Active SLED Opportunity · CALIFORNIA · CITY OF MILPITAS
AI Summary
City of Milpitas seeks vendors for a 5-year contract to supply maintenance, repair, and operating supplies and related repairs for public works including streets, utilities, parks, fleet, and facilities. Multiple awards per category. Bids due July 23, 2026 via OpenGov.
Through this Invitation for Bids (IFB), the City of Milpitas is seeking to award blanket purchase orders for a five-year term to qualified Vendors for as-required Maintenance, Repair, and Operating (MRO) supplies, equipment, tools, parts, and related repairs. The City requires these for various maintenance purposes, including, but not limited to, streets, utilities, parks, trees and landscaping, fleet, and facilities. To ensure that the City's diverse requirements are fully met and that there are adequate capacity and capability to meet these needs, the City intends to award multiple blanket purchase orders for each supply category. Vendors may submit bid responses for one or more supply categories as set forth in this IFB based on their product offerings and expertise. See Scope of Work and the remainder of this IFB, including Attachments, for additional details and requirements.
Please Note: Receiving an award of contract for this IFB does not guarantee that the awarded Vendor will receive City orders.
Notice is hereby given that the City of Milpitas (“City”) will receive electronic bids for Maintenance Supplies, Materials, and Related Repairs until Thursday, July 23, 2026 12:00 pm Pacific Time. Bids shall be valid for a minimum of 90 Days after the bid opening date.
Interested parties may obtain copies of this IFB through the Milpitas purchasing website at https://www.milpitas.gov/264/Bid-Opportunities or directly through OpenGov at https://procurement.opengov.com/portal/milpitas-ca.
All bidders must register on OpenGov to submit bid responses. If you are not already registered, please go to https://procurement.opengov.com/portal/milpitas-ca and click on +Subscribe. There is no cost to register for or participate in City of Milpitas solicitations.
It is the responsibility of each prospective bidder to download all bid documents for review before submitting a bid. Bids must be submitted on the City’s Bid Forms. Any Addenda will be posted on OpenGov. It is the sole responsibility of each prospective bidder to check OpenGov on a daily basis through the close of bids for any applicable addenda or updates. The City does not assume any liability or responsibility based on any defective or incomplete bid submittals. Solicitation information posted in OpenGov may change without notice to prospective bidders. The final executed Contract Documents shall supersede any information posted or transmitted on OpenGov.
A Pre-Bid Conference is not scheduled.
Through this IFB, the City seeks to award contracts to multiple Vendors per the supply categories specified herein. Awarded Vendors shall provide a reliable, ongoing supply of maintenance, repair, and operating (MRO) goods and services to the City on as-requested basis. Vendors may submit bid responses for one or more supply categories as set forth in this IFB.
Sustainability Requirements
For paper products, the City is committed to sustainability and seeks to partner with Vendors who share this commitment by offering eco-friendly supply solutions and practices. Awarded Vendors shall support the City by helping to improve operational efficiency, reduce waste, and ensure that all paper products meet a high standard of quality while adhering to budgetary constraints. All janitorial paper products supplied must comply with applicable federal, state, and local laws, regulations, ordinances, and policies related to environmental sustainability, recycled-content procurement, and reporting requirements, including California Senate Bill 1383 and Assembly Bill 661.
All awarded Vendors must comply with the following recycled-content standards for janitorial paper products:
For illustrative examples and more detail regarding specific maintenance supplies, please refer to Attachment D – Maintenance Supply Examples. This following list is intended as a guide only and is not all-inclusive. If you offer goods not specifically mentioned that you believe the City may use, you may include those in your bid response for the applicable supply category.
Category 1 — General MRO Supplies and Facilities Maintenance Supplies
Supplies needed to keep City buildings and grounds in good working order such as the following:
Category 2 — Fleet Maintenance Supplies
Parts and consumable supplies needed to keep City vehicles and motorized equipment operational such as the following:
Category 3 — Park and Landscaping Maintenance Supplies
Supplies needed to maintain City parks, open spaces, and landscaped areas such as the following:
Category 4 — Utility Operations and Maintenance Supplies
Supplies needed to maintain the City's water, wastewater, and utility infrastructure such as the following:
Category 5 — Street Maintenance Supplies
Supplies needed to maintain City streets, traffic systems, and public right-of-way infrastructure such as the following:
Operational Considerations — Non-Licensed Related Repairs
Awarded Vendors may be asked to perform incidental related repairs and minor maintenance tasks that do not require a Contractor's license. All repair work performed under this provision must comply with applicable City standards, safety requirements, and any relevant local, state, or federal regulations. The City reserves the right to request documentation or verification that any work performed falls within the scope of non-licensed activity.
Products Falling Under Multiple Supply Categories
In instances where a product may be categorized under multiple supply categories, the same discount off of list price should be applied to both categories unless a flat discount off of list cannot be provided for all products in that supply category, in which case, Vendor shall specify the lowest discounted product in the service category and attach additional details to Question 15.
Shipping/Freight
Where supplies are to be delivered to the City, all shipping, freight, and delivery charges shall be charged to City at Vendor's costs but must not exceed 12% of the gross value of the order, i.e., excluding freight and sales tax. In the event that actual shipping or freight costs exceed the 12% maximum stated above, the Vendor shall absorb the difference between the actual freight cost and the allowable cap. The Vendor shall not invoice the City for any shipping or freight charges in excess of this allowance without the City's prior express written authorization. Any invoice submitted in excess of the allowable threshold, and without such prior written authorization, shall be subject to withholding or rejection by the City. Shipping and freight charges shall be itemized as a separate line item on each invoice submitted to the City and the City reserves the right to request documentation demonstrating Vendor's actual shipping/freight costs at the City's sole discretion.
Orders
City shall place orders on an as-needed basis with awarded Vendors. The City reserves the right to request pricing from multiple awarded Vendors to obtain the best value.
Bidder’s authorized representative may only withdraw bids through the OpenGov website prior to the Submittal Deadline.
A mandatory Pre-Bid Conference to review the requirements of this IFB will be held in the City of Milpitas on starting at , at the following location:
Attendance at the Pre-Bid Conference is mandatory, and the City reserves the right, in its sole discretion, to reject without review bid submittals of any Applicants that do not attend the meeting. Applicants are expected to be present for the entire meeting, and the City reserves the further right, in its sole discretion, to refuse admission to any prospective Applicant arriving more than thirty (30) minutes after the start of the meeting. The City believes that attendance at the Pre-Bid Conference is essential for successful participation in this IFB procurement and expects every Applicant to attend.
The City may, in its sole discretion, consider such a bid submittal if it deems consideration to be in the City’s best interest or if the City determines that the Applicant’s failure to attend was caused by circumstances reasonably beyond the Applicant’s control.
Prospective bidders [**INSERT “MAY” OR “MAY NOT”**] visit the Site without making arrangements through the [**INSERT TITLE**].
Bidders shall be solely responsible for examining the Contract Documents, including any addenda issued during the bidding period, and for informing themselves with respect to local labor availability, means of transportation, necessity for security, laws and codes, local permit requirements, wage scales, local tax structure, contractors’ licensing requirements, availability of required insurance, and other factors that could affect the Work. Bidders shall be solely responsible for their failure to examine the documents.
The submission of a Bid shall constitute an acknowledgment upon which the City may rely that the Bidder has thoroughly examined and is familiar with the Contract Documents. Bids shall include complete compensation for all work to be performed under the Contract Documents.
A Pre-Bid Conference to review the requirements of this IFB will be held in the City of Milpitas on starting at , at the following location:
NO VALUE
Attendance at the pre-bid conference is optional.
Discrepancies in, and/or omissions from the Contract Documents or questions as to the meaning of any part thereof shall be immediately brought to the attention of the City by submission of a written request for an interpretation or correction. Any such submission must be sent through the OpenGov website using the solicitation Questions and Answers portal. Questions sent directly to City Staff will not be addressed, and you will be directed to submit your question(s) online. Questions related to this solicitation may not be asked via any other method.
To submit a question/request for clarification: 1) Log into the OpenGov website; 2) click on the title of the solicitation and the solicitation page will open up; 3) find the Question/Answer tab; and 4) type in your question or request for clarification.
See the Timeline in the Introduction Section of this IFB for the Question Submission Deadline.
All questions issued by the City shall be included in the bid and made part of the Contract Documents. All questions will be answered by the City through OpenGov. Please Note: Bidders are responsible for ensuring that they have received any and all questions. Each Bidder should check OpenGov to verify that it has reviewed all questions and answers, if any, prior to the bid submittal deadline.
Any bid submitted that does not acknowledge each and every question issued will be considered non-responsive. Questions, if any, must be acknowledged on the IFB Vendor Questionnaire. Questions and the City's corresponding Answers are considered Addenda to the solicitation.
Any interpretation of the Contract Documents will be made only by written addenda from the City, which will be posted on the OpenGov website. The City will not be responsible for any explanations or interpretations provided in any other manner. No person is authorized to make any oral interpretation of any provision in these Contract Documents to any bidder, and no bidder should rely on any such oral interpretation.
The City reserves the right to revise the Contract Documents prior to the bid opening date. Revisions, if any, shall be made by written addenda. All addenda issued by the City shall be included in the bid and made part of the Contract Documents. Copies of addenda will be issued by the City through OpenGov. It is the responsibility of each Bidder to ensure that they have registered on OpenGov to receive all notifications. Each bidder should check OpenGov to verify that it has received all addenda issued, if any, prior to the bid opening.
Any bid submitted that does not acknowledge each and every addenda issued will be considered non-responsive. Addenda, if any, must be acknowledged through the IFB Vendor Questionnaire.
The successful Bidder will be required to furnish the City with a Performance Bond equal to 100% of the awarded Contract and a Payment Bond equal to 100% of the awarded Contract prior to execution of the Contract. All bonds are to be secured from a surety that meets all of the State of California bonding requirements, as defined in Code of Civil Procedure Section 995.120, and is admitted by the State of California.
Bids shall only be prepared using copies of the Bid Forms provided in Attachment A. The use of Bid Forms other than those provided by the City will not be permitted. Bids shall be executed by an authorized signatory as described in these Instructions to Bidders. Bidders shall fill in all blank spaces (including inserting “N/A” where applicable) and initial all interlineations, alterations, or erasures to the Bid Forms. Bidders shall neither delete, modify, nor supplement the printed matter on the Bid Forms nor make substitutions thereon. Deviations in the Bid Forms may result in the bid being deemed non-responsive.
Each Bidder shall submit its Bid in strict conformity with the requirements of the Contract Documents. Unauthorized additions, modifications, revisions, conditions, limitations, exclusions or provisions attached to a Bid may render it non-responsive and may cause its rejection. Bidders shall not delete, modify, or supplement the printed matter on the Bid Forms, or make substitutions thereon. Oral, telephonic, and electronic modifications will not be considered.
If applicable, pursuant to section 1770 et seq. of the California Labor Code, the Contractor and all subcontractors shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations and comply with all applicable Labor Code provisions, which include, but are not limited to the employment of apprentices, the hours of labor and the debarment of contractors and subcontractors. Also, pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid, or enter into a contract to perform public work must be registered with the Department of Industrial Relations. No bid will be accepted nor any contract entered into without proof of the contractor’s and subcontractors’ current registration with the Department of Industrial Relations to perform public work. If awarded a Contract, the Bidder and its subcontractors, of any tier, shall maintain active registration with the Department of Industrial Relations for the duration of the project. This project is also subject to compliance monitoring and enforcement by the Department of Industrial Relations. In bidding on this project, it shall be the Bidder’s sole responsibility to evaluate and include the cost of complying with all labor compliance requirements under this contract and applicable law in its bid.
Pursuant to Section I-2-3.15 “Local Purchasing Preference” of the City Municipal Code, the City grants preference to a local provider who submits a bid within ten percent (10%) of the lowest responsible bidder and who is otherwise responsive and responsible to the invitation for bids, which preference shall allow the local provider the opportunity to reduce its bid to an amount equal to the amount of the lowest responsible bid, if the lowest responsible bid is submitted by other than an Eligible Local Provider. In the event an Eligible Local Provider reduces its bid to the amount of the lowest responsible bid, the Eligible Local Provider shall be deemed to have provided the lowest responsible bid and shall be awarded the contract.
All Bidders must complete the Local Purchasing Preference Certificate included in Attachment A. The local provider shall certify under penalty of perjury, as a part of its bid and using the form provided by the City, that the Bidder qualifies as a local provider. The purchasing preference shall be waived if the Local Preference Certification form is not submitted with the respective bid.
Each bidder shall be a licensed contractor pursuant to the Business and Professions Code and shall be licensed in the following appropriate classification(s) of contractor’s license(s), for the work bid upon, and must maintain the license(s) throughout the duration of the Contract: [INSERT CLASSIFICATION(S)] [OTHERWISE INSERT FOLLOWING]. Each bidder shall be licensed as required by law.
It is intended that any other public agency be permitted to purchase under the terms submitted in response to this procurement. By submitting a Bid, the Bidder acknowledges and agrees that, to the extent permitted by law, and during the period in which the applicable contract is in effect (including, without limitation any extensions thereto), other public agencies shall be permitted to makes purchases under the same terms and conditions set forth in the resulting contract with the successful Bidder.
To the extent other public agencies elect to “piggyback” on the contract or the City's competitive solicitation process, the City shall have no liability whatsoever in connection with any orders submitted to the successful Bidder by such other public agencies and, in each case, any and all liabilities associated with a piggyback order shall be the sole responsibility of the successful Bidder and the public agency that submitted the order to the successful Bidder.
The City is committed to the conservation and protection of state and local resources, therefore:
Suppliers claiming the recycled products preference must complete the Recycled Products Certification and certify in writing the minimum, if not exact, percentage of postconsumer materials in the products or supplies offered or sold to the City. Such recycled products must meet any performance standards as specified in the solicitation.
For further information regarding this IFB, please contact:
David Gardner
Buyer
dgardner@milpitas.gov
Successful Bidder shall pay all federal, state and local taxes, levies, duties, and assessments of every nature due in connection with any work under the contract and shall indemnify and hold harmless the City from any liability on account of any and all such taxes, levies, duties, assessments and deductions. Bid prices shall include said taxes.
The City shall award blanket purchase orders to the lowest cost, responsive and responsible Vendor(s) based on the discount off of list price offered for each Supply Category. Vendors may submit bid responses for one or multiple Supply Categories. The City reserves the right to accept or reject any and all bids.
Prior to contract execution, the awarded Bidder will deliver to the City all certificates, evidence of insurance, and bonds (if applicable) required by the Contract Documents within fifteen (15) days after receipt of the City's Notice of Award. Failure to do so shall be just cause for annulment of the award.
The City of Milpitas reserves the right to waive any immaterial informalities or irregularities, to reject any bid, all bids, or any part of any bid presented and re-advertise for bids. The City reserves the right to cancel this solicitation and make no award. The City of Milpitas reserves the right to reject the Bid of any Bidder who previously failed to perform adequately for the City of Milpitas or any other governmental agency. The City of Milpitas expressly reserves the right to reject the Bid of any Bidder who is in default on the payment of taxes, licenses, or other monies due to the City of Milpitas.
Subject to the power and authority of the City of Milpitas as provided by law in this contract, the City of Milpitas shall in all cases determine the quantity, quality, and acceptability of the work, materials, and supplies for which payment is to be made under this contract. The City of Milpitas shall decide the questions that may arise relative to the fulfillment of the contract or the obligations of the contractor hereunder.
Any contract issued as a result of this solicitation shall be in accordance with the laws of the State of California. The parties stipulate that this contract was entered into in Santa Clara County, in the State of California. The parties further stipulate that Santa Clara County, California, is the only appropriate forum for any litigation resulting from a breach hereof or any questions risen here from.
Should any Bidder wish to protest the award for this IFB to the lowest responsive and responsive Bidder(s), such protest should be submitted in writing to the designated Purchasing Contact for this solicitation. All protests received will be filed and adjudicated in compliance with the City Municipal Code Section “I-2-3.19– Protest Procedure”.
Bidders must be the authorized distributor for the product they offer, or must submit documentation from an authorized distributor that they have purchased the specified product/equipment from that distributor and that the distributor will honor all of the manufacturer’s warranties with their bid.
Bidder declares that the only persons or parties interested in this bid are those named herein, and that this bid is made without collusion with any person, firm or corporation. Bidder proposes and agrees, if the bid is accepted, that Bidder will execute a contract with the City, in in the form set forth in the Contract Documents, and will perform the entire work for the prices set forth in this Bid, upon which the award of contract is made.
In response to the Notice Inviting Bids for this solicitation and in accordance with the other Contract Documents relating thereto, the undersigned Bidder hereby proposes to furnish to the City all materials and equipment, labor, technical and professional services, supervision, and to perform all operations necessary and required to complete the Project in accordance with the provisions of the Contract Documents and any addenda thereto, and at the prices set forth herein.
This Bid constitutes a firm offer to which cannot be withdrawn for ninety (90) days after the date set for opening of Bids, or until a Contract is executed by the City and a third party, whichever is earlier.
Bidder's signer certifies that it has examined and is fully familiar with all of the provisions of the Contract Documents and any addenda thereto; that it has carefully checked all of the figures shown in its Bid Schedule; that it has carefully reviewed the accuracy of all statements in this Bid and attachments hereto; and that it understands and agrees that the City will not be responsible for any errors or omissions on the part of the Bidder pertaining to Bidder's response to this solicitation.
Awarded Vendors must have and maintain an active registration and be in good standing with the California Secretary of State throughout the term of the contract. See https://bizfileonline.sos.ca.gov/search/business for more information.
Awarded Vendors must comply with the City's business license registration requirements set forth in its municipal code. See https://www.milpitas.gov/241/Business-License-Center for more information.
Please provide your (the person submitting this IFB) name, title, direct phone number, and email address.
Additionally, please provide your designated Account Manager and backup (name, title, phone number, and email address) for placing orders should you receive an award of contract.
Time is of the essence for each and every provision of this Agreement/Contract. Vendor confirms that is has thoroughly reviewed every requirement of this solicitation and the accompanying sample Agreement/Contract and will furnish all necessary documents outlined in either this solicitation or the attached Agreement/Contract. By confirming this question, Vendor understands that failure to provide any and all documents, including but not limited to, forms, subcontractor information, bonds, insurance, and quotes within ten (10) business days of the close of this solicitation may result in the disqualification of their bid/proposal.
Any bid response that does not acknowledge each and every addenda issued may be considered non-responsive. By confirming this prompt, you represent that you have seen and responded to all addenda to the IFB.
By checking the "Yes" option, Bidder acknowledges they have reviewed the Questions and Answers on the OpenGov website pertaining to this IFB (if any).
Please upload your firm's current W-9 form here.
Bidder MUST disclose any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Bidder or in which the Bidder has been judged guilty or liable.
If None, Bidder MUST state as follows: “Our firm has no prior or ongoing contract failures, civil or criminal litigation, or pending investigation.”
Failure to comply with this provision will disqualify your bid response.
Complete, sign, and upload your Certification of Bidder form here. See Attachment A - IFB Submittal Forms to Complete.
Complete, sign, and upload your Local Purchasing Preference Certificate form here. See Attachment A - IFB Submittal Forms to Complete.
Complete, sign, and upload your Recycled Products Certificate form here. See Attachment A - IFB Submittal Forms to Complete.
Complete, sign, and upload your Non-Collusion Declaration form here. See Attachment A - IFB Submittal Forms to Complete.
Complete, sign, and upload your Bidder's Statement Regarding Insurance Coverage form here. See Attachment A - IFB Submittal Forms to Complete.
Complete, sign, and upload your Worker's Compensation Insurance Certification form here. See Attachment A - IFB Submittal Forms to Complete.
Complete, sign, and upload your Non-Discriminatory Employment Certificate form here. See Attachment A - IFB Submittal Forms to Complete.
Complete, sign, and upload your Wage Theft Certification form here. See Attachment A - IFB Submittal Forms to Complete.
This section is designated for Vendors who are unable to offer a uniform flat discount across all products within a Supply Category, or for instances where a product is classified under multiple Supply Categories and the applicable discount must be identified for each. Once the Vendor-created price sheet is completed, please have it signed by an authorized signer for your firm (e-signature is fine) and attach it here as your response.
Please review the instructions in the Scope of Work -Operational Considerations - Non-Licensed Related Repairs Section carefully to ensure that you follow the requirements. Once the Vendor-created price sheet is completed, please have it signed by an authorized signer for your firm (e-signature is fine) and attach it here as your response.
Is a Bid Bond required for this IFB?
Performance Bond is optional for IFBs. Is a performance bond required?
Is a Contractor License Required?
Is insurance required for this project?
Please select which kind of conference you will have
Will you be using the ProcureNow Electronic Pricing Table? If you select no, you'll need to attach the spreadsheet you want the bidder to use to respond.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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