COUNTY OF ORANGE

SHERIFF-CORONER

REQUEST FOR PROPOSAL (RFP)

FOR

TESTING, INSULATION AND REPAIR OF BOILERS & WATER

HEATERS

RFP NO. 060-3118801-MB

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

County of Orange RFP

Sheriff-Coroner - Testing, Insulation and Repair of Boilers & Water Heaters, 060-3118801-MB

County of Orange

Sheriff-Coroner

Procurement and Contract Services

320 N. Flower Street, Santa Ana, CA 92703

Santa Ana, CA

92703

SCHEDULE OF ACTIVITIES

Release of RFP Solicitation August 20, 2026

Question Submission Deadline September 10, 2026, 5:00pm

RFP Submittal Closing September 17, 2026, 4:00pm

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Thursday, September 17, 2026

4:00 pm

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. PROTEST PROCEDURES

SECTION 3. SCOPE OF WORK

SECTION 4. SCORING CRITERIA

SECTION 5. COST PROPOSAL

SECTION 6. SUPPLIER RESPONSES

SECTION 7. FEDERAL GRANT FUNDS

SECTION 8. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - Levine Act

B - Model Contract - Boilers and Water Heaters RFP

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County intends that the successful Respondent shall provide Testing, Insulation and Repair of

Boilers & Water Heaters proposed in accordance with contract requirements set forth in the solicitation and Model Contract, including Attachments.

1.2 COUNTY HOLIDAYS DURING SOLICITATION PERIOD

During this solicitation period, the Sheriff-Coroner will be closed on the following County holidays - https://hrs.oc.gov/employee-relations/employee-resources

1.3 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Responses are to be uploaded via the County's eProcurement Portal at https://procurement.opengov.com/portal/ocgov. For assistance on uploading Response via County’s eProcurement Portal, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the Contract Documents and the site of the proposed work carefully before submitting a Response for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Response. If any person contemplating submitting a response to this

Request for Proposal (RFP) 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 may submit a written request for clarification/interpretation to the County Deputy

Procurement Agent (DPA) via the County’s eProcurement Portal under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s eProcurement Portal. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s eProcurement Portal 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. If an addendum is issued, Respondents must acknowledge the addendum via the County’s eProcurement

Portal.

All questions or requests for interpretations must be received within this solicitation by Thursday, September 10, 2026, before 5:00 pm. The DPA will provide all official https://hrs.oc.gov/employee-relations/employee-resources https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/ communication concerning this solicitation. Any County response relevant to this solicitation other than through or approved by the DPA is unauthorized and will be considered invalid.

C. Responses must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Response may be withdrawn after the submission date.

D. Each Respondent must submit their response electronically via the County’s eProcurement

Portal.

E. All pages must be submitted on standard 8.5 x 11-inch sized document, numbered and identified sequentially by section. Responses must be organized and indexed as outlined in the Response Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this solicitation shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Responses are not to be marked as confidential or proprietary. The County may refuse to consider any Responses so marked. All Responses and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 7920.000 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Responses shall become the property of the County.

Respondents should not request that certain information be treated as exempt, and statements in the Responses should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Response that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in response. In the event Respondent has done work for the County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this solicitation. Any Respondent who is found to have an actual conflict of interest may have its response rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the

California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of

Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a response, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this solicitation and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its response in strict accordance with all requirements of this solicitation and compliance must be stated in the response. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the

Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01

P.M., Part 3 will not upload successfully.

J. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing the response to this solicitation; b) submitting that response to the County; c) negotiating with the County any matter related to the Respondent’s response; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

K. Any response may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the solicitation, including but not limited to technical features, acknowledgment of receipt of addenda, and page number limits, etc. These are common causes for deeming a response non-responsive.

L. Where two or more Respondents desire to submit a single response to this 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 that may subcontract with multiple firms (team) but not with multiple firms doing business as a joint venture.

M. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

N. 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 submission response.

O. The County requires a valid UEI number and full registration prior to Contract

Award. Your company must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your submission response.

P. Effective from the issuance date of this solicitation until a Contract is awarded or the solicitation is withdrawn, all individuals or entities responding—including their employees, agents, representatives, proposed partners, subcontractors, members, lobbyists, or attorneys (collectively "Respondents")—are prohibited from engaging in any direct or indirect communication with County personnel involved in the selection process, except with the designated Deputy Procurement Agent (DPA). Respondents may continue conducting business with the County on matters unrelated to this solicitation and may communicate with County staff, provided the solicitation is not discussed. Any attempt to engage in discussion regarding this solicitation with anyone other than the designated DPA will be presumed to create an unfair competitive advantage and may result in disqualification.

Q. After the closing date and time for receipt of Responses, evaluation, and if requested by the County, in-person interviews will commence. Respondents who submit Responses most responsive to the County’s requirements may be asked to give a presentation of their response to County staff. The County makes no guarantee as to the number of Respondents selected for in-person interviews. Selected Respondents should be prepared to make its presentation within five (5) business days after notification and be prepared to discuss all aspects of its response in detail, including technical questions regarding the response.

Respondents shall not be allowed to alter or amend its response through the use of the presentation process.

County Deputy Procurement Agent (DPA) for this solicitation is: Mary Barreto, mbarreto@ocsheriff.gov http://www.dnb.com/ http://www.usfcr.com/

1.4 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, Mary Barreto, mbarreto@ocsheriff.gov, will provide all official communication concerning this solicitation.

1.5 MINIMUM QUALIFICATIONS/REQUIREMENTS

Respondent’s shall meet the following minimum requirements and qualifications to proceed to the evaluation process. Failure to have the ability to, upon County request, provide any of the items requested below may result in disqualification of your response. These qualifications must be maintained during the term of any resultant Contract.

A. Must have the ability to do business in Orange County, California;

B. Complete all required Supplier Response questions of the solicitation;

C. Provide all required information, complete all required Exhibits, and pass all IT security requirements.

D. Have minimum five (5)/ten (10) years of consecutive, recent experience developing, implementing, and supporting an [Insert Service/System Description] System.

E. Firm to have similar size project for at least three (3) public agency.

F. Design Engineer shall be a Licensed Professional Civil Engineer in the State of

California and must possess a minimum of fifteen (10) years of experience.

G. Possess a valid TBD License at time of response submission.

H. Have an existing fully functioning product that can be demonstrated live on-site or via remote access.

1.6 EVALUATION PROCESS

Responses deemed to meet all minimum solicitation requirements will be scored based on the established evaluation criteria, and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each response, based upon the Respondent(s) submitted written materials.

Responses shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or https://procurement.opengov.com/portal/ocgov otherwise verify the contents of the response, including information about the Respondent, Contractors and sub-contractors.

The scoring is based on evaluation of the response as measured against the Scoring Criteria, which includes County of Orange Procurement Preference Policy, in accordance with Sections 1.8-103 and 4.3-112 of the 2026 County Contract Policy Manual (CPM). A copy of the 2026 CPM can be found at https://cpo.oc.gov/cpm. Responses will be evaluated from the most advantageous to the least advantageous to the County.

1.7 SELECTION/AWARD PROCEDURES

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to the County’s DPA. Final award determination shall be subject to reference checks and past performance.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments and/or exhibits, and to reflect Respondent’s response and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its response may result in its elimination from further consideration.

Exceptions to the terms and conditions of the Model Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in SUPPLIER RESPONSES - Statement of Compliance.

Negotiations may or may not be conducted with the finalist(s); therefore, the response submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its response may result in elimination from further consideration.

The County will enter into negotiations with the selected Respondent and award a contract upon completion of negotiation of fees and contract terms. The award may be subject to/requires approval(s) by the County Board of Supervisors.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

1.8 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Make use of any information or ideas in the responses submitted.

B. Request response revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

C. Seek publicly available information about the Respondents.

https://cpo.oc.gov/cpm

D. Conduct, or not to conduct, in-person interviews and/or presentations with the highest-scored

Respondent(s).

E. Waive, at its discretion, any procedural, non-material defects, irregularity, or informality, which

County deems correctable or otherwise not warranting rejection of the response that do not result in any unfair competitive advantage. Any waiver will not excuse a proponent from full compliance.

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

Contract.

G. Negotiate the final Contract with any Respondent(s), including pricing/fee schedule, as necessary to serve the best interests of the County;

H. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representations that any Contract will be awarded to any Respondent responding to this solicitation;

I. Award its total requirements to one Respondent or to apportion those requirements among two or more Respondents as the County may deem to be in its best interests;

J. Reject any response if it is conditional, incomplete or deviates significantly from the services requested in this solicitation; and/or

K. Request Best and Final Offer from any Respondent determined to be within the competitive range.

Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents.

L. Make multiple awards to Respondent(s) for services requested in this solicitation, at its sole discretion, to serve the best interests of the County.

M. Defer award of this Contract for a period of 180 days after the solicitation opening. During this period, Respondent shall guarantee the prices and terms quoted in their responses. The County and the responsive, responsible Respondent may mutually agree in writing to extend this deferral period.

Therefore, responses submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

1.9 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all

Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.10 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9/W-8 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide ERP System as an Auditor-Controller supplier, will be required to submit to County a federal Form W-9, or form W-8 for foreign suppliers. County will inform

Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, or the Deputy Procurement Agent (DPA) the required W-9 or

W-8.

1.11 LEVINE ACT REQUIREMENT

Effective January 1, 2023, all contractors entering into a contract with the County, will be required to submit the Campaign Contribution Disclosure Form for any contributions made on or after

January 1, 2023. In order to comply with this requirement, Respondent agrees to furnish the required Campaign Contribution Disclosure Information form as a required submittal with its response. Failure to include the form as required will render the response nonresponsive.

SECTION 2. 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 Mary Barreto at mbarreto@ocsheriff.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), Mary Barreto at mbarreto@ocsheriff.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 Award of Contract:

A. Protests related to the award of a contract must be submitted to the Deputy Procurement

Agent, Mary Barreto at mbarreto@ocsheriff.gov, no later than five (5) business days after the Notice of Solicitation Results is provided by the DPA.

B. Protests relating to a proposed contract award 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 the contract 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 3. SCOPE OF WORK

3.1 PURPOSE AND BACKGROUND

The Orange County Sheriff’s Department, has locations throughout Orange County, CA.

requiring routine inspection, testing, cleaning, service, certification, adjustment, alterations, replacement, maintenance, corrective maintenance and emergency services of boilers, steam generators and process heaters in accordance to all applicable South Coast Air Quality

Management District (SCAQMD), including but not limited to Rules 1146.1 and 1146.2, (attachment D). Scheduled service frequency and tasks to be in accordance with manufacture specifications, recommendations, County tasks and duties, state, federal, local laws and regulatory requirements.

In addition to routine scheduled service and planned corrective maintenance, Contractor shall be available for emergency services twenty-four (24) hours a day, seven (7) days a week, three-hundred sixty-five (365) days a year.

Contractor shall perform scheduled and on-call tasks and duties at the following service locations and may respond to various other locations not listed below for as-needed services to include any current or future Sheriff maintained facility.

3.2 SERVICE LOCATIONS

Orange County Sheriff’s Department Address North Shop

Sandra Hutchens Regional Law Enforcement Training Center 1900 W. Katella Ave., Orange, CA 92867 Theo Lacy Facility 501 The City Dr. South, Orange, CA 92868

Central Shop Coroner 1071 W. Santa Ana Blvd., Santa Ana, CA 92703

Brad Gates Building 550 N. Flower St, Santa Ana, CA 92703 South Shop

James A. Musick Facility 13420 Alton Pkwy, Irvine, CA 92618

3.3 SERVICE COORDINATION

Shop Personnel Phone Number mailto:CPOAppeals@ocgov.com

North Shop

Craft Supervisor Shop Planner

714-935-7006 (O) / 714-920-2622 (C) 714-935-8098 (O) / 657-492-3416 (C)

Central Shop

714-647-6175 (O) / 714-920-1249 (C) 714-647-4556 (O) / 714-412-4099 (C)

South Shop

949-249-5134 (O) / 714-920-0254 (C) 949-249-5135 (O) / 714-955-7636 (C)

External Support Craft Supervisor Shop Planner

714-935-6671 (O) / 714-920-1431 (C) 714-935-6870 (O) / 714-920-0694 (C)

Facilities Operations Service Desk / Afterhours Watch Commander Dispatch – (4:30 p.m. to 7:00 a.m.)

714-935-6606

3.4 COMPLIANCE

A. Contractor shall ensure County equipment remains in optimal operational condition and in compliance with all state, federal and local laws, and regulatory agencies, B. Contractor to perform the following maintenance and service in accordance with all applicable state, federal and local law, and regulatory requirements.

C. Contactor shall perform “Tune-Ups” and “Testing” required by South Coast Air Quality

Management District (SCAQMD) Rules, including but not limited to, Rules 1146.1 and 1146.2 and the

Environmental Protection Agency (EPA).

3.5 SERVICE REQUIREMENTS & SPECIFICATIONS

A. Contractor shall provide inspection, testing, certification, adjustments, maintenance, replacements and corrective maintenance to all County equipment. Equipment manufacturers to include but not limited to, Aldrich, Ajax, Fulton, Lochinvar, RayPak, and Rite Boiler.

B. Contractor shall provide tune-ups and testing required by SCAQMD Rules 1146.1 on boilers, steam generators, and process heaters that are greater than 2 million BTU per hour and less than 5 million BTU per hour.

C. Contractor shall provide tune-ups and testing required by SCAQMD Rules 1146.2 demonstrating current emissions limits on natural gas-fired large (commercial) water heaters, small (industrial) boilers, and process heaters that have a rated heat input starting at 75,000 BTU per hour up to and including 2 million BTU per hour.

D. Contractor shall provide semiannual, annual maintenance and as-needed corrective maintenance, to County equipment to ensure optimal performance. Frequency may vary depending on manufacturer requirements and warranties.

E. Contractor shall perform routine maintenance and service on equipment such that equipment and systems are preserved and restored to effective operational conditions and may be effectively used for its designated purpose.

F. Contractor, upon authorized County project lead approval, may provide engineering, design and fabrication services for new, inoperative, inadequate and/or failing County systems.

G. All service, maintenance and service shall be in strict accordance with all manufacturer specifications, recommendations and requirements, including, but not limited to, frequency, means, methods and consumable usage.

H. Contractor shall reference and apply only the manufacturer recommended lubricants and consumables and quantity for each application, unless an equivalent product and quantity is approved in writing by authorized County project lead.

I. Contractor may be required to work with other Contractors and County departments to ensure seamless system integration and operation of various County equipment and systems.

J. Contractor shall provide sufficient, qualified, trained, experienced, certified if applicable, and background cleared personnel to service systems and equipment under the contract.

K. Contractor shall provide, all labor, supplies, supervision, tools, transportation (including parking and travel), Personal Protection Equipment (PPE) and all necessary material and equipment to perform routine maintenance and service, including any special diagnostic or adjustment tools, equipment, instruments, and consumables required under manufactures maintenance specification, recommendations and County requirements.

L. Contractor shall have readily available Safety Data Sheet (SDS) for any chemical or other potentially dangerous substances while performing any service on behalf of the County.

M. Contractor shall provide and perform installation of software and firmware maintenance in accordance with manufacturer specifications and recommendations, as required.

N. Contractor shall leave all equipment and software in unlocked condition. If passwords or access protection is required all control information shall be immediately documented and provided to authorized County project lead, at no additional cost.

O. Contractor shall provide the County with a detailed proposed Scheduled Maintenance schedule for County approval, prior to commencement of work, including the number of hours per location and number of technicians required to perform service under the terms of the contract.

P. Under no condition, shall Contractor attempt to assign or subcontract any portion of maintenance or service under the contract without prior written approval, by authorized County project lead.

Q. Contractor shall provide detailed reporting on as-needed additional maintenance or service, to be coordinated with authorized County project lead. All quotes for additional services shall contain detailed labor and material charges and approved by County project lead prior to commencement of maintenance or service.

R. At the request of the County, Contractor may respond to urgent corrective maintenance prior to submitting quotes for initial call out response.

S. Contractor shall immediately notify authorized County project lead of any site conditions or changes affecting Contractor’s ability to perform services.

T. SCAQMD Rule 1146.1 – Perform Tune-up, any unit adjustments and provide report demonstrating units emissions. At least twice per year, (at intervals from 4 to 8 months apart) in accordance with the procedure described in Attachment D or the unit manufacturer’s specified tune-up procedure, or method effectively achieving SCAQMD Rule 1146.1 compliance.

U. Contractor shall perform service in accordance with current SCAQMD regulations in effect at time service is performed.

1. Current emissions limits: Atmosphere discharges on more than 30 ppm of NOx emissions or for natural gas fired units 0.037 pound NOx per million Btu of heat input, and no more than 400 ppm of Carbon Monoxide (CO) emissions at 0.30 lbs / 106 Btu.

V. SCAQMD Rule 1146.2 – Provide testing and unit adjustments necessary to meet required emission standards in effect throughout the term of this contract. Once each calendar year perform testing and provide the authorized County represenative with a report demonstrating that each Unit listed in Section

4, LOCATIONS AND DESCRIPTIONS OF REGULATED EQUIPMENT, is operating within required emissions limits.

A. Current Emissions limits: the NOx emissions level is less than or equal to 30 ppm of NOx emissions (at 3% O 2, dry) or 0.037 pound NOx per million BTU of heat input and no more than 400 ppm of carbon monoxide (at 3% O 2, dry) as certified by the District.

3.6 CONTRACTOR REQUIREMENTS

A. Contractor shall prepare and submit all reports on inspections, testing, maintenance, and services as required by all regulatory agencies, within three (3) business days of service date, if applicable.

B. Contractor shall provide report copy of all tune-up/testing results within fifteen days (15) days of tune-up/testing date to County project lead.

C. Contractor shall make its best efforts to perform all activities in a manner to not impact or interrupt daily County operations. If such an impact or interruption is unavoidable, Contractor shall schedule and duly notify the authorized County project lead of pending disruption.

D. Contractors shall plan all activities to minimize the number of times entering or exiting any facility and restrict all breaks to absolute minimums.

E. Contractor shall not withhold emergency and/or any service relating to regulatory compliance, certification and/or is deemed critical to daily County operations for any reason during the term of the contract.

F. All parts and materials shall be new commercial grade, meeting or exceeding the Original

Equipment Manufacturers (OEM) specifications. Any part or material other than OEM shall be approved by County prior to being utilized.

G. All parts and materials shall be available within seventy-two (72) hours upon service approval, by an authorized County project lead.

H. Contractor shall maintain sufficient materials, PPE, consumables, and supplies available for immediate use to provide services under the terms of the contract.

I. At all times Contractor shall keep on-hand spill containment equipment and kits sufficient to successfully mitigate spills and protect personnel and County property while performing any service.

J. Contractor shall perform all work in accordance with generally accepted industry’s best practices and all health and safety regulations.

K. County shall not provide any on-site storage of supplies, equipment, materials, or tools at any

County facility, unless approved in writing by authorized County project lead.

L. After completion of maintenance, or service Contractor shall provide County a Work Order report with details on work completed and any additional recommended work.

M. Contractor shall keep all work areas clean and free from debris, rubbish, and hazardous waste and dispose of all waste off County property and in accordance with all State, Federal and Local laws and regulatory requirements.

N. Contractor shall warrant all labor and materials for a minimum of ninety (90) days after completion of maintenance or service.

O. Contractor shall extend to County the manufacturers’ full warranty period for all materials and replacement parts

P. Contractor shall repair, at no cost to the County, any and all damage caused by Contractor and shall report all accidents, injuries, spills, unusual conditions or activities, immediately to authorized

County project lead, regardless of magnitude.

3.7 LICENSE REQUIREMENT

A. Contractor shall, at all times, possess current applicable licenses, certifications and permits required by State, Federal and Local laws and regulatory agencies to perform tasks and duties under the contract, including but not limited to C-4 (Boiler, Hot Water Heating and Steam Fitting).

B. Contractor shall furnish all pertinent licenses, certifications, permits and fees necessary to perform work under the contract.

3.8 RESERVED RIGHTS

A. County reserves all rights to all information and data provided by Contractor, without further compensation.

B. The County reserves the right to add, update, modify and improve equipment using the supplier of its choice. Contractor shall provide written comments, upon request by County, on any impact affecting Contractor’s ability to perform any tasks and duties under contract.

3.9 SECURITY, SAFETY, AND PERSONNEL

A. Contractor and employees performing services within secured facilities shall require to submit to background screening. No unscreened or unauthorized personnel shall be allowed to perform any task or duty under the contract.

B. Contractors’ personnel shall renew background screening every two (2) years, or at the request of the County and immediately notify County of any potential changes affecting existing or future clearance.

C. All Contractor personnel shall be identified by a distinctive Contractor logo, emblem or patch attached prominently on an outer garment. In the absence of uniforms, Contractor shall issue alternative identification. Acceptable forms include, but not limited to business cards, lanyards, or letter on

Contractor letterhead. In addition to Contractors’ ID all Contractors’ personnel shall be required to present an acceptable valid government or state identification card (i.e., driver’s license, passport, or identification card) prior to entering any secured facility.

D. During any performance of work, Contractors’ personnel shall closely monitor all tools, equipment and materials and be required to follow a specific Tool and Equipment Control Policy prior to entering and upon exiting any secure facility.

E. Contractor personnel shall not smoke (including use of any form of electronic device), use profanity or inappropriate language while on County property or performing duties or tasks under the contract.

F. Personnel shall not enter a facility, or perform any work on behalf of the County, while under the influence of alcohol, drugs or other intoxicants and shall not have any such items in their possession.

G. Contractor personnel shall have NO CONTACT, either direct or indirect physical, verbal and/or written, with internees in any facility and immediately report any attempt by internee to contact

Contractor.

H. Contractor personnel shall conduct themselves in a courteous and professional manner, at all times, to County staff and the public.

3.10 EMERGENCY SERVICES

A. Contractor shall respond within one (1) hour after receiving County emergency service request, twenty-four (24) hours a day seven (7) days a week.

B. Contractor shall have qualified, authorized technician(s) on site within four (4) hours of initial emergency contact.

C. Once dispatched to County, Contractor shall have all maintenance or service completed and the facility restored to fully operational status prior to leaving, unless otherwise agreed upon by County and the County project lead is duly notified.

D. Contractor shall provide County a Work Order report detailing tasks and duties performed including the following:

a. Time of arrival

b. Time of departure

c. Brief summary of service, or maintenance

d. Detail of work performed (including material and parts used)

e. Narrative of recommended additional work to be performed or recommended

f. Name and time of individual initiating the emergency call

g. Work or Event Number

h. Signature of County project lead

3.11 EXCEPTION

A. County recognizes certain emergencies may arise requiring immediate action by Contractor, without obtaining prior authorization from the County project lead. Contractor may complete requested service:

a. If part of an initial emergency service call and

b. If deemed to be an imminent life condition, by authorized County project lead.

B. The Contractor shall obtain the name, rank, and signature of the authorized County project lead requesting exception.

C. Contractor shall notify the County project lead immediately following emergency action(s).

3.12 SCHEDULING

A. Contractors’ personnel shall arrive at service location, as scheduled ready to begin work and perform in a skillful and competent manner.

B. Contractor shall provide a final Scheduled Maintenance timeline, to be approved by County.

Once approved, service timeline shall be strictly adhered to and monitored by County.

C. Services should be performed during normal operational hours, in coordination with County. Normal operational hours are 7:00 a.m. to 5:00 p.m. Mon-Fri (PT), excluding holidays.

D. Authorized County project lead shall be duly notified, in advance, of any service interruption by

Contractor and/or modification to service schedule to authorized County project lead.

E. In the event the Contractor dispatches a technician, currently performing scheduled services for the County, the technician shall ensure all County equipment is restored to full working condition prior to leaving service location. Under no circumstances shall Contractor leave County equipment out of service, for any period of time, without prior written approval.

3.13 RECORDS

A. Contractor shall maintain detailed, true, and accurate records of all inspections, tests, service, maintenance, and results for the term of the contract. Upon termination of contract Contractor shall maintain all records for a minimum of three (3) additional years and shall be made available to County, in a timely manner and without further compensation.

B. Contractor shall provide reports to County, upon request, in editable, unlocked Microsoft file format, containing all requested data parameters, in a timely manner.

C. Upon completion of each service, Contractor shall provide County a Work Order report detailing service performed. One copy left on-site with the authorized County project lead and one signed copy submitted with each corresponding Contractor invoice.

D. All Work Orders shall contain corresponding information to Contractor invoices (i.e., time of arrival, time of departure, summary of request, detailed (including equipment description and asset tag numbers), summary of service performed, summary of additional service required or recommended, name of County project lead initiating the service call and Work Order number).

E. Contractor shall immediately submit in writing, any condition and/or incident affecting Contractor’s ability to perform under the contract.

3.14 REFUND:

Overpayment shall be refunded on any excess paid or invoiced above the negotiated rates of this

Contract.

3.15 ADDITIONAL WORK CLAUSE FOR APPLICABLE SERVICE CONTRACTS:

A. Upon County request, Contractor shall submit supplemental proposals for Additional

Work not called for under the Scope of Work of this Contract. Contractor must obtain

County Project Manager’s written approval prior to commencing any additional work.

B. County reserves the right to obtain supplemental proposals from, and use, alternate sources for completion of the additional work and to utilize the data provided under this

Contract to obtain necessary services.

C. If County authorizes work by an alternate source, Contractor may be relieved of responsibilities pertaining to the equipment affected by the project while work is being performed and during the subsequent warranty period.

D. Contractor shall continue to provide services to all areas not affected by work provided by alternate sources.

E. Upon completion of any additional work, whether by Contractor or an alternative source, County’s Project Manager or designee and Contractor will inspect the finished product at no additional cost to County. Upon mutual acceptance of the additional work, Contractor shall again be responsible for all services originally covered under this Contract and the work performed under this section.

3.16 MISCELLANEOUS CLAUSE:

A. Miscellaneous commodities may be obtained at County’s request. Contractor shall provide a written quote and obtain authorized County approval. Contractor under no circumstance shall provide any commodities without prior written authorized County approval.

Additional delivery locations may be added or deleted at any time with no penalty to

County. Miscellaneous item purchases shall not exceed $5,000.00, per item, including tax and other expenses, except when ordering the same items multiple times. Total order amount shall not exceed $25,000.00.

B. County may elect to accept substitute like commodities, commodities of equal or better quality and/or brand, costing equal or less than the original contracted commodities as set forth in this Contract with written authorized County approval. Substitute like commodities that cost more will require prior authorized approval from County before any substitution will take place.

SECTION 4. SCORING CRITERIA

Phase 1 - Written Response Scoring: 500 points maximum

Phase 2 - Presentation/Interview Scoring: 400 points maximum

Phase 3 - Cost Proposal: 100 points maximum

4.1 PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm’s Background, Qualifications &

Experience

A. Company Background and Data

1. Include an overview of firm and brief description of the firm’s history including:

a. Length of time in business;

b. Services provided relevant to the RFP;

c. Describe the Respondent’s experience in performing work of a similar nature to that solicited in this RFP;

and

d. List certifications and/or affiliations that may be relevant to this RFP.

2. Provide the following information:

a. Name and title of person(s) authorized to bind the

Respondent;

b. Main office address; and

c. Telephone number

3. List any previous or current contracts with the County of

Orange within the last five (5) years. Include:

a. Agency/Department name, address and contact person;

b. Contract Number; and

c. Contract Amount

4. Provide a general description of the firm’s prime contractor (if applicable, subcontractor’s) financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, or impending

Points Based 175 (35% of Total) merger) that may impede

Respondent’s ability to complete the services.

B. Experience

1. Descriptions of at least three (3) recent similar projects that the firm has completed (public sector experience preferred).

a. Include project name, date, and location,

b. Include client name and describe the scope of work,

c. Describe any obstacles encountered and project outcome, and

d. Describe, including experience with successfully coordinating and maintaining project schedules while staying on budget.

2. Describe experience developing strategic plans for local governments and knowledge of real estate development including permitting, financing, design, construction, land-use, and environmental planning.

3. Describe experience conducting departmental needs assessment studies for office space planning, parking, etc.

4. Describe experience with infrastructure planning.

5. Describe comprehensive capabilities in public outreach and engagement.

6. Provide a description of

Respondent’s success in facilitating working sessions and distilling meeting content and feedback into thematic areas for recommendations.

7. Provide examples of creating executive-level visual collateral, such as reports and graphics.

8. Describe additional relevant information concerning the services offered in this RFP that it considers important in evaluating its services.

2. Key Personnel/Proposed Staffing

A. Assigned personnel must have a minimum of five (5) years of expertise and experience with emphasis on the public sector with depth and breadth of services available.

B. Describe the Respondent’s team that is being proposed for the project which includes completing the Key

Personnel/Staffing Plan located in the

Supplier Responses section. Provide a brief background of each team member’s experience and the roles and responsibilities they will play in the project.

C. Team organization including an identification of the lead Contractor, project manager, and key personnel who will be working on the project.

An organizational chart and description of the project team may be included. Key members of the project team should be included in the organizational chart.

D. Clearly identify the prime contractor and any sub-contractors or sub-consultants, if relevant, and the general roles of each on the project.

E. A statement of qualifications for all team members including resumes and educational background. One-page resumes of all key personnel should be provided (one page per person).

The office locations of each team member should be specified on the resumes. The submittal should, as a part of the information provided for subcontractors, include the names, locations, and general roles of the project team members.

Points Based 150 (30% of…