As-needed Painting Services

Request for Proposal No. P-130000864
Monday, September 14, 2026
Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts
Division for As-Needed Painting 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:
Thursday, October 8, 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
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Request for Proposal No. P-130000849
As-Needed Painting Services
TABLE OF CONTENTS
1. Instructions to Bidders
1.1. RFP Timeline
1.2. Proposal Submission
1.3. Question and Answer Period
1.4. Proposal Format
1.5. Insurance Requirements
1.6. Agreement Prices
1.7. Contract
1.8. Subcontracting
1.9. Communications with City Staff or Elected City Representatives
2. Scope of Services
2.1. Introduction
2.2. Scope of Work
2.3. Materials and Applications
2.4. General Requirements
2.5. Security Provisions
2.6. 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 - Small Local Business Purchasing Preference Certification
* Attachment C - General Services Agreement
* Attachment D- Certification of Prevailing Wage Compliance
* Attachment E- Ventura Police Department Application for Facility Access
* Attachment F- Contractor Access Request Form
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)
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Request for Proposal No. P-130000849
As-Needed Painting Services
1. INSTRUCTIONS TO BIDDERS
1.1 RFP Timeline
Release of Request for Proposal September 14, 2026
Questions to be submitted via Email September 21, 2026 at 3:00PM
Addendum to be Issued, if required September 24, 2026
Proposal Submission Deadline October 8, 2026, at 4:00PM
1.2 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 and one (1) PDF
electronic copy sent via email to the Purchasing Representative, Patricia Zavala at
pzavala@cityofventura.ca.gov. 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.
1.3 Question and Answer Period:
All questions regarding this Request for Proposal (RFP) shall be submitted via email to Patricia
Zavala at pzavala@cityofventura.ca.gov PRIOR to September 21, 2026, at 3:00 PM. Any
questions submitted after the deadline shall be rejected. All questions will be answered in the
form of an addendum.
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 Agreement:
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;
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Request for Proposal No. P-130000849
As-Needed Painting Services
the sample General Services Agreement is provided for reference only and does not have to
be returned with the bid.
1.8 Term of Agreement
The term of this Agreement shall commence on effective date and will continue for a period of
one (1) year. The City may elect, at its own option, to review the agreement for four additional
one-year increments. Initial term plus any option to extend shall not exceed a total of five
years.
1.9 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.
1.10 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.
1.11 Insurance Requirements:
Successful firm shall provide insurance as noted in Exhibit "C" of Attachment "C" General
Services Agreement.
.
1.12 Subcontracting:
No Subcontracting any portion of Consultant's duties under this agreement without prior
written consent of the City.
1.13 Communication with City Staff or Elected City Representatives:
Any communication with City staff or City Elected Representatives, except for the Purchasing
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.
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Request for Proposal No. P-130000849
As-Needed Painting Services
2. SCOPE OF SERVICES
2.1 Introduction
The City of San Buenaventura (Ventura) is a coastal community located just north of Los Angeles
County and south of Santa Barbara County and is frequently considered one of America's most
desirable places to live. The City is a full-service municipality, providing police and fire services,
parks and recreation, public works, and community development in addition to water treatment
and distribution, storm water processing, and wastewater management. The City employs nearly
700 employees, boasts a population of 110,000 residents within its 32 square miles which
includes 32 parks and historic sites, and more than 800 acres of open green space. The City
operates under its own charter with the City Council/City Manager form of government
comprised of seven members elected by district for terms of four years. The City Council hires
two of the principal officials of the City, the City Manager and the City Attorney.
2.2 Scope of Services
The work to be performed shall consist of painting services for the City of Ventura, including
furnishing all necessary materials, labor, equipment, and supplies.
Services include, but are not limited to:
* Painting
* Wood sanding and staining
* Drywall repair and replacement
* Cove base and baseboard replacement
* The contractor shall schedule a final inspection with the City Representative.
2.3 Materials and Application
* The contractor must provide materials that comply with all the current Environmental
Protection Agency (EPA) requirements. All paints, primers, and stains for wood must be
low VOC. The City of Ventura will provide hazardous material reports (on lead and
asbestos) when applicable and will be responsible for the abatement of all hazardous
materials
* Dunn Edwards brand for paints, primers and stains is required unless otherwise approved
by the City representative. Drywall and carpet cove base to meet City standards and
approved through submittals prior to ordering.
* Application of wood stains is to follow manufacturers recommended application process.
* City standard for painting applications shall be one coat primer and two coats of finish.
2.4 General Requirements
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Request for Proposal No. P-130000849
As-Needed Painting Services
Licensing and Professional Certification
Contractor shall have and maintain a State of California Contractor's License Classification B
General Building Contractor, or Classification C-33 Painting 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, the best industry practices, and
OSHA safety requirements.
Link: City Standard Construction Details | Ventura, CA
Work Schedule
All work shall be coordinated with the City Representative. The contractor shall provide a work
schedule detailing the tasks and time schedule to perform this work. The City Representative
shall approve the work schedule.
Estimates
The contractor shall provide free estimates for painting service. All estimates must be typed or
computer-generated, complete, and submitted for review within five (5) business days of
receiving a request. Estimates shall be comprehensive, including all parts and labor, and shall
be itemized to detail the labor hours and materials necessary to complete the work. The
contractor shall be responsible for all field measurements for projects.
No work shall be initiated until estimates are presented and formally approved by the City. The
City must approve any variations from the original estimate before any work is completed. An
estimate must be presented to and approved by the City before any work can be completed.
These estimates must be presented in writing, with detailed information included in the original
estimate. The City shall reserve the right to verify the completeness and reasonableness of the
estimate through independent appraisal.
Record Keeping
Contractor shall maintain and provide records and/or associated drawings of all repairs done to
any City system.
Invoicing/Billing
Invoicing for services rendered are required for proper payment. The Purchase Order Number
and work completed must be identified on the invoice.
Safety
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Request for Proposal No. P-130000849
As-Needed Painting Services
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.
Contractor must provide staff that have current confined space and hazardous materials
training. Contractor must provide and Personal Protective Equipment (PPE) to staff as needed
for working conditions.
Contractor should provide Safety Data Sheets (SDS) prior to bringing any chemicals (stains,
lacquer, & cleaners) on City property.
Contractor should use environmentally safe products and properly dispose of/recycle all waste
generated.
Site Cleanliness & Housekeeping:
Contractor shall maintain a clean, safe, and orderly work area always. Workspaces must be
kept clear of loose tools, scrap materials, and debris during work and thoroughly cleaned upon
completion of each task.
Protection of Office & Facility Property:
Contractor personnel shall exercise care to avoid disturbing office items, desks, equipment,
furniture, or ongoing City operations. Work areas must be protected with drop cloths or covers
where dust, debris, or painting products could cause damage or clean-up issues.
Elevated Work & Debris Mitigation:
Use appropriate OSHA-compliant ladders, lifts, or scaffolding to access high work areas.
Technicians are strictly required to catch, contain, and immediately clean up all metal
shavings, dust, or falling debris generated during painting operations
Contractor must strive to always maintain good public relations. The work must be conducted
in a manner which will cause the least possible interference and annoyance to the public.
Work must be performed by competent employees and supervised by an experienced,
foreman or supervisor.
Accident Reporting
Contractor shall immediately notify the City of any accident, regardless of whether 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
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Request for Proposal No. P-130000849
As-Needed Painting Services
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 always kept clear of
debris. 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.
Warranty
The contractor shall guarantee all repairs against any defects in workmanship for a period of
one (1) year.
2.5 Security Provisions
All Contractors personnel employed under this contract and any subcontractors working on
City property shall be required to pass a security clearance (fingerprinting and background
check) administered by the Ventura Police Department (Attachment E). Any persons not
cleared by the Ventura Police Department shall not be allowed to work under this contract and
on City property.
Physical Keys, access cards or key fobs (KEYS) required to access work areas shall be
obtained from the Facilities Maintenance Supervisor. Receipt of keys shall be documented on
the City's standard access request form (Attachment F) and signed by the Contractor or their
authorized representative. Upon completion of the contract, all keys shall be returned to the
Facilities Maintenance Supervisor. If Contractor fails to return all keys issued, or loses keys,
Contractor shall be liable for the total cost of labor and material to re-key all areas accessible
with each non-returned key.
You do not have to return Attachment "E" and "F with your proposal submission; the
attachments are provided for reference only and do not have to be returned with the bid.
2.6 Cost Proposal
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Request for Proposal No. P-130000849
As-Needed Painting Services
The positions listed below are those found common in the construction and public
works/infrastructure trades. You do NOT have to complete a field for every classification, only
those that most apply to your business's employee classification system.
Prevailing Wage Prevailing Wage
Job Classification
Hourly Rate Overtime Hourly Rate
Laborer $ $
Other
Parts Markup (%) %
Parts Discount (%) $
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
equipment, experience in the water construction services.
Emergency Response time.
2. 30%
Reference Evaluation
Quantity and quality of work previously performed for similar
projects, including names and contact information from
previous employers.
3. 30%
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Request for Proposal No. P-130000849
As-Needed Painting Services
Cost of Service
An evaluation of the contractor's fee schedule, the lowest
proposed cost is a significant factor, but not the sole
criterion for contract award.
4. 30%
Quality and Completeness of Proposal
Relevance and conciseness of request for proposal and
statement of qualifications.
5. 10%
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
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:
* Responsible Personnel: Identify and include a brief resume of the staff who will be
primarily responsible for the service provided to the City.
* 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.
* 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
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