IFB for Photo-Ionization Detectors and Multi-Sensor Meters 06 13 2025.docx

CONTRA COSTA COUNTY FIRE PROTECTION DISTRICT

INVITATION FOR BID (IFB)

FOR

Chemical Identifiers and Mass Spectrometers

IFB-CONTR-0000000015

Release Date: 06/13/2025 Bid Due Date: 07/11/2025 no later than 3:00 P.M. PDT

CONTRA COSTA COUNTY

FIRE PROTECTION DISTRICT

ALISA ERVIN

FISCAL OFFICER

4005 PORT CHICAGO HIGHWAY, SUITE 250

CONCORD, CA 94520

General Information

Contra Costa County is seeking to acquire the following:

Chemical Identifiers and Mass Spectrometers Quantity to acquire: 4 photo-ionization detectors and 4 multi-sensor meters

Ship to Address:

Contra Costa County Fire Protection District c/o Captain Hummel, Station 87 2955 Treat Blvd.

Concord, CA 94518

Table of Contents

Page

Section I: Introduction 4

Section II: Instruction to Proposers 5

Section III: Scope of Work 8

Section IV: Evaluation and Selection Process 10

Section V: Billing and Invoicing 11

· Exhibit C – Customer References

· Exhibit D – Anti-Collusion Statement

· Exhibit E – CCC Business Opportunity Registration

Section I: Introduction

A. Purpose The purpose of this Invitation for Bid (IFB) is to solicit bids from retailers, wholesalers and specialties to acquire chemical identifiers and mass spectrometers or equivalent products as further described in the Scope of Work under Section III in this IFB.

B. Background The Contra Costa County Fire Protection District was originally formed on December 29, 1964, by the merger of the Central Fire Protection District and the Mt. Diablo Fire Protection District. Stations 1, 3 and 4 in Walnut Creek and Stations 2 and 5 in Pleasant Hill were part of the Central Fire Protection District while Stations 6, 8 and 10 in Concord, Station 7 in West Pittsburg, Station 11 in Clayton and Station 9 in Pacheco were part of the Mt. Diablo Fire Protection District. Since then, ten (10) other mergers took place, including the most recent: on July 1, 2022, Con Fire annexed the former East Contra Costa Fire Protection District (ECCFPD). In addition, on March 1, 2023 Con Fire contracted for services with the city of Pinole, and will be annexing the Rodeo-Hercules Fire District on July 1, 2025.

The Contra Costa County Fire Protection District is looking to acquire hazmat detection tools like the photo-ionization detectors and multi-sensor meters to rapidly identify and quantify dangerous chemicals in complex environments, enabling safer, faster, and more informed decisions during emergency response operations. These tools enhance the ability to protect first responders and the public by providing real-time data for managing chemical spills, leaks, clandestine labs, and other hazardous situations—without the need for extensive setup or calibration. They also support perimeter monitoring, unmanned reconnaissance, and coordinated team responses in both urban and industrial settings.

C. Calendar of Events

IFB release date

June 13, 2025

Last day to submit written questions

July 3, 2025 no later than 3:00 P.M. PST

Bid due date

July 11, 2025 no later than 3:00 P.M. PST

D. Registration Firms must be registered with the County. See Exhibit E attached.

E. Questions All questions regarding the proposal will be accepted through the BidNet site only. The deadline for submitting questions for this IFB is on or before July 3, 2025 no later than 3:00 P.M. PST. All questions will be answered and disseminated to those registered on the BidNet website. Contact customer service if you need technical assistance with any part of the bid process; support@bidnet.com or call (800) 990-9339 Section II: Instructions to Bidders

A. Format All bidder are required to submit the following documents completed and signed where necessary.

a. Cover Letter – Signed by an authorized representative of the company

b. Statement of Experience – See Exhibit A

c. Bid Price – See Exhibit B

d. Customer References – See Exhibit C

e. Anti-Collusion Statement – See Exhibit D

f. Contra Costa County Business Opportunity Registration Form – See Exhibit E

g. Addenda Acknowledgement – See Attachment A

h. Federal, State, and local permits and licenses

i. Certificate of Insurance with Endorsement Letter

B. Proposal Submission

a. Response to this IFB MUST be submitted electronically through the BidNet web site – NO EXCEPTION

b. Late submittals WILL NOT be accepted – NO EXCEPTION

c. Fax submittals WILL NOT be accepted – NO EXCEPTION

C. Customer References Respondents shall provide a minimum of three (3) references. Please see Exhibit C.

D. Licenses and Permits Respondents shall possess all licenses, registrations and permits required by the State of California and the County of Contra Costa. Such licenses and permits are to be submitted to the County with the proposal or prior to the contract signing date.

E. Proposal Expenses Respondents shall be fully responsible for all costs incurred in the development and submission of this IFB.

F. Proposer Responsibility The bidder assumes sole responsibility for the complete effort required in submitting a bid proposal in response to this IFB. No special consideration will be given after bid proposals are opened because of a proposer’s failure to be knowledgeable as to all of the requirements of this IFB.

G. Interpretation Should any discrepancies, omissions, or doubt as to their meaning be found in the IFB specifications or requirements, the Respondent shall notify the County in writing through the BidNet website. The County will send written instructions or addenda to all participants in the IFB process. The County shall not be responsible for oral interpretations.

H. Reservation The County reserves the right to do the following at any time and for its own convenience, at its sole discretion:

· To reject any and all proposals without indicating any reasons for such rejection

· Terminate this IFB and issue a new Request for Proposals anytime thereafter

· Extend any or all deadlines specified in the IFB, including deadlines for accepting proposals by issuing an Addendum at any time prior to the deadline for receipt of responses to the IFB

· Procure any services specified in the IFB by other means

· Disqualify any Respondent on the basis of any real or perceived conflict of interest or evidence of collusion that is disclosed by the proposal or other data available to the County. Such disqualification is at the sole discretion of the County

· Reject the proposal of any Respondent that is in breach of or in default under any other agreement with the County

· Reject any Respondent deemed by the County to be non-responsive, unreliable, unqualified or non-responsible

I. Truth and Accuracy of Representation False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal.

J. Sub-Contract and Assignment The Contract binds the heirs, successors, assigns and representatives of Contractor. Prior written consent of the County, subject to any required state or federal approval, is required before the Contractor may enter into subcontracts for any work contemplated under the Contract, or before the Contractor may assign the Contract or monies due or to become due, by operation of law or otherwise.

K. Addenda No one is authorized to amend any of these documents in any respect by an oral statement or to make any representation or interpretation in conflict with their provisions. Any changes to these documents will be issued in writing via Addenda to be posted on BidNet website.

L. Addenda Acknowledgement All addenda shall include an acknowledgement of receipt that must be returned. The addenda must be signed and attached to the final response. Failure to attach any addendum may result in the rejection of the response. See Attachment A.

M. Non-Collusion By submitting a signed proposal, Offeror certifies that there has been no collusion with any other Offeror. Reasonable grounds for believing Offeror has an interest in more than one proposal will result in rejection of all proposals in which the Offeror has an interest. Any party to collusion may not be considered in future proposals for the same or similar work. See Exhibit D attached.

Section III: Scope of Service

The Contra Costa County Fire Protection District is seeking to acquire new chemical identifiers and mass spectrometers hazmat detection equipment or equivalent products as described below.

Specifications:

A. Photo-Ionization Detector

· Portable FTIR-based chemical vapor analyzer capable of identifying over 5,600 gases and vapors.

· Must include the quantification package capable of measuring concentrations of up to 5,000 gases/vapors at ppm levels.

· No calibration required; system must utilize a 2-meter gas cell and an integrated chemical reference library.

· System must provide quantitative results for up to 6-component mixtures and enable comparison with IDLH values.

· Device must feature automated spectral analysis using molecular functional groups and built-in software to guide response actions.

· Must be capable of operating in complex environments such as clandestine labs and industrial spill scenes.

· Include carrying case, power accessories, software license, and any required user manuals.

B. Multi-Sensor Meters

· Handheld and/or stand-off chemical detector for field use in various operational modes.

· Capable of detecting a wide range of CWAs and TICs.

· System must support:

· Hazard perimeter monitoring

· Integration with UAVs/UGVs

· Network connectivity with wireless data sharing

· Built-in GPS and location tracking

· Should be usable in both single-unit and group operation modes.

· Include chemical database, built-in training mode, and optional full CBRN capability (if available).

· System must be low-maintenance with minimal recurring service needs.

· Include battery packs, charging systems, carrying case, and user documentation

C. List of products and quantities needed:

1. Four (4) photo-ionization detectors

2. Four (4) multi-sensor meters

Bidder Minimum Qualifications:

1. Bidder shall be a factory authorized dealer of photo-ionization detectors and multi-sensor meters.

2. Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this Invitation for Bids (IFB).

3. Vendor must be registered with SAM.gov in System for Award Management with no debarment on record.

Requirements:

1. Quoted Price Must Include:

· All prices are to be F.O.B. destination. Any freight/delivery charges are to be included

· Taxes and freight charges:

1) The prices quoted shall be the total cost the District will pay for this contract including sales, use, or other taxes, and all other charges.

2) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by the County, will be paid by the District unless expressly included and itemized in the bid.

· All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used. There are no exceptions.

· Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

Section IV: Evaluation and Selection Criteria

A. Selection Process Each bid will be independently evaluated for completeness by staff and will be reviewed and scored based on the following criteria:

· Total bid amount including tax, delivery, destination, and any other ancillary charges

· Thoroughness of compliance with itemized bid specifications

· Evaluation of alternate submittals of equal to or better products

· Bidder qualifications

· The selection will be made to the lowest responsive and responsible bidder who meets the requirements of these specifications, terms, and conditions herein

· After evaluating all bid submittals, the lowest qualified bidder will be determined

B. Tie Bids In the event that an identical price is received from two or more responsive and responsible bidders, the County may re-advertise for bids or the successful bidder may be determined by the casting of lots with the tie bidders in public at a date and time set by County’s Purchasing Manager.

C. Protest In the event a dispute arises concerning the bid process prior to the award of the contract, the party wishing resolution of the dispute shall submit a request in writing to the Purchasing Services Manager in care of:

Lewis Broschard, Fire Chief Contra Costa County Fire Protection District 4005 Port Chicago Highway Suite 250 Concord CA, 94520

D. Disposition of Bids

1. Upon bid opening, all documents submitted in response to this IFB becomes the property of the County, and will be regarded as public records under the California Public Records Act (Government Code Section 6250) and subject to review by the public.

Selection V: Billing and Payment

A. Payment Terms Contractor shall submit a correct and complete invoice(s) to the County after the County accepted the deliverables. Payment terms are Net 30 days or best offer, after receipt of correct invoice.

B. Bid Pricing Pricing offered by the bidder will be final and firm fix.

C. Extension of Price In the case of error in the extension of process in the bid, the unit price will govern. In a lot bid, the lot price will govern.

Exhibit A: Statement of Experience

SECTION A____________________________________________________________________________ Business Name: __________________________________________ Phone #: _____________________ Address: _____________________________________________________________________________ City: __________________________________________________ State: ________ ZIP: _____________ Federal Tax ID #: ____________________________ Business License #: ___________________________ Business Status:

_____Non Profit Corporation _____Corporation State of Incorporation:_____________________ _____General Partnership _____Limited Partnership _____Sole Proprietorship Other: __________________________ Name and title of an Officer or owner authorized to sign this proposal and any contract with the County that may result.

Name: __________________________________________________ Title: ________________________

SECTION B____________________________________________________________________________ Number of years in business under present business name: ____________________________________ Other Business Name(s): ________________________________________________________________ Number of years under prior name if any: ___________________________________________________

SECTION C____________________________________________________________________________ Number of years of experience in providing required, equivalent, or related projects: _______________

SECTION D____________________________________________________________________________ Similar services/projects completed during the last five years?

Period Services $ Amount Paid Location Agency Name 1 - __________________________________________________________________________________ 2 - __________________________________________________________________________________ 3 - __________________________________________________________________________________ 4 - __________________________________________________________________________________ 5 - __________________________________________________________________________________

SECTION E____________________________________________________________________________ Have you, or your agency failed or refused to complete a contract? _____ YES ______ No If yes, explain: _________________________________________________________________________

SECTION F____________________________________________________________________________ Is your firm authorized to do business in the State of California? _____Yes ________No

SECTION G____________________________________________________________________________ Is your firm a State of California registered small business? ______Yes ______No

SECTION H____________________________________________________________________________ Is your firm local Business? ______Yes ______No

SECTION I_____________________________________________________________________________ Explain any litigation similar to the services requested by this proposal involving you, or your agency, or any principal officer(s) thereof:

SECTION J___________________________________________________________________________ Has your company filed any written declaration for bankruptcy protection, a potential merger or acquisition, office closure, pending lawsuits, financial loss that might affect your ability to perform under the contract? _________ Yes _________ No (if yes, please explain): _____________________

SECTION K____________________________________________________________________________ License Provisions Has your company changed names or license numbers in the past 10 years? If so, please state reason for change. Yes_____ No_____

Reason ________________________________

SECTION L____________________________________________________________________________ List the names and titles of the key personnel who would be assigned to the Project.

SECTION M____________________________________________________________________________ List all required business and professional licenses that pertain to this Project:

License Number Type Expiration Date

SECTION N____________________________________________________________________________ Do you and your agency agree to provide additional information as required by the County to make an informed determination of qualifications? ______ Yes _____ No

By signing this Statement of Experience, you are certifying that all information provided on this form and contained within your proposal are true, and you acknowledge that if the proposal contains any false statements, the County may declare any contract or agreement made as a result of the proposal to be void.

Signature: ________________________________________________ Date: ______________________

Authorized Name: ____________________________________Title: _____________________________

Exhibit B: Bid Price

I have read, understood, and agreed to the terms and conditions of all contents of this RFP. The undersigned agrees to furnish the service stipulated in the RFP as stated.

SIGNATURE: ___________________________

Name:_________________________________ Company: _____________________________ Address: ______________________________ Telephone:_____________________________ Date: _________________________________ Email: ________________________________

Exhibit C: Customer References

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Firm Name: _____________________________________________________________

Authorized Name: _______________________________ Title: ___________________

Authorized Signature: ____________________________ Date: __________________

Exhibit D: Anti-Collusion Statement

By signing this form, the Bidder agrees that this quote is made without any other understanding, agreement, or connection with any person, corporation, or firm submitting a quote for the same purpose and that the quote is in all respects fair and without collusion or fraud, IT IS AGREED BY THE UNDERSIGNED BIDDER, THAT THE SIGNING AND DELIVERY OF THE QUOTE REPRESENTS THE BIDDER'S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE FORGOING SPECIFICATIONS AND PROVISIONS, AND IF AWARDED, THIS CONTRACT WILL REPRESENT THE AGREEMENT BETWEEN THE BIDDER AND THE COUNTY.

NAME OF FIRM: ______________________________________________________________

[Sign in ink in the space provided below]

SIGNED BY: _________________________________________________________________

TITLE: ______________________________________________________________________

ADDRESS: __________________________________________________________________

CITY & STATE: _______________________________________________________________

TELEPHONE: _________________________________________________________________

Exhibit E: CCC Business Opportunities Registration

Place Holder

See Attached

Attachment A: Addenda Acknowledgement

TO BE RETURNED WITH REQUEST FOR PROPOSAL

RFP No.: _______________ Title: ________________________________________________

ADDENDUM ACKNOWLEDGEMENT (Please initial for addendums received)

Company Name: _____________________________________________________________

Contact Name: _______________________________________________________________

Email Address: ____________________________________________ Phone No.: _________

Address:____________________________________________________________________

Authorized Signature: _________________________________________________________

Date: _______________________________________________________________________

Attachment B: CCC General Conditions

Place Holder

See Attached

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