Wildlife_and_Educational_Services_(Addendum_#2_Revision).pdf

COUNTY OF ORANGE

OC COMMUNITY RESOURCES

INVITATION FOR BID (IFB)

FOR

WILDLIFE AND EDUCATIONAL SERVICES

IFB NO. IFB-012-2730702-MA

County of Orange IFB

OC Community Resources - Wildlife and Educational Services, IFB-012-2730702-MA

County of Orange

OC Community Resources

Procurement Services

601 N. Ross Street

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release Project Date December 13, 2024

Question Submission Deadline January 13, 2025, 2:00pm

Bid Submission Deadline January 16, 2025, 2:00pm

**This is a proposed schedule that is subject to change. Any changes to the schedule for the IFB process will be issued to all Bidders via addenda on County’s online bidding system https://procurement.opengov.com/portal/ocgov **

BID MUST BE RECEIVED ON OR

BEFORE

Thursday, January 16, 2025

2:00 pm https://procurement.opengov.com/portal/ocgov

SECTIONS

SECTION 1. SCOPE OF WORK

SECTION 2. SUMMARY

SECTION 3. PRICING

SECTION 4. VENDOR QUESTIONNAIRE

SECTION 5. GENERAL INFORMATION

SECTION 6. GENERAL INSTRUCTIONS

SECTION 7. W-9/W-8 REQUIREMENTS

SECTION 8. ELECTRONIC FUND TRANSFER (EFT)

SECTION 9. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - Attachment A - Model Contract Draft Final (002)

SECTION 1. SCOPE OF WORK

1.1 WILDLIFE AND EDUCATIONAL SERVICES

ATTACHMENT A - SCOPE OF WORK

1. Scope of Work

The Scope of Work is described as follows.

2. Wildlife and Educational Services

A. INTRODUCTION

OC Animal Care Services (OCAC) currently provides animal related services to fourteen contract cities as well as the unincorporated areas of Orange County. These services include the quarantine of biting or rabies suspect animals, the investigation and declaration of Potentially Dangerous or Vicious Dogs, public protection from aggressive animals, the investigation of reports of animal cruelty or neglect, the impoundment and/or rescue of sick or injured animals, and the enforcement of various animal related laws and ordinances. The not to exceed budget for this contract is $12,500.00 per year, and

$50,000.00 over the life of the contract (4 years) respectively.

B. PURPOSE

1. OCAC Officers impound a variety of sick, injured, and immature wild animals. These animals may require euthanasia or may be candidates for rehabilitation and subsequent release back into the wild. OCAC will seek licensed wildlife rehabilitation facilities to accept animals which are potential candidates for rehabilitation, or which may require humane euthanasia when transport to the nearest humane euthanasia-certified Animal Care Officer, or

OCAC Shelter would prolong suffering of an animal and the licensed wildlife rehabilitation center is closer in proximity to the Officer’s location and able to accept the animal.

2. Additionally, Contractor may offer educational seminars from time to time on various topics related to the care, habitat, conservation, behavior, handling, or other matters of native or common wild animals of Orange County.

OCAC Staff may elect to attend said educational seminars.

C. DESCRIPTION OF SERVICES

1. Location: Services will be performed at the Contractor’s facility, located in or within proximity to OCAC’s service area, or otherwise at alternative location(s) utilized by Contractor and agreed upon by OCAC and the Contractor.

2. Wild Animal Services: The primary role of the Contractor will be to accept a transfer of custody from OC Animal

Care for various wild animal species, which may be possible candidates for rehabilitation and subsequent release, may require humane euthanasia, or other reasons consistent with Contractor’s business practices and/or mission.

a. For said transfer of custody, an OCAC Officer will complete an intake form or other appropriate paperwork as required by Contractor indicating available information pertaining to the animal in question and the OCAC

Animal ID and/or Activity Number associated with each transfer of custody transaction.

3. Animals: This Contract is to cover all wild animal species for which the Contractor is able or willing to accept, directly from staff or agents of OC Animal Care which have a unique OCAC Animal ID and/or Activity number.

The Contractor may, at its discretion, elect not to accept an animal based on the species, available space, available resources, or for other reasons.

4. Paperwork/Identification: Contractor will provide OCAC or any representative of the County of Orange with follow-up details or information pertaining to animals dropped off in accordance with this contract upon request.

Such information may be details on species, weight, health status, medical information, etc. and will be used to ensure the welfare of the public and their pets. As an example, this information may be used to support cases of animal cruelty, neglect, other criminal matters, or to map/track wild animal populations, injury, sickness, or disease in the County of Orange.

5. Availability: To ensure adequate availability and accessibility, Contractor will maintain regular working hours and availability consistent with prior contracted services (generally 8:00 a.m.to 6:00 p.m.). If Contractor will be unavailable for more than 48 hours, notice will be provided to OCAC so that alternative arrangements can be made.

6. Educational Services: Contractor may offer educational seminars from time to time on various topics related to the care, habitat, conservation, behavior, handling, or other matters pertaining to native or common wild animals of

Orange County. OCAC Staff may, at the discretion of OCAC Management, attend said educational seminars. Such attendance will be contingent upon availability, space considerations, and business needs of the Contractor.

7. Non-Exclusivity: Nothing articulated in this contract shall be construed as creating any exclusive arrangement with

Contractor. This Contract shall not restrict OCAC from acquiring similar, equal or like services from other entities or sources. Due to the nature and availability of such services and the business needs of OCAC, Contractor may be only one of such Contractors utilized by OCAC for the services identified in this Contract.

D. MINIMUM QUALIFICATIONS

1. License, Certification, Education, or Experience Required: Contractor shall maintain all valid licenses and permits required to perform work identified in this Contract in accordance with local, state, and/or federal requirements. Contractor shall pay all resulting fees if applicable.

2. Knowledge of wild animals native and common in the County of Orange, California, and their respective care, rehabilitation, and/or humane euthanasia.

3. Ability to accept sick, injured, or immature wild animals as identified in this Contract.

4. Establish and maintain effective relationships with OCAC, the County of Orange, and its employees, agents or representatives.

5. Maintain records and be able to provide them to OCAC as identified in this Contract. Contractor may follow their normal practice for records retention. OCAC acknowledges that if such records are not requested in a reasonable amount of time from the transfer of custody that the records may no longer be available.

6. If, at any time, the Contractor fails to maintain these requirements, they are to notify the County immediately. In such an instance, County reserves the right to cancel the remainder of the Contract and/or procure alternatives for services normally included in this Contract.

SECTION 2. SUMMARY

The County of Orange, OC Community Resources, (hereinafter referred to as County) is requesting competitive bids from qualified vendors (hereinafter referred to as Bidder) for

Wildlife and Educational Services. The awarded Contract, (hereinafter referred to as Contract) will be between the County and awarded Bidder, (hereinafter referred to as Contractor) in accordance with the model contract terms, conditions and scope of work. This is a fully electronic solicitation – only electronic bids submitted through the County’s online bidding system will be allowed; no other form of bid submittals will be accepted. Prior to submitting a bid, Bidders are advised to carefully read the instructions below, including the model contract and any solicitation attachments and/or exhibits.

SECTION 3. PRICING

MONTHLY FLAT FEE PRICING FOR A FOUR (4) YEAR CONTRACT

Monthly Flat Fee pricing is all inclusive of services and any related expenses, Four (4) year total

Contract value Not to Exceed $50,000.00.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1. Monthly Flat Fee- All inclusive of services and any other related expenses.

1 Monthly Flat

Fee

TOTAL

SECTION 4. VENDOR QUESTIONNAIRE

4.1 BID VALIDITY: *

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

☐ Please confirm

*Response required

4.2 COMPANY PROFILE, REFERENCES BIDDER CERT

4.2.1 Company Legal Name:*

*Response required

4.2.2 Company Legal Status (Corporation, Partnership, Sole Proprietor, etc.):*

*Response required

4.2.3 Business Address:*

*Response required

4.2.4 Telephone No:*

*Response required

4.2.5 Facsimile Number:*

*Response required

4.2.6 E-mail Address:*

*Response required

4.2.7 Length of time the firm has been in business:*

*Response required

4.2.8 Length of time at current location:*

*Response required

4.2.9 Is your firm the sole proprietor doing business under a different name:*

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.10 If yes, please indicate sole proprietor’s name and the business name:*

*Response required

4.2.11 Is your firm incorporated:*

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.12 If yes, State of Incorporation:*

*Response required

4.2.13 Federal Taxpayer I.D. No:*

*Response required

4.2.14 D-U-N-S® No:*

*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 proposal/bid submission response.

*Response required

4.2.15 UEI No*

The County requires a valid UEI number prior to Contract Award. Your company must obtain one at no cost at www.usfcr.com.

*Response required

4.2.16 Regular Business Hours:*

*Response required

4.2.17 Regular Holidays and Hours when business is closed:*

*Response required

4.2.18 Contact person in reference to this solicitation:*

• Contact Full Name:

• Telephone No:

http://www.dnb.com/ http://www.usfcr.com/

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required

4.2.19 Name of Service Manager:*

• Contact Full Name:

• Telephone No:

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required

4.2.20 Price Proposal Breakdown*

Please upload a detailed breakdown of your monthly price proposal and include it with your bid submission.

☐ Please confirm

*Response required

4.2.21 Contact Person for Accounts Payable:*

• Contact Full Name:

• Telephone No:

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required

4.2.22 Information Technology Contact:*

• Contact Full Name:

• Telephone No:

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required

4.2.23 In the event of an emergency or declared disaster, the following information is required:*

• Name of Contact individual during non-business hours:

• Telephone No:

• Facsimile Number:

• E-mail Address:

• Cell or Pager Number:

*Response required

4.2.24 References (minimum 3)*

Please Provide the following information for at least three (3) references:

Contractor shall submit at least three (3) references or letter of references where similar work of similar size is currently in process or recently completed. References must cover commodities or services performed by your company within the past ten (10) years. Include name of firm, phone, and name of the contact person, a brief work/project description, and completion date. These references will be checked and could affect the award of the

Contract and must be verifiable. References shall not be provided for department conducting the solicitation. These references cannot be from County of Orange Projects.

• Firm Name:

• Address:

• Contact Person:

• Phone Number:

• Email Address:

• Contract Description:

• Contract Term:

• Contract Amount:

*Response required

4.3 BIDDER CERTIFICATION

4.3.1 Conflict of Interest*

Bidder must certify either Yes or No below:

Bidder certifies current/past financial, business or other relationship(s) with the County exist/existed as follows:

A. (Yes) Disclose any financial, business or other relationship with the County of Orange, any other entity that the Orange County Board of Supervisors governs*, or any Orange

County Board member, officer or employee, which could affect or influence award of the contract for the services you propose to provide.

B. (No) Bidder certifies that no relationships exist/existed as outlined in item I above.

*Orange County Board of Supervisors govern: All Assessment Districts, All Community

Facilities Districts, All Reassessment Districts, Housing and Community Development

Commission, Housing Successor Agency to the Orange County Development Agency, In-

Home Supportive Services Public Authority, Industrial Development Authority For

Orange County, Local Redevelopment Authority Marine Corp Air Station (MCAS) El

Toro, Orange County Financing Authority, Orange County Flood Control District, Orange

County Housing Authority, Orange County Housing Authority Acting As the Housing

Successor Agency, Orange County Public Financing Authority, Orange County Special

Financing Authority, South Orange County Public Financing Authority, and the Successor

Agency to the Orange County Development Agency

☐ Yes

☐ No

*Response required

When equals "Yes"

4.3.2 Disclose any financial, business or other relationship with the County of

Orange, any other entity that the Orange County Board of Supervisors governs*, or any

Orange County Board member, officer or employee, which could affect or influence award of the contract for the services you propose to provide.*

*Response required

4.3.3 Litigation*

Bidder must certify either Yes or No below:

Bidder certifies current/past litigation as follows:

A. (Yes) Bidder shall provide detailed information regarding litigation (court and case number), liens, or claims involving Bidder, or any company that holds a controlling interest in Bidder, against the County of Orange in the past seven (7) years.

B. (No) Bidder certifies that Bidder or any proposed subcontractors do not have any past or current litigation.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.3.4 Bidder shall provide detailed information regarding litigation (court and case number), liens, or claims involving any proposed subcontractors, or any company that holds a controlling interest in subcontractor firm(s), against the County of Orange in the past seven (7) years.*

*Response required

4.3.5 Name/Ownership Changes:*

Respondent must certify either Yes or No below:

A. (Yes) Respondent certifies past company name changes and/or ownership changes, for

Respondent’s firm and any proposed subcontractor firm, as follows:

1. Respondent shall provide detailed information regarding any company name changes

(including legal business names) in the past seven (7) years.

B. (No) Respondent certifies that Respondent or any proposed subcontractors have not had any company name change or ownership changes in the past seven (7) years.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.3.6 Bidder shall provide detailed information regarding any company ownership changes (including legal business names) in the past seven (7) years. *

*Response required

4.3.7 Statement of Compliance*

A. (Yes): Bidder certifies it is in strict compliance with this IFB, including, but not limited to the terms and conditions set forth in the Model Contract and its Attachments and

Exhibits, and no exceptions are proposed.

B. (No): Bidder certifies it is in strict compliance with this IFB, including the terms and conditions set forth in the Model Contract and its Attachments and Exhibits, except for those exceptions expressly listed as required by this IFB and attached hereto. Attachments for each proposed exception to this IFB, including, but not limited to the Model Contract, must include:

1. The complete provision Bidder is taking exception to.

2. The IFB page number and section of the provision Bidder is taking exception to.

3. The suggested rewording (i.e., Microsoft Word track changes)

4. Reason(s) for submitting the proposed exception.

5. Any impact the proposed exception may have on the services to be provided.

☐ Yes

☐ No

*Response required

When equals "No"

4.3.8 Provide exceptions to the requirements of this IFB including the terms and conditions set forth in the Model Contract and its Attachments and Exhibits.*

*Response required

4.3.9 Financial Status*

A. Bidder shall indicate whether its principals, directors, or majority shareholder(s), or any company

Bidder has held a controlling interest in, or which has held a controller interest in Bidder, has ever filed or has been involuntarily put into bankruptcy or has been declared bankrupt. If yes, attach statement indicating the bankruptcy date, court jurisdiction, trustee’s name and telephone number, amount of liabilities, amount of assets and current status of bankruptcy.

No action pending No prior action Information Attached

☐ No Action Pending

☐ No Prior Action

☐ Information attached

*Response required

4.3.10 Is your firmIs your firm a County Of Orange Local Small Business (OCLSB) or a

Disabled Veteran Business Enterprise (DVBE)?*

To participate as an OCLSB and/or DVBE, the requirements in the OCLSB AND DVBE

PREFERENCE POLICIES CERTIFICATION REQUIREMENTS must be met.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.3.11 County of Orange Local Small Business (OCLSB) and/or Disabled Veteran

Business Enterprise (DVBE) Affirmation*

Please download the below documents, complete, and upload.

• Local_Small_Business_(OCLSB...

https://procurement.opengov.com/portal/ocgov/projects/117117/document?section=undefined https://procurement.opengov.com/portal/ocgov/projects/117117/document?section=undefined https://government-project.s3.us-west-2.amazonaws.com/69844/3e177e35-4b9d-4f83-a396-d67fb78eab73_Local_Small_Business_%28OCLSB%29_Preferennce_and_Disabled_Veterna_Business_Enterprise_%28DVBE%29_Affirmation.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4FSJ6M7PR%2F20250107%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250107T232213Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEH4aCXVzLXdlc3QtMiJGMEQCIBiMlJZ4ayUeTJFDrjXEKPoU7Ehoi08I2UhyJr4%2FiR%2FfAiBdF%2BoWikhEuwjSzTMSu%2FwEz9ArmOGbguL1j2gALtjIzSqDBQhnEAIaDDg5MjM2NDY4NzY3MiIM4SFT0JLQ98lj7rsOKuAE8RnEzASOZzrlZS8%2BSwfPyTSAIyp01QYDC4YeOG10DwHFOJwIIirZia9%2F7IIRWU6ZQ1m0s9S7dnRW2voS3gTMM16CSsNq5wSlQ9opZ7rw5UyRD3aB4UUAMiRO0lMja6Bmamy84oQJSr2W2z1%2BAmPTvTZKnJvmiKRjwP3buXfLWwdu6Ao3chN0%2FQyrgxidQ7E%2BYj23go7sKodQoRU0wduE1Df7yqccW%2F1rlqGrYceSIXISLIZM1746on2zFHemPI2xYIBp0h28pMdfrxRme%2Bvf6TlCZ64gLcsQPNhbrfdk2IXI9HyRkoxQCnZp0u%2Bqkf2mpMlVNpmckhMudbpbNxavuzKrwIXL3PIJKo3EZA5i%2BkftMqnfAXaU3PHK5Fa8raXqKflk4PT8EpsLiHFmg5o6rDbkvrfCBCwCCA%2BOCzabWaD9BgIqHkup1hf%2FkCgoQvsINOq0DyaFx9hCr7SEzyn0RoQ4e5NjlAtyD9LBlb17vv5jL3Bx%2Fc77QJwv0qgzWDzXvrqmqmnUwuL7DF4R%2F2tCFptCL8pTjiuWKOBmCdjab2Xr9HmzVlwpXDJMOpF%2BHR4Jq8ZracF7MFSwzgNRpIqhVM8E1VUJihwdr39mXBUS9qWZV9k8a47j9SWBOqlk%2FCPEFy%2Fh%2BrSf0XQdvdyCX4NRHUCRmE3vk9Mlj7c1SnM1epzxcJLIMu%2BD79w4piOErvhvHRaxaRmPeuZdGMIvxHMP%2BJ4KnzWURCCqB5v32Xmsjj9L%2FTvs2kcVIJoV5nPvCcinFLYxYJZBECYfSHvtCdMo%2FD5x9KbmNmlmXmWnU5RLceUwpM32uwY6nAFJZVZaDI%2Fqff%2FzV6shS6E0urcwQ5vWcULXpb%2FYR5Lk8GfpqoACU9mZ%2FQnXmCeXDxY3ZwTDSbmPOUvgx%2BE%2FWIjLU8yc%2BjxgHGDACq2NF1JFtUb6qO1PwinU124Qrnejd6eEm1qbcxgwE7988X%2FJvw%2FoNPR5UL0CI3tpdBCme5X2CHqGe%2FS0Rn0d3ByceRr76RCC6gHs42Kfk2vHMFQ%3D&X-Amz-Signature=0d01f9cfd73275d2b0a4ccf3c4edd8a87b29ef7b8b10297df1bc53537aaa0464&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Local_Small_Business_%28OCLSB%29_Preferennce_and_Disabled_Veterna_Business_Enterprise_%28DVBE%29_Affirmation.docx%22&x-id=GetObject

*Response required

4.3.12 The Levine Act: County of Orange Campaign Contribution Disclosure*

The Levine Act compliance is a minimum submittal requirement of this solicitation.

Please complete and sign the County of Orange Campaign Contribution Disclosure Form attached hereto. A proposer’s failure to provide a completed and signed copy will render its proposal as incomplete and nonresponsive.

• CAMPAIGN_CONTRIBUTION_DISCL...

*Response required

4.3.13 Certification Regarding Debarment *

Please download the below documents, complete, and upload.

• CERTIFICATION_REGARDING_DEB...

*Response required

4.3.14 Staffing Plan*

Please download the below documents, complete, and upload.

• Staffing_Plan_Key_Personnel...

*Response required

4.3.15 Contractor Safety*

Contractor shall comply with County’s Safety and Loss Prevention Policy and Procedure #306

(“Contractor Safety Responsibilities”) and submit a copy of its Injury and Illness Prevention

Program (IIPP) and Contractor Safety-Activity Checklist to the designated County Procurement staff as part of the solicitation and/or contract process. Contractor will notify County Project

Manager of any revisions to the Safety-Activity Checklist and will provide a new Safety-Activity

Checklist upon County request. The IIPP shall comply with California Code of Regulations, Title 8, Section 1509 or 3203 (whichever applies). Contractor shall submit other safety programs that pertain to the type of job that will be performed on site. County reserves the right to conduct inspections and audits as necessary for the purpose of evaluating any aspect of safety performance under this Contract.

*Response required

4.3.16 Non-Profit Verification*

If you are a non-profit bidding on this solicitation, please provide a copy of your registration with the Office of the Attorney General.

*Response required

SECTION 5. GENERAL INFORMATION

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https://cpo.ocgov.com/sites/cpo/files/2021-10/306%20County's%20Safety%20and%20Loss%20Prevention%20Policy%20and%20Procedure.pdf https://cpo.ocgov.com/sites/cpo/files/2021-10/306%20County's%20Safety%20and%20Loss%20Prevention%20Policy%20and%20Procedure.pdf https://cpo.ocgov.com/sites/cpo/files/2021-10/Contractor%20Safety%20-%20Activity%20Checklist.pdf

5.1 IMPORTANT NOTICE

The County has attempted to provide all information available. It is the responsibility of each

Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they must submit a written request for clarification/interpretation to the County Deputy Purchasing Agency (DPA) via the County’s online biding system.

5.2 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this Invitation for Bid (IFB). County will provide all official communication concerning this

IFB. Any County response relevant to this IFB other than through or approved by County is unauthorized and will be considered invalid.

All questions regarding this IFB must be submitted via the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov.

5.3 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 oral information.

All questions or requests for interpretation must be received by Monday, January 13, 2025 before 2:00 pm.

5.4 BID VALIDITY

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

5.5 IMPORTANT DATES

These dates only apply to IFB# IFB-012-2730702-MA

Release Project Date: December 13, 2024

Question Submission Deadline: January 13, 2025, 2:00pm

Bid Submission Deadline: January 16, 2025, 2:00pm

5.6 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.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Donald P. Wagner, Chairman, Third District

Vacant, First District

Vicente Sarmiento, Second 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 A. Freidenrich, Treasurer-Tax Collector

Andrew Hamilton, Auditor-Controller-Elect

SECTION 6. GENERAL INSTRUCTIONS

6.1 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.

6.2 RESPONSIVENESS

Responsive bids shall include completed submittals/attachments provided in the VENDOR

QUESTIONNAIRE.

6.3 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 https://procurement.opengov.com/portal/ocgov/projects/117117/document?section=1074160 https://procurement.opengov.com/portal/ocgov/projects/117117/document?section=1074160 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 IFB 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.

6.4 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 O-Insurance

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

Contractor’s Legal Business Name(s). Out of State Vendors may be required to submit a

587/590 Form.

6.5 PRICING

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

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

C. Scope of Work: Bids shall be submitted only for the items and/or services as stated in the Scope of Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

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

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.

6.6 NO SUBSTITUTION

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.

6.7 COMPANY PROFILE, BIDDER CERTIFICATION AND REFERENCES ***

MAY BE A VENDOR QUESTION

Bidder shall utilize the forms provided to satisfy this requirement.

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com

6.8 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.

6.9 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.

6.10 PROTESTS

In the event a Bidder believes that County’s solicitation is unfairly restrictive or ambiguous or contains conflicting provisions or the Bidder believes that any resulting Contract would be commercially impractical to perform, the Bidder must file a written protest with the County DPA.

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

1. The name, address and telephone number of the protester.

2. The signature of the protester or the protester’s representative.

3. The solicitation or contract number.

4. A detailed statement of the legal and/or factual grounds for the protest; and

5. The form of relief requested.

B. Protest of Bid Specifications:

1. All protests related to bid specifications must be submitted to the County DPA no later than five (5) business days prior to the close of the bid. Protests received after the five (5) business day deadline will not be considered by the County.

2. In the event the protest of specifications is denied, and the protester wishes to continue in the solicitation process, they must still submit a bid prior to the close of the solicitation in accordance with the bid submittal procedures provided in the bid.

C. Protest of Award of Contract:In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of the proposed contract award is provided by the County DPA. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by the County.

1. 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 County DPA, the County Procurement Officer or the Procurement

Appeals Board renders a decision on the protest.

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

c. The County may, after providing written justification to be included in the procurement file, 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 protester disagrees with the decision of the County DPA, the protestor may submit a written notice to the Office of the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

B. Appeal Process

A. If the protester wishes to appeal the decision of the County DPA, the protester must submit, within three (3) business days from receipt of the County DPA’s decision, a written appeal to:

Email: CPOAppeals@ocgov.com

Or

County of Orange/County Procurement Office 400 West Civic Center Drive, 5th Floor Santa Ana, CA 92701

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

6.11 ACCEPTANCE/REJECTION/AWARD

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.

mailto:CPOAppeals@ocgov.com

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. In addition, County reserves the right to verify and validate any information prior to Contract Award and during the entire term of the Contract.

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.

6.12 RIGHTS RESERVED TO COUNTY:

The County reserves the right to:

A. Waive, at its discretion, any irregularity or informality, which County deems correctable or otherwise not warranting rejection of the bid.

B. County reserves the right, at its sole discretion, to make multiple awards to Bidders for services requested in this solicitation.

C. 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.

D. Negotiate the final Contract with the lowest, responsive and responsible Bidder or

Bidders as necessary to serve the best interests of the County.

E. 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.

F. 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.

6.13 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.

6.14 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.

6.15 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.

6.16 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.

6.17 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.

6.18 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award of Human Services. 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 7. W-9/W-8 REQUIREMENTS

7.1 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9 REQUIREMENT:

Effective June 3, 2006, all Contractors, entering into a contract with the County, who are not already established in the Countywide Accounting and Personnel System (CAPS) as an Auditor-

Controller Vendor, will be required to submit to the County a federal Form W-9, or form W-8 for foreign vendors. The County will inform the Contractor, at the time of award, if the Form

W-9, or W-8, will be required.

A. In order to comply with this County requirement, within ten days of notification of selection of award of Contract but prior to official award of Contract, the selected

Contractor agrees to furnish to the contract administrator, the County DPA, the required

W-9 or W-8. Out of State Vendors may be required to submit a 587/590 Form.

SECTION 8. ELECTRONIC FUND TRANSFER (EFT)

If awarded, the County offers Bidder the option of receiving payment directly to its bank account via an Electronic Fund Transfer (EFT) process in lieu of a check payment. Payment made via

EFT shall also receive an Electronic Remittance Advice with the payment details via e-mail. An e-mail address shall need to be provided to County via an EFT Authorization Form. A copy of the EFT form is attached as an Exhibit to this solicitation.

SECTION 9. 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

9.1 OCLSB:

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,

2. DGS Small Business requirements must be valid at the time of bid submittal.

9.2 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 submittal.

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 VENDOR QUESTIONNAIRE.

9.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

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

Business Enterprise (DVBE) Certification Requirements

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

a. Must be certified with State of California the Department of General Services

(DGS) as a Small Business - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

b. Must be certified with DGS as a DVBE -https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

c. maintains their principal center of operations (i.e. headquarters) within Orange

County

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

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

2. OCLSB or DVBE Preference provides for the following:

a. Invitation for Bid – IFB

b. Request for Proposal - RFP

4. Dual OCLSB and DVBE Preference provides for the following:

c. Business Certified as OCLSB and DVBE https://procurement.opengov.com/portal/ocgov/projects/117117/document?section=undefined https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

5. Subcontractors