Active SLED Opportunity · CALIFORNIA · CITY OF MILPITAS
AI Summary
City of Milpitas seeks bids for shatterproof window film supply and installation to enhance storefront security, targeting small businesses. Contract includes material procurement, installation, and compliance with prevailing wage laws. Bids due by September 1, 2026, via OpenGov portal. Requires California Contractor's License D-52.
Through this Invitation for Bid (IFB), the City of Milpitas (City) seeks to award a contract for the provision of shatterproof window film and installation in support of its Storefront Crime Prevention program to help mitigate smash and grab property crimes in the City. The City will pay up to $4,000 per business, with the target business being small businesses with 25 or fewer employees. For larger storefronts that may exceed this cap, the business will be responsible for paying the awarded vendor directly for any additional costs over the $4,000 allowance per business. This work will be subject to prevailing wage requirements as required by the California Department of Industrial Relations.
Minimum Requirements:
The City expects a contract term of one to two years, depending on how long it takes to complete the projects.
Notice is hereby given that the City of Milpitas (“City”) will receive electronic bids for Shatterproof Window Film & Installation until Tuesday, September 1, 2026 12:00 pm Pacific Time.
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.
The City selected vendor(s) shall: (1) procure/supply all materials and labor required to remove old caulk, install shatterproof window film, and recaulk windows in accordance with the manufacturer's specifications; (2) schedule with and complete services for the participating businesses; (3) invoice the City for approved and completed work up to $4,000 per business for ground-level windows; and (4) invoice the business directly for any amounts over this cap or for non-ground-level windows. The selected vendor(s) shall have and maintain a current California Contractor's License D-52 throughout the term of the awarded contract.
The selected Vendor shall also ensure availability to accept new project referrals throughout the contract term, subject to a reasonable scheduling queue and notify the City promptly (within 5 business days) if scheduling capacity constraints are anticipated to impact program delivery timelines.
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**].
Vendor shall provide all labor, materials, equipment, supervision, and incidentals necessary to install shatterproof window film and recaulk as required.
A. Material Procurement:
Vendor shall procure shatterproof/security window film as required to fulfill requests throughout the contract term.
| Specification | Requirement |
| Film Type | Safety/security film; shatterproof; optically clear or lightly tinted (no decorative film) |
| Thickness | Minimum 8 mm or greater preferred for enhanced security applications |
| Tensile Strength | Sufficient to retain glass shards upon impact |
| Impact Resistance | Meets or exceeds ANSI Z97.1 or equivalent safety glazing standard |
| UV Rejection | Minimum 99% UV-A and UV-B rejection |
| Visible Light Transmission | Minimum 70% (clear/lightly tinted) to preserve storefront visibility |
| Adhesive | Pressure-sensitive; moisture-cure or dry-application type |
| Warranty Product | Minimum 10-year manufacturer’s warranty against bubbling, peeling, delamination, and significant discoloration |
| Warranty Installation | Minimum 1-year workmanship warranty provided by the Vendor |
B. Site Assessment
Prior to installation, Vendor shall visit each participating business upon referral by the City and conduct a site pre-assessment to include, but not be limited to, the following:
Measure all glass surfaces designated for film application (windows, doors, sidelights, and transoms as applicable).
Document total square footage of glass, linear footage of caulking required, and any site-specific conditions affecting installation.
C. Installation Services
Upon approval by the City and business owner, Vendor shall schedule with the business owner to complete the installation.
Vendor shall coordinate scheduling with each business owner to minimize disruption to business operations, and installations shall generally be completed during normal business hours.
Vendor shall install shatterproof/security window film on all glass surfaces as approved, including windows, entry doors, sidelights, and transoms as scoped in the site assessment and resulting estimate.
Vendor shall apply caulking or edge seal at all film edges where recommended by the manufacturer.
Vendor shall remove all debris, film scraps, and packaging materials from the premises upon completion of the work.
D. Post-Installation
Within 10 business days of installation completion, Vendor shall submit to the City for each completed project a project completion package including:
A signed completion certificate (with both the Vendor and business owner signatures)
Before-and-after photographs of all treated surfaces
Final itemized invoice reflecting actual square footage of film and linear footage of caulk installed, materials used, and all labor charges.
Warranty documentation
Vendor shall maintain accurate records of all Program-related installations and make such records available to the City upon request for audit or reporting purposes.
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.
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.
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.
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.
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.
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.
For further information regarding this IFB, please contact:
Vickie Davis
Senior Special Project Associate
vdavis@milpitas.gov
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.
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 the bid to the lowest responsive and responsible Bidder(s). The City reserves the right to accept or reject any and all bids. The City also reserves the right to make a multi-award for this bid, at its sole discretion. The City will award on the basis of the total bid price.
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.
Manufacturer’s names, trade names, brand names, model and catalog numbers used in these specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Bids proposing substitute brands will be considered provided the substitute brand meets or exceeds the quality and requirements of the item listed in the specifications.
In accordance with the City's Municipal Code I-2-3.12, bids will be considered on equipment or material complying substantially with specifications, provided: 1) any deviation is stated in writing and 2) each substitution is described in detail explaining how the alternative equipment or material is equal to or better than the specified equipment or material. Requests for "or equals" products must be submitted to the City for review prior to the Deadline for submitting Questions. Standard catalog sheets or technical data will not be accepted in lieu of providing the information requested in the required form. The City will be the sole determiner of whether such substitutions are equivalent to the materials or equipment specified.
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.
The awarded Proposer will be required to 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.
The awarded Proposer will be required to 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 full name, your title, direct phone number, email address, your firm's name, and today's date.
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 there are none, Bidder MUST state the following in response to this question:
“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.
Attach in response to this question documentation demonstrating you have a current registration with the Director of Industrial Relations and a current and valid California Contractor's License D-52.
Attach the materials data sheet for your proposed shatterproof window film and your line-by-line confirmation that your proposed shatterproof window film meets or exceeds the specifications specified in the Scope of Work.
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.
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.
SamSearch Platform
AI-powered intelligence for the right opportunities, the right leads, and the right time.