Sewer_Maintenance_and_Repair_Services.pdf

County of San Mateo

Request for Proposals (RFP) for Sewer Maintenance and

Repair Services

Public Works - Facilities Services - FMO

RFP No. 2026-RFP-00387

RFP Contact: Roxanne Maquinana rmaquinana@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The County of San Mateo, Department of Public Works (Department) is inviting Contractors to submit a proposal for combined sewer maintenance, repair, and grease trap services. The solicitation describes the scope of services, evaluation process, and minimum information that must be included in the qualification package. The Contractor will be required to concisely state its qualifications for participating in a constructive and effective partnership. Proposals will only be accepted electronically via OpenGov.

The primary goal of procuring a contractor for these services is to ensure operational continuity and regulatory compliance ensuring that the systems work efficiently and reliably to maintain a comfortable and safe environment for staff and the community.

The Department intends to bring under contract one (1) contractor for an aggregate fiscal obligation not to exceed $500,000 for the term of the agreement, which is up to five years. Separate Task Orders will be issued, as warranted, throughout the term of the Agreement.

1.2. Background

The Department plans, designs, constructs, operates, manages and maintains all County-owned facilities to ensure they are safe and accessible to residents and clients of County agencies, the general public, and

County employees. The Department has a budget of approximately $200 million and is staffed with over

300 employees in five divisions: Administrative Services, two Airports (San Carlos and Half Moon Bay), Engineering and Resource Protection, Facilities Services, and Road Services, supporting the 46 special districts governed by the Board of Supervisors and administered by the Department of Public Works.

1.3. Contact Information

Project Contact:

Roxanne Maquinana Program Services Manager Email: rmaquinana@smcgov.org Phone: (650) 363-4100

Procurement Contact:

Roxanne Maquinana Program Services Manager Email: rmaquinana@smcgov.org Phone: (650) 363-4100

Department:

Public Works - Facilities Services - FMO mailto:rmaquinana@smcgov.org tel:(650)363-4100 mailto:rmaquinana@smcgov.org tel:(650)363-4100

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Department Head:

Ann M. Stillman Director

1.4. Timeline

RFP Released May 4, 2026

Deadline for Questions, Comments and

Contract Exceptions

May 13, 2026, 2:00pm

Proposal Due Date and Time May 20, 2026, 2:00pm

Anticipated Contract Award Date June 23, 2026

2. Scope of Work

2.1. General Provisions

• All work shall be performed in a manner to prevent damage to any equipment or building component. If any damage is detected due to the vendor performance of service, the vendor is responsible to correct the damage at the vendor's own expense.

• Vendor shall respond within one (1) hour and be on scene within four (4) hours. Such services will be billed at the emergency hourly rates quoted. Any parts required for repairs will be invoiced at a discount from MSRP price. Proof of MSRP must be included with each invoice.

• The awarded contractor shall maintain a fully operational place of business located within a 50-mile radius of County of San Mateo's Department of Public Works' main office located at 555

County Center, 5th Floor, Redwood City, CA 94063 throughout the term of the contract.

• The contractor shall provide pumping services, cleaning services, and disposal of the products collected and generated by the cleaning of the grease traps and shall assume all liability for the disposal of the waste products at the point of pickup at the District property through actual physical disposition. Disposal shall be off-site and in accordance with local and State laws and ordinances. Documentation of volume removed from each site shall be provided to the

District. This documentation must include name of disposal locations and verification from the disposal facility of the volume disposed.

• Contractor must be licensed by to perform grease trap/grease and septic tank container pumping services. All services shall be performed in compliance with County of San Mateo standards that are governed by County Health ordinances. It is the responsibility of Proposers and the eventual

Contractor to be familiar and know these requirements.

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• Contractor shall assess and report any equipment/system deficiencies that may cause system failure or unsafe conditions to the County.

• Contractor shall be solely responsible for cleaning spillage or residue attributed to pumping grease traps and shall be solely responsible for any damage to County property during the performance of contracted services.

• All prospective bidders must be trained in the proper handling of waste materials (specifically, grease and oil based bulk waste materials) and shall handle these materials in compliance with all local, State and Federal regulations and laws.

• Provide properly trained/qualified workforce with all necessary tools and materials to complete work scope as defined in solicitation.

• Contractor must remove ALL visible solid waste, scrape down sides, and hose down the inside of the tank with water, preferably HOT water, if and when available.

• Contractor will pressure wash containers if deemed necessary by the Department.

• All prospective bidders must be authorized to and shall dispose of these waste materials in compliance with all local, State and Federal regulations and laws.

• Awarded bidder shall perform all required work in such a manner as to minimize the disruption of the daily operation of the affected facilities.

• Awarded contractor must check-in with designated Department personnel before performing work on-site for security purposes.

• Awarded contractor must obtain an authorized signature on work order at each respective site to acknowledge work performed and the satisfactory completion thereof from designated

Department personnel.

2.2. Scope of Work

Services may include, but not be limited to, snake interior or exterior clogged sewer lines, pump grease traps, camera sewer lines and periodic plumbing repair at County of San Mateo owned and maintained facilities. The contractor shall provide all services, labor, materials, and equipment necessary for the performance of all work specified in this contract.

Services may include, but not be limited to the following:

Grease Traps:

• All grease trap tanks will be pumped out and no more than a 5% residue will remain in tanks; and

• All intake and outflow piping will be free of residue grease for a minimum of twelve (12) inches.

Holding Tanks:

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• Holding Tanks will be pumped out and no more than a five percent (5%) residue will be left in any one tank; and

• Add deodorizer to tanks after each pumping as per manufacture recommendations.

The sewer system from the buildings to the street and other designated piping will be jet cleaned in a manner that removes all debris from the pipes.

Septic Tanks:

• Tanks will be flushed out and all residues will be removed from tanks.

Sewer Lines:

• Snake clogged sewer lines

• Clean drains and sewer laterals

• Sewer line drain cleaning, pump-out services

Lift Stations:

• Wet wells should be pumped out and cleaned;

• Inspection of submersible pumps;

• Inspection of impeller;

• Inspection of check valves;

• Cleaning and inspections of floats;

• Inspection of the light and alarm systems;

• Amp reading should be taken; and

• Inspect electrical motors and control equipment.

Additional Services:

• Emergency Plumbing Work, as needed

• Annual Lift Station Inspection

• Annual Lift Station Pumping

• Lint Trap Cleaning

• Emergency Services

Waste Disposal:

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• The Contractor shall dispose of all waste materials in full compliance with all applicable laws and regulations of the County of San Mateo's health code. The Contractor shall at all times be fully knowledgeable of such laws and regulations, including any changes to laws and regulations that may be enacted.

• The Contractor shall at all times be fully knowledgeable of designated disposal locations, including changes to such locations.

• The Contractor shall not dispose of or dump County waste materials in an illegal manner at any time. Illegal disposal or dumping by the Contractor shall be grounds for the immediate termination of this contract.

2.3. Guarantees and Warranties

• Fully and unconditionally guarantee, for all repair and replacement work, all workmanship, parts, materials, supplies, equipment performance, included accepted trade standards of workmanship, quality, and fitness for the intended use, for one year or in the case of parts and materials, for the length of the manufacturers’ standard warranty, whichever is longer. No other express or implied warranty shall eliminate the bidder’s liability. The one year warranty period shall commence at the date the Department Representative accepts the work as complete and satisfactory.

• Fully and unconditionally guarantee, for all six (6) month Preventative Maintenance work, all workmanship, parts, materials, supplies, equipment performance, included accepted trade standards of workmanship, quality, and fitness for the intended use, for 180 days or in the case of parts and materials, for the length of the manufacturers’ standard warranty, whichever is longer.

No other express or implied warranty shall eliminate the bidder’s liability. The one year warranty period shall commence at the date the Department Representative accepts the work as complete and satisfactory.

• Accept and respond to all requests for warranty-related inspection, assessment, and work within

24 hours after notice by the Department Representative at no additional cost to the Department.

• Avoid incidental structural damages and repair at no cost to the Department any damage caused by the Contractor or its employees within 24 hours, or earlier if the damage is determined by

Department Representatives to be of an emergency nature. Repairs shall be noted on the Service

Report and repairs shall be completed to the full satisfaction and acceptance of the appropriate

Department Representative.

2.4. Deliverables

Permits

The vendor shall be responsible for obtaining any permits or permission to perform any work from the authority having jurisdiction and shall supply any plans, drawings and submittals for this purpose prior to any commencement of work.

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Vendor will be reimbursed for costs associated with permits; proof of cost must be included with final invoices.

Warranty

All scheduled service cleaning work shall be warranted for the period between each scheduled visit. If additional cleaning is needed between scheduled visits, the additional cleaning shall be at the vendor's expense.

All repair or replacement work performed by the vendor's personnel or the vendor's representative shall provide a one (1) year warranty on all material and labor.

This warranty shall become effective on the date the equipment is tested and accepted by the Facility

Manager's representative.

Reports

The successful vendor is required to submit a written technical report on service calls within five (5) days of completion of that service. The report must contain the following information:

• Start time and completion time;

• Date service was performed (day, month, and year);

• Location of service;

• The person requesting the service;

• Itemized parts list (parts repaired, and parts replaced listed separately from each other);

• Type of equipment repaired (make, model#, and serial number);

• Class of equipment (commercial or residential);

• A description of the work performed; and

• Classification of the call (i.e., emergency/urgent or routine).

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 2:00 pm, on Wednesday, May 20, 2026 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will

Page 8 of 19 Release date of May 4, 2026 be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers) mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/242774/document?section=2315923

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• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

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

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. Contractor has active C-36 and C-42 license*

☐ Please confirm

*Response required

4.1.3. Contractor's C-36 and C-42 License Number and Expiration*

*Response required

4.1.4. Contractor confirms they can provide 24-hour on-call services*

A 'no' answer will disqualify proposal

☐ Yes https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

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☐ No

*Response required

4.1.5. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

4.1.6. What is the registered Business Name and Unique Entity ID (UEI) No.?*

• UEI number can be obtained by registering your business through SAM.GOV

• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

4.2. Technical Proposal

4.2.1. Introduction and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.2.2. Performance Measures*

Describe a plan for achieving performance measures - including reporting, responsiveness, etc.

*Response required

4.2.3. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer and technicians (years of experience, staffing, etc.)

• A description of response time

• If subcontractors are anticipated, identify them (if known) and provide information on how they will be used.

*Response required https://sam.gov/content/home

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4.2.4. References*

Provide 2 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

*Response required

5. Pricing Proposal

LABOR RATES

The single, fixed rate shall include all Contractor expenses related to providing the Waste Pumping

Service, including labor, materials, equipment, vehicles, mileage, travel time, and it shall also cover any and all expenses related to the disposal of all waste materials.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Labor Rate for Pre-Approved Repairs 1 per hour

2 Labor Rate, Emergency Call (Day) 1 per hour

3 Labor Rate, Emergency Call (After-

Hours) 1 per hour

4 Labor Rate, Weekend 1 per hour

5 Labor Rate, Holiday 1 per hour

6 Emergency Lift Station 1 flat rate

7 Emergency Storm Drain (Jet Vac) 1 flat rate

8 Disposal Rates 1 per gallon

9 Solids Disposal 1 per gallon

10 Water Disposal 1 per gallon

11 Jet Vac Truck Disposal 1 per ton

PARTS

Parts A list of all repair parts that are needed, including cut sheets, shall be submitted to the County's authorized representative for approval. In the case of an emergency repair, this list shall be submitted as soon as reasonably possible to the designated Facility Representative. The vendor shall obtain a document signed by the representative for acceptance of the listed parts. All parts and replacement repair parts shall

Page 12 of 19 Release date of May 4, 2026 be of the same or better quality as the existing equipment. Proof of materials purchased and used for repairs shall be provided to the County with invoices submitted for payment. Current manufacturer parts

MSRP less discount shall be provided on all invoices.

Line Item Description Unit of Measure Percentage

1 Flat percentage mark-up rate for parts Mark-up

Percentage

SEWER LINE MAINTENANCE

Contractor’s service shall include but not be limited to snake interior or exterior clogged sewer lines, pump grease traps, camera sewer lines and periodic plumbing repair at various County of San Mateo facilities. Services may require semi-annual and/or annual maintenance.

Line Item Description Unit of Measure Unit Cost

13 Maguire Jail : 2000-gal Septic Tank in Basement

Mechanical Room each location

14 Maguire Jail: 200-gal trap in Basement Kitchen each location

15 Maguire Jail: 1500-gal Septic Tank in Basement

Mechanical Room each location

16 Hall of Justice: 50-gal Grease Trap in Basement Kitchen each location

17 Hall of Justice: 1500-gal Grease Trap in Basement of

Kitchen each location

18 Maple Street Correctional Facility: 3500-gal Grease Trap

Interceptor in Loading Dock Area each location

19 San Mateo Medical Center: 5000-gal Grease Interceptor in Loading Dock Area (semi-annual) each location

20 Glenwood Boys Ranch: 50 GPM outside Kitchen Area

(RFI Septic, Grease or Pump Station) each location

21 Safe Harbor Homeless Shelter: 50 GPM inside Kitchen

Area (RFI Septic, Grease, or Pump Station) each location

22 Children's Receiving Home: 1000-gal outside of Kitchen

(RFI Septic or Grease) each location

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Line Item Description Unit of Measure Unit Cost

23 Youth Services Center: 2500-gal outside near Recycle

Garbage Bins each location

24 Cordilleras Mental Health Facility: Zum GT-2700-100

Grease Interceptor (semi-annual)

25 Serenity House each location

ROADS DIVISION (AS-NEEDED SERVICES)

Cleaning drains and sewer laterals

Line Item Description Unit of Measure Unit Cost

28 Tower Road Corp Yard, 32 Tower Road, San Mateo, CA each location

29 Grant Yard Corporation, 752 Chestnut St., Redwood

City, CA each location

30 Princeton Yard, 203 Cornell Ave, Half Moon Bay, CA each location

31 La Honda, 59 Entrada Way La Honda, CA each location

32 Pescadero Yard, 1000 Pescadero Creek Road Pescadero, CA

YEAR TWO THROUGH FIVE

A maximum annual percentage increase in base cost per contract year shall be stated in bid submission.

No annual increase request may exceed the published Consumer Price Index rates for the current period.

Line Item Description Unit of Measure Percentage

34 Annual Increase percentage

6. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

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No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm Qualifications Points Based 50 (50% of Total)

2. Price Points Based 50 (50% of Total)

7. Instructions to Proposers

7.1. Instructions

There will be no pre-proposal conference or site visit for this project.

7.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

7.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County

Page 15 of 19 Release date of May 4, 2026 employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

D. Levine Act DisclosureThe Levine Act (California Government Code Section 84308) imposes certain requirements on parties contracting with the County of San Mateo related to campaign contributions to County “officers,” including elected County officers and candidates seeking elective office, who may participate in making a decision on certain County contracts. Elected

County officers in San Mateo County include: the San Mateo County Board of Supervisors, Assessor-County Clerk-Recorder, County Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer.Generally, under current County policy, approval by the Board of

Supervisors is required for any agreement for services above $200,000, and agreements for services below that threshold may be approved by Department heads.If your proposal is selected, you will be required to certify compliance with the Levine Act.As part of this process, you will need to certify and warrant that you have fully complied, and will remain in full compliance, with all applicable requirements of the Levine Act in connection with the

Agreement, including making any required disclosures of campaign contributions to County

Officers, which includes but may not be limited to elected County Officers. Elected County

Officers include members of the San Mateo County Board of Supervisors, as well as the

Assessor-County Clerk-Recorder, Controller, Coroner, District Attorney, Sheriff, and Tax

Collector-Treasurer. Any campaign contribution required to be disclosed under the Levine Act in connection with this Agreement shall be disclosed on the County of San Mateo Levine Act

Disclosure Form, a copy of which is available from the County upon request.Parties are solely responsible for accurate certification and disclosure. The Levine Act is complex, and this brief description is not legal advice. For example, certain contributions must be aggregated when determining whether contributions have exceeded the $500 threshold. If your proposal is selected, you are urged to review the Levine Act and consider consulting an attorney.

7.4. Term

Public Works - Facilities Services - FMO is issuing Request for Proposal (RFP) No. 2026-RFP-00387 for

Sewer Maintenance and Repair Services.

The agreement shall have a term of five (5) years. The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions

Request by the Deadline for Questions, Comments and Contract Exceptions listed in the Solicitation

Schedule below. The County will consider Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

8. Terms and Conditions for Receipt of Proposals

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8.1. Errors, Omissions and Inquiries regarding the RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in eProcurement portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery, but in no event later than five business days prior to the deadline for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in eProcurement portal.

8.2. Objections to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the department, via eProcurement portal, setting forth with specific grounds for the objection.

8.3. Addenda

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as Addenda on eProcurement portal. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all Addenda issued by the County prior to the proposal due date regardless of when a proposal is submitted. Therefore, the County recommends that proposers consult eProcurement portal frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

8.4. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for the duration of the proposed agreement term and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

8.5. Revision or Withdrawal of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original on or before the proposal due date.

A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

8.6. Errors and Omissions in Proposal

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are incomplete, are missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any of the remaining RFP requirements.

8.7. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract.

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8.8. Financial Responsibility

The County shall have no financial responsibility for any costs incurred by a firm in responding to this

RFP or participating in any presentations or negotiations.

8.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

8.10. Public Record

A. General

1. All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review.

2. Any contract arising from this RFP will be a public record.

3. The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer.

4. Submission of any materials in response to this RFP constitutes:

▪ Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

▪ Waiver of all claims against the County and/or its officers, agents, or employees that the

County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

▪ Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

▪ Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

8.11. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue an RFP;

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• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

8.12. No Waiver

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by a proposer to observe any provision of this RFP.

8.13. Cooperative Agreement (Piggyback)

This competitive solicitation is being conducted as a Cooperative Procurement. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a

Cooperative Agreement.

This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result. At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

9. Protest Procedures

9.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

9.2. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the County has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the

County on or before the fifth working day after the County's issuance of the notice of intent to award.

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the

Page 19 of 19 Release date of May 4, 2026 proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

9.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally

(e.g., by telephone) will not be considered. Protests must be delivered to:

Protests@smcgov.org

Subject: Sewer Maintenance and Repair Services, 2026-RFP-00387