Towing,_Recovery,_Secure_Storage,_and_Non-Passenger_Vehicle_Disposal_Services.pdf

County of San Mateo

Request for Proposals (RFP) for Towing, Recovery, Secure

Storage, and Non-Passenger Vehicle Disposal Services

Sheriff's Office

RFP No. 2026-RFP-00410

RFP Contact: Veronica Ruiz vruiz@smcgov.org

1. Introduction and Schedule

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

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

1.1. Summary

The San Mateo County Sheriff’s Office is seeking proposals from qualified contractors to provide towing, roadside assistance, vehicle recovery, secure storage, and non-passenger vehicle removal and disposal services. These services will support Sheriff’s Office operations that require reliable and timely vehicle management in support of law enforcement activities, investigations, and enforcement actions.

The selected contractor must provide 24 hours per day, 7 days per week service coverage both within and outside San Mateo County. Services will include towing of light-, medium-, and heavy-duty vehicles, emergency roadside assistance, accident and non-accident recovery, temporary and secure evidence vehicle storage, and the removal and disposal of non-passenger vehicles such as recreational vehicles (RVs), trailers, boats, and other abandoned or illegally occupied structures encountered during enforcement operations.

Contractors must maintain a properly equipped fleet and specialized equipment capable of handling a wide range of vehicles and situations while meeting guaranteed response times and maintaining appropriate staffing levels. The Sheriff’s Office is particularly interested in contractors with experience in large-scale vehicle recovery, environmental compliance, secure evidence storage, and the removal and disposal of abandoned vehicles. The selected contractor will also be required to designate an Account Manager to coordinate services, support operational efficiency, and serve as the primary point of contact for the Sheriff’s Office.

1.2. Background

The San Mateo County Sheriff’s Office requires reliable towing, recovery, and vehicle management services to support law enforcement operations throughout the county. Sheriff’s Office personnel regularly require towing and roadside assistance for patrol vehicles, specialized equipment, and vehicles involved in enforcement actions, collisions, or criminal investigations.

These services are critical to maintaining public safety operations and ensuring that vehicles involved in incidents are promptly removed and properly handled.

In addition to routine towing and recovery, the Sheriff’s Office must address the removal and disposal of non-passenger vehicles and structures encountered during enforcement activities.

These may include recreational vehicles (RVs), trailers, boats, and other abandoned or illegally occupied structures located on public or private property. These situations often involve complex ownership verification, environmental compliance considerations, and the safe handling and disposal of vehicle contents or hazardous materials.

The Sheriff’s Office also requires specialized services for vehicles seized as evidence during criminal investigations. Such vehicles must be transported and stored in secure facilities that preserve the integrity of evidence and maintain proper documentation and chain-of-custody procedures. Because enforcement activities occur across San Mateo County’s urban, suburban, coastal, and rural areas, the Sheriff’s Office requires a contractor capable of providing rapid, reliable response and maintaining high levels of operational readiness at all times.

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1.3. Contact Information

Project Contact:

Lydia Rivera Administrative Assistant II Email: lhramirez@smcgov.org Phone: (650) 363-4763

Procurement Contact:

Veronica Ruiz Management Analyst Email: vruiz@smcgov.org Phone: (650) 363-7819

Department:

Sheriff's Office

Department Head:

Kenneth Binder Sheriff Elective

1.4. Timeline

RFP Released April 17, 2026

Deadline for Questions April 24, 2026, 5:00pm

Proposal Due Date and Time May 1, 2026, 5:00pm

Anticipated Contract Award Date May 15, 2026

2. Scope of Work

2.1. Towing, Recovery, Secure Storage, and Non-Passenger Vehicle Disposal Services

1. PURPOSE

The San Mateo County Sheriff’s Office is seeking qualified contractors to provide comprehensive towing, roadside assistance, vehicle recovery, secure storage, and non-passenger vehicle removal and disposal services. Services shall be available twenty-four (24) hours per day, seven (7) days per week, both within and outside of San Mateo County, with guaranteed response times as specified herein.

2. DESCRIPTION OF SERVICES

A. General Towing and Recovery Services mailto:lhramirez@smcgov.org tel:(650)363-4763 mailto:vruiz@smcgov.org tel:(650)363-7819

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The Contractor shall provide towing services that include, but are not limited to:

• Towing light-, medium-, and heavy-duty motor vehicles and equipment

• Emergency roadside assistance

• Vehicle recovery services

• Temporary vehicle storage

Services should be available 24 hours per day, 7 days per week, with response times of one (1) hour or less according to the information below.

Service Type Required Response Time Performance Standard

Emergency Calls ≤ 30 minutes 90% compliance monthly

Non-Emergency Calls ≤ 60 minutes 95% compliance monthly

Administrative Inquiries ≤ 1 business day 100% compliance

B. Towing Equipment Requirements

The Contractor shall maintain a fleet of well-maintained tow trucks in various sizes and capacities capable of handling light-, medium-, and heavy-duty vehicles and equipment.

Required Services:

At a minimum, the Contractor shall provide the following services:

i. Towing

• Ability to tow any vehicle or equipment 24/7 (light, medium, and heavy duty)

• Flatbed tow truck service

• Lowboy service

ii. Roadside Assistance

• Jump-starts

• Lockout services

• Fuel delivery (gasoline and diesel)

• Tire changes for all vehicle classes

iii. Recovery Services

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• Accident recoveries (light, medium, and heavy duty)

• Non-accident recoveries, including but not limited to:

o Vehicles stuck in mud o Water recoveries o Other off-road recoveries

iv. Vehicle Storage

• Temporary storage for vehicles that cannot be delivered directly to a County facility

• Storage of vehicles involved in accidents, including electric vehicles (EVs), in compliance with all applicable laws and safety regulations

• Secure evidence storage for vehicles seized during criminal investigations (see Section 3 below)

v. Additional Services

• Other related towing and recovery services as deemed appropriate by the County and mutually agreed upon by both parties.

3. SPECIALIZED SERVICES

A. Evidence Vehicle Towing and Secure Storage

The Contractor shall provide towing and secure storage of seized vehicles held as evidence in criminal investigations pending release from County.

A. Maintain secure storage facilities with restricted access, appropriate surveillance, and documentation procedures to preserve chain of custody.

B. Ensure vehicles are protected from damage, tampering, and environmental exposure. Evidence vehicles shall be secured indoors unless otherwise directed by County.

C. Maintain accurate inventory records and provide access to authorized County personnel upon request.

B. Removal and Disposal of Non-Passenger Vehicles

The Contractor shall provide removal and disposal of “non-passenger vehicles” located throughout San

Mateo County. These include, but are not limited to:

• Recreational vehicles (RVs)

• Trailers

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• Boats

• Shipping containers

• Miscellaneous abandoned or illegally parked structures

These vehicles may not fall into standard towing rotation categories.

Services shall include:

A. Towing and extended storage (vehicles may require two to three storage spaces and may take fifteen (15) days to six (6) months to establish ownership).

B. Vehicle lien processing.

C. Fluid removal and environmental compliance, including:

o Fuel o Oil o Black tank contents o Grey tank contents o Any other hazardous or regulated materials

D. Cleaning and removal of contents, including:

o Furniture o Appliances o Personal items

E. Structural breakdown and scrap processing.

F. Delivery of chassis (if applicable) to a licensed auto dismantler.

G. Disposal services in compliance with all environmental, health, and safety regulations.

4. SERVICE DELIVERY REQUIREMENTS

The Contractor shall:

A. Cover a wide geographic area within and outside of San Mateo County, including coastal and rural areas.

B. Maintain sufficient staffing and fleet capacity to handle multiple simultaneous service requests.

C. Prioritize emergencies when necessary.

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D. Maintain a reliable and efficient communication system capable of:

o Receiving service requests from County departments o Providing status updates on ongoing operations

E. Employ experienced tow operators trained in:

o Proper towing techniques o Vehicle recovery o Customer service o Required licensing and certifications

5. RESPONSE TIMES

The Contractor shall guarantee the following response times:

• Emergency situations: Within 30 minutes of receiving a request.

• Non-emergency situations: Within 60 minutes of receiving a request.

• Administrative inquiries: Account Manager and accounting/invoicing staff shall respond within one (1) business day.

6. ACCOUNT MANAGEMENT

The Contractor shall assign a well-qualified Account Manager to serve as the primary point of contact for the County. Responsibilities include:

• Oversight of service delivery

• Resolution of service issues

• Coordination of administrative matters

• Invoice and billing inquiries

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, May 1, 2026 via eProcurement system.

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

Page 8 of 19 Release date of April 17, 2026 be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

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

3.2. Pre-submission Registration

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

County of San Mateo at:

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

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

3.3. Submission via eProcurement Portal

Required Documents

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

Electronic Submissions

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

Conflicts between Certain Requirements

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

Format

Documents should be created in the following format:

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

• Pages should have margins of at least one inch on all sides (excluding headers and footers) mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/245555/document?section=2344221

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

• PDF format is preferred.

Errors in Proposals

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

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

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

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

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

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

San Mateo County, CA | Municode Library

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

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications, Local Preference Ordinance, and Technical Proposal

4.1. Minimum Qualifications

Contractors must meet the following minimum qualifications to be considered responsive to this solicitation:

A. Licensing and Legal Compliance

The contractor must possess all required federal, state, and local licenses and permits necessary to operate a towing, recovery, and vehicle storage business in the State of California and must comply with all applicable provisions of the California Vehicle Code and other relevant regulations.

B. Business Experience

The contractor must demonstrate a minimum of three (3) years of experience providing towing, roadside assistance, vehicle recovery, and vehicle storage services.

C. Fleet and Equipment Capacity

The contractor must maintain a fleet of properly equipped tow trucks and recovery vehicles https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

Page 10 of 19 Release date of April 17, 2026 capable of servicing light-, medium-, and heavy-duty vehicles, including equipment necessary for the removal of non-passenger vehicles such as recreational vehicles (RVs), trailers, and boats.

D. 24/7 Service Availability

The contractor must be capable of providing 24 hours per day, seven (7) days per week service, including emergency response and on-call services throughout San Mateo County.

E. Secure Vehicle Storage Facility

The contractor must maintain a secure vehicle storage facility capable of safely storing vehicles, including vehicles seized as evidence when requested by the Sheriff’s Office. The facility must provide controlled access and reasonable security measures.

F. Environmental and Disposal Compliance

The contractor must demonstrate the ability to remove and dispose of abandoned or non-passenger vehicles in compliance with all applicable environmental regulations, including proper handling of vehicle fluids and hazardous materials.

G. Insurance Requirements

The contractor must maintain insurance coverage, including commercial general liability, automobile liability, and workers’ compensation insurance in amounts required by the County of San Mateo.

H. Qualified Personnel

The contractor must employ trained and qualified personnel capable of safely performing towing, recovery, and vehicle removal services. Operators must hold valid California driver’s licenses appropriate for the vehicles being operated.

I. Contract Management

The contractor must designate a primary point of contact or Account Manager to coordinate services with the San Mateo County Sheriff’s Office.

4.1.1. Has Proposer has been providing similar services for a minimum of three (3) years within the last five (5) years?*

☐ Yes

☐ No

*Response required

4.1.2. Account manager has a minimum of two (2) years of experience within the last five (5) years in providing account services?*

☐ Yes

☐ No

*Response required

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

SAM.gov https://sam.gov/content/home

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☐ Please confirm

*Response required

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

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

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

*Response required

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

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

https://government-project.s3.us-west-2.amazonaws.com/153456/a16ffdc0-a0ee-44ca-b6de-1fddd010042f_SMC_LocalBusiness_self-attestation_form_120424.pdf https://government-project.s3.us-west-2.amazonaws.com/153456/80d29c2f-acda-4b87-837e-cb4ead1fb303_SMC_LocalBusiness_self-attestation_form_120424.pdf

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4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

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

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

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

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

*Response required

4.3.2. Statement of Minimum Qualifications *

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.3.3. Project Approach*

This section should correlate to the Scope of Work . Proposer should give a short summary describing how it will perform the relevant work

*Response required

4.3.4. Proposed schedule *

Attach proposed schedule reference ability to complete the project within the County's required time frame

*Response required

4.3.5. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

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• A brief description of the proposer.

• A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

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

*Response required

4.3.6. References*

Provide We require at least three (3) references references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

*Response required

4.3.7. Fee Proposal*

The Fee Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in

Required Documents.

The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

*Response required

5. Evaluation and Selection Criteria

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

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Approach Points Based 25 (25% of Total)

2. Firm Qualifications Points Based 25 (25% of Total)

3. Team Qualifications Points Based 10 (10% of Total)

4. Price Points Based 30 (30% of Total)

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5. Preferential Points

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local Business or

Local Non-Profit score for evaluation purposes.

In the event of a tie between a Local Business or Local Non-Profit and another bidder, the

Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.

An additional three percent (3%) preference shall be given to a Local Business or Local

Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a

Small Business or Small Non-Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points awardable) if the proposer is a Micro Business or Micro Non-

Profit.

Points Based 10 (10% of Total)

6. Instructions to Proposers

6.1. Instructions

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

6.2. Communications

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

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

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

6.3. Contract Award

A. Award Procedure

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

Page 15 of 19 Release date of April 17, 2026 memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

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

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

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

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

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

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

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

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

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

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

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

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

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

6.4. Term

Sheriff's Officeis issuing Request for Proposal (RFP) No. 2026-RFP-00410 for Towing, Recovery, Secure

Storage, and Non-Passenger Vehicle Disposal Services.

Page 16 of 19 Release date of April 17, 2026

The agreement shall have a Term of three (3) years. In addition, the County shall have Two (2) options to extend the term for an additional period not to exceed two years, which the County may exercise in its sole, absolute discretion. To exercise this option, the County shall provide written notice to the Contractor at least thirty days before the end of the agreement’s term.

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

Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

7. Terms and Conditions for Receipt of Proposals

7.1. Errors, Omissions and Inquiries regarding the RFP

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

Inquiries regarding the RFP should be lodged in eProcurement portal.

7.2. Objections to RFP Terms

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

7.3. Addenda

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

7.4. Term of Proposal

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

7.5. Revision or Withdrawal of Proposal

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

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

7.6. Errors and Omissions in Proposal

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

7.7. No Commitment

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

7.8. Financial Responsibility

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

RFP or participating in any presentations or negotiations.

7.9. Estimated Quantity

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

7.10. Public Record

A. General

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

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

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

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

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

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

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

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

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

7.11. Reservations of Rights by the County

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

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

• Reject any or all proposals;

• Reissue an RFP;

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

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

• Determine that no project will be pursued.

7.12. No Waiver

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

7.13. Cooperative Agreement (Piggyback)

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

Cooperative Agreement.

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

8. Protest Procedures

8.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to

Page 19 of 19 Release date of April 17, 2026 represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

8.2. Protest of Contract Award

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

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

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

8.3. Delivery of Protests

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

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

Protests@smcgov.org

Subject: Towing, Recovery, Secure Storage, and Non-Passenger Vehicle Disposal Services, 2026-

RFP-00410