Electronic_Plan_Review_Software.pdf

REQUEST FOR PROPOSAL

2022-GEN-0010

ELECTRONIC PLAN REVIEW SOFTWARE

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: March 16, 2022

DEADLINE FOR QUESTIONS: March 30, 2022

RESPONSE DEADLINE: April 13, 2022, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

Electronic Plan Review Software

I. Definitions II. Introduction

III. Proposer's Instructions IV. Basis for Award V. Final Acceptance

VI. Project Details VII. Vendor Submissions

VIII. Sacramento County General Terms and conditions IX. Additional Terms and Conditions X. Environmental Purchasing Policy

XI. Web Accessibility Policy XII. Security Supplemental - Terms and Conditions

Attachments:

A - Electronic Plan review RFP Document

C - Appendix G - 22-GEN-0010 Insurance Ideminty Requirements RM

H - Appendix Z1 - Sacramento County Sample Contract

J - Appendix Z - Technology Acceptable Use Policy

Request for Proposal #2022-GEN-0010 Title: Electronic Plan Review Software

1. DEFINITIONS

Response: The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default: A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination: A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. INTRODUCTION

2.1. Summary

The Sacramento County Contract & Purchasing Services Division is releasing a Request for Proposals

(RFP) on behalf of the Department of Technology and the Department of Community Development to procure an Electronic Plan Review System that requires minimal additional programming and can be implemented within a reasonable period of time.

The purpose of this Request for Proposal (RFP) is to solicit proposals for a commercial-off-the-shelf

Electronic Plan Review Software System that is in compliance with California State laws governing electronic data storage and transfer. The RFP should be responded to by firms who currently supply

Electronic Plan Review solutions that are being used in production in California. In addition to the software solution, the County is seeking solution implementation, project management, application maintenance, data migration and system integration services.

Please review the attachments and Appendices carefully for detailed instruction, specifications and requirements.

Any exceptions to the RFP requirements, terms or conditions must be documented in the "Solicitations

Exceptions" response field of the Vendor Submission section, item # 15.

All questions must be submitted via ProcureNow.com no later than 03/30/2022 4PM PST. All questions and all answers will be shared with all proposers.

Do not wait until the deadline to submit your questions. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the bidder of any responsibilities under this solicitation or any subsequent contract.

It is the responsibility of the bidder to ensure that he/she received responses to questions if any are issued. Only written answers posted via ProcureNow will be binding. All questions and answers will be shared with all bidders.

Your proposal will be due on 04/13/2022 4:00 PM PST.

Contact the website’s vendor support via Chat utilizing the "Blue Button" on the bottom right screen or by email at support@procurenow.com for any technical issues with this website.

Note: You are required to respond to this RFP solicitation via ProcureNow. No hardcopy responses will be accepted. All required bid documents are to be completed, uploaded and your response submitted before the stated due date and time. Incomplete submission may be deemed non-responsive.

RFP responses will be considered valid for 120 days after RFP closing date.

The County reserves the right not to award from this solicitation.

2.2. Contact Information

Chris Anderson

Senior Contract Services Officer

9660 Ecology Ln.

Sacramento, CA 95827

Email: andersonch@saccounty.gov

Phone: (916) 874-7034

Department:

DGS: CAPSD - Procurement

Department Head:

Craig Rader

Purchasing Agent

2.3. Timeline

Release Project Date March 16, 2022

Question Submission Deadline March 30, 2022, 4:00pm

Addendum Issued (if necessary) April 4, 2022, 4:00pm

Submission Deadline April 13, 2022, 4:00pm

Award Contract May 11, 2022 mailto:andersonch@saccounty.gov tel:(916)874-7034

3. PROPOSER'S INSTRUCTIONS

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: Electronic Transfer; Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. BASIS FOR AWARD

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of 120 calendar days after bid closing date above.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

4.1. Scoring Criteria

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

The County reserves the right to make a single award, multiple awards, or no award at all to this RFP, or to procure any materials, equipment or services specified in this RFP by any other means, or to determine that no project will be pursued. In addition, the RFP may be amended, canceled, or reissued as necessary to meet requirements. The County reserves the right to waive or correct any informalities and minor irregularities in proposals received. The County reserves the right prior to submission deadline for proposals, to 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.

4.2. Scoring and Evaluation factors

Scoring and Evaluation Factors

The evaluation factors reflect the totality of considerations to be used in evaluating the requested

Proposal responses. While cost is important, other factors are also significant, and the County may not select the lowest cost proposal. The objective is to choose the proposal that offers the highest quality product and services and will achieve the project’s goals and objectives within a reasonable budget.

All proposals will be evaluated by a County designated Evaluation Committee consisting of key County stakeholders. All proposals will be evaluated using the same criteria and with the same amount of possible points. Evaluations will be based on the criteria listed below, which corresponds to information requested in various sections of the proposal:

Phase 1

• Proposer’s minimum qualifications (pass/fail)

• Proposer’s response to Solution Requirements

• Proposer’s response to Narrative Response

• Proposer’s support and maintenance plan

• Proposer’s organization and experience

• Proposer’s response to Technical Requirements

• Proposer’s project management and deployment methodology

Phase 2

• Proposer’s demonstration

• Total Costs

• Proposer’s references

4.3. Evaluation Phases

Evaluation Phases

The evaluation process will be completed in two phases. The first phase will evaluate the timely submitted written proposals including minimum qualifications, organization and experience, solution requirements, narrative response, technical requirements, project management and deployment methodology, support and maintenance. Proposals that do not include all relevant required forms and sections, or do not meet minimum qualifications, are subject to rejection without further evaluation.

Based on the scores from the proposal evaluation, the Evaluation Committee will determine which

Proposers will be invited to participate in the second phase.

The second phase will evaluate proposer demonstrations, customer references, and costs. Phase 2 will consist of in-person product/ Zoom demonstrations from invited Proposers. The product demonstrations may be held on-site at a County facility. Proposers must bring a dynamic, working product to the demonstration for the County to evaluate. Product demonstrations will be scripted so that each Proposer follows a standardized outline; the County is not interested in a corporate or sales presentation. Proposers must be prepared to demonstrate their understanding of any requirement outlined within the proposal. The County reserves the right to ask additional questions during demonstrations to clarify the scope and content of the written proposal or demonstrated product.

During the demonstrations, County users may request to be given a chance for hands-on interaction and exploration in the solution demonstrated.

Points from Phase 1 (proposal review) will not be factored into the Phase 2 (live demonstration) evaluations.

During the course of evaluations, the Evaluation Committee may:

• Choose to contact officials from other jurisdictions regarding the Proposer, their prior work experience, and their ability to successfully complete the scope of services. The County may coordinate independent site visits with references provided to understand the product in a working environment.

• Request clarification or additional information from a Proposer in order to assist in the evaluation process. This process may not be used as an opportunity to submit missing documentation, change pricing, or make major revisions to the original response.

• Request work product examples for any documentation deliverables outlined in this proposal.

• Require changes in the scope of services, as deemed necessary by the County, before Contract execution.

• Invite additional Proposers from Phase 1 to participate in Phase 2 evaluations.

5. FINAL ACCEPTANCE

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

6. PROJECT DETAILS

6.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with

ProcureNow by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. Scope of Work or Project Details

This project is to source a new third party EDR application to accommodate larger file sizes in the plan review process across multiple County departments. The vendor chosen will be responsible for installing and maintaining the selected EDR, including providing training and materials for County staff.

Please see documents attached (section 13) titled: Electronic Plan Review RFP Document, Appendix G -

22-GEN-0010 Insurance Indemnity Requirements RM, Appendix Z1 - Sacramento County Sample

Contract, Appendix Z - Technology Acceptable Use Policy.

https://secure.procurenow.com/signup

7. VENDOR SUBMISSIONS

7.1. Proposal Requirements*

Confirm that you met all of the proposal requirements and confirm that you accept ALL of the County's terms and conditions including the following:

A. Sacramento County General Terms & Conditions

B. Additional Terms & Conditions

C. Sacramento County Insurance and Indemnification Requirements

D. Sacramento County IT Acceptable Use Policy

E. Sacramento County Sample Contract

F. Security Terms and Conditions

☐ Yes

☐ No

*Response required

7.2. Information Security Requirements*

Please download the below documents, complete, and upload.

• Information_Security_Requir...

*Response required

7.3. Minimum Qualifications Submittal*

Please download the below documents, complete, and upload.

• Appendix_R_-_Minimum_Qualif...

*Response required

7.4. Organization and Experience Submittal*

Please download the below documents, complete, and upload.

• Appendix_S_-_Organization_a...

*Response required

7.5. Solution Requirements Submittal*

Please download the below documents, complete, and upload.

• Appendix_T_-_Solution_Requi...

https://government-project.s3.us-west-2.amazonaws.com/14692/6a4b12ec-3187-447b-be8f-792f691e7555_Information_Security_Requirements.docx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1647540002&Signature=io6z9e9q8M9RffxtSlsvpjeaPl0%3D&response-content-disposition=attachment%3B%20filename%3D%22Information_Security_Requirements.docx%22 https://government-project.s3.us-west-2.amazonaws.com/17096/1c7a299a-60b1-48c4-98ef-d091c66be236_Appendix_R_-_Minimum_Qualifications.docx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1647540002&Signature=jJg%2B7ypeUCMK0WF%2FY2qdpQSC%2FCo%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_R_-_Minimum_Qualifications.docx%22 https://government-project.s3.us-west-2.amazonaws.com/17096/977aff9f-2d65-4ed7-8dcb-8effe881ae17_Appendix_S_-_Organization_and_Experience.docx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1647540002&Signature=400WOGwGhSXsjHzGDc0b%2FwzREww%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_S_-_Organization_and_Experience.docx%22 https://government-project.s3.us-west-2.amazonaws.com/17096/1a5eb58c-ea07-403d-97c7-b86c83217799_Appendix_T_-_Solution_Requirements_%284%29.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1647540002&Signature=Pfes0V8pPOTvddOcjI2lRxxkJi4%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_T_-_Solution_Requirements_%284%29.xlsx%22

*Response required

7.6. Narrative Response Submittal*

Please download the below documents, complete, and upload.

• Appendix_U_-_Narrative_Resp...

*Response required

7.7. Technical Requirements Submittal*

Please download the below documents, complete, and upload.

• Appendix_V_-_Technical_Requ...

*Response required

7.8. Project Management Submittal*

Please download the below documents, complete, and upload.

• Appendix_W_-_Project_Manage...

*Response required

7.9. Support and Maintenance Submittal*

Please download the below documents, complete, and upload.

• Appendix_X_-_Support_and_Ma...

*Response required

7.10. Separate Cost Proposal*

Please download the below documents, complete, and upload.

• Appendix_I_-_Pricing.docx

*Response required

7.11. EDR Stamp Design - indicate acceptance

Please download the below documents, complete, and upload.

• Appendix_Z2_-_Sacramento_Co...

7.12. Confidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the https://government-project.s3.us-west-2.amazonaws.com/17096/607eae8b-0895-4a95-9004-06caad3c502e_Appendix_U_-_Narrative_Response.docx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1647540002&Signature=4mxolfCZZWf%2BHtKiyufdQzEBSj4%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_U_-_Narrative_Response.docx%22 https://government-project.s3.us-west-2.amazonaws.com/17096/06076ab9-02aa-47ce-8c8c-2563ad29443e_Appendix_V_-_Technical_Requirements_%281%29.docx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1647540002&Signature=jKfY7FcNReWXiJ1Nx7dZGEa5txM%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_V_-_Technical_Requirements_%281%29.docx%22 https://government-project.s3.us-west-2.amazonaws.com/17096/f3e6969d-4ab5-4181-9c54-1f3694e439d7_Appendix_W_-_Project_Management.docx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1647540002&Signature=uN3bqJ5MGm83WgIcXizvC3DkUrc%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_W_-_Project_Management.docx%22 https://government-project.s3.us-west-2.amazonaws.com/17096/d365127d-6f5e-40fc-b4d7-ce01053330ae_Appendix_X_-_Support_and_Maintenance.docx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1647540002&Signature=CTB%2FWF9Gjahi4MARIk%2FNLnijpXo%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_X_-_Support_and_Maintenance.docx%22 https://government-project.s3.us-west-2.amazonaws.com/17096/dcac8c98-c401-49cd-86bd-384487b8d629_Appendix_I_-_Pricing.docx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1647540002&Signature=bY9zf3EDLrsAiAXnzrTIkcHtBJA%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_I_-_Pricing.docx%22 https://government-project.s3.us-west-2.amazonaws.com/17096/7fc0abdb-0855-4ec1-8b3b-d270bef04452_Appendix_Z2_-_Sacramento_County_EDR_Stamps.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1647540002&Signature=b7k9LmaPfSxCPARiR7aMNKNHL0c%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_Z2_-_Sacramento_County_EDR_Stamps.pdf%22 legal basis of your claim in your proposal, and present such information HERE as part of your response package.

7.13. Contractor Certification of Compliance*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

CONTRACTOR hereby certifies that either:

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt)

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt)

☐ (c) each Principal Owner (25% or more), does not have any existing child support orders

☐ (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

7.14. Contractor Certification of Compliance Cont...*

New CONTRACTOR shall certify that each of the following statements is true:

A. CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

B. CONTRACTOR has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.

☐ Yes

☐ No

7.15. Solicitation Exceptions*

Please list all exceptions below referring to name of specific section and (where applicable) paragraph, subsection number, or other identifier. For each exception, please quote the statement(s) to which you are taking an exception, for reference during bid analysis. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.

Please include the following with every exception (if your company has no exceptions, type "N/A" in this field):

A. Page #

B. Section#/Title

C. Exception Description

*Response required

7.16. Non-Collusion Affidavit*

I state that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.

I state that:

A. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed below in the exceptions field (accept with exceptions).

B. That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and that they will not be disclosed before proposal opening.

C. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal/bid or other form of complementary proposal.

D. The proposal by my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

E. My firm, its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

F. No current or previous employee of the County of Sacramento (employed by County of

Sacramento within the last calendar year) has been involved or is currently involved in any manner, directly or indirectly, with bidder’s response or considerations in responding to this request.

I understand and my firm understands and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract. Any violation of this certification shall render bidder’s response invalid. In such a case, bidder’s response will be immediately disqualified.

☐ Please confirm

*Response required

7.17. Customer References*

Please download the below documents, complete, and upload.

• Appendix_H_-_Customer_Refer...

*Response required

7.18. Risk Assessment Questionnaire*

Please download the below documents, complete, and upload.

• Risk_Assessment_Questionnai...

*Response required

7.19. Procurement Opportunities Program - Local and Micro Business Preference

PURPOSE

The purpose of the Procurement Opportunities Program is to promote and enhance the utilization of local and small business enterprises in the County’s procurement and contracting processes. Small businesses contribute to the overall economic health of the community. Therefore, government has a compelling interest to provide economic opportunity to small businesses. The economic health of the community is dependent upon an active and thriving business community, including both large and small businesses. For this reason, the program is designed to provide procedural assistance and contracting information to any firm wishing to do business with the County. This program is not, however, intended to become a separate activity within the County’s procurement and contracting process. It is intended to be an integral part of the County’s standard procurement and contracting process.

INCENTIVES

Service and supply acquisition: For material, supply, construction and/or non-professional service contracts of less than $1,000,000 processed through the Department of General Services, Contract and https://government-project.s3.us-west-2.amazonaws.com/17096/e03d62a2-2f05-4995-8cfa-8913d149bbcc_Appendix_H_-_Customer_References.docx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1647540002&Signature=hVG1kSENZ80MztW%2Ba6JEYgJyvDs%3D&response-content-disposition=attachment%3B%20filename%3D%22Appendix_H_-_Customer_References.docx%22 https://government-project.s3.us-west-2.amazonaws.com/14692/69c0247d-f232-4964-94df-52ab07e78aa1_Risk_Assessment_Questionnaire.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1647540002&Signature=yN3IK2Pytc9hoFiPdyz4ClDt6PM%3D&response-content-disposition=attachment%3B%20filename%3D%22Risk_Assessment_Questionnaire.pdf%22

Purchasing Services Division, or through the Delegated Purchase Order (DPO) Program. The County of

Sacramento will award a two-percent (2%) price or point micro-business preference to State Certified

Micro-Business enterprises located within the Sacramento Regional Market Area (Sacramento, El

Dorado, Placer, Sutter, Yolo and Yuba Counties), and/or a five-percent (5%) price or point local business preference.

The Delegated Purchase Order program (a delegated purchasing program utilized by department “DPO

Buyers”) includes a provision requiring the departments to obtain multiple quotes based on the dollar amount of the purchase. This program will eliminate the quoting requirement if the DPO Buyer issues a

DPO to a certified micro-business in the Sacramento Regional Market Area. When obtaining multiple quotes, the DPO Buyer shall apply all applicable preferences stipulated in this program.

LOCAL BUSINESS PREFERENCE QUALIFICATIONS

Pursuant to Sections 2.56.420 and 2.56.440 of the Sacramento County Code, where applicable, a local price or point preference credit of 5% shall be granted to Local Business Enterprises on supply and non-professional service contracts of less than one million dollars ($1,000,000) to business enterprises located within Sacramento County when evaluating bids for material, supply, construction, and/or non-professional services acquisitions processed through the Department of General Services, Contract and

Purchasing Services Division or through the Delegated Purchase Order Program. In order to qualify for local preference, a vendor must meet all of the following criteria (as defined in SCC 2.56.420):

A. The business maintains its Principal Place of Business within the geographic boundaries of the

County of Sacramento.

1. Suppliers and professional truck drivers are not required to maintain their principal place of business within the County, but must maintain a Fixed Office within the County. Suppliers must also maintain a continuously stocked inventory within the County consistent with the type of goods for which the business is seeking a local preference. Professional truck drivers must also park their registered vehicles and trailers within the County when not under contract for use. The business may be required to submit to the County a copy of its rental or lease agreement evidencing its Fixed Office location.

B. The business must provide 50 percent or more of the contracted product from its own local inventory.

C. The business must possess a current County of Sacramento business license or a business license from a city within the County. If the business’s Fixed Office is located in a city that does not issue business licenses, the business must be current with the city’s business operations taxes or other business regulations.

D. The business has been established and conducting business activities in the County for at least six months preceding the due date of the bid/proposal for which a local preference is being sought. The business may be required to submit to the County evidence of its business activities within the Sacramento area during the preceding six months.

E. The business must have paid sales tax to either a city located within the County or to the County of Sacramento. The business may be required to submit to the County copies of its State of

California Board of Equalization sales and use tax returns.

This preference shall also be provided to Sacramento Regional Market Area businesses that meet the criteria of a Local Business Enterprise for the county in which they are located, provided that:

A. Those criteria are at least as stringent as section 2.56.420(d); and

B. The county in which such businesses are located also provides pricing preferences to businesses located within Sacramento County.

Bidders claiming local vendor preference for any Request for Bid, Price Quote, or Request for Proposal must submit an Affidavit of Eligibility (see page 3) with their bid, quote or proposal response, unless an approved affidavit is already on file.

For questions or assistance relating to the County of Sacramento’s Local Vendor Preference Policy, call the Contract & Purchasing Services Division at 916-876-6360 or visit our website at www.saccountybids.net.

Complete information regarding this program is located on the following website:

http://www.dgs.saccounty.net/capsd/Pages/County-Purchasing-Code.aspx#2.56.410

MICRO-BUSINESS PREFERENCE QUALIFICATIONS

Most County contracts are open to competitive bidding. It is the policy of the County to actively solicit participation by small business enterprises in its procurement and contracting activities. In order for the

County to readily find small businesses to solicit, businesses should (1) be certified with the State of

California, Office of Small Business and DVBE Services, or reciprocal agency, and (2) register with the

State of California, Department of General Services.

The County will accept certifications from the State of California, Office of Small Business and DVBE

Services, or reciprocating governmental agencies. The County will accept formal certifications from other agencies within the State of California for documentation purposes. For a firm to be eligible for a two-percent (2%) price preference, it must meet all of the following criteria (as defined in SCC 2.56.420):

A. formally certified micro-business, B. independently owned and operated, C. is not dominant in its field of operation, D. has its Principal Place of Business located in the Sacramento Regional Market Area, E. together with its affiliates, is either a service, construction, or non-manufacturing firm with twenty-five (25) or fewer employees, and

F. an average annual gross receipts of three million, five hundred thousand dollars ($3,500,000) or less over the previous three years.

COMPLETE THIS SECTION IF YOU QUALIFY FOR AND WISH TO CLAIM A 5% LOCAL VENDOR PREFERENCE

AND/OR A 2% MICRO-BUSINESS PREFERENCE (REFER TO PREVIOUS INFORMATION FOR QUALIFICATION

REQUIREMENTS).

To claim the local vendor preference (5%), complete the items in sections 18 and 19 below. To claim the micro-business preference, complete the items in sections 18 and 20 below. To claim both preferences

(7% combined), complete all sections 18 - 20. Incomplete forms may be rejected.

7.19.1. Does your company qualify for the Local Business Preference, and/or the Micro-Business Preference?*

Select "Yes" if your company meets either of the local/micro business preference qualifications above.

If you selected "No" then the remaining "Local/Micro Business" questions do not require a response

EXCEPT for the two (2) confirmations "Under penalty of perjury, the undersigned states that the foregoing statements are true and correct..."

☐ Yes

☐ No

*Response required

7.19.2. Legal name of Business and Physical Address (Also Include Mailing Address if different).

Enter the following information here:

A. Legal name of business

B. Physical street address, city, state & zip code

C. Mailing address (only if different from physical address)

7.19.3. Does your business have more than one office in the State of California?

If Yes, specify the office location considered as the point-of-sale for sales tax purposes:

A. Office Location: street address, city, state, zip code

7.19.4. For transactions which require sales tax, provide the Reseller Permit Number

Please enter the following information exactly as it appears on your permit:

A. Permit number

B. Company name

C. Street address, city, state, zip code

7.20. Procurement Opportunities Program - Local Business Preference Questionnaire

7.20.1. Is your Principal Place of Business located within the geographic boundaries of the County of Sacramento?

☐ Yes

☐ No

7.20.2. Does your business provide 50 percent or more of the contracted product from its own local inventory?

☐ Yes

☐ No

7.20.3. Does your business possess a current County of Sacramento business license or a business from a city within the County?

☐ Yes

☐ No

7.20.4. Has your business been established and conducting business activities in the County for at least six months preceding the due date of the bid/proposal for which a local preference is being sought?

☐ Yes

☐ No

7.20.5. Has your business paid sales tax to either a City located within the County or to the County of Sacramento?

☐ Yes

☐ No

7.20.6. Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. The undersigned also acknowledges that any person, firm, corporation or entity intentionally submitting false information to the County in an attempt to qualify for local preference shall be prohibited from bidding on Sacramento County products and services for a period of one

(1) year.*

☐ Please confirm

7.21. Procurement Opportunities Program - Micro-Business Preference Questionnaire

7.21.1. Is your business independently owned and operated?

☐ Yes

☐ No

7.21.2. Is your business not dominant in its field of operation?

☐ Yes

☐ No

7.21.3. Together with your affiliates, is your business either a service, construction, or non-manufacturing firm with twenty-five (25) or fewer employees?

☐ Yes

☐ No

7.21.4. Does your business have an average annual gross receipts of five million dollars ($5,000,000) or less over the previous three years?

☐ Yes

☐ No

7.21.5. Provide the company's State of California Small Business Certification Number and expiration date.

California Small Business Certification Number:

Expiration Date:

7.21.6. Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. The undersigned also acknowledges that any person, firm, corporation or entity intentionally submitting false information to the County in an attempt to qualify for local preference shall be prohibited from bidding on Sacramento County products and services for a period of one

(1) year.*

☐ Please confirm

8. SACRAMENTO COUNTY GENERAL TERMS AND CONDITIONS

A. BID/QUOTE/PROPOSAL/GENERAL CONDITIONS: All of the terms and conditions of the bid, quote, or proposal against which this purchase document is applied, are hereby incorporated.

B. SALES TAX NOT INCLUDED: Unless otherwise definitely specified, the unit prices do not include

California sales and use tax or Sacramento County sales and use tax.

C. CASH DISCOUNTS: In connection with any cash discount specified on this quote, time will be computed from the date of complete delivery of the supplies or equipment as specified, or from date correct invoices are received in the County Auditor’s Office if the latter date is later than the date of delivery. For the purpose of earning the discount, payment is deemed to be made on the date of mailing of the County warrant or check.

D. AMERICANS WITH DISABILITIES ACT: As a condition of accepting a purchase order from the

County of Sacramento, the contractor certifies that their business entity is in compliance with the Americans With Disabilities Act of 1990, as amended. Failure to certify shall prohibit the award of a purchase order to the contractor.

E. HOLD HARMLESS: The contractor shall hold the County of Sacramento, its officers, agents, servants and employees harmless from liability of any nature or kind because of use of any copyrighted, or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used under this order, and agrees to defend, at his own expense, any and all actions brought against the County of Sacramento or himself because of the unauthorized use of such articles.

F. DEFAULT BY CONTRACTOR: In case of default by contractor, the County of Sacramento may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the contractor, the difference between the price named in the contract or purchase order and actual cost thereof to the County of Sacramento. Prices paid by the County shall be considered the prevailing market price at the time such purchase is made. Periods of performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the Purchasing Agent.

G. RIGHT TO AUDIT: The County of Sacramento reserves the right to verify, by examination of contractor’s records, all invoiced amounts when firm prices are not set forth in the purchase agreement.

H. ASSIGNMENT: (a) This award is not assignable by contractor either in whole or in part, without the prior written approval of the Purchasing Agent of the County of Sacramento. (b) In submitting a quote to a public purchasing body, the quoter offers and agrees that if the quote is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) & the Cartwright Act

(Chapter 2 [commencing with Section 16700] of part 2 of Division 7 of the Business and

Professions Code), arising from the purchases of goods, materials, or services by the quoter for sale to the purchasing body pursuant to the quote. Such assignment shall be made and become effective at the time the purchasing body tenders final payment.

I. APPLICABILITY TO HEIRS: Time is of the essence of each and all the provisions of this agreement, and, subject to the limitations of Paragraph 8, the provisions of this agreement shall extend to and be binding upon and inure to the benefits of the heirs, executors, administrators, successors, and assigns of the respective parties hereto.

J. F.E.T. EXEMPTION: Sacramento County is exempted from payment of Federal Excise Tax. No federal tax shall be included in price.

K. CHARGES NOT INCLUDED ON FACE NOT ACCEPTABLE: No charge will be accepted for packing, boxing, or cartage, except as specified in the Notice of Award. Freight collect shipments will not be accepted. Merchandise will not be accepted if payment is to be made at the time of delivery.

L. TITLE: Except as otherwise expressly provided herein, title to and risk of loss on all items shipped by seller to buyer shall pass to the buyer upon buyer’s inspection and acceptance of such items at buyer’s building.

M. CHANGES WITHOUT NOTICE PROHIBITED: No changes in price, quantity or merchandise will be recognized by the County of Sacramento without written notice of acceptance thereof prior to shipment.

N. ALL UNDERSTANDINGS IN WRITING: It is mutually understood and agreed that no alteration or variation of terms of this award shall be valid unless made in writing and signed by the parties hereto, and that no oral understandings or agreements not incorporated herein, and no alterations or variations of the terms hereof unless made in writing between the parties hereto shall be binding on any of the parties hereto.

O. FORCE MAJEURE: The contractor will not be held liable for failure or delay in the fulfillment of conditions of purchase order/contract if hindered or prevented by fire, strikes, or Acts of God.

P. INVOICING: Upon submission of itemized invoices, in duplicate, payment shall be made of the prices stipulated herein for supplies delivered and accepted or services rendered and accepted, less deductions, if any, as herein provided. Payment on partial deliveries may be made whenever amounts due so warrant or when requested by the contractor and approved by the

Purchasing Agent.

Q. SPECIAL CONDITIONS: Buyer’s standard terms and conditions shall govern any contract awarded. If, after award of contract, contractor provides additional terms or conditions, they shall be considered void. To the extent not otherwise stated in the contract, the California

Commercial code shall apply.

R. INFORMATION TECHNOLOGY ASSURANCES: Contractor shall take all reasonable precautions to ensure that any hardware, software, and/or embedded chip devices used by contractor in the performance of services under this agreement, other than those owned or provided by County, shall be free from viruses. Nothing in this provision shall be construed to limit any rights or remedies otherwise available to County under this agreement.

S. CHILD, FAMILY, AND SPOUSAL SUPPORT: Contractor hereby certifies that either: (a) The

Contractor is a government or non-profit entity; or (b) the Contractor has no Principal Owners

(25% or more); or (c) each Principal Owner (25% or more) does not have any existing child support orders; or (d) Contractor’s Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the Department of Child Support Services or the court. New

Contractor shall certify that each of the following statements is true: (a) Contractor has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; (b) Contractor has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance; and NOTE: Failure to comply with state and federal reporting requirements regarding Contractor’s employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under any contract with the

County. Failure to cure such default within 90 days of notice by the County shall be grounds for termination of contract.

T. COMPLIANCE WITH ALL LAWS, LICENSES AND PERMITS: In the performance of their duties, Contractor shall comply with all applicable federal, state, and county statutes, ordinances, regulations, directives, and laws and this contract shall be deemed to be…