Bid Notice-ISD Project 262 - Canlis Building Access Control.pdf

ISD Project 262 – Canlis Building Access Control RFP # 26048 Rev. v20260106 Page 1 of 2

TO: ALL PROSPECTIVE PROPOSERS

RE: REQUEST FOR PROPOSAL (RFP) NO. 26048

ISD Project 262 – Canlis Building Access Control

Ladies and Gentlemen:

Please find the County of San Joaquin’s solicitation for proposals for the project, which includes key action events and dates, attached instructions for submission, forms and documents:

Event Activity Time and Date

1 Issue RFP Thursday, April 16, 2026

2 Mandatory Pre-Proposal Conference/Site Visit

Adult Probation Canlis Building, 24 S. Hunter Street, Stockton, CA, 95202.

9:30 AM SHARP

Wednesday, April 29, 2026

3 Deadline to Submit Questions or Clarifications

5:00 PM

Wednesday, May 13, 2026

4 County Response to Questions or Clarifications

5:00 PM

Wednesday, May 27, 2026

5 Proposals Due at Purchasing before time identified

2:00 PM

Thursday, June 11, 2026

6 Facility Tour / Interview / Presentations

TBD

Intent to Award TBD

8 Estimated Board Approval Date Start date can take up to 14 business days before a fully executed agreement is finalized

TBD

Schedule is subject to change

Proposals will not be accepted after the stated date and time. All proposals received after the stated date, time will be time-stamped, remain unopened, and the proposer will be notified their proposal has been rejected and will not be considered for award.

If you have any further questions, please contact me at 209-468-2074 or by email at crsilva@sjgov.org.

Sincerely, Cecilia Silva Deputy Purchasing Agent

CS

Purchasing and Support Services

Concepcion Gayotin, Director

Ephraim Cadaing, Deputy Director

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REQUEST FOR PROPOSAL

For

RFP # 26048

ISD Project 262 – Canlis Building Access Control

**MANDATORY PRE-PROPOSAL CONFERENCE**

Date: Wednesday, April 29, 2026

Location: Adult Probation Canlis Building Address: 24 S. Hunter Street, Stockton, CA 95202

Please plan to arrive at least 15 minutes early.

We will start at 9:30 am SHARP.

Late arrivals will not be allowed in after 9:30 am.

Point of Contact: Cecilia Silva

San Joaquin County Purchasing and Support Services

44 N. San Joaquin Street, Suite 540 Stockton, CA 95202

Caution: Purchasing & Support Services Department closes at 5:00 PM. It is the proposer’s responsibility to allow sufficient time for parking, security screening, and elevator access to ensure timely submission.

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TABLE OF CONTENTS

I. INTENT

II. BACKGROUND

III. QUALIFICATIONS + SCOPE OF SERVICES

IV. CONTRACT & PAYMENT TERMS

V. POINT OF CONTACT AND QUESTIONS

VI. PROPOSAL SUBMISSION

VII. COMPENSATION + ATTACHMENT B – PRICING SCHEDULE

VIII. EVALUTION CRITERIA

IX IMPORTANT RFP RULES AND INFORMATION

SEPARATE DOCUMENTS INCLUDE:

ATTACHMENT B – PRICING SCHEDULE

EXHIBIT A – SAMPLE INDEPENDENT CONTRACTOR AGREEMENT

FORMS A THROUGH I FILLABLE

[SPACE INTENTIONALLY LEFT BLANK]

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I. INTENT

San Joaquin County Information System Division, hereafter referred to as “COUNTY”, is requesting proposals from a qualified organization(s), hereinafter referred to as “CONTRACTOR”, to provide design, implementation, validation, and adoption of a Genetec Security Center solution at the San Joaquin County Adult Probation Canlis Building (Canlis Building), located at 24 S. Hunter Street, Stockton, CA, 95202.

II. BACKGROUND

The current access control solution at the Canlis Building consists of outdated hardware and obsolete technology. To improve efficiency, mitigate security risks and reduce maintenance costs, the County would like to install a site extension of our enterprise standard, Genetec Security Center. The primary objective of this solicitation is intended to procure and contract for an enhanced solution to effectively address our current vulnerabilities. This solution upgrade will provide updated cloud enabled features such as remote management, user provisioning and enhanced compliance and auditing. This solution will provide the scalability necessary to accommodate new doors and users as our building layout evolves. We are ensuring that our system remains adaptable and prepared for future requirements.

Request for Proposal/Qualifications RFP # 26048 will establish ISD Project 262 – Canlis Building Access Control. The COUNTY seeks CONTRACTORS who will comply by all local, state, and federal regulations and who are also capable of providing all necessary materials and labor, in the course of providing required services during the entire term of the agreement.

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III. QUALIFICATIONS + SCOPE OF SERVICES

A. Minimum Qualifications

The following qualifications are the minimum required qualifications that a CONTRACTOR must have for a proposal to be considered.

1. The CONTRACTOR or CONTRACTOR’S employee shall have a minimum one (1) engineer certified in Genetec Technical Certification for Security Center Omicast and Synergis.

2. The CONTRACTOR or SUBCONTRACTOR shall have the following certifications, licenses or affiliations:

a. C-7 Low Voltage Systems Contractor License

b. C-28 Lock and Security Equipment Contractor License

3. The CONTRACTOR shall possess knowledge of regulations and codes regarding the following standards:

a. California Building Code (CBC) - Title 24, Part 2 (Chapters 11A & 11B)

b. California Fire Code (CFC) - Title 24, Part 9

c. California IoT Security Law (SB-327)

d. California State Administrative Manual (SAM) - Chapter 5300

e. Criminal Justice Information Services (CJIS) Security Policy (CA Edition)

f. National electric code

g. Underwriters Laboratory (UL) requirements

h. ANSI/TIA/EIA

i. BICSI

j. NEMA

k. NFPA

4. The CONTRACTOR or SUBCONTRACTOR shall be familiar with local conditions relating to ISD Infrastructure Standards in San Joaquin County installations.

5. The Probation Department, as a public safety and community supervision agency, maintains secure facilities and confidential information in support of its custodial, investigative, and supervision functions.

a. All CONTRACTOR or SUBCONTRACTOR employees must successfully complete a background investigation conducted or approved by the COUNTY prior to being granted access. All costs associated with any security clearance is responsibility of the CONTRACTOR.

b. CONTRACTOR or SUBCONTRACTOR employees are prohibited from sharing or transferring access credentials, codes, or keys without prior written authorization from the COUNTY.

c. The COUNTY reserves the right to deny or revoke access at any time due to security concerns, policy violations, or notification from the California

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Department of Justice or other law enforcement agencies regarding an employee’s criminal investigation, arrest, or charges.

d. Failure to comply may result in disqualification or removal from the contract.

B. Scope of Services

The Information System Division is seeking proposals from qualified CONTRACTORS that meet the requirements and capable of providing a complete solution including but not limited to implementation, material, services, maintenance, installation and licenses.

1. System and Design

a. “CONTRACTOR”, will assess building to determine all necessary requirements for keyless entry solutions, including hardware, software, licensing and integration with existing doors; and will provide an overall cost estimate.

Contractor will develop and present to County, for approval, an approach to install system throughout all the facility. Contractor will configure access control software with user management, permission levels, and scheduling features.

b. Contractor will be responsible for the design and layout of all Access Control System components including hardware and software, necessary cabling, and installation of supporting networking equipment.

c. Battery Backup: All access control panels, locks, and readers shall have battery backup systems or e-power (UPS - Uninterruptible Power Supply).

d. Prior to installation, the selected Contractor will provide the County with a door schedule document or matrix with corresponding door location, device layout drawings, point to point diagrams, installation details, installation manuals, and the product data sheets for all related systems and devices.

2. Installation and Delivery

a. Prevailing wage: The rates of per diem wages, including legal holiday and overtime work, for all classes of labor required on this project shall be the prevailing union rates for all locations where installation work will be performed.

b. Contractor will install keyless entry hardware (e.g., card readers, keypads) at designated entry points in the facility; integrate the keyless entry system with the County’s existing security infrastructure; and ensure a reliable and secure data connection for remote access monitoring.

c. Contractor will provide in their proposal all costs associated with equipment rentals. County equipment will not be provided for contractor use.

d. The contractor is to perform test and certification of the newly installed cabling and is to provide test documentation certifying that the cabling system meets industry standards.

e. The contractor will take no action that will interfere with or disrupt existing site or building services unless previous arrangements have been made with the

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County’s Probation representative. Arrange the work to minimize shutdown time.

f. The contractor will provide to the County “as built” documentation which reflect any changes made to the design during the installation.

g. Contractor will procure and then facilitate the programing and distribution of access control ID cards utilizing the newly installed system to eligible County staff. The estimated users is 450.

3. Coordination:

a. Contractor shall coordinate its activities with the County Project Manager

(PM) on the project and attend project management meetings as scheduled.

b. The preparation of, and agreement of installation schedule is to be coordinated between contractor and County PM.

4. Project Completion Criteria

a. Contractor’s work shall be considered complete after the following has been accomplished:

1) All items in the Contractors approved proposal have been completed

2) All ceiling panels are in place in same or better condition than originally found

3) All labels are in place

4) All construction debris has been removed

5) The County’s infrastructure team has reviewed installations and proof of performance tests and accepted the installation

6) The contractor has provided the County:

i. Complete documentation of all device configurations in electronic form

ii. “As built” spreadsheet and CAD documentation of the location of all equipment and card readers

iii. A formal presentation providing detailed review of the installation and configuration of the access control system and address any final County staff questions

iv. Complete configuration of features and documentation

5. Identified Milestones to be scheduled at a minimum for Contractor:

a. Delivery of documentation (paper and electronic maps) showing details of proposed locations for equipment and mounting/cable runs). Equipment location maps to include photos of locations for later inspection of completed work.

b. Install access control card readers and equipment at locations approved and shown on drawings.

c. Connection of access control panel and equipment to electrical power

d. Turn up and final testing

e. Post implementation documentation

f. Training

g. Coordination with the County PM to ensure that work scheduled around other trade activities does not delay the project.

6. Close out and acceptance

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a. The complete installation shall consist of an access control system constructed in compliance with RFP documents and specifications

b. At the time of completion, the Contractor will request in writing to the County PM, coordination of a walk through of the installation for the purpose of preparing a final punch list for acceptance. Once the punch list items are resolved another request shall be submitted to the County PM for final acceptance.

c. The Contractor will submit “as builts” to the County PM in AutoCAD format, PDF and excel spreadsheet.

d. Prior to final acceptance the Contractor will provide the County with a warranty certificate for the installation.

7. Warranty, Support and Maintenance

a. Warranty - Materials and workmanship specified and furnished will be fully guaranteed by the Contractor for a minimum of one (1) year (“Term”) from project final completion against any defects. The Contractor at no additional cost to the County shall correct defects which may occur as the result of faulty materials or workmanship within the Term after installation and accepted by the County.

b. Support - The County requests the Installer/Systems Integrator/Partner

c. provide a detailed description of standard and extended support, maintenance, and the average response time for a support request as part of their response.

Contractor will provide City with a list of certified technicians that will be providing onsite support for the system.

d. Contractor will provide:

1) Updated software versions after verified for compliance with equipment and devices.

2) Provide 24-hour emergency response time for issues with software, hardware and equipment, peripherals, etc.

3) Provide 48-hour response time for non-emergency issues.

4) Cleaning and maintenance of hardware (controllers, servers, etc.) on an annual basis or as needed.

8. Training

a. Contractor will provide comprehensive training to designated County personnel on the system’s operation, management, and maintenance.

9. The County retains the ability, at its sole discretion, to add qualified CONTRACTOR at any time. This solicitation is not intended to create an exclusive service agreement and multiple awards may be made. COUNTY retains the ability, at its sole discretion, to add qualified CONTRACTORS at any time.

Note: ATTACHMENT A & EXHIBITS (separate documents)

C. Insurance and Licensing Requirements

1. CONTRACTOR is to ensure that insurance and required license under both state and local jurisdictions are current during the full term of the agreement.

a. You may reference our Insurance Requirements or additional clarification and samples of required endorsements.

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IV. CONTRACT & PAYMENT TERMS

A. Contract Term

1. The anticipated term of the proposed agreement will be for a one (1) year term. The

County may, in its sole discretion, terminate the contract at any time during that term.

The County makes no representation as to the amount of work, if any, that may be given to any approved Firm during the contract period.

B. Payment Terms

County’s standard payment terms are Net 30 and Freight on Board (FOB) – Destination.

All terms and conditions apply, unless there are clear milestones and/or schedules required and identified in the specifications by County, and included in Section VII Compensation (and associated attachments) with the full term included for a total cost of ownership (TCO).

Note: It’s the sole responsibility of the proposer to research and comply with all regulations.

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V. POINT OF CONTACT AND QUESTIONS

A. Point of Contact (POC)

Except as provided, communication with the County regarding the substance of the RFP or any Proposal outside of the Pre‐proposal conference, confidential meetings or interview or negotiation process discussed herein, including without limitation communication with its Evaluation Committee or any County staff, is prohibited.

Notwithstanding the foregoing, potential Proposers may direct questions related to this RFP to:

Cecilia Silva, Deputy Purchasing Agent Purchasing and Support Services Department at email address: crsilva@sjgov.org

All inquiries about this RFP must be directed to the POC’s email address referencing “RFP 26048 ISD Project 262 – Canlis Building Access Control”

The County shall not be obligated to respond to any question unless it is submitted in writing. The County shall be bound only by written responses to questions contained in an addendum to the RFP. Oral responses, or email responses, shall not be binding on the County.

B. Questions and Clarifications

RFP questions and clarifications must be submitted to the POC on or before the date indicated in the Key Dates Table of the RFP coversheet. Questions and clarifications submitted after the due date will not receive a response from the County. The questions will be researched, and the answers will be communicated to all known interested CONTRACTOR(s) after the deadline for receipt of questions.

Any new information about the RFP, including responses to questions that warrant a clarification of the RFP and/or RFP addenda, will be posted on the County’s website.

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VI. PROPOSAL SUBMISSION

A. Proposal Submission Requirements

1. COUNTY reserves the right to reject any and all proposals, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interests of the COUNTY. Non-acceptance of any proposal will be devoid of any criticism of the proposal and of any implication that the qualifications or the proposals were deficient.

2. Costs for preparing and submitting a response to this RFP are entirely the responsibility of the submitting party and shall not be chargeable in any way to the

COUNTY.

3. Hard Copy Submittal: One (1) hard copy and one (1) electronic copy on a flash drive of the proposal, signed by an authorized representative, shall be delivered on or before Thursday, June 11, 2026 to:

Cecilia Silva, Deputy Purchasing Agent

Purchasing and Support Services Department 44 N. San Joaquin Street, Suite 540

Stockton, CA 95202

The following information must be placed on the lower left corner of the sealed envelope/package containing the proposal:

RFP# 26048 ISD Project 262 – Canlis Building Access Control

[PROPOSER COMPANY NAME]

OPENED BY SAN JOAQUIN COUNTY PURCHASING STAFF ONLY

4. Alteration of RFP text is strictly prohibited. Any response containing altered, deleted, additional or otherwise non-original text may be disqualified. If you change any of the RFP language, fail to follow the instructions or have incomplete responses, your proposal may be rejected and not considered.

5. It is the sole responsibility of the proposer to ensure that its proposal is received before the submission deadline. Submitting proposers shall bear all risks associated with delays in delivery by any person or entity.

Caution: The Purchasing Department located in Suite 540 closes at 5:00 PM. It is the proposer’s responsibility to allow sufficient time for parking, security screening, and elevator access to ensure timely submission.

6. Brochures and advertisements will not be accepted as a substitute for RFP requirements.

7. COUNTY will not accept proposals submitted by fax or email.

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B. Proposal or Qualifications Format and Checklist

Proposals shall be organized and submitted in the format prescribed in Section VI.

The table below outlines the required structure and order of all proposal components.

Proposers must categorize and present their submission in the exact sequence indicated.

The table provided as a checklist to assist in ensuring proposal completeness. All required items must be included for proposal to be considered responsive. Failure to submit any required documentation or incomplete documents may result in the rejection of the proposal.

ITEM DESCRIPTION

1 Original Paper Proposal

• Submit one (1) original paper proposal, clearly marked “Original”.

• Section VII (Compensation) must be sealed in a separate envelope.

2 Electronic Copy (USB Drive)

• Submit one (1) electronic copy of the proposal on a USB drive.

• Section VII (Compensation) must be provided in a separate folder.

3 Order of Precedence In the event of any conflict between the original paper proposal and the electronic copy, the original paper version shall govern

SEPARATE DOCUMENTS

LABEL & IDENTIFY

FORM

FORM A.1 IDENTIFICATION SHEET ☐

FORM A.2: CONTRACTORS STATE LICENSE BOARD INCLUDE

CLSB.CA.GOV PRINT SCREEN

FORM A.3: DEPARTMENT OF INDUSTRIAL RELATIONS INCLUDE

DIR.CA.GOV PRINT SCREEN

FORM B PROPOSAL AUTHORIZATION SIGNATURE PAGE ☐

FORM C COOPERATIVE/PIGGYBACK CLAUSE ☐

FORM D NON-COLLUSION AFFIDAVIT ☐

FORM E PUBLIC CONTRACT CODE SECTION ☐

FORM F LOCAL VENDOR PREFERENCE CERTIFICATION ☐

FORM G REFERENCES ☐

FORM H EXCEPTIONS ☐

FORM I LEVINE DISCLOSURE STATEMENT ☐

APPENDIX

APPENDIX 1 CALIFORNIA SECRETARY OF STATE ☐

APPENDIX 2 BUSINESS LICENSE ☐

APPENDIX 3 EVIDENCE OF INSURANCE (PER SAN JOAQUIN COUNTY

INSURANCE REQUIREMENTS)

APPENDIX 4 DEPARTMENT OF THE TREASURY IRS – W-9

CURRENT (Rev March 2024).

APPENDIX 5 COUNTY’S UPCCAA REGISTERED CONTRACTORS LIST

URCL.SJGOV.ORG PRINT SCREEN

APPENDIX 6 BID FORM

Include BID BONDS with Bid Form

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ADDENDA

SIGNED RFP 26048 ADDENDA (when applicable) ☐

ATTACHMENT

ATTACHMENT A SECTION III QUALIFICATIONS + SCOPE OF WORK ☐

ATTACHMENT B SECTION VII (Compensation)

C. California Secretary of State registration

COUNTY requires businesses that are structured as corporations, limited liability companies (LLCs), limited partnerships (LPs), or limited liability partnerships (LLPs) need to be registered with the Secretary of State in the state where they operate, as this is considered the primary way to formally establish a legal business entity beyond a sole proprietorship. A screen shot is to be submitted with proposal packet.

VII. COMPENSATION + ATTACHMENT B – PRICING SCHEDULE

A. The CONTRCTOR’s pricing will be submitted in a separate sealed envelope ONLY.

For electronic submission, it must be provided as a separately named file.

B. CONTRACTOR(s) will complete ATTACHMENT B – PRICING SCHEDULE for the provision of services as outlined within the RFP.

C. CONTRACTOR prices stated in ATTACHMENT B – PRICING SCHEDULE shall be effective from the date the proposal is submitted to the day the agreement is awarded and end through the initial term of the agreement.

D. CONTRACTOR’S proposal must detail cost for all components necessary to meet the

RFP requirements relative to the County’s requirements. Any costs not identified shall be without cost to the COUNTY.

E. BOARD OF SUPERVISORS The award(s) made from this solicitation may be subject to approval by the County Board of Supervisors. There will be an additional twenty to thirty business days added from board agenda date. Work cannot commence until a fully executed agreement and purchase order is received by the Purchasing and Support Services Department.

F. CONTRACTOR must adhere to the current rate per mile at the time of the service as provided by the US General Administrative Rates are listed at:

1. Travel/mileage fees must be listed as a line-item within the corresponding invoice for associated services.

a. Travel/mileage fees more than the US GSA rate at the time of services are provided will not be processed. CONTRACTOR must correct the invoice containing the incorrect fee to adhere to the current GSA rates at the time of service prior to processing of invoice.

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G. When applicable, CONTRACTOR shall comply with Prevailing Wages in accordance with provisions of Labor Code Sections 1770 through 1781, the general prevailing rate of wages, as determined by the Director of the Department of Industrial Relations (DIR). For complete details, refer to the DIR website.

H. When applicable, CONTRACTOR shall include “Indirect Cost Rates”. Per County policy.

I. COLLABORATION OR JOINT SUBMISSIONS: The County requires that, for agencies submitting a joint application, the lead agency must have the necessary experience and expertise in qualifications and services. Additionally, the lead agency must be able to clearly identify prior relevant experience.

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VIII. EVALUTION CRITERIA

A. All proposals timely submitted by the due date and time will be analyzed and reviewed by a review panel consisting of County representatives, the County Selection Team (CST). False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal. The evaluation and determination in this area shall be at the County’s sole judgment and its judgment shall be final.

B. The County reserves the right to any or all the proposals and negotiate a contract based on all factors involved in the written proposal without further discussion or interview.

C. Proposals will be evaluated using the following criteria:

1. Phase I

The CST will review proposals for compliance with the RFP requirements of completeness and responsiveness.

2. Phase II

Evaluation Scoring: The CST will evaluate and score each proposal in the following categories.

Criteria Max Points Description

Overall Experience and Qualifications 10

Our evaluation will include an assessment of your organization’s experience and qualifications as it relates to the requirements within this RFP.

Scope of Service Description 20

Our evaluation will include an assessment of the clarity and quality of proposed strategies, creativity, detail of plan and other related items.

Valuation of Design 25 Accuracy of the assessment and suitability of the design.

Program Deliverables and Outcome Measures 10

Our evaluation will assess the quality of the deliverables and whether the measures of the outcomes are appropriate to determine the impact of the program.

Cost 25 The maximum services are provided in relation to the fees charged, value of overall project and if the budget is reasonable and appropriate.

References Pass / Fail

References will be checked and will be used to assist in determining the Proposer’s ability to perform the services as requested in the RFP.

Total Points 100 Additional points can be added at Phase III

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3. Phase III Demonstration and Interview Process:

Proposers may be notified of any additional required information, demonstration or interviews after the written proposals have been evaluated. A part of the evaluation process may include a demonstration from the top proposers to the CST.

Demonstrations will be held with whom the County deems as the most qualified respondents. The demonstration shall include a presentation of the proposed operating details.

The selected proposer may also be interviewed by the CST, which may consist of additional questions not answered in the RFP.

Please be aware that all categories may be re-scored based on the demonstration and interview.

4. Phase IV Negotiation and Award Process:

A Notification of Intent to Award may be sent to any Proposer selected. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached.

The County and the prospective contractor will negotiate a contract for approval by the County’s Board of Supervisors. If a satisfactory contract is not negotiated, the County may, at its sole discretion, begin contract negotiations with the next qualified proposer who submitted a proposal, as determined by the County.

The County retains the right to select a proposal other than the proposal receiving the highest number of points if, in its sole discretion, it determines that another proposal is the most overall qualified, cost-effective, responsive, and responsible and/or in the best interests of the County. Once a contract has been executed with the selected proposer, all other proposers will be notified.

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IX IMPORTANT RFP RULES AND INFORMATION

A. ADDITIONAL INFORMATION:

This RFP is a solicitation for proposals only, and is not intended as an offer to enter into a contract or as a promise to engage in any formal competitive bidding or negotiations.

The County shall not be liable for any costs incurred by the proposer in connection with the preparation and submission of any proposal. The County reserves the right to waive inconsequential disparities in a submitted proposal. The County is responsible only for that which is expressly stated in the solicitation document and any authorized written addenda. The County reserves the right to make changes to the Sample Contract and its appendices and exhibits at its sole discretion. The County reserves the right to make changes to the Statement of Work during negotiations with the selected proposer. Until the proposal submission deadline, errors in proposals may be corrected by a request in writing to withdraw the proposal and by submission of another set of proposals with the mistakes corrected. Corrections will not be accepted once the deadline for submission of proposals has passed.

B. SPECIFICATION CHANGES:

The County may, during the RFP period, advise the proposer in writing of any additions, omissions or alterations in the specifications. All such changes shall be included in the RFP and become part of the specifications as if originally submitted.

C. ADDENDA:

No one is authorized to amend this proposal in any respect, by an oral statement, or to make any representation or interpretation in conflict with the provisions herein. If necessary, supplementary information in addendum form will be prepared and posted on the “Purchasing Open Bids” website. It is the Proposer’s responsibility to indicate acknowledgement, sign, and return addenda with their proposal.

Failure of Proposer to not submit signed addenda with their Proposal may be cause for reject ion.

D. RFP WITHDRAWAL:

Any Proposer may withdraw their proposal, either personally or by written request, at any time prior to the date and time due.

E. EXCEPTIONS:

Any exceptions to this RFP shall be clearly stated in writing including the specific section and (where applicable) paragraph, subsection number, or other identifier labeled as Form H - Exceptions. It is otherwise assumed that the wording within this document is acceptable and agreed to by the Proposer. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.

F. RIGHT TO REJECT PROPOSALS:

San Joaquin County reserves the right to reject any and all proposals, or any part of a proposal; to waive minor defects or technicalities; or to solicit new proposals on the same project or modified project, which may include portions of the original RFP document, as the County may deem necessary and in its best interest. False, incomplete or unresponsive statements in connection with a submitted proposal may be sufficient cause for rejection. The County will be the sole judge in making such determinations.

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G. EXAMINE SPECIFICATIONS:

Proposers shall thoroughly examine and be familiar with the specifications. The failure or omission of any Proposer to receive or examine any form, instrument, addendum or other document or become acquainted with all existing conditions shall in no way relieve any Proposer from any obligations with respect to Proposer’s offer or to the contract. The submission of an RFP shall be taken as prima facie evidence of compliance with this section.

Should a Proposer find discrepancies in or omissions from the drawings or other contract document, or should be in doubt as to their meaning, shall at once notify the County Purchasing Agent. The Purchasing Agent will send written instructions to all Proposers.

Neither the Purchasing Agent nor a County representative will be responsible for any oral instructions. All inquiries will be answered in writing and distributed to all Proposers in the form of addendum in a reasonable time before the RFP opening date.

H. SITE INSPECTION:

If required by this RFP or an addendum, Proposers shall have examined the work sites and shall be responsible for having acquired full knowledge of the job and of all issues affecting it. No variations or allowances from the contract sum will be made because of lack of such examination.

I. ALL RFP DOCUMENTS PART OF FINAL CONTRACT:

Any RFP documents, letters and materials submitted by the Proposer shall be binding and included as part of the final contract as an exhibit thereto. Unauthorized conditions, limitations or provisions attached to proposals may cause its rejection.

J. PUBLIC RECORD:

1. All proposals once submitted are the property of the County of San Joaquin and may be a public record, subject to disclosure per the requirements of the California Government Code, Sections 7920.000 through 7930.215, “California Public Records Act.” Proprietary material must be clearly marked as such. Pricing and service elements of the successful bid are not considered proprietary information.

2. The County will treat all information submitted in a bid/proposal as available for public inspection once the County has a contract finalized with the selected contractor. If you believe that you have a legally justifiable basis under the California Public Records Act (Government Section 7920.000 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. The proposer agrees to defend and indemnify the County for any liability, costs, and expenses incurred in asserting such confidentiality as part of your proposal. The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be sole discretion of the County.

3. Responses to this RFP become the property of the County and will be kept confidential until such time as a recommendation for award of an agreement has been announced. Thereafter, submittals are subject to public inspection and disclosure under the California Public Records Act. If a Proposer believes that any

Rev. v20260106 Page 19 of 19 portion of its submittal is exempt from public disclosure, such portion may be marked “confidential.” County will use reasonable and legally permissible means to ensure that such confidential information is safeguarded to the extent that County, in its independent judgment, concludes that the information is in fact exempt from disclosure, but County will not be liable for inadvertent disclosure of such materials, data and information. Submittals marked “confidential” in their entirety will not be honored and County will not deny public disclosure of all, or any portion of submittals so marked. By submitting information with portions marked “confidential,” the Proposer represents it has a good faith belief that such material is exempt from disclosure under the California Public Records Act and agrees to reimburse County for, and to indemnify, defend and hold harmless County of San Joaquin, its officers, fiduciaries, employees and agents from and against: any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses including, without limitation, attorneys’ fees, expenses and court costs of any nature whatsoever (collectively, “Claims”) arising from or relating to County’s nondisclosure of any such designated portions of a proposal if disclosure is deemed required by law or court order.

K. RESULTING CONTRACT, CONTRACT PERFORMANCE, CONTRACT CANCELLATION:

Through the RFP process, the County reserves the right to negotiate a contract based on all factors involved in the written proposal without further discussion or interview.

The performance of the contract resulting from the proposal shall be governed, construed and interpreted according to the laws of the State of California.

Terms and conditions of a resulting contract shall be those of Exhibit A “Sample Contract”.

Any contentions/exceptions must be submitted with your RFP.

L. LEVINE ACT COMPLIANCE: This solicitation and any resulting contract are subject to the Levine Action (California Code Section 84308). Submission of a proposal constitutes the proposer’s acknowledgments of the Levine Act, including disclosure of political contributions made to elected officials of San Joaquin County.

Proposers are responsible for ensuring full compliance with the Levine Act. Form I –

Levine Disclosure Statement must be reviewed, completed , signed and submitted with the proposal. Failure to submit the required form or to comply with the Levine Act may result in disqualification of the proposal or other remedies as provided by law.

M. ADDITIONAL REQUIREMENTS FOR FUNDING:

It’s the responsibility of the proposers to research and comply with current regulations, requirements and provisions. All proposers shall possess all permits, licenses, and professional credentials necessary to supply product and perform services as specified under this RFP. Specifically, Exhibit Z must be reviewed, researched, signed and included in submittals.