General_Information_-_Maintenance_of_and_Repair_of_Detention_Locks_-_AM.pdf

***THIS IS AN ELECTRONIC INVITATION FOR BIDS (IFB); ONLY ELECTRONIC

RESPONSES WILL BE ACCEPTED***

The County of Orange is requesting competitive bids for Maintenance and Repair of Detention Locks and Condensate Systems as more fully detailed in Attachment A, Scope of Work, in model contract.

I. IMPORTANT DATES:

• Tuesday, February 11, 2025 – Bid opens

• Friday, February 14, 2025 at 10:00AM – Mandatory Job Walk Security Clearance Request Deadline.

• Wednesday, March 5, 2025 at 08:00AM – Mandatory Job Walk.

• Thursday, March 6, 2025 – Q&A ends at 10:00AM.

• Friday, March 7, 2025 – Bid ends. All Electronic Bids must be submitted on OpenGov on or before 4:00 PM (PST)

ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA OPENGOV AND MUST BE

RECEIVED PRIOR TO THE BID CLOSED DATE AND TIME. NO HAND-DELIVERIES WILL

BE ACCEPTED. NO LATE BIDS WILL BE ACCEPTED REGARDLESS OF THE REASON.

All changes or modifications to this solicitation will be issued though OpenGov.

Any questions or requests for interpretations or clarifications shall be requested in writing through OpenGov on or before Thursday, March 6, 2025. If clarification or interpretation of the IFB is considered necessary, a written addendum shall be issued. Oral statement(s) concerning the meaning of the contents of this IFB by any person is unauthorized and invalid. All inquiries concerning this IFB should be directed through the OpenGov System.

County does not guarantee that you will receive addenda (additional information, changes or modifications) to this solicitation by mail prior to the close of this solicitation or at all. It is the bidder’s responsibility to ensure that they have received all addenda prior to the submission of its bid.

Sheriff-Coroner Department/Purchasing Services Bureau regular business hours are 8:00 a.m. to 5:00 p.m.

(Pacific Time), Monday through Friday.

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

II. INSTRUCTIONS – GENERAL

1. Bids must be provided for each item separately; “all or none” bids will not be accepted unless in the best interest of County.

2. Out of state Contractors must include California sales tax permit number.

3. This is a fully electronic Invitation For Bids (IFB); only electronic responses shall be accepted. All bids submitted through OpenGov must be accessible by the County no later than 4:00 PM (Pacific Time).

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

5. Contractors are fully responsible for the timely delivery of bids to the County through OpenGov.

6. County shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their bids. Pre-contractual expenses are not to be included in your bid. Pre-contractual expenses are defined as including but not limited to, expenses incurred by the bidder in: a) preparing its bid in response to this IFB; b) postage/shipping c) negotiating with County any matter related to the bid; d) any other expenses incurred by the bidder prior to the date of award and execution, if any.

7. County of Orange Local Small Business (OCLSB) and Disabled Veteran Business Enterprise (DVBE) Preference Policies:

A. County of Orange Local Small Business (OCLSB): Effective January 1, 2020, County of Orange Board of Supervisors adopted the OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

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

(2) below:

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.

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. Disabled Veteran Business Enterprise (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) below:

(1) Disabled Veteran Business Enterprise Requirements:

a. must be certified as a DVBE by the State of California Department of General Services (DGS); and,

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

To participate as an OCLSB and/or DVBE please read and follow the process outlined in EXHIBIT II - County of Orange Local Small Business (OCLSB) and Disabled Veteran Business Enterprise (DVBE) Certification Requirements.

III. SPECIAL REQUIREMENTS

1. Bidders may be required to present satisfactory evidence that they have been regularly engaged in the business of providing goods/services required by this solicitation or are reasonably familiar therewith and that they are fully prepared with the necessary capital, material, and machinery as may be required or specified in this solicitation to complete the work to be contracted to the satisfaction of County.

2. By submitting a bid, the bidder represents that it has thoroughly examined and become familiar with the goods/services required under this Invitation For Bid and that it is capable of providing the goods/services to achieve County’s objectives.

3. Bidders may be required to provide information regarding and/or proof of the number of years they have provided the goods/services requested in this solicitation.

4. Each bidder must submit its bid in strict accordance with all requirements of this Invitation For Bid.

5. MANDATORY JOB WALK:

MANDATORY pre bid JOB WALK and meeting will be conducted on one (1) date Wednesday, March 5, 2025 at 8 a.m. (Pacific Time). BIDDERS THAT ARRIVE AFTER 8 A.M. WILL NOT

BE ALLOWED TO PARTICIPATE IN THE JOB WALK. ALL BIDDERS MUST BE IN

ATTENDANCE AT THE PRE-BID JOB WALK IN ORDER TO CONTINUE THE

BIDDING PROCESS. Job walks will be conducted at the following locations:

JOB WALK – Wednesday March 5, 2025

TIME LOCATION ADDRESS

0800 Theo Lacy Facility 501 The City Dr. South, Orange, CA 92868

TBD Central Men’s Jail 550 N. Flower St., Santa Ana, CA 92703

TBD Central Women’s Jail 550 N. Flower St., Santa Ana, CA 92703

TBD Intake Release Center 550 N. Flower St., Santa Ana, CA 92703

TBD James A. Musick Facility

13402 Alton Parkway, Irvine, CA 92618

Job Walk Requirements:

The job walk/meeting will allow bidder to acquaint themselves with the project site and conditions under which the work will be conducted. Please notify the Deputy Purchasing Agent Adam Mitchell, by 2/14/2025 at 10:00AM, via email at amitchell@ocsheriff.gov of your intention to attend the job walk.

In order to be able to attend the MANDATORY Job Walk, all bidders (no exceptions) must pass a security clearance and submit the appropriate forms as indicated hereafter; please complete and submit Security Clearance and Orange County Jail Release of Liability documents in their entirety, which are included with this bid package for each individual that will participate in the Job Walk:

1. Security Clearance Document

2. Orange County Jail Release of Liability

3. Security Clearance Application (Instructions)

These documents are not considered part of the bid package and will be kept separate and apart from bid responses. The Orange County Sheriff-Coroner Department will make appropriate legal objections to prevent public disclosure of personal information contained in or dervied from the forms.

a) All bidders/Job Walk attendees shall carry a valid U.S. Government or State issued picture ID at the time of the Job Walk.

mailto:amitchell@ocsheriff.gov

b) All bidders/Job Walk attendees shall be subject to the facility security requirements, which may include, but are not limited to, a metal detector screening, search of their person and possessions, and vehicle search (if vehicle enters Sheriff’s property).

c) All bidders/Job Walk attendees shall comply with all facility rules and all directives given by Sheriff’s Department Personnel. Delays in the scheduled Job Walk may occur due to the nature of the facility.

d) Electronic devices are prohibited in Sheriff Facilities on the Job Walk. These devices include, but are not limited to, cell phones and cameras. There is no storage for these devices available at the Job Walk. Please do not bring them with you.

e) Bidders are advised that anyone entering a Sheriff’s Facility suspected of committing a criminal violation may be detained by Sheriff’s Security Personnel.

Access to the sites are restricted; no other opportunity will be allowed to enter the facilities prior to bid closing date. Failure of any bidder to attend this MANDATORY JOB WALK shall constitute a substantial variation from the requirements of the contract documents and the bid of any bidder not in attendance will be rejected.

The following restrictions will be enforced on the MANDATORY JOB WALK:

Notice: In response to the COVID-19 pandemic and in conformance with guidance and accommodations from the California Department of Public Health and Orange County Health Officer, Orange County Sheriff’s Department (OCSD) is requesting that face masks and appropriate social distancing be used by anyone entering County sites or working directly with OCSD staff.

Due to COVID-19, only one (1) representative from each company will be allowed to attend, and must provide and wear own personal protective equipment (PPE) such as a face mask (required) and gloves (optional). If your company requires more than one (1) attendee, you may reach out to the Sheriff-Coroner Purchasing Bureau via email at amitchell@ocsheriff.gov. Attendee must arrive on time for the job walk. Anyone arriving late will not be allowed to participate.

The County is not liable for any injury, illness, or losses that may arise from attending this Job Walk or visiting County Property.

ONLY BIDDERS WITH APPROVED SECURITY CLEARANCE BY THE ORANGE

COUNTY SHERIFF-CORONER DEPARTMENT WILL BE ABLE TO ATTEND THE

MANDATORY JOB WALK/MEETING AND THEREAFTER ABLE TO SUBMIT A BID

RESPONSE TO THIS SOLICITATION.

The following time table shall be observed for this solicitation:

Deadline for online submission of above required forms (Security Clearance & Orange County Jail Release of Liability) to participate in MANDATORY Job Walk, is Tuesday, February 18, 2025 by 2:00PM. Please submit forms directly to online portal provided after registering for mandatory job-walk. Online submissions received after this date and time will be returned and the applicant will be unable to participate in the Job Walk.

1. Approval/Denial Notifications of Job Walk Security Clearance to all applicants will be sent directly to applicant prior to job walk, please send approval confirmation to amitchell@ocsheriff.gov no later that Monday March 3, 2025.

2. Bid Closing Date: Friday, March 7, 2025 at 4 P.M (Pacific Time)

Failure to adhere to the time table and requirements set forth above will be grounds for disqualifications or participation in the bidding process.

mailto:amitchell@ocsheriff.gov

III. RIGHTS RESERVED TO COUNTY

1. County, at its sole discretion, reserves the right to accept or reject in whole or in part any or all bids received as a result of this solicitation.

2. County may cancel this Invitation for Bids in whole or in part without prior notice. Thereafter, County may issue a solicitation for new bids.

3. County makes no guarantee as to the usage of the services by County. County furthermore makes no representation that any contract will be awarded to any bidder responding to this Invitation For Bid.

4. All bids received will be public record after opening. Proposals/bids are not to be marked as confidential or proprietary. Proposals/bids submitted in response to this IFB are subject to public disclosure. County shall not be liable for disclosure of any information or records related to this procurement. Additionally, all proposals/bids shall become the property of County. County reserves the right to make use of any information or ideas in the proposals/bids submitted.

5. When more than one line item is specified in a solicitation, County reserves the right to determine the lowest responsible bidder on the basis of individual items, groups of items, or all items included in the solicitation, unless otherwise expressly provided for in the solicitation. County may accept any item or group of items included in the bid unless the bidder expressly objects in its response to the solicitation and conditions its response on County purchasing all items for which the bidder provided bids. In the event that the bidder so objects, County may consider the bidder’s objection non-responsive and may render the bidder ineligible for award.

6. County reserves the right to award its total requirements to one bidder or to apportion those requirement among two or more bidders as County may deem to be in the best interests of County.

In addition, negotiations may or may not be conducted with bidder; therefore, the proposal/bid submitted should contain the bidder’s most favorable terms and conditions, since the selection and award may be made without discussion with any bidder.

7. County reserves the right to waive, at its discretion, any irregularity or informality which County deems correctable or otherwise not warranting rejection of the bid.

8. The lowest responsive and responsible bid may be subject to further negotiations in the sole discretion of County; bidders should not assume, however, that there will be opportunity for further negotiation so bidders must present their best and final bid in response to this solicitation.

9. By participating in this solicitation, bidders agree to accept the decision of the County Purchasing Agent as final.

VI. EXCEPTIONS

Any exceptions to County‘s terms and conditions must be clearly stated in responses to this solicitation under a separate section entitled “Exceptions.” Any exception must include the details of the exception and the reasons for it. County reserves the right to disqualify vendors taking exception to its terms and conditions. Vendors taking exception after notice of award will be disqualified from award of contract.

VII. AWARD

Final award determination will be based primarily on the overall lowest responsive, responsible bid, but is contingent upon Sheriff-Coroner Department/Purchasing Services Bureau approval, which will include a review of bidders’ qualifications and references.