Request_for_Substitutions_(RFS).docx
DOCX document 53 KB Posted
- Solicitation number
- 2026-RFP-00546
- Issued by
- San Mateo County, California
About this file
This is a Request for Substitution (RFS) form document used by a California county for evaluating proposed material and equipment substitutions in construction and procurement contracts. The form serves as the official mechanism for bidders to request approval of alternative products or services that differ from those specified in contract documents, with submissions required by the RFP questions due date. Bidders must complete the comprehensive form detailing the proposed substitution's manufacturer, model, product history, and installation requirements, along with point-by-point comparative data explaining how the alternative meets or exceeds the specified product's performance standards. The form requires documentation of the product's history in similar applications, identification of any impacts to other work components, contract time implications, cost savings to the county, and all supporting data including product specifications, drawings, test reports, and samples.
The RFS form obligates the submitting party to certify that the proposed substitution has been thoroughly investigated and determined to be equal or superior to the specified product, conforms to all contract requirements, maintains equivalent warranty coverage, will not affect project schedule or costs, and preserves all dimensional and functional clearances. The county maintains four disposition options for RFS submissions: acceptance with standard submittal requirements, conditional acceptance with required corrections, rejection requiring use of specified materials, or rejection due to late submission. The form explicitly prohibits contractors from claiming additional costs related to accepted substitutions and requires coordination and installation modifications to be completed at no additional expense, establishing clear cost responsibility and performance expectations for any approved alternatives.
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| Access_Control_System_Replacement_and_Maintenance.pdf | ||
| 00_61_13.13_Performance_Bond.pdf | ||
| Head_End_Report.pdf | ||
| Section_01.pdf | ||
| 00_61_13.16_Payment_Bond_Form.pdf | ||
| Section_28.pdf | ||
| Standard_Contract_Template_-_Over_$200K_DRAFT.docx | DOCX document | |
| Drawings.pdf | ||
| Standard_Contract_Template_-_Under_$200K_DRAFT.docx | DOCX document |
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Text version
REQUEST FOR SUBSTITUTION (RFS)
This form must be submitted by due date of RFP questions. Refer to Section 01 25 00 for instructions. If the successful Bidder wishes to propose an “or equal” or other substitutions after Bid Opening, said Bidder must make such request by RFP questions due date. Refer to Division 1, Section 01 25 00, for requirements for obtaining approval of substitutions. Submit this completed form and necessary data substantiating a request for a substitution to Project Designer/County.
Contract No.:
RFS No.
Project Name:
Spec. Section:
Paragraph(s):
Drawing Sheet:
Detail(s):
Proposed Substitution:
Manufacturer:
Address/Phone:
Trade Name/Model No.:
On-Site Representative:
Address/Phone:
Installer:
Address/Phone:
| Product History: |
| New |
| 2-5 years old |
| 5-10 years old |
| More than 10 years old |
(a) Differences between proposed substitution and specified product (Attach required point by point comparative data):
(b) Reason for not providing specified item:
(c) Similar installation where proposed substitution has been used (Project/Address/Architect/Owner/Date Installed):
(d) Proposed substitution affecting other parts of Work: No Yes: Explain
(e) Changes or modifications needed to coordinate other parts of the Work that will be necessary to accommodate the proposed substitution:
(f) Savings to County for accepting substitution: ($ )
(g) Proposed substitution changes Contract Time: No Yes:
If “Yes” Add Deduct calendar days.
(h) Supporting data attached: Product Data Drawings Test Reports Samples Other:
The undersigned certifies that:
1. The proposed substitution has been fully investigated and determined to be equal or superior in all respects to specified product.
2. The proposed substitution conforms in all respects to the requirements of the Contract Documents and is appropriate for the applications intended.
3. The same warranty will be furnished for proposed substitution as for specified product.
4. The proposed substitution will not affect or delay progress schedule.
5. The cost data as stated above is complete. There shall be no claims to the City for additional costs related to an accepted substitution.
6. The proposed substitution does not affect dimensions and functional clearances.
7. Coordination, installation, and changes in the Work as necessary for accepted substitution will be complete in all respects.
Submitted by:
Signature:
Firm:
Date:
Attachments
COUNTY’S REVIEW AND ACTION
· Substitution accepted - Make submittals in accordance with Division 1.
· Substitution accepted as noted - Make corrections and submit in accordance with Division 1.
· Substitution rejected - Use specified materials and equipment.
· Substitution Request received too late - Use specified materials.
| Signed |
| Date |
Note: The County’s acceptance of Contractor’s submittal of shop drawings, product data, or samples supporting this Substitution Request shall not constitute approval of submittals which do not conform to the requirements of the Contract Documents.
Additional Comments:
END OF SECTION
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