WINDOW BLINDS & COVERINGS (PC874) Issue Date: January 22...

Request for proposals

WINDOW BLINDS & COVERINGS

(PC874)

Issue Date: January 22, 2016

Proposals Due: February 29, 2016

Issued by:

Housing Authority of the County of San Bernardino 715 E. Brier Drive

San Bernardino, CA 92408

Housing Authority of the County of San Bernardino RFP PC874 Window Blinds & Coverings of 29

REQUEST FOR PROPOSALS

WINDOW BLINDS AND COVERINGS (PC874)

Table of Contents

I. INTRODUCTION ...............................................................................................................3

II. PURPOSE ............................................................................................................................3

III. BOARD................................................................................................................................3

IV. ADMINISTRATIVE PERSONNEL ...................................................................................4

V. SCOPE OF SERVICES .......................................................................................................4

VI. RFP INSTRUCTIONS.........................................................................................................4

VII. RFP QUESTIONS FOR PROVIDERS ...............................................................................7

VIII. RFP REVIEW ......................................................................................................................8

IX. COMPANY QUALIFICATIONS .......................................................................................8 X. SELECTION CRITERIA ....................................................................................................8 XI. RFP REQUIREMENTS AND CONDITIONS ...................................................................9 XII INSURANCE REQUIREMENTS .....................................................................................10 XIII CONTRACT CONDITIONS.............................................................................................12

EXHIBITS:

A. SCOPE OF WORK B. CONTACT INFORMATION FORM

C. PROPOSAL FORM


HOUSING AUTHORITY OF THE COUNTY OF SAN BERNARDINO Window Blinds & Coverings

I. INTRODUCTION

The Housing Authority of the County of San Bernardino (HACSB) is one of the nation’s most progressive and proactive housing authorities and the largest provider of affordable housing in the County. HACSB owns 2,514 affordable housing units located throughout the County of San Bernardino. We proudly serve in excess of 30,000 people, most of whom are seniors, disabled individuals, and children. In 2008, the agency embarked on an agency wide strategic planning process with the following objectives: help clients achieve economic independence, ensure freedom of housing choice, and save tax payer dollars through efficient work. This has allowed us to enhance our work around our mission and service philosophy. Ultimately, our Mission of empowering all individuals and families in need to achieve an enriched quality of life by providing housing opportunities and resources throughout San Bernardino County is our top priority. As we see the demand for affordable housing increase, the limited affordable housing supply we currently have available is not enough to house the thousands of families in need. As a developer of sustainable affordable and market rate housing, over the years we have expanded our housing stock in an attempt to meet the county’s growing needs. Working diligently to acquire, build, and renovate properties, we incorporate the concept of mixed income communities, build utilizing green technology, and provide recreational and educational facilities for everyone’s use. Additionally, we are here as a stepping stone for families who need help building a foundation for a brighter future. Therefore, aside from providing housing, we assist our customers with ways of becoming economically independent. In collaboration with our partners, we provide: family/individual case management and counseling; career training and job placement; program integrity; homeownership assistance; college scholarships, to name a few. We value our vendors and contractors as partners in our mission to empower all individuals and families in need to achieve an enriched quality of life by providing housing opportunities and resources throughout San Bernardino County.

II. PURPOSE The purpose of this Request for proposals is to solicit responses from qualified companies to furnish services to the HACSB as identified in the “Scope of Work” of this request.

III. BOARD

The powers of the HACSB are vested in its Board of Governors with specified authorization delegated to the Housing Commission.


IV. ADMINISTRATIVE PERSONNEL Daniel Nackerman is the Executive Director of the HACSB.

V. SCOPE OF SERVICES Respondents will be expected to provide Vertical & Mini window blinds as outlined in the attached Exhibit A Scope of Work that has been provided.

VI. RFP INSTRUCTIONS

a. Contact Information This RFP is being issued, as will any addenda by the HACSB. The contact person for the HACSB is:

Claudia Nunez, Procurement and Contracts Dept. 715 E. Brier Drive San Bernardino, CA 92408-2841 (909) 890-0644 ext. 6341 [email protected]

b. RFP Submission and Format

By this Request for proposal, the HACSB solicits proposals to be received by 2PM PST on February 29, 2016 in the form outlined below. Late submittals will not be accepted. 1. All requested proposal items requested on this RFP document must be

submitted by mail or hand delivered with at least one (1) signed UNBOUND original. Any general information not specifically relevant to the proposal shall be omitted or bound in a separate document. Please make sure to include the following:

• Identification of the company or individual(s) including name, address, telephone number, fax number, and email address (contact form p.24)

• Name, title, address and telephone number of contact person during the period of the evaluation process

• All requirements per the scope of work

2. Proposal shall be submitted by mail or hand delivered to:

Housing Authority of the County of San Bernardino Procurement & Contracts Department Attn: Claudia Nunez 715 East Brier Drive San Bernardino, CA 92408-2841

The envelope must be SEALED and include the following notation on the bottom left hand corner of the proposal, “Request for Proposal PC874 Window Blinds & Coverings.” Please also include company/individual name on outside of envelope. The proposals will be evaluated based on the criteria established in this document. Proposals received after the specified date and time will not be accepted. Two or more companies may be selected for an interview.


3. Facsimile Copies or emails will not be accepted. All proposals will become

property of the HACSB upon submission.

c. RFP Terms and Conditions The HACSB reserves the right to select more than one respondent (and will accept joint venture proposals), to select a respondent(s) for specific purposes or for any combination of specific purposes, and to defer the selection of any respondent(s) to a time of the HACSB’s choosing.

d. Board and Staff Communications

Under no circumstances may any member of the HACSB or any staff member other than the contact specified in Section VI. a. above be contacted during this RFP process by any entity intending to submit a response to this RFP. Failure to comply with this request will result in disqualification. All questions should be in writing and directed to the individuals identified in Section VI. a above.

e. Timetable:

Event Date Request for Proposal Released January 22, 2016 Due Date for Questions February 17, 2016 @ 2PM PST Posting of Responses for Questions February 19, 2016 Proposals Due February 29, 2016 Evaluation Process/Interviews N/A Board Approval (if required) March 2016 Award Contract April 2016

If you have questions regarding this proposal, you must submit them in writing to [email protected] no later than 2PM PST on February 17, 2016.

Responses to all appropriately submitted questions will be posted on HACSB’s website on or before February 19, 2016.

The deadline for submissions in response to this Request for Proposals is 2PM PST on Monday, February 29, 2016. Telephone or fax responses will not be accepted for this request. It is the intent of the HACSB to select a contractor no later than March 2016.

mailto:[email protected]


f. Release of Information Information submitted in response to this RFP will not be released by the HACSB during the proposal evaluation process or prior to a contract award.

g. Proprietary Information

If a respondent does not desire certain proprietary information in their response disclosed, the respondent is required to identify all propriety information in the response, which identification shall be submitted concurrently with the response. If the respondent fails to identify proprietary information, it agrees by submission of its response that those sections shall be deemed nonproprietary and may be made available upon public request after a contract award.

h. Term of Contract

The contract will be offered for a term of one (1) year with an option to renew for one additional year or until such time as cancelled starting March 1, 2016. Contractor shall perform its services hereunder in a prompt and timely manner and shall commence performance upon receipt of a written Notice to Proceed from HACSB. The Notice to Proceed shall set forth the precise date of commencement of the work.

Contractor shall make its non-exclusive services available during the entire contract period.

HACSB may award the contract at a time other than that stated in the Schedule. In which case HACSB, at its option, may shorten the duration of the contract or change the beginning and end dates, but in no case will the contract exceed the duration in as aforementioned.

i. Contract Option Years: HACSB will have the unilateral right in the contract by which, for a specified time, HACSB may elect to purchase additional services called for by the contract, or may elect to extend the term of the contract. The requirements below apply:

1. Any options that were requested by HACSB and/or contained in the Contractor’s bid or offer must have been evaluated in making the contract award prior to exercising any such options.

2. Contractor shall not be allowed to change its proposed pricing for the option years since this pricing is considered in evaluating the Contractor’s original proposal, therefore was the basis for awarding the contract unless otherwise provided herein.

3. Exercise of an option must be in accordance with the terms and conditions of the option stated in the initial contract award.

HACSB will provide a minimum of thirty (30) days written notice to the Contractor of HACSB’ unilateral right to exercise the option years. The minimum time for the written notice may be waived by mutual agreement.

If HACSB does not provide written notice to the Contractor, then the contract shall conclude on the last day of the initial base contract period.


j. HACSB Reserves the Right to: 1. Request an oral interview with, and additional information from,

companies prior to final selection of a provider. 2. Consider information about a company in addition to the information

submitted in the response or interview. 3. Reject any and all responses and waive any irregularities.

VII. RFP QUESTIONS FOR PROVIDERS

a. Organizational and Personnel Background Provide an overview of your company, emphasizing its qualifications and major organizational strengths.

b. Experience Discuss your experience in serving as a provider of Window blinds, both vertical and mini blinds.

c. Miscellaneous Discussion Questions 1. Identify the specific individuals who would be assigned to work with the

HACSB and specify which person would be the primary contact person with the HACSB.

2. Identify the specific locations for which you are proposing to provide

services.

3. Provide an estimate of the time that will be required to begin providing window blinds and installation services as outlined in Exhibit A.

d. Price

When submitting your proposal, please provide a detailed description of the products you are quoting. Specific details to be included should be the same as those provided to you in the specifications that accompany this RFP.

Pricing must be included for each size and type of blinds quoted. If shipping charges are to be incurred please indicate. Include information regarding guarantee or warranty of products.

Provide a cost for the rendering of the services and clearly specify if any

additional expenses will be charged to the HACSB in connection with this proposal.

e. Affirmative Action

The HACSB requires that each respondent be an Equal Opportunity Employer: State that the respondent complies fully with all government regulations regarding nondiscriminatory employment practices.


VIII. RFP REVIEW At a HACSB meeting, scheduled after such review, some of the companies that have responded may be asked to be available for interviews. If so, those companies will be given not less than three (3) business days notice, along with the date, time and place for the interviews. Expenses will be the responsibility of the respondent.

IX. COMPANY QUALIFICATIONS Proposals shall be considered from responsible organizations or individuals engaged in the provision and/or installation of Vertical and Mini Blinds. Proposals must include information on competency in performing comparable services, demonstration of acceptable financial resources, and personnel staffing. The vendor shall furnish detailed information on references, as well as background and experience with projects of a similar type and scope to include as a minimum: a. Brief history of company b. A listing of five (5) references where similar services were performed. The client

reference shall include the name of organization, contact person, address, telephone number, and email address.

c. Vendor shall describe their understanding of the project scope, their proposed

approach to performing the services, and submit a proposed schedule. X. SELECTION CRITERIA

All proposals will be initially evaluated to determine if they meet the following minimum requirements:

Minimum Proposer Qualifications (pass/fail): a. Experience of organization: Have at least three (3) years experience in

providing vertical and mini window blinds and installation services for other similar sized entities with similar scope;

b. Provide at least five (5) references for which like services have been performed within the past five (5) years; The HACSB reserves the right to contact any party that the Proposer has worked for in the past and to reject a Proposer based on past poor performance.

c. Meet other presentation and participation requirements listed in this RFP;

d. Have no outstanding or pending complaints as determined through the Better Business Bureau, State of California Contractor’s State License Board and State of California Department of Consumer Affairs, and have no unsatisfactory record of performance with any public agency; and

e. Have the administrative and fiscal capability to provide and manage the proposed services.

Contract shall be awarded to the lowest responsive and responsible BIDDER who fulfills the minimum requirements of this proposal.


In the event of a tie low bid, the proposer who offers and guarantees superior service times, bettering the requirements in this solicitation, shall be considered the top candidate for contract award.

XI. RFP REQUIREMENTS AND CONDITIONS

Minimum Requirements This RFP sets forth the minimum requirements that all submissions shall meet. Failure to submit proposals in accordance with this request may render the proposal unacceptable.

Cost of the Proposal Costs incurred by any proposer in the preparation of its response to the RFP is the responsibility of the proposer and will not be reimbursed by HACSB. Proposers shall not include any such expenses as part of their proposals.

Clarification to Proposals The HACSB reserves the right to obtain clarifications of any point in a company’s proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a proposer to respond to such a request for additional information or clarification could result in rejection of the company’s response or responses. Waiver of Informalities The Contracting Officer may waive minor informalities or allow the bidder to correct them. Minor informalities are defined as minor deviations, insignificant mistakes, and matters of form rather than substance of the bid, proposal, or contract document which can be waived or corrected without prejudice to other offerors, potential offerors, or the governmental body.

Cancellation of the RFP The HACSB reserves the right to cancel this RFP at any time, for any reason, and without liability if cancellation is deemed to be in the best interest of the HACSB. The proposer assumes the sole risk and responsibility for all expenses connected with the preparation of its proposal.

Collusion Proposer, by submitting a proposal, hereby certifies that no officer, agent, or employee of HACSB has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other proposer; and that the proposer is competing solely in its own behalf without connection with, or obligation to any undisclosed person or company.

Contacts All questions concerning the RFP shall be directed to Claudia Nunez whose contact information is provided above. To avoid all appearances of impropriety, proposer should only contact the above referenced staff person and should not attempt to contact any HACSB Commissioner or the Executive Director. No oral request for clarification or information will be accepted. All such requests must be submitted in writing by email no later than 2PM PST on February 17, 2016. All questions and clarifications shall be


answered and posted as an addendum on HACSB website. All responses will be posted no later than Friday, February 19, 2016 on www.hacsb.com website as an addendum.

Disputes In case of any doubt or differences of opinions as to the participation sought hereunder, or the interpretation of the provisions of the RFP, the dispute process shall apply. Contractors may appeal the recommended award, provided the appeal is in writing, contains the RFP number, is delivered to the address listed in Section VI, a. of this RFP, and is submitted according to the time requirements listed below. The following shall apply to protests (unless otherwise specified, this section will use the term “protest” to also include disputes and appeals):

Solicitation: Contractors may protest a solicitation issued by HACSB. It must be received by the Contracting Officer before the bid or proposal submittal deadline, or it will not be considered.

Award RFP: Any protest against the award of a contract based on an RFP must be received by the Contracting Officer no later than two full business days after the bid submittal deadline, or before award of the contract, whichever is earlier, or the protest will not be considered.

Award RFP/RFQ: Any protest against the award of a contract based on an RFP or RFQ or appeal of a decision by HACSB to reject a proposal, must be received by the Contracting Officer within three business days after notification to an unsuccessful proposer that they were not selected, or the protest will not be considered.

Rejection of Bid: Any protest of a decision by HACSB to reject a bid submitted in response to an RFP must be received by the Contracting Officer within two business days after being notified in writing of HACSB’s decision, or the appeal will not be considered.

A written response will be directed to the appealing Contractor within fourteen (14) calendar days of receipt of the appeal, advising of the decision with regard to the appeal and the basis for the decision. The decision of the HACSB shall be final and binding upon all parties.

XII. INSURANCE REQUIREMENTS A. Proof of Insurance, shall not be terminated or expire without thirty (30 days

written notice, and are required to be maintained in force until completion of the contract. The Contractor shall require all subcontractors used in the performance of this contract to name HACSB as an additional insured. Following are the standard types and minimum amounts.

General Liability: $1,000,000; per occurrence for bodily injury, personal injury and property damage liability; HACSB Additional Insured or,

Commercial General Liability: $1,000,000; combined single limit bodily and property damage liability per occurrence; HACSB additional named insured.

http://www.hacsb.com/


Comprehensive Automobile Liability: $1,000,000; combined single limit bodily and property damage liability per occurrence and aggregate; HACSB Additional Insured.

Errors and Omissions Liability: $1,000,000; combined single limit bodily and property damage liability per occurrence and $3,000,000 aggregate or,

Professional Liability: $1,000,000; per occurrence and aggregate.

Workers’ Compensation: statutory limits or,

Self Insurance Program: a State Approved program in an amount and form that meets all applicable requirements of the Labor Code of the State of California.

Environmental Liability: $500,000; per occurrence and aggregate; HACSB Additional Insured.

Owner’s Liability: 100% of insurable value of the work, Builder’s Risk, Extended coverage for Vandalism and Malicious Mischief, if required; HACSB additional named insured.

Fire Insurance with Extended Coverage: 100% of insurable value of the work; Builder’s Risk, Extended coverage including Vandalism and Malicious Mischief, if required; HACSB Additional Insured.

B. Failure to provide proof of insurance or failure to maintain insurance as required in this bid, or by law; are grounds for immediate termination of the contract. In addition, the awarded bidder should be liable for all re-procurement costs and any other remedies under law.

C. Indemnification and Insurance Requirements 1. Indemnification

The Contractor agrees to indemnify, defend and hold harmless HACSB and its authorized officers, employees, agents and volunteers from any and all claims, actions, losses, damages, and/or liability arising out of this Contract from any cause whatsoever, including the acts, errors or omissions of any person and for any costs or expenses incurred by HACSB on account of any claim therefore, except where such indemnification is prohibited by law.

2. Additional Named Insured All policies, except for the Workers' Compensation, Errors and Omissions and

Professional Liability policies, shall contain additional endorsements naming HACSB and its officers, employees, agents and volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder.

3. Waiver of Subrogation Rights

The Contractor shall require the carriers of the above required coverages to waive all rights of subrogation against HACSB, its officers, employees, agents, volunteers, Contractors and subcontractors.


4. Policies Primary and Non-Contributory

All policies required above are to be primary and non-contributory with any insurance or self-insurance programs carried or administered by HACSB.

6. Proof of Coverage The Contractor shall immediately furnish certificates of insurance to HACSB Procurement Department administering the Contract evidencing the insurance coverage, including the endorsements above required, prior to the commencement of performance of services hereunder, which certificates shall provide that such insurance shall not be terminated or expire without thirty (30) days written notice to the Department. Contractor shall maintain such insurance from the time Contractor commences performance of services hereunder until the completion of such services. Within sixty (60) days of the commencement of this Agreement, the Contractor shall furnish certified copies of the policies and all endorsements.

7. Insurance Review

The above insurance requirements are subject to periodic review by HACSB. HACSB's Risk Manager is authorized, but not required, to reduce or waive any of the above insurance requirements whenever the Risk Manager determines that any of the above insurance is not available, is unreasonably priced, or is not needed to protect the interests of HACSB. In addition, if the Risk Manager determines that heretofore, unreasonably priced or unavailable types of insurance coverage or coverage limits become reasonably priced or available, the Risk Manager is authorized but not required, to change the above insurance requirements, to require additional types of insurance coverage or higher coverage limits, provided that any such change is reasonable in light of past claims against HACSB, inflation, or any other item reasonably related to HACSB's risk. Any such reduction or waiver for the entire term of the Agreement and any change requiring additional types of insurance coverage or higher coverage limits must be made by amendment to this Agreement. Contractor agrees to execute any such amendment within thirty (30) days of receipt.

XIII. CONTRACT CONDITIONS

Americans with Disabilities Act Proposer must comply with all applicable requirements of federal and state civil rights law and rehabilitation statues.

Law of the State of California The resulting contract will be entered into within the State of California and the law of said state, whether substantive or procedural, shall apply to the contract, and all statutory, charter and ordinance provisions that is applicable to public contracts within the County of San Bernardino and the State of California shall be followed with respect to the contract.


Contract Terms and Final Selection The selected company will be expected to sign the HACSB’s Contract Agreement, which will specify the term of service, likely to be annually. If the selected applicant and the HACSB cannot come to terms with respect to the contract, the HACSB reserves the right to select the next most qualified applicant or to terminate this RFP and to re-issue a new RFP if no Proposer is acceptable to the HACSB.


EXHIBIT A

Window Blinds and Coverings Scope of Work

Introduction The successful Contractor shall provide two types of services; 1- the provision of vertical and mini window blinds to be installed by HACSB staff; and/or 2- provide all labor, materials, and equipment to remove existing window treatments, if any, and install PVC Vertical Blinds and/or one inch aluminum mini blinds on interior windows at various locations, countywide. Utilization of full installation services shall be at HACSB’s discretion. The intent of the HACSB is to solicit competitive sealed bids to select a contractor to provide; and or; provide, deliver and install PVC Vertical Blinds and Horizontal Louver Mini Blinds. The contract period shall be for two (2) year, during which time the successful bidder shall guarantee firm unit pricing. HASCB intends to award agreements to a single contractor to provide window covering and if requested, installation of window covering at our HACSB owned buildings. However, HACSB reserves the right to award to multiple contractors by product type and/or location or geographic area; as deemed by HACSB. All work is to be performed according to industry standards, according to the material manufacturers’ recommendations and to the satisfaction of HACSB. The Contractor will provide window blinds and/or install window blinds for buildings owned or managed by HACSB and located throughout San Bernardino County as requested by the Property Manager, Maintenance Supervisor or their designee. The HACSB offers no guarantee of any amount of work to be performed under the Contract. The repeated failure of any Contractor to provide service when contacted shall result in that Contractor's contract being canceled for nonperformance. The HACSB shall document failure to respond, and the Contractor may not be permitted to participate in future contracts for these services.


Service Areas: Service /Area Offices:

Service /Area Offices:

Chino, Colton, Ontario, Montclair, Rancho Cucamonga, Fontana, Bloomington, Rialto Chino Affordable Housing Community 13088 Monte Vista Avenue Chino, CA 91710

Maplewood Homes-San Bernardino 1738 West 9th St. San Bernardino, CA 92411

Waterman Gardens-San Bernardino 425 Crestview Avenue San Bernardino, CA 92410

Redlands, Highland, Loma Linda Yucaipa Redlands Affordable Housing Community 803 W. Brockton Redlands, CA 92374

Colton – Mt. Vernon 772 Pine St Colton, CA 92324

Central/Administration 715 E Brier Dr. San Bernardino, CA

Barstow Barstow Affordable Housing Community 421 South 7th St. Barstow, CA 92311

Ontario HCV Office 424 North Lemon Ave. Ontario, CA 91764

Housing Programs Office 672 South Waterman Ave. San Bernardino, CA 92408

Victorville HCV Office 15465 Seneca Rd. Victorville, CA 92392

Canyon Villas 2265 Cahuilla St Colton, CA 92324

Kingsley Patio 10302 Poulson Ct. Montclair, CA 91763

Las Palmas 8980 Date St. Fontana, CA 92331

Yucaipa Terrace 12435 6th St. Yucaipa, CA 92399

Yucaipa Crest 12385 6th St. Yucaipa, CA 92399

Mentone 1232 Crafton Ave Mentone, CA 92359

Andalusia 13520 Third Ave Victorville, CA 92392

SCOPE OF WORK CURRENT PRODUCTS HACSB currently utilizes mini blinds and vertical blinds as window coverings in the units; no window shades or curtains.

Specifications for products currently being used are included with this RFP. The two types of product are (1) is a repairable system which enables repairs to be made without disassembling the entire head rail, and (2) products with self-repairing carriers possessing a 5 year warranty. The current sizes which the HACSB utilizes are:

Head rail: 42”, 47”, 54”, 66”, 78”, 82”, 87”, 102”, 122”, 126” Vane: 44”, 50”, 54”, 60”, 66”, 84”

Please note that we are not limited to these sizes only--a house or unit may require a special order size. Contractor shall be provided exact measurements at the time of ordering.


Specifications of Blinds currently installed in our units are as follows:

Channel • Available in white baked enamel • Aluminum alloy 1 ¾ wide X 1 ¼ high with .040 minimum wall thickness

Control Cord and chain system • Reduction, direct drive controls are made of acetyl plastic which allows

for precise control of light using No. 10 nickel-plated steel chain • End controls are covered to enclose sprockets • Traverse cord roller allows extended cord life and ease of operation • Direct drive control 1:1

Carriers • Molded acetyl plastic with separate straps • carrier allows for self-alignment and uniform rotation • Rotation of the louver is controlled by rack and pinion gear system • Replaceable louver hanger system allows for fast and efficient repair

without disassembling the head rail. Rotation

• Cord and No. 10 nickel plated steel chain system • Extruded aluminum 4-prong tilt rod which passes through all the louver

carriers, providing rotation to each louver by means of a precision molded rack and pinion gear system

Stacking • One way draw (left or right) reversible • Blind traverses by means of a synthetic traverse cord

Spacing • Normal louver spacing has minimum overlap of 3/8”, with equal spacing

on all units • Plastic strap link system • Clip link equalizer provides uniform spacing for 3 ½ louvers

Vinyl Louver vanes • Curved .024-.027 thickness • Optional valance with dust cover

SERVICE REQUIREMENTS Replacement parts shall be made available in sufficient supply to keep equipment purchased from this bid in operational condition for a minimum of five (5) years after equipment delivery and acceptance. After expiration of any warranties and during this five (5) year period, all required parts shall be shipped within sixty (60) days after receipt of HACSB’s purchase order. If requested by the HACSB, the bidder must be prepared to provide a free demonstration of the equipment sold under this bid to acquaint the HACSB with its operation.


The successful bidder shall include the cost of installation when requested from HACSB staff. All assembly by the vendor shall be completed either before or upon delivery. If window blind is assembled prior to delivery, the vendor must package merchandise appropriately and take all necessary precautions to avoid damage in transit. The recipient shall make every attempt to inspect merchandise upon delivery, if possible, and make note of any damage on the bill of lading. Damaged goods discovered after delivery personnel have left, shall be reported to the vendor within ten (10) calendar days of receipt for replacement or repair. If Contractor is performing the installation on site; when installation is complete, the vendor will be responsible to dispose of all packing materials, and to leave the site in a clean and orderly state. CONTRACTOR RESPONSIBILITIES AND PERFORMANCE The Contractor shall be responsible for performing the work necessary in accordance with HACSB standards in a safe, neat and acceptable workmanlike manner, using only generally accepted methods of carrying out the work. Contractor will receive copies of work orders via fax from Property Manager or their designated staff. If a site visit to a location is required the visit shall be coordinated through the Property Manager or their designated staff in advance. The Contractor shall provide accurate orders based on the information supplied by HACSB staff within 7 working days. The Contractor will have ten (10) working days to complete the installation indicated on work orders. Site visits should be coordinated with Property Managers or their designated staff. Under normal conditions, jobs must be completed within 10 working days from the date the vendor receives a request for a project proposal, unless special arrangements have been made with the Property Manager or their designated staff in advance. Scope of work shall not be expanded beyond original proposal without the written consent of the Procurement and Contracts Manager or their designee. LIQUIDATED DAMAGES Products In the event that the Contractor fails to satisfactorily complete the work contemplated and provided for under this Contract, on or before 10 working days starting on day after receipt of a work order, the Housing Authority of the County of San Bernardino shall deduct from the payments due to Contractor each day, the sum of One-Hundred dollars ($100.00) per day for each calendar day of delay, which sum is agreed upon not as a penalty, but as fixed and liquidated damages for each day of such delay, to be paid in full and subject to no deduction.


Installation In the event that the Contractor fails to satisfactorily complete the work contemplated and provided for under this Contract, on or before 10 working days starting on day after receipt of a work order, the Housing Authority of the County of San Bernardino shall deduct from the payments due to Contractor each day, the sum of One-Hundred dollars ($100.00) per day for each calendar day of delay, which sum is agreed upon not as a penalty, but as fixed and liquidated damages for each day of such delay, to be paid in full and subject to no deduction. HACSB RESPONSIBILITIES Each location shall be responsible for sending a work request through the Maintenance Department when window coverings or installation services are required. The HACSB shall be responsible for providing access to the work site. INSPECTION All labor and materials furnished in performance of this contract shall be subject to inspection at all times by the Property Manager, Facilities Manager or their designee. Any deviations from or failure to comply with the terms of this contract shall be rectified promptly upon notification. Lack of prompt correction may be cause for termination of this agreement. FOR ALL ON-SITE INSTALLATION SERVICES: FINAL CLEAN-UP Upon completion of the work, and before final acceptance and payment is made, the Contractor shall clean and remove all surplus and discarded materials and rubbish from the premises, and shall restore all property and leave the site in a neat and presentable condition. DAMAGE The Contractor shall carry out the work with such care and methods as not to result in damage to property. Should any property be damaged or destroyed, within one month from the date damage was done, the Contractor shall repair or make restoration as is practical and acceptable to the HACSB, at his own expense. WORKING HOURS The normal working hours for this contract will be from 7:00 A.M. to 4:00 P.M., Monday through Friday. Special requests may be asked for other hours and days on a case-by-case basis at the sole discretion of HACSB Staff. PARKING While working, the Contractor’s vehicles shall be legally parked so as not to interfere with normal traffic flow. CONTRACTOR REPRESENTATION The Contractor, at all times, must either be personally present at the work site or be represented at the work site by a responsible agent or agents designated by the Contractor. The Property Manager, Facilities Manager or their designee must receive either a written or verbal notification of who that agent will be prior to the work commencing. Such notification shall include pertinent


data such as addresses, phone numbers, etc. where said agent or agents may be contacted. The agent or agents shall have full authority to act on behalf of the Contractor in all cases, and to carry out any instructions relative to the work that may be given by the Property Manager, Facilities Manager or their designee. CONTRACTOR’S EMPLOYEE CONDUCT

• The Contractor, and all employees/agents, are required to sign in and out at the main office or other place designated by the Property Manager, Facilities Manager or their designee upon arrival and when leaving the job site. All Sub-contractors used by the Contractor are also required to follow this procedure and the Contractor is responsible for compliance.

• Workmen using foul or abusive language or presenting an offensive appearance (as determined by the Principal or Property Manager, Facilities Manager or their designee) shall be asked to leave the job site.

• Radios or other audio devices are not to be used on HACSB property. • Smoking on HACSB property is prohibited. • The Contractor shall comply with all Civil Rights legislation.

PRODUCT SPECIFICATIONS PVC Vertical Blinds A. Track system: Standard track system as follows, equipped with ends caps and formed to

accommodate indicated operating mechanism. 1. Heavy duty type track: Extruded aluminum channel track section with an overall width of

not more that 1-15/16” and an overall height of not less than 1”. Provide auto rotate. 2. Head track application: For free-hanging blinds, provide top track only. 3. Finish for aluminum tracks: AA-C22A21 or AA-M31A31, clear anodized finish.

B. Pivot Mechanism: Standard geared rotating mechanism providing full synchronous 180 degree rotation for each louver blade. Cord linkage is not acceptable as the rotating mechanism. 1. For traversing blinds, provide geared pivot mechanism in each carrier, operated by keyed

rod and geared operator assembly in channel and caps. 2. Bead chain operation: Rotate louver blades by means of endless stainless steel or nickel-

plated brass bead chain with a breaking strength of not less than 45 lbs. 3. Provide a rotation device that automatically rotates the louvers to open position when the

traversing cord is used to stack the louvers. C. Traversing mechanism: Standard assembly of carriers and traversing mechanism designed to

maintain positive even spacing of louver blades or vanes as follows. 1. Heavy duty type carriers: Acetyl resin molded plastic carriers with wheels of same

material or metal carriers with metal ball-bearing type wheels. 2. Cord operation: Traverse blinds by means of pulley and rope type system provide rope

consisting of synthetic braided fiber jacket over synthetic fiber non-stretch core, with a breaking strength of not less than 125 lbs. Provide bi-parting operation except at windows with emergency exit panel, which shall be provided with one way operation.

D. Louver blades or vanes: Standard vertical PVC louver blades or vanes of following width, material and finish, unless otherwise indicated.


1. Louver blades or vanes: 3-1/2” wide extruded from fire retardant, energy efficient PVC not less than 0.026” thick, solid flat or solid curved PVC shall be rated as a NFPA 101 Class A interior finish, and flame spread 0- 25 in accordance with ASTM E-84 procedures.

2. Color: Manufacturer’s standard stock colors. E. Valance: Shall match specification and style of louver or vane being installed. F. Louver blade and vane attachment: Bracket, clip, or hook system of proper design for type of

louver blade or vane indicated, formed of stainless steel, other non-corrosive metal or plastic as standard with manufacturer. Design assembly to permit easy removal of louver blade or vane. The louver blade and vane shall yield when subjected to interference without damaging blade or any part of assembly. Limit light gap between ends of louver or vanes and channel track section to a maximum of 3/8”.

G. Secure chains to louver blades or vanes so chains never extend beyond bottom of blades H. Manufacturers: Subject to compliance with the above specifications, the following

manufacturers are approved: Graber Company – G-71 head rail Hunter-Douglas, Inc. – Profile (Deluxe) Louver Drape, Inc. – Zirlon head rail

I. Operation and Fabrication 1. Prior to fabrication, contractor shall verify actual opening dimensions by taking accurate

measurements, for vertical blinds to completely fill window openings from head-to-sill and jamb-to-jamb.

2. Fabricate vertical PVC blinds components from non-corrosive, non-staining and non-fading materials. All materials shall be compatible with each other, and which do not require lubrication during life expectancy.

3. Space louver blades or vanes to provide a minimum overlap of 3/8” for exclusion of light when in fully closed position.

4. Gear operating equipment for reduction of the ratio of hand movement to louver or vane position so that blinds operate easily and can be set accurately and smoothly.

INSTALLATION REQUIREMENTS-PVC Vertical Blinds A. Tasks for Installation

1. Install vertical PVC blind units in a manner indicated to comply with manufacturer’s instructions. Blind units shall be level, plumb and secure at proper height and location to adjoining blind units with proper clips, brackets and anchors suited to type of mounting indicated.

2. Provide adequate clearance between sash and blinds to permit unencumbered operation of sash hardware.

3. Isolate metal parts from concrete and mortar to prevent galvanic action. Use materials recommended by manufacturer to effectively isolate and will not interfere with unit operation.

B. Installation brackets and fittings: Standard brackets designed to suit application indicated to provide secure mounting of tracks. Include hardware, fittings, and fasteners necessary for secure attachment of brackets and tracks to adjoining construction. Design and select brackets to safely support the weight of blind assemblies plus forces applied to operate blinds.


HORIZONTAL LOUVER MINI BLINDS A. One inch aluminum slat horizontal mini blinds.

1. Manufacturer: Springs Window Fashions Division, Inc. or equal. 2. Product; Bali Classics/Custom Mini Blind one inch slat or equal.

B. Materials 1. Steel Channel head rail: 1 inch high by 1-1/2 inch deep “U” shaped channel of 0.024 inch

thick phosphate treated steel with rolled edges at top. Coated with vinyl primer and polyester baked enamel finished coat. Operating hardware shall be locked into head channel with no mechanical cleats visible from underside of head rail.

2. Enclosed Metal Bottom rail: Tubular shape, 0.028 inch thick phosphate treated steel, painted with vinyl primer and polyester baked enamel finished coat. Bottom rail shall be roll-formed with locking groove to receive dust cover. Molded end caps shall fit snugly over ends of bottom rail. Molded plastic retainer shall secure ladder tape to bottom rail.

3. Slats: Slats shall be cold rolled aluminum alloyed for maximum strength, flexibility and resistance to internal and external corrosion. Slats shall be nominally 1 inch wide. A properly formed contour creates the finished crown with corner radii of 3/16 inch tangent to edge of slat. Slat thickness and ladder support distances shall prevent visible sag or bow even after continued usage.

4. Tilt Rod Support: Provides support for tilt rod and shall be low-friction thermoplastic. Guides ladder and lift cord through bottom of head channel without abrasion or discoloration.

5. Ladder Drum: Shall be 0.028 inch thick electroplated steel with a smooth rolled edge hole each side and two locking prongs to hold the braided ladder securely.

6. Cord Lock: Shall be of a snap-in design with stainless steel wear guard and a floating locking pin. Cord lock shall be crash-proof that shall lock blind upon release of lift cord. Dual cord separators shall prevent cords from twisting or tangling. a. Top Lock: Available as an option.

7. Shaft Type Tilter: The tilter shall be of a worm and gear arrangement in an enclosed gear case (housing). The worm (tilter shaft) shall be of clear polycarbonate, the gear of nylon and gear case of acetyl low friction thermoplastic. The tilter shall be designed for smooth operation and shall hold slats at any angle with no movement due to vibration. Tilter shall be a snap-in component allowing for field removal if required. a. Tilt Wand: Shall be a clear plastic hollow rod with hexagonal shape measuring

approximately ¼ inch across the flats. Wand shall be attached to the tilter shaft with a spring clip. A color coordinated insert is available for the hollow wand as an option.

b. Tilt Ring: An optional tilt ring shall be attached to the tilter shaft in lieu of a wand via the tilter shaft link with field provision of a pole-hook for operation.

c. Tilt Limiter: Available as an option. d. Hexagonal Tilt Rod: Shall be electro-zinc coated solid steel measuring ¼ inches at its

widest point. Tilt road shall limit torsional deflection to 6 degrees in a 30 inch test length with a torque application of one foot pound.

8. Braided Ladders (Slat Supports): Shall be of braided polyester yarn which will provide maximum strength and flexibility with minimum stretch. Horizontal components (rungs)


shall not be less than two threads. Distance between braided ladders shall not exceed 22 inches. a. Braided Ladder Clip: Plated metal clip shall be mechanically clinched to the end of

each braided ladder.

9. Lift Cord: Shall be braided polyester measuring 1.8 mm in diameter with a minimum breaking strength of 175 pounds. Shall be of sufficient length to control the raising or lowering of the blind and be securely anchored at the bottom rail. Lift cord shall be equipped with a molded tassel, or optional ring pull with a 4 inch cord.

10. End Support Brackets: Shall be treated steel with a vinyl primer and polyester baked enamel finish coat to match head rail. Support Brackets shall incorporate a rivet hinged front cover with safety lip.

11. Intermediate Support Brackets: Shall be furnished for blinds over 60 inches wide. Maximum spacing for intermediate support brackets shall be 48 inches.

12. End Stiffeners: Shall be electroplated steel and inserted at each end of head rail to add rigidity.

13. Field adjustable tabs eliminate lateral movement. Size Limitations: a. Maximum Width: 143 ¾ inches. b. Maximum Drop: 240 inches.

14. Color: Color of head rail, bottom rail, ladder, cord and plastic accessories shall coordinate with slats.

15. Execution

a. Inspection: Verify that the work in which the blinds will be installed is free of conditions that interfere with blind installations and operations. Begin blind installation only when unsatisfactory conditions have been corrected.

b. Removal and Disposal: Remove any existing window treatment prior to installation of new mini blinds. Dispose of any removed window treatments off school property.

INSTALLATION REQUIREMENTS-Horizontal Louver Mini Blinds Execution A. Inspection: Verify that the work in which the blinds will be installed is free of conditions that

interfere with blind installations and operations. Begin blind installation only when unsatisfactory conditions have been corrected.

B. Removal and Disposal: Remove any existing window treatment prior to installation of new mini blinds. Dispose of any removed window treatments off school property. Tasks for Installation: 1. Install blinds in accordance with manufacturer’s installation procedures except as

otherwise specified herein. 2. Install intermediate support brackets and extension brackets as needed to prevent

deflection in head rail. 3. Install blinds with adequate clearance to permit smooth operation of blinds and any sash

operators. Hold blinds ¼ inch clear from each side of window opening on inside mount unless other clearance is indicated.

4. Set tilt and locking controls. Demonstrate blinds to be in smooth, uniform working order.


Installation brackets and fittings: Standard brackets designed to suit application indicated to provide secure mounting of tracks. Include hardware, fittings, and fasteners necessary for secure attachment of brackets and tracks to adjoining construction. Design and select brackets to safely support the weight of blind assemblies plus forces applied to operate blinds. Warrantees/Guarantees: Items/Products to be installed shall have a Manufacturer’s or Contractor’s warranty for any defective or inoperable parts or materials, which shall be replaced at no cost to HACSB. Cleaning Requirements for all Products: All products shall be able to be surface cleaned with a mild soap solution.


EXHIBIT B

Contact Information Form To: Claudia Nunez, Procurement and Contracts Department

FAX to (909) 915-1831 or Email: [email protected]

Acknowledgement that we are in receipt of your RFP #PC874 Window Blinds and have noted our intention to bid.

Vendor Name: _________________________________________________________

Address: ______________________________________________________________

Contact/Title: __________________________________________________________

Phone: _______________________________________________________________

Fax: __________________________________________________________________

Email: ________________________________________________________________

I PLAN TO SUBMIT A BID.

Yes, I will be submitting a bid. Maybe, I need to research and get more information (contact HACSB-information listed above)

NO BID. Indicate any of the following. We:

Do NOT desire to be retained on the vendor list. Desire to be retained on the vendor list, but decline to bid based on the following:

Cannot comply with specifications/scope of work, Explain: ________________________________________________________________________

__________________________________________________________________________________________________________________

Cannot meet delivery requirements, Explain: __________________________________________________________________

Do not regularly provide this type of product/service Other, Explain: Please update my information as listed above.

HOW YOU FOUND OUT ABOUT THE BID. Indicate any of the following. We:

Checked the agency website Received notice by fax or e-mail Newspaper Ad, please list paper: Trade Publication, please list: Plan Room, please list: Public Purchase Website:

Other, Explain: ___________________________________________________________________

mailto:[email protected]


EXHIBIT C

PROPOSAL FORM Proposal: Window Blinds and Coverings PC852 Vendor Name: _____________________________________________________ To: The Housing Authority of the County of San Bernardino 715 E. Brier Drive San Bernardino, CA 92408 1. The undersigned, having familiarized themselves with the local conditions affecting the cost of the work, and with the Specifications, if any thereto, hereby proposes to furnish all labor, materials, equipment and services required to provide such service(s) described in the scope of work in accordance therewith, for the sum of: Item Description YR 1

2016-2017 YR 2

2017-2018 1 Please list the Brand /Product line/Model of Vertical Blinds

that you are proposing (attach product specification sheet): ________________________________________________

2 Please attach a complete price listing by size—for Vertical Blinds

3 Hourly Labor rate to install Vertical Blinds as per bid specifications

4 Please list the Brand /Product line/Model of Horizontal louver mini-blinds that you are proposing (attach product specification sheet): ______________________________________________

5 Please attach a complete price listing by size for Horizontal louver mini-blinds.

6 Hourly Labor rate to install Horizontal Blinds as per bid specifications

7 Discount off Manufacturer’s list price for supplies. Note—parts and supplies must be available for a minimum of 5 years from the date of installation of products.

8 Slat Replacement (sample) Size: 52.5” inched long

Size: 82.5 inches long


HASCB intends to award agreements to a single contractor to provide window covering and if requested, installation of window covering at our HACSB owned buildings. However, HACSB reserves the right to award to multiple contractors by product type and/or location or geographic area; as deemed by HACSB. If a geographic award is recommended, please provide your bid on a lot by lot basis (management point) and/or the entire proposal. The successful Contractor(s) awarded for a service area will be required to provide their services (both product and installation—for horizontal and vertical blinds) to all locations within the geographic service area. This proposal submission covers the following areas: Service /Area Offices:

Service /Area Offices:

Chino, Colton, Ontario, Montclair, Rancho Cucamonga, Fontana, Bloomington, Rialto Chino Affordable Housing Community 13088 Monte Vista Avenue Chino, CA 91710

Maplewood Homes-San Bernardino 1738 West 9th St. San Bernardino, CA 92411

Waterman Gardens-San Bernardino 425 Crestview Avenue San Bernardino, CA 92410

Redlands, Highland, Loma Linda Yucaipa Redlands Affordable Housing Community 803 W. Brockton Redlands, CA 92374

Colton – Mt. Vernon 772 Pine St Colton, CA 92324

Central/Administration 715 E Brier Dr. San Bernardino, CA

Barstow Barstow Affordable Housing Community 421 South 7th St. Barstow, CA 92311

Ontario HCV Office 424 North Lemon Ave. Ontario, CA 91764

Housing Programs Office 672 South Waterman Ave. San Bernardino, CA 92408

Victorville HCV Office 15465 Seneca Rd. Victorville, CA 92392

Canyon Villas 2265 Cahuilla St Colton, CA 92324

Kingsley Patio 10302 Poulson Ct. Montclair, CA 91763

Las Palmas 8980 Date St. Fontana, CA 92331

Yucaipa Terrace 12435 6th St. Yucaipa, CA 92399

Yucaipa Crest 12385 6th St. Yucaipa, CA 92399

Mentone 1232 Crafton Ave Mentone, CA 92359

Andalusia 13520 Third Ave Victorville, CA 92392


2. In submitting this proposal it is understood that the right is reserved by the Housing Authority of the County of San Bernardino to reject any and all proposals. If written notice of the acceptance of this proposal is mailed, telegraphed, faxed, or delivered to the undersigned within thirty (30) days after the opening thereof, or at any time thereafter before this proposal is withdrawn, the undersigned agrees to a contract/agreement in the prescribed form and furnish any required insurance requirements within ten (10) days after the contract is presented to him for signature. NOTE: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001. Date , 20 (Company Name) (Official Address) (By) (Title) (Contractors State License Number) (Telephone Number)


CURRENT CLIENT REFERENCES (REQUIRED)

Submit this form with the BID, failure to do so is grounds for disqualification. Company

Address City, ST, Zip

Fax/Phone Numbers Contact Name/Title

Type of Engagement Company












Type of Engagement Bidder’s Company Name

Legal Structure (corp./partner/proprietor) Principle Office Address

City, ST, Zip Phone Number & Fax Numbers

Email Federal Employer Identification Number

Title of Person Authorized to Sign Print Name of Person Authorized to Sign


RFP PC874 – Window Blinds & Coverings

Checklist – Please include the items below to ensure a complete proposal package

Organizational and personnel background, experience, and misc. discussion questions. Instructions located on page 7

Brief history of your company. Instructions located on page 8 Include 5 references. Instructions located on page 28 Proof of Insurance. Instructions located on page 10 Contact information form. Form located on page 24 Proposal form with pricing. Form located on page 25 Complete signed bid. Form located on page 27 Please verify that all is complete and included in this bid Seal all documentation in an envelope with “RFP PC874 Window Blinds & Coverings”

notated on bottom left hand corner. Include company name on outside of envelope.

Please remember: 1. All questions need to be submitted no later than: February 17, 2016 @ 2PM PST.

2. Proposals are due no later than: February 29, 2017 @ 2PM PST. Mail or hand deliver to:

Housing Authority of the County of San Bernardino Procurement & Contracts Department Attn: Claudia Nunez 715 East Brier Drive San Bernardino, CA 92408-2841

WINDOW BLINDS & COVERINGS (PC874) Issue Date: January 22...

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Transcript of WINDOW BLINDS & COVERINGS (PC874) Issue Date: January 22...