Arborist_and_Tree_Care_Services.pdf

REQUEST FOR PROPOSAL

2025-RFP-0059

ARBORIST AND TREE CARE SERVICES

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: August 12, 2025

DEADLINE FOR QUESTIONS: September 5, 2025

RESPONSE DEADLINE: September 12, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

Arborist and Tree Care Services

1. Definitions

2. Introduction

3. Proposer's Instructions

4. Basis for Award

5. Final Acceptance

6. Project Details

7. Vendor Submissions

8. Sacramento County Standard Terms and Conditions

9. Additional Terms and Conditions

10. Environmental Purchasing Policy With SB1383

11. Insurance Requirements for Contractors

12. Good Neighbor Policy

13. Prevailing Wage

Request for Proposal #2025-RFP-0059 Title: Arborist and Tree Care Services

1. Definitions

Response: The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default: A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination: A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. Introduction

2.1. Summary

The County of Sacramento is seeking qualified professionals and firms to support its commitment to sustainable urban forestry, public safety, and science-based tree care. This Request for Proposals (RFP) invites responses from either:

• A prime contractor capable of subcontracting with specialists across the required disciplines, or

• A single vendor that can directly provide all necessary specialized services.

The County is looking for a comprehensive proposal that includes expertise in the following areas:

• Tree Services Companies (ISA-certified, TCIA-accredited, California C-49 licensed)

• Registered Consulting Arborists (certified by the American Society of Consulting Arborists)

• Plant Pathologists/Mycologists (holding a Qualified Applicator License and offering diagnostic services)

Proposals must be submitted as a single, unified response that identifies all subcontractors or internal specialists, with each discipline clearly defined and associated costs itemized. All team members or subcontractors must operate as distinct business entities and hold the appropriate certifications, licenses, and insurance coverage relevant to their scope of work.

This initiative reflects the County’s dedication to environmental stewardship, public safety, and the long-term health and resilience of Sacramento’s urban forest.

The initial contract period is estimated to be December 5, 2025, through December 4, 2026, with the option to extend for up to four additional one-year increments through December 4, 2031, pending

Sacramento County Board of Supervisors approval. The contract will be subject to the same terms and conditions upon execution by the Contract and Purchasing Services Division.

2.2. Contact Information

Any inquiries or requests regarding this solicitation must be submitted via OpenGov. Contact with unauthorized County personnel during the selection process may result in disqualification.

Maria Cojocari

Contract Services Officer

9660 Ecology Lane

California, CA 95827

Email: cojocarim@saccounty.gov

Phone: (916) 876-6363

Department:

DGS: CAPSD - Procurement mailto:cojocarim@saccounty.gov tel:(916)876-6363

Department Head:

Brandalyn Tramel

Purchasing Agent

2.3. Timeline

Release Project Date August 12, 2025

Question Submission Deadline September 5, 2025, 2:00pm

Submission Deadline September 12, 2025, 2:00pm

3. Proposer's Instructions

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: N/A; Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. Basis for Award

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of 180 calendar days after bid closing date above.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

The County reserves the right to issue multiple awards if it is determined to be in the best interest of the

County’s goals and objectives.

4.1. Scoring Criteria

Proposals will be evaluated by a County review panel using a weighted scoring system based off the following evaluation criteria.

Qualifications & Experience: Proposer’s expertise, credentials, and relevant experience in arboriculture, consulting, and plant health.

Staffing & Team Composition: Staff qualifications, roles, experience and availability of key personnel and subcontractors.

Approach & Methodology: Proposer’s strategy for delivering services, including adaptability, collaboration, and use of best practices.

Cost Proposal: Competitiveness, and completeness of the proposed pricing structure.

Quality Assurance & Compliance: Proposer’s systems for quality control, safety, and regulatory compliance.

4.2. Additional Considerations

During the course of evaluations, the Evaluation Committee may:

A. Choose to contact officials from other jurisdictions regarding the Proposer, their prior work experience, and their ability to successfully complete the scope of services.

B. Request clarification or additional information from a Proposer in order to assist in the evaluation process. This process may not be used as an opportunity to submit missing documentation, change pricing, or make major revisions to the original response.

C. Require changes in the scope of services, as deemed necessary by the County, before Contract execution.

5. Final Acceptance

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

6. Project Details

6.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov

Procurement by signing up at Sign Up (opengov.com). Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. 1. Project Overview and Objectives:

Sacramento County is implementing a team-based service delivery model to advance sustainable urban forestry, public safety, and science-based tree care. Through this Request for Proposals (RFP), the

County seeks a prime contractor who can subcontract with qualified specialists, or a single vendor capable of providing all required services directly. All specialists must operate as independent business entities and hold appropriate certifications and licenses.

The County’s objectives for this initiative include:

• Engaging a unified team with expertise in arboriculture, consulting arborist services, and plant pathology

• Supporting flexible contracting that allows for one or more specialists to be engaged based on operational needs

• Promoting collaboration, accountability, and clearly defined scopes of work across service providers

• Enhancing the health, safety, and resilience of Sacramento’s urban forest through expert-led, science-based services

• Ensuring a responsive and adaptable service model that evolves with the County’s urban forestry priorities

6.3. 2. Qualifications and Requirements:

Proposers must meet the following minimum qualifications to ensure the safe, effective, and professional delivery of arboricultural and tree care services throughout Sacramento County:

A. Insurance and Legal Compliance:

• Must be a legally established business entity (e.g., sole proprietorship, LLC, corporation)

• Must carry appropriate liability insurance and workers’ compensation coverage upon contract award

• Must agree to comply with all applicable County, State, and Federal regulations https://procurement.opengov.com/signup

B. Tree Services Providers:

• Must hold a valid California C-49 Tree Service Contractor’s License

• Must employ ISA Certified Arborists

• Accredited by the Tree Care Industry Association (TCIA)

• Must demonstrate experience in municipal or large-scale tree care operations

• Must consider and provide Integrated Pest Management practices

C. Consulting Arborists:

• Must be certified as a Registered Consulting Arborist by the American Society of Consulting

Arborists (ASCA)

• Must have experience in forensic tree evaluations, expert witness services, and technical reporting

• Must provide sample reports or documentation from previous consulting projects

• Must maintain professional liability insurance

D. Plant Pathologists / Mycologists:

• Must hold a valid California Qualified Applicator License (QAL)

• Must have formal training or certification in plant pathology, mycology, or related field

• Must demonstrate experience in diagnostic testing, lab analysis, and treatment planning

• Must provide sample diagnostic reports and treatment recommendations

6.4. 3. Scope of Work:

The selected Proposer(s) will support Sacramento County by delivering expert tree care, diagnostics, and technical consultation across public lands, parks, and rights-of-way. Services must align with industry best practices, applicable regulations, and the County’s environmental stewardship goals. The County reserves the right to expand or modify the scope to include additional services as needed.

Depending on project requirements, collaboration among arborists, consulting arborists, and plant pathologists may be necessary. At times, services may be provided by a single discipline; in other cases, an integrated, cross-disciplinary approach will be required.

A. Site and Tree Inspection Services

• Conduct expert inspections of individual trees or tree groups, including:

o Evaluation of tree health and condition o Identification of pests and diseases o Assessment of cultural and environmental factors

B. GPS-Based Tree Inventory

• Develop a GPS-based inventory for all trees where services are proposed or performed

• Include a comprehensive tree inventory database with each work proposal

• Database shall be compatible with or integrated into the County’s preferred system, at the

County’s discretion

C. Arborist Reports and Tree Care Recommendations

• Prepare concise, situation-specific arborist reports for individual trees or tree groups

• Reports must include findings, recommendations, and supporting documentation tailored to the specific situation

• Format and level of detail will be determined by the County based on project needs

• Consider and provide Integrated Pest Management practices

D. Pruning Strategy and Execution Recommendations

• Assess pruning needs based on tree age, health, species, and location

• Specify pruning strategy, extent, type, and size of cuts

• Ensure pruning and removal are performed as proposed

• Stump grinding shall be determined on a tree-specific basis

• Services must be provided by direct employees

• Pruning shall be managed and performed by an experienced and credentialed Arborist on site at all times

E. Advanced Testing and Analysis

• Suggest further testing or analysis to support science-based recommendations or gain deeper insight into tree condition

• Recommendations shall be subject to County discretion and considered in decision-making

F. Subcontractor Coordination and Expert Consultation

Identify and recommend subcontractors for specialized services, including:

• Document preparation

• Soil studies and analysis

• Performing testing and diagnostics

• Expert consultation from other disciplines

G. In-House Tree Care and Treatment Proposals

• Submit proposals for treatments aimed at improving tree health, including:

o Treatment to improve cultural condition enhancements o Treatment for pest and disease management o Treatment for nutrient supplementation o Treatment for injury recovery o Treatment/measures to support long-term viability

• Services may be provided by direct employees or subcontractors/specialist team identified in the proposal

H. Flexibility for Additional Services

• Proposer(s) must demonstrate the ability to adapt to evolving County needs

• Additional services may be incorporated into the contract scope upon mutual agreement

• The County may request expanded or emergent services based on environmental conditions, public safety concerns, or programmatic priorities

7. Vendor Submissions

7.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

7.2. Please confirm that your company will accept the County's contract terms and conditions

☐ Please confirm

7.3. Describe the history and mission of your business?*

*Response required

7.4. Provide the California CSLB license number associated with a valid C-49 Tree Service Contractor’s License, held either by your firm or a listed subcontractor.*

Copies of required licenses and certifications may be requested upon contract award to confirm eligibility and compliance.

*Response required

7.5. Provide the names and ISA certification numbers of any ISA Certified Arborists employed by your firm or listed subcontractors.*

Copies of required licenses and certifications may be requested upon contract award to confirm eligibility and compliance.

*Response required

7.6. Indicate whether your firm or any listed subcontractors are accredited by the Tree Care Industry Association (TCIA). Provide the name of the accredited entity and their TCIA accreditation number.*

Copies of required licenses and certifications may be requested upon contract award to confirm eligibility and compliance.

*Response required

7.7. Provide the name(s) and certification number(s) of any individuals certified as Registered Consulting Arborists by the American Society of Consulting Arborists (ASCA), employed by your firm or listed subcontractors.*

Copies of required licenses and certifications may be requested upon contract award to confirm eligibility and compliance.

*Response required

7.8. Provide the California Qualified Applicator License (QAL) number held by your firm or any listed subcontractors.*

Copies of required licenses and certifications may be requested upon contract award to confirm eligibility and compliance.

*Response required

7.9. Provide sample reports or documentation from previous consulting projects.*

*Response required

7.10. Provide sample diagnostic reports and treatment recommendations from previous projects.*

*Response required

7.11. Customer References*

Include three (3) Company references here:

Reference 1

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 2

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 3

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

*Response required

7.12. Provide the primary and secondary contact information for the dedicated account manager/representative who will serve the County. Additionally, specify an emergency contact person and provide their contact information if it differs from the primary or secondary contacts.*

*Response required

7.13. How many employees do you have, and what is your organizational structure?*

*Response required

7.14. Who are the key staff members who will perform the services outlined in the Scope of Work?*

*Response required

7.15. What are key staff members roles, qualifications, and relevant experience?*

*Response required

7.16. Are you proposing any subcontractors or team members? If so, please list their names, roles, and qualifications.*

If no subcontractors are proposed, please indicate “N/A” (Not Applicable). In such cases, ensure that all relevant specialists and their qualifications are fully detailed in response to Question 15.

7.17. Provide a narrative describing the experience and expertise of each staff member and/or subcontractor team member, specifically related to their area of specialization.*

*Response required

7.18. For each key team member and subcontractor, please provide:*

• Education and certifications

• Professional credentials and/or affiliations

• Relevant experience and capabilities related to the scope of work

(You may attach résumés)

*Response required

7.19. What is your typical response time once services are requested?* *Response required

7.20. How do you ensure timely availability of staff and resources?* Include how you prioritize emergency or high-risk situations, such as storm damage, hazardous trees, or urgent public safety issues.

*Response required

7.21. Please provide your hourly billing rates by classification: (e.g., consulting arborist, plant pathologist, technician)*

*Response required

7.22. Describe your approach and methodology for completing the services outlined in the scope of work, ensuring alignment with the County’s objectives and requirements.*

*Response required

7.23. Describe any sustainability practices your company follows in tree care, debris disposal, pesticide use, or equipment operation.*

*Response required

7.24. Do you utilize any technology platforms or tools for tree inventory, GIS mapping, reporting, or client communication? Please describe their capabilities and how they enhance service delivery.*

*Response required

7.25. Describe your quality control program, including how you ensure:*

• Accurate site and tree inspections

• Reliable tree inventory data

• Clear and accurate reporting

• Consistent service provision

• Thorough service completion and quality review

• Staff training and safety compliance

*Response required

7.26. Confirm that standard expenses (e.g., mileage, copying, postage) are included in your overhead and not billed separately.*

☐ Please confirm

*Response required

7.27. Confidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.

7.28. Contractor Certification of Compliance, part 1*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

CONTRACTOR hereby certifies that either:

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt); or

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt); or

☐ (c) each Principal Owner (25% or more), does not have any existing child support orders; or

☐ (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

7.29. Contractor Certification of Compliance, part 2*

New CONTRACTOR shall certify that each of the following statements is true:

A. CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

B. CONTRACTOR has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.

☐ Please confirm

*Response required

7.30. Solicitation Exceptions*

Please list all exceptions below referring to name of specific section and (where applicable) paragraph, subsection number, or other identifier. For each exception, please quote the statement(s) to which you are taking an exception, for reference during bid analysis. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.

Please include the following with every exception (if your company has no exceptions, type "N/A" in this field):

A. Page #

B. Section#/Title

C. Exception Description

*Response required

7.31. Non-Collusion Affidavit*

I state that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.

I state that:

A. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed below in the exceptions field (accept with exceptions).

B. That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and that they will not be disclosed before proposal opening.

C. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal/bid or other form of complementary proposal.

D. The proposal by my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

E. My firm, its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

F. No current or previous employee of the County of Sacramento (employed by County of

Sacramento within the last calendar year) has been involved or is currently involved in any manner, directly or indirectly, with bidder’s response or considerations in responding to this request.

I understand and my firm understands and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract. Any violation of this certification shall render bidder’s response invalid. In such a case, bidder’s response will be immediately disqualified.

☐ Please confirm

*Response required

7.32. Procurement Opportunities Program - Local and Micro Business Preference

PURPOSE

The purpose of the Procurement Opportunities Program is to promote and enhance the utilization of local and small business enterprises in the County’s procurement and contracting processes. Small businesses contribute to the overall economic health of the community. Therefore, government has a compelling interest to provide economic opportunity to small businesses. The economic health of the community is dependent upon an active and thriving business community, including both large and small businesses. For this reason, the program is designed to provide procedural assistance and contracting information to any firm wishing to do business with the County. This program is not, however, intended to become a separate activity within the County’s procurement and contracting process. It is intended to be an integral part of the County’s standard procurement and contracting process.

INCENTIVES

Service and supply acquisition: For material, supply, construction and/or non-professional service contracts of less than $1,000,000 processed through the Department of General Services, Contract and

Purchasing Services Division, or through the Delegated Purchase Order (DPO) Program. The County of

Sacramento will award a two-percent (2%) price or point micro-business preference to State Certified

Micro-Business enterprises located within the Sacramento Regional Market Area (Sacramento, El

Dorado, Placer, Sutter, Yolo and Yuba Counties), and/or a five-percent (5%) price or point local business preference.

The Delegated Purchase Order program (a delegated purchasing program utilized by department “DPO

Buyers”) includes a provision requiring the departments to obtain multiple quotes based on the dollar amount of the purchase. This program will eliminate the quoting requirement if the DPO Buyer issues a

DPO to a certified micro-business in the Sacramento Regional Market Area. When obtaining multiple quotes, the DPO Buyer shall apply all applicable preferences stipulated in this program.

LOCAL BUSINESS PREFERENCE QUALIFICATIONS

Pursuant to Sections 2.56.420 and 2.56.440 of the Sacramento County Code, where applicable, a local price or point preference credit of 5% shall be granted to Local Business Enterprises on supply and non-professional service contracts of less than one million dollars ($1,000,000) to business enterprises located within Sacramento County when evaluating bids for material, supply, construction, and/or non-professional services acquisitions processed through the Department of General Services, Contract and

Purchasing Services Division or through the Delegated Purchase Order Program. In order to qualify for local preference, a vendor must meet all of the following criteria (as defined in SCC 2.56.420):

A. The business maintains its Principal Place of Business within the geographic boundaries of the

County of Sacramento.

1. Suppliers and professional truck drivers are not required to maintain their principal place of business within the County, but must maintain a Fixed Office within the County. Suppliers must also maintain a continuously stocked inventory within the County consistent with the type of goods for which the business is seeking a local preference. Professional truck drivers must also park their registered vehicles and trailers within the County when not under contract for use. The business may be required to submit to the County a copy of its rental or lease agreement evidencing its Fixed Office location.

B. The business must provide 50 percent or more of the contracted product from its own local inventory.

C. The business must possess a current County of Sacramento business license or a business license from a city within the County. If the business’s Fixed Office is located in a city that does not issue business licenses, the business must be current with the city’s business operations taxes or other business regulations.

D. The business has been established and conducting business activities in the County for at least six months preceding the due date of the bid/proposal for which a local preference is being sought. The business may be required to submit to the County evidence of its business activities within the Sacramento area during the preceding six months.

E. The business must have paid sales tax to either a city located within the County or to the County of Sacramento. The business may be required to submit to the County copies of its State of

California Board of Equalization sales and use tax returns.

This preference shall also be provided to Sacramento Regional Market Area businesses that meet the criteria of a Local Business Enterprise for the county in which they are located, provided that:

A. Those criteria are at least as stringent as section 2.56.420(d); and

B. The county in which such businesses are located also provides pricing preferences to businesses located within Sacramento County.

Bidders claiming local vendor preference for any Request for Bid, Price Quote, or Request for Proposal must submit an Affidavit of Eligibility (see page 3) with their bid, quote or proposal response, unless an approved affidavit is already on file.

For questions or assistance relating to the County of Sacramento’s Local Vendor Preference Policy, call the Contract & Purchasing Services Division at 916-876-6360 or visit our website at www.saccountybids.net.

Complete information regarding this program is located on the following website:

http://www.dgs.saccounty.net/capsd/Pages/County-Purchasing-Code.aspx#2.56.410

MICRO-BUSINESS PREFERENCE QUALIFICATIONS

Most County contracts are open to competitive bidding. It is the policy of the County to actively solicit participation by small business enterprises in its procurement and contracting activities. In order for the

County to readily find small businesses to solicit, businesses should (1) be certified with the State of

California, Office of Small Business and DVBE Services, or reciprocal agency, and (2) register with the

State of California, Department of General Services.

The County will accept certifications from the State of California, Office of Small Business and DVBE

Services, or reciprocating governmental agencies. The County will accept formal certifications from other agencies within the State of California for documentation purposes. For a firm to be eligible for a two-percent (2%) price preference, it must meet all of the following criteria (as defined in SCC 2.56.420):

A. formally certified micro-business, B. independently owned and operated, C. is not dominant in its field of operation, D. has its Principal Place of Business located in the Sacramento Regional Market Area, E. together with its affiliates, is either a service, construction, or non-manufacturing firm with twenty-five (25) or fewer employees, and

F. an average annual gross receipts of five million dollars ($5,000,000) or less over the previous three years.

COMPLETE THIS SECTION IF YOU QUALIFY FOR AND WISH TO CLAIM A 5% LOCAL VENDOR PREFERENCE

AND/OR A 2% MICRO-BUSINESS PREFERENCE (REFER TO PREVIOUS INFORMATION FOR QUALIFICATION

REQUIREMENTS).

To claim the local vendor preference (5%), complete the items in the sections below. To claim the micro-business preference, complete the items in the sections below. To claim both preferences (7% combined), complete all applicable sections. Incomplete forms may be rejected.

7.32.1. Does your company qualify for the Local Business Preference, and/or the Micro-Business Preference?*

Select "Yes" if your company meets either of the local/micro business preference qualifications above.

If you selected "No" then the remaining "Local/Micro Business" questions do not require a response

EXCEPT for the two (2) confirmations "Under penalty of perjury, the undersigned states that the foregoing statements are true and correct..."

☐ Yes

☐ No

*Response required

7.32.2. Legal name of Business and Physical Address (Also Include Mailing Address if different).

Enter the following information here:

A. Legal name of business

B. Physical street address, city, state & zip code

C. Mailing address (only if different from physical address)

7.32.3. County and Year Business was Established

A. County established:

B. Year established:

C. Business license number:

D. Business license issued by:

7.32.4. Does your business have more than one office in the State of California?

If Yes, specify the office location considered as the point-of-sale for sales tax purposes:

A. Office Location: street address, city, state, zip code

7.32.5. For transactions which require sales tax, provide the Reseller Permit Number Please enter the following information exactly as it appears on your permit:

A. Permit number

B. Company name

C. Street address, city, state, zip code

7.33. Procurement Opportunities Program - Local Business Preference Questionnaire

7.33.1. Is your Principal Place of Business located within the geographic boundaries of the County of Sacramento?

☐ Yes

☐ No

7.33.2. Does your business provide 50 percent or more of the contracted product from its own local inventory?

☐ Yes

☐ No

7.33.3. Does your business possess a current County of Sacramento business license or a business from a city within the County?

☐ Yes

☐ No

7.33.4. Has your business been established and conducting business activities in the County for at least six months preceding the due date of the bid/proposal for which a local preference is being sought?

☐ Yes

☐ No

7.33.5. Has your business paid sales tax to either a City located within the County or to the County of Sacramento?

☐ Yes

☐ No

7.33.6. Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. The undersigned also acknowledges that any person, firm, corporation or entity intentionally submitting false information to the County in an attempt to qualify for local preference shall be prohibited from bidding on Sacramento County products and services for a period of one

(1) year.*

☐ Please confirm

7.34. Procurement Opportunities Program - Micro-Business Preference Questionnaire

7.34.1. Is your business independently owned and operated?

☐ Yes

☐ No

7.34.2. Is your business not dominant in its field of operation?

☐ Yes

☐ No

7.34.3. Together with your affiliates, is your business either a service, construction, or non-manufacturing firm with twenty-five (25) or fewer employees?

☐ Yes

☐ No

7.34.4. Does your business have an average annual gross receipts of five million dollars ($5,000,000) or less over the previous three years?

☐ Yes

☐ No

7.34.5. Provide the company's State of California Small Business Certification Number and expiration date.

California Small Business Certification Number:

Expiration Date:

7.34.6. Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. The undersigned also acknowledges that any person, firm, corporation or entity intentionally submitting false information to the County in an attempt to qualify for local preference shall be prohibited from bidding on Sacramento County products and services for a period of one

(1) year.*

☐ Please confirm

8. Sacramento County Standard Terms and Conditions

A. BID/QUOTE/PROPOSAL TERMS AND CONDITIONS: All of the terms and conditions of the bid, quote, or proposal against which this agreement is applied, are hereby incorporated.

B. SALES TAX NOT INCLUDED: Unless otherwise definitely specified, the unit prices do not include

California sales and use tax or Sacramento County sales and use tax.

C. INVOICING & PAYMENT: Upon timely submission of itemized invoices by vendor/contractor, payment shall be made per the terms of this agreement and for the prices stipulated for supplies delivered and/or services rendered after inspection and acceptance. Deductions, if any, may be made from payment as provided by this agreement. Payment on partial deliveries may be made whenever amounts due so warrant or when requested by the vendor/contractor and approved by the County. In connection with any cash (payment) discount specified in this agreement, time will be computed from the date of complete delivery of the supplies, equipment or services as specified, or from date correct invoices are received by County, whichever is later. For the purpose of earning the discount, payment is deemed to be made on the date of mailing of the County warrant or check.

D. HOLD HARMLESS: The vendor/contractor shall hold the County of Sacramento, its officers, agents, servants and employees harmless from liability of any nature or kind because of use of any copyrighted, or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used under this order, and agrees to defend, at his own expense, any and all actions brought against the County of Sacramento or himself because of the unauthorized use of such articles.

E. DEFAULT BY VENDOR/CONTRACTOR: In case of default by vendor/contractor, the County of

Sacramento may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the vendor/contractor, the difference between the price named in the contract or purchase order and actual cost thereof to the County of Sacramento. Prices paid by the County shall be considered the prevailing market price at the time such purchase is made.

Periods of performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the Purchasing Agent.

F. RIGHT TO AUDIT: The County of Sacramento reserves the right to verify, by examination of vendor/contractor’s records, all invoiced amounts when firm prices are not set forth in the purchase agreement.

G. ASSIGNMENT: This contract or purchase order is not assignable by vendor/contractor either in whole or in part, without the prior written approval of the County.

H. SUCCESSORS: This agreement shall be binding upon to the benefit of the successors and assigns of the respective parties hereto.

I. F.E.T. EXEMPTION: County is exempt from Federal excise tax pursuant to Internal Revenue Code 26

U.S.C. §4221(a)(4).

J. CHARGES NOT INCLUDED ON FACE NOT ACCEPTABLE: No charge will be accepted for packing, boxing, or cartage, except as specified in the Notice of Award. Freight collect shipments will not be accepted.

Merchandise will not be accepted if payment is to be made at the time of delivery.

K. TITLE/RISK OF LOSS: Title, ownership, and risk of loss or damage of the Goods shall be in accordance with Delivery/FOB Terms on Page 1 of the contract. The Goods are delivered to, inspected and accepted by County, except when such loss or damage is due to the fault or negligence of County.

L. ALL UNDERSTANDINGS IN WRITING: It is mutually understood and agreed that no alteration or variation of price, quantity, supplies and/or services, and any terms of this contract shall be valid unless made in writing and signed by the parties hereto, and that no oral understandings or agreements shall be binding.

M. FORCE MAJEURE: The parties will not be held liable for delays or failure in fulfillment of conditions of purchase order or contract resulting from events beyond the reasonable control of such parties. Such events include, but are not be limited to strikes, riots, acts of war, epidemics, acts of government, fire, power failures, nuclear events, earthquakes, acts of terrorism, severe weather events and other disasters.

N.VENDOR/CONTRACTOR TERMS AND CONDITIONS: County’s standard terms and conditions shall govern any contract awarded. If, after award of contract, vendor/contractor provides additional terms or conditions, and there is a conflict between the terms and conditions of the parties, County’s terms and conditions shall govern.

O. INFORMATION TECHNOLOGY ASSURANCES: Vendor/contractor shall take all reasonable precautions to ensure that any hardware, software, and/or embedded chip devices used by vendor/contractor in the performance of services under this agreement, other than those owned or provided by County, shall be free from viruses. Nothing in this provision shall be construed to limit any rights or remedies otherwise available to County under this agreement.

P.COMPLIANCE WITH FAMILY SUPPORT ORDERS: Vendor/contractor hereby certifies that it's principal owner(s) is in substantial compliance with Sacramento County's DCSS Program, federal and state laws regarding lawfully served orders for child, family and spousal support, including wage reporting and assignment of wages. (Failure to comply with such orders and cure the default within 90 days of notice by the County shall be grounds for termination of the contract or purchase order.

Q. COMPLIANCE WITH ALL LAWS, LICENSES AND PERMITS: In the performance of their duties, Vendor/contractor shall comply with all applicable federal, state, and county statutes, ordinances, regulations, directives, and laws and this contract shall be deemed to be executed within the State of

California and construed with and governed by the laws of the State of California. Vendor/contractor shall possess and maintain all necessary licenses, permits, certificates and credentials required by the laws of the United States, the State of California, County of Sacramento and all other appropriate governmental agencies, including any certification and credentials required by County. Failure to comply with all laws, licenses and permits shall be deemed a breach of this Agreement and constitutes grounds for the termination of this Contract.

R. FOREIGN CURRENCY: In the event vendor invoices submitted to the County of Sacramento is received in foreign currency, vendor understands and agrees the County of Sacramento will pay in US Dollars via wire, ACH, or check payment method. The County of

Sacramento's payment of US Dollars will be calculated using the currency exchange rate on the invoice date, regardless of date paid, or received by vendor. The County of Sacramento calculates US

Dollars based on the exchange rate on such invoice date provided by the Oanda currency converter site: http://www1.oanda.com/lang/en/currency/converter/.

http://www1.oanda.com/lang/en/currency/converter/

9. Additional Terms and Conditions

9.1. Additional Terms and Conditions

Bidder Responsibility: You are expected to be thoroughly familiar with all specifications and requirements of this bid. Your failure or omission to examine any relevant form, article, site or document will not relieve you from any obligation regarding this bid. By submitting a response, you are presumed to concur with all terms, conditions and specifications of this bid unless you have specifically, by section number, raised objection.

Awards:

1. The County of Sacramento reserves the right to:

1. award responses received on the basis of individual items, or groups of items, or on the entire list of…