WASTE_COLLECTION_EQUIPMENT_IN-CAB_TECHNOLOGY_SYSTEMS_(Addendum_#3_Revision).pdf

REQUEST FOR PROPOSAL

2023-RFP-0305

WASTE COLLECTION EQUIPMENT IN-CAB TECHNOLOGY

SYSTEMS

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: January 22, 2024

DEADLINE FOR QUESTIONS: February 16, 2024

RESPONSE DEADLINE: February 22, 2024, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

County of Sacramento

REQUEST FOR PROPOSAL

WASTE COLLECTION EQUIPMENT IN-CAB TECHNOLOGY SYSTEMS

1. Definitions

2. Introduction

3. Proposer's Instructions

4. Basis for Award

5. Final Acceptance

6. Project Details

7. Evaluation Phases

8. Vendor Submissions

9. Sacramento County Standard Terms and conditions

10. Additional Terms and Conditions

11. Insurance Requirements for Contractors

12. Web Accessibility Policy

13. Security Supplemental - Terms and Conditions

Attachments:

A - Attachment - Fleet Inventory

B - Attachment - Fleet Inventory DVR

C - OGP sample Contract Terms

Request for Proposal #2023-RFP-0305 Title: WASTE COLLECTION EQUIPMENT IN-CAB TECHNOLOGY SYSTEMS

1. Definitions

Response:The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default:A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination:A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. Introduction

2.1. Summary

The County is seeking a five (5) year contract, for an in-cab technology system that will increase efficiencies within our curbside collection operations, enhance customer service, ensure correct billings, and improve operator safety. For reasons of economy and efficiency, the County, with approval from the Board of Supervisors, reserves the right to extend the term of this contract for four (4) one-year terms, following the initial five (5) year term upon mutual agreement between County and the

Proposer.

The in-cab technology system shall include; hardware, software application(s), installation of hardware and software, professional services for product training and integration with County interface, and on-going support and maintenance services.

2.2. Background

The County provides curbside garbage, organics, and recycling collection services to all single-family residences within the unincorporated areas of Sacramento County, which number approximately

160,000 service addresses. The County also provides Bulky Waste Pickup service to those residences and collects illegally dumped material through the unincorporated county. The residential curbside collection vehicles are dispatched from either the County’s North Corporation Yard (NCY) located at

4450 Roseville Road in North Highlands, CA or the South Corporation Yard (SCY) located at 9611

Conservation Road in Sacramento, CA. The County also owns and operates Kiefer Landfill (Kiefer) located at 12701 Kiefer Boulevard in Sloughhouse, CA, and the North Area Recovery Station (NARS) located at

4450 Roseville Road in North Highlands.

*********** Please keep in mind that all times are shown as Pacific Standard Time ***********

2.3. Contact Information

Tracy Soth

Senior Contract Services Officer

9660 Ecology Lane

Sacramento, CA 95827

Email: sotht@saccounty.gov

Phone: (916) 876-6285

Department:

Waste Management and Recycling

Department Head:

Keith Goodrich

Director mailto:sotht@saccounty.gov tel:(916)876-6285

2.4. Timeline

Release Project Date January 22, 2024

Pre-Bid Meeting (Mandatory) January 31, 2024, 10:00am

Agenda

County of Sacramento- Department of Waste

Management and Recycling

10863 Gold Center Drive

Rancho Cordova, CA 95670

Tahoe CA/NV Conference Rooms

OR

Microsoft Teams meeting:

Join on your computer, mobile app or room device

Meeting ID: 230 397 373 653

Passcode: 5GdGwr

Or call in (audio only)

+1 916-245-8966,,408535653# United States, Sacramento

Phone Conference ID: 408 535 653#

Question Submission Deadline February 16, 2024, 4:00pm

Addendum Issued (if necessary) February 16, 2024, 5:00pm

Submission Deadline February 22, 2024, 5:00pm

Award Contract May 21, 2024 https://government-project.s3.amazonaws.com/68677/2e87df45-b2d3-4f97-be05-e6aeafa1f749_Mandatory_PreBid_Agenda_1.26.2024.pdf

3. Proposer's Instructions

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: F.O.B. Destination, freight collect: Buyer pays freight charges, Seller owns goods in transit, Seller files claims; Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. Basis for Award

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of 120 calendar days after bid closing date above.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

4.1. Scoring Criteria

Phase 1 proposals will be scored on the following criteria:

• Capabilities (meet the requirements of the RFP)

• Ease of Use

• Price

• Experience

• References

Phase 2 the top Proposers will be scored on the following criteria:

• Capabilities (In an in person, hands on, demonstration)

• Ease of Use (In an in person, hands on, demonstration)

See section 7, Evaluation Phases, for more detail.

An agreement will be negotiated with the highest ranked Proposer.

5. Final Acceptance

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

6. Project Details

6.1. Important Instructions for Electronic Submittal

The County is accepting electronic proposal submissions. Respondents shall create a FREE account with

ProcureNow by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. Minimum Scope Of Services Requested

See below a list of all minimum services requested in this procurement. Please provide a detailed overview of Proposer's full in- cab technology system to include section 6.3 Hardware A-C and 6.4

Software: Routing A-I, API Integration A-B, Cloud Hosting A- C, Reporting, and Optional Features A-G via

Vendor Submissions Section 8.5. In addition, submit any exceptions to these requests in the vendor submittal section 8.12 of your proposal.

The system is defined as, the entire technical solution provided by a proposer that includes all software and hardware.

6.3. Hardware:

See Attachment A - Fleet Inventory - County Vehicle Inventory to obtain a list of all vehicles that will have hardware installed in them. Hardware will include the following:

A. Tablet: Tablets shall be heavy duty and mounted on vehicle dash. Including all wiring and accessories.

B. Digital Video Recording (DVR): Offer video recording that has a minimum of 6 month video retention either within the vehicle or cloud. This unit will be broken out into two forms:

o Full system to include the tablet and DVR with all features, see Attachment A - Fleet

Inventory o Standalone DVR unit for additional fleet, see Attachment B - Fleet Inventory DVR Only.

C. On-board Cameras: Additional 2 cameras with HD quality to each vehicle noted in Attachment A

- Fleet Inventory. In-cab technology shall integrate with existing cameras.

o The County currently uses Third Eye cameras. 4 to 6 cameras are currently active on each vehicle mentioned in Attachment A - Fleet Inventory.

6.4. Software:

Software shall be “Web Based” and respondent cloud hosted. County staff shall be able to access all current vehicle information via the internet to a website owned and maintained by the respondent.

System shall have multi-level security access and unlimited user accounts without additional fees.

Additional features shall include:

Routing:

https://secure.procurenow.com/signup

A. Dynamic Routing with Auto Completion: The system shall provide real-time route optimization based on various factors such as traffic conditions, collection locations, and delivery priorities.

System shall provide auto completion during route pick up, in addition, auto completion shall help drivers by suggesting route options as they enter destinations. The system shall provide an interactive driver interface to include a list of route stops and map of directions at a minimum through a tablet.

B. Service Collection Exceptions with Photos: The system shall capture and document service collection exceptions during the route, with attached photos. Service collection exceptions shall be seamlessly transferred to County systems in near real time (not to exceed 30 minutes) for further processing. With the option of addition exception list to make a note of surrounding area conditions.

C. Turn-by-Turn Directions: The system shall provide clear and accurate turn-by- turn directions to guide drivers along their designated routes. System shall allow drivers to set their route order when setting up route and then be used in such order thereafter.

D. Helper Routes/Hold Routes: The system shall have the ability to create helper routes or hold routes for efficient coordination and support during operations.

E. Route Stops: The system shall have the ability to visually differentiate route stops, allowing for easy identification and highlighting of specific stops, such as disability exempt (DE) services, hot load emergency locations, street specifications and restrooms.

F. Vehicle Location Service: System shall be capable of displaying the real time position of any vehicle equipped with the technology. This positioning shall be based on longitudinal and latitudinal coordinates. The position of the vehicle shall be underlain by a current aerial mapping system such as “Google Maps™”, “Google Earth™”, “Bing Maps™”, or equivalent. System shall, at a minimum, display map on in-cab monitor and map and satellite on desktop programs.

G. Proof of service: System shall use reverse latitude / longitude Geo-Coding.

H. Telemetry: System shall allow for various electrical inputs to capture arm activity at minimum.

I. Level of Service: System shall display level of service (size of carts) for customer on tablet.

API Integration:

A. Data Integration with County Systems: System shall integrate with the County's existing SAP and Oracle systems to incorporate work order routing for waste collection misses, illegal dumps, bulky waste pickup appointments, cart deliveries, field exceptions, and any and all data captured by system. The system shall also support closing work orders to the SAP and Oracle systems upon completion of tasks in the field.

B. Data Syncing: Provide data syncing in near real time (not to exceed 30 minutes).

Cloud Hosting:

A. Cloud Video Download: The system shall support cloud-based video storage and provide the ability to download video footage remotely for review and analysis. All video recorded by the system shall be automatically transferred and stored daily from the vehicles.

B. Cloud Storage: The system shall offer a minimum of 6 months of video storage with the option of longer retention. All data shall be retained by respondent and web accessible (for live data) for a minimum of six (6) months. All data must be downloadable, as necessary. All data shall be owned by the County, and the release of any data shall be approved by authorized County representative.

C. Network & Firewalls: Due to security reasons, the County cannot provide specific networking or firewall requirements. The County shall work with any respondent necessary to provide access to the respondent's hardware, software and websites by making adjustments or granting access through the County's firewalls. These adjustments shall be made upon selection of the advanced in-cab technology and full execution of a contract.

Reporting:

A. Reporting Capabilities: System shall create canned reports and have the ability to create ad-hoc reports.

Optional Features if applicable:

A. Pre & Post Trip Vehicle Inspections: The system should have the ability to capture pre & post trip vehicle inspection checklist.

B. Lunch\Break verification: The system should have the ability to allow the driver to pause the routes for lunch or breaks and verify time spent.

C. Engine Control Unit (ECU) Connectivity: The system should have the ability to connect to the vehicles ECU for capturing and monitoring for errors that then reports this information back via a flag or report.

D. Communication: The system should have the ability to send and receive messages between the vehicle and the system for communication between drivers and office staff. With the option of pre-determined messaging.

E. Cart Counter: System should show a viewable number of carts collected on the tablet.

F. AI Technology - Contamination Scanning: The system should integrate AI technology to the current camera system to scan contents within the cart as it is emptied for contamination. Any contamination reported should be noted in the customer profile within the system and compiled within a report option.

G. Level of Service through RFID: System should have the ability to scan carts with RFID to identify and verify level of service.

6.5. Installation and Removal of Hardware

County locations for hardware installations and removal shall include: North Corporation Yard (NCY) located at 4450 Roseville Road in North Highlands, CA and the South Corporation Yard (SCY) located at

9611 Conservation Road in Sacramento, CA. Majority of hardware installation and removal shall occur outside of normal collection operating business hours of 5:30AM to 2:15PM, Monday through Friday.

Scheduling could be flexible depending on current vehicles not in use.

• Installation: Respondent shall propose an installation schedule in their response. Any schedule shall not exceed 90 days.

• Removal: Respondent in coordination with installation of new system shall remove current GPS system to avoid non coverage of vehicle location / event history. Removals of telemetry / GPS module located under dash in most units, driver observation box located on doghouse and windshield mounted antenna. All removed items shall be inventoried, with documentation of unit serial number on County supplied inventory sheet. Units and inventory sheet shall be delivered to 10863 Gold Center Drive, Rancho Cordova, Ca. 95670.

6.6. Professional Services

Respondent shall include all Professional Services required to provide in-cab technology, including the following:

• Training: Respondent shall provide an adequate number of training sessions at various County locations to ensure County staff is familiar with the operation of the in-cab technology. Respondent shall describe such training in detail.

• Server Software and Interface Set Up: Respondent shall work with County staff to integrate existing route and customer data.

• Project Management: All project management costs shall be specified by respondent in detail.

• Installations: Other associated installation costs outside those previously mentioned in the

Hardware Installation section shall be specified.

6.7. On-going Support and Maintenance

• On-Going Support and Maintenance: Respondent shall provide a service level agreement that will require the Respondent to provide support and maintenance to the County for the in-cab technology hardware and software. This shall include targeted response time and resolution time frame for each severity level of operational issue, quicker response time support is favorable.

• Third-party: If the successful Respondent chooses to contract with a third-party respondent, all the same insurance requirements mandated in the agreement shall be maintained at the

Respondent cost.

• Inventory: Installer shall keep a minimum inventory of 5% of each hardware component on hand for installation. Inventory shall be maintained at Respondent expense and shall not be charged to the County until proof of installation is provided.

• Data plan: Respondent shall include all data service cost in on-going fees.

6.8. Travel and Expenses

Travel and expenses for training shall be reimbursed on a not to exceed limited amount. Receipts and proof of expenses shall be required for reimbursement.

6.9. Warranty

Respondent shall provide a minimum of a 1 year warranty on all hardware and software. Additional extended warranties are favorable and shall be listed in Respondent's response with a list of details on what is included in the extended warranty and at what cost. See Section 10. WARRANTIES Of the sample agreement for Warranty language and details.

7. Evaluation Phases

7.1. Proposal Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Capability

Proposal includes all listed Project Details outlined in section 6 of this RFP.

N/A N/A

2. Ease of use

Proposal technology is user friendly, is easy to learn and requires minimal steps to use effectively.

N/A N/A

3. Price

Price of hardware, software, installation/integration, on-going support and maintenance, travel/expenses, and warranty.

N/A N/A

4. Experience

Years of experience providing proposed in-cab technology solution to waste industry fleets with 75 or more vehicles.

N/A N/A

5. References

Outstanding performance reviews from three references. Two must be waste industry fleets with 75 or more vehicles using proposed in-cab technology solution. Government fleets are preferred.

N/A N/A

7.2. Phase 2 - Demo/Interviews Proposer Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Demo/Interviews

The top Proposers will be invited for an on site product demonstration of the tablet and back office capabilities and ease of use which includes an open interview . This

Demonstration should cover all the minimum requirements for Section 6 Project Details.

2. Cabability

Proposer demonstrates (in person hands on) the capability of their system as it relates to all listed Project Details outlined in section 6 of this RFP.

N/A N/A

3. Ease of Use

Proposer demonstrates (in person hands on) that their Proposal technology is user friendly, is easy to learn and requires minimal steps to use effectively as demonstrated and tested by

COUNTY staff.

8. Vendor Submissions

8.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

8.2. Please confirm that your company will accept the County's contract terms and conditions

☐ Please confirm

8.3. Information Security Requirements*

Please download the below documents, complete, and upload.

• Information_Security_Requir...

*Response required

8.4. Confidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.

8.5. Minimum Scope of Work - System Overview*

Provide a detailed overview that includes all items noted in Project Details under Minimum Scope Of

Services Requested, section 6.

*Response required

8.6. Professional Services/Training Schedule Detail *

Per section 6 Project Details item 6.6, please provide detailed training schedule as requested.

*Response required

8.7. On-going Support and Maintenance - Service Level Agreement * Per Section 6 Project Details item 6.7, please upload the required Service Level Agreement.

*Response required

8.8. Warranty *

Per Section 6 Project Details. item 6.9. please upload the required Warranty details with optional extended Warranty details.

https://government-project.s3.us-west-2.amazonaws.com/14692/6a4b12ec-3187-447b-be8f-792f691e7555_Information_Security_Requirements.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIARC2J5PZDCCU66EXN%2F20240216%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240216T231007Z&X-Amz-Expires=72000&X-Amz-Signature=4254d0bb2721d31511b84ff837960f6cc692c44bcb870e88e37658018b7af077&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Information_Security_Requirements.docx%22&x-id=GetObject

*Response required

8.9. Proposal Pricing Descriptions*

Please download the below pricing table descriptions (Excel Sheet), complete, and upload.

• Revised_Pricing_Table.xlsx

*Response required

8.10. Contractor Certification of Compliance*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

CONTRACTOR hereby certifies that either:

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt)

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt)

☐ (c) each Principal Owner (25% or more), does not have any existing child support orders

☐ (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

8.11. Contractor Certification of Compliance Cont...*

New CONTRACTOR shall certify that each of the following statements is true:

A. CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

B. CONTRACTOR has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.

☐ Yes https://government-project.s3.us-west-2.amazonaws.com/68677/36846920-8bd2-4b31-a6be-8cc93abfd755_Revised_Pricing_Table.xlsx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIARC2J5PZDCCU66EXN%2F20240216%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240216T231007Z&X-Amz-Expires=72000&X-Amz-Signature=1b6a6f0b4089dcf17595ade42c16c8db6d58596f10fb1b7d25393478cb5b197a&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Revised_Pricing_Table.xlsx%22&x-id=GetObject

☐ No

8.12. Solicitation Exceptions*

Please list all exceptions below referring to name of specific section and (where applicable) paragraph, subsection number, or other identifier. For each exception, please quote the statement(s) to which you are taking an exception, for reference during bid analysis. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.

Please include the following with every exception (if your company has no exceptions, type "N/A" in this field):

A. Page #

B. Section#/Title

C. Exception Description

*Response required

8.13. Non-Collusion Affidavit*

I state that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.

I state that:

A. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed below in the exceptions field (accept with exceptions).

B. That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and that they will not be disclosed before proposal opening.

C. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal/bid or other form of complementary proposal.

D. The proposal by my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

E. My firm, its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

F. No current or previous employee of the County of Sacramento (employed by County of

Sacramento within the last calendar year) has been involved or is currently involved in any manner, directly or indirectly, with bidder’s response or considerations in responding to this request.

I understand and my firm understands and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract. Any violation of this certification shall render bidder’s response invalid. In such a case, bidder’s response will be immediately disqualified.

☐ Please confirm

*Response required

8.14. Customer References*

Include three (3) Company references here:

Note: Two must be waste industry fleets with 75 or more vehicles using proposed in-cab technology.

Government fleets are preferred.

Reference 1

• Agency/Company Name

• Project Name

• Number of Fleet

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 2

• Agency/Company Name

• Project Name

• Number of Fleet

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 3

• Agency/Company Name

• Project Name

• Number of Fleet

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

*Response required

8.15. Risk Assessment Questionnaire*

Please download the below documents, complete, and upload.

• Risk_Assessment_Questionnai...

*Response required

8.16. HIPAA Business Associate Exhibit to Contract*

Whereas, COUNTY, pursuant to the terms of the Agreement, wishes to disclose to CONTRACTOR and

CONTRACTOR wishes to disclose to COUNTY, certain information, some of which may constitute

Protected Health Information (PHI) including any in an electronic format (Electronic Protected Health

Information or EPHI);

Whereas, in the course of the performance of the Agreement, CONTRACTOR will be provided with access to PHI;

Whereas, COUNTY and CONTRACTOR desire to protect the privacy and provide for the security of PHI disclosed to each other in compliance with the Health Insurance Portability and Accountability Act of

1996 (HIPAA) Title 45 Code of Federal Regulations (CFR), Title 42 CFR Section 1320d, and regulations promulgated thereunder by the U.S. Department of Health and Human Services (the HIPAA Regulations) and other applicable laws and regulations.

Whereas, it appears that the CONTRACTOR is a Business Associate of COUNTY as that term is defined in the HIPAA regulations; and https://government-project.s3.us-west-2.amazonaws.com/14692/69c0247d-f232-4964-94df-52ab07e78aa1_Risk_Assessment_Questionnaire.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=AKIARC2J5PZDCCU66EXN%2F20240216%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240216T231007Z&X-Amz-Expires=72000&X-Amz-Signature=fd207927784c77317c9357efd396f08a531a5a276ceb12bd6eddfd301d590b48&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Risk_Assessment_Questionnaire.pdf%22&x-id=GetObject

Whereas, COUNTY is willing to provide CONTRACTOR and its agents with access to PHI such that

CONTRACTOR can perform under the Agreement, under the terms of this Exhibit;

Whereas, the purpose of this Exhibit is to satisfy certain standards and requirements of HIPAA and the

HIPAA Regulations, including, but not limited to, Title 45, Section 164.504(e) of the Code of Federal

Regulations (CFR), as the same may be amended from time to time.

NOW, THEREFORE, in consideration of the mutual promises made herein, the parties agree as follows:

A. HIPAA REQUIREMENTS

1. Definitions

a. "Protected Health Information" or "PHI" means any information, whether oral or recorded in any form or medium, including electronic (EPHI) as that term is defined in the Security Rule: 1) that relates to the past, present, or future physical or mental condition of an individual; the provision of health care to an individual; or the past, present or future payment for the provision of health care to an individual, and 2) that identifies the individual or with respect to which there is a reasonable basis to believe the information can be used to identify the individual, and shall have the meaning given to such term under HIPAA and the HIPAA Regulations, including, but not limited to, 45

CFR Section 164.501;

b. "Individual" shall have the same meaning as the term "individual” in 45 CFR Section

164.501 and shall include a person who qualifies as a personal representative in accordance with 45 CFR Section 164.502(g);

c. "Privacy Rule" shall mean the “Standards for Privacy of Individually Identifiable Health

Information”, 45 CFR Part 160 and Part 164, subparts A and E, as amended from time to time.

d. "Security Rule" shall mean the “Security Standards”, 45 CFR Parts 160, 162, and 164.

2. Permitted Uses and Disclosures: CONTRACTOR may use and/or disclose PHI received by it pursuant to the Agreement and this Exhibit solely for the purpose of performing its obligations under the Agreement and this Exhibit or as otherwise required by law.

CONTRACTOR may disclose PHI to, and permit the use of PHI by, its employees, contractors, agents, or other representatives only to the extent directly related to and necessary for the performance of the Agreement and this Exhibit. CONTRACTOR shall not use or disclose PHI in any manner that would constitute a violation of HIPAA and the HIPAA regulations if so used by COUNTY.

3. Use and Disclosure for Contractor's Purposes and Data Aggregation: CONTRACTOR may, if necessary, use and disclose PHI for the proper management and administration of

CONTRACTOR's business or to carry out CONTRACTOR's legal responsibilities. CONTRACTOR may also use PHI to provide data aggregation services to COUNTY as permitted by 45 CFR

Section 164.504(e)(2)(i)(B).

4. De-Identification: Notwithstanding anything herein to the contrary, CONTRACTOR may store, analyze, access and use components of PHI that have been "de-identified" and that do not contain individually identifiable health information, provided that any such use is consistent with applicable laws and regulations.

5. Appropriate Safeguards: Prior to receipt of PHI in connection with the Agreement and

Exhibit, CONTRACTOR shall implement and maintain appropriate security safeguards to ensure that PHI is not used or disclosed by CONTRACTOR in violation of this Exhibit or applicable laws and regulations. Security measures maintained by CONTRACTOR shall include such appropriate administrative, technical and physical safeguards as are necessary to protect such PHI. Such safeguards shall be designed to protect the confidentiality and integrity of such PHI obtained, accessed or created from or on behalf of COUNTY. Upon request by COUNTY, CONTRACTOR shall provide a written description of such safeguards.

CONTRACTOR shall ensure that any sub-contract it maintains in order to meet the terms of this AGREEMENT includes the same requirements for appropriate safeguards as found in this AGREEMENT.

6. Reporting Unauthorized Uses and Disclosures: As required by 45 CFR Section 164.308(a)(2), the designated HIPAA Security Officer of CONTRACTOR shall notify COUNTY in writing within five (5) working days of its discovery of any use or disclosure of PHI not permitted by the

Agreement or this Exhibit of which CONTRACTOR or its officers, employees or agents become aware. Such notice shall include the name of each individual, with address or other identifiers where known, whose unsecured protected health information (PHI) has been, or is reasonably believed by the CONTRACTOR to have been, accessed, acquired, or disclosed during such unauthorized use or disclosure.

a. Any unauthorized use or disclosure shall be treated as discovered by the CONTRACTOR on the first day on which such access, acquisition or disclosure is known to the

CONTRACTOR, including any person, other than the individual committing the unauthorized use or disclosure, that is an employee, officer or other agent of the

CONTRACTOR, or who should reasonably have known such unauthorized activities had occurred.

b. CONTRACTOR shall promptly identify, respond to and report to COUNTY any suspected or known "security incident" of which it becomes aware. Such term is defined in the

HIPAA Security Rule, 45 CFR Section 164.304: “the attempted or successful unauthorized access, use, disclosure, modification, or destruction of information or interference with system operations in an information system.” CONTRACTOR’s incident report shall identify the date of the security incident, the scope of the security incident, the

CONTRACTOR's response to the security incident and the identification of the party responsible for causing the security incident, if known.

c. CONTRACTOR agrees that any sub-contractor of the CONTRACTOR that provides services to the CONTRACTOR directly related to this AGREEMENT has the same responsibilities regarding reporting unauthorized uses or disclosures as the

CONTRACTOR. CONTRACTOR further agrees that it shall ensure that these responsibilities are defined in any sub-contract it enters into in order to service this

AGREEMENT.

7. Mitigating the Effect of Unauthorized Uses and Disclosures: CONTRACTOR shall take prompt corrective action to mitigate to the greatest extent possible, any harmful effects arising from any improper use and/or disclosure of PHI and shall take such other action pertaining to such unauthorized use or disclosure as may be required by applicable federal and state laws and regulations.

a. Mitigation shall include CONTRACTOR notification to each individual whose unsecured protected health information (PHI or EPHI) has been, or is reasonably believed by the

CONTRACTOR to have been, accessed, acquired, or disclosed during such unauthorized use or disclosure. The standard for such notification shall comply with all notification requirements as specified in 45 CFR Subpart D.

b. Upon completion of such notification, the designated HIPAA Security Officer of

CONTRACTOR shall provide the COUNTY Compliance Officer a report including the following: method(s) of communication used, as specified in 45 CFR Subpart D; date such notification was made; number of individuals notified; and a copy of the content of the notification.

c. CONTRACTOR agrees that any sub-contractor of the CONTRACTOR that provides services to the CONTRACTOR directly related to this AGREEMENT has the same responsibilities regarding mitigating any unauthorized uses or disclosures as the

CONTRACTOR. CONTRACTOR further agrees that it shall ensure that these responsibilities are defined in any sub-contract it enters into in order to service this

AGREEMENT.

8. Individual Rights: CONTRACTOR shall comply with the following individual rights requirements as applicable to PHI obtained, used or maintained by CONTRACTOR:

a. Right of Access. CONTRACTOR shall provide access to PHI, at the request of COUNTY and in the time and manner designated by COUNTY, to COUNTY or, as directed, to an individual in order to meet the requirements under 45 CFR Section 164.524.

b. Right of Addendum. CONTRACTOR shall make any Addendum to PHI that COUNTY directs or agrees to pursuant to 45 CFR Section 164.526 at the request of COUNTY or an individual, and in the time and manner designated by COUNTY.

c. Documenting of Disclosures. CONTRACTOR shall document such disclosures of PHI as would be required for COUNTY to respond to a request by an Individual for an accounting of disclosures of PHI in accordance with 45 CFR Section 164.528.

d. Right to Accounting of Disclosures. CONTRACTOR agrees to provide COUNTY or an individual, in the time and manner designated by COUNTY, such information collected in order to permit COUNTY to respond to a request by an individual for an accounting of disclosures of PHI in accordance with 45 CFR Section 164.528.

9. County Obligations:

a. COUNTY shall notify CONTRACTOR of any limitation in its notice of privacy practices in accordance with 45 CFR Section 164.520 to the extent that such limitation may affect

CONTRACTOR's use or disclosure of PHI.

b. COUNTY shall notify CONTRACTOR of any changes in, or revocation of, permission by an individual to use or disclose PHI, to the extent that such changes may affect

CONTRACTOR's use or disclosure of PHI.

c. COUNTY shall notify CONTRACTOR of any restriction to the use or disclosure of PHI that

COUNTY has agreed to in accordance with 45 CFR Section 164.522, to the extent that such restriction may affect CONTRACTOR's use or disclosure of PHI.

10. Contractor's Agents: CONTRACTOR shall require that any agent, subcontractor or other representative that is authorized to receive, use or have access to PHI obtained or created under the Agreement or this Exhibit shall agree in writing to adhere to the same restrictions, conditions and requirements regarding the use and/or disclosure of PHI and safeguarding of

PHI that apply to CONTRACTOR under this Agreement and Exhibit. CONTRACTOR shall implement and maintain sanctions against any agent, subcontractor or other representative that violates such restrictions, conditions or requirements and shall mitigate the effects of any such violation. Such agreement shall identify COUNTY as a third-part beneficiary with rights of enforcement in the event of any violations by CONTRACTOR's agents, subcontractors or other representatives. Additionally, the agent, subcontractor or other representative shall be required to notify CONTRACTOR of any instances of which it is aware in which the confidentiality of PHI has been breached.

11. Regulatory Compliance: CONTRACTOR shall make its internal practices, books and records relating to the use and disclosure of PHI received from COUNTY, or created or received by

CONTRACTOR on behalf of COUNTY, available to any state or federal agency, including the

U.S. Department of Health and Human Services, for purposes of determining compliance with the HIPAA Regulations.

12. Inspection of Records: Within ten (10) calendar days of a written request, CONTRACTOR shall make available to COUNTY for inspection during normal business hours at

CONTRACTOR's place of business all records, books, agreements, data, systems, policies and procedures relating to the use and/or disclosure of PHI received from, or created or received by CONTRACTOR on behalf of COUNTY, for purposes of enabling COUNTY to determine CONTRACTOR's compliance with the terms of this Exhibit. In the event that protected health information (PHI) has been, or is reasonably believed by the CONTRACTOR to have been, accessed, acquired, or disclosed, pursuant to (G) of this Exhibit, this advance notice by COUNTY may be waived.

13. Audit, Inspection and Enforcement By County: With reasonable notice, COUNTY and its authorized agents or contractors may audit and/or examine CONTRACTOR's facilities, systems, policies and procedures, data and records as may be necessary to determine compliance with the terms of this Exhibit. CONTRACTOR shall promptly correct any violation of this Exhibit found by COUNTY and shall certify in writing that the correction has been made. COUNTY's failure to detect any unsatisfactory practice does not constitute acceptance of the practice or a waiver of COUNTY's enforcement rights under this

Agreement and Exhibit.

14. Compliance With Law: CONTRACTOR shall comply with all applicable federal and state laws and regulations, including, if applicable under the terms and requirements of the Agreement and this Exhibit, the HIPAA Standards for Electronic Transactions, 45 CFR Parts 160 and 162.

15. Interpretation: Any ambiguity in this Exhibit shall be resolved in favor of a meaning that permits COUNTY to comply with HIPAA and its implementing regulations.

16. Amendment: The parties agree to amend this Exhibit from time to time as necessary for

COUNTY to comply with the requirements of HIPAA and its implementation.

17. Term and Termination:

a. The terms of this Exhibit shall remain in effect for the duration of all services provided by CONTRACTOR and for so long as CONTRACTOR shall remain in possession of any PHI received from, or created or received by CONTRACTOR on behalf of COUNTY, unless

COUNTY has agreed in accordance with this section that it is not feasible to return or destroy all PHI.

b. Upon termination of the Agreement and this Exhibit, CONTRACTOR shall recover any

PHI relating to the Agreement and this Exhibit in the possession of its subcontractors, agents or representatives. CONTRACTOR shall return to COUNTY, or destroy with consent of COUNTY, all such PHI plus all other PHI relating to the Agreement and this

Exhibit in its possession and shall retain no copies. If CONTRACTOR believes that it is not feasible to return or destroy the PHI as described above, CONTRACTOR shall so notify

COUNTY in writing. The notification shall include: i) a statement that CONTRACTOR has determined that it is not feasible to…