County of Orange, OC Community Resources

Invitation for Bid for Street Sweeping Services IFB # 012-3143204-ST

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/ocgov

COUNTY OF ORANGE

OC Community Resources

PROCUREMENT SERVICES

601 North Ross Street 6th Floor

Santa Ana, CA

92701

Date: Monday, November 2, 2026

INVITATION FOR BIDS

FOR: STREET SWEEPING SERVICES

BID MUST BE RECEIVED BEFORE:

November 24, 2026 / 2:00 pm

IFB # 012-3143204-ST

Procurement Services Regular Office Hours:

8:00 AM to 5:00 PM

Monday through Friday

The office is closed between 12:00 PM and 1:00 PM

Table Of Contents

1. General Information

2. General Instructions

3. Protest Procedures

4. Scope of Work

5. OCLSB and DVBE Preference Policies Certification Requirements

6. Electronic Fund Transfer (EFT)

7. Pricing

8. Supplier Responses

Attachments:

A - Model Contract 012-3143204-ST Street Sweeping Services and Exhibit X

County of Orange IFB

OC Community Resources - Street Sweeping Services, 012-3143204-ST

SECTION 1. General Information

1.1 IMPORTANT NOTICE

The County has attempted to provide all information available. It is the responsibility of each Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they must submit a written request for clarification/interpretation to the County Deputy Procurement Agent

(DPA), Shannon Thoene, via the County’s online biding system.

1.2 CLARIFICATION/INTERPRETATION

If clarification or interpretation of this solicitation is considered necessary by County, a written addendum shall be issued and the information will be posted on County’s online bid system. Any interpretation of, or correction to, this solicitation will be made only by addendum issued by the County DPA. All addenda will be submitted and posted on the County’s online bidding system. It is the responsibility of each Bidder to periodically check the County’s online biding system to ensure that they have received and reviewed any and all addenda to this solicitation. The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any verbal information.

All questions or requests for interpretation must be received within this solicitation's Question &

Answer section by Thursday, November 12, 2026 before 2:00 pm.

1.3 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this solicitation. All questions regarding this solicitation must be submitted via the Question & Answer section of this solicitation within the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov. Any County response relevant to this solicitation other than through or approved by County is unauthorized and will be considered invalid.

County's Deputy Procurement Agent, Shannon Thoene, shannon.thoene@occr.oc.gov, will provide all official communication concerning this solicitation.

1.4 BID VALIDITY

Bids will be valid for a period of 365 days after IFB closing date.

1.5 LOBBYISTS

County of Orange does not require and neither encourages or discourages the use of lobbyists or other consultants for the purpose of securing business.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District Donald P. Wagner, Third District

Doug Chaffee, Fourth District Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator Don Barnes, Sheriff-Coroner

Shari L. Freidenrich, Treasurer-Tax Collector Andrew Hamilton, Auditor-Controller

SECTION 2. General Instructions

2.1 REVIEW

Before submitting a bid, Bidders shall carefully review the General Instructions and examine the solicitation contents, including the Model Contract Terms, Conditions and Scope of Work. Bidders shall include in their bid response a monetary sum to cover the cost of all items included in the Contract. The Model

Contract contained in this solicitation is the Contract proposed for execution. Upon award, awarded Bidder will be required to sign and submit Contract for execution.

2.2 RESPONSIVENESS

Responsive bids shall include completed submittals/attachments provided in the Supplier Responses.

2.3 BID SUBMISSION

Electronic Bids shall be submitted via the County’s online bidding system via the following link https://procurement.opengov.com/portal/ocgov. All required sections of the IFB as listed above, must be submitted via the County’s eProurement Portal. Bidder is solely responsible for “on time” submission of their electronic bid. The County will not accept late bids and no exceptions shall be made. County will only receive those bids that were transmitted successfully.

Note: Electronic Bids cannot be viewed by County until after the solicitation deadline. If you encounter any problems with your registration, system, bid submission, or other system issues, please contact OpenGov’s support staff via the live chat option or via email at procurement-support@opengov.com.

2.4 PRICING

A. Bid Prices: The bid prices quoted on this solicitation shall be firm for the entire contract term of the awarded Contract.

B. Addenda: Bid prices offered shall reflect all addenda issued by County.

C. Scope of Work: Bids shall be submitted only for the items and/or services as stated in the Scope of

Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

D. Firm Prices: The County will only consider firm price bids.

mailto:procurement-support@opengov.com

E. Profit: The net amount of profit will remain firm for the entire term of the Contract. Contract adjustments which increase Contractor’s profit will not be allowed.

F. Price Decreases: All price/rate decreases will automatically be extended to the County. Please reference Paragraph – Price Increase/Decrease provision for additional information.

G. Acceptance: Bids must be provided for each item separately, “all-or-none” bids will not be accepted unless in the best interest of the County.

2.5 NO SUBSTITUTIONS

The bidder is required to meet all specifications and requirements contained in this solicitation. No substitutions will be accepted, unless prior County written approval is received.

2.6 DISCREPANCIES

Bidder shall take all responsibility for any errors or omissions in their bids. Any discrepancies in numbers or calculations shall be interpreted to reflect the lowest price to the County.

If prior to contract award, a Bidder discovers a mistake in their bid which renders the Bidder unwilling to perform under any resulting contract, the Bidder must immediately notify the buyer and request to withdraw the bid. It shall be solely within the County's discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of "all or none" of the items, then any withdrawal must be for the entire bid.

If the solicitation provided for evaluation and award on a line item or combination of items basis, the County may consider permitting withdrawal of specific line item(s) or combination of items.

2.7 BID EXPENSES

The County shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their bids. Pre-contractual expenses are not to be included in the Contractor’s Pricing Sheet. Pre-contractual expenses are defined as, including but not limited to, expenses incurred by Bidder in:

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

C. Negotiating with the County any matter related to the bid; and, D. Any other expenses incurred by the Bidder prior to the date of the award and execution, if any, of the

Contract.

2.8 AWARD

Upon recommendation of Contract award, Bidder will be required to submit the following documents within seven (7) days of County notification, unless otherwise specified in the solicitation:

A. Insurance: Certificate(s) of Insurance, including additional Insured Endorsement(s); refer to Model

Contract, Article-Insurance

B. W-9 Form: Current signed W-9 (Taxpayer ID No & Certification), which includes Contractor’s

Legal Business Name(s). Out of State Suppliers are required to submit a 587/590 Form.

2.9 ACCEPTANCE/REJECTION/AWARD

A. Bids submitted in response to this IFB may become subject to public disclosure under the California

Public Records Act, and other applicable law. The County shall not be liable in any way for disclosure of any such records. Additionally, all bids shall become the property of the County.

B. The lowest responsive, responsible Bidder will be recommended for contract award.

C. Bids will be reviewed by the County for responsiveness to all requirements. The County has the right to reject any bid deemed unresponsive or lacking the resources or experience to adequately perform the services described herein.

D. Only those responsible, responsive bids meeting all solicitation requirements and specifications shall be further reviewed for consideration for award. Award shall be based on the lowest, responsive, responsible bid.

E. Please take notice, non-acceptance of the County of Orange terms and conditions, incorporated in model contract, may deem a bid non-responsive. County may not accept any other terms, conditions, or provisions contrary to those contained within this solicitation.

F. Final award determination shall be based upon the lowest responsive, responsible bid, and may also include a review of Bidder’s ability to meet the requirements and perform the services specified in this solicitation; Bidder’s references and past performance; and Bidder’s acceptance of County of Orange terms and conditions.

G. By submitting a response to this solicitation, Bidders agree to accept the decision of the County DPA as final.

H. Awarded Bidder will be required to sign a contract upon award. If Bidder is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

2.10 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Request a sample for determining equality with the specified brand.

B. Waive, at its discretion, any non-material defects, irregularity, or informality, which County deems correctable or otherwise not warranting rejection of the bid that do not result in any unfair competitive advantage.

C. Verify and validate any information prior to Contract Award and during the entire term of the

Contract.

D. Make multiple awards to Bidders for services requested in this solicitation, at its sole discretion, to serve the best interests of the County

E. Accept or reject in whole or in part any or all bids received as a result of this solicitation at its sole discretion and to solicit for new bids, as the best interest of the County may require.

F. Negotiate the final Contract with the lowest, responsive and responsible Bidder or Bidders as necessary to serve the best interests of the County.

G. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representation that any contract will be awarded to any Bidder responding to this solicitation.

H. Award its total requirements to one Bidder or to apportion those requirements among two or more

Bidders as the County may deem to be in its best interests; therefore, bids must be provided for each item separately; “all-or-none” bids will not be accepted unless in the best interest of the

County.

I. Defer award of this Contract for a period of 180 days after the Bid opening. During this period, Bidders shall guarantee the prices quoted in their Bids. County and the lowest responsive, responsible Bidder may mutually agree in writing to extend this deferral period.

2.11 JOINT BIDS

Where two or more Bidders desire to submit a single bid in response to a solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm or multiple firms, but not with multiple firms doing business as a joint venture.

2.12 UNFAIR PRACTICES AND OTHER LAWS

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section

17000 et seq.) and all applicable County, State and Federal laws and regulations.

2.13 INDEPENDENCE OF BID

By submitting a bid, Bidder swears under penalty of perjury that it did not conspire with any other supplier to set prices in violation of anti-trust laws.

2.14 AMERICANS WITH DISABILITY ACT (ADA)

To comply with the non-discrimination requirements of the ADA, it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you must contact the buyer listed in the solicitation.

2.15 SAFETY DATA SHEETS (SDS)

The Contractor is required to provide a completed Safety Data Sheet (SDS) for each hazardous substance provided to the County under the Contractor’s Contract with the County. This includes hazardous substances that are not directly included in the Contract, but are included in the goods or services provided by the Contractor to the County. The provision of the SDSs must be in accordance with the requirements of California Labor Code Sections 6380 through 6399, General Industry Safety Order Section 5194, and

Title 8, California Code of Regulations. The SDSs for each substance must be sent to the place of shipment or provision of goods/service.

2.16 DUNS NUMBER

The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your bid submission response.

2.17 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award. If needed, your company may obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your bid submission response.

SECTION 3. Protest Procedures

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to Shannon Thoene at shannon.thoene@occr.oc.gov, as set forth herein.

PROTEST PROCEDURES

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor;

B. The signature of the protestor or the protestor’s representative;

C. The solicitation or contract number;

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy Procurement

Agent (DPA), Shannon Thoene at shannon.thoene@occr.oc.gov, no later than five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

B. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Solicitation Results:

A. Protests related to solicitation results must be submitted to the Deputy Procurement

Agent, Shannon Thoene at shannon.thoene@occr.oc.gov, no later than five (5) business days after the Notice of Solicitation Results is provided by the DPA.

B. Protests relating to solicitation results received after the five (5) business day deadline will not be considered by the County.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with contract negotiation and award or if necessary, file the item for approval by the Board of Supervisors.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals Board, in accordance with the process stated below.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy Procurement

Agent’s decision, a written appeal to the Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement

Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

SECTION 4. Scope of Work

4.1 SCOPE OF WORK

Contractor shall furnish all labor, supervision, equipment, vehicles, tools, materials, water, transportation, disposal, and incidentals necessary to provide street sweeping and related debris removal services at

County of Orange, OC Parks facilities identified in Exhibit X – Street Sweeping Service Locations, incorporated herein by reference.

Services may include sweeping of multi-use trails, bikeways, parking lots, access roads, service roads, ramps, driveways, entrances, paved shoulders, curb and gutter areas, and other paved surfaces identified by County.

mailto:CPOAppeals@ocgov.com

Contractor shall remove dirt, mud, silt, sand, litter, paper, rocks, cans, glass, leaves, branches, vegetation debris, and other loose material or debris from designated service areas and leave each area in a clean and safe condition acceptable to County.

The Location Exhibits identify the service areas, boundaries, approximate measurements, service frequencies, access requirements, operational restrictions, and other location-specific requirements.

Bidder is responsible for reviewing the Location Exhibits and familiarizing itself with site conditions, access limitations, equipment-clearance requirements, service areas, and other conditions that may affect performance or pricing prior to submitting its bid.

4.2 SERVICE CLASSIFICATIONS

Services under this Contract may consist of the following:

A. Regular Scheduled Services

Contractor shall perform routine sweeping at the locations and frequencies identified in the applicable

Location Exhibits and in accordance with the County-approved service schedule.

B. Additional Routine/On-Call Services

County may request additional routine sweeping at existing Contract locations or other County facilities.

Additional Routine/On-Call Services include work substantially similar in nature and debris condition to regularly scheduled sweeping but performed outside the established service frequency or at an additional location or service area.

C. Emergency, Storm-Related, and Heavy Debris Services

County may request sweeping or debris removal resulting from storms, flooding, wind events, accidents, emergency conditions, or other unforeseen circumstances involving conditions substantially beyond those normally encountered during routine sweeping. Contractor shall comply with the emergency response requirements set forth in Section XIV.

Such services may include unusually heavy accumulations of dirt, mud, silt, sand, vegetation, rocks, flood debris, or other material.

D. Special Event Services

County may request scheduled or on-call sweeping associated with County events, public events, facility operations, or other planned activities.

Special Event Services may include pre-event preparation, service during an event when requested, and post-event sweeping or cleanup.

Special Event Services shall be compensated using the applicable Contract pricing based upon the nature and scope of the service authorized by County.

E. Specialized Equipment Services

When conditions cannot reasonably be addressed using routine sweeping equipment, County may authorize specialized equipment. Specialized equipment may include construction or heavy-duty sweepers, skid-steer loaders, front-end loaders, water trucks, dump/haul trucks, or comparable equipment appropriate for the work.

Additional, emergency, special-event, or specialized services shall not be performed without prior authorization from County except when immediate action is necessary to address an imminent safety hazard.

4.3 SWEEPING REQUIREMENTS

Contractor shall sweep all paved surfaces within the service limits identified in the applicable Location

Exhibit or County-authorized service request.

Depending upon the location, service areas may include:

• Curb and gutter lines;

• Pavement edges where no curb exists;

• Parking stalls and parking lot travel lanes;

• Drive aisles;

• Entrance and exit driveways;

• Access roads and service roads;

• Ramps and trail entrances;

• Trail undercrossings;

• Multi-use trail and bikeway surfaces;

• Paved shoulders; and

• Other paved areas specifically identified by County.

Contractor shall operate sweeping equipment at a safe and effective speed and in a manner appropriate for the location and surrounding conditions.

Where traffic flow is established, sweeping shall be performed in the direction of traffic unless otherwise directed or approved by County.

Sweeping shall consist of the number of passes reasonably necessary to produce an acceptable level of cleanliness. Contractor shall make additional passes or provide additional reasonable effort when necessary to adequately clean the designated area. A service area shall not be considered complete solely because one pass has been performed.

Contractor shall utilize blowers or similar handheld equipment, when necessary or requested by County, to move debris from areas inaccessible to the sweeper, including corners, curb returns, around bollards, gates, barriers, parking stops, or other obstructions, so the debris can be collected by the sweeper. Battery-operated blowers shall be used when specifically requested by County, unless their use would create or contribute to an unsafe condition. Use of blowers shall be incidental to the sweeping service and included in the applicable Contract price at no additional cost to County.

Contractor shall prevent, to the extent reasonably practicable, streaking, excessive dust, redistribution of debris, or debris remaining within the swept area.

4.4 SERVICE SCHEDULE AND HOURS

Contractor shall adhere to the service frequencies and operational requirements identified in the Location

Exhibits.

Within ten (10) calendar days following the effective date of the Contract, Contractor shall submit a proposed service schedule identifying the anticipated day(s) each regularly scheduled location will be serviced. Contractor shall not implement the schedule until approved by County.

County may require reasonable changes to service days or times based upon facility operations, public use, events, weather, maintenance activities, complaints, or other operational needs.

Location-specific service windows or restrictions identified in a Location Exhibit shall govern that location.

Contractor shall complete all scheduled services as required. Mechanical failure, equipment availability, staffing shortages, personnel problems, or similar Contractor operational issues shall not excuse failure to perform scheduled services.

Contractor shall maintain sufficient backup equipment and qualified personnel to provide uninterrupted service at no additional cost to County.

When scheduled service cannot reasonably be performed due to inclement weather or conditions beyond

Contractor’s control, Contractor shall immediately notify County and coordinate make-up service. Unless otherwise directed by County, make-up service shall be completed on the next practicable service day.

4.5 EQUIPMENT

Contractor shall furnish equipment of the type, size, capacity, and configuration necessary to safely and effectively perform services at each location. Vacuum trucks without physical sweeping or brushing attachments shall not be considered sweeping equipment for purposes of this Contract. Sweeping equipment shall be equipped with functional brushing or sweeping attachments appropriate for the service being performed.

Contractor shall have access to appropriately sized sweeping equipment, including compact sweeping equipment when necessary, capable of safely accessing and servicing the areas identified in the Location

Exhibits.

Where a service area includes pervious or permeable pavement, Contractor shall utilize regenerative-air, vacuum sweeping, or other equipment appropriate for maintaining the permeability of the pavement.

Mechanical broom sweeping alone shall not be considered adequate for such surfaces unless otherwise approved by County.

All sweeping and support equipment shall:

• Be maintained in good mechanical and operating condition;

• Be operated and maintained in accordance with manufacturer specifications;

• Comply with applicable Federal, State, County, and local laws, regulations, permits, and requirements;

• Comply with applicable California Department of Motor Vehicles, Cal/OSHA, California Air

Resources Board (CARB), and South Coast Air Quality Management District (SCAQMD) requirements;

• Be equipped with appropriate warning lights, safety devices, and other equipment necessary for safe operation;

• Be clearly identifiable as Contractor equipment; and

• Be maintained so brushes, brooms, pickup heads, vacuum systems, water systems, and other components operate effectively.

County may require Contractor to utilize a particular type or size of equipment when reasonably necessary due to site conditions, access limitations, surface type, debris conditions, environmental considerations, or public safety.

Contractor shall maintain adequate backup equipment to prevent interruption of scheduled services.

4.6 DEBRIS REMOVAL AND DISPOSAL

Contractor shall collect and remove debris generated through sweeping operations.

Small rocks, branches, vegetation debris, and similar objects that can reasonably and safely be removed shall be removed and hauled away rather than bypassed.

Contractor shall transport and lawfully dispose of collected debris at an authorized disposal facility in accordance with all applicable laws and regulations.

Unless otherwise specifically authorized by County, all disposal costs, dump fees, transportation, travel time, fuel, and other costs associated with routine debris removal and disposal shall be included in the applicable Contract rate.

Contractor shall not stockpile, store, dump, or otherwise dispose of collected debris on County property unless specifically authorized in writing by County.

4.7 ENVIRONMENTAL AND POLLUTION CONTROL REQUIREMENTS

Contractor shall perform all services in compliance with applicable Federal, State, County, and local environmental laws, regulations, permits, and requirements, including applicable National Pollutant

Discharge Elimination System (NPDES), Drainage Area Management Plan (DAMP), Regional Water

Quality Control Board (RWQCB), California Air Resources Board (CARB), and South Coast Air Quality

Management District (SCAQMD) requirements.

Contractor shall use appropriate methods to minimize dust emissions during sweeping operations.

Contractor shall not intentionally discharge or direct dirt, debris, sediment, pollutants, wash water, or other material into storm drains, channels, waterways, landscaped areas, or other areas not intended for disposal.

Contractor shall conduct operations so as not to obstruct drainage facilities and shall leave drainage inlets, gutters, and flow lines free of debris displaced or generated by Contractor’s operations.

Contractor shall immediately notify County of any spill, discharge, or release resulting from Contractor’s operations that enters or threatens to enter a storm drain, channel, waterway, or other environmentally sensitive area.

4.8 SAFETY AND PROTECTION OF THE PUBLIC

Contractor shall perform all work using accepted safe work practices and shall maintain safe conditions throughout its operations.

Contractor shall exercise particular caution when operating equipment in areas used by pedestrians, bicyclists, equestrians, motorists, County employees, contractors, and other members of the public.

Contractor shall provide and utilize warning lights, cones, signs, flaggers or spotters, high-visibility equipment, or other traffic and public safety controls when appropriate for the work being performed.

Contractor shall not unnecessarily obstruct public access or create unsafe conditions while performing services.

4.9 PROTECTION OF COUNTY PROPERTY

Contractor shall protect County property, facilities, landscaping, signs, gates, curbs, pavement, structures, utilities, furnishings, and other improvements from damage resulting from Contractor’s operations.

Contractor shall immediately report damage caused by its operations.

Damage caused by Contractor shall be repaired or replaced at Contractor’s expense to a condition acceptable to County.

4.10 SITE ACCESS, GATES, KEYS, AND ACCESS DEVICES

Certain service locations may have controlled access, locked gates, restricted entrances, or other access requirements as identified in the applicable Location Exhibit.

County may provide Contractor with keys, access devices, gate codes, or other means of access necessary to perform services.

Contractor shall safeguard all County-issued keys and access devices and shall not duplicate, transfer, or permit unauthorized use of such items.

Contractor shall ensure gates and other secured access points are returned to the required condition and properly secured following completion of service.

Lost keys, access devices, or other security-related issues shall be reported to County immediately.

Contractor may be responsible for reasonable costs resulting from loss, unauthorized duplication, replacement, or rekeying caused by Contractor’s failure to safeguard County-issued access items.

4.11 OBSTRUCTIONS AND INACCESSIBLE AREAS

Contractor shall make reasonable efforts to complete sweeping around ordinary conditions encountered during service.

Small movable obstructions, including small branches, rocks, and similar debris, shall be removed when they can safely and reasonably be handled by Contractor.

Contractor shall immediately notify County when an area cannot be serviced due to a significant obstruction, unsafe condition, restricted access, parked vehicles, construction activity, inadequate vertical or horizontal clearance, fallen trees or large branches, or other condition outside Contractor’s reasonable control.

Notification shall identify the location, nature of the obstruction or condition, and portion of the service area that could not be completed, and shall include at least one photograph clearly documenting the obstruction or condition.

Contractor shall not represent an obstructed or inaccessible area as having been fully serviced.

No separate seven-day obstruction report shall be required; however, the condition and unserviced area shall be documented in Contractor’s applicable service records and monthly report.

4.12 INSPECTION, ACCEPTANCE, AND CORRECTIVE SERVICE

County may inspect Contractor’s work through routine inspections, spot checks, complaint investigations, GPS or electronic service records, photographs, or other reasonable means.

County shall determine whether services have been satisfactorily completed in accordance with this

Scope of Work and the applicable Location Exhibit or County-authorized service request.

If County determines that sweeping is missed, incomplete, or unsatisfactory, Contractor shall correct or re-sweep the deficient area at no additional cost to County.

Unless County establishes a shorter timeframe due to safety or operational necessity, corrective service shall be completed within twenty-four (24) hours or by the next working day following notification.

County reserves the right to withhold payment for missed, incomplete, unauthorized, or unsatisfactory services.

4.13 DEFICIENT PERFORMANCE AND PERFORMANCE DEDUCTIONS

Contractor’s failure to provide services in accordance with the approved schedule, applicable Location

Exhibit, County-authorized service request, response-time requirements, or other requirements of this

Scope of Work shall constitute deficient performance.

Deficiencies may include, but are not limited to:

• Missed scheduled service;

• Incomplete or unsatisfactory service;

• Failure to correct deficient work within the required timeframe;

• Failure to comply with required service windows;

• Failure to meet applicable on-call or emergency response requirements;

• Failure to secure gates or controlled access points;

• Failure to report inaccessible or unserviced areas;

• Failure to provide required service documentation; or

• Repeated failure to comply with Contract requirements.

For incomplete or deficient work that is not corrected within the required timeframe, County may assess a deduction of Three Hundred Dollars ($300.00) per calendar day until the deficiency is corrected to

County’s satisfaction.

Failure to submit a complete monthly service report within the timeframe required by Section XVII may result in a deduction of One Hundred Dollars ($100.00) per calendar day until the required report is received and complete.

Assessment of a performance deduction shall not relieve Contractor of its obligation to complete or correct the required service at no additional cost to County.

County may also withhold payment for services not satisfactorily performed and exercise any other remedies available under the Contract.

4.14 ON-CALL, ADDITIONAL, EMERGENCY, AND SPECIAL EVENT SERVICES

Only County-authorized personnel may request on-call, additional, emergency, special-event, or specialized services.

Contractor shall maintain sufficient personnel, equipment, and operational capability to meet the response requirements established herein.

Contractor shall not perform additional billable work without prior County authorization except when immediate action is necessary to address an imminent safety hazard.

A. Routine On-Call and Additional Service

Contractor shall acknowledge County’s request for Routine On-Call or Additional Service within one (1) hour and commence service within seventy-two (72) hours following County authorization, or at another date and time specified by County.

Routine On-Call and Additional Service includes:

• Service at a location not identified as a regularly scheduled service location;

• Additional service at an existing location beyond its established service frequency;

• Service of an additional paved area not included within the regular service limits;

• Routine complaint response; and

• Other routine sweeping requested outside the regularly scheduled service.

Additional Routine Sweeping shall be compensated using the applicable unit price established in

Attachment B – Payment and Compensation.

Applicable units of measure shall include:

• Linear Mile – Multi-use trails, bikeways, access roads, service roads, and similar linear facilities;

• Acre – Parking lots and other larger paved areas; and

• 1,000 Square Feet – Smaller paved areas where measurement by acre is impractical.

County shall determine the applicable service area and unit of measure. Measurements may be established using County GIS data, plans, maps, aerial measurements, field measurements, or other reasonable measurement methods.

Unless otherwise expressly identified in Attachment B – Payment and Compensation, applicable unit prices shall include all labor, supervision, routine sweeping equipment, mobilization, transportation, travel time, water, fuel, debris collection, hauling, routine disposal, and other costs necessary to complete the service.

No separate mobilization, trip, fuel, routine disposal, or similar surcharge shall be permitted.

B. Emergency, Storm-Related, and Heavy Debris Service

Contractor shall acknowledge County’s request for Emergency, Storm-Related, or Heavy Debris Service within one (1) hour and commence service within twenty-four (24) hours following County authorization.

When County identifies an immediate public safety, access, or operational need, Contractor shall respond as directed by County and mobilize appropriate personnel and equipment as soon as reasonably practicable.

Emergency, Storm-Related, or Heavy Debris Service may include significant accumulations of mud, silt, sand, rocks, vegetation, flood debris, storm debris, accident debris, or other unusually heavy material substantially beyond conditions normally encountered during routine sweeping.

Such services shall be compensated for using the applicable hourly equipment and operator rates established in Attachment B – Payment and Compensation.

Billable time shall begin upon arrival at the County-authorized service location and shall end when the authorized work at that location is completed. Travel time to and from the service location shall not be separately billable.

C. Special Event Services

County may request sweeping associated with special events or other planned activities.

When scheduled in advance, Contractor shall perform Special Event Services at the date and time specified by County.

When requested on an on-call basis, the applicable Routine On-Call or Emergency response requirement shall apply as identified by County.

Special Event Services may include pre-event sweeping, service during an event when authorized, and post-event sweeping or cleanup.

Compensation shall be based upon the applicable unit or hourly rate established in Attachment B –

Payment and Compensation according to the nature of the authorized work.

D. Specialized Equipment

When authorized by County, Contractor shall provide specialized equipment necessary to address conditions that cannot reasonably be handled by routine sweeping equipment.

Specialized equipment may include construction or heavy-duty sweepers, skid-steer loaders, front-end loaders, water trucks, dump/haul trucks, or comparable equipment appropriate for the work.

Specialized equipment shall be compensated using the applicable hourly rate established in Attachment B

– Payment and Compensation.

Contractor shall obtain County authorization before utilizing specialized equipment or equipment for which no Contract unit price has been established.

E. Extraordinary Disposal

Routine debris collection, hauling, and disposal shall be included in the applicable scheduled or

Additional Routine Sweeping rate.

When Emergency, Storm-Related, or Heavy Debris Services generate extraordinary quantities or types of material requiring separate disposal charges, such charges shall require prior County authorization.

Contractor shall provide disposal receipts, weight tickets, or other documentation requested by County to substantiate authorized disposal charges.

F. Authorization and Service Verification

County’s request shall identify, to the extent practicable:

• Location and service limits;

• Type and priority of service requested;

• Applicable unit of measure or authorized equipment;

• Requested service or completion time;

• Applicable Delivery Order (DO) number; and

• County representative authorizing the work.

Contractor shall reference the applicable DO number on all invoices and supporting documentation associated with the authorized service.

Contractor shall document the date and time the request was received and acknowledged, arrival or service commencement time, completion time, equipment utilized, quantity or service area completed, and unusual conditions encountered.

Services performed without required County authorization may be deemed non-billable.

4.15 CONTRACTOR PERSONNEL REQUIREMENTS AND SUPERVISION

Contractor shall comply with all applicable prevailing wage requirements for services performed under this Contract.

Contractor shall provide qualified and properly trained personnel sufficient to perform all required services.

All personnel shall possess licenses, certifications, permits, and qualifications required by applicable law for the equipment operated and work performed.

Contractor shall designate a supervisor or responsible representative with authority to coordinate operations with County and address service issues.

Contractor shall ensure replacement and backup personnel are adequately trained regarding assigned locations, access requirements, service limits, and operational restrictions before performing work.

County may request removal from County work of Contractor personnel whose conduct, performance, or operation of equipment creates a safety concern or materially interferes with satisfactory performance of the Contract.

Staffing or personnel problems shall not relieve Contractor of its responsibility to provide required services.

4.16 CONTRACTOR CONTACT AND COMMUNICATIONS

Contractor shall designate a primary Contract representative responsible for scheduling, service coordination, reporting, and resolution of operational issues.

Contractor shall also provide County with current emergency contact information that permits County to contact an authorized Contractor representative twenty-four (24) hours per day, seven (7) days per week.

Contractor shall notify County promptly of changes to designated representatives or contact information.

On-call and emergency requests shall be acknowledged in accordance with the response requirements established in Section XIV.

4.17 SERVICE VERIFICATION AND REPORTING

Contractor shall maintain accurate records documenting services performed under the Contract.

For each service, records shall identify, at minimum:

• Service location;

• Date of service;

• Approximate arrival and completion time;

• Type of service performed;

• Any portion of the location not serviced and the reason;

• Significant obstructions, unusual debris conditions, safety concerns, damage, or other conditions requiring County attention; and

• Additional information reasonably requested by County to verify Contract performance.

Contractor shall provide County with a complete monthly service report no later than the fifth (5th) business day of the following month summarizing regularly scheduled, additional, on-call, emergency, and special-event services performed during the reporting period.

Sweeping vehicles used under this Contract shall be equipped with GPS or comparable electronic location tracking capable of verifying vehicle location, date, and time during County service.

Upon County request, Contractor shall provide GPS records, photographs, electronic service records, or other available documentation sufficient to verify the date, time, location, and completion of services.

No monthly debris tonnage reporting shall be required.

4.18 CHANGES TO SERVICE LOCATIONS AND FREQUENCIES

County reserves the right, subject to the terms of the Contract and applicable authorization requirements, to add, delete, increase, decrease, or otherwise modify service locations, service areas, or service frequencies based upon operational needs and available funding.

Additional Routine Sweeping shall be compensated using the applicable unit prices established in

Attachment B – Payment and Compensation.

No minimum quantity or volume of additional, on-call, emergency, special-event, or specialized service is guaranteed.

4.19 LOCATION EXHIBITS

Exhibit X – Street Sweeping Service Locations identifies the individual regularly scheduled service locations and includes the following information, as applicable:

• Location name and address or general location;

• Map identifying the service area;

• Beginning and ending points, boundaries, or service limits;

• Brief description of areas and surfaces requiring service;

• Approximate acreage, square footage, linear mileage, or other available measurement;

• Required service frequency;

• Access requirements;

• Required service hours or service windows; and

• Special operational considerations.

Contractor shall familiarize itself with the conditions, service limits, access requirements, and operational restrictions applicable to each location.

Where a location-specific requirement contained in a Location Exhibit differs from a general operational requirement of this Scope of Work, the location-specific requirement shall govern that location.

SECTION 5. OCLSB and DVBE Preference Policies Certification Requirements

County of Orange Local Small Business (OCLSB) Preference and Disabled Veteran Business

Enterprise (DVBE) Preference Policies Certification Requirements

5.1 OCLSB:

Effective January 1, 2020, County of Orange Board of Supervisors adopted the OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet (1) and (2) below:

A. Local Business Requirements:

1. Maintains their principal center of operations (i.e. headquarters) within Orange County, and:

2. Has:

a. A business address located in the County of Orange that is not a post office box, or

b. A valid business license or certificate of occupancy issued by the County of Orange or by an Orange County city, or other documentation acceptable to the County of Orange.

B. Small Business Requirements:

1. Must be certified as a Small Business by the State of California Department of General

Services (DGS); and, C. Above requirements must be valid at the time of proposal submittal through the time of award of the contract. The terms and conditions of the contract shall additionally require the contractor to remain in compliance with the Local Business requirements (pursuant to subsection (a) above) through the term of the contract, including any extensions or renewals, and shall provide that contractor’s failure to comply may be construed by County as a material breach of the contract.

5.2 DVBE:

Effective January 1, 2021, County of Orange Board of Supervisors adopted the DVBE Preference policy.

The DVBE Preference policy supports local business opportunity, economy and the development of

County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our

Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet

(A) and (B) below:

A. Must be certified as a DVBE by the State of California Department of General Services (DGS);

and, B. DGS DVBE requirements must be valid at the time of bid/proposal submittal through the time of award of the contract. The terms and conditions of the contract shall additionally require the contractor to remain in compliance with the DVBE requirements (pursuant to subsection (a) above) through the term of the contract, including any extensions or renewals, and shall provide that the contractor’s failure to comply may be construed by the County as a material breach of the contract.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in COUNTY OF

ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS in the SUPPLIER RESPONSES.

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

5.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

County Of Orange Local Small Business (OCLSB) Preference And Disabled Veteran Business

Enterprise (DVBE) Certification Requirements

A. To participate as an OCLSB and/or DVBE the following requirements must be met:

https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx?psNewWin=true

1. Must be certified with State of California the Department of General Services (DGS) as a

Small Business.

2. Must be certified with DGS as an OCLSB and/or DVBE.

3. Maintains their principal center of operations (i.e. headquarters) within Orange County.

4. Certification must be valid at the date/time solicitation is closed, and it shall remain in effect at the time of contract award and through the term of the contract. County reserves the right to verify and/or reject incomplete documents.

5. Complete and sign the Affirmation form attached herein. The signed Affirmation form and the OCLSB Certificate are required and must be returned with the solicitation response.

Verify with County: Once a firm becomes certified by the DGS as a small business, the firm shall access the County’s OCLSB verification portal to search for their company legal name in the OCLSB verification database.

B. OCLSB or DVBE Preference provides for the following:

1.