COUNTY OF ORANGE

OC COMMUNITY RESOURCES

REQUEST FOR PROPOSAL (RFP)

FOR

MAINTENANCE AND ADMINISTRATION SERVICES FOR IRVINE

RANCH OPEN SPACE

RFP NO. 012-2671002-KC

County of Orange RFP

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

County of Orange

OC Community Resources

Procurement Services

601 N Ross St

Santa Ana, CA, CA

92701

SCHEDULE OF ACTIVITIES

Release Project Date August 7, 2024

Pre-Proposal Meeting (Non-

Mandatory)

August 22, 2024, 9:00am

OC Parks Headquarters - Old Myford Garage

13042 Old Myford Road

Irvine, CA 92602

Question Submission Deadline August 29, 2024, 2:00pm

Proposal Submission Deadline October 3, 2024, 2:00pm

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

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Thursday, October 3, 2024

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

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. SCOPE OF WORK

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

SECTION 4. PRICING AND COMPENSATION

SECTION 5. PRICING PROPOSAL

SECTION 6. PROPOSAL RESPONSE REQUIREMENTS

Attachments:

A - Attachment A - Scope of Work - RFP-012-2671002-KC

B - Model Contract - RFP 012-2671002-KC

C - Attachment C - Pricing Proposal

D - Attachment D - Map of IROS Management Units

E - Attachment E - BMP Land Manager

F - Attachment F - OC Parks IPM Plan

G - Attachment G - OC Parks Invasive Plant Control Guidlines

H - Attachment H - County of Orange Trail Design Guidelines

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County of Orange, OC Community Resources (hereinafter referred to as “County”), is soliciting proposals from qualified firms (hereinafter referred to as “Respondents”) for

Maintenance and Administration Services for Irvine Ranch Open Space. Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the Scope of Work herein.

1.2 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Proposals are to be uploaded via the County's Online Bidding System at https://procurement.opengov.com/portal/ocgov

Note: This is a fully electronic Request for Proposals (RFP). Respondents must submit their proposals online via County’s online bidding system. Only electronic proposals will be accepted. Facsimile and e-mail proposals will NOT be allowed. For assistance on uploading proposals via County’s online bidding system, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the Contract Documents and the site of the proposed work carefully before submitting a Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this Request for Proposals 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 may submit a written request for clarification/interpretation to the County Deputy

Purchasing Agent (DPA) via the County’s online bidding system under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s online bidding system. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s online bidding 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.If an addendum is issued, proposers must acknowledge the addendum via the County’s eProcurement

Portal.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

All questions or requests for interpretations must be received on Thursday, August 29, 2024, before 2:00 pm as specified in the solicitation. Respondents are not to contact other

County personnel with any questions or clarifications concerning this RFP.

The DPA will provide all official communication concerning this RFP. Any County response relevant to this RFP other than through or approved by the DPA is unauthorized and will be considered invalid.

C. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Proposal may be withdrawn after the submission date.

D. Each Respondent must submit their proposal electronically via the County’s eProcurement Portal.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in the Proposal

Response Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this RFP shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any Proposal so marked. All Proposals and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 6250 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Proposals shall become the property of the County. The County reserves the right to make use of any information or ideas in the Proposals submitted.

Respondents should not request that certain information be treated as exempt, and statements in the Proposals should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Proposal that could result in a conflict of interest if Respondent were to be selected. This

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in Proposal. In the event Respondent has done work for the County on this

Project in the past or has reason to believe that a conflict of interest may exist for

Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this RFP. Any Respondent who is found to have an actual conflict of interest may have its Proposal rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the

California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a

Statement of Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a Proposal, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this RFP and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its Proposal in strict accordance with all requirements of this RFP and compliance must be stated in the Proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the Proposal Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement

Portal will not allow any uploads after the due date and time specified herein, e.g., if Part

1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01 P.M., Part 3 will not upload successfully.

J. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this RFP. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the County deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

K. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Cost/Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing its Proposal in response to this

RFP; b) submitting that Proposal to the County; c) negotiating with the County any matter related to the Respondent’s Proposal; and d) any other expenses incurred by the

Respondent prior to the date of award and execution, if any, of the Contract.

L. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a

Proposal nonresponsive.

M. Where two or more Respondents desire to submit a single Proposal in response to this 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 that may subcontract with multiple firms (team) but not with multiple firms doing business as a joint venture.

N. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

O. 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 proposal/bid submission response.

P. If applicable, 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 proposal submission response.

Q. County reserves the right to: a) negotiate the final Contract with any Respondent(s); b) withdraw this RFP in whole or part at any time without prior notice (the County makes no representations that any Contract will be awarded to any Respondent responding to this RFP); c) award its total requirements to one Respondent or to apportion those requirements among two or more Respondents; d) reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this RFP; and/or e) request Best and Final Offer from any Respondent determined to be within the competitive range. Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents. Therefore, Proposals submitted shall contain the

Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

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

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

1.3 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.

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

F. Protest of Bid/Proposal Specifications: All protests related to proposal specifications must be submitted to the Deputy Purchasing Agent no later than five (5) business days prior to the RFP Closing Date for proposals. Protests received after the five (5) business-day deadline will not be considered by the County.

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 proposal prior to the close of the solicitation in accordance with the proposal submittal procedures provided in this RFP.

G. 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 intent award is provided by the 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.

H. Protest Process

1. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA renders a decision on the protest.

2. 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.

3. 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 protestor’s right to the protest procedures outlined herein.

4. 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.

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

I. Appeal Process

1. If the protestor wishes to appeal the decision of the Deputy Purchasing AgentDPA, the protestor must submit, within three (3) business days from receipt of the Deputy

Purchasing Agent’sDPA’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

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ocgov.com

2. 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 appeal shall be forwarded to the Procurement Appeals Board.

3. The decision of the County Procurement Officer will be final and there shall be no right to any administrative appeals of this decision.

1.4 EVALUATION PROCESS AND CRITERIA

Proposals deemed to meet all minimum RFP requirements will be scored based on the established criteria, and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each Proposal, based upon the Respondent(s) submitted written materials.

Proposals shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the Proposal, including information about the Respondent, Contractors and sub-contractors. The County reserves the right to seek publicly available information about the Respondents.

The scoring is based on evaluation of the Proposal as measured against the Scoring Criteria.

Proposals will be evaluated from the most advantageous to the least advantageous to the County.

*Please note: These minimum qualifications must be verified for the Proposal to be deemed responsive. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP.

mailto:CPOAppeals@ocgov.com

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

Minimum Qualifications/Requirements: Respondent’s Proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation and scoring process:

Proposer must meet the following minimum requirements listed below:

A. Respondent shall provide evidence of a minimum of five (5) years of experience in weed and pest treatment, specifically in open space areas exceeding 200 acres. Proof of experience shall be submitted.

B. Respondent shall have a minimum of five (5) years conducting habitat restoration in

California. Proof of experience is required.

C. Respondent shall provide evidence of at least five (5) years of experience managing a large-scale volunteer program with more than five hundred (500) active volunteers.

D. Respondent shall have a full-time Communications Manager on staff with at least five (5) years’ experience in media and public relations, website management, marketing and social media. This must be clearly identified under Staffing Plan.

E. Respondent shall provide evidence of a minimum of five (5) years’ experience brushing, mowing, and grading trails in a wildland setting, preferably on public lands.

F. Respondent shall provide evidence of a minimum of five (5) years’ experience building and/or repairing trails in wildland settings, preferably on public lands.

G. Respondent will have conducted business in California for a minimum of three (3) years.

H. Respondent must have the ability to do business in Orange County, California.

I. Respondent must provide examples demonstrating similar work as being requested in their proposal.

1.5 SELECTION/AWARD PROCESS

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to DPA. Final award determination shall be subject to reference checks and past performance and may be subject to approval(s) by the County Board of

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

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments, and to reflect Respondent’s Proposal and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in its elimination from further consideration.

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its proposal may result in elimination from further consideration.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

Exceptions to the terms and conditions of the proposed Contract or the statements regarding Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in the Section below titled: "PROPOSAL RESPONSE

REQUIREMENTS" subsection titled: “Statement of Compliance”.

1.6 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964

(78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.7 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide Accounting and Personnel System (CAPS) as an Auditor-

Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

1.8 COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED

VETERAN BUSINESS ENTERPRISE (DVBE) PREFERENCE POLICIES:

A. OCLSB: Effective January 1, 2020, the Orange County Board of Supervisors adopted the

OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet

(1) and (2) below:

1. Local Business requirements:

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

a. Maintains their principal center of operations (i.e. headquarters) within Orange

County, and;

b. Has:

i. a business address located in the County of Orange that is not a post office box, or

ii. a valid business license or certificate of occupancy issued by the County of

Orange or by an Orange County city, or other documentation acceptable to the

County of Orange.

2. Small Business Requirements:

a. Must be certified as a Small Business by the State of California Department of

General Services (DGS); and,

b. DGS Small Business requirements must be valid at the time of bid/proposal submittal.

B. DVBE: Effective January 1, 2021, County of Orange Board of Supervisors adopted the

DVBE Preference policy. The DVBE Preference policy supports local business opportunity, economy and the development of the County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet (1) and (2) below:

1. Must be certified as a DVBE by the State of California Department of General

Services (DGS); and,

2. DGS DVBE requirements must be valid at the time of bid/proposal submittal.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in

EXHIBIT Titled - COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION

REQUIREMENTS.

SECTION 2. SCOPE OF WORK

2.1 GENERAL INFORMATION:

Please see Attachment A - Scope of Work - RFP-012-2671002-KC

2.2 MISCELLANEOUS CLAUSE:

A. Miscellaneous commodities may be obtained at County’s request. Contractor shall provide a written quote and obtain authorized County approval. Contractor under no circumstance shall provide any commodities without prior written authorized County

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC approval. Additional delivery locations may be added or deleted at any time with no penalty to County. Miscellaneous item purchases shall not exceed $5,000.00, per item, including tax and other expenses, except when ordering the same items multiple times. Total order amount shall not exceed $25,000.00.

B. County may elect to accept substitute like commodities, commodities of equal or better quality and/or brand, costing equal or less than the original contracted commodities as set forth in this Contract with written authorized County approval. Substitute like commodities that cost more will require prior authorized approval from County before any substitution will take place.

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

3.1 PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

1. Qualification and Related

Experience/Technical Expertise

This section of the Proposal will establish the ability of

Respondent to satisfactorily perform the required work by reasons of experience in performing services of a similar nature, demonstrated competence in the services to be provided, strength and stability of the team, staffing capability, workload, record of meeting schedules on similar projects, and supportive client reference.

As part of its response to the following, Respondent should justify how the minimum qualifications/requirements of Scope of Services have been satisfied.

A. Respondent shall provide:

1. A brief profile of your firm, including the name, a brief history, description of your firm, types of services offered;

a. The year founded;

b. Form of the organization

(corporation, partnership, sole proprietorship)

c. Number of employees

d. Size and location of offices

Points Based 200 (28.6% of Total)

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

e. Staff and technical capabilities and the type of services that the Respondent is qualified to perform, including any discipline where the

Respondent has special expertise.

f. Describe the

Respondent’s experience in performing work of a similar nature to that solicited in this RFP.

g. Describe

Respondent’s availability to perform requested services on County projects. Include experience with other governmental agencies in

California.

h. Provide a general description of the

Respondent’s financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, or impending merger) that may impede

Respondent’s ability

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC to complete the services.

2. Limit each example to one (1) page. Provide documentation for the below examples completed in California that demonstrate the

Respondent’s qualifications and experience which best illustrate proposed firm’s qualifications for the services noted in

Attachment A (Scope of

Work). If the service includes sub-contractor(s), include projects examples that demonstrate qualifications and experience. Examples may include, but are not limited to the following:

Firms/Key Personnel from Attachment C of the

Model Contract involved with this example of service; the scope, size, cost, principal elements and special features of the services provided;

and the relevance of the example project to

Services.

a. Provide documentation of a

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC completed habitat restoration project.

The sample should demonstrate your expertise and experience in achieving the criteria outlined in the scope of work for habitat restoration. This should include project objectives, methodologies, outcomes, and any relevant metrics of success.

b. Submit documentation of a multi-year invasive weed control project or program. The sample must illustrate your capability in implementing effective invasive weed control measures as described in the scope of work.

Include details such as the strategies employed, the extent of control achieved, and post-project monitoring results.

c. Provide documentation of a completed biological

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC monitoring project or multi-year program.

The sample should demonstrate your expertise and experience in conducting biological monitoring as outlined in the scope of work. Include project objectives, methodologies, data collection and analysis techniques, outcomes, and any relevant metrics of success.

d. Provide documentation on communications and public outreach conducted including, but not limited to, social media posts, newsletters, story pitches to local media, etc.

e. Provide documentation on website management and how it has been used for program and activity management.

f. Provide documentation on public programming and activities

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC conducted in a wilderness setting.

This should include diverse programs and docent led activities meant to engage a wide variety of users and interest groups.

g. Provide documentation on volunteer management including any sample trainings, forms, or other evidence which clearly demonstrates the ability to manage the complexity of at least five hundred

(500) volunteers.

h. Provide documentation, including photographs, of trail work and maintenance described in the scope of work in a wilderness setting including any specialized work, construction, or trail features. This should include examples on balancing complex work assignments in wilderness areas, OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC ensuring trails and roads are regularly well maintained for public and emergency access, and how this work has been accomplished effectively and efficiently.

i. Proof of State of

California

Department of

Industrial Relations

Public Works

Contractor

Registration.

j. Completed list of

Subcontractors with each Subcontractor’s address, California

State Contractors

License Board

(CSLB) license, State of California

Department of

Industrial Relations

Public Works

Contract Registration, and work, trade, service, or portion of services to be provided.

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

2. Key Personnel/Proposed Staffing

This section of the Proposal should establish the qualifications of the proposed staff to provide the services noted in the Scope of Work.

A. Respondent shall:

1. Complete Staffing Plan:

a. Provide the names of key staff (including names, titles, and current staff who may be assigned to

Services, including resumes, licenses and certifications held by those individuals, years of related experience, and length of time with the firm.

b. Identify subcontractors (if any) that will be assigned to perform services listed in the

Scope of Services, by company name, address, contact person, telephone number and project function.

c. Include names, titles and current resumes of proposed key personnel detailing

Points Based 75 (10.7% of Total)

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC their technical expertise which qualifies them for proposed work, experience directly related to proposed work (identify similar projects), function and responsibility related to proposed work, qualifications licenses/certifications.

This key personnel information shall be sufficient to provide confirmation to the

County that the firm has adequate staff and the ability to assist in

Services as needed.

d. Organizational

Structure: An organizational chart shall depict the overall organization as it relates to this project and the placement of key staff within that organization. The

County shall expect that the key individuals responsible for the work and services will be available for consultation/meeting with the County

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC throughout the project.

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

3. Work Plan Approach

Respondent shall provide a brief narrative that addresses the Scope of Work and demonstrates the

Respondent’s understanding of the County’s needs and requirements for

Maintenance and

Administration Services for

Irvine Ranch Open Space.

Respondent shall:

A. Describe the approach to completing each required objective specified within the

Scope of Work. In addition, provide an approach structured to ensure the following:

1. Quality performance;

2. Cost control;

3. Responsiveness to

County staff and service location(s) requirements;

and,

4. Coordination between

Respondent and County staff.

5. Integration

B. Respondent may also propose efficiencies or procedural innovations to the

Scope of Work that are in the best interest of the County.

Please provide information

Points Based 100 (14.3% of Total)

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC on how your firm intends to creatively, effectively, and efficiently achieve the scope of work required.

C. Additional Information:

Respondent shall describe additional relevant information concerning the services offered in this RFP that it considers important in evaluating its services.

4. Organization/Completeness of Response Points Based 75 (10.7% of Total)

5. Degree of Compliance with the County Model

Contract

*Note: Respondents submitting exceptions to the County Model Contract of this RFP, may receive a score of “0” for this criterion.

Points Based 50 (7.1% of Total)

6. Cost Proposal

Respondent shall provide a sealed

Cost Proposal for both Respondent and, if applicable, any subcontractors, at the time of interview. The Cost Proposal will be evaluated as follows:

A. Lowest price receives the full score of 200 points.

B. Other scores are proportional to the lowest price.

If County elects not to conduct interviews for this solicitation, Deputy Purchasing Agent will contact Respondents to coordinate the submission of the Cost Proposal.

Points Based 200 (28.6% of Total)

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

3.2 PHASE 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Presentation/Interview Scoring Format: 300 points maximum:

County reserves the right to conduct, or to not conduct, oral interviews and/or presentations with the highest-scored Respondent(s). The decision whether to conduct oral interviews/presentations rests solely with

County and the decision of the DPA is final.

Respondents shall be ready to attend interview within fifteen (15) calendar days of notification.

Any inquiry to determine the responsibility of a

Respondent to this RFP may be conducted.

Respondent agrees that the submission of a

Proposal is permission by Respondent for

County to verify all information contained therein. If County believes it necessary, additional information may be requested from

Respondent. The County may also send written questions and ask for written responses within five (5) business days. Failure to comply with any such request may disqualify a Respondent from further consideration. Respondents must be prepared to discuss all aspects of their proposal in detail, including technical questions. Respondents will not be allowed to alter or amend their Proposal through the use of the presentation process.

Points Based 300 (100% of Total)

SECTION 4. PRICING AND COMPENSATION

4.1 COMPENSATION:

This is a firm fixed fee Contract between County and Contractor to provide Maintenance and

Administration Services for Irvine Ranch Open Space as set forth in the Scope of Work Section.

The Contractor agrees to accept the specified compensation as set forth in this Contract as full payment for performing all services and furnishing all staffing and materials required, for any reasonably unforeseen difficulties which may arise or be encountered in the execution of the services until acceptance, for risks connected with the services, and for performance by the

Contractor of all its duties and obligations hereunder. The Contractor shall only be compensated as set forth herein for work performed in accordance with the Scope of Work. The County shall have no obligation to pay any sum in excess of the Fixed Prices and Total Contract Amount specified herein unless authorized by amendment in accordance with the County Contract

Terms and Conditions, which may require approval by the County Board of Supervisors.

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

4.2 ADDITIONAL WORK:

Any additional services not listed in the Contract must be approved by County’s Project Manager or designee in accordance with this RFP and the attached contract.

4.3 PRICE INCREASE/DECREASES:

No price increases will be permitted during the first year/term of the Contract. The County requires documented proof of cost increases on Contracts prior to any price adjustment. A minimum of 180 days advance notice in writing is required to secure such adjustment. No retroactive price adjustments will be considered. All price decreases will automatically be extended to the County of Orange. The County may enforce, negotiate, or cancel escalating price Contracts or take any other action it deems appropriate, as it sees fit. The net dollar amount of profit will remain firm during the period of the Contract. Adjustments increasing the

Contractor’s profit will not be allowed.

4.4 FIRM DISCOUNT AND PRICING STRUCTURE:

Contractor guarantees that prices quoted are equal to or less than prices quoted to any other local, State or Federal government entity for services of equal or lesser scope. The contractor agrees that no price increases shall be passed along to the County during the term of this Contract not otherwise specified and provided for within this Contract.

If the Contractor is unable to supply the services under the terms of the Contract, then the

Contractor shall provide proof of such disruption and a copy of the invoice for the services from the Contractor’s supplier(s). An additional profit margin as a result of supplying services during an emergency or a declared disaster shall not be permitted.

4.5 CONTRACTOR’S EXPENSE:

The Contractor will be responsible for all costs related to photocopying, telephone communications and fax communications while on County sites during the performance of work and services under this Contract.

4.6 PAYMENT TERMS:

Invoices are to be submitted in arrears to the user agency/department to the ship-to address, unless otherwise directed in this Contract. Contractor shall reference Contract number on invoice. Payment will be net 30 days after receipt of an invoice in a format acceptable to County of Orange and verified and approved by the agency/department and subject to routine processing requirements. The responsibility for providing an acceptable invoice rests with Contractor.

Billing shall cover services and/or goods not previously invoiced. Contractor shall reimburse

County of Orange for any monies paid to Contractor for goods or services not provided or when goods or services do not meet Contract requirements.

Payments made by County shall not preclude the right of County from thereafter disputing any items or services involved or billed under this Contract and shall not be construed as acceptance of any part of the goods or services.

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

4.7 PAYMENT – INVOICING INSTRUCTIONS:

Invoices shall include an overall monthly cost and also be broken down as follows:

• Labor

• Equipment and Supplies

• Work Per Unit (where applicable)

• Insurance

• General Overhead and Administration

Contractor will provide an invoice on the Contractor’s letterhead for services rendered. Each invoice will have a number and will include the following information:

A. Contractor’s name and address

B. Contractor’s remittance address, if different from A. above

C. Contractor’s Taxpayer ID Number

D. Name of County Agency/Department

E. Delivery/service address

F. Master Agreement (MA) or Purchase Order (PO) number

G. Agency/Department’s Account Number

H. Date of invoice

I. Product/service description, quantity, and prices

J. Sales tax, if applicable

K. Freight/delivery charges, if applicable

L. Total

Invoice and support documentation are to be forwarded to:

OC Community Resources: Accounts Payable

Attn: Accounts Payable

601 North Ross Street

6th Floor

Santa Ana, CA 92701

Email: einvoice@occr.ocgov.com mailto:einvoice@occr.ocgov.com

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

4.8 ELECTRONIC FUNDS TRANSFER (EFT):

County of Orange offers Contractors the option of receiving payment directly to their bank account via an Electronic Fund Transfer (EFT) process in lieu of a check payment. Payment made via EFT will also receive an Electronic Remittance Advice with the payment details via e-mail. An e-mail address will need to be provided to the County of Orange via an EFT

Authorization Form. To request an EFT form, please contact the DPA.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Donald P. Wagner, Chairman, Third District

Andrew Do, Vice Chairman, First District

Vicente Sarmiento, Second District

Doug Chaffee, Fourth District

Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor

Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator

Don Barnes, Sheriff-Coroner

Shari A. Freidenrich, Treasurer-Tax Collector

Andrew Hamilton, Auditor-Controller-Elect

SECTION 5. PRICING PROPOSAL

Pricing: County will pay the following fees in accordance with the provisions of this

Contract. Payment shall be as follows:

TOTAL CONTRACT ANNUAL CONTRACT NOT TO EXCEED

Please complete Attachment C in it's entirety and submit with your proposal.

Line Item Total Annual Contract Amount Qty Not to Exceed

Amount

1 Total Annual Contract Not to Exceed Amount 1 year

SECTION 6. PROPOSAL RESPONSE REQUIREMENTS

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

Proposals must be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis. Proposals are limited to 40 single sided pages. Response to Part 1 and

Part 2 will not count against the 40-page limit. All items listed in Part 3 will count against the page limit, no exceptions.

Note: Proposals that exceed the page limit noted above may be disqualified from further consideration.

Proposals must be electronically organized into three (3) sections and must be indexed in the order outlined below. List questions and your responses and/or attachments as numbered and listed within each section.

6.1 COMPLIANCE STATEMENTS (PART 1)

Some *required questions might not be applicable to your company. Do not leave any required fields blank. Please indicate "N/A" when necessary. A required field that is left blank will prohibit your response from being submitted.

*indicates that it is required.

6.1.1 Validity of Proposal *

The County requires that all Proposals be valid for at least three hundred sixty-five (365) calendar days. Submissions not valid for at least three hundred sixty-five (365) days will be considered nonresponsive. The Respondent shall state the length of time for which the submitted

Proposal shall remain valid below:

Please state 365 calendar Days if your proposal will be valid for that period of time. If your proposal will be valid for a different period of time please list the appropriate number of calendar days.

Maximum response length: 100 characters

*Response required

6.1.2 Certification of Understanding *

The County assumes no responsibility for any understanding or representation made by any of its officers, employees or agents during or prior to the execution of any Contract resulting from this solicitation unless:

A. Such understanding or representations are expressly stated in the Contract; and

B. The Contract expressly provides that the County therefore assumes the responsibility.

Representations made but not expressly stated and for which liability is not expressly assumed by the County in the Contract shall be deemed only for the information of the Respondent.

Respondent certifies that such understanding has been considered in this response.

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

☐ Please confirm

*Response required

6.1.3 Minimum Qualifications/Requirements Statement*

Respondent shall certify that it meets all minimum qualifications and requirements set forth herein.

☐ Please confirm

*Response required

6.1.4 Certificate of Insurance *

The Respondent shall certify its willingness and ability to provide the required insurance coverage and certificates as set forth in the Model Contract.

☐ Please confirm

*Response required

6.1.5 W-9 Requirements *

The Respondent shall certify its willingness and ability to provide W-9 Requirements as indicated in this RFP (will obtain at the time of award).

☐ Please confirm

*Response required

6.1.6 Department of the Treasury, Internal Revenue Service Form W-9 Requirements

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide Accounting and Personnel System (CAPS) as an Auditor-

Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

You may upload the appropriate form here or comply within the ten (10) days as described above.

6.1.7 Conflict of Interest *

Respondent must certify and select option 1 or 2 below:

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

OC Community Resources - Maintenance and Administration Services for Irvine Ranch Open Space, 012-2671002-KC

A. Disclose any financial, business or other relationship with the County, any other entity that the County Board of Supervisors governs, or any County Board member, officer or employee, which may have an impact, affect or influence on the outcome of the services you propose to provide. Provide a list of current clients, employees, principals or shareholders (including family members) who may have a financial interest in the outcome of services you propose to provide.

B. Disclose any financial, business or other…