Bid Notice-Janitorial Supplies.pdf

County of El Dorado

Chief Administrative Office Procurement and Contracts Division

Invitation to Bid #2026-0148 for Janitorial Supplies

Submittal Deadline:

November 23, 2026, not later than 3:00:00 PM (Pacific)

Through PlanetBids Online Website

Table of Contents

I. Background II. Scope of Services III. Bid Content IV. Bid Submittal Instructions V. Bidders' Questions VI. Public Records Act VII. Valid Offer VIII. County’s Rights IX. El Dorado County Website Requirements X. Bid Evaluation XI. Award XII. Business License Requirement XIII. Public Agency XIV. Local Vendor Preference XV. Delivery XVI. Sales Assistance XVII. Terms and Conditions XVIII. Returns XIX. Federal, State, and Local Laws XX. Compliance XXI. Invoices and Payment Terms XXII. Non-Collusion XXIII. Conflict of Interest XXIV. Addenda XXV. California Sales and Use Tax Requirement XXVI. Protest Procedure XXVII. Incomplete and Altered Bids

Exhibits:

“A” General Terms and Conditions “B” Standard Terms and Conditions “C” Quotation Schedule “D” Bidder Information “E” Client References “F” General Insurance Requirements “G” Local Vendor Preference

COUNTY OF EL DORADO Page 1 INVITATION TO BID: 2026-0148 Procurement & Contracts

The El Dorado County Procurement & Contracts Division (also referred to as “County”), is requesting bids from qualified suppliers for a complete offering of Janitorial Supplies including chemicals, utensils, floor care products, paper products, and janitorial liners. Interested and qualified vendors that can demonstrate proven success in providing the products and services requested under this Invitation to Bid (ITB) are invited to submit a response. Purchases will be made on an “as requested” basis during the thirty-six (36) month award period.

This ITB defines the requirements that must be met by vendors interested in providing such products and services. Vendors shall carefully examine the entire ITB and any addenda thereto, and all related materials and data referenced in the ITB or otherwise available, and shall become fully aware of the nature and the conditions to be encountered in performing the service. Vendors are advised to read all sections of this ITB prior to submitting a response.

The following schedule is for reference purposes:

ITB Issuance October 19, 2026 Deadline for Final Questions November 2, 2026 Answers Posted on or About November 11, 2026 Due Date for Submissions November 23, 2026 Demonstrations of Online Ordering from top three (3) Bidders

December 7 - 11, 2026

Notice to Bidders

The Procurement & Contracts Division does not mail out hard copy letters advising participating Bidders of ITB results. For ITB results, please visit:

https://vendors.planetbids.com/portal/48157/portal-home or https://www.eldoradocounty.ca.gov/County-Government/Procurement-and-Contracts/Bid-Results

ITB results will be posted within approximately twenty-one (21) business days after the ITB opening deadline date. The timeline for posting ITB results may vary depending on the nature and complexity of the ITB.

I. Background: El Dorado County is located in Northern California and is bordered by Sacramento, Placer, Amador and Alpine counties in California, and Douglas County, Nevada. The two incorporated Cities in El Dorado County are Placerville and South Lake Tahoe. The County has offices located in El Dorado Hills, Cameron Park, Diamond Springs, Placerville, and South Lake Tahoe. The County’s estimated annual spend on janitorial supplies and related products is $160,000. The County makes no specific guarantee as to the total amount of purchases to be made from the resulting agreement.

The total amount of purchases is subject to increase or decrease.

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The County of El Dorado is an Equal Opportunity Employer (EOE). All individuals are encouraged to participate. The County will not discriminate against any individual because of race, religion, color, national origin, ancestry, physical handicap, mental disability, medical condition, genetic information, military or veteran status, marital status, age, gender, gender identity, gender expression, or sexual orientation.

II. Scope of Services: The successful Bidder (hereinafter referred to as “Bidder”) will be required to enter into a three (3) year purchase order contract, for the purchase and delivery of janitorial products and services required by the County. The Bidder must agree to the General Terms and Conditions listed in Exhibit “A” and the Standard Terms and Conditions listed in Exhibit “B,” both exhibits attached hereto. The Bidder must also agree to the following terms:

A. The Quotation Schedule attached hereto as Exhibit “C” consists of sixty-five (65) products. Bidders must quote one hundred percent (100%) of all products or be deemed non-responsive.

B. Upon request, Bidder must provide a written quote for additional items not listed on Exhibit C, Quotation Schedule. Written quotes must include the date of request, a quote reference number, documentation of the retail cost, and be valid for a minimum of thirty

(30) days. Invoices that include items not on Exhibit C must have a copy of the original quote attached. Payment of invoices which require, but do not include, such documentation will be delayed until receipt of the required document(s).

C. Prices shall remain fixed for the first six (6) months. Any price increases after the first six

(6) months shall be submitted to the County’s Purchasing Agent for review and approval accompanied by justification for same.

D. Bidder shall provide, on Exhibit “D”, Bidder Information, a dedicated Customer Service

Representative and Accounts Receivable contact for purposes of resolving delivery, returns, invoicing, and general support for the purchase of janitorial supplies.

E. Bidder shall operate, maintain, and provide County with a secured internet website that

County employees can use to place orders. The Bidder shall bear all costs associated with the ongoing maintenance and support of the website. The website shall be a user friendly, online, web-based ordering system capable of including the following minimum features:

1. Allow for individual department accounts;

2. Allow for County to specify purchase order;

3. Allow for payment by credit card online AFTER receipt of order with no additional fees;

4. Provide the ability to establish internal approval workflows;

5. Ability to look up orders, invoices, and credit memos and show when invoices have been paid in order to avoid duplicate payments;

6. Request a return;

7. Utilization reports and general order history; and

8. Any other reasonable customization as may be requested by the County.

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F. The County prefers delivery within two (2) business days for orders placed before 4:00 P.M., Pacific Time (F.O.B. Destination, Freight Paid). All orders must be accompanied by a packing slip containing the item quantity, description, order number, and delivery address. If items are on back order, an estimated time of shipment must be included on the packing slip.

G. The awarded Bidder shall keep adequate supply of “in stock” items to fill orders in the time specified.

H. Bidders must indicate brand, product number, stock keeping unit (SKU), and units of measure in the spaces provided in the Quotation Schedule (Exhibit C) for each item bid AND indicate if the item is a stocked product.

I. The County prefers that the Bidder will not ship substitutions or replacements without concurrence from the County department that placed the order. The County department will determine if the quoted substitute product meets all specifications.

J. The awarded Bidder will be required to supply Safety Data Sheets (SDS) for all products requiring SDS Sheets prior to contract start date.

K. Bidder shall be the manufacturer or authorized by the manufacturer to sell all products included in this ITB.

L. The awarded Bidder must supply all “Paper Janitorial Products/Supplies” in accordance with California Senate Bill (SB) 1383 and Public Contract Code 12209 and provide a Product Vendor Certification to the County.

The County reserves the right to negotiate additional terms and conditions not contained herein.

The successful Bidder will not have an exclusive right to sell janitorial supplies to the County.

The County reserves the right to procure janitorial supplies from other vendors if it’s in the best interest of the County.

III. Bid Content: Bid responses must adhere to the requirements set forth in this section, both for content and sequence. Failure to adhere to these requirements or the inclusion of conditions, limitations, or misrepresentations may be cause for rejection of the bid.

A. Executive Summary: An executive summary should include the name and address of the organization or individual submitting the bid, together with the name, address, telephone numbers, and e-mail address of the contact person who will be authorized to make representations for the organization, and an expression of the Bidder’s ability and desire to meet the requirements of this ITB. Bidder shall briefly describe the Bidder’s approach to the bid and clearly indicate any options or alternatives. It should indicate any major requirements that cannot be met by the Bidder. Include a summary and history of your firm with the following information:

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1. Briefly describe your firm’s history, including number of years in business, number of employees, local and overall organizational structure, and all services your firm is able to provide.

2. Discuss why the County should have confidence in your firm’s ability to perform the services.

3. State if your firm imposes a fuel surcharge.

4. Discuss if your firm has a minimum order requirement.

5. State how often your firm’s pricing changes.

6. State if your firm can supply all “Paper Janitorial Products/Supplies” in accordance with California SB 1383 and Public Contract Code 12209 and that it will provide a CalRecycle Product Vendor Certification to the County if awarded.

This summary should highlight the major features of the bid and identify relevant supporting materials. The executive summary should not exceed three (3) pages.

B. Invoicing: Provide a sample invoice and packing slip that would potentially be issued to the County for the resulting purchase order contract. Please include all the County required information below on your sample invoice. The following information is required to be included on the submitted sample invoice:

• Information on how the invoice is tied to the online ordering.

• The date of the invoice and if it’s past due.

• Reference to the County’s contract number.

• Information confirming the cost being charged to the County for specific items is in accordance with the resulting purchase order contract.

Bidders not including all the applicable information on the invoice will be deemed non-responsive.

C. Reporting: Provide details on your firm’s reporting capabilities. Describe reports your firm can provide the County that include the following:

• Each County department that is ordering products.

• The amount each department has ordered over a given period of time.

• Copies of all invoices, receipts, or other proofs of purchase that detail the

County’s procurement of Paper Janitorial Products/Supplies to aid the County’s compliance with SB 1383 and Public Contract Code 12209.

Your firm will be deemed non-responsive if it cannot meet all of the County’s reporting requirements.

D. Detailed Discussion: The detailed discussion is a general, but complete, narrative of the Bidder’s assessment of the work to be performed and the ability to meet the County’s objectives. This overview should clearly demonstrate the Bidder understands the County’s expectations as well as how the County’s requirements will be met, including the online website requirements specified herein. Discuss each item in

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Section II. Scope of Services A. through L. and describe how your firm will accomplish the desired scope in the timeframe requested.

E. Core Item Pricing: Using the County provided Exhibit C, Bidders must provide the methodology for establishing pricing on the janitorial supply fixed pricing of sixty-five

(65) Core items. Bidders must use the County provided Exhibit C and must bid one hundred percent (100%) of all items listed on the quotation schedule in order to be considered for evaluation and award. Failure to do this will result in a Bidder’s response to be rejected as non-responsive.

F. Bidders are required to complete all of the information in Exhibit D, and return with their bid response.

G. Delivery Time: Provide your firm’s delivery times, including to all portions of the County. Please tell us about your emergency order delivery times and any associated costs.

H. Customer Service / Returns: Please describe your firm’s customer service approach.

Please provide your firm’s business hours. Provide your firm’s proposed customer service team, including names of the individual(s) that will be assigned to the County’s account, and identify what the individual’s respective role or responsibility will be.

Provide your firm’s proposed service guarantees and how your firm will deliver orders placed by County departments. Describe in detail your firm’s process for invoicing and handling of returns.

I. References: Using Exhibit “E”, Client References, Bidders must provide a minimum of three (3) public sector client references, preferably county governments, municipalities, or service districts in California, organizations with whom you currently have contracts with and/or have previously had contracts with for the provision of services of similar type and scope within the last five (5) years. Each reference shall include company or organization name, contact person, title, telephone number, email address, length of business relationship, and summary of services performed.

J. Online Ordering: Provide specific details on your firm’s online ordering website. State if your firm’s online ordering website allows:

1. Separate department accounts;

2. The County to specify purchase order;

3. For payment by credit card online AFTER receipt of order with no additional fees;

4. The ability to establish internal approval workflows;

5. The County to look up orders, invoices, and credit memos and show when invoices have been paid in order to avoid duplicate payments;

6. The County to request a return;

7. The County to obtain utilization reports and general order history; and

8. Any other reasonable customization as may be requested by the County.

K. Insurance Requirements: Please indicate on Exhibit D your firm’s ability to comply with the insurance requirements set forth in Exhibit “F”, General Insurance Requirements.

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IV. Bid Submittal Instructions:

A. Bidders are required to submit their bids online to assure a complete and timely response. To respond online Bidders must register with the County’s online bidding system, PlanetBids, at:

https://pbsystem.planetbids.com/portal/48157/portal-home

Bidders are cautioned that the timing of their online submission is based on when the submittal is RECEIVED by PlanetBids, not when a submittal is initiated by a Bidder.

Online submittal transmissions can be delayed in an “Internet Traffic Jam” due to file transfer size, transmission speed, etc. For these reasons the County recommends that Bidders allow sufficient time to upload their response and attachment(s) (if applicable) and to resolve any issues that may arise. The closing date and time shall be governed by the PlanetBids web clock, which does not allow submittals after the closing date and time. PlanetBids will send a confirmation email to the Bidder advising that their online submission (eBid) was submitted. If you do not receive a confirmation email you are advised to contact the PlanetBids Support team by phone (818-992-1771 Monday through Friday between 7am and 5pm Pacific, excluding statutory U.S. holidays) or by submitting a Support Ticket (visit PlanetBids Vendor Portal to complete and submit the ticket form).

B. Hard copy, faxed, or emailed bids will not be accepted. Bidders must submit their bids through the PlanetBids website.

C. Late submittals will not be accepted or considered.

D. All submittals, whether selected or rejected, shall become the property of the County and shall not be returned.

E. The County reserves the right to waive minor defects and/or irregularities in submittals, and shall be the sole judge of the materiality of any such defect or irregularity.

F. All costs associated with bid preparation shall be borne by the Bidder.

G. All bids shall remain firm for one hundred twenty (120) days following the closing date from the receipt of the submittals.

V. Bidders' Questions:

A. Questions regarding this ITB must be submitted in writing by email or using the

PlanetBids website and must be received no later than 5:00:00 p.m. (Pacific) on November 2, 2026.

B. All emails must have “ITB #2026-0148 – QUESTION” as their subject for convenience purposes. Emails that are not clearly labeled may be overlooked and not responded to.

C. Questions will not be accepted by U.S. Mail, telephone, facsimile (fax), or orally.

https://vendors.planetbids.com/portal/48157/help

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D. The County reserves the right to decline a response to any question if, in County’s assessment, the information cannot be obtained and shared with all potential organizations in a timely manner.

E. A summary of the questions submitted, including responses deemed relevant and appropriate by County, will be posted to the PlanetBids website on or about November 11, 2026. Any addenda to this ITB is valid only if in writing and issued by the County Procurement and Contracts Division.

F. All inquiries submitted by email shall be sent to: ross.garner@edcgov.us

G. Bidders are cautioned that they are not to rely upon any oral statements that they may have obtained. Bidders shall direct all inquiries to the contact above and shall not contact any County departments, employees, or representatives directly regarding any matter related to this ITB. Information provided by persons other than Procurement and Contracts staff may be invalid and responses which are submitted in accordance with such information may be declared non-responsive.

VI. Public Records Act: All Bids and materials submitted shall become property of the County and will not be returned. All responses, including the accepted Bid and any subsequent contract, become public records in accordance with the requirements of the California Government Code, Sections 6250 - 6270, “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. Bidders which indiscriminately identify all or most of their Bid as confidential or proprietary without justification may be deemed unresponsive.

The County will treat all information submitted in a Bid as available for public inspection once the County has selected a successful Bidder. 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 Bid, you must identify any such information, together with the legal basis of your claim in your Bid, and present such information separately as part of your response package.

Upon receipt of a request for disclosure pursuant to the California Public Records Act for information that is set apart and marked as proprietary, County will notify you of the request for disclosure. You shall have sole responsibility for the defense of the proprietary designation of such information. Failure to respond to the notice and enter into an agreement with County providing for the defense of and complete indemnification and reimbursement for all costs incurred by the County in any legal action to compel the disclosure of such information, shall constitute a complete waiver of any rights regarding the information designated proprietary and such information will be disclosed by County pursuant to applicable procedures under the California Public Records Act.

VII. Valid Offer: Bids shall remain valid for one hundred twenty (120) days from the due date.

The County reserves the right to negotiate with the successful Bidder any additional terms or conditions not contained in their submission which are in the best interest of the County mailto:ross.garner@edcgov.us

COUNTY OF EL DORADO Page 8 INVITATION TO BID: 2026-0148 or to otherwise revise the scope of this ITB. This ITB does not constitute a contract nor an offer of employment.

VIII. County’s Rights: The County reserves the right to:

1. Request clarification of any submitted information

2. Waive any informalities or irregularities in any qualification statement

3. Not enter into any agreement

4. Not select any vendor

5. Cancel this process at any time

6. Amend this process at any time

7. To award more than one contract if it is in the best interest of the County

8. Interview Bidder’s prior to award

9. To request additional information during an interview

IX. El Dorado County Website Requirements: It is the Bidder’s responsibility to monitor the

PlanetBids website for possible addenda to this ITB in order to be informed of the most current specifications, terms, and conditions, and to submit a bid in accordance with the original ITB requirements and all addenda. All available ITBs and related addenda can be found at:

Failure of Bidder to obtain this information shall not relieve him/her of the requirements contained therein. Those Bidders not acknowledging all addenda as required will not be considered and will be rejected as “non-responsive.”

X. Bid Evaluation: All submitted bids will be evaluated initially to determine if they are responsive to the requirements of this solicitation. An evaluation panel, consisting of County staff and members selected by County staff, will review and evaluate all responsive submittals received by the submittal date as set forth in this solicitation, or as amended by addenda, and the submittals will be evaluated based on the thoroughness, clarity, and quality of the material presented. The County reserves the right to request additional information and clarification of any information submitted and to allow corrections of errors or omissions.

Upon the bid closing date, the evaluation panel will review and initially score each Bidder’s submittal for Items 1 through 5 below, for a maximum of ninety (90) total points. The three

(3) Bidders with the highest cumulative points among all of the evaluation panel members will then be invited to discuss and present their firm’s online ordering website. The evaluation panel will then score each of the three (3) Bidders based upon their online ordering website presentation, for a maximum of thirty (30) points. The points assigned for the online ordering website presentation (Item 6 below) will then be added to the points assigned previously for Items 1 through 5, to get a final cumulative score, with a maximum of one hundred twenty (120) total points.

The award will be made on an all-or-none basis to the Bidder who County determines best meets all of the requirements in this bid and receives the highest number of cumulative points (Items 1 through 6 below) among all the evaluation panel members according to the scoring criteria listed below.

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1. Section III Item E - Core Item Pricing - Maximum 50 points The bid with the lowest overall price for the items listed in Exhibit C will receive the maximum number of points (50), and the other bids will receive a portion thereof. The other bids are scored by comparing their Cost against the Lowest Cost. Formula:

Lowest Cost divided by Other Bidder’s Cost x Max Available Points = # of Points for Other Bidder.

2. Section III Item G – Delivery Time – 10 Points

3. Section III Item H – Customer Service / Returns – 15 Points

4. Section III Item I – References – 5 points Scoring: Three (3) public sector references submitted with bid = 5 points

Less than three (3) public sector references or a combination of public and private sector references = 2.5 points

No public sector references submitted with bid = 1 point No references submitted = 0 points

5. Section III Item J Online Ordering – 10 Points

6. Presentation of Section III Item J and Online Ordering - 30 Points

XI. Award: The resulting purchase order contract may be awarded to the responsible and responsive bidder that received the most total cumulative points among all the evaluation panel members using the criteria in Section X and complying with the provisions of the Invitation for Bid. In determining whether a bid is responsive, and the bidder responsible, the following may be considered by the County: a) Ability to perform the service required within the specified time; b) Reputation, judgment and experience; c) The quality of performance in previous contracts; d) Previous compliance with laws, as well as employment practices; e) Financial ability to perform the contract; f) The quality, availability and adaptability of the supplies or the contractual services to the particular use required; g) Ability to provide service;

h) Whether the bidder is in arrears to the County, in debt on contract, is a defaulter on surety to the County or whether the bidder's taxes or assessments are delinquent; i) The resale value and life cycle costs of the items; j) Such other information as identified in the Purchasing Policy Manual having bearing on the decision to make the award. The award analysis will also include consideration for Local Vendor Preference (per Section XIV below). The County reserves the right to reject any and all bids and to waive any informality in bids received whenever such rejection or waiver is in the interest of the County. The County also reserves the right to reject the bid of a bidder who has previously failed to perform properly. The decision of the County Board of Supervisors shall be final in making such determination.

The successful Bidder will receive written notification of the award, along with instructions for finalizing the agreement documents. Receipt of the fully executed purchase contract will serve as Bidder’s notice to proceed with services.

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Bid results available at:

or

XII. Business License Requirement: It is unlawful for any person to furnish supplies or services, or transact any kind of business in the unincorporated territory of El Dorado County without possessing a County business license unless exempt under County Code Section 5.08.070.

Contact the Tax Collector’s Office at 360 Fair Lane, Placerville, CA 95667, or phone (530) 621-5800, for further information.

It is not a requirement to possess a County business license at the time of submittal.

Successful Bidders may be required to possess a County business license to award contract.

XIII. Public Agency: It is intended that other public agencies (i.e., city, special district, public authority, public agency and other political subdivisions of the State of California) shall have the option to participate in any agreement created as a result of this ITB with the same terms and conditions specified there in, including pricing. The County shall incur no financial responsibility in connection with any agreement from another public agency. The public agency shall accept sole responsibility for contracting for services and making payment to the vendor. The County will not be a party to contracts with other public agencies.

XIV. Local Vendor Preference: In accordance with Board of Supervisor’s Policy C-17 section

2.12 a local preference credit of five percent (5%) for El Dorado County businesses will be permitted when evaluating bids for supplies and equipment that are not part of a public project. This five percent (5%) will only be applicable to the Core Item Pricing evaluation criteria on Exhibit C.

In order to qualify for the local preference authorized by this section, the vendor seeking such preference shall be required to submit with its bid a statement containing relevant information which demonstrates compliance with the provisions of this section. The statement shall be on Exhibit “G,” Local Vendor Preference Affidavit of Eligibility, attached hereto, and shall be signed under penalty of perjury. Any person, firm, corporation or entity intentionally submitting false information to the County in an attempt to qualify for local preference may be prohibited from bidding on El Dorado County products and services for a period of one (1) year from the date of the false submittal. Bidder claiming local vendor preference must submit the affidavit of eligibility with their bid.

Where state sales tax will be paid for the purchase, the local business must possess a valid resale license from the State Board of Equalization showing evidence of a local business address within El Dorado County. If the local business has more than one office in the State of California, the office located in El Dorado County shall be the point of sale credit for the purpose of sales tax calculation.

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XV. Delivery: Products shall be delivered to various locations throughout El Dorado County at no cost to County. Locations include but are not limited to the following zip codes: 95667, 95619, 95672, 95682, and 96150.

Deliveries shall be made during normal business hours which shall be defined as 8:00 AM to 4:30 PM (Pacific), Monday through Friday (excluding County-observed holidays). All orders shall be delivered “inside delivery” and require a proof of receipt by a County employee.

County Offices are located along the Hwy 50 corridor between El Dorado Hills and South Lake Tahoe, CA. The Bidder shall make deliveries to the location specified at time of order.

Consolidating orders into a single delivery for multiple departments, located in the same building, is not acceptable. Orders that are dropped off outside of a County facility shall not be considered delivered nor accepted by the County. The Bidder shall ensure that each order is packaged in such a way as to provide sufficient protection from normal shipping jostle, crushing box, etcetera.

XVI. Sales Assistance: The successful Bidder shall be required to have a representative from the company available to the County to provide sales assistance and verbal quotes Monday through Friday, 8:00 a.m. – 5:00 p.m. (Pacific time zone), excluding County-recognized holidays.

XVII. Terms and Conditions: The County will not consider any terms and conditions other than the terms and conditions contained in the subject bid. Bidders submitting their own terms and conditions will not be considered and will be rejected. Any bid response containing alterations to the General Terms and Conditions, or terms and conditions contained in the subject bid, will not be considered, and will be rejected.

XVIII. Returns: The County reserves the right to return product within thirty (30) days of receipt by the County for credit or refund without a shipping or restocking fee. Product returned shall be in good condition and in the original package (if applicable). Defective product or product under warranty may not always be returned in the original package.

XIX. Federal, State, and Local Laws: It is the responsibility of the awarded Bidder to ensure that all permits and/or licenses required for operation are valid and current. Failure to comply with this provision may be cause to cancel any contract awarded, and award will be made to the next responsive, Bidder.

XX. Compliance: Late, incomplete, incorrect deliveries or excessive backorders will be documented, and performance evaluated when considering contract continuation or extension. Inaccurate or erroneous billing will also be documented and monitored for the purpose of evaluating performance when considering continuation or extension of contract.

Failure to meet required delivery timeframes, or inaccurate or erroneous invoices (as determined by the Purchasing Agent) may be cause for the County to cancel the balance of the awarded contract and award will be made to the next responsive Bidder. Failure to receive County concurrence for substitutions or alternates will be documented and considered when evaluating continuation or extension of contract.

XXI. Invoices and Payment Terms: Invoices are to be mailed to the requesting County department(s) specified. All invoices must include the purchase order number and contract

COUNTY OF EL DORADO Page 12 INVITATION TO BID: 2026-0148 number; product description; and reference to back ordered items. Once an order is submitted, pricing is locked regardless of external circumstances. Failure to comply may result in delayed payments.

The County will make payment on a Net 45-day basis. The payment term shall begin on the date the merchandise is delivered, inspected, and accepted by the County, or on the date a correct invoice is received in the office specified in the order, whichever is later. The beginning date described above shall be considered day zero for the purposes of counting days in the prescribed term.

XXII. Non-Collusion: The Bidder certifies that this response is made without any previous understanding, agreement or connection with any person, firm or corporation making a request for the same services, and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action.

XXIII. Conflict of Interest: By virtue of submitting a response to this ITB, Bidder acknowledges that no County officer or employee, nor any business entity in which they have an interest, has an interest in the ITB award been employed or retained to solicit or aid in the procuring of the resulting contract, nor that any such person will be employed in the performance of such contract.

XXIV. Addenda: In the event that it becomes necessary to revise any part of this ITB, written addenda will be issued and posted at:

Any amendment to this ITB is valid only if in writing and issued by the Chief Administrative Office, Procurement and Contracts Division. Verbal conversations or agreements with any officer, agent, or employee of the County that modify any terms or obligations of this ITB are invalid.

All interpretation or corrections, as well as any additional ITB provisions that the County may decide to include, will be made only as an official addendum that will be posted to the PlanetBids website and it shall be the Bidder’s responsibility to ensure they have received all addendums before submitting a bid. Any addendum issued by the County shall become part of the ITB and will be incorporated into the bid.

Bidders must be registered on the PlanetBids website and acknowledge all addenda to ensure they’ve received and reviewed any changes to the solicitation. Bidders will be found non-responsive and their bid rejected for failure to acknowledge all addenda via the PlanetBids website.

The County will not be bound by oral responses or inquires or written responses other than written addenda.

XXV. California Sales and Use Tax Requirement: Bidders must complete and sign the California Sales and Use Tax Requirement listed on Exhibit D.

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XXVI. Protest Procedure: The Notice of Intent to Award (NOIA) will be published on the following websites:

Bidders have ten (10) business days from the date the NOIA is first posted on PlanetBids to submit a letter of protest to the Purchasing Agent. Letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, criteria).

XXVII. Incomplete and Altered Bids: Incomplete or altered bids, and bids containing items not called for in the bid may be rejected. Bids submitted on forms other than those furnished by the County will not be considered.

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