Job_Walk_Agenda_-_Cooling_Tower_Maintenance_Services.pdf

Mandatory Job Walk – Cooling Tower Maintenance Services

INVITATION FOR BIDS (IFB)

THIS IS AN ELECTRONIC INVITATION FOR BIDS (IFB). ONLY ELECTRONIC

RESPONSES SUBMITTED THROUGH OPENGOV WILL BE ACCEPTED.

The County of Orange is soliciting competitive bids for Cooling Tower Maintenance Services, as detailed in Attachment A, Scope of Work, of the model contract.

I. IMPORTANT DATES:

Bid Opens – Friday, October 16, 2026 Deadline to RSVP for Mandatory Job Walk (RSVP in OpenGov) – Friday, October 30, 2026 by 4:00PM – only one (1) attendee per vendor allowed and attendee must submit Security Background check immediately. (It may take up to three (3) weeks for background to clear.) It is recommended that you submit background checks for multiple staff in the event one is unable to attend the job walk or a background does not pass.

Deadline to Submit Approved Security Clearance to the Buyer Assigned – Friday, November 20, 2026

Mandatory Job Walk – Tuesday, December 1, 2026 at 08:00AM – Attendance requires security clearance. Vendors must apply for their clearance through the Security Clearance Portal immediately after RSVPing on OpenGov.

Question and Answer Period Ends at 5:00PM – Tuesday, December 8, 2026 Bids Due – Tuesday, December 15, 2026. 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. 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.

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.

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.

III. MANDATORY JOB WALK:

A mandatory job walk and meeting will be conducted on Tuesday, December 1, 2026, starting promptly at 8:00 AM PST. ONLY one (1) attendee per vendor is allowed to attend the job walk.

Critical Requirements for Attendance:

Security Clearance is Required: Bidders must obtain security clearance prior to the job walk. Security Clearance Requirements are posted in OpenGov.

Punctuality: Bidders who arrive after 8:00 AM will not be permitted to participate in the job walk.

Mandatory Attendance: All bidders must be in attendance at this pre-bid job walk to continue in the bidding process.

Locations: All locations are listed below. Please make sure to be on time at specified locations below.

Job walks will be conducted at the following locations:

JOB WALK – Tuesday, December 1, 2026

TIME LOCATION ADDRESS

0800 R&D 431 The City Drive, Orange, CA 92868 TBD Theo Lacy Facility 501 The City Drive South, Orange, CA 92868 TBD James A. Musick

Facility 13420 Alton Pkwy, Irvine, CA 92618

IV. Job Walk Requirements:

This job walk and meeting are essential for bidders to familiarize themselves with the project site and the conditions under which the work will be conducted.

Security Clearance is Mandatory: Attendance at this MANDATORY Job Walk is strictly contingent upon all bidders (without exception) successfully passing a security clearance. Ensure all required security clearance documents, as detailed on the Security Clearance Portal, are thoroughly completed and submitted for every individual participating in the job walk.

On-Site Requirements for All Attendees:

Identification: All job walk attendees must carry a valid U.S. Government or State-issued picture ID.

Security Screening: Be prepared for facility security requirements, which may include metal detector screening, personal searches, and vehicle searches (if your vehicle enters Sheriff's property).

Compliance: You must comply with all facility rules and directives given by Sheriff's Department Personnel. Please note that delays in the scheduled job walk may occur due to the nature of the facility.

Prohibited Devices: Electronic devices, including but not limited to cell phones and cameras, are strictly prohibited in Sheriff's Facilities during the job walk. There is no storage available for these devices, so please do not bring them.

Criminal Violations: Be advised that anyone entering a Sheriff's Facility suspected of committing a criminal violation may be detained by Sheriff's Security Personnel.

Security Clearance Notification: Approval/Denial notifications for Job Walk Security Clearance will be sent directly to applicants prior to the job walk. Please send your approval confirmation to mbarreto@ocsheriff.gov no later than Friday, November 20, 2026.

V. Important Notes:

Site access is restricted; no other opportunities to enter the facilities will be allowed prior to the bid closing date.

Failure of any bidder to attend this MANDATORY JOB WALK will be considered a substantial variation from the contract requirements, and bids from non-attending bidders will be rejected.

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 SUBMIT A BID RESPONSE TO THIS SOLICITATION.

Failure to adhere to the time table and requirements set forth above will result in disqualification from participation in the bidding process.

VI. 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.

VII. 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.

VIII. 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.