Online_Auction_Services_Related_to_Tax_Sales_on_Tax_Defaulted_Properties.pdf

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County of Napa, CA

TTC072601

ONLINE AUCTION SERVICES RELATED TO TAX SALES ON TAX

DEFAULTED PROPERTIES

RELEASE DATE: July 15, 2026 RESPONSE DEADLINE: August 12, 2026, 5:00 pm

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #TTC072601 Title: Online Auction Services Related to Tax Sales on Tax Defaulted Properties

Table Of Contents

1. Summary and Background

2. Calendar of Events

3. Scope of Work

4. Compensation

5. General Conditions

6. Questions Regarding the RFP

7. RFP Addenda

8. Proposal Submission, Due Date and Late Proposals

9. Organization of Proposal and Proposal Organization Requirments

10. Evaluation and Award

11. Evaluation Criteria

12. PSA and Insurance Requirements

13. Local Vendor Preference Policy

14. Protests or Objections

15. Vendor Submissions

Attachments:

A - Online Auction RFP - Standard PSA

B - Napa County Payment Card Industry (PCI) Governance Policy

Summary and Background

Summary

Napa County is pleased to invite you to respond to a Request for Proposal for online auction services related to tax sales on tax defaulted properties on an as needed basis for the Napa County Treasurer-Tax Collector Offices.

The Napa County Treasurer-Tax Collector is issuing this RFP to solicit proposals from qualified firms to provide a website for auction and advertising services related to the sale of tax defaulted properties as part of the statutorily mandated tax sale process.

Background

The TTC is responsible for collecting current and delinquent taxes for real property and conducting the sale of Tax Defaulted properties that are subject to the Power of Sale pursuant to Chapter 7, Part 6, Division 1 of the California Revenue and Taxation Code and Chapter 8, Part 6, Division 1 of the California Revenue and Taxation Code. Properties that are subject to the power of sale must be offered for sale via a public auction, which can be internet-based.

Pursuant to California Revenue and Taxation Code 3691, the Tax Collector has the power to sell properties in tax-default for five or more years in an effort to return these parcels to active property tax paying status. The Tax Collector began hosting website auctions in 2010, prior to which live public auctions were held. A major reason for the switch to internet auctions is the ability to reach a wider audience than a live local auction

The TTC offers parcels for sale every two to four years, with a re-offer sale 60 - 90 days after the original sale. Prior to the planned sale, the Vendor is supplied with a list of eligible tax defaulted properties, typically 50 – 100 parcels, some of which will be redeemed or removed prior to the auction date; the re-offer sale is for parcels not sold at the original sale.

Upon selection of a successful Vendor, in accordance with the provisions of this RFP, the TTC will recommend the award of a five (5) year contract. The Contract will include, but is not limited to, the standardized provisions and the format set forth in the Sample Agreement in Attachment A of this RFP.

The TTC makes no representation or warranty that any provisions in the Sample Agreement will not be excluded or modified, or that other provisions will not be included in any resultant contract. Upon approval and execution of the Contract, the TTC will administer and monitor same on behalf of the County.

Calendar of Events

Release of Request for Proposal: July 15, 2026

Question Submission Deadline: July 29, 2026, 5:00pm

Question Response Deadline: August 4, 2026, 5:00pm

Proposal Submission Deadline: August 12, 2026, 5:00pm

Proposal Review and Selection Completion :

August 19, 2026

Notice of Intent to Negotiate: August 19, 2026

Contract Negotiations and Development Completion :

September 1, 2026

Notification of Intent to Award: September 1, 2026

Contract Awarded: September 9, 2026

Commencement of Services: September 16, 2026

*These dates may be changed at the discretion of Napa County. Changes to the due date for questions or due date for proposal submittal will be made by addendum.

Scope of Work

Project Scope

Website Advertising Services for Tax-defaulted Properties:

The Napa County Treasurer-Tax Collector (TTC) is seeking to contract with a Vendor to provide the services involved in conducting internet-based auctions of eligible tax-defaulted properties. It is anticipated, but not guaranteed, that at least one tax sale every two years will be conducted. The TTC is seeking a website provider with experience in conducting online government property tax auctions and related advertising services.

Vendor shall hold and maintain any and all surety bonds required by the State of California and provide evidence to the TTC. See California Civil Code Civil Code Sections 1812.600-1812.609.

Advertising website services will include organizing, posting, hosting, and servicing advertised tax-defaulted properties (including pictures of the properties when needed) and due diligence information. These advertised properties will be auctioned on the website at the direction of the Napa County Treasurer-Tax Collector. For the duration of each auction, advertising on the website will be available to the public twenty-four hours per day, seven days per week (“24/7”). In addition, Vendor will collect information from successful purchasers for use by the county in completion of deed certificates.

Auction advertising for three to five weeks is anticipated before each auction. The auction advertising website will be developed and maintained to accommodate all necessary aspects of auction advertising acceptable to the TTC, including advertising of sale results. The online auction site will ideally maintain a look and feel similar to the county website, and must be well-organized, user-friendly and easy to navigate.

Vendor shall, at the direction of the TTC, establish parameters for auction advertising (in terms of time, minimum price, reserve price and settlement terms), develop a Web-based and traditional marketing effort, disseminate due diligence information online to potential bidders, and support the sale of tax-defaulted properties.

The vendor shall provide a secure web environment to protect the confidentiality of data exchanged, and shall include assigning passwords to registered, pre-qualified bidders. The auction website shall be hosted on a secure server and include a complete audit trail of all transactions. The vendor’s chosen system must comply with the security expectations and requirements as described in the Technology and Security section below, including completion of the Security & Readiness Checklist in its entirety.

Vendor shall send emails to registered users and bidders upon the occurrence of any of the following events:

A. Auction advertising information posted online B. Auction commencement C. Bid has been received D. Bidder has been outbid E. Bidder has been successful.

Vendor shall structure auction advertising so that bidders can bid automatically.

Pre-Qualification of Bidders:

Vendor must structure the auction advertising website to be conducted so as to inform potential buyers of certain relevant information concerning California property tax sales and to require potential buyers to acknowledge the receipt of this information as a precondition to bidding on properties.

Vendor shall collect a deposit from each bidder as part of the bidder qualifications established by the TTC. Vendor shall issue a refund of the deposit to all unsuccessful bidders within ten (10) business days following the close of an auction. Vendor must transfer successful bidders’ deposits to the county within five (5) business days following the end of an auction.

Rejecting Bids:

Vendor must structure the auction advertising website in a manner that permits the TTC to reject a bid for tax-defaulted properties for any reason whatsoever.

Withdrawing Properties:

Vendor must structure the auction advertising website in a manner that permits the TTC to withdraw single or multiple properties from the on-going auction advertising for any reason whatsoever.

Off-line Bidding Option:

Vendor must structure the auction advertising website in a manner that enables people without Internet access to bid on tax-defaulted properties via fax or letter.

Confirmation of Successful Bid:

Vendor will notify the successful bidder, at the direction of the TTC, immediately after the auction. Vendor will advertise the results of each tax-defaulted property auction.

Payment:

Vender will structure the auction advertising website so that a bidder must tender payment to the TTC within seventy-two (72) hours or three (3) business days of notification that they are the successful bidder. This payment will go towards payment of the property taxes plus the cost of the bid. Various means of payment will be established such as cash, credit card, cashier’s check, wire transfer or any other means as directed by the TTC.

Deed Information:

Vendor shall collect the information legally required to prepare a deed from the successful bidder and forward that information to the TTC within ten (10) business days after the close of each auction.

Bidder’s Instructions:

Vendor must include a bidder’s instruction section on the auction advertising website that sets forth the following information:

A. This is a “buyer beware” sale B. All sales are where is, “as is”, and final

C. Bidder must be 18 years of age or older to bid D. The minimum bid price E. Auction start date and time F. Auction end date and time G. The TTC’s method of prequalifying buyers H. The TTC’s right to reject bids for any reason whatsoever I. The TTC’s right to withdraw properties for any reason whatsoever J. Offline bidding procedures.

Technology and Security:

A. System Expectations

A. Software should operate in a “real time” environment. On-line transactions should be visible immediately.

B. For basic system operation, the system should be easily administered, without need for lengthy, specialized technical staff training beyond that which will be provided by the Successful Offeror.

C. If a SaaS solution, provide an overview of the hosting service offered, specifically addressing the following:

1. Details of your service levels including guarantees for system availability 24x7; penalties for failing to reach service levels, etc.

2. Details regarding your data center: location(s), backup, system performance monitoring, network and physical access controls, and whether it is internally or externally managed.

3. Disaster preparedness/backup plan that allows County to continue business in case of interruption of hosting services at your primary data center.

4. Please describe what administration and remote management functions would be able to be performed by County administrators in the hosted environment.

5. The solution should provide for 99.99% availability. Describe how downtime for regularly scheduled maintenance and upgrades is scheduled and performed.

6. Transition plan that includes the return of data process for County to switch to another service provider at the end of the contract term.

B. Security Requirements

A. General Security

1. If a SaaS solution, the County requires all data transmitted through the system be secure.

2. If a SaaS solution, web site is to be secured with SSL 3.0 or TLS.

3. The Offeror shall provide an overview of system security and describe whether security is implemented by means of system software, application programs, or both.

4. The Offeror shall provide available options for authentication and whether or not it supports authentications against Active Directory.

5. The Offeror shall provide an attestation of evidence of compliance and describe approach to Payment Card Industry (PCI) Standards, including but limited to description of compliance level, frequency of compliance audits, and date of most recent compliance audit.

C. Security Review

A. All technical elements of the solution, including all hardware and software, will be subject to a security review. The County reviews all aspects of infrastructure hardware and software to ensure industry best practices are being observed.

B. If contractor provides a web site to transmit and/or receive County data, it shall be a secure web site with a SSL encrypted logon page. No County sensitive data will be accepted unless it comes through a secure channel.

C. The County may perform a security review of any perspective company with which we will be trading sensitive information, or in which obtains, collects or maintains customer's sensitive information. This review includes, but is not limited to, any or all of the following:

▪ Internal processing procedures and security measures

▪ Review of public web sites

▪ Use of secure websites

▪ Any security policies

▪ DNS

▪ Additional internal policies provided by the vendor

Where applicable, County will have the right to do periodic audits, including on-site audits, to ensure all proper security measures are in place and are being followed.

D. Security Conformance Acknowledgement

The County uses strict security controls to maintain a safe and secure computing environment. To that end we also expect our external service providers (Contractor) to enforce that philosophy and follow the following controls.

The contractor shall:

A. Share County data with subcontractors and/or third parties only to extent necessary to satisfy the provisions of the contract, and only when approved by the County. The Contractor must ensure that all subcontractors and/or third parties that have access to County sensitive data adhere to the relevant provisions of the security policy, such as encryption, data breach, and the prohibitions against disclosure of sensitive data.

B. Use security industry accepted best practices, such as SSL with high encryption, to ensure a secure transfer of all Internet traffic transmitting sensitive information (if the Internet is used for data communications or reporting).

C. Obtain County approval for remote access to County systems when necessary to complete the requirements of the contract. If remote access is approved, the contractor certifies that all Vendor representatives will adhere to the County security policies and procedures. Vendor must provide list of individuals requiring remote access, along with their contact information. All access is assigned on an individual basis, shared account are not permitted.

D. Identify in writing a single point of contact for all security related issues.

E. Breaches in security will be reported immediately to the County’s Chief Information Security Officer, followed by a timely written notification of the breach. Such notifications shall include a description of the nature and timing of the breach and identification of each participant whose information was potentially compromised. County will be allowed to participate in the investigation of incidents and exercise control over decisions regarding external reporting. A follow-up notification will advise the County on the measures taken to isolate the breach and prevent future occurrence.

F. Upon termination of the contract the contractor shall return to the County, or at County’s request, destroy all reports, documents, electronic data and other matter that comes into the contractor's possession or control, which contains or relates to sensitive County information.

Services Provided by TTC TTC will provide Vendor a hard copy and/or electronic report of properties to be tax auctioned to upload into the system in a format specified by the County. The vendor may provide a template for bulk uploads of properties which the TTC can consider using. County will provide this data at least two weeks prior to the beginning of auction preview period, during which interested bidders may examine the property listings and due diligence online.

The TTC will provide a primary contact person to arrange for and coordinate the sale of eligible properties with the vendor. No material, labor or facilities will be furnished by the TTC unless otherwise provided for in this RFP.

Accessibility and Web Presence

• Contractor shall ensure that any reports, and any deliverable to the County, be delivered in a manner to ensure non-discrimination and equal access to County services and digital properties such as websites, documents, and applications by persons with a disability under the Americans with Disabilities Act (ADA) and under § 508 of the Rehabilitation Act of 1973. Successful respondent shall ensure that any deliverable, including but not limited to, reports, documents, videos, multimedia productions, live broadcasts and any and all other web content and information communications technology are fully accessible and in compliance with federal accessibility standards and laws and with the County's Web Content Accessibility Standards.

Specifically, Contractor shall ensure that all websites, mobile applications, and digital content or services provided under this Agreement comply with the latest version of the U.S.

Department of Justice’s rule on Website and Mobile Application Accessibility, which currently requires conformance with the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA.

• Any web presence, including websites created, maintained, or administered for the provision of services will require approval from Napa County Information Technology Services (ITS).

• Contractor shall supply when requested by County documentation to evaluate current conformance with federal Web Content Accessibility Guidelines which may include, but is not limited to, a Voluntary Product Accessibility Template (VPAT).

• Contractor shall supply when requested by County documentation to evaluate website security which may include, but is not limited to a Soc 2 Type 2, or ISO 27001.

• Contractor shall supply, when requested by County documentation to evaluate PCI compliance. See attachment B: Napa County’s Payment Card Industry (PCI) Governance Policy. This Governance Policy will become part of the final approved contract developed as a result of this RFP process.

Compensation This competitive proposal process will evaluate the capability and affordability of the proposals. The selected vendor will be compensated as agreed upon during the contract negotiation process.

Continued funding is contingent on the vendor meeting contractually agreed upon project deliverables and milestones. The contract shall be awarded as soon as possible and shall continue through September 14, 2031, subject to successful completion of the contract deliverables. Funding for this contract shall be directly assessed to successful bidders.

General Conditions

Proposal Process

The County reserves the right to:

• Accept proposals, award proposals and/or not award proposals on individual items listed, on group items, or on the proposal as a whole.

• Request clarification of information submitted.

• Request additional information from competitors.

• Waive any informality in the proposals.

• Waive any irregularity in the submission and review process.

• Reject any and all submittals.

• Accept the proposal that appears from all considerations to be in the best interest of the County.

• Modify the scope of work after the selection process without re-issuing the RFP.

The County may reject the proposal of any proposer who previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a proposer who is not in a position to perform such a contract satisfactorily. The County may reject the proposal of any proposer who is in default of the payment of taxes, or other monies due to Napa County.

None of the materials submitted will be returned to the respondent unless they are not submitted within the timelines of the RFP.

This solicitation and related information can be found at https://procurement.opengov.com/portal/countyofnapa. Napa County does not guarantee the accuracy of information posted on or obtained from sources other than this e-procurement portal.

Provision of Information to Respondents

Proposals will become a public record and available for release to the public upon selection of a successful Respondent and an Intent to Award Notification is distributed. Proposers should not include proprietary, trade secret, or other confidential information in their Proposals, and do so at their own risk.

If such information is included, Proposers must clearly identify it as confidential, proprietary, or trade secret within the Proposal. The County will consider information so identified as a request to withhold it, but the County may nonetheless release, redact or withhold such information in its sole discretion. If the County redacts or withholds such information, the Proposer shall indemnity the County and defend, at its own expense, any legal actions or challenges seeking to obtain the redacted or withheld information from the County. Nothing in this RFP creates any obligation for the County to notify the Proposers or obtain the Proposer's approval or consent before releasing information subject to disclosure under the California Public Records Act. Submitting a Proposal in response to this RFP shall constitute the Proposer’s acknowledgement and acceptance of these provisions regarding the Public Records Act.

Security Requirements

The top ranked proposer(s), as determined by the County, will be required to submit either a Soc 2 Type 2 or ISO 27001 security document, and agree to a well as a full security review, including a SaaS and Managed Services Security & Reediness Checklist as applicable, upon request from the County. These documents are not required at time of submittal; however, will be required as requested by the County.

The top ranked proposer(s), as determined by the County, will be required to submit a Voluntary Product Accessibility Template (VPAT) document upon request from the County. This document is not required at time of submittal; however, will be required as requested by the County.

The top ranked proposer(s), as determined by the County will be required to submit documentation to evaluate PCI compliance. This documentation is not required at time of submittal; however, well be required as requested by the County.

Questions Regarding the RFP Proposers shall submit all inquiries regarding this bid via the County's e-Procurement Portal, located at https://procurement.opengov.com/portal/countyofnapa.

Please note the deadline for submitting inquiries in the Calendar of Key Events. All answers to accepted inquiries will be posted on the Napa County e-Procurement Portal. Proposers may also click “Follow” on this RFP to receive an email notification when answers are posted. It is the responsibility of the Proposer to check the website for answers to inquiries. Questions will not be answered that would tend to constitute an evaluation of a response being prepared or that might give an unfair advantage to a potential respondent

No prior, current or post award verbal conversations or agreements with any officer, agent, or employee of the County or any other person or entity shall affect or modify any terms or obligations of this RFP or any agreement resulting from this process. Potential proposers should not contact Napa County officials or staff regarding any aspect of this RFP. If such contact is made, the County reserves the right to reject the Proposal.

RFP Addenda Proposers are required to register for an account via the County's e-Procurement Portal hosted by OpenGov. Once the Proposer has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each proposer to periodically check the site for any addenda at https://procurement.opengov.com/portal/countyofnapa.

It is the sole responsibility of the Proposer to ensure that they obtain information related to any Addenda, and acknowledge any and all Addenda electronically in the e-Procurement Portal as part of their Response. Failure to do so will result in rejection of the response.

Proposal Submission, Due Date and Late Proposals By submitting a proposal, the Proposer represents and warrants that:

The information provided is genuine and not a sham, collusive, or made in the interest or in behalf of any party not therein named, and that the proposer has not directly or indirectly induced or solicited any other proposer to put in a sham proposal, or any other proposer to refrain from presenting information and that the prospective provider has not in any manner sought by collusion to secure an advantage.

The proposer has not paid or agreed to pay any fee or commission, or any other thing of value contingent upon the award of an exclusive operating area, to any employee, official, or existing Contractor of the County of Napa.

Submit Electronic Responses via the County's e-Procurement Portal https://procurement.opengov.com/portal/countyofnapa.

The deadline for submission of proposals in response to this RFP is 5:00 pm on Wednesday, August 12, 2026. Late proposals will not be accepted or considered.

The County reserves the right to request additional information not included in this RFP from any or all proposers after the Proposal Submission deadline.

Any modification, amendment, addition, or alteration to any submission must be presented, in writing, executed by an authorized person or persons, and submitted prior to the final date for submissions. No amendments, additions or alterations will be accepted after the time and date specified as the submission deadline unless requested by the County.

The submission of a proposal shall be an indication that the proposer has investigated and satisfied themself as to the conditions to be encountered, the character, quality and scope of the work to be performed, and the requirements of the County, including all terms and conditions contained within this

RFP

Organization of Proposal and Proposal Organization Requirments Proposals shall contain the following information and shall be organized in the same order as provided herein. See Vendor Submissions:

1. Cover Page. Cover page shall state Title and RFP number TTC072601, name of proposing company, and name and signature of the person who is authorized to make decisions and represent the submitting firm with respect to this RFP.

2. Company Information. This section shall state:

1. The legal name of the company which can enter into a contract with the County and any alternate names for which the company is known (D.B.A.);

2. Mailing, and physical address(es);

3. Remit-to billing address;

4. Phone, fax, and website (if applicable);

5. Organization type;

6. Federal I.D. number

7. Federal Unique Entity ID, if applicable

8. List of owners;

9. List of corporate officers with titles (if applicable); and

10. Name (first and last), title, mailing address, phone number, fax and email of the person to receive notices and who is authorized to make decisions or represent the company with respect to this RFP

3. Company History, Experience, Qualifications and Approach to Scope of Work. See Evaluation Criteria This section shall consist of the information requested in "Evaluation Criteria" to allow for review of company history, experience, qualifications, description of offered services, and approach to the Scope of Work. Each question/information section request should be copied into proposal with answers following each request.

4. Pricing/Rate Proposal. This section shall communicate your proposed price for required services.

Please provide site specific pricing as well as a summary chart listing all costs, including each site.

Proposed price shall be fixed and for the initial three year term. Rate adjustments may be considered for the two optional years; any requests for alternate pricing for the optional years will be negotiated and considered prior to option years being taken.

5. References. Provide 3 references (company, contact, phone number, date(s) and description of service(s) provided). References should be entities for which similar work has been completed. Data entry submission -See "Vendor Submissions".

6. Disclosures. Data entry submission -See "Vendor Submissions".

7. PSA and Insurance Acceptance or Exception. Data entry submission -See "Vendor Submissions".

All information provided as a response to this RFP should be in the context of the information requested in the RFP. Please do not submit additional flyers, brochures, marketing material, etc.

Proposals must be submitted through the County's e-Procurement Portal located at

Evaluation and Award

Evaluation

A panel will review all proposals submitted pursuant to the terms of the RFP and select the highest ranked proposal(s) for consideration based on the evaluation criteria noted below. After proposals have been received and reviewed, the highest ranked proposer(s) may be invited to meet with the evaluation panel at no cost to the County to discuss and clarify any questions concerning the proposer's proposal and the County’s requirements.

At any time during the evaluation process, the County may request “Best and Final” offers based upon the County’s improved understanding of the offers or changed scope of work. Based on the initial proposals, further clarification and/or revision of proposals, and Best and Final offers, if requested, the panel will select the proposal that provides the best value to the County. The County may negotiate final pricing and a contract form with the successful proposer.

Because this proposal is negotiable, all data shall remain confidential until after an award recommendation is made, and there shall be no public opening and reading of proposals.

The County reserves the right to award an agreement without further competition based on the responses received to this RFP.

Award

The County intends to award a contract to the firm who distinguish themselves as capable of the type and breadth of services provided for in the Scope of Work as evident in submitted Proposal. Selection and determination of qualifications is at the sole discretion of the County.

The County will attempt to negotiate a contract with the firm submitting the top ranked Proposal. If no contract can be successfully negotiated with the top ranked Proposer, then the County may, at its election enter into negotiations with the next highest ranked Proposer; and move down the list of Proposers in order of scoring until a contract can be negotiated.

Upon selection of qualified Proposer, completion of successful negotiations, and distribution of the “Intent to Award Notification” has taken place, the contract will be presented to the appropriate authority level for authorization.

The County reserves the right to decline awarding a contract to any of the Proposers.

Evaluation Criteria Qualifications and experience will be evaluated to determine the proposal that provides the best value to the County.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Company History and Background

Please provide a description and brief history/background of your company. Included in this should be the number of years in business; list of owners;

board of directors, if applicable; key company personnel; number of total employees (both company wide and those working out of the office, warehouse, or depot from where services for this contract will originate); and number of staff who provide the services as described in this RFP (both company wide and those working out of the office, warehouse, or depot from where services for this contract will originate).

Points Based 10 (10% of Total)

2. Background, Experience, Qualifications, and Approach to Scope of Work

Please describe background, experience, qualifications, technical capabilities, training programs, and expertise providing the services as described in this RFP. Experience and qualifications of key field personnel should be included. A description of your customer service approach and process, should also be included. Any current or past contracts with government agencies can be listed and described in this section. Licensing and certification shall also be described in this section. This Section shall also include a detailed description of the offered services and approach to the Scope of Work, including all listed security compliance requirements. Attention to the details provided in the Scope of Work should be considered with your response.

Points Based 75 (75% of Total)

3. Environmental Sustainable Business Practices

Please describe any environmentally sustainable business practices that your company utilizes, whether in the office or in the field.

Points Based 5 (5% of Total)

4. Pricing Information/Structure

This Section shall communicate your proposed price for required services

Points Based 10 (10% of Total)

PSA and Insurance Requirements

Professional Services Agreement

The successful proposer will be expected to enter into a Professional Services Agreement (PSA) with the County. The County’s standard General Terms and Conditions of the PSA is attached (see Attachments Tab) to this RFP for review by prospective Proposers. Proposers are not required to submit a signed copy of the County’s PSA with their proposal but are merely directed to review the PSA to ensure that all Proposers understand the County’s PSA requirements.

Proposers should clearly note in their proposals whether they take exception to any of the PSA requirements and should include a detailed explanation of the reason for the exception and a counterproposal or alternative suggestion(s) for the County’s review. However, after review of any proposer’s exceptions, the County reserves the right to reject any and all exceptions taken to the County’s PSA.

Insurance Requirements

Proposers are directed to review the County’s insurance requirements as detailed in the attached draft PSA, General Terms and Conditions (Article IV, Article V, and Exhibit C ) and are required to submit a written statement with their proposal indicating their willingness and ability to meet all the County’s insurance requirements. Additionally, required insurance endorsements must be scheduled endorsements specifically naming Napa County. Without prior written approval, blanket endorsements will not be accepted

Proposers who are unable to meet all the County’s insurance requirements may submit with their proposal an alternative plan for obtaining insurance that will adequately mitigate the risks associated with providing the services. Any alternative insurance coverage request is subject to review and approval by County Counsel and the County’s Risk Management Officer.

Failure to meet the County’s insurance requirements (as determined by County Counsel and County Risk Management) may be sufficient reason for disqualification from the selection process.

Local Vendor Preference Policy Napa County has a local vendor preference that covers the acquisition of requested services. Local vendors will be awarded contracts for services where qualifications are determined by the reviewing panel to be otherwise equal unless such preference is not allowable by law. For this matter, a local vendor is a vendor who has a billing address located within Napa County.

Protests or Objections The County’s appeals process is as follows:

A bidder or proposer who is not selected for contract award may protest the award of the contract to another bidder or proposer by submitting a written protest. Subcontractors, sub consultants, and members of the public may not submit a protest.

Protest Deadlines

(a) For contracts awarded pursuant to an RFP or RFQ (Request for Qualifications), the protest must be received by the Purchasing Agent no later than 5:00 p.m. on the seventh calendar day after the County notifies all proposers via the Intent to Award Notification.

(b) Notwithstanding subsection (a) above, if a proposal or statement of qualifications is rejected as non-responsive or because the bidder is not a responsible bidder, the protest must be received by the Purchasing Agent no later than 5:00 p.m. on the seventh calendar day after the County notifies the bidder or proposer that their bid or proposal is being rejected.

(c) The County’s notification under subsections (a) and (b) above may be by any reasonable means, including but not limited to U.S. mail, e-mail, facsimile, or internet posting. The effective date of notice by mail is the date that the notice is deposited in the mail. The effective date of all other means of notice is the date it is transmitted.

(d) If the seventh calendar day falls on a weekend or County holiday, the deadline to submit a protest shall be extended to 5:00 p.m. on the first business day following such weekend or holiday.

(e) Written protests must be delivered to:

Napa County Purchasing Agent

County Administration Building

1195 Third Street, Suite 310

Napa, CA 94559

Content of Protest

The protest must be identified as a “RFP protest” in the subject line or title of the document and shall clearly state all legal and factual grounds claimed for the protest. Any grounds not raised in the written protest are deemed waived by the bidder or proposer.

Resolution Process

(a) Upon timely receipt of a written protest, the Purchasing Agent will convene a meeting with the protesting party and appropriate County staff to seek informal resolution and/or to clarify the issues.

(b) If the protest is not resolved at the informal meeting, the Purchasing Agent shall provide a written response to the protesting party within fifteen (15) business days following the informal meeting. County Counsel may be consulted before the written response is issued. The response shall state the Purchasing Agent’s decision and facts and law supporting that decision.

(c) Notwithstanding subsection (b) above, if the protest is not resolved at the informal meeting and the protest is to the County’s determination that the bidder is not a responsible bidder, the bidder may request a hearing to present evidence contesting the County’s determination. The request for a hearing must be in writing and received by the Purchasing Agent no later than 5:00 p.m. on the third business day after the date of the informal meeting in subsection (a). The Purchasing Agent shall serve as the hearing officer and issue a written decision within fifteen (15) business days following the conclusion of the hearing.

(d) The County shall not award the contract being protested until after the Purchasing Agent issues a written decision on the protest, unless the Purchasing Agent, in consultation with County Counsel and the Director of the Department administering the contract, makes a written determination that the award of the contract without further delay is necessary to protect public health, safety, or welfare. The Purchasing Agent’s written decision on the protest shall be final and exhaust the protestor’s administrative remedies.

Exclusive Remedy

(a) The procedure and time limits set forth in this Section are mandatory and are the protester’s sole and exclusive remedy. Failure to comply with these procedures and time limits shall constitute a waiver of any right to further pursue a protest.

(b) The submission of a protest shall not preclude the County from rejecting all bids or proposals and re-advertising or canceling the contract. Rejecting all bids or proposals shall render a protest moot and terminate all protest proceedings.

Vendor Submissions Proposals must be submitted through the County's e-Procurement Portal located at https://procurement.opengov.com/portal/countyofnapa

Cover Page and Company Information* See Organization of Proposal and Project Organization Requirements for Required Information.

*Response required

COMPANY HISTORY, EXPERIENCE, QUALIFICATIONS, and APPROACH TO

SCOPE OF WORK*

See Evaluation Criteria for required information that must be provided.

*Response required

Pricing/Rate Proposal* Please Provide Pricing and Rate Proposal Information

*Response required

References* Provide a minimum of three (3) current references for which your agency has provided services similar to those described in this Request for Proposals. References shall include entity, contact name, address, title, phone number, and term of contract.

The County reserves the right to contact references not provided in the submittals.

*Response required

You are required to disclose any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or a verification of no responsive incidents.*

Failure to comply with the terms of this provision may disqualify any proposal. The County of Napa reserves the right to reject any proposal based upon the Proposer’s prior history with the County of Napa or with any other party, which documents, without limitation, unsatisfactory performance, significant failures to meet contract milestones or other contractual failures.

Please disclose below. If you have no disclosures to report please write that you have no reportable disclosures.

*Response required

The proposer accepts the County’s standard Agreement; and is willing and able to meet the County’s insurance requirements, found in the draft Agreement, Sections IV, V, and Exhibit C ( Agreement attached)*

☐ Yes ☐ No

*Response required

When equals "No"

If no was selected, please provide reasons/exceptions:* PSA: Respondents should clearly note in their proposals whether they take exception to any of the PSA requirements and should include a detailed explanation of the reason for the exception and a counterproposal or alternative suggestion(s) for the County’s review. However, after review of any respondent’s exceptions, the County reserves the right to reject any and all exceptions taken to the County’s PSA.

Insurance: Respondents who are unable to meet all the County’s insurance requirements may submit with their proposal an alternative plan for obtaining insurance that will adequately mitigate the risks associated with providing the services. Any alternative insurance coverage request is subject to review and approval by County Counsel and the County’s Risk Management Officer.

Failure to meet the County’s insurance requirements (as determined by County Counsel and County Risk Management) may be sufficient reason for disqualification from the selection process.

*Response required