RFP F-CONTR-0000000137 FLEET VEHICLE LIFTS MAINTENANCE AND REPAIR SERVICES.pdf

Fleet Vehicle Lifts Maintenance and Repair Services RFP_F-Contr-0000000137

Contra Costa County

Request for Proposals (RFP) For

Fleet Vehicle Lifts Maintenance and Repair Services

Solicitation # RFP_F-CONTR-0000000137

Release Date: October 20th, 2025

Proposal Due Date:

NO LATER THAN NOVEMBER 27, 2025, 3:00 P.M. PDT

Contact: James Kasey, Sr. Buyer

CONTRA COSTA COUNTY

PURCHASING SERVICES

40 MUIR ROAD, 2ND FLOOR

MARTINEZ, CALIFORNIA 94553

General Information:

The Contra Costa County Public Works Department, Fleet Services Division (County), is soliciting proposals from qualified vendors to provide as-needed vehicle lifts maintenance and repair services for County-owned vehicle lifts. Interested and qualified parties are invited to submit a proposal as further described in the Scope of Work under Section IV of this RFP.

Proposal Submission:

RFP release date: October 20, 2025

Last date to submit written questions: November 13, 2025, no later than 3:00 P.M. PST

RFP due date: November 27, 2025, no later than 3:00 P.M. PST

Estimated review of proposals completion: December 4, 2025

Estimated selection date: December 5, 2025

Proposal Submission:

• Response to this RFP MUST be submitted electronically through the Bid Sync web site –

NO EXCEPTION.

• Late submittals WILL NOT be accepted – NO EXCEPTION

• Fax submittals WILL NOT be accepted – NO EXCEPTION

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 oblige the County to award a contract, nor is the County liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The County retains the right to award all or parts of this contract to several 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 the proposal will be accepted through the BidNet site only. The deadline for submitting questions for this RFP is on or before November 13, 2025, no later than 3:00 PM PST. All questions will be answered and disseminated to those registered on the BidNet website.

Contact customer service if you need technical assistance with any part of the bid process;

support@bidnet.com or call (800) 990-9339.

Table of Contents

Page

Section I: Introduction

Section II: Requirements and Qualifications

Section III: Instruction to Proposers

Section IV: Scope of Work

Section V: Evaluation and Selection Process

Section VI: Billing and Invoicing

Exhibits Attachments

• Exhibit A – Statement of Experience • Attachment A – Addendum

Acknowledgement

• Exhibit B – Proposal Price • Attachment B – CCC General Terms

• Exhibit C – Customer References

• Exhibit D – Anti-Collusion Statement

• Exhibit E – CCC Business Opportunities

Registration

Section I: Introduction

A. Purpose The County is hereby seeking qualified vendors to provide as-needed service, repair, parts, and inspection of County-owned shop vehicle lifts (including mobile lifts).

Services shall include all necessary labor, OEM parts, equipment, diagnostic tools, transportation, and supervision as required and directed by the County’s Fleet Services Division and further described in the Scope of Work under Section IV of this

RFP.

B. Background Contra Costa County is a general law county in the state of California, which provides a broad range of health, social, justice, law enforcement, fire protection, and general government services. The County employs approximately 11,000 individuals, across 25 departments, with offices located in most of the cities in Contra Costa County.

The Contra Costa County Public Works Department Fleet Division provides safe, reliable, economical and environmentally sensible transportation and related services that are responsive to the needs of the County.

C. Period of Agreement

The proposed contract term is for three (3) years, with the option to extend for up to two

(2) additional one-year periods at the County’s discretion.

D. Calendar of Events

Event Date

RFP Release date

October 20, 2025

Last date to submit written questions

November 13, 2025, no later than 3:00 P.M.

PST

RFP due date

November 27, 2025, no later than 3:00 P.M.

PST

Estimated review of proposals completion

December 4, 2025

Estimated selection date December 5, 2025

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

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. Changes to this bid event shall be issued only by the County. See attachment D.

Section II: Requirements and Qualifications

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

The Evaluation Committee may choose to determine if a vendor meets minimum qualifications by reading that single document alone, so the submittal should be sufficiently detailed to clearly show how the minimum qualifications are met without looking at any other material. Minimum qualifications are scored on a pass/fail basis. Those that are not clearly responsive to these minimum qualifications may be rejected by the County without further consideration.

A. The proposer shall be a company regularly engaged in the business of servicing, repairing, and inspecting vehicle lifts, including mobile lift equipment.

B. The proposer must have a minimum of five (5) years of experience in providing products and services for projects of similar size and scope.

C. The proposer shall provide all necessary labor, OEM parts, equipment, machinery, materials, diagnostic tools and supervision required to perform services in accordance with contract requirements.

D. The proposer shall possess and maintain all appropriate business licenses, permits and certifications necessary to perform the services.

E. References: Complete the County reference sheet (Exhibit C) detailing prior similar lift service, repair and inspection work performed in the past five years.

F. Project understanding: Provide a statement articulating an understanding of the County’s project requirements.

Section III: Instructions to Responders

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

A. Format

Respondents shall submit proposals which are concise, and which 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:

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

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

c. Statement of Experience – See Exhibit A

d. Price Proposal – See Exhibit B

e. Customer References – See Exhibit C

f. Anti-Collusion Statement – See Exhibit D

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

h. Addenda Acknowledgement – See Attachment A

i. Federal, State, and local permits and licenses

j. Certificate of Insurance with Endorsement Letter

B. Proposal Submission

a. Response to this RFP MUST be submitted electronically through the BidNet web site –

NO EXCEPTION

b. Late submittals WILL NOT be accepted – NO EXCEPTION

c. Fax submittals WILL NOT be accepted – NO EXCEPTION

d. AI generated proposals shall be checked and rejected if confirmed – NO EXCEPTION

C. Customer References See Exhibit C.

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

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

F. Proposer 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.

G. 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 website. The County will send written instructions or addenda to all participants in the RFP process. The County shall not be responsible for oral interpretations.

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

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

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

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

• Procure any services specified in the RFP by other means

• Disqualify any 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

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

J. Sub-Contract and Assignment The Contract binds the heirs, successors, assigns and representatives of 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.

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

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

M. Non-Collusion By submitting a signed proposal, Offeror certifies that there has been no collusion with any other Offeror. Reasonable grounds for believing Offeror has an interest in more than one proposal will result in rejection of all proposals in which the Offeror has an interest.

Any party to collusion may not be considered in future proposals for the same or similar work. See Exhibit D attached.

N. Wage Requirements Contractor shall pay its employees and any subcontractors prevailing wages as required under the California Labor Code.

California Labor Code Section 1771.1(a) is hereby incorporated into the Contract as if fully set forth herein. Subject to the limited exceptions for bid purposes under Labor Code Section 1771.1(a), no contractor or subcontractor may be listed on a bid proposal for a Public Works project unless currently registered and qualified with the Department of Industrial Relations pursuant to Labor Code Section 1725.5, and no contractor or subcontractor may be awarded a contract for public work on a Public Works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5. The project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

Contractor shall provide to County certified payroll records as required by the California Labor Code along with invoices for services provided under this Contract.

Section IV: Scope of Work

The successful Contractor shall furnish all labor, materials, equipment, tools, supervision and transportation necessary to service, repair, provide parts for, and inspect County-owned vehicle lifts, including mobile lift systems. All work shall be performed as directed by the County’s Fleet Services Division and in accordance with manufacturer specifications and applicable ANSI/ALI standards (ALCTV and ALOIM).

A. Services Required

a. Provide monthly, quarterly, semi-annual and annual service, repairs and inspections as needed.

b. Contractor shall provide written inspection and service reports following each visit, detailing work performed, findings, and any recommended repairs.

c. Provide emergency on-site service calls as needed. Emergency repairs are defined as those necessary to address safety hazards or to restore critical lift functionality required for ongoing fleet operations.

d. All services shall be approved by the County before work is started.

e. Contractors shall provide estimates within 24 hours of request.

f. Emergency repairs shall be initiated within 72 hours of County authorization and completed as soon as practicable, subject to parts availability or manufacturer lead times. The Contractor shall notify the County promptly regarding any anticipated delays.

g. Normal repairs shall be completed within four (4) business days of authorization, unless otherwise approved by the County.

h. Contractor shall coordinate with Fleet staff to schedule service in a manner that minimizes disruption to County operations.

B. Parts and Warranty

a. Provide a warranty on all parts.

b. Use OEM parts only, unless prior approval for alternate parts is obtained from the

County.

c. Contractor shall warrant labor for a minimum period of ninety (90) days from the date of service, unless otherwise specified by the manufacturer.

C. Equipment Covered

The County’s current inventory includes the following vehicle lifts:

a. (9) 12,000 lb Mohawk vehicle lifts

b. (2 sets) 18,500 lb Stertil Koni mobile lifts

The County reserves the right to add or remove lifts from this list during the term of the contract.

D. Performance Standards

a. Contractor shall perform all services in accordance with manufacturer recommendations and applicable safety standards.

b. Contractor shall maintain a clean and safe work area at all times.

c. Contractor shall ensure qualified personnel perform all work.

d. Technicians performing services shall be properly trained and qualified in vehicle lift maintenance, repair, inspection and safety procedures.

Section V: Evaluation and Selection Process

A. Selection Process All Proposals will be evaluated according to the following criteria and point value. Within the content of the information required by the RFP, Proposers are welcome to submit any and all supporting information which describes their ability to meet and exceed the criteria. An evaluation committee will conduct the evaluation of proposals. The Committee will discuss each proposal and establish a consensus. Each member of the committee shall score the proposals independent of the other members, after which, scores will be combined/averaged. Once a contract award has been made, the County will notify all firms accordingly. Proposals will be evaluated based on the following criteria:

1. Experience and Qualifications

a. Demonstrated experience

b. Licenses, certifications

c. Years in business

2. Shop Locations

a. Within 30-mile radius of the County due to operational needs

3. Staffing and Resources

a. Certified Technicians

b. Adequacy of tools and equipment

4. Proposal Price

5. Client References

B. Best and Final Offer (BAFO)

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

C. Award Agreement Upon completion of the review period, the County shall notify those Proposers who will 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 Professional Services Contract shall be sent to the successful Proposer for the Proposer's signature. No proposal shall be binding upon the County until after the Agreement is signed by duly authorized representatives of both the Proposer and the County.

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 resident has a right to inspect any public record unless the document is exempted from disclosure.

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

E. Protest

1. 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.

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

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

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

Section VI: Invoicing and Billing

A. Payment Terms After completing any services, Contractor shall provide the County Facilities Superintendent or designee, invoices for their work in accordance with the Payment Provisions and each invoice shall include a brief description of services rendered. In addition, invoices must show the address of the work site, work order number, and charge number for which the services were performed. Each original invoice is to be presented to the County specified location.

All bidders MUST accept the payment terms of Contra Costa County.

B. Rates Proposer shall submit costs for total project. Please see Exhibit B.

C. Pricing

Price shall be firm-fixed for the duration of the contract, but an annual rate increase shall be allowed on each anniversary date for the term of the contract.

The Contractor may request an increase in the rates on an annual basis, beginning at the one-year anniversary date of this contract. Any request for an increase in rates shall be made no more than 60 days prior to the anniversary of the effective date of this contract.

To the extent the request is made prior to the anniversary of the effective date, the rate change shall be effective on the anniversary of the effective date. If the rate increase request is made after the anniversary of the effective date, the rate increase shall become effective on the first day of the calendar month following when the request was made (e.g.

if the anniversary date is July 1 and the request is made July 5, the rate increase shall become effective on August 1).

Rates may be increased by the percentage equal to the rate of increase in the most recently published Bureau of Labor Statistics 12-month Consumer Price Index (CPI) for San Francisco Bay Area, plus 2% with County prior approval. Only one (1) request may be granted per calendar year, not to exceed the applicable rate increase of the requested year. Any increase in the rates shall be made by an Administrative Amendment to be signed by all parties.

Unless otherwise stated, in the event of a price decline, the benefit of such lower price shall be extended to the County.

Exhibit A: Statement of Experience

SECTION A____________________________________________________________________________

Business Name: __________________________________________ Phone #: _____________________

Address: _____________________________________________________________________________

City: __________________________________________________ State: ________ ZIP: _____________

Federal Tax ID #: ____________________________ Business License #: ___________________________

Business Status:

_____Non Profit Corporation

_____Corporation State of Incorporation:_____________________

_____General Partnership

_____Limited Partnership

_____Sole Proprietorship

Other: __________________________

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

Name: __________________________________________________ Title: ________________________

SECTION B____________________________________________________________________________

Number of years in business under present business name: ____________________________________

Other Business Name(s): ________________________________________________________________

Number of years under prior name if any: ___________________________________________________

SECTION C____________________________________________________________________________

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

SECTION D____________________________________________________________________________

Similar services/projects completed during the last five years?

Period Services $ Amount Paid Location Agency Name

1 - __________________________________________________________________________________

2 - __________________________________________________________________________________

3 - __________________________________________________________________________________

4 - __________________________________________________________________________________

5 - __________________________________________________________________________________

SECTION E____________________________________________________________________________

Have you, or your agency failed or refused to complete a contract? _____ YES ______ No

If yes, explain: _________________________________________________________________________

SECTION F____________________________________________________________________________

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

SECTION G____________________________________________________________________________

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

SECTION H____________________________________________________________________________

Is your firm local Business? ______Yes ______No

SECTION I_____________________________________________________________________________

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

SECTION J___________________________________________________________________________

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

SECTION K____________________________________________________________________________

License Provisions

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

Reason ________________________________

SECTION L____________________________________________________________________________

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

Name Classification

SECTION M____________________________________________________________________________

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

License Number Type Expiration Date

SECTION N____________________________________________________________________________

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

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

Signature: ________________________________________________ Date: ______________________

Authorized Name: ____________________________________Title: _____________________________

Exhibit B: Proposal Price

A. All prices must be fixed firm. The bidder shall identify any cost elements not included in its pricing with an explanation.

B. See attached Excel Form

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: __________________________________________

COMPANY: __________________________________________

ADDRESS: __________________________________________

TELEPHONE: __________________________________________

DATE: __________________________________________

EMAIL: __________________________________________

Exhibit C: Customer References

Company/Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Firm Name: _____________________________________________________________

Authorized Name: _______________________________ Title: ___________________

Authorized Signature: ____________________________ Date: __________________

Exhibit D: Anti-Collusion Statement

By signing this form, the Bidder agrees that this quote is made without any other understanding, agreement, or connection with any person, corporation, or firm submitting a quote for the same purpose and that the quote is in all respects fair and without collusion or fraud, IT IS AGREED BY THE UNDERSIGNED BIDDER THAT THE SIGNING AND DELIVERY OF THE QUOTE

REPRESENTS THE BIDDER'S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE FORGOING

SPECIFICATIONS AND PROVISIONS, AND IF AWARDED, THIS CONTRACT WILL REPRESENT THE

AGREEMENT BETWEEN THE BIDDER AND THE COUNTY.

NAME OF FIRM: ______________________________________________________________

[Sign in ink in the space provided below]

SIGNED BY: _________________________________________________________________

TITLE: ______________________________________________________________________

ADDRESS: __________________________________________________________________

CITY & STATE: _______________________________________________________________

TELEPHONE: _________________________________________________________________

Exhibit E: CCC Business Opportunities Registration

Place Holder

See Attached

Attachment A: Addenda Acknowledgement

TO BE RETURNED WITH REQUEST FOR PROPOSAL

RFP No.: _______________ Title: ________________________________________________

ADDENDUM ACKNOWLEDGEMENT (Please initial for addendums received)

Addendum #1: _________________ Addendum #3: _____________________

Addendum #2: _________________ Addendum #4: _____________________

Company Name: _____________________________________________________________

Contact Name: _______________________________________________________________

Email Address: ____________________________________________ Phone No.: _________

Address:____________________________________________________________________

Authorized Signature: _________________________________________________________

Date: _______________________________________________________________________

Attachment B: CCC General Conditions

Place Holder

See Attached