Lighting_Maintenance_and_Repair_Services.pdf

County of Orange, Social Services Agency

Invitation for Bid for Lighting Maintenance and Repair Services

IFB # IFB-063-2939904-HP

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/ocgov

COUNTY OF ORANGE

Social Services Agency

PROCUREMENT SERVICES

500 N State College Blvd, Suite 100

Orange, CA

92868

Date: Friday, November 7, 2025

INVITATION FOR BIDS

FOR: LIGHTING MAINTENANCE AND REPAIR SERVICES

BID MUST BE RECEIVED BEFORE:

December 9, 2025 / 4:00 pm

IFB # IFB-063-2939904-HP

Procurement Services Regular Office Hours:

8:00 AM to 5:00 PM

Monday through Friday

The office is closed between 12:00 PM and 1:00 PM

Table Of Contents

1. Summary & Background

2. General Information

3. General Instructions

4. Scope of Work

5. Electronic Fund Transfer (EFT)

6. Pricing

7. Vendor Responses

Attachments:

C - MANDATORY JOB WALK SCHEDULE for IFB-063-2939904-HP

D - MODEL CONTRACT for IFB-063-2939904-HP

SECTION 1. Summary & Background

The County of Orange, Social Services Agency, (hereinafter referred to as County) is requesting competitive bids from qualified vendors (hereinafter referred to as Bidder) for Lighting Maintenance and

Repair Services. 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. General Information

2.1 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.

2.2 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.

County of Orange IFB

Social Services Agency - Lighting Maintenance and Repair Services, IFB-063-2939904-HP

2.3 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 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 Tuesday, December 2, 2025 before

4:00 pm.

2.4 BID VALIDITY

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

2.5 IMPORTANT DATES

These dates only apply to IFB # IFB-063-2939904-HP

IFB Post Date: November 7, 2025

Pre-Bid Meeting (Mandatory): November 14, 2025, 9:00am

Agenda

MANDATORY JOB WALK.

ATTENDANCE REQUIRED FOR ALL 5

LOCATIONS.

SEE ATTACHED AGENDA FOR ADDRESS,

DATE, AND TIME OF JOB WALK.

Question Submission Deadline: December 2, 2025, 4:00pm

Electronic Bids & Bid Security Due Before: December 9, 2025, 4:00pm

2.6 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

Janet Nguyen, First District Vicente Sarmiento, Second District

Donald P. Wagner, Chairman, Third District https://government-project.s3.amazonaws.com/167942/5a286eb5-6e28-4efb-8d32-687de33bb755_IFB-Lighting_Maintenance_Services_JOB_WALK_SCHEDULE.pdf

Doug Chaffee, Vice Chairman, 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 L. Freidenrich, Treasurer-Tax Collector Andrew Hamilton, Auditor-Controller

SECTION 3. General Instructions

3.1 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.

3.2 RESPONSIVENESS

Responsive bids shall include completed submittals/attachments provided in the Vendor Responses.

3.3 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.

3.4 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.

3.5 PRICING

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

mailto:procurement-support@opengov.com

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

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.

3.6 NO SUBSTITUTIONS

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.

3.7 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.

3.8 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.

3.9 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 at helen.phung@ssa.ocgov.com.

A. Procedure All 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 mailto:CPOAppeals@ocgov.com

Or

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.

3.10 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.

3.11 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.

3.12 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.

3.13 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.

3.14 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.

3.15 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.

3.16 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.

3.17 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award of Human Services. If needed, your company may obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your bid submission response.

SECTION 4. Scope of Work

4.1 GENERAL INFORMATION

Contractor shall provide all labor, all necessary materials, equipment, tools, lifts, portable lifts, ladders, and

Personal Protection Equipment (PPE) to perform routine maintenance and repairs required for all incandescent and fluorescent lights and fixtures on the inside of the buildings identified in Section 4.2 below; all lamps and fixtures connected to the outside of the buildings; exterior lights illuminating walkways; and facility stairs, and ramps; all parking lot and pole lights; street pole lights, plaza pole lights, sensors, photo cells, illuminated signs (if applicable); task lights; emergency signs; emergency lights and emergency light battery packs; exit lights, pilaster lights, bollard lights, landscape lights, bridge lights and interior elevator car lights, tube guards, ballasts and diffusers. ALL OF THE LISTED FACILITIES IN

SECTION 4.2 BELOW ARE TO RECEIVE MAINTENANCE SERVICES ONLY. ALL

MAINTENANCE ROOMS, WATER CLOSETS, STORAGE ROOMS AND ELECTRICAL

EQUIPMENT ROOMS SHALL BE INCLUDED IN THE SERVICES PROVIDED.

A. Conduct inspections and replacements on a scheduled basis.

B. Replace all interior and exterior burned out, flickering light bulbs and tubes, emergency lights, exit signs, task lights, photocells, sensors, as needed.

C. Change bad ballasts to LED light fixtures, as needed.

D. Test all emergency light battery packs for each facility and replace as needed.

E. Test all of the outside lights attached to the buildings, parking lot and pole lights, street pole lights, plaza pole lights, pilaster lights, bollard lights, photocells, landscape lights and emergency lights on a scheduled basis.

F. Replace all broken, missing, stained (including yellowed) and damaged diffusers, as needed.

G. Repair the lighting systems and troubleshoot blown ballasts and tripped circuits as requested.

4.2 LOCATIONS

Social Services Agency (SSA)

A. Aging & Adult Services Center (AASC), 2020 West Walnut, Santa Ana, CA 92703

B. Orangewood Children Family Center (OCFC), 401 The City Drive S, Orange, CA 92868

C. Tustin Family Campus (TFC), 15405 Lansdowne Road, Tustin, CA 92710

D. Santa Ana Regional Center (SARC), 1928 S. Grand Ave, Santa Ana, CA 92705

E. Children & Family Services (CFS), 800 & 840 N. Eckhoff St, Orange, CA 92868

4.3 MATERIALS

A. Contractor shall get County Project Manager approval before materials are selected. The following materials shall be used, but not limited to:

1. Sylvania LED U-Bend T8 15W 4000K.

2. Sylvania LED U-Bend T8 16W 4000K

3. Feit Electric T12 20W 4000K Type A.

4. Feit Electric T8/T12 18W 4000K Type B

5. Philips InstantFit T8 16W 4000K

6. GE T8 13W 4000K Type B

7. Feit Electric T8/T12 18W 4000K Type B

8. Philips 32W Equivalent T8 4000K InstantFit

9. ER Incandescent (where applicable);

10. PL (Parallel Lamps), where applicable;

11. Exit Light Batteries (except radioactive isotope);

12. HID (High Intensity Discharge Lamps) including:

a. HPS (High Pressure Sodium)

b. MH (Metal Halide)

c. MV (Mercury Vapor)

13. Replacement of lamps must be the same as the one taken out of the fixture and shall be the same color.

14. Fixtures are not to be retrofitted without the written consent of the County Project

Manager. Fixtures can be substitute when ballasts are bad.

15. Diffusers (Lens) shall be replaced with the same make and model or an approved equal, except when retrofitting to LED fixture.

16. Task lights in office cubicles.

17. Emergency lights throughout the facilities including stairwells, parking lot/underground parking lot;

18. Battery packs for emergency lights (excluding battery lock-up systems);

19. Exit signs, pole lights, street lights, plaza lights, pilaster lights, landscape lights, elevator lights photocells, sensors and bollard lights.

B. All parts and materials shall be new commercial grade, meeting or exceeding the Original

Equipment Manufacturers (OEM) specifications. Any part or material other than OEM shall be approved by County prior to being utilized.

C. All lamps and bulbs shall have the manufacturer's date code imprinted on each lamp and bulb.

D. All lamps and bulbs used in performance of this work shall be date coded within one year of the date of installation.

4.4 MATERIALS INVENTORY

Contractor shall:

A. Maintain in warehouse stock, a reasonable supply of lamps, ballasts and diffusers in order to conduct normal replacement throughout the facilities covered by this Contract;

B. Maintain a reasonable supply/acquisition system which will provide all the necessary lamps, ballasts, diffusers and parts either immediately or with minimal delay. Delay in obtaining materials is unacceptable and shall be deemed as non-performance.

C. Maintain adequate inventory of the lamps, ballasts, diffusers and parts used in performance of this work on each service truck/vehicle so as to minimize any delays in providing replacement/repair services;

D. Provide necessary equipment (i.e., ladders, ladder trucks, aerial lifts, portable lifts and scaffolding, etc.) required to perform the work specified in this Contract which shall include those tools and equipment required for replacing and repairing interior and exterior lighting regardless of the height;

E. Furnish, install and maintain all warning devices, i.e., barricades, cones, etc. required to adequately protect the public, County staff and other workers during the performance of the work;

F. Provide all storage space needed for performance of this work in an off-site location. County facilities shall not be used for the storage of any materials, tools, or equipment to perform this work.

4.5 (ROUTINE) SCHEDULED SERVICE

Contractor shall:

A. Provide the County Project Manager or designee with a schedule for performing lighting service and inspections within five (5) working days after the effective date of this Contract.

Schedule shall include:

1. Facility Name

2. Facility Location

3. Day, Date and Time, services are to be performed for the interior and/or exterior (See Section

4.14 for frequency)

4. Day, Date and Time to Test Night Lights (See Section 4.14 for frequency)

▪ Once submitted, follow the schedule for performance of all work. Notify the Project

Manager or authorized designee of any deviations from the schedule within five (5) working days.

A. Contact County Project Manager or authorized designee upon arrival at the site on the scheduled day, to review any work that has been identified by County staff.

B. Conduct an inspection, per schedule (See Section 4.14 for Frequency), of all inside fixtures for each facility listed in this Contract;

C. Conduct an inspection of all the exterior night lights (See Section 4.14 for Frequency) which includes the outside attached fixtures, parking lot and pole lights, street lights, plaza pole lights, pilaster lights, bollards, emergency lights, landscape lights and exit lights. All outside lights shall be tested by turning off the sensor, photocell or after dark;

D. Replace and/or repair all burned out lamps and malfunctioning lamps (including weak or flickering lamps), ballasts, emergency light batteries, emergency lights, interior elevator car lamps, landscape lights, parking lot and pole lamps, street pole lights, plaza pole lights, pilaster lights, bollard lights, sensors, photo cells, exit signs and damaged diffusers at the time of the service/inspection;

E. Replace all defective ballasts with the specified electronic ballasts at the time of the service/inspection;

F. Repair and replace light switches and sensors when necessary or at the request of County Project

Manager;

G. Replace all cracked, missing, stained (including yellowed) and damaged diffusers at the time of the service/ inspection. (Where diffusers must be specialty cut and/or ordered, immediately contact the

County Project Manager or authorized designee to establish a time schedule to complete this work);

H. Submit a completion of service report to the County Project Manager or authorized designee, which describes the work performed.

4.6 EMERGENCY SERVICE

Contractor shall:

A. Provide same day service for all calls received by 11:00 a.m.;

B. For all calls after 11:00 a.m., provide next day service by 9:00 a.m.;

C. Accept emergency service requests only from the, Contract Project Manager or authorized designee.

D. Perform lamp, ballast, exit lights, exterior lights, pole lights, battery pack, and/or diffuser replacement as requested in the service call.

4.7 ADDITIONAL SERVICES

Contractor shall:

1. Reset all lighting system controls, other than those included under the County's Energy

Management Control System, at the two annual time changes and as requested by County

Project Manager or authorized designee; or at the request of the County Project Manager or authorized designee to accommodate changes on work hours or other needs;

2. Reset all designated wall clocks and time clocks at the two annual time changes at applicable locations; and

3. Diagnose/repair lighting system; AND be responsible for the interior cleaning

(REPLACEMENT IF NEEDED) of light fixtures, diffusers, including lamps, ballast, packaging material, and wiring in case of water damage. The Contractor shall charge for these services according to the hourly rate in Attachment B, Section 2, Fee and Charges.

4.8 SECURITY REQUIREMENTS FOR SSA FACILITIES

Performance Requirements:

A. All Contractor vehicles parked on site shall be locked and thoroughly secured at all times. Contractor is responsible for parking fees (if any). All tools and materials shall remain in contractor’s possession at all times and shall never be left unattended. All lost or misplaced tools or materials shall be reported immediately to the security staff or to the escort or control in some

SSA facilities.

B. All materials, large or small, from removal operations or flew construction (especially those materials that could be used to inflict injury, such as nails, wire, wood, etc.) shall be continuously cleaned up as work progresses. All work areas shall be secured prior to the end of each work period.

C. All Contractor personnel shall be identified by a distinctive Contractor logo, emblem or patch attached prominently on an outer garment. In the absents of uniforms, Contractor shall issue alternative identification. Acceptable forms includes, but not limited to business cards, lanyards, or letter on Contractor letterhead. In addition to Contractors ID all Contractors' personnel shall be required to present an acceptable valid government or state identification card (i.e. driver's license, passport or identification card) prior to entering any secured facility.

D. Contractor’s employees shall not smoke or use profanity or other inappropriate language while on site. Contractor’s employees shall not enter the facility while under the influence of alcohol, drugs or other intoxicants and shall not have such materials in their possession. Contractor’s employees shall plan their activities to minimize the number of times they must enter and exit a facility. They should transport all tools, equipment and materials needed for the day at the start of the work period and restrict all breaks to the absolute minimum.

E. Contractor personnel shall conduct themselves in a courteous and professional manner, at all times, to County staff and the public.

Contractor’s personnel shall:

A. Comply with the written schedule provided by the County which shall clearly show the specific start and end times for each work day;

B. 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;

C. Report to the Control desk upon arrival at the job site. Control will ensure that the work area is clear and ready for work to begin. If a Contractor’s employee is delayed or cancellation is necessary, the County Project Manager or authorized designee should be contacted immediately. Repeat problems will be grounds for remedial action which may include Contract termination.

4.9 GENERAL REQUIREMENTS

A. Contractor shall notify the County Project Manager or authorized designee when repairs cannot be completed on the day service is initiated. Provide the County Project Manager or authorized designee with a day, date and time when repairs will be completed;

B. Contractor shall immediately notify authorized County representative of any site conditions or changes effecting Contractors ability to perform services.

C. Lamping patterns for all fluorescent and incandescent lamps (including such characteristics as lamp size) shall be as specified by County Project Manager. Example: A few areas may require warm-white rather than cool-white lamps, but all replacements shall follow the specified pattern;

Any improper lamping pattern existing at the beginning of this Contract shall be corrected as part of the Scheduled services;

D. Contractor shall support the County's Energy Conservation Policy. All requests for deviations from established lamping patterns shall be directed to the County Project Manager or authorized designee;

E. Changes shall only be implemented after approval of the County Project Manager or his authorized designee;

F. Contractor shall conduct tests on the lighting levels, upon request, to assure standard lighting levels are provided;

G. All incandescent and fluorescent lights and fixtures inside of the building; all lamps and fixtures connected to the outside of the building; those exterior lights illuminating walkways, stairs, and ramps; all pole lights; street lights, bollards, sensors, photo cells, illuminated signs (if applicable);

task lights; emergency signs; emergency light battery packs; ballasts, diffusers and interior elevator car lighting shall be included in the work under this Contract;

H. All removed lamps and other materials shall be taken from each site by the end of each working day. Neither new nor used materials shall be stored on site;

I. All lamps and other materials that are replaced shall be properly disposed off-site by the

Contractor in accordance with all environmental requirements. County dumpsters shall not be used for this purpose;

J. County will issue keys and/or card access for all buildings as are deemed necessary. Contractor shall be accountable for all keys and/or cards issued, and shall return them at the completion of this Contract or shall pay all costs associated with the re-keying of all facilities due to the loss of any keys. Keys shall not be duplicated;

K. Contractor shall keep all doors locked during after-hours work. Keys shall not be left in doors;

L. Contractor shall not admit any person into the buildings and grounds on which this Contract is being performed who is not an active employee of the Contractor;

M. Contractor shall protect all furnishings and improvements from damage by its operations. All damage shall be repaired or replaced, at the option of the County, at the Contractor's expense within a reasonable time after notification of such damage. Repairs and/or replacements shall be equal to the original in all aspects.

N. Contractor shall repair, at no cost to the County, any and all damages caused by Contractor and shall report all accidents, injuries, spills, unusual conditions or activities immediately to authorized County representative, regardless of magnitude.

O. Contractor shall not disturb any papers on desks, open drawers or cabinets; use any County equipment or materials, which include but are not limited to telephones (except under true emergency conditions), computers, copiers or radios.

P. Contractor shall be responsible for keeping all work areas clean and free from debris, rubbish and hazardous waste. Contractor shall dispose of all waste off County property and in accordance with all State, Federal and local laws and regulations.

Q. Upon leaving the building, Contractor shall turn off all lights turned on by Contractor (except designated emergency lights), lock and securely close all doors and windows;

R. All work under this Contract will be inspected by the County Project Manager or authorized designee. If, or when, the Contract work is incomplete and/or unsatisfactory, the County may perform the necessary service to bring the area into conformance with the terms and conditions of this Contract for which the Contractor may be charged for the cost of all such work.

4.10 GENERAL CONTRACT REQUIREMENTS

A. Provide direct office support and dispatch between 7:30 a.m. and 5:00 p.m. Provide and maintain a telephone answering system after normal working hours capable of dispatching service twenty-four (24) hours, seven (7) days per week; within four (4) hours after receiving a service request;

B. Provide personnel fully trained and experienced in lamp and ballast replacement and minor electrical alterations;

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

D. Provided warranty on all labor and materials used in the work for a period of ninety (90) days (or in accordance with manufacturer’s warranty if longer) after completion or repairs;

E. Identify and advise the County Project Manager or authorized designee of any additional maintenance or repair work that may be required to maintain the efficient lighting of the facility.

F. Contractor shall maintain detailed records of each inspection, service, maintenance and test.

4.11 ADDITIONAL WORK/SUPPLEMENTAL PROPOSALS

A. 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. All quotes for additional services must contain detailed labor and material charges and approved by County prior to commencement of repair(s).

B. 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.

C. 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.

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

E. Upon completion of any additional work, whether by Contractor or an alternative source, County’s Project Manager or authorized 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.

4.12 GENERAL CONDITIONS

A. Contractor shall hold a valid C-10 (electrical, general) license issued by the California State

Contractor’s License Board at the time the bid is submitted and throughout the full term of this

Contract.

B. Contractor shall furnish all pertinent licenses, permits and fees necessary to perform work under the contract.

C. Contractor shall abide by all of the security requirements set forth by County facilities. Personnel who will be engaged in work under this Contract may be required to pass such security requirements.

D. Workers shall be well-disposed to the public and County staff utilizing the facilities but shall be responsive ONLY to the request of the, County Project Manager or authorized designee unless otherwise directed. Exception: the specific request involves public safety or security;

E. All work shall be subject to the inspection and approval of the County either by the County

Project Manager or authorized designee prior to acceptance and approval for payment;

F. No payment by County shall be made for any unauthorized or incomplete work.

G. The County reserves the right to use alternate sources for completion of the work, obtain competitive bids on any repair, and utilize the data provided under this Contract relative to necessary materials and repairs;

H. All work shall be performed in strict accordance with:

1. California Administrative Code (O.S.H.A.);

2. California Codes for Industrial Safety;

3. National Electrical Code;

4. All Other Applicable Codes.

4.13 ASBESTOS

A. Asbestos containing materials have been found to exist in certain parts of County facilities.

Reports for the type and location of these materials will be made available to the Contractor upon request. Contractor shall advise all of its personnel and all sub-contractors of the presence of asbestos containing materials and make copies of the report available for their use.

B. Based upon the nature of this service, it is not anticipated these materials will have a significant impact upon this work. If changes in the work occur that make contact with and disturbance of these materials possible or if asbestos containing materials are encountered at any time during the project, the Contractor shall immediately stop that portion of the work and contact the County

Project Manager for further instructions.

C. Contractor shall have "on-hand" Material Safety Data Sheet (MSDS) for any chemical or other potentially dangerous material while performing any service on behalf of County.

4.14 COORDINATION, SERVICE FREQUENCY AND LAMP COUNTS

Social Services Agency (SSA)

LOCATION SERVICES

FREQUENCY

DESCRIPTION QUANTITY

Aging & Adult

Services Center

(AASC)

2020 W Walnut

Santa Ana, CA 92703

Monthly

Exterior

16” sq. surface mounted

Entry lights

Roof top lights

Parking lot light stand

Parking lot light stand

Parking lot light stand

Orangewood Children

& Family Center

(OCFC)

401 The City Dr S

Orange, CA 92868

As requested Interior

2x4 regular 4ft Linear T8 and T12

2x2 regular T-Shaped T8

1x4 regular U-Shaped T12

Gymnasium lighting

Exterior Basketball Court pole lights

Courtyard pole lights

(includes use of scissor lift during maintenance)

Tustin Family Campus

(TFC)

15405 Lansdowne Rd

Tustin, CA 92782

Monthly

Parking lot pole lights

(includes use of bucket truck during maintenance)

Santa Ana Regional

Center (SARC)

1928 S. Grand Ave

Santa Ana, CA 92705

2x4 regular

2x4 emergency

2x2 regular

2x2 emergency

1x4 regular

1x4 emergency

Parking light poles

Exterior building lights

Four pan twin bulbs

(restrooms & building awnings)

Children & Family

Services (CFS)

800 & 840 N. Eckhoff

St

Orange, CA 92868

Light Fixtures (21.5" x 3'10")

Light Fixtures (21.5" x 3'10")

- New Section of 840 N. Eckhoff

Fixtures (21.5" x 21.5")

Fire Alarm Lights (1" x 4")

Lamp Fixtures (9.5" x 3'10")

Cylinder Recessed (6") w/

Flood Light & Type A Bulbs

Bathroom Fixtures (18" x 27")

LED Recessed (4")

12" x48" emergency lights

Solar panel lighting - 4ft T8 light

Service Bay lighting – 60w LED 16” area light motion sensor

Parking light poles

East side 6” LED entry way lights

Main client parking & atrium pillar lights

6” recessed entry way lights

SECTION 5. Electronic Fund Transfer (EFT)

If awarded, the County offers Bidder the option of receiving payment directly to its bank account via an

Electronic Fund Transfer (EFT) process in lieu of a check payment. Payment made via EFT shall also receive an Electronic Remittance Advice with the payment details via e-mail. An e-mail address shall need to be provided to County via an EFT Authorization Form. A copy of the EFT form is attached as an Exhibit to this solicitation.

SECTION 6. Pricing

PREVENTATIVE MAINTENANCE SERVICE

Location

Line Item Location Frequency Price per

Inspection

1 Aging & Adult Services Center (AASC) 2020 W Walnut

Santa Ana, CA 92703 Monthly

2 Orangewood Children & Family Center (OCFC) 401 The

City Dr S Orange, CA 92868 As requested

3 Tustin Family Campus (TFC) 15405 Lansdowne Rd

Tustin, CA 92782 Monthly

4 Santa Ana Regional Center (SARC) 1928 S. Grand Ave

Santa Ana, CA 92705 As requested

5 Children & Family Services (CFS) 800 & 840 N.

Eckhoff St Orange, CA 92868 As requested

ADDITIONAL AS-NEEDED SERVICES

Labor Rate

Line Item Description Unit of Measure Unit Cost

1 Electrician Journeyman/Wireman Labor Rate - Repairs

(Monday - Friday 7:00 am to 5:00 pm) Hourly

2 Electrician Journeyman/Wireman Labor Rate - Repairs

(Monday - Friday 5:00 pm to 7:00 am) Hourly

3 Electrician Journeyman/Wireman Labor Rate - Repairs

(Saturday, Sunday) Hourly

4 Electrician Journeyman/Wireman Labor Rate - Repairs

(Holidays) Hourly

MATERIALS

Line Item Description Unit of Measure Percentage

1 Material Mark-up (Not to Exceed 15%) each

SECTION 7. Vendor Responses

7.1 BID VALIDITY: *

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

☐ Please confirm

*Response required

7.2 CONTRACTOR INFORMATION

7.2.1 Name of Bidder*

Please state the Name of Bidder here.

If Bidder is a corporation, the legal name of the corporation shall be set forth in this section as the Name of Bidder and the name, title, and person authorized to sign contracts on behalf of the corporation shall be stated as well.

If Bidder is a partnership or joint venture, the true name of the firm shall be set forth as the Name of

Bidder and the name of the partner authorized to sign contracts on behalf of the partnership or joint venture shall be stated as well.

If submittal of this bid or signature of any document submitted with this bid is by an agent other than an officer of a corporation or a member of a partnership, a Power of Attorney must be on file with County prior to Bid opening, or must be submitted with the Bid; otherwise, the Bid may be rejected as non-responsive. You may upload this power of attorney under Additional Information later in this bid response.

*Response required

7.2.2 Bid Guaranty - Bid Bond?*

Is your Bid Guaranty in the form of a Bidder's Bond with a total of at least 10% of the Base Bid Amount?

If your Bid Guaranty is in the form of cash, a cashier's check, or a certified check then please select "No" here.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.2.3 Bid Bond

Please upload a scan of your completed Bid Bond (and all applicable paperwork) here.

When equals "Yes"

7.2.4 Bidder Security - Other*

Please upload a statement stating the type of bid security used and the date on which it was submitted to the County.

NOTE: Chosen form of Original Bid Guaranty must be received by the County prior to the due date and time of this Bid or a Bid shall be deemed non-responsive.

*Response required

7.3 COMPANY PROFILE & REFERENCES

7.3.1 Company Legal Name*

*Response required

7.3.2 Company Legal Status*

Please state the status here (Corporation, Partnership, Sole Proprietor, etc.)

*Response required

7.3.3 Active Licenses*

Please state all active licenses issued by the California State Contractor's License Board to the company whose legal name is above.

*Response required

7.3.4 Corporate Office Address*

What is the address of the company's corporate office? Please provide the full street/mailing address.

*Response required

7.3.5 Local Business Address(es)*

Please provide the local business address for the company named above. If there are multiple local addresses then please provide all.

• Full address:

• Telephone Number:

• E-mail Address:

*Response required

7.3.6 Length of Time Firm Has Been In Business*

Please clearly state, in months and years, how long your firm has been in business.

*Response required

7.3.7 Length of Time At Current Location*

Please clearly state, in months and years, how long your firm has been in business at its current location.

*Response required

7.3.8 Regular Business Hours*

*Response required

7.3.9 Regular Holidays and Hours When Business Is Closed*

*Response required

7.3.10 Federal Taxpayer ID Number*

*Response required

7.3.11 DUNS Number*

Please provide your D-U-N-S Number

*Response required

7.3.12 Unique Entity Identifier Number (UEI)*

The County requires a valid UEI number with active registration status. Your company may obtain one at no cost at https://sam.gov/entity-registration.

*Response required

7.3.13 Are you registered, active, and in good standing with the California Secretary of

State?*

☐ Yes

☐ No

*Response required

7.3.14 Corporation?*

Is your firm incorporated?

☐ Yes

☐ No

*Response required

When equals "Yes"

7.3.15 State of Incorporation?*

You have indicated that your firm is incorporated. Please provide the name of the State of

Incorporation.

*Response required

When equals "Yes"

7.3.16 Contract Signature Authority - Executive Signature*

If incorporated, please provide the name, contact number, and email of the person who would provide this signature authority. The Executive Signer Authority comes from the President, Vice-President, or

Chairperson of the Board.

• Contact Full Name:

• Contact Number:

• E-mail Address:

*Response required

When equals "Yes"

7.3.17 Contract Signature Authority - Financial Signature*

If incorporated, please provide the name, contact number, and email of the person who would provide this signature authority. The Financial Signer Authority comes from the Secretary, Assistant

Secretary, Chief Financial Officer, or Treasurer.

https://sam.gov/entity-registration

• Contact Full Name:

• Contact Number:

• E-mail Address:

*Response required

When equals "No"

7.3.18 Contract Signature Authority*

If not incorporated, please provide the name, contact number, and email of the person who has the binding and signature authority of this contract.

• Contact Full Name:

• Contact Title:

• Contact Number:

• E-mail Address:

*Response required

7.3.19 Sole Proprietor Under Different Name?*

Is your firm a sole proprietor doing business under a different name?

☐ Yes

☐ No

*Response required

When equals "Yes"

7.3.20 Sole Proprietor's Name*

You have indicated that your firm is a sole proprietorship doing business under a different name.

Please provide the sole proprietor's name and the name you are doing business under.

*Response required

7.3.21 Contact Person for Solicitation*

Please provide the following in relation to the point of contact for this solicitation:

• Contact Person Full Name

• Contact Person Telephone Number

• Contact Person Email Address

*Response required

7.3.22 Project Manager*

Please provide the following regarding who will be your project manager for this project:

• Project Manager Full Name

• Project Manager Telephone Number

• Project Manager Email Address

*Response required

7.3.23 Contact Person for Accounting*

Please provide the following in relation to the point of contact for Accounting:

• Contact Person Full Name

• Contact Person Telephone Number

• Contact Person Email Address

*Response required

7.3.24 Emergency Contact*

In the event of an emergency of declared disaster, the following is required:

• Contact Person Full Name (during non-business hours)

• Contact Person Telephone/Cellphone Number

• Contact Person Email Address

*Response required

7.3.25 References*

Do you have letters from at least three references (not including County of Orange References) that include:

• Reference Names

• Addresses of site where work was performed

• Contact Name

• Telephone Number of Contact

• Contact Email Address

• Contract Effective Dates

• Contract Amount

• Brief Contract Descriptions

If you do not have letters you will be able to provide the same information electronically in the next question by answering "No" here.

☐ Yes

☐ No

*Response required

When equals "Yes"

7.3.26 References - Letters*

Please upload your letters from at least three references (not including County of Orange References) that include:

• Reference Names

• Addresses of site where work was performed

• Contact Name

• Contact Email Address

• Telephone Number of Contact

• Contract Effective Dates

• Contract Amount

• Brief Contract Descriptions

*Response required

When equals "No"

7.3.27 References - Information*

Please provide the following information regarding at least three references (not including County of

Orange References):

• Reference Names

• Addresses of site where work was performed

• Contact Name

• Telephone Number of Contact

• Contact Email Address

• Contract Effective Dates

• Contract Amount

• Brief Contract Descriptions

The references will be contacted for verification, and these contacts must be current and able to respond promptly.

*Response required

7.4 BIDDER CERTIFICATION

7.4.1…