Pipe_and_Valve_Insulation_Covering_Repair.pdf

County of Orange, Sheriff-Coroner

Invitation for Bid for Pipe and Valve Insulation Covering Repair

IFB # IFB-060-3015001-AM

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

COUNTY OF ORANGE

Sheriff-Coroner

PROCUREMENT SERVICES

320 North Flower Street

Santa Ana, CA, CA

92703-5002

Date: Tuesday, February 24, 2026

INVITATION FOR BIDS

FOR: PIPE AND VALVE INSULATION COVERING REPAIR

BID MUST BE RECEIVED BEFORE:

March 16, 2026 / 4:00 pm

IFB # IFB-060-3015001-AM

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:

A - Model Contract - IFB-060-3015001-AM - Pipe and Valve Insulation Covering Repair - AM

2.24

County of Orange IFB

Sheriff-Coroner - Pipe and Valve Insulation Covering Repair, IFB-060-3015001-AM

SECTION 1. General Information

1.1 BACKGROUND

The Orange County Sheriff’s Department has locations throughout Orange County, CA. requiring as-needed insulation removal, replacement, and testing on various hot and cold pipes, flanges, fittings, valves, pumps, manifolds, ducts and exchangers. All services to be in accordance with manufacture recommendations, County requirements, State, Federal and Local laws, regulatory requirements and codes.

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

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

1.2 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), Adam Mitchell, via the County’s online biding system.

1.3 CLARIFICATION/INTERPRETATION

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

All questions or requests for interpretation must be received within this solicitation's Question &

Answer section by Tuesday, March 10, 2026 before 4:00 pm.

1.4 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.

County's Deputy Procurement Agent, Adam Mitchell, amitchell@ocsheriff.gov, will provide all official communication concerning this IFB.

1.5 BID VALIDITY

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

1.6 LOBBYISTS

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

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District Donald P. Wagner, Third District

Doug Chaffee, Fourth District Katrina Foley, Fifth District

County Agency Officers

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 180 days after the Bid opening. During this period, Bidders shall guarantee the prices quoted in their Bids. County and the lowest responsive, responsible Bidder may mutually agree in writing to extend this 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 SAFETY DATA SHEETS (SDS)

The Contractor is required to provide a completed Safety Data Sheet (SDS) for each hazardous substance provided to the County under the Contractor’s Contract with the County. This includes hazardous substances that are not directly included in the Contract, but are included in the goods or services provided by the Contractor to the County. The provision of the SDSs must be in accordance with the requirements of California Labor Code Sections 6380 through 6399, General Industry Safety Order Section 5194, and

Title 8, California Code of Regulations. The SDSs for each substance must be sent to the place of shipment or provision of goods/service.

2.16 CONTRACTOR SAFETY

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

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

(IIPP) and Contractor Safety-Activity Checklist to the County’s Project Manager prior to the start of any work performed under the Contract. Contractor will notify County Project Manager of any revisions to the

Safety-Activity Checklist and will provide a new Safety-Activity Checklist upon County request. The IIPP shall comply with California Code of Regulations, Title 8, Section 1509 or 3203(whichever applies).

Contractor shall submit other safety programs that pertain to the type of job that will be performed on site.

County reserves the right to conduct inspections and audits as necessary for the purpose of evaluating any aspect of safety performance under this Contract.

2.17 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.

2.18 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

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to Adam Mitchell at amitchell@ocsheriff.gov, as set forth herein.

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 (DPA), Adam Mitchell at amitchell@ocsheriff.gov, 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.

B. 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/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. Protests related to the award of a contract must be submitted to the Deputy Procurement

Agent, Adam Mitchell at amitchell@ocsheriff.gov, 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.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with the contract award or if necessary, file the item for approval by the Board of

Supervisors.

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.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy Procurement

Agent’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 PURPOSE AND BACKGROUND

The Orange County Sheriff’s Department has locations throughout Orange County, CA. requiring as-needed insulation removal, replacement, and testing on various hot and cold pipes, flanges, fittings, valves, pumps, manifolds, ducts and exchangers. All services to be in accordance with manufacture recommendations, County requirements, State, Federal and Local laws, regulatory requirements and codes.

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

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

4.2 SERVICE LOCATIONS

ALISO VIEJO SOUTH STATION 11 JOURNEY ALISO VIEJO CA

ALTA LAGUNA COMMS SITE 2900 ALTA LAGUNA BLVD LAGUNA BEACH CA

BOLERO PEAK COMMS SITE 17151 SANTIAGO CANYON RD. SILVERADO CA

BRAD GATES BUILDING 320 N. FLOWER SANTA ANA CA

BUILDING 118 2651 HOTEL TERRACE SANATA ANA CA

CENTRAL MEN'S JAIL 550 N. FLOWER SANTA ANA CA

CENTRAL WOMEN'S JAIL 550 N. FLOWER SANTA ANA CA

COMMISSARY BUILDING 1530 SOUTH STATE COLLEGE BLVD. ANAHEIM CA

CORONER 1071 W. SANTA ANA BLVD SANTA ANA CA

COYOTE HILLS COMMS SITE 3001 GILBERT STREET FULLERTON CA

mailto:CPOAppeals@ocgov.com

DANA POINT COMMS SITE 24930 SEAGATE DRIVE DANA POINT CA

DANA POINT HARBOR PATROL 25005 DANA DRIVE DANA POINT CA

GARDEN GROVE COMMS SITE 13802 NEWHOPE STREET GARDEN GROVE CA

INTAKE RELEASE CENTER 550 N. FLOWER SANTA ANA CA

JAMES A. MUSICK FACILITY 13420 ALTON PARKWAY IRVINE CA

SANDRA HUTCHENS REGIONAL LAW

ENFORCEMENT TRAINING CENTER 1900 W. KATELLA ORANGE CA

LA PALMA COMMS SITE 6569 VALLEY VIEW STREET LA PALMA CA

LAGUNA BEACH FS2 COMMS SITE 285 AGATE STREET LAGUNA BEACH CA

LOMA RIDGE COMMS CENTER 2644 SANTIAGO CANYON SILVERADO CA

MISSION HOSP LAG. BCH COMMSITE 31870 PACIFIC COAST HWY LAGUNA BEACH CA

MOOREHEAD COMMS SITE 10783 LOOKOUT DRIVE LAGUNA BEACH CA

NEWPORT BEACH COMMS SITE 949 W 16TH ST. NEWPORT BEACH CA

NEWPORT BEACH HARBOR PATROL 1901 BAYSIDE DRIVE NEWPORT BEACH CA

OLINDA COMMS SITE 1942 VALENCIA AVE BREA CA

ORTEGA COMMS SITE 32250 LA PATA AVE SAN JUAN CAPO CA

R & D BUILDING 431 THE CITY DRIVE SOUTH ORANGE CA

SADDLEBACK STATION 20202 WINDROW DRIVE LAKE FOREST CA

SAN CLEMENTE COMMS SITE 721 AVENIDA SALVADOR SAN CLEMENTE CA

SAN CLEMENTE STATION 100 AVENIDA PRESIDIO SAN CLEMENTE CA

SANITATION DISTRICT COMMS SITE 22212 BROOKHURST HUNTINGTON BEACH CA

SANTIAGO PEAK COMMS SITE 34001 SANTIAGO CANYON ORANGE CA

SEAL BEACH COMMS SITE 2201 SEAL BEACH BLVD SEAL BEACH CA

SHERIFF HEADQUARTERS 550 N. FLOWER SANTA ANA CA

SIERRA PEAK COMMS SITE 7625 BLACK STAR CANYON CORONA CA

SIGNAL PEAK COMMS SITE 7314 RIDGE PARK ROAD NEWPORT BEACH CA

SILVERADO CANYON COMMS SITE 29392 SILVERADO ROAD SILVERADO CA

STANTON STATION WEST OPS 11100 CEDAR STANTON CA

SUNSET AQUATIC HARBOR PATROL 2901 EDINGER AVE SUNSET BEACH CA

TECHNOLOGY BUILDING 1382 BELL AVENUE TUSTIN CA

THEO LACY FACILITY 501 THE CITY DRIVE SOUTH ORANGE CA

YORBA LINDA MWD COMMS SITE 22177 STONEHAVEN DR YORBA LINDA CA

In addition to the service locations listed, Contractor may be required to perform service and maintenance at other OCSD operated locations as requested by the County. The following County locations require

4-wheel drive light weight services vehicles Bolero Peak, Olinda, Ortega, Santiago and Sierra peak.

Contractor recognizes the nature of the work in a secured facility and assumes and accepts all risk of personal harm, bodily injury, death and/or damage to property. Contractor agrees that the County will not be liable for any such harm, injury, death and/or damage that may occur at the secured facility. Contractor shall ensure that its staff are aware of and adhere to OCSD’s security procedures and relevant policies at all times.

4.3 SERVICE COORDINATION

Shop Personnel Phone Number

North Shop

Craft Supervisor

Shop Planner

TBD

Central Shop

South Shop

TBD

External Support Craft Supervisor

Shop Planner

TBD

Regulatory Compliance Shop Planner TBD

Facilities Operations Service Desk / Afterhours Watch

Commander Dispatch – (4:30 p.m. to 7:00 a.m.)

4.4 COMPLIANCE

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

B. Contractor to perform the following maintenance and service in accordance with all applicable state, federal and local law, and regulatory requirements.

4.5 SERVICE REQUIREMENTS

A. Contractor shall provide as-needed maintenance and service to include but not limited to, inspection, testing, certification, maintenance, cleaning, minor alterations, adjustments, replacement, documentation, record keeping, jacket replacement and insulation installation on various size and shape, hot and cold, pipes, flanges, fittings, valves, pumps, manifolds, ducting and exchangers.

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

C. Contractor, upon authorized County project lead approval, may provide engineering, testing and remediation services for hazardous material and waste.

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

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

F. Contractor may be required to work with other Contractors and County departments to ensure seamless service and operation of various County equipment.

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

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

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

J. Contractor shall provide the County with a detailed proposed schedule for County approval, prior to commencement of work, including the number of hours per locations and number of technicians required to perform service under the terms of the contract.

K. Under no condition, shall Contractor attempt to assign or subcontract any portion of maintenance or service under the contract without prior written approval, by authorized County project lead.

L. Contractor shall provide detailed reporting on as-needed additional service or maintenance, to be coordinated with authorized County project lead. All quotes for additional services shall contain detailed labor and material charges and approved by County prior to commencement of maintenance.

M. At the request of the County, Contractor may respond to urgent corrective maintenance prior to submitting quotes for initial call out response.

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

4.6 CONTRACTOR REQUIREMENTS

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

B. Contractor shall make its best efforts to perform all activities in a manner to not impact or interrupt daily County operations. If such an impact or interruption is unavoidable, Contractor shall schedule and duly notify the authorized County project lead of pending disruption.

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

D. Contractor shall not withhold emergency and/or any service relating to regulatory compliance, certification and/or is deemed critical to daily County operations for any reason during the term of the contract.

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

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

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

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

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

I. Contractor shall perform all service and maintenance in accordance with generally accepted industry’s best practices and all health and safety regulations.

J. County shall not provide any on-site storage of supplies, equipment, materials, or tools at any

County facility, unless approved in writing by authorized County project lead.

K. After completion of maintenance, and service Contractor shall provide County a Work Order report with details on work completed and any additional recommended work.

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

M. Contractor shall warrant all labor and materials for a minimum of ninety (90) days after completion of maintenance.

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

O. No payment by County shall be made for any unauthorized or incomplete work.

P. Contractor shall repair, at no cost to the County, any and all damage caused by Contractor and shall report all accidents, injuries, spills, unusual conditions or activities, immediately to authorized County project lead, regardless of magnitude.

4.7 LICENSE REQUIREMENTS

A. Contractor shall at all times, possess current applicable licenses, certifications and permits required by State, Federal and Local laws and regulatory agencies to perform tasks and duties under the contract.

B. Contractor shall, for any relevant insulation removal and replacement work, possess current valid

C-2 Insulation and Acoustical Contractor license issued by the state of California and shall remain in good standing for the term of the contract. Additional license may be required for

HVAC duct insulation and/or asbestos/hazardous substance removal certification, to include but not limited to C-20, C-61/D-40, for as-needed services.

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

4.8 RESERVED RIGHTS

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

B. The County reserves the right to add, update, modify and improve equipment using the supplier of its choice. Contractor shall provide written comments, upon request by County, on any impact affecting Contractor’s ability to perform any tasks and duties under contract.

4.9 SECURITY, SAFETY AND PERSONNEL

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

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

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

D. During any performance of work, Contractors’ personnel shall closely monitor all tools, equipment and materials and be required to follow a specific Tool and Equipment Control Policy prior to entering and upon exiting any secure facility.

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

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

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

Contractor.

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

4.10 EMERGENCY SERVICES

A. Contractor shall respond within four (4) hours after receiving County emergency service request,during normal operational hours, excluding holidays.

B. Contractor shall have qualified, authorized technician(s) on site within twenty-four (24) hours of initial emergency contact, during normal operational hours, excluding holidays

C. Once dispatched to County, Contractor shall have all maintenance completed and the facility restored to fully operational status prior to leaving, unless otherwise agreed upon by County and the County project lead is duly notified.

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

a. Time of arrival

b. Time of departure

c. Brief summary of service, or maintenance

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

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

f. Name and time of individual initiating the emergency call

g. Work or Event Number

h. Signature of County project lead

4.11 EXCEPTION

A. County recognizes certain emergencies may arise requiring immediate action by Contractor, without obtaining prior authorization from the County project lead. Contractor may complete requested service:

1. If part of an initial emergency service call: and

2. If deemed to be an imminent life safety corrective maintenance, by authorized County project lead.

B. The Contractor shall obtain the name, rank, and signature of the authorized County project lead requesting exception.

C. Contractor shall notify the County project lead immediately following emergency action(s).

4.12 SCHEDULING

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

B. Contractor shall provide a final service timeline, to be approved by County. Once approved, service timeline shall be strictly adhered to and monitored by County.

C. Services should be performed during normal operational hours, in coordination with County.

Normal operational hours are 7:00 a.m. to 5:00 p.m. Mon-Fri (PT), excluding holidays.

New Year’s Day Martin Luther King, Jr.

Day

Lincoln’s Birthday

President’s Day Memorial Day Independence Day

Labor Day Columbus Day Veterans’ Day

Thanksgiving

Day

Friday after

Thanksgiving

Christmas

D. Authorized County project lead shall be duly notified, in advance, of any service interruption by

Contractor and/or modification to service schedule to authorized County project lead.

E. In the event the Contractor dispatches a technician, currently performing scheduled services for the County, the technician shall ensure all County equipment is restored to full working condition prior to leaving service location. Under no circumstances shall Contractor leave County equipment out of service, for any period of time, without prior written approval.

4.13 RECORDS

A. Contractor shall maintain detailed, true, and accurate records of all inspections, tests, maintenance, services, and results for the term of the contract. Upon termination of contract

Contractor shall maintain all records for a minimum of three (3) additional years and made available to County, in a timely manner and without further compensation.

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

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

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

County project lead initiating the service call and Work Order number).

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

Contractor’s ability to perform under the contract.

SECTION 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.

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:

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

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

LABOR RATES

The following rates shall apply to all quotes for services including corrective maintenance, material, and parts. All as-needed quotes must contain detailed labor and material charges to be approved by authorized

County project lead prior to any service. Labor hours shall be charged based on actual time spent on each job, not portal to portal basis, and shall be computed to the nearest one quarter (1/4) hour. Labor rates shall include all direct and indirect expenses including travel and overheard expenditures. After-hour rates shall not be paid on non-emergency response requests unless specifically authorized by County project lead.

Line Item Description Unit of Measure Unit Cost

1 Monday thru Friday 7:00 a.m. to 5:00 p.m. Hourly Labor

Rate

2 Monday thru Friday 5:00 p.m. to 7:00 a.m. Hourly Labor

3 Saturday 12:00 a.m. to 11:59 p.m. Hourly Labor

4 Sunday 12:00 a.m. to 11:59 p.m. Hourly Labor

5 Holidays 12:00 a.m. to 11:59 p.m. Hourly Labor

MATERIALS AND SHIPPING

Materials shall be charged at invoice cost plus mark-up.

Line Item Description Unit of Measure Percentage

1 a. Materials shall be charged at invoice cost plus mark-

up. b. County reserves the right to purchase, for

Contractor’s use, any parts and materials. c. Parts and material costs shall be paid based on actual invoice cost to the Contractor. d. All parts and material items used for each location shall be listed on the corresponding invoice. e. Copies of the actual purchase invoice for each item costing greater than $500 shall be attached to the invoice. County reserves the right to reject material costs not submitted with original purchase invoice. f. County shall reimburse contractor for freight and shipping charges at actual costs, no mark-up shall be reimbursed.

g. In addition to standard freight and shipping cost, County may approve additional costs for rush, expedited and overnight shipping. All additional costs for expedited shipping shall be quoted and approved in writing prior, by an authorized County project lead. h. Expedited and overnight shipping shall be reimbursed to Contractor, at actual invoice cost, if approval in writing prior, by authorized County project lead.

Mark-up %

PERMIT FEES

a. Permitting fees shall be charged at cost

Line Item Description Unit of Measure Percentage

1 a. Permitting fees shall be charged at cost. No mark-up shall be accepted County reserves the right to provide permitting independently. b. Permit fees will be paid based on actual cost to the Contractor. c. All permit fees shall be listed on the corresponding invoice. d. Copies of the actual permit receipt shall be attached to the invoice.

County reserves the right to reject material costs not submitted with original permit receipt. e. Expedited permitting shall be reimbursed to Contractor, at actual cost, if approval in writing prior, by authorized County project lead.

No Mark-up

Shall be

Accepted

0%

SPECIALIZED EQUIPMENT RENTAL

Project specific equipment rentals shall be reimbursed at invoice cost plus the percentage mark-up if required to perform service, based on individual physical characteristics of the facility and approved in writing prior, by authorized County project lead.

Line Item Description Unit of Measure Percentage

1 a. Project specific equipment rentals shall be reimbursed at invoice cost plus the percentage mark-up if required to perform service, based on individual physical characteristics of the facility and approved in writing prior, by authorized County project lead. b. Contractor shall submit to County the original invoice for all rental equipment. c. Contractor shall list all rental equipment on each corresponding invoice and attach the original equipment rental documentation.

Mark-up %

SUB-CONTRACTING

No mark-up shall be accepted

Line Item Description Unit of Measure Percentage

1 a. In the event the County grants approval to have any portion of the services under this scope of work sub-contracted as per General Terms and Conditions, services shall be reimbursable to the Contractor. Services to include but not limited to labor and materials shall be charged at invoice cost. Subcontractor’s invoice must be attached for reimbursement.

No Mark-up

Shall Be

Accepted

0%

SECTION 8. Vendor Responses

8.1 BID VALIDITY: *

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

☐ Please confirm

*Response required

8.2 CONTRACTOR INFORMATION

8.2.1 Name of Bidder*

Please state the Name of Bidder here.

If Bidder is a corporation, the legal name of the corporation shall be set forth in this section as the Name of Bidder and the name, title, and person authorized to sign contracts on behalf of the corporation shall be stated as well.

If Bidder is a partnership or joint venture, the true name of the firm shall be set forth as the Name of

Bidder and the name of the partner authorized to sign contracts on behalf of the partnership or joint venture shall be stated as well.

If submittal of this bid or signature of any document submitted with this bid is by an agent other than an officer of a corporation or a member of a partnership, a Power of Attorney must be on file with County prior to Bid opening, or must be submitted with the Bid; otherwise, the Bid may be rejected as non-responsive. You may upload this power of attorney under Additional Information later in this bid response.

*Response required

8.3 COMPANY PROFILE & REFERENCES

8.3.1 Company Legal Name*

*Response required

8.3.2 Company Legal Status*

Please state the status here (Corporation, Partnership, Sole Proprietor, etc.)

*Response required

8.3.3 Active Licenses*

Please state all active licenses issued by the California State Contractor's License Board to the company whose legal name is above.

*Response required

8.3.4 Corporate Office Address*

What is the address of the company's corporate office? Please provide the full street/mailing address.

*Response required

8.3.5 Local Business Address(es)*

Please provide the local business address for the company named above. If there are multiple local addresses then please provide all.

• Full address:

• Telephone Number:

• E-mail Address:

*Response required

8.3.6 Length of Time Firm Has Been In Business*

Please clearly state, in months and years, how long your firm has been in business.

*Response required

8.3.7 Length of Time At Current Location*

Please clearly state, in months and years, how long your firm has been in business at its current location.

*Response required

8.3.8 Regular Business Hours*

*Response required

8.3.9 Regular Holidays and Hours When Business Is Closed*

*Response required

8.3.10 Federal Taxpayer ID Number*

*Response required

8.3.11 DUNS Number*

Please provide your D-U-N-S Number

*Response required

8.3.12 Unique Entity Identifier Number (UEI)*

The County requires a valid UEI number with active…