REQUEST FOR BID

2026-RFB-0103

LAUNDRY CONCENTRATE SUPPLIES AND SERVICES

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: October 6, 2026

DEADLINE FOR QUESTIONS: October 15, 2026

RESPONSE DEADLINE: October 22, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR BID

Laundry Concentrate Supplies and Services

1. Definitions

2. Introduction

3. Bidder's Instructions

4. Basis for Award

5. Project Details

6. Vendor Submissions

7. Sacramento County Standard Terms and Conditions

8. Additional Terms and Conditions

9. Insurance Requirements for Contractors

Attachments:

A - Detailed Requirement Sacramento County Laundry Concentrate Supplies

Services

B - Appendix I - Price Schedule Laundry Chem (FILL AND RETURN)

C - Evaluation Basis for Award_Laundry Concentrate and Services

D - County of Sacramento Contract Terms and Conditions

Request for Bid #2026-RFB-0103 Title: Laundry Concentrate Supplies and Services

1. Definitions

Response: The written, signed and sealed complete document(s) submitted according to the bid instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation document, including all subsequent addenda, made publicly available to all prospective bidders.

We/Us/Our:Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this bid is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing goods, equipment and/or services.

• Bidder - A business entity submitting a Response to this bid. Suppliers which may express interest in this bid, but who do not submit a Response, have no obligations with respect to the bid requirements.

• Contractor - The Bidder(s) whose Response to this bid is evaluated as meeting the needs of the

County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this bid.

• Contractor’s Employee - All persons who can be offered to provide the goods, equipment and/or services described in the bid. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default: A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination: A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a bid document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by bidder, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. Introduction

2.1. Summary

This Request for Bid (RFB) is to establish an annual contract for Laundry Concentrate Supplies and

Services for institutions in the County of Sacramento in accordance with the terms, conditions, and specifications listed herein.

The products supplied to the County must be adaptable to a wide variety of equipment. The predominate uses are the high-temperature large volume operations at the Rio Cosumnes Correctional

Center (RCCC) located in Elk Grove, the Youth Detention Facility in Sacramento, and the County’s Main

Jail in Sacramento. The estimated annual quantity of the laundry concentrates are listed in Appendix I, Pricing.

The contract resulting from this RFB shall be for a one-year period commencing with execution of the contract by the Contract and Purchasing Services Division. For reasons of economy and efficiency, the

County reserves the right to extend the term of this contract for four (4) one-year terms, following the initial 12-month term upon mutual agreement between County and CONTRACTOR. Per section 2.56.220 of the Sacramento County Code, this Contract may not exceed a period of five (5) years and six (6) months, unless authorized by the Board of Supervisors.

2.2. Background

Award Date is anticipated to be on or around November 1, 2026, with Contract Period of Performance beginning on 12/1/2026.

Bidders must complete Appendix I - Price Schedule and submit via OpenGov by the deadline for submission of bids.

The County reserves the right to make a single award, multiple awards, or no award at all to this RFB. In addition, the RFB may be amended or canceled as necessary to meet requirements.

Bidders are hereby notified that the Government will not reimburse any costs incurred for proposal preparation or submission. All costs associated with responding to this solicitation shall be borne solely by the Bidder.

2.3. Contact Information

Any inquiries or requests regarding this solicitation must be submitted via OpenGov. Contact with unauthorized County personnel during the selection process may result in disqualification.

Angela Xavier

Sr Contract Services Officer

6990 Ecology Lane

Sacramento, CA 95827

Email: xaviera@saccounty.gov

Phone: (916) 876-6379 mailto:xaviera@saccounty.gov tel:(916)876-6379

Department:

DGS: CAPSD - Procurement

Department Head:

Brandalyn Tramel

Purchasing Agent

2.4. Timeline

Release Project Date October 6, 2026

Question Submission Deadline October 15, 2026, 1:00pm

Submission Deadline October 22, 2026, 3:00pm

Award Contract November 1, 2026

3. Bidder's Instructions

3.1. General Format

Respond to all requests for information and completion of forms contained in this Request for Bid. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Bidder is solely responsible for accuracy and completeness of bid response and for electronically separating and marking documents as confidential when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

3.2. Alteration of Bid Text

The original text of this bid document, as well as any attachments, amendments or other official correspondence related to this bid document, may not be manually, electronically or otherwise altered by bidder or bidder’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

3.3. Preparation of Response

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the Sacramento

County’s Electronic Bidding website (SacCountyEbids). Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to

SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the bidder to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: F.O.B. Destination, freight prepaid and added; Payment Terms: NET/30.

3.4. Confidential Information/Public Record

All responses become property of the County. All responses, including the accepted bid and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”. Proprietary material must be clearly marked as such. Pricing and service elements of the successful bid are not considered proprietary information.

The County will treat all information submitted in a bid as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training information contained within your bid, you must identify any such information, together with the legal basis of your claim in your bid, and present such information separately as part of your response.

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. Basis for Award

Public Bid Opening: As soon as possible after the date and time specified by the Request for Bid, pricing information will made public to all bidders. The responses will remain sealed during the bid evaluation period, and will be made available for public inspection upon notice of bid award.

This bid award will be determined by lowest responsive and responsible bidder. Bid responses will be considered valid for a period of 90 calendar days after bid closing date above.

Lowest price offer that is technically acceptable, made by responsible company with at least 3 years of experience delivering laundry concentrate supplies and ancillary services in institutional settings.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

5. Project Details

5.1. 2026-RFB-0103- Laundry Concentrate Supplies and Services

The County is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov

Procurement by signing up at Sign Up (opengov.com). Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

5.2. Detailed Requirements of Supplies and Services

INTRODUCTION

This Request for Proposal (RFB) is to establish an annual contract for Laundry Concentrate Supplies and

Services for institutions in the County of Sacramento in accordance with the terms, conditions and specifications listed herein.

The products supplied to the County must be adaptable to a wide variety of equipment. The predominate uses are the high-temperature large volume operations at the Rio Cosumnes Correctional

Center (RCCC) located in Elk Grove, the Youth Detention Facility in Sacramento, and the County’s Main

Jail in Sacramento. The estimated annual quantity of the laundry concentrates are listed in Appendix I, Pricing.

The contract(s) resulting from this RFB shall be for a one-year period commencing with execution of the contract by the Contract and Purchasing Services Division.

For reasons of economy and efficiency, the County reserves the right to extend the term of this contract for four (4) one-year terms, following the initial 12-month term upon mutual agreement between

County and CONTRACTOR. Per section 2.56.220 of the Sacramento County Code, this Contract may not exceed a period of five (5) years and six (6) months, unless authorized by the Board of Supervisors.

DETAILED REQUIREMENTS

The Contractor will be responsible for furnishing and installing vendor owned automatic dispensing systems at no additional expense to the County. The Contractor is the sole contact point and retains responsibility for all equipment.

Contractor is responsible for compliance with all Applicable Standards unless specifically listed as an exception detailed on Solicitation Exceptions, and agreed to by the County.

A. Dispensing Equipment – Consists of dispenser, built-in keyed locking device, pumps, tubing, and self-contained counters. Liquid dispensing systems must be:

• fully enclosed with no externally mounted controls;

• micro-processor controlled; and

• able to dispense at least two (2) different amounts of laundry concentrates for heavy and medium soil loads.

B. Cleaning Products & Sizes – Products used at both RCCC and Main Jail shall be packaged in tightly sealed 15 gallon returnable container. Products used at Youth Detention Facility shall be packaged in tightly sealed 2.5 gallon returnable container. All products shall be suitable for a storage period of six (6) https://procurement.opengov.com/signup months or longer. All Products that do not comply with specifications will be rejected and will require prompt replacement at no cost to the County.

Based upon the concerns of EPA on laundry detergents containing NP and NPEs, the County is requiring the use of alternative products in this contract.

For additional information see:

https://www.epa.gov/assessing-and-managing-chemicals-under-tsca/nonylphenol-and-nonylphenol-ethoxylates

C. Equipment Servicing – Dispensing equipment will be checked by Contractor on a bi-weekly basis to insure proper operations. All required chemical test will be performed to insure that the proper concentration of chemicals is being used.

D. Minimum Maintenance - The Contractor will be responsible for all dispenser equipment maintenance services. The Contractor may subcontract this service to a third party, but the Contractor is the sole contact point and retains responsibility for all dispensing equipment

The Contractor shall replace non-operating dispensing equipment and components within one (1) business day after notification by the County. (i.e. If the County calls Contractor on Monday, the equipment will be fixed or replaced by 5pm on Tuesday.)

Failure to provide the required Products and Services will be grounds for Termination. The second highest scoring Contractor will be selected.

E. Charts

Contractor will provide and program any new washer extractor formula charts to insure that optimum finished linen results are obtained.

F. Training

Contractor must provide continued operational dispenser training throughout the contract life cycle at no additional cost to the County.

In-service training will be provided by Contractor’s service technician to Correctional Center Officer, Supervisors and Inmate Workers on an on-going basis, at least quarterly.

Dispenser training must contain step-by-step procedures.

Laundry Training must include:

• sorting soiled linen;

• chemical handling and safety;

• washer extractor and dryer operation;

• proper laundry formula selection;

• emergency procedures.

G. Prices will include Free Dispensers and Services as Follows:

The system and required dispensers will be installed on machines at no additional charge. No damage is to be done to County-owned equipment during installation. Determination of dispenser type is to be based on best results relative to equipment types and the amount of usage.

https://www.epa.gov/assessing-and-managing-chemicals-under-tsca/nonylphenol-and-nonylphenol-ethoxylates https://www.epa.gov/assessing-and-managing-chemicals-under-tsca/nonylphenol-and-nonylphenol-ethoxylates

Contractor’s Representative must set proper economical feed rate of concentrates.

H. Ordering Requirements - Minimum orders or other restrictions (if any) must be clearly identified. The

County will not accept unreasonably high minimum order requirements. Unreasonably high minimum order requirements may be cause for rejection of the RFB. Exception may be made only if savings warrant and storage space is available and if it is deemed to be in the best interest of the County.

I. Reports

Bi-Monthly Report – The Contractor shall furnish a bi-monthly report to facility management showing products purchased, products used, concentrate levels, and maintenance performed.

As Needed Report – The Contractor shall furnish a detailed usage report to Contract and Purchasing

Services Division. The report shall include contract number, contract shipping order number, customer number, product description and quantity ordered.

J. Safety Data Sheets

It is required by law that all hazardous materials be accompanied with a "safety data sheet" (SDS) at the time of delivery.

K. Safety Requirement

All services and merchandise must comply with current California state division of industrial safety orders and O.S.H.A.

L. Security / Background check

Work will be completed at correctional facilities. Work for this project will occur in a secured area, and background security checks for all personnel will be required. At least ten (10) days prior to starting work, the Contractor shall submit full names, date of birth, social security number, and California’s driver license number, or ID number for each individual proposed to enter the work site. Contractor’s employees will not be admitted to the job site until the Sheriff’s Department or Probation Department have issued a clearance to the Project Inspector permitting admission of contractor’s personnel. The

Sheriff’s Department or Probation Department reserves the right to disallow any individual to work on the site.

Current Equipment and Locations:

Quantity Equipment Equipment Location

4 Milnor Model 42026V6J (140 lb Capacity) Washer Extractor RCCC

2 Milnor Model 48040F7W (275 lb Capacity) Washer Extractor Main Jail

1 Milnor Model 42032F7W (170 lb Capacity) Extractor Washer Main Jail

4 Unimac Model UWN060T3VXU1001(60 lb Capacity) Extractor Washer Youth Detention Facility

M. County Services Locations:

County of Sacramento:

Rio Cosumnes Correctional Center (RCCC)

12500 Bruceville Road

Elk Grove, CA 95757

Main Jail

651 I Street

Sacramento, CA 95814

Youth Detention Facility

9601 Kiefer Blvd.

Sacramento, CA 95827

6. Vendor Submissions

6.1. Bid Requirements*

Did you read through and confirm that you met all of the bid requirements?

☐ Yes

☐ No

*Response required

6.2. Please confirm that your company will accept the County's contract terms and conditions.*

Please see Attachment D with the County's sample contract terms and conditions.

☐ Please confirm

*Response required

6.3. Bid Documents*

Please Upload any/all required or supplemental bid documents here.

*Response required

6.4. Company Overview*

Provide company overview and description of company.

*Response required

6.5. Plan for Meeting Requirements*

Describe how you will meet the requirements described in this RFP.

*Response required

6.6. Experience*

Describe current and/or previous expertise and company’s years of experience in providing similar services.

*Response required

6.7. Confidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.

6.8. Contractor Certification of Compliance, part 1*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

CONTRACTOR hereby certifies that either:

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt); or

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt); or

☐ (c) each Principal Owner (25% or more), does not have any existing child support orders; or

☐ (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

6.9. Contractor Certification of Compliance, part 2*

New CONTRACTOR shall certify that each of the following statements is true:

A. CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

B. CONTRACTOR has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a Contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.

☐ Please confirm

*Response required

6.10. Non-Collusion Affidavit*

I state that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.

I state that:

A. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed below in the exceptions field (accept with exceptions).

B. That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and that they will not be disclosed before proposal opening.

C. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal/bid or other form of complementary proposal.

D. The proposal by my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

E. My firm, its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

F. No current or previous employee of the County of Sacramento (employed by County of

Sacramento within the last calendar year) has been involved or is currently involved in any manner, directly or indirectly, with bidder’s response or considerations in responding to this request.

I understand and my firm understands and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract. Any violation of this certification shall render bidder’s response invalid. In such a case, bidder’s response will be immediately disqualified.

☐ Please confirm

*Response required

6.11. Risk Assessment Questionnaire*

Please download the below documents, complete, and upload.

• Risk_Assessment_Questionnai...

https://government-project.s3.us-west-2.amazonaws.com/14103/f74e0609-bb41-4701-8368-91dce2bacbce_Risk_Assessment_Questionnaire.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4E3IDBRQE%2F20261006%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261006T185707Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEDMaCXVzLXdlc3QtMiJHMEUCIQDIOdebOpXSRNUGH%2FeYqd0aCkDj3287RO6d6hjAEyN1OwIgOkASMvwWWY6RlDYn%2Ff5St4AaEME6X9smWNSuq%2FB3vmwqlQUI%2FP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDAHYTiAW3hANNovn5SrpBILfHatcMWrGhEIwm7BoHdFTH3qUPHW%2BQbQ6DgP5MXZ%2BKEgEDDIESeASBDFHlF%2BoJnnSO%2FTJD7eq4K7Owagyq%2BG3vQLil7GVwcyrRCHzeBHV0jUWZr5RZVoJtbp1duJZa42WsH8ealGj3lCSGMP3NPS1bCjLScz40dS6IU%2FzTtTvcQKE7xnPLYBuIgVIpgDPyPTwGv69uZLRkc20r3iZ7u%2FMrA2YwdAZlxjtm78Xm2GT9Za%2FMMHsg59iD3uQfOj5xSbzouAsm0qTaoIYajg3Grl9pTbNoSGEgbvESvSeeSRCQs4Vr6ZYuo%2FWZ5hMurjYujm6Lmq8GmKelhngPCKrplHA%2F%2F2QM0njqks2I6jUnnv1DbEjlNQ2xRuGZhb7vllHBITQonR%2FpxHwuUHAaOxps79NVO99uP5XR1ZvrjwtSsQ3yv33eP6ZwDB%2B7evMwxtigRcvPA6lDSFZq42B59wZpNMBc%2BkRHIlp%2F0eaggPCv3uzNgyZd3CcST9km6gFR9F3kwjNu9JGulc8QraWi7kxiBHihw8KQHzsrgaiAdE3gjMNoC5Sy7pClvE2kkPu%2FJvQ7fghpCVAW7fordLqpgN%2B6ky5D39%2BrXQF3DYv3HHjHeOhU7HXRfCuN%2B06C1rWKhD269f7WYVVREbKro0CoiKqWTx%2FnO8z1Kl16DAELSnkRRK5nTMbTHvJkuGe8wmAlPwX0Ui4t9oEZiB5AIEY3MW9nHxZYyj7xnNVPZFMyoRccPCT24qmMA1f2neAEzpFU5AoNYOd%2FOThuI0M2vwGdPL%2Bgm6X4zp2BnQZLRdD7agbcrn8yWstnqIWadrzMKH9lNYGOpkBT4GnvZYyJAVOAVJmdyziqpbjFfcSn9mPH7Mkq8BiChT0E0J3J7llH3ucw1R9GN0CKMK%2B67kc%2BwPJKWqWv4wFx9GxdlDO88tm3Iawhorb3%2B27XkqGnMy4isOkoe6QbV4vZwgvUButOPTWF7A%2FZGbaKjXehZiegNOdSOyF5dW93obyN2H68KFMCbnthdmni7hNmCM6ZipzQZjL&X-Amz-Signature=5ea2157f1758b21d607c4824115da4876441c855275daf27bdfbe1fb6de4aa2d&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Risk_Assessment_Questionnaire.pdf%22&x-id=GetObject

6.12. Procurement Opportunities Program - Local and Micro Business Preference

PURPOSE

The purpose of the Procurement Opportunities Program is to promote and enhance the utilization of local and small business enterprises in the County’s procurement and contracting processes. Small businesses contribute to the overall economic health of the community. Therefore, government has a compelling interest to provide economic opportunity to small businesses. The economic health of the community is dependent upon an active and thriving business community, including both large and small businesses. For this reason, the program is designed to provide procedural assistance and contracting information to any firm wishing to do business with the County. This program is not, however, intended to become a separate activity within the County’s procurement and contracting process. It is intended to be an integral part of the County’s standard procurement and contracting process.

INCENTIVES

Service and supply acquisition: For material, supply, construction and/or non-professional service contracts of less than $1,000,000 processed through the Department of General Services, Contract and

Purchasing Services Division, or through the Delegated Purchase Order (DPO) Program. The County of

Sacramento will award a two-percent (2%) price or point micro-business preference to State Certified

Micro-Business enterprises located within the Sacramento Regional Market Area (Sacramento, El

Dorado, Placer, Sutter, Yolo and Yuba Counties), and/or a five-percent (5%) price or point local business preference.

The Delegated Purchase Order program (a delegated purchasing program utilized by department “DPO

Buyers”) includes a provision requiring the departments to obtain multiple quotes based on the dollar amount of the purchase. This program will eliminate the quoting requirement if the DPO Buyer issues a

DPO to a certified micro-business in the Sacramento Regional Market Area. When obtaining multiple quotes, the DPO Buyer shall apply all applicable preferences stipulated in this program.

LOCAL BUSINESS PREFERENCE QUALIFICATIONS

Pursuant to Sections 2.56.420 and 2.56.440 of the Sacramento County Code, where applicable, a local price or point preference credit of 5% shall be granted to Local Business Enterprises on supply and non-professional service contracts of less than one million dollars ($1,000,000) to business enterprises located within Sacramento County when evaluating bids for material, supply, construction, and/or non-professional services acquisitions processed through the Department of General Services, Contract and

Purchasing Services Division or through the Delegated Purchase Order Program. In order to qualify for local preference, a vendor must meet all of the following criteria (as defined in SCC 2.56.420):

A. The business maintains its Principal Place of Business within the geographic boundaries of the

County of Sacramento.

1. Suppliers and professional truck drivers are not required to maintain their principal place of business within the County, but must maintain a Fixed Office within the County. Suppliers must also maintain a continuously stocked inventory within the County consistent with the type of goods for which the business is seeking a local preference. Professional truck drivers must also park their registered vehicles and trailers within the County when not under contract for use. The business may be required to submit to the County a copy of its rental or lease agreement evidencing its Fixed Office location.

B. The business must provide 50 percent or more of the contracted product from its own local inventory.

C. The business must possess a current County of Sacramento business license or a business license from a city within the County. If the business’s Fixed Office is located in a city that does not issue business licenses, the business must be current with the city’s business operations taxes or other business regulations.

D. The business has been established and conducting business activities in the County for at least six months preceding the due date of the bid/proposal for which a local preference is being sought. The business may be required to submit to the County evidence of its business activities within the Sacramento area during the preceding six months.

E. The business must have paid sales tax to either a city located within the County or to the County of Sacramento. The business may be required to submit to the County copies of its State of

California Board of Equalization sales and use tax returns.

This preference shall also be provided to Sacramento Regional Market Area businesses that meet the criteria of a Local Business Enterprise for the county in which they are located, provided that:

A. Those criteria are at least as stringent as section 2.56.420(d); and

B. The county in which such businesses are located also provides pricing preferences to businesses located within Sacramento County.

Bidders claiming local vendor preference for any Request for Bid, Price Quote, or Request for Proposal must submit an Affidavit of Eligibility (see page 3) with their bid, quote or proposal response, unless an approved affidavit is already on file.

For questions or assistance relating to the County of Sacramento’s Local Vendor Preference Policy, call the Contract & Purchasing Services Division at 916-876-6360 or visit our website at www.saccountybids.net.

Complete information regarding this program is located on the following website:

http://www.dgs.saccounty.net/capsd/Pages/County-Purchasing-Code.aspx#2.56.410

MICRO-BUSINESS PREFERENCE QUALIFICATIONS

Most County contracts are open to competitive bidding. It is the policy of the County to actively solicit participation by small business enterprises in its procurement and contracting activities. In order for the

County to readily find small businesses to solicit, businesses should (1) be certified with the State of

California, Office of Small Business and DVBE Services, or reciprocal agency, and (2) register with the

State of California, Department of General Services.

The County will accept certifications from the State of California, Office of Small Business and DVBE

Services, or reciprocating governmental agencies. The County will accept formal certifications from other agencies within the State of California for documentation purposes. For a firm to be eligible for a two-percent (2%) price preference, it must meet all of the following criteria (as defined in SCC 2.56.420):

A. formally certified micro-business, B. independently owned and operated, C. is not dominant in its field of operation, D. has its Principal Place of Business located in the Sacramento Regional Market Area, E. together with its affiliates, is either a service, construction, or non-manufacturing firm with twenty-five (25) or fewer employees, and

F. an average annual gross receipts of five million dollars ($5,000,000) or less over the previous three years.

COMPLETE THIS SECTION IF YOU QUALIFY FOR AND WISH TO CLAIM A 5% LOCAL VENDOR PREFERENCE

AND/OR A 2% MICRO-BUSINESS PREFERENCE (REFER TO PREVIOUS INFORMATION FOR QUALIFICATION

REQUIREMENTS).

To claim the local vendor preference (5%), complete the items in sections 18 and 19 below. To claim the micro-business preference, complete the items in sections 18 and 20 below. To claim both preferences

(7% combined), complete all sections 18 - 20. Incomplete forms may be rejected.

6.12.1. Does your company qualify for the Local Business Preference, and/or the Micro-Business Preference?*

Select "Yes" if your company meets either of the local/micro business preference qualifications above.

If you selected "No" then the remaining questions do not require a response EXCEPT for the two (2) confirmations "Under penalty of perjury, the undersigned states that the foregoing statements are true and correct..."

☐ Yes

☐ No

*Response required

6.12.2. Legal name of Business and Physical Address (Also Include Mailing Address if different).

Enter the following information here:

A. Legal name of business

B. Physical street address, city, state & zip code

C. Mailing address (only if different from physical address)

6.12.3. County and Year Business was Established

A. County established:

B. Year established:

C. Business license number:

D. Business license issued by:

6.12.4. Does your business have more than one office in the State of California?

If Yes, specify the office location considered as the point-of-sale for sales tax purposes:

A. Office Location: street address, city, state, zip code

6.12.5. For transactions which require sales tax, provide the Reseller Permit Number.

Please enter the following information exactly as it appears on your permit:

A. Permit number

B. Company name

C. Street address, city, state, zip code

6.13. Procurement Opportunities Program - Local Business Preference Questionnaire

6.13.1. Is your Principal Place of Business located within the geographic boundaries of the County of Sacramento?

☐ Yes

☐ No

6.13.2. Does your business provide 50 percent or more of the contracted product from its own local inventory?

☐ Yes

☐ No

6.13.3. Does your business possess a current County of Sacramento business license or a business from a city within the County?

☐ Yes

☐ No

6.13.4. Has your business been established and conducting business activities in the County for at least six months preceding the due date of the bid/proposal for which a local preference is being sought?

☐ Yes

☐ No

6.13.5. Has your business paid sales tax to either a City located within the County or to the County of Sacramento?

☐ Yes

☐ No

6.13.6. Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. The undersigned also acknowledges that any person, firm, corporation or entity intentionally submitting false information to the County in an attempt to qualify for local preference shall be prohibited from bidding on Sacramento County products and services for a period of one

(1) year.*

☐ Please confirm

*Response required

6.14. Procurement Opportunities Program - Micro-Business Preference Questionnaire

6.14.1. Is your business independently owned and operated?

☐ Yes

☐ No

6.14.2. Is your business not dominant in its field of operation?

☐ Yes

☐ No

6.14.3. Together with your affiliates, is your business either a service, construction, or non-manufacturing firm with twenty-five (25) or fewer employees?

☐ Yes

☐ No

6.14.4. Does your business have an average annual gross receipts of five million dollars ($5,000,000) or less over the previous three years?

☐ Yes

☐ No

6.14.5. Provide the company's State of California Small Business Certification Number and expiration date.

6.14.6. Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. The undersigned also acknowledges that any person, firm, corporation or entity intentionally submitting false information to the County in an attempt to qualify for local preference shall be prohibited from bidding on Sacramento County products and services for a period of one

(1) year.*

☐ Please confirm

7. Sacramento County Standard Terms and Conditions

A. BID/QUOTE/PROPOSAL TERMS AND CONDITIONS: All of the terms and conditions of the bid, quote, or proposal against which this agreement is applied, are hereby incorporated.

B. SALES TAX NOT INCLUDED: Unless otherwise definitely specified, the unit prices do not include

California sales and use tax or Sacramento County sales and use tax.

C. INVOICING & PAYMENT: Upon timely submission of itemized invoices by vendor/contractor, payment shall be made per the terms of this agreement and for the prices stipulated for supplies delivered and/or services rendered after inspection and acceptance. Deductions, if any, may be made from payment as provided by this agreement. Payment on partial deliveries may be made whenever amounts due so warrant or when requested by the vendor/contractor and approved by the County. In connection with any cash (payment) discount specified in this agreement, time will be computed from the date of complete delivery of the supplies, equipment or services as specified, or from date correct invoices are received by County, whichever is later. For the purpose of earning the discount, payment is deemed to be made on the date of mailing of the County warrant or check.

D. HOLD HARMLESS: The vendor/contractor shall hold the County of Sacramento, its officers, agents, servants and employees harmless from liability of any nature or kind because of use of any copyrighted, or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used under this order, and agrees to defend, at his own expense, any and all actions brought against the County of Sacramento or himself because of the unauthorized use of such articles.

E. DEFAULT BY VENDOR/CONTRACTOR: In case of default by vendor/contractor, the County of

Sacramento may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the vendor/contractor, the difference between the price named in the contract or purchase order and actual cost thereof to the County of Sacramento. Prices paid by the County shall be considered the prevailing market price at the time such purchase is made.

Periods of performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the Purchasing Agent.

F. RIGHT TO AUDIT: The County of Sacramento reserves the right to verify, by examination of vendor/contractor’s records, all invoiced amounts when firm prices are not set forth in the purchase agreement.

G. ASSIGNMENT: This contract or purchase order is not assignable by vendor/contractor either in whole or in part, without the prior written approval of the County.

H. SUCCESSORS: This agreement shall be binding upon to the benefit of the successors and assigns of the respective parties hereto.

I. F.E.T. EXEMPTION: County is exempt from Federal excise tax pursuant to Internal Revenue Code 26

U.S.C. §4221(a)(4).

J. CHARGES NOT INCLUDED ON FACE NOT ACCEPTABLE: No charge will be accepted for packing, boxing, or cartage, except as specified in the Notice of Award. Freight collect shipments will not be accepted.

Merchandise will not be accepted if payment is to be made at the time of delivery.

K. TITLE/RISK OF LOSS: Title, ownership, and risk of loss or damage of the Goods shall be in accordance with Delivery/FOB Terms on Page 1 of the contract. The Goods are delivered to, inspected and accepted by County, except when such loss or damage is due to the fault or negligence of County.

L. ALL UNDERSTANDINGS IN WRITING: It is mutually understood and agreed that no alteration or variation of price, quantity, supplies and/or services, and any terms of this contract shall be valid unless made in writing and signed by the parties hereto, and that no oral understandings or agreements shall be binding.

M. FORCE MAJEURE: The parties will not be held liable for delays or failure in fulfillment of conditions of purchase order or contract resulting from events beyond the reasonable control of such parties. Such events include, but are not be limited to strikes, riots, acts of war, epidemics, acts of government, fire, power failures, nuclear events, earthquakes, acts of terrorism, severe weather events and other disasters.

N.VENDOR/CONTRACTOR TERMS AND CONDITIONS: County’s standard terms and conditions shall govern any contract awarded. If, after award of contract, vendor/contractor provides additional terms or conditions, and there is a conflict between the terms and conditions of the parties, County’s terms and conditions shall govern.

O. INFORMATION TECHNOLOGY ASSURANCES: Vendor/contractor shall take all reasonable precautions to ensure that any hardware, software, and/or embedded chip devices used by vendor/contractor in the performance of services under this agreement, other than those owned or provided by County, shall be free from viruses. Nothing in this provision shall be construed to limit any rights or remedies otherwise available to County under this agreement.

P.COMPLIANCE WITH FAMILY SUPPORT ORDERS: Vendor/contractor hereby certifies that it's principal owner(s) is in substantial compliance with Sacramento County's DCSS Program, federal and state laws regarding lawfully served orders for child, family and spousal support, including wage reporting and assignment of wages. (Failure to comply with such orders and cure the default within 90 days of notice by the County shall be grounds for termination of the contract or purchase order.

Q. COMPLIANCE WITH ALL LAWS, LICENSES AND PERMITS: In the performance of their duties, Vendor/contractor shall comply with all applicable federal, state, and county statutes, ordinances, regulations, directives, and laws and this contract shall be deemed to be executed within the State of

California and construed with and governed by the laws of the State of California. Vendor/contractor shall possess and maintain all necessary licenses, permits, certificates and credentials required by the laws of the United States, the State of California, County of Sacramento and all other appropriate governmental agencies, including any certification and credentials required by County. Failure to comply with all laws, licenses and permits shall be deemed a breach of this Agreement and constitutes grounds for the termination of this Contract.

R. FOREIGN CURRENCY: In the event vendor invoices submitted to the County of Sacramento is received in foreign currency, vendor understands and agrees the County of Sacramento will pay in US Dollars via wire, ACH, or check payment method. The County of

Sacramento's payment of US Dollars will be calculated using the currency exchange rate on the invoice date, regardless of date paid, or received by vendor. The County of Sacramento calculates US

Dollars based on the exchange rate on such invoice date provided by the Oanda currency converter site: http://www1.oanda.com/lang/en/currency/converter/.

http://www1.oanda.com/lang/en/currency/converter/

8. Additional Terms and Conditions

8.1. Additional Terms and Conditions

Bidder Responsibility: You are expected to be thoroughly familiar with all specifications and requirements of this bid. Your failure or omission to examine any relevant form, article, site or document will not relieve you from any obligation regarding this bid. By submitting a response, you are presumed to concur with all terms, conditions and specifications of this bid unless you have specifically, by section number, raised objection.

Awards:

1. The County of Sacramento reserves the right to:

1. award responses received on the basis of individual items, or groups of items, or on the entire list of items;

2. reject any or all responses, or any part thereof;

3. waive any informality in the responses; and

4. accept the response that is in the best interest of the County. The Purchasing Agent's decision shall be final.

2. Preference for Sacramento County Products. In purchases by the County of Sacramento, price and quality being equal, preference must be given to Sacramento County products (Charter of the County of Sacramento, sec. 83); also, ". . . preference must be given to the lowest responsible local bidder offering to supply such items for purchase which are raised, grown, manufactured, fabricated, processed or assembled in Sacramento County . . ." (Sacramento

County Code, sec. 2.56.060).

3. Preference for California-made materials. Pursuant to Sections 4330-4333 of the Government

Code, the County, in awarding the purchase, must prefer supplies partially manufactured, grown or processed in California, price, fitness and quality being equal. In order to receive preference, responses must clearly specify the item(s) for which preference is claimed and the preference applicable.

Taxes:

1. Include any sales, use, or federal excise taxes in your response as separate line item(s).

2. If your company is outside California and collects sales tax, please state the amount as a separate item if the County is to remit the tax.

3. Items purchased for resale will show the County's resale permit number on the purchase order.

4. Exemption certificates will be furnished when federal excise tax is exempted.

Brand Names: Brand names and numbers, when used, are for reference to indicate the character or quality desired. Equal items will be considered, provided your offer clearly describes the article. Offers for equal items must state the brand and number, or level of quality. The determination of the

Purchasing Agent as to what items are equal is final and conclusive. When brand, number, or level of quality is not stated by bidder, the offer will be considered exactly as specified.

Samples: Samples of articles, when required, must be furnished free of cost. Samples may be retained for future comparison. Samples which are not destroyed by testing or which are not retained for future comparison will be returned upon request at your expense.

Termination:

1. County may terminate any resulting contract without cause upon thirty (30) days written notice to the other party. Notice shall be deemed served on the date of mailing. If notice of termination for cause is given by County to contractor and it is later determined that contractor was not in default or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to this paragraph (A).

2. County may terminate any resulting contract for cause immediately upon giving written notice to contractor, should contractor materially fail to perform any of the covenants contained in resulting contract in the time and/or manner specified. In the event of such termination, County may proceed with the work in any manner deemed proper by County. If notice of termination for cause is given by County to contractor and it is later determined that contractor was not in default or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to paragraph (A) above.

3. County may terminate or amend any resulting contract immediately upon giving written notice to contractor, 1) if advised that funds are not available from external sources for resulting contract or any portion thereof, including if distribution of such funds to the County is suspended or delayed; 2) if funds for the services and/or programs provided pursuant to resulting contract are not appropriated by the State; 3) if funds in County's yearly…