CITY OF LANCASTER
RFP NO. 718-19
Streetlight and Signal Maintenance Services
November 12, 2019
BY 2:00 P.M.
Office of the City Clerk
Lancaster City Hall
44933 Fern Avenue
Lancaster, CA 93534
For questions concerning this RFP contact by e-mail:
Dan Berkovitz, MBA, SPSM, Purchasing Agent
REQUEST FOR PROPOSALS (RFP) FOR
STREETLIGHT AND SIGNAL MAINTENANCE SERVICES
INSTRUCTIONS TO VENDORS
QUESTIONS REGARDING THIS RFP
Any questions or requests for interpretation or clarification, either administrative or technical, about this RFP
must be submitted in writing to Dan Berkovitz, MBA, SPSM, Purchasing Agent at
email@example.com or facsimile number (661) 723-5845 prior to 2:00 P.M., October 31, 2019.
Oral statements concerning the meaning or intent of the contents of this RFP by any person is unauthorized and
invalid. The City will not be responsible for any other explanation or interpretation of the RFP, or for any oral
instructions. Any contact with City personnel other than identified above regarding this RFP may disqualify a
For clarification purposes, the words “Vendor”, “Consultant”, “Contractor”, “Supplier”, “Company”,
“Proposer” and “Bidder” shall be read to be one and the same. The words “Contract” and “Agreement” shall be
read to be one and the same. The words “Bid”, “Quote”, and “Proposal” shall be read to be one and the same.
“City of Lancaster” and “City” shall be read to be one and the same. “Request for Proposal” and “RFP” shall
be read to be one and the same.
NO CONTACT POLICY
After the date and time established for receipt of proposals by the City, any contact initiated by any Vendor with
any City representative, other than the representative listed herein, concerning this Request for Proposals is
prohibited. Any such unauthorized contact may cause the disqualification of the Vendor from this procurement
Be advised that all information contained in proposals submitted in response to this solicitation may be subject
to the California Public Records Act (Government Code §6250 et. seq.), and information’s use and disclosure
are governed by this Act. Any information deemed confidential or proprietary should be clearly identified as
such. It may then be protected and treated with confidentiality only to the extent permitted by state law.
COMPLETION OF PROPOSAL
Proposals shall be completed in all respects as required by this RFP. A proposal may be rejected if conditional
or incomplete, or if it contains any alterations or other irregularities of any kind, and will be rejected if any such
defect or irregularity can materially affect the quality of the proposal. Proposals which contain false or
misleading statements may be rejected. If, in the opinion of the City’s selection committee, such information
was intended to mislead the City in its evaluation of the Proposal, and the attribute, condition, or capability is a
requirement of this RFP, the Proposal will be rejected. Statements made by a Vendor shall also be without
ambiguity, and with adequate elaboration, where necessary, for clear understanding. Unauthorized conditions,
exemptions, limitations, or provisions attached to a Proposal will render it non-responsive and may cause its
The Vendor, in responding to this RFP, must submit Proposals in the format identified in this RFP. The
Proposal must address all requirements of the RFP even if a “no response” is appropriate.
Costs for developing Proposals are entirely the responsibility of the Vendor and shall not be chargeable to the
Only one Proposal is to be submitted by each Vendor. Multiple Proposals will result in rejection of all
Proposals submitted by the Proposer.
PROPOSAL FORMAT AND CONTENT
Proposals shall adhere to the following format for organization and content. Responses should emphasize the
Vendor’s demonstrated ability to perform work of this type. Expensive bindings, colored displays, promotional
materials, etc. are not necessary or desired. Emphasis should be concentrated on completeness and clarity of
The proposal shall include an original, five copies and a flash drive containing an electronic version of the
proposal. An intended form of agreement should be included as an appendix, and may be treated as an Exhibit
to the contract in Exhibit B.
Proposals shall not exceed 30 single-sided pages or 15 double-sided pages and must be typed and
arranged/divided in the following sequence to facilitate evaluation:
1. Cover Letter
The proposal shall be transmitted to the City with a cover letter stating the Vendor’s understanding of the work
to be done, a statement why the firm believes itself to be best qualified to perform, and the name, address and
telephone number of the person(s) who will be authorized to represent your firm. The letter shall be signed by
an officer of the bidding firm authorized to bind the firm to all commitments made in the proposal.
Address the cover letter as follows:
City of Lancaster
44933 Fern Avenue
Lancaster, CA 93534
2. Company Information
This section should include contact person (contract/project manager) information, address and telephone
number of the company main office and branch offices that may provide service to the City. Any supplemental
information that Contractor believes may be pertinent to the selection process may be provided here. If the
Contractor is a joint venture, each party of the joint venture shall submit the required forms stated in this RFP.
3. Company Personnel
This section should contain names, contact numbers and description of experience, including licenses and/or
certifications, and job classifications of all personnel who would be assigned to perform work under the
Note: All supervisors must have a minimum of three (3) years actual field experience and adequate technical
Subcontractors’ names and city of business shall be complete and legible. Clearly state that portion of work to
be performed by each subcontractor listed, by trade, and the by estimated dollar amount. Contractor may be
required to submit additional information regarding the experience and qualifications of subcontractors.
Contractor shall be required to perform, with its own forces, contract amounting to at least 50% of the total
4. Experience and References
Contractor shall provide evidence of three (3) years of experience engaged in Streetlight and Signal
Maintenance Services for a Southern California Public Agency of comparable size and scope.
Contractor shall provide evidence of three (3) references for work similar in nature and scope to the work for
which this proposal is being submitted. Such work or contracts must have been performed or under contract
during the past three (3) years. The references shall include names, addresses, current email and telephone
numbers of the clients for whom the prior work was performed, and include an explanation of the services
provided to these clients.
Supervisors must have a minimum of three (3) years recent experience working with Public Agencies of
comparable size and scope.
The Contractor shall provide pricing for all work necessary to conduct services as defined by Exhibit A - Scope
6. Statement regarding Insurance.
The Contractor shall include a statement acknowledging that Contractor is capable of obtaining and maintaining
the insurance requirements as included in the Insurance Section of Exhibit B – Sample Agreement. If
Contractor is unable to provide evidence of the required insurance, the City may find the Contractor non-
7. Signature Sheet
Complete the Signature Sheet on Page 9 of this RFP document and include it in the Proposal submission.
List any other information that might aid in our selection.
ERRORS AND OMISSIONS
If, prior to the date fixed for submission of Proposals, a Vendor discovers any ambiguity, conflict, discrepancy,
omission or other error in this RFP or any of its appendices or exhibits, s/he shall immediately notify the City of
such error in writing and request modification or clarification of the document. Modifications shall be made by
written Addenda to the RFP.
Interested Vendors may submit request for clarifications in email or writing. The City will compile all requests
and provide responses in written format to all Vendors who have furnished or requested an RFP.
If Vendor fails to notify the City, prior to the date fixed for the submission of Proposals, of an error in the RFP
known to the Vendor, or an error that reasonably should have been known to the Vendor, Vendor shall submit
its Proposal at his/her own risk, and if Vendor is awarded a Contract, Vendor shall not be entitled to additional
compensation or time by reason of the error or its later correction.
ADDENDA TO PROPOSAL
The City may modify the RFP, any of its key actions, dates, or any of its attachments, prior to the date fixed for
submission of Proposals by issuance of an Addendum to potential Vendors. Such Addendum shall also be
posted on the City’s website. Vendor shall acknowledge receipt of all Addenda in their Proposal. Any
Addenda issued during the time for submission of proposals will be made part of the Agreement. Vendor shall
be responsible for ensuring all addenda are included in its response.
EXECUTION OF PROPOSAL
The full name, business address, zip code, and business telephone number (with area code) of individual,
partnership, joint venture, or corporation submitting a Proposal shall be typewritten on the Proposal. The
Vendor shall ensure that the Proposal is signed by an authorized signatory. No stamped or facsimile signatures
will be accepted.
An individual submitting a Proposal shall sign and give his/her name and address.
A partner shall sign for a partnership and the names, titles, and addresses of all partners shall be given. A joint
venture shall follow the same requirements.
An authorized corporate officer shall sign for a corporation, with corporate seal affixed, and the names, titles,
and addresses of all officers of the corporation shall be given. A signature other than a corporate officer’s will
be accepted if an authenticated power of attorney or corporate resolution is attached.
WITHDRAWAL OF PROPOSAL
A Proposal may be withdrawn after its submission by written or facsimile request signed by the Contractor or
authorized representative prior to the time and date specified for Proposal submission. Proposals may be
withdrawn and resubmitted in the same manner if done so before the Proposal submission deadline.
Withdrawal or modification offered in any other manner will not be considered.
PROPOSALS BECOME THE PROPERTY OF THE CITY