City of Ventura - 2020-033a Police/Fire Headquarters Chiller Replacement Project

Project consists of the demolition, disposal, and replacement of a chiller and appurtenant work as shown on the plans with Drawing No. 2020-D-033a. The Engineer's Estimate of cost is $228,008.


Bidding Closed

Bid Date4/8/21 2:00pm

Company & Contacts

City of Ventura

Pam Baumgardner   (805) 329-1966


Ventura, CA


Notice is hereby given that sealed bids will be received by the City of San Buenaventura,
California, at the office of the City Clerk in the City Hall, 501 Poli Street (Post Office Box
99), Ventura, California, before 2:00 p.m., on Thursday the 8th day of April, 2021, at
which time they will be publicly opened and read for Police/Fire Headquarters Chiller
Replacement Project which consists of the demolition, disposal, and replacement of a
chiller and appurtenant work as shown on the plans with Drawing No. 2020-D-033a. The
Engineer’s Estimate of cost is $228,008.

Contractors may submit bids by certified mail to the following address:

City of Ventura
City Clerk’s Office
501 Poli Street, PO Box 99
Ventura, CA 93002

Mailed bids shall be by Certified Mail, postmarked by the date and time of the schedule
bid opening or before. Non-certified mailed bids shall be rejected. Bid proposals may also
be hand delivered on the scheduled day of the bid opening and shall be submitted
between 1:30 p.m. and 2:00 p.m. Bids shall be delivered to a City Clerk’s staff member
at a temporary bid opening station located at the parking lot behind City Hall, adjacent to
the 505 Poli Street building entrance. Persons delivering bids shall do so wearing
personal protective equipment such as gloves and masks. Persons choosing to stay and
witness bid opening shall wear protective face coverings and maintain social distancing
in accordance with the Ventura County Public Health Officer’s orders.

The said work shall be performed in strict conformity with specifications therefore being
Specification No. 2020-033a now on file in the Office of the City Engineer.

Plans and Specifications can be purchased in hardcopy format and/or electronic
download from the World Wide Web starting on March 17, 2021. Plans and Specifications
can be reviewed and purchased on the World Wide Web through CyberCopy at The cost to download plans and specifications electronically
from the website is $35. The cost to purchase the plans and specifications in a
hardcopy format is $55. Hardcopies of the Plans and Specifications can be obtained by
contacting CyberCopy’s offices. Hardcopy formats can be mailed by CyberCopy to the
prospective bidders ($25 for shipping and handling). Please contact CyberCopy at
(805) 642-3292 or (805) 381-9111 for additional information. The cost to obtain plans
and specifications in any specified format herein is non-refundable.

Each bidder must be on the City’s Plan Holder List of Record. A bid received by a
Contractor who is not a “Plan Holder of Record” may be deemed non responsive. A “Plan
Holder of Record” is one who has purchased a set of plans and specifications through
CyberCopy or the City.

Each bid shall be accompanied by a certified or cashier’s check payable to the order of
the City, or by a bid bond executed by a corporate surety authorized to do business in the
State of California in the sum of not less than 10% of the total amount of the bid, as a
guarantee that the bidder will enter into the proposed contract if it be awarded him.

Bid documents shall be enclosed in an envelope which shall be sealed and clearly labeled
with the project title, name of bidder, and date and time of bid opening in order to guard
against premature opening of the bid.

The bidder to whom the contract is awarded by the City shall execute the contract and
furnish a surety bond in the amount of 100% of the contract price guaranteeing the faithful
performance of the contract and it shall remain in force for a period of one year after final
acceptance. An additional bond for 100% of the contract price shall be furnished to
secure the payment of claims for labor and materials furnished for the work.

This project requires payment of State prevailing rates of wages for Ventura County. The
contractor shall post copies of the prevailing schedule at each job site. Copies of these
rates of wages are available from the State of California Department of Industrial
Relations Prevailing Wage Unit. The website for this agency is located at
This project is subject to prevailing wage compliance monitoring and enforcement by the
Department of Industrial Relations. No contractor or subcontractor may be listed on the
bid proposal unless registered with the Department of Industrial Relations, pursuant to
Labor Code Section 1725.5. No bid will be accepted from a Contractor without proof of
the Contractor’s and subcontractor’s current registration.

The contractor to whom the contract is awarded shall assist in locating, qualifying, hiring
and increasing the skills of minority group employees and applicants for employment, as
set forth in Executive Order 11246 and 11375.

All bids are to be compared on the basis of the Engineer’s estimate of the quantities of
work to be done.

The City of Ventura gives special consideration to using the services and products of
“small local” businesses. In determining the lowest responsive and responsible bidder,
the City Engineer or designee will give a credit (reduction) of five percent (5%) of the bid
price to a qualified small local business whenever a bid amount submitted (total project
bid) is equal to or less than two hundred fifty thousand dollars ($250,000). The five
percent credit shall be used solely for the purpose of determining the lowest bidder and
is not to be applied towards the actual contractual payments that are made to the
Contractor for the work.

In order to take advantage of the small and local business bid comparison credit, the
bidder must complete and submit the “Statement of Small Local Business Certification”
form included in the proposal. The form must be filled out and signed and must be
submitted at the time of the bid opening in order for the credit to be applied. “Small Local
Business” shall mean a business entity that has for at least twelve (12) months
immediately preceding submittal of its bid held a current business license issued by the
City and maintained its principal business office within the city’s geographic boundaries,
AND that employs fewer than one hundred (100) employees OR has average annual
gross receipts of twenty million dollars ($20,000,000) or less over the preceding three

No bid will be accepted from a contractor who is not licensed in accordance with the
provisions of Chapter 9, Division 3 of the Business and Professions Code. Contractor’s
license classification required for this project is Class “C-20”.

A bidder will be considered “experienced” and responsible if the prime contractor (bidder)
meets the licensing requirements and has been in business for at least five (5) years
(either current business name or if the proposed project manager for the bidder has
applicable experience with others) providing HVAC construction/replacements, including
successfully completing a minimum of two previous projects similar in scope and scale to
this project. The two similar projects shall specifically include at least two (2) replacement
projects, each valued at $125,000 or more and each involving replacements of HVAC
systems in industrial or commercial settings. Each of these projects used as a reference
shall include the agency or client name and the name and phone number of the project
engineer. The City WILL reject any bid not meeting all of these qualification requirements.

The bidder (General Contractor) must perform contract work amounting to at least 50
percent of the Contract Price not including costs associated with the following designated
specialty items in accordance with Section 3-2 of the Standard Specification for Public
Work Construction, 2018 edition:

No designated subcontract specialty items

A non-mandatory pre-bid walkthrough may be scheduled by the contractor as an
opportunity to visit the project site. In order to comply with current Ventura County Public
Health Orders, the City is scheduling contractors to be escorted through the project site
separately. Walkthrough attendees must wear appropriate face coverings and remain
socially distant from City staff during the site visit. The site is located at 1425 Dowell Drive
in Ventura, California. Attendees are shall meet at the public entrance to the building and
be escorted by City staff from there. Walkthroughs may be scheduled for Thursday, April
1, 2021 from 8:00 AM to 12:00 PM by contacting the Project Engineer, Travis Gonsalves,
at (805) 654-7765 or at . Walkthrough attendees shall submit all questions that arise during the site visit to the Project Engineer and responses will be sent out to all bidding contractors. Contractors must schedule a site visit by Friday, March 26, 2021 This visit is non-mandatory, but bidders are encouraged to schedule a site walkthrough.

Pursuant to Public Contract Code Section 3400(b), the City has made a finding that
designates certain materials, products, things or services by specific brand or trade name
for statutorily enumerated purposes. As required by Section 3400(b), the City has made
such findings as further described in Section 4-1.6 of the Special Provisions to the
Standard Specifications. The materials, products, things, or services specified by brand
or trade names that must be used for the Project are listed in various sections of the
Technical Specifications. Pursuant to 3400©, City’s allowance or acceptance of a substitution for an “equal” item is not applicable where indicated in the specifications in order to match other products in use on a particular public improvement either completed or in the course of completion.

The City reserves the right to retain all bids for a period of 60 days for examination and
comparison, and to delete any portion of the work from the contract. The City reserves
the right to reject any and all bids and to waive any informality in such bids.

Pursuant to Public Contract Code Section 7201, five percent (5%) will be deducted from
each progress payment and retained by the City and the remainder less the amount of all
previous payments will be paid to the Contractor.

Pursuant to Public Contracts Code (“PCC”) § 22300, the Contractor may substitute
securities for retention monies held by the City or request that the City place such monies
into an escrow account. The Contractor is notified, pursuant to PCC § 22300, any such
election will be at the Contractor’s own expense and will include costs incurred by the City
to accommodate the Contractor’s request. City and Contractor agree to utilize the
approved as to form escrow agreement prepared by the City which is substantially similar
to the form within the PCC. A copy may be examined if requested.

Contact Travis Gonsalves, Project Engineer at (805) 654-7765 for technical questions,
Pam Baumgardner at (805) 329-1966 for administrative questions or to request plans and specifications.