RFP_No._902780_As_Needed_Roof_Repairs_Maintenance_(ADA_Compliant_Document).pdf

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RFP Template Rev. 6/8/26

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 902780 for

ON CALL AS NEEDED ROOF MAINTENANCE, INSPECTION,

DIAGNOSTIC, TROUBLESHOOTING AND REPAIR SERVICES

For complete information regarding this project, see Request for Proposal (RFP) posted at County of Alameda Procurement Portal [https://procurement.opengov.com/portal/acgov] or contact the County Thank you for your interest!

Contact Person: Paul Biondi

Phone Number: (510) 208-9613

Email Address: p.biondi@acgov.org

General Services Agency (GSA) – Procurement

RESPONSE DUE

by

2:00 p.m.

on

November 17, 2026 through

Alameda County, GSA-Procurement

County of Alameda Procurement Portal https://procurement.opengov.com/portal/acgov https://procurement.opengov.com/portal/acgov mailto:p.biondi@acgov.org

Specifications, Terms & Conditions for On Call as Needed Roof Maintenance

Inspection, Diagnostic, Troubleshooting and Repair Services

RFP No. 902780

CALENDAR OF EVENTS

REQUEST FOR PROPOSAL No. 902780

ON CALL AS NEEDED ROOF MAINTENANCE , INSPECTION, DIAGNOSTIC,

TROUBLESHOOTING AND REPAIR SERVICES

EVENT DATE/LOCATION

Request Issued October 13, 2026

Networking/Bidders Conference

October 20, 2026 @10:00 a.m.

TO ATTEND ONLINE: Please click on the link

Roof Maintenance Bidder's Conference

Meeting ID: 274 911 650 341 63

Passcode: u4hS9uZ9

+1 415-915-3950

Phone conference ID: 492 367 592#

Video Conference

Tenant key: alamedacountyca@m.webex.com

Video ID: 113 135 955 1

Written Questions Due via the “Question & Answer” tab of this project in the County of Alameda Procurement Portal

October 21, 2026 by 5:00 p.m.

List of Attendees October 23, 2026

Questions & Answers Issued November 6, 2026

Addendum Issued [only if necessary to amend RFP] November 6, 2026

Response Due and Submitted through County of Alameda Procurement Portal

November 17, 2026 by 2:00 p.m.

Followed immediately by online Public Bid Opening which can be joined here:

RFP No. 902780 Public Bid Opening

Meeting ID: 213 642 620 050 560

Passcode: HP9wE9N5

Dial in by phone

Phone number and conference Identification Number

United States, San Francisco

Find a local number

Phone conference ID: 239 817 456#

Join on a video conferencing device

Tenant key: alamedacountyca@m.webex.com

Video ID: 111 455 747 2

Evaluation Period November 17, 2026 – November 23, 2026 https://teams.microsoft.com/meet/27491165034163?p=ps0nGG8sNMQXBY1wGS tel:+14159153950,,492367592 https://procurement.opengov.com/portal/acgov https://procurement.opengov.com/portal/acgov https://teams.microsoft.com/meet/213642620050560?p=6i6WmqOoEZpEy75Hyt tel:+14159153950,,239817456 https://dialin.teams.cloud.microsoft/c44e85b4-06d5-44f1-aa66-048146aad930?id=239817456

Optional Vendor Interviews Week of December 7, 2026

Notice of Intent to Award Issued December 22, 2026

Board Consideration Award Date February 2, 2027

Contract Start Date February 9, 2027

NOTE: All dates are tentative and subject to change.

Alameda County Vendor Outreach

Wednesday, October 14, 2026 10:30 a.m. – 11:30 a.m.

TO ATTEND ONLINE:

Vendor Outreach Call-in: +1 415-915-3950

Conference ID: 504 517 635#

COME MEET ALAMEDA COUNTY’S

PROCUREMENT TEAM!

This public event is not specific to any RFP, where vendors can speak with GSA professionals, get to know them, and learn more about contracting opportunities with the County.

These are conducted on most Wednesdays.

Dates and locations can be confirmed by checking at Upcoming Events

[https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/] https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTcwODZiMDctYzdmNi00ZTgxLWJhOTUtMjAyZTRkMWQxMTg4%40thread.v2/0?context=%7b%22Tid%22%3a%2232fdff2c-f86e-4ba3-a47d-6a44a7f45a64%22%2c%22Oid%22%3a%22338906a1-74a0-4066-b6d5-051f1847307a%22%7d https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 902780

SPECIFICATIONS, TERMS & CONDITIONS

for

ON CALL AS NEEDED ROOF MAINTENANCE , INSPECTION, DIAGNOSTIC,

TROUBLESHOOTING AND REPAIR SERVICES

TABLE OF CONTENTS

Page

CALENDAR OF EVENTS

I. STATEMENT OF WORK

A. INTENT

B. SCOPE/BACKGROUND

C. BIDDER QUALIFICATIONS

D. SPECIFIC REQUIREMENTS

E. DELIVERABLES / REPORTS

F. BIDDERS CONFERENCE(S)/VENDOR OUTREACH

II. COUNTY PROCEDURES, TERMS, AND CONDITIONS

G. EVALUATION CRITERIA / SELECTION COMMITTEE

I. CONTRACT EVALUATION AND ASSESSMENT

J. NOTICE OF INTENT TO AWARD

K. BID PROTEST / APPEALS PROCESS

L. TERM / TERMINATION / RENEWAL

M. QUANTITIES

N. PRICING

O. AWARD

P. METHOD OF ORDERING

Q. WARRANTY

R. INVOICING

S. LIQUIDATED DAMAGES

T. PERFORMANCE AND RISK MANAGEMENT REQUIREMENTS

U. ACCOUNT MANAGER / SUPPORT STAFF

III. INSTRUCTIONS TO BIDDERS

V. COUNTY CONTACTS

W. SUBMITTAL OF PROPOSALS

ATTACHMENTS

EXHIBIT A Bid Response Packet

EXHIBIT B North County Covered Asset Portfolio

EXHIBIT C Baseline Roof Condition Assessments

I. STATEMENT OF WORK

A. INTENT

It is the intent of these specifications, terms, and conditions to describe on call as needed roof maintenance, inspection, diagnostic, troubleshooting, and repair services being requested by the County.

The County intends to award a three-year contract (with the option to renew for two years) to a pool of up to two (2) Bidders selected as the most responsive and responsible Bidders whose response conforms to the RFP and meets the County’s requirements.

These specifications, terms, and conditions are to procure the most environmentally preferable products with equivalent or higher performance and at an equal or lower cost than traditional products. Specific requirements from the County’s Sustainability Program related to this RFP are included in the appropriate sections.

B. SCOPE/BACKGROUND

The Alameda County General Services Agency, Building Maintenance Department, specifically the Fairmont Carpenter, Paint, and Locksmith Shop (GSA-BMD North County CPL), is responsible for the maintenance, repair, and operational upkeep of a diverse range of facilities. The GSA-BMD North County CPL manages 64 facilities, which include administrative offices, courthouses, youth centers, veterans' memorial halls, parking structures, and detention facilities.

This extensive responsibility reflects GSA-BMD's commitment to ensure that each facility is not only functional but also meets the community's needs, creating a safe and welcoming environment for employees, residents, and visitors. Their efforts range from routine preventative maintenance to urgent leak remediations, demonstrating a strong dedication to excellence in public service and facility management.

GSA-BMD is seeking proposals from qualified and licensed roofing contractors to provide on-call as needed roofing maintenance and repair services for County-owned facilities. This contract is strictly for maintenance, inspections, diagnostics, troubleshooting, and repairs; it does not include full or partial roof replacements. The chosen contractors will be required to offer 24/7 emergency on-call, as-needed services and adhere to strict response times.

Covered Asset Portfolio & Baseline Conditions (Exhibits B & C): The services outlined in this RFP apply specifically to the facilities detailed in Exhibit B – North County Covered Asset Portfolio, attached hereto and incorporated by reference. Bidders must base their logistical planning, and response and availability capabilities strictly on the geographic distribution of these assets.

Furthermore, the County provides Exhibit C – Baseline Roof Condition Assessments for informational and baseline-setting purposes. This document establishes the documented health and existing defects of the covered portfolio prior to contract commencement. The Contractor(s) is expected to utilize this baseline data to inform preventative maintenance schedules and accurately diagnose root-cause failures without duplicating initial discovery efforts.

Bidders are also informed that certain buildings as identified in Exhibit B - North County Covered Asset Portfolio have roof mounted solar panels. Any maintenance or repair activities that require removal of the solar panels will require Contractor coordination with GSA-BMD North County CPL and the County’s solar panel consultant to remove the panels before any work can be done.

C. BIDDER QUALIFICATIONS

1. BIDDER Minimum Qualifications

a. Bidder must be regularly and continuously engaged in the business of providing as needed on-call roof maintenance, inspection, diagnostic, troubleshooting and repair services for at least five (5) years, which must be clearly stated or demonstrated in the bid response packet.

b. Bidder must possess a valid State of California C-39-Roofing Contractor’s license (CA State Contractors License Board) which must clearly be demonstrated in the bid response packet.

c. Bidder must possess all permits, licenses, and professional credentials necessary to supply products and perform services specified under this RFP. Unless noted otherwise in the RFP, for example the item(s) stated above, including any Addendum, Bidder is not required to submit copies or verification of the permits, licenses and credentials; however, Bidder must provide such proof if requested by County.

D. SPECIFIC REQUIREMENTS

1. Contractor must maintain the covered County roofs in a safe, watertight, serviceable condition through timely, code- and manufacturer-compliant inspections, diagnostics, emergency stabilization, preventive maintenance, and localized repairs, with documented root-cause resolution, minimal facility disruption, transparent pricing, and complete asset-level service records.

https://www.cslb.ca.gov/OnlineServices/CheckLicenseII/CheckLicense.aspx

2. Certain buildings as identified in Exhibit B- North County Covered Asset Portfolio have roof mounted solar panels. Any maintenance or repair activities that require removal of the solar panels will require Contractor coordination with GSA-BMD North County CPL and the County’s solar panel consultant to remove the panels before any work can be done.

3. Contractor must furnish all personnel, supervision, materials, ordinary equipment, tools, transportation, safety controls, documentation, and incident coordination necessary to complete each authorized service in a safe, watertight, code-compliant, and manufacturer-compliant condition. Completed work must correct the authorized defect, preserve applicable existing warranties, prevent avoidable damage to adjacent building components, restore functional drainage, and leave the work area clean and ready for County use. Services will include but not be limited to the following:

a. General Roofing Services. Each authorized repair must eliminate the identified source of water intrusion or component failure within the approved repair area and restore the affected roof system, flashing, penetration, gutter, downspout, drain, scupper, strainer, or edge-metal component to a securely attached, watertight, freely draining, and serviceable condition. Contractor must document the pre-repair condition, root cause, materials installed, dimensions of the repair, completed condition, and any remaining deficiencies outside the authorized repair area.

(1) Roof inspections and condition assessments.

(2) Preventative maintenance and repairs.

(3) Emergency leak repairs.

(4) Weatherproofing.

(5) Removal and disposal of damaged roofing materials and localized repairs to isolated defects, including punctures, tears, open seams, failed flashing, membrane splits, minor wet insulation, loose edge metal, and localized storm damage that do not require replacement of an entire roof section or assembly.

(6) Servicing flashing, gutters, downspouts, and associated roof drainage and edge metal components, including inspection, cleaning, adjustment, resealing, tightening, repair, and authorized replacement necessary to maintain watertight performance and proper drainage.

b. Types of roofing systems requiring repairs and maintenance:

(1) Localized replacement of asphalt shingles,

(2) Modified Bitumen,

(3) Built Up Roofing (BUR),

(4) Thermoplastic Polyolefin (TPO) roofing systems,

(5) Polyvinyl Chloride (PVC) and Ethylene Propylene Diene Monomer (EPDM) membrane,

(6) Metal roofing, and

(7) Tile roofing.

c. TPO Certification Requirement

(1) Any work involving TPO roofing systems must be performed by personnel certified by one or more TPO roofing systems.

(2) All TPO work must comply with manufacturer guidelines to ensure existing warranties are not voided.

(3) Failure to maintain required TPO certification during the contract term may result in contract termination.

d. Inspections, Maintenance and Reporting

(1) Complete bi-annual routine inspections (spring and fall) strictly following National Roofing Contractors Association (NRCA) standards: https://www.nrca.net/ of 100% of the covered roofs identified in Exhibit B, unless the County provides a written exception. Within five (5) business days after each inspection, Contractor must submit an asset-specific report identifying the roof system, areas inspected, condition rating, active and potential leak conditions, drainage deficiencies, safety concerns, remaining useful-life observations, prioritized corrective recommendations, photographs, and a budgetary repair estimate.

Submission and County acceptance of the report shall constitute completion of the inspection.

(2) Mandatory debris removal during routine maintenance including leaves, dirt, and organic growth, alongside the complete clearing https://www.nrca.net/ of drains, scuppers, and strainer baskets. At completion of each scheduled maintenance visit, roof surfaces and drainage pathways must be free of loose debris and organic growth; drains, scuppers, strainers, gutters, and downspouts must be unobstructed and functioning. Contractor must provide before-and-after photographs and identify any blockage or defect that cannot be corrected within the authorized maintenance scope.

(3) Proactive maintenance of penetrations, including topping off pitch pockets, recaulking termination bars, and securing separated flashings. Contractor shall leave each maintained penetration, pitch pocket, termination bar, flashing, and associated sealant securely attached and watertight, using materials compatible with the existing roof system and applicable manufacturer requirements.

(4) Pre-project inspections and written assessments for repairs.

Within two business days after a routine site assessment, or by the next business day after a Priority 2 assessment, Contractor shall submit a complete written quotation identifying the defect and root cause, exact repair dimensions, labor classifications and estimated hours, materials and quantities, supplier cost and markup, permits, schedule, warranty, exclusions, and total not-to-exceed price. No work shall begin without County written authorization, except emergency stabilization expressly directed by the County.

(5) When infrared thermography is authorized by the County and suitable environmental conditions exists, Contractor shall use qualified personnel and properly calibrate equipment to identify probable moisture anomalies and define the apparent limits of saturated insulation. Within three (3) business days, Contractor shall submit a roof plan or annotated image showing scan coverage, anomalies, verification methods, environmental conditions, findings, limitations, photographs, and recommended corrective action. Thermography findings shall not be represented as conclusive unless verified by an appropriate confirmation method authorized by the County.

e. Compliance and Standards

(1) Compliance with all applicable Cal/OSHA regulations

(a) Article 30 - Roofing Operations and Equipment (Overview): https://www.dir.ca.gov/title8/sub4.html

(b) Section 1724 - Roofing - General Requirements:

https://www.dir.ca.gov/title8/1724.html

(c) Section 1730 - Roof Hazards (Fall Protection & Warning Lines): https://www.dir.ca.gov/title8/1730.html

(2) Use of materials meeting or exceeding manufacturer and industry requirements.

(3) Coordination with County staff to minimize disruption to County operations.

(4) Environmental Impact & Nuisance Mitigation (Noise, Dust, & Odors)

(a) Contractor shall perform the work without uncontrolled migration of dust, debris, water, fumes, or objectionable odors into occupied areas and without unapproved interruption of HVAC or County operations. Before noise-, dust-, or odor-generating work, Contractor shall submit a site-specific control plan and obtain County approval of the work hours and HVAC protections. Any uncontrolled migration or unapproved disruption shall be corrected immediately at no additional cost. The County considers the introduction of strong, disruptive roofing odors (e.g., from adhesives, solvents, or hot-applied systems) into interior tenant spaces to be a critical operational failure.

Prior to any grinding, cutting, or odor-generating activities, the Contractor must coordinate with GSA-BMD to temporarily shut down or physically cover all adjacent HVAC outside/fresh-air intakes. Furthermore, any high-decibel operations (e.g., core drilling, concrete grinding, or heavy deck fastening) must be identified in advance and potentially performed outside of regular business hours.

The County reserves the right to mandate that high-decibel or highly odorous work be scheduled explicitly outside of regular facility operating hours at no additional premium to the County.

https://www.dir.ca.gov/title8/sub4.html https://www.dir.ca.gov/title8/1724.html https://www.dir.ca.gov/title8/1730.html

(5) Waste disposal - Remove all waste containment, haul-away, and debris disposal generated from repair activities at no cost to the County.

f. Response Time and Availability Depending on Classification of Service Calls -The Contractor must provide a 24 hour, 7 days (24/7) a week emergency on-call operation with a dedicated 24/7 emergency phone number. The response time clock “starts” at the exact moment a voice mail message is left with the Contractor, or an email is transmitted to the Contractor’s emergency contacts by GSA-BMD personnel. The County will assign the priority classification. Performance will be measured from receipt at the designated emergency telephone number or email address.

Contractor shall maintain call logs showing notification, acknowledgment, dispatch, arrival, stabilization, and completion times. The Contractor must strictly adhere to the following priority levels based on incident severity:

(1) Priority 1 – Critical Emergency - Life Safety and Property Risk

(a) Definition – Catastrophic failures where active water intrusion is impacting County operations, structural integrity, or tenant safety.

(b) Response requirement – The Contractor will be physically on-site within two (2) hours of the initial notification.

Temporary stabilization e.g. tarping, interior water diversion, must be completed immediately upon arrival.

(c) Failure to acknowledge a Priority 1 Critical Emergency call or email within sixty (60) minutes of the response time clock starting is grounds for the County to immediately dispatch and alternate backup provider. Contractor will be responsible for any difference in price between Contractor’s agreed upon rates for this awarded contract and the alternate backup provider that is used in the Contractor’s place.

(2) Priority 2 - Standard Emergency Urgent Repairs

(a) Definition - Standard Leak remediation, recent storm damage, or localized structural vulnerabilities that are not actively flooding interior spaces.

(b) Response requirement – The Contractor must acknowledge Priority 2 Standard Emergency Urgent Repair call or email within 2 hours and be physically on-site of the requested repair location within 24 hours of the initial notification to provide diagnostics and a repair estimate.

(3) Routine Maintenance, As Needed Work

(a) General preventative maintenance, debris removal, or scheduled roof assessments.

(b) Response requirement – The Contractor must acknowledge routine request within 4 business hours, site visit or schedule within 3 business days, provide expedited call-back services for standard requests with work scheduled and executed during standard business hours, Monday through Friday from 7:00 a.m. to 5:00 p.m. to minimize operational disruption, and complete work by the County-approved date.

4. Labor Compliance/Prevailing Wage:

a. This is a public works project and is subject to monitoring by the Department of Industrial Relations (DIR). All contractors performing work on Public Works projects are required to be registered with the DIR.

Valid DIR registration numbers for the firm and any lower-tier subcontractors the contractors may hire to accomplish their portion of work must be supplied with the proposal. The contractor and all subcontractors under the contractor must pay all workers on all work performed pursuant to this contract not less than the general prevailing rate of per diem wages and the general prevailing rate for holiday and overtime work as determined by the Director of the DIR, State of California, for the type of work performed and the locality in which the work is to be performed within the boundaries of the County, pursuant to sections 1770 et seq. of the California Labor Code. Prevailing wage rates are also available from the County or at www.dir.ca.gov

b. All public works contracts valued at $30,000 or more carry an obligation to hire apprentices, unless the craft or trade does not require the use of apprentices, as indicated in the corresponding prevailing wage determination. This duty applies to all contractors and subcontractors on a project, even if their part of the project is less than $30,000.

http://www.dir.ca.gov/

E. DELIVERABLES / REPORTS

1. Inspection reports including photographs and recommendations – the inspection reports, photographs and recommendations will be used to:

a. Inform the County of any deficiencies,

b. Outline the corrective action needed, and

c. Assist the Contractor in preparing a separate estimate to address the deficiencies identified in the inspection report.

2. Detailed written reports and supporting documentation for each site visit, including preventive maintenance and repair work performed.

3. Routine and planned repair work will be assigned among all available pool Contractor using an identical written request for quotation. Assignment will be made to the Contractor submitting the lowest responsive quotation based on contract rates, verified material costs, ability to meet the required completion date, and compliance with the requested scope. For Priority 1 and Priority 2 calls, the County will use a pre-established rotating on-call schedule, with the other pool Contractor serving as backup. If the assigned Contractor fails to acknowledge or confirm timely mobilization, the County may immediately dispatch the backup Contractor. No Contractor is guaranteed any minimum volume or equitable distribution of work. Each roof maintenance/repair request must contain:

a. Scope of work with exact measurements

b. Specific materials

c. Clear descriptions of the localized repair

d. Breakdown of labor rates

e. Warranty information

f. Detailed cost estimate

g. Proposed timeline for repairs

4. Monthly reporting should include calls by priority, response-time compliance, open work orders, completion times, repeat leaks, warranty callbacks, report timeliness, invoice rejections, safety incidents, subcontractor utilization, and corrective actions.

F. BIDDERS CONFERENCE(S)/VENDOR OUTREACH

1. The Bidders Conference(s) held on the date(s) specified in the Calendar of Events will have online conference capabilities for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at:

Roof Maintenance Bidder's Conference

Meeting ID: 274 911 650 341 63

Passcode: u4hS9uZ9

+1 415-915-3950

Phone conference ID: 492 367 592#

Video Conference

Tenant key: alamedacountyca@m.webex.com

Video ID: 113 135 955 1

2. Vendor Outreach is usually conducted on Wednesdays at Vendor Outreach Link (Call-in: +1 415-915-3950; Conference ID: 504 517 635#). Dates and locations can be confirmed by checking at: Upcoming Events [https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/].

3. Information regarding the RFP will be presented during the conference(s). To get the best experience, the County recommends that Bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone.

4. Bidders Conference(s) will be held to:

a. Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships to participate in the contract(s) that may result from this RFP.

b. Provide an opportunity for Bidders to request clarification on this RFP and ask specific questions about the project, goods, and services.

c. Provide the County with an opportunity to receive feedback related to this RFP.

5. The Bidders Conference(s) Attendees List will be released in a separate document.

6. Written questions submitted by the stated deadline will be addressed in a posted RFP Questions and Answers (Q&A) following the Bidders Conference(s).

Should there be a need to amend or revise the RFP, an Addendum will be issued.

https://teams.microsoft.com/meet/27491165034163?p=ps0nGG8sNMQXBY1wGS tel:+14159153950,,492367592 https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTcwODZiMDctYzdmNi00ZTgxLWJhOTUtMjAyZTRkMWQxMTg4%40thread.v2/0?context=%7b%22Tid%22%3a%2232fdff2c-f86e-4ba3-a47d-6a44a7f45a64%22%2c%22Oid%22%3a%22338906a1-74a0-4066-b6d5-051f1847307a%22%7d https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/

Any verbal statements, including at any Bidders Conference(s) are not binding.

Only the written documents will be binding.

7. Questions regarding these specifications, terms, and conditions are to be submitted in writing through the “Question & Answer” tab of this project in the County of Alameda Procurement Portal by 5:00 p.m. on the date specified in the Calendar of Events.

8. Attendance at the Bidders Conference(s) and Vendor Outreach are highly recommended but are not mandatory. Vendors who attend the Bidders Conference(s) will be added to the Vendor Bid List.

II. COUNTY PROCEDURES, TERMS, AND CONDITIONS

G. EVALUATION CRITERIA / SELECTION COMMITTEE

1. Initial Evaluation (Completeness of Response and Debarment and Suspension).

All proposals will first be reviewed to determine if they pass the initial Evaluation Criteria (Section A), which are determined on a pass/fail basis.

2. Evaluation by County Selection Committee. All proposals that have passed the initial Evaluation Criteria will be evaluated by a County Selection Committee (CSC). The CSC may be composed of County staff and other parties that may have expertise or experience related to the goods or services that are being procured. The CSC will score the proposals according to the Evaluation Criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria, the evaluation of the proposals will be within the sole judgment and discretion of the CSC.

3. Unrealistic Bids. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments or unrealistically high or low in cost may be deemed reflective of an inherent lack of technical knowledge or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.

4. Price Discrepancy. In the case of a discrepancy between the unit price and an extension, the unit price will be used for evaluation purposes.

5. Evaluation Criteria Descriptions. The items listed in the Evaluation Criteria should be considered as minimum requirements. All information contained in a proposal and presented in vendor interviews (if there are interviews) will be considered during the evaluation process and included in scoring within the appropriate Evaluation Criteria.

6. Evaluation Scores. Proposals will be evaluated and scored on the zero to five-point scale within each Evaluation Criteria below. Scores for all Evaluation Criteria (see the section below) will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a higher-weighted total will be deemed of higher quality than a proposal with a lesser-weighted total.

7. Shortlist Process. The evaluation process may include a two-stage approach including a preliminary evaluation of the written proposal and preliminary scoring to develop a shortlist of Bidders that will continue to the final stage of optional vendor interview, and reference checks. The preliminary scoring will be based on the total points, excluding any points allocated to references, and optional vendor interview. The three Bidders receiving the highest preliminary scores may advance to the next evaluation phase. All other Bidders will be deemed eliminated from the process. All Bidders will be notified of the shortlist participants; however, the preliminary scores at that time will not be communicated to Bidders.

8. Reference Checks. The County reserves the right to conduct reference check(s) on all Bidders who submitted a bid proposal. The CSC will then score the reference check(s), as identified in the Evaluation Criteria below, which will then be included in the final score.

9. Optional Vendor Interviews. The County may in its sole discretion, conduct vendor interviews. Should the County opt to conduct a vendor interview, the interview may include responding to standard and specific questions from the CSC regarding the Bidders’ proposal. Whether or not a shortlist process is used, the score of any evaluation criterion below may be revised or informed based on the vendor interview.

10. Final Score. The final maximum score for any procurement is 550 points, including the possible 50 points for local and small, local and emerging, or local preference points (maximum 10% of the final score; derived from 5% for local preference and 5% for either Small and Local or Emerging and Local preference).

Proposals will be ranked by their final scores.

a. Without Vendor Interview. In procurements where there are no vendor interviews, the score received by the evaluation of the written proposal with the references score added will be the final score.

b. With Vendor Interview. In procurements where there are vendor interviews, the CSC will consider the interview and may adjust the scores received by the evaluation of the written proposal which, with the reference scores added, will be the final score.

11. Contact During Evaluation Process. All contact during the evaluation phase must be through the GSA-Procurement department only. Bidders must neither contact nor lobby CSC during the evaluation process. Attempts by Bidders to contact and/or influence members of the CSC may result in disqualification of Bidders.

12. Determining Award. As a result of this RFP, the County intends to award a contract to the highest-ranked responsible Bidder(s), as determined by the combined weight of the Evaluation Criteria, whose response conforms to the RFP and whose bid presents the greatest value to the County considering all Evaluation Criteria. The combined weight of the Evaluation Criteria is greater in importance than the cost in determining the best value to the County. The County may award a contract of higher qualitative competence over the lowest priced response.

13. The zero to five-point scale range is defined as follows:

Score Rating Description

Not Acceptable

Non-responsive, fails to meet RFP specifications. The approach has no probability of success. If the unmet specification is a mandatory requirement, this score may result in the disqualification of the proposal.

1 Poor

Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving objectives per RFP.

2 Fair Has a reasonable probability of success; however, some objectives may not be met.

3 Average

Acceptable and likely to achieve all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on the interpretation of the proposal by CSC.

Above Average / Good

Better than that which is average or expected as the norm. Excellent probability of success in achieving all objectives of the RFP requirements and expectations.

Excellent / Exceptional

Exceeds expectations, is very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success in achieving all objectives and meeting RFP specifications.

14. The Evaluation Criteria and their respective weights are as follows:

Criteria Description Weight

A1. Completeness of Response:

Responses to this RFP must be complete. Responses must address all the requirements identified within this RFP and all related documents, including any Addenda.

Failure to meet the Bidder Minimum Qualifications may also be considered an incomplete response and may result in the disqualification of the Bidder. Pass/Fail

A2.

Debarment and Suspension:

Bidders, its principal, and named subcontractors are not identified on the list of Federally debarred, suspended, or other excluded parties located at www.sam.gov/SAM. Pass/Fail

B. Cost:

The points for Cost will be computed by dividing the amount of the lowest responsive and responsible bid received by each Bidder’s total proposed cost.

Cost evaluation points may be adjusted by considering:

1. Reasonableness (i.e., how well does the proposed pricing accurately reflect the Bidder’s effort to meet requirements and objectives?).

2. Realism (i.e., is the proposed cost appropriate to the nature of the products and/or services to be provided? Is the price affordable to the County, including if costs exceed any budget contained in the

RFP? ).

20 Points

C. Description of Proposed Services:

Proposals will be evaluated considering the RFP specifications and the questions below:

1. To what extent does the Bidder demonstrate a thorough understanding of the County’s covered facilities, roofing systems, service requirements, http://www.sam.gov/SAM operational constraints, and desired performance outcomes?

2. To what extent does the Bidder propose a credible and adequately staffed approach for providing routine and 24-hour emergency services within the required response times?

3. To what extent does the Bidder present a technically sound approach to roof inspections, preventive maintenance, leak diagnostics, infrared thermography, and root-cause identification?

4. To what extent does Bidder propose an effective process for managing service requests from initial notification through quotation, authorization, repair, quality assurance, warranty, and closeout?

5. To what extent does the Bidder’s approach adequately protect County operations, occupants, property, safety, roof warranties, and service data?

30 Points

D. Relevant Experience:

Proposals will be evaluated, including considering the RFP specifications and the questions below:

1. To what extent has the Bidder demonstrated successful experience performing comparable on-call roof maintenance and repair contracts for large, multi-facility organizations?

2. To what extent does Bidder demonstrate experience maintaining and repairing the range of roofing systems and related components included in the County’s scope?

3. To what extent does Bidder’s past performance demonstrate the ability to respond effectively to emergency roof leaks and meet demanding service levels?

4. To what extent do the proposed key personnel possess relevant experience, licenses, certifications, and technical expertise necessary to perform the County’s work?

5. To what extent does the Bidder’s past performance demonstrate successful quality control, root-cause 35 Points resolution, public-works compliance, safety management, cost control, and customer satisfaction?

E. References (See Exhibit A – Bid Response Packet) 15 Points

F. Vendor Interview

Should the County opt to conduct a vendor interview, the interview may include responding to standard and specific questions from the CSC regarding the Bidder’s proposal. Whether or not a shortlist process is used, the scores of any evaluation criterion above may be revised or informed based on the vendor interview.

Vendor Interview may be used to revise / inform scores of criteria above

SMALL LOCAL EMERGING BUSINESS PREFERENCE

Local Preference: Points equaling 5% of Bidder’s total score for the above Evaluation Criteria will be added. This will be the Bidder’s final score for purposes of award evaluation. 5%

Small and Local or Emerging and Local Preference:

Points equaling 5% of Bidder’s total score for the above Evaluation Criteria will be added. This will be the Bidder’s final score for purposes of award evaluation. 5%

I. CONTRACT EVALUATION AND ASSESSMENT

1. During the initial 120-day period of any contract awarded, the County may review the proposal, the contract, any goods or services provided, and/or meet with the Contractor to identify any issues or potential problems.

2. The County reserves the right to determine, at its sole discretion, whether:

a. The Contractor has complied with all terms of this RFP and the contract;

and

b. Any problems or potential problems with the proposed goods and/or services were evidenced, which makes it unlikely (even with possible modifications) that such goods and/or services have met or will meet the County requirements.

3. If, as a result of such determination, the County concludes that it is not satisfied with the Contractor’s performance under any awarded contract and/or

Contractor’s goods and services as contracted for therein, the Contractor may be notified that the contract is being terminated. The Contractor must be responsible for returning County facilities to their original state at no charge to the County. The County will have the right to invite the next qualified Bidder(s) to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so. The County’s right to go to the next qualified Bidder(s) and/or rebid is not limited by the award of a contract or the 120-day period.

J. NOTICE OF INTENT TO AWARD

1. At the conclusion of the RFP response evaluation period, all Bidders will be notified in writing by email or US Postal Service mail of the contract award recommendation, if any, by GSA-Procurement. The document providing this notification is the Notice of Intent to Award/Non-Award.

The Notice of Intent to Award/Non-Award will provide the following information:

a. The name(s) of the Bidder(s) being recommended for contract award;

and

b. The names of all other parties that submitted proposals.

2. The submitted proposals will be made available upon request no later than five calendar days before approval of the award and contract is scheduled to be considered by the Board of Supervisors.

K. BID PROTEST / APPEALS PROCESS

The County of Alameda prides itself on the establishment of fair and competitive contracting procedures and the commitment made to follow those procedures. The following is provided in the event that Bidders wish to protest the bid process or appeal the recommendation to award a contract once the Notices of Intent to Award/Non- Award have been issued. Bid protests submitted prior to issuance of the Notices of Intent to Award/Non-Award will not be accepted by the County.

1. Any bid protest must be submitted in writing by 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the Notice of Intent to Award/ Non-Award, not the date received by the Bidder. The bid protest must be submitted to the office that has been designated for review of protests for this procurement (the Protest Evaluator). For this procurement, the Protest Evaluator is:

GSA–Office of Acquisition Policy ATTN: Contract Compliance Officer 1401 Lakeside Drive, 10th Floor, Oakland, CA 94612 Email: GSA-BidProtests@acgov.org

A bid protest received after 5:00 p.m. is considered received as of the next calendar day. A protest received after 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the Notice of Intent to Award/Non-Award will not be considered under any circumstances by the Protest Evaluator or their designee.

Generally, the County will promptly send an email acknowledging receipt of the protest; it is the responsibility of the protestor to confirm that the protest was timely received.

a. The bid protest must contain a complete statement of the reasons and facts for the protest.

b. The protest must refer to the specific portions of all documents that form the basis for the protest.

c. The protest must include the name, address, email address, and telephone number of the person submitting the protest on behalf of the protesting party.

d. The Contract Specialist will send a notification to Bidders if a protest is received.

2. The Protest Evaluator, or their designee, will review and evaluate the protest and issue a written decision. The Protest Evaluator may, at its discretion, do any of the following: investigate the protest, obtain additional information, provide an opportunity to settle the protest by mutual agreement, and/or schedule a meeting(s) with the protesting Bidder and others (as appropriate) to discuss the protest. The decision on the bid protest must be final prior to the Board hearing.

A notification of the decision will be communicated by email and/or US Postal Service mail to the protestor. Notification will be provided to Bidders when a decision has been made on the protest and whether or not the recommendation to the Board of Supervisors in the Notice of Intent to Award/ Non-Award will stand.

3. The decision on the bid protest by the Protest Evaluator may be appealed to the Auditor-Controller's Office of Contract Compliance & Reporting (OCCR) located at 1221 Oak St., Room 249, Oakland, CA 94612, Email: OCCR@acgov.org, unless mailto:GSA-BidProtests@acgov.org mailto:OCCR@acgov.org the OCCR determines that it has a conflict of interest in which case an alternate will be identified to hear the appeal and all steps to be taken by OCCR will be performed by the alternate. The Bidder whose bid is the subject of the protest, all Bidders affected by the Protest Evaluator's decision on the protest, and the protestor have the right to appeal if they feel the Protest Evaluator's decision is incorrect. All appeals to the Auditor-Controller's OCCR must be in writing and submitted within SEVEN (7) calendar days following the issuance of the decision, not the date the decision is received by the Bidder. An appeal received after 5:00 p.m. is considered received as of the next calendar day. An appeal received after 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the decision by the Protest Evaluator will not be considered under any circumstances by the Auditor-Controller OCCR or their designee.

a. The appeal must specify the decision being appealed and all the facts and circumstances relied upon in support of the appeal.

b. In reviewing protest appeals, the OCCR will not re-judge the proposal(s).

The appeal to the OCCR must be limited to a review of the procurement process to determine if the contracting department materially erred in following the bid or, if applicable, County contracting policies or other laws and regulations.

c. The appeal to the OCCR must be limited to the grounds raised in the original protest and the written decision by the Protest Evaluator. As such, a Bidder is prohibited from stating new grounds for a Bid protest in its appeal.

d. The Auditor’s Office may overturn the results of a bid process for ethical violations by Procurement staff, County Selection Committee members, subject matter experts, or any other County staff managing or participating in the competitive bid process, regardless of timing or the contents of a bid protest.

e. The finding of the Auditor-Controller’s OCCR is the final step of the appeal process. A copy of the finding of the Auditor-Controller’s OCCR will be furnished to the protestor.

f. The finding on the appeal must be issued before a recommendation to award the contract is considered and contract awarded by the Board of Supervisors.

4. The procedures and time limits set forth in this section are mandatory and are each Bidder's sole and exclusive remedy in the event of a bid protest. A Bidder’s failure to timely complete both the bid protest and appeal procedures will be deemed a failure to exhaust administrative remedies. Failure to exhaust administrative remedies, or failure to comply otherwise with these procedures, will constitute a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceedings.

L. TERM / TERMINATION / RENEWAL

1. The contract term, which may be awarded pursuant to this RFP, will be three years.

2. By mutual agreement, any contract which may be awarded pursuant to this RFP may be extended for an additional two years.

3. The County has and reserves the right to suspend, terminate or abandon the execution of any work, services and/or providing of goods by the Contractor without cause at any time upon giving the Contractor prior written notice. In the event that the County should abandon, terminate or suspend the Contractor’s work, services and/or providing of goods, the Contractor will be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination, or abandonment. The County may terminate the contract at any time for cause without written notice upon a material breach of contract or substandard or unsatisfactory performance by the Contractor. In the event of termination with cause, the County reserves the right to seek any and all damages from the Contractor. In the event of such termination, with or without cause, the County reserves the right to invite the next highest-ranked Bidder to enter into a contract or rebid the project if it is determined to be in its best interest to do so.

M. QUANTITIES

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

N. PRICING

1. All pricing as quoted will not increase, but except as noted below, remain fixed and firm for the term of any contract that may be awarded as a result of this

RFP.

2. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such a lower price will be extended to the County.

3. Reasonable price increases or decreases for subsequent contract terms may be negotiated between Contractor and County after completion of the initial term.

4. Taxes and freight charges:

a. All prices are to be Freight On Board (F.O.B.) destination. Any freight/delivery charges are to be included in the bid price.

b. The County is soliciting a total price for this project. The price(s) quoted must be the total cost the County will pay for this project, including all taxes (excluding Sales and Use taxes) and all other charges.

c. No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by the County, will be paid by the County unless expressly included and itemized in the bid proposal.

d. Amount paid for the transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County as such papers may be accepted by the carrier as proof of the exempt character of the shipment.

e. Articles sold to the County of Alameda are exempt from certain Federal excise taxes. If applicable, and upon request, the County will furnish an exemption certificate.

5. All prices quoted must be in United States dollars.

6. Price quotes must include any and all payment incentives available to the County.

7. In the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension, and the Bidder must honor the unit price quoted.

O. AWARD

1. Most Responsive and Responsible Bidder(s)

a. The award will be made to the highest-ranked Bidder(s) who meet the requirements of these specifications, terms, and conditions.

b. Awards may also be made to the subsequent highest ranked Bidder(s) who will be called in order should the County need to contract with another Bidder(s).

c. An award will be recommended for the Bidder(s) that submitted the proposal(s) that best serves the overall interests of the County by attaining the highest overall point score. The award may not necessarily be made to the Bidder(s) with the lowest price.

d. Small and Emerging Locally Owned Business: The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services.

e. As a result of the County’s commitment to advancing the economic opportunities of these businesses, Bidders must meet the County’s Small and Emerging Locally Owned Business requirements in order to be considered for the contract award. These requirements can be found online at:

(1) Alameda County SLEB Program Overview [http://acgov.org/auditor/sleb/overview.htm]; and

(2) Alameda County SLEB Program Additional Information [https://gsa.acgov.org/do-business-with-us/vendor-support/small-local-and-emerging-businesses/]

f. For purposes of this procurement, applicable industries include, but are not limited to, the following North American Industry Classification System (NAICS) Code(s): 238160.

g. A small business is defined by the United States Small Business Administration (SBA) as having no more than the number of employees or average annual gross receipts…