Revision_and_Reprinting_of_County_Wildfire_Preparedness_Handbook_(Addendum_#1_Revision).pdf

DEPARTMENT OF GENERAL SERVICES

Support Services Division

REQUEST FOR QUOTATION (RFQ)

966-0817-26

For

REVISION AND REPRINTING OF COUNTY WILDFIRE

PREPAREDNESS HANDBOOK

RELEASE DATE: September 1, 2026

RESPONSE DUE: October 9, 2026, 5:00 pm

SUBMIT PROPOSAL TO: RFQ COORDINATOR

Solano County digitally via OpenGov Solano County

Portal website at:

https://procurement.opengov.com/portal/solanocounty

Justine Jackson

Phone: (707) 784-6976 jmjackson@solanocounty.gov

Any bidder participating in this solicitation is required to have a vendor application on file with the

County. This application may be downloaded from the Solano County website at www.solanocounty.gov. Include the application with your proposal. The County will post any changes and information relating to this RFQ digitally via OpenGov. Bidders are responsible for frequently checking OpenGov at https://procurement.opengov.com/portal/solanocounty for any changes or information relating to this RFQ.

“Smoking is not permitted in County Buildings or around Solano County campuses. Thank you in advance for your compliance.”

ANTHONY L. TAVE, P.E.

Director General Services ALTave@SolanoCounty.gov

(707) 784-7902

DUSTIN D. LENO, MBA, A.A.E.

Assistant Director ddleno@solanocounty.gov.

(707) 784-2781

675 Texas Street, Suite 2500

Fairfield, CA 94533-6342

Fax (707) 784-6320 www.solanocounty.gov https://procurement.opengov.com/portal/solanocounty http://www.solanocounty.gov/ mailto:ALTave@SolanoCounty.gov

Solano County

REQUEST FOR QUOTATION

Revision and Reprinting of County Wildfire Preparedness Handbook

TABLE OF CONTENTS

1. INVITATION

2. STATEMENT OF PURPOSE

3. SCOPE OF WORK

4. DELIVERY TERMS AND CONDITIONS

5. ELECTRONIC BID SUBMITTAL

6. PRICING PROPOSAL

7. STANDARD TERMS AND CONDITIONS

Attachments:

A - PO TERMS_CONDITIONS

B - 2024 Solano OES_LWW FINAL [REVISED]

Request For Quotation #966-0817-26 Title: Revision and Reprinting of County Wildfire Preparedness Handbook

1. 1. ................................................................................................. INVITATION

Date Issued: Tuesday, September 1, 2026

Questions Deadline: Friday, September 18, 2026 5:00 pm

Closing Date: Friday, October 9, 2026 5:00 pm

SUBJECT: REQUEST FOR QUOTATION (RFQ) NO.: 966-0817-26

Revision and Reprinting of County Wildfire Preparedness Handbook

ATTENTION: ALL PROSPECTIVE BIDDERS

We invite you to participate in this bidding opportunity described in the attached Request for Quotation

(RFQ). If you are interested, the RFQ package may be downloaded from the OpenGov E-Procurement

Platform, Solano County Portal at https://procurement.opengov.com/portal/solanocounty.

Notice is hereby given that quotes MUST be electronically submitted via the OpenGov website https://procurement.opengov.com/portal/solanocounty, no later than Friday, October 9, 2026 5:00 pm, Pacific Daylight Time (PDT), at which time, the County will access and evaluate all quotes in accordance with the County of Solano’s specifications and contract documents. Any hard copy submissions, submissions via email, or late submissions will be retained in the file unopened and will be considered disqualified.

It is the responsibility of the bidder to ensure that electronically submitted quotes are successfully accepted in OpenGov before the quote submittal deadline. The receipt time in the OpenGov website will be the governing time for acceptability of quotes.

Bidders shall visit the e-procurement portal for any updates, changes or supplemental information regarding this solicitation prior to and after the quote submission date.

Respectfully, Justine Jackson

Buyer

2. 2. .......................................................................... STATEMENT OF PURPOSE

A. The purpose of this Request for Quotation (RFQ) is to define the County’s minimum requirements and gain adequate information by which the County may evaluate services offered by contractors or vendors. As used herein, the term contractor or vendor shall mean the contractor, its employees, or agents.

1. The County of Solano, on behalf of the Sheriff's Office, hereinafter referred to as the

“County,” is soliciting bids to procure the Revision and Reprinting of County Wildfire

Preparedness Handbook.

2. The County of Solano exclusively reserves the sole and independent rights to make an award in whole or in part or any varying combination (split bid) if deemed will be in the best interest of the County. The award may not necessarily be to the lowest bidder but to the lowest responsive and responsible bidder able to render services and perform the associated work in support of the County and fulfill all contract requirements.

3. Moreover, the County reserves the sole and independent right to award all bid items to more than one vendor (multiple award contracts), if deemed in the best interest of the

County. If and where multiple award contracts are made, County departments/agencies may purchase goods from one or more awarded vendors.

4. Services and/or commodities to be rendered as specified within guidelines as provided by this RFQ in its entirety. This RFQ details deliverables and terms and conditions as required by the County.

5. In addition to the requesting department, other Solano County departments may utilize this contract (at the same terms and conditions) for similar work.

6. Contractor to submit with the bid one copy of descriptive literature, including any pictures or drawings, and a specification sheet if applicable.

7. Bidders are responsible for checking the County's eProcurement Portal frequently for any current information and documents pertaining to this RFQ.

8. Bid shall be valid at least for ninety (90) days after the RFQ closing date.

9. Questions regarding this solicitation shall be submitted via the County's eProcurement

Portal Q&A feature no later than 5:00 pm on Friday, September 18, 2026. Response to written questions will be posted via the County's eProcurement Portal no later than 5:00 pm on Wednesday, September 30, 2026. If there is a delay in posting responses, the bid submission due date may be extended commensurate. The County cannot assure any response to questions/inquiries received after this date.

10. Samples: The County reserves the right to require a bidder to furnish samples of any item within seven calendar days after the request is made. The samples must be furnished free of charge, be clearly marked “sample” with the Invitation for Bid number, bid item number, bidder’s name and address, and delivered to the Purchasing Services Office. Samples will be evaluated to determine compliance with all major characteristics of the article indicated.

Failure of samples to conform to all such characteristics may be cause for rejection of the bid. Failure to submit the requested samples may eliminate the bidder from further consideration for award. Samples will not be returned to bidder.

3. 3. ........................................................................................ SCOPE OF WORK

3.1. 3.1. SCOPE OF SERVICES

The County is seeking a qualified vendor to revise and print the County Wildfire Preparedness

Handbook. The handbook is a critical resource for residents, providing essential information on wildfire prevention, preparedness, and response. The selected vendor will be responsible for updating the content, ensuring it meets current standards and best practices, and printing a specified number of copies for distribution.

A. Content Revision

1. Update all handbook content based on the final materials provided by the Office of

Emergency Services (OES).

2. Ensure all revisions reflect current standards, best practices, and accurate information for wildfire preparedness.

B. Design and Layout

1. Maintain the existing handbook format and layout to ensure consistency with previous editions.

2. Update graphics, charts, and images to improve clarity, readability and visual appeal.

3. Ensure all design elements are high-resolution and optimized for print.

4. Provide draft English and Spanish versions for review and approval by Solano County officials before finalizing.

C. Printing Specifications

1. Handbook dimensions: 8.5 x 11 inches.

2. Full-color printing on high-quality, glossy paper.

3. Perfect binding for enhanced durability.

4. Include a table of contents and index in both language editions for easy navigation.

5. Deliver a digital PDF version of both the English and Spanish handbooks for online distribution.

6. Ensure culturally and linguistically appropriate terminology, formatting consistency, and high-quality typesetting.

D. Quality Assurance

1. Conduct thorough reviews of all updated content to ensure accuracy, completeness, and clarity.

2. Perform quality checks on printed copies English and Spanish to ensure they meet County specifications and printing standards.

E. Project Status

1. Project Management will provide regular project status updates to County officials, providing information on progress, upcoming milestones, and any issues requiring attention.

3.2. 3.2. SAMPLES

A. Vendors shall submit samples of previous work preferably projects of a similar nature to demonstrate their capability and experience. Samples should match the requested size, shape, color, and material so the County can accurately assess the quality being offered. Any samples that do not meet these requirements may be considered non-responsive. All samples must be clearly marked “SAMPLE” and include the vendor’s name.

3.3. 3.3. ADDITIONAL INFORMATION

A. Proposals should include a detailed timeline, cost breakdown, and any additional services or value-added offerings the vendor can provide.

B. Solano County reserves the right to request revisions to the content, design, or printing specifications as necessary to meet the needs of the community. The selected vendor must be flexible and responsive to these requests to ensure the final product meets the county's standards and requirements.

4. 4. ........................................................... DELIVERY TERMS AND CONDITIONS

A. Delivery of supply is F.O.B Solano County, Sheriff's Office located at Office of Emergency

Services at 530 Clay Street, Fairfield, CA 94533.

B. Bidder shall schedule one-time delivery to take place on 12/1/2026 but no later than the date the County agrees upon award.

C. The County reserves the right to confirm/modify the actual delivery date in the Purchase Order.

5. 5. ..................................................................... ELECTRONIC BID SUBMITTAL

5.1. 1. The undersigned offers and agrees to furnish the above article(s) at the prices and terms stated subject to the instructions and conditions of this RFQ.*

☐ Please confirm

*Response required

5.2. 2. Bid Validity - 90 Day Period:* Bidder confirms that its bid shall be valid for a period of 90 days after RFQ closing date.

*Response required

5.3. 3. Agency References:*

Please download the documents provided below, complete them as required, and upload the finalized versions as part of your submission.

The bidder shall provide the (3) references of government agencies and or firms for whom they have provided similar services during the last three (3) years.

THESE REFERENCES SHOULD BE FROM DIFFERENT ENTITIES AND NOT FROM SOLANO COUNTY.

• Agency_Reference_Form_-_RFQ...

*Response required

5.4. 4. Specification Confirmation:* Did you bid on the item(s) per the specifications provided?

☐ Yes

☐ No

*Response required

When equals "No"

5.4.1. 4.1. Alternative Specifications:* If proposing alternative products, bidders must attach the specifications of said products here.

*Response required

5.5. 5. Samples: * Provide samples of past projects of a similar scope to showcase your capabilities and experience.

*Response required

5.6. 6. Subcontractor Listing:

If Bidder will use subcontractors to assist with providing the goods/services requested in this solicitation, bidder must upload details of said subcontractors here. The County reserves the right to deny or accept subcontractors and subcontracting.

5.7. 7. Non-Collusion Declaration Pursuant to Public Contract Code Sec. 7106* The undersigned declares: I am the authorized representative of the party making the foregoing bid.

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

https://government-project.s3.us-west-2.amazonaws.com/48083/10367a0d-6a93-4c94-9da0-0eb5004db8b8_Agency_Reference_Form_-_RFQ_OG.pdf

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed.

*Response required

5.8. 8. Certification of Compliance:* The bidder does hereby make certification and assurance of the Proposer’s compliance with:

The laws of the County of Solano:

http://www.codepublishing.com/CA/SolanoCounty/

Title VI of the federal Civil Rights Act of 1964:

https://www.justice.gov/crt/fcs/TitleVI-Overview

Title IX of the federal Education Amendments Act of 1972:

https://www.justice.gov/crt/title-ix-education-amendments-1972

The Equal Employment Opportunity Act and the regulations issued thereunder by the federal government:

https://www.justice.gov/jmd/hr-order-doj12001-part-4-equal-employment-opportunity

The Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government:

https://www.ada.gov/pubs/adastatute08.htm

All contract employees performing services and/or work as a result of this solicitation must have documented legal authority to work in the United States of America, The condition that the submitted proposal was independently arrived at, without collusion, under penalty of perjury; and, The condition that no amount shall be paid directly or indirectly to an employee or official of the County of

Solano as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the Procurement under this RFQ for Revision and Reprinting of County Wildfire Preparedness Handbook.

*Response required

5.9. 9. County Reservations:* The County of Solano reserves the right to make an award in whole or in part or any varying combination of the following requirements that will be in the best interest of the County, and not necessarily to the lowest

Contractor. The intended award of Contract shall be made to the highest rated Proposer based on the evaluation Criteria stated within the RFQ.

Right of Rejection

The County reserves the right to reject any and all proposals, or to cancel this RFQ in part or in its entirety.

The County reserves the right to waive any variances in proposals provided such action is in the best interest of the County.

The County reserves the right to amend this RFQ at any time. The County also reserves the right to cancel or reissue the RFQ at its sole discretion.

Any proposal received which does not meet the stated pre-requisites of this RFQ for Revision and Reprinting of County Wildfire Preparedness Handbook, may be considered to be non-responsive, and may be rejected.

The County may reject any proposal that does not comply with all of the terms, conditions, and performance requirements as stated within the RFQ.

http://www.codepublishing.com/CA/SolanoCounty/ https://www.justice.gov/crt/fcs/TitleVI-Overview https://www.justice.gov/crt/title-ix-education-amendments-1972 https://www.justice.gov/jmd/hr-order-doj12001-part-4-equal-employment-opportunity https://www.ada.gov/pubs/adastatute08.htm

To cancel any award and re-solicit proposals for services herein specified due to the increased or added costs, if in its opinion increased prices are greater than those of the general market.

To cancel any award and re-solicit bids in the event services cannot commence with ten (10) days after the specified date for start of work.

To reject any and all proposals considered not to be in the best interest of the County.

To waive any and all minor irregularities in proposals.

To reduce or increase any specification, in whole or in part due to changes in budget allocations.

I declare under penalty of perjury under the laws of the State of California that I have read the above

Reservations as stated by the County of Solano.

*Response required

5.10. 10. Drug-Free Workplace Certification: * The contractor or grant recipient named on this proposal hereby certifies compliance with Government Code

Section 8355 in matters relating to providing a drug-free workplace. The contractor will:

1. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a).

2. Establish a Drug-Free Awareness Program as required by Government Code Section 8355(a)(2), to inform employees about all of the following:

A. The dangers of drug abuse in the workplace

B. The person's or organization's policy of maintaining a drug-free workplace

C. Any available counseling, rehabilitation and employee assistance programs

D. Penalties that may be imposed upon employees for drug abuse violations

3. Provide, as required by Government Code Section 8355(a)(3), that every employee who works on the proposed contract or grant:

A. Will receive a copy of the company's drug-free policy statement

B. Will agree to abide by the terms of the company's statement as a condition of employment on the contract or grant

CERTIFICATION

I, the official submitting this proposal, hereby swear that I am duly authorized legally to bind the contractor or grant recipient to the above-described certification. I am fully aware that this Certification, executed on the date of proposal submittal and in the County below, is made under

*Response required

5.11. 11. Declaration of Local Business: * Solano county gives local businesses a preference in formal solicitations of goods and services as set forth in section 22-24 of the Solano County code. in order to qualify for this preference, a business must meet all of the following criteria:

• a valid business license issued from the county or a political subdivision within the county; and

• its principal business office, or a satellite office with at least one full-time employee, located in the county.

Section 2: Acknowledgement

By completing this section, the undersigned states that, under penalty of perjury, the statements provided herein are true and correct and that the business meets the definition of a local business as defined in section

22-24 of the Solano County code.

All information submitted is subject to investigation, as well as disclosure to third parties under the California public records act. incomplete, unclear, or incomprehensible responses to the following will result in the bid not being considered for application of the county’s local preference policy. false or dishonest responses will result in rejection of the bid and curtail the declarant’s ability to conduct business with the county in the future. it may also result in legal action.

Bidder declares under penalty of perjury under the laws of the state of California that the foregoing is true and correct and that this declaration is executed by an authorized representative of the firm.

Please select YES if your business is located within Solano County.

☐ Yes

☐ No

*Response required

When equals "Yes"

5.11.1. 11.1. Legal name of the business?* Enter Detail Below

Maximum response length: 50 characters

*Response required

When equals "Yes"

5.11.2. 11.2. Physical address of principal place of business or satellite office with at least one employee:* Enter Complete Address Below.

*Response required

When equals "Yes"

5.11.3. 11.3. Attach Current Business license issued within the County of Solano* *Response required

When equals "Yes"

5.11.4. 11.4. I declare under penalty of perjury under the laws of the state of California that the foregoing is true and correct and that this declaration is executed by an authorized representative.* ☐ Please confirm

*Response required

5.12. 12. Debarment Certification: * By submitting a bid, offer, proposal, or quote to the County of Solano, and under penalty of perjury, I, the

Proposer, hereby certify that the Prospective Contractor and its officers, directors, and employees:

• Are not currently suspended, debarred, or otherwise excluded from participation in any federally funded program;

• Have not been convicted of any offense related to the provision of federally funded goods or services, nor previously suspended, debarred, or declared ineligible for participation in such programs; and

• Are not aware of any ongoing investigations or circumstances that may result in suspension, debarment, or exclusion from participation in federally funded programs.

Prospective Contractors shall attach acceptable proof of non-debarment to this certification. Acceptable documentation includes:

• A current SAM.gov “Active” registration status showing no exclusions; or

• A printed SAM.gov “Entity Status” or “Exclusions” report.

This representation shall remain in effect throughout the term of any contract awarded. If the Prospective

Contractor becomes aware of any change in its debarment status at any time, it shall immediately notify the

County in writing.

The Prospective Contractor authorizes the County to independently verify suspension and debarment status.

False certifications may subject the certifier to criminal prosecution and administrative sanctions.

I certify that I am duly authorized to make this declaration on behalf of the company named above.

*Response required

5.13. 13. Firm's Disclosure of Criminal and Civil Proceedings: * Describe all ongoing and past civil and criminal proceedings within the last 10 years. Indicate the status of current proceeding and the outcome of closed or completed actions. Also, describe, if any, how the outcome of actions impacted company business operations.

Note: if no civil and criminal proceedings within the last 10 years, please indicate.

*Response required

5.14. 14. ****Optional**** Additional Information:

Please provide any additional or relevant information that you would like to have considered by the County of

Solano.

5.15. 15. Bidder Accepts County Terms and Conditions Without Qualification?*

☐ Yes

☐ No

*Response required

When equals "No"

5.15.1. 15.1. What qualifications (i.e., exceptions or conditions) are being requested by the Bidder?*

If the Bidder takes exceptions, please attach qualifications here. The County is under no obligation to accept your qualifications; however, they will be reviewed on a case-by-case basis.

*Response required

5.16. 16. Bidder Declaration: * Bidder declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct, and that this declaration is executed by an authorized representative of the firm.

*Response required

5.17. 17. Signature Page: * Please download the documents provided below, complete them as required, and upload the finalized versions as part of your submission.

• Signature_Page_RFQ-OG.pdf

*Response required

6. 6. ................................................................................... PRICING PROPOSAL

BIDDER OFFERS AND AGREES TO FURNISH THE ABOVE ARTICLE(S) AT THE PRICES AND

TERMS STATED SUBJECT TO THE INSTRUCTIONS AND CONDITIONS OF THIS RFQ.

Note: for complete details, delivery terms and other requirements, please refer to the details in this

RFQ.

PRICING TABLE

The bid pricing offered shall include all costs and expenses including but not limited to printing, prepping, delivery charges, postal preparation charges, and mailing charges.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Price per unit (cost per finalized copy printed, and prepped) 1 lot

2 Shipping Cost 1 lot

3 Any separate flat fees for data processing, setup, etc.

1 lot

TOTAL

7. 7. ......................................................... STANDARD TERMS AND CONDITIONS

Standard Terms and Conditions, which are incorporated by reference in the Purchase Order as result of this solicitation, are available at:

https://www.solanocounty.gov/purchase-order-terms-conditions https://government-project.s3.us-west-2.amazonaws.com/48083/f31ca42e-66b9-4d78-90b9-4eb51285a1c7_Signature_Page_RFQ-OG.pdf https://www.solanocounty.gov/purchase-order-terms-conditions