Emergency Board-Up Services Request for Qualifications

The Santa Monica Fire Department (“SMFD”), on behalf of the City of Santa Monica (“City”), is seeking qualified offerors (“Contractors”) to submit written responses for Emergency Board-Up Services.

SMFD responds to between 1 - 3 calls per month that involve fires at structures where the need for emergency board up services often arises as a result of these incidents. These structures may be occupied or unoccupied and the homeowner or property owner (“Responsible Party”) may not be available in a timely manner. Without a Responsible Party available at the scene to secure the property, not providing board up services would leave the property vulnerable to the possible reoccurrence of fire, theft, or other types of vandalism.

Based on the current need in Santa Monica, SMFD is seeking to establish a list of qualified service providers that will respond to fire scenes within one (1) hour of notification by SMFD personnel and can provide emergency as-needed board-up services including temporary fencing and other methods for the securing of structures. Neither the City nor the SMFD shall be responsible the payment of the Services requested herein. The Services will be provided by the Contractors to the property owners, occupants, and insurance companies. All equipment and personnel costs will be the responsibility of the Contractor.

Contractors shall provide all labor, tools, material, equipment, landfill or dumping fees, permits, dust control, transportation and any other service necessary to provide the services required. Contractors shall provide emergency call-out services to secure all openings in the structure(s) to assure maximum protection against unauthorized entry to commercial and residential buildings. [...] Contractors shall ensure all emergency call-outs are in compliance with the most current United States Fire Administration (USFA) and Federal Emergency Management Agency (FEMA) board-up guidelines (See Appendix A).

Contractors shall be required to provide the following services for emergency call-out situations:

• Temporary fencing. Contractor(s) must have immediate access to sufficient fencing panels to ensure there is no delay in response time;
• Building shoring;
• Weatherproofing;
• Board up and security of structures: Windows secured with ½” plywood or equivalent; Doors secured with ⅝” plywood or equivalent; French Doors and Sliding Door Openings secured with ¾” plywood or equivalent.

Contractors must provide a minimum of two (2) personnel for every job. Contractors shall respond via telephone within fifteen (15) minutes of the initial call-out from the City. Contractors are required to provide a one (1) hour or less response time. Contractors are required to have a fully stocked truck/trailer for board-up services at all times or immediate access to a reasonable supply of materials to accomplish the requested work. A reasonable supply is defined as at least ten (10) sheets of plywood, associated lumber, and hardware.

**Electronic submissions only.** Submissions will only be accepted through the City's e-Procurement Portal, OpenGov. They must be received by the specified date and bid opening time. Late bids will not be accepted.

Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal.

The award, if any, will be made to the best bidder(s). In evaluating whether a bidder(s) is (are) the best bidder(s) pursuant to the Santa Monica Municipal Code, City may utilize some or all of the following criteria:

• Price.
• The quality of the material or services offered.
• The ability, capacity, and skill of the bidder(s) to perform the contract or provide the materials or services.
• The sufficiency of the bidder’s financial resources.
• The character, integrity, reputation, judgment, training, experience, and efficiency of the bidder.

Bidders must possess a valid Class-B California contractor’s license at the time the bid is submitted or be otherwise deemed qualified to perform the work specified.

The following documents will only be required from successful bidder:

• Business License (if applicable)
• Payment Bond (if the award amount is >$25,000)
• Certificate of Insurance identifying the specific project or job and naming the City of Santa Monica as additional insured.

Before commencing any work, Contractor shall obtain from each Responsible Party a signed version of the written release form that is attached to this RFQ as Exhibit A (**Mandatory** *Release Form*).