County of San Mateo

Request for Proposals (RFP) for Dryer Duct Maintenance and Repair Services

Public Works - Facilities Services - FMO

RFP No. 2026-RFP-00238

RFP Contact: Roxanne Maquinana rmaquinana@smcgov.org

1. Introduction and Schedule

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

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

1.1. Summary

The County of San Mateo, Department of Public Works (Department) is inviting Contractors to submit a proposal for Dryer Duct Maintenance and Repair Services, and 'as-needed' air duct cleaning. The solicitation describes the scope of services, evaluation process, and minimum information that must be included in the qualification package. The Contractor will be required to concisely state its qualifications for participating in a constructive and effective partnership. Proposals shall be submitted electronically via OpenGov.

The Department intends to bring under contract one (1) contractor for an aggregate fiscal obligation not to exceed $375,000 for the term of the agreement. Separate Task Orders will be issued, as warranted, throughout the term of the Agreement.

1.2. Background

The Department plans, designs, constructs, operates, manages and maintains all County-owned facilities to ensure they are safe and accessible to residents and clients of County agencies, the general public, and

County employees. The Department has a budget of approximately $200 million and is staffed with over

300 employees in five divisions: Administrative Services, two Airports (San Carlos and Half Moon Bay), Engineering and Resource Protection, Facilities Services, and Road Services, supporting the 46 special districts governed by the Board of Supervisors and administered by the Department of Public Works.

1.3. Contact Information

Project Contact:

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

Procurement Contact:

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

Department:

Public Works - Facilities Services - FMO mailto:rmaquinana@smcgov.org tel:(650)363-4100 mailto:rmaquinana@smcgov.org tel:(650)363-4100

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Department Head:

Ann M. Stillman Director

1.4. Timeline

RFP Released May 4, 2026

Deadline for Questions, Comments and

Contract Exceptions

May 15, 2026, 2:00pm

Proposal Due Date and Time May 22, 2026, 2:00pm

Anticipated Contract Award Date June 23, 2026

2. Scope of Work

2.1. Summary

The Department of Public Works is seeking a qualified vendor to provide comprehensive dryer duct maintenance and repair services for various County maintained facilities, including 'as-needed' air duct services. The services will include routine maintenance, cleaning, inspection, and repair of dryer ducts to ensure they are functioning efficiently and safely. The goal is to prevent fire hazards, improve dryer efficiency, and extend the lifespan of the dryer units. Upon final execution of an Agreement with the

County, the vendor will be required to meet with the Facilities Manager to implement a routine maintenance schedule and plan.

2.2. Locations

Services to include the locations listed below, but may not be limited to:

• Coast House Shelter, Half Moon Bay as needed

• Youth Services Center, San Mateo annual cleaning

• El Camino House Shelter, San Mateo as needed

• Sheriffs’ Commuter House, San Mateo as needed

• Maguire Jail, Redwood City annual cleaning

• Maple Street Correctional Facility, Redwood City annual cleaning

• Navigation Center, Redwood City annual cleaning

• Pacific Shelter, Redwood City as needed

• Spring Street, Redwood City as needed

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• Hudson Street, Redwood City as needed

2.3. Detailed Specifications

The vendor shall provide all labor, materials, tools, equipment, and supervision necessary to perform the following tasks:

A. Inspection and Assessment:

o Conduct a thorough inspection of all dryer ducts to assess their current condition.

o Identify any blockages, lint buildup, or damage that may impede the proper functioning of the dryer ducts.

o Provide a detailed report of the inspection findings, including photographs and recommendations for any necessary repairs or replacements.

B. Cleaning Services:

o Perform comprehensive cleaning of dryer ducts to remove lint, debris, and any other obstructions.

o Utilize industry-standard equipment and techniques to ensure thorough cleaning.

o Ensure that all cleaning activities comply with the National Fire Protection Association

(NFPA) Standard 211 and other relevant safety standards.

C. Repair Services:

o Repair or replace damaged or worn-out sections of dryer ducts as identified during the inspection.

o Ensure that all repairs comply with the International Mechanical Code (IMC) and other relevant building codes and standards.

o Use high-quality materials that meet or exceed industry standards for durability and safety.

D. Preventive Maintenance:

o Develop and implement a preventive maintenance schedule to ensure regular inspection and cleaning of dryer ducts.

o Provide training to county staff on best practices for maintaining dryer ducts and preventing lint buildup.

2.4. Service Requirements

The vendor shall adhere to the following service requirements:

A. Licensing and Certification:

Page 5 of 17 Release date of May 4, 2026 o Vendor must hold all necessary licenses and certifications required to perform dryer duct maintenance and repair services in the state of California.

o Technicians performing the work must be certified by a recognized industry organization, such as the Chimney Safety Institute of America (CSIA) or the National Air Duct Cleaners

Association (NADCA).

B. Safety and Compliance:

o Vendor must comply with all applicable federal, state, and local safety regulations, including

OSHA standards.

o Vendor must implement and follow a comprehensive safety plan to protect both workers and county property during the performance of services.

C. Quality Assurance:

o Vendor must provide a warranty for all repair work performed, covering both labor and materials for a minimum of one year.

o Vendor must conduct a final inspection after completing the work to ensure that all services have been performed to the county's satisfaction.

D. Communication and Reporting:

o Vendor must provide regular updates to the county's designated point of contact regarding the status of ongoing work.

o Vendor must submit a detailed report upon completion of each service visit, including a summary of work performed, any issues identified, and recommendations for future maintenance.

2.5. Delivery Requirements

The vendor shall adhere to the following delivery requirements:

A. Scheduling:

o Vendor must coordinate with the county to schedule service visits at times that minimize disruption to county operations.

o Vendor must provide a minimum of 48 hours' notice for any changes to the agreed-upon schedule.

B. Timeliness:

o Vendor must complete all scheduled maintenance and repair services within the agreed-upon timeframe.

Page 6 of 17 Release date of May 4, 2026 o Vendor must promptly address any emergency repair requests, with a response time of no more than 24 hours.

C. Documentation:

o Vendor must provide all necessary documentation, including inspection reports, cleaning logs, and repair records, within five business days of completing the service.

o Vendor must maintain accurate records of all services performed and make them available to the county upon request.

2.6. As-Needed Air Duct Services

Air ductwork systems cleaning includes any interior surface of the air distribution system for conditioned spaces and/or occupied zones. This shall include all heating, air-conditioning, and ventilation system(s) from the point(s) where the air enters a system to the point(s) where the air is discharged from a system.

Services scope shall also include, but is not limited to, return air grilles, return air ducts to an air handling unit (AHU), interior surfaces of an AHU, mixing boxes, coil compartments, condensation drain pans, housings, reheat coils, fans, fan housings, fan blades, turning vanes, filters, filter housings, supply diffusers, and any other components of an air distribution system not specifically listed.

2.7. Additional Requirements

The vendor shall also meet the following additional requirements:

A. Insurance:

o Vendor must carry comprehensive general liability insurance, workers' compensation insurance, and any other insurance required by the county.

o Vendor must provide proof of insurance upon request and ensure that all insurance policies remain in effect for the duration of the contract.

B. References:

o Vendor must provide at least three references from clients for whom they have performed similar services within the past three years.

o References should include the client's name, contact information, and a brief description of the services provided.

C. Environmental Considerations:

o Vendor must use environmentally friendly cleaning products and methods whenever possible.

o Vendor must properly dispose of all waste materials in accordance with local, state, and federal regulations.

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2.8. Work Hours

A. Standard Work Hours - The Contractor shall normally perform work during Standard Work

Hours, defined as Monday through Friday, 7:00am to 5:00pm PST, excluding County observed holidays.

B. Non-Standard Work Hours - While daytime work under Standard Work Hours is preferred/encouraged, any work affecting public areas, systems, or tenant spaces may be required by the Department during Non-Standard Work Hours, including weekends and holidays. Such work shall be coordinated in advance and must receive prior written approval from the Facilities

Manager or Department representative before scheduling. The Contractor shall advise the

Department at least 48-hours in advance of its projected work schedule. The Contractor shall not perform work billable under Non-Standard Work Hours, without receiving prior written approval from the Department.

C. Response Time for Regular Service Calls - The Contractor shall respond verbally by telephone to a written request by the Department within 24-hours of receiving the request and shall commence on-site repair or replacement services within 48-hours from the time the Department's written request is received.

D. Response Time for Emergency Call Services - The Contractor shall physically respond to emergency call services within 2-hours of notification if any of the Contractor’s technicians are already on site. At all other times, the Contractor shall physically respond within 4-hours of notification, 7-days per week, 365-days per year.

E. Emergency Conditions - In the event an emergency condition is declared by the Department’s

Facilities Manager, or designees, the Contractor shall perform work during such hours as specified by the Department.

F. Reimbursable Charges - Charges will be based on actual hours worked. The Contractor’s invoice time must match the hours worked. Time required for travel to and from the Authority’s site is not eligible for reimbursement and shall be considered included in the Contractor’s overhead costs.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 2:00 pm, on Friday, May 22, 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.

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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.

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.

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/221669/document?section=2090254

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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:

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 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. Proposer holds all necessary licenses and certifications required to perform the services in the State of California*

• Technicians performing the work must be certified by a recognized industry organization, such as the Chimney Safety Institute of America (CSIA) or the National Air Duct Cleaners Association

(NADCA).

☐ Please confirm

*Response required

4.1.3. Proposer must adhere to strict safety standards, ensuring compliance with local building codes, NFPA 96 standards, and manufacturer specifications*

☐ Please confirm

*Response required 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

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4.1.4. Personnel must pass background checks due to the nature of the facilities.*

☐ Please confirm

*Response required

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

SAM.gov

☐ Please confirm

*Response required

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

• UEI number can be obtained by registering your business through SAM.GOV

• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

4.2. Technical Proposal

4.2.1. Introduction and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.2.2. Statement of Minimum Qualifications *

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

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

*Response required

4.2.3. Proposed schedule *

Attach proposed maintenance schedule reference ability to complete within the County's required time frame

*Response required

4.2.4. Performance Measures*

https://sam.gov/content/home

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Describe a plan for achieving performance measures

*Response required

4.2.5. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer and experience in services.

*Response required

4.2.6. Team Qualifications*

Provide a chart identifying:

▪ Team and reporting structure

▪ Role each person will play in the project

Written assurance that the key individuals listed and identified will be performing the work and will not be substituted or reassigned without the County’s prior approval

*Response required

4.2.7. References*

Provide 2 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

*Response required

5. Pricing Proposal

DRYER DUCT CLEANING

All rates should be prevailing wage

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Technician Labor Rate (prevailing wage) 1 Per Hour

2 Dryer Duct Repair Services (per call) 1 Each

6. Evaluation and Selection Criteria

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

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No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience and Qualifications

• Compliance with all specified requirements and standards

• Firm and Staff Experience

Points Based 30 (30% of Total)

2. Proposed Approach to Performing the

Required Services

• Proposed maintenance schedule

Points Based 20 (20% of Total)

3. Price Proposal N/A N/A

7. Instructions to Proposers

7.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on NO VALUE, at NO VALUE, to be held at NO VALUE and site visit, following the pre-proposal conference. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

The site visit will cover:

• Site Visit Schedule Pending

7.2. Communications

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

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

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

7.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, Page 13 of 17 Release date of May 4, 2026 for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

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

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

C. Commencement of Performance

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

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.

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7.4. Term

Public Works - Facilities Services - FMO is issuing Request for Proposal (RFP) No. 2026-RFP-00238 for

Dryer Duct Maintenance and Repair Services.

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

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

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

8. Terms and Conditions for Receipt of Proposals

8.1. Errors, Omissions and Inquiries regarding the RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in eProcurement portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery, but in no event later than five business days prior to the deadline for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in eProcurement portal.

8.2. Objections to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the department, via eProcurement portal, setting forth with specific grounds for the objection.

8.3. Addenda

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as Addenda on eProcurement portal. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all Addenda issued by the County prior to the proposal due date regardless of when a proposal is submitted. Therefore, the County recommends that proposers consult eProcurement portal frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

8.4. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for the duration of the proposed agreement term and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

8.5. Revision or Withdrawal of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original on or before the proposal due date.

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A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

8.6. Errors and Omissions in Proposal

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

8.7. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract.

8.8. Financial Responsibility

The County shall have no financial responsibility for any costs incurred by a firm in responding to this

RFP or participating in any presentations or negotiations.

8.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

8.10. Public Record

A. General

1. All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review.

2. Any contract arising from this RFP will be a public record.

3. The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer.

4. Submission of any materials in response to this RFP constitutes:

▪ Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

▪ Waiver of all claims against the County and/or its officers, agents, or employees that the

County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

▪ Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

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▪ Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

8.11. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue an RFP;

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

8.12. No Waiver

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by a proposer to observe any provision of this RFP.

8.13. Cooperative Agreement (Piggyback)

This competitive solicitation is being conducted as a Cooperative Procurement. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a

Cooperative Agreement.

This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result. At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

9. Protest Procedures

9.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to

Page 17 of 17 Release date of May 4, 2026 represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

9.2. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the County has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the

County on or before the fifth working day after the County's issuance of the notice of intent to award.

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

9.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally

(e.g., by telephone) will not be considered. Protests must be delivered to:

Protests@smcgov.org

Subject: Dryer Duct Maintenance and Repair Services, 2026-RFP-00238