REQUEST FOR QUOTES (RFQ) 13222

DEPARTMENT OF GENERAL SERVICES

AS-NEEDED HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) AUTOMATION

CONTROLS REPAIR AND MAINTENANCE SERVICES

JUNE 30, 2026

SMALL-LOCAL BUSINESS SET-ASIDE: In accordance with Board Policy A-87, the award of contracts resulting from this RFQ is reserved for Small-Local Businesses as defined in Board Policy B-53 Small-Local Business Policy (SLBP), which can be found at: B-53 Small-Local Business Policy (SLBP).

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing as-needed heating, ventilation, and air conditioning (HVAC) automation controls repair and maintenance services at various County of San Diego (County) locations. (County) (“Offerors”).

2. The County anticipates a contract term of an initial (base) period of one (1) year, with four (4) one-year option periods.

3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/ . To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

4. The Contracting Officer for this solicitation is Christopher Almazan, Procurement Specialist, (christopher.almazan@sdcounty.ca.gov)

5. Schedule: This timeline is subject to change at any time, at the County’s sole discretion. The County will issue an addendum for changes to the Questions due date, or Quote due date.

Event Description Date and Time (San Diego Time) Questions due July 15, 2026 prior to 5:00 p.m.

Quotes due July 30, 2026 prior to 5:00 p.m.

6. Questions:

6.1. Offerors should submit all Questions, including requests for clarification related to definition or interpretation of this RFQ, in writing by the Date and Time specified in the Schedule. Offerors should submit Questions via BuyNet, by sending a message to the Contracting Officer through the “Discussions” functionality.

6.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.

7. Table of Contents:

A. Key Information B. RFQ Instructions and Rules C. Submittal Items D. Required Forms E. Statement of Work F. Pricing Schedule G. Draft Agreement

B. RFQ INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A QUOTE

1.1. It is Offeror’s responsibility to submit a quote based on the most current RFQ, addenda thereto, County’s responses to Questions, any other information posted on BuyNet, and any diligence material made available by the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFQ-related information.

1.1.1. To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from Department of Purchasing and Contracting’s front desk or contact clerical support at (858) 505- 6367.

MAGGIE RAMSBERGER

INTERIM DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

PHONE (858) 505-6367 FAX (858) 715-6452

BRENDA MILLER

ASSISTANT DIRECTOR

COUNTY OF SAN DIEGO – REQUEST FOR QUOTATIONS (RFQ) 13222

AS-NEEDED HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) AUTOMATION

1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on the County’s web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.

1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may submit the version of a form in place as of the date of the posting of this RFQ or any later version thereof.

1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation to the County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before the Date and Time listed in Schedule.

1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email to the Contracting Officer listed in this document or provide the Purchasing and Contracting front desk with either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently mark such submissions with the RFQ number on the outside of the packaging.

Please use this method only if unable to submit through BuyNet.

2. QUESTIONS

2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting Officer, in writing, as a question (“Question”). Offerors may submit Questions by sending a message to the Contracting Officer through the “Discussions” functionality in BuyNet.

2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule for Question submission. Offeror is responsible for ensuring that Questions are received by the County.

3. QUOTE FORMAT

3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than signature pages, converted and searchable formats are preferred.

3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.

4. QUOTE ORGANIZATION

4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.

4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within each exhibit.

4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.

4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.

4.1.4. Cost/Price information:

4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit.

Price shall be inclusive of all proposed compensation.

4.2. Confidential/Proprietary information:

4.2.1. The County is a public agency subject to the California Public Records Act, Government Code § 7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject to disclosure, and the County intends to publish any resulting contracts to its public website.

4.2.2. It is Offeror’s responsibility to identify and separate into a “CONFIDENTIAL/PROPRIETARY” exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from disclosure pursuant to the California Public Records Act, including PI (Personal Information), PII (Personally Identifiable Information), or PHI (Protected Health Information);

4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from disclosure under the California Public Records Act and wishes to protect from disclosure.

4.2.3. The “CONFIDENTIAL/PROPRIETARY” exhibit must be clearly labeled with all pages marked as “CONFIDENTIAL/PROPRIETARY.”

4.2.4. Offeror should reference material in the “CONFIDENTIAL/PROPRIETARY” exhibit where it is needed to respond to a Submittal Item through citation to the “CONFIDENTIAL/PROPRIETARY” exhibit (for example “See response 1 contained within the ‘CONFIDENTIAL/PROPRIETARY’ exhibit for staff Social Security numbers”).

4.2.5. If the County determines that a submission improperly designates information as confidential or proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other appropriate action. (Note: Pricing and Terms and Conditions are generally not confidential under the California Public Records Act).

5. QUOTE EVALUATION

5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror compliance, availability, price, and more to determine the quote(s) that provide the best value to the County.

5.2. During evaluation, the County may appropriately consider the sustainability and social, human health, environmental, and economic impact of Offeror’s proposed products and/or approach to providing goods and/or services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror’s proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.4. When evaluating an Offeror’s cost or pricing, the County may also consider the effect of the quote on the overall total cost to the County.

6. COUNTY COMMITMENT

6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of Offeror’s costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any reimbursable cost in anticipation of a contract award.

6.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFQ or these procedures (other than those arising under a definitive contract with Offeror in accordance with the terms thereof).

6.3. The County reserves the right to separately procure the same or similar goods or services.

6.4. The County may withhold all information regarding this procurement until after negotiations are complete, including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of quotes; the County’s evaluation and results thereof. Information releasable after the conclusion of negotiations is subject to the disclosure requirements and withholding exemptions of the California Public Records Act.

6.5. Pursuant to County Charter §§ 703.10 and 916, award of a contract resulting from this RFQ may be subject to the County’s requirement to determine that the services can be provided more economically and efficiently by an independent contractor than by persons employed in the Classified Service.

6.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves the right to award a contract to a resulting entity.

7. DILIGENCE AND DUTY TO INQUIRE

7.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or related documents, Offeror shall have a duty to submit a Question to the County.

7.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required, including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable, information that can be obtained during a site visit (including verification of measurements, conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or other relief based upon information that was discovered or should have been discovered through due diligence.

7.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any diligence material or other information provided by the County or any of its agents, representatives, contractors, or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or may not prove to be correct.

7.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFQ, except as explicitly provided for in this RFQ.

8. OFFEROR COMMUNICATIONS

8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or its officers and employees (including consultants working on or assisting with this procurement), related to this RFQ or Offeror’s quote, must be directed in writing exclusively to the Contracting Officer, unless otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFQ or by law. Any improper contact may, at the County’s sole discretion, cause Offeror to be removed from consideration for contract award.

8.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County’s sole determination, compromises the integrity of this RFQ process or attempts to restrain competition, Offeror may be removed from consideration for award.

8.3. Audio and/or video recording of presentations, discussions, negotiations, , or other communications with the County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting Officer.

9. SOLICITING EMPLOYEES

9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the County’s employ in order to accept employment with Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with Offeror without prior written approval of the County’s Contracting Officer. This paragraph does not prevent the employment by Offeror of a County employee who has initiated contact with Offeror.

10. PROHIBITED CONTRACTS AND SUBCONTRACTS

10.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract:

10.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the governing body;

10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as officers, principals, partners, or major shareholders;

10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the area of service to be performed by the contract; or, (ii) participated in any way in developing the contract or its service specifications; and

10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3 serve as officers, principals, partners, or major shareholders.

10.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or ownership relationship exists, unless specifically authorized by the Board of Supervisors.

10.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with Sections 11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these provisions.

11. CALIFORNIA REVENUE & TAXATION CODE § 18662

11.1. In compliance with California Revenue and Taxation Code § 18662, if Offeror is a non-resident of California (out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment from the County, new suppliers or suppliers with expired forms or forms with incorrect information must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

11.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding.

If Offeror has already received a waiver or a reduced withholding response from the State of California and the response remains valid, Offeror should submit the response to the County in lieu of the forms.

Failure to submit the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board websites, listed below, for tax forms and relevant information regarding non-resident withholding, including waivers or reductions. The County will not give Offerors any tax advice.

It is recommended that Offerors speak with their tax advisers and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/

11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694-2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code § 18662” must appear on fax cover sheet and/or the outside of the mailing envelope.

12. W-9 FORM

12.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with the County.

13. PREVAILING WAGE

13.1. The County’s public works projects are subject to compliance monitoring and enforcement by the California Department of Industrial Relations (DIR), in accordance with Labor Code § 1771.4(a)(1). A contractor or subcontractor shall not be qualified to bid (or otherwise submit an offer) on, be listed in an offer subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in Labor Code § 1720, et seq., unless currently registered and qualified to perform public work pursuant to Labor Code § 1725.5, all as more particularly described in Labor Code § 1771.1(a). An Offeror who is ultimately selected shall post all notices required by and pursuant to Labor Code § 1771.4(a)(2) at the job site, whether or not the County also posts these notices.

C. SUBMITTAL ITEMS

1. EXHIBIT 1 - REQUIRED FORMS

1.1 Submit a completed and signed Offeror’s Cover Page (PC600) form

• Required for all Offerors located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Pag e.pdf

1.2 Submit a completed and signed Representations and Certifications form (PC601)

• Required for all Offerors located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

1.3 Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

• Required for all Offerors. The award of contracts resulting from this RFQ is reserved for Small-Local Businesses as defined in Board Policy B-53. To be considered for award, Offeror must successfully certify that they qualify as a Small-Local Business. located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_C ert.pdf

1.4 Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

• Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2) located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Inde mnity.pdf

2. EXHIBIT 2 – PROGRAM/TECHNICAL

1. Does the Offeror possess an active Classification C-20, Warm-Air Heating, Ventilating and Air-Conditioning

Contractor license issued by the California State License Board (CSLB)?

Yes ☐ No ☐

If yes, provide CSLB license number: ______________________________

If no, describe how the requirement will be met. ______________________________

2. Does the Offeror maintain current registration with the State of California Department of Industrial Relations (DIR)?

Yes ☐ No ☐ If yes, provide DIR registration number: ______________________________

If no, describe how the requirement will be met. ______________________________

3. Confirm Offeror’s agreement to Exhibit A – Statement of Work (SOW) requirements.

☐Yes ☐No

3.1 If your organization has exceptions to any requirements, provide a marked-up redline version of the Statement of Work that provides applicable alternative language along with a supporting explanation to support any alternative standards/language being proposed. Failure to specifically reject a proposed requirement will be deemed an acceptance of such requirement.

4. Describe Offeror’s technical approach to meet the requirements in the SOW. Include how the Offeror will comply with the applicable requirements.

5. Provide an overview of your organization’s history and experience in providing HVAC automation controls preventative maintenance services as stated in Exhibit A, Statement of Work.

6. Provide three references for clients within the past five years that you have successfully provided HVAC automation controls preventative maintenance services and repairs for as stated in Exhibit A, Statement of Work. For each reference include:

6.1 Client Name, Size (approximate number of employees)

6.2 Client Contact Information (email address, telephone number) for the person with whom your firm worked most closely and who can attest to your firm’s performance.

7. Describe the experience and qualifications of key personnel to be assigned to this contract. Include:

7.1 Pertinent years of experience performing similar scope of services as stated in Exhibit A, Statement of

Work.

7.2 Specific experience in HVAC automation controls services and repairs in Exhibit A, Statement of Work.

7.3 Specific experience with Siemens equipment.

3. EXHIBIT 3 - COST/PRICE EXHIBIT

3.1 Submit a completed Payment Schedule.

4. EXHIBIT 4 – ACCEPTANCE OF TERMS AND CONDITIONS

4.1 Confirm acceptance “YES/NO” of the County of San Diego’s Draft Agreement (including insurance requirements):

YES ☐ NO ☐

4.1.1 If “NO,” provide a detailed list of exceptions to the terms and conditions, the nature of its concern, and what terms the Offeror is willing to accept.

Note: The Offeror will be deemed to have accepted any terms and conditions of the Contract to which it does not take exception to. The County may, as part of its evaluation process, conclude that exceptions are so numerous and/or material as to make Offeror’s response to the solicitation unacceptable.

5. EXHIBIT 5 – CONFIDENTIAL PROPRIETARY

5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and Rules section 4.2

D. REQUIRED FORMS

(RESERVED)

E. STATEMENT OF WORK

1. Scope of Work

The Department of General Services (DGS) requires as-needed heating, ventilation, and air conditioning (HVAC) automation controls repair and maintenance services at various County of San Diego (County) locations.

2. Goals Contractor shall provide as-needed HVAC automation controls repair and maintenance services which may include customer support (i.e. scheduled maintenance, emergency maintenance, operator coaching), technical support, data protection and data recovery, automation repair and maintenance within existing County facilities.

3. Definitions

3.1. Calibration is defined as comparing the value of a calibrated standard to the value of a field sensor in its intended environment and the value as read at the BAS front end to determine sensor accuracy. "Calibration" will attempt to correct sensor value deficiencies and it may adjust point slope and intercept values accordingly.

3.2. County Holidays Unless specifically requested by the COR, or is an emergency in nature, work will not be performed on the following County observed holidays:

3.2.1. New Year’s Day (January 1st)

3.2.2. Martin Luther King, Jr. Day (3rd Monday in January)

3.2.3. Presidents’ Day (3rd Monday in February)

3.2.4. Cesar Chavez Day (March 31st)

3.2.5. Memorial Day (Last Monday in May)

3.2.6. Juneteenth (June 19th)

3.2.7. Independence Day (July 4th)

3.2.8. Labor Day (1st Monday in September)

3.2.9. Veteran’s Day (November 11th)

3.2.10. Thanksgiving Day (4th Thursday in November)

3.2.11. Day after Thanksgiving (4th Friday in November)

3.2.12. Christmas Day (December 25th)

3.3. Day shall be used to describe typical work hours from 6 am to 4 pm (depending on location), on weekdays, Monday through Friday. Any work during hours other than those of a typical day shall be allowed only when specifically requested in writing/verbally by the COR.

3.4. Fair and Reasonable is the price point for a good or service that is fair to both parties involved in the transaction. This amount is based upon the agreed-upon conditions, promised quality and timeliness of contract performance.

4. License Requirements Contractor must carry an active Classification C-20 Warm Air Heating, Ventilating and Air-Conditioning Contractor license issued by the California State License Board (CSLB) and maintain active registration for the Department of Industrial Relation (DIR). Failure to maintain this license will result in immediate termination of the contract.

5. General Requirements for Service Delivery

5.1. Task Orders will be issued for all HVAC automation controls work including, but not limited to, determining if any permits are required and apply for them, develop schedules and detailed cost estimates, procure material and equipment.

5.2. Contractor shall provide superintendent, labor, materials and equipment necessary to maintain, repair, remove, install, program, startup, test and commission the system as required on the description of work in the Task Order.

5.3. Contractor shall maintain a minimum of five (5) factory trained Siemens Technicians with minimum of three (3) years of experience.

5.4. Contractor shall check in with point of contact for location of services provided upon arrival and departure of site.

5.5. Contractor shall notify County if account manager/personnel is changed to ensure most current point of contact information is available.

5.6. Contractor shall provide on-site (including local front-end workstations) as-needed application/automation support services related to the integration and programming for the County’s Building Automation System Network for existing buildings, which includes, but is not limited to:

5.6.1. Program schedules, graphics, reporting, and logic per County requirements.

5.6.2. Commission or recommission BAS systems per County requirements.

5.6.3. Provide system performance reporting as requested.

5.6.4. Perform database archives as required.

5.6.5. Perform upgrade-related activities as requested.

5.6.6. Perform software and hardware trouble shooting, repair, and/or replacement.

5.6.7. Provide firmware updates per County security requirements.

5.6.8. Work with DGS staff to troubleshoot application issues

5.6.9. Investigate and correct programming errors, failed points, points in alarm, and points in operator priority when requested.

5.6.10. Assist County staff in identifying, verifying, and resolving problems found in executing daily tasks.

5.6.11. Assist County staff in becoming more self-sufficient to better meet the needs of County facilities and their specific job responsibilities (i.e. technical support).

5.6.12. Assist County staff in identifying, verifying and resolving problems related to the List of Maintained

Equipment (Attachment 2).

6. Specific Requirements for Service Delivery

6.1. Contractor shall provide all labor, staffing, supervision, transportation, materials, supplies, parts, tools, and equipment necessary to service all HVAC automation controls systems in County sites.

6.2. Customer Support

6.2.1. Scheduled Maintenance Service Visits

6.2.1.1. When requested by the County, Scheduled Maintenance Service Visits to provide programming support will occur according to Table 1 below.

6.2.1.2. Check-in with point of contact Contracting Officer’s Representative (COR) or COR authorized representative.

6.2.1.3. Work on items requested by point of contact.

6.2.1.4. Identify failed controllers, sensors, and devices, and fix them. If items need to be replaced provide a list of parts to the point of contact.

6.2.1.5. Fix points that are in alarm.

6.2.1.6. Inquire about any points in Operator Override and fix any issues regarding them.

6.2.1.7. Look for inefficiencies, like dampers, valves, and VFD’s that are not stable (controlling improperly). Verify dampers and valves can fully stroke.

6.2.1.8. Table 1: Service Visit Locations:

Site

South Bay Regional Center

Polinsky Children’s Center

North County Regional Center

Law Library

County Operations Center

Central Jail

Health Services Center (HSC), Rosecrans

East Mesa Detention Facility

East Mesa Juvenile Detention Facility

6.2.2. Operator Coaching

6.2.2.1. Contractor shall, through individual Operator Coaching, be able to review and reinforce learned skills, leading to greater operator knowledge and productivity. This is to ensure our operator’s gain full utilization of the system implemented in our facilities.

6.2.2.2. Contractor will assist our staff in identifying, verifying, and resolving problems found in executing daily tasks. During the coaching sessions, Contractor can address logbook and system issues, assist our operators in becoming more self-sufficient, and improve the skills of our operators to better meet the needs of our facilities and their specific job responsibilities.

6.3. Technical Support

6.3.1. Software Maintenance

6.3.1.1. Contractor will address all the following both at the front-end workstation and at the field panel.

6.3.1.2. Programming errors

6.3.1.3. Failed points

6.3.1.4. Points in alarm

6.3.1.5. Unresolved PPCL

6.3.1.6. Points in operator priority

6.3.1.7. These will be reviewed with County Personnel, and methods for resolution will be discussed.

6.3.2. Network Maintenance

6.3.2.1. When requested by the County the Contractor will analyze, optimize, and report on the performance of the customer’s systems networks. This includes analysis of bandwidth, disturbances, network traffic, communication over the network, and overall operation. A report will be provided to the COR.

6.3.3. System Performance Updates and Upgrades

6.3.4. Firmware Updates

6.3.4.1. Contractor will inform the County of firmware and documentation updates to our existing APOGEE field panels upon development. The County will decide when and if the new firmware will be installed. (Upgrades to Field Panel firmware, hardware, processors, memory boards, and related hardware are billable.)

6.3.5. Software Support and Updates (Updates only available for Desigo CC Workstations)

6.3.5.1. Contractor will inform the County of software and documentation updates to our existing

Siemens software as they become available. The County will decide when and if the new software will be installed. (Upgrades to PC's, Siemens software, related workstation hardware, and any other software or licenses are billable.)

6.3.6. System Performance Reporting

6.3.6.1. When requested by the County the Contractor will provide a System Performance Analysis, which will diagnosis some of the more common types of issues that plague zone units.

These include temperature deviations from setpoint (greater than 3°F), flow deviation from setpoint (greater than 10%), flow sensed when the damper is closed and zone controller failure. This report will provide the following:

6.3.6.1.1. Diagnosis of Siemens Terminal Equipment Controllers (TEC) for non-performance and/or failure.

6.3.6.1.2. Identification of potential energy impact of these identified issues.

6.3.6.1.3. Evaluation of key PID loop control (temperature and airflow) for significant non-performance.

6.3.6.1.4. Identification of potential schedule optimization opportunities.

6.3.6.1.5. Utility Data Analysis.

6.3.6.1.6. Automation Health.

6.3.7. Data Protection and Data Recovery Services

6.3.7.1. When requested by the County, Contractor will perform database back-ups of our workstation database & graphics and/or field panel databases and provide safe storage of this critical information.

6.3.7.2. Should a catastrophic event occur, Contractor will respond onsite to reload the databases and system files from the stored backup copy, to restore our operation as soon as possible.

The equipment to be included as part of this service is itemized in the List of Maintained Equipment in this service agreement. Labor to re-load databases are not included and will be billed on a T&M basis applying Contractor’s service agreement labor and material rate listed in the pricing schedule.

6.3.8. Automation Repair and Maintenance

6.3.8.1. The list of field panels and/or devices, included under this service, is identified in the List of Maintained Equipment in this service agreement. Through these inspections the Contractor technician may also provide Operator Support to assist County staff in identifying, verifying, and resolving problems.

6.3.8.2. Device Calibration

6.3.8.2.1. When requested by the County the Contractor will calibrate outside temperature/humidity sensors. Notify COR of corrected offset.

6.3.8.2.2. HSC, Rosecrans only: Within the first two weeks of January up to 64 hours to calibrate and certify:

6.3.8.2.2.1. All space pressure sensors for the BSL-3 laboratory.

6.3.8.2.2.2. All supply and return airflow sensors at the air-valves for the

BSL-3 and BSL-2 laboratories.

6.3.8.2.2.3. AH-2A & 2B, and the BSL exhaust fans duct static pressure sensors.

6.3.8.2.2.4. The face-velocity of all the fume hoods.

6.3.9. Emergency Online/Phone Response: Monday through Sunday, 24 hours per day

6.3.9.1. Contractor will respond within 4 hours, Monday through Sunday, 24 hours per day, including Holidays, upon receiving notification of an emergency, as determined by our staff and the Contractor.

6.3.10. Emergency Onsite Response: Monday through Sunday, 24 Hours per day

6.3.10.1. Contractor shall provide emergency onsite to reduce the costs and disruptions of downtime when an unexpected problem does occur.

6.3.10.2. Contractor will provide this service between scheduled service calls and respond onsite at our facility within 4 hours for critical emergencies, or within 24 hours for non-emergency conditions, Monday through Sunday, 24 hours per day, including Holidays, upon receiving notification of an emergency.

6.3.10.2.1.1. Emergencies, as determined by our staff and the Contractor, are failures at a system or panel level that would result in the loss of the operation of an entire section of a building or place the facility at high risk.

6.3.10.2.1.2. Non-emergency conditions, as determined by our staff and the Contractor, are failures at an individual component level resulting in minimal impact to the overall operation of the facility.

6.3.10.2.1.3. Non-emergency conditions, as determined by our staff and the Contractor, may be incorporated into the next scheduled service visit. Onsite dispatch will be a billable service call.

6.4. Service Implementation Plan

6.4.1. HVAC Automation Controls Services – Automation On-site Response Time and Call Windows

Attribute

Emergency Online/Phone Response 4 hours

Response time - onsite for critical components

4 hours for emergencies, or within 24 hours for non-emergency condition - labor to appear onsite is covered within this response time coverage*

Response time - onsite for non-emergency

24 hours - labor to appear onsite is covered within this response time coverage*

Hours of Service 24 x 7 - Response time labor is covered within these hours of service

Window for Call Handling 24 x 7 – Availability to take a call

*Labor and material costs for troubleshooting problems and repairing or replacing components are handled separately. These costs can be billable. If a MBC, RBC, or MEC is replaced with a PXC Controller if will be covered in this contract. The List of Maintained Equipment can be found in Attachment 2.

6.5. The County will use Task Orders for all work to be performed under this contract. The Task Order shall be completed and signed by the COR prior to the start of any work.

6.5.1. Individual Task Orders cannot exceed $50,000.

6.5.2. Task Orders cannot be combined with other work orders for materials, labor, service, etc. if the total individual cost will exceed $50,000.

6.5.3. Any Task Order that exceeds $25,000 will require a payment and performance bond in an amount equal to 100% of the Task Order value.

6.6. Contractor shall be required to remove and dispose of all waste from the worksite. Handling and disposal of all waste shall be conducted by the Contractor according to all most recent federal, state, and local health and environmental regulations.

6.6.1. Final Clean Up: Contractor shall leave the work site in a clean and neat condition. If the work site is not left in a clean and neat condition, the Contractor shall be called back to clean the work site as required at its sole expense. No invoice shall be paid unless the site has been cleaned to the satisfaction of the COR. All debris generated by the Contractor's performance of the services, including any and all discarded parts or materials, shall be removed from work site upon completion of services each day, hauled away, and legally disposed of by the Contractor, according to all local, State, and Federal laws. Contractor must provide to the County of San Diego all hazardous materials manifests and any other required documentation.

6.7. Contractor shall ensure that the services are completed on time and to be responsible for the overall schedule for any work on the electrical system as required in the Task Order.

6.8. Contractor shall coordinate, manage, and document required meetings for a given Task Order as detailed in the Agreement and the Task Order form and Task Order SOW.

6.9. Contractor shall schedule and manage all aspects of their performed work, including but not limited to, manage its personnel performing the services as well as all suppliers, and coordinate the delivery of all materials needed to perform the Task Order work.

6.10. All work performed shall be authorized by the COR via Task Order. Work performed without prior authorization of the COR, may not be eligible for payment under this Agreement.

6.11. Contractor’s service technician responding to any service call shall check in and out with site contact person.

Upon completion of the service, the technician shall inform the COR of the work done and leave an itemized job ticket of materials used, as well as check in/out time.

6.12. Providing an itemized job ticket with check in/out times and materials used is mandatory for payment.

6.13. Contractor shall inspect and test the work to ensure its compliance with the Agreement and Task Order.

6.14. Contractor shall maintain documentation as required by the Agreement and the Task Order.

7. Data Collections and Reporting Requirements

Contractor shall provide service report that list issues worked on, fixed, and still needing work to the COR and BAS team. If any piece of equipment needs to be replaced but was not addressed during the service call, the manufacturer make, and model number shall be listed. If additional work is required, an estimated budget shall be provided and approved by COR prior to commencement of work.

8. Invoices Submittal

8.1. Contractor shall submit the invoice within ten (10) days of completing the services. Approval of the COR is required.

8.2. Each invoice shall be signed by the Contractor’s Representative and attested as follows “I certify that the above services were delivered, performed, and completed in accordance with the terms and condition of this Agreement.”

8.3. All invoices must be legible and include the following items to be processed and paid:

8.3.1. Contract Number & Contract Title.

8.3.2. Invoice Number.

8.3.3. Month/Date of Service(s).

8.3.4. Itemized list – each item should indicate Location’s name, Location Address, Description of

Service, Quantity, Unit Price, Extended Price.

8.4. Supportive documentation, such as copy of logbooks, service report(s), subcontractor quotes, supplies/materials purchase invoices, Non-Routine Task Order.

8.5. Contractor shall submit all invoices with associated supportive documentation via email to DGSServiceContracts@sdcounty.ca.gov, with copy to the Contracting Officer’s Representative (COR) on the same email, the invoice should be addressed to:

David Beltran Contracts Administration Department of General Services County of San Diego 5560 Overland Avenue, Suite 410 San Diego, CA. 92123

8.6. Invoices will not be paid if not accompanied by the service report and/or required copies of logbooks.

8.7. Invoices not received by the County within 90 days after the end of the month in which costs were incurred may be disallowed in their entirety.

8.8. Contractor shall provide corrected invoices at the request of the County within ten (10) days of the request.

8.9. The COR may request a change to the format at any time.

9. Prevailing Wages

9.1. Work to be performed by Contractor in accordance with this Contract may be a "public work" under Labor Code § I720, et seq. If Contractor will receive federal funds, this Contract may also be subject to the payment of prevailing wages pursuant to the Davis-Bacon Act, 40 USC § 3141 et seq., and other federal laws. It is the sole responsibility of Contractor to ensure that all workers who perform work pursuant to this Contract are paid the correct rate of prevailing wages. When working on a federally funded project, Contractor shall ensure that all workers entitled to the payment of prevailing wages receive the higher of the applicable State or federal prevailing wage.

9.2. County has obtained from the Director of the California Department of Industrial Relations general prevailing wage determinations for the locality in which work is being performed. These determinations are on file and available in the Department of Purchasing and Contracting, 5560 Overland Ave, Suite 270, San Diego, CA 92123-1294, and are available from the Department of Industrial Relations on the internet at www.dir.ca.gov. Federal prevailing wage rates are available from the U.S. Department of Labor on the internet at www.access.gpo.gov.

9.3. Contractor acknowledges that because portions of the work to be performed by Contractor may be subject to the payment of State and federal prevailing wages, certain requirements must be included in this Contract.

Contractor certifies that it is generally aware of State and federal prevailing wage requirements and shall be bound by these requirements to the extent applicable to the work performed, including, but not limited to, the following:

9.4. If worker is paid less than the prevailing wage rate owed for a calendar day or portion of a day, Contractor shall pay the worker the difference between the prevailing wage rate and the amount actually paid as specified in Labor Code section 1775;

9.5. Contractor shall maintain and make available payroll and worker records in accordance with Labor Code§§ I771.4(a)(3), 1776, and 1812;

9.6. If apprentices are employed on the project, Contractor shall ensure compliance with Labor Code§ 1777.5;

9.7. Contractor is aware of the limitations imposed on overtime work by Labor Code§ 1810, et seq. and shall be responsible for any penalties levied in accordance with Labor Code § 1813 for failing to pay required overtime wages;

9.8. Contractor shall be bound by each of the stipulations set forth at 40 USC§ 3142(c), including the obligations to i) pay all laborers or mechanics employed directly on the site of the work, unconditionally and at least once a week, and without subsequent deduction or rebate on any account, the full amounts accrued at the time of payment, computed at the required wage rate; ii) post the applicable prevailing wage scale in a prominent and accessible place at the work site; and iii) agree that there may be withheld from accrued payments funds necessary to ensure workers are paid the required wage rate; and

9.9. In accordance with 40 USC 3143, all or part of this Contract may be terminated for failure to pay the required prevailing rate of wages.

10. SB 854 Notice County public works projects are subject to compliance monitoring and enforcement by the Department of Industrial Relations (DIR) in accordance with Labor Code Section 1771.4(a)(1). As part of this program, Contractors and Subcontractors on Public Works Projects are required to be registered with DIR in accordance with Labor Code Section 1725.5. Unregistered contractors are not qualified to bid on, be listed in a bid proposal, listed as a Subcontractor, or engage in the performance of any Public Works Contract, all as more particularly described in Labor Code Section 1771.1(a). The prime Contractor shall be required to post the job site with all notices required by regulations per Labor Code Section 1771.4(a)(2), whether or not the County also posts.”

11. Task Order Process

11.1. All service and repair work shall be initiated through individual task orders issued after contract award. No work shall commence without written authorization from the County.

11.2. Time and Materials Not-to-Exceed (T&M NTE) Task Orders. For tasks where the scope cannot be reasonably and accurately defined in advance, the County may issue a Time and Materials Not-to-Exceed (T&M NTE) task order. The Contractor shall:

11.2.1. Submit a proposal with a clearly defined NTE ceiling, including labor categories, rates, estimated hours, and material cost assumptions supporting the proposed amount

11.2.2. Upon completion of the task, submit documentation sufficient to verify compliance with contract terms and pricing structure, including but not limited to actual labor hours worked and material costs incurred.

11.3. Contractor shall provide an itemized price (Labor and Materials) proposal for any maintenance or repair service within two (2) business days from request from COR. The rates in the Contractor’s price proposal shall be in accordance with Exhibit C - Pricing Schedule. The cost proposal shall be inclusive of all labor, parts, materials, equipment, tools, transportation (travel) and incidentals for accomplishing the service.

11.3.1. Replacement parts for break/fix repairs and rented equipment not normally owned by Contractors will be paid to Contractor at-cost. Documentation (itemized receipt) of actual parts cost must be submitted with invoice.

11.3.2. In the event of a dispute, the County may survey prices for the same make/model or part to determine the fair market price for that item/part, and reimbursement will be made based on the survey results.

11.3.2.1. The County reserves the right to furnish any or all fixtures and parts for a particular task.

In these situations, the Contractor will still be required to guarantee workmanship and installation for a period of 90 days.

11.3.2.2. Expensable materials including, but not limited to, Teflon/electrical tape, gloves, plastic sheeting, wire nuts, etc., are considered normal and customary operating costs (overhead) for the Contractor and will not be paid separately by the County.

11.4. If the requested work complies with the contract terms and pricing structure and is determined to be fair and reasonable, COR will prepare a Task Order and will send it to the Contractor for signature. A Task Order signed only by the Contractor is not a Notice to Proceed; the Task Order is fully executed only when signed by the County.

11.5. The Contractor returns the signed Task Order to the COR, then the COR obtains the required signatures.

11.6. The COR will send a copy of the fully executed Task Order to the Contractor. Once all required signatures are obtained, the COR will provide the Contractor with a Notice to Proceed with instructions on how to coordinate the work.

11.7. Any individual Task Order that includes installation or labor and is determined to be Public Works cannot exceed $50,000.

11.8. Task Orders cannot be combined with other contracts or Task Orders for materials, labor, service, etc. that are determined to be Public Works when the combined total project cost will exceed $50,000.

11.9. Task Orders in excess of $6,500 for new construction or any subsequent alterations or repair thereto in excess of $50,000 may not be a part of this contract and would have to be bid separately (see California Public Contract Code Sections 20390-20397). Per PCC Section 20123.5, it is unlawful to split or separate into smaller work orders or projects any public work project for the purpose of evading the provisions of this article requiring public work to be done by contract after competitive bidding.

11.10. Any Task Order issued for repairs between $25,000 and $50,000 will require a Payment and Performance Bond equal to 100% of the total Task Order prior to commencement of work.

11.11. Task Order projects will need to be registered with DIR.

11.12. Task Orders are subject to audit by the Department of Purchasing & Contracting, which may be conducted at any time during the duration of the contract.

11.13. Contractor shall submit the Task Order invoice within five (5) business days of after completion of work.

12. Security Clearance and Identification (ID) Cards Requirements

12.1. General

Security is a top priority for the County of San Diego. As such, contract service providers are required to fully comply with the security requirements of this policy and as outlined within their respective service agreements. Failure to do so is considered a breach of security and may result in the termination for default.

12.1.1. All persons performing duties under an existing service contract must be acceptable to the County.

This includes all Contractor employees and others who might have access to County facilities without the supervision of a County employee.

12.1.2. The Contractor and associated staff shall complete a security screening by the Sheriffs Department (Background Division), California Department of Justice and the Federal Bureau of Investigation before being issued an ID/access badge permitting independent entry into County facilities.

12.2. Procedures

12.2.1. Background Investigations

12.2.1.1. Background checks are required for all contract employees before access will be permitted to County…