Odor_Eliminator_Materials_and_Services_(Addendum_#1_Revision).pdf

County of Orange, OC Waste & Recycling

Invitation for Bid for Odor Eliminator Materials and Services IFB # IFB-299-2904924-JDW

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

COUNTY OF ORANGE

OC Waste & Recycling

PROCUREMENT SERVICES

601 N. Ross St.

Santa Ana, CA

92701

Date: Thursday, September 18, 2025

INVITATION FOR BIDS

FOR: ODOR ELIMINATOR MATERIALS AND SERVICES

BID MUST BE RECEIVED BEFORE:

October 10, 2025 / 4:00 pm

IFB # IFB-299-2904924-JDW

Procurement Services Regular Office Hours:

8:00 AM to 5:00 PM

Monday through Friday

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

Table Of Contents

1. General Information

2. General Instructions

3. Protest Procedures

4. Scope of Work

5. OCLSB and DVBE Preference Policies Certification Requirements

6. Electronic Fund Transfer (EFT)

7. Pricing

8. Vendor Responses

Attachments:

C - Model Contract - IFB-299-2904924-JDW - Odor Eliminator Materials and Services

SECTION 1. General Information

1.1 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 Procurement Agent

(DPA), OCWR Purchasing, via the County’s online biding system.

1.2 CLARIFICATION/INTERPRETATION

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

All questions or requests for interpretation must be received by Monday, October 6, 2025 before 1:00 pm.

1.3 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this

Invitation for Bid (IFB). All questions regarding this solicitation must be submitted via the Question &

Answer section of this solicitation within the County’s eProcurement Portal at:

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

Invitation for Bid for Odor Eliminator Materials and Services

County of Orange IFB

OC Waste & Recycling - Odor Eliminator Materials and Services, IFB-299-2904924-JDW

County's Deputy Procurement Agent, OCWR Purchasing, ocwrpurchasing@ocwr.ocgov.com, will provide all official communication concerning this IFB.

1.4 BID VALIDITY

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

1.5 LOBBYISTS

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

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District

Donald P. Wagner, Chairman, Third District Doug Chaffee, Vice Chairman, Fourth District

Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor Hugh Nguyen, Clerk-Recorder

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

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

SECTION 2. General Instructions

2.1 REVIEW

Before submitting a bid, Bidders shall carefully review the General Instructions and examine the solicitation contents, including the Model Contract Terms, Conditions and Scope of Work. Bidders shall include in their bid response a monetary sum to cover the cost of all items included in the Contract. The Model

Contract contained in this solicitation is the Contract proposed for execution. Upon award, awarded Bidder will be required to sign and submit Contract for execution.

2.2 RESPONSIVENESS

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

2.3 BID SUBMISSION

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

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

2.4 AWARD

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

A. Insurance: Certificate(s) of Insurance, including additional Insured Endorsement(s); refer to Model

Contract, Article-Insurance

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

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

2.5 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.

2.6 NO SUBSTITUTIONS

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

2.7 DISCREPANCIES

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

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

mailto:procurement-support@opengov.com

2.8 BID EXPENSES

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

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

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

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

2.9 ACCEPTANCE/REJECTION/AWARD

A. Bids submitted in response to this IFB may become subject to public disclosure under the California

Public Records Act, and other applicable law. The County shall not be liable in any way for disclosure of any such records. Additionally, all bids shall become the property of the County.

B. The lowest responsive, responsible Bidder will be recommended for contract award.

C. Bids will be reviewed by the County for responsiveness to all requirements. The County has the right to reject any bid deemed unresponsive or lacking the resources or experience to adequately perform the services described herein.

D. Only those responsible, responsive bids meeting all solicitation requirements and specifications shall be further reviewed for consideration for award. Award shall be based on the lowest, responsive, responsible bid.

E. Please take notice, non-acceptance of the County of Orange terms and conditions, incorporated in model contract, may deem a bid non-responsive. County may not accept any other terms, conditions, or provisions contrary to those contained within this solicitation.

F. Final award determination shall be based upon the lowest responsive, responsible bid, and may also include a review of Bidder’s ability to meet the requirements and perform the services specified in this solicitation; Bidder’s references and past performance; and Bidder’s acceptance of County of

Orange terms and conditions.

G. By submitting a response to this solicitation, Bidders agree to accept the decision of the County

DPA as final.

H. Awarded Bidder will be required to sign a contract upon award. If Bidder is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

2.10 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

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

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

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

Contract.

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

E. Accept or reject in whole or in part any or all bids received as a result of this solicitation at its sole discretion and to solicit for new bids, as the best interest of the County may require.

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

G. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representation that any contract will be awarded to any Bidder responding to this solicitation.

H. Award its total requirements to one Bidder or to apportion those requirements among two or more

Bidders as the County may deem to be in its best interests; therefore, bids must be provided for each item separately; “all-or-none” bids will not be accepted unless in the best interest of the

County.

I. Defer award of this Contract for a period of 90 days after the Bid opening. During this period of time, Bidders shall guarantee the prices quoted in their Bids. County and the lowest responsive, responsible Bidder may mutually agree in writing to a longer deferral period.

2.11 JOINT BIDS

Where two or more Bidders desire to submit a single bid in response to a solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm or multiple firms, but not with multiple firms doing business as a joint venture.

2.12 UNFAIR PRACTICES AND OTHER LAWS

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section

17000 et seq.) and all applicable County, State and Federal laws and regulations.

2.13 INDEPENDENCE OF BID

By submitting a bid, Bidder swears under penalty of perjury that it did not conspire with any other supplier to set prices in violation of anti-trust laws.

2.14 AMERICANS WITH DISABILITY ACT (ADA)

To comply with the non-discrimination requirements of the ADA, it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you must contact the buyer listed in the solicitation.

2.15 DUNS NUMBER

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

2.16 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

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

SECTION 3. 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.

Protest of Solicitation Specifications:

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

Agent, OCWR Purchasing at ocwrpurchasing@ocwr.ocgov.com, no later than five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

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

Protest of Award of Contract:

A. All 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 to Award is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

Protest Process

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

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

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

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals Board, in accordance with the process stated below.

Appeal Process

A. 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@ceo.oc.gov

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

Appeals Board.

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

SECTION 4. Scope of Work

4.1 CHEMICAL & ODOR MISTING SYSTEMS

I. Background

Orange County Waste & Recycling (OCWR) currently has a need establish a service contract for the maintenance, repair, and technical support of its portable and permanent odor control systems. This includes the supply, handling, and delivery of odor neutralizing chemicals used in both portable and permanent misting systems. These systems may include, but are not limited to, misting infrastructure, chemical injection systems, power delivery systems (such as solar arrays, inverters, battery storage units, and electrical panels), and related delivery components. Services may be required at any of OCWR’s active mailto:CPOAppeals@ocgov.com landfill sites, including Frank R. Bowerman Landfill in Irvine, Olinda Alpha Landfill in Brea, and Prima Deshecha Landfill in San Juan Capistrano.

As part of daily landfilling operations, the use of odor control systems is critical for mitigating potential odor issues associated with solid waste disposal. All systems shall be fully maintained and kept operational at all times. OCWR seeks a qualified vendor to provide as-needed technical support, maintenance services, and recommendations for the long-term upkeep and performance of the entire odor control and power delivery system.

II. Required Scope of Services

The Contractor shall maintain odor control systems and their associated infrastructure to ensure operational readiness for use by OCWR landfill teams. Covered equipment includes portable and permanent misting systems, chemical delivery systems, and related mechanical and electrical components such as solution tanks, trailer-mounted units and skids, injection pumps, misting lines, and spray nozzles. Scope also includes maintenance and support for power delivery systems servicing these odor control units, including solar arrays, panels, inverters, battery storage, and electrical distribution equipment. The Contractor shall also provide and deliver odor neutralizing chemicals, with delivery frequency and quantities determined by OCWR personnel.

Maintenance activities shall include preventive tasks recommended by equipment manufacturers, as well as corrective and proactive work performed as needed. All work should be planned and scheduled unless urgent or emergency repairs are authorized by OCWR’s Contract Administrator or designee.

III. Odor Control System Overview and Equipment Inventory by Site

The equipment and systems listed below represent typical components of the odor control systems at each location. This list is provided for reference only and is not exhaustive. Additional supporting equipment, appurtenances, or related systems that contribute to odor control functionality may also be included within the scope of services, at the discretion of the County.

Portable systems are typically connected to misting tubing and nozzles installed along litter fences. These systems help capture airborne debris to reduce site contamination and can be repositioned as needed based on operational priorities, shifting wind conditions, and anticipated odor neutralization needs at different locations throughout the site.

1. The Frank R. Bowerman Landfill (FRB) has two (2) fixed misting systems, one (1) dispensing station, one (1) portable misting system skid, and one (1) portable misting trailer.

a. Fixed System #1: The misting system known as the Main Misting System (MMS) is located adjacent to the main haul road. This system is fed from a pump house located by

OCWR’s greenery tank farm and main haul road. This is the landfill’s largest misting system and is powered by a diesel generator. This system provides supply and pressure to two zones with multiple misting nozzles.

• Variable Frequency Drive (VFD): Hitachi WJ1200, 200 VAC, 3 Phase, 7.5 kW

• High Pressure Pump: CAT Model 1540E

• Motor: Baldor Reliance, CAT No. EM3774T, Spec. 07H002Y179G1

• Misting Nozzles

• Battery Maintainer: Top Solar Product #TOPSCC-10A

• Contactor: ABB DPC0C3P-1

• Box Fan: 6-inch, 120 VAC

• Time Clock: Tork EWZ 103, 2 each

• Low Pressure Switch: LDFOO Model LF10-WR

• Solenoids: DEMA Model #454P, 3 each

• Filter Housings: Big Blue 20 in × 4 in, 3 each

• Dosing System: Dosatron Model D40MZ2

• Pressure Tanks: Flotec Model 3 FP7130-10, 3 each

• Jet Pump: Goulds Model #C48AA34A06

• Digital Timer: MVR Model #TL34

• GE Panel Board: 208/1 volt, 3 Phase

• 1,000 Gallon Chemical Tank

b. Fixed System #2: This misting system runs on utility power and is located down at the

Tank Farm where strong odors can foul the air from the condensate and leachate liquids stored in the adjacent tanks. The misting nozzles for this system are located above these tanks to maximize the odor oxidation effect of the neutralizing solution.

• HP Pump: CAT Model 4DX3OER

• Motor: Aeromist Model TC3CXCPY – 2314 P/N 31043-1

• Lift Pump: Flow Max 115V

• Job Box: Rigid RB48

• Time Clock: TORK EWZ103

• Filter Housing: 2 Each AO Smith 4”

c. Dispensing Station - Stand Tower #3: This system dispenses solution at the correct dilution ratio for mixing with water trucks.

• Dosing Pump

• Push Buttons

• Timers and Relays

• 1,000 Gallon Chemical Tank

d. Portable Misting Skid: Unit 4151

• 5-GPM skid mounted pump (with timer, filter, and lift pump)

• 2,500-gallon chemical tank (up to 9 hours of continuous run-time)

• 500 feet of 3/8” stainless misting line

• 125 0.012 spray nozzles (51423 stainless steel)

• 40 feet of 3/8” stainless header line

• Fittings

• Mounting hardware

• 20- and 30-micron filters

e. Portable Misting Trailer: Unit 4152

• ½ High pressure hydraulic hose with 3,000 PSI burst rating and 1,100 PSI normal operating pressure

• General pump EZ4040G (4 GPM)

• Fuel Type: Gasoline

• 1,035-gallon water tank with mounting bands

• 12-gallon fuel tank

• 24 GPD 12V chemical injection pump

• 11.7 engine HP

• 50-Micron bag filter with housing

• Trailer with foam filled tires

2. The Prima Deshecha Landfill has three (3) fixed misting systems to neutralize odors. The Pill

Box style fixed misting system has two separate systems. Prima also has one (1) dispensing station, two (2) portable misting system skids, and two (2) portable misting trailers.

a. Fixed System #1: The misting system known as the Main Misting System (MMS) is located adjacent to the North main road. This system is fed from a pump house. This system houses all the misting system equipment including, provides supply and pressure to a single zone which consists of the fence line. This is the landfill’s largest misting system and is powered by a forty-eight (48) solar panel array, solar charge controllers, hybrid inverters, surge protection devices and an accompanying battery storage system.

• 200-gallon chemical tank

• Filter Housings: Big Blue 20 in × 4 in, 3 each

• Misting Nozzles

• Motor: Leeson Ultimate E C213T17FB47A

• Pump: CAT Pumps Model 1050

• Time Clock: Intermatic ET8215C

• Electronic metering pump: Pulsatron LPB2SA-PTCJ-G19

• Solar panel array of forty-eight (48) panels

• Solar Charge Controller: Schneider Electric Conext MPPT 80 600

• Hybrid Inverter: Schneider Electric Conext XW+

• Communications Hub: Schneider Electric Conext Gateway

• Battery Combiner Panel: Schneider Electric Conext BCP

• Battery Storage System

b. Fixed System #2 & #3: This misting system is known as the Pillbox style system and is located along Wilson’s Ridge. This system requires no power and utilizes system pressure from the plumbed in potable water line to disburse chemical. There are two (2) different sets of these pill box misting systems.

• EZ-FLO - 17.5 Gallon High Capacity Main-line Dispensing System

• Misting Nozzles

c. Dispensing Station - Reclaimed Water Tank System: Portable system with a small dosing pump and conveyance system.

d. Portable Misting Skid: Unit 4153 operating pressure

• General pump EZ4040G (4 GPM)

• Fuel Type: Gasoline

• 1,035-gallon water tank with mounting bands

• 12-gallon fuel tank

• 24 GPD 12V chemical injection pump

e. Portable Misting Skid: Unit 4154

• ½ High pressure hydraulic hose with 3,000 PSI burst rating and 1,100 PSI normal operating pressure

• General pump EZ4040G (4 GPM)

• Fuel Type: Gasoline

• 1,035-gallon water tank with mounting bands

• 12-gallon fuel tank

• 24 GPD 12V chemical injection pump

f. Portable Misting Trailer: Unit 4155 operating pressure

• General pump EZ4040G (4 GPM)

• Fuel Type: Gasoline

• 1,035-gallon water tank with mounting bands

• 12-gallon fuel tank

• 24 GPD 12V chemical injection pump

• 11.7 engine HP

g. Portable Misting Trailer: Unit 4156 operating pressure

• General pump EZ4040G (4 GPM)

• Fuel Type: Gasoline

• 1,035-gallon water tank with mounting bands

• 12-gallon fuel tank

• 24 GPD 12V chemical injection pump

• 11.7 engine HP

IV. Preventative and Predictive Maintenance (PM and PdM) Services

Preventive Maintenance (PM) refers to routine maintenance activities performed on equipment based on run hours or calendar days to ensure reliable and safe operation. Predictive Maintenance (PdM) utilizes advanced techniques for condition monitoring to reduce catastrophic failures and minimize significant equipment downtime.

Preventative Maintenance Tasks Frequency Pricing

1. Inspect all water and chemical filters and replace as needed based on condition.

2. Check the chemical tank(s) and associated hoses for signs of wear, leaks, or deterioration.

3. Test run the misting system to verify proper operation and confirm outlet pressure is within the system’s recommended range.

4. Conduct a full visual inspection of all visible components and check for leaks, corrosion, damage, or abnormalities.

5. Inspect misting nozzles for clogging, uneven spray patterns, or signs of wear.

6. Clean all misting nozzles to maintain consistent atomization and coverage.

Bi-Weekly

TBD

1. Lubricate motors using manufacturer-recommended grease at specified intervals.

2. Change pump oil using manufacturer-recommended oil, following each model’s service interval.

3. Inspect and clean dosing systems to prevent clogging and ensure proper flow rates.

4. Check generator or solar power systems (including fuel levels, battery banks, inverters, and charge controllers) for proper function, wear, or required service.

5. Verify integrity and operation of key electrical components, including VFDs, relays, timers, and panel boards.

6. Confirm proper function of pressure tanks, float switches, and control valves where present.

7. Inspect hose fittings, clamps, and misting lines (including header lines) for signs of fatigue, cracks, or leaks.

500 Hours or Quarterly

TBD

1. Flush chemical tanks, misting lines, and nozzles to remove buildup and maintain system performance.

2. Develop and execute nozzle changeout plans that rotate between cleaning used nozzles

(e.g., CLR treatment) and installing new replacements to ensure consistent atomization.

As-Needed

(Site-

Specific)

Quoted for Time

Materials

The Contractor is responsible for providing and ensuring the availability of all necessary equipment, tools, personnel, parts, supplies, materials, and labor required to perform PM and PdM tasks. If a repair need is identified during the execution of PM or PdM tasks, the Contractor shall document the issue and use sound judgment to determine whether immediate corrective action is warranted. To limit equipment downtime and return assets to operations as quickly as possible, the Contractor is authorized to proceed with minor repairs as appropriate without prior approval.

For repairs that may significantly impact equipment availability, safety, or long-term performance, the Contractor shall promptly notify and consult with the Contract Administrator or designee. While the full scope or cost of such repairs may not be immediately known, timely communication and documentation are expected to support coordinated decision-making.

Each PM and PdM task must be reported to the OCWR Contract Administrator or designee and include the following details:

i. Equipment Information: OCWR asset number, unit number, runtime hours, and description.

ii. Task Details: The title and description of the PM/PdM task.

iii. Summary of Work: A summary of the tasks performed, including any recommendations.

iv. Activity Timing: The date, time, and machine hours at the start of the maintenance activity.

v. Labor Details: The number of technicians and labor hours required.

vi. Technician Information: Names of the technicians who performed the task.

vii. Completion Details: The date and time when the task was completed.

The provided information will be utilized to build a comprehensive PM and PdM history for each specific piece of equipment. All PM and PdM maintenance services must be planned, scheduled, and coordinated to the best of the Contractor’s ability to ensure efficiency and accuracy.

V. Routine Maintenance Requirements and Materials

Routine maintenance requirements and materials are as outlined:

• OCWR will compensate the Contractor for preventive and predictive maintenance (PM and PdM) services based on actual time and material costs incurred, in accordance with the fee schedule for preventive maintenance tasks. Fixed labor rates established in this contract shall apply to all maintenance services, repairs, and training.

• Pricing shall include all freight and handling fees. No additional freight or handling charges will be paid by the County.

• The price per gallon of odor neutralizing chemical shall be determined based on the cumulative quantity ordered throughout the Contract year. Pricing will automatically adjust to the next tier when the cumulative total quantity reaches the applicable threshold. The Contractor shall provide a running tally of cumulative quantities delivered with each invoice.

• All Materials Pricing Charts shall be found in Attachment B – Payment and Compensation

Product/Item Description Unit Price

Cupridyne Clean Powder 5,000 Gallon TBD

10-micron filter 4.5” x 20” TBD

20-micron filter 4.5” x 20” TBD

30-micron filter 4.5” x 20” TBD

10-micron filter 4.5” x 10” TBD

20-micron filter 4.5” x 10” TBD

30-micron filter 4.5” x 10” TBD

BEX nozzle ¼” MNPT TBD

¼” tube micro nozzle TBD

Misc. Misting System Items – Discount Rate TBD %

Labor rate – Technician $ TBD an hour

Emergency labor rate - Technician $ TBD an hour

VI. Corrective Maintenance (CM) Services

Corrective Maintenance (CM) refers to maintenance activities undertaken to identify, repair, or restore equipment to a safe and reliable operating condition following a fault or failure. Each corrective maintenance task shall be treated as a unique event and must be reported to the OCWR Contract Administrator or designee and include the following details:

A. Equipment Information: OCWR asset number, unit number, runtime hours, and description.

B. Task Details: The title and description of the corrective maintenance task.

C. Summary of Work: A summary of the tasks performed, including any recommendations.

D. Activity Timing: The date, time, and machine hours at the start of the maintenance activity.

E. Labor Details: The number of technicians and labor hours required.

F. Technician Information: Names of the technicians who performed the task.

G. Completion Details: The date and time when the task was completed.

OCWR reserves the right to audit or inspect ongoing corrective maintenance activities. Upon completion of corrective maintenance, the repair details must be communicated to the OCWR Contract Administrator or designee. This information will be used to establish a corrective maintenance history for the specific equipment. All corrective maintenance services must be planned, scheduled, and coordinated to the best of the Contractor’s ability to ensure efficiency and accuracy, except in emergency situations.

For emergency service requests, the contractor shall have the ability to provide same day response, or within 24 to 48 hours of request. Emergency service requests shall be approved in writing by OCWR’s contract administrator, or designee. All corrective maintenance services are subject to time and material cost on a case-by-case basis. Contractor shall provide a standard labor rate and an emergency labor rate. OCWR is not responsible for any travel or administrative fees and charges.

VII. Corrective Maintenance Authorization

All equipment covered under the contract shall receive Corrective Maintenance (CM) as needed. For significant equipment breakdowns, urgent CM needs that may impact operations, or when factoring in equipment criticality, operational requirements, and the nature of the repair, the Contractor may exercise their best judgment and industry expertise to proceed with corrective maintenance as necessary. In such cases, the Contractor shall ensure timely follow-up with OCWR’s Contract Administrator or designee to provide context for the event and document the corrective actions taken. For larger, more complex, or non-urgent repairs, the following steps shall serve as a general guide to obtain approval for conducting Corrective Maintenance (CM) on equipment:

a. The Contractor shall communicate with the OCWR Contract Administrator or designee to provide an overview of the event, including what transpired, the issues identified, and the potential root causes of the corrective maintenance occurrence.

b. The Contractor shall provide the OCWR Contract Administrator or designee with an estimate of the cost and duration required to complete the repairs, including parts, materials, taxes, and labor. The quoted repairs should be as comprehensive as possible, addressing the defect or issue that initiated the corrective maintenance event to the best of the Contractor’s ability and covering all potential costs associated with repairs from start to finish. They must also include any preparatory work or cleaning required to assist with troubleshooting or to facilitate the actual repair.

c. The Contractor and the OCWR Contract Administrator or designee shall agree upon an acceptable time and cost estimate. This concurrence does not bind or obligate OCWR to payment in the event of an incorrect analysis by the Contractor.

d. Contractor shall begin the CM repair after occurrence and acceptance to proceed by the Contract Administrator or designee. Contractor shall make every attempt and effort to procure the necessary parts, services, supplies in an expeditious manner. Contractor shall notify the Contract Administrator or designee with concurrence of any potential delay or cost exceedance prior to proceeding.

If further evaluation or troubleshooting reveals additional parts or repairs needed that differ from the original assessment and quotation, a requote shall be submitted to OCWR Contract Administrator or designee for review and approval. Any delay or cost exceeding ten percent (10%) of the original estimate shall be submitted with justification and backup documentation for approval by the OCWR Contract Administrator or designee. It is the Contractor’s responsibility to hold repair costs to the repair proposal. Therefore, it is the Contractor’s responsibility to be detailed, and accurate in their repair assessment and proposal.

VIII. Contractor-Supplied Equipment and Tools

To fulfill the requirements outlined in this contract, including routine maintenance and corrective services, the Contractor shall supply all tools, equipment, and support vehicles necessary to perform the work safely, efficiently, and without reliance on County resources.

This includes, but is not limited to, air compressors, various mechanical hand tools, work trucks with crane attachments, and other specialized equipment required to perform inspections, diagnostics, repairs, and component replacements.

All Contractor-supplied tools and equipment shall be properly maintained, fully functional, and compliant with applicable safety and emissions regulations. OCWR will not provide tools, lifting equipment, or shop utilities for the Contractor's use unless expressly authorized in writing by the Contract Administrator or designee.

The Contractor is solely responsible for ensuring they are equipped to meet the demands of the scope of work. Failure to provide the necessary equipment shall not be accepted as justification for delays or performance deficiencies.

IX. Odor Neutralizing Chemical Requirements and Specifications

The Contractor shall provide an odor control neutralizing solution that meets the following requirements to ensure safe, effective, and uninterrupted odor mitigation across all OCWR landfill sites.

Product Formulation: The solution must be available in both fragrance and fragrance-free variants and must be of a no-foaming formulation. At this time, no alternative solution types will be accepted. The product must not mask odors but rather absorb, react with, and eliminate them.

System Compatibility: The neutralizing solution must be fully compatible with high-pressure misting systems and pulley drive pump systems. It must also be capable of dilution with water at various ratios, depending on the application, including misting systems, pulley drive pumps, and water trucks.

Performance Requirements: The solution must be specifically designed to reduce and eliminate odors typically encountered at mega landfill and solid waste operations. These include odors originating from sludge, municipal solid waste, leachate and condensate, composting operations, and off-gassing organic materials.

Monitoring and Reporting: The Contractor shall regularly monitor chemical consumption and maintain logs of usage to support proactive refill scheduling. Holding tank levels shall be tracked to avoid operational disruptions and preserve the solution’s efficacy.

Health and Environmental Safety: The odor neutralizer must be safe for staff, the surrounding community, and the environment. A Safety Data Sheet (SDS) for the specific product must be submitted and maintained on file at each site where the solution is used.

Product Approval and Substitution: The proposed neutralizer product shall be reviewed and approved by OCWR site personnel and the County Industrial Hygienist prior to use. Any substitutions must receive prior written approval from OCWR site personnel.

Delivery and Supply Requirements: The Contractor is responsible for monitoring site-specific chemical usage and shall schedule timely refills to ensure continuous operation. The Contractor must take measures to preserve the oxidizing strength and effectiveness of the solution throughout its use.

Product # Item Description Cumulative Total

Quantity in Gallons

Price per Gallon

Odor Control Eliminator – Fragrance-free

1 – 5,000 TBD

5,001 – 10,000 TBD

10,001 – 25,000 TBD

25,001 and up TBD

Odor Control Eliminator – Fragrance

1 – 5,000 TBD

5,001 – 10,000 TBD

10,001 – 25,000 TBD

25,001 and up TBD

X. Safety, Equipment, and System Training

The Contractor shall provide formal, instructor-led training session to OCWR-designated staff on an as-needed basis. This training shall focus on the safe operation, inspection, and routine maintenance of odor misting systems, including both portable and permanent units. Key topics shall include system startup and shutdown procedures, troubleshooting common issues, understanding system components (e.g., chemical injection systems, solution tanks, spray nozzles), and handling and storage of odor neutralizing chemicals.

Additional training shall be provided to designated OCWR staff whenever new personnel are onboarded and delegated responsibility over any misting systems or chemical neutralizer. In addition, training may be requested when new misting equipment is introduced, system upgrades are performed, or significant modifications are made. This includes updates to electrical or mechanical components, control panels, or changes in the chemical delivery method.

Training sessions shall be conducted at each regional landfill or at a centrally located facility, as approved by the Contract Administrator or designee. The Contractor shall provide a training schedule with multiple sessions to accommodate varying staff availability. A training plan, including the instructor’s name, training dates and times, and content outline, shall be submitted to the Contract Administrator or designee for approval.

The Contractor shall coordinate with OCWR’s Safety Department and designated representatives to review proposed training content, gather feedback, and finalize the curriculum. All training materials and delivery methods shall align with OCWR’s safety protocols, site-specific procedures, and operational goals.

Finalized training content is subject to approval by the Contract Administrator or designee.

XI. Miscellaneous & Non-Routine Services

Due to the dynamic nature of landfill operations and evolving regulatory, environmental, and operational demands, OCWR may require the Contractor to provide miscellaneous and non-routine services to ensure the continued reliability, safety, and effectiveness of odor control misting systems, power delivery components, and related infrastructure.

These services are not itemized in the standard scope of work and will be provided on an as-needed basis.

All non-routine services must be formally authorized in writing by OCWR’s Contract Administrator or designee prior to commencement. Each authorized task shall include a written quotation and must be accompanied by a post-service summary report. All work will be subject to field verification by OCWR staff.

Miscellaneous and non-routine services may include, but are not limited to:

• System or component enhancements, modifications, or reconfigurations

• Equipment upgrades and replacements

• Welding or fabrication

• Post-incident evaluations and system clearances

• Temporary rental or replacement of like-for-like equipment

• Support services related to rental or supplemental units

• Attendance at meetings or site visits concerning system planning or performance

• Provision of labor or support equipment for specialized tasks

• System performance reviews and operational assessments

• Recommendations for long-term reliability improvements

• Development of custom maintenance tasks and frequency schedules based on system condition and usage

All such services must follow the same documentation and reporting standards required for routine maintenance.

SECTION 5. OCLSB and DVBE Preference Policies Certification Requirements

County of Orange Local Small Business (OCLSB) Preference and Disabled Veteran Business

Enterprise (DVBE) Preference Policies Certification Requirements

5.1 OCLSB:

Effective January 1, 2020, County of Orange 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:

A. Local Business Requirements:

1. maintains their principal center of operations (i.e. headquarters) within Orange County, and:

2. has:

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

b. 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.

B. Small Business Requirements:

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

Services (DGS): and, C. Above requirements must be valid at the time of bid/proposal submittal.

5.2 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

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

(A) and (B) below:

A. Must be certified as a DVBE by the State of California Department of General Services (DGS);

and, B. 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 COUNTY OF

ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS in the VENDOR RESPONSES.

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

5.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

County Of Orange Local Small Business (OCLSB) Preference And Disabled Veteran Business

Enterprise (DVBE) Certification Requirements

A. To participate as an OCLSB and/or DVBE the following requirements must be met:

1. Must be certified with State of California the Department of General Services (DGS) as a

Small Business. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

2. Must be certified with DGS as a DVBE. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

3. maintains their principal center of operations (i.e. headquarters) within Orange County.

https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

4. Certification must be valid at the date/time solicitation is closed, and it shall remain in effect at the time of contract award. County reserves the right to verify and/or reject incomplete documents.

5. Complete and sign the Affirmation form attached herein. The signed Affirmation form and the OCLSB Certification are required and must be returned with the solicitation response.

B. OCLSB or DVBE Preference provides for the following:

1. Invitation for Bid – IFB

A five percent (5%) deduction in the original bid price shall be applied to all confirmed

OCLSB or DVBE bidders for evaluation purposes. If the lowest bidder is a certified OCLSB or DVBE bidder, the contract will be awarded at the certified OCLSB or DVBE’s original bid price. The maximum allowable preference deduction is $100,000.

2. Request for Proposal - RFP

An additional five percent (5%) shall be applied to the tallied cost score of each certified

OCLSB or DVBE to obtain their final score. If the final score of any OCLSB or DVBE matches the final score of a non-OCLSB or non-DVBE, preference shall be given to the certified OCLSB. If two or more OCLSB or DVBEs have the same final score, the County shall determine the contract award based on the County’s best interest.

C. Dual OCLSB and DVBE Preference provides for the following:

1. Business Certified as OCLSB and DVBE

If a State-certified OCLSB is also a State-certified DVBE, the preference given to that business shall be 8% instead of 5%.

D. Subcontractors

If bidder is submitting subcontractors to qualify for the OCLSB or DVBE preference, bidder must demonstrate through the Staffing Plan that 20% of the total bid amount is allocated to the OCLSB and/or DVBE subcontractor(s).

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

SECTION 6. Electronic Fund Transfer (EFT)

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

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

SECTION 7. Pricing

PREVENTATIVE MAINTENANCE TASKS

Preventive Maintenance (PM) refers to routine maintenance activities performed on equipment based on run hours or calendar days to ensure reliable and safe operation.

Line Item Task Description Frequency Unit of

Measure Unit Cost Total No Bid

1 1. Inspect all water and chemical filters and replace as needed based on condition. 2. Check the chemical tank(s) and associated hoses for signs of wear, leaks, or deterioration. 3. Test run the misting system to verify proper operation and confirm outlet pressure is within the system’s recommended range. 4.

Conduct a full visual inspection of all visible components and check for leaks, corrosion, damage, or abnormalities. 5.

Inspect misting nozzles for clogging, uneven spray patterns, or signs of wear. 6. Clean all misting nozzles to maintain consistent atomization and coverage.

26 Bi-weekly

Line Item Task Description Frequency Unit of

Measure Unit Cost Total No Bid

2 1. Lubricate motors using manufacturer-recommended grease at specified intervals. 2.

Change pump oil using manufacturer-recommended oil, following each model’s service interval. 3.

Inspect and clean dosing systems to prevent clogging and ensure proper flow rates. 4. Check generator or solar power systems

(including fuel levels, battery banks, inverters, and charge controllers) for proper function, wear, or required service. 5. Verify integrity and operation of key electrical components, including

VFDs, relays, timers, and panel boards. 6.

Confirm proper function of pressure tanks, float switches, and control valves where present. 7.

Inspect hose fittings,…