Vehicle_Equipment_Installation,_Parts,_Accessories,_and_Customization_Services.pdf

County of Orange, OC Public Works

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

IFB # IFB-080-3174501-AA

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

COUNTY OF ORANGE

OC Public Works

PROCUREMENT SERVICES

601 N. Ross St. 4th Floor

Santa Ana, CA

92701

Date: Thursday, November 12, 2026

INVITATION FOR BIDS

FOR: VEHICLE EQUIPMENT INSTALLATION, PARTS, ACCESSORIES, AND

CUSTOMIZATION SERVICES

BID MUST BE RECEIVED BEFORE:

December 1, 2026 / 2:00 pm

IFB # IFB-080-3174501-AA

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 IFB-080-3174501-AA

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

County of Orange IFB

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

SECTION 1. General Information

1.1 BACKGROUND

The County seeks bids from qualified contractors to provide vehicle equipment installation, parts, accessories, customization, repair, maintenance, removal, and reinstallation services on an as-needed basis. Services may be required for County-owned or County-operated pickup trucks, service trucks, cargo vans, passenger vans, sport utility vehicles, utility vehicles, and other fleet vehicles.

1.2 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), Alan Araujo, via the County’s online biding system.

1.3 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 19, 2026 before 2:00 pm.

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, Alan Araujo, alan.araujo@pw.oc.gov, will provide all official communication concerning this solicitation.

1.5 BID VALIDITY

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

1.6 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.

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

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.

mailto:procurement-support@opengov.com

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

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.

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.

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

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.

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

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 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.

2.16 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

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

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 Alan Araujo at alan.araujo@pw.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), Alan Araujo at alan.araujo@pw.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, Alan Araujo at alan.araujo@pw.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.

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

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 VEHICLE EQUIPMENT INSTALLATION, PARTS, ACCESSORIES, AND

CUSTOMIZATION SERVICES

1. Purpose and Background

The County seeks bids from qualified contractors to provide vehicle equipment installation, parts, accessories, customization, repair, maintenance, removal, and reinstallation services on an as-needed basis. Services may be required for County-owned or County-operated pickup trucks, service trucks, cargo vans, passenger vans, sport utility vehicles, utility vehicles, and other fleet vehicles.

The resulting contract is intended to support common fleet upfit work, field-service vehicle modifications, storage systems, safety equipment, work lighting, warning lighting, electrical accessories, and related vehicle mailto:CPOAppeals@ocgov.com

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA equipment. Work shall be performed only when authorized in writing by the County Project Manager or other County-authorized representative.

• No minimum or maximum quantity of work is guaranteed.

• The County may order services during the contract term as operational needs arise.

• All work shall be performed in accordance with the approved quote, this scope of work, and all applicable laws and safety requirements.

• This specification is written for open competition and shall not be interpreted as limiting competition to any specific company, manufacturer, dealer, installer, or product line.

2. Scope of Services

The Contractor shall furnish all labor, supervision, tools, equipment, materials, supplies, transportation coordination, documentation, and incidentals necessary to perform authorized work. Work may include installation, removal, replacement, repair, maintenance, modification, adjustment, testing, troubleshooting, wiring, mounting, fabrication, and documentation for vehicle equipment and accessories.

• County-provided or Contractor-provided parts. Parts may be provided by the County or by the Contractor. The approved quote shall clearly identify whether each part, accessory, equipment item, or custom-made piece is County-provided or Contractor-provided.

• Quote-required work. All parts, equipment, accessories, custom-made pieces, freight, delivery, pickup/drop-off, and miscellaneous non-labor charges shall be provided via written quote and shall not be ordered, installed, or invoiced without prior written County approval.

• Labor pricing. Labor shall be billed only at the awarded hourly labor rate. The quote shall identify the estimated number of labor hours for each authorized project.

• Repairs and maintenance. The Contractor shall provide maintenance, repair, removal, and reinstallation services related to installed vehicle equipment and accessories when requested by the County.

• Custom work. Custom-made pieces, brackets, plates, mounts, wiring supports, adapter pieces, and similar fabricated items are authorized only by written quote and County approval.

3. Common Work Categories

The work categories listed below are examples of common work the County may request. The list is not exhaustive. The County may request other related vehicle equipment installation, parts, customization, repair, or maintenance work that is consistent with the overall scope of this solicitation.

3.1 Pickup Truck Equipment and Accessories

• Tonneau covers, bed covers, camper shells, caps, and related mounting hardware.

• Truck bed storage drawers, slide-out drawers, bed trays, cargo trays, and cargo storage systems.

• Truck boxes, toolboxes, on-site storage boxes, lockable cabinets, and secure storage systems.

• Ladder racks, headache racks, back racks, roof racks, utility racks, cargo carrier racks, and rack accessories.

• Running boards, nerf bars, steps, grab handles, and other vehicle access equipment.

• Tie-downs, cargo restraints, anchor points, clamps, brackets, mounting rails, and hardware.

• Bed liners, floor protection, wall liners, mats, and protective surfaces.

3.2 Service Van, SUV, and Interior Upfits

• Van shelving, modular shelving, bin storage, drawer units, small parts organizers, and cabinet systems.

• Partitions, bulkheads, security screens, window screens, and cargo barriers.

• Tool storage, mobile workstations, cab organizers, center consoles, and mobile office accessories.

• Laptop mounts, computer stands, tablet mounts, charging stations, and related equipment supports.

• Interior cargo lighting, power accessories, auxiliary outlets, power distribution, and power inverters.

• Video, camera, driver safety, cargo-area safety, and accessory systems requested by the County.

3.3 Warning, Search, Scene, and Work Lighting

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

• Light bars, mini light bars, beacons, grille lights, surface-mount lights, and perimeter warning lights.

• Strobe lights, LED warning lights, corner strobes, hideaway lights, and other authorized safety lighting.

• Remote-controlled spotlights, searchlights, floodlights, scene lights, work lights, and cargo-area lights.

• Lighting controllers, switch panels, relays, fuse blocks, circuit protection, control modules, labels, and wiring harnesses.

• Mounting brackets, custom plates, hardware, rack-mounted lighting supports, and weatherproof connections.

All warning, emergency, search, scene, and work lighting shall be installed only as authorized by the County and in accordance with applicable laws, regulations, manufacturer instructions, and County operational requirements.

3.4 Electrical, Power, Communications, and Mobile Office Equipment

• Auxiliary power outlets, USB outlets, power distribution blocks, inverters, charging systems, and battery-related accessory wiring.

• Switch panels, controllers, relays, fuses, circuit breakers, wiring harnesses, labels, and accessory circuits.

• Cable routing, grommets, wire loom, weatherproof connectors, protective conduit, and harness support.

• Mobile computer mounts, device mounting plates, charging stations, docking supports, and equipment brackets.

• Camera, video, monitoring, safety, and communication accessory mounting when authorized by the County.

3.5 Custom Fabrication and Mounting

• Custom brackets, mounting plates, reinforcement plates, adapter plates, rack mounts, equipment mounts, and hardware.

• Minor cutting, drilling, fitting, adjustment, or modification necessary to complete an approved installation.

• Welding, reinforcement, or custom fabrication when specifically authorized in the approved quote.

• Replacement or modification of mounting systems to accommodate vehicle-specific fitment requirements.

No permanent modification to a County vehicle shall be made without prior written approval from the County Project Manager or authorized designee.

3.6 Maintenance, Repair, Removal, and Reinstallation

• Diagnosis of failed, damaged, loose, worn, or malfunctioning equipment and accessories.

• Repair or replacement of lights, switches, controllers, wiring, brackets, hardware, storage systems, racks, covers, latches, locks, and accessories.

• Removal of equipment from retired, reassigned, damaged, or replaced vehicles.

• Reinstallation of usable County-owned equipment onto replacement vehicles when approved by the County.

• Adjustment of covers, racks, drawers, locks, latches, brackets, wiring, and safety accessories.

• Correction of defective workmanship, loose components, electrical faults, or installation deficiencies.

4. Work Authorization and Quote Process

The Contractor shall not begin work, order parts, fabricate custom pieces, schedule vehicle pickup, or incur non-labor charges until the County has approved a written quote. Verbal direction alone shall not authorize work.

1. County submits work request identifying vehicle, unit number, required work, desired completion date, and any known equipment requirements.

2. Contractor reviews the request, verifies vehicle fitment requirements, and requests additional vehicle information when needed.

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

3. Contractor provides a written quote using the awarded labor rate and itemizing all non-labor charges via quote.

4. County Project Manager reviews the quote and may approve, reject, request revisions, or request alternative products or approaches.

5. Contractor begins work only after written County approval is issued.

6. Contractor completes work, tests installed equipment, documents completion, and notifies the County for acceptance.

7. Contractor submits an invoice after satisfactory completion and acceptance of the work.

4.1 Required Quote Content

• County vehicle unit number, year, make, model, body style, bed length, roof height, wheelbase, trim, and other relevant fitment details.

• Clear description of work to be performed.

• Identification of each part, accessory, equipment item, or custom-made piece.

• Manufacturer, model number, part number, product description, or equivalent product description when available.

• Designation of each item as County-provided or Contractor-provided.

• Estimated labor hours and awarded labor rate.

• Itemized parts, accessories, equipment, custom-made pieces, freight, delivery, pickup/drop-off, and miscellaneous non-labor charges via quote.

• Sales tax, if applicable.

• Total not-to-exceed price for the specific work authorization.

• Estimated start date and completion date.

• Warranty terms for parts, equipment, accessories, custom-made pieces, and workmanship.

• Assumptions, exclusions, special conditions, and any required County decisions.

4.2 Quote Approval

• Quotes must be approved in writing by the County Project Manager or authorized designee before work begins.

• The County may require a copy of the approved quote at the time of invoice.

• The Contractor shall not invoice for any item, labor hour, part, equipment item, custom-made piece, freight, delivery charge, or miscellaneous charge that was not included in the approved quote or otherwise approved in writing by the County.

• The County may reject any quote that is incomplete, not itemized, not compatible with the vehicle, not reasonably priced, or not in the County’s best interest.

5. Minimum Installation and Workmanship Requirements

The Contractor shall perform all work in a professional, safe, and workmanlike manner. At minimum, the Contractor shall:

1. Verify vehicle year, make, model, trim, bed length, roof height, wheelbase, body style, and equipment compatibility before installation.

2. Confirm whether parts are County-provided or Contractor-provided before beginning work.

3. Use new, unused parts unless the County approves otherwise in writing.

4. Use corrosion-resistant fasteners and appropriate mounting hardware suited to the vehicle and equipment.

5. Route wiring securely and protect wiring from abrasion, heat, water intrusion, pinch points, sharp edges, and moving parts.

6. Fuse and protect electrical circuits according to manufacturer requirements and accepted vehicle electrical practices.

7. Weatherproof exterior electrical connections and protect penetrations against water intrusion and corrosion.

8. Label switches, controls, circuit protection, and major installed components when appropriate.

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

9. Avoid interference with airbags, seat belts, visibility, mirrors, doors, tailgates, hatches, factory wiring, sensors, cameras, driver assistance systems, emissions components, and other OEM safety systems.

10. Obtain written County approval before drilling, cutting, welding, or making permanent modifications to a vehicle.

11. Test all equipment after installation and before returning the vehicle to the County.

12. Provide operating instructions, warranty information, and manufacturer documentation when available.

13. Clean the work area and remove packaging, scrap, and debris from the vehicle.

14. Safeguard County vehicles and property while in the Contractor’s custody.

15. Correct damage caused by Contractor negligence at no additional cost to the County.

6. Parts, Equipment, Custom-Made Pieces, and Substitutions

All parts, accessories, equipment, custom-made pieces, freight, delivery, pickup/drop-off, and miscellaneous non-labor charges shall be via quote. The County may provide parts or may authorize the Contractor to provide parts. The approved quote shall clearly identify the source of each item.

6.1 Non-Proprietary Specifications

Brand names, manufacturer names, model numbers, or item descriptions may be used by the County in future work requests only to describe the desired type, quality, function, compatibility, or performance standard.

Unless specifically stated otherwise, any such reference shall mean "or approved equal."

6.2 Equivalents and Substitutions

• If the Contractor proposes an equivalent product, the Contractor shall provide sufficient product literature, specifications, compatibility information, warranty information, and installation requirements for County review.

• No substitution is authorized until approved in writing by the County.

• The County shall be the sole judge of whether a proposed equivalent satisfies County operational, compatibility, quality, warranty, and safety needs.

• Substitution approval for one work order shall not constitute blanket approval for future work orders.

7. Schedule, Delivery, and Vehicle Custody

• The Contractor shall complete each authorized service within thirty (30) calendar days from the date of order or written quote approval, unless another schedule is approved in writing by the County Project Manager.

• Manufacturer delays, backordered parts, vehicle availability, or unforeseen conditions shall be communicated promptly to the County Project Manager with a revised completion date.

• The Contractor shall coordinate vehicle drop-off, pickup, and delivery with the County Project Manager when these services are authorized.

• The Contractor shall secure County vehicles and protect County property while vehicles are in Contractor custody.

• The Contractor shall not use County vehicles for personal use, unauthorized road tests, or any purpose unrelated to the approved work.

• Road testing shall be limited to what is reasonably necessary to verify installation, repair, safety, or system functionality.

8. Warranty, Testing, Acceptance, and Documentation8.1 Warranty

• The Contractor shall warrant that all work is performed diligently, carefully, and in a good and workmanlike manner.

• The Contractor shall pass through manufacturer warranties for parts, equipment, and accessories provided by the Contractor.

• Unless otherwise stated in the final contract, workmanship shall be warranted for a minimum of one

(1) year from County acceptance.

• Warranty service shall include correction of defects in installation, mounting, wiring, workmanship, or Contractor-provided custom-made pieces at no additional cost to the County.

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

8.2 Testing and Acceptance

• All installed equipment shall be tested before the vehicle is released to the County.

• The County may inspect, test, and reject work that does not conform to the approved quote, specifications, manufacturer instructions, or County requirements.

• Acceptance is not complete until the County has received, inspected, and accepted the goods or services in writing or through the County’s normal acceptance process.

• Payment shall not be construed as final acceptance of defective, incomplete, nonconforming, or unauthorized work.

8.3 Required Documentation

• Approved quote and any approved revisions.

• Final invoice with itemized labor and non-labor charges.

• Manufacturer manuals, warranty cards, and product literature when available.

• Wiring diagrams, switch labels, or installation notes when requested by the County.

• Before-and-after photos when requested by the County.

• Final inspection checklist when requested by the County.

9. Bidder Minimum Qualifications

• Bidder shall possess and maintain all Federal, State, and local permits, licenses, and approvals necessary to provide the required goods and services.

• Bidder shall have the tools, equipment, staffing, supervision, shop capacity, technical skill, and supplier access necessary to perform the scope of work.

• Bidder shall identify its primary service location(s) and whether mobile service is available.

• Bidder shall identify a proposed Project Manager or primary point of contact for County work.

• Bidder shall provide at least three examples or references for similar vehicle equipment installation, fleet upfit, maintenance, or customization work.

• Bidder shall disclose any proposed subcontractors and the work each subcontractor would perform.

No subcontracting shall occur without County written approval.

• Bidder shall certify that it can provide written quotes, itemized invoices, warranty documentation, and installation records as required by this specification.

10. Evaluation Basis

The County may evaluate bids based on responsiveness, responsibility, price, qualifications, experience, service capacity, references, ability to perform common work categories, ability to provide complete quotes and itemized invoices, and any other criteria stated in the solicitation documents.

• Because non-labor items are via quote, the awarded labor rate may be a primary price component for bid comparison.

• The County reserves the right to verify qualifications, inspect service facilities, request clarifications, reject nonresponsive bids, and award in the manner determined to be in the County’s best interest.

• A bid may be considered nonresponsive if the bidder fails to provide the required labor rate, required submittals, qualifications, or written agreement to the quote process.

Attachment B - Pricing Schedule

Bidder shall complete the labor rate only. All other categories are via quote and shall be separately itemized in each approved work authorization.

Item Description Qty Unit of Measure Bid Price / Pricing

Method

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

01 Single Blended Labor Rate for installation, removal, repair, maintenance, troubleshooting, wiring, mounting, adjustment, testing, documentation, and related work

1 Hour $__________ per hour

02 Parts N/A N/A Via Quote 03 Vehicle Equipment and Accessories N/A N/A Via Quote 04 Custom-Made Pieces, Brackets, Mounts, Plates, Hardware, and Fabricated Items N/A N/A Via Quote 05 Freight, Delivery, Pickup/Drop-off, and Miscellaneous Non-Labor Charges N/A N/A Via Quote 06 Sales Tax, if applicable N/A N/A Itemized on Quote and

Invoice

• The labor rate shall include ordinary labor-related overhead, supervision, shop tools, standard shop coordination, and profit unless expressly approved otherwise in the contract.

• Labor hours must be estimated in each quote and billed only for authorized work performed.

• All non-labor charges shall be itemized in the quote and approved before work begins.

• No separate pricing for parts, equipment, accessories, custom-made pieces, freight, delivery, or miscellaneous non-labor charges shall be submitted as a bid price unless specifically requested by the County in an amendment to the solicitation.

Attachment C - Quote Form Template

The following template may be used by the Contractor for work quotes. The County may require a different format.

Field Contractor Response Quote Number Quote Date County Department / Agency County Project Manager Vehicle Unit Number Year / Make / Model / Trim Body Style / Bed Length / Roof Height /

Wheelbase

Description of Requested Work Estimated Completion Date Warranty Terms Assumptions / Exclusions

Line Description County-Provided or

Contractor-Provided Qty / Hours Unit Price Extended Price

1 Labor at awarded hourly rate 2 Parts via quote 3 Equipment/accessories via quote 4 Custom-made pieces/fabrication via quote 5 Freight/delivery/pickup/drop-off via quote 6 Sales tax, if applicable Total Not-to-Exceed

Price

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

• No quote is valid until approved in writing by the County.

• The approved quote establishes the not-to-exceed amount for the work authorization unless amended in writing by the County.

• Any change in scope, parts, equipment, custom work, freight, delivery, or estimated labor hours must be approved in writing before the additional work or charge is incurred.

Attachment D - Common Work Reference Packages

The following reference packages describe common work the County may request. These packages are provided for scope clarity only and shall not be priced as fixed bid items. All parts, equipment, accessories, custom-made pieces, freight, delivery, and miscellaneous non-labor charges shall be via quote. Labor shall be based on the awarded hourly labor rate and the approved labor hours for the specific work authorization.

Reference Package 1: Full-Size Pickup Truck Upfit

• Hard folding or similar tonneau cover, or approved equal product type requested by the County.

• Rear rack, back rack, headache rack, or equivalent support frame.

• Warning light bar or approved equivalent lighting configuration.

• Lighting controller or switch control system.

• Remote-controlled spotlights or searchlights.

• Corner strobe or LED warning lights.

• Mounting brackets, hardware, adapter plates, and custom plates as required.

• Wiring, relays, fuses, circuit protection, labels, and programming.

• Functional testing, final inspection, documentation, and delivery coordination.

Reference Package 2: Service Vehicle Storage and Cargo Upfit

• Shelving, drawers, bins, cabinets, or cargo management system requested by the County.

• Partition, bulkhead, cargo barrier, or window screen when authorized.

• Tool storage, secure storage, floor protection, and tie-down systems.

• Interior cargo lighting and power accessory installation.

• Mounting hardware, brackets, supports, and custom-made pieces as required.

• Functional testing, final inspection, documentation, and delivery coordination.

Reference Package 3: Lighting and Electrical Accessory Work

• Warning lights, scene lights, work lights, remote spotlights, interior lights, or other authorized lighting.

• Switch panels, controllers, fuse blocks, relays, and circuit protection.

• Wiring harnesses, cable routing, weatherproof connectors, labels, and mounting brackets.

• Power inverter, charging station, auxiliary power outlet, or device mounting support when authorized.

• Functional testing, final inspection, documentation, and delivery coordination.

Attachment E - Final Inspection Checklist

The following checklist may be used by the Contractor and County Project Manager before acceptance of completed work.

Check Inspection Item Pass / Fail / N/A Notes 1 Approved quote matches completed work.

2 Vehicle unit number and vehicle description match work authorization.

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

3 All installed parts, equipment, accessories, and custom-made pieces are secure.

4 No sharp edges, loose hardware, rattles, interference, or unsafe mounting conditions are observed.

5 Doors, tailgate, hatch, windows, seats, seat belts, airbags, mirrors, cameras, sensors, and

OEM safety systems are not obstructed or impaired.

6 Electrical wiring is protected, fused, routed, supported, and weatherproofed where applicable.

7 Switches, controllers, lighting, power accessories, and installed systems function as intended.

8 Equipment is labeled or documented as required.

9 Vehicle interior and work area are clean and free of packaging, debris, and loose parts.

10 Manufacturer manuals, warranty documents, and installation notes are provided when available.

11 County Project Manager or designee accepts completed work.

Contractor Representative Date County Representative Date

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

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA 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:

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.

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

Invitation for Bid for Vehicle Equipment Installation, Parts, Accessories, and Customization Services

OC Public Works - Vehicle Equipment Installation, Parts, Accessories, and Customization Services, IFB-080-3174501-AA

B. OCLSB or DVBE Preference provides for the following:

1. Invitation for Bid – IFB

A five percent (5%) deduction in the original bid price shall be applied to all confirmed

OCLSB or DVBE bidders for evaluation purposes. If the lowest bidder is a certified OCLSB or DVBE bidder, the contract will be awarded at the certified OCLSB or DVBE’s original bid price. The maximum allowable preference deduction is $100,000.

2. Request for Proposal - RFP

a. No Cost - Any Request for Proposals that does not include cost as a scoring criteria shall instead apply the five percent (5%) or eight percent (8%) preference percentage pursuant to the eligibility requirements above to a scoring criteria in the RFP that makes up no more than twenty percent (20%) of the…