County of Orange, Social Services Agency

Invitation for Bid for Lighting Maintenance and Repair Services

IFB # IFB-063-3138302-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: Wednesday, November 4, 2026

INVITATION FOR BIDS

FOR: LIGHTING MAINTENANCE AND REPAIR SERVICES

BID MUST BE RECEIVED BEFORE:

December 3, 2026 / 4:00 pm

IFB # IFB-063-3138302-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. General Information

2. General Instructions

3. Federal Grant Funds

4. Protest Procedures

5. Scope of Work

6. Electronic Fund Transfer (EFT)

7. Pricing

8. Supplier Responses

Attachments:

A - MODEL_CONTRACT for IFB-063-3138302-HP

County of Orange IFB

Social Services Agency - Lighting Maintenance and Repair Services, IFB-063-3138302-HP

SECTION 1. General Information

1.1 BACKGROUND

The County of Orange is soliciting bids from qualified firms to provide lighting maintenance and repair services for various (SSA) County facilities on an as-needed basis in accordance with the requirements set forth in this solicitation.

1.2 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 Procurement Agent

(DPA), Helen Phung, via the County’s online biding system.

1.3 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 verbal information.

All questions or requests for interpretation must be received within this solicitation's Question &

Answer section by Monday, November 16, 2026 before 4:00 pm.

1.4 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this solicitation. All questions regarding this solicitation must be submitted via the Question & Answer section of this solicitation within the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov. Any County response relevant to this solicitation other than through or approved by County is unauthorized and will be considered invalid.

County's Deputy Procurement Agent, Helen Phung, helen.phung@ssa.ocgov.com, will provide all official communication concerning this solicitation.

1.5 BID VALIDITY

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

1.6 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, Third District

Doug Chaffee, Fourth District Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator Don Barnes, Sheriff-Coroner

Shari L. Freidenrich, Treasurer-Tax Collector Andrew Hamilton, Auditor-Controller

SECTION 2. General Instructions

2.1 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.

2.2 RESPONSIVENESS

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

2.3 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 solicitation 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.

2.4 PRICING

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

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

mailto:procurement-support@opengov.com

C. Scope of Work: Bids shall be submitted only for the items and/or services as stated in the Scope of

Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

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

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

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

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

2.5 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.

2.6 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.

2.7 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.

2.8 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-Insurance

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

Legal Business Name(s). Out of State Suppliers are required to submit a 587/590 Form.

2.9 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.

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.

2.10 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Request a sample for determining equality with the specified brand.

B. Waive, at its discretion, any non-material defects, irregularity, or informality, which County deems correctable or otherwise not warranting rejection of the bid that do not result in any unfair competitive advantage.

C. Verify and validate any information prior to Contract Award and during the entire term of the

Contract.

D. Make multiple awards to Bidders for services requested in this solicitation, at its sole discretion, to serve the best interests of the County

E. 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.

F. Negotiate the final Contract with the lowest, responsive and responsible Bidder or Bidders as necessary to serve the best interests of the County.

G. 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.

H. 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.

I. Defer award of this Contract for a period of 180 days after the Bid opening. During this period, Bidders shall guarantee the prices quoted in their Bids. County and the lowest responsive, responsible Bidder may mutually agree in writing to extend this deferral period.

2.11 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.

2.12 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.

2.13 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.

2.14 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.

2.15 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.

2.16 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award. 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 3. Federal Grant Funds

3.1 FEDERAL GRANT FUNDS

The following shall apply to purchases made through the expenditure of Federal Grant Funds by

Social Services Agency.

A. Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C.

1251-1387), as amended— If this Agreement is in excess of $150,000, Contractor shall comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C.

7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387).

Violations shall be reported to the Federal awarding agency and the Regional Office of the

Environmental Protection Agency (EPA).

B. Energy Policy and Conservation Act Provision: Contractor shall follow mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871).

C. Certifications: Federal Grant Funds: Contractor is informed and understands that this Contract is being partially funded by Federal Grant Funds. Contractor agrees to the following in relation to executing this Contract.

1. Audit Records - With respect to all matters covered by this agreement all records shall be made available for audit and inspection by the grant agency and/or their duly authorized representatives for a period of three (3) years from the termination of this Contract.

2. Contractor will comply, with all requirements of the Copeland “Anti-Kickback” Act (18 U.S.C.

874) as supplemented in Department of Labor Regulations (29 CFR Part 3), as applicable.

3. Contractor will comply, with all requirements of Sections 103 and 107 of the Contractor Work and Safety Standards Act (40 U.S.C 327-330) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable.”

D. Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, if this

Agreement meets the definition of “federally assisted construction contract” in 41 CFR Part 60-

1.4, the Contractor shall agree as follows:

1. Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following:

a. Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising;

layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.

2. Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

3. Contractor will not discharge, or in any other manner discriminate against, any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant.

This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the Contractor's legal duty to furnish information.

4. Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

5. Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, "Equal Employment Opportunity" (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p.

339), as amended by Executive Order 11375, "Amending Executive Order 11246 Relating to

Equal Employment Opportunity," and implementing regulations at 41 CFR part 60, "Office of

Federal Contract Compliance Programs, Equal Employment Opportunity, Department of

Labor."

6. Contractor will furnish all information and reports required by Executive Order 11246 of

September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.

7. In the event of Contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and Contractor may be declared ineligible for further

Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of

September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.

8. Contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (8) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section

204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance:

a. Provided, however, that in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

E. Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and

3146-3148) that Contractor shall comply with as supplemented by Department of Labor regulations

(29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, Contractor is required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, Contractor is required to pay wages not less than once a week. The Contractor shall also comply with the Copeland “Anti-Kickback” Act

(40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled.

F. Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the

Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C.

3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous.

These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

G. Rights to Inventions Made Under a Contract or Agreement. If this Agreement involves a Federal award meeting the definition of “funding agreement” under 37 CFR §401.2 (a) and the Contractor wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the Contractor must comply with the requirements of 37

CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms

Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.

H. Federal Grant recipients, subrecipients, contractors and subcontractors shall comply with 2 C.F.R.

§200.323, Procurement of recovered materials.

I. Contracts for more than the federal Simplified Acquisition Threshold (SAT), which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense

Acquisition Regulations Council (Councils) as authorized by 41 U.S.C 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.

J. All contracts in excess of the federal Micro-Purchase Threshold (MPT) must address termination for cause and for convenience by the non-federal entity including the manner by which it will be affected and the basis for settlement.

K. Federal Grant recipients, subrecipients, contractors and subcontractors shall comply with the provision at Federal Acquisition Regulation (FAR) to implement the John S. McCain National

Defense Authorization Act for Fiscal Year 2019 (FY 2019 NDAA) (Pub. L. No. 115-232 [2018])

Section 889 (b)(1) – Prohibition on Contracting with Entities Using Certain Telecommunications and Video Surveillance Services or Equipment.

L. Contractor shall comply with applicable provisions of Appendix II to Part 200 – Contract

Provisions for Non-Federal Entity Contracts Under Federal Awards of the Code of Federal

Regulations, (https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-

Appendix%20II%20to%20Part%20200).

SECTION 4. Protest Procedures

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to Helen Phung at helen.phung@ssa.ocgov.com, as set forth herein.

PROTEST PROCEDURES

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

A. The name, address, and telephone number of the protestor;

B. The signature of the protestor or the protestor’s representative;

C. The solicitation or contract number;

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20II%20to%20Part%20200 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20II%20to%20Part%20200 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20II%20to%20Part%20200 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20II%20to%20Part%20200 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20II%20to%20Part%20200

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy Procurement

Agent (DPA), Helen Phung at helen.phung@ssa.ocgov.com, no later than five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

B. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Solicitation Results:

A. Protests related to solicitation results must be submitted to the Deputy Procurement

Agent, Helen Phung at helen.phung@ssa.ocgov.com, no later than five (5) business days after the Notice of Solicitation Results is provided by the DPA.

B. Protests relating to solicitation results received after the five (5) business day deadline will not be considered by the County.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with contract negotiation and award or if necessary, file the item for approval by the Board of Supervisors.

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 DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of 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, 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 protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals Board, in accordance with the process stated below.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy Procurement

Agent’s decision, a written appeal to the Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal 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.

SECTION 5. Scope of Work

5.1 PURPOSE AND BACKGROUND

The County of Orange Social Services Agency operates multiple locations throughout Orange County that require as-needed commercial lighting and control maintenance and replacement. Services must follow manufacturer recommendations, County requirements, and all applicable State, Federal, and local laws.

This Contract is intended solely for routine maintenance and is not considered a public works contract.

In addition to as-needed services, planned maintenance, and corrective work, the County may require emergency services to be available 24 hours a day, seven days a week.

The Contractor is responsible for accurately interpreting all required maintenance and regulatory obligations. If any requirements conflict, the Contractor shall comply with the highest applicable standard.

LOCATION ADDRESS SQUARE

FOOTAGE

1 Aging & Adult Services Center

(AASC)

2020 W Walnut St, Santa Ana, CA 92703 41,594 SQ FT

2 Tustin Family Campus (TFC) 15405 Lansdowne Rd, Tustin, CA 92782 61,613 SQ FT

3 Orangewood Children & Family

Center (OCFC)

401 The City Dr S, Orange, CA 92868 110, 000 SQ FT

4 Santa Ana Regional Center (SARC) 1928 S. Grand Ave, Santa Ana, CA 92705 211,964 SQ FT mailto:CPOAppeals@ocgov.com

5 Children & Family Services (CFS) 800 & 840 N. Eckhoff St, Orange, CA 92868 215,595 SQ FT

Contractor shall ensure all lighting and control systems remain operational and in compliance with all

State, Federal, Local Laws, and Regulatory Agencies.

Contractor to perform the following service in accordance with all applicable State, Federal, Regulatory

Requirements, Government Laws and Regulatory Agencies.

5.2 INSPECTION, TESTING, MAINTENANCE AND REPAIR

A. Contractor shall provide inspection, testing, maintenance, monitoring, modeling, calibration, replacement, retrofitting, inventory reporting/auditing and documentation to County equipment and systems. Equipment identified but not limited to interior and exterior lighting, fixtures, sensors, equipment, systems and controllers.

B. Contractor shall perform service, maintenance, and design services on equipment such that equipment, systems, and facilities are preserved or restored to effective operational condition and may be effectively used for its designated purpose and effectively integrated into existing building automation.

C. Contractor shall provide County lighting options, meeting or exceeding all County and regulatory agencies lumen, color temperature, energy efficiency and light pollution controls and ratios outlined in California's Building Energy Efficiency Standards, Title 24 and any other regulatory agency requirements.

D. Contractor shall provide in writing to County any and all recommendations on energy-saving features, to include but not limited to dimming, occupancy controls, daylight controls, time-based controls, integrated management systems, electrical and infrastructure upgrades.

E. Contractor shall provide all labor, supervision, supplies, tools, equipment, transportation

(including parking and travel), Personal Protection Equipment (PPE) and all necessary material to perform service, including any special diagnostic or adjustment tools, equipment or instruments and consumables.

F. Contractor shall provide County with a detailed service proposal, for County approval, prior to commencement of work, including number of hours per location and number of technicians required to perform maintenance and service under terms of the contract.

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

H. Contractor shall perform all maintenance on software and firmware in accordance with manufacturer recommendation.

I. Contractor shall immediately provide County, any and all access, rights and permissions on systems, software, firmware, and equipment. Under no condition shall permission and access information be withheld by Contractor.

J. Contractor shall provide system monitoring and reporting, upon request.

K. Under no condition shall performance under contract be subcontracted out by Contractor without prior written approval of authorized County representative.

L. Contractor shall provide detailed reporting on any additional "as-needed" service or repairs to be coordinated with authorized County personnel. All quotes for services must contain detailed labor and material changes and be approved by the County prior to commencement of work.

M. Contractor shall immediately notify authorized County representative of any site conditions or change affecting Contractor's ability to perform services.

N. When the Contractor dispatches a technician to perform scheduled or unscheduled services for the County, the technician shall ensure that all affected County equipment is returned to full operational condition prior to departing the service location. Under no circumstances shall the

Contractor leave County equipment out of service without the prior written approval of the

County. If immediate restoration is not possible, the Contractor shall notify the County and provide a corrective action plan, including the estimated time required to restore the equipment to full operating condition.

5.3 CONTRACTOR REQUIREMENTS

A. Contractor shall ensure all work complies with Title 24 energy efficiency requirements and standards, including but not limited to light power density (LPD) limits and any additional applicable requirement.

B. Contractor shall prepare and submit all inspection, testing and service reports as required by all regulatory agencies, within three (3) business days, including but not limited to Certificate of

Installation (NRCC-LTI-01-E).

C. Contractor shall make its "best efforts" to perform work and reporting in a manner to not impact or interrupt daily County operations. If such impact or interruption is unavoidable, Contractor shall schedule and duly notify the appropriate County personnel of pending disruption.

D. Contractors' personnel shall plan all activities to minimize the number of times entering or exiting any facility and restrict all breaks to absolute minimum.

E. Contractor shall provide sufficient, qualified, trained and certified, if applicable, personnel to service systems and equipment under the contract terms.

F. Contractor shall have sufficient capacity, industry experience and knowledge to successfully complete projects of medium (25,000- 75,000 sq. ft) to large (75,000-225,000 sq. ft) systems.

G. All parts and materials shall be new commercial grade, meeting or exceeding Original Equipment

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

H. Contractor shall maintain sufficient materials, Personal Protection Equipment (PPE) and supplies

"on-hand" to provide services under the terms of the contract.

I. County shall not provide any on-site storage of supplies, materials, equipment, or tools at any

County facility.

J. All-work shall be subject to inspection and approval by County prior to acceptance and approval for payment.

K. Contractor shall not withhold emergency and/or any service relating to regulatory compliance and/or certification of any County equipment or property for any reason during the term of the contract.

L. No payment by County shall be made for any unauthorized work.

M. After completion of service or repair, Contractor shall provide County a Work Order report with details on work completed and any additional recommended work.

N. Contractor shall be responsible for keeping all work areas clean and free from debris, rubbish, and hazardous waste.

O. Contractor shall dispose of all waste off County property and in accordance with all State, Federal and local Laws and Regulations.

P. Contractor shall perform all work in accordance with generally accepted industry "best practices" and all health and safety regulations.

Q. Contractor shall warrant all labor and materials for a minimum of one (1) year upon completion.

R. 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.

S. Screening: All Contractor personnel assigned to perform services at the Orangewood Children &

Family Center (OCFC) shall undergo Live Scan fingerprinting and background screening. Entry into the OCFC facility is prohibited until Department of Justice (DOJ) clearance has been received. Until such clearance is obtained, individuals must be escorted at all times while on-site at OCFC.

5.4 LICENSE REQUIREMENT

A. Contractor shall, at all times, possess current applicable licensing by State, Federal, and regulatory agencies to perform tasks and duties required under the contract, including all applicable safety requirements.

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

5.5 RESERVED RIGHTS

A. County reserves the right to use County staff to provide services under contract.

B. County reserves the right to use alternate Contractors or County representatives to provide service under this contract, if Contractor fails to perform under the terms of the contract.

C. County reserves all rights to ALL information and data provided by Contractor, without further compensation.

D. County reserves the right to contract materials independently.

E. The County reserves the rights to add, update, modify and improve equipment using the supplier of its choice. County may request written comments, from Contractor, on any impact effecting

Contractors ability to perform any tasks or duty.

5.6 EMERGENCY SERVICES

A. Contractor shall respond within one (1) hour after receiving a County emergency service request, twenty (24) hours a day, seven (7) days a week.

B. Contractor shall have qualified, authorized technician(s) on-site within eight (8) hours of initial emergency contact.

C. Once dispatched to County, Contractor shall have all repairs completed and equipment restored to fully operational status prior to leaving, unless otherwise agreed upon by County and authorized

County representative duly notified.

D. Contractor shall provide County a Work Order report detailing tasks and duties performed including the following:

1. Time of arrival

2. Time of departure

3. Brief summary of repair

4. Detail of work performed (including material and parts consumed)

5. Narrative of recommended additional work to be performed or recommended

6. Name and time of individual initiating the emergency call

7. Work or Event Number

8. Signature of County representative

E. County recognizes certain emergencies that may arise which require immediate action by the

Contractor, without obtaining prior authorization from the County project lead. The Contractor may complete requested service:

1. If part of an initial emergency service call

2. If deemed to be an imminent safety repair by authorized County personnel

F. The Contractor shall obtain the name and signature of the authorized County personnel requesting said exception.

G. Contractor shall notify the County project lead immediately following emergency action(s).

5.7 SCHEDULING

A. Contractors' personnel shall arrive at the service location, as scheduled ready to begin work and performed in a skillful and competent manner.

B. Contractor shall provide a final scheduled service timeline to be approved by County. Once approved, service timeline shall be strictly adhered to and monitored by County.

C. Scheduled service should be performed during normal operational hours, in coordination with

County. Operational service hours are 7:00 a.m. to 5:00 p.m. Mon-Fri (PT), excluding holidays.

D. Contractor shall respond to County service requests within two (2) business days of notification and shall provide an estimated date and time of arrival. Authorized County representative shall be duly notified of any service interruption by Contractor and/or modification to service schedule.

E. Consistent failure to meet required response times or adhere to the approved service schedule shall be considered a performance deficiency and may adversely affect the Contractor's performance evaluation, resulting in corrective action or other remedies deemed appropriate by the County under this Agreement.

5.8 RECORDS

A. Contractor shall maintain detailed, true and accurate record of all inspections, service, maintenance, certification, tests, inventories and repairs for the term of the contract, plus three (3) additional years and be made available to County without additional costs.

B. Contractor shall report to authorized County representative within twenty-four (24) hours any urgent service or repair, and service or repair immediately coordinated with County.

C. Contractor shall provide County a report of all recommended service and repairs includes detailed information on emergency calls, delays, incidents affecting Contractor ability to perform.

D. Contractor shall expeditiously provide reports to County, upon request. Report(s) shall be provided in an editable, unlocked Microsoft file format containing all requested date and data parameters.

E. Upon completion of each service, Contractor shall provide County a Work Order report detailing service performed. One copy is to be left on-site with authorized County representative and one signed copy submitted with each corresponding Contractor invoice.

F. All Work Orders shall contain all corresponding information to Contractor invoices.

G. Contractor shall immediately submit in writing, any condition and/or incident affecting

Contractor's ability to perform under the contract.

5.9 MATERIALS

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

• Sylvania LED U-Bend T8 15W 4000K.

• Sylvania LED U-Bend T8 16W 4000K

• Feit Electric T12 20W 4000K Type A.

• Feit Electric T8/T12 18W 4000K Type B

• Philips InstantFit T8 16W 4000K

• GE T8 13W 4000K Type B

• Feit Electric T8/T12 18W 4000K Type B

• Philips 32W Equivalent T8 4000K InstantFit

• ER Incandescent (where applicable);

• PL (Parallel Lamps), where applicable;

• Exit Light Batteries (except radioactive isotope);

• HID (High Intensity Discharge Lamps) including:

o HPS (High Pressure Sodium) o MH (Metal Halide) o MV (Mercury Vapor)

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

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

Fixtures can be substitute when ballasts are bad.

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

• Task lights in office cubicles.

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

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

• 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.

SECTION 6. 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 7. Pricing

GENERAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Monday - Friday, 7:00 am - 5:00 pm 1 Hourly Labor

Rate

2 Monday - Friday, 5:00 pm - 7: 00 am 1 Hourly Labor

3 Saturday - Sunday, 12:00 am - 11: 59 pm 1 Hourly Labor

4 Holidays, 12:00 am - 11: 59 pm 1 Hourly Labor

TOTAL

ELECTRICIAN

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Monday - Friday, 7:00 am - 5:00 pm 1 Hourly Labor

2 Monday - Friday, 5:00 pm - 7: 00 am 1 Hourly Labor

3 Saturday - Sunday, 12:00 am - 11: 59 pm 1 Hourly Labor

Line Item Description Quantity Unit of

Measure Unit Cost Total

4 Holidays, 12:00 am - 11: 59 pm 1 Hourly Labor

TOTAL

SECTION 8. Supplier Responses

8.1 BID VALIDITY: *

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

☐ Please confirm

*Response required

8.2 CONTRACTOR INFORMATION

8.2.1 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

8.3 COMPANY PROFILE & REFERENCES

8.3.1 Company Legal Name*

*Response required

8.3.2 Company Legal Status*

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

*Response required

8.3.3 SAM.gov Confirmation*

Please upload a printout from SAM.gov to confirm that your company currently has no active exclusions.

The printout must be no greater than seven (7) calendar days prior to the due date of this bid.

*Response required

8.3.4 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

8.3.5 California Secretary of State registration - active and in good standing * Please upload your active certificate from the California Secretary of State.

CA Sec. of State Verification Link = https://bizfileonline.sos.ca.gov/search/business

If a Sole Proprietor - upload a document stating "Not applicable as a Sole Proprietor"

*Response required

8.3.6 D-U-N-S Number*

Please provide your company's 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 lieu of the number.

*Response required

8.3.7 Federal Taxpayer ID Number*

*Response required

8.3.8 California Department of Justice, Office of Attorney General active registration* For Non-Profit and/or Charitable organizations, please provide your active (registration status is current). All others enter N/A.

• RCT Registration Number

• Renewal/Expiration Date

DOJ Verification Link - https://rct.doj.ca.gov/Verification/Web/Search.aspx?facility=Y

*Response required

8.3.9 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

8.3.10…