RFP_Installation_and_Replacement_of_Generators_(Addendum_#4_Revision).pdf

ISD-20261908

RFP INSTALLATION AND REPLACEMENT OF

GENERATORS

County of San Mateo

455 County Center

3rd Floor

Redwood City, CA 94063

RELEASE DATE: October 14, 2025

DEADLINE FOR QUESTIONS: November 21, 2025

RESPONSE DEADLINE: December 2, 2025, 1:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/smcgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of San Mateo

RFP Installation and Replacement of Generators

1. Introduction

2. Scope of Work

3. Evaluation Phases

4. Vendor Questionnaire

Attachments:

A - Attachment_A_ISD-20261908_Installation and Replacement of Generators

B - Attachment_B_Price_Proposal_Template ISD-20261908

C - Attachment_C_References_Template

D - Attachment_D_County_Standard_Contract_Template

E - Attachment_E_SMC_Local_Preference_Self-Attestation_Form

1. Introduction

1.1. Summary

The County of San Mateo (County) is seeking proposals from qualified contractors for the installation of five fixed generators, procured by the County, at specified remote facilities where generators are currently in place. These generators are critical to providing backup power to the County's public safety radio communication systems. We seek a comprehensive turnkey solution managing all aspects of the installation, including complete project management and the provisioning of materials and equipment required for necessary for the installation of Generators provided by the County as well as the removal and disposal of the existing units.

1.2. Contact Information

Kathleen Geier Contract Administrator II Email: isd_solicitations@smcgov.org Phone: (650) 363-4548

Department:

Information Services

Department Head:

Director/Chief Information Officer

1.3. Timeline

Release Project Date October 14, 2025

Pre-Proposal Meeting (Non-Mandatory) October 22, 2025, 9:00am

Join via Microsoft Teams:

Meeting ID: 226 958 170 129 0 Passcode: 8HF3nK3g

Site Visit - Northbay Site Walk November 18, 2025

All interested parties must email

(ISD_Solicitations@smcgov.org) the designated contact by Friday, November 14, 2025, at 1 PM.

Include the following information in your email:

1) Company Name;

2) Participant’s Name;

3) Participant’s Telephone Number;

4) Participant’s Email Address mailto:isd_solicitations@smcgov.org tel:(650)363-4548 mailto:ISD_Solicitations@smcgov.org

Site Visit - Southbay Site Walk November 20, 2025

All interested parties must email

(ISD_Solicitations@smcgov.org) the designated contact by Friday, November 14, 2025, at 1 PM.

Include the following information in your email:

1) Company Name;

2) Participant’s Name;

3) Participant’s Telephone Number;

4) Participant’s Email Address

Question Submission Deadline November 21, 2025, 1:00pm

Proposal Submission Deadline December 2, 2025, 1:00pm mailto:ISD_Solicitations@smcgov.org

2. Scope of Work

2.1. Project Scope and Documents

• Our objective is to replace existing generators at five remote facilities with new Caterpillar generator units provided by the County. The Replacement equipment listed below will be provided by the County and can be picked up at the County’s Radio shop located at 702 Chestnut St. Redwood City, CA 94063.Proposal should ensure full operational integration with existing systems, transport of equipment, installation mounts where necessary, materials not stated below, removal and disposal of old equipment. One year warranty on materials and installation services should be included. Respondents must provide a clear and concise return and replacement process for warrantied items within scope of this solicitation.

See Attachments.

https://procurement.opengov.com/portal/smcgov/projects/191467/document?section=1779194

3. Evaluation Phases

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method and Approach - 25%

• Apparent understanding of the scope of services to be provided

• Appropriateness of the proposed solution/services

Points Based 25 (25% of Total)

2. Experience and Organizational Capacity -

25%

• Qualifications and experience of both the proposer and key personnel

• Experience with other public agencies

Points Based 25 (25% of Total)

3. Timeline and Workplan - 15%

• Feasibility and thoroughness of proposer’s project timeline, milestones and deliverables

• Structured schedule that demonstrates ability to meet deadlines, without compromising quality

• Complete the work in a timely manner with minimal impact to site operations

Points Based 15 (15% of Total)

4. Price - 25%

• Overall cost competitiveness and value

• Breakdown of all anticipated costs, including labor, travel, materials and optional services

• Completeness and alignment with scope of work

Points Based 15 (15% of Total)

5. References and Past Performance - 10%

• Respondent has provided the minimum number of references requested in Section

3.4.

• Respondent includes information that identify the reference as having undergone similar projects as those referenced in this solicitation.

• References include information that identifies the reference as being similar governmental organization type as the County of San Mateo

Points Based 10 (10% of Total)

6. Preferential Points - 10%

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local Business or

Local Non-Profit score for evaluation purposes. In the event of a tie between a Local Business or Local

Non-Profit and another bidder, the Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.

An additional three percent

(3%) preference shall be given to a Local Business or Local Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a Small

Business or Small Non-

Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points awardable) if the proposer is a Micro

Business or Micro Non-

Profit.

Points Based 10 (10% of Total)

4. Vendor Questionnaire

4.1. Minimum Qualifications and Requirements of Proposed Solution

4.1.1. Experience: Proposer confirms that for proposed solution they meet a minimum five (5) years of experience in the installation and maintenance of industrial standby power generators.*

Proposer confirms this requirement is met, and proposal contains a detailed response.

☐ Please confirm

*Response required

4.1.2. Experience: The proposer has demonstrated experience with projects of similar scope and complexity, preferably involving remote locations and integration with public safety communication systems.*

Proposer confirms the minimum qualification is met, and the proposal contains a detail response.

☐ Please confirm

*Response required

4.1.3. Licensing and Certification: Proposer shall certify that they have a valid California

Electrical Contractor License.*

Proposer confirms the minimum qualification is met, and the proposal contains a detail response.

☐ Please confirm

*Response required

4.1.4. Licensing and Certification: Proposer shall certify that they have a Certification for installation of Caterpillar generators or equivalent OEM certification.*

Proposer confirms the minimum qualification is met, and the proposal contains a detail response.

☐ Please confirm

*Response required

4.1.5. Licensing and Certification: Proposer shall certify that they have OSHA 10 or 30 safety certification for all involved personnel.*

Proposer confirms the minimum qualification is met, and the proposal contains a detail response.

☐ Please confirm

*Response required

4.1.6. Licensing and Certification: Proposer shall certify that they meet Compliance with NFPA

110 standards for Emergency and Standby Power Systems.*

Proposer confirms the minimum qualification is met, and the proposal contains a detail response.

☐ Please confirm

*Response required

4.1.7. Licensing and Certification: Proposer shall provide evidence the proposer is registered with

California Department of Industrial Relations (DIR) and include the DIR registration number for the proposer. If the proposer intends to use subcontractors, the proposer must provide evidence that each subcontractor is registered with the DIR and include the DIR registration number for each subcontractor*

Proposer confirms the minimum qualification is met, and the proposal contains a detail response.

☐ Please confirm

*Response required

4.1.8. Licensing and Certification: Proposer shall provide evidence of the insurance requirements and coverage limits for each of the selected categories as outlined in Section IV-Insurance.

Expired certificates will not meet this requirement.*

Upload Certificate of Insurance (COI)

*Response required

4.1.9. Licensing and Certification.: Proposer has provided evidence the proposer is registered, active, and in good standing with sam.gov and is not barred from public contracting by any federal or state authority. Incomplete registrations will not meet this requirement.*

Proposer confirms the minimum qualification is met, and the proposal contains a detail response.

☐ Please confirm

*Response required

4.1.10. Licensing and Certification: sam.gov Unique Entity ID* Proposer's sam.gov Unique Entity

ID number:*

Proposer's sam.gov Unique Entity ID number:

Maximum response length: 25 characters

*Response required

4.1.11. Project Management: Proposer has provided evidence of a proven track record of completing projects on time and within budget*

Proposer confirms the minimum qualification is met, and the proposal contains a detail response.

☐ Please confirm

*Response required

4.1.12. Project Management: Proposer has provided a detailed project management plan demonstrating ability to coordinate complex logistics; obtain necessary permits; and manage subcontractors effectively.*

Proposer confirms the minimum qualification is met, and the proposal contains a detail response.

☐ Please confirm

*Response required

4.2. Documents

4.2.1. W9 Tax Form

If respondent has not conducted business with the County of San Mateo within the past six months please upload a current and recently signed W9 form

4.2.2. Attachment B: Price Proposal Template*

Proposer confirms Attachment B: Price Proposal Template has been completed and uploaded

(Upload Attachment B)

*Response required

4.2.3. Attachment C: References*

Proposer confirms Attachment C: References has been completed and uploaded.

(Upload Attachment C)

*Response required

4.2.4. Attachment D: County Standard Contract Template (Part 1)*

Proposer confirms Attachment E: County Standard Contract Template has been reviewed.

If requested redlines are not submitted, the proposer confirms their acceptance to the terms and conditions in the County's Standard Contract Template without modifications.

If requesting redlines for County's consideration, proposer has included them with the proposer's submission. Please refer to #2.5 for instructions on how to upload.

☐ Please confirm

*Response required

4.2.5. Attachment D: County Standard Contract Template (Part 2)*

Proposer's requested redlines to the County Standard Contract Template are submitted for County's review and consideration. Proposers should not rely on the County's agreement to modified terms.

(Upload proposed redlines. Microsoft Word is preferred)

*Response required

4.3. Procurement Preference for Local Businesses and Local Non-Profits

4.3.1. Is the Proposer a "Local Business"?*

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• Attachment_E_SMC_Local_Pref...

*Response required

4.3.2. Is the Proposer a Non-Profit?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No https://government-project.s3.us-west-2.amazonaws.com/191467/dd7dd3fc-f2f9-43a9-8714-0a29210970d2_Attachment_E_SMC_Local_Preference_Self-Attestation_Form.pdf

When equals "Yes"

4.3.3. Is the Proposer a "Local Non-Profit"

Please

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

download the below documents, complete, and upload.

• Attachment_E_SMC_Local_Pref...

4.3.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

4.3.5. Is the Proposer a Local "Small" or "Micro" Non-Profit?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

4.4. Response

4.4.1. Upload Response*

Upload all required documents, forms, and related information as described in the solicitation.

(Do not include pricing in this area)

*Response required https://government-project.s3.us-west-2.amazonaws.com/191467/02fad740-fe89-44ec-b48d-c9f1bf1f9749_Attachment_E_SMC_Local_Preference_Self-Attestation_Form.pdf