Cooling_Tower_Maintenance_Services.pdf

County of Orange, Sheriff-Coroner

Invitation for Bid for Cooling Tower Maintenance Services IFB # 060-3159902-MB

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 N. Flower Street, Santa Ana, CA 92703

Santa Ana, CA

92703

Date: Friday, October 16, 2026

INVITATION FOR BIDS

FOR: COOLING TOWER MAINTENANCE SERVICES

BID MUST BE RECEIVED BEFORE:

December 15, 2026 / 4:00 pm

IFB # 060-3159902-MB

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. General Information

2. General Instructions

3. Protest Procedures

4. Scope of Work

5. OCLSB and DVBE Preference Policies Certification Requirements

6. Electronic Fund Transfer (EFT)

7. Pricing

8. Supplier Responses

Attachments:

A - Security Clearance Requirements

B - Job Walk Agenda - Cooling Tower Maintenance Services

C - Model Contract - Cooling Tower Maintenance Services

Invitation for Bid for Cooling Tower Maintenance Services

County of Orange IFB

Sheriff-Coroner - Cooling Tower Maintenance Services, 060-3159902-MB

SECTION 1. General Information

1.1 BACKGROUND

The Orange County Sheriff’s Department has facilities requiring routine inspection, testing, cleaning, certification, service, corrective maintenance, chemical treatment, water quality management, and emergency services on cooling towers and associated equipment, including but not limited to cooling tower basins, fill media, drift eliminators, distribution systems, fans, motors, drives, heat exchangers, water treatment systems, and associated piping, valves, and controls. Minimum frequency and tasks to be in accordance with all manufacturer specifications and recommendations, County tasks and duties, State, Federal, and Local laws, and regulatory requirements, including California Health and Safety Code

Section 116057 (Cooling Tower Water Treatment) and all applicable guidelines from the California

Department of Public Health.

1.2 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 Procurement Agent

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

1.3 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 verbal information.

All questions or requests for interpretation must be received within this solicitation's Question &

Answer section by Tuesday, December 8, 2026 before 5:00 pm.

1.4 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this solicitation. All questions regarding this solicitation must be submitted via the Question & Answer section of this solicitation within the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov. Any County response relevant to this solicitation other than through or approved by County is unauthorized and will be considered invalid.

County's Deputy Procurement Agent, Mary Barreto, mbarreto@ocsheriff.gov, will provide all official communication concerning this solicitation.

1.5 BID VALIDITY

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

1.6 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, Third District

Doug Chaffee, 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 2. General Instructions

2.1 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.

2.2 RESPONSIVENESS

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

2.3 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 solicitation 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

2.4 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.

2.5 SUBSTITUTIONS

Bids offering equivalent items meeting the standards of quality specified in the solicitation may be considered, unless otherwise specified, providing the bid clearly describes the article offered and how it differs from the specified brand. Unless Bidder specifies otherwise, it is understood that the Bidder is offering the brand item as specified in the solicitation. If Bidder bids an “equal,” Bidder must state the brand name and must submit complete specifications and/or provide samples with the bid. Determination of equality shall be at the sole discretion of the County. If it has been justified and accepted by the requesting agency/department and/or a County standards committee that only one brand can meet the

County’s requirements, “no exceptions” shall be noted in the specifications. All requests for substitutions must be submitted within the Question and Answer period and upon approval by the County, the bidder shall include the approved substitution in the Pricing table for the item(s).

2.6 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.

2.7 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.

2.8 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-Insurance

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

Legal Business Name(s). Out of State Suppliers are required to submit a 587/590 Form.

2.9 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.

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.

2.10 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Request a sample for determining equality with the specified brand.

B. Waive, at its discretion, any non-material defects, irregularity, or informality, which County deems correctable or otherwise not warranting rejection of the bid that do not result in any unfair competitive advantage.

C. Verify and validate any information prior to Contract Award and during the entire term of the

Contract.

D. Make multiple awards to Bidders for services requested in this solicitation, at its sole discretion, to serve the best interests of the County

E. 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.

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

G. 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.

H. 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.

I. Defer award of this Contract for a period of 180 days after the Bid opening. During this period, Bidders shall guarantee the prices quoted in their Bids. County and the lowest responsive, responsible Bidder may mutually agree in writing to extend this deferral period.

2.11 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.

2.12 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.

2.13 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.

2.14 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.

2.15 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.

2.16 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award. 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 3. Protest Procedures

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to Mary Barreto at mbarreto@ocsheriff.gov, as set forth herein.

PROTEST PROCEDURES

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

A. The name, address, and telephone number of the protestor;

B. The signature of the protestor or the protestor’s representative;

C. The solicitation or contract number;

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy Procurement

Agent (DPA), Mary Barreto at mbarreto@ocsheriff.gov, no later than five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

B. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Solicitation Results:

A. Protests related to solicitation results must be submitted to the Deputy Procurement

Agent, Mary Barreto at mbarreto@ocsheriff.gov, no later than five (5) business days after the

Notice of Solicitation Results is provided by the DPA.

B. Protests relating to solicitation results received after the five (5) business day deadline will not be considered by the County.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with contract negotiation and award or if necessary, file the item for approval by the Board of Supervisors.

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 DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of 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, 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 protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals Board, in accordance with the process stated below.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy Procurement

Agent’s decision, a written appeal to the Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

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

mailto:CPOAppeals@ocgov.com

SECTION 4. Scope of Work

4.1 PURPOSE AND BACKGROUND

The Orange County Sheriff’s Department has facilities requiring routine inspection, testing, cleaning, certification, service, corrective maintenance, chemical treatment, water quality management, and emergency services on cooling towers and associated equipment, including but not limited to cooling tower basins, fill media, drift eliminators, distribution systems, fans, motors, drives, heat exchangers, water treatment systems, and associated piping, valves, and controls. Minimum frequency and tasks to be in accordance with all manufacturer specifications and recommendations, County tasks and duties, State, Federal, and Local laws, and regulatory requirements, including California Health and Safety Code

Section 116057 (Cooling Tower Water Treatment) and all applicable guidelines from the California

Department of Public Health.

In addition to routine scheduled service and planned corrective maintenance, Contractor shall be available for emergency services twenty-four (24) hours a day, seven (7) days a week, three-hundred sixty-five

(365) days a year.

Contractor shall perform scheduled and on-call tasks and duties at the following service locations and may respond to various other locations not listed below for as-needed services to include any current or future Sheriff maintained facility.

4.2 SERVICE LOCATIONS

Orange County Sheriff’s Department Address

Assigned to North Shop

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

Assigned to South Shop

James A. Musick Facility 13420 Alton Pkwy, Irvine, CA 92618

4.3 SERVICE COORDINATION

Shop Personnel Phone Number

North Shop

Craft Supervisor

Shop Planner

714-935-7006 (O) / 714-920-2622 (C)

714-935-8098 (O) / 657-492-3416 (C)

Central Shop

714-647-6175 (O) / 714-920-1249 (C)

714-647-4556 (O) / 714-412-4099 (C)

South Shop

949-249-5134 (O) / 714-920-0254 (C)

949-249-5135 (O) / 714-955-7636 (C)

External Support Craft Supervisor

Shop Planner

714-935-6671 (O) / 714-920-1431 (C)

714-935-6870 (O) / 714-920-0694 (C)

Regulatory Compliance Shop Planner 714-935-6278 (O) / 714-681-4208 (C)

Facilities Operations Service Desk / Afterhours Watch

Commander Dispatch – (4:30 p.m. to 7:00 a.m.)

714-935-6606

4.4 COMPLIANCE

A. Contractor shall ensure County cooling tower equipment remains in optimal operational condition and in compliance with all state, federal, and local laws, and regulatory agencies, including but not limited to ASHRAE Standard 188 (Legionellosis Risk Management), California Health and

Safety Code Section 116057, OSHA, and applicable EPA guidelines for water treatment and

Legionella prevention.

B. Contractor shall perform all maintenance and service in accordance with all applicable state, federal, and local law, and regulatory requirements, including but not limited to ASHRAE

Standard 188, ASHRAE Guideline 12-2000, CTI (Cooling Technology Institute) standards, California Health and Safety Code Section 116057, and OSHA.

4.5 SERVICE REQUIREMENTS

A. Contractor shall provide scheduled maintenance and corrective maintenance on County cooling towers and corresponding equipment, including but not limited to cooling tower basins, fill media, drift eliminators, distribution systems, nozzles, fans, motors, variable frequency drives

(VFDs), gearboxes, belts, sheaves, water treatment chemical feed systems, biocide injection systems, conductivity controllers, bleed-off controls, float valves, makeup water assemblies, strainers, heat exchangers, associated piping, isolation valves, and instrumentation, to ensure optimal performance.

B. Contractor shall perform full mechanical cleaning and disinfection of cooling tower basins, fill media, and associated surfaces no less than twice annually, or more frequently as required by the

County.

C. Contractor shall provide seasonal start up, shut down, layup, and winterization services for each cooling tower system, including draining, cleaning, and treatment of idle systems to prevent stagnation and microbial growth.

D. Frequency shall be in accordance with manufacturer requirements, warranties, ASHRAE 188

Water Management Plan requirements, California Health and Safety Code requirements and

County requirements.

E. Contractor shall perform routine maintenance and service on equipment such that equipment and systems are preserved and restored to effective operational conditions and may be effectively used for its designated purpose.

F. Contractor shall develop, implement, and maintain a site-specific Water Management Plan

(WMP) in accordance with ASHRAE Standard 188, including all required hazard analysis, control measures, monitoring procedures, corrective actions, and verification records, for each cooling tower system.

G. Contractor shall perform and document all required water quality testing, including but not limited to Legionella bacteria testing, conductivity, pH, biocide residual levels, corrosion inhibitor levels, and total dissolved solids (TDS), at frequencies required by California Health and

Safety Code Section 116057, ASHRAE Standard 188, and the County-approved Water

Management Plan.

H. In the event water quality test result, including Legionella bacteria, exceed any regulatory or

County established limits, Contractor shall immediately notify the County project lead, in writing, within two (2) hours of receipt of results, and shall implement corrective action, including remedial disinfection and/or shock treatment, in accordance with all regulatory agencies requirements and perform confirmatory retesting.

I. Contractor shall assist County in registering and annually updating each cooling tower system with the California Department of Public Health (CDPH) registry, and any applicable local environmental health agency, as required under California Health and Safety Code Section

116057.5.

J. Contractor, upon authorized County project lead approval, may provide engineering, design and fabrication services for new, inoperative, inadequate and/or failing County systems.

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

L. Contractor may be required to work with other Contractors and County departments to ensure seamless system integration and operation of various County systems.

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

N. 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.

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

P. Contractor shall provide and perform installation of software and firmware maintenance in accordance with manufacturer specifications and recommendations, as required.

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

R. Contractor shall provide the County with a detailed proposed Scheduled Maintenance schedule for County approval, prior to commencement of work, including the number of hours per locations and number of technicians required to perform service under the terms of the contract.

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

T. Contractor shall provide detailed reporting on as-needed additional maintenance or service, to be coordinated with authorized County project lead. All quotes for additional services shall contain detailed labor and material charges and approved by County project lead prior to commencement of maintenance or service.

U. At the request of the County, Contractor may respond to urgent corrective maintenance prior to submitting quotes for initial call out response.

V. Contractor shall immediately notify authorized County project lead of any site conditions or changes affecting Contractor’s ability to perform services.

4.6 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 of service date, 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 project lead 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 maintain a minimum of two (2) cleared personnel at all times and available to perform maintenance and service throughout the County.

E. Contractor shall not withhold emergency and/or any service relating to regulatory compliance, certification and/or is deemed critical to daily County operations for any reason during the term of the contract.

F. All parts and materials shall be new commercial grade, meeting or exceeding the Original

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

G. All parts and materials shall be available within seventy-two (72) hours upon service approval, by an authorized County project lead.

H. Contractor shall maintain sufficient materials, PPE, consumables, and supplies available for immediate use to provide services under the terms of the contract.

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

J. Contractor shall provide all barricades and warning devices to secure and protect work areas and sites. Contractor shall prevent unauthorized individuals from entering work area.

K. Contractor shall perform all work in accordance with generally accepted industry standards and practices for safe and efficient operations unless a stricter standard is required by County project lead.

L. County shall not provide any on-site storage of supplies, equipment, materials, or tools at any

County facility, unless approved in writing by authorized County project lead.

M. After completion of maintenance, or service Contractor shall provide County a Work Order report with details on work completed and any additional recommended work.

N. Contractor shall keep all work areas clean and free from debris, rubbish, chemicals and hazardous waste and dispose of all waste off County property and in accordance with all State, Federal and

Local laws and regulatory requirements.

O. Contractor shall warrant all labor and materials for a minimum of ninety (90) days after completion of maintenance or service.

P. Contractor shall extend to County the manufacturers’ full warranty period for all materials and replacement parts.

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

4.7 LICENSE REQUIREMENT

A. Contractor shall at all times, possess current applicable licenses, certifications 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 possess, or employ personnel with, current certifications in cooling tower maintenance, water treatment, and Legionella risk management.

D. Contractor personnel shall be trained and compliant with the Cal/OSHA Aerosol Transmissible

Diseases (ATD) standard, Title 8 CCR Section 5199.

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

4.8 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.

4.9 SECURITY, SAFETY AND PERSONNEL

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

B. 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 affecting existing or future clearance.

C. All Contractor personnel shall be identified by a distinctive Contractor logo, emblem or patch attached prominently on an outer garment. In the absence of uniforms, Contractor shall issue alternative identification. Acceptable forms include, 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.

D. 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.

E. 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.

F. 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.

G. Contractor personnel shall have NO CONTACT, either direct or indirect physical, verbal and/or written, with internees in any facility and immediately report any attempt by internee to contact

Contractor.

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

4.10 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 maintenance or service completed and the facility restored to fully operational status prior to leaving, unless otherwise agreed upon by

County and the County project lead is 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, or maintenance

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 project lead

4.11 EXCEPTION

A. County recognizes certain emergencies may arise requiring immediate action by Contractor, without obtaining prior authorization from the County project lead. Contractor may complete requested service:

a. If part of an initial emergency service call and

b. If deemed to be an imminent life condition, by authorized County project lead.

A. The Contractor shall obtain the name, rank, and signature of the authorized County project lead requesting exception.

B. Contractor shall notify the County project lead immediately following emergency action(s).

4.12 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. Services 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.

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

Contractor and/or modification to service schedule to authorized County project lead.

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.

4.13 RECORDS

A. Contractor shall maintain detailed, true, and accurate records of all inspections, tests, service, maintenance, 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, or longer as required by

California Health and Safety Code Section 116057 and shall be 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 project lead 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 description and asset tag numbers), summary of service performed, summary of additional service required or recommended, name of County project lead 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:

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, C. Above requirements must be valid at the time of proposal submittal through the time of award of the contract. The terms and conditions of the contract shall additionally require the contractor to remain in compliance with the Local Business requirements (pursuant to subsection (a) above) through the term of the contract, including any extensions or renewals, and shall provide that contractor’s failure to comply may be construed by County as a material breach of the contract.

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/proposal submittal through the time of award of the contract. The terms and conditions of the contract shall additionally require the contractor to remain in compliance with the DVBE requirements (pursuant to subsection (a) above) through the term of the contract, including any extensions or renewals, and shall provide that the contractor’s failure to comply may be construed by the County as a material breach of the contract.

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 SUPPLIER RESPONSES.

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

CONSTRUCTION PROJECTS.

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.

2. Must be certified with DGS as an OCLSB and/or DVBE.

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

https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true

4. Certification must be valid at the date/time solicitation is closed, and it shall remain in effect at the time of contract award and through the term of the contract. 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 Certificate are required and must be returned with the solicitation response.

Verify with County: Once a firm becomes certified by the DGS as a small business, the firm shall access the County’s OCLSB verification portal to search for their company legal name in the OCLSB verification database.

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

a. No Cost - Any Request for Proposals that does not include cost as a scoring criteria shall instead apply the five percent (5%) or eight percent (8%) preference percentage pursuant to the eligibility requirements above to a scoring criteria in the RFP that makes up no more than twenty percent (20%) of the total RFP.

b. With Cost - An additional five percent (5%) shall be applied to the total cost of each certified OCLSB or DVBE to obtain their final score. If the final score of any OCLSB or

DVBE matches the final score of a respondent who is not an OCLSB or DVBE, preference shall be given to the certified OCLSB or DVBE. If two or more OCLSBs and/or DVBEs have the same final score, the County shall determine the contract award based on the County’s best interests. Notwithstanding these preference procedures, the

Orange County Board of Supervisors reserves the right to award contracts in any other permissible manner in consideration of the County’s best interests.

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.

http://www.oclsbverify.com/

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

JAMES A. MUSICK FACILITY

Manufacturer - Marley Model - Unknown *Contractor shall quote fixed price for service to include all required and suggested manufacturer duties and tasks for equipment Semi Annual Preventive

Maintenance in combination with all required and suggested manufacturer duties and tasks for equipment

Annual Preventive Maintenance. ***Equipment and location are subject to additions, deletions, and modifications.

Line Item Description Unit of Measure Unit Cost No Bid

1 Inspection Cost - Semi Annual Each Service

2 Inspection Cost - Annual Each Service

THEO LACY FACILITY

Manufacturer - Marley Model - NC212 *Contractor shall quote fixed price for service to include all required and suggested manufacturer duties and tasks for equipment Semi Annual Preventive

Maintenance in combination with all required and suggested manufacturer duties and tasks for equipment

Annual Preventive Maintenance. ***Equipment and location are subject to additions, deletions, and modifications.

Line Item Description Unit of Measure Unit Cost No Bid

THEO LACY FACILITY

Manufacturer - Marley Model - NC3222CS *Contractor shall quote fixed price for service to include all required and suggested manufacturer duties and tasks for equipment Semi Annual Preventive

Maintenance in combination with all required and suggested manufacturer duties and tasks for equipment

Annual Preventive Maintenance. ***Equipment and location are subject to additions, deletions, and modifications.

Line Item Description Unit of Measure Unit Cost No Bid

AS-NEEDED SERVICES

The following rates shall apply to all quotes for additional services including corrective maintenance, new equipment, and part order. All quotes must contain detailed labor and material charges to be approved by authorized County project lead prior to any service. Labor hours shall be charged based on 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 requests unless specifically authorized by

County project lead.

Line Item Description Unit of Measure Hourly Labor

Rate No Bid

1 Monday thru Friday 7:00 a.m. to 5:00 p.m.

Hourly Labor

Rate

2 Monday thru Friday 5:00 p.m. to 7:00 a.m.

Hourly Labor

3 Saturday 12:00 a.m. to 11:59 p.m. Hourly Labor

4 Sunday 12:00 a.m. to 11:59 p.m. Hourly Labor

5 Holidays 12:00 a.m. to 11:59 p.m. Hourly Labor

MATERIALS AND SHIPPING

Line Item Description Unit of Measure Mark-up % No Bid

1 a. Materials shall be charged at invoice cost plus 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 project lead.

h. Expedited and overnight shipping shall be reimbursed to Contractor, at actual invoice cost, if approval in writing prior, by authorized County project lead.

Mark-up %

PERMIT FEES

***No mark-up will be accepted.**

Line Item Description Unit of Measure Mark-up % No Bid

1 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. Expedited permitting shall be reimbursed to

Contractor, at actual cost, if…