Corrections RFP Orange County CA Final.docx

COUNTY OF ORANGE

COUNTY PROCUREMENT OFFICE

REQUEST FOR PROPOSAL (RFP) (RFP)

FOR

CORRECTIONS SUPPLIES AND RELATED PRODUCTS AND SERVICES

RFP NO. RFP-017-2716603-JL

PROPOSALS MUST BE RECEIVED ON OR BEFORE

Friday, June 6, 2025 2:00 pm

County of Orange County Procurement Office Procurement Services 400 W. Civic Center Dr.

Santa Ana, CA 92701

SCHEDULE OF ACTIVITIES

**This is a proposed schedule that is subject to change. Any changes to the schedule for the RFP process will be issued to all Respondents via addenda on the County’s online bidding system https://procurement.opengov.com/portal/ocgov **

SECTIONS

INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SCOPE OF WORK

WRITTEN PROPOSAL SCORING FORMAT

PRICING AND COMPENSATION

PRICING PROPOSAL

PROPOSAL RESPONSE REQUIREMENTS

OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION REQUIREMENTS

Attachments:

A - GovMVMT RFP Compliance Packet-Attachment D-Final Doc B - Correction Supplies RFP_ ATTACHMENT A Discount Form C - RFP-017-2716603-JL Corrections Supplies Govmvmt

INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

Introduction

1.1 Scope of national cooperative contract

The County of Orange, California, County Procurement Office (hereinafter referred to as the “County”) (herein after referred to as “Lead Public Agency”), on behalf of itself and the GovMVMT Purchasing Cooperative, the members of the Advisory Council and all states, local governments, school districts, and higher education institutions in the United States of America, and other government agencies and nonprofit organizations (hereinafter referred to as “Participating Public Agencies”) is soliciting proposals from qualified firms (hereinafter referred to as “Respondents”) to enter into a Contract for a complete offering of Correction Supplies and Related Products and Services. Respondents must meet the County Lead qualifications and requirements as set forth within the RFP and be capable of providing services identified in the Scope of Work herein.

All Products offered must be new, unused, latest design and technology unless otherwise specified.

1.2 OBJECTIVES

· Provide a comprehensive competitively solicited and awarded Contract offering Products and Services covered by this solicitation to Participating Public Agencies;

· Establish a Contract as the Respondents primary offering to Participating Public Agencies;

· Achieve cost savings for Respondent and Participating Public Agencies through a single competitive solicitation process that reduces the Respondents need to respond to multiple solicitations and Public Agencies’ need to conduct their own solicitation process.

· Combine the aggregate purchasing volumes of Participating Public Agencies to achieve cost effective pricing.

1.3 GENERAL DEFINITIONS OF PRODUCTS AND SERVICES

The County is interested in receiving proposals from firms that are able to provide the broadest possible selection of products and services in the below categories and have demonstrated experience in providing said products. The intent of this solicitation is to provide Participating Public Agencies with a comprehensive offering of products and services to meet their extensive and diverse needs. Proposers are not required to provide products for all listed categories, nor is this intended to be an exhaustive list.

A. Bedding and Linens: a complete and comprehensive offering including, but not limited to, mattresses, pillows, mattress covers, sheets and pillowcases, blankets, towels and washcloths, and any additional related products offered by Proposer.

B. Laundry and Shower: a complete and comprehensive offering including, but not limited to, laundry products (detergent, fabric softener, laundry bags, kangaroo carts, canvas trucks, laundry nets), shower products (shower caps, safety mats, shower curtains, curtain rings), and any additional related products offered by Proposer.

C. Inmate Uniforms and Clothing: a complete and comprehensive offering including, but not limited to, tops, bottoms, jumpsuits, outerwear, workwear, sweats, pajamas, undergarments, accessories (caps, gloves, socks, belts), and any additional related products offered by Proposer.

D. Hygiene and Health Care Products: a complete and comprehensive offering including, but not limited to, soaps, toothpaste and toothbrushes, deodorants, shampoo, feminine hygiene products, health care (allergy relief, laxatives, bedbug/lice/dust mite sprays, cough drops, stomach relief, face masks, aspirin), and any additional related products offered by Proposer.

E. Recreational Supplies: a complete and comprehensive offering including, but not limited to, board games, puzzles, books, playing cards, exercise equipment, sports equipment, and any additional related products offered by Proposer.

F. Furniture and Storage: a complete and comprehensive offering including, but not limited to, underbed storage containers, desk, game tables, beds, storage locker, shelfs, wall rack, chairs, and any additional related products offered by Proposer.

G. Footwear: a complete and comprehensive offering including, but not limited to, boots, sandals, tennis shoes, slippers and step-ins, flip flops, accessories, and any additional related products offered by Proposer.

H. Related Products and Services: a complete range of related products and services offered by the Proposer.

1.4 GOVMVMT PURCHASING COOPERATIVE

GovMVMT Purchasing Cooperative (herein “GovMVMT”) assists Participating Public Agencies to reduce the cost of purchased goods through strategic sourcing that combines volumes and the purchasing power of public agencies nationwide. This is accomplished through an award of competitively solicited contracts for high quality products and services by large and well recognized public agencies (herein “Lead Public Agencies”). The contracts provide for use by not only the respective Lead Public Agency, but also by other Participating Public Agencies.

Innovative Government Services Association Innovative Government Services Association (IGSA) is designed to provide best-in-class competitively bid contracts to public and nonprofit agencies. The founders have a long history of providing successful programs and services in these sectors and founded IGSA to continue the non-profit mission of providing value-added programs and services while giving back to the communities that we live and work in.

GovMVMT is IGSA’s premier national cooperative purchasing program designed exclusively for public agencies and nonprofits.

Participating Public Agencies The Respondent(s) must communicate directly with any Participating Public Agency concerning the placement of orders, issuance of purchase order, contractual disputes, invoicing, payments, etc.

The Lead Public Agency is acting as “Contracting Agency” for the Participating Public Agencies and shall not be held liable for any costs, damages, expenses, fees, liabilities, etc. incurred by any other Participating Public Agency. Participating Public Agency releases Lead Public Agency, GovMVMT, and any other Participating Public Agencies, including their respective agents, directors, employees or representatives from any acts, liabilities, damages, etc., incurred by Participating Public Agency.

Use of the Contract by any Public Agency is preceded by their registration with GovMVMT as a Participating Public Agency in the GovMVMT Purchasing Cooperative program.

Registration is accomplished by Public Agencies entering into a Master Intergovernmental Cooperative Purchasing Agreement (MICPA). MICPA outlines the terms and conditions that allow access to the Lead Public Agencies’ Contracts. Under the terms of the MICPA, the procurement by the Participating Public Agency shall be construed in accordance with, and governed by, the laws of the state in which the Participating Public Agency resides. A copy of MICPA is attached as (Attachment D – Exhibit D).

By using the Contract, any such Participating Public Agency agrees that it is registered with GovMVMT, whether pursuant to the terms of the MICPA or as otherwise agreed to. The terms and pricing established in the resulting Contract between Respondent and the Lead Public Agency will be the same as that available to Participating Public Agencies through GovMVMT.

Estimated Volume The estimated dollar volume of Products and Services purchased under the proposed Contract is one hundred Million Dollars ($100,000,000) annually. While no minimum volume is guaranteed to Respondent, the estimated volume is based on the current annual volumes of the Lead Public Agency and other Participating Public Agencies that are anticipated to utilize the resulting Contract to be made available to them through GOVMVMT as well as through volume growth into other Public Agencies employing a coordinated marketing approach between Respondent and GOVMVMT.

Marketing Support GOVMVMT provides marketing support for each Respondents products through the following:

· Sales and marketing personnel that directly promote the GOVMVMT Respondent to Participating Public Agencies through public agency meetings, webinars, direct mail, email, online and print advertising, social media, articles, and exhibiting and presenting at national and local trade shows.

· GOVMVMT provides Respondent government sales training, and a host of online marketing and sales management tools to effectively increase sales through GOVMVMT.

Multiple Awards Multiple awards may be issued as a result of this solicitation. Multiple awards will ensure that any ensuing Contracts fulfill current and future requirements of the diverse and large number of Participating Public Agencies.

The Lead Public Agency reserves the right to award the contract locally and/or nationally in the aggregate, by section, multiple awards, primary, secondary, and tertiary, whichever is in the best interest of the Lead Public Agency and Participating Public Agencies as a result of this solicitation.

Evaluation of Proposals Proposals will be evaluated by the Lead Public Agency in accordance with, and subject to, the relevant statutes, ordinances, rules and regulations that govern its procurement practices.

Other Participating Public Agencies will assist the Lead Public Agency in evaluating proposals. The Respondent(s) whose response(s) affirmatively meets the requirements of this Request for Proposals and provides the best overall value will be eligible for a contract award. GOVMVMT reserves the right to make available or not make available Contracts awarded by a Lead Public Agency to Participating Public Agencies.

1.5 Contract term:

This contract will begin on the Date of Award for an initial term of five (5) years. The County reserves the right to renew the contract for two (2) additional two-year periods, if agreeable to all parties. Contract renewals must be authorized by and coordinated through the County’s Department of Procurement.

Instructions to Respondents and Procedures for Submittal A. Proposals are to be uploaded via the County's Online Bidding System at https://procurement.opengov.com/portal/ocgov Note: This is a fully electronic Request for Proposals (RFP). Respondents must submit their proposals online via County’s online bidding system. Only electronic proposals will be accepted. Facsimile and e-mail proposals will NOT be allowed. For assistance on uploading proposals via County’s online bidding system, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/ B. Examine the Contract Documents and the site of the proposed work carefully before submitting a Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this Request for Proposals 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 may submit a written request for clarification/interpretation to the County Deputy Purchasing Agent (DPA) via the County’s online bidding system under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s online bidding system. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s online bidding 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.If an addendum is issued, proposers must acknowledge the addendum via the County’s eProcurement Portal.

All questions or requests for interpretations must be received on Friday, May 30, 2025, before 2:00 pm as specified in the solicitation. Respondents are not to contact other County personnel with any questions or clarifications concerning this RFP.

The DPA will provide all official communication concerning this RFP. Any County response relevant to this RFP other than through or approved by the DPA is unauthorized and will be considered invalid.

C. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Proposal may be withdrawn after the submission date.

D. Each Respondent must submit their proposal electronically via the County’s eProcurement Portal.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in the Proposal Response Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this RFP shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any Proposal so marked. All Proposals and supporting documents will be subject to the provisions of the California Public Records Act (California Code Government Code 6250 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records. Additionally, all Proposals shall become the property of the County. The County reserves the right to make use of any information or ideas in the Proposals submitted.

Respondents should not request that certain information be treated as exempt, and statements in the Proposals should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a Proposal that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in Proposal. In the event Respondent has done work for the County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this RFP. Any Respondent who is found to have an actual conflict of interest may have its Proposal rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a Proposal, the Respondent represents that it thoroughly examined the County’s requirements, is familiar with the services required under this RFP and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its Proposal in strict accordance with all requirements of this RFP and compliance must be stated in the Proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the Proposal Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01 P.M., Part 3 will not upload successfully.

J. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County. Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this RFP. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the County deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.

K. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing its Proposal in response to this RFP; b) submitting that Proposal to the County; c) negotiating with the County any matter related to the Respondent’s Proposal; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

L. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a Proposal nonresponsive.

M. Where two or more Respondents desire to submit a single Proposal in response to this 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 that may subcontract with multiple firms (team) but not with multiple firms doing business as a joint venture.

N. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

O. 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 proposal/bid submission response.

P. If applicable, 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 proposal submission response.

Q. County reserves the right to: a) negotiate the final Contract with any Respondent(s); b) withdraw this RFP in whole or part at any time without prior notice (the County makes no representations that any Contract will be awarded to any Respondent responding to this RFP); c) award its total requirements to one Respondent or to apportion those requirements among two or more Respondents; d) reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this RFP; and/or e) request Best and Final Offer from any Respondent determined to be within the competitive range. Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents. Therefore, Proposals submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

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.

F. Protest of Bid/Proposal Specifications: All protests related to proposal specifications must be submitted to the Deputy Purchasing Agent no later than five (5) business days prior to the RFP Closing Date for proposals. Protests received after the five (5) business-day deadline will not be considered by the County.

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 proposal prior to the close of the solicitation in accordance with the proposal submittal procedures provided in this RFP.

G. 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 intent award is provided by the 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.

H. Protest Process

1. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA renders a decision on the protest.

2. 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.

3. 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 protestor’s right to the protest procedures outlined herein.

4. 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.

I. Appeal Process

1. If the protestor wishes to appeal the decision of the DPA, the protestor must submit, within three (3) business days from receipt of the DPA’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@ocgov.com

2. 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 appeal shall be forwarded to the Procurement Appeals Board.

3. The decision of the County Procurement Officer will be final and there shall be no right to any administrative appeals of this decision Evaluation Process and Criteria Proposals deemed to meet all minimum RFP requirements will be scored based on the established criteria, and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each Proposal, based upon the Respondent(s) submitted written materials.

Proposals shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the Proposal, including information about the Respondent, Contractors and sub-contractors. The County reserves the right to seek publicly available information about the Respondents.

The scoring is based on evaluation of the Proposal as measured against the Scoring Criteria. Proposals will be evaluated from the most advantageous to the least advantageous to the County.

*Please note: These minimum qualifications must be verified for the Proposal to be deemed responsive. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP.

Minimum Qualifications/Requirements: Respondent’s Proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation and scoring process:

Proposer must meet the following minimum requirements listed below:

A. Complete all required sections of the County's RFP and Attachment D "GovMVMT RFP Compliance Packet"

Selection/Award Process Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to DPA. Final award determination shall be subject to reference checks and past performance and may be subject to approval(s) by the County Board of Supervisors. In addition, County reserves the right to verify and validate any information prior to the Contract Award and during the entire term of the Contract.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this RFP, including special conditions and requirements and those added by addendum, necessary attachments, and to reflect Respondent’s Proposal and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in its elimination from further consideration.

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its proposal may result in elimination from further consideration.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next Respondent.

Exceptions to the terms and conditions of the proposed Contract or the statements regarding Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in the Section below titled: "PROPOSAL RESPONSE REQUIREMENTS" subsection titled: “Statement of Compliance”.

TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

Department of the Treasury, Internal Revenue Service Form W-9 Requirements Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide ERP System as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

County of Orange Local Small Business (OCLSB) and Disabled Veteran Business Enterprise (DVBE) Preference Policies:

A. OCLSB: Effective January 1, 2020, the Orange County 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:

1. Local Business requirements:

a. Maintains their principal center of operations (i.e. headquarters) within Orange County, and;

b. Has:

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

ii. 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.

2. Small Business Requirements:

a. Must be certified as a Small Business by the State of California Department of General Services (DGS); and,

b. DGS Small Business requirements must be valid at the time of bid/proposal submittal.

B. 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 the 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 (1) and (2) below:

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

2. DGS DVBE requirements must be valid at the time of bid/proposal submittal.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in EXHIBIT Titled - COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS.

SCOPE OF WORK

General Information:

The County of Orange is comprised of 22 Departments and over 18,000 employees located throughout the County. The County’s core businesses are public safety, public works, construction management, public health, environmental protection, regional planning, public assistance, social services, and aviation.

Scope of Work Contract Overview: Corrections Supplies and Related Products and Services This contract is established to provide essential supplies and related services for correctional facilities, ensuring the safety, security, and operational efficiency of these institutions. The scope of the contract includes, but is not limited to, the procurement of the following:

A. Bedding and Linens: a complete and comprehensive offering including, but not limited to, mattresses, pillows, mattress covers, sheets and pillowcases, blankets, towels and washcloths, and any additional related products offered by Proposer.

B. Laundry and Shower: a complete and comprehensive offering including, but not limited to, laundry products (detergent, fabric softener, laundry bags, kangaroo carts, canvas trucks, laundry nets), shower products (shower caps, safety mats, shower curtains, curtain rings), and any additional related products offered by Proposer.

C. Inmate Uniforms and Clothing: a complete and comprehensive offering including, but not limited to, tops, bottoms, jumpsuits, outerwear, workwear, sweats, pajamas, undergarments, accessories (caps, gloves, socks, belts), and any additional related products offered by Proposer.

D. Hygiene and Health Care Products: a complete and comprehensive offering including, but not limited to, soaps, toothpaste and toothbrushes, deodorants, shampoo, feminine hygiene products, health care (allergy relief, laxatives, bedbug/lice/dust mite sprays, cough drops, stomach relief, face masks, aspirin), and any additional related products offered by Proposer.

E. Recreational Supplies: a complete and comprehensive offering including, but not limited to, board games, puzzles, books, playing cards, exercise equipment, sports equipment, and any additional related products offered by Proposer.

F. Furniture and Storage: a complete and comprehensive offering including, but not limited to, underbed storage containers, desk, game tables, beds, storage locker, shelfs, wall rack, chairs, and any additional related products offered by Proposer.

G. Footwear: a complete and comprehensive offering including, but not limited to, boots, sandals, tennis shoes, slippers and step-ins, flip flops, accessories, and any additional related products offered by Proposer.

H. Related Products and Services: a complete range of related products and services offered by the Proposer.

The contract ensures competitive pricing, reliable delivery schedules, and quality assurance for all products and services offered. Vendors are required to comply with all local, state, and federal regulations related to correctional facility standards. The contract is designed to accommodate the diverse needs of both small and large-scale facilities, supporting the overall function of correctional institutions.

2. ADDITIONAL WORK CLAUSE:

A. Additional Work:

1. Upon County request, Contractor shall submit supplemental proposals for Additional Work not called for under the Scope of Work of this Contract. Contractor must obtain County Project Manager’s written approval prior to commencing any additional work.

2. County reserves the right to obtain supplemental proposals from, and use, alternate sources for completion of the additional work and to utilize the data provided under this Contract to obtain necessary services.

3. If County authorizes work by an alternate source, Contractor may be relieved of responsibilities pertaining to the equipment affected by the project while work is being performed and during the subsequent warranty period.

4. Contractor shall continue to provide services to all areas not affected by work provided by alternate sources.

5. Upon completion of any additional work, whether by Contractor or an alternative source, County’s Project Manager or designee and Contractor will inspect the finished product at no additional cost to County. Upon mutual acceptance of the additional work, Contractor shall again be responsible for all services originally covered under this Contract and the work performed under this section.

3. Miscellaneous Clause:

A. Miscellaneous commodities may be obtained at County’s request. Contractor shall provide a written quote and obtain authorized County approval. Contractor under no circumstance shall provide any commodities without prior written authorized County approval. Additional delivery locations may be added or deleted at any time with no penalty to County. Miscellaneous item purchases shall not exceed $5,000.00, per item, including tax and other expenses, except when ordering the same items multiple times. Total order amount shall not exceed $25,000.00.

B. County may elect to accept substitute like commodities, commodities of equal or better quality and/or brand, costing equal or less than the original contracted commodities as set forth in this Contract with written authorized County approval. Substitute like commodities that cost more will require prior authorized approval from County before any substitution will take place.

WRITTEN PROPOSAL SCORING FORMAT

Phase 1

Respondent must provide Written Proposal Scoring information in the RFP in order for the Lead Public Agency to determine Respondent’s qualifications to extend the resulting Contract to Participating Public Agencies thru GovMVMT.

Please provide a written narrative of your understanding and acceptance of the Respondent Representations and Covenants in Section 1 of the RFP.

(16.7% of Total)

Due to character limitation, for this section please complete Exhibit B.

(13.9% of Total)

Due to character limitation, for this section please complete Exhibit B.

(19.4% of Total)

Due to character limitation, for this section please complete Exhibit B.

(5.6% of Total)

1. Please use this opportunity to describe any other offerings your organization can provide that you feel will provide additional value and benefit to a Participating Public Agency.

(13.9% of Total)

*Note: Respondents submitting exceptions to the County Model Contract of this RFP, may receive a score of “0” for this criterion.

(5.6% of Total)

The contractor must complete Attachment D – GovMVMT RFP Compliance Packet *

(25% of Total)

Phase 2

A. Respondent shall provide a sealed Cost Proposal and Category Discount see "Attachment B-National Discount Form" for additional information but complete the Pricing Proposal with the RFP. The Cost Proposal/Category Discount will be evaluated as follows: Lowest price and Highest Discount receives the full score of 100 points. Contractors may include additional product categories in their Discount Pricing Proposal that are not listed in the Pricing Proposal. Although these categories will not be evaluated during the initial scoring, the County may consider them for inclusion in the final agreement if they are deemed relevant, offer competitive discounts, and provide added value to County operations.

B. Please detail any additional pricing incentives or rebates that may be available such as large volume purchases or annual spend.

(100% of Total)

PRICING AND COMPENSATION

Compensation:

This is a commodities Contract between County and Contractor to provide Corrections Supplies and Related Products and Services as set forth in the Scope of Work Section.

The Contractor agrees to accept the specified compensation as set forth in this Contract as full payment for performing all services and furnishing all staffing and materials required, for any reasonably unforeseen difficulties which may arise or be encountered in the execution of the services until acceptance, for risks connected with the services, and for performance by the Contractor of all its duties and obligations hereunder. The Contractor shall only be compensated as set forth herein for work performed in accordance with the Scope of Work. The County shall have no obligation to pay any sum in excess of the Fixed Prices and Total Contract Amount specified herein unless authorized by amendment in accordance with the County Contract Terms and Conditions, which may require approval by the County Board of Supervisors.

Board of Supervisors Approval:

Approval by the Board of Supervisors is required for all service contract contracts where for any year of the contract, the annual value to any one contractor exceeds $200,000 Approval by the Board of Supervisors is required for all service contracts where the total contract value exceeds or is anticipated to exceed $1,000,000 when all contract years are taken into consideration for multi-year contracts Price Increase/Decreases:

No price increases will be permitted during the first year/term of the Contract. The County requires documented proof of cost increases on Contracts prior to any price adjustment. A minimum of 180 days advance notice in writing is required to secure such adjustment. No retroactive price adjustments will be considered. All price decreases will automatically be extended to the County of Orange. The County may enforce, negotiate, or cancel escalating price Contracts or take any other action it deems appropriate, as it sees fit. The net dollar amount of profit will remain firm during the period of the Contract. Adjustments increasing the Contractor’s profit will not be allowed.

Firm Discount and Pricing Structure:

Contractor guarantees that prices quoted are equal to or less than prices quoted to any other local, State or Federal government entity for services of equal or lesser scope. The contractor agrees that no price increases shall be passed along to the County during the term of this Contract not otherwise specified and provided for within this Contract.

If the Contractor is unable to supply the services under the terms of the Contract, then the Contractor shall provide proof of such disruption and a copy of the invoice for the services from the Contractor’s supplier(s). An additional profit margin as a result of supplying services during an emergency or a declared disaster shall not be permitted.

Contractor’s Expense:

The Contractor will be responsible for all costs related to photocopying, telephone communications and fax communications while on County sites during the performance of work and services under this Contract.

Payment Terms: Payment in Arrears Invoices are to be submitted in arrears to the user agency/department to the ship-to address, unless otherwise directed in this Contract. Contractor shall reference Contract number on invoice. Payment will be net 30 days after receipt of an invoice in a format acceptable to County of Orange and verified and approved by the agency/department and subject to routine processing requirements. The responsibility for providing an acceptable invoice rests with Contractor.

Billing shall cover services and/or goods not previously invoiced. Contractor shall reimburse County of Orange for any monies paid to Contractor for goods or services not provided or when goods or services do not meet Contract requirements.

Payments made by County shall not preclude the right of County from thereafter disputing any items or services involved or billed under this Contract and shall not be construed as acceptance of any part of the goods or services.

Payment – Invoicing Instructions:

Contractor will provide an invoice on the Contractor’s letterhead for services rendered. Each invoice will have a number and will include the following information:

A. Contractor’s name and address B. Contractor’s remittance address, if different from A. above C. Contractor’s Taxpayer ID Number D. Name of County Agency/Department E. Delivery/service address F. Master Agreement (MA) or Purchase Order (PO) number G. Agency/Department’s Account Number H. Date of invoice I. Product/service description, quantity, and prices J. Sales tax, if applicable K. Freight/delivery charges, if applicable L. Total Invoice and support documentation are to be forwarded to:

County Procurement Office: Accounts Payable Attn: Accounts Payable 601 North Ross Street 6th Floor Santa Ana, CA 92701 Email: einvoice@occr.ocgov.com

Electronic Funds Transfer (EFT):

County of Orange offers Contractors the option of receiving payment directly to their bank account via an Electronic Fund Transfer (EFT) process in lieu of a check payment. Payment made via EFT will also receive an Electronic Remittance Advice with the payment details via e-mail. An e-mail address will need to be provided to the County of Orange via an EFT Authorization Form. To request an EFT form, please contact the DPA.

PRICING PROPOSAL

1.1 COST PROPOSAL INSTRUCTIONS

The Proposer must submit the following information as part of the cost proposal:

i. Provide the proposed fixed percentage (%) discount off catalog or manufacturer’s list price, or other objectively verifiable criteria by Product Category (Attachment A-National Pricing Structure). Multiple discounts may be provided for each product category.

ii. Provide the reference to the catalog, manufacturer’s list price, or other verifiable criteria used to determine discounts and pricing. Copies of the relevant price lists must be included in Proposal response.

iii. Provide in Attachment B (Market Basket Pricing) the price for each item based on the discount proposed in Attachment A.

iv. Detail any additional pricing incentives or rebates that may be available such as for large volume purchases or annual spend.

v. Provide pricing for any additional related products and services offered.

Uniform and Clothing

Footwear

Bedding and Linens

Hygiene and Health Care

Recreational Supplies

Furniture and Storage