Residential_Home_Cleaning_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2025-RFP-0010

RESIDENTIAL HOME CLEANING

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: March 28, 2025

DEADLINE FOR QUESTIONS: April 7, 2025

RESPONSE DEADLINE: April 18, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

Residential Home Cleaning

1. Definitions

2. Introduction

3. Proposer's Instructions

4. Basis for Award

5. Final Acceptance

6. Project Details

7. Vendor Submissions

8. Sacramento County Standard Terms and Conditions

9. Additional Terms and Conditions

10. Environmental Purchasing Policy

11. Insurance Requirements for Contractors

12. Good Neighbor Policy

Request for Proposal #2025-RFP-0010 Title: Residential Home Cleaning

1. Definitions

Response:The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default:A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination:A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. Introduction

2.1. Summary

The County of Sacramento is seeking Request for Proposal from qualified vendors to provide residential cleaning services. This RFP aims to establish a single contract for our residential homes. We invite interested parties to submit proposals that demonstrate their expertise in delivering efficient and reliable residential cleaning services on a regularly scheduled and long term basis. (preferably for multiple years).

The primary objective of this contract is to establish a reliable cleaning service that can provide comprehensive cleaning for all areas of the home, tailored to meet the specific needs of Sacramento County Child, Family, and Adult Services. To achieve this, we require a professional cleaning service that can address all areas of the home, ensuring a thorough and consistent cleaning experience. The environment consists of residential homes where staff and vulnerable children will be present during cleaning times. It's important that vendors are sensitive to the nature of this environment, ensuring minimal disruption while maintaining a high standard of cleanliness. The service should be flexible enough to accommodate daily cleaning if needed and ad hoc deep cleaning services on an as-needed basis for specific situations, such as post-event cleaning or addressing unexpected circumstances.

There is no guaranteed purchasing volume for the vendor utilized under this contract resulting from this RFP. Given the multi-year nature of this need, County usage may fluctuate based on changing economic conditions and budget allocation.

The initial contract period is estimated to be May 2, 2025 through May 1, 2026, with the option to extend up to four additional one-year increments through May 1, 2030. The contract will be subject to the same terms and conditions upon execution by the Contract and Purchasing Services Division.

2.2. Contact Information

Stephanie Mancillas

Contract Services Officer

Ecology Ln

Sacramento, CA 95827

Email: mancillass@saccounty.gov

Phone: (916) 876-1002

Department:

DGS: CAPSD - Procurement

Department Head:

Brandalyn Tramel

Purchasing Agent

2.3. Timeline

Release Project Date March 28, 2025 mailto:mancillass@saccounty.gov tel:(916)876-1002

Pre-Bid Meeting (Non-Mandatory) April 2, 2025, 11:00am

9660 Ecology Ln. Sacramento, CA 95827

Question Submission Deadline April 7, 2025, 2:00pm

Addendum Issued (if necessary) April 18, 2025, 12:00am

Submission Deadline April 18, 2025, 2:00pm

3. Proposer's Instructions

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: N/A; Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. Basis for Award

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of90 calendar days after bid closing date above.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

4.1. Scoring Criteria

Proposals will be scored on pricing and other factors in your proposal such as ability to meet the requirements of the RFP, Experience and Expertise, Pricing and Cost Effectiveness, Proposed Approach and Methodology, Availability and Reliability, Periodic feedback and Performance Metrics, Risk

Assessment, and Compliance with Security Requirements. Contract(s) will be awarded to the highest scoring proposer(s).

4.2. Additional Considerations

During the course of evaluation, the Evaluation Committee may:

A. Choose to contact officials from other jurisdictions regarding the Proposer, their prior work experience, and their ability to successfully complete the scope of services.

B. Request clarification or additional information from a Proposer in order to assist in the evaluation process. This process may not be used as an opportunity to submit missing documentation, change pricing, or major revisions to the original response.

C. Require changes in the scope of services, as deemed necessary by the County, before Contract execution.

5. Final Acceptance

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

6. Project Details

6.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov

Procurement by signing up at Sign Up (opengov.com). Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. Scope of Work or Project Details

The scope of this contract includes cleaning services for the following areas of the home:

1. Dusting:

o Thoroughly dust all surfaces throughout the home, ensuring that furniture, shelves, decorative items, and baseboards are free of dust and allergens.

o Special attention to hard-to-reach areas such as ceiling fans, light fixtures, and air vents to maintain a dust-free environment

2. Floor Cleaning:

o Vacuum carpets and rugs throughout all rooms to remove dirt, debris, and pet hair.

o Mop all hard floors (tile, wood, vinyl, etc.) using suitable cleaning solutions, leaving surfaces clean and streak-free.

3. Living Areas:

o Clean and organize living spaces, ensuring all furniture is neatly arranged and any clutter is addressed.

o Wipe down and sanitize high-touch areas like remote controls, light switches, and door handles.

o Vacuum and clean upholstery, ensuring it is free of dust and debris o Ensure trash receptacles are emptied

4. Office Spaces:

o Dust and sanitize office furniture, including desks, chairs, and filing cabinets.

o Empty trash receptacles o Wipe down and disinfect electronic equipment such as computers, keyboards, monitors, and telephones to ensure hygiene

5. Bedrooms:

https://procurement.opengov.com/signup o Change bed linens and make the beds neatly, including fluffing pillows and straightening bedding.

o Dust and clean all bedroom surfaces such as nightstands, dressers, and bedside tables.

o Vacuum floors, including under the bed, to ensure the room is free from dust and dirt.

o Empty trash receptacles

6. Kitchen:

o Wipe down countertops, stovetops, and all kitchen appliances, including microwaves, refrigerators, and dishwashers, removing crumbs, stains, and spills.

o Clean and sanitize sinks, ensuring that all food remnants and bacteria are removed and empty trash receptacles.

o Disinfect and sanitize frequently touched surfaces such as cabinet handles, faucet handles, and kitchen counters.

7. Bathrooms:

o Clean and sanitize toilets, sinks, showers, and bathtubs, using antibacterial and disinfecting products to ensure thorough cleanliness.

o Wipe down mirrors, countertops, and any other bathroom surfaces, leaving them free from streaks and water spots.

o Disinfect and sanitize high-touch areas like light switches, door handles, and towel racks to maintain a hygienic environment.

o Restock toilet paper from the supplies in the home or provided by cleaning service if none available o Empty trash receptacles

Deliverables:

The cleaning service is expected to deliver the following:

1. Regular Cleaning Schedule:

▪ Provide a proposed schedule for regular cleaning services, tailored to meet the needs of

Sacramento County Child, Family, and Adult Services.

▪ The schedule may include daily, weekly, or bi-weekly cleaning sessions, based on the size of the home, the frequency of use, and specific requirements of the service.

2. Cleaning Reports:

▪ After each cleaning session, a detailed cleaning report will be provided, documenting all tasks completed, areas that were cleaned, and any areas requiring additional attention.

▪ The report will note specific issues like stains, broken items, or areas that might need more frequent cleaning.

3. Satisfaction Feedback:

▪ An option will be available for Sacramento County Child, Family, and Adult Services to provide feedback on each cleaning session.

▪ Any concerns or areas requiring additional attention will be addressed promptly to ensure the highest standards of service and satisfaction.

4. Inventory of Cleaning Supplies:

o A comprehensive inventory of cleaning products and equipment used will be provided by the cleaning service to ensure transparency and safety.

o The list will detail the cleaning agents, tools, and equipment used, confirming that all products are safe for the home environment and suitable for the specific cleaning needs of the space.

Security Requirements:

A. Access Control:

• Cleaning personnel must adhere to access protocols, ensuring that only authorized individuals enter the home.

B. Incident Reporting:

• Any security incidents or concerns must be reported to Sacramento County Child, Family, and

Adult Services immediately.

C. Inventory:

• Cleaning supplies and tools must not be left on-site.

• The County shall not be liable for any tools or supplies that are used or missing if left at the locations, whether intentionally or unintentionally.

6.3. Restricted Areas:

The cleaning service should not touch or handle any personal belongings such as valuables, confidential documents, or personal electronics. Additionally, areas deemed private by the residents, such as locked rooms or cabinets, should remain untouched unless explicit permission is granted. The service should avoid cleaning any hazardous materials, including biohazards, mold, or asbestos, and should not perform any maintenance or repair tasks.

Kitchen appliances such as ovens and refrigerators should not be cleaned internally unless specifically requested. Lastly, the service should respect any specific instructions provided by the residents regarding restricted areas or items.

6.4. Live Scan Background Check

Contractor shall require individual members of the cleaning staff to undertake a live scan fingerprint criminal history background check. The live scans will need to be performed for each member of the cleaning staff who will be servicing the location. It shall be the responsibility of the Contractor to pay for each live scan and background check.

The County reserves the right to review the personal background information and to conduct further security clearances on the Contractor’s assigned personnel. Any person or persons not acceptable to the

County shall be prohibited from working on the contract.

6.5. Fidelity Bond

Contractors must be bonded against theft of personal property. Include a copy of bond endorsement effecting such coverage from another account or provide a letter from surety stating that your firm is bondable for the limit required ($10,000 per occurrence) if awarded a contract. Said bond must be furnished to the County within fourteen (14) days after notification of the award.

6.6. Cleaning Personnel

• Contractor shall furnish all necessary labor, supervision, travel, equipment, materials and supplies to perform the cleaning services.

• Contractor shall provide sufficient labor and supervision at all times to carry out the work satisfactorily and shall ensure that only competent workers who are skilled in the type of work specified are employed.

• Contractor shall not utilize independent contractors in place of employees for labor on the county contract.

• Contractor shall ensure no person(s) not employed by the Contractor (i.e., spouse, children, brothers, sisters, friends, etc.) shall be allowed on County’s premises during the performance of services.

• Contractor shall keep a record of each employee working on the contract, as follows:

o Name o Work Classification o Biweekly hours worked o Payroll Records

• Contractor shall provide relief personnel as necessary to ensure that each assignment is performed per specification, regardless of employee absenteeism. Relief personnel should have gone through a background check as well.

• Contractor shall ensure that all cleaners are easily identifiable at all times by requiring them to wear a uniform or another clearly visible form of identification, such as a name tag or identification badge

6.7. Responsibility of Contractor

• Contractor shall assume all losses resulting to them from unforeseen difficulties, accidents, or other causes. Such losses shall include, but are not limited to glass breakage, damage to lighting fixtures, furniture and equipment; and damage to carpeting or flooring due to improper cleaning solutions and/or methods on the part of the Contractor. Additionally, Contractor shall bear all losses resulting to them from earthquakes, fire, floods, and other acts of God.

• Contractor shall be responsible for ensuring that his/her employees do not disturb documents and items on desks, open desk drawers or cabinets, or use tenants telephones, computers, etc.

• Contractor shall report to County any irregularities noted during the performance of service including, but not limited to: defective plumbing, appliances and electrical fixtures, burned-out bulbs, etc.

• Contractor shall promptly notify the department contact of any changes, including cancellations, substitutions of the cleaner, schedule adjustments, delays, or staffing changes. This notification should include relevant details, such as the reason for the change or the identity of the new cleaner, to ensure smooth coordination and service continuity.

7. Vendor Submissions

7.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

7.2. Please confirm that your company will accept the County's contract terms and conditions

☐ Please confirm

7.3. Can you provide an overview of your company's experience in providing professional cleaning services for similar environments (e.g., homes, offices, healthcare facilities)?

Maximum response length: 1000 characters

7.4. Demonstrates an understanding of working in residential homes with vulnerable populations and describes how minimal disruption will be maintained.

Maximum response length: 1000 characters

7.5. How will you handle situations where cleaning standards are not met, and what actions will you take to rectify any issues?

Maximum response length: 1000 characters

7.6. What are the qualifications and expertise of the cleaning personnel who will be assigned to our contract?

Maximum response length: 1000 characters

7.7. Can you provide three references and examples of past performance with similar clients?

Maximum response length: 1000 characters

7.8. Provide a proposed schedule for regular cleaning services, tailored to meet the needs of Sacramento County Child, Family, and Adult Services as outlined in the scope of services provided. The schedule may include daily, weekly, or bi-weekly cleaning sessions, based on the size of the home, the frequency of use, and specific requirements of the service.

Maximum response length: 1000 characters

7.9. How do you ensure the flexibility of your services to accommodate daily, weekly, or bi-weekly cleaning schedules?

Maximum response length: 1000 characters

7.10. What types of cleaning products and equipment do you use, and how do you ensure they are environmentally friendly and safe for the home environment?

Maximum response length: 1000 characters

7.11. Please provide a detailed pricing structure for your services per cleaning, including any additional costs for specialized services.

Maximum response length: 1000 characters

7.12. How do you ensure cost-effectiveness in your cleaning services without compromising on quality?

Maximum response length: 1000 characters

7.13. How do you ensure that your cleaning personnel consistently meet the cleaning schedule and maintain service quality?

Maximum response length: 1000 characters

7.14. Can you describe your responsiveness to special requests and emergency cleaning needs?

Maximum response length: 1000 characters

7.15. What is your urgent rate for last-minute cleaning services requests, required within 24 hours?

Maximum response length: 1000 characters

7.16. What measures do you take to ensure the reliability and punctuality of your cleaning personnel?

Maximum response length: 1000 characters

7.17. How do you adhere to access control protocols and ensure that only authorized individuals enter the home?

Maximum response length: 1000 characters

7.18. What incident reporting procedures do you have in place, and how do you ensure a prompt response to security concerns?

Maximum response length: 1000 characters

7.19. How will you gather and address feedback from Sacramento County Child, Family, and Adult Services to ensure ongoing satisfaction with your services?

Maximum response length: 1000 characters

7.20. Include your payment terms here*

(e.g. N30; 2% 10, N30, etc.)

*Response required

7.21. Confidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.

7.22. Contractor Certification of Compliance*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

CONTRACTOR hereby certifies that either:

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt)

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt)

☐ (c) each Principal Owner (25% or more), does not have any existing child support orders

☐ (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

7.23. Contractor Certification of Compliance Cont...*

New CONTRACTOR shall certify that each of the following statements is true:

A. CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

B. CONTRACTOR has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.

☐ Yes

☐ No

*Response required

7.24. Solicitation Exceptions*

Please list all exceptions below referring to name of specific section and (where applicable) paragraph, subsection number, or other identifier. For each exception, please quote the statement(s) to which you are taking an exception, for reference during bid analysis. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.

Please include the following with every exception (if your company has no exceptions, type "N/A" in this field):

A. Page #

B. Section#/Title

C. Exception Description

*Response required

7.25. Non-Collusion Affidavit*

I state that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.

I state that:

A. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed below in the exceptions field (accept with exceptions).

B. That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and that they will not be disclosed before proposal opening.

C. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal/bid or other form of complementary proposal.

D. The proposal by my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

E. My firm, its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

F. No current or previous employee of the County of Sacramento (employed by County of

Sacramento within the last calendar year) has been involved or is currently involved in any manner, directly or indirectly, with bidder’s response or considerations in responding to this request.

I understand and my firm understands and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract. Any violation of this certification shall render bidder’s response invalid. In such a case, bidder’s response will be immediately disqualified.

☐ Please confirm

*Response required

7.26. Risk Assessment Questionnaire*

Please download the below documents, complete, and upload.

• Risk_Assessment_Questionnai...

*Response required

7.27. Certification Regarding Debarment and Suspension*

CONTRACTOR agrees to comply with 5 U.S.C. 1501-1508, 31 U.S.C. §1352 and 45 CFR Part 76.100 (Code of Federal Regulations), which provides that federal funds may not be used for any contracted services, if CONTRACTOR is debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency.

I (We) certify to the best of my (our) knowledge and belief, that CONTRACTOR named below and its principals:

A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency;

https://government-project.s3.us-west-2.amazonaws.com/14692/69c0247d-f232-4964-94df-52ab07e78aa1_Risk_Assessment_Questionnaire.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4E3DCZP7N%2F20250415%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250415T224316Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEK%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQD%2FmYZ7qlb7MSEG%2BYVXpIPKvlZ0q2Cf8qYosGIxczRESwIgPE5dg%2FHeWOwPQTKKacJt%2BKgiiyA10oin%2Fd0jtweUeLAqgwUIOBACGgw4OTIzNjQ2ODc2NzIiDKBM8H91xG1PcHK1AyrgBKRuv%2F7xP4Bt8llfYFztYA5YYafdm2dknAE8VeQnMZdWW1JL1liuT9tGf15TfLX4neUNb3iDGQ29RDoUtkYWBbOHCt2HAlY4cTIKX2mZDYMCXjZlUatU%2BBpciKmh7KDAYNyDX6H%2BWN1dlONZYTGNIh4OwQbXgY0lbpGFQ62NZMGxVExXfTySxJNP2XxsA7sxCixig3AOJ%2FV%2BysfmPrn2U6U3ZNcfngOzeJa%2FvIBbz9UP2n7OikB1ZLZ34sL82uONq0FZ9SQZWDZOvv%2FyKjQkLm5cDu2glrFfdA3ZYjpIKpbIhtRP7Z6oi1bJFytmT3yQaCRX4YPi1FpKBfbU9MbS4ylAIjsJIrdAq6sAqJMIptNAF5PKCi4eWzIdBSOHXWrUjeEYSi054lAw4AzW9mzwwashUOKI23MSFSmXYRLqFLZ9hGOllqsjElXnF7VKvTFI90SouzEpysVmvzs%2B2zQV1gPWx6a47q7h6lRBux1KLSfrQtb1Ulz00EB8Tq2DZdW%2BP8XXKWK1m%2F%2FB1igESV%2Ba53ts3wCmaFIIKCULb%2BjimYsKqPOYkZDWAbeQ61h%2BkJgTimgEETaHoN3pNaZFcWqohB%2BXHFAwHv5LwvIoWu5iexqPSd0JBvFWgt0viwHFdCcCTjzF9iqX%2BcLmRa8rIvBbB7FQOPmAYgmlncd61SBkgCEtNiUqIxsXMP8OGtXkoS%2BBPY7Ks%2FiZzTBXTfu3DvfLrh6%2FVZuxFBHh1mlCCmVqTmIGKeE9j%2Br9PhU%2FtfF0moN%2Fwe77GXEM%2B%2BSxgdcreYx%2Fwvi4Fy6HRqR6n8ngWjSRqTn1MOO%2B%2B78GOpsBYg1g%2FypSI8%2Bxw8US126oRaDTlF%2BAE2jUsIvjk1rYUNMDjf%2BJUE8C%2B21N2PwTOaGgQNpNDqEEqspiJhO5OKn%2FT2bfzNTQ3A72u2x7q%2BawyNxVC%2Fbyg6rWSWmKvrfxNUWLmtXmuT4zSxbqJKk0noiADUHLTRcgygubbjRaldGXqJHv%2BVZ0wVyphCzm26PwIyjTMJliSEts0mWWvrY%3D&X-Amz-Signature=b719a6ae33a686714a26cb14693ded32a9bf5ef4e207fa17e483a3bb6a34d64a&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Risk_Assessment_Questionnaire.pdf%22&x-id=GetObject

B. Have not within a three (3)-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

C. Are not presently indicted or otherwise criminally or civilly charged by a governmental entity

(federal, state, or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and

D. Have not within a three (3)-year period preceding this application/proposal/agreement had one or more public transactions (Federal, State, or local) terminated for cause or default.

E. Shall notify COUNTY OF SACRAMENTO, CONTRACT & PURCHASING SERVICES DIVISION within ten (10) days of receipt of notification that CONTRACTOR is subject to any proposed or pending debarment, suspension, indictments or termination of a public transaction.

F. Shall obtain a certification regarding debarment and suspension from all its subcontractors that will be funded through this Agreement.

G. Hereby agree to terminate immediately, any subcontractor’s services that will be/are funded through this Agreement, upon discovery that the subcontractor is ineligible or voluntarily excluded from covered transactions by any federal department or agency.

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8. Sacramento County Standard Terms and Conditions

A. BID/QUOTE/PROPOSAL TERMS AND CONDITIONS: All of the terms and conditions of the bid, quote, or proposal against which this agreement is applied, are hereby incorporated.

B. SALES TAX NOT INCLUDED: Unless otherwise definitely specified, the unit prices do not include

California sales and use tax or Sacramento County sales and use tax.

C. INVOICING & PAYMENT: Upon timely submission of itemized invoices by vendor/contractor, payment shall be made per the terms of this agreement and for the prices stipulated for supplies delivered and/or services rendered after inspection and acceptance. Deductions, if any, may be made from payment as provided by this agreement. Payment on partial deliveries may be made whenever amounts due so warrant or when requested by the vendor/contractor and approved by the County. In connection with any cash (payment) discount specified in this agreement, time will be computed from the date of complete delivery of the supplies, equipment or services as specified, or from date correct invoices are received by County, whichever is later. For the purpose of earning the discount, payment is deemed to be made on the date of mailing of the County warrant or check.

D. HOLD HARMLESS: The vendor/contractor shall hold the County of Sacramento, its officers, agents, servants and employees harmless from liability of any nature or kind because of use of any copyrighted, or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used under this order, and agrees to defend, at his own expense, any and all actions brought against the County of Sacramento or himself because of the unauthorized use of such articles.

E. DEFAULT BY VENDOR/CONTRACTOR: In case of default by vendor/contractor, the County of

Sacramento may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the vendor/contractor, the difference between the price named in the contract or purchase order and actual cost thereof to the County of Sacramento. Prices paid by the County shall be considered the prevailing market price at the time such purchase is made.

Periods of performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the Purchasing Agent.

F. RIGHT TO AUDIT: The County of Sacramento reserves the right to verify, by examination of vendor/contractor’s records, all invoiced amounts when firm prices are not set forth in the purchase agreement.

G. ASSIGNMENT: This contract or purchase order is not assignable by vendor/contractor either in whole or in part, without the prior written approval of the County.

H. SUCCESSORS: This agreement shall be binding upon to the benefit of the successors and assigns of the respective parties hereto.

I. F.E.T. EXEMPTION: County is exempt from Federal excise tax pursuant to Internal Revenue Code 26

U.S.C. §4221(a)(4).

J. CHARGES NOT INCLUDED ON FACE NOT ACCEPTABLE: No charge will be accepted for packing, boxing, or cartage, except as specified in the Notice of Award. Freight collect shipments will not be accepted.

Merchandise will not be accepted if payment is to be made at the time of delivery.

K. TITLE/RISK OF LOSS: Title, ownership, and risk of loss or damage of the Goods shall be in accordance with Delivery/FOB Terms on Page 1 of the contract. The Goods are delivered to, inspected and accepted by County, except when such loss or damage is due to the fault or negligence of County.

L. ALL UNDERSTANDINGS IN WRITING: It is mutually understood and agreed that no alteration or variation of price, quantity, supplies and/or services, and any terms of this contract shall be valid unless made in writing and signed by the parties hereto, and that no oral understandings or agreements shall be binding.

M. FORCE MAJEURE: The parties will not be held liable for delays or failure in fulfillment of conditions of purchase order or contract resulting from events beyond the reasonable control of such parties. Such events include, but are not be limited to strikes, riots, acts of war, epidemics, acts of government, fire, power failures, nuclear events, earthquakes, acts of terrorism, severe weather events and other disasters.

N.VENDOR/CONTRACTOR TERMS AND CONDITIONS: County’s standard terms and conditions shall govern any contract awarded. If, after award of contract, vendor/contractor provides additional terms or conditions, and there is a conflict between the terms and conditions of the parties, County’s terms and conditions shall govern.

O. INFORMATION TECHNOLOGY ASSURANCES: Vendor/contractor shall take all reasonable precautions to ensure that any hardware, software, and/or embedded chip devices used by vendor/contractor in the performance of services under this agreement, other than those owned or provided by County, shall be free from viruses. Nothing in this provision shall be construed to limit any rights or remedies otherwise available to County under this agreement.

P.COMPLIANCE WITH FAMILY SUPPORT ORDERS: Vendor/contractor hereby certifies that it's principal owner(s) is in substantial compliance with Sacramento County's DCSS Program, federal and state laws regarding lawfully served orders for child, family and spousal support, including wage reporting and assignment of wages. (Failure to comply with such orders and cure the default within 90 days of notice by the County shall be grounds for termination of the contract or purchase order.

Q. COMPLIANCE WITH ALL LAWS, LICENSES AND PERMITS: In the performance of their duties, Vendor/contractor shall comply with all applicable federal, state, and county statutes, ordinances, regulations, directives, and laws and this contract shall be deemed to be executed within the State of

California and construed with and governed by the laws of the State of California. Vendor/contractor shall possess and maintain all necessary licenses, permits, certificates and credentials required by the laws of the United States, the State of California, County of Sacramento and all other appropriate governmental agencies, including any certification and credentials required by County. Failure to comply with all laws, licenses and permits shall be deemed a breach of this Agreement and constitutes grounds for the termination of this Contract.

R. FOREIGN CURRENCY: In the event vendor invoices submitted to the County of Sacramento is received in foreign currency, vendor understands and agrees the County of Sacramento will pay in US Dollars via wire, ACH, or check payment method. The County of

Sacramento's payment of US Dollars will be calculated using the currency exchange rate on the invoice date, regardless of date paid, or received by vendor. The County of Sacramento calculates US

Dollars based on the exchange rate on such invoice date provided by the Oanda currency converter site: http://www1.oanda.com/lang/en/currency/converter/.

http://www1.oanda.com/lang/en/currency/converter/

9. Additional Terms and Conditions

9.1. Additional Terms and Conditions

Bidder Responsibility: You are expected to be thoroughly familiar with all specifications and requirements of this bid. Your failure or omission to examine any relevant form, article, site or document will not relieve you from any obligation regarding this bid. By submitting a response, you are presumed to concur with all terms, conditions and specifications of this bid unless you have specifically, by section number, raised objection.

Awards:

1. The County of Sacramento reserves the right to:

1. award responses received on the basis of individual items, or groups of items, or on the entire list of items;

2. reject any or all responses, or any part thereof;

3. waive any informality in the responses; and

4. accept the response that is in the best interest of the County. The Purchasing Agent's decision shall be final.

2. Preference for Sacramento County Products. In purchases by the County of Sacramento, price and quality being equal, preference must be given to Sacramento County products (Charter of the County of Sacramento, sec. 83); also, ". . . preference must be given to the lowest responsible local bidder offering to supply such items for purchase which are raised, grown, manufactured, fabricated, processed or assembled in Sacramento County . . ." (Sacramento

County Code, sec. 2.56.060).

3. Preference for California-made materials. Pursuant to Sections 4330-4333 of the Government

Code, the County, in awarding the purchase, must prefer supplies partially manufactured, grown or processed in California, price, fitness and quality being equal. In order to receive preference, responses must clearly specify the item(s) for which preference is claimed and the preference applicable.

Taxes:

1. Include any sales, use, or federal excise taxes in your response as separate line item(s).

2. If your company is outside California and collects sales tax, please state the amount as a separate item if the County is to remit the tax.

3. Items purchased for resale will show the County's resale permit number on the purchase order.

4. Exemption certificates will be furnished when federal excise tax is exempted.

Brand Names: Brand names and numbers, when used, are for reference to indicate the character or quality desired. Equal items will be considered, provided your offer clearly describes the article. Offers for equal items must state the brand and number, or level of quality. The determination of the

Purchasing Agent as to what items are equal is final and conclusive. When brand, number, or level of quality is not stated by bidder, the offer will be considered exactly as specified.

Samples: Samples of articles, when required, must be furnished free of cost. Samples may be retained for future comparison. Samples which are not destroyed by testing or which are not retained for future comparison will be returned upon request at your expense.

Termination:

1. County may terminate any resulting contract without cause upon thirty (30) days written notice to the other party. Notice shall be deemed served on the date of mailing. If notice of termination for cause is given by County to contractor and it is later determined that contractor was not in default or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to this paragraph (A).

2. County may terminate any resulting contract for cause immediately upon giving written notice to contractor, should contractor materially fail to perform any of the covenants contained in resulting contract in the time and/or manner specified. In the event of such termination, County may proceed with the work in any manner deemed proper by County. If notice of termination for cause is given by County to contractor and it is later determined that contractor was not in default or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to paragraph (A) above.

3. County may terminate or amend any resulting contract immediately upon giving written notice to contractor, 1) if advised that funds are not available from external sources for resulting contract or any portion thereof, including if distribution of such funds to the County is suspended or delayed; 2) if funds for the services and/or programs provided pursuant to resulting contract are not appropriated by the State; 3) if funds in County's yearly proposed and/or final budget are not appropriated by County for resulting contract or any portion thereof; or 4) if funds that were previously appropriated for resulting contract are reduced, eliminated, and/or re-allocated by County as a result of mid-year budget reductions.

4. If any resulting contract is terminated under paragraph A or C above, contractor shall only be paid for any services completed and provided prior to notice of termination. In the event of termination under paragraph a or c above, contractor shall be paid an amount which bears the same ratio to the total compensation authorized by resulting contract as the services actually performed bear to the total services of contractor covered by resulting contract, less payments of compensation previously made. In no event, however, shall County pay contractor an amount which exceeds a pro rata portion of the resulting contract total based on the portion of the resulting contract term that has elapsed on the effective date of the termination.

5. Contractor shall not incur any expenses under any resulting contract after notice of termination and shall cancel any outstanding expenses obligations to a third party that contractor can legally cancel.

Public Agency Participation: It is intended that any other public agency including those identified in the solicitation (i.e., city, district, public authority, public agency, municipality and other political sub-division or public corporation of California) located in California shall have the option to participate in any award made as a result of this solicitation. The County of Sacramento shall incur no financial responsibility in connection with orders issued or delivered by another public agency. Each public agency using this contract shall accept sole and full responsibility for placing of orders and making payments to the contractor. In addition to the above, the contractor shall provide the same level of indemnification and insurance protection to each of the participating agencies ordering products and/or services under any award made as a result of this solicitation.

Out of State Vendors Providing Services to the County of Sacramento: Recent state legislation requires the County to withhold seven percent (7%) of all income paid to certain independent contractors who do not reside in California. (Rev. & Tax. Code §18662; Cal. Admin. Code §§18662-1-18662-14.) This provision does not apply if the total amount paid for services in a given year is less than $1,500. It also does not apply if the contractor is: a) a corporation with a principal place of business in California; b) a partnership with a permanent place of business in California; c) a corporation qualified through the

Secretary of State to do business in California; or d) an individual with a permanent residence in the

State of California.

FTB Waiver -The contractor can apply to the FTB for a waiver from this withholding requirement.