E-WASTE_RECYCLING_SERVICES_(Addendum_#3_Revision).pdf

County of Orange, County Executive Office - CPO

Invitation for Bid for E-WASTE RECYCLING SERVICES IFB # 017-2994901-RE

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

COUNTY OF ORANGE

County Executive Office - CPO

PROCUREMENT SERVICES

400 W. Civic Center Dr.

Santa Ana, CA

92701

Date: Thursday, January 15, 2026

INVITATION FOR BIDS

FOR: E-WASTE RECYCLING SERVICES

BID MUST BE RECEIVED BEFORE:

February 13, 2026 / 2:00 pm

IFB # 017-2994901-RE

Procurement Services Regular Office Hours:

8:00 AM to 5:00 PM

Monday through Friday

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

Table Of Contents

1. General Information

2. General Instructions

3. Protest Procedures

4. Scope of Work

5. OCLSB and DVBE Preference Policies Certification Requirements

6. Electronic Fund Transfer (EFT)

7. Pricing

8. Vendor Responses

Attachments:

A - Exhibit - E-Waste Collection Log - Capital Assets (1)

B - Exhibit - E-Waste Collection Log - Non-Capital Assets (1)

C - Copy_of_County_of_Orange___2024_Processed_e-Waste_Material

D - Draft Model Contract

Invitation for Bid for E-WASTE RECYCLING SERVICES

County of Orange IFB

County Executive Office - CPO - E-WASTE RECYCLING SERVICES, 017-2994901-RE

SECTION 1. General Information

1.1 BACKGROUND

Contractor shall provide E-waste Disposal and Recycling Services for the County of Orange and its partner entities. Contractor shall be regularly and continuously engaged in the business of providing such services and shall possess all necessary professional credentials, permits, licenses, and certifications required to perform the services as specified in Attachment A, Scope of Work.

The County of Orange is a government organization comprised of 22 individual departments employing over 18,000 individuals with facilities located throughout a 948 –square-mile service area. Contractor shall perform all Services in a cost effective, secure, and environmentally responsible manner. Services shall include handling, transportation, data destruction, disposal, and recycling of E-waste. The County makes no guarantee regarding the quantity, quality, or frequency of E-waste, CRTs, or service requests.

1.2 IMPORTANT NOTICE

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

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

1.3 CLARIFICATION/INTERPRETATION

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

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

Answer section by Monday, February 2, 2026 before 2:00 pm.

1.4 COMMUNICATION

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

Invitation for Bid (IFB). All questions regarding this solicitation must be submitted via the Question &

Answer section of this solicitation within the County’s eProcurement Portal at:

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

County's Deputy Procurement Agent, Carlos Alvarez, carlos.alvarez@ceo.oc.gov, will provide all official communication concerning this IFB.

1.5 BID VALIDITY

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

1.6 LOBBYISTS

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

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District

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

Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor Hugh Nguyen, Clerk-Recorder

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

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

SECTION 2. General Instructions

2.1 REVIEW

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

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

2.2 RESPONSIVENESS

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

2.3 BID SUBMISSION

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

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

mailto:procurement-support@opengov.com

2.4 AWARD

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

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

Contract, Article-Insurance

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

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

2.5 PRICING

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

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

C. Scope of Work: Bids shall be submitted only for the items and/or services as stated in the

Scope of Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

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

E. Profit: The net amount of profit will remain firm for the entire term of the

Contract. Contract adjustments which increase Contractor’s profit will not be allowed.

F. Price Decreases: All price/rate decreases will automatically be extended to the

County. Please reference Paragraph – Price Increase/Decrease provision for additional information.

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

2.6 SUBSTITUTIONS

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

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

2.7 DISCREPANCIES

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

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

2.8 BID EXPENSES

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

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

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

2.9 ACCEPTANCE/REJECTION/AWARD

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

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

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

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

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

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

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

Bidder’s acceptance of County of Orange terms and conditions.

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

County DPA as final.

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

2.10 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

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

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

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

Contract.

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

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

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

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

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

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

County.

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

2.11 JOINT BIDS

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

2.12 UNFAIR PRACTICES AND OTHER LAWS

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

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

2.13 INDEPENDENCE OF BID

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

2.14 AMERICANS WITH DISABILITY ACT (ADA)

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

2.15 DUNS NUMBER

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

2.16 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

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

SECTION 3. Protest Procedures

PROTEST PROCESS

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

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

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

C. The solicitation or contract number;

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

Protest of Solicitation Specifications:

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

Agent (DPA), Carlos Alvarez at carlos.alvarez@ceo.oc.gov, no later than five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

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

Protest of Award of Contract:

A. Protests related to the award of a contract must be submitted to the Deputy Procurement

Agent, Carlos Alvarez at carlos.alvarez@ceo.oc.gov, no later than five (5) business days after the Notice of Intent to Award is provided by the DPA.

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

Protest Process

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

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

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

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals Board, in accordance with the process stated below.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy Procurement Agent’s decision, a written appeal to the Office of the County Procurement Officer.

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

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

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

Appeals Board.

mailto:CPOAppeals@ocgov.com

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

SECTION 4. Scope of Work

4.1 BACKGROUND:

Contractor shall provide E-waste Disposal and Recycling Services for the County of Orange and its partner entities. Contractor shall be regularly and continuously engaged in the business of providing such services and shall possess all necessary professional credentials, permits, licenses, and certifications required to perform the services as specified in Attachment A, Scope of Work.

The County of Orange is a government organization comprised of 22 individual departments employing over 18,000 individuals with facilities located throughout a 948 –square-mile service area. Contractor shall perform all Services in a cost effective, secure, and environmentally responsible manner. Services shall include handling, transportation, data destruction, disposal, and recycling of E-waste. The County makes no guarantee regarding the quantity, quality, or frequency of E-waste, CRTs, or service requests.

4.2 DEFINITIONS:

The following definitions of terms and acronyms apply unless otherwise stated.

Chain of Custody means documented tracking of E-waste and data-bearing devices from the point of

County release through final processing, including signatures, timestamps, and unique identifiers.

Contractor means the awarded firm, including its employees, agents, affiliates, and authorized subcontractors.

Contractor Personnel means all individuals performing Services under this Contract on behalf of the

Contractor.

County Data means all County-related data, records, and information made available to Contractor during performance of the Services.

Covered Electronic Device (CED) means a cathode ray tube, flat panel display, or other similar video display device with a screen size greater than four (4) inches measured diagonally.

CRT (Cathode Ray Tube) means a video display device containing leaded glass and considered hazardous waste when discarded.

Department means the County of Orange department requesting Services.

Destruction means irreversible elimination of data so that it cannot be recovered, in accordance with the

Data Destruction Services Requirements section. This is especially critical for data security and compliance with regulations and standards.

Disposal is defined as the final treatment of E-waste after destruction/data sanitization for recycling electronic materials in compliance with California environmental requirements.

DPA means the assigned County Deputy Procurement Agent.

Electronic Waste (E-waste) includes computers, monitors, printers, circuit boards, storage devices, audiovisual equipment, peripherals, batteries, and related electronic components.

Handling means safe collection, sorting, and preparation of E-waste.

Secure Storage means locked, access-controlled facility with surveillance and physical security measures preventing unauthorized access to County materials.

Sensitive Information means any data or information stored, processed, or transmitted by electronic devices, which, if disclosed, accessed, or misused, could result in harm to individuals, organizations, or regulatory non-compliance. This includes, but is not limited to, Personal Identifiable Information (PII), Protected Health Information (PHI), or Criminal Justice Information (CJI).

Service(s) means all duties and responsibilities described in Attachment A – Scope of Work.

Site means a single County address or facility, which may have multiple agencies/departments and/or multiple containers located throughout the building.

Transportation means the secure and compliant movement of E-waste to authorized processing facilities.

4.3 HOURS OF OPERATIONS AND COMMUNICATION:

Contractor shall maintain a telephone and electronic communication coverage Monday through Friday, 8:00 a.m. to 5:00 p.m. PT, excluding County holidays, with emergency after-hours contact capability.

Contractor shall respond to calls or emails within no later than four (4) hours after receipt. Any calls/emails received after 3:00 p.m. on Fridays shall be addressed by the following business day unless designated as urgent.

Contractor shall provide an emergency escalation contact available 24/7 for urgent data-security or hazardous-material incidents.

Services shall be performed during normal County’s hours of operations, unless other arrangements are made with each County site Coordinator.

Contractor personnel shall direct all inquiries and/or requests to the County’s designated representative(s).

4.4 REGULATORY AND CERTIFICATION REQUIREMENTS:

Contractor shall comply with all applicable federal, state, and local laws, regulations, and codes, including but not limited to the Electronic Waste Recycling Act of 2003, SB 20, SB 50, Title 22

California Code of Regulations, Department of Toxic Substances Control (DTSC), California Department of Resources Recycling and Recovery (CalRecycle), Certified Unified Program Agency (CUPA), Occupational Safety and Health Administration (OSHA) requirements, California Business and

Professions Code (Sections 12500 and 12700 et seq.), and any successor or amended regulations.

Contractor shall maintain approval as a CalRecycle-certified Recycler.

In the alternative, if Contractor does not hold such certification, Contractor shall utilize a subcontractor that is a CalRecycle-certified Recycler to perform all Covered Electronic Waste (CEW) processing and all

SB 20/SB 50 reporting required under this IFB.

Use of a CalRecycle-certified subcontractor for these services shall be deemed to satisfy the IFB’s

Recycler certification requirement, provided that the subcontractor is identified in the bid and approved by County prior to award.

Any subcontractor performing CEW processing or SB 20/SB 50 reporting must maintain CalRecycle

Recycler certification for the duration of the Contract.

Contractor shall maintain current e-Stewards® and/or R2 certification.

Contractor shall possess a minimum of five (5) years of experience providing E-waste recycling and data destruction services.

In 2005, the State implemented SB20 and SB50, which provides a reimbursement system for authorized collectors and recyclers of specified Covered Electronic Devices (CED). Contractor shall become the

State certified Collector and/or Recycler performing collection of Covered Electronic Waste (CEW) on

Behalf of the County and shall submit all documentation as required by legislation and provide copies to

County Project Manager. Other electronics not covered under SB20/50 shall also be collected for recycling.

• At such time legislation provides reimbursement for electronic waste currently not covered under

SB20/SB50, the Contractor shall be expected to negotiate terms of reimbursement and obtain any necessary certifications from the State to qualify for reimbursement claims. The Contractor shall work with various recyclers, waste haulers, manufactures of equipment, and/or point of sale retailers.

Contractor shall perform all work in accordance with generally accepted industry standards and practices for efficient operations, following all safety regulations and conform to ANSI-ASQ National

Accreditation Board (ANAB) standards and for the products utilized under this Contract.

Contractor shall notify the County within five (5) business days of any lapse, suspension, or revocation of required certifications, permits, or licenses.

Any subcontractor engaged by the Contractor to perform services under this IFB shall also comply with all applicable federal, state, and local laws, regulations, and codes referenced above, including but not limited to the Electronic Waste Recycling Act of 2003, SB 20, SB 50, CalRecycle requirements. The

Contractor shall be responsible for ensuring that all subcontractors maintain the required certifications and regulatory compliance necessary to perform Covered Electronic Waste collection, processing, or reporting activities unless otherwise stated in writing by the County.

4.5 OPERATIONAL REQUIREMENTS:

Contractor must comply with all applicable County department rules of conduct, policies, and procedures while on County premises.

Contractor shall be responsible for obtaining and providing all permits, licenses, and registrations required by the State of California.

Contractor shall provide all labor, containers, bins, pallets, packaging materials, and equipment necessary for E-waste collection and handling, at no additional cost unless otherwise specified in the Contract pricing schedule.

Contractor shall provide container(s) or truck(s) for loading E-waste. Contractor shall leave container(s) or truck(s) on County property when requested by County department.

Contractor shall be responsible for all transportation costs associated with the Services.

Contractor shall manage E-waste to the "highest and best use" with minimal amount of disposal, including de-manufacturing, destruction to base components, or smelting where appropriate.

Contractor shall perform data destruction of all hard drives and electronics containing sensitive information shall be dismantled and render the data storage plates destroyed and unusable or irrecoverable.

Contractor shall provide secure storage facilities for all County E-waste that include:

• Access-controlled entry;

• 24/7 video surveillance;

• Segregation of County materials from other customers’ materials;

• Protection from weather, theft, and unauthorized access.

Contractor shall immediately notify the County of any suspected or confirmed data-security incident involving County materials.

Title to all E-waste transfers to the Contractor upon pickup from the County site, except for data-bearing devices, for which title transfers only after data destruction is completed and certified. All revenue derived from materials after title transfer shall be subject to the revenue-sharing terms of this Contract.

4.6 PUBLIC E-WASTE COLLECTION EVENTS:

The County may conduct planned public E-waste collection events. At no cost to the County, Contractor shall provide secure containers, replace containers as they become full, and remove collected E-waste as directed by the County.

Contractor personnel participating in public events must comply with ADA accessibility requirements and provide multilingual signage when requested by the County.

4.7 SERVICE LEVELS AND PICKUP REQUIREMENTS:

Contractor shall provide pickup services within five (5) business days of notification. Failure to meet the five (5) business-day pickup requirement may result in corrective action, withholding of payment, or other remedies as defined in the Contract.

Contractor shall provide a receiving report within forty-eight (48) hours of each pickup or service request.

Receiving reports must be submitted in a County-approved format. Contractor shall provide one copy of this report to the department requesting services and one copy to County Procurement Office.

The itemized listing shall contain the minimum following information:

A. Name of department and address;

B. Department number;

C. Name of County department contact person;

D. Date and time of collection;

E. Receiving report reference number;

F. Total weight and unit of CRT’s collected;

G. Total weight and unit of other CEW’s collected;

H. Tare (weight of container or packaging used to wrap goods);

I. Revenue due for E-waste received;

J. Data destruction charges;

K. Sorting/palletizing charges;

L. Any other specific information as requested by County department.

Contractor shall reconcile all discrepancies in reported weights or counts within five (5) business days of

County notification.

Contractor shall test all (non-recycled) waste materials leaving its facility to ensure that all hazardous substances are disposed of in accordance with all applicable federal, state, and local requirements.

If E-waste is transported for disposal or out-of-state processing, Contractor shall provide a bill of lading or manifest required by the state in which the receiving facility is located. Subsequent copies of the bill of lading or manifest signed by transporters and/or receiving facilities must be provided to the County

Procurement Office as required by applicable laws and regulations.

4.8 DATA DESTRUCTION SERVICES REQUIREMENTS:

All devices containing Sensitive information shall undergo secure data destruction prior to reuse, recycling, or disposal, whether performed on-site or off-site.

Approved data destruction methods include:

• Software-based wiping compliant with NIST SP 800-88 Rev. 1;

• Physical destruction (e.g., shredding, crushing, drilling);

• Degaussing for applicable magnetic media.

Contractor shall maintain a chain of custody documentation and provide Certificates of Data Destruction to the requesting Department and County Procurement Office. Chain of custody documentation must include:

• Unique tracking ID;

• Pickup data/time;

• Signatures from County and Contractor personnel;

• Transporter information;

• Final processing location.

Data destruction must comply with California Civil Code § 1798.81, California Consumer Privacy Act

(CCPA) and California Privacy Rights Act (CPRA), and applicable federal laws.

When requested to perform on-site data destruction of devices containing Sensitive information, the

Contractor shall provide trained personnel, appropriate protective equipment, necessary machinery, labor, materials, tools, and transportation—including travel and mileage—to complete the data destruction in accordance with this Contract.

Contractor shall provide one (1) copy of Certificates of Data Destruction to requesting department and one (1) copy to County Procurement Office. Certificates of Data Destruction must be provided within ten

(10) business days of service completion unless otherwise approved by the County. The following minimum information shall be included in the Certificates of Data Destruction documents provided by the

Contractor:

A. Name of department and address;

B. Department number;

C. Receiving report reference number;

D. Item description;

E. Product make;

F. Product model number;

G. Product serial number, and;

H. Any other information requested by the County department.

Contractor shall not export data-bearing devices or components outside the United States for processing.

4.9 RECYCLING REQUIREMENTS:

All e-waste shall be recycled through certified recyclers and shall not be landfilled or incinerated.

The Contractor shall provide Certificates of Recycling and comply with SB 1215 requirements for battery-embedded products.

Reuse and refurbishment are encouraged where feasible, provided data destruction requirements are satisfied.

Contractor shall disclose all downstream vendors and processing facilities upon request and shall not use any facility that violates environmental or labor regulations.

No E-waste or components may be exported to non-OECD (Organisation for Economic Co-operation and

Development) countries.

4.10 REPORTING RESPONSIBILITIES AND DOCUMENTATION:

Contractor shall provide the following reports to the County Procurement Office at no cost to the

County. All reports must be submitted electronically in a County-approved format.

A. Capital Asset reporting. The Contractor understands that capital assets are important to County of Orange and must be handled with care. The report should list each item by its asset tag or serial number and confirm proper processing.

B. Monthly report of E-waste received.

C. Quarterly and annual recycling summary reports, including landfill diversion calculations using a methodology approved by the County;

D. Copies of all regulatory reports submitted on Behalf of the County;

E. Certificates of Data Destruction and Recycling;

F. Any ad hoc report requested by the County.

Contractor shall retain all records related to Services for a minimum of seven (7) years or as required by law.

Contractor shall provide documentation supporting all revenue calculations, including commodity pricing, resale values, and State reimbursement claims. Upon request, Contractor shall disclose downstream sales records, settlement sheets, and supporting documentation used to determine revenue owed to the County.

4.11 STATE REGULATORY REPORTING ON BEHALF OF THE COUNTY:

Contractor shall prepare, submit, and file on behalf of the County of Orange all reports, manifests, reimbursement claims, notifications, certifications, and other documentation required by the State of

California or any state agency related to Services performed under this Contract.

Contractor shall ensure all submissions are accurate, complete, timely, and compliant with applicable laws and regulations. Copies of all submissions and proof of filing shall be provided to the County

Procurement Office within five (5) business days of submission.

The County shall not be required to submit duplicative reports for Services performed by Contractor unless expressly required by law.

Contractor shall indemnify the County for penalties or costs arising from inaccurate or late submissions caused by Contractor error.

All SB20/SB50 reimbursement funds received for Covered Electronic Waste collected on behalf of the

County shall be reported and remitted to the County in accordance with the Contract’s revenue-sharing terms. Contractor shall provide copies of all reimbursement submissions and State payment confirmations.

4.12 COUNTY RESPONSIBILITIES:

County shall provide Site access, designate department contacts, and supply collection logs or reporting templates as needed.

County personnel may access Contractor facilities, including secure storage and processing areas, for the purpose of inspection, audit, or verification of Services. Such access shall be subject to Contractor’s reasonable security protocols, including sign-in procedures, identification requirements, and safety rules.

Contractor may require advance scheduling for on-site visits; however, Contractor shall make all reasonable efforts to accommodate County requests in a timely manner and shall not unreasonably delay or restrict access necessary for the County to fulfill its oversight responsibilities.

4.13 COMPLIANCE AND AUDITS:

Contractor shall cooperate with audits and provide documentation upon request. Data protection and reporting obligations shall survive contract termination.

Contractor shall provide requested documentation within five (5) business days unless otherwise agreed.

The County may conduct on-site audits of Contractor and subcontractor facilities with reasonable notice.

The County may audit Contractor’s financial records related to this Contract, including downstream sales, commodity pricing, reimbursement claims, and revenue calculations. Contractor shall provide access within five (5) business days of request. If an audit identifies underpayment, Contractor shall remit the difference plus interest at the rate specified in the Contract.

4.14 ADDITIONAL WORK:

Upon County request, Contractor shall submit written proposals for Additional Work not included in this

Scope of Work. Pricing for Additional Work must follow the Contract’s established rate schedule unless otherwise negotiated. Contractor shall not commence such work without written authorization from the

County Project Manager.

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.

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.

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

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.

SECTION 5. OCLSB and DVBE Preference Policies Certification Requirements

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

Enterprise (DVBE) Preference Policies Certification Requirements

5.1 OCLSB:

Effective January 1, 2020, County of Orange Board of Supervisors adopted the OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

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

A. Local Business Requirements:

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

2. Has:

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

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

B. Small Business Requirements:

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

Services (DGS): and, C. Above requirements must be valid at the time of bid/proposal submittal.

5.2 DVBE:

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

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

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

Armed Forces.

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

(A) and (B) below:

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

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

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

ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS in the VENDOR RESPONSES.

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

CONSTRUCTION PROJECTS.

5.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

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

Enterprise (DVBE) Certification Requirements

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

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

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

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

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

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

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

B. OCLSB or DVBE Preference provides for the following:

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

1. Invitation for Bid – IFB

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

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

2. Request for Proposal - RFP

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

OCLSB or DVBE to obtain their final score. If the final score of any OCLSB or DVBE matches the final score of a non-OCLSB or non-DVBE, preference shall be given to the certified OCLSB. If two or more OCLSB or DVBEs have the same final score, the County shall determine the contract award based on the County’s best interest.

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

1. Business Certified as OCLSB and DVBE

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

D. Subcontractors

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

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

CONSTRUCTION PROJECTS.

SECTION 6. Electronic Fund Transfer (EFT)

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

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

SECTION 7. Pricing

A. Revenue Structure: Contractor shall compensate the County for eligible E-waste materials at the rates established in the Contract’s Pricing Schedule. Revenue shall be calculated based on verified weights or unit counts, using scales and measurement methods approved by the County.

Contractor shall not deduct fees, surcharges, or processing costs from revenue owed unless expressly authorized in the Contract.

B. Payment Schedule: Contractor shall remit all revenue owed to the County within thirty (30) calendar days of each receiving report, unless otherwise specified. Late payments may be subject to interest charges as defined in the Contract.

C. Prohibited Charges: Contractor shall not impose any fees, deductions, or offsets against revenue owed to the County unless expressly authorized in the Contract’s Pricing Schedule or approved in writing by the County. Contractor shall not impose any of the following unless in the Pricing

Schedule:

1. Fuel surcharges

2. Environmental fees

3. Market adjustment fees

4. Administrative fees (other than those listed above)

5. Deductions from revenue without County approval

6. Fees for containers, pallets, or packaging materials

D. Commodity Market Adjustments: Contractor shall notify the County in writing of any material changes in commodity pricing that may affect revenue. Any adjustments to revenue rates must be approved in writing by the County prior to implementation.

COVERED ELECTRONIC DEVICES (CED/CEW)

If a material category has negative market value, Contractor must disclose this in writing and obtain

County approval before applying any negative revenue or fees.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 CRT Devices - Includes TVs and monitors 1 Pound

2 Flat Panel Displays - LCD, LED, Plasma 1 Pound

3 Laptops/Tablets - Must include data destruction 1 Pound

4 CPUs/Desktops - Must include data destruction 1 Pound

5 Servers/Networking Equipment 1 Pound

6 Printers/Peripherals 1 Pound

7 Mixed Scrap Electronics 1 Pound

Line Item Description Quantity Unit of

Measure Unit Cost Total

8 Precious Metal Bearing Components -

Boards, chips, etc.

1 Pound

TOTAL

STATE REIMBURSEMENT REVENUE (SB20/SB50)

Contractor shall submit all reimbursement claims on behalf of the County and remit revenue as follows:

Payment Frequency (Monthly/Quarterly) Documentation required: • Copies of all reimbursement submissions • State payment confirmations • Weight logs and CEW documentation

Line Item Description Percentage Percentage

9 Percentage of State reimbursement payable to County %%

STATE REIMBURSEMENT REVENUE (SB20/SB50)

Contractor shall submit all reimbursement claims on behalf of the County and remit revenue as follows:

Payment Frequency (Monthly/Quarterly) Documentation required: • Copies of all reimbursement submissions • State payment confirmations • Weight logs and CEW documentation

Line Item Description Cost Unit Cost

10 Administrative fee retained by Contractor (if any) $$

DATA DESTRUCTION FEES

Line Item Description Quantity Unit of

Measure Unit Cost Total

11 On site hard drive shredding – includes Chain of Custody 1 Drive

12 On site device destruction 1 Unit

13 Off site destruction 1 Unit

HANDLING AND PROCESSING FEES

Line Item Description Quantity Unit of

Measure Unit Cost Total

14 Sorting and Palletizing E-waste at requesting Department location - Only if pre approved

1 Hour or

Pallet

15 Special handling (hazardous batteries, etc.) - Must comply with SB 1215 1 Pound or

Unit

TRANSPORTATION FEES

Line Item Description Quantity Unit of

Measure Unit Cost Total

16 Standard pickup - Only if not included in base services 1 Trip

17 Emergency pickup - Requires County approval 1 Trip

ADDITIONAL WORK RATES

The following rates apply to Additional Work authorized under the Contract:

Line Item Description Quantity Unit of

Measure Unit Cost Total

18 Labor Category - Technician 1 Hour

19 Labor Category - Supervisor 1 Hour

20 Labor Category - Project Manager 1 Hour

21 Equipment – Shredding equipment 1 Hour

22 Equipment – Liftgate truck 1 Hour

SECTION 8. Vendor Responses

8.1 BID VALIDITY: *

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

☐ Please confirm

*Response required

8.2 CONTRACTOR INFORMATION

8.2.1 Name of Bidder*

Please state the Name of Bidder here.

If Bidder is a corporation, the legal name of the corporation shall be set forth in this section as the Name of Bidder and the name, title, and person authorized to sign contracts on behalf of the corporation shall be stated as well.

If Bidder is a partnership or joint venture, the true name of the firm shall be set forth as the Name of

Bidder and the name of the partner authorized to sign contracts on behalf of the partnership or joint venture shall be stated as well.

If submittal of this bid or signature of any document submitted with this bid is by an agent other than an officer of a corporation or a member of a partnership, a Power of Attorney must be on file with County prior to Bid opening, or must be submitted with the Bid; otherwise, the Bid may be rejected as non-responsive. You may upload this power of attorney under Additional Information later in this bid response.

*Response required

8.3 COMPANY PROFILE & REFERENCES

8.3.1 Company Legal Name*

*Response required

8.3.2 Company Legal Status*

Please state the status here (Corporation, Partnership, Sole Proprietor, etc.)

*Response required

8.3.3 Active Licenses*

Please state all active licenses issued by the California State Contractor's License Board to the company whose legal name is above.

*Response required

8.3.4 Corporate Office Address*

What is the address of the company's corporate office? Please provide the full street/mailing address.

*Response required

8.3.5 Local Business Address(es)*

Please provide the local…