Bid Notice.pdf

Alameda County is committed to reducing environmental impacts across our entire supply chain. Please print only what you need, print double-sided, and use recycled-content paper if printing this document.

RFP Template Rev. 6/8/26

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 902787 for

ELEVATOR CONDITION ASSESSMENT

& MODERNIZATION PLAN

For complete information regarding this project, see Request for Proposal (RFP) posted at County of Alameda Procurement Portal [https://procurement.opengov.com/portal/acgov] or contact the County Thank you for your interest!

Contact Person: N. Feigenbaum

Phone Number: (510) 208-9603

Email Address: n.feigenbaum@acgov.org

General Services Agency (GSA) – Procurement

RESPONSE DUE

by

2:00 p.m.

on

November 17, 2026 through

Alameda County, GSA-Procurement

County of Alameda Procurement Portal https://procurement.opengov.com/portal/acgov https://procurement.opengov.com/portal/acgov mailto:n.feigenbaum@acgov.org

Specifications, Terms & Conditions for Elevator Condition Assessment & Modernization Plan

RFP No. 902787

CALENDAR OF EVENTS

REQUEST FOR PROPOSAL No. 902787

ELEVATOR CONDITION ASSESSMENT & MODERNIZATION PLAN

EVENT DATE/LOCATION

Request Issued October 2, 2026

RSVP Responses Due for Non-Mandatory Site Visit

October 13, 2026

RSVPs must be sent to n.feigenbaum@acgov.org by this date.

Non-Mandatory Site Visit October 19, 2026 10:00 a.m.

1401 Lakeside Dr. Oakland, CA 94612

Networking/Bidders Conference

October 22, 2026 @ 10:00 a.m.

TO ATTEND ONLINE:

Microsoft Teams meeting

Join Here

Meeting ID: 273 165 326 449 890

Passcode: rd9FV9JB

Need help? | System reference

Dial in by phone

+1 415-915-3950,,710511135# United

States, San Francisco

(888) 715-8170,,710511135# United States

(Toll-free)

Find a local number

Phone conference ID: 710 511 135#

Join on a video conferencing device

Tenant key:

alamedacountyca@m.webex.com

Video ID: 115 028 146 2

Written Questions Due via the “Question & Answer” tab of this project in the County of Alameda Procurement Portal

October 23, 2026 by 5:00 p.m.

List of Attendees October 26, 2026

Questions & Answers Issued November 5, 2026 mailto:n.feigenbaum@acgov.org https://teams.microsoft.com/meet/273165326449890?p=CXZKcv9wahk8Gfj0VT https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzZjYmI3NDgtNjJmNC00MmQ3LTk0ZWUtZWNlNDljM2YxZGM5%40thread.v2/0?context=%7b%22Tid%22%3a%2232fdff2c-f86e-4ba3-a47d-6a44a7f45a64%22%2c%22Oid%22%3a%22a353c71f-0c38-4a72-91b6-514af54910b5%22%7d tel:+14159153950,,710511135 tel:8887158170,,710511135 https://dialin.teams.cloud.microsoft/c44e85b4-06d5-44f1-aa66-048146aad930?id=710511135 mailto:alamedacountyca@m.webex.com

Addendum Issued [only if necessary to amend RFP] November 5, 2026

Response Due and Submitted through County of Alameda Procurement Portal

November 17, 2026 by 2:00 p.m.

Followed immediately by online Public Bid Opening which can be joined here:

Microsoft Teams meeting

Join Here

Meeting ID: 234 649 482 627 823

Passcode: Fn9hd6dK

Need help? | System reference

Dial in by phone

+1 415-915-3950,,834090360# United

States, San Francisco

(888) 715-8170,,834090360# United States

(Toll-free)

Find a local number

Phone conference ID: 834 090 360#

Join on a video conferencing device

Tenant key:

alamedacountyca@m.webex.com

Video ID: 113 612 878 2

Evaluation Period November 17, 2026 – December 15, 2026

Optional Vendor Interviews Week of November 30, 2026

Notice of Intent to Award Issued December 18, 2026

Board Consideration Award Date January 12, 2027

Contract Start Date February 1, 2027

NOTE: All dates are tentative and subject to change.

https://teams.microsoft.com/meet/234649482627823?p=I64QCrabXXLgujC7a9 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWZhNDMwOTItNGM0MC00NGYzLTlhOWMtMjQ0ODNkODkyYWU4%40thread.v2/0?context=%7b%22Tid%22%3a%2232fdff2c-f86e-4ba3-a47d-6a44a7f45a64%22%2c%22Oid%22%3a%22a353c71f-0c38-4a72-91b6-514af54910b5%22%7d tel:+14159153950,,834090360 tel:8887158170,,834090360 https://dialin.teams.cloud.microsoft/c44e85b4-06d5-44f1-aa66-048146aad930?id=834090360 mailto:alamedacountyca@m.webex.com

Alameda County Vendor Outreach

Wednesday, October 7, 2026 10:30 a.m. – 11:30 a.m.

TO ATTEND ONLINE:

Vendor Outreach Call-in: +1 415-915-3950

Conference ID: 504 517 635#

COME MEET ALAMEDA COUNTY’S

PROCUREMENT TEAM!

This public event is not specific to any RFP, where vendors can speak with GSA professionals, get to know them, and learn more about contracting opportunities with the County.

These are conducted on most Wednesdays.

Dates and locations can be confirmed by checking at Upcoming Events

[https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/] https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTcwODZiMDctYzdmNi00ZTgxLWJhOTUtMjAyZTRkMWQxMTg4%40thread.v2/0?context=%7b%22Tid%22%3a%2232fdff2c-f86e-4ba3-a47d-6a44a7f45a64%22%2c%22Oid%22%3a%22338906a1-74a0-4066-b6d5-051f1847307a%22%7d https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 902787

SPECIFICATIONS, TERMS & CONDITIONS

for

ELEVATOR CONDITION ASSESSMENT & MODERNIZATION PLAN

TABLE OF CONTENTS

Page

CALENDAR OF EVENTS

I. STATEMENT OF WORK

A. INTENT

B. SCOPE/BACKGROUND

C. BIDDER QUALIFICATIONS

D. SPECIFIC REQUIREMENTS

E. DELIVERABLES / REPORTS

F. BIDDERS CONFERENCE/SITE VISIT/VENDOR OUTREACH

II. COUNTY PROCEDURES, TERMS, AND CONDITIONS

G. EVALUATION CRITERIA / SELECTION COMMITTEE

I. CONTRACT EVALUATION AND ASSESSMENT

J. NOTICE OF INTENT TO AWARD

K. BID PROTEST / APPEALS PROCESS

L. TERM / TERMINATION / RENEWAL

M. BRAND NAMES AND APPROVED EQUIVALENTS

N. PRICING

O. AWARD

P. METHOD OF ORDERING

Q. INVOICING

R. ACCOUNT MANAGER / SUPPORT STAFF

III. INSTRUCTIONS TO BIDDERS

S. COUNTY CONTACTS

T. SUBMITTAL OF PROPOSALS

ATTACHMENTS

EXHIBIT A Bid Response Packet

I. STATEMENT OF WORK

A. INTENT

It is the intent of these specifications, terms, and conditions to describe elevator condition assessment and modernization plan services for the elevators at several County buildings being requested by the County.

The County intends to award a three (3) year contract (with the option to renew for two [2] years) to the Bidder selected as the most responsive and responsible Bidder whose response conforms to the RFP and meets the County’s requirements.

B. SCOPE/BACKGROUND

The Alameda County General Services Agency – Building Maintenance Department (GSA-BMD) intends to procure professional services to perform a comprehensive condition assessment and develop and implement a plan to modernize the elevator equipment at 1106 Madison Street, 1111 Jackson Street, and 1401 Lakeside Drive, all of which are located in Oakland, California.

1106 Madison Building: GSA-BMD operates two (2) Otis hydroelectric passenger elevators in the 1106 Madison Building, which was constructed in 1999. This building has four (4) floors and approximately 77,142 gross square feet. Although the elevators were installed that year, the exact date of their last modernization is unknown.

Conveyance permit Nos. 115717 and 115718 are registered with the California Department of Industrial Relations.

1111 Jackson Building: GSA-BMD operates three (3) Otis overhead traction passenger elevators in the 1111 Jackson Building, which was constructed in 1970. This building has nine (9) floors and approximately 152,654 gross square feet. Although the elevators were installed that year, the exact date of their last modernization is unknown.

Conveyance permit Nos. 124601, 124602, and 124603 are registered with the California Department of Industrial Relations.

1401 Lakeside Building: GSA-BMD operates four (4) US Elevator overhead traction passenger elevators in the 1401 Lakeside Plaza Building, which was constructed in 1982.

This building has twelve (12) floors, two (2) sub-ground parking levels, and approximately 140,146 gross square feet. Although the elevators were installed that year, the exact date of their last modernization is unknown. Conveyance permit Nos.

076691, 076692, 076693, and 076694 are registered with the California Department of Industrial Relations.

Given the elevators’ likely age and duty requirements, GSA-BMD intends to complete a comprehensive condition assessment, survey, and inspection. Based on the results of the report, GSA-BMD will develop and implement a modernization plan for the elevators. GSA-BMD is seeking proposals from qualified consulting firms to provide a turnkey project approach that will include identifying all necessary infrastructure work to deliver modernized and code-compliant elevators acceptable to all Authorities Having Jurisdiction (AHJ) of this work. Please note: the awarded contractor for this RFP will not be eligible to bid on any subsequent solicitations released as a result of this RFP.

On the date mentioned in the Calendar of Events above, the County will conduct a Non- Mandatory Site Visit, where Bidders will have an opportunity to inspect the elevator equipment at the sites listed above.

C. BIDDER QUALIFICATIONS

1. BIDDER Minimum Qualifications

a. Bidder and all key personnel assigned to the project are to provide documentation or certify that they have been regularly and continuously engaged in the business of providing consulting services of similar size, scale, and scope as described in Section B above for at least five (5) years, which must be clearly stated or demonstrated in the table provided in Exhibit A – Bid Response Packet.

b. Bidder’s staff performing work on this project must possess a current National Association of Elevator Safety Authorities (NAESA) International Qualified Elevator Inspector (QEI) certification, which must be clearly stated or demonstrated in the table provided in Exhibit A – Bid Response Packet.

c. Bidder must also certify that they possess all permits, licenses, and professional credentials necessary to supply products and perform services specified under this RFP. Unless noted otherwise in the RFP, for example the item(s) stated above, including any Addendum, Bidder is not required to submit copies or verification of the permits, licenses and credentials; however, Bidder must provide such proof if requested by County.

D. SPECIFIC REQUIREMENTS

1. Contractor must successfully deliver comprehensive elevator condition assessments, document preparation, modernization plans, construction documents, and bidding/technical consulting services that enable the County to procure and implement safe, code-compliant, and cost-effective elevator modernization projects for the three sites listed in Section B above.

2. Contractor must provide an elevator condition assessment and modernization and implementation plan that must include, but not be limited to, the following:

a. Phase 1: Comprehensive condition assessment;

(1) Contractor must conduct a site assessment for each location and provide a report for each location including, but not limited to, the current condition of the equipment, near-term maintenance and repair requirements, modernization scope recommendations, potential for re-use of existing equipment, detailed repair plans, budgeting information, and a project schedule.

(2) Contractor must coordinate meetings with the County as required.

(3) Contractor must perform site visits as needed for the site assessments and meetings, which may be online or in-person, as needed to review the site survey reports with the County.

(4) Contractor must inform the County of any immediate maintenance and repair deficiencies to be addressed by the County’s current elevator maintenance contractor.

(5) Phase 1 Performance Outcome: Condition Intelligence - County receives a complete, evidence-supported understanding of existing conditions, deficiencies, risks, remaining useful life, repair requirements and modernization priorities.

b. Phase 2: Document preparation;

(1) Contractor must provide specifications for modernization of the elevators for each location, including virtual or in-person meetings as needed to review the specifications with the County and final submission. These specifications must be provided within six (6) weeks of the submittal of the report listed in item 1.a above and must be developed using the construction standard of Construction Specifications Institute (CSI) Master Format.

(2) Contractor must review the County’s front-end Division 00 and Division 01 documents and bid exhibits to incorporate all required elevator modernization specifications.

(3) Contractor must provide design review meetings as needed with the County to confirm scope and final document delivery.

(4) Phase 2 Performance Outcome: Procurement Ready Scope of Work - County receives complete, CSI Master Format-compliant elevator modernization specifications for each location which incorporate all applicable County requirements and reflect the scope confirmed through design review meetings.

c. Phase 3: Bidding;

(1) Contractor must attend the in-person pre-bid site visit(s) and virtual pre-bid conference meeting(s) as needed to assist the County during the bidding process.

(2) Contractor must conduct virtual or in-person meeting(s) as needed to provide bid review assessment of each of the modernization bids and submit a summary report with findings and a recommendation for award.

(3) There may be separate solicitations issued by the County for each modernization project. Contractor must assist with all solicitations issued for the modernization of the elevators at the three (3) locations listed above in Section B.

(4) Phase 3 Performance Outcome: Competitive Procurement Consultation - County receives timely technical support, bidder-question resolution and documented bid analysis sufficient to support a defensible award decision.

d. Phase 4: Submittal and shop drawing review;

(1) Contractor must conduct a formal review of all project submittal and shop drawing packages for compliance with approved modernization contract documents.

(2) Phase 4 Performance Outcome: Construction Compliance - County receives timely technical review of submittals sufficient to resolve material contract noncompliance.

e. Phase 5: Construction; and

(1) Contractor must conduct, at minimum, one (1) in-person site visit (per location) and progress review at the 50% completion level of the modernization project(s), as well as one (1) final in-person site visit (per location) compliance and review (punch list) meeting to confirm any deficiencies, and any follow-up reviews as needed.

(2) Contractor must assist the County with reviewing any Requests for Information (RFIs) or proposed change orders related to the elevator modernization project(s) requirements addressing entitlement/scope basis, technical necessity, alternatives, cost reasonableness, schedule impact, and recommendation to approve, reject or revise.

(a) Contractor must provide technical recommendations within the following timeframes:

i. RFI: five (5) business days;

ii. Time-sensitive RFI affecting critical path: two (2) business days;

iii. Change-order technical evaluation: five (5) business days; and

iv. Emergency/safety matter: same business day.

(3) Phase 5 Performance Outcome: Acceptance Recommendation - County receives documented punch-list closure, AHJ approvals, complete operating/warranty documentation and a supported final acceptance recommendation.

f. Phase 6: Warranty period.

(1) Contractor must review all operating and warranty documents related to the modernization project(s) for completeness and consistency with the modernization contract requirements.

(2) Contractor must conduct on-site visits and inspections to confirm the modernization contractor has met the maintenance service and warranty requirements at six (6) months and at completion of the warranty period.

(3) Phase 6 Performance Outcome: Warranty Protection: County receives timely warranty-period inspections and documentation sufficient to identify and pursue deficiencies before applicable warranty rights expire.

g. General Requirements:

(1) Contractor shall not submit a bid or proposal, participate as a subcontractor or subconsultant to a bidder, or otherwise have a financial interest in an entity competing for any elevator modernization construction contract developed substantially from the specifications, plans, recommendations, or other procurement documents prepared by Contractor under the Agreement resulting from this RFP, unless expressly authorized by the County in writing.

(2) The County will work with the Contractor to determine the quantity and frequency of visits and meetings; however, the County will have sole discretion regarding the quantity, frequency, and types (online or in-person) of these visits and meetings.

(3) Contractor must promptly correct, at no additional cost to the County, errors, omissions, inconsistencies, or deficiencies in Contractor-prepared assessments, designs, specifications, calculations, recommendations, reports, or other deliverables.

Contractor must also provide reasonable professional services necessary to clarify or correct its documents where RFIs, submittals, or proposed change orders result from such errors, omissions, inconsistencies, or deficiencies.

h. Response Time Requirements: Based on the nature of the particular request, Contractor must respond to inquiries from the County within the following timeframes:

(1) Normal: routine administrative/technical matter not materially affecting immediate project performance; 48 hours;

(2) Important: matter potentially affecting procurement, cost, schedule, AHJ approval, or near-term project decision; 24 hours;

and

(3) Urgent: safety issue, active construction impact, shutdown, critical-path issue, or matter designated urgent by County; 4 hours.

3. Due to the specialized and safety-related nature of the project, services for this RFP must be performed by employees of the Contractor only. No subcontractors are allowed to perform direct services on this project. Subcontractors may perform services not directly related to this project.

4. Bidder must submit at least two (2) past elevator condition assessments, modernization plans, and modernization specifications for units similar to the units described in Section B above in their bid response.

5. The County will conduct a Non-Mandatory Site Visit on the date and time listed in the Calendar of Events above. At the Non-Mandatory Site Visit, Bidders will have an opportunity to inspect the elevator equipment at the three (3) sites. The Site Visit will begin at the 1401 Lakeside Building, proceed to the 1106 Madison Building, and conclude at the 1111 Jackson Building. RSVPs must be sent to n.feigenbaum@acgov.org by the date listed in the Calendar of Events above.

E. DELIVERABLES / REPORTS

1. All deliverables are subject to County review and written acceptance. County acceptance shall not waive latent errors, omissions, professional responsibility, warranty obligations, or other Contractor obligations. If the County identifies deficiencies, Contractor must provide a corrected deliverable and written response to County comments within five (5) business days, or another period approved by the County based upon complexity, at no additional cost when correction is necessary to meet the contract requirements.

2. Within two (2) weeks of the start of any contract awarded as a result of this RFP, Contractor must submit a project schedule for County review and approval and must coordinate a meeting with the County to schedule the initial assessments.

3. Contractor must present to the County all reports, technical data, and supporting documentation at each phase of the project as requested by the County.

4. Reports and documentation must include, but are not limited to, the following:

a. Project schedule, including durations for each phase noted above;

b. Initial elevator assessment report(s), including Contractor’s on-site observations;

c. Repair and maintenance recommendations, including existing maintenance and repair deficiencies to be addressed by the County’s current elevator maintenance contractor;

d. Capital planning data, including budget report(s) and timing for the modernization of equipment;

e. Modernization specifications and action items;

f. Bid review assessment report(s);

g. Modernization progress report(s) including site visits and pictures of progress as required;

h. Invoice review with recommendations based on observation of modernization contractor’s current progress as required;

mailto:n.feigenbaum@acgov.org

i. AHJ approval documentation;

j. Punch list reports;

k. Final warranty status report;

l. Final approval assessment(s) of performed work; and

m. Final performance report(s).

F. BIDDERS CONFERENCE/SITE VISIT/VENDOR OUTREACH

1. The Bidders Conference held on the date specified in the Calendar of Events will have online conference capabilities for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at:

Microsoft Teams Meeting:

Join Here

Meeting ID: 273 165 326 449 890 Passcode: rd9FV9JB

2. Vendor Outreach is usually conducted on Wednesdays at Vendor Outreach Link (Call-in: +1 415-915-3950; Conference ID: 504 517 635#). Dates and locations can be confirmed by checking at: Upcoming Events [https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/].

3. Information regarding the RFP will be presented during the conference(s). To get the best experience, the County recommends that Bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone.

4. Bidders Conference will be held to:

a. Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships to participate in the contract(s) that may result from this RFP.

b. Provide an opportunity for Bidders to request clarification on this RFP and ask specific questions about the project, goods, and services.

c. Provide the County with an opportunity to receive feedback related to this RFP.

5. The Bidders Conference Attendees List will be released in a separate document.

https://teams.microsoft.com/meet/273165326449890?p=CXZKcv9wahk8Gfj0VT https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTcwODZiMDctYzdmNi00ZTgxLWJhOTUtMjAyZTRkMWQxMTg4%40thread.v2/0?context=%7b%22Tid%22%3a%2232fdff2c-f86e-4ba3-a47d-6a44a7f45a64%22%2c%22Oid%22%3a%22338906a1-74a0-4066-b6d5-051f1847307a%22%7d https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/

6. Written questions submitted by the stated deadline will be addressed in a posted RFP Questions and Answers (Q&A) following the Bidders Conference(s).

Should there be a need to amend or revise the RFP, an Addendum will be issued.

Any verbal statements, including at any Bidders Conference(s) are not binding.

Only the written documents will be binding.

7. Questions regarding these specifications, terms, and conditions are to be submitted in writing through the “Question & Answer” tab of this project in the County of Alameda Procurement Portal by 5:00 p.m. on the date specified in the Calendar of Events.

8. Attendance at the Bidders Conference(s) and Vendor Outreach is highly recommended but not mandatory. Vendors who attend the Bidders Conference and Non-Mandatory Site Visit will be added to the Vendor Bid List.

9. Attendance at the Non-Mandatory Site Visit is highly recommended but not mandatory. Bidders who do not attend the Non-Mandatory Site Visit may still submit bids for this RFP. RSVPs must be sent to n.feigenbaum@acgov.org by the date listed in the Calendar of Events above. The Site Visit will begin at 1401 Lakeside Dr. and progress through all 3 sites listed in Section B above.

II. COUNTY PROCEDURES, TERMS, AND CONDITIONS

G. EVALUATION CRITERIA / SELECTION COMMITTEE

1. Initial Evaluation (Completeness of Response and Debarment and Suspension).

All proposals will first be reviewed to determine if they pass the initial Evaluation Criteria (Section A), which are determined on a pass/fail basis.

2. Evaluation by County Selection Committee. All proposals that have passed the initial Evaluation Criteria will be evaluated by a County Selection Committee (CSC). The CSC may be composed of County staff and other parties that may have expertise or experience related to the goods or services that are being procured. The CSC will score the proposals according to the Evaluation Criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria, the evaluation of the proposals will be within the sole judgment and discretion of the CSC.

3. Unrealistic Bids. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments or unrealistically high or low in cost may be deemed reflective of an inherent lack of technical knowledge or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.

mailto:n.feigenbaum@acgov.org

4. Price Discrepancy. In the case of a discrepancy between the unit price and an extension, the unit price will be used for evaluation purposes.

5. Evaluation Criteria Descriptions. The items listed in the Evaluation Criteria should be considered as minimum requirements. All information contained in a proposal and presented in vendor interviews (if there are interviews) will be considered during the evaluation process and included in scoring within the appropriate Evaluation Criteria.

6. Evaluation Scores. Proposals will be evaluated and scored on the zero to five-point scale within each Evaluation Criteria below. Scores for all Evaluation Criteria (see the section below) will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a higher-weighted total will be deemed of higher quality than a proposal with a lesser-weighted total.

7. Shortlist Process. The evaluation process may include a two-stage approach including a preliminary evaluation of the written proposal and preliminary scoring to develop a shortlist of Bidders that will continue to the final stage of optional vendor interview, and reference checks. The preliminary scoring will be based on the total points, excluding any points allocated to references, and optional vendor interview. The three (3) Bidders receiving the highest preliminary scores may advance to the next evaluation phase. All other Bidders will be deemed eliminated from the process. All Bidders will be notified of the shortlist participants; however, the preliminary scores at that time will not be communicated to Bidders.

8. Reference Checks. The County reserves the right to conduct reference check(s) on all Bidders who submitted a bid proposal. The CSC will then score the reference check(s), as identified in the Evaluation Criteria below, which will then be included in the final score.

9. Optional Vendor Interviews. The County may in its sole discretion, conduct vendor interviews. Should the County opt to conduct a vendor interview, the interview may include responding to standard and specific questions from the CSC regarding the Bidders’ proposal. Whether or not a shortlist process is used, the score of any evaluation criterion below may be revised or informed based on the vendor interview.

10. Final Score. The final maximum score for any procurement is 550 points, including the possible 50 points for local and small, local and emerging, or local preference points (maximum 10% of the final score; derived from 5% for local preference and 5% for either Small and Local or Emerging and Local preference).

Proposals will be ranked by their final scores.

a. Without Vendor Interview. In procurements where there are no vendor interviews, the score received by the evaluation of the written proposal with the references score added will be the final score.

b. With Vendor Interview. In procurements where there are vendor interviews, the CSC will consider the interview and may adjust the scores received by the evaluation of the written proposal which, with the reference scores added, will be the final score.

11. Contact During Evaluation Process. All contact during the evaluation phase must be through the GSA-Procurement department only. Bidders must neither contact nor lobby CSC during the evaluation process. Attempts by Bidders to contact and/or influence members of the CSC may result in disqualification of Bidders.

12. Determining Award. As a result of this RFP, the County intends to award a contract to the highest-ranked responsible Bidder(s), as determined by the combined weight of the Evaluation Criteria, whose response conforms to the RFP and whose bid presents the greatest value to the County considering all Evaluation Criteria. The combined weight of the Evaluation Criteria is greater in importance than the cost in determining the best value to the County. The County may award a contract of higher qualitative competence over the lowest priced response.

13. The zero to five-point scale range is defined as follows:

Score Rating Description

Not Acceptable

Non-responsive, fails to meet RFP specifications. The approach has no probability of success. If the unmet specification is a mandatory requirement, this score may result in the disqualification of the proposal.

1 Poor

Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving objectives per RFP.

2 Fair Has a reasonable probability of success; however, some objectives may not be met.

3 Average

Acceptable and likely to achieve all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on the interpretation of the proposal by CSC.

Above Average / Good

Better than that which is average or expected as the norm. Excellent probability of success in achieving all objectives of the RFP requirements and expectations.

Excellent / Exceptional

Exceeds expectations, is very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success in achieving all objectives and meeting RFP specifications.

14. The Evaluation Criteria and their respective weights are as follows:

Criteria Description Weight

A1. Completeness of Response:

Responses to this RFP must be complete. Responses must address all the requirements identified within this RFP and all related documents, including any Addenda.

Failure to meet the Bidder Minimum Qualifications may also be considered an incomplete response and may result in the disqualification of the Bidder. Pass/Fail

A2.

Debarment and Suspension:

Bidders, its principal, and named subcontractors are not identified on the list of Federally debarred, suspended, or other excluded parties located at www.sam.gov/SAM. Pass/Fail

B. Cost:

The points for Cost will be computed by dividing the amount of the lowest responsive and responsible bid received by each Bidder’s total proposed cost.

Cost evaluation points may be adjusted by considering:

1. Reasonableness (i.e., how well does the proposed pricing accurately reflect the Bidder’s effort to meet requirements and objectives?).

2. Realism (i.e., is the proposed cost appropriate to the nature of the products and/or services to be provided? Is the price affordable to the County, including if costs exceed any budget contained in the

RFP?).

20 Points

C. Description of Proposed Services:

http://www.sam.gov/SAM

In each area described below, an evaluation will be made of the probability of success and risks associated with the proposal response:

1. How well does the description of proposed services match and contribute to achieving the objectives of assessing the condition of, and providing modernization plans for, elevators?

2. How well does the bidder’s proposal address how they will meet or exceed the specific items listed in Section D (Specific Requirements) and Section E (Deliverables/Reports)?

3. To what extent does the Bidder's proposed project management approach demonstrate the ability to meet required schedules, response times, milestones, County review requirements, and project coordination needs?

4. To what extent does the Bidder's quality-control approach provide reasonable assurance that assessments, recommendations, specifications, cost information, reviews, and other deliverables will be complete, accurate, coordinated, constructible, and suitable for County use?

5. To what extent does the Bidder's proposed approach identify and effectively manage technical, cost, schedule, safety, procurement, construction, regulatory, and warranty risks while protecting the County's interests?

35 Points

D. Relevant Experience/Submittal of Past Reports:

Proposals will be evaluated, including considering the RFP specifications and the questions below:

1. To what extent does the Bidder demonstrate successful experience performing projects comparable in size, scope, complexity, and required services to the County's project?

2. How extensive and applicable is the education and experience of the personnel designated to work on the project in the field of elevator condition assessment and modernization?

3. To what extent do the qualifications, certifications, education, and directly relevant experience of the 30 Points proposed key personnel demonstrate their ability to successfully perform their assigned responsibilities?

4. To what extent does the Bidder's past performance demonstrate successful achievement of schedule, cost, quality, technical, and client-service outcomes on comparable projects?

5. How well do the submitted reports demonstrate that the bidder and key personnel possess the required level of experience for elevator condition assessment and modernization?

E. References (See Exhibit A – Bid Response Packet) 15 Points

F. Vendor Interview

Should the County opt to conduct a vendor interview, the interview may include responding to standard and specific questions from the CSC regarding the Bidder’s proposal. Whether or not a shortlist process is used, the scores of any evaluation criterion above may be revised or informed based on the vendor interview.

Vendor Interview may be used to revise / inform scores of criteria above

SMALL LOCAL EMERGING BUSINESS PREFERENCE

Local Preference: Points equaling 5% of Bidder’s total score for the above Evaluation Criteria will be added. This will be the Bidder’s final score for purposes of award evaluation. 5%

Small and Local or Emerging and Local Preference:

Points equaling 5% of Bidder’s total score for the above Evaluation Criteria will be added. This will be the Bidder’s final score for purposes of award evaluation. 5%

I. CONTRACT EVALUATION AND ASSESSMENT

1. During the initial 120-day period of any contract awarded, the County may review the proposal, the contract, any goods or services provided, and/or meet with the Contractor to identify any issues or potential problems.

2. The County reserves the right to determine, at its sole discretion, whether:

a. The Contractor has complied with all terms of this RFP and the contract;

and

b. Any problems or potential problems with the proposed goods and/or services were evidenced, which makes it unlikely (even with possible modifications) that such goods and/or services have met or will meet the County requirements.

3. If, as a result of such determination, the County concludes that it is not satisfied with the Contractor’s performance under any awarded contract and/or Contractor’s goods and services as contracted for therein, the Contractor may be notified that the contract is being terminated. The Contractor must be responsible for returning County facilities to their original state at no charge to the County. The County will have the right to invite the next qualified Bidder(s) to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so. The County’s right to go to the next qualified Bidder(s) and/or rebid is not limited by the award of a contract or the 120-day period.

J. NOTICE OF INTENT TO AWARD

1. At the conclusion of the RFP response evaluation period, all Bidders will be notified in writing by email or US Postal Service mail of the contract award recommendation, if any, by GSA-Procurement. The document providing this notification is the Notice of Intent to Award/Non-Award.

The Notice of Intent to Award/Non-Award will provide the following information:

a. The name(s) of the Bidder(s) being recommended for contract award;

and

b. The names of all other parties that submitted proposals.

2. The submitted proposals will be made available upon request no later than five calendar days before approval of the award and contract is scheduled to be considered by the Board of Supervisors.

K. BID PROTEST / APPEALS PROCESS

The County of Alameda prides itself on the establishment of fair and competitive contracting procedures and the commitment made to follow those procedures. The following is provided in the event that Bidders wish to protest the bid process or appeal the recommendation to award a contract once the Notices of Intent to Award/Non- Award have been issued. Bid protests submitted prior to issuance of the Notices of Intent to Award/Non-Award will not be accepted by the County.

1. Any bid protest must be submitted in writing by 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the Notice of Intent to Award/ Non-Award, not the date received by the Bidder. The bid protest must be submitted to the office that has been designated for review of protests for this procurement (the Protest Evaluator). For this procurement, the Protest Evaluator is:

GSA–Office of Acquisition Policy ATTN: Contract Compliance Officer 1401 Lakeside Drive, 10th Floor, Oakland, CA 94612 Email: GSA-BidProtests@acgov.org

A bid protest received after 5:00 p.m. is considered received as of the next calendar day. A protest received after 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the Notice of Intent to Award/Non-Award will not be considered under any circumstances by the Protest Evaluator or their designee.

Generally, the County will promptly send an email acknowledging receipt of the protest; it is the responsibility of the protestor to confirm that the protest was timely received.

a. The bid protest must contain a complete statement of the reasons and facts for the protest.

b. The protest must refer to the specific portions of all documents that form the basis for the protest.

c. The protest must include the name, address, email address, and telephone number of the person submitting the protest on behalf of the protesting party.

d. The Contract Specialist will send a notification to Bidders if a protest is received.

2. The Protest Evaluator, or their designee, will review and evaluate the protest and issue a written decision. The Protest Evaluator may, at its discretion, do any of the following: investigate the protest, obtain additional information, provide an opportunity to settle the protest by mutual agreement, and/or schedule a meeting(s) with the protesting Bidder and others (as appropriate) to discuss the protest. The decision on the bid protest must be final prior to the Board hearing.

A notification of the decision will be communicated by email and/or US Postal Service mail to the protestor. Notification will be provided to Bidders when a decision has been made on the protest and whether or not the recommendation mailto:GSA-BidProtests@acgov.org to the Board of Supervisors in the Notice of Intent to Award/ Non-Award will stand.

3. The decision on the bid protest by the Protest Evaluator may be appealed to the Auditor-Controller's Office of Contract Compliance & Reporting (OCCR) located at 1221 Oak St., Room 249, Oakland, CA 94612, Email: OCCR@acgov.org, unless the OCCR determines that it has a conflict of interest in which case an alternate will be identified to hear the appeal and all steps to be taken by OCCR will be performed by the alternate. The Bidder whose bid is the subject of the protest, all Bidders affected by the Protest Evaluator's decision on the protest, and the protestor have the right to appeal if they feel the Protest Evaluator's decision is incorrect. All appeals to the Auditor-Controller's OCCR must be in writing and submitted within SEVEN (7) calendar days following the issuance of the decision, not the date the decision is received by the Bidder. An appeal received after 5:00 p.m. is considered received as of the next calendar day. An appeal received after 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the decision by the Protest Evaluator will not be considered under any circumstances by the Auditor-Controller OCCR or their designee.

a. The appeal must specify the decision being appealed and all the facts and circumstances relied upon in support of the appeal.

b. In reviewing protest appeals, the OCCR will not re-judge the proposal(s).

The appeal to the OCCR must be limited to a review of the procurement process to determine if the contracting department materially erred in following the bid or, if applicable, County contracting policies or other laws and regulations.

c. The appeal to the OCCR must be limited to the grounds raised in the original protest and the written decision by the Protest Evaluator. As such, a Bidder is prohibited from stating new grounds for a Bid protest in its appeal.

d. The Auditor’s Office may overturn the results of a bid process for ethical violations by Procurement staff, County Selection Committee members, subject matter experts, or any other County staff managing or participating in the competitive bid process, regardless of timing or the contents of a bid protest.

e. The finding of the Auditor-Controller’s OCCR is the final step of the appeal process. A copy of the finding of the Auditor-Controller’s OCCR will be furnished to the protestor.

mailto:OCCR@acgov.org

f. The finding on the appeal must be issued before a recommendation to award the contract is considered and contract awarded by the Board of Supervisors.

4. The procedures and time limits set forth in this section are mandatory and are each Bidder's sole and exclusive remedy in the event of a bid protest. A Bidder’s failure to timely complete both the bid protest and appeal procedures will be deemed a failure to exhaust administrative remedies. Failure to exhaust administrative remedies, or failure to comply otherwise with these procedures, will constitute a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceedings.

L. TERM / TERMINATION / RENEWAL

1. The contract term, which may be awarded pursuant to this RFP, will be three (3) years.

2. By mutual agreement, any contract, which may be awarded pursuant to this RFP, may be extended for an additional two (2) years.

3. The County has and reserves the right to suspend, terminate or abandon the execution of any work, services and/or providing of goods by the Contractor without cause at any time upon giving the Contractor prior written notice. In the event that the County should abandon, terminate or suspend the Contractor’s work, services and/or providing of goods, the Contractor will be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination, or abandonment. The County may terminate the contract at any time for cause without written notice upon a material breach of contract or substandard or unsatisfactory performance by the Contractor. In the event of termination with cause, the County reserves the right to seek any and all damages from the Contractor. In the event of such termination, with or without cause, the County reserves the right to invite the next highest-ranked Bidder to enter into a contract or rebid the project if it is determined to be in its best interest to do so.

M. BRAND NAMES AND APPROVED EQUIVALENTS

1. Any references in this RFP, including Addendum and other documents, to manufacturers’ trade names, brand names, and/or catalog numbers are intended to be descriptive but not restrictive unless otherwise stated and are intended to indicate the quality level desired. Unless otherwise noted, Bidders may offer any equivalent product that meets or exceeds the specifications;

however, if the County, in its sole discretion, determines the product proposed is not equivalent, the Bid may be disqualified, or a lower score awarded by the CSC.

Bids based on equivalent products must:

a. Clearly describe the alternate offered and indicate how it differs from the product specified; and

b. Include complete descriptive literature and/or specifications as PDF attachments to the online bid submission as proof that the proposed alternate will be equal to or better than the product named in this RFP.

2. The County reserves the right to be the sole judge of what is equal and acceptable. It may require Bidders to provide additional information and/or samples or disqualify the bid proposal.

3. If Bidders do not specify otherwise, it is understood that the referenced brand will be supplied.

N. PRICING

1. All pricing as quoted will not increase, but except as noted below, remain fixed and firm for the term of any contract that may be awarded as a result of this

RFP.

2. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such a lower price will be extended to the County.

3. Reasonable price increases or decreases for subsequent contract terms may be negotiated between Contractor and County after completion of the initial term.

4. Taxes and freight charges:

a. All prices are to be Freight On Board (F.O.B.) destination. Any freight/delivery charges are to be included in the bid price.

b. The County is soliciting a total price for this project. The price(s) quoted must be the total cost the County will pay for this project, including all taxes (excluding Sales and Use taxes) and all other charges.

c. No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by the County, will be paid by the County unless expressly included and itemized in the bid proposal.

d. Amount paid for the transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County as such papers may be accepted by the carrier as proof of the exempt character of the shipment.

e. Articles sold to the County of Alameda are exempt from certain Federal excise taxes. If applicable, and upon request, the County will furnish an exemption certificate.

5. All prices quoted must be in United States dollars.

6. Price quotes must include any and all payment incentives available to the County.

7. In the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension, and the Bidder must honor the unit price quoted.

8. Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

9. Labor Compliance/Prevailing Wage: This provision applies to construction and other public works with prevailing wage requirements that fall within the definition of public works under sections 1770 et seq. of the California Labor Code.

a. This is a public works project and is subject to monitoring by the Department of Industrial Relations (DIR). All contractors performing work on Public Works projects are required to be registered with the DIR.

Valid DIR registration numbers for the firm and any lower-tier subcontractors the contractors may hire to accomplish their portion of work must be supplied with the proposal. The contractor and all subcontractors under the contractor must pay all workers on all work performed pursuant to this contract not less than the general prevailing rate of per diem wages and the general prevailing rate for holiday and overtime work as determined by the Director of the DIR, State of California, for the type of work performed and the locality in which the work is to be performed within the boundaries of the County, pursuant to sections 1770 et seq. of the California Labor Code. Prevailing wage rates are also available from the County or at www.dir.ca.gov.

b. All public works contracts valued at $30,000 or more carry an obligation to hire apprentices, unless the craft or trade does not require the use of apprentices, as indicated in the corresponding prevailing wage determination. This duty applies to all contractors and subcontractors on a project, even if their part of the project is less than $30,000.

http://www.dir.ca.gov/

O. AWARD

1. Most Responsive and Responsible Bidder(s)

a. The award will be made to the highest-ranked Bidder(s) who meet the requirements of these specifications, terms, and conditions.

b. Awards may also be made to the subsequent highest ranked Bidder(s) who will be called in order should the County need to contract with another Bidder(s).

c. An award will be recommended for the Bidder(s) that submitted the proposal(s) that best serves the overall interests of the County by attaining the highest overall point score. The award may not necessarily be made to the Bidder(s) with the lowest price.

2. Small Local Emerging Business (SLEB) Program

a. Small and Emerging Locally Owned Business: The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services.

b. As a result of the County’s commitment to advancing the economic opportunities of these businesses, Bidders must meet the County’s Small and Emerging Locally Owned Business requirements in order to be considered for the contract award. These requirements can be found online at:

(1) Alameda County SLEB Program Overview [http://acgov.org/auditor/sleb/overview.htm]; and

(2) Alameda County SLEB Program Additional…