Inspection, Cleaning, and Repair of Structural Fire Fighting Protective Ensembles (FFPE)

Request for Proposal No. P-130000879
Tuesday, May 12, 2026
Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts
Division for Inspection, Cleaning, and Repair of Structural Fire Fighting Protective
Ensembles (FFPE), 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, June 2, 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-130000879
Inspection, Cleaning, and Repair of FFPE
TABLE OF CONTENTS
1. Instructions to Bidders
1.1. Request for Proposal Timeline
1.2. Question and Answer Period
1.3. Proposal Submission
1.4. Elevated Consultant Interviews
1.5. Proposal Format
1.6. Insurance Requirements
1.7. Agreement Prices
1.8. Agreement/Contract
1.9. Term of Agreement
1.10. Subcontracting
1.11. Communications with City Staff or Elected City Representatives
2. Scope of Services
2.1. Scope 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" - Small Local Business Purchasing Preference Certification
* Attachment "C" - General Services Agreement
* Attachment "D" - Percentage of Value Calculator
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)

Request for Proposal No. P-130000879
Inspection, Cleaning, and Repair of FFPE
1. INSTRUCTIONS TO BIDDERS
1.1 Request For Proposal Timeline
Release of Request for Proposal Tuesday, May 12, 2026
Questions to be submitted via Email Tuesday, May 19, 2026, at 2:00PM PST
Addendum to be Issued, if required Thursday, May 21, 2026
Proposal Submission Deadline Tuesday, June 2, 2026, at 4:00PM PST
1.2 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 Tuesday, May 19,
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.
1.3 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,
June 2, 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.
1.4 Elevated Consultant Interviews
The City may elect, at its option, to elevate the most qualified firms to an interview phase.
1.5 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.

Request for Proposal No. P-130000879
Inspection, Cleaning, and Repair of FFPE
1.6 Insurance Requirements:
Successful firm shall provide insurance as noted in Exhibit "C" of Attachment "C" General
Services Agreement.
1.7 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.
1.8 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.
1.9 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.
1.10 Subcontracting:
No Subcontracting any portion of Consultant's duties under this agreement without prior
written consent of the City.
1.11 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.

Request for Proposal No. P-130000879
Inspection, Cleaning, and Repair of FFPE
2. SCOPE OF SERVICES
2.1 Scope of Services
City of Ventura seeks a Contractor to provide services for the inspection, cleaning, and repair
of Structural Fire Fighting Protective Ensembles (FFPE). The City currently has 180 sets of
FFPE and would like to have 90 sets inspected every 6 months. Each member of the
department has 2 sets of FFPE.
An Individual Ensemble Element (IEE) consists of a single Trouser and matching liner or
Jacket and matching liner. FFPE accessories that may accompany the jacket and trousers
are:
* Pair of Boots
* Hood
* Pair of Gloves
* Helmet
* Shroud
Independent Service Provider Verification
* Contractor must hold a current NFPA 1850 "Independent Service Provider Verification"
or an 1851 "Test Verification of Conformity."
* Contractor must provide current third-party verification from UL or Intertek NFPA 1851
standards, 2020 version only.
* Contractor must stock the essential components of the turnouts being repaired.
Performance requirements
In accordance with the 2025 edition of National Fire Protection Association (NFPA) 1850
Standard on Selection, Care, and Maintenance of Protective Ensembles for Structural Fire
Fighting and Proximity Fire Fighting for the base year, the Contractor must be able to perform
the following services, at the Contractors facility, within 4 business days upon receipt of the
order, and within 24 hours in an emergency.
* Advanced Cleaning,
* Specialized Cleaning and Decontamination
* Advanced Inspection,
* Provide complete Documentation
Cleaning Requirements
The Contractor shall perform Advanced Cleanings per the applicable requirements of the 2025
edition of NFPA 1850, Chapter 7 (Cleaning and Decontamination). When necessary, the

Request for Proposal No. P-130000879
Inspection, Cleaning, and Repair of FFPE
contractor shall perform Specialized Cleaning, as defined by the 2025 edition of NFPA 1850,
Chapter 7 (Specialized Cleaning and Decontamination). Contractor shall follow NFPA 1850,
Chapter 9 (Repair) - When performing maintenance and repairs for FFPE
Inspection Requirements
The Contractor shall perform Advanced Inspection, per the applicable requirements of the
2025 edition of NFPA 1850, Chapter 6 (Inspection), for each FFPE and accessory upon
receipt and prior to returning to service.
Repair Requirements
* The Contractor shall comply with the requirements in the 2025 edition of NFPA 1850,
Chapter 9. Minor repairs consist of replacement of snaps, repair/replace "Velcro" (hook
and loop), repair holes, tears, or rips in outer shells, repair trim stitching, closure hardware
replacement, and repair cuffs/patch/stitch.
* Contractor shall provide the Technical Point of Contact (TPOC) a detailed list of repairs
performed, including the price for each repair and the total overall price. If repairs are
deemed as "major." the TPOC will determine if the item is salvageable or not.
Repairs shall not be performed on FFPEs and accessories under the following conditions:
1. When repairs cannot return the FFPE or IEE to a safe and usable condition.
2. The FFPE or IEE has exceeded its useful life in accordance with NFPA 1850.
3. If the repairs exceed the percentages listed below, contractor shall ask TPOC
before repairing. See Attachment "D" Percentage of Value Calculator.
Record Keeping Requirements
The Contractor shall provide and maintain a database/ recordkeeping system, per the
requirements of the 2025 edition of NFPA 1850, Chapter 4 (Program Management). Contractor
shall provide reports requested by TPOC within 72 hours or on a predetermined schedule.
Training Requirements
* The Contractor shall provide two reservations at a future NFPA 1850, 2025 edition
training class for the department with certificates issued to the participants. This training
shall be in accordance with NFPA 1850, 2025 edition, Section 4.6.2 (or the equivalent
section for organization-specific training) with at least 25% of the training to be conducted
in person.
* The Contractor shall provide Ventura City F.D. with training for "Turnout Gear Pickup and
Return Process Procedures for Fire Fighters".
Additional Requirements

Request for Proposal No. P-130000879
Inspection, Cleaning, and Repair of FFPE
* Independent Service Provider (ISP) to provide annual PPE Advanced Cleanings (Turnout
Gear), Advanced Inspections, and repairs for all department structural PPE, as required
by NFPA 1850 (2025 Edition) for 180 department structural PPE.
* Independent Service Provider to document all (Turnout Gear) PPE Advanced Cleanings,
Advanced Inspections and repairs as required by NFPA 1850 (2025 Edition)
* Independent Service Provider to provide a route program where the ISP will pick up and
deliver all FFPE when the Advanced Inspections, Advanced Cleanings and repairs are
due OR Independent Service Provider will coordinate and schedule the shipping/pickup
of all FFPE being maintenance.
* Independent Service Provider to provide a 4-day (business day) turnaround for FFPE
when Advanced Cleanings, Advanced Inspections and repairs are due.
* Independent Service Provider to provide a 24-hour turnaround on emergency repairs,
inspections, and cleanings.
* Independent Service Provider to provide 2 accommodations/tuitions in continuing
education classes in NFPA 1851.
* Independent Service Provider must hold a current NFPA 1850 "Test Verification of
Conformity," and provide current third-party verification from UL or Intertek only to NFPA
1850 standards, 2025 version.

Request for Proposal No. P-130000879
Inspection, Cleaning, and Repair of FFPE
2.3 Cost Proposal
Company Name:
Item
Description Qty Unit Price Total Price
No.
Advanced Cleaning 180
1. $ $
(NFPA 1850 Chapter 7) Sets
Advanced Inspection 180
2. $ $
(NFPA 1850 Chapter 6) Sets
Specialized Cleaning and Decontamination 180
3. $ $
(NFPA 1850 Chapter 12) Each
4. Minor Repairs: Labor Hour $ $
5. Major Repairs: Labor Hour $ $
6. Percentage Material Mark-up %
Firm Pricing - The prices bid for these items must be valid for the entire period indicated unless otherwise
conditioned by the bidder in the bid exceptions.
Delivery - Cost of all pickup and deliveries, or any shipping must be factored into bid. All shipments to
the City shall be delivered F.O.B. Ventura by the successful bidder and received by the City within
specified time limits.

Request for Proposal No. P-130000879
Inspection, Cleaning, and Repair of FFPE
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
certifications/equipment, experience in the Structural Fire Fighting
1. 40%
Protective Equipment cleaning and repair. Ability to meet deadlines.
Ability to provide detailed tracking and documentation of gear
maintenance.
Reference Evaluation
Quantity and quality of work previously performed for similar projects,
2. 15%
including names and contact information from previous employers.
Cost of Service
An evaluation of the contractor's fee schedule, the lowest proposed
3. cost is a significant factor, but not the sole criterion for contract 25%
award.
Quality and Completeness of Proposal
Relevance and conciseness of request for proposal and statement of
4. 10%
qualifications.
5. Proximity to Work Area 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

Request for Proposal No. P-130000879
Inspection, Cleaning, and Repair of FFPE
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 six months. 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
Describe any civil or criminal litigation or past contract disqualifications:
* 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.
* 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.
* 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.