Rev. 9/2025- Services

Request for Proposal No. SHR126-ADMSR-6130 Body Transport Services

San Bernardino County Sheriff/Coroner/Public Administrator

655 East Third Street San Bernardino, CA 92415

Sheriff/Coroner/Public Administrator

Request for Proposal Body Transport Services

I. INTRODUCTION

A. Purpose San Bernardino County (County), by and through its included Sheriff/Coroner/Public Administrator (Sheriff), is seeking Proposals from interested and qualified Proposers to provide body transport services.

The number of awards will be determined by the quality of the Proposals received.

B. RFP Contact All correspondence, including questions, must be submitted to the person (RFP Contact) identified below:

San Bernardino County Sheriff/Coroner/Public Administrator Attn: Noemi Leonardo 655 East Third Street – Bureau of Administration San Bernardino, CA 92415 nleonardo@sbcsd.org

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

C. Reserved

D. Contract Term Services to be provided under this Request for Proposal (RFP) are outlined under Section V, Scope of Work. The Contract will be for a period of three (3) years, tentatively beginning on May 1, 2026 and ending on April 30, 2029, with the option to extend the Contract for one (1) additional two-year period, or two (2) additional one-year periods, dependent on Sheriff’s needs for the Services and funding availability.

E. Location of Services Location(s) where Services are to be provided, completed, and managed at the following locations:

Zone No. Name

1 Central Valley, Mountain Areas & Morongo Valley 2 High Desert/Victor Valley & Mountain Areas 3 Mojave Desert Areas 4 Needles/Parker Areas 5 Out of County

1H Hospitals – Central Valley, Mountain Areas & Morongo Valley 2H Hospitals – High Desert/Victor Valley & Mountain Areas 3H Hospitals – Mojave Desert Areas

Sheriff reserves the right to reduce or increase the number of locations where body transport services shall be provided.

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

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

II. PROPOSAL TIMELINE

Release of RFP December 30, 2025; 9:00 AM PST

Deadline for Submission of Proposer Questions January 12, 2026: 9:00 AM PST

Proposer Questions/Answers Posted to County Website January 20, 2026

Deadline for Submission of Proposals January 30, 2026; 3:00 PM PST

Date for Tentative Contract Award April, 2026

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

III. DEFINITIONS

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

Board: The San Bernardino County Board of Supervisors.

Contract: The Contract between the County and the Contractor, resulting from the award issued to the successful Proposer pursuant to this RFP, that specifies the terms and conditions in how the Contractor will provide services or products to the County.

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 RFP evaluation panel.

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

Proposer: Any individual, company, firm, corporation, partnership, or other organization that submits a Proposal in response to this RFP.

Purchasing Agent: The Director of the County Purchasing Department, or their designee.

Purchase Order (PO): A purchase order specifying the types and quantity of Products, Services, or Software ordered, the method of delivery, the delivery date required, and the location to which Products or Software are to be shipped or the Services are to be provided.

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

Services: The requested services described in this RFP.

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

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Request for Proposal Body Transport Services

Supine: Lying on the back or with the face upward.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures All Proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

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

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

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Submission of Proposals (whichever occurs last). This will allow issuance of any necessary amendments or addenda to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made. Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

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

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

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

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

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

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

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

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

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

1. Do not affect responsiveness.

2. Are merely a matter of form or format.

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

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

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

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

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

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

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

H. Local Preference

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

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

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

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

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

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

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

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

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

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

8. Vendor can demonstrate ongoing business activity in the field of endeavor for which they are proposing from that office during the preceding six months.

9. Vendor has not, within five years prior to the solicitation, admitted guilt or been found guilty by any

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Request for Proposal Body Transport Services court or state or federal regulatory enforcement agency of violation of any criminal law or any law or regulation regarding fraud.

10. Vendor is not federally debarred; and

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

12. Local Vendor Self-certification – Documentation provided.

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

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 (Gov. Code, § 7920.000 et seq.). 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 I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support the exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

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

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

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

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Request for Proposal Body Transport Services

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.

Additionally, Proposer shall notify the County within 10 business days after a former County employee is hired by the Proposer in any capacity including, but not limited to, as a regular employee, consultant, subcontractor, or advisor, at any point during the period of the resulting contract. The County, at its sole discretion, may determine whether such hiring presents a conflict of interest or other issue for the County, and whether termination of the Contract would therefore be in the County’s best interest.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204, subdivision (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, subdivision (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 (Attachment K – Disclosure of Criminal and Civil Proceedings). Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates, or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending), or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates, or key employees, 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 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) and 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” include any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

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

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

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

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

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

Q. Reserved

V. SCOPE OF WORK

The following Scope of Work (SOW) defines the work that the successful Proposer shall perform in the provision of body transport services. All Proposals for Services shall either meet or exceed the requirements herein:

A. BACKGROUND INFORMATION

The County encompasses over 20,000 square miles, is the 12th most populous in the country, and is the largest county by land area in the continental United States. The County borders Los Angeles, Riverside, Orange, and Kern Counties, and the states of Arizona and Nevada. The County is composed of three geographic regions—Valley, Mountain, and Desert—and is a charter county divided into five supervisory districts on the basis of registered voters and population. The County is governed by a five-member Board of Supervisors, which includes an appointed Chief Executive Officer and numerous elected officials, including the Auditor-Controller/Treasurer/Tax Collector and the Sheriff/Coroner/Public Administrator.

The Sheriff’s Coroner Division (Coroner) is responsible for investigating all deaths that occur within the County. This includes determining the cause of death and clarifying all circumstances surrounding or pertaining to the manner of death of a decedent. Given the County’s vast geographic area, for the purposes of this RFP, the County has divided service areas into eight zones, listed below:

Zone No. Name Estimated Annual Cases

1 Central Valley, Mountain Areas & Morongo Valley 1,384 2 High Desert/Victor Valley & Mountain Areas 552 3 Mojave Desert Areas 85 4 Needles/Parker Areas 38 5 Out of County 12

1H Hospitals – Central Valley, Mountain Areas & Morongo Valley

2H Hospitals – High Desert/Victor Valley & Mountain Areas 141 3H Hospitals – Mojave Desert Areas 25

Total 2,700

With an average of 2,700 cases per year, the Sheriff requires Body Transport Services for decedents from a death scene, primarily to the County’s Central Morgue, located at 175 South Lena Road, San https://www.sam.gov/

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Bernardino, California, 92415. The estimated number of annual cases listed above is only an estimate and is not a guarantee of the total number of body transport cases that will be awarded. This RFP requires that Proposers offering Body Transport Services must have the capability to operate in all designated Zones, as described in Attachment N.

B. BODY TRANSPORT SERVICES

Services shall be performed under the direction of the Coroner Division Commander, or designee, and in cooperation with Sheriff personnel. All Services shall meet or exceed the requirements herein:

B.1. Transportation Requirements:

B.1.1 Proposer shall be required to respond to the requested death scenes anywhere within the geographical boundaries of San Bernardino County, encompassing Zones 1, 2, 3, 4, 1H, 2H, and 3H, and to death scenes that are under the County’s jurisdiction but are located outside of the County’s geographical boundaries (Zone 5).

B.1.1.1 All fees for Services as listed in Attachment E – Cost (except for those listed in

Zone 5 – Out of County Boundaries) shall be invoiced per Service request made by Coroner. Fees shall be invoiced at the Unit Cost, which shall cover the entire Service as described in the “Service Item” column. Proposer shall not invoice Coroner the Unit Cost for each attendant responding to the Service Request.

B.1.1.2 As listed in Attachment E – Cost, Zone 5 – Out of County Boundaries Services shall be invoiced at the Unit Cost per decedent, with no mileage fees within a 50-mile radius from the County boundary line. Mileage fees for Services requested beyond the 50-mile radius shall be invoiced at the then-current IRS mileage rate.

B.1.2 Proposer shall transport bodies to the County Morgue.

B.1.3 Occasionally, Proposer shall be required to transport decedents from mortuaries and funeral homes in neighboring counties to the County Morgue at an agreed upon cost, as described in Attachment E – Cost. The starting and ending points for calculating mileage under these circumstances shall be from the County boundary line closest to the point of pickup, then from the pickup point back to that closest County boundary line.

B.2 Holiday/Weekend/After-Hours Availability:

B.2.1 Proposer shall provide Services on an on-call basis, 24 hours per day, seven (7) days per week, and 365 days per year (366 during a leap-year).

B.2.2 Services shall be available on all holidays, weekends, and after hours; there shall be no variation in service availability.

B.3 Attendant Requirements:

B.3.1 Two (2) attendants shall be used on all calls except when otherwise directed by Coroner.

B.3.2 One (1) attendant may be used on all institutional calls including, but not limited to, hospitals, convalescent hospitals, and board and care facilities.

B.3.3 Proposer shall not invoice Coroner for excess body weight.

B.3.4 Attendants are responsible for loading and unloading the decedent(s) into/from the

Proposer’s vehicles, placing bodies on the portable tables within the cold storage area of the morgue, and completing the transportation log located in the receiving area of the

County’s Morgue facility.

B.3.5 When transporting a decedent from a hospital, attendants are required, when directed by the Coroner, to obtain all related blood and medical records and deliver them to the County

Morgue upon presentation of the decedent.

B.4 Multiple Removals at the Same Death Scene:

B.4.1 Proposer shall transport only one (1) body in a vehicle at a time. Removal of more than one (1) body from a single death scene shall be made only with the permission of and in

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B.4.2 Proposer’s pricing for multiple body removals at the same death scene shall include pricing for the first body and reduced pricing for all additional bodies.

B.5 Body Preparation and Position Requirements:

B.5.1 Proposer shall place bodies to be transported in body bags, tagged with a toe tag, with an evidence lock affixed through the zipper and pouch loop(s). Only Coroner-provided body bags, toe tags, and evidence locks shall be used.

B.5.2 Under normal circumstances, Proposer shall transport and deliver all bodies in a supine, arms folded position.

B.5.3 Proposer shall handle all remains in a professional and dignified manner, consistent with the standard of care for the industry.

B.5.4 The case information listed on the front and back of the toe tag shall be completed on both sides with waterproof indelible black ink, preferably a broad angled Sharpie marker.

B.5.5 The body bag shall be marked on the zippered side at the foot, head, and both sides with the decedent’s name and case number, with waterproof indelible black ink, preferably a broad angled Sharpie marker. Hazardous situations such as contagious diseases, if known, should be written with waterproof indelible red ink, preferably with a broad angled

Sharpie marker, identifying the case as “contagious” or “other hazardous conditions.”

B.6 Handling of Personal Effects Requirements:

B.6.1 Proposer shall not transport a body with personal property, including jewelry, unless expressly directed by Coroner personnel. Personal property shall be transported by the

Deputy Coroner Investigator. A complete check of the body including property removal will be completed by the Deputy Coroner Investigator or Autopsy Assistant after receiving the body.

B.7 County Morgue Facility Procedures:

B.7.1 Proposer shall be required to comply with all instructions and policies as directed by

Coroner. Instructions and policies include, but are not limited to, protocols for decedent body delivery to Coroner facility, accessing County facilities, and the transferring of a decedent from a transport gurney to a morgue tray and carrier.

B.7.2 Proposer shall be required to attend an orientation provided by Coroner before the effective date of any resulting Contract.

B.8 Response Requirements:

B.8.1 Proposer shall arrive at a requested death scene within ninety (90) minutes of notification, unless a later mutually agreed upon time is authorized by the requesting Deputy Coroner

Investigator. Allowances shall be made for any unusual situations such as weather, road or traffic conditions, and remote areas.

B.8.2 Proposer shall supply a toll-free access telephone line to Proposer dispatch center.

Dispatch telephone contact for area regional transport services shall be made to a single telephone number within that region. All such telephones shall be manned on a 24-hour basis. Proposer shall have a means of communicating with its field personnel providing

Services to Coroner.

B.8.3 Proposer shall not invoice Coroner for standby time or wait time.

B.9 Equipment Requirements:

B.9.1 Proposer vehicles shall be industry standard. Vehicles normally used in the mortuary trade for ”first call/removal” shall be of a van conversion/Sport Utility Vehicle (SUV) type.

B.9.2 All vehicle windows shall be tinted to obscure public view to the extent allowed by law.

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B.9.3 Proposer vehicles shall be void of all bumper stickers, placards identifying the vehicle as

“Coroner Transport” or similar, and other placards implying association to San Bernardino

County or San Bernardino County Sheriff/Coroner/Public Administrator’s Department.

B.9.4 Proposer vehicles shall be kept in good mechanical and safe operational condition and be professional in appearance.

B.9.5 Proposer vehicles shall be free of defects, without significant body, paint, and/or other damage in appearance.

B.9.6 Proposer vehicles shall be kept clean outside, and interiors shall be sanitary and free of deleterious odors.

B.9.7 Proposer vehicles, and the equipment thereof, shall be cleansed with a 1:10 solution of bleach and water, or other Environmental Protection Agency-approved germicide, as a disinfectant immediately after having been used for the transportation of a human body who died from a contagious disease.

B.9.8 Proposer vehicles shall be equipped with a mobile radio, or a cellular phone, and a fire extinguisher.

B.9.9 All vehicles used in the performance of Services under the resulting Contract shall be subject to Coroner inspection at any time, at the discretion of Coroner.

B.9.10 Proposer shall provide all necessary transport gurneys, stretchers, and sealer containers.

Appropriate post cups shall be affixed to the transport vehicle’s flooring to secure gurneys.

B.9.11 Proposer shall supply all personal protective items needed to carry out Proposer’s duties under the Contract, such as disposable gloves, gown, eye protection, barrier masks, jumpsuits, and disinfectant solutions (i.e., alcohol towelettes, alcohol foams, disinfectants, germicides, and hazardous waste bags).

B.10 Personnel Requirements:

B.10.1 Proposer shall employ persons who are physically able to perform the duties required to provide Services under the resulting Contract. This may include, but is not limited to, lifting human remains in excess of 250 pounds, hiking over rugged terrain, and driving substantial distances.

B.10.2 Proposer personnel must have a valid California Driver’s License that must be maintained during the resulting Contract period, to the sole satisfaction of Coroner; staff driver’s licenses shall be made available for inspection upon Coroner demand.

B.10.3 During all body transport calls, Proposer and its employees shall present a professional appearance. Apparel shall consist of business attire approved by Coroner.

B.10.4 Proposer’s personnel shall direct all questions or queries at a death scene to Coroner personnel, including questions from families, friends, the media, etc. Any interaction by

Proposer’s personnel with the public that is deemed to be made in a rude, uncooperative, or argumentative manner will not be tolerated and may be grounds for removal of that employee to provide Services under a resulting Contract.

B.10.5 Proposer and its personnel must not represent themselves as employees of the County or Coroner, either by oral or written representation, or omission of a material fact.

B.10.6 Proposer and its personnel are advised that representing themselves as a Peace Officer, Coroner, or Deputy Coroner may constitute a criminal offense.

B.11 Contract Renewal Option:

B.11.1 Contract extension(s) shall be subject to the County’s discretion.

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C. PERSONNEL BACKGROUND AND CONFIDENTIALITY REQUIREMENTS

C.1 Coroner shall have the sole discretion to determine the security acceptability of all Contractor’s personnel at any time during a resulting Contract period. Personnel found to be unacceptable security risks shall not be permitted to provide Services. Violation of the below provisions may result in the loss of personnel security clearance. In addition to the terms and conditions listed in Section X.A.5 – Background Checks for Contractor Personnel, Proposer shall adhere to the following:

C.1.1 All personnel working under a resulting Contract shall be issued a photo identification by

Coroner and be required to wear it at all times while performing Services. Proposer must return the photo identification to Coroner upon termination of the Contract, or upon termination of any of the Proposer’s personnel who were previously issued photo identification by Coroner.

C.1.2 Proposer shall provide a list of individuals who render Services as personnel, and/or

Subcontractor, who will enter County facilities under a resulting Contract. The list shall be kept current and updated by the Proposer for the duration of the resulting Contract period.

Personnel or Subcontractors may not be changed without the written approval of Coroner.

C.1.3 Proposer shall immediately notify Coroner regarding any personnel reassignments, discharges, or terminations so that they may be removed from the facility access list.

Proposer notifications regarding such action shall be submitted verbally within twenty-four

(24) hours, followed by written notification within five (5) business days. All Proposer personnel shall possess a government-issued photo identification and shall meet Sheriff requirements for admission into any County facility. Additionally, Coroner shall maintain information on Proposer’s personnel for safety and security purposes.

C.1.4 Proposer personnel and Subcontractors shall be required, at any time, to complete additional forms, including non-disclosure agreements (subject to the provisions of FAR 52.203-18 (48 C.F.R. 52.203-18)). Non-disclosure agreements acknowledge that any information Proposer personnel and/or Subcontractors may encounter while at any County facility is confidential and proprietary. Any unauthorized release of confidential or proprietary information by Proposer, its personnel, and/or Subcontractors shall constitute a breach of Contract and shall be punishable by law. Sheriff reserves the right to enforce any available remedy at law, in equity, in the event of such breach.

C.1.5 At Proposer’s sole expense, all personnel, and/or Subcontractors, performing work on behalf of the Proposer under a resulting Contract are required to undergo, and pass to the satisfaction of Sheriff, a background investigation as a condition of providing Services.

Background checks shall include, but are not limited to, criminal conviction information obtained through fingerprints submitted to the California Department of Justice and the Federal Bureau of Investigation, Live Scan, background questionnaire, and photographs.

C.1.6 Proposer’s personnel, Subcontractors, or agents must complete Live Scan fingerprinting services at Sheriff’s headquarters located at 655 East Third Street, San Bernardino, California, 92415. Upon Proposer’s personnel, Subcontractors, or agents failing a background investigation, Sheriff will request that the individual be removed from performing work at any time during the resulting Contract period. Proposer shall only be notified of the final security determination of its personnel. Specific details shall remain confidential and shall not be provided to the Proposer.

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VI. PROPOSAL SUBMISSION

A. General

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

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

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

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

4. Reserved

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

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

7. All Proposals and materials submitted become the property of the County. All Proposals received are subject to the California Public Records Act, as described in Section IV(J).

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

1. Presentation

Format the Proposal to fit on an 8 ½ x 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.

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

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

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

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

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

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

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

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

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

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

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

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

6. Licenses, Permits, and/or Certifications

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

7. Financials

Please submit the Proposer’s annual financial statements for the last two fiscal years. The financial statements must be compiled, reviewed, or audited by an independent Certified Public Accountant (CPA) or Registered Public Accounting firm (RPA). If the Proposer does not have financial statements compiled, reviewed, or audited by a CPA/RPA, then the Proposer may submit the last two fiscal years' internally generated annual financial statements (at a minimum, the balance sheet and income statement) and a certification from the Proposer’s accountant showing the information accurately reflects the Proposer’s current financial status. If the Proposer cannot provide any of the listed documents, the Proposer may submit the latest U.S. Income Tax Return Form 1120-S for S Corporation filed with the Internal Revenue Service.

8. Project Team Organization Chart Provide an organization chart illustrating the project team and clearly showing the organization of the team and the hierarchy of each member. 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.

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c. An explanation of any assumptions or constraints.

10. Work Plan and Schedule Include the following:

a. Summary of management/work plan for this Project.

b. Project schedule

11. Certification Regarding Debarment or Suspension

Complete Attachment D.

12. Cost Complete proposed pricing on Attachment E.

13. References

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

14. Former County Officials Complete Attachment G.

15. Exceptions to RFP Complete Attachment H.

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

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

18. Disclosure of Criminal and Civil Proceedings

Complete Attachment K.

19. Local Vendor Preference Self-Certification Complete Attachment L.

20. Current Form W-9 (Signed within the previous 3 months of Proposal submission) Complete Attachment M.

21. Reserved

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.

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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: 15% Considerations:

• Proposer background, reputation, and reliability

• Qualifications of the project team

• Experience with local approval agencies

• Experience with publicly bid projects

• Experience and past performance with similar services and entities

B. FINANCIAL REVIEW

Weight: 15% Considerations: Applies when financial stability and responsibility are deemed pertinent to the intended contract award, at the sole discretion of the County. Statements and/or tax information are evaluated by qualified individuals, most often at the Auditor-Controller’s Office.

C. TECHNICAL REVIEW

Weight: 50% Considerations:

• Overall understanding of the County’s needs

• Work plan

• Scheduling

• Technical specifications and functionality

• Quality control

• Ability to provide Services to all Service Zones, 24 hours a day, 7 days a week

• Adequacy of support staff and Subcontractors

• Risk management

• Value-added aspects

D. COST/REVENUE

Weight: 15% Considerations: Overall reasonableness of proposed pricing as requested in Attachment E – Cost, and valuation of any additional proposed charges.

E. REFERENCES

Weight: 5%

Considerations:

• Satisfactory performance of similar work

• Demonstrated knowledge and expertise

• Quality of interactions and customer service

• Capability of assigned team members

• Likelihood of continued use

F. RESERVED

The County may, at its sole discretion, create a shortlist of Proposals for further evaluation; require an oral interview, presentation, or demonstration; 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.

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

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

Evaluators will make independent determinations for scores, including review and understanding of any additional information obtained by the group discussion.