RFP_F-Contr-0000000121 - Custom Print Items - Final to Post.docx

RFP_F-CONTR-0000000121

REQUEST FOR PROPOSAL

CUSTOM FORMS AND MISCELLANEOUS CUSTOM-PRINT ITEMS

FOR

PUBLIC WORKS – PRINT AND MAIL SERVICES

PROPOSAL DUE DATE: OCTOBER 3, 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 Public Works Print and Mail Service (County”) is seeking qualified vendors to provide Custom Forms and Miscellaneous Custom Print Items

Proposal Submission:

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 26, 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

· Attachment D – Sample SB-1383 Report

Section I: Introduction

A. Purpose The Contra Costa County Public Works Department – Print and Mail Division (“County”) is seeking to enter into contract(s) with a vendor(s) who can provide Custom Printed Forms and Miscellaneous Custom Printed Items.

B. Background Contra Costa County was incorporated in 1850 as one of the original 27 counties of the State of California, with the City of Martinez as the County Seat. It is one of the nine counties in the San Francisco-Oakland Bay Area. The County contains 19 incorporated cities and is the ninth most populous county in California, with its population exceeding 1,000,000 as of January 1, 2011. The County provides a wide variety of services, which are administratively organized into nine areas: general government, public protection, health and sanitation, public assistance, education, public ways and facilities, recreation and culture, debt service and capital outlay.

The Print and Mail Services Division, under the Public Works Department, is a national award winning in-house printer that provides internal support services to the County Departments related to graphics, design, printing, bookbinding, signage, mail and inter-office courier services. Print and Mail processes an average of 375 jobs monthly, which includes printing roughly 2.1 million images digitally.

The county may award contracts to multiple vendors as a result of this solicitation.

C. Calendar of Events

RFP Release date September 10, 2025

Last date to submit written questions September 26, 2025 by 3:00 P.M. PST

RFP due date

October 03, 3:00 P.M. PST

D. 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.

E. 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

To be considered, respondents must meet the following minimum qualifications:

1. Bidder(s) must possess all Federal, State, Local permits and licenses to do business in California and provide the services required under Scope of Work fees shall be the responsibility of the Contractor

1. Bidder(s) must have minimum of 5 years of experience providing the products/service described in Section IV – Scope of Work.

1. Bidder(s) must have all necessary equipment and required material to perform the services described in this Bid at the time of Bid submission.

1. Bidder(s) must meet all insurance requirements, which must be submitted to County upon award of contract

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.

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

A. Description Contra Costa County Public Works – Print and Mail division is seeking to enter into (a) contract(s) with (a) vendor(s) for Custom Printed Forms and Miscellaneous Custom Printed Items.

The County Spends approximately $150,000 annually on custom printed forms and other items utilized by the 22 departments. Projects include, but are not limited to the following. A full report showing orders from January 2024 – August 2025 are in “Attachment D – January 2024 – August 2025 Usage Report ”. Please note that the County may place orders for similar items and related items not specifically listed on the reports and on the pricing sheet. County terms and conditions and pricing requirements will apply to those orders as well.

8 1/2 x 11

8 1/2 x 11

8 1/2 x 11

B. Contract Terms The county intends to award a contract/issue a purchase order for an initial term of (1) years with option to renew annually for up to (5) years. The county may award to multiple vendors as a result of this solicitation.

C. Environmentally Friendly and Sustainable Products The county is committed to purchasing environmentally preferable products whenever possible. The county prefers to buy paper products that include recycled content and/or are sustainably manufactured and sourced. Please refer to the Attachment E – Environmental Purchasing Policy and the website https://calrecycle.ca.gov/organics/slcp/procurement/RecycledPaper/ for details.

Whenever possible, vendors providing printing services to the county, via a printing contract or written agreement, shall using printing and writing paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber or as amended by public contract code section 12209.

If base material is commercially available in a recycled-content option, vendor shall provide pricing in recycled material as an option.

D. Overruns County will accept overruns up to 10% of originally requested amount.

E. Proofs Contractor must bear all expenses for communications and delivery of proofs.

F. Pre-Production Requirements – Post Award Contractor may be required to submit a pre- production test run or test order to sample an awarded line item for verification of the product’s quality. The cost of the test-run will be the responsibility of the contractor. The size of the test run will be mutually agreed upon by Contractor and the County. If the test run quality is approved, the County will provide written authorization prior to the issuance of the Purchase Order or Contract.

G. Conditions of Products Proposed and delivered products must be new, unused and in current production, and in first class condition, including containers suitable for shipment and storage, unless otherwise specified herein. Used, shopworn, demonstrator, prototype, remanufactured, reconditioned or discontinued items are not acceptable

H. Quantities The County does not guarantee a specific volume to be purchased throughout the term of the contract. No minimum compensation is guaranteed. Quantities included in the attached reports and pricing sheet are estimated and are based upon previous usage for 20 month period. These estimates should NOT be construed as a minimum or maximum quality that Customers may order.

Bulk purchases should be anticipated during the life of the Contract, with the understanding that specific order quantities are not fixed and are based on demand.

I. Warranty/Guarantee The warranty period will begin on the date of the Customer’s acceptance of each product. Contractor warrants against defects in workmanship and material for a period of (1) year or the duration of the manufacturer’s standard warranty, whichever is longer. If no time or specific protocol for acceptance is specified elsewhere in the Contract or the Customer purchase order, items are presumed accepted ten working days after receipt by the Customer. The warranty will apply to any warranty service or repair requested by Customer during the warranty period by contacting the Contractor or Contractor’s designee with such request, regardless of the amount of time required to complete the service or repair. Contractor’s warranty obligations will survive the termination of this Contract.

Replacement

· Contractor shall replace defective products during the initial Contract term and any exercised renewals.

· The Contractor shall guarantee replacement of improperly screen printed, printed, etc.

· The replacements must be processed and received by the Customer within two weeks of written notice of the defects to the Contractor.

· Contractor will provide replacements free of charge, including any shipping necessary to return the product when necessary.

· n lieu of replacement, Contractor will refund the full purchase price of the product, upon customer request.

J. Delivery Every delivery shall be accompanied by a printed packing slip that includes the following information:

· Company name, address and phone number;

· Department/Agency name;

· Delivery address;

· County Purchase Order Number;

· Description and quantity of each item that was ordered; and

· Description and quantity of each item being delivered.

Delivery Location, Hours and Instructions

Location: 4061 Port Chicago Highway Concord, CA 94520-4896 Liftgate Required? Yes Delivery Hours: 8:00 AM – 4:30PM Delivery Instructions:

· When applicable, orders should be properly and securely palletized. Pallets must be in good condition with no broken boards. All Skids needs to be tightly stretch wrapped.

· Vendors or their respective third party couriers are responsible for unloading their own supplies/products.

K. Invoicing Contractor shall submit a single copy of the invoice. All County orders are subject to sales tax. Every delivery shall yield an accurate invoice that includes the following information:

(1) Company name, address and phone number;

(2) Department/Agency name;

(3) Billing address;

(4) Delivery or ship to address;

(5) County Purchase Order Number;

(6) Description, quantity, unit price and extended price of each item delivered;

(7) Total amount due for the invoice, including any taxes and/or credits and acceptable proof of delivery.

(8) Remit to Address

(9) Invoice Date L. Customer Service Contractor shall provide a customer service representative who is dedicated to the needs of the County. The representative shall be capable of issuing credits, shipment recalls, special deliveries, price adjustments, generating special reports, and other routine customer service functions as required by the County.

Contractor shall be responsible for maintaining all accounts for the County in good working order so that reports are accurate, billing is current, deliveries are complete and on time, and addresses, customer names, and contact information are all current.

M. Deliverables / Reports Upon request, contractor shall provide electronic quarterly usage reports and detailed product order reports to the Contra Costa County Purchasing Department. The reports shall be provided to the County at no charge at designated intervals, as well as by request, and shall include all purchases made as a result of this contract. These reports shall be submitted in Microsoft Excel format.

The County shall work with the contractor to finalize the format of these reports upon contract award. The County reserves the right to make changes to the report and to request additional information, if deemed necessary. These reports will be issued within three weeks of the close of the previous quarter, or of the request date. Electronic copies of the reports shall be emailed to additional County business units upon request. Additional reporting will be provided by Contractor at no additional cost to the County if requested.

Below is a description of the minimum information that will be included in the report and the formatting requirements.

(1) Detailed Quarterly Usage Report Formatting

a) Information provided in one worksheet (not multiple tabs);

b) Formatted to sort chronologically by purchase date and by key categories as defined below; and

c) Each row to contain the data for a single transaction including item, quantity, unit cost, and total cost of transaction.

(2) Key Categories

a) Purchase date;

b) County Purchase Order Number;

c) Item description (e.g. brand, size, color, etc.);

d) Number of individual pieces per unit;

e) Units purchased (i.e., order quantity);

f) Shipped quantity (if not same as order quantity);

g) Unit price (i.e., charge to customer); and

h) Total order cost.

(3) Back Order Report Contractor shall provide a Back Order Report upon request that includes the paper item number, description, Purchase Order Number, quantity ordered, quantity backordered, and the estimated shipping date.

The awarded bidder(s) shall be responsible for ensuring the accuracy of the aforementioned reports.

A separate monthly report for SB-1383 shall be submitted by the vendor. Vendor shall. The report shall include the following information:

· Copies of invoices or other documentation of purchase

· Written certification as required in section 4.2.a.3-4 for recycled content purchases

· Purchaser name

· Quantity purchased

· Date purchased

· Recycled content, including products that contain none

· Please refer to sample template Attachment F

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. Qualifications, inclusive of, but not limited to:

· Experience and track record in providing custom printed forms and other printed products for counties and other government entities.

2. Project understanding, methodology and approach

3. Experienced personnel assigned to this job

4. Exhibit B Proposal

5. Client 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. Local Preference:

For supplies, materials or equipment in excess of $25,000 and solicited through a competitive bid process, the purchasing agent in evaluating the bid or price for such supplies, materials and/or equipment will determine if the lowest responsible vendor is a local vendor, as defined in this section and, if so, the contract will be awarded to the local vendor. If the low bid is not a local vendor, any responsive local vendor who submitted a bid which was within seven (7) percent of the lowest responsive bid as determined by the purchasing agent will have the option of submitting a new bid within forty-eight (48) hours (not including weekends or holidays) of the County’s delivery of notification. Such new bids must be in an amount less than or equal to the lowest responsive bid as determined by the purchasing agent. If no new bids are received, the contract will be awarded to the original low bidder For the purpose of this procedure, a local vendor means any person or business which:

· Has its principal place of business located in Contra Costa County for at least six (6) months immediately prior to the issuance of the request for competitive bids by the purchasing agent, and

· Has a business license, if required, issued by Contra Costa County or located in Contra Costa County

· Any vendor claiming to be a local vendor as defined above must submit with its bid, a statement containing relevant information which demonstrates its status as a local vendor.

· Any person or business falsely claiming to be a local vendor under this section will be ineligible to conduct business with Contra Costa County for a period of not less than three (3) months, and not more than twenty-four (24) months as determined by the purchasing agent

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 30 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 Contractor must request for any price adjustments at least 60 days in advance.

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: ____________________________________ Page | 2

Title: __________________________ Custom Print Forms & Miscellaneous Business Products Bid # RFP_F-Contr-0000000121

Exhibit B: price proposal

Please note the following:

· The County does not guarantee a specific volume to be purchased throughout the term of the contract. No minimum compensation is guaranteed. Quantities included in the attached reports and pricing sheet are estimated and are based upon previous usage for 20 month period. These estimates should NOT be construed as a minimum or maximum quality that Customers may order. The County may place orders for similar items and related items not specifically listed on the reports and on the pricing sheet. Please provide % discount based on market/retail price.

· For paper products with recycled options: please include pricing for recycled option if there is a different pricing.

· Freight: FOB Destination

· Payment Terms: Net 30 A fillable excel version is available as separate file “RFP_F-Contr-0000000121 – Custom Print Forms, etc – Exhibit B Pricing Sheet” Price Proposal can be provided on a company specific form as long as it adheres to the requirements of information regarding descriptions and pricing information.

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…