RFP 134 - Rentals of Heavy Equipment.docx

Contra Costa County

Request for Proposals (RFP) For

RENTALS OF HEAVY EQUIPMENT

Solicitation: RFP_F-CONTR-0000000134 Release Date: 10/07/2025 Proposal Due Date: 10/28/2025

NO LATER THAN 3:00 P.M. PDT

Contact: Chris Hu, Buyer II

CONTRA COSTA COUNTY

PURCHASING SERVICES

40 MUIR ROAD, 2ND FLOOR

MARTINEZ, CALIFORNIA 94553

General Information:

The Contra Costa County Public Works Department (County) is requesting proposals from experienced Proposers to provide rentals of heavy equipment as further described in the Scope of Work under Section IV. The County intends to award at least one (1) contract to qualified and experienced Proposers.

Proposal Submission:

Proposal Submission:

Proposals will not be accepted after the date and time stated above. Incomplete proposal(s) that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the County to award a contract, nor is the County liable for any costs incurred by the Proposer in the preparation and submittal of proposals for the subject work. The County retains the right to award all or parts of this contract to several Proposer, to not select any Proposers, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the Proposer has read the RFP and understands all the requirements and conditions.

Questions:

All questions regarding the proposal will be accepted through the BidNet website only. The deadline for submitting questions for this RFP is on or before October 28, 2025, no later than 3:00 PM PDT. All questions will be answered and disseminated to those registered on the BidNet website. Contact customer service if you need technical assistance with any part of the bid process; support@bidnet.com or call (800) 835-4603.

Pre-Bid Conference:

There is no pre-bid conference for this RFP.

Table of Contents Page

· Exhibit C – Customer References

· Exhibit D – Anti-Collusion Statement

· Exhibit E – CCC Business Opportunities Registration

Section I: Introduction

A. Purpose The purpose of this RFP is to solicit proposals from Proposers to provide rentals of heavy equipment as further described in the Scope of Work under Section IV of this RFP.

B. Background The County is seeking qualified Proposers to provide rentals of heavy equipment for County maintenance crews to perform various routine road, flood control, and airport maintenance repairs, such as, but not limited to, pavement repairs and replacement, crack seal, slurry seal, skin patching, asphalt concrete cold planing, pavement leveling, shoulder widening, hot mix asphalt paving, storm damage repair work, rock slope protection, slope stabilization, culvert repair work, and concrete structure repair work.

Contra Costa County is situated within the Northern East Bay Area of California. Most of the County’s population is located along the urban corridors of state highways 4 and 24 and interstates 80 and 680. Contra Costa County is comprised of 716 square miles of land and 88 square miles of waterway with its population exceeding 1,000,000 residents. Contra Costa County also owns, operates, and maintains bridges, dams, 660 miles of road and 150 miles of streams, channels and other drainage facilities as well as maintains 93 County buildings. For more information on the County of Contra Costa, visit our website at: http://www.contracosta.ca.gov/.

C. Period of Agreement The contract(s) term will be three (3) years with the option of two (2) one-year extensions, exercised at the sole discretion of the County. The total potential contract term will be five (5) years.

D. Calendar of Events

RFP Release date

October 07, 2025

Last date to submit written questions

October 21, 2025, no later than 3:00 P.M. PDT

RFP due date

October 28, 2025, no later than 3:00 P.M. PDT

E. Correspondence As of the issuance of this RFP, Proposers are specifically directed not to contact County personnel for meetings, conferences or technical discussions related to this RFP. Questions to this RFP must be submitted via BidNet website. Failure to adhere to this policy may result in disqualification of the Proposer.

F. Addenda Knowledge All Proposers shall acknowledge receipt of any amendments to this bid event by returning a signed hard copy with the bid. Failure to acknowledge receipt of any amendments may render the proposal to be non-responsive. Changes to this bid event shall be issued only by the County. See attachment A.

Section II: Requirements and Qualifications

The following are minimum qualifications that the Proposer must meet for their proposal submittal to be eligible for evaluation.

A. The Proposer shall be regularly and continuously engaged in the business of providing lease of heavy equipment for at least five (5) years.

B. The Proposer shall adhere to all current applicable federal, state, and local laws, codes and ordinances.

C. The Proposer shall be a factory authorized dealer of equipment to be leased.

D. The Proposer shall have a proven history of successful delivery of services

E. The Proposer shall provide three references for similar services

F. The Proposer shall furnish quality heavy equipment free of defects.

Section III: Instructions to Proposers

All proposals shall include the following information, organized as separate section of the proposal. The proposal should be concise and to the point.

A. Format Proposers shall submit proposals which are concise, and which specifically respond to the specifications posted in this RFP. Each Proposer shall submit the following documents:

a. Cover Letter – Signed by an authorized representative of the company

b. Proposal – within a maximum of 15 pages, no smaller than 12-point font, describe specific capabilities, experience, approaches and proposed methodologies that demonstrate a clear understanding of the nature of the work to be performed described in Section IV under Scope of work

c. Statement of Experience – See Exhibit A

d. Price Proposal – See Exhibit B

e. Customer References – See Exhibit C

f. Anti-Collusion Statement – See Exhibit D

g. Contra Costa County Business Opportunity Registration Form – See Exhibit E

h. Addenda Acknowledgement – See Attachment A

i. Federal, State, and local permits and licenses

j. Certificate of Insurance with Endorsement Letter

k. W-9

B. Proposal Submission

a. Response to this RFP MUST be submitted electronically through the BidNet website – NO EXCEPTION

b. Late submittals WILL NOT be accepted – NO EXCEPTION

c. Fax submittals WILL NOT be accepted – NO EXCEPTION

C. Customer References Proposers shall provide a minimum of three (3) references. See Exhibit C.

D. Licenses and Permits Proposers shall possess all licenses, registrations and permits required by the State of California and the County of Contra Costa. Such licenses and permits are to be submitted to the County with the proposal or prior to the contract signing date.

E. Proposal Expenses Proposers shall be fully responsible for all costs incurred in the development and submission of this RFP.

F. Proposer Responsibility The Proposer assumes sole responsibility for the complete effort required in submitting a bid proposal in response to this RFP. No special consideration will be given after bid proposals are opened because of a Proposer’s failure to be knowledgeable as to all of the requirements of this RFP.

G. Interpretation Should any discrepancies, omissions, or doubt as to their meaning be found in the RFP specifications or requirements, the Proposer shall notify the County in writing through the BidNet website. The County will send written instructions or addenda to all participants in the RFP process. The County shall not be responsible for oral interpretations.

H. Reservation The County reserves the right to do the following at any time and for its own convenience, at its sole discretion:

· To reject any and all proposals without indicating any reasons for such rejection

· Terminate this RFP and issue a new Request for Proposals anytime thereafter

· Extend any or all deadlines specified in the RFP, including deadlines for accepting proposals by issuing an Addendum at any time prior to the deadline for receipt of responses to the RFP

· Procure any services specified in the RFP by other means

· Disqualify any Proposer on the basis of any real or perceived conflict of interest or evidence of collusion that is disclosed by the proposal or other data available to the County. Such disqualification is at the sole discretion of the County

· Reject the proposal of any Proposer that is in breach of or in default under any other agreement with the County

· Reject any Proposer deemed by the County to be non-responsive, unreliable, unqualified or non-responsible

I. Truth and Accuracy of Representation False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal.

J. Sub-Contract and Assignment The Contract binds the heirs, successors, assigns and representatives of the Proposer. Prior written consent of the County, subject to any required state or federal approval, is required before the Proposer may enter into subcontracts for any work contemplated under the Contract, or before the Proposer may assign the Contract or monies due or to become due, by operation of law or otherwise.

K. Addenda No one is authorized to amend any of these documents in any respect by an oral statement or to make any representation or interpretation in conflict with their provisions. Any changes to these documents will be issued in writing via Addenda to be posted on BidNet website.

L. Addenda Acknowledgement All addenda shall include an acknowledgement of receipt that must be returned. The addenda must be signed and attached to the final response. Failure to attach any addendum may result in the rejection of the response. See Attachment D.

M. Non-Collusion By submitting a signed proposal, Offeror certifies that there has been no collusion with any other Offeror. Reasonable grounds for believing Offeror has an interest in more than one proposal will result in rejection of all proposals in which the Offeror has an interest. Any party to collusion may not be considered in future proposals for the same or similar work. See Exhibit D attached.

Section IV: Scope of Work

The County maintains over 660 miles of roads, 79 miles of creeks and channels, and 29 detention basins and dams throughout Contra Costa County The equipment required for this type of work includes categories of heavy equipment, construction equipment, power equipment, and tools. The County owns some of these types of equipment but seeks to negotiate a rental contract to supplement its existing inventory during times of high demand.

The County’s demand for rental equipment is dependent on variable needs; consequently, the County will rent equipment from the successful bidders on an as-needed basis. This is for heavy equipment rental only. The County has certified operators available to operate the equipment.

The following represents a list of the most commonly rented heavy equipment. Rental of equipment not identified herein may be requested, subject to prior authorization from the County’s designated representative.

Equipment to be rented:

Requirements:

1. Quoted Price Must Include:

· All prices are to be F.O.B. destination. Any freight/delivery charges are to be included

· All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used. There are no exceptions.

· Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

Section V: Evaluation and Selection Process

A. Selection Process All proposals received will be evaluated by an RFP review committee. The following criteria, in no particular order, will be used to determine which Proposer(s) best meets the needs of the County. Proposals will be evaluated based on the following criteria:

1. Overall qualifications and experience with similar projects

2. The availability of equipment included in the proposal

3. Contract understanding, methodology, approach, and implementation plan

4. Ability to ensure timely delivery

5. Total bid amount including tax, delivery, destination, and any other ancillary charges

6. Client References

B. Unit Price vs Extended Price Proposers are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

C. Best and Final Offer (BAFO) The County, at its sole discretion, may request Best and Final Offer (BAFO) from the finalists.

D. Award Agreement Upon completion of the review period, the County shall notify those Proposers who will be considered for further evaluation and negotiation. Any delay caused by the Proposer's failure to respond to direction from the County may lead to a rejection of the Proposal.

If the County determines after further evaluation and negotiation, to award the contract(s), a contract shall be sent to the successful Proposer for the Proposer's signature. No proposal shall be binding upon the County until after the contract is signed by duly authorized representatives of both Proposer and the County, and, if necessary, approved by the Count Board of Supervisors.

E. Proposals are Public Records California Government Code Section 6250, the Public Records Act, defines a public record as any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics. The Public Records Act provides that public records shall be disclosed upon request and that any resident has a right to inspect any public record unless the document is exempted from disclosure.

Unless otherwise compelled by a court order, the County will not disclose any proposal while the County conducts its deliberative process in accordance with the procedures identified in this RFP. However, after the County either awards an agreement to a successful Proposer, or rejects all proposals, the County shall consider each proposal subject to the public disclosure requirements of the California Public Records Act. Each Proposer is hereby informed that, upon submittal of its proposal to the County in accordance with this RFP, the proposal becomes the property of Contra Costa County.

Notice of Intent to Award:

It is the intent of the County to award at least one (1) contract as the result of this RFP to the highest-ranked Proposer(s). The County will notify the successful Proposer(s) in writing and post the results on BidNet website. Unsuccessful Proposers will be notified via BidNet website notification system. It is the responsibility of the Proposer to check their email notification and have an updated email address on BidNet website.

F. Protest

1. Protest Policy Any Proposer who is aggrieved in connection with the solicitation or award of a contract may protest to the Purchasing Agent or designee. The protest shall be submitted in writing to the Purchasing Agent or designee, within five (5) business days after such aggrieved person or company knows or should have known of the facts giving rise thereto. Failure to submit a timely protest shall bar consideration of a protest.

2. Grounds for Protest The protest shall state all grounds claimed for the protest and include supporting documentation. Failure to clearly state the grounds for the protest and provide supporting documentation shall be deemed a waiver of all protest rights.

3. Protest Procedures In the event a dispute arises concerning the proposal process prior to the award of the contract, the party wishing resolution of the dispute shall submit a request in writing to the attention of:

Cindy Shehorn, Purchasing Manager Contra Costa County Public Works Department 40 Muir Road, 2ND Floor Martinez CA, 94553

Section VI: Billing and Invoicing

A. Payment Terms The contract(s) term will be three (3) years with the option of two (2) one-year extensions. Proposers shall submit a correct and complete invoice(s) to the County after the County has accepted the deliverables. Payment terms are Net 30 days or best offer, after receipt of correct invoice. All Proposers MUST accept the payment terms of Contra Costa County.

B. Rates See Exhibit B for the Proposal Price line items. In addition to the rates requested on Exhibit B, Proposers may attach their rate sheet for associated services. Exhibit B must still be completed in its entirety. The County reserves the right to accept or deny rates other than those requested in Exhibit B.

C. Pricing Rental rates listed in Exhibit B Proposal Price are to remain firm fixed for the first (12) twelve months of the contract. Thereafter, the Proposer may request a price adjustment no more than once in any 12-month period. Proposer must submit a request at least three (3) months in advance of the desired effective date and include proper documentation justifying the price adjustment.

Exhibit A: Statement of Experience

SECTION A___________________________________________________________________

Business Name: __________________________________________ Phone #: ____________ Address: ____________________________________________________________________ City: ________________________________________________ State: ________ ZIP: ______ Federal Tax ID #: ____________________________ Business License #: _________________

Business Status:

_____Non Profit Corporation _____Corporation State of Incorporation:_____________________ _____General Partnership _____Limited Partnership _____Sole Proprietorship Other: __________________________ Name and title of an Officer or owner authorized to sign this proposal and any contract with the County that may result.

Name: ________________________________________________ Title: _________________

SECTION B___________________________________________________________________

Number of years in business under present business name: ___________________________ Other Business Name(s): _______________________________________________________ Number of years under prior name if any: _________________________________________

SECTION C___________________________________________________________________

Number of years of experience in providing required, equivalent, or related projects: ______

SECTION D___________________________________________________________________

Similar services/projects completed during the last five years?

Period Services $ Amount Paid Location Agency Name 1 - _________________________________________________________________________ 2 - _________________________________________________________________________ 3 - _________________________________________________________________________ 4 - _________________________________________________________________________ 5 - _________________________________________________________________________

SECTION E___________________________________________________________________

Have you, or your agency failed or refused to complete a contract? _____ YES ____No If yes, explain: _______________________________________________________________

SECTION F___________________________________________________________________

Is your firm authorized to do business in the State of California? _____Yes ________No

SECTION G___________________________________________________________________

Is your firm a State of California registered small business? ______Yes ______No

SECTION H___________________________________________________________________

Is your firm local Business? ______Yes ______No

SECTION I___________________________________________________________________

Explain any litigation similar to the services requested by this proposal involving you, or your agency, or any principle officer(s) thereof:

SECTION J___________________________________________________________________

Has your company filed any written declaration for bankruptcy protection, a potential merger or acquisition, office closure, pending lawsuits, financial loss that might affect your ability to perform under the contract? _________ Yes _________ No (if yes, please explain): ____________________________________________________________________

SECTION K_______________________________________________________________

License Provisions Has your company changed names or license numbers in the past 10 years? If so, please state reason for change. Yes_____ No_____

Reason _________________________________________________________________

SECTION L_______________________________________________________________

List the names and titles of the key personnel who would be assigned to the Project.

SECTION M_______________________________________________________________

List all required business and professional licenses that pertain to this Project:

License Number Type Expiration Date

SECTION N_______________________________________________________________

Do you and your agency agree to provide additional information as required by the County to make an informed determination of qualifications? ______ Yes _____ No

By signing this Statement of Experience, you are certifying that all information provided on this form and contained within your proposal are true, and you acknowledge that if the proposal contains any false statements, the County may declare any contract or agreement made as a result of the proposal to be void.

Signature: _____________________________________________Date: _____________

Authorized Name: _________________________________Title: ___________________ Rentals of Heavy Equipment Solicitation No.: RFP_F-Contr-0000000134 pg. 1

Exhibit B: Bid Price

I have read, understood, and agreed to the terms and conditions of all contents of this RFP. The undersigned agrees to furnish the service stipulated in the RFP as stated.

Exhibit C: Customer References

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Firm Name: _____________________________________________________________

Authorized Name: _______________________________ Title: ___________________

Authorized Signature: ____________________________ Date: __________________

Exhibit D: Anti-Collusion Statement

By signing this form, the Bidder agrees that this quote is made without any other understanding, agreement, or connection with any person, corporation, or firm submitting a quote for the same purpose and that the quote is in all respects fair and without collusion or fraud, IT IS AGREED BY THE UNDERSIGNED BIDDER, THAT THE SIGNING AND DELIVERY OF THE QUOTE REPRESENTS THE BIDDER'S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE FORGOING SPECIFICATIONS AND PROVISIONS, AND IF AWARDED, THIS CONTRACT WILL REPRESENT THE AGREEMENT BETWEEN THE BIDDER AND THE COUNTY.

NAME OF FIRM: ______________________________________________________________

[Sign in ink in the space provided below]

SIGNED BY: _________________________________________________________________

TITLE: ______________________________________________________________________

ADDRESS: __________________________________________________________________

CITY & STATE: _______________________________________________________________

TELEPHONE: _________________________________________________________________

Exhibit E: CCC Business Opportunities Registration

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See Attached

Attachment A: Addenda Acknowledgement

TO BE RETURNED WITH REQUEST FOR PROPOSAL

RFP No.: _______________ Title: ________________________________________________

ADDENDUM ACKNOWLEDGEMENT (Please initial for addendums received)

Company Name: _____________________________________________________________

Contact Name: _______________________________________________________________

Email Address: ____________________________________________ Phone No.: _________

Address:____________________________________________________________________

Authorized Signature: _________________________________________________________

Date: _______________________________________________________________________

Attachment B: CCC General Conditions

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See Attached image1.png