RFQ - SCULPTURE CLEANING AND RESTORATION AT WATERFRONT PARK (RESERVED FOR SMALL LOCAL BUSINESSES)

MAGGIE RAMSBERGER DEPARTMENT OF PURCHASING AND CONTRACTING BRENDA G. MILLER
INTERIM DIRECTOR 5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204 ASSISTANT DIRECTOR
PHONE (858) 505-6367 FAX (858) 715-6452
REQUEST FOR QUOTES (RFQ) 13356
DEPARTMENT OF PARKS AND RECREATION
SCULPTURE CLEANING AND RESTORATION AT WATERFRONT PARK
AUGUST 17, 2026
SMALL-LOCAL BUSINESS SET-ASIDE: In accordance with Board Policy A-87, the award of contracts resulting
from this RFQ is reserved for Small-Local Businesses as defined in Board Policy B-53 Small-Local Business Policy
(SLBP), which can be found at: B-53 Small-Local Business Policy (SLBP).
A. KEY INFORMATION
1. The County of San Diego is seeking quotes from firms interested in providing sculpture cleaning and
restoration at Waterfront Park ("Offerors").
2. The County anticipates a contract term of an initial (base) period of one (1) year(s), with four (4) one-year
option periods.
3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/
. To see all information related to this RFQ, to submit Questions, and to receive notifications of updates,
Offerors must select "Participate in RFx" for this solicitation in BuyNet.
4. The Contracting Officer for this solicitation is Eric Ayres, Procurement Specialist,
Eric.Ayres@sdcounty.ca.gov
5. Schedule: This timeline is subject to change at any time, at the County's sole discretion. The County will issue
an addendum for changes to the Questions due date, or Quote due date.
Event Description Date and Time (San Diego Time)
Questions due August 31, 2026 prior to 5:00 p.m.
Quotes due September 7, 2026 prior to 5:00 p.m.
6. Questions:
6.1. Offerors should submit all Questions, including requests for clarification related to definition or
interpretation of this RFQ, in writing by the Date and Time specified in the Schedule. Offerors should
submit Questions via BuyNet, by sending a message to the Contracting Officer through the "Discussions"
functionality.
6.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.
7. Table of Contents:
A. Key Information
B. RFQ Instructions and Rules
C. Submittal Items
D. Required Forms
E. Statement of Work
F. Payment Schedule
G. Draft Agreement

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13356
DEPARTMENT OF PARKS AND RECREATION
SCULPTURE CLEANING AND RESTORATION AT WATERFRONT PARK
B. RFQ INSTRUCTIONS AND RULES
1. INSTRUCTIONS FOR SUBMITTING A QUOTE
1.1. It is Offeror's responsibility to submit a quote based on the most current RFQ, addenda thereto, County's
responses to Questions, any other information posted on BuyNet, and any diligence material made
available by the County. Offerors are advised to regularly check BuyNet for information. The County has
no obligation to contact Offerors directly with any such RFQ-related information.
1.1.1. To see all information related to this RFQ, to submit Questions, and to receive notifications of
updates, Offerors must select "Participate in RFx" for this solicitation in BuyNet.
1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from
Department of Purchasing and Contracting's front desk or contact clerical support at (858) 505-
6367.
1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on
the County's web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-
forms.html.
1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may
submit the version of a form in place as of the date of the posting of this RFQ or any later version
thereof.
1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation
to the County of San Diego, Department of Purchasing and Contracting, through electronic upload to
BuyNet before the Date and Time listed in Schedule.
1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email
to the Contracting Officer listed in this document or provide the Purchasing and Contracting front
desk with either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently
mark such submissions with the RFQ number on the outside of the packaging. Please use this
method only if unable to submit through BuyNet.
2. QUESTIONS
2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting
Officer, in writing, as a question ("Question"). Offerors may submit Questions by sending a message to
the Contracting Officer through the "Discussions" functionality in BuyNet.
2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule
for Question submission. Offeror is responsible for ensuring that Questions are received by the County.
3. QUOTE FORMAT
3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than
signature pages, converted and searchable formats are preferred.
3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.
4. QUOTE ORGANIZATION
4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.
4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item
within each exhibit.
4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and
order.
4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each
page.
4.1.4. Cost/Price information:
4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price
shall be inclusive of all proposed compensation.
4.2. Confidential/Proprietary information:
Page 2 of 38

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13356
DEPARTMENT OF PARKS AND RECREATION
SCULPTURE CLEANING AND RESTORATION AT WATERFRONT PARK
4.2.1. The County is a public agency subject to the California Public Records Act, Government Code
7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject
to disclosure, and the County intends to publish any resulting contracts to its public website.
4.2.2. It is Offeror's responsibility to identify and separate into a "CONFIDENTIAL/PROPRIETARY"
exhibit and to provide a signed Nondisclosure Indemnification Agreement for:
4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from
disclosure pursuant to the California Public Records Act, including PI (Personal
Information), PII (Personally Identifiable Information), or PHI (Protected Health
Information);
4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from
disclosure under the California Public Records Act and wishes to protect from
disclosure.
4.2.3. The "CONFIDENTIAL/PROPRIETARY" exhibit must be clearly labeled with all pages marked
as "CONFIDENTIAL/PROPRIETARY."
4.2.4. Offeror should reference material in the "CONFIDENTIAL/PROPRIETARY" exhibit where it is
needed to respond to a Submittal Item through citation to the
"CONFIDENTIAL/PROPRIETARY" exhibit (for example "See response 1 contained within the
'CONFIDENTIAL/PROPRIETARY' exhibit for staff Social Security numbers").
4.2.5. If the County determines that a submission improperly designates information as confidential or
proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii)
declare the submission non-conforming/non-responsive; (iii) remove such information, or (iv)
take any other appropriate action. (Note: Pricing and Terms and Conditions are generally not
confidential under the California Public Records Act).
5. QUOTE EVALUATION
5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror
compliance, availability, price, and more to determine the quote(s) that provide the best value to the
County.
5.2. During evaluation, the County may appropriately consider the sustainability and social, human health,
environmental, and economic impact of Offeror's proposed products and/or approach to providing goods
and/or services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include
relevant information in their quotes, to the degree related to the goods or services sought.
5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and
Offeror's proposed approach to providing goods and services. Therefore, Offerors are encouraged to
include relevant information in their quotes, to the degree related to the goods or services sought.
5.4. When evaluating an Offeror's cost or pricing, the County may also consider the effect of the quote on the
overall total cost to the County.
6. COUNTY COMMITMENT
6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of
Offeror's costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any
reimbursable cost in anticipation of a contract award.
6.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any
of its respective officials, agents, or employees arising out of or relating to this RFQ or these procedures
(other than those arising under a definitive contract with Offeror in accordance with the terms thereof).
6.3. The County reserves the right to separately procure the same or similar goods or services.
6.4. The County may withhold all information regarding this procurement until after negotiations are complete,
including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of
quotes; the County's evaluation and results thereof. Information releasable after the conclusion of
negotiations is subject to the disclosure requirements and withholding exemptions of the California Public
Records Act.
Page 3 of 38

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13356
DEPARTMENT OF PARKS AND RECREATION
SCULPTURE CLEANING AND RESTORATION AT WATERFRONT PARK
6.5. Pursuant to County Charter 703.10 and 916, award of a contract resulting from this RFQ may be subject
to the County's requirement to determine that the services can be provided more economically and
efficiently by an independent contractor than by persons employed in the Classified Service.
6.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County
reserves the right to award a contract to a resulting entity.
7. DILIGENCE AND DUTY TO INQUIRE
7.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or
related documents, Offeror shall have a duty to submit a Question to the County.
7.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required,
including, but not limited to, information that is publicly or otherwise reasonably available and, if
applicable, information that can be obtained during a site visit (including verification of measurements,
conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any
price adjustment or other relief based upon information that was discovered or should have been
discovered through due diligence.
7.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness
of any diligence material or other information provided by the County or any of its agents, representatives,
contractors, or consultants. Such information may reflect good faith assumptions, estimates, or projections,
which may or may not prove to be correct.
7.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral
responses to Questions or other inquiries. No prior, current, or post award communication(s) with any
officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFQ,
except as explicitly provided for in this RFQ.
8. OFFEROR COMMUNICATIONS
8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or
its officers and employees (including consultants working on or assisting with this procurement), related
to this RFQ or Offeror's quote, must be directed in writing exclusively to the Contracting Officer, unless
otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt
to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFQ
or by law. Any improper contact may, at the County's sole discretion, cause Offeror to be removed from
consideration for contract award.
8.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County's
sole determination, compromises the integrity of this RFQ process or attempts to restrain competition,
Offeror may be removed from consideration for award.
8.3. Audio and/or video recording of presentations, discussions, negotiations, , or other communications with
the County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting
Officer.
9. SOLICITING EMPLOYEES
9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave
the County's employ in order to accept employment with Offeror, its affiliates, actual or prospective
contractors, or any person acting in concert with Offeror without prior written approval of the County's
Contracting Officer. This paragraph does not prevent the employment by Offeror of a County employee
who has initiated contact with Offeror.
10. PROHIBITED CONTRACTS AND SUBCONTRACTS
10.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract
with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of
Supervisors finds that special circumstances exist which justify the approval of such contract:
10.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the
governing body;
Page 4 of 38

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13356
DEPARTMENT OF PARKS AND RECREATION
SCULPTURE CLEANING AND RESTORATION AT WATERFRONT PARK
10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as
officers, principals, partners, or major shareholders;
10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions
of subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the
area of service to be performed by the contract; or, (ii) participated in any way in developing the
contract or its service specifications; and
10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3
serve as officers, principals, partners, or major shareholders.
10.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work
under the agreement with a related for-profit subcontractor where an interlocking directorate, management,
or ownership relationship exists, unless specifically authorized by the Board of Supervisors.
10.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with
Sections 11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance
affecting these provisions.
11. CALIFORNIA REVENUE & TAXATION CODE 18662
11.1. In compliance with California Revenue and Taxation Code 18662, if Offeror is a non-resident of
California (out-of-state invoices) that receives California source income and has not completed Franchise
Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior
to the first payment from the County, new suppliers or suppliers with expired forms or forms with incorrect
information must submit new forms to the County (forms are available from the Franchise Tax Board
website listed below).
11.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If
Offeror has already received a waiver or a reduced withholding response from the State of California and
the response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure
to submit the required forms will result in withholding of payments. Offerors should access the Franchise
Tax Board websites, listed below, for tax forms and relevant information regarding non-resident
withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is
recommended that Offerors speak with their tax advisers and/or the State of California for guidance.
Franchise Tax Board Websites:
https://www.ftb.ca.gov
https://www.ftb.ca.gov/forms/search/
11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858)
694-2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA
92123. The P.O. Number or Contract Number (if available) and "California Revenue and Taxation Code
18662" must appear on fax cover sheet and/or the outside of the mailing envelope.
12. W-9 FORM
12.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with
the County.
Page 5 of 38

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13356
DEPARTMENT OF PARKS AND RECREATION
SCULPTURE CLEANING AND RESTORATION AT WATERFRONT PARK
C. SUBMITTAL ITEMS
1. EXHIBIT 1 - REQUIRED FORMS
1.1 Submit a completed and signed Offeror's Cover Page (PC600) form
* Required for all Offerors
* located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf
1.2 Submit a completed and signed Representations and Certifications form (PC601)
* Required for all Offerors
* located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf
1.3 Submit a completed and signed Small-Local Business Self-Certification Form (PC610)
* Required for all Offerors. The award of contracts resulting from this RFQ is reserved for Small-Local
Businesses as defined in Board Policy B-53. To be considered for award, Offeror must successfully certify
that they qualify as a Small-Local Business.
* located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf
1.4 Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).
* Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2)
* located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf
2. EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT
2.1 Please provide a brief overview of your team's experience in providing cleaning and restoration services.
2.2 Please provide a brief overview of your team's experience in providing fine art restoration services.
2.3 Please provide a brief overview of your team's experience in providing tile/mosaic installations.
2.4 The prime Contractor shall have three (3) or more contracts that fully demonstrate their ability to perform
the work established in Exhibit A - Statement of Work. Please provide the examples below.
Project Name:___________________________
Address:_______________________________
Name of Contact:________________________
Phone number:__________________________
Project Name:___________________________
Address:_______________________________
Name of Contact:________________________
Page 6 of 38

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13356
DEPARTMENT OF PARKS AND RECREATION
SCULPTURE CLEANING AND RESTORATION AT WATERFRONT PARK
Phone number:__________________________
Project Name:___________________________
Address:_______________________________
Name of Contact:________________________
Phone number:__________________________
3. EXHIBIT 3 - COST/PRICE EXHIBIT
3.1 Submit a completed Payment Schedule
4. EXHIBIT 4 - ACCEPTANCE OF TERMS AND CONDITIONS
4.1 Confirm acceptance "YES/NO" of the County of San Diego's Draft Agreement (including insurance
requirements):
YES NO

4.1.1 If "NO," provide a detailed list of exceptions to the terms and conditions, the nature of its concern,
and what terms the Offeror is willing to accept.
Note: The Offeror will be deemed to have accepted any terms and conditions of the Contract to
which it does not take exception to. The County may, as part of its evaluation process, conclude
that exceptions are so numerous and/or material as to make Offeror's response to the solicitation
unacceptable.
5. EXHIBIT 5 - CONFIDENTIAL PROPRIETARY
5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and
Rules section 4.2
D. REQUIRED FORMS
(RESERVED)
Page 7 of 38

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13356
DEPARTMENT OF PARKS AND RECREATION
SCULPTURE CLEANING AND RESTORATION AT WATERFRONT PARK
E. EXHIBIT A - STATEMENT OF WORK
1. Scope of Work/Purpose
The Contractor shall provide all labor, equipment, and incidentals necessary for the quarterly cleaning,
maintenance, and restoration of 2 sculptures on loan to the County of San Diego from the Niki Charitable Art
Foundation (NCAF) at Waterfront Park located at 1600 Pacific Highway, San Diego 92101.
2. Background Information
The Niki Charitable Art Foundation has loaned the County of San Diego two Niki de Saint Phalle sculptures: #19
Baseball Player and Large Seal. Both artworks are currently on display at Waterfront Park. As part of the loan
agreement, the County is required to protect the sculptures from loss, damage, and deterioration by ensuring they
are properly cleaned and maintained at least once every quarter.
3. Goals and Outcomes
3.1. Goals: Contractor shall provide the services described herein to accomplish the following goals: Inspect,
clean, maintain, and restore 2 sculptures at Waterfront Park.
3.2. Outcome Objectives: Contractor shall achieve the following outcome objectives:
3.2.1. Contractor shall assume full maintenance, including cleaning, restoration, and preventive maintenance
responsibility for two sculptures, including labor and materials.
3.3. Process Objectives: Contractor shall achieve the following process objectives on a quarterly basis:
3.3.1. Inspect sculptures for any damaged, broken, or missing design elements.
3.3.2. Clean the two sculptures using a mild soap solution. Gold leaf sections on sculptures shall be protected
during cleaning. Dry sculptures with soft cloths to avoid scratches, water stains, and maintain the
reflectivity of surfaces. Contractor shall reuse materials whenever possible.
3.3.3. Restore any missing tile, grout, and stone.
3.3.4. Maintain, preserve, and clean gold leaf on #19 gilded bat.
3.3.5. Notify the County and NCAF of any issues found and proceed with repairs as directed by the County.
3.3.6. If the Contractor finds damages that require additional service that is not included under the repair and
maintenance requirements of this contract, Contractor shall make a request to the COR in writing. Once
approved, the County will pay for additional services provided at the labor rates specified in the contract
pricing schedule. The scheduled unit process for labor for these requests shall include the Contractor's
full compensation for furnishing all labor, parts, materials, equipment, tools, transportation, and
incidentals for accomplishing the work.
3.3.7. Once the work has been completed, the Contractor shall properly dispose of any waste, debris, and dirt
incurred during the service. The Contractor shall notify the Supervising Park Ranger or COR after
completion of the work.
3.3.8. During the cleaning and/or maintenance of the sculptures, the contractor shall provide adequate
protection from the public to avoid any potential damage to the sculptures. This can be accomplished via
cones, caution tape, etc.
4. Quality Assurance and Safety
4.1. All work shall be accomplished by and under the supervision of skilled, experienced service and repair
technicians directly employed, trained, and supervised by the Contractor.
4.2. The Contractor shall perform all work outlined in the SOW in such manner so as to meet all accepted standards
for safe practices during the performance of their duties; and shall accept the sole responsibility for complying
with all County, State or Federal requirements at all times so as to protect all persons, including Contractor's
employees, agents of the County, contractors, members of the public or other foreseeable injury, or damage
to property.
Page 8 of 38

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13356
DEPARTMENT OF PARKS AND RECREATION
SCULPTURE CLEANING AND RESTORATION AT WATERFRONT PARK
4.3. Contractor's personnel shall be equipped with proper Personal Protective Equipment (PPE), safety shoes, and
other gear required by Cal-OSHA standards.
4.4. The Contractor shall notify the County immediately of any occurrence of accident, injury, or persons requiring
emergency services, and if so requested, shall prepare a written report for the Supervising Park Ranger within
three (3) calendar days following the occurrence. The Contractor shall cooperate fully with the County in the
investigation of any such occurrence.
5. Scheduling
5.1. All regular work shall be carried out during regular working hours, between 7:00 a.m. and 4:00 p.m., Monday-
Friday, as directed by the COR or Supervising Park Ranger. The Contractor shall submit to the Supervising
Park Ranger a work schedule specifying the number of working days required to complete the work. Work
shall not take place until the Supervising Park Ranger has approved the schedule.
Page 9 of 38

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13356
DEPARTMENT OF PARKS AND RECREATION
SCULPTURE CLEANING AND RESTORATION AT WATERFRONT PARK
EXHIBIT A - STATEMENT OF WORK - ATTACHMENT 1 - TASK ORDER PROCESS
Task Order Process
1.1 All service and repair work shall be initiated through individual task orders issued after contract award. No work shall
commence without written authorization from the County.
1.2 Firm Fixed Price (FFP) Task Orders. For tasks with a defined scope, the Contractor shall submit a Firm Fixed Price (FFP)
proposal. The proposal shall include:
1.2.1 A detailed Statement of Work (SOW)
1.2.2 A description of all required services and deliverables
1.2.3 Supporting documentation sufficient to determine that the proposed price is fair and reasonable and in accordance
with the contract terms and pricing structure
1.3 Time and Materials Not-to-Exceed (T&M NTE) Task Orders. For tasks where the scope cannot be reasonably and
accurately defined in advance, the County may issue a Time and Materials Not-to-Exceed (T&M NTE) task order. The
Contractor shall:
1.3.1 Submit a proposal with a clearly defined NTE ceiling, including labor categories, rates, estimated hours, and
material cost assumptions supporting the proposed amount
1.3.2 Upon completion of the task, submit documentation sufficient to verify compliance with contract terms and
pricing structure, including but not limited to actual labor hours worked and material costs incurred.
1.4 Contractor shall provide a price an itemized (Labor and Materials) proposal for any maintenance or repair service within
two (2) business days from request from COR. The rates in the Contractor's price proposal shall be in accordance with
Exhibit C - Pricing Schedule. The cost proposal shall be inclusive of all labor, parts, materials, equipment, tools,
transportation (travel) and incidentals for accomplishing the service.
1.4.1 Replacement parts for break/fix repairs and rented equipment not normally owned by Contractors will be paid to
Contractor at-cost. Documentation (itemized receipt) of actual parts cost must be submitted with invoice.
1.4.2 In the event of a dispute, the County may survey prices for the same make/model or part to determine the fair
market price for that item/part, and reimbursement will be made based on the survey results.
1.4.2.1 The County reserves the right to furnish any or all fixtures and parts for a particular task. In these
situations, the Contractor will still be required to guarantee workmanship and installation for a period
of 90 days.
1.4.2.2 Expensable materials including, but not limited to, Teflon/electrical tape, gloves, plastic sheeting, wire
nuts, etc., are considered normal and customary operating costs (overhead) for the Contractor and will
not be paid separately by the County.
1.5 If the requested work complies with the contract terms and pricing structure and is determined to be fair and reasonable,
COR will prepare a Task Order and will send it to the Contractor for signature. A Task Order signed only by the
Contractor is not a Notice to Proceed; the Task Order is fully executed only when signed by the County.
1.6 The Contractor returns the signed Task Order to the COR, then the COR obtains the required signatures.
1.7 The COR will send a copy of the fully executed Task Order to the Contractor. Once all required signatures are obtained,
the COR will provide the Contractor with a Notice to Proceed with instructions on how to coordinate the work.
1.8 Any individual Task Order that includes installation or labor and is determined to be Public Works cannot exceed $50,000.
1.9 Task Orders cannot be combined with other contracts or Task Orders for materials, labor, service, etc. that are determined
to be Public Works when the combined total project cost will exceed $50,000.
1.10 Task Orders in excess of $6,500 for new construction or any subsequent alterations or repair thereto in excess of $50,000
may not be a part of this contract and would have to be bid separately (see California Public Contract Code Sections 20390-
20397). Per PCC Section 20123.5, it is unlawful to split or separate into smaller work orders or projects any public work
project for the purpose of evading the provisions of this article requiring public work to be done by contract after
competitive bidding.
1.11 Any Task Order issued for repairs over $25,000 will require a Payment Bond equal to 100% of the total Task Order prior
to commencement of work.
1.12 Task Orders are subject to audit by the Department of Purchasing & Contracting, which may be conducted at any time
during the duration of the contract.
1.13 Contractor shall submit the Task Order invoice within five (5) business days of after completion of work.
Page 10 of 38