Maintenance_and_Repair_of_Detention_Locks.pdf

COUNTY OF ORANGE

SHERIFF-CORONER

INVITATION FOR BID (IFB)

FOR

MAINTENANCE AND REPAIR OF DETENTION LOCKS

IFB NO. IFB 060-2806701-AM

County of Orange IFB

Sheriff-Coroner - Maintenance and Repair of Detention Locks, IFB 060-2806701-AM

County of Orange

Sheriff-Coroner

Procurement Services

320 North Flower Street

Santa Ana, CA, CA

92703-5002

SCHEDULE OF ACTIVITIES

Release Project Date February 11, 2025

Mandatory Job Walk - Security

Clearance Required (Mandatory)

March 5, 2025, 8:00am

Location schedule will be provided on separate attachment. Security clearance is required prior to job walk. Security clearance information will be provided upon RSVP. Please notify the

Deputy Purchasing Agent Adam Mitchell, by

2/14/2025 at 10:00AM, via email at amitchell@ocsheriff.gov of your intention to attend the job walk.

Question Submission Deadline March 6, 2025, 10:00am

Bid Submission Deadline March 7, 2025, 4:00pm

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

BID MUST BE RECEIVED ON OR

BEFORE

Friday, March 7, 2025

4:00 pm mailto:amitchell@ocsheriff.gov https://procurement.opengov.com/portal/ocgov

SECTIONS

SECTION 1. SUMMARY

SECTION 2. SCOPE OF WORK

SECTION 3. PRICING

SECTION 4. VENDOR QUESTIONNAIRE

SECTION 5. GENERAL INFORMATION

SECTION 6. GENERAL INSTRUCTIONS

SECTION 7. W-9/W-8 REQUIREMENTS

SECTION 8. ELECTRONIC FUND TRANSFER (EFT)

SECTION 9. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - Lock Count with Manufacturer Information 2.6.2025 - AM

B - Job Walk Security Clearance Application Request

C - General Information - Maintenance of and Repair of Detention Locks - AM

D - Model Contract - Maintenance and Repairs of Detention Locks - AM

SECTION 1. SUMMARY

The County of Orange, Sheriff-Coroner, (hereinafter referred to as County) is requesting competitive bids from qualified vendors (hereinafter referred to as Bidder) for Maintenance and

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

SECTION 2. SCOPE OF WORK

2.1 SCOPE OF WORK

A. Purpose and Background

The Orange County Sheriff’s Department, has locations throughout Orange County, CA.

requiring inspection, testing, maintenance, repairs, alterations and emergency services for detention locks, sliders, doors and hardware. Detention mechanisms, to include but not limited to mechanical, pneumatic, electric, and magnetic locking systems and corresponding doors, hardware, and thresholds. Minimum frequency and tasks to be in accordance with all manufacture specifications and recommendations, County tasks and duties, State, Federal, Local laws, and regulatory requirements.

Contractor may at the direction of authorized County representative perform services on lower-level security locks, doors, hardware, mechanisms and systems.

In addition to routine scheduled maintenance and planned corrective repairs, Contractor shall be available emergency services twenty-four (24) hours a day, seven (7) days a week, three-hundred sixty-five (365) days a year.

Contractor shall perform scheduled tasks and duties at the following service locations and may respond to various other locations not listed below for as-needed services to include any current or future Sheriff maintained facility.

Orange County Sheriff’s

Department

Address

Central Men’s Jail Facility 550 N. Flower St., Santa Ana, CA 92703

Central Women’s Jail Facility 550 N. Flower St., Santa Ana, CA 92703

Intake Release Center 550 N. Flower St., Santa Ana, CA 92703

James A. Musick Facility 13420 Alton Parkway, Irvine, CA 92618

Loma Ridge 2644 Santiago Canyon, Irvine, CA 92602

Technology Building 1382 Bell Ave. Tustin, CA 92780

Theo Lacy Facility 501 The City Drive South, Orange, CA 92868

Service Coordination:

Shop Personnel Phone Number

North Shop

Includes Theo Lacy Jail and North

County

Craft Supervisor

Shop Planner

TBD

Central Shop

Includes Central Jails, Headquarters, Coroner & Brad Gates

Craft Supervisor

Shop Planner

TBD

South Shop

Includes James A. Musick Facility and

South County

Craft Supervisor

Shop Planner

TBD

Contract Administrator TBD TBD

Facilities Operations Service Desk / Afterhours Dispatch TBD

Compliance

A. Contractor shall ensure County equipment remains operational and in compliance with all state, federal and local laws, and regulatory agencies.

B. Contractor to perform the following maintenance and service in accordance with all applicable state, federal and local law, and regulatory requirements, including ASTM, and ANSI/NFPA standards.

II. County’s Service Requirements

A. Contractor shall provide services to include but not limited to, inspection, testing, maintenance, corrective repairs, cleaning, alterations, calibration, adjustments, replacement, asset documentation, tagging, record keeping, and reporting services.

Equipment manufacturers to include but not limited to Airteq, Folger Adams, Southern

Steel, Retro Locks and Southern Folder.

B. Contractor shall provide semi annual maintenance and as-needed corrective repairs, to

County detention locking systems and corresponding equipment to include but not limited to doors, hardware, hinges, handles, escutcheons, jams, mounts, tracks, slides, rollers, keys, cylinders, motors, solenoids, and thresholds to ensure optimal performance.

Frequency may vary depending on manufacture requirements and warranties.

C. Contractor shall perform routine maintenance and repairs on equipment such that equipment and systems are preserved and restored to effective operational condition and may be effectively used for its designated purpose.

D. All service, maintenance and repairs shall be in strict accordance with all manufacturer specifications, recommendations and requirements, including, but not limited to, frequency, means, methods and consumable usage.

E. Contractor shall reference and apply only manufacturer recommended lubricants, location, and quantity for each appropriate application. Airteq detention locks shall only be lubricated with the multipurpose Teflon grease, SYNCO Super Lube with Teflon, unless equivalent is approved in writing by authorized County representative.

F. Contractor may perform as-needed design and fabrication services for the purpose of returning County equipment to fully operational condition.

G. Contractor may be required to work with other Contractors and County departments to ensure seamless system integration and operation of various security electronic systems, including but not limited to, access control, intrusion detection, fire and life safety and monitoring systems.

H. Contractor may provide as-needed services to various other doors, gates and locks not otherwise itemized in Attachment (B).

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

J. Contractor shall provide, all labor, supplies, supervision, tools, transportation (including parking and travel), Personal Protection Equipment (PPE) and all necessary material and equipment to perform routine maintenance and service, including any special diagnostic or adjustment tools, equipment, instruments, and consumables required under manufactures maintenance specification and recommendations.

K. Contractor shall have readily available Safety Data Sheet (SDS) for any chemical or other potentially dangerous substances while performing any service on behalf of County.

L. Contractor shall provide and perform install software and firmware maintenance in accordance with manufacturer specifications and recommendations, as required.

M. Contractor shall provide County a detailed proposed Scheduled Maintenance schedule for

County approval, prior to commencement of work, including number of hours per locations and number of technicians required to perform service under terms of the contract.

N. Under no condition, shall Contractor attempt to assign or subcontract any portion of repair or service under the contract without prior written approval, by authorized County representative.

O. Contractor shall provide detailed reporting on as-needed additional service or repairs, to be coordinated with authorized County representative. All quotes for additional services shall contain detailed labor and material charges and approved by County prior to commencement of repair(s).

P. At the request of the County, contractor may respond to urgent corrective repairs prior to submitting quote for initial call out response.

Q. Contractor shall immediately notify authorized County representative of any site conditions or changes affecting Contractor’s ability to perform services.

III. Contractor Requirements

A. Contractor shall prepare and submit all reports on inspections, testing, maintenance, and services as required by all regulatory agencies, within three (3) business days of service date, if applicable.

B. Contractor shall make its best efforts to perform all activities 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 authorized County representative of pending disruption.

C. Contractors shall plan all activities to minimize the number of times entering or exiting any facility and restrict all breaks to absolute minimums.

D. Contractor shall not withhold any as-needed emergency or service relating to regulatory compliance of any County equipment for any reason during the term of the contract.

E. All parts and materials shall be new commercial grade, meeting or exceed the Original

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

F. All parts and materials shall be available within seventy-two (72) hours upon service approval, by an authorized County representative.

G. Contractor shall maintain sufficient materials, PPE, consumables, and supplies available for immediate use to provide services under the terms of the contract.

H. At all times Contractor shall keep on-hand spill containment equipment and kits sufficient to successfully mitigate spills and protect personnel and County property while performing any service.

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

J. County shall not provide any on-site storage of supplies, equipment, materials, or tools at any County facility, unless approved in writing by authorized County representative.

K. After completion of maintenance, service and repairs, Contractor shall provide County a

Work Order report with details on work completed and any additional recommended work.

L. Contractor shall keep all work areas clean and free from debris, rubbish, and hazardous waste and dispose of all waste off County property and in accordance with all State, Federal and Local laws and regulations.

M. Contractor shall return all damaged, keys, lock cylinders and mechanisms to County for disposal.

N. Contractor shall warranty all labor and materials for a minimum of ninety (90) days after completion of repairs.

O. Contractor shall extend to County the manufacturers’ full warranty period for all materials and replacement parts

P. Contractor shall repair, at no cost to the County, any and all damage caused by

Contractor and shall report all accidents, injuries, spills, unusual conditions or activities, immediately to authorized County representative, regardless of magnitude.

IV. License Requirement

A. Contractor shall at all times, possess current applicable licenses and permits required by

State, Federal and Local laws and regulatory agencies to perform tasks and duties under the contract.

B. Contractor shall, for any relevant electrical work, possess current Valid C-10 Electrical

Contractor License issued by the state of California and shall remain in good standing for the term of the contract.

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

V. Reserved Rights

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

B. The County reserves the right to add, update, modify and improve equipment using the supplier of its choice. Contractor shall provide written comments, upon request by

County, on any impact affecting Contractor’s ability to perform any tasks and duties under contract.

VI. Security, Safety and Personnel

A. Contractor and employees performing services within secured facilities shall require to submit to background screening. No unscreened or unauthorized personnel shall be allowed to perform any task or duty under the contract.

B. Contractors’ personnel shall renew background screening every two (2) years, or at the request of the County and immediately notify County of any potential changes affecting existing or future clearance.

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

D. During any performance of work, Contractors’ personnel shall closely monitor all tools, equipment and materials and be required to follow a specific Tool and Equipment

Control Policy prior to entering and upon exiting any secure facility.

E. Contractor personnel shall not smoke (including use of any form of electronic device), use profanity or inappropriate language while on County property or performing duties or tasks under the contract.

F. Personnel shall not enter a facility, or perform any work on behalf of the County, while under the influence of alcohol, drugs or other intoxicants and shall not have any such items in their possession.

G. Contractor personnel shall have NO CONTACT, either direct or indirect physical, verbal and/or written, with internees in any facility and immediately report any attempt by internee to contact Contractor.

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

VII. Emergency Services

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

B. Contractor shall have qualified, authorized technician(s) on site within four (4) hours of initial emergency contact.

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

County and the County Representative is duly notified.

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

a. Time of arrival

b. Time of departure

c. Brief summary of service, maintenance or repair

d. Detail of work performed (including material and parts used)

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

f. Name and time of individual initiating the emergency call

g. Work or Event Number

h. Signature of County representative

VIII. Exception

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

Contractor, without obtaining prior authorization from the County project lead.

Contractor may complete such immediate emergency service:

a. If part of an initial emergency service call; or

b. If deemed to be an imminent life safety repair by an authorized onsite County representative.

a) Contractor shall obtain the name, rank, and signature of the authorized onsite County representative requesting exception.

b) Contractor shall notify authorized County project lead immediately following emergency action(s).

IX. Scheduling

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

B. Contractor shall provide a final Scheduled Maintenance timeline, to be approved by

County. Once approved, service timeline shall be strictly adhered to and monitored by

County.

C. Contractor shall perform scheduled work during normal operational hours of Monday through Friday, between the hours of 7:00 a.m. through 5:00 p.m. (Pacific Time) excluding weekends and County holidays. County holidays are as follows:

New Year’s Day Martin Luther

King’s Birthday

Lincoln’s Birthday

President’s Day Memorial Day July 4th-Independence Day

Labor Day Columbus Day Veteran’s Day

Thanksgiving & Friday

D. Authorized County representative shall be duly notified, in advance, of any service interruption by Contractor and/or modification to service schedule to authorized County representative.

E. In the event the Contractor dispatches a technician, currently performing scheduled services for the County, the technician shall ensure all County equipment is restored to full working condition prior to leaving service location. Under no circumstances shall

Contractor leave County equipment out of service, for any period of time, without prior written approval.

X. Records

A. Contractor shall maintain detailed, true, and accurate records of all inspections, tests, services, and results for the term of the contract. Upon termination of contract Contractor shall maintain all records for a minimum of three (3) additional years and made available to County, in a timely manner, without further compensation.

B. Contractor shall provide reports to County, upon request, in editable Microsoft file format, containing all requested data parameters, in a timely manner.

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

D. All Work Orders shall contain corresponding information to Contractor invoices (i.e., time of arrival, time of departure, summary of request, detailed (including equipment asset numbers), summary of service performed, summary of additional service required or recommended, name of County representative initiating the service call and Work

Order number).

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

Contractor’s ability to perform under the contract.

SECTION 3. PRICING

PRICE PER LOCK

Please see Lock Count with Manufacturer information in attachment section

Line Item Description Unit of Measure Unit Cost

1 Preventative Maintenance, Pneumatic Locks EA

2 Preventative Maintenance, Electric Locks EA

3 Preventative Maintenance, Slider Locks EA

AS-NEEDED SERVICES

The following rates shall apply to all quotes for additional services including corrective repairs, new equipment, and part order. All quotes must contain detailed labor and material charges to be approved by authorized County representative prior to any service.

Line Item Description Unit of Measure Hourly Labor

Rate

1 Repairs, Monday thru Friday 7:00 a.m. to 5:00 p.m. EA

2 Repairs, Monday thru Friday 5:00 p.m. to 7:00 a.m. EA

3 Repairs, Saturday 12:00 a.m. to 11:59 p.m. EA

4 Repairs, Sunday 12:00 a.m. to 11:59 p.m. EA

5 Repairs, Holidays 12:00 a.m. to 11:59 p.m. EA

SPECIALIZED EQUIPMENT RENTAL

a. Project specific equipment rental will be reimbursed at invoice cost plus the percentage mark-up required to perform service, based on individual physical characteristics of the facility. b.

Contractor is to provide original supplier invoice copy for all items. County reserves the right to reject rental costs not submitted with original purchase/rental invoice. c. Any equipment used for each location shall be listed on the corresponding invoice and approved by authorized County representative in writing prior to any rental.

Line Item Description Unit of Measure Percentage

1 Mark-up % for Specialized Equipment Rental Mark-up %

SECTION 4. VENDOR QUESTIONNAIRE

4.1 BID VALIDITY: *

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

☐ Please confirm

*Response required

4.2 COMPANY PROFILE, REFERENCES BIDDER CERT

4.2.1 Company Legal Name:*

*Response required

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

*Response required

4.2.3 Business Address:*

*Response required

4.2.4 Telephone No:*

*Response required

4.2.5 Facsimile Number:*

*Response required

4.2.6 E-mail Address:*

*Response required

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

*Response required

4.2.8 Length of time at current location:*

*Response required

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

☐ Yes

☐ No

*Response required

When equals "Yes"

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

*Response required

4.2.11 Is your firm incorporated:*

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.12 If yes, State of Incorporation:*

*Response required

4.2.13 Federal Taxpayer I.D. No:*

*Response required

4.2.14 D-U-N-S® No:*

*County requires a valid D-U-N-S® number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S® number, please indicate so in your proposal/bid submission response.

*Response required

4.2.15 UEI No*

The County requires a valid UEI number prior to Contract Award. Your company may obtain one at no cost at https://sam.gov/entity-registration.

*Response required

4.2.16 Regular Business Hours:*

*Response required

4.2.17 Regular Holidays and Hours when business is closed:*

*Response required

4.2.18 Contact person in reference to this solicitation:*

• Contact Full Name:

• Telephone No:

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required

4.2.19 Name of Service Manager:*

• Contact Full Name:

• Telephone No:

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required http://www.dnb.com/ https://sam.gov/entity-registration

4.2.20 Contact Person for Accounts Payable:*

• Contact Full Name:

• Telephone No:

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required

4.2.21 Information Technology Contact:*

• Contact Full Name:

• Telephone No:

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required

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

• Name of Contact individual during non-business hours:

• Telephone No:

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required

4.2.23 References (minimum 3)*

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

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

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

• Firm Name:

• Address:

• Contact Person:

• Phone Number:

• Email Address:

• Contract Description:

• Contract Term:

• Contract Amount:

*Response required

4.3 BIDDER CERTIFICATION

4.3.1 Conflict of Interest*

Bidder must certify either Yes or No below:

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

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

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

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

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

Facilities Districts, All Reassessment Districts, Housing and Community Development

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

Home Supportive Services Public Authority, Industrial Development Authority For

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

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

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

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

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

Agency to the Orange County Development Agency

☐ Yes

☐ No

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

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

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

*Response required

4.3.3 Litigation*

Bidder must certify either Yes or No below:

Bidder certifies current/past litigation as follows:

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

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

☐ Yes

☐ No

*Response required

When equals "Yes"

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

*Response required

4.3.5 Name/Ownership Changes:*

Respondent must certify either Yes or No below:

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

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

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

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

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

☐ Yes

☐ No

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

4.3.7 Statement of Compliance*

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

Exhibits, and no exceptions are proposed.

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

1. The complete provision Bidder is taking exception to.

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

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

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

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

☐ Yes

☐ No

*Response required

When equals "No"

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

*Response required

4.3.9 Financial Status*

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

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

No action pending No prior action Information Attached

☐ No Action Pending

☐ No Prior Action

☐ Information attached

*Response required

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

Disabled Veteran Business Enterprise (DVBE)?*

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

PREFERENCE POLICIES CERTIFICATION REQUIREMENTS must be met.

☐ Yes

☐ No

*Response required

When equals "Yes"

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

Business Enterprise (DVBE) Affirmation*

Please download the below documents, complete, and upload.

• Local_Small_Business_(OCLSB...

*Response required

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

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

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

• Levine_Act_-_Campaign_Contr...

*Response required

4.3.13 Certification Regarding Debarment *

Please download the below documents, complete, and upload.

• CERTIFICATION_REGARDING_DEB...

*Response required

4.3.14 Contractor Safety*

Contractor shall comply with County’s Safety and Loss Prevention Policy and Procedure #306

(“Contractor Safety Responsibilities”) and submit a copy of its Injury and Illness Prevention

Program (IIPP) and Contractor Safety-Activity Checklist to the designated County Procurement staff as part of the solicitation and/or contract process. Contractor will notify County Project

Manager of any revisions to the Safety-Activity Checklist and will provide a new Safety-Activity

Checklist upon County request. The IIPP shall comply with California Code of Regulations, https://procurement.opengov.com/portal/ocgov/projects/145659/document?section=undefined https://procurement.opengov.com/portal/ocgov/projects/145659/document?section=undefined 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https://cpo.ocgov.com/sites/cpo/files/2021-10/306%20County's%20Safety%20and%20Loss%20Prevention%20Policy%20and%20Procedure.pdf https://cpo.ocgov.com/sites/cpo/files/2021-10/306%20County's%20Safety%20and%20Loss%20Prevention%20Policy%20and%20Procedure.pdf https://cpo.ocgov.com/sites/cpo/files/2021-10/Contractor%20Safety%20-%20Activity%20Checklist.pdf

Title 8, Section 1509 or 3203 (whichever applies). Contractor shall submit other safety programs that pertain to the type of job that will be performed on site. County reserves the right to conduct inspections and audits as necessary for the purpose of evaluating any aspect of safety performance under this Contract.

*Response required

4.3.15 Safety Data Sheets (SDS)*

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

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

*Response required

SECTION 5. GENERAL INFORMATION

5.1 IMPORTANT NOTICE

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

Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they must submit a written request for clarification/interpretation to the County Deputy Purchasing Agency (DPA) via the County’s online biding system.

5.2 COMMUNICATION

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

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

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

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

5.3 CLARIFICATION/INTERPRETATION

If clarification or interpretation of this solicitation is considered necessary by County, a written addendum shall be issued and the information will be posted on County’s online bid system. Any interpretation of, or correction to, this solicitation will be made only by addendum issued by the County DPA. All addenda will be submitted and posted on the County’s online bidding system. It is the responsibility of each Bidder to periodically check the County’s online biding system to ensure that they have received and reviewed any and all addenda to this solicitation. The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.

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

All questions or requests for interpretation must be received by Thursday, March 6, 2025 before 10:00 am.

5.4 BID VALIDITY

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

5.5 IMPORTANT DATES

These dates only apply to IFB# IFB 060-2806701-AM

Release Project Date: February 11, 2025

Mandatory Job Walk - Security Clearance

Required (Mandatory):

March 5, 2025, 8:00am

Location schedule will be provided on separate attachment. Security clearance is required prior to job walk. Security clearance information will be provided upon

RSVP. Please notify the Deputy Purchasing

Agent Adam Mitchell, by 2/14/2025 at

10:00AM, via email at amitchell@ocsheriff.gov of your intention to attend the job walk.

Question Submission Deadline: March 6, 2025, 10:00am

Bid Submission Deadline: March 7, 2025, 4:00pm

5.6 LOBBYISTS

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

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District

Vicente Sarmiento, Second District

Donald P. Wagner, Third District

Doug Chaffee, Fourth District

Katrina Foley, Fifth District

County Agency Officers mailto:amitchell@ocsheriff.gov

Claude Parrish, Assessor

Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator

Don Barnes, Sheriff-Coroner

Shari A. Freidenrich, Treasurer-Tax Collector

Andrew Hamilton, Auditor-Controller-Elect

SECTION 6. GENERAL INSTRUCTIONS

6.1 REVIEW

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

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

6.2 RESPONSIVENESS

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

QUESTIONNAIRE.

6.3 BID SUBMISSION

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

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

6.4 AWARD

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

A. Insurance: Certificate(s) of Insurance, including additional Insured Endorsement(s); refer to Model Contract, Article O-Insurance https://procurement.opengov.com/portal/ocgov/projects/145659/document?section=1316770 https://procurement.opengov.com/portal/ocgov/projects/145659/document?section=1316770 https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com

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

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

587/590 Form.

6.5 PRICING

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

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

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

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

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

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

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

6.6 NO SUBSTITUTION

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

6.7 COMPANY PROFILE, BIDDER CERTIFICATION AND REFERENCES ***

MAY BE A VENDOR QUESTION

Bidder shall utilize the forms provided to satisfy this requirement.

6.8 DISCREPANCIES

Bidder shall take all responsibility for any errors or omissions in their bids. Any discrepancies in numbers or calculations shall be interpreted to reflect the lowest price to the County.

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

6.9 BID EXPENSES

The County shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their bids. Pre-contractual expenses are not to be included in the Contractor’s Pricing Sheet.

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

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

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

6.10 PROTESTS

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

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

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

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

3. The solicitation or contract number.

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

5. The form of relief requested.

B. Protest of Bid Specifications:

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

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

C. Protest of Award of Contract:In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of the proposed contract award is provided by the County DPA. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by the County.

1. Protest Process

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

Appeals Board renders a decision on the protest.

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

c. The County may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

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

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

B. Appeal Process

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

Email: CPOAppeals@ocgov.com

Or

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

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

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