rfb_13338_as_needed_fire_protection_system_services.pdf

REQUEST FOR BID (RFB) 13338

DEPARTMENT OF GENERAL SERVICES

AS-NEEDED WATER-BASED FIRE PROTECTION SYSTEMS MAINTENANCE & REPAIR SERVICES

August 13, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking bids from firms interested in providing as-needed water-based fire protection systems maintenance & repair services. (“Offerors”).

1.1. The Basis of Award will be the total bid price. Offeror must respond to all bid items to be considered for award.

2. The contract term is anticipated to be an initial (base) period of one (1) year with four (4) 1-year options.

3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/. In order to see all information related to this RFB, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

4. The Contracting Officer for this solicitation is Christopher Almazan, Procurement Specialist, (Christopher.Almazan@sdcounty.ca.gov).

5. Schedule: This timeline is subject to change at any time, at the County’s sole discretion. The County will issue an addendum for changes to the Pre-Bid Conference date, Questions due date, or Bids due date.

Event Description Date and Time (San Diego Time) Questions due August 27, 2026 prior to 5:00 p.m.

Bids due September 10, 2026 prior to 11:00 a.m.

6. Bid Opening:

Bid Opening: The County will conduct a public bid opening using a virtual platform instead of in-person attendance Virtual bid opening link: DPC Bid Opening You may also join by phone by calling (619) 343-2539, phone conference ID: 979 022 535# A bid abstract and the bids received will be posted on BuyNet after the bid opening.

7. Questions:

7.1. Offerors should submit all Questions, including requests for clarification related to definition or interpretation of this RFB, in writing by the Date and Time specified in the Schedule. Questions should be submitted via BuyNet, by sending a message to the Contracting Officer through the “Discussions” functionality.

7.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.

8. Table of Contents:

A. Key Information B. RFB Instructions and Rules C. (Reserved) D. Submittal Items E. Required Forms F. Statement of Work G. Payment Schedule H. Agreement

MAGGIE RAMSBERGER

INTERIM DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

Phone (858) 505-6367 Fax (858) 715-6452

BRENDA G. MILLER

ASSISTANT DIRECTOR

COUNTY OF SAN DIEGO – REQUEST FOR BID (RFB 13338)

B. RFB INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A BID

1.1. It is the Offeror’s responsibility to submit a bid based on the most current RFB, addenda thereto, responses to Questions, any other information posted on BuyNet, and any diligence material made available by the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFB-related information.

1.1.1. In order to see all information related to this RFB, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

1.2. Forms required to be submitted with Offerors response to this RFB are included in this RFB or posted on the County’s web site at https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.

1.2.1. Posted forms may be updated from time to time. Unless otherwise specified, offerors may submit the version of a form in place as of the date of the posting of this RFB or any later version.

1.3. Offerors are advised to allow for sufficient time to obtain all necessary documents and forms, resolve any technical difficulties obtaining or completing documents or forms, and, if necessary, obtain documents and forms by an alternate method. If you are unable to download documents or forms, you may request a hard copy or technical assistance from Purchasing and Contracting’s front desk or contact clerical support at (858) 505-6367.

1.4. Offeror must submit a complete original bid in accordance with the format provided in this solicitation to the County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before the Date and Time listed in Schedule.

1.4.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit by providing the Purchasing and Contracting front desk with either (i) electronic files on CD/DVD or, (ii) a printed bid. Offeror must prominently mark such submissions with the RFB number on the outside of the packaging. Please use this method only if unable to submit through BuyNet.

1.4.2. When submitting via BuyNet, Offerors are advised to allow for sufficient time to submit by an alternate method in the event of technical difficulties.

1.4.3. For bids submitted electronically through BuyNet, the time on the BuyNet server shall be considered the official time for the purpose of determining timely submittal.

1.4.4. For bids submitted at the Purchasing and Contracting front desk, the time stamp at the front desk shall be considered the official time for the purpose of determining timely submittal.

1.4.5. In the event of multiple submittals of an original bid by an Offeror, the County will only consider the most recent submittal submitted before the due date and time. The County will not review or consider previous submittals, whether submitted at the front desk or through BuyNet.

Offerors are strongly encouraged to submit only one original bid and to withdraw or replace any previous submittals in the event they update their bid. bids may be found non-conforming if the County is unable to determine which bid is the most recent, timely submittal.

1.5. A bid that is untimely or otherwise not submitted in conformance with 1.4 above will not be considered for award unless: it is received before award is made; the County determines that it is in its best interest to accept the bid; and

1.5.1. It is determined by the County that the late receipt was due solely to mishandling by the County, or

1.5.2. No timely and conforming bid was submitted.

1.6. Bids may be withdrawn by written notice signed by a duly authorized representative of Offeror if received prior to the due date.

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1.7. Bids may not be withdrawn after the due date and time, except in the event of a Mistake in Bid, provided that the Offeror notifies the County of the Mistake in Bid, specifying in detail the mistake and how the mistake occurred, within five (5) business days.

1.7.1. A mistake in bid (“Mistake in Bid”) is defined as a mistake that (1) made the bid materially different than the bidder intended it to be, and (2) was made in filling out the bid and not due to error in judgment or to carelessness in inspecting the site of the work, or in reading the requirements.

1.8. Offeror’s submittal of this bid constitutes an offer that, upon County’s acceptance (which may be of some or all of the bid items or lots in accordance with the Basis of Award), forms a binding contract that incorporates the Agreement, along with all other terms of this RFB. Without limiting the foregoing, Offeror agrees to execute revised contract documents reflecting the final contract award and such additional documents and instruments as may be reasonably required by the County in order to carry out the purposes of this RFB and the intentions of the parties.

1.9. By submitting a bid, Offeror agrees to these RFB Instructions and Rules and all other terms of this RFB.

2. QUESTIONS

2.1. Offerors shall direct requests for explanation regarding the RFB or related documents to the Contracting Officer in writing as a question (“Question”). Submit Questions by sending a message to the Contracting Officer through the “Discussions” functionality in BuyNet.

2.2. The County may choose not to respond to Questions received after the date and time stated Schedule.

Offeror is responsible for ensuring that Questions are received by the County.

3. BID FORMAT

3.1. Submit electronic bids as files in .pdf format, except where specified otherwise. For pages other than signature pages, converted and searchable formats are preferred.

3.2. Bids shall be formatted to print on 8-1/2” x 11” page size, with no less than ½” margins and eleven (11) point font and to be suitable for black and white reproduction with no loss of information.

3.3. All bids shall be signed with a handwritten signature by an authorized officer or employee of the Offeror.

3.3.1. Electronic or digital signatures will not be accepted.

3.3.2. Pages requiring signatures must be scanned from an original handwritten signature. If Offerors are unable to submit a .pdf with scanned signatures, Offerors may optionally submit clear pictures of signature pages containing original handwritten signatures.

4. BID ORGANIZATION

4.1. Bids must be submitted using the County forms provided in this RFB and organized in accordance with the Submittal Items in this RFB, accepting the County’s statement of work, terms and conditions, and other requirements without condition. Bids containing modifications, conflicting information, or competing terms may be found non-responsive. Offerors are advised to submit only the requested information.

4.1.1. Content shall be organized to correspond to the applicable exhibit and question or item within each exhibit.

4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.

4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.

4.2. Confidential/Proprietary information:

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4.2.1. The County is a public agency subject to the California Public Records Act, Government Code § 7920.000, et seq. Some or all of the documents submitted in response to this RFB may be subject to disclosure, and the County intends to publish any resulting contracts to its public website.

4.2.2. It is Offeror's responsibility to identify and separate into a "CONFIDENTIAL/PROPRIETARY” exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

4.2.2.1. all confidential information that should be protected from disclosure, including PI (Personal Information), PII (Personally Identifiable Information), or PHI (Protected Health Information), and

4.2.2.2. any proprietary or other information Offeror determines is exempt from disclosure under the California Public Records Act and wishes to protect from disclosure.

4.2.3. The “CONFIDENTIAL/PROPRIETARY” exhibit must be clearly labeled with all pages marked as “CONFIDENTIAL/PROPRIETARY”

4.2.4. Refence material in the “CONFIDENTIAL/PROPRIETARY” exhibit where it is needed to respond to a Submittal Item (for example “See response 1 contained within the “CONFIDENTIAL/PROPRIETARY” exhibit” for staff Social Security numbers”).

4.2.5. If the County determines that a submission improperly designates information as confidential or proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other appropriate action. (Note: pricing and terms and conditions are generally not considered confidential under the California Public Records Act).

4.3. Bid Pricing

4.3.1. Submit bid pricing on the included Exhibit C Payment Schedule. Bid using only the units of measure stated in the Payment Schedule and price each bid item clearly and separately (do not aggregate bid items nor provide more than one price or a range of prices per item).

4.3.1.1. Pricing shall not exceed two (2) digits to the right of decimal point (hundredths). If unit pricing exceeds two (2) digits to the right of the decimal point, any digit(s) beyond two

(2) will be dropped and will not be recognized by the County for the purposes of bid evaluation, contract award, or invoicing. The County will only use the first two digits after the decimal points without rounding up or down. If the County calculates a “new” unit price, said unit price will be in favor of the County and may be below the Contractor’s original bid price. The “new” unit price shall prevail over Contractor’s original bid price and shall be used in evaluation of bids, award, and invoicing.

4.3.2. All prices and notations must be clearly legible and in ink or typewritten. No erasures permitted.

Mistakes may be crossed out and corrected and must be initialed in ink by person signing the bid.

4.3.3. Submitted bid prices must be balanced (reflecting the true relative costs of the bid items), and not shift costs from one portion of the work to another portion of the work so as to place doubt on whether the bid will result in the lowest overall cost to the County or be tantamount to allowing an advance payment.

4.3.4. Unless otherwise specified, all prices shall be F.O.B. destination.

4.3.5. Prices shall include all freight and/or delivery charges, unless freight or delivery charges are separately itemized or otherwise allowed for in the Payment Schedule.

4.3.6. Unless otherwise specified, prices bid herein should NOT include California sales/use tax or Federal excise tax. The County generally is required to pay California sales/use tax, and it should be shown as a separate item on invoices. The County is exempt from payment of Federal excise tax. It must NOT be included in invoices.

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4.3.7. You may offer payment terms more favorable to the County than NET 30, which the County may or may not accept at its sole discretion. Do not calculate such prompt payment discounts into your bid prices. Prompt payment discounts will not be considered in evaluation of bids to determine low bidder.

4.3.8. Prices shall be fixed during the performance of the Agreement and not subject to adjustment except as explicitly set forth in the Agreement. Bidder accepts the risk of any changes to bidder’s costs during the term of the Agreement.

4.3.9. Estimated quantities may be included in the Payment Schedule, and are provided solely for evaluation of bids. They represent approximate anticipated use based on historical consumption or other estimates. If the County’s actual requirements do not result in orders in the quantities described as estimated in the Payment Schedule, that fact shall not entitle the successful bidder(s) to price adjustment or other relief.

5. BID EVALUATION

5.1. Award will be made to the lowest priced responsive bid(s) from a responsible bidder(s). The determination of lowest price shall include the application of the Small-Local Business preference, when applicable.

5.1.1. Award may be based on total bid amount, distinct lots, or individual items (“Basis of Award”).

5.1.2. In the event of a conflict between a unit price bid and the extended price, the unit price will prevail unless the conflict is a result of a Mistake in Bid. In that event, the bid will be rejected as non-responsive.

5.1.3. In the event of a tie bid between responsible bidders, award will be by random selection through a process determined by County and observable by the bidders involved in the tie.Should one or more of the bidders involved in the tie be a Small-Local Business, award will be made as described in 5.2 below.

5.2. Small-Local Business preference: In accordance with Section 405 of the San Diego County Code of Administrative Ordinances, when evaluating bids, the County will give a fifteen percent (15%) price preference to offerors that meet the definition of a Small-Local Business set forth in Board Policy B-53 and that have completed the Small-Local Business Self-Certification Form.

In accordance with Section 405 of the San Diego County Code of Administrative Ordinances, fifteen percent (15%) or one hundred and fifty thousand dollars ($150,000), whichever is less (“Price Adjustment”), shall be subtracted from the bid price of any Small-Local Business being evaluated for award (“Adjusted Price”). A Small-Local Business’s Adjusted Price shall be the basis for evaluating the bid’s price. In the event that one Small-Local Business is involved in a tie for the lowest responsible bidder, the Small-Local Business shall be awarded the contract. In the event that more than one Small-Local Business is involved in a tie for the lowest responsible bidder, the County shall randomly select among those Small-Local Businesses for contract award.

5.3. RESERVED

5.4. Brand Name or Equal

5.4.1. If items in this RFB have been identified as brand name “or equal,” such identification establishes a quality standard and is not intended to limit competition. Other brands will be considered for award if their products are determined by the County to be of equal or greater quality and to meet the County’s requirements.

5.4.1.1. Bidder shall clearly identify the brand name of items that are not of the brand specified by the County. Bids shall be considered as offering the specified brand unless otherwise indicated in the bid.

5.4.2. The County’s evaluation as to equality of a product offered by a different brand shall be based upon the information furnished in the bid, as well as other information known to the County. It is the Offeror’s responsibility to provide sufficient information for evaluation.

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5.4.2.1. If Offeror proposes to modify a product so as to make it conform to the requirements, bidder shall include in the bid a clear description of such modifications.

5.4.2.2. Modifications proposed after bid submission will not be considered.

5.5. In evaluating an Offeror’s ability to satisfy the requirements of this RFB and any resulting contract, the County may also consider any parent, subsidiary, or related legal entity of Offeror, including, without limitation, a legal entity that Offeror acquired or merged with or will use as a guarantor in providing services to the County.

6. EVALUATION AND SELECTION PROCESS

6.1. Bids received timely will be opened publicly following the due date and time.

6.2. Bids received and the abstract of responses will be posted to BuyNet after the bid opening.

6.3. The posted bid opening abstract of responses serves as Notice of Intent to Award (“NOI”) to the apparent low bidder(s).

6.3.1. The County may rescind or modify the NOI at any time if the County otherwise determines that it is in its best interest to do so.

6.4. The County will evaluate bids received for conformance to the requirements of this RFB through a pre-award survey process. As a result of the pre-award survey, the County may determine that a bid is non-responsive to the County’s bid requirements or was submitted by a non-responsible bidder.

6.4.1. The County reserves the right to perform a pre-award survey to determine whether a bidder is responsible (possessing the attributes of trustworthiness, quality, fitness, capacity, and experience to satisfactorily perform the contract) and whether a bid is responsive (conforming with material bid requirements).

6.4.2. As part of the pre-award survey, the County reserves the right to request clarification of and/or additional information (“Clarification”) from Offerors.

6.4.3. The Contracting Officer will determine the appropriate means of Clarification. The County is not obligated to seek Clarification, so Offerors are advised to submit complete and accurate information in the bid.

6.4.4. The request for Clarification is not an opportunity for a bidder to modify its bid, but only to provide additional information requested by the County to support the pre-award survey.

6.4.5. The County may request that samples be provided as part of the bid process, including with the bid submission, when evaluating proposed equal items, or during the pre-award survey. Samples must be furnished free of expense to the County, prominently marked with the RFB number, and delivered to the location specified by the County. Upon request and where feasible, samples will be returned to bidder at bidder’s expense and risk when the County’s review is complete.

6.4.6. Failure to timely provide requested information or samples may result in a finding of non-responsiveness or non-responsibility based on the information available to the County.

6.4.7. The County may consider information known to the County in addition to the information provided in response to the RFB.

6.4.8. The County has the discretion to treat each lot or line item separately for purposes of evaluation, in accordance with the Basis of Award.

6.4.9. The County has the discretion, but not the obligation, to waive any minor irregularities or deviations from the requirements of the RFB. The County reserves the right to waive a variation in specification if the County determines such variation does not materially change performance.

6.4.10. The County’s determination of responsibility or responsiveness shall be conclusive.

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6.4.11. In the event the County finds an apparent low bid to be non-responsive or to have been submitted by a non-responsible bidder, the County will post a revised NOI.

6.5. If a contract is awarded, the County will award to the lowest responsive, responsible bidder(s) as determined by the County’s evaluation (“Successful Bidder”). Bids are subject to acceptance at any time within 120 days after bid opening. This period may be extended by mutual agreement of County and Offeror.

6.6. The actual timing and sequence of events resulting from this RFB shall ultimately be determined by the County, in its sole discretion. The County may, at any time cancel this RFB, reject all bids, restart evaluations, or correct any deficiencies in the procurement process or evaluation.

7. RELEASE OF INFORMATION

7.1. The County has the right to withhold all information regarding this procurement (other than information disclosed through public bid opening) until after contract award, including, but not limited to, the County pre-award survey and results thereof. Information releasable after award is subject to the disclosure requirements and withholding exemptions of the California Public Records Act

8. PROTEST PROCEDURE

8.1. Board Policy A-97 sets forth the procedures for the filing and resolution of protests related to this RFB.

Board Policy A-97 is available from the Clerk of the Board, 1600 Pacific Highway, San Diego, CA 92101, or on the County’s website at https://www.sandiegocounty.gov/content/sdc/cob/ocd.html.

8.2. All protests must be filed in accordance with Board Policy A-97, which requires, among other things, that a protest must be filed timely, be submitted in writing to the Contracting Officer identified in the solicitation package, and be based on a protestable action and established grounds for protest.

9. COUNTY COMMITMENT

9.1. This RFB does not commit the County to award a contract, nor does it commit the County to pay any of Offeror’s costs incurred in the preparation or submission of the bid. Further, no reimbursable cost may be incurred in anticipation of a contract award.

9.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFB or these procedures (other than those arising under a definitive contract with Offeror in accordance with the terms thereof).

9.3. The County reserves the right to separately procure the same or similar goods or services.

9.4. Pursuant to County Charter §§ 703.10 and 916, award of a contract resulting from this RFB may be subject to the County’s requirement to determine that the services can be provided more economically and efficiently by an independent contractor than by persons employed in the Classified Service

9.5. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves the right to award a contract to a resulting entity.

10. DILIGENCE AND DUTY TO INQUIRE

10.1. Should an Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFB or related documents, Offeror shall have a duty to submit a Question to the County.

10.2. Offerors are expected to perform reasonable due diligence with regard to this RFB and the work required, including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable, information that can be obtained during a site visit (including verification of measurements, conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or other relief based upon information that was discovered or should have been discovered through due diligence.

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10.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any diligence material or other information provided by the County or any of its agents, representatives, contractors or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or may not prove to be correct.

10.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFB, except as explicitly provided for in this RFB.

11. OFFEROR COMMUNICATIONS

11.1. All communications from the Offeror (including its employees, agents, and representatives) to the County or its officers and employees (including consultants working on or assisting with this procurement), related to this RFB or the Offeror’s bid, must be directed in writing exclusively to the Contracting Officer, unless otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFB or by law. Any improper contact may, at the County’s sole discretion, cause the Offeror to be removed from consideration for contract award.

11.2. If Offeror issues any public announcement, or otherwise engages in communication that, in the County’s sole determination, compromises the integrity of this RFB process or attempts to restrain competition, Offeror may be removed from consideration for award.

11.3. Audio and/or video recording of pre-bid conferences, presentations, discussions, negotiations, debriefings, or other communications with the County regarding this RFB are prohibited, unless specifically authorized in writing by the Contracting Officer.

12. SOLICITING EMPLOYEES

12.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the County’s employ in order to accept employment with the Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with the Offeror without prior written approval of the County’s Contracting Officer. This paragraph does not prevent the employment by an Offeror of a County employee who has initiated contact with the Offeror.

13. PROHIBITED CONTRACTS AND SUBCONTRACTS

13.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract with, and shall reject any bid or proposal submitted by the person or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract:

13.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the governing body;

13.1.2. Profit making firms or businesses in which employees described in subsection 13.1.1 serve as officers, principals, partners or major shareholders;

13.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of subsection 13.1.1, and who (1) were employed in positions of substantial responsibility in the area of service to be performed by the contract, or (2) participated in any way in developing the contract or its service specifications; and

13.1.4. Profit making firms or businesses in which the former employees described in subsection 13.1.3 serve as officers, principals, partners or major shareholders.

13.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or ownership relationship exists, unless specifically authorized by the Board of Supervisors.

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13.3. Offeror certifies that if awarded a contract under this RFB, such contract will be in compliance with Sections 13.1 and 13.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these provisions.

14. CALIFORNIA REVENUE & TAXATION CODE § 18662

14.1. In compliance with California Revenue and Taxation Code § 18662, if Offeror is a non-resident of California (out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment from the County, new suppliers, or suppliers with expired forms or forms with incorrect information, must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

14.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If Offeror has already received a waiver or a reduced withholding response from the State of California and the response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board websites, listed below, for tax forms and relevant information regarding non-resident withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak with their tax advisers and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/

14.3. If selected for award, the Offeror must submit applicable forms to the Auditor & Controller via fax, at

(858) 694-2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code § 18662” must appear on fax cover sheet and/or the outside of the mailing envelope.

15. W-9 FORM

15.1. If selected for award, the Offeror must complete and submit a W-9 form if a current form is not on file with the County.

16. PREVAILING WAGE

16.1. The County’s public works projects are subject to compliance monitoring and enforcement by the California Department of Industrial Relations (DIR), in accordance with Labor Code § 1771.4(a)(1). A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in Labor Code § 1720, et seq., unless currently registered and qualified to perform public work pursuant to Labor Code § 1725.5, all as more particularly described in Labor Code § 1771.1(a). The Offeror who is ultimately selected shall post all notices required by and pursuant to Labor Code § 1771.4(a)(2) at the job site, whether or not the County also posts these notices.

C. (RESERVED)

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D. SUBMITTAL ITEMS

Offeror shall provide the requested supplemental information in response to the following Submittal Items in support of the County’s pre-award survey evaluation of responsiveness and responsibility. The failure to respond to all of the following Submittal Items may be grounds for the County to find the bid non-responsive.

Do not include any information in your response to these Submittal Items that modifies or conflicts with the requirements of this bid, including the Statement of Work and Agreement.

1) EXHIBIT 1 - REQUIRED FORMS

1.1. Submit a completed and signed Offeror’s Cover Page (PC600) form

Required for all Offerors located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf

1.2. Submit a completed and signed Representations and Certifications form (PC601)

Required for all Offerors located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

1.3. Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

Required if claiming Small-Local Business Preference; All other Offerors are encouraged to complete this form to support County data collection.

located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf

1.4. As this contract is an indefinite delivery/indefinite quantity contract, Small-Local Business Subcontractor Participation Requirements as set forth in Board Policy B-53 apply at the time of task order issuance, based on the value of an individual task order. Offeror does not need to submit a Small-Local Business Subcontractor Utilization Plan with its submittal. The draft agreement contains a link to the form the successful offeror must use to submit its Small-Local Business Subcontractor Utilization Plan for individual task orders. Where the value of services for a task order exceeds $1 million in annual value, the successful offeror must demonstrate that it (i) will either meet or exceed a 3% Small-Local Business Subcontractor Participation Requirement or show a good faith effort to do so, or (ii) is exempt from the Small-Local Business Subcontractor Participation Requirements.

1.5. Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

Required if submitting Confidential/Proprietary Information (see RFB Instructions and Rules section 4.2) located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

2) EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT

2.1. Additional Supporting information is not required for this RFB. Do not submit any additional information other than the required bid forms.

3) EXHIBIT 3 - COST/PRICE EXHIBIT

3.1. Submit a completed Payment Schedule

4) EXHIBIT 5 – CONFIDENTIAL PROPRIETARY

5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFB Instructions and Rules section 4.2

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E. REQUIRED FORMS

(RESERVED)

F. EXHIBIT A - STATEMENT OF WORK.

1. Scope of Work

1.1 Contractor shall furnish all supplies, material, labor, labor supervision, tools, transportation, travel time, equipment, and lubricants necessary to provide as-needed water-based fire protection systems maintenance & repair services which shall include maintenance, repairs, and inspection.

1.2 Contractor shall inspect, test, clean, maintain, repair, install, or replace part of or whole water-based fire protection systems. Service scope shall include:

1.2.1 Fire protection systems maintenance, installation, repair, inspection, and support in County facilities and grounds. New building construction shall not be part of this scope.

1.2.2 Periodic certification of the water-based fire protection systems to comply with the Authority

Having Jurisdiction.

2. Service Areas, Facilities, and Hours of Operation

2.1 Geographical Service Coverage. Contractor shall provide as needed water-based fire protection systems maintenance & repair services at various County locations throughout the County of San Diego.

2.2 Facilities. County Administration, Center, County Operations Center, Regional Centers, Sheriff Detention

Facilities, Sheriff Stations, Juvenile Detention Facilities, County Libraries, Parks, Museums, County Airports, Health Services Facilities, Hospitals & Skilled Nursing Facilities, and other County Facilities as needed.

2.3 Hours of Operation. Unless otherwise specified, Contractor shall provide the services during Regular

Time Hours, Monday through Friday from the hours of 6:00 am to 6:00 pm.

2.4 Overtime Hours. Contractor labor outside of Regular Time Hours must be pre-authorized by the COR or the site Building Maintenance Supervisor (BMS).

2.5 County Holidays. Unless specifically requested by the COR, or it is an urgent service request contractor shall limit non-service days to any or all holidays observed by the County. The following days are County observed holidays:

2.5.1 New Year's Day (January 1st);

2.5.2 Martin Luther King, Jr. Day (3rd Monday in January);

2.5.3 Presidents' Day (3rd Monday in February);

2.5.4 Farmworkers Day (March 31st);

2.5.5 Memorial Day (Last Monday in May);

2.5.6 Juneteenth (3rd Monday in June)

2.5.7 Independence Day (July 4th);

2.5.8 Labor Day (1st Monday in September);

2.5.9 Veteran’s Day (November 11th);

2.5.10 Thanksgiving Day (4th Thursday in November);

2.5.11 Day after Thanksgiving (4th Friday in November);

2.5.12 Christmas Day (December 25th)

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3. Definitions

3.1 Water-Based Fire Protection System. Water-Based Fire Protection System is a networks of piping, valves, and discharge nozzles supplied by a reliable, automatic water source (like municipal mains, tanks, or fire pumps) designed to automatically detect, control, or extinguish a fire by discharging water.

3.2 Service Call. A request made by the BMS or designee to the Contractor to visit a site for urgent repairs, inspection or to provide a cost proposal for work.

3.3 Urgent. Any serious or unexpected situation requiring immediate response and action such safety hazards, total power loss, loss of critical systems, electrical shocks, broken switch gears/panels, interruption to County’s business, or as directed by the COR.

3.4 Assignment Statement of Work. Detailed description of the repair or work and its requirements for each Task Order

3.5 Cost Proposal. A detailed document outlining the estimated pricing for the requested repair or work that includes a detailed cost breakdown, scope of work, timeline, and assumptions & exclusions.

3.6 Qualified Personnel. Individuals who hold and maintain a Class C-16 Fire Protection License issued by the California State License Board (CSLB), for the entirety of the contract, and are experienced in NFPA 25 standards. Contractor shall provide proof that their staff performing the work under this Contract have obtained the appropriate credentials. No work shall occur under this Contract without a Qualified Person present at the site at all times, unless previously approved in writing by the COR.

3.7 Task Order. How a job is assigned to the Contractor; Task Orders are issued on an as-needed basis.

3.8 Work. Any repair, installation, and services required by the Task Order documents, whether completed or partially completed, and includes all other labor, materials, equipment, and services provided or will be provided by the Contractor to fulfill the Contractor’s obligations. The work may constitute the whole or a part of the work as outlined in the Project.

4. License Requirements

4.1 Contractor must carry an active Classification C-16 Fire Protection Contractor License issued by the

California Contractors State License Board (CSLB). Any change to the current Contractor’s CSLB license status muse be reported to the COR immediately. Failure to maintain this current and valid license will result in immediate termination of the Contract.

4.2 Contractor must maintain current registration with the State of California Department of Industrial Relations (DIR) for the entirety of the contract. Failure to maintain this registration will result in immediate termination of the contract.

5. Compliance

5.1 Contractor shall comply with The National Fire Protection Association (NFPA) 25 California Edition, NFPA 13, NFPA 105, NFPA 80, NFPA 72, and all applicable State and local laws, codes, rules, and regulations.

5.2 All work shall be performed in compliance with all State and County Stormwater policies.

5.3 Best Management Practices (BMP's), which relates to schedules of activities, prohibitions of practices, general good housekeeping practices, pollution prevention and educational practices, maintenance procedures, and other management practices to prevent or reduce, to the maximum extent practicable, the discharge of pollutants directly or indirectly to waters of the United States, shall be adhered to at all times as applicable. Contractor shall be responsible for maintaining compliance with the County’s Jurisdictional Urban Runoff Management Program (JURMP) and applicable Ordinances.

6. General Service Requirements

6.1 Task Orders will be issued on an as-needed basis for each specific required service, that might include applying for any permits, if required, developing schedules and detailed cost proposals, procure supplies, materials, parts, and equipment.

6.2 Contractor shall provide all labor, management, supervision, supplies, materials, parts, equipment, transportation, and subcontractors required to properly perform the work described in the Task Order.

6.3 Urgent & Non-Urgent Service Calls:

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6.3.1 The Contractor must be able to physically respond, at the site, to non-urgent service requests within twenty-four (24) hours.

6.3.2 The Contractor shall provide response to urgent service requests, on a 24-hour-a-day, 7-day-a-week basis.

6.3.3 Response time at the site to urgent service requests during Regular Time Hours shall not be more than one (1) hour.

6.3.4 Response time at the site to urgent service requests outside of Regular Time Hours shall not be more than two (2) hours.

6.4 Work shall be coordinated with the BMS, building occupants, and third-party contractors, if needed, to ensure the least interruption to the site business operations, this might result with work being performed outside of Regular Time Hours.

6.5 Contractor personnel responding to a service call or arriving at site to perform work under a Task Order shall check in and out with the BMS.

6.6 The County will supply the Contractor with power and water for the delivering the work outlined in each Task Order Statement of Work.

6.6.1 The County may provide some or all materials for a specific work assignment

6.7 Contractor shall manage all its personnel, subcontractors performing services or work on site, in addition to all suppliers, and coordinate the delivery of all materials needed for each Task Order.

6.8 The COR or the BMS can approve or reject any methods, materials, or equipment used by the Contractor.

6.9 Contractor shall inspect and test the work to ensure it is in compliance with the Task Order Statement of

Work, the Contract, industry standards, and applicable laws, codes, rules, and regulations.

6.10 Contractor shall provide quality control testing and inspection services as required by the Contract, and/or

Task Order Statement of Work.

6.11 The County may engage a third-party quality assurance, testing, inspection, or commissioning service provider(s). The Contractor shall cooperate with the assigned third-party service provider and coordinate the scheduling of field inspection, testing and/or commissioning as required with no additional cost to the County.

6.12 Contractor shall provide recommendations for design changes or obsolete parts or equipment replacement to ensure systems readiness, efficiency, and cost savings.

7. Specific Service Requirements

7.1 Contractor shall provide all labor, staffing, supervision, transportation, materials, supplies, parts, tools, and equipment necessary to service all fire protection systems in County sites.

7.2 Contractor Shall:

7.2.1 Repair and test fire pumps and controls;

7.2.2 Conduct performance testing for the fire pumps;

7.2.3 Inspect and repair fire sprinkler backflow units;

7.2.4 Perform Fire sprinkler system end-of-line drain flush;

7.2.5 Provide and install all inspection tags, calculation cards, labels, plaques, signs, or stickers required;

7.2.6 Provide installation, repair, and maintenance of fire risers, Post Indicator Valves (PIVs), Outside

Screw and Yoke (OS&Y) Tampers, fire inspectors valves, sprinkler heads, fire pumps, main drains, gauges, fire department connections, alarm bells (water or electrically operated), tamper switches, piping, and any other related appliances or appurtenances;

7.2.7 Perform minor electrical work to include power supplies outlets, necessary additional circuits, and breakers related to a given project or task;

7.2.8 Install power supplies, 120vac circuits, conduits, fittings, boxes, enclosures cabling, and any other necessary hardware;

7.2.9 Perform annual, and semi-annual inspection and testing of Fire Damper, Fire Smoke Control Door Assemblies, or other related systems in accordance with the above-listed NFPA, The Joint Commission, and HCAI listings;

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7.2.10 Repair, replacement, maintain, and install Fire Damper systems, located in various county facilities;

7.2.11 Provide a detailed report to include damper locations, type, number, passed, failed, explanation of failure, fully open, fully closed, latch operation, fusible link removed, and moving parts have been lubricated;

7.2.12 Provide a digital photograph of each damper, door, or other assembly fully open and closed;

7.2.13 If no access is available to a device, provide COR with a cost estimate for the installation of an approved access panel;

7.2.14 Identify on the facility drawings any device found but not on the drawings;

7.2.15 All assemblies must be returned to their normal positions after testing has been completed;

7.2.16 All chains, cables, hinges, or ropes shall be inspected for excessive wear, stretching, degradation, and binding;

7.2.17 Ensure that the services are completed on time and be responsible for the overall schedule for any work on the electrical system portion of the project;

7.2.18 All inspection reports will be submitted to the County within ten business days of the completion of the inspection unless otherwise approved by the COR;

7.2.19 Coordinate, manage, and document required meetings for any given TO, including maintaining required documentation;

7.2.20 Review and comment on feasibility, constructability, and compatibility of proposed solutions for any repaired or revised electrical installations;

7.2.21 Prepare drawings and specifications as required for the prosecution of the Contractor’s work.

Drawings shall be prepared so that they are legible when reproduced on 11” x 17” paper with enough margin on the left border so that binding does not obscure any information. Specifications shall be prepared in Word format for double-sided reproduction on 8 ½ “x 11” paper;

7.2.22 Remove and dispose of all waste from the work site. Handling and disposal of all waste shall be conducted by the Contractor according to all most recent federal, state, and local health and environmental regulations;

7.2.23 Conduct training on the operation and maintenance of specified systems for County’s staff;

7.2.24 Perform Final Clean-Up. Contractor shall leave the work site in a clean and neat condition;

7.2.24.1 All debris generated by the Contractor’s performance of the services, including all discarded parts or materials, shall be removed from the work site upon completion of services each day, hauled away, and legally disposed of by the Contractor, according to all local, State, and Federal laws.

7.2.24.2 If the work site is not left in a clean and neat condition, the Contractor shall be called back to clean the work site as required at its sole expense.

7.2.24.3 No invoice shall be paid unless the site has been cleaned to the satisfaction of the BMS or the COR.

7.2.24.4 Contractor shall be responsible for the disposal of all used building/construction materials. Materials must be disposed of in a manner consistent with all State and local laws and regulations.

7.2.25 Contractor must provide to the County all hazardous materials manifest and any other required documentation.

7.3 Service and/or work performed under each Task Order shall be covered with a one (a) year warranty for workmanship and installation starting from the date of acceptance of work by the BMS.

7.3.1 Warranty shall include periodic site inspections; development of defective, uncompleted, or missing items/work lists, coordinating warranty repairs, handing over of work at the end of the warranty to the County or to a designated third-party service provider.

7.3.2 All parts and labor supplied by the Contractor for maintenance and repairs shall have a warranty of a minimum six months, or as prescribed by the manufacturer, whichever is greater. Failures

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7.3.3 The County reserves the right to furnish any or all fixtures and parts for a particular Task Order.

The Contractor shall still be required to warranty workmanship and installation for one year.

7.4 Work is subject to inspection and acceptance by the BMS or the COR designee.

7.4.1 The BMS, COR designee, or the COR shall have the ultimate responsibility and authority to determine and confirm whether the Contractor delivered the work and service to the satisfactory level as outlined in each Task Order Statement of Work.

7.4.2 Any work that requires correction shall be at the…