RFP-LUSD26-LUS-6401-Graffiti Abatement Services ~1.pdf

Rev. 9/2025- Services

Request for Proposal No. LUSD26-LUS-6401 Graffiti Abatement Services

San Bernardino County Land Use Services

385 North Arrowhead Avenue. First Floor San Bernardino, CA 92415

May 13, 2026

Purchasing Department

Request for Proposal Graffiti Abatement Services

No. LUSD26-LUS-6401

I. INTRODUCTION

A. Purpose

The San Bernardino County, Land Use Services Department (County), is seeking Proposals from interested and qualified Proposers to provide graffiti abatement services. The number of awards will be determined by the quality of the proposals received.

B. RFP Contact All correspondence, including Proposals and questions (not bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Department of Land Use Services Attn: Christina Kiriakos 385 North Arrowhead Avenue. First Floor San Bernardino CA 92415 (909)387-4160 christina.kiriakos@lus.sbcounty.gov

E-mail address may only be used to submit questions (not bid questions). Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. RESERVED

D. Contract Term Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for a maximum of three years beginning on July 1, 2026 and expires on June 30, 2029. The County may, but is not obligated to, extend the awarded contract(s) for up to two additional one-year periods contingent on the availability of funds and contractor performance.

E. Location of Services Location(s) where Services are to be provided, completed and managed at any location within the County.

The Proposer must include in Proposal, Attachment E - Cost, all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the aforementioned locations.

F. Assistance to Proposers with a Disability

Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP Wednesday, May 13, 2026, at 8:00am (PST) Deadline for Submission of Questions Wednesday, May 20, 2026, at 4:30pm (PST) Deadline for Proposals Wednesday, June 3, 2026, at 4:30pm (PST) Date for Tentative Contract Award July 2026

Request for Proposal Graffiti Abatement Services

Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the question and answer will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Board: The San Bernardino County Board of Supervisors.

Contract: The Contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Purchasing Agent: The Director of the County Purchasing Department.

Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Services: The requested services described in this RFP.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

Request for Proposal Graffiti Abatement Services

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Local Preference

The San Bernardino County has adopted a Local Preference Policy. A local preference of five percent

Request for Proposal Graffiti Abatement Services

(5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies. In a price-based bid, five percent (5%) will be deducted from the local vendor’s proposed cost for the purpose of comparison when the local vendor’s proposed cost is not the lowest. If the local vendor’s bid is equal to or lower than the price of an otherwise successful non-local vendor after the 5% preference is applied, the local vendor will be given the opportunity to match the lowest quoted price. In a best value evaluation, five percent (5%) of the awardable points for cost will be added to the local vendor’s score. If the local vendor’s overall score is equal to or lower than that of an otherwise successful non-local vendor, the local vendor will be recommended for award.

“Due to the evaluation of qualitative elements along with cost in a best value evaluation, application of local preference for cost proposals may not result in award to a local vendor with the lowest cost after applying local preference.”

Local Vendor - A local vendor is any vendor, contractor or consultant (hereafter “vendor”) that meets all of the following requirements:

1. Vendor’s main office (headquarters) or a major regional office is located within the County;

2. Vendor employs a minimum of 25% of the vendor’s full-time management employees and 25% of its full-time regular employees working from the San Bernardino County location(s);

3. Vendor employs one full-time or two part-time employees with primary residence in the County;

4. Vendor’s “point of sale” for purposes of reporting sales tax to the State Board of Equalization is within the boundaries of the County. The payment of any local share of sales tax must go to the County or a city within the County. If the local business has more than one sales office in the State of California, the office located in the County shall be the point of sale for sales tax calculation;

5. Vendor is not delinquent in any taxes or other payments to the County;

6. Vendor possesses a valid and verifiable business license (if required);

7. Vendor has been open and established for at least six months prior to the issuance of the solicitation;

8. Vendor can demonstrate on-going business activity in the field of endeavor on which they are proposing from that office during the preceding six months;

9. Vendor has not within five years prior to the solicitation admitted guilt or been found guilty by any court or state or federal regulatory enforcement agency of violation of any criminal law or any law or regulation regarding fraud;

10. Vendor is not federally debarred; and

11. Vendor is not suspended or debarred from participation in doing business with the County, in the scope of work that is the subject of the solicitation.

12. Local Vendor Self-certification – Documentation provided

Local Vendor self-certification form is required for any bid or proposal when a local preference is claimed affirming that it meets each of the above stated criteria, and signed by a vendor representative with the authority to obligate the company under penalty of perjury. (See Attachment)

I. Clarification of Offers In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

Request for Proposal Graffiti Abatement Services

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Reserved

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

Request for Proposal Graffiti Abatement Services

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Department of Industrial Relations Registration Proposer must be registered with the Department of Industrial Relations as required by Senate Bill 854 (Chapter 28, Statutes of 2014) and Senate Bill 96 (Chapter 28, Statutes of 2017) to work on public works contracts as defined under the Labor Code.

R. Proof of Conformance of Paying Employees Prevailing Wage When Required Proposer must provide the County with a complete list of all contracts to provide graffiti abatement services with other public agencies in the State of California and indicate if State law requires the proposer to pay their employees prevailing wage.

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

The Department is responsible for graffiti abatement throughout the County’s unincorporated areas including the mountain, desert, and valley regions. The immediate removal of graffiti to restore the structure’s original appearance is critical to the prevention of continued graffiti vandalism. The County utilizes vendors to perform such abatements.

B. PROJECT DESCRIPTION

1. Each month, the Vendor will abate graffiti at the minimum number of sites as stated on the bid sheet (Attachment E).

2. The abatements will be carried out on public or private property in public view, in all unincorporated areas of the County Bid Area(s).

3. The Vendor will be available 24 hours per day, 7 days per week, 365 days per year, in order to receive service requests from County staff for specific graffiti sites requiring clean up.

https://www.sam.gov/

Request for Proposal Graffiti Abatement Services

4. The County will maintain a toll-free number to receive graffiti complaints from residents. County staff will forward the complaints to the appropriate vendor.

5. All calls, except those for vulgar graffiti (see 13b below), received from County Code Enforcement staff will require a forty-eight (48) hour response time or a 5% penalty will be applied to any charge for that specific site. Response shall be in the following priority:

a. Direct calls from Code Enforcement staff

b. Requests from the Code Enforcement Graffiti Abatement Program Manager

6. The Vendor shall be available at all reasonable times to report and confer with County staff.

7. The words in the following order: “San Bernardino County Graffiti Abatement Program", the

Vendor’s name, and the County abatement toll free number shall be printed in legible letters not less than two inches in height on both sides of all trucks used for County graffiti abatement services.

8. Vendor must submit documentation that supports the ownership of all required equipment and maintains appropriate levels of equipment to meet the requirements of this RFP. Required equipment is as follows: 3500 PSI sand and water blaster; 3000 PSI Pressure Washer; airless paint sprayers; compressor with paint guns. If the County requests inspection, all equipment shall be made available prior to award of contracts. Unsatisfactory equipment will be rejected.

9. All equipment and tools are to be furnished, operated and maintained by the Vendor. There will be no extra charge made to the County for the same. All fuel, materials, supplies, etc., to perform the graffiti abatement services are to be furnished at no extra charge to the County. Vendor shall have adequate reserve equipment available in case of breakdown. It will be made available within a forty-eight (48) hour period or at a reasonable time as set by the Code Enforcement Chief or Assistant Chief.

10. All trucks and trailers used for transportation of equipment must comply with the State of California Public Utilities Commissioner and the Department of Transportation Regulations.

11. The Vendor must work with the San Bernardino County Fire District’s Hazardous Waste and Recycled Paint Program. The Vendor must agree to utilize recycled paint provided by Hazardous Waste whenever possible.

12. The Vendor will provide real-time web-based work order management with real-time graffiti tracking application. The application shall be downloadable to smart phone devices.

13. The Vendor shall conduct graffiti abatement services as follows:

a. Remove graffiti from all types of surfaces including, but not limited to, wood, metal, stucco, brick, concrete, cinder blocks, sidewalks, etc.

b. Remove vulgar graffiti (i.e., profane, obscene or racist), within 24 hours, seven days per week.

c. Use appropriate methods of covering or removing graffiti for the particular surface and conditions, such as water blasting, painting over, chemical solvents, etc.

d. Use County-approved chemical solvents when removing graffiti from County property, such as street light poles, traffic signs, control boxes, etc. Any chemical solvents utilized to remove graffiti shall have a Material Safety Data Sheet available for inspection.

e. Use water-based and/or recycled paint.

f. Use drop cloths on all work assignments to protect sidewalks, vegetation, etc., from paint spillage.

g. Match the existing surface color when painting over or obscuring graffiti. Paint shall be neatly feathered in all areas.

h. For privately-owned property, the Vendor shall obtain and retain the written consent of the owner or the owner’s authorized agent before working on the property.

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i. The Vendor shall not allow any debris from its operations, especially from the water/sand blasting operations, to be deposited in the storm drains and/or gutters in violation of the National Pollutant Discharge Elimination System.

j. The Vendor shall maintain a record/log of all requests. Records shall be made available to the County upon request.

k. Assist the County with special requests (i.e., abatement of graffiti before parades, community cleanups, etc.).

l. Graffiti found on commercial signage shall only be removed with the owner’s/occupant’s specific, written approval and understanding that the Vendor and the County are not responsible for replacing any original lettering, pictures, etc., on a commercial sign. With the owner’s/occupant’s approval, the Vendor shall proceed with diligence to remove the graffiti with as little damage to the commercial signage as possible.

m. Graffiti found on concrete sidewalks shall be removed with a water blasting machine with soda compound. Painting over shall not be permitted. The sidewalks shall be clean of all graffiti, graffiti residue and paint. The areas shall be feathered to match other graffiti-free sidewalk areas. The sidewalks shall be blocked off for safety during abatement.

n. To remove graffiti paint from curb surfaces, the Vendor shall use red, green, or white only depending on the original curb color and/or parking restrictions approved by the Department. Non-painted curbs shall be painted using concrete color paint or cleaned with a water blasting machine.

i. If surfaces are painted red, red cover-up shall be used per County color.

ii. If surfaces are painted green, green cover-up shall be used per County color.

iii. If surfaces are painted white, flat white cover-up shall be used per County color.

iv. If surfaces are non-painted curbs, concrete color paint shall be used on the curb face and flat area of the gutter.

v. If surfaces have legal written designation (i.e., loading zones, bus zones, etc.), the designation shall be repainted after graffiti removal.

o. Graffiti found on light poles shall be removed using a water blasting machine with soda compound only. No paint will be used. All paint shall be removed from the pole.

p. Graffiti found on wooden light poles shall be removed using a water-based brown paint to match the wood color. All paper signs shall be removed.

q. Graffiti found on bus stops shall be removed using a spray on the plastic sides and seating areas. The surfaces shall be washed with water. If graffiti has been placed over advertisements, then paint matching the advertisement’s colors shall be used to cover the graffiti. If the bench is a natural concrete color, a water blasting machine with a soda compound shall be used.

r. Graffiti found on trees shall be removed by using a water blasting machine with a large spray tip so as not to damage the tree’s bark or even kill it.

s. Graffiti found on concrete block walls shall be removed using a water blasting machine with soda compound or water-based paint. Painting over shall not be done unless the wall has been previously painted. The Vendor shall match the paint to the previous color using water-based paint. Over spray on sidewalk or private property shall not be allowed.

t. Graffiti found on brick walls shall be removed using a water blasting machine with soda compound or water-based paint. Painting over shall not be done unless the brick wall has been previously painted. The Vendor shall match the paint to the previous color using water-based paint. Over spray on sidewalk or private property shall not be allowed.

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u. Graffiti found on rock walls shall be removed using only a water blasting machine with soda compound. All paint shall be removed from rock face and mortar joints to match other existing rock facing. No painting over shall be used unless the wall was previously painted.

The Vendor shall color match the paint to the previous color using water-based paint.

v. Graffiti found on wooden fencing shall be painted overusing a water-based paint to match the color of the fencing. The Vendor shall feather paint to match the existing fencing.

w. Graffiti found on chain link pipes and fencing shall be painted overusing a galvanized color to match the fencing material and pipe color. The paint-over color shall be feathered into the fabric and along the pipes.

x. Graffiti found on metal fencing (sheets) shall be removed from metal fencing. The paint-over color shall match other parts of the fence. Paint-over shall be a water-based color, painted and feathered to match other painted fenced areas. The Vendor shall remove all paper signs before painting.

y. Graffiti found on stucco-faced walls shall be painted overusing a water-based color. The Vendor shall match paint colors and feather the paint into other painted stucco areas. No paint over spray shall be allowed on sidewalks or private property.

z. Graffiti found on asphalt or concrete (streets) shall not be the responsibility of the Vendor.

The Vendor shall immediately notify the County if graffiti is found on the asphalt or concrete. Vendor shall be responsible for removing graffiti from the curbs and gutters.

aa. Graffiti found on wooden signposts shall be painted using a flat white water-based paint.

Graffiti found on galvanized signposts shall be painted using galvanized colored paint. All paper signs shall be removed from the posts before applying paint.

bb. Graffiti found on glass windows shall be removed using a graffiti abatement spray and water. The use of water blasting machines on glass is prohibited.

cc. Graffiti found on concrete reinforced retaining walls, tunnel fronts, and auto barrier walls shall be removed by using either a water blasting machine, soda compound, or water-based paint. Vendor shall match color to the existing color. Vendors shall feather paint into existing painted or non-painted surfaces.

14. Billing and Documentation of Abatement Work Performed:

a. The Vendor should keep a log of all graffiti abatement requests made by County staff.

b. The Vendor will submit a monthly invoice with a Billing Detail Report (Exhibit II, Graffiti

Removal Report) that lists all abatement sites.

c. The Billing Detail Report will be in date sequence.

d. The monthly invoice will include digital photos of all sites being billed for the period. Each photo will be named with the date the photo was taken and a number that corresponds to the number entered in the Photo Number column of the Billing Detail Report.

e. Before any graffiti abatement work is performed on any site, the Vendor shall take electronic photographs of the area demonstrating the need for graffiti abatement. Photos shall also be taken immediately after the abatement work is completed. The photos will be submitted to the Department with billing requests for the work performed. Digital photographic documentation is mandatory to justify the work performed by the Vendor.

Payments will not be processed without photos. If the photographs do not adequately depict the abatement, the County will not authorize payment. The Vendor is solely responsible for the quality of the abatement documentation photographs.

f. The Vendor shall take the after picture from the same location as the before picture showing some outstanding point of reference or landmark.

Request for Proposal Graffiti Abatement Services

C. ADDITIONAL REQUIREMENTS

1. Have no record of unsatisfactory performance as determined by the California Contractors State

License Board and California Department of Consumer Affairs. Vendors who are or have been seriously deficient in current or recent contract performance, in the absence of circumstances properly beyond the control of the Vendor, shall be presumed to be unable to meet this requirement.

2. Have no outstanding or unresolved complaints/issues with the County of San Bernardino.

3. Possess and maintain communication equipment in proper working order to maintain contact with the County and emergency response units in the event of an accident.

4. Have the ability to maintain adequate files and records to meet statistical reporting requirements.

5. Have the administrative capability to provide and manage the proposed services to ensure an adequate audit trail and to monitor contract balances prior to performing additional assigned work.

D. COUNTY GRAFFITI HOTLINE

The County has established a graffiti reporting hotline as part of its Graffiti Abatement Program.

Throughout the term of the resulting Agreement, Proposer shall access the County’s Graffiti Hotline at 877-442-2283 or 877-44-ABATE, a minimum of two (2) times per day (at approximately 7:00 am and 1:00 pm) in order to determine the services needed by the County.

E. WORK ORDER SYSTEM

In addition to regular monitoring of the County’s Hotline, Proposer is to:

1. Receive work orders via a web-based work order system.

2. Provide residents a free County branded Smartphone app on the Android and iPhone platform.

a. Requests are to be electronically submitted to work order system and assigned a work order number in real time.

b. Upon job completion, a Thank You note with before and after photos are to be transmitted electronically to the resident’s email address.

c. Responding email must have a feedback link to an electronic survey that allows residents to rate services and response time.

d. App shall have flexibility to allow reporting of other public services requests.

3. App must be available in the App Stores and Android marketplace at the Proposer’s cost.

4. Mobile device must allow CCES to create, view, and map open work orders.

5. Photographs of work performed (before and after) are to be sent real-time with work order number, address, zone, method, surface, time cleaned, square footage, moniker, total response time, and price to web-based system.

6. System must allow for multiple photos per work order number.

7. Web based system must be able to show:

a. All work order status

b. Maps of zones as provided by the County

c. Response time to work orders

d. Costs by zones

e. Square footage cleaned by zones

f. Custom graphs

g. Custom reports

h. Maps on Google Earth

8. Work order system must allow direct link through URL from the County’s website.

Request for Proposal Graffiti Abatement Services

a. Public can use site to report graffiti and upload photos.

b. Requests are electronically submitted to work order system and assigned a work order number.

9. All data collected in the work order system for this project is the property of the County.

10. Proposer must be able to demonstrate all aspects of the software requirements through a working version of the software prior to award of Contract. Include Smartphone app names and contact information for a minimum of 3 government customers of similar size that have used Proposer’s software for at least 12 months.

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All Proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified.

Late or incomplete proposals will not be accepted. Electronic response must be submitted through the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/view/login/login.xhtml. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph B - RFP Contact.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. Proposals can be withdrawn at any time prior to the scheduled Deadline for Proposals.

5. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8-½ v 11 sheet of paper with margins of at least ¾ inches. Text should be single spaced and font size should be no smaller than 11 point. Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

https://epro.sbcounty.gov/bso/view/login/login.xhtml

Request for Proposal Graffiti Abatement Services

4. Statement of Certification

Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and have no exceptions to any requirements, terms or conditions, except as noted in Attachment H.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

6. Licenses, Permits, and/or Certifications

Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 22.

The Services requested under this RFP include “public works” and “maintenance” services as defined in the California Labor Code. Under Labor Code section 1725.5 Contractor must be registered with the Department of Industrial Relations (DIR) at the time Contractor submits a Proposal. Include Contractor’s DIR registration number on Attachment C and the DIR registration number of all subcontractors who may be performing “public works” and “maintenance” Services if a Contract is awarded to Proposer.

7. Reserved

8. Reserved

9. Proposal Description

The Proposal should include the following:

a. A brief synopsis of the Proposer’s understanding of the County’s needs and how the Proposer plans to meet them.

b. A detailed statement of the proposed Services.

c. An explanation of any assumptions or constraints.

10. Reserved

Request for Proposal Graffiti Abatement Services

11. Certification Regarding Debarment or Suspension

Complete Attachment D

12. Cost Complete proposed pricing on Attachment E.

13. References Provide three (3) references from other entities, preferably public agencies, of same or similar size as the County, with whom you have established a contract on a project of this nature. Provide Contact Name, Address, Phone Number, email, and dates Services were provided on Attachment F.

14. Former County Officials Complete Attachment G

15. Exceptions to RFP Complete Attachment H.

16. Public Records Act Exemptions Complete Attachment I – Public Records Act Exemptions if applicable.

17. Indemnification and Insurance Requirements Affidavit

Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment J – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

VII. EVALUATION

Proposals will be subject to an Initial Review to confirm responsiveness, by determining whether each Proposal includes the stipulated content, required certifications or licensing, etc., and is presented in the required format, in order for the Proposal to advance for evaluation. Any reasonable person reviewing for responsiveness must be able to ascertain that the Proposal meets these requirements.

The evaluation process includes the following categories and may include additional specific criteria.

Likewise, the listed considerations are possible considerations and may not be the only factors involved in the evaluation.

A. QUALIFICATIONS AND EXPERIENCE

Weight: 25 Maximum Points Considerations:

Proposer background and reputation, qualifications of the project team, experience with local approval agencies, experience with publicly bid projects, and experience with similar services and entities.

B. RESERVED

C. TECHNICAL REVIEW

Weight: 20 Maximum Points Considerations:

Statement of understanding of the County’s needs, work plan, scheduling, technical specifications and functionality, quality control, training, adequacy of support staff and subcontractors, risk management, and value-added aspects.

Request for Proposal Graffiti Abatement Services

D. COST/REVENUE

Weight: 50 Maximum Points Considerations:

Price per site and other associated costs (Attachment E)

E. REFERENCES

Weight: 5 Maximum points Considerations:

Satisfactory performance of similar work, demonstrated knowledge and expertise, work product, quality of interactions, capability of assigned team members, and likelihood of continued use, etc.

F. RESERVED

The County may, at its sole discretion, create a shortlist of Proposals for further evaluation; require an oral interview, presentation, or demonstration; and utilize outside experts to assist in the evaluation process;

and/or issue a request for Best and Final Offer (BAFO) from one or more Proposers.

The County will establish an evaluation panel with responsibility for reviewing all Proposals and conducting the evaluation. A Facilitator will manage the integrity of the evaluation process and will not be a voting member of the evaluation panel. An initial meeting will be scheduled and held with the evaluation panel members, wherein the Facilitator will distribute all relevant information to the evaluators including the RFP, evaluation criteria , and evaluation instructions.

After the initial meeting, evaluators will independently review and score the Proposals. The evaluation panel will then convene again to discuss the individual scores to resolve questions and to discuss the basis for individual scores, but not for the evaluators to agree upon scoring. At the end of this discussion, each evaluator will be given an option to revise his/her scores.

Evaluators will make independent determinations for scores, including review and understanding of any additional information obtained by the group discussion. In the event a score is revised, the evaluator will document the new score, and provide comments to support the revision.

If clarifying information is needed at any point, the Facilitator will contact Proposer(s) to obtain the necessary information. The Facilitator will then provide the information to the evaluation panel electronically or verbally, as appropriate.

If the evaluation process includes components such as oral interviews, product demonstration, and/or site visits, the Facilitator will coordinate those with evaluators. Individual scoring and any subsequent evaluation panel meetings with respect to such components must be conducted.

Once all ratings are finalized and documented, the Facilitator will create a final evaluation scoring worksheet.

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

The County may require the potential Proposer(s) selected to participate in negotiations. This may include cost, technical, or other clarifications needed to make a decision.

A. Contract Negotiation

After selection, negotiations may be conducted with the Proposer(s) of the highest-ranked Proposal(s).

Negotiations, if held, shall be within the scope of work in the request for Proposals. If the contract negotiations take place in San Bernardino County, California, the Proposer will be responsible for its travel and per diem expenses of its personnel.

Request for Proposal Graffiti Abatement Services

B. Failure to Negotiate If the selected Proposer:

1. Fails to provide the information required to begin negotiations in a timely manner; or

2. Fails to negotiate in good faith; or

3. Indicates it cannot perform the Contract within the budgeted funds available for the Services; or

4. If the Proposer and the County, after a good faith effort, simply cannot come to terms;

Then the County may terminate negotiations with the Proposer initially selected and commence negotiations with the next highest rated Proposer.

C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection

After the completion of Contract negotiations, a written or electronic Notice of Intent to Award (NOIA) and denial letters (or a copy of the NOIA) will be issued to all Proposers. The issuance date of the NOIA is the date the NOIA was delivered by email or into the care of the United States Postal Service for delivery to the Proposer.

D. Reserved

E. Award

A Contract will be awarded based on a competitive selection of Proposals received. The contents of the Proposal of the successful Proposer will become contractual obligations and failure to accept these obligations in a Contract may result in cancellation of the award.

IX. APPEAL AND AWARD

In the event a dispute arises concerning the Proposal process prior to the award of the Contract, the Proposer raising the dispute shall submit a request for resolution in writing to the Purchasing Agent. Proposer may appeal the recommended award or denial of award (Protest), provided the Protest:

1. Is submitted in writing.

2. Is submitted within ten (10) calendar days of the issuance date of the NOIA.

A Protest can only be brought on the following grounds:

1. Failure of the County to follow the selection procedures and adhere to requirements specified in the RFP or any addenda or amendments.

2. Violation of conflict of interest as provided by California Government Code Section 87100 et seq.

3. Violation of State or Federal law.

Protests will not be accepted for any other reasons than those stated above. All Protests must be sent to:

Pete Mendoza, Director

Purchasing Department 777 E. Rialto Avenue San Bernardino, CA 92415-0760

Upon receipt of the formal Protest, the Purchasing Agent, or his/her designee, will attempt to resolve the Protest. A Protest shall be disallowed when, in the judgment of the Purchasing Agent it has been submitted:

(1) as a delay tactic; (2) for the purpose of posturing the Proposer advantageously for future procurement;

Request for Proposal Graffiti Abatement Services

(3) in a form that deviates from the one prescribed; (4) without adequate factual basis or merit; or (5) in an untimely manner.

The Purchasing Agent shall make a decision concerning the appeal, and notify the Proposer submitting the Protest, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Purchasing Agent shall be deemed final.

Alternatively, at the Purchasing Agent’s discretion, an Appeal Panel consisting of five (5) members appointed by the Purchasing Agent shall hear the Protest. The Proposer will be provided reasonable notice of the time, date and location of the hearing. In the event that a protesting Proposer does not appear at the Protest hearing as scheduled, the Protest will be disallowed.

The hearing is informal, in that it is not subject to the strict rules of evidence or procedure, and live witnesses, if any, will not be sworn. All relevant evidence is admissible, including hearsay.