RFP_F-Contr-00000000109 - AV Update - final to post.docx

BID RFP_F-Contr-00000000109

REQUEST FOR PROPOSAL

AUDIO VISUAL EQUIPMENT AT

CONFERENCE ROOM

FOR

DEPARTMENT OF CONSERVATION & DEVELOPMENT

PROPOSAL DUE DATE: SEPTEMBER 18, 2025

BY 3:00 PM

CONTRA COSTA COUNTY

PURCHASING SERVICES

ANNE ORTIZ, BUYER II

40 MUIR ROAD, 2ND FLOOR

MARTINEZ, CA 94553

General Information:

The Contra Costa County Department of Conservation and Development (“County”) is seeking qualified applicants to provide Audio Visual Equipment at Conference Room

Proposal Submission:

30 Muir Road, Martinez CA 94553

Proposal Submission:

· Response to this RFP MUST be submitted electronically through the Bidnet Direct website - NO EXCEPTIONS.

Proposals will not be accepted after the date and time stated above. Incomplete proposals or proposals 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 part of this contract to several bidders, to not select any bidders, 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 this RFP will be accepted through the Bidnet Direct website only. The deadline for submitting questions is on or before September 11, 2025 no later than 3:00 PM PST. All questions will be answered by posting on the Bidnet Direct website. Please contact customer service if you need technical assistance with any part of the bid process at support@bidnet.com or call 800-835-4603.

Table of Contents

· Exhibit E – CCC Business Opportunity Registration

Section I: Introduction

A. Purpose The Contra Costa County Department of Conservation and Development (“County”) is seeking proposals from all interested and qualified bidders for the purchase, delivery and installation of Audio Visual (“AV”) Systems Equipment for the existing meeting room known as the ZA Room located at 30 Muir Road, Martinez. Bidders are requested to provide bids to supply the equipment and related services outlined in this document. In addition to the installation of the AV equipment, the successful bidder (s) will be expected to provide the County with ongoing maintenance, support, and training services on the equipment, hardware and software for a minimum term of five (5)-years.

The qualified bidder must demonstrate experience in installing interactive AV environments that includes hybrid setups. Bidders shall have a minimum of five (5) years experience with the assembly, installation and support of both AV and production systems of similar or greater complexity to those identified in this Request for Proposal. Bidders shall maintain permanent service and support facilities within (90) miles of the project site. Prospective bidder shall only submit one proposal per firm.

All proposals shall include pricing for the items described in Section IV Scope of Work

The County intends to issue a contract to the bidder(s) selected.

Please note that a mandatory site visit is scheduled on the following date and time. Prospective bidders who wish for their bids to be considered must have a representative present during this meeting. Representatives will be asked sign in upon arrival for attendance tracking purposes.

Thursday, September 4, 2025

10:30 AM

Address: 30 Muir Road Martinez, CA 94553

B. Background Contra Costa County (“CCC”) was founded in 1850 and is located in the north portion of the East Bay region, with its 19 cities and unincorporated areas. Most of the county’s population is located along the urban corridors of state highways 4 and 24 and interstates 80 and 680. CCC is comprised of 716 square miles of land and 88 square miles of waterway with a population exceeding 1,000,000. CCC 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. The Public Works Department is one of the largest departments in the County with nineteen (19) divisions. For more information on the County of Contra Costa, visit our website at: http://www.contracosta.ca.gov/.

The Department of Conservation and Development (DCD) issues building permits, reviews development plans, administer housing and conservation programs, and enforces building and zoning codes for Unincorporated Contra Costa County and contract cities. The ZA room hosts the County Planning Commission meetings, Zoning Administrator meetings, as well as other publicly attended hybrid meetings and training.

C. Period of Agreement At minimum a five (5) year contract is being sought to provide ongoing hardware/software maintenance, support and training services. The maintenance should include replacement of hardware in the event of failure.

D. Calendar of Events

RFP Release date August 21st, 2025

30 Muir Road, Martinez CA 94553

Last date to submit written questions September 11, 2025 by 3:00 P.M. PST

RFP due date

September 18, 3:00 P.M. PST

E. Correspondence As for the issuance of this RFP, proposers are specifically directed not to contact County personnel for meetings, conferences, or technical discussions related to it. Questions about this RFP must be submitted via the Bidnet Direct Failure to adhere to this policy may result in the vendor's disqualification.

F. Addenda Knowledge:

All bidders 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 (see attachment A).

Section II: Requirements and Qualifications

The proposal shall include, at a minimum, the following information. Failure to include these items may be grounds for rejection of the proposal.

A. A detailed brochure describing its capabilities in terms of facilities, personnel, experience background, examples of similar installations, distribution arrangements with manufacturers and financial capability.

B. Proof that the contracting firm has at least (5) years’ experience in the assembly and installation of audiovisual systems of similar magnitude and quality specified herein.

C. Credentials of supporting staff who have received current factory certifications from any/all equipment manufacturers whose franchise agreements require it and who meet the following qualifications:

· The supervisor of the work of the section shall have at least five (5) years direct professional experience with devices, equipment, and system installation of the type and scope specified herein.

· All personnel engaged in the installation of this section shall have at least three (3) years direct experience with devices, equipment, and systems installation of the type and scope specified herein.

D. Confirmed attendance at Mandatory Site Visit on Thursday, September 4, 2025 @ 30 Muir Road, Martinez, CA 94553

Section III: Instructions to Proposers

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

A. Format Respondents shall submit proposals which are concise and specifically respond to the specifications posted in this RFP. Each proposal shall be submitted with a cover letter signed by an authorized person and the following documents:

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

2. Executive Summary

3. Proposal – 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.

4. Statement of Experience – See Exhibit A. Please note: It is the Proposer’s sole responsibility to ensure that the firm’s name, and point of contact’s name, title and phone number for each reference is accurate.

5. Resumes of key persons who will be assigned to the project/contract/account.

6. Staffing Plan

7. Anti-Collusion Statement – See Exhibit D

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

9. Addenda Acknowledgement – Attachment A

10. Federal, State, and local permits and licenses, including business registration from the CA Secretary of State

11. Current W-9 form.

12. Certificate of Liability Insurance (COI) and Additional Insured Endorsement Letter if applicable

13. Auto Insurance and Auto Insurance Declaration - Must provide a form of auto insurance and declaration, even if the organization does not have a vehicle. If no organization vehicle, then provide the contact’s auto information if necessary.

14. Workers Compensation Insurance - if no Workers’ Compensation, then completion of Workers’ Compensation Exemption Form certifying no employees to the organization.

B. Proposal Submission

· Response to this RFP MUST be submitted electronically through the Bidnet Direct web site – NO EXCEPTIONS

· Late submittals WILL NOT be accepted – NO EXCEPTIONS

· Fax submittals WILL NOT be accepted – NO EXCEPTIONS

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

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

E. Respondents Responsibility The bidder 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.

F. Interpretation Should any discrepancies, omissions, or doubt as to their meaning be found in the RFP specifications or requirements, the Respondent shall notify the County in writing through the Bidnet Direct 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.

G. Reservations 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 Respondent 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 Respondent that is in breach of or in default under any other agreement with the County

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

H. 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.

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

J. 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 an addendum to be posted on Bidnet Direct website.

K. 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 A.

L. Non-Collusion By submitting a signed proposal, the 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 ZA meeting room is a large space primarily set up for public meetings. The space measures approximately 42’ 10” wide and 36’ 5” deep.

The current environment consists of the following:

· In the front of the room there is a Dais with seating for 7 commissioners.

· At each chair there are network drops, power and wired microphone plugs. Attachment D, picture 1, 18, 20

· VGA and audio jack (input) for the room that will show on the screens. Attachment D, picture 19

· On each side of the room there are drop down projectors with screens that are 105” wide. Attachment D, picture 2, 3, 12, 15

· Behind the Dais there are 2 - 70”TVs mounted to the wall. Attachment D, picture 1, 8, 9

· On the left side of the room:

· There are tables set up for staff, with network drops and plugs for wired microphones, on the floor in front of the staff tables. Attachment D, picture 13

· VGA and audio wall jack (input) for the room that will show on the screens. Attachment D, picture 17

· Center of the room: there are drops for power, network and a wired microphone that is used for the podium. Attachment D, picture 1, 16,

· On the right side of the room:

· VGA and audio wall jack (input) for the room that will show on the screens. Attachment D, picture 21

· Ceiling speakers throughout the conference room. Attachment D, picture 10, 11

· Video input comes from 3 cameras (one at the back above doors, one above the TV’s behind Dais and one on left side above staff table), a PC/laptop that connects via VGA, and a DVD player. The cameras are connected with Cat5e cabling into power injectors in the equipment rack. Attachment D, picture 4, 5, 6

· All devices are controlled via a collection of equipment and control panels in a separate closet.

· An AMX panel to control: turning equipment on and off, projectors, video output, microphone volume, camera position and focus, room speakers and output for the Granicus appliance. All devices are connected such that they can be live streamed via Granicus and viewed on the county website. Attachment D, picture 27

· AMX equipment rack-mounted to translate digital video and audio for streaming through Granicus for the county website. Attachment D, picture 22, 23, 24, 25, 31, 32, 33

· Camera selection is controlled via a Black Magic device that is controlled by software installed on a PC in the AV closet. Attachment D, picture 23, 26, 28, 29

· An NDI device was added to virtualize cameras and microphones so that meetings could operate in hybrid mode and attendees in person can interact with attendees connected via an online conferencing solution. This means that the people in the room can hear and see the people online (if they turn on their camera and unmute themselves) and the people attending virtually can hear and see the meeting in the room.

· Microphones:

· 10 wired microphones - Attachment D, picture 7

· 3 wireless desktop microphones

· 2 Lapel mic

· 2 Handheld wireless mic

· Two network POE switches - Attachment D, picture 30

· Three SoundMate personal listening devices

Many pieces of equipment have experienced issues that have made it difficult to be confident in their reliability for the meetings that need to take place.

The updated environment should consist of the following:

Our expectation is that all outdated not supported equipment is upgraded/replaced to meet current standards. We need the space to be utilized both as a public meeting space utilizing the dais, as well as configured in a roundtable format for collaboration meetings. Cameras and microphones need to be adaptable to different meeting types.

The podium should be able to be moved to different locations in the room depending on the meeting type and still maintain the ability to use a microphone either wired or wireless. The room must support both wired and wireless options.

· Upgrade 3 cameras to a minimum of HD (1080), possibly add 4th. The cameras should be connected with cabling adequate for both POE and NDI specs. Must assess current cabling and recommend remedial changes if needed.

· Add overhead array mics (3 or 4) as well as upgrade wired microphones and wireless microphones to accommodate different meeting room setup and eliminate room echo and noise. Microphones need to be able to be controlled independent of each other.

· Recess the network drops and wired microphone jacks deeper into the floor, so they are not a tripping hazard when being used. The current poor design makes it very easy for these connections to be broken. Their placement was not well thought out and in some cases are directly in the path of foot traffic. Attachment D, picture 13, 16

· Replace current projectors with better quality projectors or possible TV screens if the size can be accommodated.

· Upgrade monitors at the front of the room with higher quality and larger screens.

· Add the ability to have mobile monitors/screen mirror what is being displayed in the room. Equipment might be used on the dais, staff table or at other parts of the room.

· Add a monitor or projector and electric drop down or pull-down screen at the back of the room (where doors are) for viewing from the Dais

· Upgrade control systems for the cameras and audio as well as the ability to control devices from a remote location. Add a control panel in room to turn devices on and off and make it easy for staff to start and stop a meeting (physical or virtual).

· Add HDMI, Display port and USB-C connections on each side of the room, in the center and at the dais, and wireless options to connect computers, tablets or smartphones to screens for presentations.

· Any implementation must work with the Office of Media Communications (CCTV) requirements for streaming meetings; must work with Granicus. Output must accommodate HD output.

· CCTV, DoIT, Public Works, and DCD must be able to perform basic maintenance and configurations on the devices and have a resource for any escalations.

· Support for multiple conferencing solutions such as Zoom, WebEx, Teams, etc, to allow for hybrid meetings.

· Any implementation should include the adoption of NDI technology to connect compatible data switch, cabling and POE.

· Any networking equipment must meet the standards set forth by central IT, DoIT, and the vendor must be able to work with DCD and DoIT regarding connectivity of the room to the rest of the network.

· Integrated room speakers.

· Include Bluetooth pairing options.

The current equipment and the room is used regularly, therefore the downtime of the equipment should not exceed 30 days, ideally 15. We would like a timeline of how long this project will take to complete, including room/equipment downtime.

The vendor shall provide a five-year maintenance agreement that includes SLA timelines to cover the service of hardware and installed software components and all related updates and facilitate the transfer of some or all hardware and software licenses and warrantees on request.

Include all associated costs for installation, programming, testing, and training.

See Attachment D which shows pictures of the ZA room and AV Closet.

Section V: Evaluation and Selection Process A. Selection Criteria All proposals received will be evaluated by an evaluation committee. The following criteria, not listed in the order of importance, will be used to determine which vendor best meets the needs of the County. Proposals will be evaluated based on the following criteria:

1. The qualifications (including, training, licenses, experience, and past performance) of the Proposer and its agents, employees, and sub-contractors in completing projects of a similar type, size, and complexity. The County may consider Proposer's timely and accurate completion of similar projects within budget.

2. The feasibility of the proposal based upon the methodology of the proposed scope of services, and the reasonableness of the schedule of billing rates.

3. The Proposer’s understanding of the work to be completed based upon the clarity of the proposal and responsiveness to this RFP.

4. Cost

5. Customer References B. Award Agreement Upon completion of the review period, the County shall notify those Proposers who may be considered for further evaluation and negotiation. All Proposers so notified may be contacted for an interview and negotiate in good faith in accordance with direction from the County. Any delay caused by 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 Agreement, a contract shall be awarded to the successful Proposer or Proposers. No proposal shall be binding upon the County until a contract is approved by the Board of Supervisors.

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

D. 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 citizen 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 bidder, or rejects all proposals, the County shall consider each proposal subject to the public disclosure requirements of the California Public Records Act. Each bidder 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 E. Notice of Intent to Award:

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

F. Protest Procedures Protest Policy Any bidder or 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.

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.

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 Services Manager Contra Costa County - Public Works Department 255 Glacier Drive Martinez CA, 94553

Section VI: BILLING AND INVOICING

A. Payment Terms The contractor shall submit a correct and complete invoice(s) to the County after services are rendered. Payment terms are Net 90 days, after receipt of correct invoice.

All bidders must accept payment terms of the County.

B. Rates Contractor shall submit Price Proposal - Exhibit B.

C. Pricing Price shall be firm fixed for the duration of the contract.

Exhibit A: Statement of Experience

SECTION A

Business Name: Click or tap here to enter text.

Phone #: Click or tap here to enter text.

Address: Click or tap here to enter text.

City: Click or tap here to enter text.

State: Click or tap here to enter text.

ZIP: Click or tap here to enter text.

Federal Tax ID #: Click or tap here to enter text.

Business License #: Click or tap here to enter text.

Business Status:

☐Non Profit Corporation ☐Corporation State of Incorporation: Click or tap here to enter text.

☐General Partnership ☐Limited Partnership ☐Sole Proprietorship Other: Click or tap here to enter text.

Name and title of an Officer or owner authorized to sign this proposal and any contract with the County that may result.

Name: Click or tap here to enter text.

Title: Click or tap here to enter text.

SECTION B

Number of years in business under present business name: Click or tap here to enter text.

Other Business Name(s): Click or tap here to enter text.

Number of years under prior name if any: Click or tap here to enter text.

SECTION C

Number of years of experience in providing required, equivalent, or related projects: Click or tap here to enter text.

SECTION D

Similar services/projects completed during the last five years?

(City, State) Agency Name

SECTION E

Have you, or your agency failed or refused to complete a contract?

☐YES ☐ No If yes, explain: Click or tap here to enter text.

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?

Small Business Enterprise as defined by the California Government Code, Section 14837, Chapter 3.5 means an independently owned and operated business that is not dominant in its field of operation, the principal office of which is located in California, the officers of which are domiciled in California, and which, together with affiliates, has 100 or fewer employees, and average annual gross receipts of ten million dollars ($10,000,000) or less over the previous three years, or is a manufacturer, as defined in subdivision (c), with 100 or fewer employees. Commencing January 1, 2019, the average annual gross receipts threshold shall be fifteen million dollars ($15,000,000).

☐Yes ☐No

SECTION H

Is your firm local Business?

Principal place of business is located within the boundaries of Contra Costa County.

☐Yes ☐No

SECTION I

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

Click or tap here to enter text.

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):

Click or tap here to enter text.

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 Click or tap here to enter text.

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:

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: __________________________ Audio-Visual Equipment at Conference Room 1 Bid # RFP_F-Contr-00000000109

Exhibit B: price proposal

Please provide a breakdown of all cost to include manufacturer, make, model of all equipment, hardware, and software to be installed.

This breakdown of costs can be provided on a company specific form as long as it adheres to the requirements of information regarding descriptions and pricing information.

Please note the following standard terms and conditions for the county:

· FOB: Destination

· Labor: Can be NON-UNION, but must be prevailing wage

· Payment Terms: Net 90

TBD

Subcontractor Information (If any)

NAME: __________________________________________

DATE: __________________________________________

EMAIL: __________________________________________

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.

SIGNATURE: __________________________________________

NAME: __________________________________________

EMAIL: __________________________________________

Exhibit C: Customer References

Company Name:

Click or tap here to enter text.

Contact Person:

Click or tap here to enter text.

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Company Name:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Company Name:

Contact Person:

Address:

Tel. Number:

Click or tap here to enter text.

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

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

Place Holder See Attached

Attachment A: Addenda Acknowledgement

TO BE RETURNED WITH INVITATION TO BID:

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 Terms and Conditions

1. Compliance with Law. Contractor is subject to and must comply with all applicable federal, state, and local laws and regulations with respect to its performance under this contract, including but not limited to, licensing, employment, and purchasing practices; and wages, hours, and conditions of employment, including nondiscrimination.

2. Inspection. Contractor's performance, place of business, and records pertaining to this contract are subject to monitoring, inspection, review and audit by authorized representatives of the County, the State of California, and the United States Government.

3. Records. Contractor must keep and make available for inspection and copying by authorized representatives of the County, the State of California, and the United States Government, the contractor's regular business records and such additional records pertaining to this contract as may be required by the County.

a. Retention of Records. Contractor must retain all documents pertaining to this contract for five years from the date of submission of contractor's final payment demand or final Cost Report; for any further period that is required by law; and until all federal/state audits are complete and exceptions resolved for this contract's funding period. Upon request, contractor must make these records available to authorized representatives of the County, the State of California, and the United States Government.

b. Access to Books and Records of Contractor, Subcontractor. Pursuant to Section 1861(v)(1) of the Social Security Act, and any regulations promulgated thereunder, contractor must, upon written request and until the expiration of five years after the furnishing of services pursuant to this contract, make available to the County, the Secretary of Health and Human Services, or the Comptroller General, or any of their duly authorized representatives, this contract and books, documents, and records of contractor necessary to certify the nature and extent of all costs and charges hereunder.

Further, if contractor carries out any of the duties of this contract through a subcontract with a value or cost of $10,000 or more over a twelve-month period, such subcontract must contain a clause to the effect that upon written request and until the expiration of five years after the furnishing of services pursuant to such subcontract, the subcontractor must make available to the County, the Secretary, the Comptroller General, or any of their duly authorized representatives, the subcontract and books, documents, and records of the subcontractor necessary to verify the nature and extent of all costs and charges thereunder.

This provision is in addition to any and all other terms regarding the maintenance or retention of records under this contract and is binding on the heirs, successors, assigns and representatives of contractor.

4. Reporting Requirements. Pursuant to Government Code Section 7550, contractor must include in all documents and written reports completed and submitted to County in accordance with this contract, a separate section listing the numbers and dollar amounts of all contracts and subcontracts relating to the preparation of each such document or written report. This section applies only if the Payment Limit of this contract exceeds $5,000.

5. Termination and Cancellation.

a. Written Notice. This contract may be terminated by either party, in its sole discretion, upon thirty-day advance written notice thereof to the other, and may be cancelled immediately by written mutual consent.

b. Failure to Perform. County, upon written notice to contractor, may immediately terminate this contract should contractor fail to perform properly any of its obligations hereunder. In the event of such termination, County may proceed with the work in any reasonable manner it chooses. The cost to County of completing contractor's performance will be deducted from any sum due contractor under this contract, without prejudice to County's rights to recover damages.

c. Cessation of Funding. Notwithstanding any contrary language in Paragraphs 5 and 11, in the event that federal, state, or other non-County funding for this contract ceases, this contract is terminated without notice.

6. Entire Agreement. This contract contains all the terms and conditions agreed upon by the parties. Except as expressly provided herein, no other understanding, oral or otherwise, regarding the subject matter of this contract will be deemed to exist or to bind any of the parties hereto.

7. Further Specifications for Operating Procedures. Detailed specifications of operating procedures and budgets required by this contract, including but not limited to, monitoring, evaluating, auditing, billing, or regulatory changes, may be clarified in a written letter signed by contractor and the department head, or designee, of the county department on whose behalf this contract is made. No written clarification prepared pursuant to this Section will operate as an amendment to, or be considered to be a part of, this contract.

8. Modifications and Amendments.

a. General Amendments. In the event that the total Payment Limit of this contract is less than $100,000 and this contract was executed by the County’s Purchasing Agent, this contract may be modified or amended by a written document executed by contractor and the County’s Purchasing Agent or the Contra Costa County Board of Supervisors, subject to any required state or federal approval. In the event that the total Payment Limit of this contract exceeds $100,000 or this contract was initially approved by the Board of Supervisors, this contract may be modified or amended only by a written document executed by contractor and the Contra Costa County Board of Supervisors or, after Board approval, by its designee, subject to any required state or federal approval.

b. Minor Amendments. The Payment Provisions and the Service Plan may be amended by a written administrative amendment executed by contractor and the County Administrator (or designee), subject to any required state or federal approval, provided that such administrative amendment may not increase the Payment Limit of this contract or reduce the services contractor is obligated to provide pursuant to this contract.

9. Disputes. Disagreements between County and contractor concerning the meaning, requirements, or performance of this contract shall be subject to final written determination by the head of the county department for which this contract is made, or his designee, or in accordance with the applicable procedures (if any) required by the state or federal government.

10. Choice of Law and Personal Jurisdiction.

a. This contract is made in Contra Costa County and is governed by, and must be construed in accordance with, the laws of the State of California.

b. Any action relating to this contract must be instituted and prosecuted in the courts of Contra Costa County, State of California.

11. Conformance with Federal and State Regulations and Laws. Should federal or state regulations or laws touching upon the subject of this contract be adopted or revised during the term hereof, this contract will be deemed amended to assure conformance with such federal or state requirements.

12. No Waiver by County. Subject to Paragraph 9. (Disputes) of these General Conditions, inspections or approvals, or statements by any officer, agent or employee of County indicating contractor's performance or any part thereof complies with the requirements of this contract, or acceptance of the whole or any part of said performance, or payments therefor, or any combination of these acts, do not relieve contractor's obligation to fulfill this contract as prescribed; nor is the County thereby prevented from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this contract.

13. Subcontract and Assignment. This contract binds the heirs, successors, assigns and representatives of contractor. Prior written consent of the County Administrator or his designee, subject to any required state or federal approval, is required before the contractor may enter into subcontracts for any work contemplated under this contract, or before the contractor may assign this contract or monies due or to become due, by operation of law or otherwise.

14. Independent Contractor Status. The parties intend that contractor, in performing the services specified herein, is acting, as an independent contractor and that contractor will control the work and the manner in which it is performed. This contract is not to be construed to create the relationship between the parties of agent, servant, employee, partnership, joint venture, or association. Contractor is not a County employee. This contract does not give contractor any right to participate in any pension plan, workers’ compensation plan, insurance, bonus, or similar benefits County provides to its employees. In the event that County exercises its right to terminate this contract, contractor expressly agrees that it will have no recourse or right of appeal under any rules, regulations, ordinances, or laws applicable to employees.

15. Conflicts of Interest. Contractor covenants that it presently has no interest and that it will not acquire any interest, direct or indirect, that represents a financial conflict of interest under state law or that would otherwise conflict in any manner or degree with the performance of its services hereunder. contractor further covenants that in the performance of this contract, no person having any such interests will be employed by contractor. If requested to do so by County, contractor will complete a “Statement of Economic Interest” form and file it with County and will require any other person doing work under this contract to complete a “Statement of Economic Interest” form and file it with County. Contractor covenants that contractor, its employees and officials, are not now employed by County and have not been so employed by County within twelve months immediately preceding this contract; or, if so employed, did not then and do not now occupy a position that would create a conflict of interest under Government Code section 1090. In addition to any indemnity provided by contractor in this contract, contractor will indemnify, defend, and hold the County harmless from any and all claims, investigations, liabilities, or damages resulting from or related to any and all alleged conflicts of interest. Contractor warrants that it has not provided, attempted to provide, or offered to provide any money, gift, gratuity, thing of value, or compensation of any kind to obtain this contract.

16. Confidentiality. To the extent allowed under the California Public Records Act, Contractor agrees to comply and to require its officers, partners, associates, agents and employees to comply with all applicable state or federal statutes or regulations respecting confidentiality, including but not limited to, the identity of persons served under this contract, their records, or services provided them, and assures that no person will publish or disclose or permit or cause to be published or disclosed, any list of persons receiving services, except as may be required in the administration of such service. Contractor agrees to inform all employees, agents and partners of the above provisions, and that any person knowingly and intentionally disclosing such information other than as authorized by law may be guilty of a misdemeanor.

17. Nondiscriminatory Services. Contractor agrees that all goods and services under this contract will be available to all qualified persons regardless of age, gender, race, religion, color, national origin, ethnic background, disability, or sexual orientation, and that none will be used, in whole or in part, for religious worship.

18. Indemnification. Contractor will defend, indemnify, save, and hold harmless County and its officers and employees from any and all claims, demands, losses, costs, expenses, and liabilities for any damages, fines, sickness, death, or injury to person(s) or property, including any and all administrative fines, penalties or costs imposed as a result of an administrative or quasi-judicial proceeding, arising directly or indirectly from or connected with the services provided hereunder that are caused, or claimed or alleged to be caused, in whole or in part, by the negligence or willful misconduct of contractor, its officers, employees, agents, contractors, subcontractors, or any persons under its direction or control. If requested by County, contractor will defend any such suits at its sole cost and expense. If County elects to provide its own defense, contractor will reimburse County for any expenditures, including reasonable attorney’s fees and costs. Contractor’s obligations under this section exist regardless of concurrent negligence or willful misconduct on the part of the County or any other person; provided, however, that contractor is not required to indemnify County for the proportion of liability a court determines is attributable to the sole negligence or willful misconduct of the County, its officers and employees. This provision will survive the expiration or termination of this contract.

19. Insurance. During the entire term of this contract and any extension or modification thereof, contractor shall keep in effect insurance policies meeting the following insurance requirements unless otherwise expressed in the Special Conditions:

a. Commercial General Liability Insurance. For all contracts where the total payment limit of the contract is $500,000 or less, contractor will provide commercial general liability insurance, including coverage for business losses and for…