Deionized_Water_Filtration_System_Maintenance.pdf

County of San Mateo

Request for Proposals (RFP - Informal) for Deionized Water

Filtration System Maintenance

Sheriff's Office

RFP - Informal No. 2027-RFP - Informal-00125

RFP - Informal Contact: Veronica Ruiz vruiz@smcgov.org

1. Introduction and Schedule

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

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

1.1. Summary

The San Mateo County Sheriff's Office Forensic Laboratory is located at 50 Tower Road in San Mateo, California, 94402.

The laboratory uses Type II deionized water throughout the laboratory, and uses Type I deionized water in the Forensic Biology Unit. This is accomplished with our Millipore Elix 20 Water Purification

System and Milli-Q Advantage A10 Water Purification System.

The laboratory needs a vendor to perform preventative maintenance in November 2026 and May 2027.

1.2. Contact Information

Veronica Ruiz Administrative Services Manager Email: vruiz@smcgov.org Phone: (650) 363-7819

Department:

Sheriff's Office

Department Head:

Kenneth Binder Sheriff Elective

1.3. Timeline

RFP Released September 21, 2026

Proposal Due Date and Time September 28, 2026, 3:00pm

Anticipated Contract Award Date October 1, 2026

2. Scope of Work

2.1. Biannual Preventative Maintenance for Millipore Elix 20 Water Purification System and

Milli-Q Advantage A10 Water Purification System

1. Purpose mailto:vruiz@smcgov.org tel:(650)363-7819

Page 3 of 15 Release date of September 21, 2026

The purpose of this Scope of Work is to establish preventative maintenance requirements for the

Millipore Elix 20 Water Purification System and Milli-Q Advantage A10 Water Purification

System. Preventative maintenance shall be performed twice annually by the manufacturer or an appropriately trained and authorized service provider to maintain the systems in proper operating condition, minimize equipment downtime, and ensure the systems continue to produce purified water meeting the manufacturer's specifications.

2. Equipment Covered

Preventative maintenance services shall be provided for the following equipment:

• Millipore Elix 20 Water Purification System

• Milli-Q Advantage A10 Water Purification System

• Associated purification, filtration, monitoring, dispensing, and control components supplied as part of the systems

3. Frequency

Preventative maintenance shall be performed two (2) times per year for each system, approximately six months apart, in November 2026 and May 2027.

The Contractor shall coordinate each service visit with the designated County representative to minimize disruption to laboratory operations. Contractor will be required to provide a DNA reference sample, via a buccal (mouth/cheek) swab, which will be used to identify potential contamination.

4. Preventative Maintenance Services

At each scheduled preventative maintenance visit, the Contractor shall perform the applicable manufacturer-recommended preventative maintenance procedures, including, but not limited to:

A. General Inspection

• Inspect the overall condition of the water purification system.

• Inspect tubing, fittings, connections, valves, pumps, filters, cartridges, and other system components for signs of wear, leakage, damage, or deterioration.

• Inspect electrical connections, power supplies, communication connections, and other applicable components.

• Check the system for abnormal noise, vibration, leakage, or other indications of malfunction.

• Verify proper installation and operating condition of system components.

B. Water Purification Components

• Inspect and evaluate purification cartridges, pretreatment components, filters, membranes, and other consumable components.

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• Replace routine maintenance components as recommended by the manufacturer and included within the preventative maintenance service.

• Inspect the reverse osmosis system and associated components, as applicable.

• Inspect and evaluate the system's deionization and polishing components.

• Verify proper operation of the water purification sequence.

C. Monitoring and Instrumentation

• Verify operation of system monitoring devices and displays.

• Verify conductivity/resistivity monitoring and other applicable water-quality monitoring functions.

• Inspect and verify proper operation of sensors and associated instrumentation.

• Verify alarms, warnings, and system status indicators.

• Confirm that displayed water-quality parameters are consistent with the manufacturer's specifications.

D. Milli-Q Advantage A10 Specific Maintenance

For the Milli-Q Advantage A10 system, the Contractor shall perform the applicable manufacturer-recommended preventative maintenance procedures, including inspection and maintenance of:

• Point-of-use polishing and purification components.

• Water-quality monitoring sensors.

• Resistivity/conductivity monitoring.

• TOC monitoring, where applicable.

• UV lamp and associated components, where applicable.

• Final filtration components.

• Dispensing unit and associated components.

• System alarms and monitoring functions.

E. Elix 20 Specific Maintenance

For the Millipore Elix 20 system, the Contractor shall perform the applicable manufacturer-recommended preventative maintenance procedures, including inspection and maintenance of:

• Pretreatment components.

• Reverse osmosis components.

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• Electrodeionization components.

• Water-quality monitoring systems.

• Pumps and associated tubing.

• Valves, fittings, and connections.

• System controls, alarms, and indicators.

5. Replacement of Preventative Maintenance Parts

The Contractor shall identify components that require replacement based on manufacturer-recommended maintenance intervals, system condition, operating hours, or performance.

Routine preventative maintenance parts and consumables specifically included in the Contractor's quoted preventative maintenance service shall be replaced during the scheduled service visit.

Any additional parts or repairs not included in the preventative maintenance service shall require prior approval from the County before work is performed.

The Contractor shall provide the County with a written estimate identifying the part, labor, and associated costs before performing non-covered repairs.

6. System Performance Verification

Following completion of preventative maintenance, the Contractor shall verify proper system operation and confirm that applicable system performance parameters are within the manufacturer's specifications.

Performance verification shall include, as applicable:

• Water-quality measurements.

• Conductivity/resistivity measurements.

• TOC measurements, where applicable.

• System pressure and flow checks.

• Verification of alarms and system monitoring functions.

• Verification of proper dispensing operation.

• Verification that the system is operating without leaks or abnormal conditions.

Any performance parameter outside the manufacturer's specifications shall be documented and reported to the County representative.

7. Cleaning and Sanitization

The Contractor shall perform manufacturer-recommended cleaning and/or sanitization procedures during preventative maintenance when required based on the manufacturer's maintenance schedule or system condition.

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Any chemicals or materials necessary to perform the included cleaning or sanitization shall be provided by the Contractor unless otherwise specified.

8. Calibration and Adjustment

The Contractor shall inspect applicable monitoring and measurement components and perform manufacturer-recommended calibration, verification, or adjustment procedures that are included within the preventative maintenance service.

If a component cannot be calibrated or verified within the manufacturer's specifications, the Contractor shall document the condition and provide a recommendation for corrective action.

9. Corrective Maintenance Recommendations

If the Contractor identifies a condition that may adversely affect system performance, reliability, or water quality, the Contractor shall notify the County representative and provide written documentation identifying:

• The component or condition identified.

• The observed problem.

• The potential impact on system operation.

• Recommended corrective action.

• Parts and labor required.

• Estimated cost, if applicable.

No corrective maintenance beyond the agreed preventative maintenance scope shall be performed without prior County authorization.

10. Service Documentation

Following each preventative maintenance visit, the Contractor shall provide a written service report for each system.

The report shall include, at a minimum:

• Equipment identification and serial number.

• Date of service.

• Service technician's name.

• Preventative maintenance procedures performed.

• Parts and consumables replaced.

• System performance measurements.

• Calibration or verification results, as applicable.

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• Any deficiencies or abnormal conditions identified.

• Corrective maintenance recommendations.

• Confirmation that the system was returned to operational condition.

• Any applicable manufacturer service documentation or maintenance checklist.

11. Service Personnel

Preventative maintenance shall be performed by technicians who are trained and qualified to service

Millipore Elix and Milli-Q water purification systems.

The Contractor shall ensure that service personnel are familiar with the manufacturer's recommended maintenance procedures and applicable equipment specifications.

12. Scheduling and Response

Preventative maintenance shall be scheduled in advance with the designated County representative.

The Contractor shall make reasonable efforts to schedule maintenance at times that minimize disruption to laboratory operations.

If a system is found to require corrective maintenance during a preventative maintenance visit, the

Contractor shall notify the County representative before performing work outside the approved scope.

13. Contractor Responsibilities

The Contractor shall provide:

• Qualified service personnel.

• Labor necessary to perform the scheduled preventative maintenance.

• Standard tools and equipment necessary to perform the work.

• Manufacturer-recommended preventative maintenance procedures.

• Routine preventative maintenance parts and consumables included in the contract.

• Service documentation following each visit.

• Recommendations for additional repairs or replacement when necessary.

14. County Responsibilities

The County shall:

• Provide reasonable access to the equipment.

• Coordinate access to the laboratory and equipment.

• Identify any known operational issues or concerns.

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• Provide access to appropriate utilities necessary for service.

• Review and approve additional repairs when required.

15. Acceptance of Services

Preventative maintenance services shall be considered complete when:

A. The scheduled preventative maintenance procedures have been performed;

B. Required preventative maintenance components have been replaced;

C. The system has been inspected and performance verified;

D. Any identified deficiencies have been documented;

E. The system has been returned to operational condition; and

F. The required service documentation has been provided to the County.

All work shall be performed in accordance with applicable manufacturer recommendations and generally accepted industry standards for laboratory water purification systems. Only OEM parts should be utilized.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 3:00 pm, on Monday, September 28, 2026 via eProcurement system.

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

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

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

County of San Mateo at:

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

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

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov

Page 9 of 15 Release date of September 21, 2026

3.3. Submission via eProcurement Portal

Required Documents

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

Electronic Submissions

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

Conflicts between Certain Requirements

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

Format

Documents should be created in the following format:

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

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

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

• PDF format is preferred.

Errors in Proposals

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

3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

https://procurement.opengov.com/portal/smcgov/projects/305386/document?section=undefined

Page 10 of 15 Release date of September 21, 2026

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications, Local Preference Ordinance, and Technical Proposal

4.1. Minimum Qualifications

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

☐ Yes

☐ No

*Response required

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

☐ Yes

☐ No

*Response required

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

☐ Please confirm

*Response required

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

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

*Response required

4.2. Procurement Preference for Local Businesses and Local Non-Profits

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://government-project.s3.us-west-2.amazonaws.com/181058/6417ee00-d47d-4708-90f9-2a47dd51b2e5_SMC_LocalBusiness_self-attestation_form_120424.pdf

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A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

4.2.5. Is the Proposer a Local "Small" or "Micro" Non-Profit?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

https://government-project.s3.us-west-2.amazonaws.com/181058/23f425e3-2794-4144-828d-5b909b017089_SMC_LocalBusiness_self-attestation_form_120424.pdf

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4.3. Technical Proposal

4.3.1. Statement of Minimum Qualifications *

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

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

*Response required

4.3.2. Fee Proposal*

The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in

Required Documents.

The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

*Response required

5. Evaluation and Selection Criteria

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

No. Evaluation Criteria Scoring Method Weight (Points)

1. Minimum Qualifications Points Based 50 (58.8% of Total)

2. Price Reward Low Cost 25 (29.4% of Total)

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3. Preferential Points

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points otherwise awardable will be added to the proposal score for each Local

Business or Local Non-Profit score for evaluation purposes. In the event of a tie between a Local Business or Local Non-Profit and another bidder, the Local Business or Non-

Profit shall be awarded the Contract, assuming agreement on other contract terms.

An additional three percent (3%) preference shall be given to a Local Business or Local

Non-profit (for a total of eight percent (8%) of total points otherwise awardable) if the proposer is a Small Business or Small Non-

Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points otherwise awardable) if the proposer is a Micro

Business or Micro Non-Profit.

Pass / Fail 10 (11.8% of Total)

6. Instructions to Proposers

6.1. Instructions

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

6.2. Communications

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

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

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

6.3. Contract Award

A. Award Procedure

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

Page 14 of 15 Release date of September 21, 2026 memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

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

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

C. Commencement of Performance

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

D. Levine Act DisclosureThe Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign contributions to County “officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected

County officers in San Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer.Generally, under current County policy, approval by the Board of

Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

6.4. Term

Sheriff's Officeis issuing Request for Proposal (RFP) No. 2027-RFP - Informal-00125 for Deionized

Water Filtration System Maintenance.

Page 15 of 15 Release date of September 21, 2026

The agreement shall have a term of one (1) year. In addition, the County shall have two (2) options to extend the term for an additional one year period not to exceed two years, which the County may exercise in its sole, absolute discretion. To exercise this option, the County shall provide written notice to the

Contractor at least thirty days before the end of the agreement’s term.

The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions Request by the Deadline for Questions, Comments and

Contract Exceptions listed in the Solicitation Schedule below. The County will consider Contract

Exceptions Requests but reserves the right to reject requested modifications to its standard terms.