CITY OF POMONA CONSTRUCTION CONTRACTOR SELECTION PROCESS

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1 July 25, 2002 CITY OF POMONA CONSTRUCTION CONTRACTOR SELECTION PROCESS The City of Pomona is soliciting qualified Contractors located in the County of Los Angeles, State of California, who wish to be included on a short-list of Contractors to be maintained by the City of Pomona, to submit their letter of intent to the Engineering Division of the City of Pomona, 505 S. Garey Avenue, Pomona, CA 91766, no later than 5:00 P. M. on August 22, The City of Pomona uses an informal bidding process for contracts under $100,000. Contracts will be administered by the Public Works Department, Engineering Division. Contracts $100,001, or greater require formal advertised bidding and City Council approval. This bid process requires the City to maintain a list of qualified contractors to whom the City will mail notices inviting informal bids. Contractors located in the County of Los Angeles, who wish to be considered for work by the City of Pomona should submit their qualifications to the Engineering Division. The process of selecting contractors for a particular project may be handled by one of the following methods: On-Call Lists - Annually, City teams review all contractor application forms and create an on-call "short list" for various construction classifications. These lists are used to select contractors for small to medium sized projects (under $100,000) without using the formal bid process. The City is developing short lists for the following classifications: A General Engineering Contractor B General Building Contractor C-2 Insulation and Acoustical Contractor C-5 Carpentry Contractor C-6 Cabinet and Mill Work Contractors C-7 Low Voltage Systems Contractor C-8 Concrete Contractor C-9 Drywall Contractor C-10 Electrical Contractor C-11 Elevator Contractor C-12 Earthwork and Paving Contractor C-13 Fencing Contractor C-14 Metal Roofing Contractor C-15 Flooring and Floor Covering Contractor C-16 Fire Protection Contractor C-17 Glazing Contractor C-20 Warm-Air Heating, Ventilating and Air-Conditioning Contractor

2 C-21 Building/Moving Contractor C-23 Ornamental Metal Contractor C-26 Lathing Contractor C-27 Landscaping Contractor C-28 Lock and Security Equipment Contractor C-29 Masonry Contractor C-31 Construction Zone Traffic Control Contractor C-32 Parking and Highway Improvement Contractor C-33 Painting and Decorating Contractor C-34 Pipeline Contractor C-35 Lathing and Plastering Contractor C-36 Plumbing Contractor C-38 Refrigeration Contractor C-39 Roofing Contractor C-42 Sanitation System Contractor C-43 Sheet Metal Contractor C-45 Electrical Sign Contractor C-46 Solar Contractor C-47 Manufactured Housing Contractor C-50 Reinforcing Steel Contractor C-51 Structural Steel Contractor C-53 Swimming Pool Contractor C-54 Ceramic and Mosaic Tile Contractor C-55 Water Conditioning Contractor C-57 Water Well Drilling Contractor C-60 Welding Contractor C-61 Limited Specialty ASB Asbestos Certification A contractor that is on an on-call list may or may not be asked to submit a proposal for work, depending upon the City having work in the applicable classification. Formal Bid Process - For large or complex projects, the City will use the formal bidding process. For these projects, the City will advertise the Notice Inviting Sealed Bids and send notices to contractors that have previously submitted their qualifications in the appropriate classification. The City will award the contract to the most responsive/responsible contractor who has submitted the lowest bid. Regardless of whether or not a contracting firm is on the on-call list, they should continue to submit and update their qualifications as described above. Currently, a new application must be filled out when new data is submitted. If there are minor modifications, such as name, address, or phone number changes, the Engineering Division will be happy to make those modifications on request. The schedule for the selection process is as follows: July 25, 2002 August 22, 2002 August 26-03, 2002 September 6, 2002 Request for Qualifications mailed to interested and invited firms Letters and Statements of Qualifications due Committee reviews submittals to recommend short list of firms. Letter mailed to short listed firms advising them of the placement on the list and what types of projects they are listed for Evaluation of responding firms will be based on the following criteria:

3 1. Recent experience on at least three similar types of projects in your classification. a. List the project, contract amount and date of completion b. List the Public Agency, contact person, address and telephone number. 2. The firms method of attaining the Disadvantaged Business Enterprise (DBE) goals. 3. Bondability. 4. Contractor must be licensed in accordance with the laws of the State of California under applicable provisions of the Business and Professions Code. The Contractor will include the Contractor's license number, license classification, and license expiration date. 5. Contractor shall maintain adequate workman's compensation insurance under the laws of the State of California for all labor employed by him or by any Subcontractor under him who may come within the protection of such workman's compensation insurance laws. 6. Pursuant to applicable provisions of the Labor Code of the State of California, not less than the general prevailing rate of per diem wages including legal holidays, and overtime work for each craft or type of workman needed to execute the work contemplated under any agreement executed with the City shall be paid to all workman employed on any contract executed with the City by the Contractor, or any Subcontractor and shall be deemed to include employer payments for health and welfare, pension, vacation and similar purposes. 7. The Contractor shall maintain public liability insurance to protect said Contractor and the City against loss from liability imposed by law, for damages on account of bodily injury, including death resulting therefrom suffered or alleged to have been suffered by any person or persons, other than employees, resulting directly or indirectly from the performance or execution of any contractural agreement with the City or any subcontract thereunder, and also to protect said Contractor and the City against loss from liability imposed by law, for damage to any property, caused directly or indirectly by the performance and execution of said contract or of any subcontract thereunder. Said public liability and property damage insurance shall be maintained by the Contractor in full force and effect during the entire period of performance under any contract with the City, in the amount of not less than $500,000 for one person injured in one accident, and not less than $1,000,000 for more than one person injured in one accident, and in the amount of not less than $500,000 with respect to any property damage aforesaid. The City of Pomona shall be named as an "Additional Insured" under public liability and property damage insurance. Please furnish 5 copies of your submittal for each work classification to Chris A. Vogt, Public Works Director/City Engineer by 5 o'clock p.m. on August 14, You may direct any questions to Ahmad Ansari, Principal Civil Engineer at (909) A. Persons or firms will be short-listed by each work classification. Upon receipt of a complete application, the staff review team will review the application and make a recommendation to the City Engineer for or against short-listing accompanied by the reasons therefore. B. If the applicant is short-listed, the City Engineer shall execute the notification, and The Notice of short-listing will be mailed to the Contractor. 1. The Notice will indicate the specific classifications of work in which the Consultant has been short-listed. 2. The Notice of short-listing is NOT a notice of selection. C. The factors to be considered in determining whether or not a Contractor shall be short-listed shall include, but not be limited to the following:

4 1. Past Performance. 2. Financial capacity to perform services required. 3. Ability to perform services required in an approved manner. 4. Valid California State Contractor s license in the appropriate work category. 5. Member in good standing with the California State License Board. 6. Insurability/bondability. 7. Insured for workman s compensation or proof of self-insurance. D. This procedure is intended to form a basis for assigning work to Contracting firms in accordance with their ability to perform the category of work desired and to assign volumes of work with respect to staffing capabilities. E. Capability data must be updated annually and, also, when requested by the Engineering Division, or when conditions are altered to either increase or reduce the Contractor s capabilities. Each Contractor is encouraged to report at any time significant manpower changes or capabilities which may increase work assignments or work category capabilities. F. Contracting performance will be evaluated regularly as work is completed. This performance evaluation will determine future work assignments by the Engineering Division; and, when found inadequate, may affect work restriction. Formal notice of work restriction or disqualification will not be forthcoming. Work restrictions or disqualifications will be applied by specific classifications of work. G. All subcontractors employed by the Contractor must be approved by the Engineering Division for the specific classification of work subcontracted. H. Any corporation or limited partnership requesting qualification with the Engineering Division must be duly authorized to conduct business in the State of California and so registered with the Secretary of State. I. No professional or key personnel may be listed as permanent employees of more than one firm currently qualified with the City. If such manpower was previously employed by a firm currently qualified with the City, the application should indicate the date that such personnel will be deleted from the manpower listing of the firm with which they were previously employed.

5 Contractor's State License Number and Classification License Expiration Date CERTIFICATION This certification must be completed by a licensed Contractor, a duly authorized partner of a Joint Venture which holds a license as a Partnership, or a duly authorized principal and/or representative of a Corporation which holds a license as a Corporation and that he or she understands that: A MATERIAL FALSE STATEMENT OR OMISSION MADE IN CONNECTION WITH THIS LETTER OF INTENT IS SUFFICIENT CAUSE FOR REVOCATION OF A PRIOR APPROVAL THEREBY PRECLUDING THE FIRM FROM DOING BUSINESS WITH THE CITY FOR A PERIOD OF THREE YEARS. IN ADDITION, SUCH FALSE SUBMISSION MAY SUBJECT THE PERSON AND/OR ENTITY MAKING THE FALSE STATEMENT TO CRIMINAL CHARGES, INCLUDING CALIFORNIA STATE PENAL LAW. I, being duly sworn, state that I am (full name) (title) of, and that I have read and understood the conditions (firm name) and requirements contained in the request for qualifications. I certify that to the best of my knowledge that the information given is full, complete and truthful. I acknowledge that the City of Pomona (the "City") may, by means it deems appropriate, determine the accuracy and truth of the statements submitted in the letter of intent. I recognize that all information submitted is for the express purpose of inducing the City to award a contract. I authorize the City to contact any entity named in the letter of intent for purposes of verifying the information supplied. / Name (print) Date Sworn to before me this day of 2002 Notary Public / Signature Title