Ground Ladder and Aerial Ladder Testing and Certification

COSUMNES COMMUNITY SERVICES DISTRICT
REQUEST FOR PROPOSALS (RFP)
FOR
Ground Ladder and Aerial Ladder
Testing and Certification
(FD-27-003)
Release Date: July 13, 2026
Proposal Deadline: August 7, 2026, by 12:00 p.m. PST
Proposals must be received via email at the email address below by the deadline.
Kirsten Potter, Administrative Analyst
Email: KirstenPotter@cosumnescsd.gov
Phone: 916-405-7159
Cosumnes Community Services District
8820 Elk Grove Blvd.
Elk Grove, CA 95624
PLEASE READ: Ukraine/Russia-Related Sanctions Compliance. Consultant/Contractor is aware of the requirements of
California Executive Order N-6-22 ("Ukraine/Russia-Related Sanctions), which obligates consultants/contractors to comply
with existing economic sanctions imposed by the U.S. government in response to Russia's actions in Ukraine, as well as any
sanctions imposed under state law. The Services may be subject to compliance monitoring by the District. It shall be the
consultants/contractors sole responsibility to comply with all applicable economic sanctions.

Cosumnes Community Services District RFP
Ground Ladder and Aerial Ladder Testing and Certification (FD-27-003)
SECTION 1 - PURPOSE
The Cosumnes Community Services District ("District") is seeking proposals from qualified
contractors to provide fire service ground ladder and aerial apparatus inspection, testing, and
certification services.
Contractors must be accredited by the International Accreditation Service (IAS), or an equivalent
nationally recognized accreditation body, specifically for the inspection, testing, and certification
of fire apparatus ground ladders and aerial devices. Contractors must demonstrate documented
expertise in accordance with the most current adopted editions of NFPA 1911: Standard for the
Inspection, Maintenance, Testing, and Retirement of In-Service Automotive Fire Apparatus and
NFPA 1930: Standard on Fire and Emergency Service Use of Thermal Imagers, Two-Way
Portable RF Voice Communication Devices, Ground Ladders, Rescue Tools, Fire Hose, and
Fire Hose Appliances, including all applicable amendments.
The selected contractor shall provide comprehensive in-service inspection, nondestructive
testing, and certification services for District ground ladders and aerial apparatus to verify
compliance with manufacturer specifications and applicable NFPA standards, and to determine
continued safe serviceability for operational use.
The District intends to establish a three (3) year agreement with the option to extend the
agreement for up to two (2) additional one-year terms, subject to mutual agreement and District
approval.
SECTION 2 - DISTRICT PROFILE
The District is located in California's Central Valley in the southern portion of Sacramento
County, four miles south of the Sacramento City limits. The District is the largest community
services district in California, encompassing 157 square miles and serving an estimated
population of 210,000.
The District is a regional agency providing fire protection services to the cities of Elk Grove and
Galt, as well as unincorporated areas in southern Sacramento County. Additionally, the District
provides parks and recreation services exclusively to the Elk Grove community.
The District is dedicated to enhancing the quality of life of the residents, businesses, visitors,
and employees within the diverse community by protecting lives, property, and the environment
through superior fire suppression, emergency medical services, fire prevention, and special
operations response; and by providing parks and recreation services through well-maintained
parks and recreational opportunities for health, wellness, and social interactions.
SECTION 3 - SCOPE OF WORK
Appendix A contains the complete Scope of Services, including specific tasks, deliverables,
and project expectations, and should be reviewed carefully by all proposers.
The District intends to award a single contract for the requested services; however, the District
reserves the right to award multiple contracts, in whole or in part, if determined to be in the best
interest of the District
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Cosumnes Community Services District RFP
Ground Ladder and Aerial Ladder Testing and Certification (FD-27-003)
SECTION 4 - RFP OVERVIEW
RFP Timeline
The District will endeavor to administer the proposal process in accordance with the terms and
dates outlined below; however, the District reserves the right to modify the terms, activities,
timeline, or any other aspect of the process at any time, as it deems necessary.
EVENT DATE/TIME
RFP Issued July 13, 2026
Deadline for Questions July 22, 2026
District Provides Responses to Questions July 24, 2026
Deadline for Proposal Submission August 7, 2026, 12:00 pm PST
Evaluation and Selection August 13, 2026 - September 16, 2026
RFP Coordinator
All communications concerning this RFP must be submitted via email to the RFP Coordinator
identified below. The RFP Coordinator will be the sole point of contact for this RFP.
Kirsten Potter, Administrative Analyst
10573 East Stockton Blvd.
Elk Grove, CA 95624
Email: KirstenPotter@cosumnescsd.gov
Phone: 916-405-7159
RFP Amendment and Cancellation
The District reserves the unilateral right to amend this RFP in writing at any time. The District
also reserves the right to cancel or reissue the RFP in its sole discretion. If an amendment is
issued, the District shall provide notice of the amendment to all Proposers. In addition, the District
shall post the amendment on its website at www.cosumnescsd.gov. Proposers shall respond
to the final written RFP and any exhibits, attachments, and amendments thereto.
RFP Questions - Directions for Submission
Specific questions concerning the RFP should be submitted via e-mail to the RFP Coordinator
prior to the "Deadline for Questions." Proposer questions should clearly identify the relevant
section of the RFP, and page number(s) related to the question being asked. The questions
submitted, and the District's responses, shall be posted on the District's website at
www.cosumnescsd.gov.
Proposal Submittal
Proposals must be submitted no later than the date and time specified in the RFP Timeline.
Proposals received after this time and date will not be considered. Proposers must submit an
electronic copy (a single .pdf file containing all submitted material) to the RFP Coordinator. Any
submission to the District by email will receive a reply that the Bid has been received (during
regular business hours). If you do not receive a reply, please contact the RFP Coordinator prior
to the submission due date.
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Cosumnes Community Services District RFP
Ground Ladder and Aerial Ladder Testing and Certification (FD-27-003)
SECTION 5 - PROPOSAL SUBMISSION REQUIREMENTS
The following guidelines are provided for standardizing the preparation and submission of
proposals. The intent is to assist respondents in the preparation of their submissions and to
assist the District by simplifying the review process, providing standards for comparison of
submissions.
Proposals submitted in response to this RFP shall include a complete response to the
requirements in this section in the order presented. The District discourages lengthy and costly
proposals. Proposals should be a straightforward delineation of the respondent's capability to
satisfy the intent and requirements of this RFP and should not contain redundancies and
conflicting statements.
Proposal Format and Content
Proposals should be prepared on standard 8 1/2" x 11" paper. Proposers are encouraged to
follow the format outlined below to assist the District in efficiently reviewing and comparing
submissions. The District reserves the right to waive minor irregularities or omissions in
proposals.
Proposals must contain the following information in the order listed:
1. Cover letter
The cover letter should be addressed to:
Kirsten Potter, Administrative Analyst
Cosumnes CSD
10573 East Stockton Blvd.
Elk Grove, CA 95624
The letter shall include the following:
a. Proposer's legal name and corporate structure.
b. Proposer's primary contact information, including name, address, phone, website,
and email.
c. Identification of use of subcontractors and scope of work to be performed by
subcontractors.
d. Identification of any pending litigation against the Proposer.
e. Disclosure of any bankruptcy or insolvency proceedings in the last ten (10) years.
f. Statement indicating the proposal will remain valid for at least 120 days.
g. Signature of a company officer empowered to bind the Proposer to the provisions
of this RFP and any contract awarded pursuant to it.
2. Qualifications and Experience
Provide a summary of the Contractor's qualifications and experience related to the
services described in Exhibit A - Scope of Services.
Include the following information:
a. Description of the Contractor's experience performing ground ladder and aerial
apparatus testing and certification services.
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Cosumnes Community Services District RFP
Ground Ladder and Aerial Ladder Testing and Certification (FD-27-003)
b. Summary of experience performing services in accordance with NFPA 1911 and
NFPA 1930 standards.
c. Identification of applicable licenses, certifications, accreditations, and technical
qualifications, including IAS accreditation or equivalent.
d. Number of years providing these services.
e. Description of similar work performed for fire departments or public agencies within
the last five (5) years.
f. Brief description of the Proposer's approach to scheduling, reporting, and
coordination with agency personnel.
g. Qualifications or certifications of personnel who will perform testing and
inspections.
The District prefers concise responses focused on relevant experience and qualifications.
3. References
Provide a minimum of three (3) references for similar services performed within the last
five (5) years. For each reference, include:
a. Agency or company name
b. Contact person and title
c. Phone number and email address
d. Brief description of services provided
References may be contacted by the District as part of the evaluation process.
4. Fee
Provide pricing for the services described in Exhibit A - Scope of Services. The fee
proposal shall clearly identify all costs associated with the services, including any
applicable retesting, travel, mobilization, reporting, or additional service fees.
Pricing shall be provided for the initial three (3) year term and any optional extension
periods, if applicable.
The Contractor may provide either fixed pricing by contract year or identify any proposed
annual price adjustment methodology applicable to renewal or extension terms.
5. Disclosures
Statement that the Contractor or any individual who will perform work for the Contractor
is free of any conflict of interest. The Contractor should identify any professional or
personal financial or other interest which could be a possible conflict of interest in
performing the services of the RFP. This includes any activities or relationships of the
Proposer that might create a conflict of interest for the Contractor or the District, and, if
such activities or relationships exist, a description of the facts, legal implications, and
possible effects sufficient to permit the District to appreciate the significance of the conflict
and to grant any conflict waiver, if appropriate and necessary.
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Cosumnes Community Services District RFP
Ground Ladder and Aerial Ladder Testing and Certification (FD-27-003)
6. General Services Agreement & Insurance Requirements
Attached to the RFP (Exhibit B) is a copy of the District's standard General Services
Agreement ("Contract"), which includes Insurance Requirements. The District's standard
Contract may be modified, in the District's sole discretion, to address the specific
provisions of this RFP and Contractors should note that this RFP, including any
specifications or other requirements specific to this RFP, shall be included in the Contract
and Contract's exhibits following an award of the Contract.
Please review the Contract carefully and note in your proposal any exceptions or
alterations to the Contract or Insurance. Alterations or changes to the Contract or
Insurance that are not in the Proposer's response will not be allowed after the
selection of the Proposer. This includes alterations, exceptions, or changes to the
insurance and indemnity provisions. By requiring these requests up front, the District can
compare all respondents on an equal basis. However, the District reserves the right, in
its sole discretion, to accept or reject any and all proposed changes to the District's
standard Contract.
7. Supportive Information
This section may include graphs, charts, photos, resumes, and any other relevant
information in support of the Contractor's qualifications.
SECTION 6 - PROPOSAL EVALUATION & SELECTION
Evaluation
The Contract Award will be made to the Contractor who, in the best judgment of the District, will
perform the work consistent with the RFP and who demonstrates the competence level and
professional qualifications necessary to satisfactorily perform the required services.
Proposals will be evaluated on various criteria including, but not limited to:
* Relevant qualifications and certifications.
* Experience performing similar services.
* Ability to meet District scheduling and reporting requirements.
* Cost proposal.
* Responsiveness to the RFP requirements.
The District reserves the right to request clarification or additional information from any proposer,
waive minor irregularities or informalities in proposals received, conduct interviews or
discussions with one or more proposers, and award a contract based solely on the written
proposals received.
Selection
Following evaluation and selection, the selected Contractor(s) shall provide all required
documents necessary for contract execution, including, but not limited to:
* Completed IRS Form W-9
* Required insurance documentation
* Applicable licenses, certifications, and accreditations
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Cosumnes Community Services District RFP
Ground Ladder and Aerial Ladder Testing and Certification (FD-27-003)
The selected Contractor(s) will be required to enter into the District's General Services
Agreement and comply with all insurance requirements identified in the Agreement.
Proposed pricing shall remain valid in accordance with the proposal submitted and any pricing
adjustments identified therein shall be subject to District review and approval.
SECTION 7 - GENERAL TERMS AND CONDITIONS
Collusion
By submitting a response to the RFP, each Proposer represents and warrants that its response
is genuine and not made in the interest of or on behalf of any person not named therein; that the
Proposer has not directly induced or solicited any other person to submit a sham response or
encouraged any other person to refrain from submitting a response; and that the Proposer has
not in any manner colluded to secure any improper advantage over any other person submitting
a response.
Gratuities
No person will offer, give, or agree to give any District employee or its representatives any
gratuity, discount or offer of employment in connection with the award of contract by the District.
No District employee or representative will solicit, demand, accept, or agree to accept from any
other person a gratuity, discount, or offer of employment in connection with a District contract.
Required Review and Waiver of Objections by Proposers
Proposers should carefully review this RFP and all attachments and submit comments,
questions, defects, objections, or any other matter requiring clarification or correction
(collectively called "comments") in writing to the District no later than the deadline established in
this RFP. This will allow issuance of any necessary amendments and help prevent the opening
of defective proposals upon which contract award could not be made.
Protests based on any alleged defect with the RFP will be considered waived and invalid unless
the Proposer brings the alleged defect to the attention of the District, in writing, by the deadline
as established in this RFP.
Nondiscrimination
No person will be excluded from participation in, be denied benefits of, be discriminated against
in the admission or access to, or be discriminated against in treatment or employment in the
District's contracted programs or activities on the grounds of disability, age, race, color, religion,
sex, national origin, or any other classification protected by federal or California State
Constitutional or statutory law; nor will they be excluded from participation in, be denied benefits
of, or be otherwise subjected to discrimination in the performance of contracts with the District
or in the employment practices of the District's contractors. Accordingly, all Proposers entering
into contracts with the District will, upon request, be required to show proof of such
nondiscrimination and to post in conspicuous places, available to all employees and applicants,
notices of nondiscrimination.
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Cosumnes Community Services District RFP
Ground Ladder and Aerial Ladder Testing and Certification (FD-27-003)
Proposal Preparation Costs
The District will not pay any costs associated with the preparation, submittal, or presentation of
any proposal made in response to this RFP.
Proposal Withdrawal
To withdraw a proposal, the Proposer must submit a written notice of intent to withdraw, signed
by an authorized representative, to the RFP Coordinator. After withdrawing a previously
submitted proposal, the Proposer may submit another proposal at any time up to the deadline
for submitting proposals.
Proposal Errors
Proposers are liable for all errors or omissions contained in their proposals. Proposers will not
be allowed to alter proposal documents after the deadline for submitting a proposal.
Incorrect Proposal Information
If the District determines that a Proposer has provided, for consideration in the evaluation
process or contract negotiations, incorrect information which the Proposer knew or should have
known was materially incorrect, that proposal will be determined non-responsive and will be
rejected.
Assignment and Subcontracting
The Proposer may not subcontract, transfer, or assign any portion of the contract without prior,
written approval from the District. Each subcontractor must be approved in writing by the District.
The substitution of one subcontractor for another may be made only at the discretion of the
District and with prior, written approval from the District.
Notwithstanding the use of approved subcontractors, the Proposer, if awarded a contract under
this RFP, will be the prime contractor and will be responsible for all work performed and will be
responsible for all costs to subcontractors for services provided by the Proposer. The Proposer
is prohibited from performing any work associated with this RFP or using contractors for any
service associated with this RFP offshore (outside the United States).
Right to Refuse Personnel
The District reserves the right to refuse, at its sole discretion; any subcontractors or any
personnel provided by the Proposer or approved subcontractors. The District reserves the right
to interview and approve all Proposer staff members in District's sole discretion. Proposer's staff
may be subject to the District's background and drug testing processes at any time.
Proposal of Additional Services
If Proposer offers services in addition to those required by and described in this RFP, those
additional services may be added to the contract before contract signing at the sole discretion
of the District.
Licensure
Before a contract pursuant to this RFP is signed, the Proposer must hold all necessary business
and professional licenses. The District may require any or all Proposers to submit evidence of
proper licensure.
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Cosumnes Community Services District RFP
Ground Ladder and Aerial Ladder Testing and Certification (FD-27-003)
Conflict of Interest and Proposal Restrictions
By submitting a response to the RFP, the Proposer certifies that no amount will be paid directly
or indirectly to an employee or official of the District as wages, compensation, or gifts in
exchange for acting as an officer, agent, employee, subcontractor, or consultant of the Proposer
in connection with the procurement under this RFP.
Notwithstanding this restriction, nothing in this RFP will be construed to prohibit another
governmental entity from making a proposal, being considered for award, or being awarded a
contract under this RFP.
Any individual, company, or other entity involved in assisting the District in the development,
formulation, or drafting of this RFP or its scope of services will be considered to have been given
information that would afford an unfair advantage over other Proposers, and said individual,
company, or other entity may not submit a proposal in response to this RFP.
Contract Negotiations
After a review of the proposals and completion of the demonstration and proof of concept, the
District intends to enter into contract negotiations with the selected Proposer(s). These
negotiations could include all aspects of services and fees.
Execution of Contract
If the selected Proposer(s) does not execute a contract with the District within fifteen (15)
business days after notification of selection, the District may give notice to that Proposer of the
District's intent to select from the remaining Proposers or to call for new proposals, whichever
the District deems appropriate.
Right of Rejection
The District reserves the right, in its sole discretion, to reject any and all proposals or to cancel
this RFP in its entirety at any time.
Any proposal received which does not meet the requirements of this RFP may be considered to
be non-responsive, and the proposal may be rejected. Proposers must comply with all of the
terms of this RFP and all applicable State laws and regulations. The District may reject any
proposal that does not comply with all of the terms, conditions, and performance requirements
of this RFP.
Proposers may not restrict the rights of the District or otherwise qualify their proposals. If a
Proposer does so, the District may determine the proposal to be a nonresponsive counter-offer,
and the proposal may be rejected.
The District reserves the right, in its sole discretion, to waive variances in technical proposals
provided such action is in the best interest of the District. Where the District waives minor
variances in proposals, such waiver does not modify the RFP requirements or excuse the
Proposer from full compliance with the RFP. Notwithstanding any minor variance, the District
may hold any Proposer to strict compliance with the RFP.
The District reserves the right, at its sole discretion, to request clarifications of proposals or to
conduct discussions for the purpose of clarification with any or all Proposers. The purpose of
any such discussions shall be to ensure full understanding of the proposal. Discussions shall
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Cosumnes Community Services District RFP
Ground Ladder and Aerial Ladder Testing and Certification (FD-27-003)
be limited to specific sections of the proposal identified by the District and, if held, shall be after
initial evaluation of Proposals is complete. If clarifications are made as a result of such
discussion, the Proposer shall submit such clarifications in writing to the District.
Disclosure of Proposal Contents
All proposals and other materials submitted in response to this RFP process become the
property of the District. Selection or rejection of a proposal does not affect this right. All proposal
information, including detailed price and cost information, will be held in confidence during the
evaluation process. Upon the completion of the evaluation of proposals, the proposals and
associated materials will be open for review by the public to the extent allowed by the California
Public Records Act (Government Code Sections 6250-6270 and 6275-6276.48). By submitting
a proposal, the Proposer acknowledges and accepts that the contents of the proposal and
associated documents will become open to public inspection.
Proprietary Information
The master copy of each proposal will be retained for official files and will become public record
after the award of a contract unless the proposal or specific parts of the proposal can be shown
to be exempt by law (Government Code 6276). Each Proposer may clearly label part of a
proposal as "CONFIDENTIAL" if the Proposer thereby agrees to indemnify and defend the
District for honoring such a designation. The failure to so label any information that is released
by the District will constitute a complete waiver of all claims for damages caused by any release
of the information.
Severability
If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the
validity of the remaining terms and provisions will not be affected and, the rights and obligations
of the District and Proposers will be construed and enforced as if the RFP did not contain the
particular provision held to be invalid.
Proposal Amendment
The District will not accept any amendments, revisions, or alterations to proposals after the
deadline for proposal submittal unless such is formally requested, in writing, by the District.
Climate Action Plan and Environmental Sustainability
The District's Climate Action Plan/Sustainability Action Plan is intended to increase the
environmental sustainability of the District in terms of HG emission reductions as well as long-
term operational efficiency, waste prevention, reduction in the consumption of natural resources,
and minimization or elimination of potential adverse effects to the environment that could
otherwise occur during District operations. Proposers are encouraged to engage in
environmental sustainability practices.
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