Compressor_Maintenance_and_Repairs_(Addendum_#4_Revision).pdf

County of Orange, Sheriff-Coroner

Invitation for Bid for Compressor Maintenance and Repairs IFB # IFB-060-2861605-AM

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/ocgov

COUNTY OF ORANGE

Sheriff-Coroner

PROCUREMENT SERVICES

320 North Flower Street

Santa Ana, CA, CA

92703-5002

Date: Friday, May 30, 2025

INVITATION FOR BIDS

FOR: COMPRESSOR MAINTENANCE AND REPAIRS

BID MUST BE RECEIVED BEFORE:

July 14, 2025 / 4:00 pm

IFB # IFB-060-2861605-AM

Procurement Services Regular Office Hours:

8:00 AM to 5:00 PM

Monday through Friday

The office is closed between 12:00 PM and 1:00 PM

Table Of Contents

1. Summary & Background

2. General Information

3. General Instructions

4. Scope of Work

5. OCLSB and DVBE Preference Policies Certification Requirements

6. Electronic Fund Transfer (EFT)

7. Pricing

8. Vendor Responses

Attachments:

C - Security Clearance Memo - AM

D - Model Contract - IFB-060-2861605 - Compressor Maintenance and Repairs - AM - UPDT

6.24

E - General Information - Compressor Maintenance and Repairs - AM - UPDT 6.24

SECTION 1. Summary & Background

The County of Orange, Sheriff-Coroner, (hereinafter referred to as County) is requesting competitive bids from qualified vendors (hereinafter referred to as Bidder) for Compressor Maintenance and Repairs.

The awarded Contract, (hereinafter referred to as Contract) will be between the County and awarded

Bidder, (hereinafter referred to as Contractor) in accordance with the model contract terms, conditions and scope of work. This is a fully electronic solicitation – only electronic bids submitted through the

County’s online bidding system will be allowed; no other form of bid submittals will be accepted. Prior to submitting a bid, Bidders are advised to carefully read the instructions below, including the model contract and any solicitation attachments and/or exhibits.

The Orange County Sheriff’s Department, has Air Compressing, Separating, Drying equipment and systems throughout Orange County, CA. requiring routine inspection, testing, cleaning, adjustments, maintenance, service, certification if applicable and as-needed corrective repairs. Equipment type, size and configurations vary by locations and include, by not limited to, Reciprocating, Rotary Screw, Rotary

Vane, Centrifugal, Scroll, Pressure Lubricated, Diaphragm compressors and Vacuum pumps. Minimum service frequency and tasks to be in accordance to manufacture specifications, recommendations, County tasks and duties, State, Federal, Local laws and regulatory requirements.

In addition to routine scheduled maintenance and planned corrective repairs, County requires emergency services be available twenty-four (24) hours a day, seven (7) days a week, three-hundred sixty-five (365) days a year.

SECTION 2. General Information

Invitation for Bid for Compressor Maintenance and Repairs

County of Orange IFB

Sheriff-Coroner - Compressor Maintenance and Repairs, IFB-060-2861605-AM

2.1 IMPORTANT NOTICE

The County has attempted to provide all information available. It is the responsibility of each Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they must submit a written request for clarification/interpretation to the County Deputy Purchasing Agency

(DPA) via the County’s online biding system.

2.2 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this

Invitation for Bid (IFB). County will provide all official communication concerning this IFB. Any County response relevant to this IFB other than through or approved by County is unauthorized and will be considered invalid.

All questions regarding this IFB must be submitted via the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov.

2.3 CLARIFICATION/INTERPRETATION

If clarification or interpretation of this solicitation is considered necessary by County, a written addendum shall be issued and the information will be posted on County’s online bid system. Any interpretation of, or correction to, this solicitation will be made only by addendum issued by the County DPA. All addenda will be submitted and posted on the County’s online bidding system. It is the responsibility of each Bidder to periodically check the County’s online biding system to ensure that they have received and reviewed any and all addenda to this solicitation. The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.

All questions or requests for interpretation must be received by Friday, July 11, 2025 before 4:00 pm.

2.4 BID VALIDITY

Bids will be valid for a period of 365 days after IFB closing date.

2.5 IMPORTANT DATES

These dates only apply to IFB # IFB-060-2861605-AM

IFB Post Date: May 30, 2025

Mandatory Job Walk - Security Clearance

Required: (Mandatory):

July 8, 2025, 8:00am

Mandatory Requirements: Security Clearance and Job Walk

Please be aware that a security clearance is required for this solicitation. Additionally, a mandatory two-day job walk will be held for all prospective vendors.

Security Clearance:

Details regarding the security clearance application process are in the Attachments

Section of this solicitation. It's the vendor's sole responsibility to submit their security clearance application immediately. Please understand that all attendees must have a successful security clearance approval to be allowed to attend the job walk. The County is not responsible for any delays or inaccuracies in information submitted by the vendor that may affect security clearance processing.

Mandatory Job Walk:

The schedule and location for the two-day job walk will be provided in a separate attachment.

Due to space constraints, ideally one individual per vendor is preferred for attendance, with a maximum of two individuals allowed.

RSVP and Notification:

To confirm your attendance at the mandatory job walk, please RSVP within this solicitation.

You must also submit your security clearance information promptly and notify Deputy

Purchasing Agent Adam Mitchell of your intention to attend. This notification must be sent via email to amitchell@ocsheriff.gov by

June 6, 2025, at 10:00 AM PDT.

Question Submission Deadline: July 11, 2025, 4:00pm

Electronic Bids & Bid Security Deadline: July 14, 2025, 4:00pm mailto:amitchell@ocsheriff.gov

2.6 LOBBYISTS

County of Orange does not require and neither encourages or discourages the use of lobbyists or other consultants for the purpose of securing business.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District

Donald P. Wagner, Chairman, Third District Doug Chaffee, Vice Chairman, Fourth District

Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator Don Barnes, Sheriff-Coroner

Shari L. Freidenrich, Treasurer-Tax Collector Andrew Hamilton, Auditor-Controller

SECTION 3. General Instructions

3.1 REVIEW

Before submitting a bid, Bidders shall carefully review the General Instructions and examine the solicitation contents, including the Model Contract Terms, Conditions and Scope of Work. Bidders shall include in their bid response a monetary sum to cover the cost of all items included in the Contract. The Model

Contract contained in this solicitation is the Contract proposed for execution. Upon award, awarded Bidder will be required to sign and submit Contract for execution.

3.2 RESPONSIVENESS

Responsive bids shall include completed submittals/attachments provided in the .

3.3 BID SUBMISSION

Electronic Bids shall be submitted via the County’s online bidding system via the following link https://procurement.opengov.com/portal/ocgov. All required sections of the IFB as listed above, must be submitted via the County’s eProurement Portal. Bidder is solely responsible for “on time” submission of their electronic bid. The County will not accept late bids and no exceptions shall be made. County will only receive those bids that were transmitted successfully.

Note: Electronic Bids cannot be viewed by County until after the IFB deadline. If you encounter any problems with your registration, system, bid submission, or other system issues please contact OpenGov’s support staff via the live chat option or via email at procurement-support@opengov.com.

mailto:procurement-support@opengov.com

3.4 AWARD

Upon recommendation of Contract award, Bidder will be required to submit the following documents within seven (7) days of County notification, unless otherwise specified in the solicitation:

A. Insurance: Certificate(s) of Insurance, including additional Insured Endorsement(s); refer to Model

Contract, Article O-Insurance

B. W-9 Form: Current signed W-9 (Taxpayer ID No & Certification), which includes Contractor’s

Legal Business Name(s). Out of State Vendors may be required to submit a 587/590 Form.

3.5 PRICING

A. Bid Prices: The bid prices quoted on this solicitation shall be firm for the entire contract term of the awarded Contract.

B. Addenda: Bid prices offered shall reflect all addenda issued by County.

C. Scope of Work: Bids shall be submitted only for the items and/or services as stated in the Scope of Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

D. Firm Prices: The County will only consider firm price bids.

E. Profit: The net amount of profit will remain firm for the entire term of the Contract. Contract adjustments which increase Contractor’s profit will not be allowed.

F. Price Decreases: All price/rate decreases will automatically be extended to the County. Please reference Paragraph – Price Increase/Decrease provision for additional information.

G. Acceptance: Bids must be provided for each item separately, “all-or-none” bids will not be accepted unless in the best interest of the County.

3.6 NO SUBSTITUTIONS

The bidder is required to meet all specifications and requirements contained in this solicitation. No substitutions will be accepted, unless prior County written approval is received.

3.7 DISCREPANCIES

Bidder shall take all responsibility for any errors or omissions in their bids. Any discrepancies in numbers or calculations shall be interpreted to reflect the lowest price to the County.

If prior to contract award, a Bidder discovers a mistake in their bid which renders the Bidder unwilling to perform under any resulting contract, the Bidder must immediately notify the buyer and request to withdraw the bid. It shall be solely within the County's discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of "all or none" of the items, then any withdrawal must be for the entire bid. If the solicitation provided for evaluation and award on a line item or combination of items basis, the County may consider permitting withdrawal of specific line item(s) or combination of items.

3.8 BID EXPENSES

The County shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their bids. Pre-contractual expenses are not to be included in the Contractor’s Pricing Sheet.

Pre-contractual expenses are defined as, including but not limited to, expenses incurred by Bidder in:

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

C. Negotiating with the County any matter related to the bid; and, D. Any other expenses incurred by the Bidder prior to the date of the award and execution, if any, of the Contract.

3.9 PROTESTS

In the event a Bidder believes that County’s solicitation is unfairly restrictive or ambiguous or contains conflicting provisions or the Bidder believes that any resulting Contract would be commercially impractical to perform, the Bidder must file a written protest with the County DPA at amitchell@ocsheriff.gov.

A. Procedure All protests shall be typed under the protester’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

1. The name, address and telephone number of the protester.

2. The signature of the protester or the protester’s representative.

3. The solicitation or contract number.

4. A detailed statement of the legal and/or factual grounds for the protest; and

5. The form of relief requested.

B. Protest of Bid Specifications:

1. All protests related to bid specifications must be submitted to the County DPA no later than five (5) business days prior to the close of the bid. Protests received after the five (5) business day deadline will not be considered by the County.

2. In the event the protest of specifications is denied, and the protester wishes to continue in the solicitation process, they must still submit a bid prior to the close of the solicitation in accordance with the bid submittal procedures provided in the bid.

C. Protest of Award of Contract:

In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of the proposed contract award is provided by the County

DPA. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by the County.

1. Protest Process

a. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the County DPA, the County Procurement Officer or the Procurement

Appeals Board renders a decision on the protest.

b. Upon receipt of a timely protest, the County DPA will within ten (10) business days of the receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

c. The County may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

d. If the protester disagrees with the decision of the County DPA, the protestor may submit a written notice to the Office of the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

B. Appeal Process

A. If the protester wishes to appeal the decision of the County DPA, the protester must submit, within three (3) business days from receipt of the County DPA’s decision, a written appeal to:

Email: CPOAppeals@ocgov.com

Or

County of Orange/County Procurement Office

400 West Civic Center Drive, 5th Floor

Santa Ana, CA 92701

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the grievance, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the protest shall be forwarded to the Procurement Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

3.10 ACCEPTANCE/REJECTION/AWARD

A. Bids submitted in response to this IFB may become subject to public disclosure under the California

Public Records Act, and other applicable law. The County shall not be liable in any way for disclosure of any such records. Additionally, all bids shall become the property of the County.

B. The lowest responsive, responsible Bidder will be recommended for contract award.

C. Bids will be reviewed by the County for responsiveness to all requirements. The County has the right to reject any bid deemed unresponsive or lacking the resources or experience to adequately perform the services described herein.

D. Only those responsible, responsive bids meeting all solicitation requirements and specifications shall be further reviewed for consideration for award. Award shall be based on the lowest, responsive, responsible bid.

E. Please take notice, non-acceptance of the County of Orange terms and conditions, incorporated in model contract, may deem a bid non-responsive. County may not accept any other terms, conditions, or provisions contrary to those contained within this solicitation.

F. Final award determination shall be based upon the lowest responsive, responsible bid, and may also include a review of Bidder’s ability to meet the requirements and perform the services specified in this solicitation; Bidder’s references and past performance; and Bidder’s acceptance of County of

Orange terms and conditions. In addition, County reserves the right to verify and validate any information prior to Contract Award and during the entire term of the Contract.

mailto:CPOAppeals@ocgov.com

G. By submitting a response to this solicitation, Bidders agree to accept the decision of the County

DPA as final.

H. Awarded Bidder will be required to sign a contract upon award. If Bidder is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

3.11 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Waive, at its discretion, any irregularity or informality, which County deems correctable or otherwise not warranting rejection of the bid.

B. County reserves the right, at its sole discretion, to make multiple awards to Bidders for services requested in this solicitation.

C. Accept or reject in whole or in part any or all bids received as a result of this solicitation at its sole discretion and to solicit for new bids, as the best interest of the County may require.

D. Negotiate the final Contract with the lowest, responsive and responsible Bidder or Bidders as necessary to serve the best interests of the County.

E. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representation that any contract will be awarded to any Bidder responding to this solicitation.

F. Award its total requirements to one Bidder or to apportion those requirements among two or more

Bidders as the County may deem to be in its best interests; therefore, bids must be provided for each item separately; “all-or-none” bids will not be accepted unless in the best interest of the

County.

3.12 JOINT BIDS

Where two or more Bidders desire to submit a single bid in response to a solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm or multiple firms, but not with multiple firms doing business as a joint venture.

3.13 UNFAIR PRACTICES AND OTHER LAWS

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section

17000 et seq.) and all applicable County, State and Federal laws and regulations.

3.14 INDEPENDENCE OF BID

By submitting a bid, Bidder swears under penalty of perjury that it did not conspire with any other supplier to set prices in violation of anti-trust laws.

3.15 AMERICANS WITH DISABILITY ACT (ADA)

To comply with the non-discrimination requirements of the ADA, it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you must contact the buyer listed in the solicitation.

3.16 DUNS NUMBER

The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your bid submission response.

3.17 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award of Human Services. If needed, your company may obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your bid submission response.

SECTION 4. Scope of Work

4.1 PURPOSE AND BACKGROUND

The Orange County Sheriff’s Department, has Air Compressing, Separating, Drying equipment and systems throughout Orange County, CA. requiring routine inspection, testing, cleaning, adjustments, maintenance, service, certification if applicable and as-needed corrective repairs. Equipment type, size and configurations vary by locations and include, by not limited to, Reciprocating, Rotary Screw, Rotary

Vane, Centrifugal, Scroll, Pressure Lubricated, Diaphragm compressors and Vacuum pumps. Minimum service frequency and tasks to be in accordance to manufacture specifications, recommendations, County tasks and duties, State, Federal, Local laws and regulatory requirements.

In addition to routine scheduled maintenance and planned corrective repairs, County requires emergency services be available twenty-four (24) hours a day, seven (7) days a week, three-hundred sixty-five (365) days a year.

Contractor shall perform scheduled maintenance tasks and duties at the following eleven (11) Service

Locations. Scheduled maintenance, County tasks and duties are detailed in Scheduled Maintenance

Attachment (C) and is subject to change. As-needed services shall be provided at additional County facilities not listed on this contract. County has made its best efforts to include and detail equipment inventory, although errors and omissions may exist.

Orange County Sheriff’s Department Address

Brad Gates Facility 320 N. Flower St., Santa Ana, CA 92703

Central Men’s Jail Facility 550 N. Flower St., Santa Ana, CA 92703

Coroner 1071 W. Santa Ana Blvd., Santa Ana, CA 92703

James A. Musick Facility 13502 Musick, Irvine, CA 92618

Katella Training Academy 1900 W. Katella Ave., Orange, CA 92867

Loma Ridge Communication 2644 Santiago Canyon, Irvine, CA 92602

R & D Building 431 The City Dr., Orange, CA 92868

Saddleback Station 20202 Windrow Dr., Lake Forest, CA 92630

Sheriff Headquarters 550 N. Flower St., Santa Ana, CA 92703

Technology Building 1382 Bell Ave. Tustin CA 92780

Theo Lacy Facility 501 The City Drive South, Orange, CA 92868

Service Coordination:

Shop Personnel

North Shop

Theo Lacy Jail

Craft Supervisor

Shop Planner

Central Shop

Central Men's, Women's Jail and Intake and Release Center (IRC)

Craft Supervisor

Shop Planner

South Shop

James A. Musick Facility

Craft Supervisor

Shop Planner

Maintenance Support Shop Planner

Maintenance Support Contract Services Inspector

Contract Administrator TBD

Facilities Operations Service Desk / Afterhours Watch Commander Dispatch - (4:30PM to 7:00AM)

Compliance:

A. Contractor shall ensure County equipment remains operational and in compliance with all State, Federal and Local laws and regulatory agencies.

B. Contractor to perform the following maintenance and service in accordance to all applicable

State, Federal and Local law and regulatory requirements.

4.2 INSPECTION, TESTING, MAINTENANCE, SERVICE AND REPAIRS

A. Contractor shall provide services to include but not limited to inspection, testing, certification, maintenance, corrective repairs, cleaning, alterations, calibration, adjustments, replacement, documentation, tagging, record keeping, and certification reporting services.

B. Contractor shall provide maintenance and repairs to all County Air Compressors, Separators, Dryers and Vacuum Pumps. Manufactures to include, but not limited to Curtis Toledo, Gardner

Denver, Gast, General Air Products, Ingersoll Rand, Powerex, Speedaire, Travaini Pumps, Westward and Zander.

C. Contractor shall provide maintenance quarterly and corrective repairs as-needed, to all County air compressors, separators, dryers, vacuum pumps, air handling and distribution systems in accordance to manufacturers specification, recommendations, County tasks, duties and State, Federal and Local laws and regulations.

D. Contractor shall perform routine maintenance and corrective repairs on equipment such that equipment and systems are preserved or restored to effective operational condition and may be effectively used for its designated purpose.

E. All service, maintenance and repairs shall be in strict accordance with all manufacturer specifications, recommendations and requirements, including, but not limited to, frequency, means, methods and consumable usage.

F. Contractor shall reference and apply only manufacturer recommended lubricants, location, and quantity for each appropriate application.

G. Contractor shall provide sufficient, qualified, trained, experienced and certified, if applicable, personnel to service systems and equipment under the contract.

H. Contractor shall provide, all labor, supplies, supervision, tools, transportation (including parking and travel), Personal Protection Equipment (PPE) and all necessary material and equipment to perform routine maintenance and service, including any special diagnostic or adjustment tools, equipment, instruments, and consumables required under manufactures maintenance specification, recommendations and County requirements.

I. Contractor shall have readily available Safety Data Sheet (SDS) for any chemical or other potentially dangerous substances while performing any service on behalf of County.

J. Contractor shall provide and install all software and firmware maintenance in accordance with manufacturer specifications and recommendations, if applicable.

K. Contractor shall leave all equipment and software in unlocked condition. If passwords or access protection is required all control information shall be immediate documented and provided to authorized County personal, at no additional cost.

L. Contractor shall provide County a detailed final Scheduled Maintenance proposal for County approval, prior to commencement of work, including number of hours per locations and number of technicians required to perform maintenance and service under terms of the contract.

M. Under no condition, shall Contractor attempt to assign or subcontract any portion of repair or service under the contract without prior written approval, by authorized County project representative.

N. Contractor shall provide detailed reporting on as-needed additional service or repairs to be coordinated with authorized County representative. All quotes for additional services must contain detailed labor and material charges and approved by County prior to commencement of repair(s).

O. Contractor shall immediately notify authorized County representative of any site conditions or changes effecting Contractors ability to perform services.

4.3 CONTRACTOR REQUIREMENTS

A. Contractor shall prepare and submit all reports on inspections, testing, maintenance and services as required by all regulatory agencies, within three (3) business days, if applicable.

B. Contractor shall make its best efforts to perform all activities in a manner to not impact or interrupt daily County operations. If such an impact or interruption is unavoidable, Contractor shall schedule and duly notify the authorized County representative of pending disruption.

C. Contractors shall plan all activities to minimize the number of times entering or exiting any facility and restrict all breaks to absolute minimums.

D. Contractor shall not withhold emergency and/or any service relating to regulatory compliance and/or certification, of any County equipment or property, for any reason during the term of the contract.

E. All parts and materials shall be new commercial grade, meeting or exceed the Original

Equipment Manufacturers (OEM) specifications. Any part or material other than OEM shall be approved by County prior to being utilized.

F. All parts and materials shall be available within seventy-two (72) hours upon service approval, by authorized County representative.

G. Contractor shall maintain sufficient materials, PPE and supplies on-hand to provide services under the terms of the contract.

H. At all times Contractor shall keep on-hand spill containment equipment and kits sufficient to successfully mitigate spills and protect personnel while performing any service.

I. Contractor shall perform all work in accordance with generally accepted industry best-practices and all health and safety regulations.

J. County will not provide any on-site storage of supplies, materials or tools at any County facility.

K. After completion of maintenance, service and repairs, Contractor shall provide County a Work

Order report with details on work completed and any additional recommended work.

L. Contractor shall keep all work areas clean and free from debris, rubbish and hazardous waste.

Contractor shall dispose of all waste off County property and in accordance with all State, Federal and local laws and regulations.

M. Contractor shall warranty all labor and materials for a minimum of one (1) year after completion of repairs.

N. Contractor shall repair, at no cost to the County, any and all damages caused by Contractor and shall report all accidents, injuries, spills, unusual conditions or activities immediately to authorized County representative, regardless of magnitude.

4.4 LICENSE REQUIREMENT

A. Contractor shall at all time, possess current applicable licenses and permits required by State, Federal and Local laws and regulatory agencies to perform tasks and duties under the contract.

B. Contractor shall, for any relevant electrical work, possess current Valid C-10 Electrical

Contractor License issued by the state of California and shall remain in good standing for the term of the contract.

C. Contractor shall furnish all pertinent licenses, permits and fees necessary to perform work under the contract.

4.5 RESERVED RIGHTS

A. County reserves all rights to all information and data provided by Contractor, without further compensation.

B. The County reserves the right to add, update, modify and improve equipment using the supplier of its choice. Contractor shall provide written comments, upon request by County, on any impact affecting Contractor’s ability to perform any tasks and duties under contract.

4.6 SECURITY, SAFETY AND PERSONNEL

A. Contractor recognizes the nature of the work in a secured facility and assumes and accepts all risk of personal harm, bodily injury, death and/or damage to property. Contractor agrees that the

County will not be liable for any such harm, injury, death and/or damage that may occur at the secured facility. Contractor shall ensure that its staff are aware of and adhere to Probation’s security procedures and relevant policies at all times.

B. Contractor and employees performing services within secured facilities shall be required to submit to background screening. No unscreened or unauthorized personnel shall be allowed to perform any task or duty under the contract.

C. Contractors’ personnel shall renew background screening every two (2) years, or at the request of the County and immediately notify County of any potential changes effecting existing or future clearance.

D. All Contractor personnel shall be identified by a distinctive Contractor logo, emblem or patch attached prominently on an outer garment. In the absents of uniforms, Contractor shall issue alternative identification. Acceptable forms includes, but not limited to business cards, lanyards, or letter on Contractor letterhead. In addition to Contractors ID all Contractors’ personnel shall be required to present an acceptable valid government or state identification card (i.e. driver’s license, passport or identification card) prior to entering any secured facility.

E. During any performance of work, Contractors’ personnel shall closely monitor all tools, equipment and materials and be required to follow a specific Tool and Equipment Control Policy prior to entering and upon exiting any secure facility.

F. Contractor personnel shall not smoke (including use of any form of electronic device), use profanity or inappropriate language while on County property or performing duties or tasks under the contract.

G. Personnel shall not enter a facility, or perform any work on behalf of the County, while under the influence of alcohol, drugs or other intoxicants and shall not have any such items in their possession.

H. Contractor hereby certifies compliance with Government Code Section 8355 in matters relating to providing a drug-free workplace.

I. Contractor personnel shall have no contact, either direct or indirect physical, verbal and/or written, with internees in any facility.

J. Contractor personnel shall conduct themselves in a courteous and professional manner, at all times, to County staff and the public.

4.7 EMERGENCY SERVICES

A. Contractor shall respond within one (1) hour after receiving County emergency service request, twenty-four (24) hours a day seven (7) days a week.

B. Contractor shall have qualified, authorized technician(s) “on site” within four (4) hours of initial emergency contact.

C. Once dispatched to County, Contractor shall have all repairs completed and facility restored to fully operational status prior to leaving, unless otherwise agreed upon by County and authorized

County representative duly notified.

D. Contractor shall provide County a Work Order report detailing tasks and duties performed including the following:

a. Time of arrival

b. Time of departure

c. Brief summary of service, maintenance or repair

d. Detail of work performed (including material and parts used)

e. Narrative of recommended additional work to be performed or recommended

f. Name and time of individual initiating the emergency call

g. Work or Event Number

h. Signature of County representative

E. County recognizes certain emergencies may arise which require immediate action by Contractor, without obtaining prior authorization from the County project lead. Contractor may complete such immediate emergency service:

a. If part of an initial emergency service call; and

b. If deemed to be an imminent life safety repair by an authorized onsite County representative.

a) Contractor shall obtain the name, rank, and signature of the authorized onsite County representative requesting exception.

b) Contractor shall notify authorized County project lead immediately following emergency action(s).

4.8 SCHEDULING

A. Contractors’ personnel shall arrive at service location, as scheduled ready to begin work and perform in a skillful and competent manner.

B. Contractor shall provide a final Scheduled Maintenance timeline, to be approved by County.

Once approved, service timeline shall be strictly adhered to and monitored by County.

C. Scheduled maintenance, service and repairs should be performed during normal operational hours, in coordination with County. Normal operational hours are 7:00 a.m. to 5:00 p.m. Mon-Fri

(PT), excluding holidays. Holiday schedule as follows:

New Year’s Day Martin Luther King’s

Birthday

Lincoln’s Birthday

President’s Day Memorial Day July 4th-Independence Day

Labor Day Columbus Day Veteran’s Day

Thanksgiving & Friday

Following

D. Authorized County representative shall be duly notified, in advance, of any service interruption by

Contractor and/or modification to service schedule to authorized County representative.

E. In the event the Contractor dispatches a technician, currently performing scheduled services for the

County, the technician shall ensure all County equipment is restored to full working condition prior to leaving service location. Under no circumstances shall Contractor leave County equipment out of service, for any period of time, without prior written approval.

4.9 RECORDS

A. Contractor shall maintain detailed, true, and accurate records of all inspections, tests, services, and results for the term of the contract. Upon termination of contract Contractor shall maintain all records for a minimum of three (3) additional years and made available to County, in a timely manner and without further compensation.

B. Contractor shall provide reports to County, upon request, in editable, unlocked Microsoft file format, containing all requested data parameters, in a timely manner.

C. Upon completion of each service, Contractor shall provide County a Work Order report detailing service performed. One copy left on-site with the authorized County representative and one signed copy submitted with each corresponding Contractor invoice.

D. All Work Orders shall contain corresponding information to Contractor invoices (i.e., time of arrival, time of departure, summary of request, detailed (including equipment asset numbers), summary of service performed, summary of additional service required or recommended, name of

County representative initiating the service call and Work Order number).

E. Contractor shall immediately submit in writing, any condition and/or incident affecting

Contractor’s ability to perform under the contract.

SECTION 5. OCLSB and DVBE Preference Policies Certification Requirements

County of Orange Local Small Business (OCLSB) Preference and Disabled Veteran Business

Enterprise (DVBE) Preference Policies Certification Requirements

5.1 OCLSB:

OCLSB: Effective January 1, 2020, County of Orange Board of Supervisors adopted the OCLSB

Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet (1) and (2) below:

A. Local Business Requirements:

1. maintains their principal center of operations (i.e. headquarters) within Orange County, and:

2. has:

a. a business address located in the County of Orange that is not a post office box, or

b. a valid business license or certificate of occupancy issued by the County of Orange or by an Orange County city, or other documentation acceptable to the County of Orange.

B. Small Business Requirements:

1. Must be certified as a Small Business by the State of California Department of General

Services (DGS): and,

2. DGS Small Business requirements must be valid at the time of bid submittal.

5.2 DVBE:

Effective January 1, 2021, County of Orange Board of Supervisors adopted the DVBE Preference policy.

The DVBE Preference policy supports local business opportunity, economy and the development of

County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet

(A) and (B) below:

A. Must be certified as a DVBE by the State of California Department of General Services (DGS);

and, B. DGS DVBE requirements must be valid at the time of bid submittal.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in COUNTY OF

ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS in the VENDOR RESPONSES.

5.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

County Of Orange Local Small Business (OCLSB) Preference And Disabled Veteran Business

Enterprise (DVBE) Certification Requirements

A. To participate as an OCLSB and/or DVBE the following requirements must be met:

1. Must be certified with State of California the Department of General Services (DGS) as a

Small Business - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

2. Must be certified with DGS as a DVBE - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

3. maintains their principal center of operations (i.e. headquarters) within Orange County

4. Certification must be valid at the date/time solicitation is closed, and it shall remain in effect at the time of contract award. County reserves the right to verify and/or reject incomplete documents.

5. Complete and sign the Affirmation form attached herein. The signed Affirmation form and the OCLSB Certification are required and must be returned with the solicitation response

B. OCLSB or DVBE Preference provides for the following:

1. Invitation for Bid – IFB

A five percent (5%) deduction in the original bid price shall be applied to all confirmed

OCLSB or DVBE bidders for evaluation purposes. If the lowest bidder is a certified OCLSB or DVBE bidder, the contract will be awarded at the certified OCLSB or DVBE’s original bid price. The maximum allowable preference deduction is $100,000.

2. Request for Proposal - RFP

An additional five percent (5%) shall be applied to the tallied cost score of each certified

OCLSB or DVBE to obtain their final score. If the final score of any OCLSB or DVBE https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx matches the final score of a non-OCLSB or non-DVBE, preference shall be given to the certified OCLSB. If two or more OCLSB or DVBEs have the same final score, the County shall determine the contract award based on the County’s best interest.

C. Dual OCLSB and DVBE Preference provides for the following:

1. Business Certified as OCLSB and DVBE

If a State-certified OCLSB is also a State-certified DVBE, the preference given to that business shall be 8% instead of 5%.

D. Subcontractors

If bidder is submitting subcontractors to qualify for the OCLSB or DVBE preference, bidder must demonstrate through the Staffing Plan that 20% of the total bid amount is allocated to the OCLSB and/or DVBE subcontractor(s).

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

SECTION 6. Electronic Fund Transfer (EFT)

If awarded, the County offers Bidder the option of receiving payment directly to its bank account via an

Electronic Fund Transfer (EFT) process in lieu of a check payment. Payment made via EFT shall also receive an Electronic Remittance Advice with the payment details via e-mail. An e-mail address shall need to be provided to County via an EFT Authorization Form. A copy of the EFT form is attached as an Exhibit to this solicitation.

SECTION 7. Pricing

SCHEDULED MAINTENANCE - QUARTERLY

Contractor shall quote fixed price for service to include all required and suggested manufacture duties and tasks for equipment quarterly preventive maintenance in combination with all required and suggested manufacture duties and tasks Pricing to include any discharge separators, dryers and vacuum pump maintenance

Line Item Location Manufacturer Description Unit of

Measure Unit Cost

1 Brad Gates

Building Ingersoll Rand 242-5N Quarterly

2 Central

Men's Jail Ingersoll Rand 2475 Quarterly

3 Central

Men's Jail Ingersoll Rand 2475 Quarterly

4 Central

Men's Jail Powerex STS050241 Quarterly

Line Item Location Manufacturer Description Unit of

Measure Unit Cost

5 Coroner Ingersoll Rand 2-2340D2 Quarterly

6 Coroner Travaini

Pumps R-VSL010-2T-080H Quarterly

7 Coroner Zander SL100 Quarterly

8 James A.

Musick Ingersoll Rand 2340 Quarterly

9 James A.

Musick Ingersoll Rand 2340 Quarterly

10 James A.

Musick Speedaire 4B236C Quarterly

11 James A.

Musick Speedaire 4B236B Quarterly

12 James A.

Musick Speedaire 5Z398 Quarterly

13 James A.

Musick Ingersoll Rand 2-2475E7.5-P Quarterly

14 James A.

Musick Ingersoll Rand DA255INA200 Quarterly

15 Sandra

Hutchens

Training

Ingersoll Rand 2475N5FP-200-3 Quarterly

16 Sandra

Hutchens

Training

Westward 5Z400 Quarterly

17 Sandra

Hutchens

Training

Ingersoll Rand SS3L3 Quarterly

18 Loma Ridge

Comm Gast 5LCA-11T-M500X Quarterly

19 R&D Ingersoll Rand 2475D5 Quarterly

Line Item Location Manufacturer Description Unit of

Measure Unit Cost

20 Saddleback

Comm General Air

Products OL11016AC-LP Quarterly

21 Sheriff

Headquarters Ingersoll Rand 243 Quarterly

22 Technology Saylor Beall VT-PL-755-120-3 Quarterly

SCHEDULED MAINTENANCE - ANNUAL

Contractor shall quote fixed price for service to include all required and suggested manufacture duties and tasks for equipment quarterly preventive maintenance in combination with all required and suggested manufacture duties and tasks. Pricing to include any discharge separators, dryers and vacuum pump maintenance

Line Item Location Manufacturer Description Unit of

Measure Unit Cost

1 Brad Gates

Building Ingersoll Rand 242-5N Annual

2 Central

Men's Jail Ingersoll Rand 2475 Annual

3 Central

Men's Jail Ingersoll Rand 2475 Annual

4 Central

Men's Jail Powerex STS050241 Annual

5 Coroner Ingersoll Rand 2-2340D2 Annual

6 Coroner Travaini

Pumps R-VSL010-2T-080H Annual

7 Coroner Zander SL100 Annual

8 James A.

Musick Ingersoll Rand 2340 Annual

9 James A.

Musick Ingersoll Rand 2340 Annual

Line Item Location Manufacturer Description Unit of

Measure Unit Cost

10 James A.

Musick Speedaire 4B236C Annual

11 James A.

Musick Speedaire 4B236B Annual

12 James A.

Musick Speedaire 5Z398 Annual

13 James A.

Musick Ingersoll Rand 2-2475E7.5-P Annual

14 James A.

Musick Ingersoll Rand DA255INA200 Annual

15 Sandra

Hutchens

Training

Ingersoll Rand 2475N5FP-200-3 Annual

16 Sandra

Hutchens

Training

Westward 5Z400 Annual

17 Sandra

Hutchens

Training

Ingersoll Rand SS3L3 Annual

18 Loma Ridge

Comm Gast 5LCA-11T-M500X Annual

19 R&D Ingersoll Rand 2475D5 Annual

20 Saddleback

Comm General Air

Products OL11016AC-LP Annual

21 Sheriff

Headquarters Ingersoll Rand 243 Annual

22 Technology Saylor Beall VT-PL-755-120-3 Annual

AS-NEEDED SERVICES - QUARTERLY

The following rates shall apply to all quotes for additional services including corrective repairs, new equipment, and parts orders. All quotes must contain detailed labor and material charges to be approved by authorized County representative prior to any service. Additional equipment not currently listed for scheduled maintenance shall be serviced under as-needed services. Pricing to include any discharge separators, dryers and vacuum pump maintenance

Line Item Location Manufacturer Description Unit of

Measure Unit Cost

1 Theo Lacy

Facility Curtis Toledo 12DN8E Quartely

2 Theo Lacy

Facility Gardner

Denver VR2-6 Quartely

3 Theo Lacy

Facility Gardner

Denver VR2-6 Quartely

4 Theo Lacy

Facility Gardner

Denver VR2-6 Quartely

5 Theo Lacy

Facility Gardner

Denver VR2-6 Quartely

6 Theo Lacy

Facility Gardner

Denver VR2-6 Quartely

7 Theo Lacy

Facility Gardner

Denver VR2-6 Quartely

8 Theo Lacy

Facility Gardner

Denver CASR5A-R Quartely

9 Theo

LacyFacility Gardner

Denver CASR5A-R Quartely

AS-NEEDED SERVICES - ANNUAL

The following rates shall apply to all quotes for additional services including corrective repairs, new equipment, and parts orders. All quotes must contain detailed labor and material charges to be approved by authorized County representative prior to any service. Additional equipment not currently listed for scheduled maintenance shall be serviced under as-needed services. Pricing to include any discharge separators, dryers and vacuum pump maintenance

Line Item Location Manufacturer Description Unit of

Measure Unit Cost

1 Theo Lacy

Facility Curtis Toledo 12DN8E Annual

Line Item Location Manufacturer Description Unit of

Measure Unit Cost

2 Theo Lacy

Facility Gardner

Denver VR2-6 Annual

3 Theo Lacy

Facility Gardner

Denver VR2-6 Annual

4 Theo Lacy

Facility Gardner

Denver VR2-6 Annual

5 Theo Lacy

Facility Gardner

Denver VR2-6 Annual

6 Theo Lacy

Facility Gardner

Denver VR2-6 Annual

7 Theo Lacy

Facility Gardner

Denver VR2-6 Annual

8 Theo Lacy

Facility Gardner

Denver CASR5A-R Annual

9 Theo

LacyFacility Gardner

Denver CASR5A-R Annual

LABOR RATES - TECHNICIAN

As-needed Services The following rates shall apply to all quotes for additional services including corrective repairs, new equipment, and parts orders. All quotes must contain detailed labor and material charges to be approved by authorized County representative prior to any service. Additional equipment not currently listed for scheduled maintenance shall be serviced under as-needed services. Labor hours shall be charged on the basis of actual time spent on each job, not portal to portal basis, and shall be computed to the nearest one quarter (1/4) hour. Labor rates shall include all direct and indirect expenses including travel and overheard expenditures. After hour rates shall not be paid on non-emergency response request unless specifically authorized by the County Project Manager.

Line Item Description Unit of Measure Unit Cost

1 Labor Rate – Repairs, Monday thru Friday 7:00 a.m. to

5:00 p.m.

Hourly Rate

2 Labor Rate – Repairs, Monday thru Friday 5:00 p.m. to

7:00 a.m.

Hourly Rate

Line Item Description Unit of Measure Unit Cost

3 Labor Rate – Repairs After Hours Saturday 12:00 a.m. to

11:59 p.m.

Hourly Rate

4 Labor Rate – Repairs After Hours Sunday and Holidays

12:00 a.m. to 11:59 p.m.

Hourly Rate

MATERIALS

a. Materials shall be charged at invoice cost plus mark-up. Mark-up % __________ b. County reserves the right to purchase, for Contractor’s use, any parts and materials. c. Parts and material costs shall be paid based on actual invoice cost to the Contractor. d. All parts and material items used for each location shall be listed on the corresponding invoice. e. Copies of the actual purchase invoice for each item costing greater than $500 shall be attached to the invoice. County reserves the right to reject material costs not submitted with original purchase invoice. f. County shall reimburse contractor for freight and shipping charges at actual costs, no mark-up shall be reimbursed. g. In addition to standard freight and shipping cost, County may approve additional costs for rush, expedited and overnight shipping. All additional costs for expedited shipping shall be quoted and approved in writing prior, by an authorized County representative. h. Expedited and overnight shipping shall be reimbursed to Contractor, at actual invoice cost, if approval in writing prior, by authorized County representative.

Line Item Description Unit of Measure Percentage

1 Materials - Mark-up Percentage Mark-Up

PERMIT FEES

a. Permitting fees shall be charged at cost. No mark-up will be accepted. County reserves the right to provide permitting independently. b. Permit fees will be paid based on actual cost to the Contractor. c. All permit fees shall be listed on the corresponding invoice. d. Copies of the actual permit receipt shall be attached to the invoice. County reserves the right to reject material costs not submitted with original permit receipt. e.