHEDULE OF COMPENSATION) Left blank
intentionally
* Exhibit "C" - General Services Agreement (INSURANCE REQUIREMENTS)
* Exhibit "D" - Federal Provisions
Exhibit "D-1" - Certification regarding a Drug-Free Workplace Requirements
o
Exhibit "D-2" - Debarment and Suspension Certification
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Exhibit "D-3" - APPENDIX A, 44 C.F.R. PART 18- Certification regarding Lobbying
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Request for Proposal No. P-130000874
As-Needed Roofing Services
1. INSTRUCTIONS TO BIDDERS
1.1 Request For Proposal Timeline
Release of Request for Proposal Monday, April 13, 2026
Mandatory Pre-Bid Meeting Tuesday, April 21, 2026, at 11:00AM PST
Questions to be submitted via Email Wednesday, April 22, 2026, at 2:00PM PST
Addendum to be Issued, if required Thursday, April 23, 2026
Proposal Submission Deadline Tuesday, May 5, 2026, at 4:00PM PST
1.2 Mandatory Pre-Bid Meeting
A mandatory pre-bid meeting will be held online via Teams on Tuesday, April 21, 2026, at
11:00AM PST. Attendance of the Pre-Bid Meeting is mandatory to submit a response to the
RFP. Proposals submitted on which the Pre-Bid Meeting has not been attended will be
considered non-responsive and rejected. Please RSVP no later than Tuesday, April 21, 2026,
at 9:00AM to the Purchasing Supervisor, Nicole Supan, at nsupan@cityofventura.ca.gov to
reserve your spot in the meeting.
1.3 Question and Answer Period:
All questions regarding this Request for Proposal (RFP) shall be submitted via email to Nicole
Supan, Purchasing Supervisor, at nsupan@cityofventura.ca.gov PRIOR to Wednesday,
April 22, 2026, at 2:00 PM. Any questions submitted after the deadline shall be rejected. All
questions will be answered in the form of an addendum.
1.4 Proposal Submission:
To be considered, all proposals must be submitted in the manner set forth in the RFP. It is the
Responder's responsibility to ensure that its/their proposal arrives on or before the specified
time. Proposers shall provide one (1) hard copy in a SEALED envelope clearly marked with
the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing
Supervisor, Nicole Supan at nsupan@cityofventura.ca.gov, submitted on or before Tuesday,
May 5, 2026, at 4:00 PM PST. If discrepancies are found between the hard copy and the PDF,
the hard copy will provide the basis for resolving such discrepancies. If no document can be
identified as the original, proposal may be rejected at the discretion of the City.
No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be
considered in the absence of a hard copy sealed proposal.
Proposals received after the scheduled submittal deadline will be returned. Proposals
postmarked prior to submittal deadline, but received after the deadline, will be returned.
1.5 Elevated Consultant Interviews
The City may elect, at its option, to elevate the most qualified firms to an interview phase.

Request for Proposal No. P-130000874
As-Needed Roofing Services
1.6 Proposal Format:
Proposals must be submitted in the format described in the Proposal Format and
Requirements Section No. 3.2. Proposals must be complete in all respects as required in the
Proposal Format and Requirements Section. Proposals are to be prepared in such a way as
to provide a straightforward, concise description of capabilities to satisfy the requirements of
the RFP. Expensive binding, colored displays, promotional materials, etc., are not necessary
or desired. Emphasis should be concentrated on conformance to the RFP instructions,
responsiveness to the RFP requirements, and on completeness and clarity of content. A
proposal may not be considered if it is conditional or incomplete.
1.7 Insurance Requirements:
Successful firm shall provide insurance as noted in Exhibit "C" of Attachment "C" General
Services Agreement.
1.8 Agreement Prices:
At any time during the course of this anticipated contract the City may alter the Scope of Work,
making changes to the assignments and times indicated, and/or adding or deleting
assignments as deemed necessary. The City and firm will negotiate changes to the contract
pricing accordingly.
Unless otherwise stated, prices are maximum for the term of the Contract. Price adjustments,
if allowed under this Contract, must be requested in writing and accompanied by the required
information to substantiate the request for price adjustment, as set forth in the Contract. No
price adjustment allowable under this Contract will be granted retroactively. The CITY must
also be given the benefit of any decline in prices. If any price increase is granted by the CITY,
the increase shall not be greater than the Consumer Price Index (CPI) of the current year.
1.9 Agreement/Contract:
A copy of the City of Ventura's General Services Agreement, Attachment "C" is included
herein, as it will be the document executed into a final contract between the City and the
awarded Consultant. You do not have to return Attachment "C" with your proposal submission;
the sample General Services Agreement is provided for reference only and does not have to
be returned with the bid.
1.10 Term of Agreement
The initial term of this Agreement shall commence on July 1, 2026, and will continue for a
period of one (1) year. The City may elect, at its own option, to renew this Agreement for four
additional one-year increments. Initial term, plus any option to extend shall not exceed a total
of five years.
1.11 Subcontracting:
No Subcontracting any portion of Consultant's duties under this agreement without prior
written consent of the City.
1.12 Communication with City Staff or Elected City Representatives:
Any communication with City staff or City Elected Representatives, except for the Purchasing

Request for Proposal No. P-130000874
As-Needed Roofing Services
and Contracts Division, regarding this RFP is prohibited. Disregard of this provision could
result in rejection of the proposal.
Copies of the proposal package and subsequent addenda may be obtained at
www.cityofventura.ca.gov/bids.

Request for Proposal No. P-130000874
As-Needed Roofing Services
2. SCOPE OF SERVICES
2.1 Summary of Services
Contractor to provide non-exclusive roofing repairs and replacement to City owned facilities on
an as-needed basis. The contractor shall provide all labor and material for repairs, which may
include (but is not limited to) patching, edge metal and flashing, roof penetrations, asphalt
shingle repair and replacement and PVC roofing repair and repair, coating and sealing,
inspection reports for roof evaluation and budget projections.
2.2 General Requirements
Licensing and Professional Certification
Contractor shall have and maintain a State of California Contractor's License Classification C-
39 Roofing Contractor.
City Standard Construction Detail
All work shall be performed by experienced, qualified personnel in accordance with the project
specifications, City of Ventura's Standard Construction Details, industry best practices, and
OSHA safety requirements.
Link: City Standard Construction Details | Ventura, CA
Estimate Process
* The Contractor will provide free formal estimates for all roofing repairs and
maintenance.
* All estimates shall be typed or computer-generated and submitted for review within
seven (7) business days of receiving a request.
* Every estimate must include a summary of the work, itemized labor hours, and a list of
parts and materials necessary for the repairs and/or maintenance.
* No work shall be initiated until estimates are presented and approved by the City in
writing.
* The City must approve any variations or supplemental repairs before work is completed.
* The City reserves the right to verify, through independent appraisal, if a estimate is
complete and reasonable.
Permitting and Safety
All work conducted by the contractor and its representative shall conform to current applicable
California Occupational Safety and Health Administration (CAL-OSHA) laws and regulations.
Contractor shall maintain safety certifications and provide city with copies of training records.

Request for Proposal No. P-130000874
As-Needed Roofing Services
The Contractor must obtain all required permits through the City of Ventura Permit Services
Department online portal.
Accident Reporting
Contractor shall immediately notify the City of any accident, regardless of whether or not injury
or damage is evident, involving the contractor's staff, vehicles, or equipment while on the work
site. Contractor shall take photo documentation of damage and immediately report to
appropriate City contact. Contractor shall document any damage that exists before the onset
of work. The Contractor shall take photographs of existing damage and report to appropriate
City contact prior to commencing any work. Any damage caused as a result of the
Contractor's actions shall be the sole responsibility of the Contractor to repair or pay in full for
damages.
Clean Up
The contractor's operations for the storage and preparation of materials shall be limited to a
designated area by the City Representative. Contractor shall remove all debris generated as
work progresses. The street, parkway, and private property shall be kept clear of debris at all
times. It shall be the responsibility of the contractor to dispose of all waste debris generated by
the contractor.
All debris from operations shall be cleaned up each day before the work crew leaves the site.
Areas are to be left in a condition equal to or better than that which existed prior to the
commencement of tree operations.
Invoicing/Billing
Invoicing for services rendered are required for proper payment. The Purchase Order Number
and work completed must be identified on the invoice.
Record Keeping
Contractor shall maintain and provide records and/or associated drawings of all repairs done to
any City system.
Warranty Standards
The Contractor shall provide a minimum one (1) year warranty on all labor and materials from
the date of final acceptance by the City. Any defects in workmanship or material failures
discovered within the warranty period shall be repaired or replaced by the Contractor at no
additional cost to the City.

Request for Proposal No. P-130000874
As-Needed Roofing Services
2.3 Cost Proposal
Prevailing Wage Hourly Prevailing Wage Overtime
Job Classification
Rate Hourly Rate
Laborer (Entry Level)
Laborer (Experienced)
Journeyman
Supervisor
Foreman
Tradesman
Other
Minimum Trip Charge (Hourly Rate)
Material Markup (%)
Emergency Service Fee

Request for Proposal No. P-130000874
As-Needed Roofing Services
3. PROPOSALS
3.1 Evaluation of Proposals
All proposals received by the deadline will undergo an evaluation process conducted by City
staff. They will be reviewed to determine whether they meet the requirements of this RFP. The
City will consider the following factors in the evaluation process and will render a decision based
on the perceived best fit and best value for the engagement. The proposals will be evaluated in
the following areas:
Scoring Component % of Score
Contractor Capability
Qualification and experience of staff, quantity and types of
2. equipment, experience in the water construction services. 30%
Emergency Response time.
Reference Evaluation
Quantity and quality of work previously performed for similar
3. projects, including names and contact information from previous 30%
employers.
Cost of Service
An evaluation of the contractor's fee schedule, the lowest proposed
4. cost is a significant factor, but not the sole criterion for contract 30%
award.
Quality and Completeness of Proposal
Relevance and conciseness of request for proposal and statement
5. 10%
of qualifications.
Total Possible Score 100%
3.2 Proposal Format and Requirements
Your proposal should specifically address the following topics in the same order as presented.
Please refrain from submitting general marketing materials which do not explicitly serve this
purpose. The Proposal shall be signed by an individual or individuals authorized to execute legal
documents on behalf of the Respondent.
A. Cover Letter of Interest
Introducing your firm, including the principal place of business and the name, phone
number, email address, and address of your contact person. The cover letter shall be

Request for Proposal No. P-130000874
As-Needed Roofing Services
signed by an official authorized to bind the firm and shall contain a statement that the
proposal is valid for one year. Please limit Cover Letter to 1 page.
B. Personnel Resources:
i. Responsible Personnel: Identify and include a brief resume of the staff who will be
primarily responsible for the service provided to the City.
ii. Staffing: For the Ventura operation, list how many full-time and part-time
employees are on the payroll. Provide documentation; i.e., current employee
listing, etc. to support that the company is sufficiently staffed to provide personnel
to adequately meet the requirements of this proposal.
iii. Accounting Staff: Identify mailing address and contact information for staff who will
be responsible for invoicing and payroll purposes.
C. References: Submit a list of three reference projects ("Reference Projects") where Bidder
has successfully operated a similar scope of work. For each Reference Project, Bidder
shall supply the client's contact person, company name, address, telephone and email
address and a brief description of the type of work performed.
D. Cost Proposal
E. Litigation and Past Contract Disqualifications
Describe any civil or criminal litigation or past contract disqualifications:
i. In the State of California, has your firm been the plaintiff or defendant in any civil
or criminal litigation during the past five (5) years? If so, briefly explain the nature
of the case(s), time frame and outcome.
ii. Is your company currently involved as a plaintiff or defendant in any civil or criminal
litigation? If so, briefly explain the nature of the case(s) and when the case(s)
was/were filed.
iii. The bidder is required under Section 14310.5 of the Government Code to state
any and all instances of being disqualified, removed, or otherwise prevented from
bidding on, or completing a federal, state, or local government project due to a
violation of a law or safety regulation.
F. Clarifications, Exceptions and Deviations to the Request for Proposal: Vendor must
provide a section entitled Exceptions" in which you either state your firm has no
exceptions or deviations for the Request for Proposal, including but not limited to
Attachment "A" General Provisions for Standard Form Contracts, and/or Attachment "C"
General Services Agreement, or in which you state your exceptions and deviations
(regardless of if the information is presented elsewhere in this proposal). Any exceptions
to the City's Request for Proposal, including but not limited to Attachment "A" General
Provisions for Standard Form Contracts, and/or Attachment "C" General Services
Agreement, may prohibit the City from entering into an agreement with your company.
The following contractual terms are non-negotiable: