Maintenance,_Repair_and_Operation_(MRO)_Supplies,_Parts_and_Materials_(Addendum_#10_Revision).pdf

COUNTY OF ORANGE

COUNTY PROCUREMENT OFFICE

REQUEST FOR PROPOSAL (RFP) (RFP)

FOR

MAINTENANCE, REPAIR AND OPERATION (MRO) SUPPLIES,

PARTS AND MATERIALS

RFP NO. RFP-017-2764601-JL

County of Orange RFP

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

County of Orange

County Procurement Office

Procurement Services

400 W. Civic Center Dr.

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release Project Date April 25, 2025

Question Submission Deadline June 20, 2025, 2:00pm

Question Response Deadline June 20, 2025, 2:00pm

Proposal Submission Deadline June 30, 2025, 2:00pm

Contractor Selection Date Tentative 7/7/2025

**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

Monday, June 30, 2025

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

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

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

SECTION 7. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - RFP-017-2764601-JL MRO Contract

B - MRO 2023-2025

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

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

Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials. 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.

All questions or requests for interpretations must be received on Friday, June 20, 2025, 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/

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL 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 obligation shall apply to the Respondent, the Respondent’s employees, agents, and

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL 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.

K. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL 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. The County requires a valid UEI number prior to Contract Award. Your company must 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/

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

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, Jessica Loy,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.

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

I. Appeal Process

1. If the protestor wishes to appeal the decision of the DPA, the protestor must submit, within three (3) business days from receipt of the DPA’s decision, a written appeal to the Office of the County Procurement Officer.

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

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@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

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

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. Complete all required sections of the RFP, i.e., provide all required information, and complete all required Exhibits.

B. Must have a minimum of 5 years of experience in the MRO supply industry and have demonstrated sales in Orange County.

C. Have a distribution model capable of delivering products County wide and provide online

Catalog of products and or services offered.

D. Be able to provide the full range of products, equipment, parts, materials and services to meet the demands of the County of Orange and all agencies within.

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.

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”.

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

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 ERP System 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:

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, County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

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.

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

SECTION 2. SCOPE OF WORK

2.1 GENERAL INFORMATION:

A. The County of Orange is comprised of 22 departments and over 18,000 employees. The

County’s core businesses are public safety, public health, environmental protection, regional planning, public assistance, social services, and aviation. The County of Orange may have over 100+ locations/facilities that may require servicing throughout the

County. The County of Orange may have over 100+ locations/facilities that may require servicing throughout the County.

Contractor must have a complete and comprehensive offering of MRO supplies such as but not limited to appliances, material handling repairs, air filters, batteries, electrical, fasteners, hand tools, HVAC, lighting, lamps, ballast, fixtures, material handling repairs, motors, outdoor equipment, paint and equipment supplies, plumbing, pneumatic tools, power tools and accessories, safety, security, welding and soldering, public safety and any other miscellaneous

MRO supplies. Contractor shall supply various MRO Equipment and Supplies Countywide for various agencies/departments. In addition, Contractor must propose to the County any related services to MRO currently being offered in the industry.

II. Contractor’s Products: Contractor shall provide MRO supplies in all categories including but not limited to:

A. Adhesives, Sealants and Tape

Caulks, Concrete & Asphalt, Dispensing Guns, Glues & Cements, Putties, Tapes, Thread &

Gasket Sealants.

B. Air Filters

HVAC filters which include but are not limited to the following types: V-Bank, Pleated, Antimicrobial, Cube Filter, HEPA Filter, Pocket Air, Cartridge, Carbon, Three Ply, and all other applicable building filters.

C. Batteries

Alkaline, Lithium, Coin, and Standard batteries as an example but not limited to: AA, AAA, AAAA, C, D, 9V, 2032, 123, 223 and all other applicable.

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

D. Electrical

Batteries, Circuit Breakers, Conduit, Electrical Tape, Enclosures, Fuses, Outlet Boxes, Power

Cords, Pushbuttons, Raceways, Receptacles, Relays, Soldering, Solenoids, Starters, Surge

Suppressors, Timers, Transformers, UPS Systems, Wire, Wire Management.

E. Fasteners

Anchors, Bolts, Braces & Brackets, Door Hardware, Door Locks & Deadbolts, Hooks, Hydraulic

Seals, Keyless Access Locks, Key stock, Lanyards, Measuring Equipment, Nails, Nuts, O-Rings

& O-Ring Kits, Pins, Retaining Rings, Rivets, Screws, Spacers & Standoffs, Springs, Staples, Thread Inserts, Washers.

F. Hand Tools

Hand-held (Electric, Battery, or Pneumatic-operated), including Accessories, Automotive type

Tools, Welding Equipment, Testing and Measuring Tools, Carts and Hand Trucks, Work

Benches, Tool Cabinets, Ladders, and all Ancillary Supplies and Components.

G. HVAC and Refrigeration

Air Circulators & Fans, Air Cleaners, Air Conditioning, Air Filters, Blowers, Central Equipment, Dehumidifiers, Exhaust Fans, Evaporative Coolers, Heaters & Accessories, Humidifiers, HVACR Controls, Power Roof Ventilators, Refrigeration, Shutters/Dampers, Thermostats, Tube axial Fans.

H. Material Handling

Cabinets, Carts & Trucks, Casters, Conveyors, Drums & Docks, Hoists/Winches & Rigging, Ladders, Mounts & Vibration Control, Packaging & Shipping, Scaffolding, Tarps.

I. Motors

Bearings, Belts, Brakes/Clutches, Bushings, Chain, Couplings, Definite-Purpose Motors, Gear

Motors, General-Purpose Motors, HVAC Motors, Linear Motion, Pulleys, Pump Motors, Sheaves, Speed Reducers, Sprockets, Vacuum Motors, Vibrators.

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

J. Outdoor Equipment

Cranes, Creepers, Insect Control, Jacks, Lawn Maintenance, Lift Equipment, Master Sets, Oils, Rakes, Shovels, Sprinklers, Tool Storage, Water Hoses, Wheelbarrows, and any other applicable items. Landscape Equipment (Gasoline and Electric), Shovels, Rakes, Axes, Hoes, Hoses, Nozzles, Insect Control, Herbicides, Fertilizers, Plants, Trees, Sprinkler/Irrigation Equipment and Supplies and all Ancillary Supplies, Tools, and Components.

K. Paint Equipment and Supplies

All types of Paints, Equipment and Supplies, Brushes, Rollers, Spray Equipment, Aerosol Paints, Pressure Washers, Sand Blasters, Finishes, Abrasives, Epoxy, Cleaners, Drywall Supplies, Tarps, Compounds, Accessories, and all Ancillary Supplies, Tools, and Components.

L. Plumbing Supplies

Air-Operated Diaphragm Pumps, Centrifugal Pumps, Faucets, Flowmeters, Fuel & Oil Transfer

Pumps, Pipe/Valves/Fittings, Positive Displacement Pumps, Sinks, Sump/Sewage Pumps, Toilets, Tubing, Urinals, Water Coolers, Water Filtration, Water Heaters, Water System Pumps, Kitchen Sink.

M. Pneumatic Tools

Adapters, Air Compressors, Clamps, Couplings, Cylinders, Dryers, Filters, Filter Regulator

Lubricants, Fittings, Hoses, Hose Reels, Hydraulic Motors & Gear Pumps, Hydraulic Pumps &

Cylinders, Lifting, Motors, Oil Coolers, Power Units, Pumps, Regenerative Blowers, Tools, Vacuum Pumps, Valves.

N. Power Tools and Supplies

Electric or gas operated, mobile or stationary, bench or floor mounted, including accessories, and all ancillary supplies and components. Some examples include Band Saws, Circular Saws, Cordless & Corded Drills, Cordless Tool Batteries & Chargers, Drill Presses, Dust Collectors, Grinders & Cutoff Tools, Hammer Drills, Impact Drivers & Wrenches, Lathes, Metal Forming

Machinery, Reciprocating Saws, Rotary & Demo Hammers, Routers.

O. Safety

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

Emergency Preparedness, Facility Safety, Fire Protection, First Aid, Identification, Industrial

Safety, Instrumentation, Personal Protective Equipment, Safety Storage, Spill Control &

Containment, Traffic Safety.

P. Lighting, Lamps, Ballast, and Fixtures

Ballasts, Batteries, Cord Reels, Dimming Controls, Dock Lights, Exit Signs, Fixtures, Flashlights, Hand Lamps, Jobsite Lighting, Lamps, LED Lighting, Machine Tool Lights, Recycling Kits, Track Lighting, Troffers

Q. Security

Door and Door Frames, Key Control & Identification, Mailboxes, Padlocks, Replacement Parts, Safes, Security Alarms and Warnings, Self Defense, Specialty Locks, Video Surveillance.

R. Welding and Soldering

Abrasives, Arc Welding, Blankets, Curtains & Pads, Drill Bits, End Mills & Milling Cutters, Fume Extraction, Gas Welding, Taps & Dies, Inserts, Machine Tool Accessories, Precision

Measuring, Welding Accessories.

S. Appliances

Large Appliances: Refrigerators, Washers, Dryers, Dishwashing Machines, Stoves, Cooktops, Range Hoods and Ovens; Small Appliances: Mixers, Toasters, Microwave Ovens, Food

Processors, Disposals, Trash Compactors, and all Ancillary Supplies, Tools, and Components.

T. Building Materials

Lumber (Dimensional and Timber), Millwork, Roofing, Siding, Plywood, Paneling, Hardwood, Trim, Molding, Fencing, Decking, Gates, Brick, Block, Doors, Windows, Bagged Goods

(Concrete, Mortar, Sand, or Asphalt), Drywall, Rebar, Acoustical Tiles, Rain Gutters, Garage

Door Openers, Insulation, and all Ancillary Supplies, Tools, and Components.

U. Public Safety

Access Barriers and Crowd Control, Police and EMT Uniforms, Security Management and Law

Enforcement, Two Way Radios and Police Scanners, Detectors, Scanners, and all Ancillary

Supplies. Door and Door Frames, Key Control & Identification, Mailboxes, Padlocks, County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

Replacement Parts, Safes, Security Alarms and Warnings, Self Defense, Specialty Locks, Video

Surveillance.

III. PRODUCT ORDERING:

A. Products/Supplies may be ordered online and over the phone with Representative.

B. Contractor may provide a written quote per agency/department request.

C. Contractor order acknowledgement shall be available for each order received from the

County via email.

D. Order acknowledgements shall contain the following information, but not limited to:

A. Agency/department name; account number

B. Shipping to/bill to address.

C. Purchase order (PO or CT) number, or Master Agreement (MA) number and Delivery

Order (DO) number.

E. For items in stock – item number description, quantity of item(s) to be shipped.

F. For items out of stock – item number, description, quantity of items out of stock, and estimated ship date.

G. (Wholesale or Retail) shall be available for ordering 24/7.

IV. PRODUCT PRICING:

Pricing shall be a fixed percentage (%) off catalog/list pricing by Product Category.

V. ON-LINE CATALOG DISCOUNT PRICING:

Capability to access an on-line catalog reflecting contract pricing of all products is a requirement.

VI. Sales Reporting:

Substitutions: Contractor shall offer substitute or alternate items, brands or generic items to end users when the offer adds value to the procurement of goods and services. No substitutions of alternate items for products ordered will be permitted except with the express approval from authorized by County personnel. Contractor shall not substitute and/or interchange a different brand or generic product of package size, other than the specific product ordered, without authorization from County. Any such authorization is granted on a per order basis and is not to be considered as justification for a Product substitution on any future orders or shipments.

VII. DELIVERY, FREIGHT REQUIREMENTS:

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

A. All domestic ground shipments shall be FOB Destination, Freight Prepaid, and included.

Any handling fees shall also be included in the pricing.

B. Should a Department determine that rush shipping or other alternate shipping is required, it shall notify the Supplier. Contractor shall determine any additional costs associated with such delivery terms and communicate that cost to the County and must be approved in writing.

C. The Contractor shall retain control for carrier selection and payment of freight charges of all goods until received by the requesting Department and the contract coverage completed.

D. The Supplier shall also file all claims for visible or concealed damage. Contractor will notify department of any damaged goods and shall assist the Supplier in arranging for inspection of the goods.

E. There are no minimum delivery requirements.

F. Contractor shall not charge County for emergency requests which receive delivery within

24 hours.

G. County shall not provide free parking for deliver services, parking fees will not be reimbursed, and parking passes will not be issued.

H. Inside deliveries must be made directly to requestor.

I. In some participant locations there may be occasions when there is nobody present to sign orders. In these situations, a “Notice of Attempted Delivery” must be left at the location. Supplies shall be delivered the following scheduled delivery day.

VIII. Volume Rebate

Contractor shall participate in an annual volume rebate based on the County's annual spend.

Spend shall mean County's paid for purchases net of taxes, shipping costs, returns, postage, shipping, and warranties.

B. Miscellaneous:

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 approval. Additional delivery locations may be added or deleted at any time with no penalty to County.

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

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL 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.

c. Miscellaneous items not included in the list above shall not exceed $5,000, per item including tax, except for when ordering the same items multiple times. The total order amount for any miscellaneous items shall not exceed $10,000, including tax and all other associated fees.

IX. Lost and Damaged Shipments:

a. If Contractor fails to deliver, or erroneously delivers products, Contractor is required to take immediate corrective action to make the correct delivery at no cost to County.

b. Should any action cause visible damage to the products during transport, Contractor is required to immediately contact County and forward a confirming damage report detailing the damage.

c. Contractor shall have the capability of tracking all shipments to provide status to

County.

X. Returns:

1. All returns shall be coordinated via fax or email to Contractor by County’s designated buyer.

2. Contractor shall pick up items or orders being returned at no cost to County and issue a credit for returned items within 30 calendar days of notification. Contractor shall not charge restocking fees for any returns of any catalog product.

3. Contractor shall process returns made within 30 days of delivery, under any of the following circumstances:

a. Products ordered are received with visible or noted damage in shipment and/or delivery if so property noted on the delivery receipt by County’s receiver.

b. Products ordered are received with concealed or not-noted damage in shipment and/or delivery and the County discovery is properly recorded and reported to

Contractor.

c. Product is defective or nonconforming.

d. Product is incorrectly shipped.

e. The County reserves the right to return items for reasons including, but not limited to, defects, incorrect specifications, incompatibility with existing equipment, overstock, or delivery errors (e.g., wrong item, size, or quantity).

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

XII. Order Refusal:

County may refuse any order it deems appropriate prior to shipment. Contractor shall not charge restocking fees for any orders refused by County.

XIII. Substitutions:

Substitutions or alternate items for products ordered are not permitted.

XIV. Usage Reports:

1. Annual usage reports showing all participants’ activity with Contractor will be required and made available upon request of individual County agency or department.

2. Usage Reports are to be presented in two formats:

a. Item, manufacturer, stock number, description, quantity purchased, unit price, percentage of discount, and extended price per quantity ordered.

b. Ordering department or participant, item, stock number, description, quantity purchased, unit price, percentage of discount, and extended price per quantity ordered.

c. Reports may be requested for sort by Contract transaction or other methods of purchase.

d. Annual Usage Reports are due no later than two (2) weeks from each annual date increment of the Contract. Reports are to be forwarded to the assigned Deputy

Purchasing Agent (DPA).

XIV. Emergency Requests:

In the event of an emergency, either by; computer or server failures, brown-outs or if County is declared a disaster area by the County, state or federal government, this Contract may be subjected to unusual usage. Contractor shall service the County during such an emergency or declared disaster under the same terms and conditions that apply during non-emergency/disaster conditions and allow for alternative ordering methods, such as telephone, fax, mail or other such method as deemed appropriate. The pricing quoted by Contractor shall apply to serving the

County’s needs regardless of the circumstances. If Contractor is unable to supply the goods under the terms of the Contract, Contractor shall provide proof of such disruption and a copy of the invoice for the goods/services from the Contractor’s supplier(s). Additional profit margin as a result of supplying goods during an emergency or a declared disaster shall not be permitted.

Orders placed under emergency situations not conforming to the intent of this Contract will be invoiced using traditional billing methods by direct mail to the ordering agency/department for products received. Invoices received shall be subject to normal processing methods by County

Auditor Controller’s Office

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

3.1 PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

1. FIRM’S BACKGROUND,

QUALIFICATIONS, EXPERIENCE,

PERSONNEL QUALIFICATIONS, AND

REFERENCES

A. Company Background and Qualifications

• Overview of the firm’s history and operations

Length of time in business

Services and commodities relevant to the RFP

Public and private sector experience, particularly similar in scope

• Company contact details:

Name and title of authorized representative

Main office address

Telephone number and email

• Relevant prior contracts with the County of

Orange (last 5 years):

Agency/Department name and contact

Contract number and amount

B. Relevant Project Experience

• Description of at least three (3) recent MRO

Contracts

Similar Products

Obstacles encountered and solutions

Cost savings or compensation model

C. Key Personnel and Proposed Staffing

• Assigned personnel

• Include an organizational chart with team roles

• Provide one-page resumes for key personnel, including:

Name and title

Office location

Education and experience

D. Additional Qualifications

• Summary of annual sales for the past 3 years

• Total number and locations of sales and support personnel

Points Based 325 (36.1% of Total)

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

• Qualifications of sales staff and technicians

• Assigned personnel’s roles under this contract

• Three (3) professional references (public sector preferred)

• Any other relevant certifications, awards, or value-added qualifications

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

2. QUALITY/EFFECTIVENESS OF WORK

PLAN/SERVICE APPROACH

A. Product Offering

• Overview of products proposed to meet solicitation requirements

• MRO categories and detailed descriptions o Product categories and subcategories o Manufacturers in each subcategory

• Total number of catalog products and warehouse stock availability

• Green product identification methods

• Availability of private-label products

• Any additional product-related information for evaluation

B. Ordering and Invoice Process

• Ordering methods: retail, phone, fax, internet

• E-Commerce platform capabilities

(pricing, tracking, support, etc.)

• Invoicing options: electronic, summary, samples provided

• Order resolution procedures (returns, defects, etc.)

• Performance metrics and reporting

(e.g., stock fill rate)

• Retail location pricing consistency

• Out-of-stock handling options

(backorder, substitute, cancelation)

C. Value-Added Services

• Monthly usage reporting capabilities o Sample usage report

Points Based 350 (38.9% of Total)

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

• Additional features or services offered

3. ORGANIZATION/COMPLETENESS OF

RESPONSE

A. Completeness and clarity of response structure

B. Adherence to requested format and organization

C. Inclusion of all required documentation and forms

Points Based 125 (13.9% of Total)

4. Rebate

Vendors may submit rebate proposal in their preferred model or structure—such as category discounts, tiered pricing, bundled pricing, or other standard strategies they offer to demonstrate overall value.

For reference, an example rebate structure is provided below:

1. Annual Spend Volume Rebate Percentage

- $100,000 - $500,000

2. Annual Spend Volume Rebate Percentage -

$500,001 - $1,000,000

3. Annual Spend Volume Rebate Percentage -

$1,000,001 - 1,500,000

4. Annual Spend Volume Rebate

Percentage - $1,500,001 - $2,000,000

5. Annual Spend Volume Rebate Percentage

- $2,000,000 & above

*Note: Respondents who do not submit this criterion will receive a score of zero for this section.

Points Based 25 (2.8% of Total)

5. Compliance with 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 75 (8.3% of Total)

3.2 PHASE 2

No. Evaluation Criteria Scoring Method Weight (Points)

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

1. Cost/Proposal Requirements

A. Cost

This criteria is intended to evaluate the competitiveness of vendor pricing for the items specifically listed in the County-provided pricing proposal. These items do not represent the full range of Maintenance, Repair, and

Operations (MRO) supplies the County may purchase, but have been selected solely for evaluation purposes. Only the prices submitted for these listed items will be scored.

Vendors are required to submit pricing in their preferred model or structure—such as category discounts, tiered pricing, bundled pricing, or other standard strategies they offer.

While this portion of the pricing will not be scored, it will be incorporated into the final contract with the awarded vendor(s).

Please refer to MRO-2023-2025, which contains historical purchasing data from 2023 to 2025. This information is provided solely to assist vendors in preparing their cost proposals and does not represent a commitment or guarantee of future usage

Points Based 100 (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, Repair and Operation (MRO) Supplies, Parts and Materials 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.

4.2 ADDITIONAL WORK:

Any additional commodities not listed in the Contract must be approved by County’s Project

Manager or designee in accordance with this RFP and the attached contract.

County Procurement Office - Maintenance, Repair and Operation (MRO) Supplies, Parts and Materials, RFP-017-2764601-JL

4.3 BOARD OF SUPERVISORS APPROVAL:

Approval by the Board of Supervisors is required for all service contract contracts where for any year of the contract, the annual value to any one contractor exceeds $200,000

Approval by the Board of Supervisors is required for all service contracts where the total contract value exceeds or is anticipated to exceed $1,000,000 when all contract years are taken into consideration for multi-year contracts

4.4 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.

4.5 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…