Project Information

Bid Title

Inspection, Cleaning, and Repair of Structural Fire Fighting Protective Ensembles (FFPE)

Issuing Agency

City of Ventura

Location

California

Published Date

May 12, 2026

Closing Date

Jun 2, 2026

Government Level

State & Local

Status

Closed

Ref. #

P-130000879

Original Source

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Bid Documents

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Project Description

Bid Number:	P-130000879
Bid Title:	Inspection, Cleaning, and Repair of Structural Fire Fighting Protective Ensembles (FFPE)
Category:	Public Safety
Status:	Open

Description: Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts Division for Inspection, Cleaning, and Repair of Structural Fire Fighting Protective Ensembles (FFPE), in accordance with this Request for Proposal. Closing Time and Date One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing Representative must be submitted prior to: Tuesday, June 2, 2026, at 4:00PM PST Sealed proposals shall be delivered by courier, express mail, or in person to: Purchasing & Contracts Division City of San Buenaventura 501 Poli Street, Room 102 Ventura, CA 93001 Publication Date/Time: 5/12/2026 12:00 AM Closing Date/Time: 6/2/2026 4:00 PM Related Documents: P-130000879 FFPE Maintenance Attachment A and B Attachment D Attachment C

Attachment Preview

Request for Proposal No. P-130000879

Tuesday, May 12, 2026

Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts

Division for Inspection, Cleaning, and Repair of Structural Fire Fighting Protective

Ensembles (FFPE), in accordance with this Request for Proposal.

Closing Time and Date

One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the

Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing

Representative must be submitted prior to:

Tuesday, June 2, 2026, at 4:00PM PST

Sealed proposals shall be delivered by courier, express mail, or in person to:

Purchasing & Contracts Division

City of San Buenaventura

501 Poli Street, Room 102

Ventura, CA 93001

Request for Proposal No. P-130000879

Inspection, Cleaning, and Repair of FFPE

TABLE OF CONTENTS

1. Instructions to Bidders

1.1.

Request for Proposal Timeline

1.2.

Question and Answer Period

1.3.

Proposal Submission

1.4.

Elevated Consultant Interviews

1.5.

Proposal Format

1.6.

Insurance Requirements

1.7.

Agreement Prices

1.8.

Agreement/Contract

1.9.

Term of Agreement

1.10.

Subcontracting

1.11.

Communications with City Staff or Elected City Representatives

2. Scope of Services

2.1.

Scope of Services

2.2.

General Requirements

2.3.

Cost Proposal

3. Proposals

3.1.

Evaluation of Proposals

3.2.

Proposal Format and Requirements

3.3.

Required upon Successful Award of Bid

3.4.

Special Requirements

3.5.

Proposal Authorization Sheet

ATTACHMENTS

• Attachment “A” – General Provisions for Standard Form Contracts

• Attachment “B” – Small Local Business Purchasing Preference Certification

• Attachment “C” – General Services Agreement

• Attachment “D” – Percentage of Value Calculator

EXHIBITS

• Exhibit ”A” – General Services Agreement (SCOPE OF SERVICES) Left blank intentionally

• Exhibit “B” – General Services Agreement (SCHEDULE OF COMPENSATION) Left blank

intentionally

• Exhibit “C” – General Services Agreement (INSURANCE REQUIREMENTS)

Request for Proposal No. P-130000879

Inspection, Cleaning, and Repair of FFPE

1. INSTRUCTIONS TO BIDDERS

1.1 Request For Proposal Timeline

Release of Request for Proposal

Questions to be submitted via Email

Addendum to be Issued, if required

Proposal Submission Deadline

Tuesday, May 12, 2026

Tuesday, May 19, 2026, at 2:00PM PST

Thursday, May 21, 2026

Tuesday, June 2, 2026, at 4:00PM PST

1.2 Question and Answer Period:

All questions regarding this Request for Proposal (RFP) shall be submitted via email to Nicole

Supan, Purchasing Supervisor, at nsupan@cityofventura.ca.gov PRIOR to Tuesday, May 19,

2026, at 2:00 PM. Any questions submitted after the deadline shall be rejected. All questions

will be answered in the form of an addendum.

1.3 Proposal Submission:

To be considered, all proposals must be submitted in the manner set forth in the RFP. It is the

Responder’s responsibility to ensure that its/their proposal arrives on or before the specified

time. Proposers shall provide one (1) hard copy in a SEALED envelope clearly marked with

the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing

Supervisor, Nicole Supan at nsupan@cityofventura.ca.gov, submitted on or before Tuesday,

June 2, 2026, at 4:00 PM PST. If discrepancies are found between the hard copy and the

PDF, the hard copy will provide the basis for resolving such discrepancies. If no document

can be identified as the original, proposal may be rejected at the discretion of the City.

No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be

considered in the absence of a hard copy sealed proposal.

Proposals received after the scheduled submittal deadline will be returned. Proposals

postmarked prior to submittal deadline, but received after the deadline, will be returned.

1.4 Elevated Consultant Interviews

The City may elect, at its option, to elevate the most qualified firms to an interview phase.

1.5 Proposal Format:

Proposals must be submitted in the format described in the Proposal Format and

Requirements Section No. 3.2. Proposals must be complete in all respects as required in the

Proposal Format and Requirements Section. Proposals are to be prepared in such a way as

to provide a straightforward, concise description of capabilities to satisfy the requirements of

the RFP. Expensive binding, colored displays, promotional materials, etc., are not necessary

or desired. Emphasis should be concentrated on conformance to the RFP instructions,

responsiveness to the RFP requirements, and on completeness and clarity of content. A

proposal may not be considered if it is conditional or incomplete.

Request for Proposal No. P-130000879

Inspection, Cleaning, and Repair of FFPE

1.6 Insurance Requirements:

Successful firm shall provide insurance as noted in Exhibit “C” of Attachment “C” General

Services Agreement.

1.7 Agreement Prices:

At any time during the course of this anticipated contract the City may alter the Scope of Work,

making changes to the assignments and times indicated, and/or adding or deleting

assignments as deemed necessary. The City and firm will negotiate changes to the contract

pricing accordingly.

Unless otherwise stated, prices are maximum for the term of the Contract. Price adjustments,

if allowed under this Contract, must be requested in writing and accompanied by the required

information to substantiate the request for price adjustment, as set forth in the Contract. No

price adjustment allowable under this Contract will be granted retroactively. The CITY must

also be given the benefit of any decline in prices. If any price increase is granted by the CITY,

the increase shall not be greater than the Consumer Price Index (CPI) of the current year.

1.8 Agreement/Contract:

A copy of the City of Ventura’s General Services Agreement, Attachment “C” is included

herein, as it will be the document executed into a final contract between the City and the

awarded Consultant. You do not have to return Attachment “C” with your proposal submission;

the sample General Services Agreement is provided for reference only and does not have to

be returned with the bid.

1.9 Term of Agreement

The initial term of this Agreement shall commence on July 1, 2026, and will continue for a

period of one (1) year. The City may elect, at its own option, to renew this Agreement for four

additional one-year increments. Initial term, plus any option to extend shall not exceed a total

of five years.

1.10 Subcontracting:

No Subcontracting any portion of Consultant’s duties under this agreement without prior

written consent of the City.

1.11 Communication with City Staff or Elected City Representatives:

Any communication with City staff or City Elected Representatives, except for the Purchasing

and Contracts Division, regarding this RFP is prohibited. Disregard of this provision could

result in rejection of the proposal.

Copies of the proposal package and subsequent addenda may be obtained at

www.cityofventura.ca.gov/bids.

Request for Proposal No. P-130000879

Inspection, Cleaning, and Repair of FFPE

2. SCOPE OF SERVICES

2.1 Scope of Services

City of Ventura seeks a Contractor to provide services for the inspection, cleaning, and repair

of Structural Fire Fighting Protective Ensembles (FFPE). The City currently has 180 sets of

FFPE and would like to have 90 sets inspected every 6 months. Each member of the

department has 2 sets of FFPE.

An Individual Ensemble Element (IEE) consists of a single Trouser and matching liner or

Jacket and matching liner. FFPE accessories that may accompany the jacket and trousers

are:

• Pair of Boots

• Hood

• Pair of Gloves

• Helmet

• Shroud

Independent Service Provider Verification

• Contractor must hold a current NFPA 1850 “Independent Service Provider Verification”

or an 1851 “Test Verification of Conformity.”

• Contractor must provide current third-party verification from UL or Intertek NFPA 1851

standards, 2020 version only.

• Contractor must stock the essential components of the turnouts being repaired.

Performance requirements

In accordance with the 2025 edition of National Fire Protection Association (NFPA) 1850

Standard on Selection, Care, and Maintenance of Protective Ensembles for Structural Fire

Fighting and Proximity Fire Fighting for the base year, the Contractor must be able to perform

the following services, at the Contractors facility, within 4 business days upon receipt of the

order, and within 24 hours in an emergency.

• Advanced Cleaning,

• Specialized Cleaning and Decontamination

• Advanced Inspection,

• Provide complete Documentation

Cleaning Requirements

The Contractor shall perform Advanced Cleanings per the applicable requirements of the 2025

edition of NFPA 1850, Chapter 7 (Cleaning and Decontamination). When necessary, the

Commodity Codes

• NAICS 541350Building Inspection Services
• NAICS 812332Industrial Launderers

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