Rental_Vehicles.pdf

County of Orange, Registrar of Voters

Invitation for Bid for Rental Vehicles IFB # 031-3025503-CM

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

COUNTY OF ORANGE

Registrar of Voters

PROCUREMENT SERVICES

1300 S Grand Ave Ste C

Santa Ana, CA

92705

Date: Thursday, February 26, 2026

INVITATION FOR BIDS

FOR: RENTAL VEHICLES

BID MUST BE RECEIVED BEFORE:

March 16, 2026 / 2:00 pm

IFB # 031-3025503-CM

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 - IFB 031-3025503-CM Rental Vehicles Model Contract

County of Orange IFB

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SECTION 1. General Information

1.1 IMPORTANT NOTICE

The County has attempted to provide all information available. It is the responsibility of each Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they must submit a written request for clarification/interpretation to the County Deputy Procurement Agent

(DPA), Christina Morales, via the County’s online biding system.

1.2 CLARIFICATION/INTERPRETATION

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

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

Answer section by Friday, March 6, 2026 before 2:00 pm.

1.3 COMMUNICATION

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

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

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

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

County's Deputy Procurement Agent will provide all official communication concerning this IFB.

1.4 BID VALIDITY

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

1.5 LOBBYISTS

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

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District

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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.

mailto:procurement-support@opengov.com

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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.

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.

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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.

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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 DUNS NUMBER

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

2.16 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

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

SECTION 3. Protest Procedures

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 Christina Morales at christina.morales@ocvote.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;

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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), Christina Morales at christina.morales@ocvote.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, Christina Morales at christina.morales@ocvote.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

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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 INTRODUCTION

The Registrar of Voters conducts all local, state, and federal elections for Orange County. The County of

Orange is the fifth largest voting jurisdiction in the United States with approximately 1.9 registered voters.

On average, the County conducts four (4) elections per year.

The number of rentals and length of rental period per election varies. The table below is provided for historical purposes only.

Requested Car Classification Quantity Rental Period

November 2025 Special Election

Standard/Full-size 2 8/27/2025 – 11/8/2025

Standard/Full-size 17 10/20/2025 – 11/8/2025

Minivan 10 10/21/2025 – 11/6/2025

Minivan 10 10/22/2025 – 11/6/2025

3/4-Ton Pickup 2 10/22/2025 – 11/6/2025

Cargo Van 12 10/3/2025 – 11/6/2025

26’ Box Truck 1 9/25/2025 – 9/26/2025

June 2025 Special Election

Cargo Van 1 5/14/2025 – 6/12/2025

3/4-Ton Pickup 1 5/29/2025 – 6/12/2025

Minivan 1 5/29/2025 – 6/12/2025

26’ Box Truck 1 5/12/2025 – 5/13/2025 mailto:CPOAppeals@ocgov.com

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February 2025 Special Election

Standard/Full-size 4 2/11/2025 – 2/27/2025

Cargo Van 4 1/24/2025 – 2/27/2025

Cargo Van 3 2/14/2025 – 2/27/2025

3/4-Ton Pickup 1 2/20/2025 – 2/27/2025

November 2024 Presidential Election

Standard/Full-size 2 7/2/2024 – 11/11/2024

Standard/Full-size 40 10/18/2024 – 11/8/2024

Minivan 10 10/22/2024 – 11/8/2024

Cargo Van 10 10/22/2024 – 11/7/2024

Cargo Van 12 10/3/2024 – 11/7/2024

3/4-Ton Pickup 2 10/22/2024 – 11/7/2024

26’ Box Truck 1 10/23/2024 – 11/7/2024

The County has a current need for the following rentals:

Requested Car Classification Quantity Rental Period

June 2026 Primary Election

Standard/Full-size 42 5/18/2026 – 6/5/2026

Cargo Van 12 5/1/2026 – 6/4/2026

Minivan 10 5/21/2026 – 6/4/2026

Minivan 10 5/19/2026 – 6/4/2026

3/4-Ton Pickup 2 5/21/2026 – 6/4/2026

4.2 CAR RENTAL SERVICES

Contractor shall provide the following car rental services to County as follows:

A. Contractor shall provide vehicles on as needed basis to County as requested.

1. Daily – per day (24 hours) for vehicle rental.

2. Weekly – per week (7 continuous days) for vehicle rental.

3. Monthly – per month (30 continuous days) for vehicle rental.

B. Contractor shall not share rental reservation information/data with any third party.

C. Contractor’s fleet must have sufficient vehicles such that if any vehicle rented under this contract becomes disabled it may be immediately replaced with a similar vehicle.

D. Contractor’s vehicles will be properly licensed, clean and maintained in a safe operating condition, be no more than two (2) years old, and have no more than 40,000 miles on the odometer. Pickup

Trucks and 4WD pickup trucks should be at least ½ ton, full-size, two-door regular cab with a 6’ bed. Minivans must contain at least seven (7) seatbelts to accommodate a driver and six (6) passengers.

1. Sanitization of the vehicle exterior and interior of the vehicle must be regimented and provide thorough disinfection of steering wheel, shifter, visors, rear-view mirror, exterior and interiors door handles, trunk/bed handles, center console, turn signal, instrument panel, and cup holders.

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E. Contractor’s vehicles shall meet California Motor Vehicle and Cal-OSHA regulations and all other applicable codes required for use in the State of California.

F. If the size/class vehicle reserved is not available, Contractor will substitute an upgraded vehicle at the same price with renter’s consent.

G. The vehicle to be rented shall have a full tank of gas. If the vehicle is rented without a full tank of gas, Contractor shall record the level of fuel the vehicle had when County picked it up.

H. Contractor shall furnish a copy of Contractor’s rental agreement to County staff picking up the rental vehicle and will not be bound by any stipulation therein which is inconsistent with this

Contract. Copies of rental agreement shall also be emailed to County Project Manager.

I. Rental rates shall include unlimited mileage, collision damage waiver, $300,000 liability protection, and roadside assistance.

J. Rental rates do not include vehicle license fee, rental branch specific location fees (such as airport/city/county fees), fuel, and additional rental options (such as GPS Units).

K. Contractor shall not charge additional fees for one-way domestic rentals.

L. There shall be no late fees, no show fees, energy recouping and/or cancellation fees charged.

M. Rental rates are not subject to penalties, blackout dates, minimum rental periods or other restrictions.

N. State and local government fees, surcharges, taxes, and specific airport fees (which vary per airport) shall be itemized on the rental contract and receipts.

O. The vehicle will either be returned with the same level of fuel it had when County picked it up or

Contractor shall charge market fuel prices for vehicle refueling. Contractor shall provide market fuel prices for any vehicle returned with less than the level of fuel it had when the renter picked it

up. This rate will not exceed California fuel prices averaged over a calendar quarter as verified using the U.S. and Energy Administration weekly average rate

(https://www.eia.gov/petroleum/gasdiesel/). In accordance with the California State Constitution, Article 16, section 6, prepayment is not allowed under any circumstance. State and local government fees, surcharges, taxes, and specific airport fees (which vary per airport) shall be itemized on the rental contract and receipts.

P. All maintenance and repair of the rented vehicles in accordance with manufacturer’s instructions on maintenance shall be the responsibility of the

Contractor.

Q. Contractor shall provide a toll-free number, in the event of an accident and/or a vehicle becomes inoperable and a replacement vehicle is required. The Contractor shall be available to provide instructions for the disposition of the disabled vehicle.

SECTION 5. OCLSB and DVBE Preference Policies Certification Requirements https://www.eia.gov/petroleum/gasdiesel/

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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

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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:

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

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SECTION 7. Pricing

RENTAL VEHICLES

Line Item Description Unit of Measure Unit Cost

Daily Rates

1 Compact Sedan [*] Each

2 Mid-size/Intermediate Sedan [*] Each

3 Standard Sedan [*] Each

4 Full-size Sedan [*] Each

5 Minivan [*] Each

6 Compact SUV [*] Each

7 Medium SUV [*] Each

8 Large SUV [*] Each

9 Large Van [*] Each

10 Cargo van [*] Each

11 Mini-Cargo Van [*] Each

12 High Top Cargo Van [*] Each

13 3/4-Ton Pick-up Truck w/Tow [*] Each

14 16' Box Truck [*] Each

15 24' Box Truck [*] Each

16 26' Box Truck [*] Each

Weekly Rates

1 Compact Sedan [*] Each

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Line Item Description Unit of Measure Unit Cost

2 Mid-size/Intermediate Sedan [*] Each

3 Standard Sedan [*] Each

4 Full-size Sedan [*] Each

5 Minivan [*] Each

6 Compact SUV [*] Each

7 Medium SUV [*] Each

8 Large SUV [*] Each

9 Large Van [*] Each

10 Cargo van [*] Each

11 Mini-Cargo Van [*] Each

12 High Top Cargo Van [*] Each

13 3/4-Ton Pick-up Truck w/Tow [*] Each

14 16' Box Truck [*] Each

15 24' Box Truck [*] Each

16 26' Box Truck [*] Each

Monthly Rates

1 Compact Sedan [*] Each

2 Mid-size/Intermediate Sedan [*] Each

3 Standard Sedan [*] Each

4 Full-size Sedan [*] Each

5 Minivan [*] Each

6 Compact SUV [*] Each

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Line Item Description Unit of Measure Unit Cost

7 Medium SUV [*] Each

8 Large SUV [*] Each

9 Large Van [*] Each

10 Cargo van [*] Each

11 Mini-Cargo Van [*] Each

12 High Top Cargo Van [*] Each

13 3/4-Ton Pick-up Truck w/Tow [*] Each

14 16' Box Truck [*] Each

15 24' Box Truck [*] Each

16 26' Box Truck [*] Each

[*] Denotes item is taxable

Sales Tax (@ 9.25%)

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.

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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 Corporate Office Address*

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

*Response required

8.3.4 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

8.3.5 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

8.3.6 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

8.3.7 Regular Business Hours*

*Response required

8.3.8 Regular Holidays and Hours When Business Is Closed*

*Response required

8.3.9 Federal Taxpayer ID Number*

*Response required

8.3.10 DUNS Number*

Please provide your D-U-N-S Number

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*Response required

8.3.11 Unique Entity Identifier Number (UEI)*

The County requires a valid UEI number with active registration status. Your company may obtain one at no cost at https://sam.gov/entity-registration.

*Response required

8.3.12 Are you registered, active, and in good standing with the California Secretary of

State?*

☐ Yes

☐ No

*Response required

8.3.13 Corporation?*

Is your firm incorporated?

☐ Yes

☐ No

*Response required

When equals "Yes"

8.3.14 State of Incorporation?*

You have indicated that your firm is incorporated. Please provide the name of the State of

Incorporation.

*Response required

When equals "Yes"

8.3.15 Contract Signature Authority - Executive Signature*

If incorporated, please provide the name, contact number, and email of the person who would provide this signature authority. The Executive Signer Authority comes from the President, Vice-President, or

Chairperson of the Board.

• Contact Full Name:

• Contact Number:

• E-mail Address:

*Response required

When equals "Yes"

8.3.16 Contract Signature Authority - Financial Signature*

If incorporated, please provide the name, contact number, and email of the person who would provide this signature authority. The Financial Signer Authority comes from the Secretary, Assistant

Secretary, Chief Financial Officer, or Treasurer.

• Contact Full Name:

https://sam.gov/entity-registration

Registrar of Voters - Rental Vehicles, 031-3025503-CM Page 19 of 26

• Contact Number:

• E-mail Address:

*Response required

When equals "No"

8.3.17 Contract Signature Authority*

If not incorporated, please provide the name, contact number, and email of the person who has the binding and signature authority of this contract.

• Contact Full Name:

• Contact Title:

• Contact Number:

• E-mail Address:

*Response required

8.3.18 Sole Proprietor Under Different Name?*

Is your firm a sole proprietor doing business under a different name?

☐ Yes

☐ No

*Response required

When equals "Yes"

8.3.19 Sole Proprietor's Name*

You have indicated that your firm is a sole proprietorship doing business under a different name.

Please provide the sole proprietor's name and the name you are doing business under.

*Response required

8.3.20 Contact Person for Solicitation*

Please provide the following in relation to the point of contact for this solicitation:

• Contact Person Full Name

• Contact Person Telephone Number

• Contact Person Email Address

*Response required

8.3.21 Project Manager*

Please provide the following regarding who will be your project manager for this project:

• Project Manager Full Name

Registrar of Voters - Rental Vehicles, 031-3025503-CM Page 20 of 26

• Project Manager Telephone Number

• Project Manager Email Address

*Response required

8.3.22 Contact Person for Accounting*

Please provide the following in relation to the point of contact for Accounting:

• Contact Person Full Name

• Contact Person Telephone Number

• Contact Person Email Address

*Response required

8.3.23 Emergency Contact*

In the event of an emergency of declared disaster, the following is required:

• Contact Person Full Name (during non-business hours)

• Contact Person Telephone/Cellphone Number

• Contact Person Email Address

*Response required

8.3.24 References*

Do you have letters from at least three references (not including County of Orange References) that include:

• Reference Names

• Addresses of site where work was performed

• Contact Name

• Telephone Number of Contact

• Contact Email Address

• Contract Effective Dates

• Contract Amount

• Brief Contract Descriptions

References must cover similar commodities or services performed by your company within the past five

(5) years.

If you do not have letters you will be able to provide the same information electronically in the next question by answering "No" here.

☐ Yes

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☐ No

*Response required

When equals "Yes"

8.3.25 References - Letters*

Please upload your letters from at least three references (not including County of Orange References) that include:

• Reference Names

• Addresses of site where work was performed

• Contact Name

• Contact Email Address

• Telephone Number of Contact

• Contract Effective Dates

• Contract Amount

• Brief Contract Descriptions

*Response required

When equals "No"

8.3.26 References - Information*

Please provide the following information regarding at least three references (not including County of

Orange References):

• Reference Names

• Addresses of site where work was performed

• Contact Name

• Telephone Number of Contact

• Contact Email Address

• Contract Effective Dates

• Contract Amount

• Brief Contract Descriptions

References must cover similar commodities or services performed by your company within the past five (5) years.

The references will be contacted for verification, and these contacts must be current and able to respond promptly.

Registrar of Voters - Rental Vehicles, 031-3025503-CM Page 22 of 26

*Response required

8.4 BIDDER CERTIFICATION

8.4.1 Conflict of Interest*

Bidder must certify either Yes or No below:

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

A. (Yes) Disclose any financial, business or other relationship with the County of Orange, any other entity that the Orange County Board of Supervisors governs*, or any Orange County Board member, officer or employee, which could affect or influence award of the contract for the services you propose to provide.

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

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

Districts, All Reassessment Districts, Housing and Community Development Commission, Housing

Successor Agency to the Orange County Development Agency, In-Home Supportive Services Public

Authority, Industrial Development Authority For Orange County, Local Redevelopment Authority

Marine Corp Air Station (MCAS) El Toro, Orange County Financing Authority, Orange County

Flood Control District, Orange County Housing Authority, Orange County Housing Authority

Acting As the Housing Successor Agency, Orange County Public Financing Authority, Orange

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

Successor Agency to the Orange County Development Agency

☐ Yes

☐ No

*Response required

When equals "Yes"

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

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

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

8.4.3 Litigation*

Bidder must certify either Yes or No below:

Bidder certifies current/past litigation as follows:

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

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

☐ Yes

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☐ No

*Response required

When equals "Yes"

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

8.4.5 Name/Ownership Changes:*

Respondent must certify either Yes or No below:

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

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

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

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

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

☐ Yes

☐ No

*Response required

When equals "Yes"

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

8.4.7 Is your firm a County Of Orange Local Small Business (OCLSB) or a Disabled

Veteran Business Enterprise (DVBE)?* To participate as an OCLSB and/or DVBE, the requirements in the OCLSB AND DVBE PREFERENCE

POLICIES CERTIFICATION REQUIREMENTS section must be met.

☐ Yes

☐ No

*Response required

When equals "Yes"

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

Business Enterprise (DVBE) Affirmation* Please download the below documents, complete, and upload.

• Local_Small_Business_(OCLSB...

*Response required https://government-project.s3.us-west-2.amazonaws.com/132866/87d0a77d-34df-4ffa-9038-a809ea7e6d21_Local_Small_Business_%28OCLSB%29_Preference_and_Disabled_Veterans_Business_Enterprise_%28DVBE%29_Affirmation.docx

Registrar of Voters - Rental Vehicles, 031-3025503-CM Page 24 of 26

When equals "Yes"

8.4.9 DVBE Certification Number*

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet (1) and (2) 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.

Enter your DVBE Certification Number. If you do not have it then please state "N/A" here.

*Response required

8.4.10 SBA Certification Number*

If you do not have an Small Business Administration (SBA) Certification Number then please state "N/A" here.

*Response required

8.4.11 Statement of Compliance*

A. (Yes): Bidder certifies it is in strict compliance with this IFB, including, but not limited to the terms and conditions set forth in the Model Contract and its Attachments and Exhibits, and no exceptions are proposed.

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

1. The complete provision Bidder is taking exception to;

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

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

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

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

☐ Yes

☐ No

*Response required

When equals "No"

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

8.4.13 Minimum Qualifications*

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• Bidder must possess all Federal, State, and Local permits, licenses, and approvals necessary to provide goods/services required in the Scope of Work.

• Bidder must have a minimum of three (3) years of business experience providing goods/services as required in the Scope of Work.

• Bidder must have existing adequate equipment and personnel capable to perform the services as required in the Scope of Work.

☐ Yes

☐ No

*Response required

8.5 FORMS

8.5.1 Certification Regarding Debarment *

Please download the below documents, complete, and upload.

• CERTIFICATION_REGARDING_DEB...

*Response required

8.5.2 Confirmation of Forms and Supplemental Documents*

Please confirm that all the forms within this section have been completed accurately to the best of your knowledge and as requested and required by this Invitation for Bids.

☐ Please confirm

*Response required

8.6 FINAL SUBMITTAL INFORMATION

8.6.1 Additional Information (if needed)

For any additional information requested or required by any of your previously provided answers please upload that additional documentation here.

This includes any power of attorney that may be required as a part of this bid response.

8.6.2 Submittal Confirmation*

The Bidder declares that the only persons or parties interested in this Bid are those named herein; that this

Bid is made without collusion with any other person or entity; that the Bidder is fully informed of the conditions relating to the work to be performed; that the Bidder has carefully reviewed and complied with the Instructions to Bidders; that Bidder has carefully reviewed the Agreement, General Conditions, Plans, Special Provisions, and all other Contract Documents. The Bidder agrees that upon acceptance of this Bid by the award of the Contract, the Bidder has entered into a contract with the County of Orange, a political subdivision of the State of California (“County”), to provide all the necessary labor, materials, machinery, tools, apparatus, and other means to complete all work as specified in the Contract Documents in the manner, time, and according to all requirements, terms, and conditions set forth in the Contract

Documents.

Bidder confirms that they have read and understand and agree to the terms and conditions herewith, and are submitting a bid in response to this solicitation.

https://government-project.s3.us-west-2.amazonaws.com/132866/22a69c85-9b3e-4060-9149-8867a5a96c07_CERTIFICATION_REGARDING_DEBARMENT_OC.pdf

Registrar of Voters - Rental Vehicles, 031-3025503-CM Page 26 of 26

☐ Please confirm