County of Santa Cruz

General Services Department Purchasing Division

701 OCEAN STREET, SUITE 330, SANTA CRUZ, CA 95060-4073

(831) 454-2210 FAX: (831) 454-2710 TDD: 711

Request for Proposal (RFP) #26P1-002

FOR

Emergency Response and Disaster Recovery Support Services

RFP Release Monday, September 14, 2026

Questions Deadline Friday, September 25, 2026 before 5:00 pm

Submittal Deadline October 9, 2026 before 5:00 pm Pacific Time

Submittal Location: Submit via OpenGov portal https://procurement.opengov.com/portal/santacruzcounty/projects/291485

Contact Person: Shauna Soldate, Purchasing & Logistics Manager

Email: shauna.soldate@santacruzcountyca.gov Phone: (831) 454-2526 https://procurement.opengov.com/portal/%7B

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TABLE OF CONTENTS

Section Section Title

1 Invitation 2 Instructions to Respondents 3 Statement of Work 4 Standard Terms and Conditions

Attachments and Exhibits A - Exhibit A Respondent Fact Sheet B - Exhibit B Customer References C - Exhibit C Designation of Subcontractors D - Exhibit D Non-Collusion Declaration E - Exhibit E Protests and Appeals Procedures

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SECTION 1. INVITATION

26P1-002

Contact Person: Shauna Soldate shauna.soldate@santacruzcountyca.gov

Questions must be submitted during the Q&A Period as described in the Timeline using the Question and Answer tab for this solicitation.

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The County of Santa Cruz invites sealed proposals from fully licensed, insured, bonded, and certified CONTRACTORS to furnish all labor, tools, equipment, and incidentals required to provide Emergency Response and Disaster Recovery Support Services.

Established in 1850 as one of the state’s original 27 counties, the County of Santa Cruz was originally called Branciforte. The name was later changed to Santa Cruz, which is “holy cross” in Spanish. The County of Santa Cruz geographically is the second smallest county within the State of California yet it has one of the largest unincorporated area populations. The 2020 estimated population for the County of Santa Cruz by the U.S. Census Bureau was 270,861. The County encompasses an urban service area of 440 square miles.

Service Category Links are provided in Section 3. Vendors may apply to one or multiple Service Categories as follows:

• Emergency Feeding Services

• Emergency Transportation Services (Living Wage Applicable Services)

• Access, Community Support & Public Information Services

• Laundry and Linen Services (Living Wage Applicable Services)

• Community Services Coordination and Voluntary Agency Support

1.2.1 Service Activation

Services shall be provided only upon request and authorization by the County. The County may activate one or more Contractors on an as-needed basis to support emergencies, disasters or other operational needs. Requests for service may be issued by telephone, email, purchase order, task order, or other County-approved method. When operationally necessary, the County may initiate services through a verbal request, provided the request is documented and confirmed in writing as soon as practicable. The County will designate a representative to coordinate the requested services and serve as the Contractor's primary point of contact. Award of a Master Service Agreement does not guarantee any minimum quantity of work.

1.2.2 Documentation, Reporting & Invoicing

Service Documentation Contractors shall maintain accurate and complete records documenting all services performed.

Documentation shall include, as applicable, dates, locations, personnel, hours worked, equipment or resources utilized, quantities, and other records necessary to verify services performed and associated costs.

Reporting Requirements Contractors shall provide activity reports, supporting documentation, and other records as requested by the County to support contract administration, operational oversight, and reimbursement under applicable state or federal disaster assistance programs. Documentation shall be sufficiently detailed to demonstrate the nature, extent, and eligibility of the services provided.

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Invoicing Invoices shall be itemized and supported by documentation sufficient to substantiate the services performed and costs incurred. The County may require additional supporting documentation as a condition of payment or to support reimbursement under applicable state or federal disaster assistance programs.

1.2.3 Records Retention

Contractors shall retain all records supporting services performed and costs incurred and make such records available to the County upon request. Records shall be maintained in accordance with applicable laws and regulations and in a manner sufficient to support audits and reimbursement under applicable disaster assistance programs. At a minimum, records shall be retained for three (3) years from the date the County submits its final expenditure report to the applicable state or federal disaster assistance program, or longer if needed to resolve an audit, litigation, claim, or other action involving the records.

1.2.4 Cost Structure, Scalability & Federal Compliance Requirements

Contractors should be capable of scaling operations to meet changing operational needs and responding within the timeframe proposed for the applicable service category.

Because certain services under this solicitation may be priced on an hourly or unit-cost basis, each task order or activation issued under a resulting Master Service Agreement shall include a not-to-exceed ceiling price, which the Contractor may not exceed without prior written authorization from the County. Cost-plus-a-percentage-of-cost and percentage-of-cost pricing structures are not permitted.

By submitting a proposal, the Contractor certifies that it is not debarred, suspended, or otherwise excluded from participation in federally funded contracts or programs. The County will verify Contractor eligibility prior to award and periodically throughout the term of the Master Service Agreement.

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SECTION 2. INSTRUCTIONS TO RESPONDENTS

2.1. Preparation of Proposal

Respondents shall submit the completed Request for Proposals (RFP) with appropriate attachments or explanatory materials as required by this RFP. No oral, telegraph, telephone, facsimile, emailed responses or photocopies will be accepted. Proposals must be submitted electronically through the County's OpenGov Procurement portal.

2.2. RFP Documents

This RFP, all associated Addenda and Notifications, and attachments are available at the County's OpenGov Procurement portal.

2.3. RFP Process Schedule

The following is an anticipated RFP and engagement schedule. The County may change the estimated dates and process as deemed necessary. The proposed schedule for the submittal reviews and notification is as follows:

Release RFP: September 14, 2026

Legal Ad Posting 1: September 14, 2026

Legal Ad Posting 2: September 21, 2026

Question Deadline- submit questions under the appropriate Service Category:

September 25, 2026, 5:00pm

Dissemination of Answers- answers will be provided under the respective Service

Category it applies to:

October 2, 2026, 5:00pm

Deadline for Submittals- submit directly to the appropriate Service Category:

October 9, 2026, 5:00pm

Tentative Award: November 2026

Contract Negotiation: November 2026

Board Approval of Contract: December 2026

2.4. Submission of Proposal

The deadline to submit proposals is on Friday, October 9, 2026 before 5:00 pm. Proposers shall submit their response to this RFP electronically through the County's OpenGov Procurement portal.

No late submittals or alternative forms of submittal will be accepted.

https://procurement.opengov.com/portal/santacruzcounty

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2.5. Public Opening of Proposals

A public opening of proposals will be completed virtually on the OpenGov platform after the submittal deadline. Please email the Contact Person if you would like to observe the opening process.

Tentative award of contract will not be available until after the review team has concluded their review and final rankings are determined. Proposals will be available to the public for review only after the award of the contract.

2.6. Multiple Proposals

Only one Proposal will be accepted from any one person, partnership, corporation or other entity;

however, several alternatives may be included in one Proposal.

2.7. Late Responses

All responses to the RFP must be submitted electronically through the County's OpenGov Procurement portal before 5:00 pm on Friday, October 9, 2026. Respondent will be solely responsible for the timely delivery of their Proposal. Proposals will not be accepted after the deadline.

2.8. Questions

All questions regarding this RFP shall be submitted through the Question & Answer section of this project listed on the County's OpenGov Procurement portal. No other source has the authority to respond to any questions on behalf of the County. Failure to adhere to this process may disqualify the Respondent.

2.9. On Site Inspection

On site inspection of Respondent’s facilities may be performed by the County and an evaluation committee to ascertain that facilities and equipment are in accordance with the requirements and intentions of the specifications.

2.10. Non-Collusion Declaration

Respondent shall execute a Non-Collusion Declaration as provided with this RFP.

2.11. References

Respondent shall submit Customer References with their proposal.

The County reserves the right to check any or all references:

1. Necessary to assess a prospective Respondent’s past performance;

2. Pertaining to similar projects that demonstrate experience that is relevant to the RFP scope of work; and/or

3. Explicitly specified in the proposal or that result from communication with other entities involved with similar projects, including other industry sources and users of similar services, or others known to County.

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2.12. Proposal Evaluation Criteria

A. It is the County’s intent to select the most responsive and responsible Respondent(s) that offer(s) the County the greatest value based on an analysis involving several criteria, including but not necessarily limited to the information noted in the respective Evaluation

Criteria category for each Service Category as described in Section 3.

B. A committee designated by the County will evaluate all RFP responses and select the

Respondent(s) who best meets the needs as set forth under each service category of this

RFP, is the best qualified and is best able to provide the requested services. Evaluation of the RFPs shall be within the sole judgment and discretion of the Purchasing Division. County reserves the right to reject any or all RFPs. Award of contract is contingent upon approval from the Santa Cruz County Board of Supervisors as applicable and funding availability.

2.13. Cost of Service (Living Wage Applicable Services)

The County reserves the right to negotiate the proposed cost with the Respondent prior to contract signing. Agreed-to costs and cash discounts are to be firm through the first term of the contract. If renewed on expiration, rates may be adjusted by mutual agreement as applicable. Any increase will be no more than the change in the Consumer Price Index for the San Francisco, Oakland, and Hayward, CA area for the twelve (12) months preceding the agreement’s expiration date, plus the annual Living Wage increase. A subsequent CPI and/or materials cost decrease shall be passed on to the County.

2.14. Reservations

County reserves the right to do the following at any time:

A. Reject any and all proposals without indicating any reasons for such rejection;

B. Waive or correct any minor or inadvertent defect, irregularity or technical error in the RFP or any RFP procedure or any subsequent negotiation process;

C. Terminate the RFP and issue a new RFP anytime thereafter;

D. Procure any services specified in the RFP by other means;

E. Extend any or all deadlines specified in the RFP by issuance of an addendum (addenda) at any time prior to the deadline for submittals;

F. Disqualify any Respondent on the basis of any real or perceived conflict of interest or evidence of collusion that is disclosed by the proposal or by other means or other information available to County;

G. Reject the proposal of any Respondent that is in breach of or in default under any other agreement with County;

H. Reject any submission County deems to be non-responsive, unreliable, or unqualified;

I. Accept all or a portion of a Respondent’s proposal;

J. Negotiate with any or no Respondents; and

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K. Terminate failed negotiations with any Respondents without liability and negotiate with other

Respondents.

2.15. Notification of Withdrawal of Proposal

Proposals may be modified or withdrawn prior to the date and time specified for submission by clicking the "Unsubmit Proposal" button that is available for use after submitting a proposal within the County's OpenGov Procurement portal. At which point, a submittal can be modified and resubmitted.

All proposals not withdrawn prior to the response due date will become the property of the County of Santa Cruz. If a proposal is not in a "Submitted" status as of the due date and time of this RFP, it will not be considered for evaluation.

2.16. Interpretation

Should any discrepancies or omissions be found in the RFP, or doubt as to its meaning, the respondent shall notify the County by using the Question & Answer section of this RFP on the County's OpenGov Procurement portal. The Buyer may issue written instructions or addenda to all participants in this RFP process. No oral statement of interpretation by County staff shall be binding.

Questions must be received prior to the Question Deadline. All addenda issued shall be incorporated into the Contract.

2.17. Pre-Award Conference

If requested by Purchasing, successful Respondent(s) shall meet with the County representatives prior to the Award of Contract to review the specifications and finalize the initiation of the proposed Contract.

2.18. Execution of Agreement

Upon successful reference checks, evaluations and receipt of all required documents, the contract agreement must be executed by both parties.

2.19. Respondent Responsibility and Performance

A. It is the responsibility of Respondent to read ALL sections of this RFP prior to submitting a proposal.

B. Respondent shall confirm compliance with all RFP specifications, requirements, terms and conditions. Respondent shall provide, on company letterhead in the appropriate part of their proposal, a detailed explanation including the RFP section and paragraph number for each instance of non-compliance.

C. Failure to comply with the RFP requirements provided herein could result in disqualification.

D. County may at its sole discretion elect to not reject a proposal due to an error, omission, or deviation in the proposal. Such an election by County will neither modify the RFP nor excuse

Respondent from full compliance with the specifications of the RFP or any contract awarded pursuant to the RFP.

E. County will consider Respondent to be the sole point of contact with regard to all contractual matters.

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F. Respondent shall provide the services of one (1) or more qualified and dedicated contract manager(s) who will ensure that the services provided under the awarded contract are satisfactory.

2.20. Respondent Qualifications

Respondent shall provide the following information/documentation in the appropriate part of their proposal as indicated including reference to the applicable RFP paragraph number.

A. Experience: Respondent shall be an established entity that has conducted business of the nature specified herein for at least two (2) years. Respondent shall provide a brief statement of company background including years in business and experience of support staff.

B. References: Respondent shall provide customer references and request and provide personal and business references. See Exhibit B- Customer References.

C. Licenses and Permits: Respondent shall possess and provide copies of business licenses and/or permits, including a Fictitious Business Name Statement from the County of Santa

Cruz, as applicable. Respondent shall submit copies of all applicable licenses upon request.

D. Other Information: Respondent shall provide sample pricing for instruction and supply/equipment rentals. Respondent may also provide any other information deemed appropriate.

2.21. Addenda

A. These documents may not be changed by any oral statement. Changes to these documents will be by written addenda issued through the County's OpenGov Procurement portal.

B. All users with an account on the County's OpenGov Procurement portal and who are following this solicitation on the County's OpenGov Procurement portal at the time an

Addendum is issued will receive an email notification upon posting of an Addendum.

C. Respondents shall be responsible for ensuring that their proposals reflect any and all addenda issued by the County prior to the Deadline for Proposals regardless of when the proposals are submitted. All addenda issued shall be incorporated into the contract awarded as a result of this RFP.

2.22. Proprietary Information

Proposals will be subject to public inspection in accordance with the California Public Records Act (CPRA). To protect proprietary information, if any, Respondent must clearly mark proprietary information as such, submit it in a separate file upload and only reference it within the body of the proposal. Respondent should not include in the proposal any material that Respondent considers confidential but that does not meet CPRA disclosure exemption requirements. Respondent shall be responsible to defend and indemnify the County from any claims or liability to compel disclosure of any part of its proposal claimed to be exempt from disclosure.

2.23. Protests and Appeals Procedures

Bidder shall review and complete Exhibit E- Protests and Appeals Procedures.

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SECTION 3. STATEMENT OF WORK

3.1. Links to Service Category Links to Scopes and Submission Pages Instructions: In order to be considered for evaluation of service or services your company provides, you must click on the following link(s) as appropriate and review the scope, forms, pricing sheet, and insurance requirements for each Service Category you would like to be considered for. Once you are ready to submit, please complete your response in the appropriate category as described below. No questions or proposal submissions will be received within the "parent" RFP record 26P1-002.

If you have any issues with these links or submission of responses, please contact Shauna.Soldate@santacruzcountyca.gov. Submission may take some time, so vendors are encouraged to complete their responses with adequate time before the deadline for submittals.

26P1-002-1 Emergency Feeding Services

26P1-002-2 Emergency Transportation Services

26P1-002-3 Access, Community Support & Public Information Services

26P1-002-4 Laundry & Linen Services

26P1-002-5 Community Services Coordination & Voluntary Agency Support mailto:Shauna.Soldate@santacruzcountyca.gov https://procurement.opengov.com/portal/santacruzcounty/projects/297723 https://procurement.opengov.com/portal/santacruzcounty/projects/297726 https://procurement.opengov.com/portal/santacruzcounty/projects/297728 https://procurement.opengov.com/portal/santacruzcounty/projects/297729 https://procurement.opengov.com/portal/santacruzcounty/projects/297731

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SECTION 4. STANDARD TERMS AND CONDITIONS

The following provisions are expected to form the basis for any contract between County and successful Contractor(s).

4.1. Purpose of Contract

The purpose of Contract is to establish the terms and conditions under which Contractor shall provide the services specified herein to County.

4.2. Term of Contract

It is the County’s intent to contract through 12/31/2029 with two, one-yearextensions.

4.3. Amendment

Amendment to or modification of the terms and conditions of Contract shall be effective only upon the mutual consent in writing by the parties hereto.

4.4. Termination

County reserves the right to terminate Contract, in whole or in part, at any time, for any reason, without penalty. County shall give Contractor thirty (30) days written notice prior to the effective date of termination.

4.5. Assignment

Contractor shall not assign Contract, or any interest herein, without the written consent of County.

County reserves the right to approve Contractor’s assignee under whatever terms and conditions County may require. Contractor must provide County thirty (30) days written notice prior to sale of Contractor. County may elect to cancel Contract at that time. County may, at its sole discretion, permit the new owner to assume all existing Contract terms and conditions.

4.6. Licenses, Permits and Certifications

Contractor and Contractor’s employees shall possess all applicable licenses, permits and certifications required by Federal, State and/or County codes and regulations and shall provide such licenses, permits and certifications to County upon request.

4.7. Compliance With Laws

Contractor shall comply with all Federal, State and local rules, regulations and laws.

4.8. Acknowledgement

As applicable, Contractor shall acknowledge in all reports and literature that the Santa Cruz County Board of Supervisors has provided funding to Contractor.

4.9. Inclusion of Documents

The RFP, all addenda and the Proposal submitted in response to the RFP shall be become a part of any contract awarded as a result of the RFP.

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4.10. Presentation of Claims

Presentation and processing of any or all claims arising out of or related to Contract shall be made in accordance with the provisions contained in Santa Cruz County Code Chapter 1.05, which by this reference is incorporated herein.

4.11. Off-Shore Outsourcing of Services

Contractor shall certify that all services performed on any purchase order or contract with County, either by Contractor or subcontractor(s) will be performed solely by workers within the United States.

4.12. Force Majeure

Contractor shall not be liable for any delays with respect to Contract due to causes beyond its reasonable control, such as acts of God, epidemics, war, terrorism or riots.

4.13. Severability

Should any part of Contract be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect the validity of the remainder of Contract, which shall continue in full force and effect; provided that the remainder of Contract can, absent the excised portion, be reasonably interpreted to give the effect to the intentions of the parties.

4.14. Controlling Law

Contract shall only be governed and construed in accordance with the laws of the State of California and the County, and the proper venue for legal action regarding Contract shall only be in the County of Santa Cruz.

4.15. Indemnity and Insurance Requirements

Contractor shall provide Certificates of Insurance for Liability, Automobile, and Workers’ Compensation to Purchasing before Contract is signed. Insurance as specified must remain in effect throughout the entire term of Contract. Refer to attached Insurance Requirements.

4.16. Default

A. In addition to its remedies under the "Termination" section of this RFP, County may, by written notice of default to Contractor, terminate Contract in whole or in part if Contractor fails to:

1. Make delivery of the supplies or perform within the time specified herein or promised, or any extension thereof; or

2. Perform any of the other provisions of Contract.

B. In the event County terminates Contract in whole or in part, as provided in "Termination", County may procure, upon such terms and in such manner as County deems appropriate, supplies, services or work similar to those so terminated, and Contractor shall be liable to

County for any excess costs for such similar supplies, services or work; provided that

Contractor shall continue the performance of Contract to the extent not terminated under the provisions provided herein. Contractor shall not be liable for any excess costs if the failure to perform Contract arises out of causes beyond the control and without the fault and negligence of Contractor.

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4.17. Independent Contractor Status

A. Contractor and County have reviewed and considered the principal test and secondary factors below and agree that Contractor is an independent contractor and not an employee of

County. Contractor is responsible for all insurance (workers’ compensation, unemployment, etc.) and all payroll related taxes. Contractor is not entitled to any employee benefits. County agrees that Contractor shall have the right to control the manner and means of accomplishing the result contracted for herein. It is recognized that it is not necessary that all secondary factors support creation of an independent contractor relationship, but rather that overall there are significant secondary factors that indicate that Contractor is an independent contractor.

B. Principal Test:

Contractor rather than County has the right to control the manner and means of accomplishing the result contracted for.

C. Secondary Factors:

(1) The extent of control which, by agreement, County may exercise over the details of the work is slight rather than substantial; (2) Contractor is engaged in a distinct occupation or business; (3) In the locality, the work to be done by Contractor is usually done by a specialist without supervision, rather than under the direction of an employer; (4) The skill required in the particular occupation is substantial rather than slight; (5) Contractor rather than the

County supplies the instrumentalities, tools and work place; (6) The length of time for which

Contractor is engaged is of limited duration rather than indefinite; (7) The method of payment of Contractor is by the job rather than by the time; (8) The work is part of a special or permissive activity, program, or project, rather than part of the regular business of County; (9)

Contractor and County believe they are creating an independent contractor relationship not an employer-employee relationship; and (10) County conducts public business.

4.18. Equal Employment Opportunity

During and in relation to the performance of Contract, Contractor agrees as follows:

A. Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, national origin, ancestry, physical or mental disability, medical condition (cancer related), marital status, sexual orientation, age (over 18), veteran status, gender, pregnancy, or any other non-merit factor unrelated to job duties. Such action shall include, but not be limited to: recruitment; advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training (including apprenticeship), employment, upgrading, demotion, or transfer. Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notice setting forth the provisions of this non-discrimination clause.

B. If Contract provides compensation in excess of $50,000 to Contractor and if Contractor employs fifteen (15) or more employees, the following requirements shall apply:

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1. Contractor shall, in all solicitations or advertisements for employees placed by or on behalf of Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, physical or mental disability, medical condition (cancer related), marital status, sexual orientation, age (over 18), veteran status, gender, pregnancy, or any other non-merit factor unrelated to job duties. Such action shall include, but not be limited to: recruitment; advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training (including apprenticeship), employment, upgrading, demotion, or transfer. In addition, Contractor shall make a good faith effort to consider Minority/Women/Disabled-

Owned Business Enterprises in Contractor’s solicitation of goods and services.

2. Contractor may be declared ineligible for further agreements with County in the event of non-compliance with the non-discrimination clauses of Contract or with any of said rules, regulations or orders.

3. Contractor shall cause the foregoing provisions of this subparagraph to be inserted in all subcontracts for any work covered under Contract by a subcontractor compensated more than $50,000 and employing more than fifteen (15) employees, provided that the foregoing provisions shall not apply to contracts or subcontracts for standard commercial supplies or raw materials.

4.19. Retention and Audit of Records

Contractor shall retain records pertinent to Contract for a period of not less than five (5) years after final payment under Contract or until a final audit report is accepted by County, whichever occurs first. Contractor hereby agrees to be subject to the examination and audit by the County Auditor- Controller, the Auditor General of the State of California, or the designee of either for a period of five

(5) years after final payment under Contract.

4.20. Data Security and Privacy - Protected Information

Contractor acknowledges that its performance of services or activities under Contract may involve access to confidential information including, but not limited to, personally-identifiable information, protected health information, or individual financial information (collectively, “Protected Information”) that is subject to Federal, State or other laws restricting the use and disclosure of such information.

Contractor agrees to comply with all applicable Federal and State laws restricting the access, use and disclosure of Protected Information.

A. Contractor agrees to hold County’s Protected Information, and any information derived from such information, in strictest confidence. Contractor shall not access, use or disclose

Protected Information except as permitted or required by Contract or as otherwise authorized in writing by County, or applicable laws.

B. Contractor agrees to protect the privacy and security of County’s Protected Information according to all applicable laws and regulations, by commercially-acceptable standards, and no less rigorously than it protects its own confidential information, but in no case less than reasonable care. Contractor shall implement, maintain and use appropriate administrative, County of Santa Cruz undefined #26P1-002 Page# 16 of 16 technical and physical security measures to preserve the confidentiality, integrity and availability of County’s Protected Information.

C. Within 30 days of the termination, cancellation, expiration or other conclusion of Contract, Contractor shall return the Protected Information to County unless County requests in writing that such data be destroyed. Contractor shall certify in writing to County that such return or destruction has been completed.

D. Contractor agrees to include the requirements contained in paragraphs 5.20(a) through

5.20(d) inclusive, in all subcontractor contracts providing services under Contract.