CITY OF HEALDSBURG
INVITATION FOR BID (IFB)
STREETLIGHT POLES AND LED LUMINAIRES
BID OPENING DATE:
DECEMBER 17, 2018 at 2:00 PM
CITY OF HEALDSBURG
550 WESTSIDE RD.
HEALDSBURG, CALIFORNIA 95448
PHONE: (707) 431-3341
NOTICE TO BIDDERS
NOTICE IS HEREBY GIVEN that sealed bids will be received by the Electric Department of the City of
Healdsburg, County of Sonoma, State of California, until the hour of 2:00 P.M. on DECEMBER 17TH, 2018 at
which time they will be publicly opened and read aloud at the City Corporation Yard of the City of Healdsburg,
550 Westside Rd., Healdsburg, California, for:
STREETLIGHT POLES AND LED LUMINAIRES
Specifications may be obtained at the office of the Electric Department of the City of Healdsburg by calling 707-
The City of Healdsburg reserves the right to postpone the date and time for the opening of proposals at any time
prior to the date and time announced in the advertisement in accordance with applicable law.
The City of Healdsburg reserves the right to reject any and all bids or to waive any defects or irregularity in
bidding in accordance with applicable law. In accordance with California Public Contract Code Section 20103.8,
if the City elects to award a contract, the contract will be awarded in accordance with California Public Contract
Code Section 20162 and other applicable law to the responsible bidder submitting a responsive bid with the lowest
total bid price for the base bid without consideration of the bid price for any additive or deductive items. All bids
will remain valid for 90 days after the bid opening.
By order of the City Council of the City of Healdsburg, Sonoma County, California.
PART 1- INSTRUCTIONS TO BIDDERS
Purpose: The City of Healdsburg’s Electric Department (City) is seeking bids for:
STREETLIGHT POLES AND LED LUMINAIRES
PART 2- GENERAL PROVISIONS
The successful bidder for this Invitation for Bid will be responsible for providing new Streetlight poles and LED
Luminaires to the City of Healdsburg. It is the responsibility of the successful bidder to ensure that the materials
are delivered to the City as per specifications listed and agreed to herein.
This Invitation For Bids shall result in a firm, fixed price contract to purchase.
In case of default by the vendor, the City of Healdsburg may procure the articles or services from other sources
and may deduct from any monies due, or that may thereafter become due to the vendor, the difference between
the price named in the purchase order and actual cost thereof to the City of Healdsburg. Prices paid by the City
shall be considered the prevailing market price at the time such purchase is made. Periods of performance may
be extended if the facts as to the cause of delay justify such extension in the opinion of the City.
All prices and bids must be in ink or typewritten. No pencil figures or erasures are permitted. Mistakes may be
crossed out and corrections inserted adjacent thereto and must be initialed in ink by person signing the bid. All
bids must be signed with the firm's name and by a responsible officer or employee. Obligations assumed by such
signature must be fulfilled.
Submission of Bids: Each bid must be submitted on the prescribed form in a sealed envelope with a bid number,
closing date and time on the outside. Each bid must be signed as indicated above.
Information must be furnished complete in compliance with the terms, conditions, provisions and specifications
of the Invitation For Bids. The information requested and the manner of submission are essential to permit prompt
evaluation of all bids on a fair and uniform basis. Accordingly, the City reserves the right to declare as non-
responsive, and reject any bid in which material information requested is not furnished or where indirect or
incomplete answers or information is provided.
Bids shall be for the total net price including all applicable taxes and charges, delivered F.O.B., City of
Healdsburg, 550 Westside Rd. Healdsburg, CA 95448.
Bids and modifications or corrections thereof received after the closing time specified will not be considered.
No telegraphic, telephone or facsimile of bids will be accepted. If a photocopy is to be submitted, it must be
signed in original, in ink.
Bids shall be sealed and labeled: “STREETLIGHT POLES AND LED LUMINAIRES, sealed bid, Attention:
City of Healdsburg”, and will be accepted until 2:00 PM (PDT) DECEMBER 17TH, 2018 in either of the following
three (3) methods:
(1) Personal delivery to the City of Healdsburg located at 550 Westside Rd., Healdsburg California;
(2) U.S. Postal Delivery to 550 Westside Rd, Healdsburg CA 95448
(3) Courier service (i.e. FedEx, UPS)
Local Vendor Preference: A five percent (5%) preference shall be granted to local bidders. A local bidder is
defined as a business entity with its principal place of business located within the city limits of the City of
Healdsburg. With each bid for which a preference is claimed, the total amount of preference granted in a single
bid shall not exceed $5,000.00. Local preference only applies to the procurement of material, supplies, equipment,
or services, and will not apply to bids conducted cooperatively with other public agencies nor when prohibited by
the terms of a Federal, State or private grant of funds.
Delivery Charges: Delivery charges to the City of Healdsburg shall be listed as a separate line item where
indicated on the bid form of this Invitation For Bids.
Delivery: The delivery date or term within which the proposed item(s) will be delivered shall be stated in the
space provided on the bid form. Failure by the successful Vendor to notify the City of Healdsburg immediately
of any delivery beyond the stated date or terms is cause for cancelation of the purchase order
Materials and Workmanship: Materials used shall be of new and recent manufacture and best quality. The
Manufacturers warranty statement shall be provided by the successful bidder.
Bid Postponement and Amendment: The City of Healdsburg reserves the right to revise or amend the
specifications up to the time set for opening the bids. Such revisions and amendments, if any, shall be announced
by amendments to this solicitation. Copies of such amendments shall be furnished to all prospective Vendors.
Prospective Vendors are defined as those Vendors listed on the City's Invitation For Bids list for this material, or
who have obtained bid documents subsequent to the bid advertisement. If the revisions and amendments require
changes in quantities or prices proposed, or both, the date set for opening bids may be postponed by such number
of days as in the opinion of the City shall enable Vendors to revise their bids. In any case, the bid opening shall
be at least five (5) working days after the last amendment, and the amendment shall include an announcement of
the new date, if applicable, for the opening of bids.
Single Bid Response: If only one bid is received in response to the Invitation For Bids, a detailed cost proposal
may be requested of the single Vendor. A cost/price analysis and evaluation and/or audit may be performed of
the cost proposal in order to determine if the price is fair and reasonable.
Bid Withdrawal: After the bids are opened, bids may not be withdrawn for ninety (90) calendar days. Prior to
the date/time set for the bid opening, however, bids may be modified or withdrawn by the Vendor's authorized
representative in person, or by written telegraphic notice. If bids are modified or withdrawn in person, the
authorized representative shall make his identity known and shall sign a receipt for the bid. Written or telegraphic
notices shall be received in the office designated on Page No. 1 of this Invitation For Bids no later than the exact
date/time for the bid opening. A telegraphic modification or withdrawal received in the designated office by
telephone from the receiving telegraph office no later than the date/time set for the bid opening shall be considered
if such message is confirmed by a copy of the telegram.
Award: The City of Healdsburg reserves the right to accept bids, award bids and/or not award bids on individual
items listed, on group items, or on the proposal as a whole; to reject any and all bids, to waive any informality in
the bids, and to accept the bid that appears from all consideration to be for the best interest of the City of
Notice of bid award, if bid be awarded, will be made within ninety (90) days of opening of bids to the lowest
responsive and responsible Vendor, whose bid proposal complies with all the requirements in the Invitation For
Bids. Receipt of the official Purchase Order of the City of Healdsburg covering the supplies, materials, equipment
or services as described in the Bid will indicate the award of the bid and a contract to purchase.
Order Acknowledgment: The successful Vendor, after receipt of a City of Healdsburg Purchase Order, shall be
required to furnish the City, when made available, a copy of the factory order acknowledgment or production
date(s) for the equipment/material ordered.
Contract Administration: Except as otherwise specifically provided in this Invitation For Bids, and the resulting
Purchase Order, any notice, submittal or communication required or permitted to be served on a party hereto, may
be served by personal delivery to the person or the office of the person identified. Service may also be made by
Option to Increase Quantity of Ordered Units: The City reserves the right to increase the quantity of ordered
units shown on this Invitation For Bids by issuance on the original purchase order or an additional purchase order
not later than ninety (90) days after award of bid. The successful Vendor agrees to furnish to the City the additional
ordered units at the unit price offered in this Bid.
Modification: The City of Healdsburg at any time prior to the delivery date specified on the resulting Purchase
Order, may issue a written order for any modifications. Such modifications shall be the result of negotiation and
agreement between both parties.
Oral change orders are not permitted. No change in this Invitation For Bids or resulting Purchase Order shall be
made unless the City of Healdsburg gives its prior written approval from the office of the Electric Department.
The Vendor shall be liable for all costs resulting from any unauthorized changes to the Invitation For Bids or
Inspection: The City reserves the right and shall be at liberty to inspect all materials and workmanship and shall
have the right to reject all materials and workmanship which do not conform to the material specification
Acceptance and Payment: A reasonable opportunity for material inspection must be provided to the City
Acceptance shall be made at the time all material is operational and in proper working order as determined by
and to the satisfaction of the City of Healdsburg. Acceptance of the material shall be determined on the basis of
technical completeness, performance and adherence to the operational requirements and functions of the
specifications. Receipt of the Manufacturers warranty statement must be made before final acceptance.
Payment will be scheduled within thirty (30) days upon complete delivery and acceptance of all material and
receipt of an original and one (1) copy of an invoice complying with the terms and conditions of the award.
Federal and State Tax: Prices quoted shall not include Federal Excise Tax. California Sales Tax of 8.625% will
be paid in accordance with the Purchase Order payment schedule.
Legality: If any provisions of this Invitation For Bids shall be held to be invalid, illegal or unenforceable, the
validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired
California Law: This Invitation For Bids shall be governed according to the laws of the State of California.