Kitchen_Equipment_Repair_And_Maintenance_(Addendum_#1_Revision).pdf

COUNTY OF ORANGE

OC PUBLIC WORKS

INVITATION FOR BID (IFB) (IFB)

FOR

KITCHEN EQUIPMENT REPAIR AND MAINTENANCE

IFB NO. IFB-080-2744202-GD

County of Orange IFB

OC Public Works - Kitchen Equipment Repair And Maintenance, IFB-080-2744202-GD

County of Orange

OC Public Works

Procurement Services

601 N ROSS ST FL 4

SANTA ANA, CA

92701-4091

SCHEDULE OF ACTIVITIES

Release Project Date May 28, 2025

Question Submission Deadline June 5, 2025, 2:00pm

Bid Submission Deadline June 12, 2025, 2:00pm

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

BID MUST BE RECEIVED ON OR

BEFORE

Thursday, June 12, 2025

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

SECTIONS

SECTION 1. SUMMARY

SECTION 2. SCOPE OF WORK

SECTION 3. PRICING

SECTION 4. VENDOR QUESTIONNAIRE

SECTION 5. GENERAL INFORMATION

SECTION 6. GENERAL INSTRUCTIONS

SECTION 7. W-9/W-8 REQUIREMENTS

SECTION 8. ELECTRONIC FUND TRANSFER (EFT)

SECTION 9. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

SECTION 1. SUMMARY

The County of Orange, OC Public Works, (hereinafter referred to as County) is requesting competitive bids from qualified vendors (hereinafter referred to as Bidder) for Kitchen Equipment

Repair And Maintenance. The awarded Contract, (hereinafter referred to as Contract) will be between the County and awarded Bidder, (hereinafter referred to as Contractor) in accordance with the model contract terms, conditions and scope of work. This is a fully electronic solicitation – only electronic bids submitted through the County’s online bidding system will be allowed; no other form of bid submittals will be accepted. Prior to submitting a bid, Bidders are advised to carefully read the instructions below, including the model contract and any solicitation attachments and/or exhibits.

SECTION 2. SCOPE OF WORK

2.1 SCOPE OF WORK

Contractor shall provide all labor, materials, tools and equipment to service and/or repair various types of Institutional Kitchen Equipment, including by not limited to boosters and industrial. All service and/or repairs shall be performed on site whenever possible. Repair and maintenance services are to be done at the approval of the County Project Manager or designee. Repairs will be to existing kitchen equipment currently installed. The Contractor agrees to cover all labor and travel.

2.2 SERVICE LOCATIONS

1. Juvenile Hall 331 The City Drive, Orange

2. Youth Leadership Academy 1, 3155 W. Justice Center Way, Orange

3. Youth Leadership Academy 2, 3155 W. Justice Center Way, Orange

4. Youth Guidance Center, 3030 North Hesperian Street, Santa Ana

2.3 PREVENTATIVE MAINTENANCE ITEMS

Quarterly Preventative Maintenance: Contractor will provide Preventative Maintenance Services, and offer technical assistance, once every quarter or every three months per location. County Project Manager is to set up onset of Maintenance agreement and maintained quarterly reports for documentation purposes.

Preventative Maintenance items consist of but not limited to the following:

Fryers & Ovens

1. Check for proper operation and or correct adjustment

a. Switches

b. Controls

c. Timers

d. Heating Elements

e. Thermostat Calibration

f. Motors

g. Lights

h. Drain

i. Pump

j. Gas Burners

k. Pilot Lights

l. Gas Orifices

m. Blower Fan Circulation

2. Check for wear and proper form

a. Power cord

b. Filter

c. Door Latches

d. Oven Racks and Supports

3. Check for Proper fit

a. General Hardware

b. Door

c. Door Seats

d. Door Latches

e. Drain Extension

4. Clean

a. Gas Burners

b. Pilot Lights

c. Gas Orifices

d. Blower Fan

5. Check for Leaks

a. Gas

b. Oil

6. Miscellaneous:

a. Operate

b. De-lime boiler when needed

A. Conveyor and Flight Type Machines:

C-LIME: Before beginning, check for pump obstruction, and then fill tanks.

FIGHT TYPE: Before beginning, turn off all tank heat controls, drain all tanks and open all doors.

Remove all tank access doors, strainer pans, pump intake guard, loading and unloading hoods, all side panels & curtains.

1. Check for Proper Operation and or correct adjustment

a. Door interlock switch(es) if applicable

b. Control switch(es) if applicable

c. Fill system components

d. Proper water level

e. Heat system components

f. Motor controllers

g. Pump motors all display segments are illuminated

h. Proper rack travel

i. Wash tank replenishing system

j. Conveyor

k. Stop switches

l. Dish limit trip hood travel

m. Travel of racks (dishes) through machine

n. Louvers/Dampers

2. Check for wear and proper for fit

a. General machine hardware and cove panels

b. Upper / lower spray arms

c. Suspension straps (if applicable)

d. Cradle ends (if applicable)

e. Strainer pans and/or overflow covers

f. Doors and related mechanisms, guides

g. Pump intake guard (if applicable)

h. End caps / plugs

i. Electrical connections

j. Rack tracks

k. Curtains

l. Conveyor components

m. Arm hinges connection manifold clamp (if applicable)

n. Dish guides

3. Clean

a. Line Strainers

b. In line pressure reducing valve line strainer arms and arm nozzles

4. Check for Leaks

a. Plumbing Lubrication

b. Machine and or components

5. Check while machine is running with several racks:

a. Temperatures

b. Leaks

c. Rinse pressure

6. Miscellaneous:

a. Check tanks for foreign objects

b. Install all strainer pans, close doors and operate pumps for ten seconds to flush out wash pipes and manifolds. Turn pumps off and remove foreign objects that may have been flushed out.

2.4 EQUIPMENT LIST: (ADDITIONAL EQUIPMENT MAY BE ADDED AS

NEEDED)

Location

Juvenile Hall, 331 The City Drive, Orange

Line Qty Units Description Manufacturer Model Number Serial Number

1 3 Steam Kettle Vulcan GL 40E 463011877

463013041

463013374

2 1 Standing Mixer Hobart H-600 311482292

3 1 SLICER HOBART 1712E 561094644

4 2 Convection Oven Hobart HGC5 481824022

HGC5 481824025

5 4 Convection Oven Hobart HGC5 481824027

HGC5 481824029

HGC5 481824032

HGC5 481824014

6 1 Hot Logix Hot Box Carter Haffmann HL2-18-93 072022791624

7 1 Tilting Skillet, Electric Cleveland

SEL40T T198002G01

8 1 Hot Cart Bevles CA43-CVMP6 674690604002

9 1 Grinder Hobart 84145 561260784

10 1 Mixer Hobart A120T 111016225

11 1 Food Cutter Hobart 84186 561076893

12 1 5-Well Steamtable APW PSST-208 870141408001

13 1 Charbroiler Vulcan VR-C36B-700 482054738

14 1 Gas Convection Steamer Vulcan C24GA10 46-3042446

15 1 Gas Range Southbend S601DD-3G 23E92923

16 1 Dishwasher Hobart CL44EN 851112935

17 1 Cold Serving Line Randell RS SSO-RCP-

W2666094-1

18 4 Gas Fryer Frymaster FPPH455 2402IF0001

FPPH455 2402IF0002

FPPH455 2402IF0003

FPPH455 2402IF0004

Location

Youth Leadership Academy 1 3155 W. Justice Center, Orange

Line Qty Units Description Manufacturer Model Number Serial Number

1 2 Fryers Montaque RF40 B5D54491I

RF40 B5D54491C

2 1 Griddle Montaque 2436 B5D54491O

3 1 Heavy Duty (H.D.) Montaque 136-5 B5D54491N

4 1 36" Range Montaque 1365A B5D54491P

5 1 Gas Stove Montaque 136-540 B5D54491M

6 1 12 Qt Mixer Hobart HL120-1STD 311354044

Youth Leadership Academy 2

3155 W. Justice Center, Orange

Line Qty Units Description Manufacturer Model Number Serial Number

1 2 Fryers Montaque J65XRSP B5D54491L

J65XRSP B5D54491R

2 1 Griddle Montaque 2436 B5D54491H

3 1 Heavy Duty (H.D.) Montaque 136-5 B5D54491F

4 1 36" Range Montaque 1365A B5D54491G

5 1 Gas Stove Montaque 136-540 B5D54491D

6 1 12 Qt Mixer Hobart HL120-1STD 311354041

Youth Guidance Center 3030 North Hesperian Street, Santa Ana

Line Qty Units Description Manufacturer Model

Number

Serial Number

1 1 Dishwasher Hobart CL44EN 85-1109952

2 1 Slicer Hobart 2612 561-157-968

3 2 Stove/Oven Wolf FV 363 225 60-1106 375

60-1106 376

4 1 Chopper Hobart 84145 30-196-316

5 3 Convection Oven Hobart

Hobart Montague

HGC5 481550585

HGC5 481549554

EK12A 3D67236A

6 1 Tilt Kettle Cleveland SET-15 130923059634

7 1 Steamtable Duke G4CBSSP 10133369

8 2 Dual Deep Fryer Hobart EF040-24 481277656 481277658

9 1 Scale Stick Hobart HBWSSEXT WT51054347

10 1 Mixer Hobart A 200 311081333

2.5 MATERIALS

A. Furnish and install all new parts, materials and lubricants which meet or exceed the original equipment manufacturer’s specifications;

B. Any parts other than those manufactured by the original equipment manufacturer shall be approved by the County Project Manager before they are incorporated in this work.

C. Replacement Parts: Replacement parts provided pursuant to the terms of this contract will be furnished at no charge to the County unless otherwise specified. If a part of an assembly within any of the equipment requires repair or replacement, the part and/or entire assembly may be replaced on an exchange basis with new, or reconditioned parts, the removed part or assembly becoming the property of the Contractor. Mixer Accessories, Expendable Items (i.e. dish racks, meat saw blades, bulbs, baskets & tanks) are not included under this Contract.

D. Relocation and Repair of Equipment: Relocation, adjustments or repairs of equipment shall be performed only by a representative of the Contractor.

E. Unusual Repairs: Repairs (labor, parts and travel expense) required at any time due to damage by fire, water, burglary, accident, abuse, acts of God, failure of user to operate or maintain the equipment in conformity with Manufacturer recommended operation and maintenance instructions shall be covered under the Section X1. Additional Work.

F. Energy Emission Checks: Whenever service of Microwave Equipment is performed, emission leakage checks will be accomplished to assure leakage levels are maintained in compliance as required.

G. Material Invoices (items over $50.00): Copies of all material invoices shall be made available for inspection and verification upon request of the County.

2.6 PROCEDURE

A. During regular working hours County Project Manager shall contact the vendor for parts/services and will provide the following:

1. Location (site name and address)

2. Nature of the problem

3. Name of the on-site contact person

4. Phone number of the on-site contact person

B. Upon arrival at each site, the Contractor shall:

1. Check in with the designated on site contact person;

2. Evaluate the specific materials and labor required to complete the repair;

3. Develop and estimate of the expected cost.

4. Develop potential alternatives, with costs, in the case of repairs vs. replacements.

5. Advise the Project Manager or designee by telephone of the work to be performed and the estimated cost of repairs.

C. Proceed with the work only after authorization by the Project Manager or designee.

D. Complete all work in accordance with the estimate or contact the Project Manager or designee to obtain approval for additional work when the repair work is expected to exceed the original estimate by more than ten percent (10%).

E. Prepare a service call report detailing the work performed and leave a copy of the report with on-site contact. The report shall include:

1. Time of arrival

2. Time of departure

3. Brief summary of the request

4. Detailed summary of the work performed.

5. Summary of any additional work required or recommended.

F. Advise on-site contact and Project Manager or designee if any additional work is required and when a mechanic will return to perform that work.

2.7 SCHEDULE

A. Hours of Service:

Regular business hours are Monday – Friday, 8:00 am to 4:30 pm excluding County holidays.

B. Response Time:

The Contractor will provide four (4) hour response to all emergency repair requests and twenty-four

(24) hour response to non-emergency repair requests.

a. All work shall be performed during normal working hours, i.e., 7:00 a.m. to 5:00 p.m.

(except emergencies).

b. If completed repairs cannot be affected with normal working hours, then contact the Shop

Planner or his designee for further directions.

c. Premium hours or special hours may be authorized in those cases where immediate repair is essential or where it is advantageous to complete the work in progress to avoid a return trip.

d. No premium hours or special hours shall be performed without the express authorization of the Shop Planner or his designee. Any premium hours or special hours of work performed without that express authorization will only be paid at regular hourly rates.

e. Emergency Calls, Emergency On-Site Response:

Contractor shall provide emergency on-site response within four (4) hours upon receipt of notification.

2.8 GENERAL REQUIREMENTS

A. Furnish and maintain a telephone answering system with twenty-four (24) hours, seven (7) days per week service, capable of contacting and dispatching service personnel.

B. Provide trained and experienced mechanics. Each mechanic shall be knowledgeable and capable of diagnosing and repairing problems.

C. Perform all work in accordance with generally accepted industry practice for safe and efficient operations.

D. Warranty all labor and materials used in performance of this work for a minimum of ninety (90) days after completion of the repairs.

E. Immediately initiate any corrective work needed in response to a warranty item.

2.9 GENERAL CONDITIONS

A. All work shall be subject to the inspection and approval by the County Project Manager or designee prior to acceptance and approval for payment.

B. Failure to provide an estimate and obtain approval before starting work or exceeding the estimate without approval will be grounds for denying payment.

C. The County reserves the right to use alternate sources for completion of the work, to obtain competitive prices on any repair and to utilize any information obtained under this contract relative to necessary materials and repairs it deem appropriate.

D. Workers shall be well-disposed to the public and County staff utilizing the facilities but shall be responsive only to the requests of the County Project Manager or designee.

2.10 SECURITY REQUIREMENTS

A. The County operates and provides Youth Detention Facilities. Contractors and their employees who perform services in these facilities will be required to pass a security screening process and to adhere to strict operation policies. These policies have been designed with the primary purpose of ensuring a safe and secure environment for all involved.

Contractor personnel, who will be used to perform contracted services, will be required to pass a background check before receiving clearance to enter the facilities. Contractor shall call Al Serna at 714-56-2194 or Norma Martinez at 714-569-2182 and set an appointment for the staff that is going to service the Juvenile Hall and the Youth Leadership Academy.

All forms required shall be filled out thoroughly and accurately. Omissions or false statements, regardless of the nature or magnitude, may be grounds for denying clearance. When clearance is denied, the County does not, nor is it obligated to, give reason why clearance has been denied.

Contractor acknowledges that Contractor employees who attempt to enter a secured facility, who have not passed the background check; who have falsified information on their forms; or who have outstanding wants or warrants may be delayed and/or detained by the Probation personnel.

With the exception of demands related to the performance of the contract, Contractor and its employees will comply with all directions and orders issued by the Probation

Department’s personnel. (Issues relating to the performance of contracted services shall be at the direction of the Contract Administrator.) In rare occurrences, workers may be asked to leave the facility prior to the completion of their work, or they may be detained within a facility until an incident is resolved.

B. All Facilities:

Contractor shall ensure that:

1. All vehicles parked on site shall be locked and thoroughly secured at all times.

2. All tools and materials shall remain in possession of the user at all times and shall never be left unattended.

3. All lost or misplaced tools shall be reported immediately to the security staff or escort personnel.

4. All materials, especially those materials that could be used to inflict injury such as nails, wire, wood, etc. shall be continuously cleaned up and removed from the work site as work progresses.

C. Worker Shall:

Have no contact, either verbal or physical, with internees in the facility 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 any materials to internees, especially cigarettes, matches, tools, etc.

D. Failure to comply with these requirements is a criminal act and can result in prosecution:

1. Plan their activities to minimize the number of times they must enter and exit a facility. i.e., transport all tools, equipment and materials needed for the day at the start of work and restrict all breaks to the absolute minimum.

2. Arrive at the site no more than fifteen (15) minutes prior to the scheduled time or no more than fifteen (15) minutes after the scheduled time.

3. If delay or cancellation is necessary, immediately contact the designated on-site

Building Coordinator and/or the Site Supervisor.

4. Report to the Control Desk or on-site Building Coordinator upon arrival at the job site. Control will ensure that the work area is clear and ready for work to begin. Follow any special security requirements issued by the on-site Coordinator.

5. Report to the Control Desk or the on-site site Building Coordinator when leaving the facility, either temporarily or at the end of the workday.

6. Immediately report all accidents, spills, damage, unusual conditions and/or unusual activities to the Control Desk or the on-site Building Coordinator.

7. Securely close and check all gates and doors to ensure that they are tightly closed and locked.

2.11 ADDITIONAL WORK

1. Upon County request, Contractor shall submit supplemental proposals for Additional

Work not called for under the Scope of Work of this Contract. Contractor must obtain County Project Manager’s written approval prior to commencing any additional work.

2. County reserves the right to obtain supplemental proposals from, and use, alternate sources for completion of the additional work and to utilize the data provided under this Contract to obtain necessary services.

3. If County authorizes work by an alternate source, Contractor may be relieved of responsibilities pertaining to the equipment affected by the project while work is being performed and during the subsequent warranty period.

4. Contractor shall continue to provide services to all areas not affected by work provided by alternate sources.

5. Upon completion of any additional work, whether by Contractor or an alternative source, County’s Project Manager or designee and Contractor will inspect the finished product at no additional cost to County. Upon mutual acceptance of the additional work, Contractor shall again be responsible for all services originally covered under this Contract and the work performed under this section.

SECTION 3. PRICING

MAINTENANCE - MONTHLY

MONTHLY PRICING

Line Item Description Unit of Measure Unit Cost

1 Juvenile Hall MONTHLY

2 Youth Guidance Center MONTHLY

3 Joplin Youth Ranch MONTHLY

4 Youth leadership Academy 1 MONTHLY

5 Youth Leadership Academy 2 MONTHLY

REPAIRS

REPAIRS: Provided on an as needed basis. Reference Attachment A, Section XI, “Additional

Work”. Note: The hourly and monthly rates shall include: all costs for the work to include direct and indirect labor charges, truck, all necessary equipment, tools, overhead travel, depreciation, other expenses and all profit. Labor hours shall be charged on the basis of actual time spent on each job, not on a portal-to-portal basis, and shall be computed to the nearest one-quarter (1/4) hour. Parts purchased by the Contractor for repair of the equipment will be charged the

ACTUAL COST. Contractor agrees to pay for all freight charges and any equipment used to move the material. Contractor is to provide with invoice a copy of the supplier’s invoice for any part costing $500.00 or more.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Labor 1 Hour

TOTAL

SECTION 4. VENDOR QUESTIONNAIRE

4.1 BID VALIDITY: *

Bids will be valid for a period of 120 days after IFB closing date.

☐ Please confirm

*Response required

4.2 COMPANY PROFILE, REFERENCES BIDDER CERT

4.2.1 Company Legal Name:*

*Response required

4.2.2 Company Legal Status (Corporation, Partnership, Sole Proprietor, etc.):*

*Response required

4.2.3 Business Address:*

*Response required

4.2.4 Telephone No:*

*Response required

4.2.5 Facsimile Number:*

*Response required

4.2.6 E-mail Address:*

*Response required

4.2.7 Length of time the firm has been in business:*

*Response required

4.2.8 Length of time at current location:*

*Response required

4.2.9 Is your firm the sole proprietor doing business under a different name:*

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.10 If yes, please indicate sole proprietor’s name and the business name:*

*Response required

4.2.11 Is your firm incorporated:*

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.12 If yes, State of Incorporation:*

*Response required

4.2.13 Federal Taxpayer I.D. No:*

*Response required

4.2.14 D-U-N-S® No:*

*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.

*Response required

4.2.15 UEI No*

The County requires a valid UEI number prior to Contract Award. Your company must obtain one at no cost at www.usfcr.com.

*Response required

4.2.16 Regular Business Hours:*

*Response required

4.2.17 Regular Holidays and Hours when business is closed:*

*Response required

4.2.18 Contact person in reference to this solicitation:*

• Contact Full Name:

• Telephone No:

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required

4.2.19 Name of Service Manager:*

• Contact Full Name:

• Telephone No:

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required

4.2.20 Contact Person for Accounts Payable:*

• Contact Full Name:

• Telephone No:

• Facsimile Number:

• E-mail Address:

http://www.dnb.com/ http://www.usfcr.com/

• Cell or Pager Number:

*Response required

4.2.21 In the event of an emergency or declared disaster, the following information is required:*

• Name of Contact individual during non-business hours:

• Telephone No:

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required

4.2.22 References (minimum 3)*

Please Provide the following information for at least three (3) references:

Contractor shall submit at least three (3) references or letter of references where similar work of similar size is currently in process or recently completed. References must cover commodities or services performed by your company within the past ten (10) years. Include name of firm, phone, and name of the contact person, a brief work/project description, and completion date. These references will be checked and could affect the award of the

Contract. References shall not be provided for department conducting the solicitation.

• Firm Name:

• Address:

• Contact Person:

• Phone Number:

• Email Address:

• Contract Description:

• Contract Term:

• Contract Amount:

*Response required

4.3 BIDDER CERTIFICATION

4.3.1 Conflict of Interest*

Bidder must certify either Yes or No below:

Bidder certifies current/past financial, business or other relationship(s) with the County exist/existed as follows:

A. (Yes) Disclose any financial, business or other relationship with the County of Orange, any other entity that the Orange County Board of Supervisors governs*, or any Orange

County Board member, officer or employee, which could affect or influence award of the contract for the services you propose to provide.

B. (No) Bidder certifies that no relationships exist/existed as outlined in item I above.

*Orange County Board of Supervisors govern: All Assessment Districts, All Community

Facilities Districts, All Reassessment Districts, Housing and Community Development

Commission, Housing Successor Agency to the Orange County Development Agency, In-

Home Supportive Services Public Authority, Industrial Development Authority For

Orange County, Local Redevelopment Authority Marine Corp Air Station (MCAS) El

Toro, Orange County Financing Authority, Orange County Flood Control District, Orange

County Housing Authority, Orange County Housing Authority Acting As the Housing

Successor Agency, Orange County Public Financing Authority, Orange County Special

Financing Authority, South Orange County Public Financing Authority, and the Successor

Agency to the Orange County Development Agency

☐ Yes

☐ No

*Response required

When equals "Yes"

4.3.2 Disclose any financial, business or other relationship with the County of

Orange, any other entity that the Orange County Board of Supervisors governs*, or any

Orange County Board member, officer or employee, which could affect or influence award of the contract for the services you propose to provide.*

*Response required

4.3.3 Litigation*

Bidder must certify either Yes or No below:

Bidder certifies current/past litigation as follows:

A. (Yes) Bidder shall provide detailed information regarding litigation (court and case number), liens, or claims involving Bidder, or any company that holds a controlling interest in Bidder, against the County of Orange in the past seven (7) years.

B. (No) Bidder certifies that Bidder or any proposed subcontractors do not have any past or current litigation.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.3.4 Bidder shall provide detailed information regarding litigation (court and case number), liens, or claims involving any proposed subcontractors, or any company that holds a controlling interest in subcontractor firm(s), against the County of Orange in the past seven (7) years.*

*Response required

4.3.5 Name/Ownership Changes:*

Respondent must certify either Yes or No below:

A. (Yes) Respondent certifies past company name changes and/or ownership changes, for

Respondent’s firm and any proposed subcontractor firm, as follows:

1. Respondent shall provide detailed information regarding any company name changes

(including legal business names) in the past seven (7) years.

B. (No) Respondent certifies that Respondent or any proposed subcontractors have not had any company name change or ownership changes in the past seven (7) years.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.3.6 Bidder shall provide detailed information regarding any company ownership changes (including legal business names) in the past seven (7) years. *

*Response required

4.3.7 Statement of Compliance*

A. (Yes): Bidder certifies it is in strict compliance with this IFB, including, but not limited to the terms and conditions set forth in the Model Contract and its Attachments and

Exhibits, and no exceptions are proposed.

B. (No): Bidder certifies it is in strict compliance with this IFB, including the terms and conditions set forth in the Model Contract and its Attachments and Exhibits, except for those exceptions expressly listed as required by this IFB and attached hereto. Attachments for each proposed exception to this IFB, including, but not limited to the Model Contract, must include:

1. The complete provision Bidder is taking exception to.

2. The IFB page number and section of the provision Bidder is taking exception to.

3. The suggested rewording (i.e., Microsoft Word track changes)

4. Reason(s) for submitting the proposed exception.

5. Any impact the proposed exception may have on the services to be provided.

☐ Yes

☐ No

*Response required

When equals "No"

4.3.8 Provide exceptions to the requirements of this IFB including the terms and conditions set forth in the Model Contract and its Attachments and Exhibits.*

*Response required

4.3.9 Financial Status*

A. Bidder shall indicate whether its principals, directors, or majority shareholder(s), or any company

Bidder has held a controlling interest in, or which has held a controller interest in Bidder, has ever filed or has been involuntarily put into bankruptcy or has been declared bankrupt. If yes, attach statement indicating the bankruptcy date, court jurisdiction, trustee’s name and telephone number, amount of liabilities, amount of assets and current status of bankruptcy.

No action pending No prior action Information Attached

☐ No Action Pending

☐ No Prior Action

☐ Information attached

*Response required

4.3.10 Is your firmIs your firm a County Of Orange Local Small Business (OCLSB) or a

Disabled Veteran Business Enterprise (DVBE)?*

To participate as an OCLSB and/or DVBE, the requirements in the OCLSB AND DVBE

PREFERENCE POLICIES CERTIFICATION REQUIREMENTS must be met.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.3.11 County of Orange Local Small Business (OCLSB) and/or Disabled Veteran

Business Enterprise (DVBE) Affirmation*

Please download the below documents, complete, and upload.

• Local_Small_Business_(OCLSB...

https://procurement.opengov.com/portal/ocgov/projects/124854/document?section=undefined https://procurement.opengov.com/portal/ocgov/projects/124854/document?section=undefined https://government-project.s3.us-west-2.amazonaws.com/69844/3e177e35-4b9d-4f83-a396-d67fb78eab73_Local_Small_Business_%28OCLSB%29_Preferennce_and_Disabled_Veterna_Business_Enterprise_%28DVBE%29_Affirmation.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CC5RQXOR%2F20250528%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250528T223952Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjELX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCICRdi4QgGwgNOZGBiyUXWQFe8VR7Mpb5XfnbXdsrLlZ9AiEAnpPNzTh3i%2FAQuTqHfa21qpv0%2BgqItjEtlbqYjFWSiOMqgwUIfhACGgw4OTIzNjQ2ODc2NzIiDK%2FQ%2Ful3VxHoauACgirgBNvMFJ5xs%2BE%2BVcKpS%2FrsYIz83qkj2ARtrYpvIrg4CDCmM00Q5rY2dXeN8%2FptUAv9aCzwA17BCq8BfSCMRLanp2yn6PetRfc4beGjyJG7XHeStNmfoz%2BsAFOTCdwT5oZh6HDlzUsH4DdnMpniNbkx8K0LeKsNy5sp%2Bycg%2BkmfNskLJVh%2Fv14eusazXFf8bfWAdPrer5Td9kfdBU58OarOy%2BjtcZbd7L9YIiNzCIlPW%2FafJBhY8oGf9BSdmnFVajudtbf5zI%2BM4Mmvxy7wD%2B6wHYPG2ZhbXEZsgH5gwTgr7ATtM4bXs2j7vRbbI63%2Fcm9QSxsx4fx6Pqa3fncqbWe%2FklzSl0Csw8l33LQGwW7jzO14InuPSfu%2FA1qvC87sK9Sp2fWYONgXJuy%2BCR0F3yCSnrMGfoeLljsY%2Fbrhy71jxRgV1a9qS%2B%2Bau%2Bg2gM9EccfRgssBmtRYvW7HeFZxIktmkR1psyxATTrV5xc6CBo86TFXJwc%2FCzx8V40DdLO5bbT0%2F924Mi3YijJUoxIpy5D2%2Bcc%2FNmHT6P9WnAnbvNWgafEnc3%2F%2BWtaJhcDL14jw%2Bgl7Ga8Ach3fVKuFJs2K14voGQeCfV2iFSbo%2BA4mj2AndMh8uo3JZqrBh4XeNO9sTwivmnB7rLLVhIsfhRBSguqhpYQTvRXgF96NZPaOM9UU4IYIxIOWRKLIThmEYtQPrmRSMRJHLHdS4XRPSb9s6us7Sbl9IxwUsqXHs3v5B%2FJypXojZR4kxAMw50Gcc3k243o274yh2kyko83nGEVPP6zPk6vgjbZLVk718DSB8faE4D%2FeMKH03cEGOpsBoPqUgf8edxvVykamsrsVKejQCXVIFRv9VW4qOow0k6sGjWxFo%2BahfPZXu4w4q%2FlS9tEnyD16hO%2FKaqk3yoYOzcK7FKQmchi2KL9hRvsaNepmYjbQThI4Q10hM0idVwpRpjXCqlUlUW0xKsyzLXvvQzslDvQNukKuFqUcv7WDU6RZpAatgLYWJC7f242dy2ogbHipJI33QFwsRsU%3D&X-Amz-Signature=cbc84fe0deb78a15c618615f662fd75cab567be8a7abddd9b97a4f6ae81bb6c0&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Local_Small_Business_%28OCLSB%29_Preferennce_and_Disabled_Veterna_Business_Enterprise_%28DVBE%29_Affirmation.docx%22&x-id=GetObject

*Response required

4.3.12 The Levine Act: County of Orange Campaign Contribution Disclosure*

The Levine Act compliance is a minimum submittal requirement of this solicitation.

Please complete and sign the County of Orange Campaign Contribution Disclosure Form attached hereto. A proposer’s failure to provide a completed and signed copy will render its proposal as incomplete and nonresponsive.

• CAMPAIGN_CONTRIBUTION_DISCL...

*Response required

4.3.13 Safety Data Sheets (SDS)*

Contractor is required to provide a Safety Data Sheet (SDS) compliant with California Code of

Regulations, Title 8, Section 5194, for each hazardous substance that is provided, used or created as part of the goods or services provided by Contractor to County. The SDS for each substance must be sent to either the County Project Manager, as specified in the “Notices” provision of this Contract, or to the place of shipment or provision of goods/services.

*Response required

SECTION 5. GENERAL INFORMATION

5.1 IMPORTANT NOTICE

The County has attempted to provide all information available. It is the responsibility of each

Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB 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 must submit a written request for clarification/interpretation to the County Deputy Purchasing Agency (DPA) via the County’s online biding system.

5.2 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this Invitation for Bid (IFB). County will provide all official communication concerning this

IFB. Any County response relevant to this IFB other than through or approved by County is unauthorized and will be considered invalid.

All questions regarding this IFB must be submitted via the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov.

5.3 CLARIFICATION/INTERPRETATION

If clarification or interpretation of this solicitation is considered necessary by County, a written addendum shall be issued and the information will be posted on County’s online bid system. Any interpretation of, or correction to, this solicitation will be made only by addendum https://government-project.s3.us-west-2.amazonaws.com/69844/8f625478-07ac-49ce-bd7d-acc39591b83c_CAMPAIGN_CONTRIBUTION_DISCLOSURE_FORM_%282%29.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CC5RQXOR%2F20250528%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250528T223952Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjELX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCICRdi4QgGwgNOZGBiyUXWQFe8VR7Mpb5XfnbXdsrLlZ9AiEAnpPNzTh3i%2FAQuTqHfa21qpv0%2BgqItjEtlbqYjFWSiOMqgwUIfhACGgw4OTIzNjQ2ODc2NzIiDK%2FQ%2Ful3VxHoauACgirgBNvMFJ5xs%2BE%2BVcKpS%2FrsYIz83qkj2ARtrYpvIrg4CDCmM00Q5rY2dXeN8%2FptUAv9aCzwA17BCq8BfSCMRLanp2yn6PetRfc4beGjyJG7XHeStNmfoz%2BsAFOTCdwT5oZh6HDlzUsH4DdnMpniNbkx8K0LeKsNy5sp%2Bycg%2BkmfNskLJVh%2Fv14eusazXFf8bfWAdPrer5Td9kfdBU58OarOy%2BjtcZbd7L9YIiNzCIlPW%2FafJBhY8oGf9BSdmnFVajudtbf5zI%2BM4Mmvxy7wD%2B6wHYPG2ZhbXEZsgH5gwTgr7ATtM4bXs2j7vRbbI63%2Fcm9QSxsx4fx6Pqa3fncqbWe%2FklzSl0Csw8l33LQGwW7jzO14InuPSfu%2FA1qvC87sK9Sp2fWYONgXJuy%2BCR0F3yCSnrMGfoeLljsY%2Fbrhy71jxRgV1a9qS%2B%2Bau%2Bg2gM9EccfRgssBmtRYvW7HeFZxIktmkR1psyxATTrV5xc6CBo86TFXJwc%2FCzx8V40DdLO5bbT0%2F924Mi3YijJUoxIpy5D2%2Bcc%2FNmHT6P9WnAnbvNWgafEnc3%2F%2BWtaJhcDL14jw%2Bgl7Ga8Ach3fVKuFJs2K14voGQeCfV2iFSbo%2BA4mj2AndMh8uo3JZqrBh4XeNO9sTwivmnB7rLLVhIsfhRBSguqhpYQTvRXgF96NZPaOM9UU4IYIxIOWRKLIThmEYtQPrmRSMRJHLHdS4XRPSb9s6us7Sbl9IxwUsqXHs3v5B%2FJypXojZR4kxAMw50Gcc3k243o274yh2kyko83nGEVPP6zPk6vgjbZLVk718DSB8faE4D%2FeMKH03cEGOpsBoPqUgf8edxvVykamsrsVKejQCXVIFRv9VW4qOow0k6sGjWxFo%2BahfPZXu4w4q%2FlS9tEnyD16hO%2FKaqk3yoYOzcK7FKQmchi2KL9hRvsaNepmYjbQThI4Q10hM0idVwpRpjXCqlUlUW0xKsyzLXvvQzslDvQNukKuFqUcv7WDU6RZpAatgLYWJC7f242dy2ogbHipJI33QFwsRsU%3D&X-Amz-Signature=11dbbc53af68b363ccc1f86437a93a430764fd21b0fe08df71585b5ec096d85d&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22CAMPAIGN_CONTRIBUTION_DISCLOSURE_FORM_%282%29.docx%22&x-id=GetObject https://procurement.opengov.com/portal/ocgov issued by the County DPA. All addenda will be submitted and posted on the County’s online bidding system. It is the responsibility of each Bidder to periodically check the County’s online biding 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.

All questions or requests for interpretation must be received by Thursday, June 5, 2025 before 2:00 pm.

5.4 BID VALIDITY

Bids will be valid for a period of 365 days after IFB closing date.

5.5 IMPORTANT DATES

These dates only apply to IFB# IFB-080-2744202-GD

Release Project Date: May 28, 2025

Question Submission Deadline: June 5, 2025, 2:00pm

Bid Submission Deadline: June 12, 2025, 2:00pm

5.6 LOBBYISTS

County of Orange does not require and neither encourages or discourages the use of lobbyists or other consultants for the purpose of securing business.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Donald P. Wagner, Chairman, Third District

Andrew Do, Vice Chairman, First District

Vicente Sarmiento, Second District

Doug Chaffee, Fourth District

Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor

Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator

Don Barnes, Sheriff-Coroner

Shari A. Freidenrich, Treasurer-Tax Collector

Andrew Hamilton, Auditor-Controller-Elect

SECTION 6. GENERAL INSTRUCTIONS

6.1 REVIEW

Before submitting a bid, Bidders shall carefully review the General Instructions and examine the solicitation contents, including the Model Contract Terms, Conditions and Scope of Work.

Bidders shall include in their bid response a monetary sum to cover the cost of all items included in the Contract. The Model Contract contained in this solicitation is the Contract proposed for execution. Upon award, awarded Bidder will be required to sign and submit Contract for execution.

6.2 RESPONSIVENESS

Responsive bids shall include completed submittals/attachments provided in the VENDOR

QUESTIONNAIRE.

6.3 BID SUBMISSION

Electronic Bids shall be submitted via the County’s online bidding system via the following link https://procurement.opengov.com/portal/ocgov. All required sections of the IFB as listed above, must be submitted via the County’s eProurement Portal. Bidder is solely responsible for “on time” submission of their electronic bid. The County will not accept late bids and no exceptions shall be made. County will only receive those bids that were transmitted successfully.

Note: Electronic Bids cannot be viewed by County until after the IFB deadline. If you encounter any problems with your registration, system, bid submission, or other system issues please contact OpenGov’s support staff via the live chat option or via email at procurement-support@opengov.com.

6.4 AWARD

Upon recommendation of Contract award, Bidder will be required to submit the following documents within seven (7) days of County notification, unless otherwise specified in the solicitation:

A. Insurance: Certificate(s) of Insurance, including additional Insured Endorsement(s); refer to Model Contract, Article O-Insurance

B. W-9 Form: Current signed W-9 (Taxpayer ID No & Certification), which includes

Contractor’s Legal Business Name(s). Out of State Vendors may be required to submit a

587/590 Form.

6.5 PRICING

A. Bid Prices: The bid prices quoted on this solicitation shall be firm for the entire contract term of the awarded Contract.

B. Addenda: Bid prices offered shall reflect all addenda issued by County.

https://procurement.opengov.com/portal/ocgov/projects/124854/document?section=1117348 https://procurement.opengov.com/portal/ocgov/projects/124854/document?section=1117348 https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com

C. Scope of Work: Bids shall be submitted only for the items and/or services as stated in the Scope of Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

D. Firm Prices: The County will only consider firm price bids.

E. Profit: The net amount of profit will remain firm for the entire term of the Contract. Contract adjustments which increase Contractor’s profit will not be allowed.

F. Price Decreases: All price/rate decreases will automatically be extended to the County. Please reference Paragraph – Price Increase/Decrease provision for additional information.

G. Acceptance: Bids must be provided for each item separately, “all-or-none” bids will not be accepted unless in the best interest of the County.

6.6 NO SUBSTITUTION

The bidder is required to meet all specifications and requirements contained in this solicitation. No substitutions will be accepted, unless prior County written approval is received.

6.7 COMPANY PROFILE, BIDDER CERTIFICATION AND REFERENCES ***

MAY BE A VENDOR QUESTION

Bidder shall utilize the forms provided to satisfy this requirement.

6.8 DISCREPANCIES

Bidder 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 the County.

If prior to contract award, a Bidder discovers a mistake in their bid which renders the Bidder unwilling to perform under any resulting contract, the Bidder must immediately notify the buyer and request to withdraw the bid. It shall be solely within the County's discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of "all or none" of the items, then any withdrawal must be for the entire bid. If the solicitation provided for evaluation and award on a line item or combination of items basis, the County may consider permitting withdrawal of specific line item(s) or combination of items.

6.9 BID EXPENSES

The 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 the Contractor’s Pricing Sheet.

Pre-contractual expenses are defined as, including but not limited to, expenses incurred by Bidder in:

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

C. Negotiating with the County any matter related to the bid; and, D. Any other expenses incurred by the Bidder prior to the date of the award and execution, if any, of the Contract.

6.10 PROTESTS

In the event a Bidder believes that County’s solicitation is unfairly restrictive or ambiguous or contains conflicting provisions or the Bidder believes that any resulting Contract would be commercially impractical to perform, the Bidder must file a written protest with the County DPA.

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

1. The name, address and telephone number of the protester.

2. The signature of the protester or the protester’s representative.

3. The solicitation or contract number.

4. A detailed statement of the legal and/or factual grounds for the protest; and

5. The form of relief requested.

B. Protest of Bid Specifications:

1. All protests related to bid specifications must be submitted to the County DPA no later than five (5) business days prior to the close of the bid. Protests received after the five (5) business day deadline will not be considered by the County.

2. In the event the protest of specifications is denied, and the protester wishes to continue in the solicitation process, they must still submit a bid prior to the close of the solicitation in accordance with the bid submittal procedures provided in the bid.

C. 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 the proposed contract award is provided by the County 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.

1. Protest Process

a. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the County DPA, the County Procurement Officer or the Procurement

Appeals Board renders a decision on the protest.

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

c. 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 protester’s right to the protest procedures outlined herein.

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

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

B. Appeal Process

A. If the protester wishes to appeal the decision of the County DPA, the protester must submit, within three (3) business days from receipt of the County DPA’s decision, a written appeal to:

Email: CPOAppeals@ocgov.com

Or mailto:CPOAppeals@ocgov.com

County of Orange/County Procurement Office 400 West Civic Center Drive, 5th Floor Santa Ana, CA 92701

B. 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 protest shall be forwarded to the Procurement Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

6.11 ACCEPTANCE/REJECTION/AWARD

Acceptance/Rejection/Award

A. Bids submitted in response to this IFB may become subject to public disclosure under the California

Public Records Act, and other applicable law. The County shall not be liable in any way for disclosure of any such records. Additionally, all bids shall become the property of the County.

B. The lowest responsive, responsible Bidder will be recommended for contract award.

C. Bids will be reviewed by the County for responsiveness to all requirements. The County has the right to reject any bid deemed unresponsive or lacking the resources or experience to adequately perform the services described herein.

D. Only those responsible, responsive bids meeting all solicitation requirements and specifications shall be further reviewed for consideration for award. Award shall be based on the lowest, responsive, responsible bid.

E. Please take notice, non-acceptance of the County of Orange terms and conditions, incorporated in model contract, may deem a bid non-responsive. County may not accept any other terms, conditions, or provisions contrary to those contained within this solicitation.

F. Final award determination shall be based upon the lowest responsive, responsible bid, and may also include a review of Bidder’s ability to meet the requirements and perform the services specified in this solicitation; Bidder’s references and past performance; and Bidder’s acceptance of County of

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

G. By submitting a response to this solicitation, Bidders agree to accept the decision of the County

DPA as final.

H. Awarded Bidder will be required to sign a contract upon award. If Bidder is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

6.12 RIGHTS RESERVED TO COUNTY:

The County reserves the right to:

A. Waive, at its discretion, any irregularity or informality, which County deems correctable or otherwise not warranting rejection of the bid.

B. County reserves the right, at its sole discretion, to make multiple awards to Bidders for services requested in this solicitation.

C. Accept or reject in whole or in part any or all bids received as a result of this solicitation at its sole discretion and to solicit for new bids, as the best interest of the County may require.

D. Negotiate the final Contract with the lowest, responsive and responsible Bidder or

Bidders as necessary to serve the best interests of the County.

E. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representation that any contract will be awarded to any

Bidder responding to this solicitation.

F. Award its total requirements to one Bidder or to apportion those requirements among two or more Bidders as the County may deem to be in its best interests; therefore, bids must be provided for each item separately; “all-or-none” bids will not be accepted unless in the best interest of the County.

6.13 JOINT BIDS

Where two or more Bidders desire to submit a single bid in response to a 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 or multiple firms, but not with multiple firms doing business as a joint venture.

6.14 UNFAIR PRACTICES AND OTHER LAWS

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions

Code Section 17000 et seq.) and all applicable County, State and Federal laws and regulations.

6.15 INDEPENDENCE OF BID

By submitting a bid, Bidder swears under penalty of perjury that it did not conspire with any other supplier to set prices in violation of anti-trust laws.

6.16 AMERICANS WITH DISABILITY ACT (ADA)

To comply with the non-discrimination requirements of the ADA, it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you must contact the buyer listed in the solicitation.

6.17 DUNS NUMBER

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 bid submission response.

6.18 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to…