Sacramento_International_Airport_Computerized_Maintenance_Management_System.pdf

REQUEST FOR PROPOSAL

2023-RFP-0175

SACRAMENTO INTERNATIONAL AIRPORT COMPUTERIZED

MAINTENANCE MANAGEMENT SYSTEM

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: April 5, 2023

DEADLINE FOR QUESTIONS: April 18, 2023

RESPONSE DEADLINE: April 28, 2023, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

County of Sacramento

REQUEST FOR PROPOSAL

Sacramento International Airport Computerized Maintenance

Management System

I. Definitions II. Introduction

III. Proposer's Instructions IV. Basis for Award V. Final Acceptance

VI. Project Details VII. Vendor Submissions

VIII. Pricing Table IX. Sacramento County Standard Terms and conditions X. Additional Terms and Conditions

XI. Environmental Purchasing Policy XII. Insurance Requirements for Contractors

XIII. Good Neighbor Policy XIV. Web Accessibility Policy XV. Security Supplemental - Terms and Conditions

Attachments:

A - Exhibit_1_-_FAA_Assurances (1)

B - Exhibit_2_-_Non-AIP (1)

Request for Proposal #2023-RFP-0175 Title: Sacramento International Airport Computerized Maintenance Management System

1. DEFINITIONS

Response:The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default:A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination:A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. INTRODUCTION

2.1. Summary

The Sacramento County Contract & Purchasing Services Division is releasing a Request for Proposal

2023-RFP-0175 on behalf of the Sacramento County Department of Airports (hereinafter referred to as

SMF) to solicit proposals from qualified vendors for a Computerized Maintenance Management System

(CMMS). The Facilities Management section has determined the need to implement a CMMS at

Sacramento International Airport in order to automate management of maintenance work orders, assets, safety risk, as well as logging inspections and incidents/information under an efficient and secure

IT environment. SMF is requesting to fully automate management of these tasks through the selection of a CMMS provider. The desired CMMS developed and/or recommended should eliminate the need for multiple processes as well as consolidate tasks into a single IT platform.

The proposed solution must be capable of interfacing with the County systems. Systems include SAP

Plant Maintenance, Motorola Spillman Flex CAD, and GIS.

Proposers must read the attached solicitation document 2023-RFP-0175 Computerized Maintenance

Management System and its appendices for technical specifications, work description, instructions and general requirements.

All questions must be submitted via OpenGov Procurement no later than the date listed in the Timeline

Section. Do not wait until the deadline to submit your questions. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the proposer of any responsibilities under this solicitation or any subsequent contract. It is the responsibility of the interested proposer to ensure that he/she received responses to questions if any are issued. Only written answers posted via OpenGov will be binding.

Do NOT wait until the last day to upload your response. It may take longer than anticipated to upload your response to OpenGov. Contact OpenGov support via https://help.procurement.opengov.com/en/or email at procurement-support@opengov.com for any technical issues with this website. Proposals are due at 4:00 PM on the date listed in the Timeline section page.

Note: You are required to respond to this RFP solicitation via OpenGov.com. Bidders shall create a FREE account with OpenGov by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid. No hardcopy responses will be accepted. All required bid documents are to be completed, uploaded and your response submitted before the stated due date and time. Incomplete submission may be deemed non-responsive. NOTE: documents must be downloaded from the OpenGov.com site not from the downloaded RFP document, attempting to down load documents from the downloaded RFP document will result in a broken link. Sacramento County does not own or maintain OpenGov.com if you have site issues please use the help chat function in the lower right of your screen.

The following specifications are the minimum specifications for the County’s needs in safety, quality, performance, and standardization.

2.2. Background

The County of Sacramento is the owner and operator of Sacramento International Airport hereinafter referred to as “SMF”; Mather Airport, hereinafter referred to as “MHR”; and Franklin Field hereinafter referred to as “F72”, and the Sacramento County Department of Airports (Department) operates these airports as well as Sacramento Executive Airport, hereinafter referred to as “SAC” under a lease with the

City of Sacramento; collectively the “County Airport System” all located in the County of Sacramento

(County).

SMF is Part 139 medium hub airport with scheduled airline service, MHR serves cargo and general aviation operations, and F72 is used primarily for training purposes. SAC has general and business aviation operations.

The Department currently uses SAP Plant Maintenance as the CMMS for all airports listed above.

2.3. Contact Information

Alison Santiago

Contract Services Officer I

9660 Ecology Lane

Sacramento, CA 95827

Email: santiagoal@saccounty.gov

Phone: (916) 876-6259

Department:

DGS: CAPSD - Procurement

Department Head:

Craig Rader

Purchasing Agent

2.4. Timeline

Release Project Date April 5, 2023 mailto:santiagoal@saccounty.gov tel:(916)876-6259

Pre-Bid Meeting (Non-Mandatory) April 13, 2023, 9:00am

Virtual Meeting Call In:

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Question Submission Deadline April 18, 2023, 3:00pm

Addendum Issued (if necessary) April 21, 2023, 3:00pm

Submission Deadline April 28, 2023, 4:00pm

3. PROPOSER'S INSTRUCTIONS

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: N/A; Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

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The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. BASIS FOR AWARD

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of120 calendar days after bid closing date above.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

4.1. Scoring Criteria

Proposals will be scored on pricing and other factors in your proposal such as ability to meet the requirements of the RFP, experience, references, risk assessment, etc. Contract(s) will be awarded to the highest scoring proposer(s).

4.2. Basis For Award

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of 120 calendar days after bid closing date above.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

4.3. Scoring Criteria

The County reserves the right to make a single award, multiple awards, or no award at all to this RFP, or to procure any materials, equipment or services specified in this RFP by any other means, or to determine that no project will be pursued. In addition, the RFP may be amended, canceled, or reissued as necessary to meet requirements.

Bid responses will be considered valid for a period of 120 calendar days after bid closing date above.

Proposal Selection: The award for the Contract will be based on which Proposer the County perceives as having an existing solution, experience, methodology, and company resources considered viable for meeting Sacramento County’s requirements. The County will determine which proposal is the best value and whether it is in the interest of the County to accept the proposal. The County reserves the right to request additional written or oral information from Proposers in order to obtain clarification of their responses. The County reserves the right to make the selection as to the type of proposal to accept, and may decide to accept a proposal, even though such a selection may result in an overall higher cost than if some alternative proposal selection had been made. The judgment of the County as to which proposal meets the County’s requirements and results in the lowest overall cost shall be final.

Rejection or Correction of Responses: The County reserves the right to reject any or all responses if none of the submissions are responsive to its needs. This Request for Proposal is not an offer to buy. Minor irregularities or informalities in any response, which are immaterial or inconsequential in nature, and are neither affected by law nor a substantial variance with RFP conditions, may be waived at the

County’s discretion whenever it is determined to be in the County’s best interest.

All proposals will be evaluated by the Evaluation Team (ET). The ET will be composed of staff of the

Department with expertise in the scope of work requested. The ET will recommend a proposer(s) in accordance with the evaluation criteria set forth in this RFP.

All contact between proposer and the County during the selection period (from release of RFP through award of contract) shall be through the designated contact person, who is identified on the Open Gov website. Attempts by the proposer to contact members of the ET or employees of the County of

Sacramento without initially coordinating through the designated contact person may result in disqualification of the proposer.

The ET will evaluate each proposal meeting the qualification requirements stated below. Proposals in response to this RFP must be complete. Proposals that do not include all mandatory submittals and that do not address each of the items listed in the RFP will be considered non-responsive and will receive no further consideration.

The evaluation will consist of two primary phases. These phases are:

Phase I:

Response Package/Completeness of Response to Mandatory Requirements: Pass/Fail

Phase II:

Proposals that pass the pass/fail criteria above will be reviewed, evaluated and ranked by the ET in the areas listed below:

Solutions Requirements, Qualifications/Experience, Pricing, References, Risk Assessment

Award will be based on the cumulative scores from Phase II.

The County reserves the right to request product demonstrations during this phase of the process.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

5. FINAL ACCEPTANCE

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

6. PROJECT DETAILS

6.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with

ProcureNow by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. Scope of Work - CMMS Solution

The Scope of Work for this RFP is to deliver software that is capable of meeting the Sacramento County

Airport’s business needs. See Appendix T – Solution Requirements for complete list of requirements. All implementation services during design, development, configuration, deployment, and stabilization phases are included herein and in the attached exhibits and appendices. On-going support and maintenance for the solution is also included.

The Department currently maintains over one-hundred and fifty buildings as well as multiple runways and taxiways designed for aircraft use. The County would be interested in a solution that will provide the following features:

1. Single point of information entry for authorized users and tenants

2. Software as a Service (SaaS)

3. Dash board capabilities (analytics /trend analysis)

4. Provide mobile solution that supports both IOS and Android platforms

5. Provides a GIS solution

6. Standard Work Order flow

7. FAA Title 14, FAR, Part 139 Work Order and Inspection solution

8. Web Service Work Order Request

9. Planning and scheduling Work Order for Preventative Maintenance (PM)

10. Asset management/tracking

11. Resource management/tracking

12. Cost Management – Including labor hours

13. Robust Reporting functionality

14. Safety Management System

a. Hazard Tracking

b. Incident/Accident reporting form

c. Risk Assessment and mitigation process

15. Ability to integrate with current systems using Application Programming Interface (API)

16. Thorough training and support

In addition to the software solution, the acquisition will include implementation and project management services as well as application maintenance and operations support with regular software updates as they come available and IT support when SMF IT is unable to resolve issues.

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7. VENDOR SUBMISSIONS

7.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

7.2. Please confirm that your company will accept the County's contract terms and conditions

☐ Please confirm

7.3. Information Security Requirements*

Please download the below documents, complete, and upload.

• Information_Security_Requir...

*Response required

7.4. Confidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.

7.5. Proposal Documents*

Please Upload your COMPLETE Proposal here, which includes the following:

A. Proposal Summary

B. Statement of Experience and Qualifications

*Response required

7.6. Contractor Certification of Compliance*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

https://government-project.s3.us-west-2.amazonaws.com/14692/6a4b12ec-3187-447b-be8f-792f691e7555_Information_Security_Requirements.docx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1680804421&Signature=iQYFKTyHxg9zQSxGdgVzQXlG2pw%3D&response-content-disposition=attachment%3B%20filename%3D%22Information_Security_Requirements.docx%22

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

CONTRACTOR hereby certifies that either:

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt)

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt)

☐ (c) each Principal Owner (25% or more), does not have any existing child support orders

☐ (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

7.7. Contractor Certification of Compliance Cont...*

New CONTRACTOR shall certify that each of the following statements is true:

A. CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

B. CONTRACTOR has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.

☐ Yes

☐ No

*Response required

7.8. Solicitation Exceptions*

Please list all exceptions below referring to name of specific section and (where applicable) paragraph, subsection number, or other identifier. For each exception, please quote the statement(s) to which you are taking an exception, for reference during bid analysis. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.

Please include the following with every exception (if your company has no exceptions, type "N/A" in this field):

A. Page #

B. Section#/Title

C. Exception Description

*Response required

7.9. Non-Collusion Affidavit*

I state that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.

I state that:

A. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed below in the exceptions field (accept with exceptions).

B. That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and that they will not be disclosed before proposal opening.

C. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal/bid or other form of complementary proposal.

D. The proposal by my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

E. My firm, its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

F. No current or previous employee of the County of Sacramento (employed by County of

Sacramento within the last calendar year) has been involved or is currently involved in any manner, directly or indirectly, with bidder’s response or considerations in responding to this request.

I understand and my firm understands and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract. Any violation of this certification shall render bidder’s response invalid. In such a case, bidder’s response will be immediately disqualified.

☐ Please confirm

*Response required

7.10. Customer References*

Include three (3) Company references here:

Reference 1

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 2

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 3

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

*Response required

7.11. Risk Assessment Questionnaire*

Please download the below documents, complete, and upload.

• Risk_Assessment_Questionnai...

*Response required

7.12. Iran Contracting Act Disclosure Form *

(California Public Contract Code, sections 2202-2208)

When responding to a bid or proposal or executing a contract or renewal for a County of Sacramento contract for goods or services of $1,000,000 or more, a vendor must either:

A. certify it is not on the current list of persons engaged in investment activities in Iran created by the California Department of General Services (“DGS”) pursuant to Public Contract Code section

2203(b) and is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person, for 45 days or more, if that other person will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS; or

B. demonstrate it has been exempted from the certification requirement for that solicitation or contract pursuant to Public Contract Code section 2203(c) or (d).

To comply with this requirement, please select one of the options below. Please note: California law establishes penalties for providing false certifications, including civil penalties equal to the greater of

$250,000 or twice the amount of the contract for which the false certification was made; contract termination; and three-year ineligibility to bid on contracts. (Public Contract Code section 2205.)

OPTION #1 - CERTIFICATION

I certify I am duly authorized to execute this certification on behalf of the vendor/financial institution, and the vendor/financial institution is not on the current list of persons engaged in investment activities in Iran created by DGS and is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person/vendor, for 45 days or more, if that other person/vendor will use the https://government-project.s3.us-west-2.amazonaws.com/14692/69c0247d-f232-4964-94df-52ab07e78aa1_Risk_Assessment_Questionnaire.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1680804421&Signature=gT6lp%2Bm3uCqlM3lZpR7zLohAet0%3D&response-content-disposition=attachment%3B%20filename%3D%22Risk_Assessment_Questionnaire.pdf%22 credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS.

OPTION #2 – EXEMPTION

Pursuant to Public Contract Code sections 2203(c) and (d), a public entity may permit a vendor/financial institution engaged in investment activities in Iran, on a case-by-case basis, to be eligible for, or to bid on, submit a proposal for, or enters into or renews, a contract for goods and services. If you have obtained an exemption from the certification requirement under the Iran Contracting Act, please select

"EXEMPTION" below, and attach documentation demonstrating the exemption approval with your electronic submission.

☐ Certification

☐ Exemption

*Response required

7.13. Please download, complete and upload your completed Appendix T Solution Requirements here. No substitute documents will be accepted. *

Please download the below documents, complete, and upload.

• Appendix_T_-_Solution_Requi...

*Response required

7.14. Please confirm you accept the County's terms and conditions on the sample contract. *

Please download the below documents, complete, and upload.

• CMMS_Sample_Contract_Langua...

*Response required

7.15. Please download, complete and upload your completed Appendix V Technical Requirements here. No substitute documents will be accepted. *

Please download the below documents, complete, and upload.

• Appendix_V_-_Technical_Requ...

*Response required

7.16. Please download, complete and upload your completed Appendix U Narrative Response here. No substitute documents will be accepted. *

Please download the below documents, complete, and upload.

• Appendix_U_-_Narrative_Resp...

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7.17. Please download, complete and upload your completed Appendix W Project Management here. No substitute documents will be accepted. *

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• Appendix_W_-_Project_Manage...

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7.18. Please download, complete and upload your completed Appendix X Support and Maintenance here. No substitute documents will be accepted.

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• Appendix_X_-_Support_and_Ma...

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7.19. Please download, complete and upload your completed Appendix S Organization and Experience here. No substitute documents will be accepted. *

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• Appendix_S_-_Organization_a...

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7.20. Please download, complete and upload your completed Bidder Questionnaire here. No substitute documents will be accepted. *

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• BIDDER_QUESTIONNAIRE_FORM_(...

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7.21. Please confirm you accept Exhibit A County's Security Terms and Conditions on the sample contract. *

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• Exhibit_A_Security-Terms_an...

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7.22. Please download and confirm you accept the County's Appendix B Additional Terms and Conditions. *

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• Appendix_B_Additional_Terms...

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8. PRICING TABLE

PROJECT MANAGEMENT

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Project Management/Professional

Services 1 Unit 1

2 Gap Analysis Estimate 1 Unit 2

TOTAL

IMPLEMENTATION

Line Item Description Quantity Unit of

Measure Unit Cost Total

4 Installation 1 Table 2 Unit

5 Configuration management 1 Table 2 Unit

HARDWARE - SOFTWARE - TRAINING - SUPPORT

Measure Unit Cost Total

6 Hardware (County may purchase directly) 1 Table 3 Unit

7 License/Software - module 1 Table 3 Unit

8 License/Software – module 1 Table 3 Unit

9 Per User – Annual Cost 1 Table 3 Unit

Measure Unit Cost Total

10 Required 3rd Party Software (if applicable) 1 Table 3 Unit

11 Documentation 1 Table 3 Unit

12 Training Costs 1 Table 3 Unit

13 Support, Year 1 1 Table 3 Unit

14 Support, Year 2 1 Table 3 Unit

15 Support, Year 3 1 Table 3 Unit

16 Support, Year 4 1 Table 3 Unit

17 Support, Year 5 1 Table 3 Unit

18 Other Costs (if applicable) 1 Table 3 Unit

Options

19 1 1 Table 3 Unit

20 2 1 Tabel 3 Unit

21 3 1 Table 3 Unit

9. SACRAMENTO COUNTY STANDARD TERMS AND CONDITIONS

A. BID/QUOTE/PROPOSAL TERMS AND CONDITIONS:All of the terms and conditions of the bid, quote, or proposal against which this agreement is applied, are hereby incorporated.

B. SALES TAX NOT INCLUDED: Unless otherwise definitely specified, the unit prices do not include

California sales and use tax or Sacramento County sales and use tax.

C. INVOICING & PAYMENT: Upon timely submission of itemized invoices by vendor/contractor, payment shall be made per the terms of this agreement and for the prices stipulated for supplies delivered and/or services rendered after inspection and acceptance. Deductions, if any, may be made from payment as provided by this agreement. Payment on partial deliveries may be made whenever amounts due so warrant or when requested by the vendor/contractor and approved by the County. In connection with any cash (payment) discount specified in this agreement, time will be computed from the date of complete delivery of the supplies, equipment or services as specified, or from date correct invoices are received by County, whichever is later. For the purpose of earning the discount, payment is deemed to be made on the date of mailing of the County warrant or check.

D. HOLD HARMLESS:The vendor/contractor shall hold the County of Sacramento, its officers, agents, servants and employees harmless from liability of any nature or kind because of use of any copyrighted, or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used under this order, and agrees to defend, at his own expense, any and all actions brought against the County of Sacramento or himself because of the unauthorized use of such articles.

E. DEFAULT BY VENDOR/CONTRACTOR:In case of default by vendor/contractor, the County of

Sacramento may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the vendor/contractor, the difference between the price named in the contract or purchase order and actual cost thereof to the County of Sacramento. Prices paid by the County shall be considered the prevailing market price at the time such purchase is made.

Periods of performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the Purchasing Agent.

F. RIGHT TO AUDIT:The County of Sacramento reserves the right to verify, by examination of vendor/contractor’s records, all invoiced amounts when firm prices are not set forth in the purchase agreement.

G. ASSIGNMENT:This contract or purchase order is not assignable by vendor/contractor either in whole or in part, without the prior written approval of the County.

H. SUCCESSORS: This agreement shall be binding upon to the benefit of the successors and assigns of the respective parties hereto.

I. F.E.T. EXEMPTION:County is exempt from Federal excise tax pursuant to Internal Revenue Code 26

U.S.C. §4221(a)(4).

J. CHARGES NOT INCLUDED ON FACE NOT ACCEPTABLE:No charge will be accepted for packing, boxing, or cartage, except as specified in the Notice of Award. Freight collect shipments will not be accepted.

Merchandise will not be accepted if payment is to be made at the time of delivery.

K. TITLE/RISK OF LOSS:Title, ownership, and risk of loss or damage of the Goods shall be in accordance with Delivery/FOB Terms on Page 1 of the contract. The Goods are delivered to, inspected and accepted by County, except when such loss or damage is due to the fault or negligence of County.

L. ALL UNDERSTANDINGS IN WRITING:It is mutually understood and agreed that no alteration or variation of price, quantity, supplies and/or services, and any terms of this contract shall be valid unless made in writing and signed by the parties hereto, and that no oral understandings or agreements shall be binding.

M. FORCE MAJEURE:The parties will not be held liable for delays or failure in fulfillment of conditions of purchase order or contract resulting from events beyond the reasonable control of such parties. Such events include, but are not be limited to strikes, riots, acts of war, epidemics, acts of government, fire, power failures, nuclear events, earthquakes, acts of terrorism, severe weather events and other disasters.

N.VENDOR/CONTRACTOR TERMS AND CONDITIONS:County’s standard terms and conditions shall govern any contract awarded. If, after award of contract, vendor/contractor provides additional terms or conditions, and there is a conflict between the terms and conditions of the parties, County’s terms and conditions shall govern.

O. INFORMATION TECHNOLOGY ASSURANCES:Vendor/contractor shall take all reasonable precautions to ensure that any hardware, software, and/or embedded chip devices used by vendor/contractor in the performance of services under this agreement, other than those owned or provided by County, shall be free from viruses. Nothing in this provision shall be construed to limit any rights or remedies otherwise available to County under this agreement.

P.COMPLIANCE WITH FAMILY SUPPORT ORDERS:Vendor/contractor hereby certifies that it's principal owner(s) is in substantial compliance with Sacramento County's DCSS Program, federal and state laws regarding lawfully served orders for child, family and spousal support, including wage reporting and assignment of wages. (Failure to comply with such orders and cure the default within 90 days of notice by the County shall be grounds for termination of the contract or purchase order.

Q. COMPLIANCE WITH ALL LAWS, LICENSES AND PERMITS:In the performance of their duties, Vendor/contractor shall comply with all applicable federal, state, and county statutes, ordinances, regulations, directives, and laws and this contract shall be deemed to be executed within the State of

California and construed with and governed by the laws of the State of California. Vendor/contractor shall possess and maintain all necessary licenses, permits, certificates and credentials required by the laws of the United States, the State of California, County of Sacramento and all other appropriate governmental agencies, including any certification and credentials required by County. Failure to comply with all laws, licenses and permits shall be deemed a breach of this Agreement and constitutes grounds for the termination of this Contract.

10. ADDITIONAL TERMS AND CONDITIONS

Bidder Responsibility: You are expected to be thoroughly familiar with all specifications and requirements of this bid. Your failure or omission to examine any relevant form, article, site or document will not relieve you from any obligation regarding this bid. By submitting a response, you are presumed to concur with all terms, conditions and specifications of this bid unless you have specifically, by section number, raised objection.

Awards:

A. The County of Sacramento reserves the right to:

1. award responses received on the basis of individual items, or groups of items, or on the entire list of items;

2. reject any or all responses, or any part thereof;

3. waive any informality in the responses; and

4. accept the response that is in the best interest of the County. The Purchasing Agent's decision shall be final.

B. Preference for Sacramento County Products. In purchases by the County of Sacramento, price and quality being equal, preference must be given to Sacramento County products (Charter of the County of Sacramento, sec. 83); also, ". . . preference must be given to the lowest responsible local bidder offering to supply such items for purchase which are raised, grown, manufactured, fabricated, processed or assembled in Sacramento County . . ." (Sacramento

County Code, sec. 2.56.060).

C. Preference for California-made materials. Pursuant to Sections 4330-4333 of the Government

Code, the County, in awarding the purchase, must prefer supplies partially manufactured, grown or processed in California, price, fitness and quality being equal. In order to receive preference, responses must clearly specify the item(s) for which preference is claimed and the preference applicable.

Taxes:

A. Include any sales, use, or federal excise taxes in your response as separate line item(s).

B. If your company is outside California and collects sales tax, please state the amount as a separate item if the County is to remit the tax.

C. Items purchased for resale will show the County's resale permit number on the purchase order.

D. Exemption certificates will be furnished when federal excise tax is exempted.

Brand Names: Brand names and numbers, when used, are for reference to indicate the character or quality desired. Equal items will be considered, provided your offer clearly describes the article. Offers for equal items must state the brand and number, or level of quality. The determination of the

Purchasing Agent as to what items are equal is final and conclusive. When brand, number, or level of quality is not stated by bidder, the offer will be considered exactly as specified.

Samples: Samples of articles, when required, must be furnished free of cost. Samples may be retained for future comparison. Samples which are not destroyed by testing or which are not retained for future comparison will be returned upon request at your expense.

Indemnification: The contractor shall indemnify, defend and hold harmless the County, its officers, agents, employees, and representatives, from and against any and all claims, losses, liabilities, or damages, demands and action including payment of reasonable attorneys' fees, arising out of or resulting from the performance of resulting contract, caused in whole or in part by any negligent or willful act or omission of the contractor, its officers, agents, employees, representatives, or anyone directly or indirectly acting on behalf of the contractor, regardless of whether caused in part by a party indemnified hereunder.

Termination:

A. County may terminate any resulting contract without cause upon thirty (30) days written notice to the other party. Notice shall be deemed served on the date of mailing. If notice of termination for cause is given by County to contractor and it is later determined that contractor was not in default or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to this paragraph (A).

B. County may terminate any resulting contract for cause immediately upon giving written notice to contractor, should contractor materially fail to perform any of the covenants contained in resulting contract in the time and/or manner specified. In the event of such termination, County may proceed with the work in any manner deemed proper by County. If notice of termination for cause is given by County to contractor and it is later determined that contractor was not in default or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to paragraph (A) above.

C. County may terminate or amend…