FACILITY_SECURITY_&_FIRE_SPRINKLER_SYSTEMS,_EQUIPMENT_AND_RELATED_SERVICES.pdf

COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE - CPO

REQUEST FOR PROPOSAL (RFP) (RFP)

FOR

FACILITY SECURITY & FIRE SPRINKLER SYSTEMS,

EQUIPMENT AND RELATED SERVICES

RFP NO. 017-2749801-JM-2

County of Orange RFP

County Executive Office - CPO - FACILITY SECURITY & FIRE SPRINKLER SYSTEMS, EQUIPMENT AND RELATED

SERVICES, 017-2749801-JM-2 Page 1 of 40

County of Orange

County Executive Office - CPO

Procurement Services

400 W Civic Center Dr

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release Project Date April 18, 2025

Question Submission Deadline April 28, 2025, 2:00pm

Proposal Submission Deadline May 7, 2025, 2:00pm

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

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Wednesday, May 7, 2025

2:00 pm https://procurement.opengov.com/portal/ocgov

SERVICES, 017-2749801-JM-2 Page 2 of 40

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. SCOPE OF WORK

SECTION 3. EVALUATION AND PROCESS CRITERIA

SECTION 4. PROPOSAL RESPONSE REQUIREMENTS

SECTION 5. PRICING PROPOSAL

SECTION 6. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - RCA-017-25010030 Facility Security and Fire Sprinkler Draft Contract

B - 2749801 - Contractors Additional Classifications - Optional

C - 2749801 - Contractors Manufacturers Operating Systems - Optional

SERVICES, 017-2749801-JM-2 Page 3 of 40

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County of Orange, County Procurement Office (hereinafter referred to as “County”), is soliciting proposals from qualified firms (hereinafter referred to as “Respondents”) for facility security, and fire sprinkler systems, equipment and related services. Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the Scope of Work herein.

Contract(s) awarded from this solicitation will be cooperative contract(s) known as a Regional

Cooperative Agreement (RCA), and may be utilized by all County of Orange departments as well as any Municipal, County, Public Utility, Hospital, Educational Institution, or any governmental organization or non-profit. There is no guarantee of usage.

Proposers may submit for one or both disciplines (facility security and/or fire sprinkler systems). Aggregate contracts may be awarded.

1.2 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Proposals are to be uploaded via the County's Online Bidding System at https://procurement.opengov.com/portal/ocgov

Note: This is a fully electronic Request for Proposals (RFP). Respondents must submit their proposals online via County’s online bidding system. Only electronic proposals will be accepted. Facsimile and e-mail proposals will NOT be allowed. For assistance on uploading proposals via County’s online bidding system, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the Contract Documents and the site of the proposed work carefully before submitting a Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this

Request for Proposals is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy

Purchasing Agent (DPA) via the County’s online bidding system under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s online bidding system. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

SERVICES, 017-2749801-JM-2 Page 4 of 40 online bidding system to ensure that they have received and reviewed any and all addenda to this solicitation.

The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.If an addendum is issued, proposers must acknowledge the addendum via the County’s eProcurement Portal.

All questions or requests for interpretations must be received on Monday, April 28, 2025, before 2:00 pm as specified in the solicitation. Respondents are not to contact other County personnel with any questions or clarifications concerning this RFP.

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

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

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

Portal.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in the Proposal Response

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

F. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any Proposal so marked. All Proposals and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 6250 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Proposals shall become the property of the County. The County reserves the right to make use of any information or ideas in the Proposals submitted.

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

SERVICES, 017-2749801-JM-2 Page 5 of 40 with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

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

Respondent, its employees and/or consultants may be subject to the provisions of the

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

Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a Proposal, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this RFP and is qualified and capable of providing the services to achieve the County’s objectives.

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

Proposal Response Requirements Section, “Statement of Compliance.”

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

P.M., Part 3 will not upload successfully.

J. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this RFP. The County reserves the right to waive, at its discretion, any

SERVICES, 017-2749801-JM-2 Page 6 of 40 procedural irregularity, immaterial defects or other improprieties which the County deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.

K. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing its Proposal in response to this RFP;

b) submitting that Proposal to the County; c) negotiating with the County any matter related to the Respondent’s Proposal; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

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

Proposal nonresponsive.

M. Where two or more Respondents desire to submit a single Proposal in response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture.

The County intends to contract with a single firm that may subcontract with multiple firms

(team) but not with multiple firms doing business as a joint venture.

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

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

P. The County requires a valid UEI number prior to Contract Award. Your company must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a

UEI number, please indicate so in your proposal submission response.

Q. County reserves the right to: a) negotiate the final Contract with any Respondent(s); b) withdraw this RFP in whole or part at any time without prior notice (the County makes no representations that any Contract will be awarded to any Respondent responding to this

RFP); c) award its total requirements to one Respondent or to apportion those requirements among two or more Respondents; d) reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this RFP; and/or e) request Best and

Final Offer from any Respondent determined to be within the competitive range. Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents.

Therefore, Proposals submitted shall contain the Respondent’s most favorable terms and http://www.dnb.com/ http://www.usfcr.com/

SERVICES, 017-2749801-JM-2 Page 7 of 40 conditions, since the selection and award may be made without discussion with any

Respondent.

1.3 PROTEST PROCEDURES:

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

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

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

C. The solicitation or contract number.

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

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

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

G. Protest of Award of Contract: In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of intent award is provided by the DPA. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by the County.

H. Protest Process

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

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

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

SERVICES, 017-2749801-JM-2 Page 8 of 40

4. If the protestor disagrees with the decision of the, DPA the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

I. Appeal Process

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

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

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ocgov.com

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

3. The decision of the County Procurement Officer will be final and there shall be no right to any administrative appeals of this decision

1.4 EVALUATION PROCESS AND CRITERIA

Proposals deemed to meet all minimum RFP requirements will be scored based on the established criteria, and will be assigned points that measure the responsiveness to each identified criterion.

The total number of points earned will be tallied for each Proposal, based upon the Respondent(s) submitted written materials.

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

mailto:CPOAppeals@ocgov.com

SERVICES, 017-2749801-JM-2 Page 9 of 40

The scoring is based on evaluation of the Proposal as measured against the Scoring Criteria.

Proposals will be evaluated from the most advantageous to the least advantageous to the County.

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

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

Proposer must meet the following minimum requirements listed below:

A. Complete all required sections of the RFP.

B. Execute non-collusion avadavat and Levine form.

C. Have five (5) consecutive years experience servicing and supporting facility security and fire sprinkler systems, equipment and related services to clients of similar size and scope of work.

D. Have all required and valid certifications and licenses to perform the services as described in the scope of work.

1.5 SELECTION/AWARD PROCESS

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to DPA. Final award determination shall be subject to reference checks and past performance and may be subject to approval(s) by the County Board of

Supervisors. In addition, County reserves the right to verify and validate any information prior to the Contract Award and during the entire term of the Contract.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments, and to reflect Respondent’s Proposal and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in its elimination from further consideration.

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

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

Respondent.

SERVICES, 017-2749801-JM-2 Page 10 of 40

Exceptions to the terms and conditions of the proposed Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in the Section below titled: "PROPOSAL RESPONSE REQUIREMENTS" subsection titled: “Statement of Compliance”.

1.6 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78

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

1.7 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide ERP System as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform

Contractor, at the time of award, if the Form W-9 or W-8 will be required.

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

1.8 COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED

VETERAN BUSINESS ENTERPRISE (DVBE) PREFERENCE POLICIES:

A. OCLSB: Effective January 1, 2020, the Orange County Board of Supervisors adopted the

OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet

(1) and (2) below:

1. Local Business requirements:

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

County, and;

b. Has:

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

ii. a valid business license or certificate of occupancy issued by the County of

Orange or by an Orange County city, or other documentation acceptable to the

County of Orange.

SERVICES, 017-2749801-JM-2 Page 11 of 40

2. Small Business Requirements:

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

General Services (DGS); and,

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

B. DVBE: Effective January 1, 2021, County of Orange Board of Supervisors adopted the

DVBE Preference policy. The DVBE Preference policy supports local business opportunity, economy and the development of the County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

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

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

Services (DGS); and,

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

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

EXHIBIT Titled - COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION

REQUIREMENTS.

SERVICES, 017-2749801-JM-2 Page 12 of 40

SECTION 2. SCOPE OF WORK

2.1 GENERAL INFORMATION:

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

Contract(s) awarded from this solicitation will be a cooperative contract known as a Regional

Contract Agreement (RCA), and may be utilized by all County of Orange departments as well as any Municipal, County, Public Utility, Hospital, Educational Institution, or any governmental organization or non-profit. There is no guarantee of usage.

2.2 INTRODUCTION:

1. Contractor shall provide facility security systems, equipment and software, fire detection and sprinkler suppression systems and other related services to various

County departments on an as-needed basis.

2. Types of equipment requiring services include, but are not limited to fire alarm system, smoke detectors, fire suppression system, fire sprinkler system, standpipe and hose system, fire service mains (backflow equipment), fire pumps, water storage tanks, fire hydrants, risers, alarm systems.

3. Services will be requested on an as-needed basis and usage is not guaranteed.

4. Assignment of a Contract for this service in no way guarantees the Contractor work.

5. Various County departments will issue Subordinate Contracts based on the terms and conditions and pricing of this Regional Cooperative Agreement (RCA).

2.3 REQUESTED EQUIPMENT, PRODUCTS, OR SERVICES:

Facility Security Systems, Equipment, and Software with Related Services, including, but not to be limited to:

i. Alarm, alert, and signal systems; Facility Security Systems, Equipment, and

Software with Related Services

ii. Building security automation and integration, lighting control, and occupancy detection solutions.

iii. Fire detection, sprinkler and suppression systems.

iv. Intrusion and breach prevention and detection solutions.

v. Glass and window security, armor, and ballistic applications and solutions.

vi. Closed circuit television (CCTV), surveillance, and recording solutions.

SERVICES, 017-2749801-JM-2 Page 13 of 40

vii. Facility and parking access control solutions.

viii. Artificial Intelligence (AI) and robotic surveillance solutions.

ix. Central Station monitoring and access control solutions

x. Regulatory compliance testing and documentation

xi. Mass notification and active shooter solutions

xii. Security gate and vehicle barrier control Thermal imaging for body temperature

xiii. Contract tracing.

xiv. Service and maintenance.

xv. Facial recognition and thermal screening solutions; and,

xvi. Training, consultative, monitoring, and administrative or technical support services, and supplies related to a proposer’s offering of the solutions.

2.4 CONTRACT USAGE:

A. Departments utilizing this Contract will submit a scope of service and/or request a quote/proposal from Contractor. Services to agencies/departments will be “project specific” or at contracted hourly rate, on an as-needed basis.

B. Project specific means that Contractor shall propose the number of hours, or a fixed fee required to provide needed services. County agencies/departments will provide detailed information (including but not limited to the type of system to be serviced, frequency of services to be performed, system location, whether parts must be included in the quote/proposal or will be reimbursed, and any other relevant information) in their Scope of Work for the required project and/or multiple projects. The requesting department will review and express acceptance of the quote/proposal. Departments will issue their subordinate contract prior to commencement of services.

C. Department subordinate contracts may require Board of Supervisor’s approval in accordance with County’s procurement policy.

D. Departments must allow a minimum of five (5) working days for Contractors to respond to their quote/proposal.

E. Equipment may be added or deleted from the Subordinate Contract from time to time, at the discretion of the County. County shall notify Contractor when equipment has been added or removed. Contractor shall service added equipment at contracted hourly rates if applicable.

SERVICES, 017-2749801-JM-2 Page 14 of 40

2.5 CONTRACTOR RESPONSIBILITIES:

1. Contractor shall provide inspection, testing, maintenance, and repair services to all requesting County departments and other government entities utilizing this Contract.

2. Contractor shall obtain County’s approval and work closely with County Site

Coordinator prior to commencing any inspections, testing, maintenance, and repairs.

3. Contractor shall provide labor, supplies, tools, transportation (including travel) and all necessary materials/equipment to perform fire alarm/suppression system maintenance, inspection, repair, testing services in accordance with contract requirements, the California Code of Regulations (CCR), Title 19, Chapter 5, associated National Fire Protection Association (NFPA) standards (including 12A, 13, 14, 20, 25, 72, 96, and 291), appropriate manufacturer specifications, all applicable technical bulletins, trade, federal, state and local laws, ordinances, rules and regulations, including but not limited to laws applicable to the services at the time services are provided to and accepted by the County.

4. Contractor shall provide, when available, the latest version of software and all programming necessary for operation of system and shall immediately provide all passwords and access information to County. Under no condition shall any access information be withheld, and County be left without access to equipment, firmware, or software.

5. Contractor shall have and maintain a telephone answering system with a twenty-four

(24) hour, seven-day per week service, capable of contacting and dispatching service personnel.

6. Contractor shall warranty all work under this Contract for a period of one (1) year

(365 days) for parts and 90 days for labor from the date of acceptance.

7. Contractor’s personnel responsible for working on projects for this Contract shall be specifically trained and qualified to perform all work according to manufacturer’s instructions. Evidence of all qualifications of personnel, including a minimum of five

(5) years of experience in their respective trade shall be provided to the Project

Manager or designee as requested.

8. Only qualified service technicians can perform services. Apprentices or trainees are not acceptable.

9. All Contractor employees shall be identified by a distinctive company logo, emblem or patch attached in a prominent place on an outer garment and be easily recognizable as the Contractor for Fire Alarm & Suppression System Maintenance & Repair

SERVICES, 017-2749801-JM-2 Page 15 of 40

Services. Employee identification shall not be substituted for required County badges or passes.

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

11. Contractor staff utilizing County facilities shall be courteous to the public and County staff. Contractor staff shall direct all communication and inquiries to County Project

Manager or designee.

12. Contractor shall provide a single point of contact (account representative and one backup) to support County requirements in the administration and use of this

Regional Contract Agreement (RCA), including any subordinate agreements issued against the RCA by County agencies/departments or other government entities.

13. Contractor’s personnel shall perform all work with the necessary skills and diligence consistent with professional standards for the industry and type of work performed under this Contract, pursuant to the governing rules and regulations of the industry.

14. Contractor must be certified/licensed to provide inspection, testing, maintenance and repair services for system/equipment from a wide array of manufacturers.

15. Contractors shall plan all activities to minimize the number of times entering and exiting any facility and restrict all breaks to an absolute minimum.

2.6 SERVICE REQUIREMENTS:

1. Contractor shall conduct inspection and/or test the systems to assure that the system is fully operational and/or identify any deficiencies that require correction. Deficiencies identified shall be repaired by Contractor. Subsequent inspections and tests shall be scheduled in accordance with manufacturer’s recommended service intervals or as designated in the subordinate contract.

2. Contractor shall ensure that its inspection, testing, maintenance and repair services will not interrupt County operations except in those instances where such interruption is unavoidable and has been scheduled and approved in advanced by County.

3. Contractor shall have sufficient, qualified, trained, and certified/licensed technicians to service all types of systems/equipment under this Contract.

4. Contractor shall report to the County Project Manager or designee upon arrival at

County facilities. Upon completion of services, the Contractor shall return to the

Contract Project Manager or designee for approval of services performed.

5. All services shall be subject to inspection and approval of County either by the

Project Manager or designee prior to acceptance and approval for payment.

SERVICES, 017-2749801-JM-2 Page 16 of 40

6. After completion of services and/or inspection, Contractor shall provide a Service

Report with recommendations if applicable to the County Project Manager or designee.

7. Contractor shall complete all services within the approved schedule time frame during County’s regular working hours (between 8am to 6pm). Various County facilities may need testing, maintenance and repair services on the weekends. Contractor shall provide weekend services at contracted rates. No overtime work shall be performed without the express authorization of the individual department coordinator. Any overtime work performed without County’s authorization will only be paid at contract hourly rates.

8. Contractor is responsible for providing sufficient personnel to accomplish the services in the amount of time indicated on their estimate or subordinate contract. If services are not completed within the estimated time frame and requires additional time and/or

Contractor’s payment of overtime, the County shall not be liable for reimbursement of additional hours or payment of overtime unless prior written approval is obtained from County.

9. Contractor shall provide repair services requested by the County Project Manager or designee as necessary to keep the system/equipment fully operational. Repair services shall include but not be limited to: installation of parts, repairing of parts, testing, troubleshooting, or any repair necessary to maintain the system/equipment.

10. Repair services performed outside of normal business hours must be approved in advance, in writing by the County Project Manager or designee.

11. The Contractor shall make every attempt to complete repairs within the same working day, unless the repair service requires parts that must be ordered, Contractor shall notify County of the number of days when parts will become available. Contractor shall complete repairs within two (2) working days after parts become available.

12. Emergency repairs may occur from time to time. Contractor shall respond immediately and must be on the job site and working within four (4) hours after receipt of an emergency call. If further labor (follow-up work) and parts are required to complete the repair, Contractor shall complete the repair within one (1) working day of parts/material becoming available.

13. Contractor shall perform all testing in accordance with the manufacturer’s specifications.

14. Response Time – Contractor must acknowledge service calls via phone, on-site service call or e-mail within one hour of the placement of a service call.

SERVICES, 017-2749801-JM-2 Page 17 of 40

15. Repair Services - Contractor shall provide service repairs by the next business day on-site after a call is placed, during normal business hours between 8:00 AM. to 6:00

PM., Monday through Friday, unless otherwise specified by County.

16. Emergency Services – Contractor shall respond within one (1) hour after receiving the call from County and provide service repairs within four (4) hours of notification by County. Services are to be during normal business hours between 8:00 AM. to

5:00 PM., Monday through Friday, unless otherwise specified by County. Some

County facility hours of operation are 24 hours/7 days a week. Emergency services may be requested at any given time, on any day (including holidays). Contractor shall be required to provide emergency services as requested at contracted rates.

2.7 SCHEDULING REQUIREMENTS:

1. Contractor shall arrive at the project site as scheduled and all work shall be performed in a skillful and workmanlike manner by Contractor personnel that is trained and licensed appropriately for the work performed.

2. Contractor shall provide a schedule for the accomplishment of all scheduled inspection and testing for County to approve. The schedule must provide the location, system/equipment, service to be performed and frequency of services. Once approved by the Project Manager or designee, the Contractor shall strictly adhere to the schedule.

3. Contractor shall contact the Project Manager or designee a minimum of seven (7) days in advance to confirm the date and time of maintenance or service prior to performing work. Failure to confirm the date and time of maintenance or service may result in denied access to the facility.

4. Any proposed changes to the approved schedule must be submitted to the County’s

Project Manager for approval at a minimum of seven (7) calendar days prior to the scheduled work.

5. Contractor shall notify the building’s central fire alarm station, Building Coordinator and all occupants in the immediate area that a functional system test is about to be conducted and again upon completion. Contractor shall leave the system in fully operational condition.

6. If repairs cannot be completed within normal work hours, then the affected area or system function shall be bypassed to allow the remaining portions of the system to remain operational.

SERVICES, 017-2749801-JM-2 Page 18 of 40

2.8 LICENSING REQUIREMENTS:

1. Contractor shall maintain and continue to hold all fire protection system licensing and qualification requirements of the State of California including the Contractor’s State

License Board’s Business & Professions Code Division 3, Chapter 9. Contractor’s

Article 4. Classifications, National Fire Protection Association, National Electric

Code, Standard Plumbing Code, etc. and shall hold a C-16 and C-10 licenses.

2. Fees associated with said licenses and permits are the sole responsibility of the

Contractor.

2.9 RECORDS AND REPORTS:

1. Contractor shall maintain detailed written records of each inspection, test, certification and maintenance/repair and provide a copy to the County Project

Manager or designee within five (5) days of completion of work. Report shall include at minimum: date of inspection, location, equipment type, description of services/repair, name and signature of service technician, description of any noted deficiencies and suggested corrective action, total labor hours (if applicable), name and signature of County employee certifying indicated services were performed, etc.

2. Contractor shall establish and maintain a complete history file for each location serviced. Files shall contain a listing of all equipment serviced, manufacturer’s model number and brand, copies of all completed Service Call Work Authorizations, ITM

Checklists, and any other information relevant to work performed on fire suppression systems.

3. Contractor shall provide County access to these files upon County’s request. All records and copies of reports shall be provided to the County upon County’s request.

2.10 MAINTENANCE, INSPECTION, AND TESTING SERVICES

1. The Contractor shall provide maintenance services including but not limited to:

▪ Tripping and resetting the system

▪ Visual inspections

▪ Cleaning and replacing hardware (nozzle, brass caps, fusible links, manual pull glass rods and burst discs, etc.) as required by the manufacturer’s recommendations

▪ Inspect all hangers/seismic bracing, pipe and fittings

▪ Test all alarm devises main drain, anti-freeze solutions and nose nozzles

SERVICES, 017-2749801-JM-2 Page 19 of 40

▪ Maintain all types of valves and prior to freezing low point drains (dry pipe systems) will also be maintained

▪ Replace, refill and re-charge chemicals as necessary to maintain safe, efficient operation in the Halon system, etc.

▪ Replace nitrogen/Co2 high pressure cylinders, as necessary

▪ Hydrostatically test all tanks and cylinders as required by accepted manufacturer’s recommendations in accordance with provision in CCR Title 19

2. Contractor shall provide all necessary repairs, (including ground faults) services replacement parts, wiring, peripherals, control boards, and modules including batteries, as necessary, to maintain fire alarm/suppression systems in a safe and working condition.

3. Contractor shall perform all maintenance services at the manufacturer's suggested intervals and/or as specified in the Subordinate Contract and as necessary to maintain the optimum level of efficiency for each system/equipment. Services shall include, as applicable, but not be limited to: cleaning, oiling, lubricating, adjustment, calibration, alignment, timing, replacement of any filter, blowing and back flushing, and operational testing of each system/equipment, and providing any necessary repairs and parts replacement, which may include valves, retard chambers, gauges, supervisory and flow alarm devices, water motor gongs and signage

4. Contractor shall affix a service tag to each riser, charging stem or system at the time of service or maintenance in accordance with CCR Title 19 and shall notify the

County or designee of all system outages and or repairs prior to the commencement of work.

2.11 PARTS REPLACEMENT:

1. Contractor shall provide all repair parts, and other materials required to complete the work. Contractor shall notify County of all parts costs and obtain County’s approval prior to proceeding with services.

2. Contractor shall be reimbursed for the cost of parts for hourly rate projects unless otherwise specified in the subordinate contract. A copy of the part receipt(s) must be submitted with the invoice for reimbursement. The County reserves the right to purchase repair parts independently.

3. Incidental materials and supplies that are necessary to conduct repairs/maintenance are not reimbursable. Examples of incidental materials and supplies include, but are not limited to, solder, lead, flux, electrical connectors, electrical tape, fuses, nails, screws, bolts, nuts, washers, spacers, masking tape, sand paper, solvent, cleaners, SERVICES, 017-2749801-JM-2 Page 20 of 40 lubricants, grease, oil, rags, mops, glue, epoxy, spackling compound, joint tape, gases, refrigerants, refrigeration fittings, plumbers tape and compound, clips, welding rods, heat sinks, touch up paint and plumbing fitting.

4. All parts shall be new and shall meet or exceed the original equipment manufacturer’s specifications.

5. Any parts other than those manufactured by the original system/equipment manufacturer shall be approved by the County Project Manager or designee before they are utilized.

6. Contractor shall maintain sufficient materials on hand to provide services under this

Contract. Lack of availability of materials shall not relieve the Contractor from the requirement to complete services within the time limits specified in the contract.

2.12 SAFETY REQUIREMENTS:

1. Contractor shall take all reasonable precautions, as directed by the County, or in the absence of such direction, in accordance with sound industrial practices, to safeguard and protect County property and adjacent property. Damages caused by Contractor’s negligence shall be repaired at Contractors cost.

2. Contractor shall keep work areas clean and free from any debris, rubbish, and hazardous waste. Contractor shall dispose of such waste at the completion of work at

Contractor’s expense, off County property. Hazardous wastes must be disposed of in accordance with all applicable federal, state and local laws and regulations.

3. Contractor is responsible for advising Contractor’s employees of all environmental and hazardous materials handling laws and regulations and is also required to have and maintain Material Safety Data Sheets (MSDS) on all materials that are so required by State and Federal laws and/or regulations.

4. Contractor shall submit to the County a full report of damage to County property and/or equipment by Contractor’s employees. All damage reports shall be submitted to the Project Manager within twenty-four (24) hours of the occurrence.

5. Contractor shall furnish, erect and maintain all warning devices, i.e., barricades, cones, etc. as required or necessary to ensure the safety of the public, County, and

Contractor’s workers.

2.13 COUNTY RESPONSIBILITIES:

1. County agencies/departments shall schedule and coordinate necessary services with

Contractor. County shall provide County’s contact person/designee’s information in the subordinate contract.

SERVICES, 017-2749801-JM-2 Page 21 of 40

2. County shall be responsible for the fire pump and fire sprinkler replacement.

2.14 SECURITY REQUIREMENTS:

1. The County operates several secured facilities: most notable are several Probation, Sheriff and Airport operated sites. Contractors and their employees who perform services in County secure facilities will be required to strict operation policies and may be required to pass a background check prior to their employment due to security requirements for certain facilities covered under this Contract. During performance of the work, especially at detention facilities, workers shall closely monitor all tools, equipment and other materials at all times. Workers shall have no contact verbal or physical, with any inmate of these facilities. These policies have been designed with the primary purpose of ensuring a safe and secure environment for all involved.

2. The Contractor will provide a list of all personnel/employees who will be directly performing tasks associated with the Contract. Contractor’s personnel/employees providing service in a secured detention, probation, or sheriff facility will be expected to pass two (2) separate background checks performed by the Orange County

Sheriff’s Department and the Orange County Probation Department. No changes shall be authorized to the approved list without a request in writing submitted by the

Contractor and approved by the County Site Coordinator. At no time will unauthorized Contractor employees perform any task associated with this Contract. If this occurs, the Contractor will be notified that they have not complied with the terms of this Contract and are subject to Contract termination. The list of all

Personnel/Employees working on County projects shall be submitted prior to award of this Contract.

3. Contractor shall prepare and submit a Security Clearance form to the County Site

Coordinator for all persons who will be working on or who will need access to secured facilities.

4. Security Clearance forms shall be submitted at least five (5) working days prior to the start of work or prior to the use of any person subsequent to the start of work.

5. Said Security Clearance forms shall be thoroughly and accurately complete. Omissions or false statements, regardless of the nature or magnitude, may be grounds for denying clearance.

6. No person shall be employed on this work who has not received prior clearance from the Probation Department, Sheriff’s Department or John Wayne Airport.

7. The County, John Wayne Airport, Probation Department and Sheriff’s Department are not under any obligation to give a reason clearance is denied.

SERVICES, 017-2749801-JM-2 Page 22 of 40

8. The Contractor shall be responsible to sign in with the County Site Coordinator or designee, as required. Upon arrival at any secure facility (e.g., JWA, Probation) the

Contractor shall report to the Central Control Center (Control). Contractor personnel shall have no contact, either verbal or physical, with internees in secured detention facilities. Specifically; (1) Do not give names or addresses to internees. (2) Do not receive any names or addresses from internees. (3) Do not disclose the identity of any internee to anyone outside the facility. (4) Do not give materials to internees. (5) Do not receive any materials from internees (including materials to be passed to another individual or internee). *Failure to comply with these requirements is a criminal act and can result in prosecution.

9. Any Contractor personnel/employee(s) engaged in the performance of work under this Contract shall be expected to pass the screening requirements and abide by all of the security requirements set forth by…