Compactor_Maintenance_and_Repair_Services.pdf

County of San Mateo

Request for Proposals (RFP - Informal) for Compactor

Maintenance and Repair Services

Public Works - Facilities Services - Custodial Services

RFP - Informal No. 2025-RFP - Informal-00551

RFP - Informal Contact: Roxanne Maquinana rmaquinana@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The Department of Public Works (Department) is seeking Compactor Services and Repairs for 'as-needed' maintenance and repairs for four (4) trash compactors ("Compactors") located in Redwood City, CA. The selected vendor will be required to provide the necessary labor, materials, equipment/tools, etc., as fully required to complete the needs for County of San Mateo's facilities that have Compactors. The

Compactors are utilized daily throughout the year to compact interior office and outdoor trash.

The Department is considering entering into one (1) agreement in a not-to-exceed amount of 150,000 for a maximum individual term up to five (5) years.

1.2. Contact Information

Roxanne Maquinana Program Services Manager Email: rmaquinana@smcgov.org Phone: (650) 363-4100

Department:

Public Works - Facilities Services - Custodial Services

Department Head:

Ann M. Stillman Director

1.3. Timeline

RFP Released May 5, 2026

Proposal Due Date and Time May 20, 2026, 2:00pm

Anticipated Contract Award Date June 23, 2026

2. Scope of Work mailto:rmaquinana@smcgov.org tel:(650)363-4100

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2.1. On-Call Maintenance and Repairs

The Work to be provided by the awarded Vendor includes, but is not limited to, all labor and equipment to repair, replace, adjust, and maintain the items listed below:

Services will include, but is not limited to:

• Vendor will provide repairs to all damaged, worn or malfunctioning components and systems of the Compactors including but not limited to the hydraulic pistons lift arms, hydraulic plunger pistons and hydraulic hoses, electrical controller for motor and pump, indicator lights, relays, fuses, structural welding to front rollers, guide rails and all other structural or functional parts of the Compactors.

• Vendor will perform all services on an on-call basis.

• Vendor will perform services both on-site and at the Vendor’s facility. For services performed at

Vendor’s location, Vendor will collect Compactors from County's on-site location, transport them to the Vendor’s site, and return them to County's on-site location.

• When notified of required service, Vendor must respond within 24 hours for emergency repairs and within 72 hours for non-emergency repairs by:

o performing investigation or diagnostics on the Compactors as required to determine the nature of services required needed to return the Compactors to a fully operational state and

(2) based on diagnostics or investigation, providing SMC DPW with a written quote detailing;

▪ Specific non-functioning parts, components or systems;

▪ An itemized list of replacement parts required;

▪ Service hours required to return Compactors to fully operational state and whether the service may be performed on-site or at Vendor’s facility;

▪ The cost of all parts, labor and transport required to return the Compactors to a fully operational state;

▪ Any additional costs anticipated to be incurred through said services.

• Vendor will schedule on-site service visits within the standard DPW operating hours of Monday through Friday, 5am-4pm.

• Vendor will be responsible for providing all transportation for staff providing services.

• Vendor will provide all tools and equipment required for services.

• Vendor will not perform any services until such time as they receive a written notification from the County of San Mateo's Department of Public Works authorized personnel for said services.

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• Vendor will endeavor to provide all services in an expedient manner consistent with industry performance standards.

• Vendor will prove itemized service manifests. This is to be delivered to the County of San

Mateo's Department of Public Works within thirty (30) days of all services.

2.2. Additional Requirements

The general work and requirements for this service include, but are not limited to, the following:

• Vendor will perform all services to each manufacturers’ specifications. Vendor will maintain up-to-date knowledge of said specifications.

• Vendor will, to the extent that market availability enables, provide original and genuine manufacturers’ parts. Or, otherwise, state in quote of parts that are of equal quality and approved by manufacturer for use.

• Vendor will perform all services in accordance with all applicable local, state and federal laws.

Vendor will be lawfully authorized and possess all licenses to perform all required work.

2.3. Compactor Inventory List

• 455 County Center Compactor Model CMC self-contained 30 cu. yd. Located at 591 Winslow St.

Redwood City CA. 94063

• Hall of Justice Compactor Model CMC self-contained 20 cu. yd. Located at 401 Winslow St.

Redwood City CA. 94063

• Maguire Correctional Facility Compactor Model RJ-250SC Serial number 2193013. Date of mfg.

1/09. Located at 674 Winslow St. Redwood City CA. 94063

• COB 3 Compactor Model Marathon VIP FL/3 Serial number 51675150. Date of mfg. 7/24.

Located at 500 County Center Redwood City CA. 94063

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 2:00 pm, on Wednesday, May 20, 2026 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real

Page 5 of 8 Release date of May 5, 2026 time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/176710/document?section=undefined

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The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Account manager has a minimum of two (2) years of experience within the last five (5) years in providing account services?*

☐ Yes

☐ No

*Response required

4.1.3. Please confirm your firm is registered with System for Award Managerment (SAM)*

☐ Please confirm

*Response required

4.1.4. What is the registered Business Name and Unique Entity ID (UEI) No.?*

Unique Entity ID (UEI) numbers can be found on sam.gov

*Response required

4.2. Technical Proposal

4.2.1. Statement of Minimum Qualifications *

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.2.2. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

• A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

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• If subcontractors are anticipated, identify them (if known) and provide information on how they will be used.

*Response required

5. Pricing Proposal

COMPACTOR REPAIR AND SERVICE

Use comment section to note what your normal business hours are

Line Item Description Unit of Measure Unit Cost

1 Rate for Repair During Normal Business Hours Hourly

2 Rate for Repair OUTSIDE of Normal Business Hours Hourly

MATERIAL MARK-UP

Line Item Description Unit of Measure Percentage

1 Material Mark-Up (not to exceed 20%) Percentage

6. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Price Reward Low Cost 100 (100% of Total)

7. Instructions to Proposers

7.1. Instructions

There will be no pre-proposal conference or site visit for this project.

7.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

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B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

7.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

7.4. Term

Public Works - Facilities Services - Custodial Services is issuing Request for Proposal (RFP) No. 2025-

RFP - Informal-00551 for Compactor Maintenance and Repair Services.

The agreement shall have a term of five (5) years. The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions

Request by the Deadline for Questions, Comments and Contract Exceptions listed in the Solicitation

Schedule below. The County will consider Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.