RFQ Well and Pump Maintenance and Repair Services~1.pdf

Rev. 9/2025- Services

Request for Qualifications No. SDD-073 / SPD126-SPDAD-6431

On-Call Well and Pump Maintenance and Repair Services

San Bernardino County Department of Public Works-Special District

222 W. Hospitality Lane, 2nd Floor San Bernardino, CA.,92415-0450

June 2026

Department of Public Works – Special Districts

Request for Qualifications On-Call Well and Pump Maintenance and Repair

Services

No. SDD-073

SPD126/SPDAD-6431

I. INTRODUCTION

A. Purpose The San Bernardino County, Department of Public Works – Special Districts (Department), on behalf of all Board Governed County Service Areas and their Zones, Big Bear Valley Recreation and Park District, and Bloomington Recreation and Park District (all entities collectively referred to herein as “County”), is seeking Qualifications from interested and qualified Proposers to provide on-call routine and emergency maintenance and repairs to municipal water wells, booster pumps, sanitation pumps and pumping stations. The number of awards will be determined by the quality of the proposals received.

The County’s objective through its issuance of this Request for Qualifications (RFQ) is to establish a list of Contractors eligible to provide services pursuant to a County-approved on-call contract. The County will negotiate with selected Contractors to enter not-to-exceed contracts of up to five (5) years duration.

The Contractors will provide services for various projects on an as-needed basis. Multiple Contractors may be selected. For any contracts awarded as a result of this RFQ, no minimum or maximum number of projects assigned to selected contractors can be guaranteed by the County. In addition, Contractors are not guaranteed to remain on the list in the event unsatisfactory work is performed on job assignments.

The County reserves the right to exercise any of the termination provisions in this RFQ and in the resulting contract.

The creation of the on-call list does not limit the Department’s right to obtain contractor services on any individual project in a different manner (e.g., the Department may issue a separate RFQ for contractor services on an individual project). In such case, any contractor to this RFQ can also submit a proposal in response to a separate RFQ for contractor services on an individual project.

If an on-call contract is awarded, the Department will issue a Request for Bid (RFB) request for specific work, assignments, and/or task orders, to the contractors on the on-call list. Once bids are received, the Department will issue a task order to the contractor based on the lowest responsive and responsible quote. However, the County reserves the right to select a contractor other than the lowest bidder when justified by specific circumstances. All work will be assigned and paid in accordance with the Fee Proposal Sheet(s) included in the on-call services contract. However, consultants may submit bids with rates lower than those listed in the contract.

Please refer to Section V, Scope of Work, and Section VI, Proposal Submission for additional information.

The following table lists the Attachments and Exhibits included in this RFQ. The Attachments and Exhibits, referenced throughout, can be found within this RFQ or available to download on ePro:

RFQ ATTACHMENTS:

ATTACHMENT A – Cover Page ATTACHMENT B – Statement of Certification ATTACHMENT C – Licenses, Permits & Certifications ATTACHMENT D – Certification Regarding Debarment of Suspension ATTACHMENT E – Cost/Fee Proposal ATTACHMENT F – References ATTACHMENT G – Employment of Former County Officials ATTACHMENT H – Public Records Act Exemptions ATTACHMENT I – Indemnification & Insurance Requirement Affidavit ATTACHMENT J – Local Vendor Preference Self-Certification

RFQ EXHIBITS:

EXHIBIT A – Prevailing Wage Requirements

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EXHIBIT B – Prevailing Wage Determinations EXHIBIT C – Location Maps EXHIBIT D – Authorized Personnel EXHIBIT E – Sample District Contract EXHIBIT F – Sample County Contract EXHIBIT G-1 – District Locations Water Wells EXHIBIT G-2 – District Locations Booster Pump Data EXHIBIT G-3 – District Locations Sanitation Pumping/Lift Stations EXHIBIT G-4 – District Locations Wastewater Treatment Plants (WWTP) Pump Data

B. RFQ Contact

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

San Bernardino County Department of Public Works – Special Districts Attn: Katie Spearman 222 W. Hospitality Lane 2nd Floor San Bernardino, CA 92415

(909) 386-8819 (Office)

(909) 386-8839 Fax Katherine.Spearman@dpw.sbcounty.gov Email

Fax number and 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), or via hard copy with original signature submitted to the address indicated above. 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. Budget The County estimates a budget of $2,800,000 per Contract term for each Contract awarded under this

RFQ.

D. Contract Term Services to be provided under this Request for Qualifications (RFQ) are outlined under Section V, Scope of Work. The Contract period will be for a maximum of 5 years beginning in September 2026 and ending on June 30, 2031.

E. Location of Services Location(s) where Services are to be provided, completed and managed throughout the San Bernardino County as stated in Exhibit C and G, “Location Maps and District Locations” but are not limited to.

The Proposer must include in Proposal, Attachment E – Cost/Fee Proposal, 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 RFQ or participating in the procurement process. For more information, contact the RFQ Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

mailto:Katherine.Spearman@dpw.sbcounty.gov

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Release of RFQ July 1, 2026 Non-Mandatory Proposal Conference July 15, 2026; 2:00 p.m.

Deadline for Submission of Questions August 5, 2026; 4:00 p.m.

Deadline for Proposals August 31, 2026; 3:00 p.m.

Date for Tentative Contract Award September 2026

Proposal Conference:

A non-mandatory proposal will be held:

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Questions regarding the contents of this RFQ 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 RFQ in ePro.

III. DEFINITIONS

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

Board: The San Bernardino County Board of Supervisors, acting as the governing body of San Bernardino County and all Board governed County Service Areas and their Zones, and the Board of Directors of the Big Bear Valley Recreation and Park District and Bloomington Recreation and Park District.

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

Purchasing Agent: The Director of the County Purchasing Department.

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

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Routine Maintenance: As defined pursuant to Public Contract Code Section 22002(d), routine maintenance refers to and includes, but is not limited to, routine, recurring, and usual work aimed at preserving, protecting, and keeping any publicly owned or publicly operated facility in a safe and continually usable condition for its intended purposes, minor repainting, resurfacing of streets or highways at less than one inch, and landscape maintenance.

Services: The requested services described in this RFQ.

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

RFQ.

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 RFQ for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFQ must be made in writing and received by the RFQ 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 RFQ. It will also help prevent the opening of a defective RFQ 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 RFQ, may be disallowed if not submitted in writing to the attention of the RFQ 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).

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 RFQ. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFQ The County reserves the right to issue amendments or addendums to this RFQ 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. Reserved

G. Right of Rejection Offers must comply with all of the terms of the RFQ, 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 RFQ.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that

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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 RFQ;

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 RFQ 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 RFQ process at any time.

H. Reserved

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.

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 H - 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.

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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 H 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. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/List-of-Ineligible-Businesses)as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

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 https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

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No. SDD-073 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.

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 RFQ.

P. Final Authority The final authority to award a contract(s) as a result of this RFQ 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.

V. SCOPE OF WORK

1. BACKGROUND INFORMATION

The Department manages and administers various Board Governed Districts that include County Service Areas and their Zones, Big Bear Valley Recreation and Park District, and Bloomington Recreation and Park District. These entities from time to time require routine and emergency maintenance and repairs to municipal water wells, booster pumps, sanitation pumps and pumping stations. The County does not have the staff or equipment available to attend to all of the various needs throughout the County.

Therefore, these services are desired to be outsourced to qualified contractors and have them on standby for a timely response when needs arise.

2. PROJECT DESCRIPTION

https://www.sam.gov/

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Only those District personnel listed in Exhibit D, “Authorized Personnel List”, can authorize Contractor to proceed on any needed tasks. Authorization shall be provided in writing (email is acceptable) by personnel listed in Exhibit D prior to commencement of any work, except where verbal authorization is expressly granted by County during emergency response and documented retroactively within 24 hours.

Work performed without proper authorization and without the properly executed Purchase Order is subject to non-payment. Contractor shall provide the labor, materials, and equipment to perform maintenance and repairs to water wells and pumps, booster stations, and sanitation pumping facilities in accordance with the following requirements. These requirements are not all-inclusive:

1. Water wells for locations listed in Exhibit G-1 “Water Wells”:

a. Contractors shall perform routine and emergency maintenance and repairs, including but not limited to mobilization of proper equipment and tools; removal, inspection, troubleshooting, repair, or replacement of well pumps, motors, wire, cable, and column pipe. All activities involving well disassembly, pump removal, inspection, repair, or reinstallation shall be performed using methods that prevent contamination, maintain sanitary conditions, and preserve compliance with California Code of Regulations, Title 22, Division 4, Chapter 15, and applicable requirements of the State Water Resources Control Board, Division of Drinking Water (DDW). Work performed may be subject to DDW inspections and sanitary surveys, and Contractor shall support County compliance with all applicable regulatory requirements.

b. Contractor shall perform installation of County or Contractor supplied materials and equipment, as needed, with prior County approval. County reserves the right to purchase materials and equipment separately if prices given by Contractor seem unreasonable.

c. Contractor shall perform standard troubleshooting, inspection, and repair/replacement on a variety of well equipment as shown in, but not limited to, that stated in Exhibit G-1, “Water Wells”.

d. Contractor shall provide the County with any well video log performed for any reason. Video logs shall be suitable for DDW review and shall clearly identify well depth intervals, screen locations, casing condition, and any observed defects. Video logs shall be provided in original digital format.

e. Contractors may be required to perform well pump zone testing or related water quality and production testing as directed by the County. All testing shall be conducted in accordance with Title 22 operational and monitoring requirements. Contractor shall provide a written report including test methodology, equipment used, calibration records, raw field data, interpreted results, and recommended corrective actions. Testing results may be used by the County to support DDW compliance determinations or corrective actions. Contractors will become familiar with the types of equipment and locations prior to submitting a proposal and shall conduct any requested pre-proposal site visits at no additional cost to the County.

f. Contractor shall provide written and verbal reports concerning repair recommendations and services performed for any specific job. Written reports shall be submitted within five (5) business days of job completion unless otherwise directed by the County. Reports shall include sufficient detail to support DDW inspection review, including a description of work performed, materials installed, sanitary precautions taken, and any observed conditions that may affect water quality or regulatory compliance. County reserves the right to determine the course of action regarding any well status and may require revised scopes or cost estimates prior to authorization.

g. Contractors shall perform work on wells at any Countywide location that are serviced by the County.

h. Contractor shall respond to routine service calls within 24 hours of notification by the County, unless prior arrangements have been satisfactorily made with the County. In emergency situations response shall be no longer than 2 hours from notification. Response time shall be measured from the time of County notification. County will determine if call is routine or

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i. Contractor is responsible for cleanup of job site immediately upon job completion including removal and proper disposal of all debris, fluids, and materials in accordance with environmental regulations.

2. Booster stations and sanitation pumps, for location listed in Exhibits G-2, G-3, G-4:

a. Contractor shall perform routine and emergency maintenance and repairs on water booster pumps and sanitation facilities pumps, as listed in Exhibits G-2, G-3, and G-4. County may elect to remove such pumps and deliver to Contractor for repairs.

b. Contractor shall repair or replace pumps, electric motors, valves, piping, and other appurtenant equipment at these facilities, to include bypass pumping if one or more pumps/valving have to be temporarily removed for repairs. Bypass systems shall be subject to County approval to operation and shall maintain uninterrupted service meeting required flow, pressure, and alarm conditions. Redundant alarm and manning of bypass pumps are required.

c. Contractor shall have all tools, equipment, and repair parts readily available. Should repairs require resources beyond Contractor’s inventory, Contractor will obtain any specialized equipment or parts necessary to complete the job, upon approval of County. County reserves the right to purchase materials and equipment separately if prices given by Contractor seem unreasonable or if alternate sourcing provides improved availability or reduced cost.

d. Contractor shall have available all safety equipment for confined space entries, fall protection, atmospheric monitoring, and lockout/tagout as defined by CAL-OSHA definitions. Contractor shall act as the controlling employer and entry supervisor for all confined space entries unless otherwise directed by the County. Contractor’s employee training records for confined space operations are to be maintained current and be made available to County upon request.

e. Contractor shall provide verbal and written reports concerning repair recommendations and services performed for any specific job. County reserves the right to determine the course of action regarding status of any booster station or sanitation pumping facility and may request detailed cost breakdowns or alternative repair strategies.

f. Contractor shall perform work on equipment at any location Countywide that is serviced by County.

g. Contractor shall respond to routine service calls within 24 hours of notification by County, unless prior arrangements have been satisfactorily made with County. In emergency situations, response shall be no longer than 2 hours from notification. County will determine if call is routine or emergency.

h. Contractor is responsible for cleanup of job site immediately upon job completion.

i. Any work involving pump removal, column removal, well rehabilitation, or intrusion into potable water wells shall be followed by disinfection, flushing, and bacteriological sampling as directed by the County and consistent with Title 22 requirements. Contractor shall support County sampling activities and shall not return wells to service until authorized by the County based on acceptable bacteriological results.

j. Contractor shall maintain complete records of work performed under this contract and shall make such records available to the County upon request for use during DDW inspections, sanitary surveys, or regulatory correspondence. Documentation may include, but is not limited to, video logs, repair reports, testing results, disinfection records, and equipment specifications.

3. ADDITIONAL REQUIREMENTS

1. Request for Bid (RFB) Process:

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• Contractors shall receive, via email, notification of RFB that will include specific information regarding a job.

• Proposers interested in providing the requested Services will submit a bid, prices bid at the time the job is scheduled for performance shall include all labor, equipment, services, fees, materials, and supplies, and permits required to perform Contractor’s obligations under an accepted job assignment.

• Bids shall be submitted to the County by email or to the address provided in the solicitation and by the deadline identified on the RFB.

• Bids that are not responsive to the RFB may be rejected.

• Bids must include a fully executed non-collusion declaration in the form identified in Public

Contract Code Section 7106.

• If Bidder intends to subcontract any of the equipment, Bidder shall provide in the bid the name, location of the place of business, and the California Consultant license number of each subcontractor who will provide the equipment to the Consultant in excess of one-half of 1 percent of the Bidder’s total bid or $10,000, whichever is greater.

• Any Bidder submitting a bid may file a protest of the County’s proposed award for the project, provided that each and all of the following are complied with:

a. The bid protest is in writing.

b. The bid protest is submitted to and received by the Department of Public Works, 222 W

Hospitality Ln, 2nd Floor, before 4:00 pm of the third business day following the bid opening. Failure to timely submit a written protest shall constitute grounds for the County’s denial of the bid protest without consideration of the grounds stated in the bid protest and waiver of the right to protest. Untimely protest will not be accepted or considered.

c. The written bid protest shall set forth, in detail, all grounds for the bid protest (including without limitations all facts, supporting documentation, legal authorities and argument in support of the ground for the bid protest), the form of relief required and the legal basis for such relief. Any grounds not set forth in the bid protest shall be deemed waived. All factual contentions must be supported by competent, admissible and credible evidence. Any bid protest not conforming to the foregoing shall be rejected as invalid. If a valid protest is filed in a timely manner and complies with the above requirements, the Department Director shall review and evaluate the bid protest. All bidders, including the protesting bidder, shall have three (3) business days to respond to the Department and to provide any information requested by the Department. The Department shall respond to the protesting bidder and state the Department’s findings regarding the bid protest. The Department’s Director’s decision shall be final.

• For emergency projects, County reserves the right to contact any Consultant or vendor directly in order to promptly respond to such emergency.

• The County has the right to select a contractor other than the lowest bidder when justified by specific circumstances:

a. The lowest bidder is unable or unwilling to meet the required timeline, especially in urgent or emergency scenarios.

b. Only one contractor is available, willing, or capable of performing the requested service (e.g., due to geographic location, licensing, or specialization)

c. Other documented, reasonable justifications in accordance with the County procurement policy.

i. All such decisions will be documented and justified in writing to ensure fairness and transparency.

• Services: Shall be approved by County staff with any mark up and a quote shall be submitted as soon as possible.

a. If required by law, Consultant shall submit certified payroll for employees charged with performing Consultant obligations under an accepted job assignment weekly and upon invoice.

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b. Consultants in default of their Contract or an accepted job assignment, as determined by the County may:

i. Be disallowed from bidding on subsequent job assignments for a period of time.

ii. Have award of other accepted job assignments revoked.

iii. Have their on-call services contract cancelled.

• Contractor shall only proceed with work after receiving a written Notice to Proceed from the Department along with the task order.

a. Each task order will include scope, deliverables, schedule, and compensation items.

b. No payment will be made for work performed without written authorization.

4. COUNTY RESERVES THE RIGHT:

1. To immediately dismiss a Contractor from a job if work is found to be deficient in any manner.

2. To reject equipment not meeting specifications requested on the RFB. It is the Contractor’s responsibility to contact the County prior to submitting a bid to verify the requirements. Equipment that arrives on the job not meeting specifications will be rejected at the Contractor’s expense.

3. To invoice Contractor for all costs incurred by the County, including assessed fines and or penalties, for Contractor’s incorrect, late, or non-performance of obligations under an accepted job assignment.

These costs may be offset from any amounts due the Contractor under the Agreement or otherwise.

4. To assess liquidated damages in the amount of $500.00 against Contractor for each and every calendar days delay in finishing the work in excess of the number of working days prescribed in the RFB in the amount identified in the RFB.

5. To hold in retention up to 5% of the total value of work performed and any other amount authorized in Public Contract Code Section 7201.

The retention will be held for 30 days following completion of the project. Contractor shall invoice County for release of the retained amount.

The County shall not retain any monies due to the Contractor if unconditional releases and waivers from all subcontractors and a certification from the Contractor stating that said subcontractors are the only subcontractors performing work on the project are submitted upon invoice.

The actual required retention amount shall be established at the time of Bid.

Contractor may avail himself/herself to Public Contract Code Section 22300 which allows substitute securities to be deposited in lieu of retention payment withheld to insure performance.

6. To require Contractor on all projects over $25,000 to file a payment bond with and approved by the County’s Director of Public Works, or the Director’s designee, in accordance with Civil Code Section 9550, in a penal sum equal to one hundred percent (100%) of the contract price.

7. To require Contractor to file a performance bond as directed by the County’s Director of Public Works in an RFB in a penal sum equal to one hundred percent (100%) of the contract price.

8. To require at the time of bid on an individual project, a specific State of California Contractor’s License.

Contractor shall maintain throughout the life of the contract a valid contractor license issued by the California Contractor State License Board and have the appropriate class and classification for the type of service(s) required by the Contract. Required classifications are Class “A” General Engineering, OR any of the “C” licenses - C57 Well Drilling, C42 Sanitation Systems, C61/D21

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Machinery and Pumps based on the specific work required to be accomplished and performed.

Licenses will be for the specific work required to be accomplished and performed. Licenses will be for the specific task(s) as requested and commensurate with the work required. The Contractor shall hold the required license for the work performed or shall subcontract such work to a properly licensed subcontractor approved by the County.

9. Depending on the funding source for the work, require Contractor to comply with any other federal, state, County or municipal law, regulation and /or contractual requirement, including, but not limited to, the laws, regulations and/or requirements of the California Emergency Management Agency (Cal EMA) or the Federal Emergency Management Agency (FEMA).

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 RFQ, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFQ 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 RFQ Contact identified in Section I, Paragraph B - RFQ 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 RFQ.

4. Paper (hard copy) or electronic format (Thumb drive) responses may be submitted in lieu of/must be submitted in addition to electronic submission, by mail or in person to the RFQ Contact and will be time/date stamped when received. Proposals can be withdrawn at any time prior to the scheduled Deadline for Proposals.

Hand carried Proposals may be delivered to the RFQ Contact between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday, excluding holidays observed by the County. Proposers are responsible for informing any commercial delivery service, if used, of all delivery requirements, and for ensuring that the address information appears on the outer wrapper or envelope used by such service.

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 RFQ.

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 RFQ must be in the form of a Proposal package, which must be submitted in the following format:

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

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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.

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 RFQ 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 RFQ and General Contract Terms in their entirety and have no exceptions to any requirements, terms or conditions.

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 RFQ 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.

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Contractor shall maintain throughout the life of the contract a valid contractor license issued by the California Contractor State License Board and have the appropriate class and classifications for the type of service(s) required by this contract. Required classifications are Class “A” General Engineering, OR any of the “C” licenses - C57 Well Drilling, C42 Sanitation Systems, C61/D21

Licenses will be for the specific task(s) as requested and commensurate with the work required.

7. Reserved

8. Project Team Organization Chart

Provide an organization chart illustrating the project team, and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team.

b. Company name and staff name for each role identified in the chart.

c. Resumes of key personnel, including qualifications, education and project experience

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

11. Certification Regarding Debarment or Suspension

Complete Attachment D

12. Cost/Fee Proposal 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 RFQ There will be no exceptions to this RFQ.

16. Public Records Act Exemptions Complete Attachment H – 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 I– Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

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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: 40% Considerations:

• Proposer background and reputation

• Qualifications of the project team

• Experience with local approval agencies

• Experience with publicly bid projects

• Experience with similar services and entities

B. TECHNICAL REVIEW

Weight: 45% Considerations:

• Statement of understanding of the County’s needs

• Scheduling

• Technical specifications and functionality

• Quality control

• Adequacy of support staff and subcontractors

• Risk management

• Value-added aspects

C. REFERENCES

Weight: 15%

Considerations:

• Satisfactory performance of similar work

• Demonstrated knowledge and expertise

• Work product, quality of interactions

• Capability of assigned team members

• Likelihood of continued use

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…