Bid Notice.pdf

Request For Quotes #27-08

HVAC & Duct Cleaning Services Page 1 of 21

REQUEST FOR QUOTES

27-08

HVAC & DUCT CLEANING SERVICES

Shasta County

1450 Court St.

Redding, CA 96001

RELEASE DATE: August 31, 2026

DEADLINE FOR QUESTIONS: September 14, 2026

RESPONSE DEADLINE: September 30, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

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Shasta County

REQUEST FOR QUOTES

HVAC & Duct Cleaning Services

Table Of Contents

1. INTRODUCTION

2. DEFINITIONS

3. SCOPE OF WORK/SPECIFICATIONS

4. CONTRACT INFORMATION

5. INQUIRIES AND SUBMISSIONS

6. TERMS AND CONDITIONS OF REQUESTS FOR QUOTES

7. EVALUATION PHASES

8. QUOTE RESPONSE

9. ATTACHMENTS

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1. INTRODUCTION

1.1. Summary

The County of Shasta, through its Department of Support Services, Purchasing Division, invites responses to a Request for Quotes (RFQ) from experienced and qualified vendors to furnish at the County's written direction, all labor, equipment and materials required to provide air duct cleaning on an as-is basis for various County buildings.

No single public works project shall exceed $75,000 and shall include all costs for materials, labor, travel and overhead. No single project may be split into two or more parts in an attempt to bring each part under the $75,000 limit.

1.2. Contact Information

Project Contact:

Lynne Davis

Agency Staff Services Analyst II - Confidential

1450 Court St.

Room 348

Redding, CA 96001

Email: ladavis@shastacounty.gov

Phone: (530) 225-5342

Procurement Contact:

Jessica Moore

Agency Staff Services Analyst II - Confidential

1450 Court St.

Room 348

Redding, CA 96001

Email: jmmoore@shastacounty.gov

Phone: (530) 225-5093

Department:

Purchasing Department

Department Head:

Leticia Swanson

Purchasing Manager

1.3. Timeline

mailto:ladavis@shastacounty.gov tel:(530)225-5342 mailto:jmmoore@shastacounty.gov tel:(530)225-5093

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Release Date August 31, 2026

Question Submission Deadline September 14, 2026, 2:00pm

Proposal Submission Deadline September 30, 2026, 2:00pm

Electronic Submittal Location:

https://procurement.opengov.com/portal/sha staca

2. DEFINITIONS

2.1. Definitions

For the purposes of this RFQ process, the following definitions apply:

Consultant means the person(s) or entity(ies) potentially entering into a Contract to provide

HVAC & Duct Cleaning services.

Contract means the written agreement between the County and any Respondent selected. The

County intends to use the agreement, attached hereto and incorporated herein, as the template for the Contract which can be found in ATTACHMENTS.

County means the governmental entity issuing the RFQ. Shasta County.

County Business Days means Monday through Friday except County holidays as designated by the Shasta County Board of Supervisors.

County Business Hours means 8:00 a.m. to 5:00 p.m., Pacific Time, during County Business Days.

Proposal means the general term for any written submission to the County in response to this

RFQ.

Request for Quotes (“RFQ”) means this invitation to submit a proposal.

Respondent means any person or entity submitting a proposal.

In the event any defined term is used in this RFQ that is not defined in this document, the defined term shall have the meaning attributed to it in the Contract.

3. SCOPE OF WORK/SPECIFICATIONS

3.1. General Requirements

A. Labor must be paid at the current prevailing wage rates.

https://procurement.opengov.com/portal/shastaca https://procurement.opengov.com/portal/shastaca https://procurement.opengov.com/portal/shastaca/projects/296043/document?section=undefined

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B. Performance and Labor and Material Payment bonds will be required for all projects totaling $25,000.00 or more.

C. Evidence of Insurance coverage prior to commencement of work, at a minimum;

o Comprehensive general liability (including auto and non-owned auto, bodily injury and property damage): $2,000,000 per occurrence and $4,000,000 aggregate, and o Workers’ Compensation: Statutory levels, and o Builder's Risk Insurance having coverage equal to 100% of the contract term.

D. Contractor shall be responsible for complying with all local, state, and federal codes, legislation procedures, and regulations affecting work in their profession.

E. Contractor shall have a current and active California Contractor’s License with the following classifications:

o C-20: Warm Air Heating, Ventilation, Air Conditioning

3.2. Services Requirements

Each project shall be negotiated between the Contractor and representatives of the Facilities

Management Division of the County’s Department of Public Works (“Facilities Management”).

The scope of work, materials type, schedule and the project price shall be agreed to in writing between the Contractor and Facilities Management. A purchase order number shall be issued prior to the commencement of each project and shall be considered a notice to proceed (“Notice to Proceed”) with the work.

The HVAC Cleaning contractor shall be a certified member of the National Air Duct Cleaners

Association (NADCA) and shall have a minimum of one (1) air system cleaning specialist (ASCS) and supervised by a skilled foreman with thorough knowledge and experience of HVAC systems.

The HVAC system cleaning contractor shall perform the services specified herein in accordance with the current published standards of the National Air Duct Cleaning Association (NADCA) with no modifications or deviations begin allowed. Contractor shall:

A. Collect debris removed during cleaning and take precautions to ensure that debris is not otherwise dispersed outside the HVAC system during the cleaning process.

B. Take reasonable measures to control offensive odors and/or mist vapors during the cleaning process.

C. Employ cleaning methods such that all HVAC systems components are Visibly Clean as defined in applicable NADCA standards. Upon completion, all components must be returned to those settings prior to cleaning operations.

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D. Dampers and any air-directional mechanical devices inside the HVAC system must have their position marked prior to cleaning and, upon completion, must be restored to their marked position.

E. Utilize existing service openings when possible, as requited for proper cleaning, at various points of the HVAC system for physical and mechanical entry and inspection.

Other openings shall be created where needed and must be sealed in accordance with industry codes and standards.

F. Closures must not hinder, restrict, or alter the airflow within the system.

G. Openings must not compromise the structural integrity of the system.

H. Cutting service openings into flexible duct is not permitted. Flexible duct shall be disconnected at the ends as needed for proper cleaning and inspection.

I. All service openings capable of being re-opened for future inspection or remediation shall be clearly marked and shall have their location reported to the County's authorized representative in project report documentation.

J. Remove and reinstall ceiling sections to gain access to HVAC systems during the cleaning process.

K. Clean all air distribution devices, air handler coils, registers and cold air returns.

L. Ensure that supply, return, and exhaust fans and blowers are thoroughly cleaned including blowers, fan housings, plenums (except ceiling supply and return plenums), scrolls, blades, or vanes, shafts, baffles, dampers, dampers, and drive assemblies. All visible surface contamination deposits shall be removed in accordance with NADCA

Standards.

o Clean all air handling units (AHU) internal surfaces, components and condensate collectors and drains.

o Assure suitable operative drainage system is in place prior to beginning wash down procedure.

o Clean all coils and related components, including evaporative fins.

M. Cutting service openings into flexible duct is not permitted. Flexible duct shall be disconnected at the ends as needed for proper cleaning and inspection.

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N. All service openings capable of being re-opened for future inspection or remediation shall be clearly marked and shall have their location reported to the County’s authorized representative in project report documentation.

O. The contractor may remove and reinstall ceiling sections to gain access to HVAC systems during the cleaning process.

P. The contractor shall clean all air distribution devices. Air handler coils, registers and cold air returns.

3.3. Physical Site Inspection

A. Establish Engineering Controls and Containment Strategies.

o Set Negative Pressure in Ductwork with the use of HEPA Filtered Negative Air Units o County of Shasta staff to assist in taking systems down for negative pressure.

B. Visual Inspection and Documentation.

o Deploy Robotic Video Inspection Device where applicable.

C. Digital still photos of each component group noted on prints.

o Air Handlers o Access Openings o Return Air Control Devices o High-pressure duct o Low-pressure duct

D. Determine basic work schedule and shift times to accommodate Monday through Friday

8:00 am to 5:00 pm and weekends/holiday as needed.

E. Security shall be advised of work on-site and appropriate access and badges to be provided.

F. Environmental services/sanitation to be advised of services to be provided and site-specific post-cleaning requirements discussed.

3.4. Air Handling Units

A. Mixing Chamber o Check drain system for proper drainage.

o Vacuum all surfaces and remove all debris.

HVAC & Duct Cleaning Services Page 8 of 21 o Check for degradation of interior insulation. Report any pealing of insulation on work order.

o As necessary, clean surfaces with hot water and mild cleaner.

B. Coil Cleaning o Insure proper drainage prior to wet cleaning of coils.

o Vacuum all loose debris, visible inspect coils for damage.

o Note any bent or broken fins on the work order. Try to straighten fins if possible.

o Apply Mild A/C Coil cleaner, allow to dry, and rinse thoroughly. Rinse until clean water exits opposite side of coils.

o Apply EPA Registered Biocide.

C. Fans and Motor Housings o Conduct visual inspection of fan housing and belts.

o Note any marred or cracked belts on the work order.

o Remove any excess grease or paint chips/flakes with wire brushes.

o Vacuum any loose debris from fan housing.

o Hand-clean the fins and motor units. Cover the units prior to any wet cleaning.

o Check all fins and impellers proper alignment; note any discrepancies on the Work

Order.

o Grease motors and bearings where applicable.

3.5. Supply Registers and Return Grills

A. Supply registers and return grills will be removed, hand cleaned, sanitized and reinstalled. Affixed registers and grills will be cleaned in place

B. Vacuum area around registers and returns.

C. All supply registers will be covered with a poly filter during the treatment and encapsulation process.

3.6. Ductwork

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A. Fiberglass Lined Ductwork - A source removal process will be used to clean all accessible ductwork. Debris, dust, and particulate will be removed using robotic air agitation devices or a soft vacuum brush attached to our HEPA Vacuum System in conjunction with the Negative Air

Unit. After the lined ductwork is clean the ductwork will be encapsulated using Linset Ductseal.

B. Non-Porous Ductwork - A source removal process will be used to clean all accessible ductwork. Debris, dust, and particulate will be removed using a combination of methods, Patented Robotics in conjunction with a HEPA Vacuum System, Duct Auger, and Negative Air

Unit.

C. Insulated Flexible Ductwork - All Insulated Flexible Ductwork will be disconnected from both sides and contact vacuumed using a soft contact vacuum attachment and HEPA Filtered collection device. Flexible duct that has been ripped, torn or otherwise perforated will be noted for future replacement.

D. EPA Registered Biocide - An EPA Registered Biocide may be applied only to non-insulated areas where visible suspect contamination is present. Areas of application will be noted on the prints provided by County of Shasta with time, amount and type of contaminant found.

E. All ductwork will be encapsulated, as described by current NADCA Standards, Linset Duct

Sealant. This product coats the interior of the ductwork leaving a clean pliable surface and aids in preventing further contamination of items which may become dislodged during the cleaning process.

F. Access panels will be installed to provide entry points for source removal, visual inspection and treatment of contaminants. Access Panels will be installed per NADCA Standard 05-1997, Requirements for the Installation of Service Openings in HVAC Systems

3.7. Containment and Safety

A. Containment o All areas will be covered with poly prior to cleaning.

o All furniture will be covered or cleaned when completed.

o HEPA Filtered Air Scrubbers will be running the duration of work to clean the ambient air.

B. Safety o Contractor and its employees will be familiar with and adhere to all appropriate

OSHA and NIOSH safety procedures. This includes but is not limited to conditions, equipment, and safety procedures.

o Material Safety Data Sheets will be available.

HVAC & Duct Cleaning Services Page 10 of 21 o All Environmental employees will wear proper personal protective equipment or

"PPE" at all times when working on County property.

3.8. Hourly Rates

A. Responders are required to include hourly rates that include all costs associated with the performance of the work to include but not be limited to:

o Labor required to perform all work with trained personnel at prevailing wage labor rates for Shasta County at a minimum.

o Legally mandated costs associated with the work i.e. payroll taxes, obligations pursuant to any applicable collective bargaining agreements, et al.

B. The County shall deem bids non-responsive if hourly wages fall below the minimum prevailing wage rates for the minimum classification for each type of worker. Daily overtime rates apply whenever the work performed exceeds eight (8) hours during one (1) calendar day -or forty (40) hours per week. Saturday, Sunday and Holiday premium rates apply for hours worked on each of those days as specified in the applicable prevailing wage determinations.

C. Current prevailing wage information can be found on the Department of Industrial Relations website linked here.

4. CONTRACT INFORMATION

If the County chooses to fund and proceed with the agreement, it will enter into a Contract with the selected Respondent or Respondents. The County intends to use its Aggregate Public Works

Contract, attached to this RFQ (in ATTACHMENTS) as a template for the Contract. Certain terms of the County’s Aggregate Public Works Contract template are subject to negotiation and completion once the successful Respondent(s) is/are selected. The County may, in its sole discretion, agree to modify a term that is otherwise not subject to negotiation.

Upon negotiation of the contract, the chosen respondent must agree to receive electronic payments via credit card, E-Payable, or ACH/Direct Deposit. If ACH/Direct Deposit is chosen, the respondent will be required to complete the ACH/Direct Deposit Authorization form.

The Contract will be for a three year term.

The County will treat all information submitted in a proposal as available for public inspection once the County has completed negotiations with a contractor. If you believe that you have a legally justifiable basis under the California Public Records Act (Government Section 6250 et.

seq.) for protecting the confidentiality of any information contained within your proposal, you must identify specific information, together with the legal basis of your claim in your proposal.

5. INQUIRIES AND SUBMISSIONS

https://www.dir.ca.gov/oprl/DPreWageDetermination.htm https://www.dir.ca.gov/oprl/DPreWageDetermination.htm https://procurement.opengov.com/portal/shastaca/projects/296043/document?section=2845986

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5.1. INQUIRIES

To make inquiries regarding this RFQ, Respondents may contact only the RFQ Contact and are specifically directed not to contact other County officers, employees, or agents on any matter related to this RFQ. Failure to comply with the preceding sentence may result in a Respondent being barred from consideration under this RFQ. For purposes of this section of this RFQ, the word “officer” does not include members of the Shasta County Board of Supervisors.

Any Respondent who attempts to influence the RFQ process by interfering or colluding with other

Respondents and/or with any County officer, employee, or agent; or who deviates from the RFQ process as set forth in the requirements, or terms and conditions of the RFQ, may be disqualified at any time from further participation in the RFQ process.

Respondent(s) shall submit all inquiries regarding this bid via the County e-Procurement Portal, located at https://procurement.opengov.com/portal/shastaca. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the County e-Procurement Portal.

Respondent(s) may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the Respondent(s) to check the website for answers to inquiries.

5.2. SUBMISSION OF RESPONSES

Responses to this Request for Quotes (RFQ) are subject to the Terms and Conditions incorporated herein.

Responses must be submitted electronically via https://procurement.opengov.com/portal/shastaca.

5.3. SANCTIONS

All qualified Shasta County bidders and Respondents are hereby notified that under the Executive

Order (EO) that as a vendor, consultant, contractor, or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the EO and the sanctions identified on the U.S. Department of the Treasury website (https://home.treasury.gov/policy-issues/financial-sanctions/ sanctions-programs-and-country-information/ukraine-russia-related-sanctions).

Failure to comply may result in the termination of contracts or grants, as applicable.

6. TERMS AND CONDITIONS OF REQUESTS FOR QUOTES

The following terms and conditions (the “Terms and Conditions”) apply to solicitations by the

County of Shasta, Department of Support Services, Purchasing Division (“County”), for Requests for Quotes (an “RFQ”).

https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions

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For the purposes of these Terms and Conditions, an RFQ is an invitation by the County for the provision of particular service(s) or product(s), including the price thereof, meeting specific criteria. The primary focus of an RFQ is upon the price a person/entity submitting a response (the

“Respondent”) proposes to charge for the particular service or product the County desires. While the price is a primary factor, it is not the only factor and the County is not required to enter into a contract/agreement with the particular Respondent who submits the lowest price.

6.1. RESPONSES TO RFQ’s

Responses to RFQ’s (“Responses”), modifications, and requests for withdrawal thereof, received after the deadline for receipt of the Response will not be considered. Telephoned Responses or those sent by facsimile (“FAX”) or email will not be accepted.

Prices proposed in an RFQ shall include all costs of packing and of transportation to the delivery point or points indicated in the RFQ, including applicable sales and use taxes, unless otherwise specified. Unless stated otherwise in the RFQ, a Response may be tendered for any item or group of items, or portion thereof, of the service(s) or product(s) specified in the RFQ. Unit prices, a total price for each group of units, and a grand total may also be provided in the Response, depending upon the specifications of the RFQ. In case of a conflict between a unit price and the total price(s), or the grand total, the unit price, multiplied by the number of units to be provided, will govern. Unless stated otherwise in the RFQ, a Response may be tendered for any one service or one product, or group of services or products, or portion thereof, of the service(s) or product(s) specified in the RFQ, or for all the services or products sought by the County.

When a particular brand or make of a product is specified in an RFQ, an "equal" brand or make will be considered by the County. However, in such cases, the Respondent must establish that the alternate brand or make is equal to or better than the specified brand or make, and indicate the brand name, model, and catalog number of each item listed as an alternative. Unless otherwise indicated in the Response, the brand or make specified in the RFQ shall be furnished if the RFQ is accepted by the County and a contract/agreement between the Respondent and the

County is executed.

The time, date, and location for delivery of the service(s) or product(s) shall be as specified in the

RFQ or the contract/agreement between the Respondent and the County. Delivery time, if stated in days, includes Saturdays, Sundays, and holidays. Respondent may propose in the Response alternate times, dates, and locations for delivery of the service(s) or product(s) for the County’s consideration.

Samples of products, when required by the specifications of the RFQ, must be submitted within the time specified and at no expense to the County. If not destroyed by testing, or if not required for the purpose of inspecting deliveries during the term of the contract/agreement between the

Respondent and the County, samples will be returned to the Respondent at the County's expense.

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The services and products described in a Response must conform to the safety orders of the State of California, Division of Industrial Safety and with all applicable federal, state, and local laws, ordinances, regulations, rules and policies. Only current product models as offered by manufacturers will be accepted. All products offered must be new and unused unless otherwise specified in the RFQ.

6.2. EVALUATION AND SELECTION PROCESS

Unless otherwise stated in the specifications for the RFQ, an evaluation panel, made up of persons selected by Shasta County, will review and rank each Quote. Reviewed and ranked criteria is delineated in the EVALUATION PHASES.

After the evaluation panel has ranked the Respondents, the County may enter into negotiations with the top ranked Respondent regarding the terms and conditions of a contract for the provision of the requested service(s) and product(s); or the County may, in its sole discretion, elect to reject all submitted Responses and terminate the RFQ process.

If an agreement to enter into a Contract cannot be reached with the highest ranked Respondent, then the negotiations with that Respondent will be terminated. Negotiations will then be opened with the next ranked Respondent and the process repeated, or the County may elect to reject all submitted Quotes. In any event, once negotiations with a particular Respondent are terminated, the County will not reopen negotiations with that Respondent.

6.3. RESERVATIONS

Notwithstanding any other provisions, the County reserves the right, in its sole discretion, to accept or reject any or all Responses, or any part thereof; to reject any Response for failure to submit the Response in conformity with the requirements of the RFQ and these Terms and

Conditions; and to waive informalities and irregularities in a Response, if deemed to be in the best interest of the County. The County reserves the right to cancel this RFQ process at any time.

In addition, the County reserves the right to waive any deviations from the requirements or specifications of an RFQ that are included in any Response.

Solicitation of an RFQ does not commit the County to finalize any contract/agreement with a particular Respondent, to pay any costs associated with the preparation of any Response, and/or to enter into a contract/agreement with the Respondent submitting the least costly Response.

The County reserves the right to enter into negotiations with, and to finalize a contract and its terms with, the Respondent that, in the sole discretion of the County, submits the Response that is in the best interests of the County.

6.4. VALID CONTRACT

Legal Execution of an Agreement or Receipt of an Official Purchase Order of the County of Shasta covering the supplies, materials, equipment, or services as described in the Response to an RFQ will indicate acceptance of the Response and will constitute a contract to purchase.

https://procurement.opengov.com/portal/shastaca/projects/296043/document?section=2845979

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6.5. DISQUALIFICATION

Unless a Respondent provides all the information requested in the RFQ, the Response may, at the sole discretion of the County, be disregarded and given no consideration. Any Respondent who attempts to influence the RFQ process by interfering or colluding with other Respondents and/or with any County officer, employee, or agent; or who deviates from the RFQ process as set forth in the requirements of the RFQ and/or in these Terms and Conditions, may be disqualified at any time from further participation in the RFQ process. Respondents are specifically directed not to contact any person other than the designated County contact person listed in this RFQ for meetings, conferences, information, or technical discussions related to this RFQ. Failure to comply with the preceding sentence may result in a Respondent being disqualified from this RFQ process. No questions regarding this RFQ will be answered by other County staff. The RFQ process shall extend until the date stated on the County’s written notice of intent to award a contract or the date stated on the County’s written notice of cancellation of the RFQ process that will be issued to Respondents.

6.6. RETENTION OF RESPONSES/PUBLIC RECORD

All Responses shall become the sole property of the County. The County reserves the right to use any ideas in a Response regardless of whether that Respondent is selected to enter into a contract/agreement with the County. At such time as a Respondent is selected and a contract/agreement is negotiated, all Responses and related documents become a matter of public record, with the exception of those parts of each Response which are clearly designated by the Respondent as business or trade secrets and marked as “confidential” or “proprietary.”

The County, however, shall not in any way be liable or responsible in connection with the

County’s disclosure of any Response or any part thereof, if disclosure is required by the California

Public Records Act (Gov. Code, §7920 et seq.) or pursuant to law or legal process. By submitting a Response, the Respondent agrees to save, defend, keep, hold harmless, and fully indemnify the

County of Shasta, its elected officials, officers, employees, agents, and volunteers from all damages, claims for damages, costs, or expenses, whether in law or in equity, that may at any time arise for not disclosing a business or trade secret pursuant to the California Public Records

Act.

The County will treat all information submitted in a proposal as available for public inspection once the County has completed negotiations with a contractor. If you believe that you have a legally justifiable basis under the California Public Records Act (Government Section 7920 et.

seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal.

6.7. PROTESTS

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The County will consider any protest or objection, from qualified respondents, regarding the award of a contract/agreement pursuant to the RFQ provided that it is submitted in writing and received by the County contact person listed in this RFQ within 10 calendar days of the date stated on the County’s written Notice of Intent to Award issued to Respondents. Mailed protests not received before the deadline will not be considered, even if postmarked before the deadline.

The protest shall identify all bases on which the protest is based. Any protest or objection will be considered and resolved by the Director of Support Services, or their designee, in their sole discretion and whose decision shall be final and conclusive.

6.8. COMPLIANCE WITH REQUIREMENTS OF RFQ

Any Respondent submitting a Response to an RFQ understands and agrees that their submitted

Response shall constitute acknowledgment and acceptance of, and intent to comply with, all these Terms and Conditions and the requirements of the RFQ. The determination of the compliance with these Terms and Conditions and the requirements of the RFQ shall be in the

County’s sole judgment and shall be final and conclusive.

6.9. COUNTY NOT RESPONSIBLE FOR COSTS OF PREPARATION

The County shall not be liable for any costs of work performed in the preparation and production of a Response, or for any work performed prior to the formal execution of a contract/agreement between a Respondent and the County. By submitting a Response, the Respondent agrees not to make any claims for, or have any right to, damages because of any misunderstanding or misrepresentation of these Terms and Conditions and the requirements of the RFQ, or because of any misinformation or lack of information.

7. EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

1. Price Identified for the Service 0-10 Points 30 (30% of Total)

2. Experience as it Relates to Required Services 0-10 Points 25 (25% of Total)

3. Sufficient Staffing Levels to Support the

Required Services 0-10 Points 20

(20% of Total)

4. Warranty on Materials and Workmanship 0-10 Points 15 (15% of Total)

5. Professional Licenses and Registration with

DIR

0-10 Points 10

(10% of Total)

8. QUOTE RESPONSE

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8.1. Please download and complete the Price Sheet which is also available under the ATTACHMENTS tab for completion and upload.*

Please download the below documents, complete, and upload.

• Price_Sheet.pdf

*Response required

8.2. Provide a narrative describing your experience with HVAC and duct cleaning services.* *Response required

8.3. Describe your staffing levels and ability to provide services as required.* *Response required

8.4. Describe your response time capabilities, including turnaround time for standard services, procedures for expedited requests and details regarding office locations.*

*Response required

8.5. Describe your warranty policy as it relates to materials and workmanship.* *Response required

8.6. Insurance

8.6.1. Respondent agrees to provide all required insurance policies including but not limited to Commercial General Liability with limits of $2 million per claim and $4 million aggregate.*

☐ Yes

☐ No

*Response required

When equals "No"

8.6.2. If no, please state why.*

*Response required

8.6.3. Respondent represents that they are one of the following (check appropriate): * ☐ A regular dealer of the product(s) and/or service(s) quoted upon

☐ A manufacturer of the product(s) and/or service(s) quoted upon

*Response required

8.6.4. Business Status*

☐ An Individual

☐ Partnership

☐ Corporation, incorporated in the State of:

☐ Other:

*Response required

8.6.5. If Other/Corporation:

https://government-project.s3.us-west-2.amazonaws.com/296043/244d9607-d106-4a3e-a5cd-eac58f574e8a_Price_Sheet.pdf

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If you chose Corporation, which State your business is incorporated in?

If you chose Other Entity, please clarify.

8.6.6. If a Corporation, upload current California Secretary of State Statement of Information (SOI) reflecting an Active status.

8.6.7. Should a contract be negotiated, indicate who will sign the contract and provide names, titles and e-mail addresses as indicated on the SOI.*

For a Corporation, LLC, or Partnership, two corporate officers must sign – one fiscal and one executive. If anyone other than a corporate officer is to sign, this will require a corporate resolution authorizing this signature.

*Response required

8.6.8. Non-Profit Organization*

Does at least one-third of your organization’s total Board membership qualify as Independent

Directors?

An Independent Director is defined as a Board Member that: (1) Was not compensated as an officer or employee of the organization or of a related organization during the tax year; (2) has no material financial interest in a business transaction and did not receive compensation or other payments exceeding $10,000 during Consultant's tax year from the Consultant or related organizations as an independent contractor; and (3) neither the Board Member nor any member of the Board Member's family (as defined under IRC Section 4958) had a business relationship with Consultant requiring Consultant to report on Schedule L of Form 990, nor was the Board Member a current officer, director, trustee, key employee, or substantial contributor of a related organization.

☐ Yes

☐ No

*Response required

When equals "Yes"

8.6.9. Non-Profit Documentation*

Please upload the following documents:

Organizational Chart

Annual Compensation of Lead Executives

Most Recent Form 990

*Response required

8.7. Certifications:

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8.7.1. Debarment*

By submitting this Response you represent and warrant that: (a) your organization is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in any federal program or covered transaction; and (b) it is not listed on the System for Award Management (SAM.gov) exclusions list.

☐ Yes

☐ No

*Response required

8.7.2. Comply with specifications*

Do you agree to comply with specifications, RFQ instructions, draft Contract requirements and other pertinent references contained in this RFQ?

☐ Yes

☐ No

*Response required

8.7.3. Price Hold*

Do you agree that the information and costs provided in the Quote will remain unchanged and will not be withdrawn for a minimum period of 90 days after the submission deadline?

☐ Yes

☐ No

*Response required

8.7.4. Certify Accuracy of Response*

Do you certify that all statements contained within the submitted response are true, and acknowledge that if the response is found to contain any false statements, the County may declare any Agreement or Contract made as a result of the response to be void?

☐ Yes

☐ No

*Response required

8.7.5. Additional Information*

Do you agree to provide the County with any other information the County determines is necessary for accurate determination of your qualifications to provide the requested services?

☐ Yes

☐ No

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8.7.6. All Costs Included*

Do you certify that the quote includes all costs incident to the proposed Contract?

☐ Yes

☐ No

*Response required

8.7.7. ACH/Direct Deposit Authorization*

Upon execution of the Contract, the chosen responder must agree to receive electronic payments and will be required to complete an ACH/Direct Deposit Authorization form. Do you agree to be an ACH/Direct Deposit vendor?

☐ Yes

☐ No

*Response required

8.7.8. I certify that to the best of my knowledge, my responses to the above statements are true and correct.*

By acknowledging, Responder represents that he/she has the authority to authorize this Offer and to bind the party on whose behalf his/her execution is made and certifies that all information provided on this form and contained within the Offer are true. Responder acknowledges that if the Offer contains any false statements, the County may declare any contract, purchase order or agreement made as a result of the Offer to be void.

☐ Please confirm

*Response required

8.8. Additional Public Works Certifications

8.8.1. Upload proof of current registration with the Department of Industrial Relations

(DIR).*

*Response required

8.8.2. Upload evidence of current licensure *

C-20 Warm Air Heating, Ventilation, Air Conditioning. Upload any additional classifications that are current under your California Contractor's license.

*Response required

8.8.3. Contractor shall provide evidence of Insurance coverage, prior to execution of Contract, at a minimum:*

Commercial General Liability (including bodily injury and property damage): $2,000,000 per occurrence and $4,000,000 aggregate; Automobile $1,000,000 per occurrence, and Workers’

Compensation: Statutory levels

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☐ Please confirm

8.8.4. Contractor shall provide Performance Bond for each project totaling more than $25,000.*

☐ Yes

☐ No

*Response required

8.8.5. Contractor (as well as Contractor's principals, employees, subcontractors, and suppliers) is an independent contractor and not an employee, agent, or representative of County.*

☐ Yes

☐ No

*Response required

8.8.6. Contractor shall supervise and direct the work using Contractor's best skill and attention. Contractor shall be solely responsible for all construction means, methods, techniques, sequences, and procedures and for coordinating all portions of the work with the County.*

☐ Yes

☐ No

*Response required

8.8.7. Contractor shall provide and pay for all labor, materials, equipment, tools, construction equipment and machinery, water, heat, utilities, transportation, and other facilities and services necessary for the proper execution and completion of the work.*

☐ Yes

☐ No

*Response required

8.8.8. Contractor represents and warrants to County that all materials and equipment incorporated in the work will be new and that all work will be of good quality, free from faults and defects, and in conformance with the Contract Documents.*

☐ Yes

☐ No

*Response required

8.8.9. Contractor shall pay all sales, consumer, use, and other similar taxes required by law and shall secure and pay for all permits, fees, and licenses necessary for the execution of the work and completion of the work.*

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☐ Yes

☐ No

*Response required

8.8.10. Contractor shall give all notices and comply with all laws, ordinances, rules, regulations, and orders of any public authority bearing on the performance of the work and completion of the work.*

☐ Yes

☐ No

*Response required

8.8.11. Contractor at all times shall keep the premises free from accumulation of waste materials or rubbish caused by Contractor's operations. Upon completion of the work, Contractor shall remove all of Contractor's waste materials and rubbish from and about the project as well as all of Contractor's tools, construction equipment, machinery, and surplus materials.*

☐ Yes

☐ No

*Response required

8.8.12. Contractor will acknowledge that Contractor has made an independent investigation of the job site, including underground conditions and all other conditions that might affect the progress of the work.*

☐ Yes

☐ No

*Response required

8.8.13. Contractor acknowledges awareness of the provisions of subdivision (b) of Public Contract Code section 7103.5, which states as follows:*

In entering into a public works contract or a subcontract to supply goods, services, or materials pursuant to a public works contract, the contractor or subcontractor offers and agrees to assign to the awarding body all rights, title and interest in and to all causes of action it may have under

Article 4 of the Clayton Act (15 U.S.C. §. 15) or under the Cartwright Act (Chapter 2

(commencing with section 16700) of Part 2 Division 7 of the Business and Professions Code), arising from purchase of goods, services, or materials pursuant to the public works contract or the subcontract. This assignment shall be made and become effective at the time the awarding body tenders final payment to the contractor, without further acknowledgment by the parties.

☐ Please confirm