RFP for Heavy Equipment and Yellow Construction Maintenance and Repaire Services.docx

Contra Costa County

Request for Proposals (RFP) For Heavy Equipment and Yellow Construction Maintenance and Repair Services

Solicitation #: RFP_F-CONTR-0000000044 Release Date: March 28, 2025 Proposal Due Date: April 25, 2025, No Later than 3:00 P.M. PDT

Contact: Des Gebre, Sr. Buyer

Contra Costa County Purchasing Services 40 Muir Road, 2ND Floor Martinez, CA 94553

General Information:

The Public Works Department (County) is requesting proposals from experienced and qualified firms to provide Heavy Equipment Maintenance and Repair Services.

Proposal Submission:

Proposal Submission:

Proposals will not be accepted after the date and time stated above. Incomplete proposal 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 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 RFQ will be accepted through the Bidnetdirect.com site only. The deadline for submitting questions for this RFP is on or before April 18, 2025, no later than 3:00 PM PDT. All questions will be answered and disseminated to those registered on the Bidnetdirect.com website. Contact customer service if you need technical assistance with any part of the bid process; call 800-835-4603, Option 2.

Pre-Bid Conference:

There is no pre-bid conference for this solicitation.

Table of Contents

Page

· Exhibit C – Customer References

· Exhibit D – Anti-Collusion Statement

· Exhibit E – CCC Business Opportunities Registration

Section I: Introduction

A. Purpose The County is hereby requesting proposals from qualified companies to provide heavy equipment, maintenance and repair services as further detailed under Section IV.

The County intends to award the contract to multiple vendors.

B. Background The objective is to have Pool of Heavy Equipment Vendors that we can Outsource some of our Heavy Equipment repairs when needed. We don’t have Heavy Equipment Mechanics within the Fleet division, so the County have to have the ability to Outsource that work from time to time. We currently use those Vendors listed on that spreadsheet.

C. Period of Agreement The initial term of any agreement awarded as a result of this RFP will be for three (3) years with two (2) one-year possible annual renewals upon the mutual agreement of the contractor and the County. Should the Contract expire, service shall continue on a month-to-month basis until a new Agreement has been executed or either party terminates upon thirty (30) days written advance notice.

D. Calendar of Events

RFP Release date

March 28, 2025

Last date to submit written questions

April 18, 2025, no later than 3:00 P.M. PST

RFP due date

April 25, 2025, no later than 3:00 P.M. PST

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 Direct 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 B.

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. Proposer shall have at least five (5) years of experience in the business of providing cabling and telecommunication services.

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

C. The proposer shall have enough experienced and certified staff to carry the project on needed time.

D. The proposer shall have experience with cabling and telecommunication

E. Experience with project management and implementation of audio video projects

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

G. Project Approach: Describe project approach, standards for controlling work, challenges, and methods to overcome them.

H. Project Schedule: Provide a schedule for implementing the project as specified in the RFP

I. The proposer shall be located 30 radius miles from Public Works Fleet Division

J. The successful proposer shall have Workmen’s Compensation and Employer’s Liability Insurance

K. The successful proposer shall have Errors Omission and Professional Liability

L. The successful proposer must have a comprehensive automobile and commercial general liability insurance policy that conforms to County 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. Estimated Service Turn-around Time – Attachment A

i. Addenda Acknowledgement – See Attachment B

j. CCC General Terms and Conditions – Attachment C

k. Federal, State, and local permits and licenses

l. Certificate of Insurance with Endorsement Letter

B. Proposal Submission

a. Response to this RFP MUST be submitted electronically through the Bidnet Direct web site – NO EXCEPTION

b. Late submittals WILL NOT be accepted – NO EXCEPTION

c. Fax submittals WILL NOT be accepted – NO EXCEPTION

C. Customer References Respondents shall provide a minimum of three (3) 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 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.

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 Direct website.

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

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

Section IV: Scope of Work

The County is seeking cost proposals based on labor rates and parts mark-up for the servicing of Off-Road Construction Equipment.

Services solicited include but are not limited to:

A. Contractor will furnish the garage facility and all labor, parts, and supplies necessary for the proper equipment maintenance. If routine maintenance is done at a CFPUA site, Contractor will furnish all labor, parts, safety equipment and supplies necessary for the proper equipment maintenance.

B. Routine maintenance, such as changing oil, oil filter, air filter, fuel filters, hydraulic filters, cab filters, pilot control filters, checking (and correcting) all fluid levels, inspect hydraulic lines, inspect all hoses, inspect tires, inspect tracks, inspect top and bottom track rollers, inspect idlers, inspect brakes, check lights, wiper blades, and back up / travel alarms.

C. Routine Maintenance schedule will be based on engine hours (300) or annual service dependent on equipment usage.

D. Scheduled County Equipment service shall have priority attention.

E. Repair work beyond Routine Maintenance. Contractor will notify County of all potential work beyond routine maintenance with a written estimate.

F. Contractor shall clearly define any hazardous waste disposal fees or environmental fees, and any shop fees.

G. Contractor will notify County of all potential manufacturer warranty work.

H. Contractor agrees to maintain an up-to-date file on all cost and charges incurred in the maintenance of each piece of Authority equipment.

I. Contractor agrees to make available to the Authority: a work or service order signed by a County employee.

J. The following Routine Maintenance Services shall be performed on the Construction Equipment. Responders should be able to accommodate at least two (2) pieces of County Equipment per day. We require a fixed hourly labor price for these services. The maintenance schedules will be based on engine hours.

K. Filter preference: original equipment manufacturer (OEM) or Baldwin filters should only be used (which ever will give County the most savings).

· Change the oil

· Replace oil filter(s)

· Replace all fuel filter(s)

· Replace air filter in engine and cabin (as recommended by manufacturer)

· Replace water filter if applicable

· Replace transmission oil filter

· Replace hydraulic oil filter(s)

· Replace pilot filter(s)

· Visually inspect hydraulic lines

· Visually inspect hoses

· Visually Inspect(Call with price before replacement)

a. antifreeze/coolant reservoir levels

b. engine air filtration system

c. belts

d. brake fluid level in transparent reservoir

e. wiper blades

f. exterior lights

g. backup / travel alarms

· Check and top off the following fluids:

a. transmission/transaxle fluids

b. differential fluid

c. power steering fluid

d. windshield washer fluid

e. battery water (excluding sealed batteries)

· Check tire pressure

· Inspect tracks (steel and rubber), track rollers, idler rollers,

· Inspect brakes. Adjust air breaks if applicable:

a. Check for air leaks

b. Lube

L. Equipment shall be dispatched from 2467 Waterbird way via Tow Truck to the contractor location and then back to 2467 Waterbird way once completed.

M. To minimize travel time for dropping off and picking up equipment, the vendor repair facility must have a location within approximately 30 mile radius of Contra Costa County Public Works Department, Fleet Services Division, Maintenance Facility 2467 Waterbird Way, Martinez, CA 94553.

N. Parts ship to address: Fleet Services Division, Maintenance Facility 2467 Waterbird Way, Martinez, CA 94553

O. Parts pricing shall be based upon the discount offered off the published manufacturer’s list prices schedule for each category, whether stock or special order. The County requires ability to audit invoices to ensure that pricing is in compliance with the submitted price list(s).

P. Estimated Service Turn-Around Times (please complete Attachment A):

All scheduled Authority Equipment will receive priority attention.

Service Description

Enter Estimated Time in Hours : Minutes

Full service with oil change

Belt replacement

Hydraulic line replacement

Brake pads and rotors (one axle)

Brake pads and rotors (two axles)

Transmission service

Coolant flush

Tune-up

Transmission replacement

Electrical diagnostics

Q. Wage Requirements:

1. Prevailing Wage:

Contractor shall pay its employees and any subcontractors prevailing wage as required under the California Labor Code.

2. 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.

3. Certified Payroll:

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 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 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. Company qualification and experience with similar projects

2. Project understanding, methodology, approach, and implementation plan

3. Location of services and quality of parts offered

4. Ability to meet Labor Laws and timing requirements to complete the project

5. Cost

6. Client References

B. Interview/Vendor Presentation The County reserves the right to conduct in-person interviews and/or require a formal presentation for all or a portion of the responding vendors.

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

D. Award Agreement Upon completion of the review period, the County shall notify those Proposers who will be considered for further evaluation and negotiation. 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 Proposer and the County.

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

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

F. 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 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 Contractor shall submit a correct and complete invoice(s) to the County after the County accepted the deliverables. Payment terms are Net 30 days or best offer, after receipt of correct invoice.

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.

D. Delivery:

All shipments shall be FOB destination to:

Fleet Services Division, Maintenance Facility 2467 Waterbird Way, Martinez, CA 94553

Exhibit A: Statement of Experience

SECTION A___________________________________________________________________

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

Business Status:

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

Name: ________________________________________________ Title: _________________

SECTION B___________________________________________________________________

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

SECTION C___________________________________________________________________

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

SECTION D___________________________________________________________________

Similar services/projects completed during the last five years?

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

SECTION E___________________________________________________________________

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

SECTION F___________________________________________________________________

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

SECTION G___________________________________________________________________

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

SECTION H___________________________________________________________________

Is your firm local Business? ______Yes ______No

SECTION I___________________________________________________________________

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

SECTION J___________________________________________________________________

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

SECTION K_______________________________________________________________

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

Reason _________________________________________________________________

SECTION L_______________________________________________________________

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

SECTION M_______________________________________________________________

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

License Number Type Expiration Date

SECTION N_______________________________________________________________

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

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

Signature: _____________________________________________Date: _____________

Authorized Name: _________________________________Title: ___________________

Exhibit B: Proposal Price

Item #

Product/ Service Description

UOM

Unit Price

Extended Price

Labor

Hour

Lubricants

Each

Parts*

Each

Travel

Mile

Shipping Charges

LOTS

Sales Tax

LOTS

Totals

*Parts pricing shall be based upon the discount offered off the published manufacturer’s list prices schedule for each category, whether stock or special order. The County requires ability to audit invoices to ensure that pricing is in compliance with the submitted price list(s).

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

Exhibit C: Customer References

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Firm Name: _____________________________________________________________

Authorized Name: _______________________________ Title: ___________________

Authorized Signature: ____________________________ Date: __________________

Exhibit D: Anti-Collusion Statement

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

NAME OF FIRM: ______________________________________________________________

[Sign in ink in the space provided below]

SIGNED BY: _________________________________________________________________

TITLE: ______________________________________________________________________

ADDRESS: __________________________________________________________________

CITY & STATE: _______________________________________________________________

TELEPHONE: _________________________________________________________________

Exhibit E: CCC Business Opportunities Registration

Place Holder

See Attached

Attachment A: Estimated Service Turn-Around Times All scheduled Authority Equipment will receive priority attention.

Service Description

Enter Estimated Time in Hours : Minutes

Full service with oil change

Belt replacement

Hydraulic line replacement

Brake pads and rotors (one axle)

Brake pads and rotors (two axles)

Transmission service

Coolant flush

Tune-up

Transmission replacement

Electrical diagnostics

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.

Attachment B: Addenda Acknowledgement

TO BE RETURNED WITH REQUEST FOR PROPOSAL

RFP No.: _______________ Title: ________________________________________________

ADDENDUM ACKNOWLEDGEMENT (Please initial for addendums received)

Company Name: _____________________________________________________________

Contact Name: _______________________________________________________________

Email Address: ____________________________________________ Phone No.: _________

Address:____________________________________________________________________

Authorized Signature: _________________________________________________________

Date: _______________________________________________________________________

Attachment C: CCC General Conditions

Place Holder

See Attached

Heavy Equipment and Yellow Construction Maintenance and Repair Services Solicitation No.: RFP_F-Contr-0000000044 pg. 1 image1.png